Tips for Speeding Your Application through the Approval Process
By Bob Fish, Registrar, WVSSAR
1. Refer to SAR Form 0912 (Requirements for Preparation of Applications). This form is available online at http://www.sar.org/sites/default/files/docs/nssar-forms/Form-0912-2008-09-25.pdf. Also, review various SAR genealogy policies on line at http://www.sar.org/Committees/Genealogy/Policies.
2. The proper funds must accompany the application. A personal check, payable to WVSSAR is suitable.
3. The application must be printed on official NSSAR paper. That means the paper, when held to view the watermark must show the NSSAR seal. Other paper, other acid-free paper, and application paper from other lineage societies are NOT acceptable. Applications not submitted on official NSSAR paper will be returned by the WVSSAR Registrar as they will not be accepted by national.
4. The application must bear 3 signatures when submitted to the WVSSAR Registrar: the signature of the applicant, the sponsor and the co-sponsor. The exception is a supplemental application, which does not need signatures of the sponsor or co-sponsor. Applications not submitted with the proper number of signatures will be returned by the WVSSAR Registrar as they will not be accepted by national.
5. Be specific when listing proofs. You may use common abbreviations such as b.c., m.c., and d.c. for birth, marriage, and death certificates respectively.
6. It is strongly recommended that you NOT submit originals of vital records but retain the originals for your family records. The SAR will accept photocopies of the records. Note that some vital records come with a raised seal from the certifying agency. It is not required that the mark be present nor is it required that it be visible in the photocopy.
7. You may refer to prior SAR applications as proofs but it is not required that you submit record copies of SAR applications as these are already available to the SAR genealogical staff.
8. When using applications from other acceptable lineage organizations (e.g. DAR, Mayflower Society), you must provide a “record copy” of the application. This will normally be noted by the words “record copy” stamped on page 1. Only those items verified by the DAR on a record copy may be considered as proof. All approved applications from the DAR and other lineage societies will be considered on a case by case basis.
9. When using lengthy documents as proof, such as a DAR or SAR application, note the portion of that application to which you are referring, e.g. DAR Nat. # _____, gen. 3.
10. When using material from books as proof, it is required that you include a copy of the title page along with a copy of the relevant page(s) from the book.
11. Secondary sources that are cited on an application should be based on primary sources.
12. Though not required, you will make checking your application easier if you write in pencil at the top of each proof document the generation to which it applies. This should correspond to the proofs listed on back page of your application.
Last updated: 19-Jul-2010