The Heliopticons are a mix of mechanical, artisanry-and-magical-materials (particularly, there tend to be mithril mirrors involved, which you can get a much cleaner surface on and don't wear out), and a chunk of Day magic (to produce sufficiently bright light sources for the trickier connections). One of the Urizeni is very keen on explaining exactly how the whole thing works, but another interrupts to explain that actually the relevant part is that they're a communication channel that allows fast collaboration between geographically distributed Stargazers to codify rituals as if they were all co-located at a College of Magic, and the underlying mechanisms are not, actually, relevant to this arcane projection analysis and recreation problem.

The Proxy Grandmaster informs her that the Unfettered Mind is the Conclave Order charged with safeguarding the Empire's lead in magic theory and new practical effects, and the title means she has a letter from the actual Grandmaster allowing her to act in their stead; she does admit she is probably going to be more useful organising the work of the others than directly contributing, after listening to some of the esoteric discussion that has started up, but the others seem to respect her authority, at least insofar as none of them want to do any organisational work when there's deep magic theory to argue about.

The junior civil servant tasked with looking out for communication attempts is somewhat startled by one actually arriving! He hesitantly reports that he will absolutely go and find the right person to answer her question when she gets around to asking it.

"To whom should I be directing questions about the egregore ritual?  As I believe I have recreated it to the best of my knowledge - but of course my knowledge is limited despite its seeming breadth."

"Uh, what about the egregore ritual? That sounds like a Conclave matter, which wouldn't be civil service at all? Unless you're planning to cast it and want to talk about the constitutional implications?"

...She would like to know if there's any magic she would need to do to add that capacity to her own networks, actually, Heliopticon engineers.

"Yes, it does seem like a matter for whoever the Conclave...is.  I don't actually know how the government here works.  But additionally, the latter matter you mentioned might well come up.  There's some...stuff, afoot, and the upshot is that if things go off like we're hoping they might, there's a large chance that there will be a bunch of rescued people whose last allegiance was Terun.  To be clear - not to the Navarr.  To the Empire's geographic predecessor, as I understand matters.

"Also you may want to dust off the plans you may or may not have for absurd events like 'the Vallorn suddenly die'.  That's definitely happening.  The rest is more - up in the air, right now, and we're trying to brace for the potential consequences before they start.  Especially since some of the bloody things might or might not end up being retroactive.  Time's a bit fucked around here, magically speaking.

"...Well, actually, you should probably go get your boss.  This is a bit more than a line clerk should be asked to handle, I think.  ...One moment, I'll just..."

Split off a metaphorical Red Phone, shall she.  (That is, nonetheless, literally red.)  "There we go.  This one's for Important Questions."

Any communication method which can handle some kind of mathematical notation will do, Heliopticon Nerd can wax lyrical about information encoding but while it's very impressive for their technology level it's not actually useful to someone who already has computerised communication systems.

The other researchers reply rather more usefully that it's all about the people you're communicating with, and their command of magic theory and ability to work together, not the communication method you use.

Also they could do with desks and plenty of paper and maybe some geometry implements if they're going to make any serious progress here. And copies of the one star chart someone was carrying would be nice. 

"The Conclave meets at Anvil and you'll need to find a Grandmaster or one of the other titles to put any declarations forwards, although you might get what you want by showing up at the Mages Forum and asking questions more informally. You'll need either the operate portal cantrip or a Pauper's Key to get in, and to be a member of an Order if you want to speak yourself.

Potential for a nation of refugees to appear is something that would definitely go in the season's news roundup, and I can get the Prognosticators on the effects of the Vallorn disappearing, there's probably going to be related conjunctions if that happens.

I don't have a single boss, well I do but they do internal civil service organisation rather than any of the specific things you're after. I can attempt to find one of the Constitutional Court to take your calls on the important device? They won't have an opinion on general magical matters but they'll be able to answer things like what do you need to add a nation to the Empire, or the legal position of returned Terun individuals.

If you want some options on what to do with them and the likely effects, that's a different set of Prognosticators and I can get them to get on that."

Heliopticon Nerd(s) can get a nice book on encodings, "for later".  (She's impressed, honestly.)  And she can set up a proper teleconference if there's somewhere they want to point the other end, and she has some very good geometry suites, they can do proper 3D - and here's star charts as best as her network is able to map them considering she hasn't exactly been prioritizing deep space mapping.  ...It's probably more useful to have lower-resolution renders anyway if they're more about the narratives.

"I have a Grandmaster's Proxy on this end of the line with me, I think that'll be sufficient to go on, though I'm not sure where the Mage's Forum is, if it's a physical location that's not behind that spell.  Do pass the important-issues device onto the Prognosticators, actually; I expect I'll want to be in bi-directional contact with them, as an organization, on an ongoing basis.  And then I would like to hear the Constitutional Court's opinion, yes; we're still planning the overall operation but that's information we could use."

The Urizeni in the magic research party are completely nerdsniped by high quality star charts and 3D visualisation software to mess about with them.

The other nationalities get on with the actual magical analysis, though, led primarily by one of the Varuskhans as the Proxy Grandmaster is ineffectually pestering the Urizeni to pay attention to the actual problem.

"Do you want this left with the magical Prognosticators or the sociological Prognosticators? There's also the Imperial Mint but I don't think they're going to be as immediately relevant. Uh, will this herald talk me through how to get back to you when I have the Constitutional Court's opinion? It's likely to take a while, they do like to deliberate extensively."

"It's - here, I'll print the instructions up for you.  Annnnd actually leave a device that's better suited for talking than a glorified magical document tray, shall I.  Though I do still need to sleep, even if I have some tricks to cut back on how much."

"Just, leave this with whoever the Prognosticators would like it left with, broadly.  It goes directly to me."

It's basically a magic smartphone that can call exactly one other device, but with a bunch of labels attached to the call - ranging from 'routine request for information' to 'nonurgent important matters' to 'OH SHIT EVERYBODY PANIC!'.

"The Civil Service tend to keep daytime hours anyway, outside of summits and emergencies. I will pass all that on and someone will get back to you, it may be a few days."

"The fundamental problem with casting this on the Terun," a Varushkan researcher explains, "is that it takes its personality and priorities from those that are bonded to it during the ritual, and even as a proud Varushkan who supports the Iron Helms, I think that will turn into something exceptionally horrible if even half of the rumours about the Terun are true."

"Also," adds one of the Freeborn, "this thing is stabilised by rooting itself in the Imperial Regio and oaths sworn to the Throne. We don't have an Empress right now and we're definitely not going to be casting it here."

"My thanks.  ...I don't recall if you mentioned your name?  Nonetheless - you've been quite helpful.  I'll hang up the call now, let you get to what needs doing with bringing this to the Constitutional Court.  If you tell the drone how to get to the Prognosticators it can run the emergency line over, and I can probably handle things once it's there."

The person who makes a point of mentioning the Iron Helms gets a Look.  And a frustrated nose-pinch.  "I am not going to start on how badly the Iron Helms fucked up the Black Plateau, but you're welcome for my un-fucking of it.  Literal Spirit of Hatred.  I never want to have to do that again."

"Anyway.  We can't leave the Terun we're going to rescue stateless - in the care and custody of no nation whatsoever - that's mostly what I'm trying to avoid.  I've forwarded the question of the Empire's position on hypothetical Terun survivors to the Constitutional Court via the Imperial Civil Service.  I'm not surprised the egregore ritual has some rather unmet prerequisites, though.  And it's really not like we want to preserve the mindset that produced accidentally-ing your own cities with the omnicidal lingering superweapon that you designed to destroy everyone you don't like, anyway.  Still - I'm not sure that even Navarr and Thorn themselves would fit neatly into today's Navarr-the-people, is the thing, and I already have enough problems in the form of people I've taken responsibility for the care and acculturation of.  I'll backstop whatever we come up with, but I really don't have the time.  I've already got the Druj to handle - and their victims.

"Madam Proxy Grandmaster, I expect they're really not going to be dissuaded - I know that look, you're not going to pull them from their newest puzzle until they've exhausted themselves upon it - and I have a few questions about things within your domain of expertise."

"We'll just take them in like the Great Forest Orcs until they figure out what they want to do," declares one of the Navarr, "it's not like we won't have plenty of space and plenty to do, if we're reclaiming the Vallorn."

"Congratulations on your success at the Black Plateau, I'll be fascinated to hear about it when it's more appropriate timing," replies the Proxy Grandmaster, in a very polite but chirpy and enthusiastic manner, almost a Customer Service Voice. "What can I assist you with?"

To the Navarr: "That will probably work; I suppose we can call that tentatively settled, then."

To the Proxy Grandmaster: "I am reliably informed that there is a Mage's Forum, and could use some directions."

"You'll need the senators to agree, and - I'm not sure how that's going to go after the Montanians," another Navarr chips in.

"Navarr honoured its commitments and had no trouble with them, they could have been peacefully returned if some people," the Navarri speaker glares at the Varushkan, "didn't decide to have a problem with that."

"The Mage's Forum meets at Anvil at, I think it's one pm Saturday in the Hall of Worlds," replies the proxy Grandmaster, "but it's just a talking shop, I don't think you can get anything done there that you can't do here? I suppose there will be a wider variety of magicians present, but there's a fair selection here."

Why is it always.  Politics.

"...Hold on, the Montanians?  That's one hell of a coincidence; one of the regions of my home country is a Montana, though I've no idea if that's their demonym.  Unless it's somehow not a coincidence, because nothing is ever a coincidence...  But I digress.  ...Somebody will probably have to handle the Senate and I advise it being absolutely anyone other than me, because I will - metaphorically - fucking explode in the presence of sufficiently concentrated essence of politician, and I don't want to clean that up."

"...Yeah, I'm not sure why I -" Oh, right.  "Well, I don't have the spell for it, is the other thing.  And I'd rather be careful than dead, when it comes to what is presumably accessing magical demiplanes.  Even if it's not going to be particularly useful right now, given the original reason I thought to bring matters to them was mostly mooted by the ritual requirements, and I've little idea what else everyone gets up to.  ...Probably still worth more eyes on the time bubble."

"Nah, their place was called Montane."

"Everything is politics."

"Yeah, you don't want to go to Anvil then. I'm sure you'll get a hundred takers if you ask to hire some aides to go do your politics for you, everyone who's daft enough to be here loves a mission."

"I can give you a general rundown of Conclave, if that would help? The Hall of Worlds is pretty safe unless someone explicitly invites the Spring heralds out to play, or there's a Winter parley or something, and those tend to be well advertised. I'm sure I can dig you out a Pauper's Key, if you do decide you want to address Conclave on some matter."

"...Everything being politics is rather an indictment of politics, in my opinion.  So yes, I'm probably going to want to hire somebody about that.  Virtual intelligences and expert summaries only go so far, and, well, Anvil's a right mess at being a government that could actually do things governments should do, in my opinion, and I haven't the foggiest idea how to get it to do things I'd want; I'm pretty sure that whatever's with the Civil Service must be what keeps this country from spontaneously exploding in a puff of logic, because they're just...absolutely unimpeachable, so far.  Like, the thing where stationing civil servants on trade missions to keep them from piracy worked, well enough that the Grendel haven't been pitching a fit over people doing piracy and/or anti-slavery raiding despite that presence, is...I don't even know how to describe the impossibility of it.  But it's surely part of how the Empire can possibly work.  That and the egregores.  The egregores probably help.  Even though you'd think that being ten separate nations in a trenchcoat really fucking wouldn't.  ...Anyway.  Theoretical politics later.  Right now, we need to focus on how to successfully unravel this pile of magical bullshit.  Which is why I'm trying to get more eyes on this problem, such as by calling up the Mages' Forum and the Prognosticators and whoever else anyone thinks could help.  Is there anyone obvious I'm missing, in that regard?  Oh, probably the librarians..."

A lady in a cloak of... those are camo-pattern leaves, it's kind of incongruous - is generally pushed forwards by a bunch of people.

"Hi, uh, I'm Caryn Leafstalker," she introduces herself, "I've been proxy senator Miaren quite a bit, let me know when you're ready for the theoretical politics and I can probably help."

"Yes, the Great Library of Hacynian in Summersend should be involved." 

"Oh, and the Lyceum! Although if you can avoid talking to the Dean... he's good at what he does, but I can tell he will absolutely piss you off."

"Are we going to do something now, or are we going to do a three season research project on it first?"

"...I have so many questions about how your cloak exists, Ms. Leafstalker - it's surprisingly anachronistic - but those will also have to wait a bit."

"Are we going to do something now, or do a three-season research project on it first - I don't know yet.  It depends on if anyone knows what I need to know, but do not presently know, to safely extricate the trapped souls from this timeloop.  Because I can crack the loops easily enough, that's just opening a closed timelike curve, that's basically an ordinary Tuesday.  It's the everything else that's going to be the actual problem, here."

"I know my learned colleagues hate to admit ignorance," replies the proxy Grandmaster of the Unfettered Mind, "but I don't think any of us know what 'everything else' actually is, in the circumstances?

Politics, places for people to go, all that is - I'm not saying it'll be easy, but it's nothing we haven't handled before. Generally it's even worse because the displaced population has been living in a despair aura for years or enslaved or something."

"Making sure nobody's souls explode is what's left on our to-do list, madam proxy Grandmaster."

"You have the wrong crowd for that. I'll go and see who I can rustle up from the Sevenfold Path."

"Thank you."

It takes her a while to find anyone, meanwhile general opinions on blowing up souls seem to be:

1) You can't.

2) You absolutely can, that guy from Faraden did, but you have to deliberately explode a True Liao vision or something, they're pretty tough.

3) And Abraxus kind of did for his, but he was trying to travel into the future - which is kind of like this - shit...

"Uh, hi there! I'm Judith of Cantiarch's Hold, I don't have a title but I've spoken for the Sevenfold Path in Conclave a few times, and I think most of the magisters are off in Zenith?

You had a complicated question about souls - Mariana tried to explain to me, but I'd rather hear it in your words?"

"Alright.  So, groundwork.  We all know there's a timeloop at the center of the Vallorn ritual, and that it contains a whole lot of either people or echoes thereof, including the original Navarr and Thorn.

"They have souls.

"However, it's possible that their souls have also been reincarnated?  I don't know if there's a way to dis-prove that, so I'm operating under the assumption that at least one person outside the timeloop must be assumed to be spiritually entangled with this mess, in all our plans for untangling it.

"I can crack open the timeloop and rescue the people trapped inside, that's not the problem here.

"The problem is that given the assumption that there's at least one reincarnate with the soul of one of these people, I don't know how to determine what sort of backlash there might be from this pocket of some-hundred-years-ago suddenly existing in the same causality with today, and we're in a system of time travel where paradoxes can explode in your face, like Abraxus, possibly fucking up the universe or just, 'just', some random person's soul, in the process.  Even given the Labyrinth's atemporality - or so I'm told, at least - I don't want to just hope that that part of the process means that things will work out alright.  So: My questions about souls are basically, 'has any single soul ever been known to have existed in the same stretch of time, more than once,' and if not, do you have any idea what might happen if one suddenly did?"