Relatio de ratione aestimationis provinciarum perpetua (Nova Roma)

A senatorial decree concerning the permanent system of provincial evaluation

I. In the latter part of the year Q. Arrio (II) T. Domitio (III) cos. ‡ MMDCCLXXIII a.u.c. the senate instituted the first comprehensive legislation on provincial evaluations and a system of assessment for the ongoing efficacy of provincial administration. Both leading up to this original legislation, and certainly many times after, new legislation has either duplicated, altered or added to the foundational provincial evaluation system. Whether incidentally or with intent, the increasing list of decrees, as well as the long list of demands for irregular reporting has created a legal quagmire. This burden is subsequently shouldered by the governors and has become increasingly difficult to deduce current requirements with efficiency.

II. This decree intends to redefine all provincial evaluation requirements into a single and perpetual decree. With this senatus consultum, all past senatus consulta pertaining to provincial reporting and provincial evaluations are considered lapsed an no longer in effect. It is important to stipulate that, by the enactment of this decree, all past requirements and assessments of provinces, since the passing of the senatus consultum de provinciis ordinandis of the Non. Oct. ‡ Q. Arrio (II) T. Domitio (III) cos. ‡ MMDCCLXXIII a.u.c. (7 Oct 2020), are considered effective, on record and active, up to their inclusion or modification in this decree. All past evaluations to date remain extant.

III. Drawing from the now lapsed senatus consultum de provinciis ordinandis, senatus consultum de relatione provinciali requirenda, and senatus consultum de relationibus praesidum provinciarum, the senate intends to motivate citizens globally with clear objectives to gain recognition as a province of Nova Roma. In this spirit, the senate has taken steps to maintain a more consistent provincial system by dissolving those provinces which don't satisfy set criteria for provincial status. However, provinces can be created (or dissolution reversed) at any time in the future if the provincial community produces the required level of activity.

IV. Defining and establishing a province. As a standard definition, the "provincia" is considered a country-level administrative unit of Nova Roma based on an active and functioning community of Nova Roman citizens of that country. A province shall serve as the organized collectivity of citizens within a macronational country. However, there are two exceptions or variations:

A. Given the vast variation in size that exists across countries, the senate should always consider the total area, ease of travel across the country in question, as well as the existing density of citizens. It may be warranted to reduce the provincial administrative borders to a smaller size, ideally following internal state boarders or regional boundaries.

B. More than one macronational country may make up a province if they share the same language and cultural characteristics, or the Nova Roman communities in these countries are closely cooperating with each other.

V. Conditions required for a province. The establishment, or reestablishment of a province can only be achieved by the demonstration on set standards. A province is the demonstration of active community life for a considerable time which satisfies the senate that a noteworthy Nova Roman community exists in any given country or sub region. A Nova Roman community within a country or territory may be defined as a province if:

A. there are at least 15 Nova Roman citizens in the country (or territory) to become a province,

B there are at least one or more functioning (minimum 15 messages or posts per month, by at least 5 different citizens) online communication forums with 15 registered/subscribed resident participants,

C there are at least two gatherings of 5 resident Nova Roman citizens in a calendar year,

D. there is at least one officially recognized partnership established under law between Nova Roma and a Roman (or Roman themed or ancient) reenactment or living-history group in the region, and

E. there is at least one local candidate for governor.

VI. Establishing a province. The senate remains the only authority that can establish a province. A Nova Roman community, who meets the above conditions, is to select a representative to forward a petition for a province to the office of the consuls. The petition is to include the formal request and evidence of the country or territory meeting the set requirements. The senate is forbidden to accept any petition that does not satisfy the requirements. The senate may refuse petitions but any such refusal must contain a detailed justification and recommendations to achieve provincial status.

VII. Provincial reporting. Provinces are evaluated on a 12-month cycle, from Kal. Feb. (1 February) to the following Kal. Feb. (1 February) each year. Governors are responsible for producing a provincial report to the Officium Consulare no later than Kal. Mar. (1 March) each year.

III. The governors' provincial report must be in the following format and they must report the following data:

A. Obligatory items in the review:

1. Number of current Nova Roman citizens in the province.

2. Web addresses of the main internet forum of the province, and all additional provincial forums that are public.

2.1. Monthly average number of messages in the main provincial forum. If there are more than one provincial forum, the number of messages can be added up for the purpose of the report, but the amounts shall be given separately, as well.

2.2. Average number of Nova Roman citizens posting per month. If there are more than one provincial forum, the average of the number of Nova Roman citizens who post per month can be added up for the purpose of the report, but the amounts shall be given separately, as well.

2.3. Total number of members (citizens and peregrini combined) in the provincial forum. If there are more than one provincial forum, the number of members can be added up for the purpose of the report, but the amounts shall be given separately, as well.

3. Number of those real life gatherings in the reported period in which at least 5 citizens of the province participated.

4. Reenactment groups that officially cooperate with the province (friend, allied, or fully Nova Roman legions; allied or fully Nova Roman gladiatorial groups). Other type of partnerships should be listed here, as well.

5. Names of all candidates for the governorship.

B. Optional items in the review:

1. If in the areas of the province of the governor there was a curfew or a similar very restrictive and extended period ban on community meetings, the governor may ask a waiver from taking provincial meetings as a factor and part of the evaluation. The governors should petition this waiver as the 6th item in their report.

2. After the previous items have been discussed, the governor is free to add his personal style report in any format he deems necessary.

IV. The report shall be honest and true to the facts. The calculation of forum statistical averages, if it is not possible in a timely manner via an automated tool that the forum offers to the admin (for example Facebook groups and mailing lists can show monthly statistics as part of its free and easily tools), should be calculated from the data of the third, sixth, ninth and twelfth month of the reported period. The governor should make accessible the provincial forums for any senator who wants to check the veracity of the reported data.

V. If the report misses to answer any of the 5 questions at III.A.1-5, in those points the evaluation of the province should be made as if the missing answers were "zero" or "none" even if it is public knowledge that it is not the real answer. If there is no report, the evaluation should be made as if all answers were "zero" or "none". The negligence of the governor should be reflected by the negative evaluation of the province, and should serve as a lesson for all provincial citizens so they come up with another, better candidate for governor.

VI. The report should contain all events and activities by the province, and any additional information the governor deems necessary, as well as recommendation future policies to the senate, the opinion of the citizens, requests, complaints and everything that the provincial citizens or the provincial government would wish to communicate to the senate. These will not serve as a basis for the evaluation.

VIII. Evaluating a province.

A. If a province doesn't meet any of the requirements at II.B.1-5., the status of the province shall be marked as "abandoned". A province which satisfies only requirement II.B.1 shall also be marked as "abandoned".

B. If a province doesn't meet all the requirements at II.B.1-5., its status shall be marked as "unsatisfactory". However, if the province failed to satisfy only II.B.2., while there were more than two gatherings of at least 5 citizens in that year in the province, this failure shall be ignored. If a province satisfies only II.B.1, it shall also satisfy II.B.2 at the same time, otherwise it shall be classified as "abandoned".

C. If a province meets all the requirements at II.B.1-5., it shall be marked as "active".

D. If a province significantly exceeds all the requirements at II.B.1-5., or if it exceeds only the requirements at II.B.1., 3., and 4. but by 300%, it shall be marked as "excellent". Significantly exceeding the requirements is understood the following way:

i. (1) it has at least 20 citizens, (2) an online forum with 20 messages per month, by 5 different citizens, with 20 resident participants, (3) three gatherings of 5 resident citizens in a year, (4) partnerships with two Roman reenactment groups, and (5) two candidates for governor;

ii. or (1) it has at least 45 citizens, (3) six gatherings of 5 resident citizens in a year, (4) partnerships with two Roman reenactment groups.

This decree does not effect, or intend to effect, the appointment or removal of governors by the senate. Even though this decree automates reporting, processing and assessment without direct senate intervention, it does not prohibit the senate from discussing and presenting provincial reports or assessment outcomes. For example, the senate may pass ad hoc exceptions or provide temporary easements. It also does not restrict any subsequent legislation considered that might separately aid or bolster provincial performance. This decree does not prohibit the senate from changing the requirements for provincial reporting and assessment in the future but it does express the intent that this decree should be repealed and replaced, not added to or modified.

Senatus consultum de provinciis ordinandis (7 Oct 2020), Senatus consultum de relatione provinciali requirenda (27 Feb 2022), Senatus Consultum De Relationibus Praesidum Provinciarum (7 Oct 2025)