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Rare and Scarce Species: Reporting, Assessment and Publication

Scarce and Rare Species
The species considered by the SOSRC are listed in the back of the Sussex Bird Report. The species that are dealt with by the British Birds Rarities Committee (BBRC) are all those that do not occur on a regular basis within the county and are not included in the SOS list of scarce and rare species (Click Here: http://www.bbrc.org.uk). Certain distinctively marked scarce or rare subspecies are also considered and published either by SOSRC or BBRC. The Sussex Bird Report lists those subspecies considered by SOSRC.

Submission of records
Observers are encouraged to submit completed forms CLICK HERE FOR FORM as soon as possible after the observation via e-mail to the Recorder ( This e-mail address is being protected from spam bots, you need JavaScript enabled to view it ), or via BirdTrack. If using BirdTrack a full description should still be completed. BirdTrack sends such descriptions to the County Recorder. For inclusion in the annual Sussex Bird Report, SOSRC-adjudicated records need to have been accepted by May of the following year and therefore all records should be submitted by the end of March of the next year at the very latest. BBRC records will need to be submitted earlier. Records for BBRC can be submitted direct or via the Recorder. Records submitted directly should be copied to the Recorder. Consideration by the SOSRC is conducted by circulation in small batches of records via e-mail, with assessment of each batch taking about three weeks. Prompt submission is essential to ensure inclusion in the relevant annual report. This is particularly important in the case of records that are assessed by BBRC as their circulation process can take six months or more.

It greatly helps the Recorder and the Committee if any paper records are typed (or written) in black ink on an SOS submission form or BBRC form (available from the BBRC Secretary or on the BBRC webpage) or on A4 paper using its format, as they have to be scanned.

If there is good reason for confidentiality over site and/or observers names, this should be requested when the record is submitted.

Examples of previously accepted descriptions can be found by Clicking Here: Example Descriptions and give some idea of what the Committee is looking for.

Assessment of records
Records are circulated by e-mail to six Committee Members (in a changing order) in small batches. Recirculated and pended records are usually dealt with at the annual SOSRC meeting or during circulation of other batches of records.

A comments sheet is attached to each record for members’ comments and votes (Accept, Not Proven and Pend, if further clarification is required). Members do not vote if the record is one of their own or if they lack knowledge of the species involved and they feel unable to vote at that stage in the circulation.

For a record to be accepted on first circulation the record must receive 5 out of 6 votes in favour of acceptance. A vote of 4:2 in favour means the record is recirculated. If the record remains at 4:2 after the recirculation it is deemed not proven. A first circulation vote of 3:3 or fewer in favour of acceptance also means the record is deemed not proven. Any member may request that a record be pended for further discussion or for additional information to be provided and only one Pend vote is required to effect this action. After circulation, all records, comment sheets and relevant correspondence are retained permanently on file whether or not the record is accepted. All comments and the votes of individual members are confidential, although an observer may request to see the anonymous comments from the Recorder.

Advice on decisions
The status of all submitted descriptions is on the SOS website under “Record Decisions”. Click Here: Record decisions. Observers are encouraged to use this to check on the status of records they have submitted. On request, the Recorder or Assistant Recorder can provide further information, including on the reasons for a record being assessed as not proven.

Publications
Accepted SOSRC and BBRC records are published in the annual Sussex Bird Report. Observers are acknowledged after most records that have required a description. Accepted BBRC records will be published in the relevant issue of British Birds. Accounts of new species for Sussex are published in the Sussex Bird Report.

Escaped birds
Records of escaped or exotic species, where the possibility of captive origin is either definite or most likely, are included in the “Escapes and Ferals” section of the annual Bird Report. Such birds are not normally assessed by the Records Committee.

 
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