Transcribing instructions for BioGaps. February 2017

Transcription

1 Transcribing instructions for BioGaps February 2017

2 Thank you for taking the time to assist with transcribing specimen labels for The Karoo BioGaps Project. Converting the specimen information held in museums and herbaria into digital format means that the data can be put to valuable use for further research and conservation projects. Please follow the instructions below to become part of the BioGaps transcribing team.

3 Step 1. Register with Transcribe Images of plant, bee and grasshopper specimens and their labels, for BioGaps, will be uploaded onto SANBI s online transcribing tool called Transcribe. Go to Transcribe: To register, click on Login.

4 Step 1. Register with Transcribe (cont.) In the next window, at the very bottom, click on Sign up now. Enter your details and click on Create account. Follow the instructions. You will then be able to log in to your account on Transcribe. Once logged in you can access your profile:

5 Step 2. Select Expedition The BioGaps labels will be grouped into Expeditions, e.g. grouped by institution and/or plant/animal group. Once you have logged in, you can select the Expedition you d like to work on in two ways: 1) Clicking on Institutions in the menu bar. 2) Clicking on Expeditions in the menu bar.

6 Step 2. Select Expedition (cont.) Selecting an expedition via Institutions When you click on Institutions, you will be given a list of participating institutions with their logos. Beneath each one will be information on the number of: Expeditions Volunteers Tasks Example: Bolus has 1 expedition with 10 tasks and no volunteers have started working on this institution yet, whereas Compton has 4 expeditions with 30 tasks overall and one volunteer transcriber.

7 Step 2. Select Expedition (cont.) Selecting an expedition via Institutions Click on the institution you wish to work on, e.g. Compton. Then in the next window click on See our expeditions. For each expedition there will be an image representing the plant/animal group with some information below the image indicating: - The number of tasks (i.e. number of labels to be transcribed). - % of tasks (labels) that have been transcribed. - % of transcribed labels that have been validated. Click on the expedition (plant/animal group) you wish to work on, e.g. Crassulaceae. Then in the next window click on Get started. Proceed to Step 3.

8 Step 2. Select Expedition (cont.) Selecting an expedition via Expeditions When you click on Expeditions, you will be given a list of all expeditions loaded for BioGaps, with an image representing the plant/animal group and some information below the image indicating: - The number of tasks (i.e. number of labels to be transcribed). - % of tasks (labels) that have been transcribed. - % of transcribed labels that have been validated. Click on the expedition (plant/animal group) you wish to work on, e.g. Crassulaceae. Then in the next window click on Get started. Proceed to Step 3.

9 Step 3. Open a record for transcribing When you open a (task) record for transcribing, you will see something like this: - An image of the specimen and its label on the top left. - Text boxes and fields for input to the right of the image and below it.

10 Step 4. The image You can zoom in and out of the image by pressing the + and signs in the bottom left of the image. Once zoomed in you can move the image around by either pressing one of the four arrows in the bottom left of the image, or by clicking on the image with your mouse and moving the mouse around.

11 Step 4. The image (cont.) You can enlarge the image into a separate window by clicking on in the bottom right corner of the image. This will allow you to view the image while you scroll down through the text fields. You can also use the pin button to pin the image to the top of your window, and then you can scroll through the text fields below the image with the image still visible. Press the pin button again to unpin it.

12 Step 5. Transcribing For BioGaps, we require transcribing for plant, bee and grasshopper specimens. The fields required for each group will differ and will be discussed separately in the pages to follow. The amount of information on the labels will differ between specimens. Sometimes there will be lots of information. Other times there will only be a little information, meaning not all fields can be completed. Only complete fields for which information is available.

13 Step 5. Transcribing (cont.) In all cases, when transcribing the label information into the Verbatim Text box to the right of the image, please note the following: Verbatim means: in exactly the same words as were used originally. Write locality details down exactly as on the label. Even if they seem to be misspelt, do not make corrections. E.g. Ladysmith and Ladismith are two different places. Do not correct dates; write them exactly as on the label. Write species names as written on label. Write coordinates down exactly, if they are given. This applies to observer name and country as well, and any other info. Do not expand on abbreviations. If anything is illegible, use a?. Use the bottom icon menu to add special characters such as : (e.g. degrees, minutes, seconds for coordinates) If there is more than one label, leave an empty row between text lines to distinguish between separate labels.

14 Step 6. Transcribing Plants When transcribing plant labels, please take note: ONLY transcribe labels that are legible. Do not transcribe hand written labels that are very difficult to read, rather skip these records. Press the skip button top right: Plant experts with knowledge of collectors will transcribe these.

15 Step 6. Transcribing Plants Section 1. Transcribe all text: Enter all label text into the Transcribe all text box to the right of the image (see point 5 above). Section 2. Collection event: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Transcribe all text box (especially for coordinates with special characters). Verbatim locality (all text) Add all locality info as given on the label. Country Select country from list, if on label. Province Select province from list, if on label. Minor area (district, region, etc.) Also old province names, if on label. Locality (Town, village, etc.) If on label. Verbatim latitude If on label; latitude = South coordinate (S). Verbatim longitude If on label; longitude = East coordinate (E). Quarter Degree Square (QDS) If given on label, e.g. 2518BA. Collector Add main collector s name here, in the format as e.g. Smith, JA. Additional collectors Add names of any other collectors (separate by comma). Collector number Collector s numbering system, if given. Collection date Add the date as it appears on the label. Sometimes Roman numerals are used, especially for the months, e.g. i = January, ix = September. Altitude If on label. Altitude unit Feet or metres.

16 Step 6. Transcribing Plants (cont.) Section 3. Miscellaneous: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Transcribe all text box. Habitat If on label, add habitat description. Plant description If on label, add plant description. Flower colours If on label, add flower colours. Fruit colours If on label, add flower colours. Collection notes Add any extra notes or collection codes. Type material Tick the box if the specimen is a type. Section 4. Identification: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Transcribe all text box. Date Identified Date of latest identification (this is not the date the specimen was collected!), if given. Species Name Scientific name of plant specimen, if given (do not include taxonomic author name). Species author Species author name (found after the species name and starts with a capital letter). Identified by Name of person who identified specimen indicated by det (take the latest determination), if given. Det status - Determination status Section 5. Notes: Add any comments you feel would be useful to anyone using the transcribed data.

17 Step 6. Transcribing Plants (cont.) *Please take note: If there is a species name written in pencil at the bottom of the specimen sheet, then this species name should be captured as we can assume this is the currently accepted name. If there is more than one species name in pencil at the bottom of the sheet, ignore the one in brackets and capture the one that is not in brackets. Correct species name written below label in pencil

18 Example 1: Step 6. Transcribing Plants (cont.) Herbarium Bar code number = image file name QDS Collector Collector number Species name Verbatim locality Minor area Collection date Altitude Species author Plant description Habitat Identified by Collection notes

19 Example 1 (cont.): Step 6. Transcribing Plants (cont.)

20 Step 7. Transcribing Bees Section 1. Verbatim text: Enter the Verbatim text in the text box to the right of the image (see point 5 above). Section 2. Collection event: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box (especially for coordinates with special characters). Verbatim locality Add locality info as given on the label. Collector(s) Add collector name(s) here, separated with a comma, in the format as e.g. Smith, JA. Province Select province from list, if on label. Country Select country from list, if on label. Verbatim latitude If on label; latitude = South coordinate (S). Verbatim longitude If on label; longitude = East coordinate (E). Collection date Add the date as it appears on the label. Sometimes Roman numerals are used, especially for the months, e.g. i = January, ix = September. Quarter Degree Square (QDS) If given on label, e.g. 2518BA.

21 Step 7. Transcribing Bees (cont.) Section 3. Miscellaneous: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box. Section 5. Notes: Add any comments you feel would be useful to anyone using the transcribed data. Sex If on label, select from drop-down, (you may see these symbols on the label: = male, = female). Medium of storage Wet or dry. Collection code Code of collection, if given. Other specimen codes Any other codes on the label. Plant name Name of plant the bee was found on, if given. Section 4. Identification: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box: Species Name Scientific name of bee specimen, if given (do not include taxonomic author name). Species author Species author name (found after the species name and starts with a capital letter). Date Identified Date of latest identification (this is not the date the specimen was collected!), if given. Determined/Identified by Name of person who identified specimen indicated by det (take the latest determination), if given.

22 Example 1: Verbatim locality Collection date Collector(s) Step 7. Transcribing Bees (cont.) Species name Species Author Determined/Identified by Date identified Collection code Other specimen codes

23 Example 2: Verbatim locality Verbatim latitude Verbatim longitude Collection date Collector(s) Step 7. Transcribing Bees (cont.) Country Province i = January = month 1 ther specimen codes Collection code

24 Step 8. Transcribing Grasshoppers Section 1. Verbatim text: Enter the Verbatim text in the text box to the right of the image (see point 5 above). Section 2. Collection event: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box (especially for coordinates with special characters). Verbatim locality Add locality info as given on the label. Collector(s) Add collector name(s) here, separated with a comma, in the format as e.g. Smith, JA. Province Select province from list, if on label. Country Select country from list, if on label. Verbatim latitude If on label; latitude = South coordinate (S). Verbatim longitude If on label; longitude = East coordinate (E). Collection date Add the date as it appears on the label. Sometimes Roman numerals are used, especially for the months, e.g. i = January, ix = September. Quarter Degree Square (QDS) If given on label, e.g. 2518BA.

25 Step 8. Transcribing Grasshoppers (cont.) Section 3. Miscellaneous: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box. Sex If on label. = male, = female. Collection code Code of collection, if given. Other specimen codes Any other codes on the label. Slide number Number of slide, if given. Field notes Section 4. Identification: Enter information into the following fields, only if shown on the labels. You can copy and paste from the Verbatim text box. Species Name Scientific name of grasshopper specimen, if given (do not include taxonomic author name). Species author Species author name (found after the species name and starts with a capital letter). Date Identified Date of latest identification (this is not the date the specimen was collected!), if given. Determined/Identified by Name of person who identified specimen indicated by det (take the latest determination), if given. Specimen type Select from list, if given on label. Section 5. Notes: Add any comments you feel would be useful to anyone using the transcribed data.

26 Step 8. Transcribing Grasshoppers (cont.) Example 1: Collection code Species name Others species codes Verbatim locality Collector(s) Collection date Species Author

27 Step 8. Transcribing Grasshoppers (cont.) Example 2: Sex Species name Verbatim latitude/verbatim longitude Collection date Collector(s) Others species codes Verbatim locality

28 Step 9. Save and submit your work If you wish to save your work for completion at a later date, press the button Save unfinished record at the very bottom of the page. Please save your work before 30 minutes are up, otherwise the task may be allocated to another volunteer and you ll lose all your hard work! To return to your saved record, click on the Return to saved task link.

29 Step 9. Save and submit your work Once you ve done transcribing the label information, press the button Submit for validation at the very bottom of the page. An approved validator will then check your work (see step 10). If you find a record too difficult to transcribe, press the Skip button at the very bottom of the page to move on to the next record.

30 Step 10. Check your validated records Once you have submitted your records for validation, an approved validator will check your work. If you correctly transcribed the record, it will be marked as Valid. If major errors are found, the validator will mark your work as Invalid. The validator would add comments referring to the major errors in Section 5 Notes. The validator s comments will assist you with fixing the major errors. Once you ve fixed your major errors, please resubmit for validation.

31 Step 10. Check your validated records To view the validation status of your transcribed records: Login to Transcribe. Then click on the Expeditions tab and select an expedition. Then find your name as one of the listed transcribers and click on it to view your list of tasks done, e.g. or

32 Step 10. Check your validated records You can also access your list of tasks done by clicking on the My Profile tab at the top and then click on View profile and then select View your tasks on the Biodiversity Volunteer Portal.

33 Step 10. Check your validated records A list of tasks transcribed by you will appear. The records can be sorted to show those validated versus those not validated by clicking on the Validated link at the top of the table. The status column will indicate whether a record has been marked as Validated or Invalidated. If the status is Transcribed, it means a validator has not yet checked your record.

34 Step 10. Check your validated records If a record has been marked as Invalidated, you will need to open it and check it for errors, and make corrections. Sometimes the validator will add comments to the Notes section (section 5) to assist you with any major errors found. Take note of these comments. Once you ve made the necessary corrections, then submit it again for validation.

35 Thank you for your time with transcribing specimen labels for BioGaps.