1. The observer completes a Rare and New Record Submission Form and sends it, together with copies of photographs, sketches and/or sound recordings to: mnsrc.rc@gmail.com
2. The Records Committee (RC) Secretary sends record submissions via email to the voting members of the Committee.
3. Committee members assess the records and register their vote. They can choose to vote either ACCEPT, REJECT, KIV (pending) or abstain
ACCEPT: The observer has provided enough details to positively identify the species in question, and to eliminate all possible confusion species
REJECT: The observer has not provided enough details to positively identify the species in question, and to eliminate all possible confusion species. Note that a REJECT vote does not necessarily mean that the RC member considers that a bird has been wrongly identified; it means that the record is UNPROVEN
KIV: Keep in view. There is insufficient information available currently to determine a) diagnostic field markings of the species in question b) patterns of vagrancy for the species in question, and potential confusion species
abstain: The RC member feels that he/she lacks the experience/expertise required to make a decision based upon the evidence provided.
4. After the voting period is over, there is a discussion period when RC members share their views and/or additional information pertaining to records over which there is a lack of consensus. Sometimes outside experts are consulted, especially when aspects of the species in question are unfamiliar to RC members. During this period, members who have abstained or voted KIV may choose to change their vote in the light of additional information.
5. Once voting is closed, the Chairman publishes the RC's decisions on the records assessed in that batch.
A record that receives at least 80% Accept votes and no Reject votes is ACCEPTED
A record that receives at least two Reject votes, regardless of the number of Accept votes, is REJECTED
A record which receives less than 80% Accept votes and up to 1 Reject vote is kept under KIV for later reassessment
A KIVed record will normally only be reassessed if fresh evidence is made available.
6. In the event of an ACCEPT vote, with species where there is a chance of the bird occurring as a result of human interference (e.g escaped captive bird or ship assistance), a second round of assessment is initiated. RC members vote on which Category to assign the record to.
Category A: Species recorded at least once in a wild state in the last 50 years (counting back from Jan 1 of the current year).
Category B: Species recorded at least once in a wild state, but not in the last 50 years (counting back from Jan 1 of the current year).
Category C: Species believed to occur only as a result of human introduction. The population is considered self-sustaining.
Category D: Species believed to occur (or to have occurred) within the last 10 years only as a result of human introduction. Continued existence in the wild is considered dependent upon repeat introductions.
Where there is doubt, the precautionary principle is applied (e.g. an isolated record of a species commonly traded in the region might be put in Category D until there is sufficient evidence of wild occurrence - such as a seasonal pattern of records - when it could be transferred into Category A via a fresh round of voting).
7. The observer is informed via email of the RC's decision on their record submission.