Submission Herald Staffing Questionnaire (Responses)
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Timestamp
What kingdom are you from
How long have you been in the position?
If you have multiple staff, do they "move up" from one position to another? (ie internal moves to external when the external herald's tenure is up)
Approximately how many submissions does your office process per month? (Please average out the spikes from the various wars/large events.)
Which of the following positions do you have on your Submissions staff?
Which of your staff are "named heralds" (ex. Saker Herald)?
(Optional) Could you describe the basic process a submission takes in your kingdom?
How many members do you have on your Submissions staff?
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3/30/2016 19:34:35Gleann Abhann12 months or less
Sometimes we swap around? I expect to do Internal at some point.
11-15
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
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3/30/2016 20:10:38Gleann Abhann12 months or lessWe shuffle around, mostly. 11-15
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
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3/30/2016 20:11:04East12 months or less
Sometimes. That's the goal, anyway.
25+
External (writes up the ELoI), Internal (Writes up the ILoI), Intake (receives the submission), Notifications, Clerk (please give job description below), artists, proofreaders, scanning clerk, multiple notifications (internal/external)
External (writes up the ELoI), Internal (writes up the ILoI), Intake (receives the submission), Notifications, Clerk (please give job description below), Scanning clerk
Scanning clerk scans everything, forwards forms to Internal. Internal creates iLoI. External SH approves ILoI. External makes decisions, publishes LoD. External created xLoI. Scanning clerk uploads packets. iLoI, xLoI, and LoD go through proofreading before being published. Internal and External notification heralds do their thing.
6+
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3/30/2016 20:24:36An Tir1-2 yearsNo16-20
Internal (Writes up the ILoI), Notifications, we have two people on notifications
Internal (writes up the ILoI)
Submission arrives in mail box; sometimes that mail box is the person who writes the ILoI, lately it has been straight to kingdom SH (which I think works better). That person receives, sorts, and scans paperwork and deposits payments. Scans are on dropbox, so ILoI person can prepare them and issue letter. I check it over before finalizing. ILs are issued between 15-20th of the month, open for a month, then i have 10ish days at the end of that to make decisions & finalize for the XLOI (which is all me). I write up my decisions and share them on google drive - publicly accessible. Notifications person uses those to do notifications. I read over notifications before clicking send (internal and external). We have a pretty detailed process in place for our notifications if that would be useful for you! I should also say that although we have three 'standard' positions, they have not all been filled all the time or have been filled by the same person. At least ILoI preparer always has a heraldic title; others sometimes do as well. Some of an tir's heraldic titles arenot associated with a specific job all the time. Also, we have principality submissions as part of this process, which I did NOT address in the above description. Feel free to email with more questions - lions-blood@antir.sca.org. good luck!
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3/30/2016 20:41:28Atlantia1-2 years
Having an internal submissions herald is new for Atlanita, I don't know how that is going to play out in the future.
25+
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications, Exchequer
External (writes up the ELoI), Internal (writes up the ILoI), Notifications, Exchequer
Submissions are mailed to Ibis Herald (Internal Submisssion), Ibis makes up the internal letter and deposits submissions funds. After commentary, Golden Dolphin (Submissions Herald) makes up the xlol and letter of decision. Golden Dolphin publishes the xLoI and uploads the packet before deadline. Golden Dolphin monitors commentary. As Golden Dolphin, I try to hold decision meetins but it does not always happen.
4
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3/30/2016 20:50:12Ealdormere More than 2 yearsNo6-10
Combined External/Internal, Notifications, Succession deputy
Combined External/Internal, Notifications, Succession deputy (informal title)
We used to have separate internal and external letter heralds, but when the Kingdom letters moved onto OSCAR, it made more sense to just have one person do both. I take in submissions and fees (I am a warranted exchequer, but my only duty is depositing funds to the kingdom account). I will accept them either in hardcopy or electronically. Once a submission has been posted internally and gone through the commentary period, I prepare the external letter. I also follow up with any items returned at kingdom--we try to get any changes made quickly. I have a notifications deputy to help where needed, but she primarily covers the LoAR. I also research and follow up on any requests, such as permissions to conflict, and usually coordinate and run 2-3 submissions tables per year, usually at Coronations. We are at the point now where I am considering starting up a regular decisions meeting via Google Hangouts or something similar, and maybe putting together a list of people willing to help with researching and drawing up submissions (I have an informal list of about six people--one of whom is my succession deputy--that I use for drawing up draft submissions, doing name research, conflict checks, and paperwork; three of them are current or former baronial heralds and two of them are Trillium Heralds emeritae.
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3/31/2016 9:25:57Northshield More than 2 yearsNo11-15
Notifications, Exchequer, Me (submissions)
Notifications
Submissions come to me and are processed by me. Fees are sent to exchequer.
Notifications herald sends out kingdom and LOAR notifications from info on Google spreadsheet that we both have access to. He then indicates that he has completed notifications on the spreadsheet. I notify submitters if their submissions are being returned at kingdom level because it gives me the opportunity to explain why.
3
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3/31/2016 10:13:46AEthelmearc12 months or less
Only one deputy, though others help a lot.
16-20NotificationsNotifications
I do just about everything besides notifications, unless I've specifically given a task to another herald.
1
10
3/31/2016 10:21:55Meridies12 months or lessNo16-20
External (writes up the ELoI), Internal (Writes up the ILoI)
External (writes up the ELoI), Internal (writes up the ILoI)
Submissions are mailed to internal herald. He checks the forms and then creates an internal letter. At the end of the month the external herald holds a decision meeting and from the findings of that meeting the external herald creates an external letter and sends it to Oscar.
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3/31/2016 11:46:31Æthelmearc12 months or lessNo11-15
Combined External/Internal, Exchequer, Notifications now fall to Cornelian.
Combined External/Internal, We have two combined E/I.
1. Submission and money arrives. 2. Money goes to exchequer, submission gets scanned and placed on ILoI. 3. ILoI is decided upon at a meeting. 4. Submission gets placed on an XLoI, with updates. 5. Wait. 6. Laurel says yea or nay. 7. Letters of joy or condolence get mailed to submitters.
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3/31/2016 12:02:16Artemisia12 months or lessYes6-10
Combined External/Internal, Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
Pretty much all submissions are consulted on by a herald. Once an item has been constructed and conflict checked either the herald or the client works up the papers and sends them to me. This is mostly physical forms sent by snail mail, but some local heralds will scan the forms themselves and email them to me. Since Artemisian policy is that Kingdom heralds do not handle submissions money, we make everybody submit fees through local heralds. Once I have a JPEG of the forms I trim the armory down to mini emblazons and put everything up on an ILoI. Those usually get published on the last day of the month and are set to close a few days before the end of the following month. That's so I have time to transfer them to LoI's and make any edits needed. We don't have a decisions committee here, so I make the decisions on most submissions. Anything I feel would be a conflict of interest (my own submissions, stuff I did all the docs for, etc.) is referred to my PH to make the decision.
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3/31/2016 14:58:14Lochac1-2 years25+EverythingEverything: Rocket
Either email hits Rocket's email address, or paper mail arrives at Rocket's address and is scanned by Rocket. Then Rocket adds it to the KLoI (and, if sent by email, sends a message to the submitting herald noting receipt). At the end of the month when the last KLoI closes, Rocket makes the decisions based on commentary, and publishes the external LoI. Returns at this point are notified. Then the next KLoI is finalised and published. During the next week the packet is sorted out and uploaded. When the LoAR is published, the notification process happens (usually the next weekend). Of late this was done by copying the relevant information into a LibreOffice document, printing them all to PDF, and emailing to the submitters with a note to reply on receipt. A label in Google Mail indicates which ones have been received, and which ones require paper. I have yet to use the new OSCAR notification method, and am (possibly unnecessarily) worried by it. All the while new submissions come in.
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3/31/2016 19:03:38OutlandsMore than 2 years
It depends on the person, I did move up from Internal to External
20-25
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
Local heralds take in the submissions then send them to the Internal Submissions Herald (Castle) with payment. Castle sends the checks to the Kingdom Exchequer - after logging them - and puts together the ILOI. After a month of internal commentary, Rampart (External) typically hosts a commentary & decision meeting with local and other Kingdom heralds to get their input in addition to the internal commentary. Rampart makes a decision on each item, and sometimes contacts submitters for approval, etc. if minor tweaks are what stand between return and going to Laurel, then puts together the ELoI and a Letter of Return. The Letter of Return is posted to the Kingdom's Heraldic Website and states what has been returned and why as well as a list of what has gone up to Laurel. Besom (Notifications) takes the information from the LoR and the LoARs for the notifications of return or acceptance.
3
15
3/31/2016 21:53:38Caid12 months or lessNo25+
Combined External/Internal, Exchequer
Combined External/Internal, Exchequer
So, I wasn't entirely sure about these answers. We have our Principal Herald, the Submissions Herald, the exchequer. All others - commenters etc have no official position. The submissions herald is responsible for running the decision meetings, preparing the external letter and making sure submissions are followed up on, as well as getting scans submitted to Laurel. The principal Herald makes sure I get my job done and is support/backup if I can't run the meeting. Submissions are taken by local heralds and brought to the monthly meeting or mailed directly to me. All monies are handed to the exchequer at the meetings. All heralds are able to make internal letters which we use for commentary prior to the meeting. I think that's everything. Please write me back if you need any more information. Estrith - Dolphin tiffanyasevall@gmail.com
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4/1/2016 8:27:54Gleann Abhann1-2 yearsNo1-5
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
Submissions are sent to Moonestone Herald (internal submission), who then creates a KLoI. Once it has been discussed in Kingdom, it is sent to Ruby Herald (external) who then creates a LoI to send to Oscar. If it is returned in Kingdom, it is sent to Sardonyx Herald (notifications) to inform the client. Once Laurel's staff has made their decision on those sent on up, Sardonyx notifies the clients. If a submission is returned, the client has one year to resubmit without having to pay for the resubmission.
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4/5/2016 14:34:36Ansteorra1-2 yearsNo11-15
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
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4/8/2016 1:47:10MiddleMore than 2 years
Each office is independently applied for. Escutcheon has move up to Rouge Scarpe in the past but not often.
20-25
External (writes up the ELoI), Internal (Writes up the ILoI), Notifications
External (writes up the ELoI), Internal (writes up the ILoI), Notifications
Submissions and payment are sent to the Escutcheon Herald (Internal Submissions). Escutcheon deposits the fees and writes up the ILoI. Internal commentary last for 1 month. Rouge Scarpe Herald uses internal commentary to make decisions and writes an Internal LoAR and ELoI, within a month after commentary closes (I have been making sure that I get it done the same month commentary closes so process time is reduced). Opinicus Pursuivant (deputy to Rouge Scarpe) sends out notifications after the ILoAR and LoAR come out.

(There used to be two notification pursuivants, one for internal (Incunabula Pursuivant) and one for external (Opinicus Pursuivant), but they were combined into one office under the Opinicus Pursuivant title after notifications through OSCAR went into effect. The other title, Incunabula Pursuivant, is now used as the deputy for Opinicus that is training to eventually take over notifications.)

NOTE: Monthly average submissions would average 11-15 without the Pennsic bump. Pennsic has ranged from 36% to 56% of the submissions for the year for the Middle since I have been Rouge Scarpe. (It started high and dropped while average yearly submissions have stayed about he same.)
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