​Administration Council: The Administration Council is the body charged with the overall operation, governance, and internal decision-making of The Grey School of Wizardry. It is responsible for the implementation and maintenance of the School’s policies, precepts, and administrative practices, ensuring the institution functions in a coherent and effective manner. The Administration Council is composed of the Headmaster, the Master of Studies, and the Master of Pupils. At the discretion of the Headmaster, the Council may also include a Provost and a Master of Faculty, should those roles be appointed. Each administrative office may appoint an assistant position as needed. Assistants are selected by the administrative officer they serve and are subject to ratification by the remaining members of the Administration Council.

​

Assistant Dean: A faculty member who helps a Dean with their duties. This position may be a trial period for someone desiring to become a Dean or a way to avoid overworking a Dean, or a combination of both. Assistant Deans are proposed by their supervising Dean and approved by the Headmaster.

Apprentice: Someone Enrolled in the Apprenticeship  or Cohort Program undertaking study to ascertain their Letter of Journeymanship.

Apprentice Leader: An Apprentice leader is any Apprentice who takes on the responsibility of spreading knowledge through inspiration, tutoring, and guidance for their peers by running for, and ascertaining the post of, Prefect, Vice-Captain or Captain. 

Apprentice Leadership: The governing council of Apprentice Leaders, made up of the Five Lodge Prefects, the Vice-Captain and the Captain. The Apprentice Leadership is in charge of organizing Vgsw Moots, and Lodge Operations. They also see to resolving minor and moderate disturbances among the Apprentices, with Major grievances being forwarded to the Office of the Dean of Students.

 

Board of Directors: The legal governing body recognized by the State and Federal Government to bear ultimate responsibility to ensure that all operations of the School are in accord with applicable laws and the school’s Mission Statement, Articles of Incorporation, and By-Laws. 

 

BoD: Board of Directors abbreviation.

 

Bursar: Establish operational budget subject to approval by the Headmaster. Manage daily financial transactions, bookkeeping, bank reconciliation, quarterly financial reporting. Calculate and disburse stipends.

 

Captain: While the Prefect leads one Lodge, the Captain is responsible for all of  the Lodges. Captains are chosen from the Scabbards of Prefects, Apprentices who have previously served as Prefect of an individual Lodge. The position of Captain is the highest position for an Apprentice in the GSW. The Captain is also responsible for awarding Prefects any Merits they should earn during their term. 

 

Class: Each coherent set of lessons, exams, assignments, etc. taught by a teacher and labeled as a “class” in our catalog and department listings.

​

Club: A non-academic Apprentice group, led by one or more faculty advisers and organized around a topic of common interest.

 

Master of Faculty: The Master of Faculty is an optional administrative appointment at The Grey School of Wizardry, established to oversee faculty-related matters when delegated by the Headmaster. When appointed, this role focuses on the recruitment, appointment, development, and supervision of the School’s teaching faculty, ensuring that instructional staff meet institutional standards and are supported in their work. The Master of Faculty oversees faculty onboarding and training, monitors professional conduct and performance, and addresses faculty concerns as they arise. When necessary, the role manages disciplinary actions and faculty separation in accordance with School policy. The Master of Faculty works in coordination with the Headmaster to provide cooperative oversight of the teaching faculty, supporting consistent academic expectations and effective instructional delivery across departments.
 

In the absence of an appointed Master of Faculty, these responsibilities are retained by the Headmaster.

​​​

Commencement: When an Apprentice has completed all of the graduation requirements for the Journeyman Letter, he or she is eligible for commencement. Commencement is the ceremony honoring graduation. It is during commencement that honors and regalia are bestowed. If possible, commencement ceremonies should be done in person at Highspire or via vGSW.

 

Commencement Coordinators: Those faculty, administration, and/or staff in charge of planning and orchestrating commencement ceremonies for new Journeyman Wizards (a.k.a. Master/Mistress of Commencement).

 

Conclave: A structured, planned, overnight or multi-day events at Highspire typically planned months in advance and involving Grey School apprentices, faculty, staff, and families. Conclaves are designed for the purpose of meeting each other, sharing fellowship, and expanding magickal knowledge under the auspices of the Grey School curriculum. Activities may include classes, rituals, and more.

 

Course: A sequence of related classes, as in “course of study.” Examples are such as “Green Magick 101, 201, 301…” “Alchemy 101, 202, 303…” etc. Or “Magickal Poetry 301, 302, 303…” etc. A “course of study” may also refer to a series of classes required for a Major or Minor; or all the classes in a certain department (as say, “a course in Alchemy”). Our general Catalog is called our “Course Catalog.”

 

Master of Studies: Appointed by the Headmaster and ratified by the Board of Directors, the Master of Studies is the senior academic officer of The Grey School of Wizardry, responsible for oversight of the School’s curriculum, academic standards, and instructional structure. This role ensures coherence, rigor, and continuity across all academic offerings. The Master of Studies oversees academic matters related to courses, classes, majors, minors, and academic advising. Working in collaboration with Department Deans, the Master of Studies reviews and approves new courses, course revisions, and instructional materials, ensuring alignment with institutional standards and educational goals. In addition to curriculum oversight, the Master of Studies manages the Dean’s List and provides direct supervision and coordination of the Department Deans, supporting consistent academic policy and practice across departments.
 

The Master of Studies holds authority for setting and approving graduation requirements, maintaining the integrity of the School’s academic pathways and credentials.

 

VGSW Groundskeeper: The person tasked with assisting in the upkeep of the Virtual Campus on Second Life. Working under the Headmaster, they assist in keeping  the virtual space an appropriate learning atmosphere. This entails a weekly check-in on the Campus, helping newcomers to get their bearings,
and assisting in the returning of Items as the need arises.

​

Master of Pupils: Appointed by the Headmaster and ratified by the Board of Directors, the Master of Pupils is the administrative officer responsible for overseeing the apprentice experience at The Grey School of Wizardry, with particular attention to enrollment, records, and pupil support. This role serves as the primary point of contact for matters related to apprentice status, progression, and community engagement. The Master of Pupils oversees all apprentice transcripts and enrollment concerns, including correspondence with prospective applicants and parents or guardians, new apprentice enrollment and acceptance, welcome communications, tuition tracking, returning apprentice re-enrollment, and acknowledgment of tuition payments and donations. The role also manages annual communications, level advancement notifications, and Journeyman exit interviews. In addition to enrollment and records, the Master of Pupils is responsible for addressing apprentice concerns and grievances, ensuring that issues are handled fairly, consistently, and in alignment with School policy.
 

Through this work, the Master of Pupils helps maintain a supportive, well-ordered, and engaged learning environment beyond the classroom.

​

Department Dean: The optional head of an academic department. This person can be tasked by the Headmaster to be in charge of that department’s administration and organization. They are an interface between Administration and that Department’s faculty. They have initial approval, and right of veto over classes, curriculum, majors and minors, and required texts within their own Department. Department Deans develop class lists, organize majors and minors, create department awards, and set department goals. They work with faculty members to have classes written, train new faculty working in their departments, as well as check and approve new class offerings. They assign classes to faculty in their Department. They may also appoint and work with assistant Deans. 

 

Department: One of the 16 color-coded divisions of studies in the GSW.

 

Faculty: The group of people teaching classes at the Grey School, including professors, instructors, and teaching assistants. 

​

Forum: The GSW has a School Forum provided on the site, providing a place for Apprentices, staff, and faculty to communicate.
 

Graduation: When an Apprentice has completed all of the requirements for the Journeyman Letter, he or she is said to have “graduated.” 

 

Grey School: The correct, two-word spelling for our school.

 

GSW / G.S.W. : The correct abbreviation for our school of Wizardry

 

Guest Lecturer: Someone who offers their materials for use in the Grey School, but does not teach classes personally. A “Guest Lecture” may be an article posted on-site to be read by Apprentices, but having no exams and conferring no credits.

 

Head of Lodges: The GSW member who has responsibility for overseeing the School’s Apprentice Lodges Activity and overall well-being. The Head of Lodges manage the Lodges by working with the Captain, supporting Apprentice Leaders in their personal growth and development by offering insight and constructive feedback, and assisting the Apprentice Leadership in the managing and creation of Conclaves. The Head of Lodges is also responsible for awarding the Captain any Merits they should earn while serving in that roles.

 

Headmaster: The Headmaster serves as the chief academic and administrative authority of The Grey School of Wizardry and acts as the final arbiter in all matters pertaining to the School. The role carries responsibility for the overall direction, integrity, and continuity of GSW as an institution of higher learning. The Headmaster is a standing member of both the Board of Directors and the School’s Administration. In this capacity, the Headmaster holds final approval authority over institutional policies, organizational structure, academic framework, promotional materials, website content and design, and the general structure and delivery of classes and programs. In addition to institutional oversight, the Headmaster maintains final review authority over all membership applications and renewals, ensuring that admissions and continued enrollment remain aligned with the values, standards, and long-term goals of the School.
 

When the appointment of a succeeding Headmaster becomes necessary, the selection process requires three independent approvals: a recommendation from the outgoing Headmaster, a consensus vote of the Board of Directors, and a majority vote of the Administrative Deans. A minimum of two of these three approvals is required for confirmation.

​

Lodge : One of the School’s Five key social groups. Apprentices are sorted into a Lodge based on sun sign or Year.

​

Instructor: A Teacher familiar with the basics of a Department, enough to teach at least one basic or intermediate Class there; typically has a lower degree of involvement in Grey School activities than a Professor. Instructors often teach Class materials created by someone else, but they may compose their own Classes if they wish.

​

Lector: A published author who is invited to teach material from one of their books as a class in the Grey School.

​

Lesson: Each of the segmented units of study within a Class.

 

Year: The Grey School is organized into 7 Years, or levels, of study. 12 Credits for the First year and 26 credits for Years 2-7 are required to complete each Year/level. The Years are referred to as Year One (1), Year Two (2), and so forth. The term “Year” has nothing to do with time or with chronological years but rather the level of study one is currently on. Some apprentices complete a Year in two or three months, while others may take more than a year.

​

Leveling Up: When an Apprentice completes the credits required at one Year, he or she moves to the next Year. This is known as “leveling up.”

 

Librarian: A faculty or Staff member responsible for the GSW Library and such things as composing, selecting, and maintaining or uploading materials in the forums. The librarian may be assisted by an Apprentice volunteer if the need arises and Awards a Working Scholarship.

 

Major: A focused course of study in a subject offered by one department in which the Apprentice demonstrates mastery of or expertise in that subject. Majors are in process for all departments; eventually, each department will offer one or more Majors. A Major requires 74 credits of focused work and completion of a 6-credit lab and lecture Practicum. Every Apprentice must complete at least one Major in order to graduate.

 

Minor: A course of study in a subject offered by one department in which the Apprentice demonstrates introductory knowledge in that subject. Majors are in process for all departments; eventually, each department will offer one or more Majors. A Minor generally requires 30 credits of focused work. Apprentices are encouraged to complete at least one Minor prior to graduation; however, this is not required.

 

Moot: An organized event that involves Grey School Apprentices, faculty, and/or staff, and is primarily for the purpose of getting together for learning purposes, workshops, etc. Moots are one day or less in length and are also known as "Grey Gatherings"

VGSW Moots: Events organized by GSW Apprentice leadership held on the Virtual Grey School Grounds in Second Life. These events are open to Apprentices, Magisters, Faculty, and/or staff. VGSW Moots are primarily for the purpose of getting together to celebrate the end of a term of study at GSW and often have workshops, discussions, debates and other events. 

 

Original materials: Materials (classes and lessons) written, compiled, or researched independently by the teacher; these are original works and/or materials correctly sourced from primary sources. These remain the property of the person who created them; however, all faculty members give the GSW permission to use all course materials in perpetuity. 

 

Office: Each of the 16 departments has its own “Office” on the school forums. Each Office provides a place for the department Dean to post relevant materials, outlines for Majors and Minors, department awards, resources, and more.  All sixteen offices are available to all registered members of the GSW.

 

Penkhaduce: The penkhaduce is the Grey School symbol, and is formed by the merging of three other symbols: PENtacle + aNKH + cADUCEus.

 

Prefect: An Apprentice who has chosen to lead his or her  Lodge. The Apprentice is chosen for qualities that include attitude, example, and scholarship. Prefects are generally at Year 2 or above and show a strong record of GSW involvement and academic advancement. They are selected by their Lodge at each Equinox. Prefects are responsible for awarding merits earned by Apprentices in their lodge, as well as serve as the first authority on disputes which may arise among Apprentice Wizards with-in their Lodge. A prefect’s lodge mates should think of their Prefect as someone in whom they can confide or come to with questions about their schoolwork or lives. The Prefects are also responsible for awarding their Lodge mates any Merits they should earn during the term. In addition to this, Prefects are responsible for their VGSW Lodge, and it's furnishings.

 

Practicum: A final set of classes taken by a Y7 Apprentice who has completed all other requirements for an academic Major. The Practicum consists of a 3-credit lab and a 3-credit lecture class, taken simultaneously. In the Practicum, the Apprentice conceives and carries out an independent project designed to show his or her expertise and mastery in a subject area.

​

Professor: A Faculty member experienced enough in a Department to consider its topic a personal specialty, and to teach at least one advanced class or several intermediate classes there; typically has a higher degree of involvement in Grey School activities than an Instructor. Professors must compose and teach at least two classes consisting of their own original materials at Y3 or above.

​

Provost: The Provost is an optional senior administrative appointment at The Grey School of Wizardry, holding delegated authority on institutional matters second only to the Headmaster. When appointed, the Provost serves as the principal executive officer for day-to-day administration, acting in support of the Headmaster’s oversight and long-term direction. The Provost chairs meetings of the Administration and assists in coordinating the daily operations of the School, ensuring that administrative functions proceed smoothly and in alignment with established policies and priorities. The Provost may also participate in all-School meetings and represent the Administration when appropriate, providing continuity and leadership across institutional activities.

In the absence of an appointed Provost, these responsibilities remain with the Headmaster.

 

Regalia: A system of garb and insignia that provides a group identification for the GSW, as well as a way to display accomplishments earned within the school. Our GSW Regalia has three divisions: casual, public, and formal. The GSW Regalia is determined by the Headmaster

​

Core Class: A class with specific content that the faculty has agreed should be mastered by all Apprentices, regardless of their expertise or past experience. An Apprentice must successfully complete all Core Classes at one Year before beginning to take classes at the next Year. 

 

Staff: Non-faculty positions, e.g., manager of Magick Alley, public relations people, etc.

​

Teacher: any member of the Faculty involved in the actual teaching of one or more Classes.
 

WiXard: A member of the Grey School technical team. They are responsible for maintenance and improvements to the Grey School site and forums. 

​

Term: A term is defined as a six-month period running from one equinox to the next, and named after their ruling solstice. This structure reflects the School’s traditional calendar and provides a consistent rhythm for life at the school. In accordance with the Grey School of Wizardry’s location in the Eastern United States, the academic year is divided into two terms: Winter term, which runs from September to March, and Summer term, which runs from March to September.

​

Tutor: A tutor is an Apprentice  or Magister volunteer who is skilled in one or more academic areas and who agrees, upon Approval of the Master of Studies, to coach GSW Apprentices in that academic area.

​

Volunteer: In GSW context, this refers to an apprentice who takes on a “helper” role in the GSW. The Apprentice does not receive free tuition. In creating apprentice volunteer positions, every effort is used to ensure that the role doesn’t interfere with the individual’s academics. Apprentice volunteers are directly supervised by a designated staff or faculty member. Examples of Apprentice volunteers: tutors, Apprentice librarians, ect.

​

Wizard-in-Charge (WiC): A staff or faculty member who agrees to take responsibility for and supervise a Conclave or Moot.​

Magister:  A member of the School's Magister Program.

​
Grey Matters Editor: Editor-in-Chief is responsible for designing, editing, and publishing the School Newsletter; and for appointing whatever additional staff are needed for this process.

Mentors: Faculty may volunteer to serve as Mentors to advanced Apprentices who share a Teacher's specialty, helping the Apprentice develop those magical skills to a higher degree. Mentors work closely with the Apprentices and provide continuity of guidance beyond the confines of any one specific Class. Formal Mentorships must be approved by the Master of Pupils, and the Master of Studies.