[SOS-PCA] December SOS Collector Call Notes

[Hill, Sarah E]

Hello everyone,

Today was our last SOS Monthly collector call for the 2024 season. Our first call in 2025 will be February 4th at 10am Mountain Time. If you are going to be involved with SOS in 2025, you will need to register for the 2025 call, 2025 mail list, and 2025 GeoPlatform. We will be sending out a registration form once it is finalized in a few weeks, and you will not be added to next year's lists unless you complete the registration.

Below are the notes from our discussions today, let me know if you have any questions. It has been a pleasure working with all of you in 2024 and I hope you have a great December!

Last call of 2024, See You in 2025!

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If you will be participating in SOS for 2025, you will need to re-register for the collector call and GeoPlatform groups using a new form. Keep an eye on your inbox for a link coming soon.



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We are changing some processes to streamline data collection in 2025, and everyone must complete a pre-season activity before being moved into their actual collection group. We are still finalizing the activity and the forms, so no one will be added to the 2025 preseason group until mid January.


End of season wrap-up

If you want seed back by spring 2025

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Once seed has been sent to a facility, fill out the appropriate Clearance Form. Clearance form tells facility to prioritize cleaning. Forms must be in by Jan 30th. Facilities need at least a month lead time, so factor that into your planning.
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Forms for Bend and Dorena downloaded from the SOS website sidebar. If seed is going to NLGRP for temporary storage, work with your Agency Coordinator if you need seed back sooner.


Review the End of Season Checklist 2024 document – Data review and end of season deliverable deadline December 15!

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Make sure everything is wrapped up and documented properly before season is closed out
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Send end of season documents (after final data QC review) to your agency coordinator
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Make sure you are communicating with your Agency Coordinator when you are going to end / if you are going to extend your season.


Shipping Vouchers to Smithsonian – Wait until after the new year

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Smithsonian voucher freeze Nov 20th  through Jan 6th. If you can’t send them before that date and you are going to be done, arrange for someone to send them when they can accept them.
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 Shipping can resume after the first week of January.
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Follow directions for shipping on the SOS website “Guide to Herbarium Specimens for SOS” https://www.blm.gov/sites/default/files/docs/2021-10/Guide%20to%20Herbarium%20Specimens%20for%20SOS.pdf
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Use herbarium label template export – instructions in help documents. Make sure you double check important info


Shipping seeds – Deadline also December 15!

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Shipping in inclement weather / blizzards – wait! We don’t want packages to get stuck somewhere for too long. If that means your seeds would be shipped after Dec 15, talk to your Agency Coordinator.
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Shipping in freezing temps OK as long as seed is dry
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Know where you are supposed to send seeds! Updated list was sent out via email and posted in your GeoPlatform help documents.
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Seed might go to different locations depending on when it is needed back. Please review cleaning assignments and number of collections each team should send to each location carefully. If you have any questions, reach out to your Agency Coordinator and Sarah Hill.
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Fill out seed tracking form for collections that have been/are being shipped. If you need to delete a seed tracking form, follow guidance in “How to Edit Seed Tracking Forms” in GeoPlatform Help Documents
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Please review your seed tracking form submissions. Many folks preemptively filled out the forms and wrote the wrong destination. Please edit or delete incorrect forms.


If sending to NLGRP for temp storage

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Read the instructions carefully. Detailed in “Shipping Seed to NLGRP 2024”
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Fill out the seed tracking form for these collections and make sure to write your box ID on each box. If someone cannot fill out the seed tracking form, reach out to your agency coordinator
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If shipping more than 10 colls/box or more than 10 boxes of a coll, then reach out to agency coord.
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Send email and tracking information to Lisa Hill and Chris Walters at the NLGRP
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Pack seed based on what you think might be needed together



Digital Data Collection Updates
2024 groups will be closed January 24th at 5pm through February 9th. If you will be scouting or collecting during this time, please use paper data sheets.
December 15th is the last day to send Kristy shapefiles, geodatabases, or links to spatial data you want in your maps for next season.

Common errors final QC

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Consult the QC guide and video in your GeoPlatform Help Documents for details of what to review
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Mapped point and the coordinates are the same
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If they do not match
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If you have not used the Data Management Site for QC yet, open the form in Survey123, select the map, enter your correct coordinates, then select the checkmark and resubmit your form.
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If you have used the Data Management Site for QC, send Kristy a spreadsheet of the Scouting ID or Collector Code, and the correct coordinates
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Make sure things like Landowner are standardized (Ex. BLM, NPS, USFWS)
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Number of plants sampled on the collection viability page and the total plants sampled should be the same
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Locality information in the Scouting and Rescouting form should be completed. If you filled it out first, it would have auto filled onto the collection form.
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We made this field not required to submit Survey123 forms so that folks could use the data management site if they preferred. It is a required field for all forms




For the seeds,

Sarah


Sarah Hill

she/her

Seeds of Success National Curator
Bureau of Land Management - contractor

Currently working from home - contact me for my cell #


Seeds of Success<https://www.blm.gov/programs/natural-resources/native-plant-communities/native-plant-and-seed-material-development/collection>

National Seed Strategy<https://www.blm.gov/programs/natural-resources/native-plant-communities/national-seed-strategy>

Plant Conservation Alliance<https://www.blm.gov/programs/natural-resources/native-plant-communities/national-seed-strategy/pca>

Subscribe to the PCA and SOS listservs<http://lists.plantconservation.org/mailman/listinfo>

Why I list my pronouns<https://pronouns.org/what-and-why>

I respectfully acknowledge that I live and work on the unceded ancestral, traditional and contemporary lands of the Nuwe/Nume (Paiute, Shoshone, Bannock) people, as well as other indigenous tribes who traveled through the area known as Idaho who have stewarded this land throughout the generations.
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