Heraldry:Submission Instructions

Submission Forms

To submit your SCA name and/or armory (device or badge) to the College of Arms, you must use the current submission forms for the Kingdom of Atenveldt. Both form-fillable and static PDF versions of the forms are linked below. In addition, badge and device fields for digital art in both PNG and SVG are available. These fields are designed to work with the armory forms to correctly fit the armory into the designated space on the form

Form	Description
Individual Name Form - Fillable Individual Name Form - Static	For submission of names registered to an individual, including your primary SCA name, alternate names, household names, etc
Device Form - Fillable Device Form - Static	For submission of your device (coat of arms), which is always associated with your primary name. Also for branch arms.
Badge Form - Fillable Badge Form - Static	For submission of a badge for your primary name, alternate name, or household. Also for branch badges, including awards.
Branch Name Form - Fillable Branch Name Form - Static	For submission of branch-related names, including the branch name and branch orders or awards
Device Emblazon Field - PNG Device Emblazon Field - SVG	Device field with surround (radial tick marks) designed for clickable import into the device form
Badge Emblazon Field - PNG Badge Emblazon Field - SVG	Badge field with surround (radial tick marks) designed for clickable import into the badge form

Armory Form Instructions

IMPORTANT: You must either have a name registered/in submission or submit a name with the submission; otherwise, it will be returned. Your SCA name on your membership card is NOT registration.

This applies to both the device and badge forms. The top part should be self-explanatory.

• Please make sure that all fields are printed neatly and are legible. The fillable PDF is recommended to ensure that all text is legible.
• Please ensure you include your complete mailing address, including city, state, and zip code, as notification of submission acceptance or return is sent via paper mail.
• Please use an active email address that you check regularly, as this may be used for questions or for approvals in the event a redraw of your armory is required.
• If using digital art for your armory, please use the appropriate field from the table above, and use the clickable field in the form to do the import
  • This will save time at Kingdom by avoiding issues with placement and visibility of the device outline on the form
  • This will prevent a possible return at Laurel if the issue is not caught before it goes up to the SCA College of Arms
  • You may need to use a different PDF viewer (not a browser) to correctly import the artwork. Adobe Acrobat Reader has been problematic.

Submission Requirements: You will need one copy of the form with the color emblazon (artwork) and one copy of the form with the line-art (think coloring page) emblazon.

For questions about the form or about device changes, please work with a herald to ensure you fill out the form correctly. Please be sure to keep a copy of the forms and documentation for your records.

Name Form Instructions

For the name form, again the top part should be self-explanatory.

• Please make sure that all fields are printed neatly and are legible. The fillable PDF is recommended to ensure that all text is legible.
• Please ensure you include your complete mailing address, including city, state, and zip code, as notification of submission acceptance or return is sent via paper mail.
• Please use an active email address that you check regularly, as this may be used for questions or for approvals in the event a redraw of your armory is required.

In the Name Processing Preferences, most of the questions should be self-explanatory, and they mean exactly what they say.

• I will NOT accept any changes to my name – If changes are required to make the name registerable, no changes will be made and the name will be returned. If you allow a holding name (see below) and you submitted armory, a Laurel will create and register a simple name to allow your armory to be registered.
• I will accept the following changes – be clear and explicit about what changes you will accept
• If name must be changed, I care most about- check the ones that are important and note what about them is important
• [Optional] Please CHANGE my name to be authentic for – be specific about what you want, and the heralds will try to get you there, although the result may not be what you wanted.
• I will NOT allow creation of a holding name – Do not check this box. If you don’t already have a name registered, you are submitting a device with the name, and your name cannot be registered, it AND THE DEVICE will be returned.

Submission Requirements: You will need to submit one copy of both the form and any additional documentation pages.

For questions about the form or about name changes, please work with a herald to ensure you fill out the form correctly. Please be sure to keep a copy of the form and documentation for your records.

Payment and Submission

When you are ready to submit, you will need to pay for the submission before sending. This process involves submitting a Google form, waiting for the invoice, paying the invoice, and sending the receipt with the submission.

Each submission form costs $7.00.

NOTE: If you are submitting more than one of a type of form (ex. Multiple names or badges), you will need to complete the form/process for each instance of that form. There is no way today to pay for more than one of each type of form.

IMPORTANT: Before going farther, make a copy of all submission forms for your records, in case you need to resubmit for some reason.

REMINDER: The Atenveldt heraldic submission forms are incorrect with respect to payment. Per Atenveldt Kingdom Financial Policy, we may not accept payment directly in any form. The payment process is outlined below.

1. Gather all of your submission forms as follows, ensuring you have a copy of all of them
   1. Device – One color and one line-art (coloring page) forms. Please ensure you either have a name in submission or registered when you submit the device
   2. Badge – One color and one line-art (coloring page) forms
   3. Name – One copy of the form plus any additional documentation pages and copies
2. Mail the entire package (forms and documentation) to the Parhelium Herald (submissions): Jamie Bradford 1180 E. Mead Drive Chandler, AZ 8524
3. Parhelium will submit a PayPal invoice request on your behalf. (Optionally, you can complete the Heraldic Payment Form, as follows)
   1. Please use a valid email address that you regularly check.
   2. Please select the form type(s) you are submitting.
   3. When prompted, select your payment method: PayPal or cashiers’ check/money order
   4. You do NOT need a PayPal account to use the PayPal payment method
   5. In both cases, you will receive an invoice with payment instructions within ~48 hours
   6. In both cases, you will need to complete payment to receive a receipt
4. Wait for the invoice to be emailed to the address you provided. Parhelium will have visibility to invoices.
5. Pay the invoice via the appropriate method
   1. For PayPal, your invoice will include a link to PayPal to pay the invoice
   2. For cashiers’ check/money order, the invoice will include instructions and address for sending the check
6. Wait for the receipt for your invoice payment. Parhelium will have visbility to receipts.
   1. For PayPal, this will be nearly instantaneous, and should be sent to the same email address as the invoice
   2. For cashiers’ check/money order, this will take several days for the check to be received by the Kingdom Exchequer and the receipt to be sent back to you (I believe by snail mail, but I’m not sure)
7. Parhelium will follow up on unpaid receipts. Please reach out via email to Parhelium if you have not received a receipt after 7 days from submission.

Once submitted to Parhelium, the complete decision process can take 8-9 months to complete. You can (roughly) track your submission on the Submission Tracking page. At the end of the process, you will hear from Parhelium with the outcome. In addition, the submission herald or another herald may reach out to you with questions related to the submission, so monitor your email. Heralds can help you track (roughly) your submission through the process.

If you have any questions about submitting your name, device, or badge, or you want to make changes to your existing registrations, please contact your local or branch herald, or contact the Parhelium Herald at parhelium@atenveldt.org.