Welcome to the Workshop: the ABCs of Apps-- the DAR Kind

Welcome to the Workshop: the ABCs of Apps-- the DAR Kind

PLEASE SILENCE ALL DEVICES HOLD ALL COMMENTS AND QUESTIONS UNTIL THE Q & A SESSION AT THE END

Today s PowerPoint presentation will be posted on the MSSDAR website following state conference. This way you don t have to take notes. You are free to download the file, show it to the chapter, whatever helps.

Build Your Own Handout Print what you need or don t already have. It will also be on the state website.

How to use this presentation: View entirely, then on Slide Sorter View, select and double click on the slide which introduces the chapter you need. Application pages etc. AIR/Have-written Application Checklist ETC.

Where to find things Registrars need: www.dar.org/members/member-resources (sign-in required) Or, click on the tab labeled Member Resources on the NSDAR Members home page. Make this important address a Favorite. It is the key to many useful things. The Registrar General s web page can be accessed by clicking on either Applications & Supplementals, or Executive Offices & National Board of Management then selecting her office from the list of offerings. On her webpage there is a long list of forms, webinars, and many other examples and helpful direct links.

Every form, example, or webinar mentioned in this presentation is listed here. They are direct links.

What will be primarily used in this presentation: 1. DAR-PDF Application 2. Genealogy Guidelines (mainly pages 9-35) revision coming Spring 2019 3. Application Checklist 4. Genie Style Sheet (2 pages) 5. DAR Application Example 1 They are available through direct links from the Registrar General s webpage.

There is new application software. As of January 22, 2019, a new edition is available on the RG s webpage. The 2016 edition is ok until April 30, 2019. See the Blog of January 29, 2019, by Karen Janczy concerning the changes made. (Blogs are found on NSDAR members website.)

Our Goal: When the DAR genealogist looks at the application, they put a check mark at each name, date, and place to indicate it has been reviewed and verified. We want this process to proceed as smoothly as possible.

Page 1 is different than pages 2-4 It is viewed by a different group than 2-4 The application goes to Data Entry; this is the page they examine Problems on this page generate the Preletter You are not really in the door until issues on this page are resolved Only then does it go to the Genealogy Department for eventual Review

A very handy way to gather information: Application Information Sheet It has the applicant s info needed for page 1.

Who can sign? Regent or Registrar usually attests applicant s signature, but First Vice-Regent, Recording Secretary, or Treasurer can sign in their absence. Officers and Endorsers sign their first, middle or maiden name, and surname. Note: Applicant s signature should be identical to the names on the top line (i.e. first, middle, maiden, and last). Certificate name can be different.

Avoiding the Pre-letter Money: correct amount and chapter check to Treasurer General NSDAR Latest edition of the application: all blanks filled in and typed or computer-generated Paper: 25% rag, acidfree, legal sized, and correct type of paper Signatures: current officers, appropriate officers, and black ink (except as specified by a Notary) Endorsements: current chapter members signing Member for Member: one person

Pages 2-4 Page 2 is LINEAGE Page 3 is REFERENCES FOR LINEAGE Page 4 is ANCESTOR S SERVICE Problems on any of these pages mean an AIR or Have-written may be sent.

Revised Genealogy Guidelines You are no longer required to list the spouse or marriage(s) or divorce(s) of the applicant! Reason: The spouse of the applicant is the only person who is not part of her lineage. DAR is only interested in the lineage. However, if there are prospective future members in the family, it would be best to continue to document the husband(s).

DAR Application Example 1 Page 2, Lineage

This is the top of the first page of the Genie Style Sheet. The bottom lists the abbreviations of the States.

Checklist points for page 2 Complete dates and places, especially for generations 1-3 Documentation or reference for every entry Lineage from applicant to Patriot Ancestor Lineage brought up to today s standards, that is, must have at least one date and place for either birth or death for each person in each generation. Formatted according to Genealogy Guidelines and Genie Style Sheet No non-biological or adoptive names in the lineage

DAR Application Example 1 Page 3, References For Lineage

Newest page 3 instructions as of January 22, 2019 Note the last sentence: Cite the National Number and the Ancestor Name and Number of the most recent verified paper for each proven generation of this lineage.

This is the second page of the Genie Style Sheet.

Regarding Books: For information on what makes a published family history acceptable documentation, see Genealogy Guidelines, page 13. Even if what you are citing is in the DAR library, it may not meet their standards for use as a reference.

How to cite DAR Applications, Supporting Documents, And Supplementals: DAR Application: DAR # 123456 A000001 + ancestor name DAR Document: DAR # 123456 A000001 + ancestor name Supp. Doc. #8592391 DAR Supplemental: DAR # 123456 A1156 A000001 + ancestor name

Misc. Births, Marriages, Death--Certificates Online: BC, UT Birth Registers, 1892-1944, Ancestry Census: 1900 census Parke Co, IN, Florida Twp, E.D.1 p 1A hh#115-115 Newspaper Item: New York Times, January 22, 1946, p.1, col.3 Tombstone: ts photo, Find A Grave Memorial #123456 Will: Essex Co, NJ, WB 4, pp 49-56

How to prepare a document for submission: Document example: BC (Birth Certificate) Underline in red pencil the information you have entered on page 2 and only that, i.e.-- Birth name, date, place (city, county, state) Names of birth father and birth mother On reverse, in regular pencil or typed: applicant s name, Ancestor number, chapter code, generation of reference, and a date

Checklist points for page 3 Documentation for every entry in generations 1-3 Show where every entry came from. Every entry on page 2 has a reference (like a DAR NN +) or a document cited on page 3. Applicant s birth certificate names her parents Citations conform to Genie Style Sheet for page 3 Photocopies made of all documents. Do not send originals. Everything legible. If you can t read it, they can t read it. If connecting to another DAR app, put National Number and Ancestor number and Ancestor name.

DAR Application Example 1 Page 4, Ancestor s Service

From the Application Information Sheet: Name of my Patriot Ancestor example: John Crows

In other words: Crouse is the DAR version of Crows. WHY?

Just to reiterate: From the Blog Using the Ancestor Tab of the GRS Nov. 15, 2016 When searching for an ancestor by name, keep in mind that the surname spelling used by DAR in the GRS may not always be the spelling the family or even the patriot actually used; we have to pick one standard spelling so that we don t create multiple entries for the same patriot. This spelling choice is for no other reason than ease of record-keeping for the Genealogy Department. (Thanks to Hellen Polk and Rachel Tate for bringing the blogs to my attention last year.)

What happens when your search results in this: No ancestor records found.

What we about the DAR Patriot Index, or how to find your Patriot s name if they don t give you a clue as to their version of the name: Use the Alternate Name Cross Reference Index at the back of Volume 3 of the DAR Patriot Index. (see comment on handout about this) Also, the Descendants Database can help find the DAR spelling. The Daughter s Newsletter publishes new ancestors and all the variations of the spellings. Note: You can put the family s/patriot s spelling on page 1 so it will be on the certificate, just use DAR s version on the Patriot s generation, pages 2-4.

Substituting a different ancestor When a Pending member has received an AIR/Have-written, and the result is the need to change ancestors, there is a form. It is available on the Registrar General s webpage. Alternately, you can email the applicant s change approval. (Hint: If DAR has a form, it s better to use it.)

Build An App Or how DAR will fill in the blanks for you, well, maybe not all the blanks..

With Build An App, page 3 could look more like this:

The Starter Application, aka Build an App, or BAA, is built into the Descendants Database. This will create a working copy of an application form. It will NOT give you a finished product. Usually additional documentation is required to bring all the application up to current standards. (See instructions for page 2.) You may have to access several National Numbers in the Descendants Database in order to have the latest information on all generations. Portions of the lineage may appear on other applications, either on the same ancestor or a different ancestor. Should be used when there is a DAR in family. Use at least for Patriot generation to auto-fill on page 1 and Ancestor Service record as per DAR records on page 4.

The best thing to come along since---

Reminder: Before starting Build an App, review the archived webinar which is available as a direct link from the Registrar General s webpage. You may have to update the downloads as per the new application (i.e. add ancestor name). The following 3 slides are screen shots from part of the webinar.

To start: Find appropriate descendants list. Click on Build Starter Application With List

To Download: Click on Click Here to Download

Generations not matching yours can be omitted. Generations can be shifted up and down. And remember to save your work.

Remember: on Image Access Do not print or you risk losing the privilege.

The Application Checklist: Always review it before mailing the application.

Before sending-- Is the data in order with the applicant s generation on top and without staples, paperclips or post-it notes? Never send original documents. Keep copies for your file. Has the applicant reviewed it?. Send to Data Entry, NSDAR, via Priority Mail using legal-sized mailer

Is given by DAR for the following: 1. Applicants 90 or older 2. Those suffering catastrophic illness 3. Chapters with 15 members or less can ask State Registrar to request priority

Members are strongly encouraged to review the video from March 2013, My App goes to Washington, before submitting applications. It is found on the Registrar General s web page as a direct link. It covers the entire application process.

You mail the application.

You wait. And then you may receive

AIRS AND HAVE- WRITTENS

AIRs are not nor are they Heirs Additional Information Requested/Required AIR and Have-written mean the same thing: The chapter registrar and the applicant receive a letter notifying them that something is missing or wrong in the application. The problem must be addressed and corrected before the application can be verified. See Genealogy Guidelines, pages 11-13 for some examples of what causes them.

Reasons an AIR or a Have-written is sent:

10. The use of pre-1850 census records as a source for a link between generations 9. Documentation is cited on page 3 but not submitted 8. No proof of link to a different child of patriot or failure to link one generation to another 7. Lack of proof of residence and service of patriot ancestor 6. The child is born before the parents marry 5. Prospective member s birth certificate does not name her parents 4. No proof of maiden name when the line goes through the female 3. Use of vital record index when the original record is needed and available. 2. Use of user-submitted sources for lineage 1. Incomplete documentation (especially for the first 3 generations)

MSSDAR can help Lineage Research Committee Lineage Research Teams Volunteer Genealogists The 250 Task Force State Registrar

The invitation-only America 250! Committee s Membership Task Force was created to channel some of DAR s most experienced genealogists toward helping reach the goal of greatly increased membership. Chapters in need of assistance can contact them for help.

The Task Force Our Wonder-Women!

Protocol for contacting: The protocol for requesting help from the 250 Task Force for a Pending member who received an AIR/Have-written is to use the resources available in the state first and foremost. There are 3 members of the MSSDAR Task Force listed on your Handout. Please note: Once an application is given to the Task Force, it is not returned to the chapter. The chapter registrar has no more control of the application. She is to provide requested documentation. And the Task Force may use a substitute ancestor as they see fit. Also, it is not for new prospective member applications.

And in finishing, Be Neat and Tidy Remember: You handle very sensitive documents in the application process. Whether or not the application is successful, return all copies of the documents used to the new member/applicant in person or by Priority Mail so you will have a confirmation of delivery.

Finally, you have cleared all the hurdles.

has a new member!

Q and A