Submitter/Submission Info
Branch Name:  
Write in Branch's Name. If the group is submitting a NEW name, write the name the group wants.  If the group has already registered a Branch Name, or if it has one in progress, write the group's Branch Name in full, spelled exactly as the College of Arms registered it (or as it was submitted if it's in progress).  Please put the branch type (Shire, Barony, Canton, etc.) and the following preposition at the end. For example: "Dun Ard, Shire of", "Steppes, Barony of the".  (Also called Society Name.)  
Name being submitted (if different from above):
Use this only for a name change, an alternate name, a household name, change of holding name, et cetera.  
Name type: 
Mark ONE box that applies to the type of submission this is. 
Primary: means group is submitting their primary Society Name. (All paperwork is filed under primary names, so it is put on the Society Name line on every form submitted.) 
Order/Award: means the group is submitting the name of an order or award.
Guild/Household: means the group is submitting the name of a household or guild to be registered.
Other: means the client is submitting a name that does not fit the other three categories. DO NOT use this for Branch Name submissions. There is a special form for that.
Action type: 
Mark ONE box that applies to the type of action this is. 
New: Check here if this is a name that has never been submitted by a submitter. This includes alternate names where the submitter wishes to retain their originally registered name as their primary name. (Standard fees)
Resubmission - Kingdom: Check here if submitter has already submitted a name and it was previously returned from the Kingdom Saker Herald's Office. (No fees if resubmission date is within 1 calendar year of the date returned)
Resubmission - Laurel: Check here if submitter has already submitted a name and it was previously returned from the Laurel Sovereign's Office. (No fees if resubmission date is within 1 calendar year of the date returned)
Change, if registered old name will be released: Check here if group wishes to change their primary name to the one being submitted and wishes to no longer have their old name registered to them. They release it to be used by anyone else that wishes to attempt to register it. (Standard fees)
Appeal: Check here if the submitter has had a name returned from the Laurel Sovereign's Office and wishes to resubmit the EXACT SAME name that was returned with new supporting documentation. (No fees if appeal date is within 1 calendar year of the date returned)
Other: Check here only if there is no other category that seems to fit your desired action. Specify the Action type. Consult with your local herald before checking this box. 
Legal name of Contact:
This should, ideally, be the group seneschal. 
Address:  
This should be the address of the group seneschal. When the herald’s office needs to send a letter, they’ll use this mailing address. 
Phone number:
Seneschal's phone number.  (Faster ways for the herald’s office to contact submitter with questions.) 
E-mail address: 
Seneschal's email address.  (Faster ways for the herald’s office to contact submitter with questions.)
Date submitted:  
The date you hand the form to your local herald. 
Consulting Herald: 
Society Name of the herald, if any, that assisted the submitter with this submission form. If submitter was own consultant leave this blank.
Herald's e-mail / phone: 
Name and contact for who helped submitter.  If submitter was own consultant leave this blank.
Name previously submitted but not registered, Kingdom previous name submitted from, Date returned:
Fill these in only if this is a resubmission or an appeal.	
 
Note: Group Names and Devices must be accompanied by a petition showing the support of the populace. It must identify the name and/or device being submitted. It must be signed by the Seneschal and either three-fourths of the officers or a majority of the populace. Consult with the Calontir Saker Herald if you have questions about the procedure.
Click here to go to the petition forms.	
Name Processing Criteria
Laurel may need to make changes in order to register the name. 
The submitter will need to decide if they will allow changes to their name in order for it to be registered.
We will NOT accept MAJOR changes to my name
MAJOR changes include: adding/dropping a name element, changing an element’s language, changing the order of elements.
We will NOT accept MAJOR or MINOR changes to my name
MINOR changes include: accents, punctuation, hyphenation, addition or deletion of a letter, upper-lower case changes, etc.
 
Leaving both boxes blank indicates that the group will accept both major and minor changes in order to register your name. Checking both boxes indicates that the group wishes the Laurel Sovereign to consider their name as submitted. If it is not, then, registerable as submitted, it will be returned.
 
If our name must be changed, I care more about: 
The group should choose ONE of the options. 
Meaning: The meaning as defined by name element or translation is the most important thing.
Sound: The way the name sounds is the most important.
Spelling: The way the name is spelled is most important.
Language and/or Culture: The language or country/culture of origin is the most important.
Specify, in the space provided, the meaning, sound, spelling, or Language/culture desired.
[OPTIONAL] Please CHANGE our name to be authentic for:
Please do not select this option if the group does not wish changes to its name. 
If the group wants the College of Arms to review their name and make changes so that it is as authentic as possible, they should select which is important to them. Please be specific with the choice of time and/or language/culture. Check ONE box that indicates that which is most important for the group's view of authenticity.	
Name documentation and consultation notes
This is where the submitter summarizes their documentation. Additional sheets may be included as needed. 
If this section is not filled out properly, the name submission will be returned from the Kingdom Saker Herald's Office. Each name element should be documented and the name structure should also be documented.
When citing sources on the form, list the title, author, edition (if any), and page number(s).  Give dates for each name element, if the source has it.  Also give the header name(s) (if any).  "Header name" means the boldface name(s) at the top of an entry (for example, in dictionaries and encyclopedias) which introduces the name information, et cetera.  The header name narrows down where to relocate information if needed due to an error in writing down a page number, tracking down a particular book edition, etc. 
The "Name Processing Criteria" on the form covers many common possibilities for changes. If the submitter has instructions and requests that aren't covered by those pre-printed boxes, give the information in the documentation area of the form. One possible example: "Please preserve the spelling of 'Gilwell', and adjust the spelling of 'Adelicia' towards its time period.". 
All submitted name elements must have some kind of documentation, even if they are very common names. If the name can be found in one of the books considered "standard references" by the SCA College of Arms for which no photocopies are necessary, then all you have to do is cite on the name form the header spellings, page numbers, and pertinent information (including all spellings and dates) of the submitted name elements. A listing of sources that do not need photocopies can be found in Appendix H of the SCA College of Arms Administrative Handbook located on-line at:  http://www.sca.org/heraldry/laurel/admin.html#APPENDIX_H
If a name element is found in a source other than these “standard references”, documentation must be provided in the form of photocopies of the book’s title page and the publication information page. (That's usually on the back of the title page.  It has the publisher, edition, date, ISBN, etc.)  Also make copies of the pages that show the name element you are documenting. Underlining pertinent passages (or marking them in the margins) is encouraged. Highlighting is also recommended but remember to highlight after the photocopies are made. 
If the source for the name documentation is from one of the acceptable websites (such as the Academy of Saint Gabriel), you need to provide copies from the site with URLs. You do not have to copy the entire site, merely the first page and any pertinent pages with the info you are referring to highlighted.  
If an element from a submitter’s modern name in being used in their SCA name, it must be in the same 'place' in the names.  For example, if a submitter is legally named 'John Richards', they can use their modern name to document 'Stephan Richards', but not 'Richard Smith'.  If an element from a submitter’s modern name, is being used, photocopies of  their birth certificate or driver's license must be include with the submission. (Please remember to black out important numbers on personal identification, such as drivers' license number or SSN. That part is not needed.) 
There are some good discussions on how to properly summarize documentation at: 
"From Pelican - Documentation in LoI's" http://sca.org/heraldry/loar/2000/04/00-04cl.html
"From Pelican: On Summarizing Name Documentation" http://www.sca.org/heraldry/loar/2004/09/04-09cl.html
"From Pelican: What information makes a good bibliographical citation?" http://www.sca.org/heraldry/loar/2005/10/05-10cl.html
There's also a sample summary of an S. Gabriel Report available here: http://www.s-gabriel.org/faq/samplesummary.html
Please send 2 copies of all documentation to the Kingdom Office with the submission. 
Do not staple one copy of a form to another, please use paperclips.  Multiple copies are required because each is going to a different place.  The only stapling involving forms should be a name form to its own copy of the documentation and attached sheets. 

The Accountability
Legal Signatures 
Submitter's Legal Signature:
This ensures that the submitter has seen and approved the artwork and other information included on the form before the form is submitted.
If this signature is not present on the form the submission will be returned from the Kingdom Saker Herald's Office.
Accounting section
This section is used for keeping track of money submitted with the submission. Each name element should be tracked individually even if a single check is written to cover the fees for multiple heraldic elements. 
Remember the required fees must accompany the submission packet or else the packet will be pended at the Kingdom Saker Herald Office. Click here for the current fee schedule.
If the local group herald will be keeping funds (they are allowed to keep two dollars) from the initial $9 /element fee, the LOCAL section MUST be filled out. If this section is not filled out, the Kingdom Saker Herald Office will expect the full $9 / element fee. If this section is blank and less than $9 is received, the submission will be held pending receipt of the rest of the required funds.