31 Oct 2016
Greetings from the Pennon Herald, Fiora Valori and Cypher Pursuivant, Ulrich Eisenhand!
Members of the populace are HIGHLY ENCOURAGED to submit their names, devices, and badges through local heralds because  it is part of the local herald's job,  it helps them feel more useful, and  it gives you someone local to contact about your submissions.
In 2012, the Rules for Submission were replaced by the Standards for Evaluation of Names and Armory (SENA). The SCA site has a Brief Summary of the Changes.
Web-based submission form generator << CLICK HERE!
These are in PDF format, updated 20 Nov 2014.
You can use the links below to jump to particular sections on this page.
What does it cost?
As of 1 September 2016, ten dollars ($10) per action. No surcharge for non-members, no discount for members. Make your cheques payable to Kingdom of Meridies / SCA Inc.
Documentation for a Name
Before discussing what to include for documentation, below are some pointers on creating strong documentation:
If the source is on the official list of books that do not require photocopies, also known as the "no-photocopy list", you may simply cite it on the form (author, title, page, and/or name header). If the source is not on this list, please include photocopies or printouts of the source, showing the documentation.
Please provide some type of summary on the form, do not just write "See Attached". If your summary cannot fit in the space provided, use a separate piece of paper.
Regarding The Academy of Saint Gabriel
Official ASG Reports (not articles) from the Academy are on the no-photocopy list mentioned above.
For all other web sources, please include more than just a URL. Please include a print-out of the page where you found your documentation. When citing URL's, please quote the entire URL of the actual page where you found your documentation. We must be able to access your documentation from the URL provided without having to guess at where you clicked next to find what you found. Including the full URL and a printout is the best way to go.
The best way to double-check submissions is to have a good understanding of the Standards for Evaluation of Names and Armory (the new name for the rules for submission) and know how to use the Armorial and Ordinary to check submissions for conflicts. As well, the Meridies Heralds email list is an excellent place for SCA heralds to get help on specific questions about the rules.
What about all of those checkboxes on the Name form?
Please be sure that you thoroughly understand the options on the name submission form for individuals (linked at the top of this page). Otherwise, you may inadvertently create a scenario where the only result possible is that the name submission is returned when it might otherwise have been registerable. Ask Cypher if you have any questions.
Major and Minor Changes: If quick registration is your client's goal, it is best to leave both of those blank – allowing all necessary changes. If you do this, the next section should definitely indicate what your client cares most about. Please be sure that the form has a *description* of what that is – do not simply mark meaning, sound, culture, etc. without writing *what* sound, culture, etc. By including specifics of what your client is looking for, you are guiding any changes which must be made. Also, if the form is marked to *not* allow major changes to the name, but there is not adequate documentation for the particular spelling of the name, you have backed yourself into a corner.
Be specific when it comes to sound, meaning and culture. Write out the pronunciation – not just the name. Be very explicit when it comes to language and culture; give a location and date. Naming practices changed over time. Say “9th c. Irish” rather than “Irish/Celtic”, as later period Irish naming is dramatically different from early Irish naming.
Request for Authenticity: The checkbox to pay especially close attention to is the "[optional] Please change my name to be authentic for...." checkbox. Please make this choice ever so carefully! If this box is checked, you are requesting that the heralds do further research and make changes so that the name is authentic. And we do mean *authentic*... In some cases, but not all, the registered name could be too different from what your client wanted. Also in many cases, the name you originally submitted might have been registerable without the change. Registerable and truly authentic are not the same thing. Certain "weirdnesses" are permitted in name submissions (up to a point – see the SENA) which would not be allowed under a request for authenticity.
Asking for the name to be changed for authenticity is great – if your client is willing to allow whatever changes are necessary to accomplish this. Make sure that you know what your client's expectations are and communicate clearly the specifics of what your client is looking for. Again on this one, if the form is marked to *not* allow major changes to the name, you have effectively cancelled out your request for authenticity. Checking the authenticity box is permission for the name to be changed. Remember to be explicit regarding language and culture.
There is also a name submission form for SCA branches (linked at the top of this page). The form lists additional submission requirements regarding the branch (local group), but the policy and advice for the checkboxes on the form for individuals holds true for the form for branches.
Submitting a Badge
There are two different forms – one for "fielded" badges, one for fieldless badges, and both are linked at the top of this page. Otherwise, treat them just like device forms.
Device/Badge forms: the color version
Each color device form (linked at the top of this page) should be colored with Crayola® markers (Classic, non-washable). Please do not use color copies or inkjet printers. Yes, coloring by hand is far less convenient. However, the higher-ups who diligently check our work and keep records of everything ever submitted REQUIRE that the colors be represented in Crayola Classic markers.
Why? These markers consistently represent heraldic colors very well and retain the color for years and years. Many inkjet printer colors (and copier toner) change under heat conditions normally found on car dashboards, postal carrier vehicles, etc. This means that the color you print out might not be the color that shows up on your form by the time it gets to Laurel. For both the approval process and archive, the colors need to be visually correct.
[Added April '14]: Color laser printed forms are allowed if the colors are consistent and free of streaks. Cypher retains the right to reject a color printed form if it does not meet these standards. Crayola Classic markers are still our preferred method of coloring the forms.
Device/Badge forms: the black and white version
[Clarified April '14]: The black and white forms require line art, like in a coloring book (no fills), not just a photocopy of the color version. Start with a line drawing and then photocopy that to create copies you color.
What about submitting a Name or Device for a local group?
The SCA, Inc. calls a local group a "branch". There is a submission form for a branch name (linked at the top of this page). To submit a device for a branch, please use the standard device form, with the group's information in place of the personal information. You'll also need to include a signed Letter of Petition - see the links at the top of this page.
How many copies of the Name form do I need to send?
[Updated: April '14]: Please send one (1) copy each of the name form and the supporting documentation. Make sure that the required signatures are on the form. Keep any extra copies for your own records and your client.
How many copies of the Device/Badge form do I need to send?
[Updated: April '14]: Please send one (1) color form PLUS one (1) black and white form. Keep any extra copies for your own records and your client.
Preparing to mail the submission packet
Please make sure that you have everything together for each submission. Name form, name documentation, device form, and/or badge
form – all with the correct number of copies –
Where do I mail the submissions?
Local heralds, please mail all submissions to:
How does the submissions process work?
All told, a submission can be registered in about six to nine months.
What if a submission is returned?
If this happens, the client has up to one year to resubmit at no additional charge. Pennon typically informs the local herald about returned submissions within 60-90 days.
What if the Device/Badge passes but the Name does not?
If the device is passable but the name is not, the name submission will be returned and a "holding name" will be created so that the device can be registered at that time.
So, for instance, let us say that your client's mundane name is John, he is from the Shire of Silver Moon, and you submitted the name Gunther MacIntyre for him. Let us say that Laurel wants to register the device but return the name. Laurel would create a holding name of John of Silver Moon and register John's device under the holding name. When a resubmitted name is registered, the new name replaces the holding name and any devices or badges registered to the holding name are switched to the new name.
How do I handle a resubmission?
When resubmitting a name or device, please include a cover letter explaining when the original submission was made and include a copy of the return letter. Any other information you wish to provide about the return and the resubmission is also welcome. We will include it in the processing of your resubmission. New payment
Most of the documents are available in both HTML and PDF formats.