Submitter/Submission Info
Society Name:  
Write in submitter’s Society Name.  If submitting a NEW name, write the name they want to register.  If they already have a registered Society Name, or have one in progress, write it here in full, spelled exactly as the College of Arms registered it (or as it was submitted if it's in progress). If the submitter has a holding name, write that here.  
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 client is submitting their personal Society Name. (All paperwork is filed under primary names, so it is put on the Society Name line on every form submitted.) 
Alternate: means client is submitting a second name beside their primary name.
Household: means the client is submitting the name of a household 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 - Release old name: Check here if submitter 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)
Change, if registered - Retain as alternate name: Check here if submitter wishes to change their primary name to the one being submitted and wishes to retain their old primary name as an alternate name, but use their newly submitted name as their new primary name. (Standard fees)
Change of Holding Name: Check here if the submitter has had a name returned from the Laurel Sovereign's Office and a Holding Name was assigned. (No fees associated with changing a Holding Name)
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, Address:  
Self-explanatory. When the herald’s office needs to send a letter, they’ll use this mailing address. 
Branch Name: 
This is the name of the group that claims the zip code you entered in the Address field.
Phone number:
Submitter's phone number.  (Faster ways for the herald’s office to contact submitter with questions.) 
E-mail address: 
Submitter's email address.  (Faster ways for the herald’s office to contact submitter with questions.)
Gender of Submitter:
Check the appropriate box. This will normally have no bearing on the decision of the name. However, if the specific desired gender of the name is not specified below, the gender of the name will be assumed to be the same as that of the submitter.
Date of Birth:  
Submitter's Birth Date. The Society Name is used to tell whether submission forms are for the same person or not.  However, if that fails due to error, submitter’s Date of Birth is used.  (Mark submitter’s real birth date, not the persona's!) 
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.	
 
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.
I 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.
I 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 you will accept both major and minor changes in order to register your name. Checking both boxes indicates that you wish the Laurel Sovereign to consider your name as submitted. If it is not, then, registerable as submitted, it will be returned.
 
If my name must be changed, I care more about: 
The submitter 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.
The desired gender of my name is: 
Self-explanatory. If no choice is defined here, the name will be considered as desirous to be the same gender as the submitter. 
Choose “Don’t Care” if submitter wants a name that is different from their actual gender. (i.e. Morgan is a male name in period, but is also considered a female name today. A lady wishing to use this name could mark “Don’t Care” and register it as her SCA name.  HOWEVER, name structures must be internally consistent so the use of a male first name requires a surname/byname that is useable by males…therefore you could not register Morgan Ulfsdottir. And any female first name must have a surname/byname that is useable by females.) 
[OPTIONAL] Please CHANGE my name to be authentic for:
Please do not select this option if you do not wish changes to your name. 
If the submitter 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 your choice of time and/or language/culture. Check ONE box that indicates that which is most important for your view of authenticity.
I will not allow the creation of a “holding name”:  
There is really no reason to check this box.  Should a name have problems, but the armory be fine, this allows the College of Arms to register the device/badge under a temporary name so that no one else can register something like it while the name is being fixed. 	
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.