Submissions

Submissions are an integral part of heraldry in the SCA.  One of the many great aspects of this organization is that you are able to create a pre-16th century name and heraldry that is unique to you, then register it so that it is protected indefinitely.  To do that, however, it takes a large team of people to navigate the process.  The goal for this page is to provide information for anyone with questions about the submission process, whether they are heralds or submitters.

The Submissions Team

In Trimaris we have a team of 6 people who process all submissions.  You can find the contact information for the individual currently holding each office on the Kingdom website, but here is a listing of what each person is responsible for.

• Archive Herald.  This office assists submitters with their name.  They offer advice and research assistance to anyone who needs it.

• Ensign Herald.  This office assists submitters with their armory (device and badges). They are able to help you design your armory and create the digital images needed for submission.

• Hulk Herald.  This is the first person to receive your submission once it is turned in.  They will review it for completeness and to confirm that payment has been received.

• Lymphad Herald.  This person is the head of the submissions team.  They are responsible for taking all completed submissions and entering them into OSCAR to start the registration process.  They will follow the items through this stage of the process and will handle any questions that arise.

• Trireme Herald.  If at any point in the process your submission must be returned to you, this is the person who can assist you.  They will review what issues caused the return and will make suggestions on how to correct them.

• Seacat Herald.  In addition to being Triskele's secretary, this office also sends out notifications once a submission has made it through the Society-level portion of the process.  They will notify you as to if your items have been registered or returned.

As you can see, there are several people ready to help you with your submission!  To expedite assistance, it is recommended to contact the office that corresponds with the stage of the process you are in.

How To Submit Your Items

When you ready to register a name and armory, the best first step is to talk to a herald.  This could be your local herald or one of the Kingdom heralds.  While not required, talking to a warranted herald can make this part of the process go more smoothly.  They can review your items for any obvious issues, check for any conflicts, and help make sure you have completed the forms correctly.

For those who decide to put all the paperwork together on their own, you will need to obtain copies of the current submission forms.  They can be found on the Kingdom website.  The forms on the website are the most recent version - do not use anything else.  Items submitted on old forms will be returned.  Once you have the forms, it's time to fill them out.  Here is a guide showing how to do so.

PLACEHOLDER

Once your forms are completed, you are ready to turn them in!  The quickest way to move them along is to send them directly to the Hulk Herald.  Email is the best format to send them in, so if you need assistance with that please reach out to the submissions team.  When you send in your forms, you will also need to pay for your items.  Do not send your payment to the Hulk Herald!  Believe it or not, they do not want your money!  All payments should be sent directly to the Kingdom Exchequer with a note that the funds are for heraldic submissions, along with your name and contact information. Checks or Money Orders should be made out to "SCA, Kingdom of Trimaris".  If you would prefer to pay electronically, you can do so through the Kingdom Epay link.  The current cost is $5 per item.

Where's My Stuff?

One of the most common questions about submissions is 'where's my stuff?'  The road to registration is a lengthy one, so a good deal of patience will be required.  There are a couple of ways that you can find out where in the process your items currently are.

• Ask your consulting herald.  You can always reach out to the herald that assisted you in the beginning, and ask them to check on what the status is.

• Ask someone on the submissions team.  These officers are always willing to assist submitters with updates.

• Check on OSCAR.  If you are comfortable with it, you can take a look at the OSCAR website.  This is the site used to process submissions throughout the Society.  It can be a little tricky to navigate, so if you are not finding what you are looking for please reach out to someone on the submissions team.

• Check the tracker spreadsheet.  The submissions teams maintains a spreadsheet of submissions they have received and where they are in the process.  You can find the spreadsheet below.