This section deals with the basics of the submission process.
A large component of heraldry in the SCA is submissions. Every member of the populace is able to select a name and design a device and submit them for registration. While registration is not required, it is encouraged. Doing so means that nobody else in the Society can have the exact same name or device. In our modern society having the opportunity to be unique can be very exciting! Registration also guarantees that those items are yours for as long as the Society exists, or until/unless you choose to release them. Not every herald is going to work with submissions, but it is important to understand the basics of the process in case you are asked questions.
A common question is how someone should go about picking a name or designing a device. When it comes to names, there are several key points to be aware of.
All names must have evidence that they existed in period, and were used in the manner being submitted. What this means is that each element of a submitted name must have a source that proves it is period. Things like baby name books and character name generator websites are not acceptable sources. Genealogy sites are also usually not acceptable, although there are a few exceptions. The best thing to do is to point the person to the SCA heraldry site, which has a broad selection of articles about naming practices in different cultures and is on the 'no-photocopy' list. You can also suggest that they visit heralds point at an event.
Name elements need to be consistent in time period and in location/culture. Encourage the submitter to choose elements that are dated to within 300 years of each other. They should also choose elements from either the same culture, or two cultures that had close contact with each other. A name with both Welsh and Japanese elements is not going to be registerable, as those cultures had no contact with each other in period.
There is one exception to the rule about submitted names having existed in period. The College of Arms will allow a submitter to register one element of their legal name as part of their SCA name as long as it is not glaringly modern. (Moonbeam won't work!) If the element they are wanting to use is their first name, then it must be used as their submitted given name. If the element is their surname, then it must be used as their submitted surname. A copy of their legal identification (suitably redacted) must be provided with their submission.
All names must have both a given name and a surname. Having a name like Cher or Madonna is not an option! Given names are self-explanatory. For surnames, there are multiple different types that can be used. Patronymic, matronymic, locative, and nicknames/bynames/surnames are all allowed. It is important to make sure that the type being used is valid for the culture.
Documentation must be summarized on the name form. Each element of the name being submitted needs to be listed on the form with the information about the source that supports that element. If the submitter chooses elements from a book or website on the 'no-photocopy' list, then they simply need to summarize the source on the submission form. If they are using elements from a source that is not on that list, then they also need to provide a physical copy of the title page and the page the name element is listed on with their form.
Just like with names, there are several important points to be aware of regarding armory submissions.
In order to submit a piece of armory, the submitter must have a registered name to attach it to. The name can be submitted at the same time as the armory.
There are two types of armory that the general populace can register. Those are devices, and badges. Devices are the primary heraldic design associated with the name, and are submitted on the form with the escutcheon shape. Once one device can be registered to each person. Badges are simpler designs, usually meant to represent association or ownership. They are submitted on the forms with the square shape. Badges can be 'fielded' or 'fieldless', and there is a specific form for each. Multiple badges can be registered to a single person.
Armory designs must follow all of the basic rules. That means no color on color, no metal on metal, good contrast, all elements are clearly identifiable. It also means that no restricted charges are being used.
Restricted charges are items that the College of Arms have either prohibited from being used, or may only be used by individuals that meet the prerequisites. For example, a swastika is a prohibited charge. Only someone of the appropriate rank can use a coronet in their design.
If submitting physical forms (vs digital), they must be colored using Crayola Classic markers. Crayons and colored pencils are not allowed as they do not maintain quality over time.
When the submitter is ready to turn in their items, they need to do two things.
They need to pay. In Trimaris, there is a $5 charge for each item being submitted. Submitters can use Epay, they can send the funds directly to the Kingdom Exchequer with a detailed note of what they are for, or they can give the funds to those manning heralds point at a Kingdom event. Funds must be received before a submission will be put into process for registration.
They need to turn/send in their forms. Submission forms can be sent in digitally via email, or they can be mailed to the Hulk Herald. One copy of each form, along with one copy of each page of documentation (if applicable) should be included. Armory submissions must be colored either digitally or with markers. It is strongly recommended that the submitter keep a copy of everything they send in. If you are working with them as the consulting herald, then it is also recommend that you keep a copy.
It is critical to make sure that you and/or the submitter are using current submission forms. The College of Arms occasionally changes the forms to reflect current practices, and will not accept out-of-date forms. The current forms can be found in the heraldry section of the Kingdom website.
In Trimaris, the deputy who oversees the processing of submissions is the Lymphad Herald. They are assisted by a team of people: the Hulk herald, the Ensign herald, the Archive herald, and the Trireme herald. The Hulk herald receives the forms, makes sure that they are complete and ready to move forward, and that payment has been received. The Ensign and Archive heralds consult with submitters on armory and names respectively, and sometimes assist with redraws or finding additional documentation. The Trireme herald works with submitters that have had an item returned to help them make the necessary changes so that it can be resubmitted as quickly as possible.
Once Lymphad receives the green light from Hulk that a submission is ready to move forward, they place the item(s) on an Internal Letter of Intent. This letter is a collection of submissions that is reviewed at the Kingdom level to catch any issues before sending them on to the Society level. After the Internal Letter, items that are advancing are placed on a Letter of Intent or LoI. The LoI is created via OSCAR, the Online System for Commenting and Response. The LoI is visible to all of the commenting heralds in the Society, as well as the Laurel team. It is available for commenting for a specified amount of time, then the Laurel team reviews each submission and decides if it can be registered. The decisions are then compiled into a Letter of Acceptances and Returns, or LoAR, and is released to the public. Once a submission enters the process, it takes approximately 9 months to go through all of the steps.
All heralds are able to create an account on OSCAR, so that they can view how a submission is doing. It is recommend to do so if you are working with submitters, so that you can help them to stay informed on where their items are in the process.