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Top Preface I II III IV V VI VII VIII IX X
XI XII XIII XIV XV XVI XVII XVIII XIX XX Glossary
  1. Registration Process.
    1. A presentation is considered "in process" when it has been given to the local Sovereign of Arms and will not be considered "official" and eligible to be displayed until registered by the Imperial Sovereign of Arms.
    2. Individuals must present their registration forms to their local Sovereign of Arms or other designated Heraldic officer. The Imperial Sovereign of Arms will not accept direct presentations except under special circumstances.
    3. Local level.
      1. Each presentation given to the local Geographic Chartered Subdivision Sovereign of Arms must include the following copies:
        1. Three full-color copies.
        2. Two line drawing copies.
          1. A "line drawing" is equivalent to what would appear in a child’s coloring book; nothing is filled in, not even those areas that would appear as black. Internal details, however, are present.
          2. Hatchings are not necessary; the outlines are all that are needed.
        3. Copies of all applicable documentation to accompany each of the full-color copies.
      2. Local Sovereigns of Arms shall keep at least one color and one line drawing copy in the presenter’s local file, along with at least one copy of any applicable documentation.
      3. Local Sovereigns of Arms have the prerogative of requesting additional copies, if they deem it necessary.
      4. Local Geographic Chartered Subdivision Sovereigns of Arms shall check the presentations for the following:
        1. Forms completely filled out.
        2. Proper number of copies.
        3. Correct colors.
        4. Obvious violations of the Guidelines for Presentations.
        5. Basic conflict check against the Armorial and Ordinary.
      5. Presentations may only be returned at the local level for failing any of the above checks.
      6. Local Sovereigns of Arms are responsible for communicating with presenters during the registration process to keep them updated on the status of their presentation.
      7. Geographic Chartered Subdivision Sovereigns of Arms will each send a Letter of Report to the Imperial Sovereign of Arms due by the fifteenth day of each month, containing the following information:
        1. A list of all presentations given to the local officer since the last Letter of Report.
        2. The correct number of copies for all presentations listed.
        3. A recounting of any heraldic activity that month.
        4. If there was no heraldic activity and/or there were no presentations that month, a statement of that status.
    4. Imperial Level.
      1. The Imperial Sovereign of Arms shall check the presentations for the above information and for the following additional information:
        1. A thorough check for violations of the Guidelines for Presentations.
        2. A thorough conflict check against the Armorial and Ordinary.
        3. If a presentation contains documentation, a check for the following:
          1. The documentation follows the guidelines below.
          2. The documentation adequately documents the element in question.
      2. When two presentations which conflict against each other are received by the Imperial Sovereign of Arms in one cycle, preference shall be given to that which was received first.
      3. If any questions arise, the Imperial Sovereign of Arms shall consult with all of the members of the Imperial College of Arms to resolve them.
      4. If a presentation satisfies all of the requirements and passes all of the checks, it shall then be registered.
      5. Letters of Registration and Return.
        1. The Imperial Sovereign of Arms will send out a regular letter to all Geographic Chartered Subdivision Sovereigns of Arms and all other members of the Imperial College of Arms containing all of the registered and returned items for that period for all areas.
        2. Included in these Letters will be any changes to these Rules, including any precedents set and any elements that through adequate documentation have been made registerable.
        3. The Imperial Sovereign of Arms has 90 days from receipt of the Letters of Report in a particular month to send the Letters of Registration and Return.
        4. Local Sovereigns of Arms shall then notify the presenters of their registrations or returns and update the each registrant’s hardcopy file.
      6. Any presentation not satisfying all of the requirements or not passing all of the checks shall be returned by the Imperial Sovereign of Arms.
        1. Each return shall be accompanied by suggestions for making the item registerable.
        2. The local Sovereign of Arms shall then forward this information to the presenter.
      7. Appeals of returns may be made directly to the Imperial Sovereign of Arms, which shall confer with the College of Arms and the Imperial Crown before issuing a ruling.
      8. All armory will be registered as follows:
        1. For individuals, under the mundane name of the registrant.
        2. For Estates, under the name of the Geographic Chartered Subdivision to which the Estate is beholden
        3. For Domains, under the name of the Empire.
        4. For Orders and Awards, under the name of the registering entity as described above.
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Updated 18 Sept 2001