The New York Botanical Garden - User contributions [en]

Filing Instructions

2025-01-23T16:04:27Z

Ntarnowsky: /* FILING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu or ask Nicole.

 

5. Hybrids that have published epithets 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, permanent ink pen, black marker.

 

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 (i.e. by state within US, or by country within SA). 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 (filed-as name in EMu or Virtual Herbarium). 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 WFOThePlantList, 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, or make a list of these changes to give to Nicole.

 

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 list of EMu changes 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

2025-01-23T15:59:24Z

Ntarnowsky: /* FILING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu or ask Nicole.

 

5. Hybrids that have published epithets 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, permanent ink pen, black marker.

 

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 (i.e. by state within US, or by country within SA). 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

2025-01-23T15:58:23Z

Ntarnowsky: /* FILING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu or ask Nicole.

 

5. Hybrids that have published epithets 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, permanent ink pen, black marker.

 

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

2025-01-23T15:57:54Z

Ntarnowsky: /* FILING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu or ask Nicole.

 

5. Hybrids that have published epithets 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.

 

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

2025-01-23T15:57:06Z

Ntarnowsky: /* SORTING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu or ask Nicole.

 

5. Hybrids that have published epithets 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

2025-01-23T15:56:21Z

Ntarnowsky: /* SORTING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFOThePlantlist, TROPICOS, EMu 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

2025-01-23T15:55:57Z

Ntarnowsky: /* SORTING PROCEDURE */

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.           

== 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 map]], Google Maps, and EMu 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, & Easter Island/Rapa Nui)

 

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 WFO The Plantlist, TROPICOS, EMu 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

2025-01-23T15:50:51Z

Ntarnowsky:

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.           

== 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 map]], 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, & Easter Island/Rapa Nui)

 

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.

Numbering and Sorting Specimens

2025-01-23T15:45:24Z

Ntarnowsky: /* Bundling */

== 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

::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 inches (13 cm) in height, and 2) no bundle should contain specimens belonging to families filed on different floors (see below).

  

Arrange with Kelcie to freeze the specimens.

----

 

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

5                      all pteridophytes

                        Families 18 to 35 (as far as Carex indet, US)¹

 

3                      Families 35 (from Carex aa, CA & Mex)¹

                                 to 165 (as far as Protium subserratum, SA)²

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

 

2                      Families 165 (from Protium suc, SA)²

                                  to 301 (as far as Palicourea rigida, SA)³

 

1                      Families 301 (from Palicourea rigida, SA)³

                                   to 313

                        Family 36, Arecaceae (palms)

                        Family indets (arranged by country)

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.

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.

³ Because Palicourea (Fam. 301, Rubiaceae) is split between floors 2 and 1, all specimens of this family from Aa through Palicourea rigida must be bundled separately from those from Palicourea rih through Zz.

Specimens to set aside for staff

2025-01-23T15:38:27Z

Ntarnowsky:

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"
|-
| 35
| Cyperaceae
| Wayt Thomas / Rob Naczi
|-
| 66
| Orchidaceae
| Matthew Pace
|-
| 81.1
| Cannabaceae (''Cannabis sativa'' only)
| Nicole Tarnowsky
|-
| 122
| Papaveraceae (''Papaver somnifernum'' only)
| Nicole Tarnowsky
|-
| 132
| Podostemaceae
| Ana Maria Bedoya
|-
| 159
| Erythroxylaceae (''Erythroxylum coca'' only)
| Nicole Tarnowsky
|-
| 162
| Rutaceae
| Jackie Kallunki
|-
| 163
| Simaroubaceae (New World)
| Wayt Thomas
|-
| 165
| Burseraceae
| Doug Daly
|-
| 179
| Anacardiaceae
| John Mitchell
|-
| 206.1
| Actinidiaceae
| Larry Kelly
|-
| 235
| Cactaceae (''Lophora williamsii'' & ''Trichocereus pachanoi'' only)
| Nicole Tarnowsky
|-
| 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
|}

Who should I ask

2025-01-23T15:32:13Z

Ntarnowsky: /* Whom should I ask about...? */

== '''Whom should I ask about...?''' ==

{| class="wikitable"
|-
! '''Questions About'''
! '''Please Contact'''
|-
| Annotation labels
| Nicole, Lisa
|-
| Cold Room
| Nicole, Matthew 
|-
| Determinations
| Amy 
|-
| Distribution of exchange
| Nicole (Phan.); Laura (Crypt.) 
|-
| [https://sweetgum.nybg.org/science/dna-bank/ DNA Bank]
| Leeann Dabydeen, Tynisha Smalls [LaboratoryCollections@nybg.org] 
|-
| [[How we process eLoans|e-Loans]]
| Amy, Leanna (Phan.); Laura (Crypt.) 
|-
| EMu imports/exports
| Kim 
|-
| EMu training
| Kim, Liz, Nicole 
|-
| EMu cataloguing questions
| Kim, Liz, Nicole, Laura 
|-
| EMu Multimedia module
| Leanna 
|-
| Filing
| Nicole
|-
| Freezing Specimens
| Edgardo, Lucy, Nicole, Kelcie
|-
| Georeferencing Herbarium Specimens
| Liz
|-
| [[GIS Lab]]
| Liz
|-
| Herbarium Computers
| Kim, Leanna, Joel 
|-
| Herbarium Microscopes
| Kelcie 
|-
| Herbarium Tours
| Nicole 
|-
| Herbarium use by staff
| Nicole, Matthew (Phan.); Laura (Crypt.)
|-
| Herbarium use by visitors
| Nicole, Matthew (Phan.); Laura (Crypt.) 
|-
| Imaging
| Leanna 
|-
| Information Requests
| Kim (Data); Laura (Crypt.); Nicole, Matthew, Amy (Phan.) 
|-
| Loans
| Matthew (Phan.); Laura (Crypt.); Lucy (returning a loan) 
|-
| Mounting
| Nicole
|-
| Pest Control
| Kelcie, Laura 
|-
| Processing your own collections
| Nicole 
|-
| Shipping (Loans, GFD, LFD, Exchange)
| Lucy, Matthew (Phan.); Laura (Crypt.) 
|-
| [[Specialist List|Specialist list]]
| Matthew
|-
| Specimen Pick up/Drop off
| Lucy, Nicole (Phan.); Laura (Crypt.)
|-
| Specimen Labels (made in EMu) 
| Nicole
|-
| Type specimens
| Amy ([[Vascular Types|Vascular]]); Laura (Crypt.) 
|-
| Virtual Herbarium
| Kim, Joel, Leanna 
|}

[last updated Jan 2025]

Who should I ask

2025-01-23T15:30:47Z

Ntarnowsky: /* Whom should I ask about...? */

Who should I ask

2025-01-23T15:29:13Z

Ntarnowsky: /* Whom should I ask about...? */

== '''Whom should I ask about...?''' ==

{| class="wikitable"
|-
! '''Questions About'''
! '''Please Contact'''
|-
| Annotation labels
| Nicole, Lisa
|-
| Cold Room
| Nicole, Matthew 
|-
| Determinations
| Amy 
|-
| Distribution of exchange
| Nicole (Phan.); Laura (Crypt.) 
|-
| [https://sweetgum.nybg.org/science/dna-bank/ DNA Bank]
| Leeann Dabydeen, Tynisha Smalls [LaboratoryCollections@nybg.org] 
|-
| [[How we process eLoans|e-Loans]]
| Amy, Leanna (Phan.); Laura (Crypt.) 
|-
| EMu imports/exports
| Kim 
|-
| EMu training
| Kim, Liz, Nicole 
|-
| EMu cataloguing questions
| Kim, Nicole 
|-
| EMu Multimedia module
| Leanna 
|-
| Filing
| Nicole
|-
| Freezing Specimens
| Edgardo, Lucy, Nicole, Kelcie
|-
| Georeferencing Herbarium Specimens
| Liz
|-
| [[GIS Lab]]
| Liz
|-
| Herbarium Computers
| Kim, Leanna, Joel 
|-
| Herbarium Microscopes
| Kelcie 
|-
| Herbarium Tours
| Nicole 
|-
| Herbarium use by staff
| Nicole, Matthew (Phan.); Laura (Crypt.)
|-
| Herbarium use by visitors
| Nicole, Matthew (Phan.); Laura (Crypt.) 
|-
| Imaging
| Leanna 
|-
| Information Requests
| Kim (Data); Laura (Crypt.); Nicole, Matthew, Amy (Phan.) 
|-
| Loans
| Matthew (Phan.); Laura (Crypt.); Lucy (returning a loan) 
|-
| Mounting
| Nicole
|-
| Pest Control
| Kelcie, Laura 
|-
| Processing your own collections
| Nicole 
|-
| Shipping (Loans, GFD, LFD, Exchange)
| Lucy, Matthew (Phan.); Laura (Crypt.) 
|-
| [[Specialist List|Specialist list]]
| Matthew
|-
| Specimen Pick up/Drop off
| Lucy, Nicole (Phan.); Laura (Crypt.)
|-
| Specimen Labels (made in EMu) 
| Nicole
|-
| Type specimens
| Amy ([[Vascular Types|Vascular]]); Laura (Crypt.) 
|-
| Virtual Herbarium
| Kim, Joel, Leanna 
|}

[last updated Aug 2024]

Herbarium use guidelines

2025-01-23T15:25:27Z

Ntarnowsky: /* Pheromone traps:   */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Kelcie.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBG_Guest". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, Kelcie or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone and blunder traps are used. The monitoring is directed by Kelcie, she surveys traps every two months and identifies all caught insects.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-23T15:25:06Z

Ntarnowsky: /* Pheromone traps:   */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Kelcie.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBG_Guest". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, Kelcie or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone and blunder traps are used. The monitoring is directed by Kelcie, she monitors traps every two months and identifies all caught insects.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-23T15:23:50Z

Ntarnowsky: /* Freezing Specimens:  */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Kelcie.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBG_Guest". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, Kelcie or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-23T15:13:07Z

Ntarnowsky: /* Computers: */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Kelcie.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBG_Guest". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-23T15:07:05Z

Ntarnowsky: /* Microscopes: */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Kelcie.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

How to request genus covers

2025-01-23T15:03:50Z

Ntarnowsky:

1.  Decide if a new folder should be requested.

*The most common reason to request new genus folders is that existing folders are full. Overstuffed folders do not properly cover the specimens and will damage the specimens when the folders are handled.  Therefore, '''do not fill folders beyond a thickness of 1 1/2 inches!'''  
*Another reason to request new genus folders is that a genus is new to the herbarium. If you do not find a genus cover in the herbarium before requesting folders for a new genus ''please confirm'' in online references WFO Plant List, IPNI, TROPICOS, and in EMu

:1) that you are looking for it in the right family in the herbarium. (EMu specimen record will show current filed-as family)
:2) that it is not a synonym of another genus under which specimens are already filed. (online references will show synonyms, check these names in the herbarium)
:'''Note:''' The families we use at NY do not completely follow APGIV (online references show APG families). Double check the filing family we use at NY in EMu.

*In addition, if you need a folder for specimens annotated with a new combination please make sure all specimens are moved to the new name and that proper cross reference sheets are in place. If not, request those as well.
*If you notice a temporary genus cover with an old date (of more than 1 year) please re-request it and add the current month and year to the temporary cover.

 

2.  Whenever a new genus cover is needed''', prepare a temporary cover''' to contain the specimens until the new cover has been made. The temporary covers protect the specimens during the time—often some months—it takes to prepare and file the new covers, and they tell the person who will be filing the new covers where to file them.

:1) When deciding what should be written on a genus cover, make certain to account for the whole of the alphabet with regard to epithets (see #3).

:2) With a pen or marker, in the lower left hand corner write the family number and name, the genus name, an indication of the part of the genus contained in the cover. In the lower right hand corner write the geographical region.  Put your initials and the month and year on each temporary cover made.
:3) Make a new, permanent species cover and insert specimens. With pencil, in lower left hand corner write first initial of genus name and full species name.

 

3.  Put the information that you put on the covers also on a “genus cover request list.”  Please '''take care''' to make your list '''completely legible!'''  The person who types the list is not familiar with botanical names and will make errors if your handwriting is not legible.  This wastes time and material.  If you type the list, double-space it.  Remember to use family names ending in -aceae (e.g., Poaceae not Gramineae).

 

Arrange the list in the following manner:

 

            145  ROSACEAE

                        Rosa aa - cz                  U.S. & Canada

                        R. da - rugosa I                         "

                        R. rugosa II                               "

                        R. rugosa                                  "                    (5 folders)

                        R. ruh - zz, indet.                       "

 

            173  EUPHORBIACEAE

                        Manihot chu - dz                  S. Amer.          

 

'''DO NOT '''number with Roman numerals beyond the second cover.

'''DO NOT '''request folders in this format:'''''Rosa rugosa II—zz'''''.  Doing so will limit the specimens that can be put in the folder. In contrast, “Rosa rugosa—zz” is ok.  (A folder labeled “''Rosa''' '''''rugosa II”''can go before Rosa rugosa—zz.)''

 

'''In some families, specimens from Brazil are filed separately in an alphabetical sequence that precedes those from the rest of South America.'''  Therefore, 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.”

The following list are the families where Brazil is filed separately:

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:162  Rutaceae

:162.1  Rhabdodendraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

4. '''If a species has been divided into infraspecific taxa,''' always label some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in the format below does not allow for a separate folder for specimens identified only to the species '''C. macrocarpa''':

            '''Campsiandra lb – macrocarpa var. aa – az'''

 

Instead, two folders should be made,

            '''Campsiandra lb – macrocarpa I''' (in which specimens det only to species can be placed)

'''            Campsiandra macrocarpa  var. aa - az'''

 

In some species, the infraspecific epithet is used at both the subspecific and varietal rank depending on who has annotated them.  In such a case, file those det to subsp. and var. together in alphabetical order.

 

5. Submit your genus cover request list to Nicole. Let her know whether or not you want to file the new genus covers.

 

6.  Keep a separate list of door cards that need to be retyped. Submit these to Nicole as well.

Herbarium use guidelines

2025-01-23T14:49:30Z

Ntarnowsky: /* Sampling specimens: */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please fill out and submit the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-23T14:48:50Z

Ntarnowsky: /* Sampling specimens: */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation.  Do not sample specimens until you have received approval for your Destructive Sampling Form.

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

How to request genus covers

2025-01-23T14:45:18Z

Ntarnowsky:

1.  Decide if a new folder should be requested.

*The most common reason to request new genus folders is that existing folders are full. Overstuffed folders do not properly cover the specimens and will damage the specimens when the folders are handled.  Therefore, '''do not fill folders beyond a thickness of 1 1/2 inches!'''  
*Another reason to request new genus folders is that a genus is new to the herbarium. If you do not find a genus cover in the herbarium before requesting folders for a new genus ''please confirm'' in online references WFO Plant List, IPNI, TROPICOS, and in EMu

:1) that you are looking for it in the right family in the herbarium. (EMu specimen record will show current filed-as family)
:2) that it is not a synonym of another genus under which specimens are already filed. (online references will show synonyms, check these names in the herbarium)
:'''Note:''' The families we use at NY do not completely follow APGIV (online references show APG families). Double check the filing family we use at NY in EMu.

*In addition, if you need a folder for specimens annotated with a new combination please make sure all specimens are moved to the new name and that proper cross reference sheets are in place. If not, request those as well.
*If you notice a temporary genus cover with an old date (of more than 1 year) please re-request it and add the current month and year to the temporary cover.

 

2.  Whenever a new genus cover is needed''', prepare a temporary cover''' to contain the specimens until the new cover has been made.  The temporary covers have two purposes: 

:1) they protect the specimens during the time—often some months—it takes to prepare and file the new covers, and

:2) they tell the person who will be filing the covers where to file them.

 

3.  When deciding what should be written on a genus cover, make certain to account for the whole of the alphabet with regard to epithets (see #4).  

 

With a pen or marker, in the lower left hand corner write the family number and name, the genus name, an indication of the part of the genus contained in the cover. In the lower right hand corner write the geographical region.  Put your initials and the month and year on each temporary cover made.

 

Make a new, permanent species cover and insert specimens. With pencil, in lower left hand corner write first initial of genus name and full species name.

 

4.  Put the information that you put on the covers also on a “genus cover request list.”  Please '''take care''' to make your list '''completely legible!'''  The person who types the list is not familiar with botanical names and will make errors if your handwriting is not legible.  This wastes time and material.  If you type the list, double-space it.  Remember to use family names ending in -aceae (e.g., Poaceae not Gramineae).

 

Arrange the list in the following manner:

 

            145  ROSACEAE

                        Rosa aa - cz                  U.S. & Canada

                        R. da - rugosa I                         "

                        R. rugosa II                               "

                        R. rugosa                                  "                    (5 folders)

                        R. ruh - zz, indet.                       "

 

            173  EUPHORBIACEAE

                        Manihot chu - dz                  S. Amer.          

 

'''DO NOT '''number with Roman numerals beyond the second cover.

'''DO NOT '''request folders in this format:'''''Rosa rugosa II—zz'''''.  Doing so will limit the specimens that can be put in the folder. In contrast, “Rosa rugosa—zz” is ok.  (A folder labeled “''Rosa''' '''''rugosa II”''can go before Rosa rugosa—zz.)''

 

'''In some families, specimens from Brazil are filed separately in an alphabetical sequence that precedes those from the rest of South America.'''  Therefore, 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.”

The following list are the families where Brazil is filed separately:

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:162  Rutaceae

:162.1  Rhabdodendraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

5. '''If a species has been divided into infraspecific taxa,''' always label some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in the format below does not allow for a separate folder for specimens identified only to the species '''C. macrocarpa''':

            '''Campsiandra lb – macrocarpa var. aa – az'''

 

Instead, two folders should be made,

            '''Campsiandra lb – macrocarpa I''' (in which specimens det only to species can be placed)

'''            Campsiandra macrocarpa  var. aa - az'''

 

In some species, the infraspecific epithet is used at both the subspecific and varietal rank depending on who has annotated them.  In such a case, file those det to subsp. and var. together in alphabetical order.

 

6. Submit your genus cover request list to Nicole. Let her know whether or not you want to file the new genus covers.

 

7.  Keep a separate list of door cards that need to be retyped. Submit these to Nicole as well.

How to request genus covers

2025-01-23T14:40:28Z

Ntarnowsky:

1.  Decide if a new folder should be requested.

*The most common reason to request new genus folders is that existing folders are full. Overstuffed folders do not properly cover the specimens and will damage the specimens when the folders are handled.  Therefore, '''do not fill folders beyond a thickness of 1 1/2 inches!'''  
*Another reason to request new genus folders is that a genus is new to the herbarium. If you do not find a genus cover in the herbarium before requesting folders for a new genus ''please confirm'' in online references WFO Plant List, IPNI, TROPICOS, and in EMu

:1) that you are looking for it in the right family in the herbarium. (EMu specimen record will show current filed-as family)
:2) that it is not a synonym of another genus under which specimens are already filed. (online references will show synonyms, check these names in the herbarium)
:'''Note:''' The families we use at NY do not completely follow APGIV (online references show APG families). Double check the filing family we use at NY in EMu.

*In addition, if you need a folder for specimens annotated with a new combination please make sure all specimens are moved to the new name and that proper cross reference sheets are in place. If not, request those as well.
*If you notice a temporary genus cover with an old date (of more than 1 year) please re-request it and add the current month and year to the temporary cover.

 

2.  Whenever a new genus cover is needed''', prepare a temporary cover''' to contain the specimens until the new cover has been made.  The temporary covers have two purposes: 

:1) they protect the specimens during the time—often some months—it takes to prepare and file the new covers, and

:2) they tell the person who will be filing the covers where to file them.

 

3.  When deciding what should be written on a genus cover, make certain to account for the whole of the alphabet with regard to epithets (see #4).  

 

With a pen or marker, in the lower left hand corner write the family number and name, the genus name, an indication of the part of the genus contained in the cover. In the lower right hand corner write the geographical region.  Put your initials and the month and year on each temporary cover made.

 

Make a new, permanent species cover and insert specimens. With pencil, in lower left hand corner write first initial of genus name and full species name.

 

4.  Put the information that you put on the covers also on a “genus cover request list.”  Please '''take care''' to make your list '''completely legible!'''  The person who types the list is not familiar with botanical names and will make errors if your handwriting is not legible.  This wastes time and material.  If you type the list, double-space it.  Remember to use family names ending in -aceae (e.g., Poaceae not Gramineae).

 

Arrange the list in the following manner:

 

            145  ROSACEAE

                        Rosa aa - cz                  U.S. & Canada

                        R. da - rugosa I                         "

                        R. rugosa II                               "

                        R. rugosa                                  "                    (5 folders)

                        R. ruh - zz, indet.                       "

 

            173  EUPHORBIACEAE

                        Manihot chu - dz                  S. Amer.          

 

'''DO NOT '''number with Roman numerals beyond the second cover.

'''DO NOT '''request folders in this format:'''''Rosa rugosa II—zz'''''.  Doing so will limit the specimens that can be put in the folder. In contrast, “Rosa rugosa—zz” is ok.  (A folder labeled “''Rosa''' '''''rugosaII”''can go before Rosa rugosa—zz.)''

 

'''In some families, specimens from Brazil are filed separately in an alphabetical sequence that precedes those from the rest of South America.'''  Therefore, 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.”

The following list are the families where Brazil is filed separately:

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:162  Rutaceae

:162.1  Rhabdodendraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

5. '''If a species has been divided into infraspecific taxa,''' always label some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in the format below does not allow for a separate folder for specimens identified only to the species '''C. macrocarpa''':

            '''Campsiandra lb – macrocarpa var. aa – az'''

 

Instead, two folders should be made,

            '''Campsiandra lb – macrocarpa I''' (in which specimens det only to species can be placed)

'''            Campsiandra macrocarpa  var. aa - az'''

 

In some species, the infraspecific epithet is used at both the subspecific and varietal rank depending on who has annotated them.  In such a case, file those det to subsp. and var. together in alphabetical order.

 

6. Submit your genus cover request list to Nicole. Let her know whether or not you want to file the new genus covers.

 

7.  Keep a separate list of door cards that need to be retyped. Submit these to Nicole as well.

How to request genus covers

2025-01-23T14:29:57Z

Ntarnowsky:

1.  Decide if a new folder should be requested.

*The most common reason to request new genus folders is that existing folders are full. Overstuffed folders do not properly cover the specimens and will damage the specimens when the folders are handled.  Therefore, '''do not fill folders beyond a thickness of 1 1/2 inches!'''  
*Another reason to request new genus folders is that a genus is new to the herbarium. If you do not find a genus cover in the herbarium before requesting folders for a new genus ''please confirm'' in WFO Plant List, IPNI, TROPICOS, and EMu

:1) that you are looking for it in the right family in the herbarium and
:2) that it is not a synonym of another genus under which specimens are already filed.
:'''Note:''' The families we use at NY do not follow APGIII (Tropicos lists APG families). Double check the filing family we use at NY in EMu.

*In addition, if you need a folder for specimens annotated with a new combination please make sure all specimens are moved to the new name and that proper cross reference sheets are in place. If not, request those as well.
*If you notice a temporary genus cover with an old date (of more than 6 months) please re-request it and add the current month and year to the temporary cover.

 

2.  Whenever a new genus cover is needed''', prepare a temporary cover''' to contain the specimens until the new cover has been made.  The temporary covers have two purposes: 

:1) they protect the specimens during the time—often some months—it takes to prepare and file the new covers, and

:2) they tell the person who will be filing the covers where to file them.

 

3.  When deciding what should be written on a genus cover, make certain to account for the whole of the alphabet with regard to epithets (see #4).  

 

With a pen or marker, in the lower left hand corner write the family number and name, the genus name, an indication of the part of the genus contained in the cover. In the lower right hand corner write the geographical region.  Put your initials and the month and year on each temporary cover made.

 

Make a new, permanent species cover and insert specimens. With pencil, in lower left hand corner write first initial of genus name and full species name.

 

4.  Put the information that you put on the covers also on a “genus cover request list.”  Please '''take care''' to make your list '''completely legible!'''  The person who types the list is not familiar with botanical names and will make errors if your handwriting is not legible.  This wastes time and material.  If you type the list, double-space it.  Remember to use family names ending in -aceae (e.g., Poaceae not Gramineae).

 

Arrange the list in the following manner:

 

            145  ROSACEAE

                        Rosa aa - cz                  U.S. & Canada

                        R. da - rugosa I                         "

                        R. rugosa II                               "

                        R. rugosa                                  "                    (5 folders)

                        R. ruh - zz, indet.                       "

 

            173  EUPHORBIACEAE

                        Manihot chu - dz                  S. Amer.          

 

'''DO NOT '''number with Roman numerals beyond the second cover.

'''DO NOT '''request folders in this format:'''''Rosa rugosa II—zz'''''.  Doing so will limit the specimens that can be put in the folder. In contrast, “Rosa rugosa—zz” is ok.  (A folder labeled “''Rosa''' '''''rugosaII”''can go before Rosa rugosa—zz.)''

 

'''In some families, specimens from Brazil are filed separately in an alphabetical sequence that precedes those from the rest of South America.'''  Therefore, 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.”

The following list are the families where Brazil is filed separately:

:47  Bromeliaceae

:51   Juncaceae

:56  Velloziaceae

:64  Burmanniaceae

:71  Chloranthaceae

:90  Balanophoraceae

:146  Chrysobalanaceae

:148  Connaraceae

:162  Rutaceae

:162.1  Rhabdodendraceae

:171.1  Krameriaceae

:172  Dichapetalaceae

:209  Caryocaraceae

:224  Flacourtiaceae

:245  Lecythidaceae

:269  Sapotaceae

 

5. '''If a species has been divided into infraspecific taxa,''' always label some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in the format below does not allow for a separate folder for specimens identified only to the species '''C. macrocarpa''':

            '''Campsiandra lb – macrocarpa var. aa – az'''

 

Instead, two folders should be made,

            '''Campsiandra lb – macrocarpa I''' (in which specimens det only to species can be placed)

'''            Campsiandra macrocarpa  var. aa - az'''

 

In some species, the infraspecific epithet is used at both the subspecific and varietal rank depending on who has annotated them.  In such a case, file those det to subsp. and var. together in alphabetical order.

 

6. Submit your genus cover request list to Nicole. Let her know whether or not you want to file the new genus covers.

 

7.  Keep a separate list of door cards that need to be retyped. Submit these to Nicole as well.

Herbarium use guidelines

2025-01-23T14:27:48Z

Ntarnowsky: /* After removing specimens for study:   */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave clearly labeled stacks of specimens on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Guidelines for orienting visitors

2025-01-22T21:03:51Z

Ntarnowsky: /* Guidelines for Assisting Visitors */

== Hosting a Visitor ==

If you are hosting visitors to the herbarium, please keep the following in mind:

*Visitors must make arrangements in advance to use the herbarium. They should contact Lisa Lall (x8626) who will add them to the Visitor List. Lisa emails this list every Friday to Science and Security, so we know who to expect the following week. If you would like to be included on the email, please contact her.

*When a visitor arrives, they must sign the guest book on the fourth floor and get a Herbarium key card through Lisa. This key card will also serve as the visitor's ID for Security when entering the grounds.

*Each visitor must be oriented to the Herbarium by a herbarium staff member (usually Edgardo or Sophia for the Phan., and Laura for the Crypt).  If you want details on the orientation, ask one of these people.

*For visitors not using the herbarium for research, tours of the herbarium, mounting room and imaging lab should be arranged in advance through Nicole, Matthew or Laura.

== Guidelines for Assisting Visitors ==

 

'''1. Sign in:  '''Take the visitors to sign the guest book on the fourth floor of the Library Building. If the Visitor Form was not filled out digitally prior to arrival, visitor should fill out paper form, which is next to the guest book. Give them a key card to the PSC, show them how it works, and (if applicable) a give them a key to their study room. Key card will also serve as their visitor ID and should be worn at all times.

 

'''2. Information sheet:  '''Give the visitors the printed information about the herbarium and its rules and ask them to read it before using the collection. You can find the printed copies next to the guest book.  [update this section -- this sheet is filled out when they email to make visiting arrangements, yes? Need to find this information sheet or re-write, and put link to it in this section]

 

'''3. Loans:'''  If the visitor wants to pull a loan, ask that they leave all folders in the cases and the specimens selected for the loan should be left on the half-highs in the herbarium with a clear note signifying this is a loan, for [visitor name], at [visitor institution]. Make it clear that before the loan can be approved or sent, the Director of the visitor’s herbarium must send a loan request (letter or email) to the Director of the NY Herbarium.

 

''If this is a cryptogamic loan, please put the specimen inside a temporary folder (on the half highs near the collections). Write the taxon name of the folder it was removed from on the outside if the name is different, or leave the specimen on top of the folder or box it was removed from.  If nothing was removed from either the folder or cubby box, please carefully return the specimens to the cases in the correct order.''

 

'''4. Sampling specimens:'''  If the visitor wishes to remove material from specimens they must read and sign the Destructive Sampling Policy. The signed form should then go to Matthew Pace  or to Laura Briscoe (if a cryptogamic specimen) who must approve prior to any sampling work.

 

'''5. Library:'''  If the visitor wishes to use the Library, give them the appropriate information (closed Monday, etc.) and take them there.  Arrange for a tour for long term visitors (one month minimum) with Stephen Sinon.

 

'''6. Filing system: '''When in the herbarium, explain the arrangement of specimens and point out the colorful map on the wall by the entrance of each floor.  Stress our appreciation for their returning material to the cabinets in the correct order. For their reference, they can also view our [[Herbarium use guidelines|herbarium use guidelines]]. 

 

'''7. Supplies:'''  Make sure that visitors have access to annotation slips and glue.  Ask them to glue annotation labels with their new determinations to the '''vascular''' plant specimens.  In the '''crypt''', put the new annotation under the lip of the packet or inside the box.

 

'''8. Handling specimens:  '''Show the visitor how to handle folders of specimens: put the folder down on a flat surface and ask them not to turn specimens over. Tell the visitor to leave any specimens with new determinations and any types found in the general collection on the counter top. Ask the visitor to return all folders to the cases in the correct order.  ''For how to handle the cryptogamic collections, see #3.'' 

 

'''9. Equipment use:'''  Demonstrate how the cabinet doors should be securely closed.  Show how the compactor cranks and locks are to be used, and emphasize that no more than one bank should be moved at a time.  ''Also show correct door handle position.  ''If they will work in the herbarium make sure the microscope they will use is set up correctly.  If they brought their own laptop, show them how to connect to NYBG_Guest WiFi.

 

'''10. Lights:'''  Explain that the lights are on a timer. At 25 minutes they will blink as a warning and at 30 minutes they will go off. Show them how to reset for another 30 minutes.
 

'''11. Type Herbarium:''' Phanerogamic type specimens are filed under the basionym in the currently accepted family (3rd floor). Fern and lycophyte types are filed at the end of the fern collection (5th floor), alphabetically by basionym (ignoring geography). Cryptogamic types are filed in the general collection, inside the first red folder for each genus, by basionym.

If the visitor selects types for a loan, emphasize that only the specimens themselves should be removed from the cabinets and placed on the countertop.  All folders must be returned to the cabinets in the correct order.

 

'''12. Study rooms: '''Show the visitor to their office.  Show them the NYBG_Guest WiFi, point out the microscope, and the cart which can be used to bring specimens back and forth from the herbarium.  Ask that, when they leave for the day to: make sure that the microscope is covered.

 

'''13. Specimen clean-up:'''  Specimens left by the visitors will be handled by Edgardo Rivera and Sophia Bulzoni ''for vascular plants, ''and by Laura Briscoe or Ginger Apolo ''for cryptogams''. Newly annotated, barcoded specimens will be updated in EMu.  ''Vascular'' specimens that just need to be refiled can be put in the returned loan cabinets in the vestibule on each floor of the PSC, with a drop tag indicating the family.  ''Cryptogamic specimens can be left on the nearest half high in the herbarium, and Laura Briscoe or Ginger Apolo should be made aware of this.  Vascular s''pecimens wanted as a loan will be handled by Amy Weiss. ''Cryptogamic ''specimens wanted as a loan will be handled by Laura Briscoe.

Guidelines for orienting visitors

2025-01-22T16:48:02Z

Ntarnowsky: /* Hosting a Visitor */

== Hosting a Visitor ==

If you are hosting visitors to the herbarium, please keep the following in mind:

*Visitors must make arrangements in advance to use the herbarium. They should contact Lisa Lall (x8626) who will add them to the Visitor List. Lisa emails this list every Friday to Science and Security, so we know who to expect the following week. If you would like to be included on the email, please contact her.

*When a visitor arrives, they must sign the guest book on the fourth floor and get a Herbarium key card through Lisa. This key card will also serve as the visitor's ID for Security when entering the grounds.

*Each visitor must be oriented to the Herbarium by a herbarium staff member (usually Edgardo or Sophia for the Phan., and Laura for the Crypt).  If you want details on the orientation, ask one of these people.

*For visitors not using the herbarium for research, tours of the herbarium, mounting room and imaging lab should be arranged in advance through Nicole, Matthew or Laura.

== Guidelines for Assisting Visitors ==

 

'''1. Sign in:  '''Take the visitors to sign the guest book and fill out a purpose-of-visit form which is next to the guest book on the fourth floor of the Library building. All visitors are required to wear a pass at all times. Give them a key card to the PSC and show them how it works, and (if applicable) a give them a key to their study room.

 

'''2. Information sheet:  '''Give the visitors the printed information about the herbarium and its rules and ask them to read it before using the collection. You can find the printed copies next to the guest book.  [update this section -- this sheet is filled out when they email to make visiting arrangements, yes?]

 

'' If this is a lichen visitor, take them to James Lendemer or Dick Harris.  Lichens may only be studied with prior approval.''

 

'''3. Loans:'''  If the visitor wants to pull a loan, provide a loan request form and ask that it be filled out and left with the pile of pulled specimens in the herbarium. Make it clear that, before the loan can be approved or sent, the Director of the visitor’s herbarium must send a loan request (letter or email) to the Director of the NY Herbarium. Ask the visitor to leave all folders in the cases and the specimens selected for the loan should be left on the half-highs in the herbarium with the loan form.

 

''If this is a cryptogamic loan, please put the specimen inside a temporary folder (on the half highs near the collections) and write the taxon name of the folder it was removed from on the outside if the name is different, or leave the specimen on top of the folder or box it was removed from.  If nothing was removed from either the folder or cubby box, please carefully return the specimens to the cases in the correct order.''

 

'''4. Sampling specimens:'''  If the visitor wishes to remove material from specimens, give a copy of the Destructive Sampling Policy, if they don’t have it already, to read before doing any sampling.  The form must be signed and given to you.  The signed form should then go to Matthew Pace or to Laura Briscoe (if a cryptogamic specimen).

 

'''5. Library:'''  If the visitor wishes to use the Library, give them the appropriate information (closed Monday, etc.) and take them there.  Arrange for a tour for long term visitors (one month minimum) with Stephen Sinon.

 

'''6. Press: '''Visitors interested in obtaining NYBG Press publications, ask them to check the Garden Shop first (which can be done online).  If not available there, take them to the NYBG Press office and check there.

 

'''7. Filing system: '''When in the herbarium, explain the arrangement of specimens and point out the colorful map on the wall by the entrance of each floor.  Stress our appreciation for their returning material to the cabinets in the correct order. For their reference, they can also view our [[Herbarium use guidelines|herbarium use guidelines]]. 

 

'''8. Supplies:'''  Make sure that visitors have access to annotation slips and glue.  Ask them to glue annotation labels with their new determinations to the '''vascular''' plant specimens.  In the '''crypt''', put the new annotation under the lip of the packet or inside the box.

 

'''9. Handling specimens:  '''Show the visitor how to handle folders of specimens: put the folder down on a flat surface and ask them not to turn specimens over. Tell the visitor to leave any specimens with new determinations and any types found in the general collection on the counter top. Ask the visitor to return all folders to the cases in the correct order.  ''For how to handle the cryptogamic collections, see #3.'' 

 

'''10. Equipment use:'''  Demonstrate how the cabinet doors should be securely closed.  Show how the compactor cranks and locks are to be used, and emphasize that no more than one bank should be moved at a time.  ''Also show correct door handle position.  ''If they will work in the herbarium make sure the microscope they will use is set up correctly.  If they will use the herbarium computers, show them how to log in.

 

'''11. Lights:'''  Demonstrate the light switches.  Ask the visitor to turn off any lights in the herbarium that are no longer needed and to turn them all out at the end of the day if they are the last to leave.

 

'''12. Type Herbarium:''' Phanerogamic type specimens are filed under the basionym in the currently accepted family (3rd floor). Fern and lycophyte types are filed at the end of the fern collection (5th floor), alphabetically by basionym (ignoring geography). Cryptogamic types are filed in the general collection, inside the first red folder for each genus, by basionym.

If the visitor selects types for a loan, emphasize that only the specimens themselves should be removed from the cabinets and placed on the countertop.  All folders must be returned to the cabinets in the correct order.

 

'''13. Study rooms: '''Show the visitor to their office.  Show them the ID and password to access the NYBG network, point out the microscope, and the cart which can be used to bring specimens back and forth from the herbarium.  Ask that, when they leave for the day to: make sure that the microscope is covered and the computer is off.

 

'''14. Specimen clean-up:'''  Specimens left by the visitors will be handled by Nicole Tarnowsky and Kelcie Brown ''for vascular plants, ''and by Laura Briscoe or Ginger Apolo ''for cryptogams''. From newly annotated specimens, they will update EMu records for barcoded specimens, catalogue any that pertain to VH catalogues, and records dets for staff collections.  ''Vascular s''pecimens that just need to be refiled can be put in cabinets A or B in the vestibule on each floor of the PSC, with a drop tag indicating the family.  ''Cryptogamic specimens can be left on the nearest half high in the herbarium, and Laura Briscoe or Ginger Apolo should be made aware of this.  Vascular s''pecimens wanted as a loan will be handled by Amy Weiss. ''Cryptogamic ''specimens wanted as a loan will be handled by Laura Briscoe.

Herbarium use guidelines

2025-01-22T16:37:24Z

Ntarnowsky: /* Herbarium Use */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave them on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2025-01-22T16:37:09Z

Ntarnowsky: /* Herbarium Use */

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [https://sweetgum.nybg.org/science/visitor-information/ Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

Visitor badges (key cards) work 7 days/week, 6am-9pm. General staff badges work M-F, 6am-9pm.

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time, and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave them on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use [[Media:Annotation label template NYBG doc.doc|this template]] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated. We must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the [https://sweetgum.nybg.org/science/wp-content/uploads/2024/04/NY-Destructive-Sampling-MTA-Form-2024_final.docx Destructive Sampling Policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Laura (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Lall.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references [add link]

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Lall.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the Herbarium and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Leanna. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Kim, Leanna, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to NYBG's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG IV for all plant families (we're working on updating some sections of the herbarium to reflect this system). If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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

                    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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can [[Media:Herbarium Folder Color Map.pdf|view the map here]].

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed at the end of the general fern collection on the 5th floor. They are in alphabetical order by ''basionym'' (geography is ignored).

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY pest free zones are the herbarium and visitor offices in the International Plant Science Center (IPSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2017-05-16T20:23:50Z

Ntarnowsky:

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

Please turn off any lights in the herbarium that are no longer needed (when you're finished with an aisle). Please turn ''all'' the lights off at the end of the day if you are the last to leave.

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [http://sweetgum.nybg.org/science/visitor-information.php Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave them on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use this template [add link] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the destructive sampling policy [link to policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Ellen (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Frucella.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Frucella.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the herbarium, and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Charlie. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Melissa, Kim, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to the garden's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG III plant families. If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can view the map here [link]. 

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed by the ''basionym'' at the end of the general fern collection on the 5th floor. They are numberd by family like the general fern collection, and are separated geographically as new world and old world. 

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings. The ONLY bug free zones are the herbarium and visitor offices in the Plant Science Center (PSC) building. Specimens that have been out of the herbarium and held ''anywhere else'' MUST be frozen before being refiled in the herbarium building. The entire Library Building is NOT a bug free zone, if you bring specimens to your office, they MUST be frozen before refiling in the herbarium.

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2017-05-16T17:59:19Z

Ntarnowsky:

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

Please turn off any lights in the herbarium that are no longer needed (when you're finished with an aisle). Please turn ''all'' the lights off at the end of the day if you are the last to leave.

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [http://sweetgum.nybg.org/science/visitor-information.php Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave them on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use this template [add link] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the destructive sampling policy [link to policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Ellen (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Frucella.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Frucella.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the herbarium, and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Charlie. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Melissa, Kim, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to the garden's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG III plant families. If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can view the map here [link]. 

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed by the ''basionym'' at the end of the general fern collection on the 5th floor. They are numberd by family like the general fern collection, and are separated geographically as new world and old world. 

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings.  Specimens that have been out of the herbarium and held in offices or work areas must be frozen before being used or refiled in the herbarium building.

 

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the Crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Laura.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2017-05-16T17:57:02Z

Ntarnowsky:

== Herbarium Use ==

Anyone new to the Herbarium must receive an orientation tour. Contact Nicole or Matthew (Phan.) or Laura (Crypt.) to set this up.

'''Reminders:'''

No food or drink is allowed in the herbarium. If you need a refreshement break, food and drinks can be left in the entrance vestibule on each floor.  

Please turn off any lights in the herbarium that are no longer needed (when you're finished with an aisle). Please turn ''all'' the lights off at the end of the day if you are the last to leave.

=== Visitors to the Herbarium:  ===

For visitors coming to the herbarium, see the [http://sweetgum.nybg.org/science/visitor-information.php Herbarium Visitor Information] page on our main website.

For staff who are hosting or orienting a visitor, see our [[Guidelines for orienting visitors|Guidelines for orienting visitors]]

=== Handling the compactors and cabinets properly: ===

Please only move one bank of cabinets at a time and do not open an aisle halfway.

To unlock an aisle please do not slam the button! Gently push it in halfway, and when you start to feel tension you may then use more force to unlock it completely.

If pushing a cart in the herbarium please be careful not to hit the compactor handle and manual lock peg.

When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

=== After removing specimens for study:   ===

Please '''do''' refile any genus and species covers '''and '''any specimens that you did not annotate. 

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave them on the half-high counters. 

=== Annotations: ===

If you are annotating many specimens, you may use this template [add link] to make annotation labels, or use your own pre-printed annotation labels.

We also have herbarium supplied annotation labels that can be found in multiple baskets on each floor of the herbarium (generally near the microscopes). If we are running low on annotation labels, please ask a member of the staff to refill the baskets.  Annotation labels for types can be found on the third floor (near the type collection) or you can use the [[Type Annotation Labels|printable templates here]].  

*'''Phan:''' We ask everyone to '''please glue''' all annotation labels onto the sheets.  
*'''Crypt:''' Put the new annotation under the lip of the packet or inside the box.

Please '''do not''' refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens. Visitors may also leave annotated specimens (specimens only; not genus or species folders) on the half-high counters.

=== Sampling specimens: ===

If you need to sample specimens, please read the destructive sampling policy [link to policy] and consult Matthew (Phan.), Laura (Crypt.), or ask the herbarium staff member providing your orientation. 

=== Curating herbarium: ===

'''Visitors''': If your study results in the necessity of a rearrangement of our collections, please leave the specimens that you annotated on a table with a complete list of synonyms, so that the specimens can be filed and cross-referenced properly.

'''Staff''': If specimens need to be shifted or new folders made, and you're not trained in current curation procedues, please contact Nicole (Phan.) or Laura (Crypt.).

Supplies like genus covers, species covers, and packets can be requested from Nicole (Phan.) or Ellen (Crypt.).

General supplies like glue, forceps, barcodes, etc. can be requested from Lisa Frucella.

 

[[How to request genus covers|How to request genus covers]]

How to make cross references

=== Supplies: ===

If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole or Lisa Frucella.

=== Microscopes: ===

Dissecting microscopes are provided at various stations throughout the herbarium, and in the visitor offices. 

If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole.

Please '''do not''' move scopes or lamps to different stations.

=== Computers: ===

If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Charlie. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers (Melissa, Kim, Joel).

Wi-Fi is available in the herbarium -- it's called "NYBGfree". Once you connect to the network, you will be taken to a webpage to agree to the garden's conditions of use. 

== Organization of the Herbarium ==

=== '''Phanerogamic''' ===

Families are arranged numerically in the Englerian sequence, modified to reflect the families recognized by Cronquist, 1988.

*Family lists are posted in several places on each floor. You can also [[NY Family List|consult the family list here]].
*Know your family number, but unsure which floor it's on? [[NY Family List#Herbarium Layout by Floor|Consult the herbarium layout by floor]]. 

'''NOTE:''' We do ''not'' use APG III plant families. If you're unsure which plant family NY uses to file specimens, you can search for the genus/species in the taxonomy module in EMu. Or you can search for the genus/sepcies on the [http://sweetgum.nybg.org/science/vh/ C. V. Starr Virtual Herbarium] website (type in your search, click on any specimen to view the specimen details page where you can see the filed as family name).   

Within each family, the genera are sorted alphabetically; each genus is sorted into geographical regions in color-coded folders (see below); and within geographic regions the species are sorted alphabetically, with unidentified specimens at the end of each category.

Boxes of separate parts, including fruits, are filed at the end of each family. 

==== Geography ====

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, Tibet)

                AUS  Australia (includes New Zealand)

                PAC  Pacifica (includes Hawaii & New Caledonia)

Small islands are filed with the closest geographical area. Color coded maps can be found on each floor of the herbarium, or you can view the map here [link]. 

 

=== Types ===

Type specimens are arranged in a similar fashion as the general collection, but in a separate part of the herbarium.

'''Phanerogamic types''' are filed on the 3rd floor. Type specimens are filed under the ''basionym'' in the currently accepted family.

'''Fern types''' are filed by the ''basionym'' at the end of the general fern collection on the 5th floor. They are numberd by family like the general fern collection, and are separated geographically as new world and old world. 

'''Cryptogamic types''' are filed in the general collection, inside the first red folder for each genus, by ''basionym''.

Anyone annotating type specimens, or visitors selecting types for a loan, should only remove the specimens themselves from the cabinets to be placed on the countertop.  ''All folders must be returned to the cabinets in the correct order''.

== Pest Control ==

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings.  Specimens that have been out of the herbarium and held in offices or work areas must be frozen before being used or refiled in the herbarium building.

 

=== Freezing Specimens:  ===

Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle.

Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the crypt are frozen for a week, those freezers can be opened Wednesdays, please contact Ellen.

=== Pheromone traps:   ===

The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

=== Cold storage room:   ===

On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2016-03-16T19:24:33Z

Ntarnowsky:

== '''I. Herbarium use''' ==

 

Tours: Anyone new to the Herbarium must receive an orientation tour. Contact Nicole (Phan.) or Ellen (Crypt.) to set this up.

Visitors to the Herbarium: 

If you are visiting the Herbarium  see Visitor Info on our webpage

If you are staff hosting or orienting a visitor see here.

Organization of the Herbarium: There are documents for maps, layout of each floor, the NY family list (Phan.) and Genera lists for the Crypt. They can be found in Z:\Pub \Herbarium Info\Intro to Herbarium\

Handling the compactors and cabinets properly: Please only move one bank of cabinets at a time and do not open an aisle halfway. To unlock an aisle please do not slam the button! Gently push it in halfway, when you feel tension you may then use more force to unlock it completely. When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

After removing specimens for study:   Please re-file any genus and species covers and any specimens that you did not annotate.  Please do not refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens.

Annotations: If you are annotating many specimens, you may use this template to make annotation labels. 

Sampling specimens: If you need to sample specimens, please read the destructive sampling policy and consult a member of the herbarium staff.  See policy here:  [http://sciweb.nybg.org/science2/destructive_sampling.asp http://sciweb.nybg.org/science2/destructive_sampling.asp]

Curating herbarium: If specimens need to be shifted or new folders made, please contact Nicole (Phan.) or Ellen (Crypt.)and also consult [[How to request genus covers|How to request genus covers]]

Supplies: If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole.

Microscopes: If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole. Please do not move scopes or lamps to different stations.

Computers: If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Stella. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers ( Melissa, Kim, Joel).

'''Pest Control:'''

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings.  Specimens that have been out of the herbarium and held in offices or work areas must be frozen before being used or refiled in the herbarium building.

 

Freezing Specimens:  Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle. Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the crypt are frozen for a week, those freezers can be opened Wednesdays, contact Ellen.

Pheromone traps:  The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

Cold storage room:  On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

How to request genus covers

2016-03-16T19:23:13Z

Ntarnowsky: Created page with "'''Requesting Genus Covers ['''Feb 07]   1.  Decide if a new folder should be requested.             a.&nbs..."

'''Requesting Genus Covers ['''Feb 07]

 

1.  Decide if a new folder should be requested.

            a.  The most common reason to request new genus folders is that existing folders are full. Overstuffed folders do not properly cover the specimens and will damage the specimens when the folders are handled.  Therefore, '''do not fill folders beyond a thickness of 1 1/2 inches!'''  

            b.  Another reason to request new genus folders is that a genus is new to the herbarium. If you do not find a genus cover in the herbarium before requesting folders for a new genus ''please'' confirm in IPNI or TROPICOS 1) that you are looking for it in the right family in the herbarium and 2) that it is not a synonym of another genus under which specimens are already filed.

            c.  In addition, if you need a folder for specimens annotated with a new combination please make sure all specimens are moved to the new name and that proper cross reference sheets are in place. If not, request those as well.

            If you notice a temporary genus cover with an old date (of more than 6 months) please re-request it and add the current month and year to the temporary cover.

 

2.  Whenever a new genus cover is needed''', prepare a temporary cover''' to contain the specimens until the new cover has been made.  The temporary covers have two purposes:  1) they protect the specimens during the time—often some months—it takes to prepare and file the new covers, and 2) they tell the person who will be filing the covers where to file them.

 

3.  When deciding what should be written on a genus cover, make certain to account for the whole of the alphabet with regard to epithets (see #4).  

 

With a pen or marker, in the lower left hand corner write the family number and name, the genus name, an indication of the part of the genus contained in the cover. In the lower right hand corner write the geographical region.  Put your initials and the month and year on each temporary cover made.

 

Make a new, permanent species cover and insert specimens. With pencil, in lower left hand corner write first initial of genus name and full species name.

 

4.  Put the information that you put on the covers also on a “genus cover request list.”  Please '''take care''' to make your list '''completely legible!'''  The person who types the list is not familiar with botanical names and will make errors if your handwriting is not legible.  This wastes time and material.  If you type the list, double-space it.  Remember to use family names ending in -aceae (e.g., Poaceae not Gramineae).

 

Arrange the list in the following manner:

 

            145  ROSACEAE

                        Rosa aa - cz                  U.S. & Canada

                        R. da - rugosa I                         "

                        R. rugosa II                                          "

                        R. rugosa                                                          "                       (5 folders)

                        R. ruh - zz, indet.                                 "

 

            173  EUPHORBIACEAE

                        Manihot chu - dz                      S. Amer.          

 

'''DO NOT '''number with Roman numerals beyond the second cover.

'''DO NOT '''request folders in this format: ''Rosa''''rugosa II—zz''.  Doing so will limit the specimens that can be put in the folder. In contrast, “Rosa rugosa—zz” is ok.  (A folder labeled “''Rosa''''rugosa'' ''II”'' can go before Rosa rugosa—zz.)

 

In some families, specimens from Brazil are filed separately in an alphabetical sequence that precedes those from the rest of South America (see below).  Therefore, 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.”

 

47  Bromeliaceae

51   Juncaceae

56  Velloziaceae

64  Burmanniaceae

71  Chloranthaceae

90  Balanophoraceae

146  Chrysobalanaceae

148  Connaraceae

162  Rutaceae

162.1  Rhabdodendraceae

171.1  Krameriaceae

172  Dichapetalaceae

209  Caryocaraceae

224  Flacourtiaceae

245  Lecythidaceae

261  Ericaceae

                 269  Sapotaceae

 

'''If a species has been divided into infraspecific taxa,''' always label some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in the format below does not allow for a separate folder for specimens identified only to the species '''C. macrocarpa''':

            '''Campsiandra lb – macrocarpa var. aa – az'''

 

Instead, two folders should be made,

            '''Campsiandra lb – macrocarpa I''' (in which specimens det only to species can be placed)

'''            Campsiandra macrocarpa  var. aa - az'''

 

In some species, the infraspecific epithet is used at both the subspecific and varietal rank depending on who has annotated them.  In such a case, file those det to subsp. and var. together in alphabetical order.

 

6. Submit your genus cover request list to Nicole. Let her know whether or not you want to file the new genus covers.

 

7.  Keep a separate list of door cards that need to be retyped. Submit these to Nicole as well.

Herbarium use guidelines

2016-03-16T19:14:54Z

Ntarnowsky:

== '''I. Herbarium use''' ==

 

Tours: Anyone new to the Herbarium must receive an orientation tour. Contact Nicole (Phan.) or Ellen (Crypt.) to set this up.

Visitors to the Herbarium: 

If you are visiting the Herbarium  see Visitor Info on our webpage

If you are staff hosting or orienting a visitor see here.

Organization of the Herbarium: There are documents for maps, layout of each floor, the NY family list (Phan.) and Genera lists for the Crypt. They can be found in Z:\Pub \Herbarium Info\Intro to Herbarium\

Handling the compactors and cabinets properly: Please only move one bank of cabinets at a time and do not open an aisle halfway. To unlock an aisle please do not slam the button! Gently push it in halfway, when you feel tension you may then use more force to unlock it completely. When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

After removing specimens for study:   Please re-file any genus and species covers and any specimens that you did not annotate.  Please do not refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens.

Annotations: If you are annotating many specimens, you may use this template to make annotation labels. 

Sampling specimens: If you need to sample specimens, please read the destructive sampling policy and consult a member of the herbarium staff.  See policy here:  [http://sciweb.nybg.org/science2/destructive_sampling.asp http://sciweb.nybg.org/science2/destructive_sampling.asp]

Curating herbarium: If specimens need to be shifted or new folders made, please contact Nicole (Phan.) or Ellen (Crypt.)and also consult these instructions Z:\Pub\ Herbarium Info\Intro to Herbarium\Requesting genus covers.

Supplies: If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole.

Microscopes: If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole. Please do not move scopes or lamps to different stations.

Computers: If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Stella. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers ( Melissa, Kim, Joel).

'''Pest Control:'''

Everyone should be concerned about insect infestations in the herbarium and work areas in this complex of buildings.  Specimens that have been out of the herbarium and held in offices or work areas must be frozen before being used or refiled in the herbarium building.

 

Freezing Specimens:  Specimens in the Phan. are to be frozen for three days.  Available freezers, on the first and fourth floors of the Library Building, can be opened Tuesday and Friday afternoons, between 2pm and 5pm.  Do not open the freezers to drop off or pick up specimens at any other time, to ensure the specimens go through the entire freezing cycle. Ask Lucy, Edgardo, or Nicole for an introduction to this process.

Specimens in the crypt are frozen for a week, those freezers can be opened Wednesdays, contact Ellen.

Pheromone traps:  The most common pest is the herbarium beetle (''Lasioderma serricorne'').  To monitor for the presence of this beetle, pheromone traps are used. The monitoring is directed by Edgardo, who requests periodically by email that each of us check our traps. You can get a trap from him to assess your office or herbarium cabinet.

Cold storage room:  On the first floor, the cold room is maintained at a temperature that inhibits feeding by herbarium beetle larvae.  The room houses specimens received on exchange and awaiting mounting, specimens to be sent on exchange, and staff collections awaiting identification.  Any collections to be placed in this room must first be frozen.

Herbarium use guidelines

2016-03-16T19:08:39Z

Ntarnowsky:

== '''I. Herbarium use''' ==

 

Tours: Anyone new to the Herbarium must receive an orientation tour. Contact Nicole (Phan.) or Ellen (Crypt.) to set this up.

Organization of the Herbarium: There are documents for maps, layout of each floor, the NY family list (Phan.) and Genera lists for the Crypt. They can be found in Z:\Pub \Herbarium Info\Intro to Herbarium\

Handling the compactors and cabinets properly: Please only move one bank of cabinets at a time and do not open an aisle halfway. To unlock an aisle please do not slam the button! Gently push it in halfway, when you feel tension you may then use more force to unlock it completely. When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

After removing specimens for study:   Please re-file any genus and species covers and any specimens that you did not annotate.  Please do not refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens.

Annotations: If you are annotating many specimens, you may use this template to make annotation labels. 

Sampling specimens: If you need to sample specimens, please read the destructive sampling policy and consult a member of the herbarium staff.  See policy here:  [http://sciweb.nybg.org/science2/destructive_sampling.asp http://sciweb.nybg.org/science2/destructive_sampling.asp]

Curating herbarium: If specimens need to be shifted or new folders made, please contact Nicole (Phan.) or Ellen (Crypt.)and also consult these instructions Z:\Pub\ Herbarium Info\Intro to Herbarium\Requesting genus covers.

Supplies: If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole.

Microscopes: If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole. Please do not move scopes or lamps to different stations.

Computers: If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Stella. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers ( Melissa, Kim, Joel).

Herbarium use guidelines

2016-03-16T19:07:03Z

Ntarnowsky: Created page with "== '''I. Herbarium use''' ==   Tours: All new employees should have an orientation tour of the herbarium. Contact Nicole (Phan.) or Ellen (Crypt.) to set this up..."

== '''I. Herbarium use''' ==

 

Tours: All new employees should have an orientation tour of the herbarium. Contact Nicole (Phan.) or Ellen (Crypt.) to set this up.

          

Organization of the Herbarium: There are documents for maps, layout of each floor, the NY family list (Phan.) and Genera lists for the Crypt. They can be found in Z:\Pub \Herbarium Info\Intro to Herbarium\

Handling the compactors and cabinets properly: Please only move one bank of cabinets at a time and do not open an aisle halfway. To unlock an aisle please do not slam the button! Gently push it in halfway, when you feel tension you may then use more force to unlock it completely. When you are finished, please make sure nothing is left in the aisles and also that cabinets are completely closed, with latches at top and bottom of the doors engaged and both handles in the closed position.

After removing specimens for study:   Please re-file any genus and species covers and any specimens that you did not annotate.  Please do not refile any specimens that you have annotated, we must record new identifications and name changes for many of the specimens. There are cubbies on each floor of the herbarium to leave such specimens.

Annotations: If you are annotating many specimens, you may use this template to make annotation labels. 

Sampling specimens: If you need to sample specimens, please read the destructive sampling policy and consult a member of the herbarium staff.  See policy here:  [http://sciweb.nybg.org/science2/destructive_sampling.asp http://sciweb.nybg.org/science2/destructive_sampling.asp]

Curating herbarium: If specimens need to be shifted or new folders made, please contact Nicole (Phan.) or Ellen (Crypt.)and also consult these instructions Z:\Pub\ Herbarium Info\Intro to Herbarium\Requesting genus covers.

Supplies: If you need glue, annotation slips, destructive sampling slips, genus/species covers, label paper, packets, microscope bulbs, etc., or if you notice that they are running low in the herbarium or visitor offices, please contact Nicole.

Microscopes: If there is a problem with any of the scopes in the Herbarium, or in the visitor offices, please contact Nicole. Please do not move scopes or lamps to different stations.

Computers: If there is a problem with any of the computers in the Herbarium or in the visitor offices, please contact Stella. If it is an EMu or Virtual Herbarium problem, please contact one of the Information Managers ( Melissa, Kim, Joel).

Herbarium Management Guides

2016-03-16T19:04:44Z

Ntarnowsky:

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

= General use of Herbarium =

[[Herbarium use guidelines]]

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

[[NY Family List|NY Family List]]

Herbarium Label Templates

= Exchange =

[[Exchange Lists]]

= Mounting =

Specimens to be mounted may be dropped off at the counter height cabinet on the 4th floor near the lunch table, or in the mounting room, at second table from the door.

-Please separate staff collections (i.e., any collections that were processed here) from nonstaff collections (those made and processed by staff at other institutions, e.g., gifts for identification that you received).

-Indicate on droptag: “staff” or “nonstaff”, and whether you want the specimens returned to you or filed into the herbarium.

-If a collection has separate fruit or material for two sheets, make sure there are enough labels.

If you have specific requirements for your specimens, please consult Nicole before leaving them in the mounting room

= Filing =

Specimens to be filed may be dropped off at counter height cabinet on the 4th floor near lunch table.

-Some staff members prefer to curate their families themselves. The Herbarium maintains a list of families to be set aside for individual staff members to file. Please contact Nicole if you would like to file a particular family and she will add your name to this list. 

[[Numbering and Sorting Specimens|Numbering and Sorting Specimens]]

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

[[Filing Instructions|Filing Instructions]]

[[Common Abbreviations|Common Abbreviations]]

= Processing =

[[Collection Control Form|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

[[How to Retrieve New Determinations|How to Retrieve New Determinations]]

[[Common Abbreviations|Common Abbreviations]]

[[How to Report Inhouse Determinations]]

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

[[Guidelines for orienting visitors|Guidelines for orienting visitors]]

[[Visitor Information|Visitor Information]]

[[How to Report Inhouse Determinations|How to Report Inhouse Determinations]]

= Loans =

How to request a loan

= Shipping =

Herbarium Management Guides

2016-03-16T19:04:14Z

Ntarnowsky:

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

= General use of Herbarium =

Herbarium use guidelines

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

[[NY Family List|NY Family List]]

Herbarium Label Templates

= Exchange =

[[Exchange Lists]]

= Mounting =

Specimens to be mounted may be dropped off at the counter height cabinet on the 4th floor near the lunch table, or in the mounting room, at second table from the door.

-Please separate staff collections (i.e., any collections that were processed here) from nonstaff collections (those made and processed by staff at other institutions, e.g., gifts for identification that you received).

-Indicate on droptag: “staff” or “nonstaff”, and whether you want the specimens returned to you or filed into the herbarium.

-If a collection has separate fruit or material for two sheets, make sure there are enough labels.

If you have specific requirements for your specimens, please consult Nicole before leaving them in the mounting room

= Filing =

Specimens to be filed may be dropped off at counter height cabinet on the 4th floor near lunch table.

-Some staff members prefer to curate their families themselves. The Herbarium maintains a list of families to be set aside for individual staff members to file. Please contact Nicole if you would like to file a particular family and she will add your name to this list. 

[[Numbering and Sorting Specimens|Numbering and Sorting Specimens]]

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

[[Filing Instructions|Filing Instructions]]

[[Common Abbreviations|Common Abbreviations]]

= Processing =

[[Collection Control Form|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

[[How to Retrieve New Determinations|How to Retrieve New Determinations]]

[[Common Abbreviations|Common Abbreviations]]

[[How to Report Inhouse Determinations]]

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

[[Guidelines for orienting visitors|Guidelines for orienting visitors]]

[[Visitor Information|Visitor Information]]

[[How to Report Inhouse Determinations|How to Report Inhouse Determinations]]

= Loans =

How to request a loan

= Shipping =

Guidelines for orienting visitors

2016-03-16T18:41:55Z

Ntarnowsky: Created page with "= GUIDELINES FOR ASSISTING VISITORS =   #'''Sign in:  '''Take the visitors to sign the guest book and fill out a purpose-of-visit form which is next to the guest b..."

= GUIDELINES FOR ASSISTING VISITORS =

 

#'''Sign in:  '''Take the visitors to sign the guest book and fill out a purpose-of-visit form which is next to the guest book on the fourth floor of the Library building. All visitors are required to wear a pass at all times. Give them a key card to the PSC and show them how it works, and (if applicable) a give them a key to their study room.

 

#'''Information sheet:  '''Give the visitors the printed information about the herbarium and its rules and ask them to read it before using the collection. You can find the printed copies next to the guest book.

 

'' If this is a lichen visitor, take her or him to James Lendemer or Dick Harris.  Lichens       may only be studied without prior approval.''

 

#'''Loans:'''  If the visitor wants to pull a loan, provide a loan request form and ask that it be filled out and left with the pile of pulled specimens in the herbarium. Make it clear that, before the loan can be approved or sent, the Director of the visitor’s herbarium must send a loan request (letter or email) to the Director of the NY Herbarium. Ask the visitor to leave all folders in the cases and the specimens selected for the loan should be left on the half-highs in the herbarium with the loan form.

 

''If this is a cryptogamic loan, please put the specimen inside a temporary folder (on the half highs near the collections) and write the taxon name of the folder it was removed from on the outside if the name is different, or leave the specimen on top of the folder or box it was removed from.  If nothing was removed from either the folder or cubby box, please carefully return the specimens to the cases in the correct order.''

 

#'''Sampling specimens:'''  If the visitor wishes to remove material from specimens, give a copy of the Destructive Sampling Policy, if she/he doesn’t have it already, to read before doing any sampling.  The form must be signed and given to you.  The signed form should then go to Matthew Pace,''or to Ellen Bloch if a cryptogamic specimen.''

 

#'''Library:'''  If the visitor wishes to use the Library, give him/her the appropriate information (closed Monday, etc.) and take him/her there.  Arrange for a tour for long- term visitors (one month minimum) with Linda DeVito or Stephen Sinon.

 

#'''Press: '''Visitors interested in obtaining NYBG Press publications, ask them to check the Garden Shop first (which can be done online).  If not available there, take them to the NYBG Press office and check there.

 

#'''Filing system: '''When in the herbarium, explain the arrangement of specimens and point out the colorful map on the wall by the entrance of each floor.  Stress our appreciation for their returning material to the cabinets in the correct order.

 

#'''Supplies:'''  Make sure that visitors have access to annotation slips and glue.  Ask them to glue annotation labels with their new determinations to the ''vascular plant ''specimens.  ''In the crypt, put the new annotation under the lip of the packet or inside the box.''

 

#'''Handling specimens:  '''Show the visitor how to handle folders of specimens: put the folder down on a flat surface and ask them not to turn specimens over. Tell the visitor to leave any specimens with new determinations and any types found in the general collection on the counter top. Ask the visitor to return all folders to the cases in the correct order.  ''For how to handle the cryptogamic collections, see #3.''

 

 

#'''Equipment use:'''  Demonstrate how the cabinet doors should be securely closed.  Show how the compactor cranks and locks are to be used, and emphasize that no more than one bank should be moved at a time.  ''Also show correct door handle position.  ''If s/he will work in the herbarium make sure the microscope they will use is set up correctly.  If they will use the herbarium computers, show them how to log in.

 

#'''Lights:'''  Demonstrate the light switches.  Ask the visitor to turn off any lights in the herbarium that are no longer needed and to turn them all out at the end of the day if s/he is the last to leave.

 

#'''Type Herbarium:''' Type specimens are filed under the basionym in the currently accepted family.  If the visitor selects types for a loan, emphasize that only the specimens themselves should be removed from the cabinets and place on the countertop.  All folders must be returned to the cabinets in the correct order.

 

''Cryptogamic types are filed in the general collection, inside the first red folder for each genus, by basionym.''

 

#'''Study rooms: '''Show the visitor to their office.  Show him/her the ID and password to access the NYBG network, point out the microscope, and the cart which can be used to bring specimens back and forth from the herbarium.  Ask that, when s/he leaves for the day to: make sure that the microscope is covered and the computer is off.

 

#'''Specimen clean-up:'''  Specimens left by the visitors will be handled by Nicole Tarnowsky and Leanna McMillin ''for vascular plants, and by Ellen Bloch or Gena Fernandez for cryptogams''. From newly annotated specimens, they will update EMu records for barcoded specimens, catalogue any that pertain to VH catalogues, and records dets for staff collections.  ''Vascular s''pecimens that just need to be refiled can be put in cabinets A or B in the vestibule on each floor of the PSC, with a drop tag indicating the family.  ''Cryptogamic specimens can be left on the nearest half high in the herbarium, and Ellen Bloch or Gena Fernandez should be made aware of this.  Vascular s''pecimens wanted as a loan will be handled by Amy Weiss. ''Cryptogamic specimens wanted as a loan will be handled by Ellen Bloch.''

 

[NT] Updated March 2016  [edb & gf] updated 11 Sep 2015

Herbarium Management Guides

2016-03-16T18:41:17Z

Ntarnowsky:

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 =

Specimens to be mounted may be dropped off at the counter height cabinet on the 4th floor near the lunch table, or in the mounting room, at second table from the door.

-Please separate staff collections (i.e., any collections that were processed here) from nonstaff collections (those made and processed by staff at other institutions, e.g., gifts for identification that you received).

-Indicate on droptag: “staff” or “nonstaff”, and whether you want the specimens returned to you or filed into the herbarium.

-If a collection has separate fruit or material for two sheets, make sure there are enough labels.

If you have specific requirements for your specimens, please consult Nicole before leaving them in the mounting room

= Filing =

Specimens to be filed may be dropped off at counter height cabinet on the 4th floor near lunch table.

-Some staff members prefer to curate their families themselves. The Herbarium maintains a list of families to be set aside for individual staff members to file. Please contact Nicole if you would like to file a particular family and she will add your name to this list. 

[[Numbering and Sorting Specimens|Numbering and Sorting Specimens]]

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

[[Filing Instructions|Filing Instructions]]

[[Common Abbreviations|Common Abbreviations]]

= Processing =

[[Collection Control Form|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

[[How to Retrieve New Determinations|How to Retrieve New Determinations]]

[[Common Abbreviations|Common Abbreviations]]

[[How to Report Inhouse Determinations]]

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

[[Guidelines for orienting visitors|Guidelines for orienting visitors]]

[[Visitor Information|Visitor Information]]

[[How to Report Inhouse Determinations|How to Report Inhouse Determinations]]

= Loans =

How to request a loan

= Shipping =

How to make labels in EMu

2016-03-16T18:38:37Z

Ntarnowsky: Created page with "== How to print Annotation Labels from KE EMu and MS Word ==   #Open the Catalogue module #Search '''('''File:) for the records you need to get the annotations labe..."

== How to print Annotation Labels from KE EMu and MS Word ==

 

#Open the Catalogue module
#Search '''('''[[File:]]) for the records you need to get the annotations labels from
#While at the results, select ''Tools>Reports'', or click on  [[File:]]

The ''Reports ''box displays with the titles of available reports.

#Select “'''''Dets Annotation labels'''''”
#Click on the ''Report All'' button.

The report displays one det for each record.

#While at the report, click on the Export report icon ([[File:]])
#Choose format Microsoft Word – Editable (RTF)
#Click Ok
#Click OK to All page range
#Save it into a new file on your hard drive.
#Go to Microsoft Word and open the file you just created
#Click ''Format'' from the menu bar
#Select ''Columns'' and select Two. This forces the dets to go to next column
#Highlight the annotation label you need to duplicate
#Copy it by clicking on ''Edit>Copy'', or by pressing Ctrl+C
#Go below the annotation label you just copied, press Enter three times and press Ctrl+V to insert the label. 

Repeat this step as many times as necessary to complete the number of annotation labels you need to print.

 

'''NOTE: ''' make sure that the last annotation label at the bottom of the page is complete.  If not, then press Enter until all the information for that label is moved to the next column.

#Save
#Print the annotation labels.

 

'''NOTE: ''' for the det. to be displayed in the report, the record in EMu has to have a determiner.  If there is no determiner, then enter “Determiner unspecified” in the ''Determiner ''field, so that EMu can create the annotation label. The “Determiner unspecified” will not show on the annotation labels.

               Also If  the det is made by more than one determiner at the time, the determiner info in the EMu record should be entered as a combination of the names, otherwise the report will print as many dets as determiners it has. This is because the Determiner field is a multi-valued field.

               when entering a det into EMu with more than one determiner you need to create a record for the combination of determiners, if the record does not yet exists, instead of entering each determiner independently. For example:  for a det. by:  P. J. Maas & H. Maas, the EMu record in Parties should be:

== Procedure for making batch labels in EMu  ==

 
<ol style="list-style-type:upper-alpha;">
<li>'''Entering label info into EMu from fieldbooks.'''</li>
</ol>

 

I.    Set label defaults. There are several fields that are different for entering label records than for entering specimen records. You must use a label default to reflect these differences. There is a standard one, but if you have additional fields that you want to appear on your labels you can create a label default of your own. 

           

#'''Select base label default''': Start a new Catalogue record. Go to Edit, Default Values, Change. Select “Label default”. Click OK. It will automatically fill in the fields below as such. These defaults are now in effect for all new Catalogue records that you create. '''When you finish entering the label records you must remember to change the default settings back to your original defaults.'''

*Determination tab:

Record Type: Specimen Pending

*Specimen tab:

Herbarium: NY

Division: Vascular Plants

Nature of Object: Sheet

No. of Objects: 1 of 1

Location: Cold Room

Specimen Status: Unmounted

 

#'''Create your own label default''': If there are additional fields you find useful for your particular project you may create your own set of defaults. This may include Project, Funders, Report dets to Institutions, and any other field that will be the same on each label.

*Start a new catalogue record with the base label defaults already selected. Now enter into record additional fields that you want to set as defaults.
*Go to Edit, Default Values, Set As Default Values
*Title your set of defaults, (i.e. Acre Labels)
*Click “OK”
*To select the default that you just created, go back to Edit, Default Values, Change…
*The set of label defaults you created will appear as a choice. Select it and click “OK”. These defaults are now in effect for all new Catalogue records that you create. '''When you finish entering the label records you must remember to change the default settings back to your original defaults.'''

 

II. Enter label records.

#First create the collection event records using the template tool. Working with the field notes, you can generate all records with the same collection event data at once, EMu will automatically  create each collection number. Consult with Nicole for directions.

Create first record and save. Go to Tools> Templates, choose “fieldbook generic”

Template Wizard will lead you through the process.

 

#Create the Catalogue records. When you get to the Collection Events field either drag newly created collection event record, or just type collector, collector number and tab. Emu will find the record and attach it for you.

'''Please Note:'''
<ol style="list-style-type:lower-alpha;">
<li>Catalogue module, collection tab - '''Barcode field will be left blank''' until specimen is mounted and barcoded. (That is why the default must set record type to “Pending”. It is the only way EMu will let you save a record without a barcode. Do not enter a provisional number.)</li>
<li>Catalogue module, determination tab – '''The name field must be filled in.''' Even if you only have a determination to Division, Family, or Genus, please enter it. To search for a Genus record (without a species) in the taxonomy module: In query mode, enter the Genus, and enter “!*” in the species field. Similarly, to search for a Family record (without a genus): Enter the Family and enter ”!*” in the Genus field. The Division records in the taxonomy module (Vascular Plants, Mosses and Fungi) are saved in a group titled “Division records”, for easy retrieval.</li>
<li>Catalogue module, features tab - “Notes (shown on label)” field. We now have a field in EMu for additional notes about the specimen that you would like on the label. (i.e.”Photo”, or “Preserved in EtOH”)</li>
<li>Catalogue module, processing tab -  fill in the appropriate figure in the “number of duplicates” field. EMu will automatically copy this number to the “number of labels” field. If you have a specimen that will require more than one label per duplicate (i.e. a specimen with a separate fruit or more than one sheet), change the “number of labels” field accordingly.</li>
<li>Catalogue module, processing tab – We have a new field for project. This is to distinguish between projects we want to appear on the label as opposed to projects associated with a group of records in the database. Please enter projects you want to appear on the label (such as “Flora of Acre”) in this label project field.</li>
<li>Catalogue module, processing tab – Report determinations to institution. Fill in this information according to what was put on the collection control form for this collection.</li>
<li>Sites module, County/Municipio field - You must make sure you choose the place name in the lookup list that already includes the prefix or suffix that designates it as a County or Municipio. For example, for the municipio “Ilhéus” there are two choices in the lookup list, “Mun. Ilhéus” and “Ilhéus”. The label will only print the prefix “Mun.” if you choose “Mun. Ilhéus”. If there is not already a choice with the prefix or suffix, type it into the county/municipio field. It will be added to the lookup list when the record is saved.</li>
<li>Sites module, Coordinates – we now have the capability to enter coordinates in DMS format that have decimals in the seconds. Collectors often record their coordinates in this format, as they appear directly from their GPS unit.</li>
</ol>

 

 

 '''B. Generating Label Report'''

           

          I.    Search Catalogue Module for label records.

 

#On the Determination tab, change the Record Type to “Pending”.
#Go to the Collection Events tab.
#Attach the appropriate collector in the “Participants” field.
#In the “Collection Number” field you can search for a range of numbers or a non-sequential set of numbers.

-To search for a range: You will use the < and > characters, all on one line. For example, to search for all coll. nos. between 9,000 and 10,000 you would type “>=9000 <=10000”, all on one line.

-To search for non-sequential numbers: Type each collection number in a separate line in the Collection Number field.

#You will first want to sort these records by collection number. Click the “sort” button on the toolbar. (Or go to “Tools”, “Sort…”) This will display a window with choices for different sorting schemes that you can run. Select “Coll. no”. It will ask you if you want a summary of the sort items, click “no”.

6.You can save your search results by putting them into a group. Go to Tools, Group, All. It will open a “Save Group” window. You can either create a new group or save these results to an existing group. EMu will save the group sorted.

-To create a new group, click New, it will open another window that says “Group Properties”. Give your group a name (i.e., “Thomas Labels 2004”) and click “OK”.

      II.   Run report for Labels

 

#If you have either just done a search or have called up a group that you saved from a previous search, then you should be in display mode, with a list of the records you want to make a report with.
#Click the “Reports” button on the toolbar. (Or go to “Tools”, “Reports…”) This will display a window with choices of reports that you can run.
#Choose the report you want.

*To make a proof set of labels (one label of each collection), select the report titled “Label–NY”.
*To make a complete set of labels choose “Label-NY (x Number of Labels)”.
*Click “Report All” (Simply clicking “Report” will only report selected records from your Catalogue search.)

#The report will be generated and can be viewed in Crystal Report Viewer. You can print directly from here, but the labels will look better if you export to a MS Word file, to edit and print from there.

*Click the “export” button.
*In the ‘Format” field choose “MS Word (RTF)” (Do not choose MS Word Editable (RTF), if you have more than two labels in your report the formatting gets messed up.)
*In the “Destination” field choose “Disk file”
*Click “OK”
*Choose page range (or simply leave as “All”), click “OK”.
*Decide where you want to save this Word file, click “Save”.

#You can now close EMu and work with your labels or processing list in Word.

 

III. There is one remaining bug that we know of in the report.

#If you have a header for the top of the label that is more than one line long, it is not wrapping the text. So, the header is truncated. A temporary solution is to create two records for the header, splitting it in half. You can then attach both records in the “Projects” field on the label tab. They will both print on the label spaced correctly. We have just reported this bug to EMu (Apr 2010), hopefully it will be fixed soon.

IV. Printing the Labels

#When you are ready to print the labels you will notice that there are only two labels per sheet. In order to save paper, print the first half of the labels. Take these, turn paper around and reinsert into printer paper tray so that you can print the second half of the labels on that same paper. 
<ol style="list-style-type:upper-alpha;">
<li>'''Barcoding specimens whose labels were made in EMu'''. If specimen labels are made in EMu, the specimens, when eventually mounted, should be barcoded before they are filed into the herbarium. Use this protocol:</li>
</ol>

 

1.Organize mounted sheets by collection number.

2.Search for records you want to barcode. See B. (I.) of these instructions. Or recall group if you have grouped the records.

3.Sort records by collection number.

4.Display results in “Show Details” mode.

-Go to Collection tab, enter barcode.

5.Save record, scroll to next record, repeat Step 2, etc.

6.'''IMPORTANT:''' When you have entered barcode numbers for all of these specimens, save them as a group. (Name group, i.e. “Barcode Thomas Labels25”) Notify Nicole at this stage so that she can do a mass change to update the records, changing the Record Type to “Specimen”, the Location to “general herbarium” and Specimen Status to “currently held”.

 

 

'''NT Nov 2014'''

Herbarium Management Guides

2016-03-16T18:21:27Z

Ntarnowsky:

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 =

Specimens to be mounted may be dropped off at the counter height cabinet on the 4th floor near the lunch table, or in the mounting room, at second table from the door.

-Please separate staff collections (i.e., any collections that were processed here) from nonstaff collections (those made and processed by staff at other institutions, e.g., gifts for identification that you received).

-Indicate on droptag: “staff” or “nonstaff”, and whether you want the specimens returned to you or filed into the herbarium.

-If a collection has separate fruit or material for two sheets, make sure there are enough labels.

If you have specific requirements for your specimens, please consult Nicole before leaving them in the mounting room

= Filing =

Specimens to be filed may be dropped off at counter height cabinet on the 4th floor near lunch table.

-Some staff members prefer to curate their families themselves. The Herbarium maintains a list of families to be set aside for individual staff members to file. Please contact Nicole if you would like to file a particular family and she will add your name to this list. 

[[Numbering and Sorting Specimens|Numbering and Sorting Specimens]]

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

[[Filing Instructions|Filing Instructions]]

[[Common Abbreviations|Common Abbreviations]]

= Processing =

[[Collection Control Form|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

[[How to Retrieve New Determinations|How to Retrieve New Determinations]]

[[Common Abbreviations|Common Abbreviations]]

[[How to Report Inhouse Determinations]]

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

Guidelines for orienting visitors

[[Visitor Information|Visitor Information]]

[[How to Report Inhouse Determinations]]

= Loans =

How to request a loan

= Shipping =

Herbarium Management Guides

2016-03-16T18:19:26Z

Ntarnowsky:

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 =

Specimens to be mounted may be dropped off at the counter height cabinet on the 4th floor near the lunch table, or in the mounting room, at second table from the door.

-Please separate staff collections (i.e., any collections that were processed here) from nonstaff collections (those made and processed by staff at other institutions, e.g., gifts for identification that you received).

-Indicate on droptag: “staff” or “nonstaff”, and whether you want the specimens returned to you or filed into the herbarium.

-If a collection has separate fruit or material for two sheets, make sure there are enough labels.

If you have specific requirements for your specimens, please consult Nicole before leaving them in the mounting room

= Filing =

[[Numbering and Sorting Specimens|Numbering and Sorting Specimens]]

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

[[Filing Instructions|Filing Instructions]]

[[Common Abbreviations]]

= Processing =

[[Collection Control Form|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

[[How to Retrieve New Determinations|How to Retrieve New Determinations]]

[[Common Abbreviations|Common Abbreviations]]

[[How to Report Inhouse Determinations]]

= Types =

[[Vascular Types]]

[[Type Annotation Labels]]

= Visitors =

Guidelines for orienting visitors

[[Visitor Information|Visitor Information]]

[[How to Report Inhouse Determinations]]

= Loans =

How to request a loan

= Shipping =