SMTA Material Acceptance and Distribution Process Guidelines

1. Accepting & Distributing Material Covered by the SMTA

2. Accepting Material Covered by the SMTA • 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: • Accession prefix - acp • Accession number - acno • Taxonomy - taxon • 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. • In the IPR table you must fill in these fields: • Accession prefix - acp • Accession number - acno • IPR Type - iprtype

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

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

5. Shopping Cart Orders • If request comes from the “Shopping Cart”, the requestor has already seen and accepted the SMTA. • Your email 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. • Retain this email message for confirmation.

6. SMTA Shopping Cart (con’t) • 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 order items in the Order Items form • Requery your order. Note the order for your results of this query

7. Order Header Requery Order contains SMTA

8. Quick Pick Toolbar

9. Shopping Cart SMTA • 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: • Shipped • APHIS • Done • Click Commit

10. Order SMTA Check

11. Indicate How Acceptance Arrived

12. Process Order CLICK OK

13. Navigation Bar

14. Packing List

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

17. Order Header Requery Order contains SMTA

18. If You Have an Email Address

19. Email Notification Sent • 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

20. Check Status of SMTA Orders

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

22. Accepting SMTA to Complete Order

23. Processing Order

24. Packing List

25. Non-Shopping CartNo Email • Follow normal steps in entering order into GRIN - requery

26. Manually Send Letter

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

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