Submit a Report to VARCOM

Identifying new, rare, or seldom seen bird species is an exhilarating, personally rewarding experience. Formally documenting that encounter also has its rewards, although it can be complex and challenging, especially when sightings are brief and/or in less than ideal conditions. Bird records that are effectively documented accurately detail as many essential physical characteristics and behavior(s) of the bird (or birds) as possible to confirm the identification AND specifically account for the criteria used to differentiate that species from similar species. Often these key features and behaviors are captured by retrievable media (photos, videos, sound recordings). Such supporting evidence greatly enhances the quality of the documentation.

If you are unsure whether to document a bird you encounter, check first to see if it is on the VARCOM Review List.  Depending on the species and its location, it may be a candidate for VARCOM review. If the species is really unusual, you should also check the Official State List to see if it has previously been documented in the state.

I already reported my bird to eBird.  Do I still need to submit a report to VARCOM?

Maybe not! VARCOM has implemented an Expedited Review Procedure for certain eBird records that are supported by media-rich documentation and that have been “Confirmed” by an eBird Reviewer.

VARCOM members scan the eBird Rarities Alerts regularly. If they think an eBird record should be reviewed by the committee, they, or an eBird reviewer, will contact you to ask you to submit a report to VARCOM.

So how do I submit a report?

Go to VARCOM’s Database for Ornithological Verification and Submissions (DOVES). If you are a first time user, you will need to register by following the simple registration protocol.  Once you are logged in, click on Submit and a Submission Form will load. Complete all of the fields as best you can. If you have photos, videos or audio recordings, there is a mechanism to attach any or all of those. It’s a good idea to periodically save your work by clicking the “Save as Draft” button at the bottom of the form.  When you have finished your report and checked your work one last time, click on “Submit” at the bottom of the form.  Once you have clicked this “Submit” you will not be able to change your report. 

The DOVES System will automatically e-mail you an acknowledgement that your report has been received.

What if I forgot something I meant to include in my report? How can I add it?

As mentioned above, once you click on “Submit”, your report cannot be changed. It’s like dropping a letter in the mailbox. However, VARCOM does have a way to address this. Just send an e-mail with the changes you would like to make to the VARCOM Secretary and your changes will be added administratively before your submission is reviewed by the Committee.

If you have any other problems or questions.

Contact the VARCOM Secretary.

ALL records documentation submitted to VARCOM, regardless of the vetted outcome, become part of Virginia’s permanent ornithological record. All “Accepted” records will be posted to VARCOM’s publicly accessible Virginia Avian Records Archive.