West Kingdom Arms

West Kingdom
College of Heralds

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Instructions for Filling Out the Submission Forms

Home Page > Information for Heralds > Book Heraldry > Submissions > Register > Instructions

These instructions are for the newest (March, 2023) forms from the Laurel Sovereign of Arms office. There are four individual types of forms, click the links below to go to the instructions for specific forms (each "type" of form has two actual forms, one is a fillable PDF (you can type the information needed into the appropriate areas), the other is a non-Fillable PDF (needs to be printed to use)). The following instructions cover the basics. There may be some very specific things to consider for your submission, in which case you should consult with the heralds, to be sure you are filling in the form(s) correctly. Note: If you are unsure what to do after reading these instructions, please contact a consulting herald to help you out, or bring the forms to an event where the consultation table is available. We want to help!

The images used in the instructions will show the "fillable" form, but the information is the same for both the "fillable" and "non-fillable" (print only) forms.

Individual Name Form

The "Individual Name Form" is used to register a name for use within the SCA. It can be used for your Primary name (the one you will use on a regular basis), an "Alternate" name, or a Household name. There may be other uses for this form, these are the main ones.

The top part of the form (shown below) has a variety of important information that needs to be filled out properly. Note with the image below, the numbers in red circles will not appear in the form, they are being used to give a place to "point" to:


  1. Society Name: If you are registering a new society name or resubmitting a society name and do not already have one registered, this is the name you are submitting. Where this gets confusing is if you want to change your registered name (changing a holding name, etc.), submit an alternate name, a household name, and so on). The College of Arms files your submissions under this name. So if you have a registered name, you should fill this in with the correct spelling of how your name is registered.
  2. + Name being submitted: If you are starting fresh and have never registered a name, leave this blank. It is important if: you are changing a registered name (if the College of Arms gave you a "holding name" to register your armory, you just want to change your name for whatever reason); submitting an altername name; submitting a household name; or perhaps submitting a personal Heraldic Title (if you are entitled to do so). You need to fill in the name here that you want to register, exactly how you intend to register it (see the 'middle' section of this form discussed later). Note that this references (or is referenced by) items 13 and 14 below.
  3. Modern Name: this is helpful for us to be able to contact you, and in case of any confusion with other registrations.
  4. Address: Note that this is two lines, and also note it is optional. However the Matins Herald (who you will submit this to) requires two methods of reaching you. See 5 and 6 below as well.
  5. Phone Number: This is a preferred method of contact (text messaging is useful as well with the phone).
  6. E-mail Address: The email (or e-mail) address is another preferred method of contacting you, this can be useful to send attachments or details in the case a submission is returned for any reason, among other things.
  7. Branch Name: This is your local branch, and is helpful for noting in the Award List, the Kingdom Who's Who, and so on. While we realize people often move, this is a starting point.
  8. Date Submitted: This is a reference point as well. It gives us an idea of when you submitted something so we can reference it in the future if necessary.
  9. Consulting Herald and Herald's E-mail/Phone: If you worked with a herald, they may be able to field questions at a heralds' meeting if you are not available. Providing contact information obviously helps with this.
  10. ++ Name(s) previously submitted but not registered (if any): This is only used if you are resubmitting a name. It is helpful to know what name (or names) you have submitted previously. (See item 14 as well.)
  11. ++ Kingdom submitted from: This is only used if you are resubmitting a name. This is important if you originally submitted your name(s) from another Kingdom, and have since moved to the West. (See item 14 as well.)
  12. ++ Date returned: This is only used if you are resubmitting a name. The date it was returned is helpful, as it allows us to find why the name was returned, we can look it up in Letters of Acceptances and Returns and possibly in other places as well. (See item 14 as well.)
  13. Name Type (pick one): This is broken down into four possibilities (click in the fillable form to 'check' the box): "Primary" -- this is kind of the default -- if you are submitting a Primary SCA name, this is what you need to mark. If you are submitting an alternate name (perhaps you have an alternate persona that you sometimes use at SCA events), then rather than "Primary" you would mark "Alternate". If you are registering a Household name, then check that. The "Other" option allows some flexibility in case something comes up that isn't covered (such as a personal Heraldic Title as noted above), in which case you must provide information about what it is you are submitting.
  14. Action Type: This gets a bit more complicated, based on what your needs are.
    • New is the first option, a new name (or new Alternate Name, new Household Name, etc.). If you check this there is nothing else you need to check in this section.
    • Resubmission ++: If this is a resubmission of something that has been returned, first also check if it was returned at Kingdom, or by the Laurel office. Then note items 9-11 which have "++" by them as well, and be sure to fill those out.
    • Change +: If you have a primary name registered that you want to change, check this, and then choose from "release old name" (meaning you do not want to use it ever again), or "retain as alternate" (meaning that you wish to keep the original primary name, and possibly use it for an alternate persona, or because you're just attached to it still). Note that this is one of the reasons for item 2 above.
    • Change of Holding Name +: If you were issued a Holding Name by the College of Arms, because there was an issue with your name submission, but they wished to register some armory (a device and/or badge ...), you may change the holding name to a prefered name. Note that this is one of the reasons for item 2 above.
    • Appeal (attach justification): If you are appealing a return of a name, because you have new information that you believe documents your name the way you want it, check this option.
    • Other (specify): Like the "Name Type" option above (13), you need to specify what it is you are submitting ...

That takes care of the top part of the form. The "middle" part deals with specific preferences you may have for your name, as well as documentation. First, there are some explanations on the form, be sure to read those before you do anything. Also look at information below.


  1. Name Processing Preferences -- we always suggest you be very careful with these. The first checkbox can delay registration of your name by several months -- it says "I will NOT accept any changes to my name ...". Unless you are 100% sure, we highly recommend you do not check this. The second checkbox gives specific changes you will allow, so if you know there may be an issue with your name, you can provide alternatives that are acceptable to you.
  2. If my name must be changed ... This allows you to note specific things you may care about, meaning, sound, spelling or language/culture. So if you really want an Irish name, you could check "language/culture", then note in the entry area that you want "Irish", for example.
  3. The desired gender ...: many names in many cultures the SCA studies are gendered male or female, and some are considered to be neutral. You can specify if you wish your name to be masculine, feminine, neutral, or you can check that you don't care what the gender is.
  4. [OPTIONAL] Please CHANGE my name to be authentic for: This allows you to really be specific if changes are needed to your name. We recommend that you be cautious here as well, because sometimes names get changed to be authentic and the registrant finds that they can't stand it. The College of Arms will take you quite literally here, and will change it as they see fits the critera, but they will take your original submission as the starting point.
  5. If you are, or will soon be, submitting another item ...: There is some explanation here, basically if your name cannot be registered and must be returned, but you have also submitted, as an example, a device that is clear of conflict, Laurel may create a "Holding Name" for you. A Holding Name allows the device to be registered, with the understanding that you can come back and change the Holding Name once you have determined what you want to do to get a registered primary name. If you check the box (we recommend you don't, but this is up to you), then the device (or whatever else you submitted) will be returned along with the name, until you submit an acceptable name. The biggest issue is that in between your first and second (or third ...) submission, the device may end up not being registerable (due to conflict or sometimes changes in the rules, etc.). A holding name would allow it to be registered -- this is why the option exists.
  6. "Name Documentation and Consultation Notes": This is a large area you can type (or if using the non-fillable form, write) some of your documentation. If you have a lot, it won't all fit here, which is why it also says "attach additional ..."). Some names need a lot of documentation, some don't. If you aren't sure, check with your consulting herald if you have one.

These are the parts of the form that you need to be concerned with. The bottom of the form is meant to be used by the College of Heralds.

Back to the Top

Branch Name Form

The "Branch Name Form" is used to register a name for an SCA Branch within your Kingdom. It can also be used to register an Order or Award name, or a Guild or Household, or "Other" (perhaps an heraldic title for your branch, as an example). (For households see also the Individual name form, as most households don't "belong" to a branch ...)

If you are registering a Branch Name (and the same goes for a device) there are specific requirements, which are mentioned on this form, but they can also be found in SENA (the rules for submission -- see Non-Personal Names).

The "top" section of this form is very similar to the Individual Name form. The red circles with numbers are for reference and are not actually on the forms.


  1. Branch Name: This should include the designator (such as "Barony of", "Shire of", "Order of ...") and the actual name. See the link above for details found in the rules for other aspects of all this, including language issues.
  2. + Name being submitted: If this is not a new branch name (see "Type" and "Action Type"), including an Order or Award, Heraldic Title, please put this information here. If a local branch wishes to change their name, the new name would go here.
  3. Modern Name of Contact: This should be the branch Seneschal, or perhaps the Herald, but someone who can be contacted if there are concerns or issues with the submission. See also 4 through 6.
  4. Address is optional, but can be useful as a means of contact. However, see also 5 and 6.
  5. Phone Number is a useful means of contact, as Matins can call or text the contact person if there are issues or concerns. Note: Matins Herald requires at least 2 contact methods.
  6. E-mail Address: Also a useful method to reach the primary contact, as very detailed information can be sent, including attachments if necessary. Note: Matins Herald requires at least 2 contact methods.
  7. Date Submitted: This can help us find the submission by date if needed.
  8. Consulting Herald and Herald's E-mail / Phone: This is optional, but useful information, as the Consulting Herald may be able to answer specific questions as well as, or better than the primary contact person.
  9. ++ Name(s) previously submitted ...: If a name was submitted previously for this branch, knowing what it was is important so we can find the original submission. This is only necessary for a Resubmission (see 13 "Action Type").
  10. ++ Kingdom submitted from: Unless a branch has changed Kingdoms which is rather rare, this should probably be left blank. This is only necessary for a Resubmission (see 13 "Action Type").
  11. ++ Date returned: The date a submission was returned to the branch is useful for the heralds to find the return and understand (if needed) why it was returned when looking at the new resubmission. This is only necessary for a Resubmission (see 13 "Action Type").
  12. Name Type:
    • If this is a primary branch name, check "Primary".
    • If an Order or Award check "Order/Award +" -- note the "+" is pointing you at item 2 on the form, the name of the Order or Award needs to be given.
    • If a Guild or a Household, then check "Guild/Household +" -- note the "+" is pointing you at item 2 on the form, the name of the Guild or Household needs to be given.
    • If "Other" (such as a Heraldic Title for the branch), check "Other (specify) +" -- note the "+" is pointing you at item 2 on the form, the name of the Order or Award needs to be given.
  13. Action Type:
    • If this is a new name (branch, or Order / Award, etc.) then check "New".
    • If this is a Resubmission (see also items 9-11), check this and note if the name was returned at the Kingdom herald's meeting, or at a Laurel meeting.
    • If this is a change to an existing name (branch, Order / Award, etc.), then check this, note that if the new name is registered, the old one will be released (unlike with an Individual Name, where there is an option to keep the old name).
    • If you are appealing a decision on a name being returned, check this.
    • And there is an "Other" option, in case what you need to do is not in the list of options. You do need to specify what it is you need.

The middle part of the form has some options as well that should be examined:


  1. Name Procecssing Preferences. The form notes you should "Read these carefully". The first checkbox is one we normally suggest is not checked, because it can slow down registering the name. The second allows you with the entry area to the right to provide some options the group will accept for the name being registered.
  2. "If our name must be changed ..." -- you can provide specific information about what the members of the group willa ccept for changes to make the name acceptable to the College of Arms.
  3. [OPTIONAL] Please CHANGE our name to be authentic for: As with some of the other options you should be careful, as the College will take you at your word, and what you get back may not resemble what you expected it to. Read the instructions carefully.
  4. Name Documentation and Consultation Notes: Please enter as much information as you can. If you have attached documentation photocopied from books, and other sources, you should at the minimum reference them here.

These are the parts of the form that you need to be concerned with. The bottom of the form is meant to be used by the College of Heralds.

Back to the Top

Device Form

The top part of the form looks a bit like the top part of the Individual Name form (above) if you have worked on one of those. Of course there are some differences, but ...


  1. Society Name: This is the Society Name you have already registered, or are submitting at the same time as this device form if you do not have a name registered. (Note that you must have a Registered Name to register a device or a badge.) If you are submitting a device (or device change) for a branch, use the branch name. See the information on the Branch Name form as well (a petition must be included, signed by a significant portion of the branch, and so on).
  2. Modern Name: this is helpful for us to be able to contact you, and in case of any confusion with other registrations. In the case of a branch device, this should be the Seneschal or Herald. The same for other contact information.
  3. Address: Note that this is two lines, and also note it is optional. However the Matins Herald (who you will submit this to) requires two methods of reaching you. See 4 and 5 below as well.
  4. Phone Number: This is a preferred method of contact (text messaging is useful as well with the phone).
  5. E-mail Address: The email (or e-mail) address is another preferred method of contacting you, this can be useful to send attachments or details in the case a submission is returned for any reason, among other things.
  6. Branch Name: This is your local branch, and is helpful for noting in the Award List, the Kingdom Who's Who, and so on. While we realize people often move, this is a starting point.
  7. Date Submitted: This is a reference point as well. It gives us an idea of when you submitted something so we can reference it.
  8. Consulting Herald and Herald's E-mail/Phone: If you worked with a herald, they may be able to field questions at a heralds' meeting if you are not available. Providing contact information obviously helps with this.
  9. This name is (pick one): you have three options here -- "already registered", "submitted iwth this device" and the last is "previously submitted from the Kingdom of" and an entry area. If you submitted your name and it is not yet registered, but is in the process, please provide the name of the Kingom you submitted it through.
  10. Action Type: There are several action types, so here we go:
    • New -- if this is a new device for you (or a branch), check this.
    • Resubmission -- if this is a resubmission, also please note that it was returned by the Kingdom College of Heralds (check "Kingdom"), or the SCA College of Arms (check "Laurel").
    • Change, if registered: You have two options, one is to release the old device -- meaning it will no longer be associated with you and is no longer registered at all (freeing up what is sometimes called "heraldic space"); the other option is to retain it as a badge, which allows you to keep it and display it if you wish. However your official "Arms" would be the new device being registered.
    • Appeal (attach justification): If you are appealing a return of your device and you have new information that you believe will allow it to be registered, check this and as specified, attach that new research.
    • Other (specify): If you are doing something else (say, an Augmentation of Arms, for example) check this and then specify in the entry area below the checkbox.

The 'Middle' part of the form (shown below) has a smaller amount of areas to discuss, but of course they are important.


  1. "If you are using any restricted charges ..." -- an example of what is meant by this is a Knight may wish to add a "circular chain" to their arms to signify this. If that is the case, please note the date you were knighted, and in what Kingdom, so the heralds can verify that you are indeed a knight.
  2. Proposed Blazon: Note that if you do not know how to use the heraldic blazon "language", do not be too concerned. You can state "On a blue field, a white tree ..." -- the important thing is to help us know what it is you believe you are registering.
  3. Additional Documentation (as needed): for some registrations it may be necessary to provide some documentation for a specific charge, or some specific form of heraldry that is less common. If you are not sure, you should check with a herald if you can.
  4. Image: This is the place the device needs to be drawn in. With the fillable form, there is a nice feature -- if you have a digital version of the device you wish to submit, you can click on the image on the form and then asked to provide the location of the file, once you do that, it will be inserted into the place on the form shown. In order to assist with this, on the "Register" page of this site, if you look at where the forms are, there is a link to "Emblazon Image for Device" -- if you download this, you can create the digital version of your device. This includes the tickmarks that are used to define where some lines (for lines of division, and such) should go. Once you have the digital version completed, then you can insert it into the form. Note that the digital image should be at a minimum resolution of 300 DPI (if you don't know what that means, make sure the artist working on the image knows ...). From Laurel: Please note that in order to use the new fillable areas on the device and badge forms, you must use the new "emblazon-device.png" and "emblazon-badge.png" blank images that include the form's proper outline and are sized to fit exactly. Any modifications may result in an administrative return.

These are the parts of the form that you need to be concerned with. The bottom of the form is meant to be used by the College of Heralds.

Back to the Top

Badge Form

The top part of the form looks a bit like the top part of the Device form (above) if you have worked on one of those. Of course there are some differences, but ...


  1. Society Name: This is the Society Name you have already registered, or are submitting at the same time as this badge form if you do not have a name registered. (Note that you must have a Registered Name to register a device or a badge.) If you are submitting a badge for a branch, use the branch name.
  2. Name this badge is to be associated with: This is important for Household Badges (the name needs to be registered), or for Awards (and Orders) or other badges for a branch, if you are registering them -- if you are creating a badge to represent an award, for example, this would be the name of the award -- it may be submitted at the same time, see the Branch Name form above.
  3. Modern Name: this is helpful for us to be able to contact you, and in case of any confusion with other registrations. For a branch registering a badge, this should be the name of the Seneschal or Herald as a primary contact (see also other contact information below -- this should be for the same individual).
  4. Address: Note that this is two lines, and also note it is optional. However the Matins Herald (who you will submit this to) requires two methods of reaching you. See 5 and 6 below as well.
  5. Phone Number: This is a preferred method of contact (text messaging is useful as well with the phone).
  6. E-mail Address: The email (or e-mail) address is another preferred method of contacting you, this can be useful to send attachments or details in the case a submission is returned for any reason, among other things.
  7. Branch Name: This is your local branch, and is helpful for noting in the Award List, the Kingdom Who's Who, and so on. While we realize people often move, this is a starting point.
  8. Date Submitted: This is a reference point as well. It gives us an idea of when you submitted something so we can reference it.
  9. Consulting Herald and Herald's E-mail/Phone: If you worked with a herald, they may be able to field questions at a heralds' meeting if you are not available. Providing contact information obviously helps with this.
  10. This name is (pick one): you have three options here -- "already registered", "submitted iwth this device" and the last is "previously submitted from the Kingdom of" and an entry area. If you submitted your name and it is not yet registered, but is in the process, please provide the name of the Kingom you submitted it through.
  11. Action Type: There are several action types, so here we go:
    • New -- if this is a new device for you (or a branch), check this.
    • Resubmission -- if this is a resubmission, also please note that it was returned by the Kingdom College of Heralds (check "Kingdom"), or the SCA College of Arms (check "Laurel").
    • Change, if registered: You have two options, one is to release older (previously registered badges) -- meaning any badges you specify will no longer be associated with you and are no longer registered at all (freeing up what is sometimes called "heraldic space") -- note that you must specify which badge or badges to release if this is registered (you don't have to release any); the other option is to retain any already registered badge(s).
    • Appeal (attach justification): If you are appealing a return of your device and you have new information that you believe will allow it to be registered, check this and as specified, attach that new research.
    • Other (specify): If you are doing something else (say, an Augmentation of Arms, for example) check this and then specify in the entry area below the checkbox.

The 'Middle' part of the form (shown below) has a smaller amount of areas to discuss, but of course they are important.


  1. "If you are using any restricted charges ..." -- an example of what is meant by this is a Knight may wish to add a "circular chain" to a badge to signify this. If that is the case, please note the date you were knighted, and in what Kingdom, so the heralds can verify that you are indeed a knight.
  2. "Is this badge jointly owned?" Check "Yes" if it is. This is not common, but sometimes two people may wish to register a household badge so that it belongs to both of them. If this is jointly owned, then you need to provide the other owner's Society Name. (In cases such as this, the item will appear in the Ordinary and Armorial data for both, with a note "Jointly owned with <sca name>" or text of that nature.) Note that the name of the second individual needs to be registered with the College, and should be spelled correctly on the form here.
  3. "Check here for a fieldless badge" -- this means there is no background tincture, there are rules in SENA about fieldless badges, if you have questions you should consult with a herald.
  4. Proposed Blazon: Note that if you do not know how to use the heraldic blazon "language", do not be too concerned. You can state "On a blue field, a white tree ..." -- the important thing is to help us know what it is you believe you are registering.
  5. Additional Documentation (as needed): for some registrations it may be necessary to provide some documentation for a specific charge, or some specific form of heraldry that is less common. If you are not sure, you should check with a herald if you can.
  6. Image: This is the place the badge needs to be drawn in. With the fillable form, there is a nice feature -- if you have a digital version of the badge you wish to submit you can click on the image on the form and then you are asked to provide the location of the file, once you do that, it will be inserted into the place on the form shown. In order to assist with this, on the "Register" page of this site, if you look at where the forms are, there is a link to "Emblazon Image for Badge" -- if you download this, you can create the digital version of your badge. This includes the tickmarks that are used to define where some lines (for lines of division, and such) should go. Once you have the digital version completed, then you can insert it into the form. Note that the digital image should be at a minimum resolution of 300 DPI (if you don't know what that means, make sure the artist working on the image knows ...). From Laurel: Please note that in order to use the new fillable areas on the device and badge forms, you must use the new "emblazon-device.png" and "emblazon-badge.png" blank images that include the form's proper outline and are sized to fit exactly. Any modifications may result in an administrative return.

These are the parts of the form that you need to be concerned with. The bottom of the form is meant to be used by the College of Heralds.

Back to the Top

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