SABAP2 - Frequently Asked Questions

Vetting and Out-of-Range Forms (ORFs)

Should you not be completely satisfied with any of the answers below or have a specific question please contact Michael Brooks, the SABAP2 IT Manager (Tel. 021 650 4998) or Doug Harebottle, the Project Manager, with your query or question and they will get back to you as soon as possible.

What is vetting and why is it important?

How does the vetting process work?

What do I do when I get an Out-of-Range Form (ORF)?

How does SABAP2 assess species splits (e.g. Olive/Karoo Thrush, Cape/Orange River White-eye, Southern/Northern Black Korhaan etc.)?

1. What is vetting and why is it important?

For a project like SABAP2, data accuracy is important as conservation decisions and policies are based on the information provided. Incorrect data could reflect inaccurate or misleading distributions which could well impact on conservation policies.

It is well known, that since SABAP1, a vast majority of bird distributions are changing and some species are regularly being recorded in new areas, outside of the species known range. Documenting these changes is vital and this is a primary objective of SABAP2. Consequently, we need to verify (or vet) each record as it gets submitted and where a record seems odd or erroneous this needs to be followed-up and verified.

Even though some of these ‘Out-of-Range’ records include common or well-known species, in order to properly document these changes, they still need to be checked and verified. It is through checking these records we can also pick up mis-identifications or data entry errors and this all helps to keep the SABAP2 database as accurate and up-to-date as possible.

We are fortunate to have SABAP1 as a baseline from which to run the vetting process. Without a baseline much of the decisions would be based (as they were in SABAP1), on distributions in field guides and other publications and local knowledge. The data in SABAP1 will be able to aid and guide the Vetting Committees in adjudicating any ‘Out-of-Range’ records.

2. How does the vetting process work?

When you submit cards (checklists) to the project each record on the card gets checked at four levels:

Level 1: SABAP2 data

The first level compares each record with records in the pentad itself and then in the surrounding eight neighbouring pentads. If the species has been recorded in the pentad or in the neighbouring pentads the record gets accepted. If no verified record exists, the process moves to the next level.

Level 2: SABAP1 data – QDGC

This level takes the record and then compares it to the SABAP1 data, comparing it with the Quarter-Degree Grid Cell (QDGC) that the pentad forms part of. If the species was atlased in the QDGC during SABAP1, then the species is accepted. If the species was not recorded in the QDGC, then the record is passed to the next vetting level.

Level 3: SABAP1 data – surrounding QDGCs

The record is then compared with the surrounding eight neighbouring QDGCs, and an average reporting rate is used to assess the record. The higher the average reporting rate the more likely the record will be accepted. Lower average reporting rates will reflect poor coverage in those QDGCs and more likely the chance the record will be flagged as Out-of-Range and need to be verified. If the record fails this level it is passed to the next level.

Level 4: Other projects

Here the record is compared with vetted data from CWAC (Coordinated Waterbird Counts) and BIRP (Birds In Reserves Project). If the species has been recorded and accepted by CWAC and BIRP for the pentad and/or QDGC in which the CWAC or BIRP site falls then the record passes for SABAP2. If the record fails this level then an Out-of–Range form is produced.

4. What do I do when I get an Out-of-Range Form (ORF)?

One of four ORFs can be produced:

1. Marginal : species recorded in a QDGC for the first time with some adjacent QDGC records during SABAP1.

2. Full: species recorded in a QDGC for the first time with no adjacent SABAP1 records.

3. Regional Rarity: species classified as a rarity in a specific province. Immediately flagged as out-of-range.

4. National Rarity: species classified as a rarity within South Africa. Immediately flagged as out-of-range.

You will receive your ORFs via email soon after your cards have been processed. They arrive as PDF files containing a map showing the location of your record and a summary of SABAP1 data with colour-coded reporting rates per QDGC. You will also receive a Species Verification Sheet (SVS) which is embedded as a table in the email sent to you.

If you receive a SVS this needs to be completed so that the relevant Regional Atlas Committee can adjudicate the record.

ORFs need to be handled as follows:

1. Marginal ORF

- Check the pentad code and species. If either is incorrect inform the SABAP2 project team directly (michael.brooks@uct.ac.za)

- If the pentad code and species are correct, click on Forward and send the ORF to the relevant RAC chair – the email address is included in the SVS. There is no need to complete the SVS

2. Full ORF

- Check the pentad code and species. If either is incorrect inform the SABAP2 project team directly (michael.brooks@uct.ac.za)

- If the pentad code and species are correct, click on Forward, complete the attached SVS and then send the ORF to the relevant RAC chair – the email address is included in the email.

3. Regional Rarity

- Check the pentad code and species. If either is incorrect inform the SABAP2 project team directly (michael.brooks@uct.ac.za)

- If the pentad code and species are correct, click on Forward, complete the SVS and then send the ORF to the relevant RAC chair – the email address is included in the email.

Where a Regional Rarities Committee (RRC) exists the record will usually be assessed by this committee. Most RACs contain members from RRCs or, in certain provinces, the RRC acts as the RAC.

4. National Rarity (National Rarity form included)

- Check the pentad code and species. If either is incorrect inform the SABAP2 project team directly (michael.brooks@uct.ac.za)

- If the pentad code and species are correct, open and complete the National Rarities Form document (MS Word document), then save it under a different name.

- Click on Forward (this keeps the ORF attachment), attach the completed National Rarities Form and send it to conservation@birdlife.org.za

National rarities are adjudicated by the National Rarities Committee which constitutes a panel of regional bird experts and ornithologists.

Click here for the latest list of National Rarities (last update: August 2007)

General notes:

1. Receiving an ORF should be seen in a positive light. It usually indicates that you have found something new and that this just needs to be verified.

2. As coverage during SABAP1 was variable, many (remote) QDGCs were poorly covered (< 5 cards submitted). Consequently, when new pentads are covered in these QDGCs a large number of ORFs can be produced as the SABAP1 lists were not entirely comprehensive. However, often these ORFs are marginal and once verified they will be accepted the next time a card is submitted for that pentad or a neighbouring pentad.

3. Please remember to try and complete your SVS (or National Rarity Form) as thoroughly as possible. The Committees will base their decision on the information provided in the sheet. Ensure that you answer the questions correctly and avoid, as much as possible, referring to the field guides. If you have any photos or sound files these will add more weight to your submission, so please include them.

Click here for an example of a completed Species Verification Sheet

4. How does SABAP2 assess species splits (e.g. Olive/Karoo Thrush, Cape/Orange River White-eye, Southern/Northern Black Korhaan)?

Species that have been split since SABAP1 create vetting difficulties for the project. When these records are processed their occurence is compared with their combined SABAP1 distribution and as such the records pass the SABAP1 vetting levels (Levels 2&3), unless they are truly out-of-range compared with this distribution. The project has no defined maps (i.e. data) that separate the distributions of the new species and therefore cannot assess them as separate species. Recent field guides (e.g. SASOL Third Edition; Birds of Africa) which show the species splits provide a guideline as to the expected range but most of these have been guestimated based on collation and assessment of species since SABAP1. In some cases the splits have arisen based on past sub-species distributions.

Please note that not all split distributions are reflected correctly. Damara and Black-headed Canary were split in the field guides prior to the publication of Roberts VII, but these remained as a single species (with subspecies) when Roberts VII was published. Since SABAP2 bases its species list on Roberts VII (the authoritative list for the sub-region), species such as Damara Canary therefore do not appear on the species list in the Data Management System or Field Data Sheets.

So how does SABAP2 vet these split species?

1. All split species are 'added' as regional rarities which enables the project to flag these records immediately for verification. In this way these species can be double-checked to ensure that the correct species has been recorded. This means that an ORF will be produced and sent to the observer who submitted the record. Please note although these species are not true regional rarities please treat these ORFs in the same light as the normal ORFs.

2. Ocurrence records for split species are checked manually. It is largely the role of the Regional Atlas Committees to scan the species distribution maps on a regular basis for these species and then, through access to a specific web portal, are able to follow up with observers regarding specific records.

Note: Identified and proposed species splits are continually being reviewed and assessed. Should any new splits arise (based on rigorous scientific studies) SABAP2 will consider incorporating these into its species list.