| NORTH CAROLINA DIVISION REGISTRAR Leanne Moore Happy New Year everyone! We are looking at a great UDC year ahead of us. There is so much work to be done! Our Ancestors are out there waiting for us to find them and you ladies are doing a great job at finding them. Keep up the good work! I wanted to take this opportunity to follow an application from the time it leaves your hands to the time it is returned back to you. Everyone needs to know why it takes an application so long to be processed. First, when you turn in all of your information to your Chapter Registrar, your application is started. All the information that is entered on the application has to have a piece of accepted proof. The information on the application has to be exactly the same as what is on the proof. For example, if the name on the birth certificate is Robert Lee J. King and you know that the J stands for Jackson, you can only enter J. If you want the full name to be shown, then place it in parenthesis – J(ackson). This means that you know the name, but have no proof. After entering all the information on the application, the proofs have to be underlined to show what information has been used. The name, dates, places and links should be underlined in red. The generation number should be written on the front of the proof. For example – Gen. 1. On the back of the proof, the name of the applicant, Chapter name and location of the Chapter should be written. Now the application has all the information taken from the proof and entered in the correct places, all the proofs are in order with the generation written on the front, name and Chapter info on the back and everything that is used on the application underlined in red on the proof. The application is now ready to be signed and mailed to the Division Registrar. Upon receiving applications, the Division Registrar goes through the application and checks to make sure that all the information entered on the application has a piece of proof that matches exactly what is entered. After checking all 4 pages, the division roll number, date and Division Registrar’s signature is added to page 4. The check that accompanied the application is then deposited into the Division Registrar’s checking account and a check to the Treasurer General is written. For an original application the $40 is divided between General - $30 and Division - $10, a supplemental check for $20 is divided between General - $15 and Division - $5. Now it is time to send the application and check to the Registrar General. Once the Registrar General receives the application, she then checks to make sure the application and proofs are correct. At this time, the proof is destroyed. Pictures of tombstones and letters or special things from the Ancestor are kept and placed with the application. This is why it is so important to get the information on the application correct. Your application has become a historical document and therefore must be proven and correct. If correct, she then sends the application to the UDC Business Office in Richmond. Please remember that she has to check application from all over the United States. She, therefore, has hundreds of applications to go through. This takes lots of time. After the application reaches the Business Office, everything has to be recorded, put into the computer, checks cashed and everything documented. Then the application finally makes the trip back to your Division Registrar. When the application reaches the Division Registrar, she updates her records, pays the Division dues and mails a copy of the application to the Chapter Registrar. The Member Certificate is mailed to the Division President who then mails it to the Chapter President. Finally, the application and certificate has returned to the applicant. As you can see, the application has had quite a trip! I hope this helps everyone understand how an application is processed and why it takes so long. Pass this along to anyone having questions or concerns about their application. If you can explain this to your new applicants, it helps with the frustration level on your part and on the part of the applicant. As always, if you have questions or concerns, please contact me. I am always ready to help you and your Chapter members. Thank you all for giving me the opportunity to be a part of the advancement of our beloved United Daughters of the Confederacy! |
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