It is best to print this manual or at least parts of this manual in color.

It is best to print this manual or at least parts of this manual in color. 1

TABLE OF CONTENTS Chapter Registrar Duties as Defined by the DRT Bylaws and Manual of Procedures. Chapter Registrar Duties Overview Working with the Applicant Archiving the Chapter Membership Records The Membership Application Requirements for Membership Eligibility Member Eligibility Ancestor Citing Common Proofs Completing the Application Sample Application Proof Preparation Application Final Review Frequently Asked Questions Why does the applicant have to provide every one of her marriage licenses? Why isn t the 1846 Poll Tax list acceptable? Why aren t adopted children eligible for membership on their adopted parents ancestors? Why aren t adopted children eligible for membership on their adopted parents ancestors? What is the procedure for transferring a CRT member to DRT? Why can t the applicant use the family history or the county history? What published sources are acceptable? What published sources are not acceptable? What if I cannot find a death certificate? What are the rules that govern use of Bible records? How can I prove link my ancestor s maiden name and her parents? How do I attach proofs for shared ancestors when submitting several members at one time? What is the process to submit one set of proofs on a family all at the same time? What is the chapter registrar s role in a member transfer out of the chapter? How do I submit foreign documents? How do I update information on my application? Why is a female ancestor listed by her maiden name? She was married when she was in the Republic of Texas? Does DRT permit DNA evidence to establish lineage? What's an APPROXIMATE turnaround-time from notification of applicant's approval to the chapter registrar receiving the signed, numbered and dated File application copy (and the applicant receiving her certificate)? What is the procedure to address differences of opinion with regard to accepted ancestor points between the Registrar General and the Chapter Registrar? Manual of Procedure 2

Introduction This manual is intended to provide the new chapter registrar with a discussion of the requirements of membership in the Daughters of the Republic of Texas and the role of the registrar in assisting the applicant and the chapter. It does not have every answer or situation, but does try to cover the process and the rules of membership. It addresses the basic process and the most-used sources of information. This document will be updated and remain a resource for the chapter registrar. Given below is a schematic of the application process. It tries to portray the steps in the process from first contact with applicant to receipt of the chapter record copy. 3

Article IX Chapters and Officers Section 8 Chapter Officers 3. Registrar Chapter Registrar Duties as Defined by the DRT Bylaws and the DRT Manual of Procedures. a. The chapter Registrar shall have custody of all duplicate application papers of the members. These papers shall remain in the chapter files. b. The Registrar shall keep an inactive file, which shall include the original application papers of deceased members, inactive members, and members transferred to another chapter or to member- atlarge, and emeritus members. Manual of Procedures, page 100 Chapter Registrars and Chapter CRT Registrars The Chapter Registrar is custodian of the chapter's file of all application papers, active, inactive, emeritus, transferred-out, and deceased. The Chapter Registrar is responsible for seeing that the membership applications and proofs submitted by her chapter are properly completed before sending them with the appropriate fees to the DRT Registrar General or the CRT Registrar General. She should verify all names, dates and places typed on the applications against those on the proofs submitted. [See DRT Bylaws Article I; Article II, Sec. 1-2; Article XIV, Sec. 4; and MOP, Membership Section.] The duties of the Chapter Registrar in the Bylaws are quite brief and do not really include the primary responsibilities of the Chapter Registrar. The MOP does provide an additional discussion of her primary role to review and validate that the information on the application is accurate and the documentation that is used to support the lineage and eligibility is in compliance with the By-laws and the Manual of Procedure. The specific rules on eligibility and documentation will be cited later in this paper. 4

CHAPTER REGISTRAR DUTIES Overview The chapter registrar, sometime alone, or sometimes assisted my members of the chapter Membership Committee, typically performs the following tasks within the chapter. The Chapter Registrar works with prospective members to complete the DRT Application: 1. the first contact with the prospective member to discuss the requirements of eligibility 2. the chapter authority on the documentation requirements 3. the guide to help the applicant find any documentation lacking 4. the final reviewer of the member application before it is sent to the Registrar General 5. the contact with the Registrar General when there are questions with respect to the application questions The Chapter Registrar maintains the chapter archive of membership applications: 6. the archivist for the chapter application records on all members, including current, former, and deceased members. These files must be secured from flood, fire, and other natural disasters. 7. the chapter officer who provides a copy of the application for a member transferring to a new chapter and who receives and files the application of a member transferring into the chapter The Chapter Registrar is chairwoman of the Membership Committee whose duties may include; 1. conducting local workshops to promote membership in DRT 2. serving as chapter mentors for new members to the chapter 3. writing articles on DRT ancestors for local paper (or coordinate with membership) 5

Working with the Applicant A general outline of the process of working with a new applicant is as follows. [Remember, the Manual of Procedures and the Bylaws form the rules used for applicants and are must be followed exactly. They may be used to fall back on when an applicant pushes back on providing required documents.] Always read and become familiar with these documents and their amendments. 1. Explain the requirements to the applicant. A way to reinforce this is to provide the file, Notes on Application Preparation which discusses in detail the documentation requirements. This file is contained in the separate publication, Chapter Registrar Resource Manual. Following guidance is useful for the registrar and applicant. Applicant Generation Birth certificates, marriage records, death records (The marriage records for a woman married more than once are needed to prove the name of the applicant through the different marriages until her current name.) Married/widowed/divorced applicants: Include with a copy of the husband's (or former husband's) birth certificate if it is available to you, and his death certificate if deceased, to prove his dates and places of birth and death. In some instances this information is now available on marriage records; if so, the marriage record is acceptable to prove date and place of birth. In some instances, for former husbands, this information is not legally available to the applicant and therefore is not required. Do not enter dates and places on the application unless they can be verified by proofs submitted. The applicant must prove that the birth certificate presented is a true copy of the applicant's birth certificate. This may be accomplished by submission of marriage record(s) to document the changes in name, an affidavit from the applicant's parents, or other suitable documentation. Divorce documentation is not required if the name changes are proven by marriage records. In the event the applicant does not wish to have the documentation of the previous marriages entered into the file, the Registrar General will examine the documentation and file a statement with the application that she has examined the documentation presented by the applicant and can attest that is supports the fact that the applicant is the same as the birth record presented. This Statement, without the documents, should accompany the application. Documents will be destroyed by the Registrar General. Do not enter information in the field if documentation is not provided. Children from the marriage will need to obtain the records for their father if they apply for either DRT or CRT. Subsequent Generations If an official record of birth, death, or marriage was made, it should be used as documentation. If one cannot be found, and the practices of the state or county indicate it should have been recorded, a description of the search should be submitted. If the information contained on the death record is accurate, the birth record is not required. In Texas birth and death certificate requirements were required from 1903. It took over a decade for some counties to comply with these requirements. Many of the early death records were in the form of mortuary warrants which gave little genealogical information but usually contained 6

death date and place. Marriage records of the Republic of Texas were kept in the counties since 1836. Records in the early colonial days may be found in the form of contracts between the two parties. [Note: some applicant may have official documents all the way to generation 5, 6 or 7] The requirement for official records is not generation specific but is dependent on whether the records were issued by the state and/or local entities at the time of the event. Types of documentation that is acceptable, when birth, death and marriage records are not available or are insufficient to prove lineage: Wills, probates and estate settlements Pension applications and pension records Church records County records - deeds, tax records, guardianships Obituaries, wedding announcements, etc. Properly authenticated Bible records Contemporary accounts and autobiographies Census records where relationships are given Types of documentation that is not acceptable County and family histories Newspaper accounts not contemporary with the events mentioned Hearsay evidence, like accounts of family tradition, even if given in an affidavit 1846 Texas Poll Tax (only evidence of residence in State of Texas) Other non-documented sources Cemetery books, as actual photos of tombstones required 2. Review the documentation that the application has complied. One way to accomplish this is to provide the application with the Proof Worksheet (See Registrar Resource Manual) or ask her to complete the DRT application. At this stage she need not provide the proofs. It is easy to look at the dates and proofs listed to see whether important documentation is missing. The Proof Worksheet provides a place for the applicant to enter the proof used for each line of facts on the application. An examination of the Proofs Worksheet will give one an idea of the amount and quality of the documentation available. (See Registrar Resource Manual for a sample of completed generations of the Proof Worksheet.) 3. Assist the applicant in finding additional documentation. Gaps in the documentation are discussed with the applicant. The applicant is advised what is missing and how and where to obtain the records. (The Registrar Resource manual has a discussion of the Ancestor Eligibility Requirements and sources for documentation in each class of ancestor eligibility.) Remember: The ancestor and/or lineage may already be established. In that event, proofs from an earlier application must be reviewed to ensure that it meets current requirements. In these cases providing the RG with a copy of the application(s) cited may speed the review process. (See Registrar Research Manual Finding and Citing Common Proofs) 7

4. Once the documentation is adequate, the application is prepared and signed. The chapter registrar should ensure that every name, date, and place on the application is proven in the provided documentation. No unproven information should be entered on the application. It will be stricken from the application if unproven. The signatures include the chapter president and registrar, applicant and two chapter members. One copy of the application must be on official DRT paper and one on regular legal. All proofs must be prepared in accordance with the MOP. (See Registrar Resource Manual Filling out the Application and Sample Application which gives a description of completing the application and a sample application.) 5. Proofs are prepared in accordance with the MOP specifications. (See Registrar Resource Manual Preparation of Proofs) Key points to remember: a. Legal paper (8 ½ x 14 ) with 1 left margin b. Proofs must be legible and if transcribed the original must be in readable size (no reductions, if possible) c. Data on proof which is entered on application must be underlined in red pencil d. On the lower right corner of each proof the applicant name and generation should be printed e. If the document is in a foreign language, a translation with the original must be submitted f. All citations to books must include page number and the title page must be submitted. County records must give set of books (e.g. Deed, Marriage, Will), Book, Page(s), and date, and county.. g. Don t submit more proofs that are needed to prove every application entry. Extra proofs will be discarded. 6. After preparing the application and proofs, please review the following items before mailing to the Registrar General. Checklist before sending Two copies of the application, one on DRT paper Applicant signature on both Chapter President signature on both Chapter Registrar Signature on both Two chapter endorsements for new member applications Check enclosed: o $115 for new member o $123 for member at large o $40 for supplemental One copy of proofs are enclosed 7. A copy of the application should be retained by the chapter registrar (even proofs) so that if there are questions from the Registrar General, the chapter registrar has the documentation to quickly review and respond. There have been applications lost in the mail so this is a good idea for safety. 8

Archiving the Chapter Membership Records There are many ways to keep the records and the complexity increases with the size of the chapter. This is a practice best determined by each individual chapter. Some chapter best practices are given below: 1. One chapter is located the gulf coast so the chapter registrar ensures that the records are not keep on the ground floor and are kept in water tight storage. 2. Another chapter maintains records in a database. They scans the originals, and then places them in a bank safety deposit box. 3. A chapter with another method has the following process. The chapter registrar keeps the originals and then makes listing of the approvals and member information in a spreadsheet. But this registrar also makes a copy of the chapter record copy for the member for her files. In this way the member can take the copy with her if she moves to a different chapter. Otherwise, when the member moves to a new chapter the chapter registrar must send her new chapter a copy of the applications. 4. Another chapter has both the registrar and secretary keep a listing of the member s information The chapter registrar copies the original chapter record copies for her use. The original chapter copies are kept by the chapter in a safety deposit box. The basic fundaments are as follows: Maintain the copies of all chapter members indefinitely. Ensure those copies are safe. Make plans for chapter recovery of files if the chapter registrar moves or dies. 9

THE MEMBERSHIP APPLICATION Requirements for Membership Eligibility Member Any woman having attained her 16 th birthday is eligible for membership, provided she is a lineal descendant of a man or woman who rendered loyal service fo the Republic of Texas prior to the consummation of the Annexation Agreement of the Republic of Texas with the United States of America on February 19, 1846. It is interesting to note that this is a lineage organization. Some applicants may not quite understand that this means direct bloodline. Since organizations like UDC allow collateral descent, there have been questions. If a woman is interested in membership but does cannot prove lineage, she may wish to consider membership as an Associate Member if the chapter bylaws allows this class of membership. Eligibility Ancestor [see DRT Bylaws, Article I, Section 3 (remarks in italics references to aides)] As a loyal resident or colonist, male or female, regardless of age, who established residence in The Republic of Texas prior to February 19, 1846. The time period for residence shall be the beginning of the Spanish Colonial Period in 1820 and shall include both colonists and native residents during this period. Loyal shall be interpreted to mean that he or she had not been proven disloyal. DRT Bylaws, Article I, Section 3B Proof of ancestor service requires positive proof that an ancestor was in the area that was to become the Republic of Texas during the period from 1820 to 19 Feb 1846. The ancestor must be proven to be a loyal citizen, male or female, regardless of age, thereby aiding in its settlement. Acceptable service for proof of ancestor eligibility is given below: 1. A colonist with Austin's Old Three Hundred or any colonies authorized under the Spanish and Mexican government (1820 to November 1835) before the Texas revolution or those authorized by the Congress of the Republic of Texas. The Colonist must have settled on this land prior to statehood. Colonist is defined as a male or female of any age proven to be in the family of a colonist during the stated timeframe above; 2. An officer or soldier in the service of the colonies or of the Republic of Texas, including those soldiers who received bounty and donation lands for service; 3. A land owner or resident, and his family members, if present, in the Republic of Texas defined boundaries during the period 1820 to 19 February 1846. 4. A recipient of a land grant authorized by the Provisional Government of the Republic of Texas. All qualifying members of the family of the recipient are eligible ancestors. These land grants include: Head rights granted under the laws of the Republic of Texas: First Class, granted to those living in the Republic on 2 March 1836; 10

Second Class, granted to those who came to the Republic after 2 March 1836 but before 1 October 1837: Third Class, granted to those who came to the Republic after 1 October 1837 but before 1 January 1842; Fourth Class, granted to those who came to the Republic after 1 January 1840 but before 1 January 1842. In using the headright, the applicant must show the entry date of the immigrant. Many of the Fourth Class headrights were granted to empresarios who did not settle their grants until after 19 February 1846. The ancestor must be the original grantee or have purchased and settled the headright before statehood. Discussion of Colonization The Age of Colonization began with the Spanish in 1820. There were a few small settlements in the area before this time, but for the most part they were relatively unsuccessful except for the settlement in Bexar. The notable settlements were San Antonio (1718), Goliad (1749), and Nacogdoches (1719, and again in 1779). Ancestors in the very early Spanish colonies do not qualify one for DRT membership, but these lineages almost always contain several eligible ancestors. The difficulties with settlement in the area was primarily due to violent conflicts of clashing cultures. Colonist settlements in the eighteenth century were primarily in the form of missions. The response of the Apache, Comanche, Tonkawa, and Hasinai nations was not conducive to peaceful colonization attempts. The Spanish settlement in the eighteenth century was primarily settlement of missions. There was little reason to move into the area, as the settlers saw no profit in it. Settlement remained very low. In 1810, the residents had declared war on Spain, many small battles were put down by the Spanish. There were also several small groups from America who sought to claim the area for America during this time. In 1820, Spain, in a reversal of previous policies, decided to open the area to colonization by foreigners, even Anglos. Perhaps this was a tactic to help with the uprisings. Moses Austin was one former Spanish citizen who quickly decided to take advantage of this opportunity. Refer to the Registrar Resource Manual for a discussion of the Colonization Period in Tejas and the resources for these colonies. Discussion of Military Records The categories of military service have been categorized as veteran or defender. These designations can be somewhat confusing since Veteran is a very broad. In the context of DRT requirements Veterans were considered to be those who fought in the Texas War for Independence. Defenders were those militia and rangers who formed the defense of the colonies before the revolution and the Republic of Texas after the revolution and before statehood. Refer to the Registrar Resource Manual for a discussion of the resources for Military Service 11

Discussion of Residence Records Resident was a category establish primarily to add women and children to the list of ancestors. When DRT was first formed one had to be a descendant of a veteran to qualify for membership. It was later expanded to include first members of the Old 300, and then other colonies. This category introduces a chance to recognize those settlers that may not have been members of colonies. One very important class of settlers that qualify in this category are the slaves and free blacks who came to the colonies and the Republic of Texas. Those blacks who came during the Mexican period were recorded as indentured servants and may have been enumerated in some of the early census records. The following discussion addresses ways to prove residence. Types of records that may establish residence (this list is not all inclusive but is an attempt to present the most common types of records available): Land records o Deeds o 1838 Land Commission clerk reports. In 1838 land commissioners in the counties registered the claims of the settlers. These claims give the dates of entrance into Texas and where the lands are located. Tax records before 1846 Census records of 1835 1867 Voter Registration lists (note this is a resource for newly freed slaves) Marriage records Newspaper accounts Ship manifests Contemporary letters, diaries, etc. Resources to prove residence are contained in the Registrar Resource Manual. Discussion of Land Grants The bylaws requirement for land grant reads: As a recipient of a land grant authorized by the Provisional Government of the Republic of Texas. Those grants include Toby Scrips; head rights, first, second, third, and fourth class; preemption grants; land scrips; colony contracts; bounty certificates; and donation certificates. Many of these records also define residence for some ancestors. But since the land grant recipient was usually (but not always) the male head of household, the resident eligibility does not always overlap this one. Widows, as heads of families, also may be found with land grants. The Headrights, were granted by the Republic of Texas. In 1838 each county had a Board of Land Commissioner who examined the claims of settlers in the county and issued Headrights based on the date of immigration. Headrights were issued to heirs of deceased ancestors. These records are great for establishing the entry date. The amount of land available also reveals whether the applicant was single, or head of a family. Sometimes one will find a conditional certificate, where the man was allowed the land when he brought his family to Texas. The colony contracts are discussed under the first discussion, a colonist. Bounty and donation certificates are discussed in the military qualifications. 12

Pre-emption grants were generally a vehicle of the State of Texas. The stated requirement is that the land grant is authorized by the Republic of Texas, so by definition most preemption grants do not meet this requirement. Be very cautious in using this class of grant. Land scrips (scripts) were issued at various times during the Republic of Texas. They were land certificate issued to repay loans made to the government. In 1836 the Republic of Texas had a great deal of debt and this method was used to raise funds to repay these debts. Texas Representatives were sent to large cities in the United States like New York and New Orleans. It was believed that land speculators would jump at the chance to have land in Texas, and land was the biggest asset that Texas had at the time. These were issued in 1836-1837. These were the William Bryan Script in 1836, for his loans during the revolution; Sam Houston Scrips for $20,000 to pay for munitions during the war ($0.50/acre); (Thomas) Toby Scrips, of New Orleans, for 500,000 acres at $0.50 an acre; White Scrips, David White of Mobile, at the same rate as Toby Scrips; James Erwin Scrips, of New Orleans, same as Toby Scrips; First Loan Scrips, also New Orleans, 1837-38; and the Funded Debt Scrip devised to pay any debtor with land in the Republic of Texas. Resources to prove land grants are contained in the Registrar Resource Manual. The Application Process The Manual of Procedure contains the rules for application preparation. These are included in this document. THESE ARE NOT SUGGESTIONS, THEY ARE REQUIREMENTS. Both the chapter registrar and the Registrar General will review the applicant s application and proofs in accordance with these rules. It is important that these rules are administered consistently for the integrity of the organization. The pages from the Manual of Procedure addressing Application Preparation have been appended to this document. An example of an application which has been created using these rules is included in this manual. There are three classes of applications: 1. The new member application is submitted for new applicants. It requires endorsement by two chapter members in addition to the chapter president and chapter registrar. 2. The supplemental application is submitted for active members to add a new ancestor. This application requires only the signature of the chapter president and chapter registrar. 3. The posthumous application is submitted and signed by a descendent of the deceased applicant. As a new application, it requires signatures from the chapter president, chapter registrar, and two chapter members. Before the reader reviews the application there is one caution to make. That is in the use of common proofs in an application. This is one of the most frequent problems with an application. This is discussed later in this document. 13

COMPLETING THE APPLICATION Below is the example of the sections of the application. 14

The proof box in the application has limited space. Use the following abbreviations for brevity. Do not use the abbreviations more than once in a proof list (see example below for BC). Instead, put the initials of the individual in parentheses after the abbreviation, even if wife has been married more than once. Example: BC (JAJ, MHS)Link 1&2. MR (MHS/JAJ. MHS/RHG) Abbreviations Chart To Use For Applications Marriage License MR, ML General Land Office GLO Birth Certificate BC Family Bible Bible Death Certificate DC Circa Ca Obituary/Funeral Notice Obit Before or After Pre or Aft Divorce Decree Divorce or Div Census Record YYYY (Place) Deed Record Deed Gen linking record Link (Gen# &Gen#) 15

16

17

18

If there are more than twelve children the names maybe be continued in the Family History block. The information on children and the Family History are not required to be documented. Neither of these parts of the application may be cited as proof in subsequent applications. 19

Citing Common Proofs An applicant should NEVER reference an application without reviewing the contents of that application and ensuring that the documentation meets current standards. The Registrar General will do this and the application will be pended if the documentation is not adequate. In order to determine whether there is documentation already on file the chapter registrar may wish to consult previously submitted applications. The Lineage Research Group has provided finding aides for the DRT Applications that are on the FamilySearch.org database. These aides make it much easier to review the earlier applications. The files in this database range from the earliest application to 2010. A discussion of how to find common proofs is included in the Registrar Resource Manual. Requirements for Citing Common Proofs: The proofs, from the cited application, must be listed on the new application. The citation must refer to the application where the proofs are filed, not to another application which also cites the documents. Each generation must list the proofs from the cited application and give the citation. It is not sufficient to state, Generations 2-7, see DRT # Proofs from cited applications must be the current requirements in the bylaws and Manual of Procedures. Do not cite proofs from earlier applications that are no longer acceptable. Proofs may be required to supplement the documentation in earlier application. 20

PREPARATION OF PROOFS COPIES OF DOCUMENTS All proofs must be copied onto legal paper (8 ½ x 14 ) A left hand margin of 1 must be maintained. This is to ensure that important information is not lost in the gutter when these applications are bound. All dates, places, and names entered on the application must be underlined in red pencil. Optionally, the applicant may wish to enter the generation number in the margin by each generation contained in the proof. Copies of all proofs must be legible. Those which have been reduced to a state that they are no readable, will not be accepted. If submitting a translation of a foreign document or a document which is difficult to read, the orginal must also be included. Add the applicant name and generation number on the bottom right hand corner of the front of the proof. Do not enter anything on the reverse side of the proof. I may not be copied during digitization. Do not use stickers on the application. Group all proofs by generation, and then in the order that the information is presented on the application. 21

DO Checklists. 1. DO make a legible photocopy of original application and of all documents. 2. DO use permanent black acid-free ink only for all signatures on both original and photocopy. 3. DO keep a copy of all papers and proof for your personal records and for responding to any questions from the Registrar General. Application papers and proofs have been lost in the mail. 4. DO indicate the generation number in the margin near the name on the document. DO NOT Checklist 1. DO NOT use ballpoint, felt tip, blue ink, or pencil when signing papers. 2. DO NOT use a highlighter on the application or proofs. 3. DO NOT use correction tape or fluid. If a correction must be made, very carefully erase or type xxx's over the mistake and type the correction beside, above or below. 4. DO NOT use staples or tape. 5. DO NOT send by certified mail. Send by regular mail. 6. DO NOT write or type anything on back of proof. 7. DO NOT send photographs. Send photocopies of photographs. 8. DO NOT send original proofs. Send photocopies. 9. DO NOT send more than one set of proofs. 10. DO NOT fold papers. Place in legal-size envelope for mailing. 11. DO NOT use labels to add information to the application or proofs (the glue will dry up over the years and the information will be lost.) On the following pages are some examples of proofs properly prepared. 22

Proof from Find-a-Grave There must be a photo of the tombstone. Only the tombstone photo and the cemetery location and contributor information will be considered. Family history and traditions included on the memorial page are not considered proof. When making your proof for submission, include the transcription either at the side or under the tombstone photo. While the original may be legible, the digital copy may be hard to read. This assists with later applications. Also enter the information on the cemetery and the person who maintains the memorial in FAG. ORA Wife of R STUART BORN Sep 26, 1813 DIED Jany 12 th 1869 Davidson Cemetery Mingus, Palo Pinto County, Texas, USA Created by: Barbara Stevens, Record added: Sep 12, 2008, Find A Grave Memorial# 29752098 23

Underline the Facts Entered on the Application While entering the generation # on the proof is only required at the bottom block, it does assist the review if it is entered near the name of the individual. Pamela Ann Jones Asa Johnson Generation 6 24

DO NOT REDUCE THE PROOF SO THAT THE INFORMATION CANNOT BE READ If a document has been reduced to the extent that it cannot be read by the review, the application will be pended. Applicant will be required to replace the proof. All proofs must be EASILY readable. Digitizing the images causes some degradation of the images so that the image must be clear and of no smaller than a 10 point Arial font equivalent. Readability is compromised below this reduction level. Use common sense when reducing. If you have trouble reading it, the reviewer will also. 25

CENSUS RECORDS When preparing census records, the entire page must be provided in the proof. However, except for the 1850 and 1860 census records it is hard to read the image, as the reduction is difficult to read. To present the census the following method is helpful: Note that by pasting the images onto a legal sized document the 1 left margin is easier as is the applicant notion. 26

Proof Preparation Using a word processor and a photo editor one may create a set of proofs that can be printed on a black and white or color printer. 1. Open a new document and setting the left margin at 1 2. Add the applicant name and Generation in the footer 3. Download or scan the proof and open in a photo editor. 4. At this point you may wish to use the photo editor to underline the information in red 5. Then paste the image(s) into the document 6. Continue pasting the proofs into the document 7. Having created a document you have your copy of the proofs for your records 27

Application Final Review After the application has been completed, and before it is printed on official paper, one final check of the application should be made to ensure the data on the application matches the documentation provided. To accomplish this final check, print a copy of the application on regular legal paper. Then take the set of documents that you have assembled. Go through the application line by line. Check the following. 1. That the information on the proof matches the entries on the application. For each item on the application check the fact as you find it on the application. See below. 2. As you review the documents for the information make sure that the data on the document which is entered on the application is underlined in red. This is important and a requirement. 3. Also, make sure that the proofs are in order of the information on the application as this make the application easier to review. 4. It assists the Registrar General to have a copy of the cited application when you are using common proofs. This is not a requirement, but does assist the Registrar General in the review. 5. When the application is judged correct, the application can then be printed on the official paper for submission. Do not submit the marked up copy. Make another copy on regular legal paper for the chapter record copy. 28

Frequently Asked Questions? Why does the applicant have to provide every one of her marriage licenses? The marriage records are needed to prove the surname of the applicant. Having married first, her maiden name is on her marriage record. At this point her legal surname becomes the husband s surname. Each subsequent marriage uses the married name from the last marriage. While there are exceptions to this, this is the general flow of the names. Why isn t the 1846 Poll Tax list acceptable? This list cannot provide proof that the individual was in the Republic of Texas before 19 February 1846. The tax was ordered by the State of Texas, and in the summer and fall of the year. Why aren t adopted children eligible for membership on their adopted parents ancestors? The Daughters of the Republic of Texas is a lineage organization and as such requires proof of lineal descent (blood line.) Adopted children may be able to join the organization based on their biological parent s lineage. It is sometimes tricky to obtain the adoption records. Why isn t a cemetery book acceptable? The basic reason a cemetery book may not be acceptable is that one does not have the opportunity to determine whether the tombstone is contemporary with the burial or erected much later. The first, erected during the lifetime of the family, will contain acceptable information. These tombstones are acceptable. The second type of tombstone is that one erected long after the death, sometimes a hundred years after. In this the information is like that in a family history and considered no acceptable documentation. What is the procedure for transferring a CRT member to DRT? A CRT member may transfer to DRT without payment of the $70 examination fee before her 21 st birthday. She must submit her first year s dues of $45, however. She must complete the regular DRT application completely. She may cite the proofs in her CRT application, and must enclose a copy of the CRT application. Her application must meet current guidelines for documentation. All events after the date of her application must be proven. This is typically deaths of grandparents and great grandparents. Do remember that the application and documentation is subject to current requirements so the CRT proofs should be examined by the Chapter Registrar. Note: The CRT to DRT transfer form which was used previous is no longer accepted. Why can t the applicant use the family history or the county history? Counties histories are often a record of family traditions concerning the family and are undocumented. Some stories may have been passed down from generations growing in the telling. This is also true of family histories. The family history that is well documented should give the researcher the place to find the original documents supporting the history. In these cases, the original document should be able to be located and used as documentation. Without the documentation, these are just hearsay evidence. They may be helpful in finding the documentation however. What published sources are acceptable? While one would like original records for all documentation, as this makes our archives the best. There are a few sources that are acceptable. If The Ancestor was living when the county histories were written in the 1880-1906s and is featured in one of these publications, the 29

publication may be used to document information that he would have been a witness to or know first hand. For example, a person generally can attest to who his children were, and to some extent his parents. He may have even known his grandparents, if they were living when he was an adolescent. Marriage books may be used if they are a transcription of the county books. They cannot be annotated histories however and must show what is recorded only. Published diaries, letters, and other contemporary documents may be used on a case-by-case basis. Generally for letters the originals are required and the provenance of the letter proven. What published sources are not acceptable? While it is not possible to list all of the sources that are not acceptable, the general rule is sources need to be exact publications of primary documents or contain those documents. Derivative sources like the Handbook of Texas Online and Kemp s Biographies of San Jacinto Veterans are not acceptable. These sources, while documented, have many errors and are not acceptable sources. Also County and Family Histories are not acceptable publications. While none of these sources are acceptable one may find these useful in locating primary documents. What if I cannot find a death certificate? I know where they are buried but there is no death certificate in the county files. While death certificates were required in Texas beginning in 1903, the early death certificates usually were no more than a mortuary warrant with little genealogical information. It did give date and place of death. Counties were not quick to implement the requirement. The two good sources for death certificates for Texas 1903-1986 are Ancestry.com and FamilySearch.org. Finding the death record can be tricky. The individual may have died elsewhere and been transported home. In most cases the death certificate is available only in the county of death. But, in some instances, death certificates have been lost due to misinterpretation of the name or incorrect information given. In these cases there are some additional places to check. You may wish to search the Portal of Texas History newspaper database for death notices or obituaries. They will confirm whether you have been searching in the correct place. You may also wish to contact any funeral homes around during the day. They will have the records which may give the same information as the death certificate. Remember, businesses change so a defunct funeral home s records may be in a modern funeral home who bought the business. Also note, if the ancestor lived on the state boarder the nearest medical facility may have been across the state line. Also some cities kept the death certificates and not the county. If the ancestor lived in a large city, that may be the case. If after an exhaustive search, an official death record cannot be found, the tombstone may be used, accompanied by some statement reflecting the effort. The tombstone does not give lineage and frequently does not even give precise dates. It also does not give the place of death, only the place of burial. If you use tombstone for death information you should enter bur preceding the location on the application. Note lineage will need to be proven with primary sources. What are the rules that govern use of Bible records? A Bible record may not be used in place of an official record. Use of the Bible should conform to the same rules as other genealogical evidence. One must be reasonably sure that the record was made contemporary with the event or that the individual recording the information was 30

present or had reason to know of the event contemporary with the event. For this reason, it is necessary to submit not only the family pages from the Bible but also the page showing the publication date. One must examine the handwriting and determine if the entries were written by the same hand for several generations? That is a clue to the date that it was written. The vernacular used also helps date the entries. To use a Bible one should also consider other primary sources to prove that the information entered is accurate. One such source is census records for the individuals in the Bible. How can I prove link my ancestor s maiden name and her parents? Family tradition says Grandmother Mrs. Mary Smith s maiden name was Martha Jones. I found a Martha Jones in the 1850 census with her parents? Is this acceptable? To start one must prove the maiden name of Martha Smith is Jones. The best record would be the death certificate of Mrs. Martha Smith, but from the question, it is assumed that is not available. A marriage record may also prove the maiden name. If no marriage can be found, perhaps one or more of the following records may be available: The death certificate of one or more of the children. The obituary of Mrs. Smith, or without that, Mr. Smith. Maiden names and marriage dates are frequently mentioned in more recent obituaries. They are rare in older obituaries. A newspaper announcement of the marriage. If one is lucky, it would say married in the home of her father, Gen John Jones. Estate records for parents, listing Martha Smith, wife of George Smith, this proves both the maiden and the lineage Estate records for grandparents naming her with her married name. Census records where parents are enumerated in the household with daughter Martha Smith. How do I attach proofs for shared ancestors when submitting several members at one time? This is a frequent occurrence where a number of family members wish to join the chapter all using the same ancestor. Depending on their relationship, they will all have some proofs in common. The common proofs are only needed once. They should be associated with one application. If you are doing a daughter, her mother, her two aunts and one cousin. If you put all the proofs with the daughter, the following rules apply: 1. The daughter s application is filled in completely, with all proofs cited and attached to it. 2. The mother s application does not have proofs attached. The proofs from the daughter s application are listed in all the proof box with the phrase: See (daughter s name) DRT# The application form will let you shift a generation to avoid retyping the application and proofs. 3. The aunt s application can be use a copy of the mother s application prepared in step two. The only changes are those to generation one, where the information on this applicant is entered and her proofs are cited and attached. 4. The second aunt prepares hers in the same way as in step three. 5. If the cousin is a daughter of one of the aunts, she will use that application and shift a generation. She then enters her information into generation one attaches proofs, then in her mother s generation she adds the See (mother s name), DRT #. 31

What is the process to submit one set of proofs on a family all at the same time? For example is the following family: George Smith and Martha Myles were married in 1818 in Alabama and came to San Augustine in about 1833. With them came their teen age son Abner Smith. The three are all enumerated in the 1835 San Augustine census, Martha with her maiden name. Abner Smith married Mary Moore in 1839 in San Augustine, marriage record was filed. In 1842 Abner and Mary Smith have a son Alexander Smith, the little family is listed in the census records for 1850 and 1860 in San Augustine County. From the evidence presented one has the following eligible ancestors: Georgie Smith, Martha Myles, Abner Smith, Mary Moore, and Alexander Smith. To facilitate the review of the applications, it is best to put all of the proofs with the application for George Smith. Then, on all of the subsequent applications, cite the proofs in this application with the phrase, See DRT#, name if applicant What is the chapter registrar s role in a member transfer out of the chapter? The chapter registrar is supposed to send the new chapter registrar a copy of the member s applications when she transfers from the chapter. Some chapters handle this by providing the new member with a copy of their application when it is returned from HQ. This provides benefits for the applicant and the chapter registrar. How do I submit foreign documents? The actual document and a translation of the document are both required to be submitted. How do I update information on an application? If one finds that the information contained on the application is either incomplete or correct, the updated information may be submitted to correct the record. From time to time new research uncovers new information that disputes or adds to the information previously submitted on a lineage or an ancestor. A form is provided to provide the additional information. These new facts and documents will be appended to the record for the ancestor. This form may be found in the Registrar Resources Manual. What is a closed line? Infrequently information is found which proves that a lineage or ancestor does not meet the requirements. In the case of an ancestor, no further applications will be approved for the ancestor. In the case of an incorrect lineage, no further applications will be approved using the lineage in question. Applicants already members of DRT will remain members unless it is shown that the documentation used in the application was fraudulently submitted. There is an incomplete listing of closed lines in the Registrar Resource Manual Why is a female ancestor listed by her maiden name? She was married when she was in the Republic of Texas. A woman may be married many times, all while living in the Republic of Texas. By listing her with her maiden name, there is only one entry in the database. The exception to this is a married woman with no maiden name documented. She is then listed with her Mrs. Name Surname. In the generation instructions, a woman who is marrying after a first marriage is listed with her married name and her maiden, in caps. An example: Mrs. Joannah SMITH Jones. The maiden should be in capital letters to distinguish it from other married names. For example, Mrs. Jemima Green White. Jemima has been married twice but her maiden name is not known. 32

Does DRT permit DNA evidence to establish lineage? At this time DRT does not have a policy on the use of DNA evidence in establishing lineage. It is not an acceptable form of documentation currently. What's an APPROXIMATE turnaround-time from notification of applicant's approval to the chapter registrar receiving the signed, numbered and dated File application copy (and the applicant receiving her certificate)? This process has many steps. The notification occurs at the end of a successful review. The Registrar General will bundle sets of applications to send to the President General for signature. Sometimes a week or so may ensue from the approval to the transmittal of the applications to the President General. At this point, the President General will transmit this by mail to Headquarters for processing. At times the President General has held applications when she has an upcoming trip to HQ. After the application arrives at HQ, it is entered into the database. After entry the certificate is printed. The certificate is sent to the applicant. The chapter record copy is returned to the chapter registrar. The timing is variable. Factor s such as volume of applications, completing priorities at HQ, district meeting and other distractions for the PG and RG have an impact on the time to receive the application and certificate. A flow chart of this process is given on the introduction page. What is the Procedure to address differences of opinion with regard to accepted ancestor points between the Registrar General and the Chapter Registrar? In the event the chapter registrar (or the applicant if member-at-large) and Registrar General disagree on the interpretation and/or exercise of a requirement, the Membership Committee is used to evaluate the issue. The Registrar General will present the issue and the documentation in question to them with a request for comments and opinion (with rationale for that opinion. These opinions are shared with all committee members. Then a vote of the Membership Committee is conducted and a majority vote determines the issue. 33