The New York Botanical Garden - User contributions [en]

Herbarium Management Guides

2016-02-22T16:13:30Z

10.1.3.205:

So you want to use the herbarium. We can help. 

= Intro for new staff =

Herbarium use guidelines

[[Who should I ask|Who to contact about...]]

[[NY Family List]]

Herbarium Label Templates

= Exchange =

[[Exchange Lists]]

= Mounting =

= Filing =

[[Numbering and Sorting Specimens]]

[[Specimens to set aside for staff|Specimens to set aside for staff]]

[[Filing Instructions|Filing Instructions]]

= Processing =

[[Collection Control Form]]

[[Collectors and persons responsible|Collectors and persons responsible]]

[[Distributing duplicate specimens on exchange|Distributing duplicate specimens on exchange]]

Specialist List

CITES List

How to Process a new collection

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

Guidelines for orienting visitors

[[Visitor Information]]

= Loans =

How to request a loan

= Shipping =

Type Annotation Labels

2016-02-19T20:50:42Z

10.1.3.205:

Type annotation labels can be found on the 3rd floor of the herbarium (near the type collection). If you want to print annotation labels from your computer, linked below are templates for annotating type specimens. The "type" label can be modified to reflect other types of types without their own template (paratype, neotype, etc.).

[[Media:HOLOTYPE label template.doc|Holotype]]

[[Media:ISOTYPE label template.doc|Isotype]]

[[Media:TYPE label template.doc|Type]]

Numbering and Sorting Specimens

2016-02-19T15:17:40Z

10.1.3.205:

== WHERE TO GET SPECIMENS ==

 

Cabinets in the mounting room

-- If the droptag on any bundle in the cabinets says to return the specimens to an individual, don't number the specimens. Give these specimens and the droptag to Nicole.

-- Put droptags from numbered specimens in the cabinet outside Nicole’s office, in a box labeled “droptags”.

-- Give any specimens without labels or with mounting errors, and the accompanying droptag, to Nicole.

-- '''Don't forget to look for any separate fruits''' that may be in these cabinets.

 

= NUMBERING, SORTING, AND BUNDLING SPECIMENS =

 

'''Use pencil''' to write the family number and geographic code above the upper right hand corner of the label on herbarium sheets and boxed specimens. For bagged specimens write the information on the upper right hand corner of the label.

 

'''Number the specimens according to the most recent determination'''.  If the family name on the label is incorrect draw a single line through it.  If the genus name is hard to read, or contains errors, pencil the correctly spelled name clearly above the label.

 

Specimens to set aside immediately:

- '''Types'''. '''Give to Nicole'''. Paratypes are filed in the general herbarium, but any other Type (even if it just says “Type”) should be given to Nicole

 

Family numbers

-- To determine the number of a family consult the [[NY Family List|NY family list]], or look up taxa in EMu.

-- To determine the family to which a genus belongs consult EMu, as the Genera in the database reflect our filing system in the herbarium (NOT APG III).

-- For legumes, to determine the family consult the list “Genera Leguminosae Novoboricensis”, or EMu.

-- If the genus name is written unclearly or is possibly spelled incorrectly, but the first few letters are known, try searching for possibilities in EMu or IPNI or TROPICOS.

 

=== Geographic codes ===

-- If the country in which a specimen was collected is not obvious from the label, try using Webster's Geographical Dictionary, or Google Maps.

-- If you do not know the geographical region for a country, look at the posted map.

-- For older collections without much geographical information, try consulting the Index Herbariorum publication. It lists countries that historical collectors worked in. You can also search EMu for the collector to see where they have collected.

-- If you aren't certain about the geographic region, ask for help; please don't guess.

----

 

US       United States and Canada (includes Greenland)

CA      Mexico and Central America (includes Baja California)

WI       West Indies (includes The Bahamas and Bermuda)

SA       South America (includes Trinidad and Tobago), EXCEPT in the following families, of which the Brazilian specimens should be marked BR

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

EUR   Europe (includes Iceland, Azores, Canary Islands, and part of the former USSR west of the Ural Mts., Kazakhstan, and the Caspian Sea)

AFR    Africa (includes Madagascar, Seychelles, Kerguelen Islands, Cape Verde Islands)

NAS    Northern Asia (includes part of the former USSR east of the Ural Mts., the western border of Kazakhstan, and the Caspian Sea)

TAS    Tropical Asia (includes Hainan and Tibet)

AUS    Australia (includes New Zealand)

PAC    Pacifica (includes Hawaii & New Caledonia)

 

----

 

== Barcoding and Imaging ==

All specimens are to be barcoded, a skeletal record created, and sent to be imaged. Consult Nicole for where and when to leave specimens for the imagers.

 

Skeletal record includes the filed as name, barcode, and the project name “Vascular Newly Mounted”. Nicole will give you access to the default in EMu to automatically add the project to each record.

 

If a specimen is “1 of 2”, “2 of 2” sheets, or has a separate fruit, please create a record for each sheet and separate fruit. Link them in the database on the Associations tab and also note on the Specimen tab.

 

Once barcoded, bulky fruits and palms should be set aside to be imaged separately from all other sheets. They require special attention when imaged.

 

  

== Sorting ==

 

--  Specimens that have not been identified to family should be sorted into two groups---those specimens with "file in fam. indets." written above the label and those without such a note.  These should be bundled separately.

 

--  Review the list of [[Specimens to set aside for staff|'''specimens to be set aside for staff members''']] and check to see if you have any specimens of these groups in the bins.  Bundle specimens of each group separately and label them with a droptag marked with the family number and staff member's last name.  Use droptag of a color different from that which you use to mark the other bundles.

 

--  All remaining specimens should be sorted by family before they are bundled.  Each bundle should be marked with a droptag noting the range of families within.

 

--  Sort any separate fruits into two boxes--one box for fruits going to staff and another for the filer.

 

== Bundling ==

Specimens must be bundled so that, when they come out of the freezer, they

1) will fit into a cubbyhole in a herbarium cabinet and

2) can be delivered to the correct floor in the herbarium.

Therefore, 1) a bundle '''SHOULD NOT EXCEED''' 5" or 13 cm in height, and 2) no bundle should contain specimens belonging to families filed on different floors (see below).

  

Arrange with Nicole to freeze the specimens.

----

 

'''Floor'''               '''Groups '''

5                      all pteridophytes

                        Families 18 to 35 (as far as Carex indet, US)<ref name="one">Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.</ref>

 

3                      Families 35 (from Carex aa, CA & Mex)<ref name="one">_</ref>

                                 to 165 (as far as Protium subserratum, SA)<ref name="two">Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz.</ref>

                        BUT NOT Fam. 36, Arecaceae (see floor 1 below)

 

2                      Families 165 (from Protium suc, SA)<ref name="two">_</ref>

                                  to 301 (as far as Palicourea rih, SA)<ref name="three">Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.</ref>

 

1                      Families 301 (from Palicourea rigida, SA)<ref name="three">_</ref>

                                   to 313

                        Family 36, Arecaceae (palms)

                        Family indets (arranged by country)

----

=== Notes ===

<references />

Numbering and Sorting Specimens

2016-02-19T15:16:55Z

10.1.3.205:

Numbering and Sorting Specimens

2016-02-19T15:16:42Z

10.1.3.205:

Numbering and Sorting Specimens

2016-02-19T15:16:07Z

10.1.3.205:

Numbering and Sorting Specimens

2016-02-19T15:08:59Z

10.1.3.205:

== WHERE TO GET SPECIMENS ==

 

Cabinets in the mounting room

-- If the droptag on any bundle in the cabinets says to return the specimens to an individual, don't number the specimens. Give these specimens and the droptag to Nicole.

-- Put droptags from numbered specimens in the cabinet outside Nicole’s office, in a box labeled “droptags”.

-- Give any specimens without labels or with mounting errors, and the accompanying droptag, to Nicole.

-- '''Don't forget to look for any separate fruits''' that may be in these cabinets.

 

= NUMBERING, SORTING, AND BUNDLING SPECIMENS =

 

'''Use pencil''' to write the family number and geographic code above the upper right hand corner of the label on herbarium sheets and boxed specimens. For bagged specimens write the information on the upper right hand corner of the label.

 

'''Number the specimens according to the most recent determination'''.  If the family name on the label is incorrect draw a single line through it.  If the genus name is hard to read, or contains errors, pencil the correctly spelled name clearly above the label.

 

Specimens to set aside immediately:

- '''Types'''. '''Give to Nicole'''. Paratypes are filed in the general herbarium, but any other Type (even if it just says “Type”) should be given to Nicole

 

Family numbers

-- To determine the number of a family consult the [[NY Family List|NY family list]], or look up taxa in EMu.

-- To determine the family to which a genus belongs consult EMu, as the Genera in the database reflect our filing system in the herbarium (NOT APG III).

-- For legumes, to determine the family consult the list “Genera Leguminosae Novoboricensis”, or EMu.

-- If the genus name is written unclearly or is possibly spelled incorrectly, but the first few letters are known, try searching for possibilities in EMu or IPNI or TROPICOS.

 

=== Geographic codes ===

-- If the country in which a specimen was collected is not obvious from the label, try using Webster's Geographical Dictionary, or Google Maps.

-- If you do not know the geographical region for a country, look at the posted map.

-- For older collections without much geographical information, try consulting the Index Herbariorum publication. It lists countries that historical collectors worked in. You can also search EMu for the collector to see where they have collected.

-- If you aren't certain about the geographic region, ask for help; please don't guess.

----

 

US       United States and Canada (includes Greenland)

CA      Mexico and Central America (includes Baja California)

WI       West Indies (includes The Bahamas and Bermuda)

SA       South America (includes Trinidad and Tobago), EXCEPT in the following families, of which the Brazilian specimens should be marked BR

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

EUR   Europe (includes Iceland, Azores, Canary Islands, and part of the former USSR west of the Ural Mts., Kazakhstan, and the Caspian Sea)

AFR    Africa (includes Madagascar, Seychelles, Kerguelen Islands, Cape Verde Islands)

NAS    Northern Asia (includes part of the former USSR east of the Ural Mts., the western border of Kazakhstan, and the Caspian Sea)

TAS    Tropical Asia (includes Hainan and Tibet)

AUS    Australia (includes New Zealand)

PAC    Pacifica (includes Hawaii & New Caledonia)

 

----

 

== Barcoding and Imaging ==

All specimens are to be barcoded, a skeletal record created, and sent to be imaged. Consult Nicole for where and when to leave specimens for the imagers.

 

Skeletal record includes the filed as name, barcode, and the project name “Vascular Newly Mounted”. Nicole will give you access to the default in EMu to automatically add the project to each record.

 

If a specimen is “1 of 2”, “2 of 2” sheets, or has a separate fruit, please create a record for each sheet and separate fruit. Link them in the database on the Associations tab and also note on the Specimen tab.

 

Once barcoded, bulky fruits and palms should be set aside to be imaged separately from all other sheets. They require special attention when imaged.

 

  

== Sorting ==

 

--  Specimens that have not been identified to family should be sorted into two groups---those specimens with "file in fam. indets." written above the label and those without such a note.  These should be bundled separately.

 

--  Review the list of [[Specimens to set aside for staff|'''specimens to be set aside for staff members''']] and check to see if you have any specimens of these groups in the bins.  Bundle specimens of each group separately and label them with a droptag marked with the family number and staff member's last name.  Use droptag of a color different from that which you use to mark the other bundles.

 

--  All remaining specimens should be sorted by family before they are bundled.  Each bundle should be marked with a droptag noting the range of families within.

 

--  Sort any separate fruits into two boxes--one box for fruits going to staff and another for the filer.

 

== Bundling ==

Specimens must be bundled so that, when they come out of the freezer, they

1) will fit into a cubbyhole in a herbarium cabinet and

2) can be delivered to the correct floor in the herbarium.

Therefore, 1) a bundle '''SHOULD NOT EXCEED''' 5" or 13 cm in height, and 2) no bundle should contain specimens belonging to families filed on different floors (see below).

  

Arrange with Nicole to freeze the specimens.

----

 

'''Floor'''               '''Groups '''

5                      all pteridophytes

                        Families 18 to 35 (as far as Carex indet, US)<ref name="one">Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.</ref>

 

3                      Families 35 (from Carex aa, CA & Mex)<ref name="one" />

                                 to 165 (as far as Protium subserratum, SA)<ref name=2>Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz.</ref>

                        BUT NOT Fam. 36, Arecaceae (see floor 1 below)

 

2                      Families 165 (from Protium suc, SA)<ref name=2 />

                                  to 301 (as far as Palicourea rih, SA)<ref name=3>Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.</ref>

 

1                      Families 301 (from Palicourea rigida, SA)<ref name=3 />

                                   to 313

                        Family 36, Arecaceae (palms)

                        Family indets (arranged by country)

----

The Sun is pretty big.<ref>E. Miller, The Sun, (New York: Academic Press, 2005), 23-5.</ref> The Moon, however, is not so big.<ref>R. Smith, "Size of the Moon", Scientific American, 46 (April 1978): 44-6.</ref>

== Notes ==

<references />

 {{reflist}}

 

*Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.

**Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz. 

***Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.

Numbering and Sorting Specimens

2016-02-19T15:07:57Z

10.1.3.205:

== WHERE TO GET SPECIMENS ==

 

Cabinets in the mounting room

-- If the droptag on any bundle in the cabinets says to return the specimens to an individual, don't number the specimens. Give these specimens and the droptag to Nicole.

-- Put droptags from numbered specimens in the cabinet outside Nicole’s office, in a box labeled “droptags”.

-- Give any specimens without labels or with mounting errors, and the accompanying droptag, to Nicole.

-- '''Don't forget to look for any separate fruits''' that may be in these cabinets.

 

= NUMBERING, SORTING, AND BUNDLING SPECIMENS =

 

'''Use pencil''' to write the family number and geographic code above the upper right hand corner of the label on herbarium sheets and boxed specimens. For bagged specimens write the information on the upper right hand corner of the label.

 

'''Number the specimens according to the most recent determination'''.  If the family name on the label is incorrect draw a single line through it.  If the genus name is hard to read, or contains errors, pencil the correctly spelled name clearly above the label.

 

Specimens to set aside immediately:

- '''Types'''. '''Give to Nicole'''. Paratypes are filed in the general herbarium, but any other Type (even if it just says “Type”) should be given to Nicole

 

Family numbers

-- To determine the number of a family consult the [[NY Family List|NY family list]], or look up taxa in EMu.

-- To determine the family to which a genus belongs consult EMu, as the Genera in the database reflect our filing system in the herbarium (NOT APG III).

-- For legumes, to determine the family consult the list “Genera Leguminosae Novoboricensis”, or EMu.

-- If the genus name is written unclearly or is possibly spelled incorrectly, but the first few letters are known, try searching for possibilities in EMu or IPNI or TROPICOS.

 

=== Geographic codes ===

-- If the country in which a specimen was collected is not obvious from the label, try using Webster's Geographical Dictionary, or Google Maps.

-- If you do not know the geographical region for a country, look at the posted map.

-- For older collections without much geographical information, try consulting the Index Herbariorum publication. It lists countries that historical collectors worked in. You can also search EMu for the collector to see where they have collected.

-- If you aren't certain about the geographic region, ask for help; please don't guess.

----

 

US       United States and Canada (includes Greenland)

CA      Mexico and Central America (includes Baja California)

WI       West Indies (includes The Bahamas and Bermuda)

SA       South America (includes Trinidad and Tobago), EXCEPT in the following families, of which the Brazilian specimens should be marked BR

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

EUR   Europe (includes Iceland, Azores, Canary Islands, and part of the former USSR west of the Ural Mts., Kazakhstan, and the Caspian Sea)

AFR    Africa (includes Madagascar, Seychelles, Kerguelen Islands, Cape Verde Islands)

NAS    Northern Asia (includes part of the former USSR east of the Ural Mts., the western border of Kazakhstan, and the Caspian Sea)

TAS    Tropical Asia (includes Hainan and Tibet)

AUS    Australia (includes New Zealand)

PAC    Pacifica (includes Hawaii & New Caledonia)

 

----

 

== Barcoding and Imaging ==

All specimens are to be barcoded, a skeletal record created, and sent to be imaged. Consult Nicole for where and when to leave specimens for the imagers.

 

Skeletal record includes the filed as name, barcode, and the project name “Vascular Newly Mounted”. Nicole will give you access to the default in EMu to automatically add the project to each record.

 

If a specimen is “1 of 2”, “2 of 2” sheets, or has a separate fruit, please create a record for each sheet and separate fruit. Link them in the database on the Associations tab and also note on the Specimen tab.

 

Once barcoded, bulky fruits and palms should be set aside to be imaged separately from all other sheets. They require special attention when imaged.

 

  

== Sorting ==

 

--  Specimens that have not been identified to family should be sorted into two groups---those specimens with "file in fam. indets." written above the label and those without such a note.  These should be bundled separately.

 

--  Review the list of [[Specimens to set aside for staff|'''specimens to be set aside for staff members''']] and check to see if you have any specimens of these groups in the bins.  Bundle specimens of each group separately and label them with a droptag marked with the family number and staff member's last name.  Use droptag of a color different from that which you use to mark the other bundles.

 

--  All remaining specimens should be sorted by family before they are bundled.  Each bundle should be marked with a droptag noting the range of families within.

 

--  Sort any separate fruits into two boxes--one box for fruits going to staff and another for the filer.

 

== Bundling ==

Specimens must be bundled so that, when they come out of the freezer, they

1) will fit into a cubbyhole in a herbarium cabinet and

2) can be delivered to the correct floor in the herbarium.

Therefore, 1) a bundle '''SHOULD NOT EXCEED''' 5" or 13 cm in height, and 2) no bundle should contain specimens belonging to families filed on different floors (see below).

  

Arrange with Nicole to freeze the specimens.

----

 

'''Floor'''               '''Groups '''

5                      all pteridophytes

                        Families 18 to 35 (as far as Carex indet, US)<ref name="1>Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.</ref>

 

3                      Families 35 (from Carex aa, CA & Mex)<ref name=""1" />

                                 to 165 (as far as Protium subserratum, SA)<ref name=2>Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz.</ref>

                        BUT NOT Fam. 36, Arecaceae (see floor 1 below)

 

2                      Families 165 (from Protium suc, SA)<ref name=2 />

                                  to 301 (as far as Palicourea rih, SA)<ref name=3>Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.</ref>

 

1                      Families 301 (from Palicourea rigida, SA)<ref name=3 />

                                   to 313

                        Family 36, Arecaceae (palms)

                        Family indets (arranged by country)

----

The Sun is pretty big.<ref>E. Miller, The Sun, (New York: Academic Press, 2005), 23-5.</ref> The Moon, however, is not so big.<ref>R. Smith, "Size of the Moon", Scientific American, 46 (April 1978): 44-6.</ref>

== Notes ==

<references />

 {{reflist}}

 

*Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.

**Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz. 

***Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.

Numbering and Sorting Specimens

2016-02-19T15:06:18Z

10.1.3.205:

== WHERE TO GET SPECIMENS ==

 

Cabinets in the mounting room

-- If the droptag on any bundle in the cabinets says to return the specimens to an individual, don't number the specimens. Give these specimens and the droptag to Nicole.

-- Put droptags from numbered specimens in the cabinet outside Nicole’s office, in a box labeled “droptags”.

-- Give any specimens without labels or with mounting errors, and the accompanying droptag, to Nicole.

-- '''Don't forget to look for any separate fruits''' that may be in these cabinets.

 

= NUMBERING, SORTING, AND BUNDLING SPECIMENS =

 

'''Use pencil''' to write the family number and geographic code above the upper right hand corner of the label on herbarium sheets and boxed specimens. For bagged specimens write the information on the upper right hand corner of the label.

 

'''Number the specimens according to the most recent determination'''.  If the family name on the label is incorrect draw a single line through it.  If the genus name is hard to read, or contains errors, pencil the correctly spelled name clearly above the label.

 

Specimens to set aside immediately:

- '''Types'''. '''Give to Nicole'''. Paratypes are filed in the general herbarium, but any other Type (even if it just says “Type”) should be given to Nicole

 

Family numbers

-- To determine the number of a family consult the [[NY Family List|NY family list]], or look up taxa in EMu.

-- To determine the family to which a genus belongs consult EMu, as the Genera in the database reflect our filing system in the herbarium (NOT APG III).

-- For legumes, to determine the family consult the list “Genera Leguminosae Novoboricensis”, or EMu.

-- If the genus name is written unclearly or is possibly spelled incorrectly, but the first few letters are known, try searching for possibilities in EMu or IPNI or TROPICOS.

 

=== Geographic codes ===

-- If the country in which a specimen was collected is not obvious from the label, try using Webster's Geographical Dictionary, or Google Maps.

-- If you do not know the geographical region for a country, look at the posted map.

-- For older collections without much geographical information, try consulting the Index Herbariorum publication. It lists countries that historical collectors worked in. You can also search EMu for the collector to see where they have collected.

-- If you aren't certain about the geographic region, ask for help; please don't guess.

----

 

US       United States and Canada (includes Greenland)

CA      Mexico and Central America (includes Baja California)

WI       West Indies (includes The Bahamas and Bermuda)

SA       South America (includes Trinidad and Tobago), EXCEPT in the following families, of which the Brazilian specimens should be marked BR

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

EUR   Europe (includes Iceland, Azores, Canary Islands, and part of the former USSR west of the Ural Mts., Kazakhstan, and the Caspian Sea)

AFR    Africa (includes Madagascar, Seychelles, Kerguelen Islands, Cape Verde Islands)

NAS    Northern Asia (includes part of the former USSR east of the Ural Mts., the western border of Kazakhstan, and the Caspian Sea)

TAS    Tropical Asia (includes Hainan and Tibet)

AUS    Australia (includes New Zealand)

PAC    Pacifica (includes Hawaii & New Caledonia)

 

----

 

== Barcoding and Imaging ==

All specimens are to be barcoded, a skeletal record created, and sent to be imaged. Consult Nicole for where and when to leave specimens for the imagers.

 

Skeletal record includes the filed as name, barcode, and the project name “Vascular Newly Mounted”. Nicole will give you access to the default in EMu to automatically add the project to each record.

 

If a specimen is “1 of 2”, “2 of 2” sheets, or has a separate fruit, please create a record for each sheet and separate fruit. Link them in the database on the Associations tab and also note on the Specimen tab.

 

Once barcoded, bulky fruits and palms should be set aside to be imaged separately from all other sheets. They require special attention when imaged.

 

  

== Sorting ==

 

--  Specimens that have not been identified to family should be sorted into two groups---those specimens with "file in fam. indets." written above the label and those without such a note.  These should be bundled separately.

 

--  Review the list of [[Specimens to set aside for staff|'''specimens to be set aside for staff members''']] and check to see if you have any specimens of these groups in the bins.  Bundle specimens of each group separately and label them with a droptag marked with the family number and staff member's last name.  Use droptag of a color different from that which you use to mark the other bundles.

 

--  All remaining specimens should be sorted by family before they are bundled.  Each bundle should be marked with a droptag noting the range of families within.

 

--  Sort any separate fruits into two boxes--one box for fruits going to staff and another for the filer.

 

== Bundling ==

Specimens must be bundled so that, when they come out of the freezer, they

1) will fit into a cubbyhole in a herbarium cabinet and

2) can be delivered to the correct floor in the herbarium.

Therefore, 1) a bundle '''SHOULD NOT EXCEED''' 5" or 13 cm in height, and 2) no bundle should contain specimens belonging to families filed on different floors (see below).

  

Arrange with Nicole to freeze the specimens.

----

 

'''Floor'''               '''Groups '''

5                      all pteridophytes

                        Families 18 to 35 (as far as Carex indet, US)<ref>Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.</ref>

 

3                      Families 35 (from Carex aa, CA & Mex)<ref name=1 />

                                 to 165 (as far as Protium subserratum, SA)<ref name=2>Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz.</ref>

                        BUT NOT Fam. 36, Arecaceae (see floor 1 below)

 

2                      Families 165 (from Protium suc, SA)<ref name=2 />

                                  to 301 (as far as Palicourea rih, SA)<ref name=3>Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.</ref>

 

1                      Families 301 (from Palicourea rigida, SA)<ref name=3 />

                                   to 313

                        Family 36, Arecaceae (palms)

                        Family indets (arranged by country)

----

The Sun is pretty big.<ref>E. Miller, The Sun, (New York: Academic Press, 2005), 23-5.</ref> The Moon, however, is not so big.<ref>R. Smith, "Size of the Moon", Scientific American, 46 (April 1978): 44-6.</ref>

== Notes ==

<references />

 {{reflist}}

 

*Because Carex (Fam. 35, Cyperaceae) is split between floors 5 and 3, all specimens of this family from Aa through Carex of US & Can must be bundled separately from those from Carex of CA & Mex to Zz.

**Because Protium (Fam. 165, Burseraceae) is split between floors 3 and 2, all specimens of this family from Aa through Protium subserratum must be bundled separately from those from Protium suc through Zz. 

***Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rih must be bundled separately from those from Palicourea rigida through Zz.

Filing Instructions

2016-02-17T16:53:21Z

10.1.3.205:

Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.

 

'''Watch for''':           -[[Vascular Types|Type specimens]], and give them to Amy Weiss.

                            -Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.           

'''NOTE''': There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.

 

== SORTING PROCEDURE ==

 

1.  Sort all material to family. Arrange families by family number.

 

2. Within each family, sort the genera alphabetically.

 

'''NOTE''': At this point check the [[Specimens to set aside for staff|list of taxa]] that should not be filed by you and direct them to the appropriate staff member or graduate student.

 

3.  Sort each genus by geographical region. Consult the colored herbarium maps, a geographical dictionary and  Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:

                US  United States and Canada (includes Greenland)

                CA  Mexico and Central America (includes Baja California)

                WI  West Indies (includes The Bahamas and Bermuda)

                BR  Brazil (Only the following families should be filed with Brazil as a separate geographical region!)

                    47  Bromeliaceae

                    51   Juncaceae

                    56  Velloziaceae

                    64  Burmanniaceae

                    71  Chloranthaceae

                    90  Balanophoraceae

                    146  Chrysobalanaceae

                    148  Connaraceae

                    171.1  Krameriaceae

                    172  Dichapetalaceae

                    209  Caryocaraceae

                    224  Flacourtiaceae

                    245  Lecythidaceae

                    269  Sapotaceae

                SA  South America (includes Trinidad and Tobago)

                EUR  Europe (includes Iceland and part of the former USSR)

                AFR  Africa (includes Madagascar, Seychelles & Kerguelen Islands)

                NAS  Northern Asia (includes part of the former USSR)

                TAS  Tropical Asia (includes Hainan)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

 

4.  Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.

 

5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.

 

6.  Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.

 

7.  Separate fruits are filed in boxes after the indets., at the end of the family.

 

== FILING PROCEDURE ==

 

1.  Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.

 

2.  Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.

 

3.  If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.

 

4.  Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.

 

5.  When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens.  If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.

 

'''NOTE''': If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.

First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).

 

'''IMPORTANT''': For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.

 

6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:

 

                145  ROSACEAE

                                Rosa aa - cz                          U.S. & Canada

                                R. da - rugosa I                                    "

                                R. rugosa II                                           "

                                R. rugosa                                               "

                                R. ruh - zz, indet.                                  "

 

                173  EUPHORBIACEAE

                                Manihot chu - dz                         S. Amer.

 

'''NOTE''': Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover.  Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).

'''ALSO''': When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.

 

=== INFRASPECIFIC DIVISION OF SPECIMENS ===

If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:

                                                Campsiandra lb – macrocarpa var. aa – az

 does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,

                                                Campsiandra lb – macrocarpa I

                                                Campsiandra macrocarpa  var. aa - az

 Some species have the infraspecific epithet  used at both the subspecific and varietal rank depending on who has annotated them.  In such a case interfile both subsp. and var. in alphabetical order.

 

7. When you are finished filing, give your genus cover request list and filing report to Nicole.

 

8.  When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.

 

 

== RETURNED LOANS ==

1.  Sort material as for newly mounted specimens.

 

2.  Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.

 

3.  Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.

 

4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole.  If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.

Specimens to set aside for staff

2016-02-17T16:50:56Z

10.1.3.205:

When numbering and sorting newly mounted specimens for filing, any of the following groups should be bundled separately.  Furthermore, please check with Nicole before filing any returned loan of specimens belonging to these groups (except Cyperaceae).

 

'''Types: '''Nicole Tarnowsky

'''Family unidentified''': Jackie Kallunki, '''except… '''any that have "file in family indets" pencilled on them; Jackie has already seen these.

 

{| class="wikitable"
|-
| 1-17
| Ferns and fern allies
| Robbin Moran
|-
| 22.1
| Gnetaceae
| Dennis Stevenson
|-
| 35
| Cyperaceae
| Wayt Thomas / Rob Naczi
|-
| 36
| Arecaceae
| Andrew Henderson
|-
| 44
| Xyridaceae
| Lisa Campbell
|-
| 45
| Eriocaulaceae
| Lisa Campbell
|-
| 66
| Orchidaceae
| Matthew Pace
|-
| 81.1
| Cannabaceae (''Cannabis sativa'' only)
| Nicole Tarnowsky
|-
| 122
| Papaveraceae (''Papaver somnifernum'' only)
| Nicole Tarnowsky
|-
| 159
| Erythroxylaceae (''Erythroxylum coca'' only)
| Nicole Tarnowsky
|-
| 162
| Rutaceae
| Jackie Kallunki
|-
| 163
| Simaroubaceae (New World)
| Wayt Thomas
|-
| 165
| Burseraceae
| Doug Daly
|-
| 171
| Polygalaceae
| Richard Abbott
|-
| 179
| Anacardiaceae
| John Mitchell
|-
| 203
| Bombaceae
| Jackie Kallunki
|-
| 206.1
| Actinidiaceae
| Larry Kelly
|-
| 235
| Cactaceae (''Lophora williamsii'' & ''Trichocereus pachanoi'' only)
| Nicole Tarnowsky
|-
| 245
| Lecythidaceae
| Scott Mori
|-
| 249
| Melastomataceae
| Fabian Michelangeli
|-
| 254
| Araliaceae
| Greg Plunkett
|-
| 272
| Symplocaceae
| Larry Kelly
|-
| 277
| Apocynaceae (''Tabernanthe iboga'' only)
| Nicole Tarnowsky
|-
| 279
| Convolvulaceae (''Turbina'' [''Rivea''] ''corymbosa'' only)
| Nicole Tarnowsky
|-
| 288
| Scrophulariaceae (''Penstemon, Keckiella'', & ''Nothochelone'' only)
| Noel Holmgren
|}

Specimens to set aside for staff

2016-02-17T16:50:19Z

10.1.3.205:

When numbering and sorting newly mounted specimens for filing, any of the following groups should be bundled separately.  Furthermore, please check with Nicole before filing any returned loan of specimens belonging to these groups (except Cyperaceae).

 

'''Types: '''Nicole Tarnowsky

'''Family unidentified''': Jackie Kallunki, '''except… '''any that have "file in family indets" pencilled on them; Jackie ahs already seen these.

 

{| class="wikitable"
|-
| 1-17
| Ferns and fern allies
| Robbin Moran
|-
| 22.1
| Gnetaceae
| Dennis Stevenson
|-
| 35
| Cyperaceae
| Wayt Thomas / Rob Naczi
|-
| 36
| Arecaceae
| Andrew Henderson
|-
| 44
| Xyridaceae
| Lisa Campbell
|-
| 45
| Eriocaulaceae
| Lisa Campbell
|-
| 66
| Orchidaceae
| Matthew Pace
|-
| 81.1
| Cannabaceae (''Cannabis sativa'' only)
| Nicole Tarnowsky
|-
| 122
| Papaveraceae (''Papaver somnifernum'' only)
| Nicole Tarnowsky
|-
| 159
| Erythroxylaceae (''Erythroxylum coca'' only)
| Nicole Tarnowsky
|-
| 162
| Rutaceae
| Jackie Kallunki
|-
| 163
| Simaroubaceae (New World)
| Wayt Thomas
|-
| 165
| Burseraceae
| Doug Daly
|-
| 171
| Polygalaceae
| Richard Abbott
|-
| 179
| Anacardiaceae
| John Mitchell
|-
| 203
| Bombaceae
| Jackie Kallunki
|-
| 206.1
| Actinidiaceae
| Larry Kelly
|-
| 235
| Cactaceae (''Lophora williamsii'' & ''Trichocereus pachanoi'' only)
| Nicole Tarnowsky
|-
| 245
| Lecythidaceae
| Scott Mori
|-
| 249
| Melastomataceae
| Fabian Michelangeli
|-
| 254
| Araliaceae
| Greg Plunkett
|-
| 272
| Symplocaceae
| Larry Kelly
|-
| 277
| Apocynaceae (''Tabernanthe iboga'' only)
| Nicole Tarnowsky
|-
| 279
| Convolvulaceae (''Turbina'' [''Rivea''] ''corymbosa'' only)
| Nicole Tarnowsky
|-
| 288
| Scrophulariaceae (''Penstemon, Keckiella'', & ''Nothochelone'' only)
| Noel Holmgren
|}

Specimens to set aside for staff

2016-02-17T16:49:12Z

10.1.3.205:

When numbering and sorting newly mounted specimens for filing, any of the following groups should be bundled separately.  Furthermore, please check with Nicole before filing any returned loan of specimens belonging to these groups (except Cyperaceae).

 

'''Types:   '''Nicole Tarnowsky

'''Family unidentified''':   Jackie Kallunki, '''except… '''any that have "file in family indets" pencilled on them; Jackie ahs already seen these.

 

{| class="wikitable"
|-
| 1-17
| Ferns and fern allies
| Robbin Moran
|-
| 22.1
| Gnetaceae
| Dennis Stevenson
|-
| 35
| Cyperaceae
| Wayt Thomas / Rob Naczi
|-
| 36
| Arecaceae
| Andrew Henderson
|-
| 44
| Xyridaceae
| Lisa Campbell
|-
| 45
| Eriocaulaceae
| Lisa Campbell
|-
| 66
| Orchidaceae
| Matthew Pace
|-
| 81.1
| Cannabaceae (''Cannabis sativa'' only)
| Nicole Tarnowsky
|-
| 122
| Papaveraceae (''Papaver somnifernum'' only)
| Nicole Tarnowsky
|-
| 159
| Erythroxylaceae (''Erythroxylum coca'' only)
| Nicole Tarnowsky
|-
| 162
| Rutaceae
| Jackie Kallunki
|-
| 163
| Simaroubaceae (New World)
| Wayt Thomas
|-
| 165
| Burseraceae
| Doug Daly
|-
| 171
| Polygalaceae
| Richard Abbott
|-
| 179
| Anacardiaceae
| John Mitchell
|-
| 203
| Bombaceae
| Jackie Kallunki
|-
| 206.1
| Actinidiaceae
| Larry Kelly
|-
| 235
| Cactaceae (''Lophora williamsii'' & ''Trichocereus pachanoi'' only)
| Nicole Tarnowsky
|-
| 245
| Lecythidaceae
| Scott Mori
|-
| 249
| Melastomataceae
| Fabian Michelangeli
|-
| 254
| Araliaceae
| Greg Plunkett
|-
| 272
| Symplocaceae
| Larry Kelly
|-
| 277
| Apocynaceae (''Tabernanthe iboga'' only)
| Nicole Tarnowsky
|-
| 279
| Convolvulaceae (''Turbina'' [''Rivea''] ''corymbosa'' only)
| Nicole Tarnowsky
|-
| 288
| Scrophulariaceae (''Penstemon, Keckiella'', & ''Nothochelone'' only)
| Noel Holmgren
|}

Specimens to set aside for staff

2016-02-17T16:46:18Z

10.1.3.205: Created page with "'''SPECIMENS TO SET ASIDE FOR STAFF'''   When numbering and sorting newly mounted specimens for filing, any of the following groups should be bundled separately. ..."

'''SPECIMENS TO SET ASIDE FOR STAFF'''

 

When numbering and sorting newly mounted specimens for filing, any of the following groups should be bundled separately.  Furthermore, please check with Nicole before filing any returned loan of specimens belonging to these groups (except Cyperaceae).

 

'''Types                                              '''Nicole Tarnowsky

'''Family unidentified'''                         Jackie Kallunki, '''except… '''any that have “file in family indets” pencilled on them should be filed; Jackie has already seen these.

 
{| class="wikitable"
|-
|1-17
|Ferns and fern allies
|Robbin Moran
|-
|22.1
|Gnetaceae
|Dennis Stevenson
|-
|35
|Cyperaceae
|Wayt Thomas/Rob Naczi
|-
|36
|Arecaceae
|Andrew Henderson
|-
|44
|Xyridaceae
|Lisa Campbell
|-
|45
|Eriocaulaceae
|Lisa Campbell
|-
|66
|Orchidaceae
|Matthew Pace
|-
|81.1
|Cannabaceae (Cannabis sativa only)
|Nicole Tarnowsky
|-
|122
|Papaveraceae (Papaver somnifernum only)
|Nicole Tarnowsky
|-
|159
|Erythroxylaceae (Erythroxylum coca only)
|Nicole Tarnowsky
|-
|162
|Rutaceae
|Jackie Kallunki
|-
|163
|Simaroubaceae (New World)
|Wayt Thomas
|-
|165
|Burseraceae
|Doug Daly
|-
|171
|Polygalaceae
|Richard Abbott
|-
|179
|Anacardiaceae
|John Mitchell
|-
|203
|Bombaceae
|Jackie Kallunki
|-
|206.1
|Actinidiaceae
|Larry Kelly
|-
|235
|Cactaceae (Lophora williamsii & Trichocereus pachanoi only)
|Nicole Tarnowsky
|-
|245
|Lecythidaceae
|Scott Mori
|-
|249
|Melastomataceae
|Fabian Michelangeli
|-
|254
|Araliaceae
|Greg Plunkett
|-
|272
|Symplocaceae
|Larry Kelly
|-
|277
|Apocynaceae (Tabernanthe iboga only)
|Nicole Tarnowsky
|-
|279
|Convolvulaceae (Turbina [Rivea] corymbosa only)
|Nicole Tarnowsky
|-
|288
|Scrophulariaceae (Penstemon, Keckiella, & Nothochelone only)
|Noel Holmgren
|}

Herbarium Management Guides

2016-02-17T16:29:19Z

10.1.3.205:

So you want to use the herbarium. We can help. 

= Intro for new staff =

Herbarium use guidelines

[[Who should I ask|Who to contact about...]]

[[NY Family List]]

Herbarium Label Templates

= Exchange =

[[Exchange Lists]]

= Mounting =

= Filing =

[[Specimens to set aside for staff]]

[[Filing Instructions|Filing Instructions]]

= Processing =

[[Collectors and persons responsible]]

Specialist List

CITES List

How to Process a new collection

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

Guidelines for orienting visitors

[[Visitor Information]]

= Loans =

How to request a loan

= Shipping =

Filing Instructions

2016-02-17T16:26:55Z

10.1.3.205:

Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.

 

'''Watch for''':           -[[Vascular Types|Type specimens]], and give them to Amy Weiss.

                            -Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.           

'''NOTE''': There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.

 

== SORTING PROCEDURE ==

 

1.  Sort all material to family. Arrange families by family number.

 

2. Within each family, sort the genera alphabetically.

 

'''NOTE''': At this point check the list of taxa that should not be filed by you and direct them to the appropriate staff member or graduate student.

 

3.  Sort each genus by geographical region. Consult the colored herbarium maps, a geographical dictionary and  Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:

                US  United States and Canada (includes Greenland)

                CA  Mexico and Central America (includes Baja California)

                WI  West Indies (includes The Bahamas and Bermuda)

                BR  Brazil (Only the following families should be filed with Brazil as a separate geographical region!)

                    47  Bromeliaceae

                    51   Juncaceae

                    56  Velloziaceae

                    64  Burmanniaceae

                    71  Chloranthaceae

                    90  Balanophoraceae

                    146  Chrysobalanaceae

                    148  Connaraceae

                    171.1  Krameriaceae

                    172  Dichapetalaceae

                    209  Caryocaraceae

                    224  Flacourtiaceae

                    245  Lecythidaceae

                    269  Sapotaceae

                SA  South America (includes Trinidad and Tobago)

                EUR  Europe (includes Iceland and part of the former USSR)

                AFR  Africa (includes Madagascar, Seychelles & Kerguelen Islands)

                NAS  Northern Asia (includes part of the former USSR)

                TAS  Tropical Asia (includes Hainan)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

 

4.  Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.

 

5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.

 

6.  Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.

 

7.  Separate fruits are filed in boxes after the indets., at the end of the family.

 

== FILING PROCEDURE ==

 

1.  Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.

 

2.  Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.

 

3.  If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.

 

4.  Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.

 

5.  When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens.  If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.

 

'''NOTE''': If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.

First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).

 

'''IMPORTANT''': For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.

 

6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:

 

                145  ROSACEAE

                                Rosa aa - cz                          U.S. & Canada

                                R. da - rugosa I                                    "

                                R. rugosa II                                           "

                                R. rugosa                                               "

                                R. ruh - zz, indet.                                  "

 

                173  EUPHORBIACEAE

                                Manihot chu - dz                         S. Amer.

 

'''NOTE''': Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover.  Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).

'''ALSO''': When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.

 

=== INFRASPECIFIC DIVISION OF SPECIMENS ===

If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:

                                                Campsiandra lb – macrocarpa var. aa – az

 does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,

                                                Campsiandra lb – macrocarpa I

                                                Campsiandra macrocarpa  var. aa - az

 Some species have the infraspecific epithet  used at both the subspecific and varietal rank depending on who has annotated them.  In such a case interfile both subsp. and var. in alphabetical order.

 

7. When you are finished filing, give your genus cover request list and filing report to Nicole.

 

8.  When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.

 

 

== RETURNED LOANS ==

1.  Sort material as for newly mounted specimens.

 

2.  Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.

 

3.  Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.

 

4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole.  If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.

Filing Instructions

2016-02-17T16:25:48Z

10.1.3.205:

Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.

 

'''Watch for''':           -Type specimens, and give them to Amy Weiss.

                            -Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.           

'''NOTE''': There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.

 

== SORTING PROCEDURE ==

 

1.  Sort all material to family. Arrange families by family number.

 

2. Within each family, sort the genera alphabetically.

 

'''NOTE''': At this point check the list of taxa that should not be filed by you and direct them to the appropriate staff member or graduate student.

 

3.  Sort each genus by geographical region. Consult the colored herbarium maps, a geographical dictionary and  Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:

                US  United States and Canada (includes Greenland)

                CA  Mexico and Central America (includes Baja California)

                WI  West Indies (includes The Bahamas and Bermuda)

                BR  Brazil (Only the following families should be filed with Brazil as a separate geographical region!)

                    47  Bromeliaceae

                    51   Juncaceae

                    56  Velloziaceae

                    64  Burmanniaceae

                    71  Chloranthaceae

                    90  Balanophoraceae

                    146  Chrysobalanaceae

                    148  Connaraceae

                    171.1  Krameriaceae

                    172  Dichapetalaceae

                    209  Caryocaraceae

                    224  Flacourtiaceae

                    245  Lecythidaceae

                    269  Sapotaceae

                SA  South America (includes Trinidad and Tobago)

                EUR  Europe (includes Iceland and part of the former USSR)

                AFR  Africa (includes Madagascar, Seychelles & Kerguelen Islands)

                NAS  Northern Asia (includes part of the former USSR)

                TAS  Tropical Asia (includes Hainan)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

 

4.  Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.

 

5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.

 

6.  Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.

 

7.  Separate fruits are filed in boxes after the indets., at the end of the family.

 

== FILING PROCEDURE ==

 

1.  Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.

 

2.  Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.

 

3.  If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.

 

4.  Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.

 

5.  When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens.  If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.

 

'''NOTE''': If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.

First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).

 

'''IMPORTANT''': For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.

 

6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:

 

                145  ROSACEAE

                                Rosa aa - cz                          U.S. & Canada

                                R. da - rugosa I                                    "

                                R. rugosa II                                           "

                                R. rugosa                                               "

                                R. ruh - zz, indet.                                  "

 

                173  EUPHORBIACEAE

                                Manihot chu - dz                         S. Amer.

 

'''NOTE''': Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover.  Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).

'''ALSO''': When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.

 

=== INFRASPECIFIC DIVISION OF SPECIMENS ===

If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:

                                                Campsiandra lb – macrocarpa var. aa – az

 does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,

                                                Campsiandra lb – macrocarpa I

                                                Campsiandra macrocarpa  var. aa - az

 Some species have the infraspecific epithet  used at both the subspecific and varietal rank depending on who has annotated them.  In such a case interfile both subsp. and var. in alphabetical order.

 

7. When you are finished filing, give your genus cover request list and filing report to Nicole.

 

8.  When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.

 

 

== RETURNED LOANS ==

1.  Sort material as for newly mounted specimens.

 

2.  Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.

 

3.  Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.

 

4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole.  If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.

Filing Instructions

2016-02-17T16:24:33Z

10.1.3.205:

Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.

 

'''Watch for''':           -Type specimens, and give them to Amy Weiss.

                           -Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.           

'''NOTE''': There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.

 

== SORTING PROCEDURE ==

 

1.  Sort all material to family. Arrange families by family number.

 

2. Within each family, sort the genera alphabetically.

 

'''NOTE''': At this point check the list of taxa that should not be filed by you and direct them to the appropriate staff member or graduate student.

 

3.  Sort each genus by geographical region. Consult the colored herbarium maps, a geographical dictionary and  Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:

                US  United States and Canada (includes Greenland)

                CA  Mexico and Central America (includes Baja California)

                WI  West Indies (includes The Bahamas and Bermuda)

                BR  Brazil (Only the following families should be filed with Brazil as a separate geographical region!)

                    47  Bromeliaceae

                    51   Juncaceae

                    56  Velloziaceae

                    64  Burmanniaceae

                    71  Chloranthaceae

                    90  Balanophoraceae

                    146  Chrysobalanaceae

                    148  Connaraceae

                    171.1  Krameriaceae

                    172  Dichapetalaceae

                    209  Caryocaraceae

                    224  Flacourtiaceae

                    245  Lecythidaceae

                    269  Sapotaceae

                SA  South America (includes Trinidad and Tobago)

                EUR  Europe (includes Iceland and part of the former USSR)

                AFR  Africa (includes Madagascar, Seychelles & Kerguelen Islands)

                NAS  Northern Asia (includes part of the former USSR)

                TAS  Tropical Asia (includes Hainan)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

 

4.  Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.

 

5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.

 

6.  Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.

 

7.  Separate fruits are filed in boxes after the indets., at the end of the family.

 

== FILING PROCEDURE ==

 

1.  Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.

 

2.  Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.

 

3.  If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.

 

4.  Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.

 

5.  When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens.  If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.

 

'''NOTE''': If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.

First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).

 

'''IMPORTANT''': For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.

 

6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:

 

                145  ROSACEAE

                                Rosa aa - cz                          U.S. & Canada

                                R. da - rugosa I                                    "

                                R. rugosa II                                           "

                                R. rugosa                                               "

                                R. ruh - zz, indet.                                  "

 

                173  EUPHORBIACEAE

                                Manihot chu - dz                         S. Amer.

 

'''NOTE''': Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover.  Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).

'''ALSO''': When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.

 

=== INFRASPECIFIC DIVISION OF SPECIMENS ===

If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:

                                                Campsiandra lb – macrocarpa var. aa – az

 does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,

                                                Campsiandra lb – macrocarpa I

                                                Campsiandra macrocarpa  var. aa - az

 Some species have the infraspecific epithet  used at both the subspecific and varietal rank depending on who has annotated them.  In such a case interfile both subsp. and var. in alphabetical order.

 

7. When you are finished filing, give your genus cover request list and filing report to Nicole.

 

8.  When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.

 

 

== RETURNED LOANS ==

1.  Sort material as for newly mounted specimens.

 

2.  Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.

 

3.  Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.

 

4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole.  If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.

Filing Instructions

2016-02-17T16:20:21Z

10.1.3.205: Created page with "Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.   '''Watch for''':  &nbs..."

Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.

 

'''Watch for''':           -Type specimens, and give them to Amy Weiss.

                           -Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.           

'''NOTE''': There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.

 

== SORTING PROCEDURE ==

 

1.  Sort all material to family. Arrange families by family number.

 

2. Within each family, sort the genera alphabetically.

 

'''NOTE''': At this point check the list of taxa that should not be filed by you and direct them to the appropriate staff member or graduate student.

 

3.  Sort each genus by geographical region. Consult the colored herbarium maps, a geographical dictionary and  Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:

                US  United States and Canada (includes Greenland)

                CA  Mexico and Central America (includes Baja California)

                WI  West Indies (includes The Bahamas and Bermuda)

                BR  Brazil (Only the following families should be filed with Brazil as a separate geographical region!)

47  Bromeliaceae

51   Juncaceae

56  Velloziaceae

64  Burmanniaceae

71  Chloranthaceae

90  Balanophoraceae

146  Chrysobalanaceae

148  Connaraceae

171.1  Krameriaceae

172  Dichapetalaceae

209  Caryocaraceae

224  Flacourtiaceae

245  Lecythidaceae

                    269  Sapotaceae

                SA  South America (includes Trinidad and Tobago)

                EUR  Europe (includes Iceland and part of the former USSR)

                AFR  Africa (includes Madagascar, Seychelles & Kerguelen Islands)

                NAS  Northern Asia (includes part of the former USSR)

                TAS  Tropical Asia (includes Hainan)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

 

4.  Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.

 

5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.

 

6.  Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.

 

7.  Separate fruits are filed in boxes after the indets., at the end of the family.

 

== FILING PROCEDURE ==

 

1.  Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.

 

2.  Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.

 

3.  If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.

 

4.  Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.

 

5.  When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens.  If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.

 

'''NOTE''': If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.

First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).

 

'''IMPORTANT''': For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.

 

6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:

 

                145  ROSACEAE

                                Rosa aa - cz                          U.S. & Canada

                                R. da - rugosa I                                    "

                                R. rugosa II                                           "

                                R. rugosa                                               "

                                R. ruh - zz, indet.                                  "

 

                173  EUPHORBIACEAE

                                Manihot chu - dz                         S. Amer.

 

'''NOTE''': Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover.  Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).

'''ALSO''': When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.

 

=== INFRASPECIFIC DIVISION OF SPECIMENS ===

If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:

                                                Campsiandra lb – macrocarpa var. aa – az

 does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,

                                                Campsiandra lb – macrocarpa I

                                                Campsiandra macrocarpa  var. aa - az

 Some species have the infraspecific epithet  used at both the subspecific and varietal rank depending on who has annotated them.  In such a case interfile both subsp. and var. in alphabetical order.

 

7. When you are finished filing, give your genus cover request list and filing report to Nicole.

 

8.  When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.

 

 

== RETURNED LOANS ==

1.  Sort material as for newly mounted specimens.

 

2.  Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.

 

3.  Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.

 

4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole.  If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.

Herbarium Management Guides

2016-02-17T16:10:06Z

10.1.3.205:

So you want to use the herbarium. We can help. 

= Intro for new staff =

Herbarium use guidelines

[[Who should I ask|Who to contact about...]]

[[NY Family List]]

Herbarium Label Templates

= Exchange =

[[Exchange Lists]]

= Mounting =

= Filing =

Numbering: Specimens to set aside for staff

[[Filing Instructions]]

= Processing =

[[Collectors and persons responsible]]

Specialist List

CITES List

How to Process a new collection

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

Guidelines for orienting visitors

[[Visitor Information]]

= Loans =

How to request a loan

= Shipping =