Minnesota

Should you be fortunate to see a rare bird in Minnesota, it is good to be aware of best practices for documenting and submitting your sighting.

While some states are going to eBird-only records for documentation, the Minnesota Ornithologists’ Union Records Committee (also referred to as “MOURC”) requires that a Request for Documentation (RQD) form (link) be filled out on the MOU website.

The MOU Records Committee is made up of seven regular members and three alternate members who are responsible for reviewing the state’s rare bird records. The results of the committee’s meetings are published semiannually in the MOU’s quarterly journal The Loon.

When to Complete an RQD Form

Species requiring documentation are those whose status is either Casual or Accidental in the state. Such species do not occur on a regular basis and are identified in the official Checklist of The Birds of Minnesota with an “C” or a “A” after its name.  A current list (link) of Casual and Accidental species in Minnesota can be found on the MOU website and are also listed at the end of this article. First state records are documented via the same process.

To make things potentially more complicated, it is recommended that Regular species seen extremely out-of-season or range also be documented. For instance, if you see an American Golden-plover in December, it may be a good idea to fill out some documentation. Though not necessary, documenting first county records is also good practice.

The RQD Form: A few tricks of the trade…

Here are a few tips from MOURC members that will make sure your RQD form passes review with flying colors!

1. Fill out an RQD as soon as possible. The Committee gives greater weight to documentation that was filled out within a few days versus a few months. If you are unable to fill out the form right away, write down notes as soon as you can; make sure to upload those notes as part of your RQD. These can be a picture of your notes, a scan, or a typed document that is uploaded near the bottom of the form. Include the date your notes were transcribed.
2. The more people to document a rarity, the better. Just because someone already documented the rarity doesn’t mean you shouldn’t also. One person might leave out an important detail that could make or break the record being accepted. You might have observed something extra or heard the bird vocalize. The more details provided to the Committee, the more likely the sighting is to be accepted.
3. Take your time filling out an RQD. It is important to add as much detail as possible, especially if you were unable to capture a photo or get an audio recording. Make sure you cover how you eliminated other similar species from your identification.
4. Avoid putting just a link to your eBird checklist as your only documentation. RQD’s are meant to be locked once voting starts. It’s acceptable to use the same verbiage that was used in your original eBird notes. Do this by copying and pasting your eBird notes directly into the RQD form. If you only provide a link, you run the risk that the Committee will not accept the record.
5. Each question is important. Make sure you fill out distance from the bird and length of observation. There is a huge difference between observing a bird from 10 feet versus 1,000 feet and watching it for 30 seconds versus 30 minutes.
6. Do not copy-paste verbiage from a field guide. Try your best to use your own words and describe what you personally saw. It is okay to reference field guides to help you eliminate other species and confirm your identification.
7. Ask for help! Both MOURC members and eBird reviewers are here to help you make sure you’ve captured all the important information necessary for the Committee to evaluate your rare bird records!

Did you know…?

eBird defers to each individual state’s record committee to decide the fate of casual and accidental species. eBird reviewers make the initial decision when a sighting is first reported but must defer to the Committee’s decision after there has been a vote. So even if a species sighting is accepted by an eBird reviewer, it could become unconfirmed later if the record is not accepted by a state’s records committee.

This is why it is important to fill out those RQD’s!

Casual and Accidental Species in Minnesota

The following species require documentation before an observation can be admitted into the Minnesota permanent record.

Casual Species     (seen fewer than nine times in the past ten years but more than twice)

Accidental Species     (seen fewer than three times in the past ten years)

Last Updated: 30 April 2023