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USDA ARS PGRU Management of Fungal Specimens and Isolates Generated through Hemp Research – Appendix VI

SOP - Accession of Strains into the ARS Culture Collection

These procedures are used for accessioning strains into the ARS Open Culture Collection.

Strain requests to be deposited into the open collection:

• The Designated Research Scientist(s) will review the spreadsheet, make suggested updates, and return the spreadsheet to the Collection Administrator within the 1 week email suspense period.
  • Note: If Designated Research Scientist(s) has not responded with any updates to the spreadsheet within the suspense time, it will be assumed by the Collection Administrator that the Scientist(s) have no comments/updates.
• After approval by the Research Leader, the Collection Administrator will forward the approval to all Designated Research Scientist(s) via email with follow-up/suspense tags set for 1 week from the date of email.
• The Collection Administrator will review the spreadsheet for completeness and send the spreadsheet to the Research Leader for deposit approval.
• The depositor will complete the spreadsheet with all information available at the time of deposit and submit it to the Collection Manager email (NRRLCollectionManager@ars.usda.gov).
• The Request for Deposit Spreadsheet can be obtained from the ARS Culture Collection Website @ http://nrrl.ncaur.usda.gov.
• After the end of the 1 week suspense period the Collection Administrator will combine the suggested changes to the Deposit Spreadsheet and forward to the Collection Manager email for record keeping.
• The Collection Administrator will forward the Deposit Spreadsheet to the depositor and tell the depositor that the ARS (NRRL) Culture Collection will now accept the cultures for accession and coordinate receipt of the culture material.
• When the Collection Administrator receives the cultures from the depositor, he will provide the cultures to the Designated Collection Staff Technician for viability check and processing.
• After viability checks have been confirmed, the Collection Staff Technician will assign NRRL accession numbers to the new accessions on the Deposit Spreadsheet and then forward the numbers to the Collection Administrator for database update, and to the depositor to notify them of the new deposit NRRL number(s), as well as provide Certificates of Deposit for type strains.
• The Collection Administrator will update the database with the new accession information from the spreadsheet.
• As soon as LYO’s and/or LN2 deposits are complete for the new accessions, the Technician will inform the Collection Administrator for database inventory update.
• The Collection Administrator will update the inventory in the database.