West Kingdom College of Heralds

My Submission (Name, Arms and/or Badge)
Was Returned, What Now?

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If a submission is returned, there may be several reasons for the return. Hopefully an explanation will be given on your letter of return that will explain what the problem is. If the heralds have time, there may actually be a discussion of ways to change your submission that can help solve the problem.

Here are some of the most common reasons for a return, and some suggestions for ways to resolve them:

Administrative

Administrative returns are invariably a case of the forms not filled out correctly, not enough forms were submitted, not enough money (or none) was submitted, or similar concerns. In these cases, the solution is usually pretty simple, and is described by the problem. If you are not sure how to resolve an administrative return, then you may need to contact the Matins Herald. Check the Contacts page of this website.

Name

If a name submission is returned, the most common reasons are:

• Style -- if a name is returned for style, this could mean one of several things. Names can be returned because they are modern in form. Names can be returned because they are modern in form or include a name not found in period. Names can be returned because of time/location issues -- basically if two (or more) parts of a name are from cultures that had no contact with each other within the time-frame of the use of the name parts, then there is a problem. You will be told what the exact problem with your submission is.

  Resolution -- In most cases, this will require consulting with the heralds. Your best bet is to find out when and where the consultation table will be available and speak to the heralds there. If you do not live in an area where this is possible, you should try contacting your local herald.

• Documentation -- There is a documentation problem with the name. This could be a simple case of your not including the documentation necessary. There could also be a problem with the documentation that you sent, either because you did not correctly interpret the documentation or because it is from a source known to be inaccurate.

  Resolution -- Check to make sure that you sent the appropriate documentation. You should photocopy the cover page of the book(s) used, and the page(s) of the books that show what you are documenting. Make three copies, one for each set of name forms. If the documentation you sent has a problem, that problem will be described and the resolution will depend on what the problem was.

• Conflict -- This is a bit of a problem. Conflict means that your name is so close to one that is registered that the heralds do not feel that it is different enough. Since every registration in the SCA must be unique, it means that you will have to modify your name in some fashion.

  Resolution -- The amount of modification needed to take the names out of conflict may be minor or may be substantial -- a lot depends on the name you are in conflict with. There is no simple resolution here.

• Grammar -- A name must be grammatically correct in order to be registered.

  Resolution -- If your submission is returned for incorrect grammar, a correct form may be given to you, and/or you may be asked to consult with a name-expert herald.

I Was Given a Holding Name?

Typically a Holding Name (which cannot be given by the Kingdom College of Heralds) is created at the Laurel level, because you had submitted heraldry (a device and/or a badge) as well as a name. There was an issue with the name (see above), but the heraldry was in good shape. When that happens, the SCA's College of Arms will usually (unless you checked the box that says: "I will NOT allow the creation of a holding name. I understand that if my name submission is returned, then my other submission(s) will be returned as well.") create a "Holding Name". This is often your modern first name and a local branch, Principality, or Kingdom.

What does that mean? It means that your heraldry was registered under that "Holding Name". If you do not want to keep the holding name, you can resubmit your name, making sure you check the "Change of Holding Name" box on the form. As this will be a resubmission, you will not have to pay more fees for this.

Armory

There are a few common reasons that armory submissions may be returned:

• Style -- The modern sense of what makes good art is not necessarily the medieval sense. There have been papers written that discuss this concept, and at least one is in the Herald's Handbook. In some cases, the "style" issue may simply be something that was poorly drawn or not drawn in a heraldic style, but the College of Arms does insist that what is shown on the submission form be close to what you intend to display.

  Resolution -- In some cases, the problem can be resolved by simply re-drawing (or having someone else do it) the submission. If that is the case, the heralds will provide you with a correct drawing to resubmit. In other cases, a redesign for a more medieval aesthetic may be in order. Work with the heralds to make sure that any new design does not have problems as well -- come to the consultation table, speak to your local herald, etc.

• Documentation -- Armory can be returned for a lack of documentation if it includes some element not previously used in SCA heraldry for which the College of Arms was unable to find period evidence.

  Resolution -- This would include demonstrating the standard form of a period artifact, or establishing that Europeans were familiar with a particular plant or animal in period, or providing the College with a heraldic reference for a charge.

• Conflict -- As with names, conflicts are when your attempt to register something is too similar to a piece of armory (device or badge) that is already registered, and does not have the required two differences (as measured by the heralds).

  Resolution -- Work with the heralds to come up with a version of your design that does have the required differences, or come up with a new design.

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