Accepting & Distributing Material Covered by the SMTA

Accepting Material Covered by the SMTA Step 1: Site user enters documentation into the Accession form to create an Accession. Step 1: Site user enters documentation into the Accession form to create an Accession. To create an accession, you must fill in the following fields: To create an accession, you must fill in the following fields: Accession prefix - acp Accession prefix - acp Accession number - acno Accession number - acno Taxonomy - taxon Taxonomy - taxon Received date - received Received date - received Step 2: Go directly to the IPR (Intellectual Property Rights) Form with your SMTA Accession to enter documentation there. This is required. Step 2: Go directly to the IPR (Intellectual Property Rights) Form with your SMTA Accession to enter documentation there. This is required. In the IPR table you must fill in these fields: In the IPR table you must fill in these fields: Accession prefix - acp Accession prefix - acp Accession number - acno Accession number - acno IPR Type- iprtype IPR Type- iprtype

In the IPR Type field, you must list the type as MTA-SMTA In the IPR Type field, you must list the type as MTA-SMTA IPR Type Field CRITICAL!!

Handling Orders for SMTA Material Orders with an SMTA accession in it : Orders with an SMTA accession in it : From the Shopping Cart on the GRIN website. From the Shopping Cart on the GRIN website. From the website without use of the Shopping Cart From the website without use of the Shopping Cart Any other way, phone, letter, etc. Any other way, phone, letter, etc. SOP applies to a request for this material from anyone outside the NPGS (including other ARS scientists). SOP applies to a request for this material from anyone outside the NPGS (including other ARS scientists).

Shopping Cart Orders If request comes from the Shopping Cart, the requestor has already seen and accepted the SMTA. If request comes from the Shopping Cart, the requestor has already seen and accepted the SMTA. Your order will state something like the following: Your order will state something like the following: New order from the web shopping cart. Some of the ordered items are covered under the SMTA and have been accepted under the terms of the SMTA by the requestor. New order from the web shopping cart. Some of the ordered items are covered under the SMTA and have been accepted under the terms of the SMTA by the requestor. Retain this message for confirmation. Retain this message for confirmation.

SMTA Shopping Cart (cont) Since web is totally separate from the database, this information has to be loaded into the database. Since web is totally separate from the database, this information has to be loaded into the database. Add the documentation into the Order Header form Add the documentation into the Order Header form Add the documentation order items in the Order Items form Add the documentation order items in the Order Items form Requery your order. Note the order for your results of this query Requery your order. Note the order for your results of this query

Order Header Requery Order contains SMTA

Quick Pick Toolbar The top line indicates this order contains an SMTA. The next line contains the number of SMTA accessions included in the order. Contact button to get to the next form if your order did not come through the Shopping cart. These two lines tell you how long the SMTA order is in the database.

Shopping Cart SMTA Because order came through Shopping Cart, the requestor already accepted the SMTA and you can send on the order. Because order came through Shopping Cart, the requestor already accepted the SMTA and you can send on the order. Mark your Order in the Current Status field as one of the following: Mark your Order in the Current Status field as one of the following: Shipped Shipped APHIS APHIS Done Done Click Commit Click Commit

Order SMTA Check

Indicate How Acceptance Arrived

Process Order CLICK OK

Navigation Bar

Packing List

Non-Shopping Cart Orders Requestor has NOT accepted SMTA Requestor has NOT accepted SMTA You must get acceptance prior to sending material covered by SMTA You must get acceptance prior to sending material covered by SMTA Follow normal steps in entering order into GRIN Follow normal steps in entering order into GRIN Add the documentation for your order into the Order Header form. Add the documentation for your order into the Order Header form. Be sure to include any address you get. Be sure to include any address you get. Add the accession information into the Order Items form. Add the accession information into the Order Items form. Requery your order. Requery your order.

Order Header Requery Order contains SMTA

If You Have an Address

Notification Sent After 8 weeks (56 days) no response send bulk of order After 8 weeks (56 days) no response send bulk of order GRIN will run Chron report weekly to check on SMTA orders and will send you a notice after 8 weeks GRIN will run Chron report weekly to check on SMTA orders and will send you a notice after 8 weeks

Check Status of SMTA Orders

Acceptance of Print the acceptance from the requestor and keep hard copy with hard copy of the order Print the acceptance from the requestor and keep hard copy with hard copy of the order Then, mark in the database that the acceptance was by . To do so, in the Order Header Current Status field, choose one of the following actions: Then, mark in the database that the acceptance was by . To do so, in the Order Header Current Status field, choose one of the following actions: APHIS APHIS DONE DONE SHIPPED SHIPPED

Accepting SMTA to Complete Order

Processing Order

Packing List

Non-Shopping Cart No Follow normal steps in entering order into GRIN - requery Follow normal steps in entering order into GRIN - requery

Manually Send Letter

Summary Applies only to NPGS material Applies only to NPGS material IPR Table SMTA entry triggers GRIN tracking IPR Table SMTA entry triggers GRIN tracking Orders through Shopping Cart SMTA pre-approved Orders through Shopping Cart SMTA pre-approved Other orders – need to get acceptance Other orders – need to get acceptance 8 week grace period for response 8 week grace period for response Acceptance needed from ANYONE outside NPGS – even ARS scientists Acceptance needed from ANYONE outside NPGS – even ARS scientists

Questions? If in doubt about authenticity of SMTA If in doubt about authenticity of SMTA Contact June Blalock Contact June Blalock If you have questions regarding GRIN If you have questions regarding GRIN Contact Sharon Stern Contact Sharon Stern If you have general questions regarding the SOP If you have general questions regarding the SOP Contact Dave Ellis Contact Dave Ellis If you have questions regarding policy If you have questions regarding policy Contact Peter Bretting Contact Peter Bretting