Guidelines for orienting visitors: Difference between revisions

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If you are hosting visitors to the herbarium, please keep the following in mind:
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 who will add them to the Visitor List. Lisa emails this list every Friday so we know who to expect the following week. If you would like to be included on the email, please contact her.
*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.


*Accommodations in the Garden apartment and study rooms are arranged through Lisa.
*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.
 
*When a visitor arrives, s/he must sign the guest book on the fourth floor and get a Herbarium Pass and a key card through Lisa or Charlie.
 
*Each visitor must be oriented to the Herbarium by a herbarium staff member (usually Charlie, Edgardo, Matthew or Leanna for the Phan. and Ellen for the Crypt).  If you want details on the orientation, ask one of these people.
 
*Tours of the herbarium, mounting room, imaging lab, for visitors not using the herbarium for research should be arranged in advance through Barbara, Matthew, or Nicole.


*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 ==
== Guidelines for Assisting Visitors ==
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'''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.
'''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?]
'''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]


 
 


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


 
 


'''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). 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.''


 
 


''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 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.


 
 


'''4. 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).
'''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.


 
 


'''5. 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.
'''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]]. 


 
 


'''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. 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.


 
 


'''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. 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.'' 


 
 


'''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''' plantspecimens.  In the '''crypt''', put the new annotation under the lip of the packet or inside the box.
'''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.


 
 


'''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. 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.
 
 
 


'''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 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.


 
'''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.
 
'''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 s/he is the last to leave.
 
 
 
'''12. 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.''
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 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.
'''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.


 
 


'''14. 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.
'''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.

Latest revision as of 21:03, 22 January 2025

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. 

 

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 specimens wanted as a loan will be handled by Amy Weiss. Cryptogamic specimens wanted as a loan will be handled by Laura Briscoe.

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