Administration
Handbook Submission Problems and How to Overcome Them
Well,
you've been working with a client and now struggle with their heraldric
submission. One of the following has happened:
- You've reviewed the Administrative Handbook and found a problem; OR
- Our Kingdom College of Heralds has returned it for what you define as
a "paperwork" or "submission process problem"; OR
- Laurel or the College or Arms has returned it for "paperwork"
or "submission process problem".
But all is not lost. We can overcome and succeed. Often most problems just need explanation and/or further work. We should remember also how to explain these problems to the submitter and maintain their confidence in the system. So, let's go through some of the main problems.
The College of Arms has a registration limit for individuals and society branches. Occasionally, an individual gets to the limit and then wants to change their device, badge, household, etc. We must remind them that they should indicate on their paperwork that they want the "old" one released. Otherwise, they would go over the limit. This would be an automatic return normally at the Kingdom level. All we need to do to fix this is to check the appropriate box on the form.
Sometimes the submitter is close to the limit and wants to pass a household name or badge. One way around this to suggest that they submit with another member of the household. Just remember the primary society name needs to be passed or be in the submission process to provide a "file folder name" for the remaining heraldic submissions.
Primary Society Name
A primary society name must exist or be in process to allow the submission to continue. So, even if the heraldry is acceptable, if the primary society name is not, then we return the whole package at the Kingdom level. If the Kingdom level finds it okay but Laurel does not, then Laurel will assign a "holding name" to put the heraldry if passed under. Only Laurel can assign "holding names".
So, at the Kingdom level, we need to ensure that the submission has a reasonable primary society name. Sometime, our client is surname as a given name. Often, new given names came from old surnames. We can suggest that they find an acceptable given name and just go by their last name. In some cultures today or in the military, we only refer to people by their last name. This gets them what they want to be called but gets it through the system.
Protected Names
The Administrative Handbook describes all the protected names. Some of the time, the name is already registered. Remember that this includes names that will be pronounced the same as well. Slight modifications like Alan Baker to Alan the Baker will allow the name to pass. Look to add a by-name such as "the Red", "the Strong" or a locative "of Leicester" or "of Ealdormere" to make the required differences.
Occasionally, the name is a famous person either from Society History, from outside the Society or from Literary Works. Normally, if we add a locative or by-name, we will eliminate the issue. Ask the client if his/her persona is from somewhere or has a key characteristic. We can add this to the overall name. Remember you often just go by part of your name – even in the mundane world.
Significant geographically locations outside the Society or from Literary Sources make it difficult to get incipient groups names. Look under the section of constructed names for further help. Finally, the submitter can't use his whole real name from outside the Society. We use this restriction to distinguish between the submitter's identity within the Society and his or her identity outside of the Society. However, we can simply change the name slightly by adding a syllable or spelling change that changes the pronunciation.
Protected Armoury
The Administration Handbook ensures that armoury registered with the College of Arms is protected from conflict against future submissions. Remember that even if you did check the armorial this doesn't guarantee any conflicts. The key to this is "future submission". But how does that work? Well, if you, as a good herald, checked for conflict at the time, remember that we have over 5 months of submissions from all the kingdoms yet to be accepted. These will be accepted even before your submission hits out Kingdom submission process. Therefore, it can happen. It can even happen in the same letter. For example, John the First from Aethelmarc and John the Second from Ealdormere have their device submissions on the same External Letter and are exactly the same device. John the First from Aethelmarc will have his device protected from John the Second whose will be returned.
So, don't fret if your client's submission is returned for conflict on a recent acceptance. It's bad luck but we can still fix it. We can get written permission to conflict from the person or branch. This is not completely impossible. Now with email, we can contact the Kingdom herald and work from there. Some people have no problem with this but some do. Don't promise the client that we can get a permission to conflict but it is a valid solution.
We also protect national arms and flags but also significant personal or corporate armoury and have been added to the Society Armorial if it has been brought to Laurel's attention. We recognize that we don’t want to use the Provincial flags (for example), the McDonald "M", etc. We can get into legal issues around the "ownership" of the copyright. But you can use elements of these arms and flags to get idea.
Incomplete Submission Forms
Our system is still on paper and will be for some time to come. Although computers and the internet has made our submission process more efficient, we still need to do the physical paperwork. All submissions need the same level of paperwork including resubmissions or appeals.
Some paperwork problems include:
1. The Coloured Armoury is not acceptable. The "preferred medium" for coloured armoury is watercolour markers such as Crayola Classic Markers. Highlighters, pastels, or neon colours will be returned because they are not recognizable heraldic colours. Also, watch for problems with computer generated submissions which may have problems with the software and/or printer quality. Try using the computer to outline the submission and still colour in with the "acceptable" markers.
2. The Submitter's Society Name, Common Use Name or Complete Mailing Address is missing.
3. The submitter's branch affiliation is not known. Laurel uses this to create a "holding name".
4. The emblazon (picture) is not of the "equitable size". Laurel needs to ensure that the sizing of the heraldry is the same so they can compare them "across the field". We need to make sure that any computer generated heraldry is approximately six inches in height and 5 inches wide at its widest point. Badges should be checked to be five inches in diameter.
Any of these may cause issues and particularly with the "computer generated" submissions that are now very popular. We need to make sure that these still remain similar to the "paper generated" submissions so they don't get returned because they couldn't get compared "across the field". The easiest way is to have a package of the "preferred medium" markers and blanks of the official forms. From there, simply check the colours and the sizes. We've had this as a sticky point over the years but Laurel need to have acceptable paper copies that can survive the years to come.
Other Paperwork Problems
Lack of paperwork will return the item as well. Here are some the pitfalls that should be avoided:
1. Name documentation needs to be provided unless the items are in Appendix H that require no copies of the documentation. However, only the copies are not required, on the form we still need to summarize what the Appendix H documentation indicates including the dates. Otherwise, it may be returned for lack of information even though it’s on Appendix H.
2. Any non-standard armorial elements or practices must have supporting documentation. If the submitter wants to have polish practice, then at least three different known and documented examples should be included. One example in period is not considered typical and Laurel may or may not return it.
3. If the armory has conflict and permission has been done, simply include the standard form from Appendix D. Ensure that the owner of the conflicting item has signed it with both his SCA name and his mundane name.
4. If the submitter uses a reserved item that requires a certain rank, check the OP for the date of the rank to assist Green Mantle. But normally, just a statement in our internal letter to Laurel from Green Mantle will be adequate.
5. When a group submitted their name, arms or badge, then the active branch herald should get "evidence of support" by the majority of the group. If the branch is a barony, then the herald should also get a statement of support (letter) from their Baron and Baroness. These letters should have a clear description of the proposed submission preferably the emblazon and the blazon.
6. If someone is transferring a registered item from one individual or branch to another, we need a statement from both the owner and the recipient. Again, written confirmation is needed.
7. Lack of fees provided. Either the cheque is missing of made out to the wrong name. Ensure that the cheque is correctly written according to the current submission practices.
Most often the problem is when all the copies do not include all the documentation. For Non-standard practices, get one Senior Heralds to assist in making the package. Otherwise, just ensure the documentation is okay.
Time Sensitivity and how not to make the submitter pay more?
We need to remember that a return is time sensitive. Once the submitter has received the most recent notification of return, they may submit within one year on the same submission fee. This is also extended to appeals, changes to a holding name, or corrections of spelling or blazon. Be sensitive to this timeline when working with the submitter. Key here is the most recent notification – which means they can resubmit every year for eight years on the same fee. Not to say we want to do that but we can work with the submitter and continue to try until one does get accepted.
Appeals and Reconsiderations
Appeals and Reconsiderations are different. Reconsiderations are when the submitter requested authenticity in the name submissions where as Appeals deal with submissions that are returned for rules for submission issues and/or administrative handbook problems.
Any submitter has the right to appeal any return from Kingdom for a decision by the Laurel staff. If the client believes that there is no problem with the documentation, then Green Mantle would have to send it up but could indicate what the internal commenters found. However, we as a Kingdom College can't make the final decision on the acceptance or return on any submission.
If the return has come back from Letter of Acceptance and Returns (from Laurel's staff), then the submitter still has a right to appeal directly to Laurel. With the current setup of the Laurel staff, Laurel's deputies, Wreath and Pelican, rule upon the names and armoury submissions to make up the Letter of Acceptance and Returns (LOAR). This way Laurel can rule on appeals easily without bias. Just because a previous Laurel staff returned it, particularly before the Modest Proposal (but that's another story), doesn't mean it that we can't pass it now. For some "seasoned" members, this may be why they never submitted. Ask why their stuff got returned and you may be able to help them with an appeal.
All appeals to the Laurel level should provide new documentation or proof that there was an error or problem with the process. Get help from the Senior heralds when dealing with these.
If the problem is with name authenticity, first ask the submitter if this is really required for them or was it a "nice to have". If so, you can resubmit without the request. Otherwise, look up the LOAR to find out what recommendations Laurel had and try to work with the client to see if these will work. Otherwise, you will need to get new documentation to provide support to the authenticity. This resubmission is referred to as a "reconsideration".
In all cases, whether and appeal or reconsideration, we will treated as resubmissions for fees as long as the time constraint above has not expired.
Heraldic Wills
Heraldic wills exists and allow an owner of any registered item to specifically transfer registered item to other at the owner's death. At present, we don't have much request for this type but as our Kingdom gets more and more generations involved and we get older, we will need to look at this. Depending on the situation, different things may be needed to either assist them with making the will or doing a submission with one. Refer to the Administrative Handbook and Appendix D or get help from the Senior Heralds.
In Summary
In conclusion, we can overcome problems by mostly are simply being detailed oriented (checking for the dotted I's and the crossed T's). That will go a long way to help to submission acceptance rates. However, we didn't discuss in detail "rules of submission" problems - Maybe another time.
Remember all the Senior heralds of the Kingdom had to "work through" these problems and often learn from experience. So, will you! Here's to higher submission acceptance and less problems.