1. Each cataloger is assigned a group (eg. FTG lichens), select a box in sequence, get a start here marker and use it to mark where you are at. Put a note on the box indicating you are working on the box (only you will be working on this box).

2. When editing Bryophytes (Mosses) and Hepatics (Liverworts), go to http://bryophyteportal.org/portal/

When editing Lichens, go to http://lichenportal.org/portal/

3. On the left side of the site, click “Log in.” Enter your Login information. If you need more information about how to access the portals we have posted a more graphically detailed guide, but this is also a good explanation.


4. Click “My Profile” and choose “Specimen Management” tab.


5. Under Collection Management, select the correct collection (eg. FLAS, FTU, FTG, etc., different collections will appear depending on the project you have been assigned to work on), shown above.


6. Under Data Editor Control Panel, select “Edit Existing Occurrence Record”.


7. Enter barcode number under “Catalog Number:” in the Record Search Form and click Display Editor
Search screen

8. In the occurrence data tab…

Check that the barcode and the image coincide and that the image matches the specimen you are working with.  The catalog number field should match the barcode in the image.  If the specimen was not imaged or the barcodes are not matching please put the specimen in the problem box with a note, or you can come to ask questions to either Kent or Lorena.

9. Cataloging standards:

Start each field with lower case. Only capitalize proper names.

Separate statements with commas.

Do not end fields with punctuation unless it is an abbreviation.

Consecutive initials should be entered without a space between them.  E.g., K.D. Perkins, not K. D. Perkins.

10. In the occurrence data tab, which should be the default, fill in or proof … (if applicable)

Collector : enter the one or more collector names as given on the label except don’t put a space between initials. The collector name(s) often follows “coll.”, but may appear with no prefix or be present in the header of the label.  Typically a collection number follows the collector name(s). For hard to read labels try the Harvard Index of Botanists database.  Enter any collector names after the collection number or after “with” in the associated collectors field.

Number : the collection number usually follows the collector names(s).  Don’t put commas in the numbers.

Verbatim Date : enter the date, including a date range, exactly as shown on the label.

YYYY-MM-DD (after clicking the pencil icon)

Scientific Name: enter the most recent name on the label.  I.e., if there are annotations, use the most recent name.  Make sure infraspecific designations are present (var. ,  subspecies, etc.).

ID Qualifier (eg. “cf. rigidula”, “aff.”)

Country: enter the country, if not present.  U.S., U.SA., etc., should all be entered as “United States.”

State: enter the state or the 2nd level of geographic division below country.

County: enter the county (or Parish) for U.S. states.

Locality: enter the locality as stated on the label.  If it is split/

Verbatim Coordinates (after clicking the pencil icon): enter the coordinates exactly as stated on the label.  If the system recognizes them, it will fill in the appropriate standardized coordinate fields.  If it doesn’t, this will be dealt with during georeferencing.

Verbatim Elevation: enter the elevation as given on the label, do not convert it.  Click << and the system should automatically fill in the elevation in meters fields.

Habitat (this field describes the place where the specimen was found growing, e.g. pine forest)

Substrate (on top of what was the specimen growing)

Associated Taxa: the names of other plants the specimen was growing with.

Description: descriptive terms about the plant (matting, epiphytic).  For vascular plants this would include flower color, height, etc.

Notes: Any special notes on the label or project headings may be entered here.

Note: Data in Locality, Habitat, Substrate, and Associated Taxa can be repeated (If applicable).

11. Under Processing Status, select “Stage 1” in the drop down box.

12. Click “Save edits.”

13. When searching the next record, make sure to click on the top right corner to search a new

Catalog Number. Go to the upper side of the screen and double click the magnifier icon, enter the catalog number and hit “Display editor”