Post date: Sep 20, 2016 7:56:08 PM
This handout is intended to answer questions about the submission process.
Registering your name and/or device (badges too!) with the SCA College of Arms will make sure that your unique name or armory design are reserved to you for your use. College rules ensure that no other registered name or device will be close enough to be mistaken for yours. Here are some other benefits to think about:
On average, the submission process takes between 6 and 9 months, depending on when you submit your registration form(s). Pennsic always results in a very large batch of submissions for the East Kingdom, which adds extra time to items submitted between August and November. The first month after submission is spent in kingdom-level review by area heralds as a group. The next few months are spent in society-level review by society-wide heralds. The last few months are spent in Laurel-level final review. Month 0: submit paperwork
With the assistance of a herald, you can prepare documentation for your chosen name. You can also get help with your armory design to make sure that your images are registrable with the College (we have archives of images to work from, and rules to help us with new items), and are arranged in a fashion that is reasonably in-period. Your herald then helps you check your name and/or armory to make sure that it is unique enough and does not conflict with already-registered items. Finally, your herald will help you fill out the forms to get them ready for submission.
Wait, what's "conflict"?
Conflict is the term that heralds use for when a proposed name or device is too close to a name or device already registered. When a conflict is found with what you propose to submit, your herald will work with you to adjust your ideas to make your submission more unique to you. For names that can include adding a phrase or changing a spelling, and for devices it may include re-arranging the images, adding or removing images, or suggesting alternatives for color.
It's important to have some ideas in mind for what you want for a name or device, but it's also important to have some flexibility to make adjustments as necessary.
Where do I submit my forms, and how much does it cost?
Local heralds cannot accept payment, so you will be mailing your fee ($9 for new names or new armory, other fees vary) to the Eastern Kingdom Submissions Herald. The forms, mailing info, and some tips are found on the Blue Tyger Herald's website.
Okay, I've submitted. How do I find out if my item passes?
First, your device has to go through review in-Kingdom, which is an internal process. But you will receive an email in about 1-2 months to tell you that your device has either passed Kingdom review and been sent onward, or is being returned to you (with reasons explained.)
After that, keep an eye out on the Submission Status page of OSCAR, the system used for heralds to review and comment on new devices and names. You will see it as it passes through each stage (use ctrl-F to search for your own name on the page, which is rather lengthy.) And your herald can always check on your item(s) and let you know how they are proceeding.
When your item(s) are finally decided on, they will appear on a monthly Letter of Acceptances and Returns, published by Laurel and found on the SCA Heraldry website.
So what do I do now?
Use the EK Ask a Herald form to be assigned a herald. We will help you through all of the stages - research and documentation of a name, design of a device, conflict checking and any necessary adjustments, and getting your forms ready to send in.