The Records Sub-committee
RSC Procedures (as agreed February 2006)
Introduction
The Records Sub-committee is appointed and run by the Durham Bird Club (DBC). Its main function is to apply uniform adjudication standards to claimed records of rare birds within the recording area of the Durham Bird Club, which is vice-county 66.
Membership
The Sub-committee consists of 5-8 members. The elected positions of County Recorder and Assistant Recorder/s are automatically members of the Sub-committee. Other members of the Sub-committee are selected by the Sub-committee from individuals proposed by either Sub-committee or DBC members. Membership of the committee should attempt to provide a reasonable geographical spread with members having a detailed knowledge of each of the following areas: South Tyneside and Wearside, Gateshead/Derwent Valley, Hartlepool/Teesside and Upland Durham.
The current members are:
| Mark Newsome (Recorder)
Ross Ahmed (Assistant Recorder) Geoff Siggens Peter Bell Paul Cook |
Mike Passant
Stephen Addinall Paul Davidson Chris Bell |
The main qualifications of candidates are:
An acknowledged expertise in identification;
Reliability in the field;
Experience of submission of descriptions of scarce and rare birds;
The capacity to handle the considerable volume of work involved in
assessing upwards of 50 descriptions and 200 records per year;
The capacity to work quickly and efficiently.
Species considered
The species list is updated and published with changes notified as required by the Sub-committee.
Two categories are used, 1 and 2.
Category 1 species require a full description for acceptance. Those records that do not have full description will be held on a pending list and the observer will be sent a request for a description. The pending list will also be published on a regular basis through Club publications. If no description is forthcoming within 6 months then the record will automatically be rejected.
Category 2 species are assessed on the whole records received - "is this a reasonable representation of the species in the County?". Category 2 species do not normally require a description, but any particularly unusual records (date, locality, numbers etc) and/or single observer records may be queried by the Sub-committee and a full description requested.
Changes to the species considered are made for four reasons:
- Admission or removal of species to and from the BBRC list. Any species removed from the BBRC list are automatically transferred into our Category 1, requiring full descriptions.
- If the number of records in the County for any species is changing in frequency, the Sub-committee may consider that species for a change in classification.
- If field expertise and identification features become more widely known and applied a species may be removed from our Category 1. Normally it would be shifted into Category 2 rather than completely removed from the list.
- Any new species or sub-species for the County is automatically added to Category 1, until the Sub-committee has had the opportunity to assess its status, at which point it may be transferred into Category 2.
Submission of Records
Observers are encouraged to submit records as soon as possible after the observation either on paper or electronically via email. Prompt submission is essential to ensure inclusion in the relevant annual report.
It greatly helps the Committee if records are typed, on a DBC Records Form (available from the County Recorder, on our website or on our Yahoo Group) or on A4 paper using its format. This ensures that the Committee knows all the circumstances of the sighting. If photographs are available, these are required to assist the assessment task, and sketches (no matter how poor artistically) are often more precise than words. We also encourage the submission of original field notes [or copies] as these are invaluable in the assessment of some rarities. Records are sent to the County Recorder. If there is good reason for confidentiality over site and/or observers names, this should be requested when the record is submitted.
Assessment of Records
Records for species requiring assessment are extracted from those submitted to the DBC. Additionally records submitted to BirdGuides, websites and other information services are cross-checked to minimize omission at this stage. Their subsequent processing depends in which category the species is allocated.
Categories:
There are two categories of species assessed by the RSC. Records for category 2 species are assessed in the whole, to determine if the combined sum of the records is a fair and reasonable representation of the species in the County. These records do not require a full description, although some additional information on the record is always welcome. In some instances the RSC may consider that anomalous records may require follow-up and a full description may be requested from the observer.
Written request to submitter:
For any record of category 1 species, if the record is not accompanied by a full description a request for one is sent out to the submitter. Additionally, a list of records with descriptions outstanding is published on the DBC website and also in the Lek. A CATEGORY 1 RECORD CANNOT BE PASSED OR PUBLISHED UNLESS IT IS SUPPORTED BY A DESCRIPTION.
Record assessment:
Records are circulated to RSC members as descriptions are received. The members vote on the record (accept, reject or pending, if further clarification is required). Records that receive ¾ vote (of those in attendance) of acceptance by the Sub-committee are passed immediately i.e.;
| 5 person committee requires | 4 votes to pass |
| 6 person committee requires | 4 votes to pass |
| 7 person committee requires | 5 votes to pass |
| 8 person committee requires | 6 votes to pass |
RSC full meetings:
The RSC meets twice a year. Once at the end of July to review records for January to June and once in late January to review records for the previous July to December period. The Sub-committee also reviews and considers any outstanding records.
Reconsideration of Earlier Records
If there is new evidence or any other legitimate reason, the Sub-committee will reconsider any record on request. The majority of reconsiderations concern reviews of all records of a species where there has been a significant advance in established identification criteria. Rejection of a previously accepted and published record is regarded as a serious matter and requires unanimous agreement of the Sub-committee.
Withdrawal of Accepted Records
Any observer has the right to withdraw a past accepted record, at any time, by communicating this wish to the County Recorder or Assistant Recorders. The observer is under no obligation to explain why, although such explanations would be welcomed. In the case of a record in which more than one claimant was involved, care must be taken to ensure that the withdrawal is supported by all parties involved. If only the one observer wishes to withdraw, further investigation may be necessary.
Advice of Decisions
All decisions are notified in the RSC report (interim and year-end) and DBC publications, both printed and electronic (see below).
Publications
Accepted records, a list of records not accepted and a list of records outstanding for descriptions are published in the RSC's interim and year-end reports, quarterly in the Lek, annually in the DBC annual report and updated as required on the DBC website.
Observers who submit an acceptable description for the bird/s will be acknowledged after each record, within all reports, including the Lek and 'Birds in Durham'.
For each species, the RSC year-end report includes a general comment on trends and a running total of records in the County.
Escaped Birds
The Committee publishes all accepted records of rare species in categories A and D and some records of birds of special relevance or interest in category E. The possibility of captive origin may be assessed by a vote: if a majority of members consider that a particular rare bird has probably or certainly escaped from captivity, it is not included in the main list or the species totals, but is nevertheless always mentioned in the comments for future reference.
Public Involvement
The RSC is fully conscious it must command the ongoing confidence of the County's birding community or it would not be able to function. We can only perform our task of record assessment and keeping of the County record with the good will and co-operation of the majority of birders in the County. Confidence in the Sub-committee's fairness and efficiency is essential. Any suggested improvements in its operation are always welcome and should be sent to the County Recorder, Assistant Recorder/s or any other DBC Committee member.
Record Reviews
Records on which a decision has already been made.
1: Reviews of a series of records
These are usually brought about by:
a. New knowledge about identification criteria for a species -
records either accepted or rejected, or sometimes both, may be reviewed in
the light of new knowledge of a species or confusion species.
b. Change in occurrence pattern of a species.
2: Reviews of individual records
These usually follow a request from the observer or occasionally, they
are the result of third party input shedding doubt on a certain record.
There are, however, some fundamental requirements before such records can
be re-circulated. We would not reconsider a record at the request of the
observer unless there is new information given which may affect the
original decision. We would not consider 'retrospective information'. This
includes:
Drawings done several weeks/months after the original sighting
Subsequent experience of the species
We would not reconsider a record at the suggestion of a third party
if they refuse to put information on paper or insist on anonymity.