I Want to Register a Name/Device (Arms)/Badge, What Do I Do?

Heraldic Registration Steps:

Before explaining What To Do, the first thing is to determine what you want to register, as each is handled a little differently.

The types of heraldic "registration" that can be done really break down into two categories: Names and Armory. In addition to viewing the information below, you may be more comfortable with designing and submitting your name or armory if you have worked with a herald. If you go to Kingdom (and some Principality) events, there is usually a consultation table. The table has heralds who are experienced in these areas who can help you out. You can also work with your local branch herald.


Names

Briefly, your SCA Name is the name you will be identified by at SCA events, and awards will be granted to you under that name. While it's not required that you register a name right away, it's a good idea to find at least a "given" name ("first name") that you can live with fairly early on. Once people become accustomed to using a certain name for you - even a "temporary" name - it will be hard to get them to change.

A Misconception: It is a fairly common misconception that if you are a paid member, you have registered your name. This is not the case. The SCA Registrar will put any name you write on your membership form on your membership card. The Heralds have a reciprocal arrangement with the SCA Registrar's office: We don't accept membership applications and fees; they don't register people's names and armory. This works out well for the offices, but sometimes confuses new members.

There is a lot of information on researching a proper name at this web page, which really is a menu of links to other places:

       Name Research


Armory

The SCA uses two kinds of armory. The first is a device, which can also be considered a "Coat of Arms"; second is what is called a badge. The difference is based on usage -- a device is used to represent you (on a banner, your shield, etc.); and a personal badge is used to identify things that belong to you, or relationships (such as a "household" badge, used by members of a household to show this connection). Some badges are similar in appearance to devices, but some take advantage of special rules for badges, and are simpler than devices.

Note: You must register a name with the College of Heralds to register armory. The College of Arms' filing system is based on SCA Names, not real-world names. If you have a name already registered (not with the SCA Corporate office on your membership form, but with the College of Heralds), then you are set. If you are submitting your armory without a name, it will be returned.

There are a lot of rules and conventions about armory. You can find what you need to know at this page:

       Armory Research


West Kingdom Heralds Consultation Mailing List

You can contact heralds who are interested in helping with your name/armory research, by using this mailing list ...

This is a Yahoo mailing list, details can be found at: http://groups.yahoo.com/group/wkheralds_consults.

You can subscribe/sign-up to the mailing list by sending a message to: wkheralds_consults-subscribe@yahoogroups.com.

To post a message to the list, send the message to: wkheralds_consults@yahoogroups.com with a subject that makes sense for what you're trying to say.

If you need to unsubscribe, send an email message to: wkheralds_consults-unsubscribe@yahoogroups.com.


OK, I've Done the Research, Now What?

Once you have decided on a name and/or a device (or badge) that you would like to use, you need to register it with the College of Arms. This registration includes SCA-wide protection (meaning that no one else in the SCA can register exactly the same name or armory).

Print the Appropriate Forms
To register, you will need a current copy of the forms. The forms are available by clicking on the following links, and then printing the forms that appear. (The forms are not interactive -- you cannot submit items on-line.)

IMPORTANT: These forms are the new forms, provided by Laurel. They supercede all previous forms. Heralds -- please get rid of (burn, shred, whatever) any copies of the old forms you may have. The Laurel Sovereign of Arms requires that all submissions as of the (West Kingdom) May, 2007 Heralds Meeting be on these forms only, and any submissions on the older forms will be returned.

Fill In Forms: As of November 27, 2007, these forms are now set to be "Fill In Forms", meaning that when you view them in Acrobat Reader, you can fill in everything except the pictures before printing them. This is meant to help, particularly with those whose handwriting may be hard to read.


Name Form A
Form last updated: November 27, 2007
Required Number of Copies of Form: 1
Instructions: Name Form Instructions A
See Note about printing for the "Device" form below. You should make sure the Print Scaling is set to "None".

Branch Name Form A
Form last updated: November 27, 2007
Required Number of Copies of Form: 1
Instructions: Branch Name Form Instructions A
See Note about printing for the "Device" form below. You should make sure the Print Scaling is set to "None".

Device Form A
Form last updated: November 27, 2007
Required Number of Copies of Form:
1 COLORED and 1 BLACK AND WHITE LINE DRAWING

Instructions: Device Form Instructions A
IMPORTANT NOTE: This form is intended for use with 8.5 x 11" standard laser or inkjet printer settings; any other printer configuration may alter your results, so please check your printout and any subsequent copies for shrinkage. When printed the heater (shield) shape should be 5" (12.7 cm) wide and 6" (15.2 cm) tall. When the Print dialog appears from Acrobat Reader (press Ctrl+P, or click the Print button, etc.), make sure that "Page Scaling" is set to "None". The reason this information is displayed in the screen shots below is that the default setting for Acrobat often gives the incorrect setting as shown below. So here you are shown the incorrect setting AND the correct setting for the "Page Scaling" option. Adjust or tinker at your own risk. See screen shots for Adobe Acrobat printing dialog:

Incorrect Setting (below)

Correct Setting (below)


Badge Form A
Form last updated: November 27, 2007
Required Number of Copies of Form:
1 COLORED and 1 BLACK AND WHITE LINE DRAWING

Instructions: Badge Form Instructions A
IMPORTANT NOTE: This form is intended for use with 8.5 x 11" standard laser or inkjet printer settings; any other printer configuration may alter your results, so please check your printout and any subsequent copies for shrinkage. When printed the square shape should be 4.5" (11.4 cm) wide. When the Print dialog appears from Acrobat Reader (press Ctrl+P, or click the Print button, etc.), make sure that "Page Scaling" is set to "None". Please see screen shots for Adobe Acrobat printing dialog above. Adjust or tinker at your own risk.

Once you have printed out the forms, you should fill in the appropriate blanks. Detailed instructions can be found in this article, which explains the way the forms work: How To Fill Out The Forms A. (This is in the process of being revised for the new forms.)

Note: If for some reason you cannot print these forms, or cannot get them to print at the correct size, you should contact your local herald who should have copies available, or contact the Kingdom College, use the contact information on this page: Contact a Kingdom or Principality Herald.

Number of Copies of Forms and Documentation Required
When the forms are filled out, you need to have the following number of copies of each form:

     Name (or Branch Name): 1
     Device: 1 colored and 1 black and white line drawing
     Badge: 1 colored and 1 black and white line drawing

If you do not submit the proper number of forms, it is possible that the submission will be returned to you ... include copies of any documentation you may have (see below).

The device and badge forms should be colored. The best procedure is to draw up one form, fill in all the blanks, and photocopy it. Then color one copy to submit to the heralds. Note that when coloring you should use bold colors, not pastels, and you should not use crayon or color pencils. If you use non-standard or muted colors, the College of Arms may not be sure that you understand what you are proposing to register. (Yes, we know you included a written blazon, but the SCA convention is that the PICTURE takes precedence over the written description.) If there is doubt, your armory will be returned for re-coloring. It is not registered and is not protected while going through this process.

You should keep a copy of the line drawing to help you use your armory once it is registered.

IMPORTANT: Anyone who is bringing or sending a walk-in submission should contact Matins in advance, no later than the Thursday before the meeting. This is especially important if the submitter has previous submissions, since the files are stored in a remote location. If you are bringing the paperwork for a submission to a meeting, please plan to arrive by 11:00 am to allow the file to be set up.

Documentation
If you are submitting documentation -- particularly important for Name submissions: please note that any websites that are cited as documentation require one printed copy of the pages used, as websites change, and by the time the Laurel Sovereign of Arms and staff get to your submission, the website may no longer exist, or the information may have been moved. When citing a book, it is considered to be good form to include not only the page or pages that are pertinant to the actual name you are documenting, but also the cover page which shows the title of the book, author, and publisher. One copy of each page of the documentation must be included with the submission. This includes printouts of pages from websites, since websites are often rather transitory -- they move or in some cases just go away. If you cite a website, there must be two copies of a printout of the website page(s) that document your name. Note: articles from the Laurel Sovereign of Arms website do NOT require copies, per the cover letter of the Laurel LoAR (Letter of Acceptances and Returns) from April, 2005: "... the name of the article, its author, the URL and a summary of the appropriate supporting documentation is sufficient for articles at www.sca.org/heraldry."

Submission Fees
Once the forms are completed, you need to write a check, or get a money order, for $6 per item (a Name submission is one item [New Name or Name Change], and a Device submission is a second item [New Device or Device Change]. If you submit a name and a device at one time, the total fee is $10, rather than $12. If you submit a name, device and badge, it's $16 -- $10 for name/device + $6 for the badge).

Branch Name and/or Arms
There is special paperwork that must be included with a Branch's Name and/or Armory submission, whether this is a new Name and/or Arms or a change in them. This paperwork includes a petition signed by the members of the populace of the local branch. You should photocopy this so that you submit three copies to the Heralds, and keep one for your own records.

Address The Envelope To ...
Once you have the forms ready, the check or money-order ready, you need to send your submission to the West Kingdom College of Heralds. "How do you do that?" you might ask.

Put everything into an envelope and mail it to the College of Heralds address which can be found by clicking here on the Contact page of this website (use the address at the top of that page). The check or money order (please do not send cash!) should be made out to: West Kingdom College of Heralds.


Submissions Page Main Herald's Page


A -- Items with a red 'A' by them require the use of Adobe Acrobat Reader (freeware), downloadable from: Acrobat
-- Items that show this image by them are ones that are links to other websites ...
-- Items with a checkmark by them are pages you have visited ...