Kingdom of Artemisia

Herald Instructions

Artemisian Heraldic Submission Instructions for Local Heralds

Hi!  Thanks for becoming part of the process to make each person’s Dream become a reality by having their name and/or device become part of the official record.  The Artemisian College of Heralds (like the one who works for the real King of England) works with the other Colleges of Heralds from around the SCA’s knowne world, to ensure that our registered names and devices are unique and reserved for those who submit them.  Your role is to help funnel that information along the path.

How to process forms:

1. Familiarize yourself with the instructions for submitters. Yep, that’s really all they have to do; figure out what they want, write down the documentation, give you the forms, and be prepared to answer questions. If they don’t follow those instructions, you may need to work with them to get the submission ready to send. Fixing obvious problems is quicker at local level.  I encourage you to help submitters fix problems that you know will prevent registration. A few examples of obvious problems are: There is no documentation for a name, crayon or wax pencil on a paper form, the shield shape on the form is altered, there is a swastika or other restricted charge (Please see http://heraldry.sca.org/coagloss.html#restricted  for the list of restricted charges).

2. The next thing is to familiarize yourself with Artemisia’s requirements for forms Artemisia’s requirements are identical to OSCAR’s requirements which were built into the heraldic software when it was first created almost two decades ago. OSCAR requires a jpeg file between 2330 and 2700 pixels wide and between 3150 and 4350 pixels tall. If the submitter digitally supplies you the form in the original fillable .pdf format please also include that with the jpg. It will be your job to get whatever the submitters give you into the format required by Artemisia.

   • If you receive pdf forms in the original fillable format:

     1. Thank the submitter for using the preferred format.

     2. Keep a copy of the file in that format.

     3. Make an additional copy of the file in jpeg format at the above listed resolution.  A screenshot is sufficient if it meets the size requirements listed.  When saving this file please save it under the submitted name (not the legal name).   This helps protect the submitters’ personally identifiable information.

   • If you receive paper forms:

     1. Scan each form into a separate image file and save them as a jpeg at the appropriate resolution.  When saving this file please save it under the submitted name (not the legal name).   This helps protect the submitters’ personally identifiable information.

     2. Type out the documentation block into the body of an email.

   • If you receive pdf forms in an unfillable format (the least preferred method):

     1. Convert each form into a separate jpeg image file at the appropriate resolution.  When saving this file please save it under the submitted name (not the legal name).   This helps protect the submitters’ personally identifiable information.

     2. Type out the documentation block into the body of an email.

3. Send the jpeg, text of documentation, and any fillable pdf files to Black Pillar Herald using the official email address (deputy-submission-herald@artemisia.sca.org), with a CC to the Golden Pillar email (submission-herald@artemisia.sca.org). 

4. Keep a copy of everything in local records.  You do not need hard copies, as long as you have a reliable digital folder to store these documents in.

5. Encourage the submitter to keep a copy of everything for their personal records.

6. Be prepared to answer questions.  If you do not know the answer, do not be afraid to ask another Herald/Kingdom-Officer.  It’s a team effort.

Artemisia’s Requirements for Heraldic Submission Forms. 

1. All handwritten forms must be digitized in jpeg format between 2330 and 2700 pixels wide and between 3150 and 4350 pixels tall.

   • Scans of handwritten forms should be accompanied by typed text of the documentation block in the body of the email (to enable copy/paste)

2. Fillable digitally-produced forms must be both:

   • In the original, fillable pdf format (to enable copy/paste from the text blocks)

   • Converted to 300dpi jpeg format between 2330 and 2700 pixels wide and between 3150 and 4350 pixels tall

3. Non-fillable digitally-produced forms must be both:

   • Converted to jpeg format between 2330 and 2700 pixels wide and between 3150 and 4350 pixels tall

   • Accompanied by typed text of the documentation block in the body of the email (to enable copy/paste)

4. All accompanying documentation must be in jpeg format between 2330 and 2700 pixels wide and between 3150 and 4350 pixels tall.

You Can Return Stuff.  Fixing obvious problems is quicker at local level.  I encourage you to help submitters fix problems that you know will prevent registration. Here are a few examples of obvious problems:

1. There is no documentation for a name.

   • Golden Pillar will also return any form that tells me to go look up a particular Facebook conversation to find documentation.

2. There is crayon or waxed pencil on a paper form.

3. The shield shape on the form has been changed.

4. There is a swastika or other restricted charge in the armory.  Please see http://heraldry.sca.org/coagloss.html#restricted for the list of restricted charges.