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An “ideal” procedure for processing
SCA heraldry submissions  

Updated: Oct 16, 2004 

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This article is based on my own experience in the Kingdom of Meridies as a local herald.

Conventions used are standard for the US. Members of Drachenwald, Nordmark, and Lochac, you know the drill — read in your country's equivalent terms and practices as needed.

When someone gets submission forms from me, they also get one of my spiffy checklists. The checklist spells out exactly what is needed from the client to process their submission.

The rest of the procedure is described in the article below.

Part 1

 

Receive submission from client.
This will be a small stack of forms and photocopies with some form of payment.

>> If received in person:

  1. Go through the checklist with client on the spot. 
  2. Make sure the paperwork is complete:
     
    • All required forms and documentation.
    • Client's contact information and signatures.
    • Name submission: all choices made, acceptable documentation.
    • Device/badge submission: forms have acceptable drawings.
       
  3. If all is well, let the client know when you will put their submission in the mail.
  4. Otherwise, let the client know exactly what you need from them to complete the submission.

>> If received via mail:

Check it over as above. If all is well, send them a confirmation message and let them know when you will put their submission in the mail.

Otherwise, make an appointment with the client. Go over the checklist with them and let them know exactly what you need from them to complete the submission.

Part 2

 

  1. Don't put off the processing, do it as soon as you can. That's why I advise telling the client when you'll have their submission in the mail — it's extra incentive.
  2. For your files, prepare a manila folder for the client's stuff or do something else to keep it all together. You might want to use a paper clip or a binder clip.
  3. Use the checklist to make sure you have everything.
  4. Sign and complete all forms as appropriate.  
  5. For name submissions, make two more copies of the form. Why you instead of the client? You will have to add some information to this form, so it makes more sense (at least to me) for you to make the copies rather than the client.
  6. Keep at least one copy of everything from the submission in the file folder for the client. If the copy you send gets lost before it reaches Laurel, you're covered.
  7. If the client pays with a personal check and you want to keep a copy as proof for your records, get the client's permission first.
  8. Make sure you have the right number of copies to send in the client's packet.
      9.  
    • Device/badge submission, color version
    • Device/badge submission, mono version
    • Name submission form
    • Name documentation
    • Proof of membership

Part 3

 

  1. Take processed submissions to the post office.
  2. Send them First Class or Priority Mail to the appropriate heraldic officer.
  3. As of this writing, First Class Mail that weighs over 12 ounces (that's two or three name-and-device submissions) may as well go as Priority Mail because the cost is the same.
  4. Keep receipts for your financial records.

Part 4

Starting at least a week later.

  1. Contact the submissions herald (regional or kingdom) to make sure the submission packet arrived.
      2.  
    • Ask when the submission[s] will go to the appropriate kingdom-level heraldic officer for review.
    • Record the information on the client's checklist and your logbook or equivalent if applicable.
    • Contact client and give them a progress report. (How many of you heralds actually do this?)
       
  2. If there is more than one "level" of review inside your kingdom, repeat Step 1 above until the client's submission is either returned or sent to Laurel.
      
  3. When you learn that the client's submission is either registered or returned by Laurel...
     
    • Record the information on the client's checklist and your logbook.
    • Contact client to give them a progress report.
    • If all or part of the submission is returned, remind the client that they have one year (after the date of return) to re-submit at a reduced cost.

 
Author's note: I freely admit that I never followed this entire procedure.
That's one reason I call it "ideal"... (*smile*)


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Original page posted: May 18, 1999. Links tested: September 2, 2007. Last tweaked: July 1, 2006.

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