Accepting & Accepting & Distributing Distributing

Material Covered by Material Covered by the SMTAthe SMTA

Accepting Material Accepting Material Covered by the SMTACovered by the SMTA

Step 1: Site user enters documentation into the Step 1: Site user enters documentation into the Accession form to create an Accession. Accession form to create an Accession. To create an accession, you must fill in the following To create an accession, you must fill in the following

fields:fields: Accession prefix - acpAccession prefix - acp Accession number - acno Accession number - acno Taxonomy - taxonTaxonomy - taxon Received date - receivedReceived date - received

Step 2: Go directly to the IPR (Intellectual Step 2: Go directly to the IPR (Intellectual Property Rights) Form with your SMTA Accession Property Rights) Form with your SMTA Accession to enter documentation there. This is required.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 - acpAccession prefix - acp Accession number - acnoAccession number - acno IPR TypeIPR Type - iprtype- iprtype

In the IPR Type field, you must list In the IPR Type field, you must list the type as the type as MTA-SMTAMTA-SMTA

IPR Type Field IPR Type Field CRITICAL!!CRITICAL!!

Handling Orders for SMTA Handling Orders for SMTA MaterialMaterial

Orders with an SMTA accession in it :Orders with an SMTA accession in it : From the “Shopping Cart” on the GRIN From the “Shopping Cart” on the GRIN

website.website. From the website without use of the From the website without use of the

“Shopping Cart”“Shopping Cart” Any other way, phone, letter, etc.Any other way, phone, letter, etc.

SOP applies to a request for this SOP applies to a request for this material from material from anyoneanyone outside the outside the NPGS (including other ARS NPGS (including other ARS scientists).scientists).

Shopping Cart OrdersShopping Cart Orders If request comes from the “Shopping If request comes from the “Shopping

Cart”, the requestor has already Cart”, the requestor has already seen and accepted the SMTA. seen and accepted the SMTA.

Your email order will state Your email order will state something like the following:something like the following: New order from the web shopping cart. New order from the web shopping cart.

Some of the ordered items are covered Some of the ordered items are covered under the SMTA and have been under the SMTA and have been accepted under the terms of the SMTA accepted under the terms of the SMTA by the requestor.by the requestor.

Retain this email message for Retain this email message for confirmation.confirmation.

SMTA Shopping Cart SMTA Shopping Cart (con’t)(con’t)

Since web is totally separate from Since web is totally separate from the database, this information has the database, this information has to be loaded into the database. to be loaded into the database. Add the documentation into the Order Add the documentation into the Order

Header form Header form Add the documentation order items in Add the documentation order items in

the Order Items form the Order Items form Requery your order. Note the order for Requery your order. Note the order for

your results of this queryyour results of this query

Order Header RequeryOrder Header Requery Order contains SMTA

Quick Pick ToolbarQuick 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 SMTAShopping Cart SMTA

Because order came through Because order came through “Shopping Cart”, the requestor “Shopping Cart”, the requestor already accepted the SMTA and already accepted the SMTA and you can send on the order. you can send on the order.

Mark your Order in the Current Mark your Order in the Current Status field as one of the following:Status field as one of the following:

ShippedShipped APHISAPHIS DoneDone

Click CommitClick Commit

Order SMTA CheckOrder SMTA Check

Indicate How Indicate How Acceptance ArrivedAcceptance Arrived

Process OrderProcess Order

CLICK OK

Navigation BarNavigation Bar

Packing ListPacking List

Non-Shopping Cart Non-Shopping Cart OrdersOrders

Requestor has NOT accepted SMTARequestor has NOT accepted SMTA You must get acceptance prior to You must get acceptance prior to

sending material covered by SMTAsending material covered by SMTA Follow normal steps in entering order Follow normal steps in entering order

into GRINinto GRIN Add the documentation for your order into Add the documentation for your order into

the Order Header form. the Order Header form. Be sure to include any email address you Be sure to include any email address you

get. get. Add the accession information into the Add the accession information into the

Order Items form.Order Items form. Requery your order. Requery your order.

Order Header RequeryOrder Header Requery Order contains SMTA

If You Have an Email If You Have an Email AddressAddress

Email Notification SentEmail Notification Sent

After 8 weeks (56 After 8 weeks (56 days) no response days) no response send bulk of ordersend bulk of order

GRIN will run GRIN will run “Chron” report “Chron” report weekly to check on weekly to check on SMTA orders and will SMTA orders and will send you a notice send you a notice after 8 weeksafter 8 weeks

Check Status of SMTA Check Status of SMTA OrdersOrders

Acceptance of EmailAcceptance of Email

Print the acceptance email from the Print the acceptance email from the requestor and keep hard copy with hard requestor and keep hard copy with hard copy of the order copy of the order

Then, mark in the database that the Then, mark in the database that the acceptance was by E-mail. To do so, in acceptance was by E-mail. To do so, in the Order Header “Current Status” field, the Order Header “Current Status” field, choose one of the following actions:choose one of the following actions: APHISAPHIS DONEDONE SHIPPEDSHIPPED

Accepting SMTA to Accepting SMTA to Complete OrderComplete Order

Processing OrderProcessing Order

Packing ListPacking List

Non-Shopping CartNon-Shopping CartNo EmailNo Email

Follow normal steps in entering Follow normal steps in entering order into GRIN - requeryorder into GRIN - requery

Manually Send LetterManually Send Letter

SummarySummary

Applies only to NPGS materialApplies only to NPGS material IPR Table SMTA entry triggers GRIN IPR Table SMTA entry triggers GRIN

trackingtracking Orders through “Shopping Cart” Orders through “Shopping Cart”

SMTA pre-approvedSMTA pre-approved Other orders – need to get Other orders – need to get

acceptanceacceptance 8 week grace period for response8 week grace period for response

Acceptance needed from ANYONE Acceptance needed from ANYONE outside NPGS – even ARS scientistsoutside NPGS – even ARS scientists

Questions?Questions?

If in doubt about authenticity of SMTAIf in doubt about authenticity of SMTA Contact Contact June BlalockJune Blalock

If you have questions regarding GRIN If you have questions regarding GRIN Contact Contact Sharon SternSharon Stern

If you have general questions If you have general questions regarding the SOPregarding the SOP Contact Contact Dave EllisDave Ellis

If you have questions regarding policyIf you have questions regarding policy Contact Contact Peter BrettingPeter Bretting