FAQ Section

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Epolleo.org – Frequently Asked Questions (FAQ)

General Platform Overview

1. What is Epolleo?
Epolleo is a nonprofit biodiversity platform that collects, documents, and archives microbial samples from diverse environments. Through a secure and open-access system, it enables students, researchers, and citizens to contribute to a global microbial library.

2. Who can use the platform?
Anyone! Epolleo welcomes participation from students, educators, researchers, citizen scientists, conservationists, and nonprofit collaborators.

3. What is a Diversity Credit?
A Diversity Credit is a serialized, verifiable digital certificate linked to a microbial sample submitted through the Epolleo platform. It ensures traceability, scientific value, and long-term access.

4. How does Epolleo differ from other biodiversity databases?
Epolleo uniquely integrates educational tools, open data access, ethical oversight, and serialized credits within a nonprofit ecosystem focused specifically on microbial life.

5. What is the mission of Epolleo?
To preserve microbial diversity, empower community-based science, and fuel innovation through ethical and open biological data sharing.

6. Is Epolleo a nonprofit?
Yes, Epolleo operates as a nonprofit organization and adheres to open-access and ethical use principles.

7. How does Epolleo ensure data transparency?
Every submitted sample is documented, reviewed, and tied to a Diversity Credit. Data access is managed through clear permissions and secure protocols.

8. Why is microbial diversity important?
Microbes play essential roles in ecosystems, health, agriculture, and industry. Preserving them enables future discoveries and supports ecosystem resilience.

9. What types of data does Epolleo collect?
Epolleo collects sample metadata, GPS location, environmental context, taxonomic identity, and user-submitted documentation (e.g., photos, field notes).

10. How does Epolleo support open science?
All verified submissions are made available to researchers and educators through a secure, non-commercial access framework that promotes discovery and collaboration.

Account & Access

11. How do I create an Epolleo account?
Visit Home Page and click on “Create Account.” You’ll be prompted to enter your name, email, and preferred user type (e.g., student, educator, researcher). Once verified, you'll gain access to the dashboard.

12. Are there age restrictions for account creation?
Users under 13 must have parent or guardian consent, in compliance with COPPA. Educators can create supervised accounts for students in school settings.

13. Can I use Epolleo without being affiliated with an institution?
Yes. Independent users, citizen scientists, and hobbyists are welcome to participate and can register directly through the platform.

14. What are the user roles available on the platform?
User roles include: Student, Educator, Researcher, Institutional Admin, Citizen Scientist, and Technical Contributor. Each role comes with tailored tools and access.

15. How do I change my user role?
You can request a role change via your account settings. Some role changes may require verification, such as institutional affiliation or researcher credentials.

16. Can I access Epolleo from outside the U.S.?
Yes. While U.S.-based regulations apply, users from other countries can participate, especially in global research campaigns and educational programs.

17. How do I reset my password?
Click “Forgot Password?” on the login page. An email will be sent to your registered address with instructions to reset your password.

18. Is multi-factor authentication required?
Multi-factor authentication (MFA) is required for all administrative users and strongly recommended for all other roles for security purposes.

19. How do I delete or deactivate my account?
Email support@epolleo.com with your request. Account deactivation will preserve associated Diversity Credits for research continuity but hide personal data.

20. How do I update my profile information?
Log in and go to your account dashboard. Under “Profile Settings,” you can update your name, email, role, and contact preferences.

Sample Collection

21. What types of microbes can I submit?
You can submit samples that may contain bacteria, fungi, archaea, or other microorganisms commonly found in soil, water, plant surfaces, or built environments. Viral particles or pathogens must be submitted only by certified labs with proper biosafety protocols.

22. How do I collect a soil sample?
Use a clean trowel or soil corer to collect a small amount (approximately 50–100 grams) from the top 5–10 cm of soil. Avoid touching the sample directly and store it in a sterile container. Record GPS location, date, and habitat description.

23. Can I collect samples from water or air?
Yes. Water samples should be taken from non-contaminated sources using sterilized vials. Air sampling requires specific equipment (e.g., spore traps) and may be available through classroom kits or partner labs.

24. What is the best way to avoid contamination?
Always use sterile tools and containers. Avoid touching sample contents with bare hands. Work quickly and in clean environments. Label containers before collection to prevent mixing samples.

25. What safety protocols should I follow during collection?
Wear gloves, closed shoes, and eye protection when needed. Do not sample from hazardous or restricted areas. Always follow local regulations and school or lab guidelines.

26. What tools do I need to collect a sample?
A basic kit may include gloves, sterile sample bags or tubes, tweezers, labels, a permanent marker, and a GPS-enabled device or phone.

27. Can students collect samples?
Yes. Students can collect samples under supervision, especially through school-based campaigns. Epolleo provides guidance to ensure age-appropriate methods and ethical oversight.

28. What is the sample submission process?
Once collected, samples are labeled, documented, and logged into the Epolleo dashboard. You will upload metadata and photos before shipping or digitizing the sample, depending on campaign requirements.

29. How should samples be labeled?
Each sample must include: Sample ID, collection date, GPS coordinates, collector initials, and habitat or project ID. Labels must be waterproof and securely attached.

30. How do I package and ship my samples?
Use padded envelopes or rigid boxes. Include a printed submission form inside. Avoid shipping during extreme temperatures. Check your campaign instructions for shipping provider preferences.

Projects and Campaigns

31. What is a microbial collection campaign?
A microbial collection campaign is a coordinated effort to collect samples from a specific environment, theme, or location. These campaigns help focus scientific exploration and community engagement around specific ecological or research goals.

32. How can I join an existing campaign?
Visit the Campaigns section of your Epolleo dashboard to browse active campaigns. Click "Join Campaign" to view collection protocols, participate in discussions, and submit eligible samples.

33. How do I start my own campaign?
From your dashboard, navigate to "Create Campaign," where you’ll be guided through naming, defining objectives, selecting collection types, and identifying your target geography. Campaigns are reviewed by moderators before activation.

34. What support does Epolleo provide to campaign leaders?
Epolleo offers templates, training resources, verification tools, and help from platform advisors to ensure campaign quality, consistency, and impact.

35. Can I run a campaign as an individual?
Yes. Individuals can run campaigns independently or on behalf of schools, organizations, or research groups. We encourage local experts and educators to lead community-centered efforts.

36. How are campaign results shared?
All verified samples are included in the public Epolleo Diversity Database, linked to their campaign of origin. Campaign summaries, dashboards, and analytics are shared with participants and may be published as open data.

37. Can schools participate in campaigns?
Absolutely. Classroom-based campaigns are a core part of Epolleo’s educational mission. Teachers can coordinate class activities around existing or new campaigns.

38. What is required to register a campaign site?
To register a site, provide a GPS location, site description, permission documentation (if required), and collection intent. All data is reviewed for ethical and ecological compliance.

39. Can campaigns be international?
Yes, as long as they comply with local collection regulations and Epolleo's international collaboration policies. Partnerships with NGOs or schools abroad are encouraged.

40. How do I nominate a site for future sampling?
Use the “Nominate a Site” form to suggest important ecological or culturally significant areas. Approved sites may be prioritized for upcoming campaigns or collaborative studies.

Metadata and Validation

41. What metadata is required for submissions?
Each submission requires core metadata: date, GPS coordinates, habitat type, sample method, collector name, and optional environmental or project-specific fields.

42. How is sample metadata reviewed?
Metadata is automatically scanned for formatting issues and then reviewed by trained volunteers or Epolleo staff. Incomplete or ambiguous entries may be flagged for clarification.

43. Who validates the samples I submit?
Validation is conducted by authorized educators, research affiliates, or moderators trained in Epolleo’s validation procedures. Verified samples are assigned Diversity Credits.

44. What happens if I submit incomplete data?
Incomplete data will be held in a temporary state. You'll receive a notification to edit and resubmit. Samples without core metadata may be excluded from credits and research access.

45. Can I edit my metadata after submission?
Yes, metadata can be edited until a sample is validated. After validation, edits are restricted to protect the traceability and integrity of archived submissions.

46. How do I know if my sample was approved?
You’ll receive an email notification and see a validation badge on your dashboard. Approved samples are marked with a unique Diversity Credit and linked to their project or campaign.

47. What is a metadata checklist?
It’s a tool that walks you through required data fields during submission. It ensures you’ve included all necessary environmental, technical, and collection details.

48. Are there standards for naming and tagging samples?
Yes. Epolleo recommends standard taxonomic and contextual tags (e.g., region, habitat type, species association) to ensure interoperability with scientific datasets.

49. Can I submit anonymous samples?
While some anonymity is possible, at least one verifiable source must be tied to each sample to ensure traceability, prevent duplication, and maintain ethical research standards.

50. Is geolocation data mandatory?
Yes, GPS data is a core requirement to issue a Diversity Credit. This helps map microbial distribution and supports traceable conservation and research applications.

Diversity Credits

51. How are Diversity Credits generated?
Diversity Credits are issued after a sample passes validation. Each credit links to the sample’s metadata, origin, contributor, and project, and is stored securely within the platform.

52. What information is included in a credit?
Credits include a unique ID, collector name, project or campaign name, validated metadata, GPS location, submission timestamp, and any associated lab data.

53. Can I transfer my Diversity Credits to others?
Yes, credits can be transferred to verified users for educational, collaborative, or research use. Transfers are logged for traceability.

54. Are credits publicly visible?
Yes, all Diversity Credits are indexed in Epolleo’s public database, unless the sample is flagged as sensitive (e.g., student data or endangered habitats).

55. How are credits tied to scientific value?
Credits capture sample integrity and metadata richness. High-quality samples contribute to a trusted network of reference material for researchers and conservationists.

56. Can credits be revoked?
Credits may be suspended if a sample is found to violate ethical or data guidelines. The original data remains archived, but its credit becomes inactive.

57. What does it mean to license a credit?
Licensing allows others to use the sample data under agreed terms—often for non-commercial educational or research purposes. Revenue-generating uses may require royalty agreements.

58. Can I bundle credits for research projects?
Yes. Users can create sample sets or portfolios for grouped use in grant applications, published studies, or collaborative work.

59. How are credits stored long-term?
Credits and associated metadata are stored using secure cloud infrastructure with version control, backup protocols, and adherence to digital preservation standards.

60. Can I see who uses my credited samples?
Yes. Platform dashboards show usage statistics and, when permitted, details on institutions or researchers who access your contributed samples.

Educational Use

61. How can Epolleo be used in classrooms?
Epolleo provides a hands-on, inquiry-based learning environment. Teachers can guide students in microbial sampling, data submission, and tracking Diversity Credits—making real-world science accessible and engaging.

62. Is there a curriculum available?
Yes. Epolleo offers grade-specific curricula aligned with U.S. state standards, including lessons on ecology, microbiology, data science, and ethical research. Educators can access materials directly through the platform.

63. How do teachers create student accounts?
Educators can create and manage student groups within their dashboard. Student accounts are privacy-protected and comply with FERPA guidelines.

64. Are student submissions private?
Yes. Student data is anonymized unless explicit permission is granted by a guardian. Submissions are still validated and contribute to the global data archive.

65. Can Epolleo be used for science fairs?
Absolutely. Students can design their own microbial collection campaigns and showcase data insights, sample tracking, and geographic comparisons.

66. What grades is Epolleo designed for?
The platform is accessible from upper elementary through postsecondary levels, with adjustable complexity and guidance tools tailored to grade bands.

67. Can homeschool students participate?
Yes. Homeschool educators can register as facilitators and access all educational tools and support materials.

68. What resources are available for educators?
Teachers receive access to curriculum guides, student worksheets, safety protocols, campaign templates, and professional development webinars.

69. Can teachers moderate submissions?
Yes. Educators can review, approve, or return student submissions before they are validated, providing a learning opportunity while maintaining data quality.

70. Are there virtual labs or simulations?
Yes. Epolleo provides digital simulations of collection methods and microbial behavior to complement hands-on exploration, especially for remote learners.

Scientific Research

71. Can researchers access Epolleo’s data?
Yes. Verified researchers can access sample metadata and approved submissions for non-commercial use. Requests for deeper data access may require protocol approval.

72. How do I request access to restricted datasets?
Submit a data access request through the Research Portal. Include your institution, purpose, and IRB or ethics clearance if applicable.

73. What is a screening protocol?
A screening protocol outlines lab-based tests or digital analysis techniques to be applied to submitted samples—e.g., DNA sequencing, resistance profiling, or metabolite analysis.

74. How do I propose a screening protocol?
Use the “Submit Protocol” form to provide objectives, methods, equipment, security requirements, and research intent. All proposals are reviewed by the oversight committee.

75. Are there grants or funding for research?
Epolleo supports SBIR/STTR-aligned proposals and may collaborate on campaign-based funding. Some internal seed grants are available to educators and early-career scientists.

76. How do researchers collaborate with educators?
The platform supports joint campaigns where researchers can create educational modules and receive validated, student-collected samples for large-scale studies.

77. Can I publish research using Epolleo data?
Yes. Attribution is required for samples and campaign contributors. Epolleo encourages open-access publication of outcomes where feasible.

78. What types of analysis can be done on sample data?
Depending on the metadata and validation level, researchers can conduct ecological modeling, machine learning applications, trait analysis, geographic mapping, and more.

79. Is there a peer-review process for protocols?
Yes. Protocols undergo internal technical and ethical review by Epolleo’s Science and Ethics Committee before activation or public integration.

80. How is research oversight managed?
Oversight is provided by an independent board of scientists, ethicists, and educators who ensure all research aligns with Epolleo’s mission and privacy standards.

Technical Issues

81. Why can't I log in?
Check your email and password for typos. If issues persist, use the “Forgot Password” option or contact support at support@epolleo.com.

82. My upload failed—what should I do?
Retry the upload after checking your file size and format. Clear your browser cache and ensure you have a stable internet connection.

83. Which file formats are supported?
Epolleo accepts JPG, PNG, CSV, PDF, and ZIP files. Large files may be compressed and submitted through the document upload portal.

84. Is there a mobile app?
A mobile-responsive web app is currently available. A dedicated mobile app for Android and iOS is under development.

85. How do I clear a cache error on the platform?
Clear your browser cache manually or switch browsers (Chrome, Firefox, Safari recommended). Log out and back in to refresh session data.

86. Can I recover lost data?
Most autosaved drafts are stored for 7 days. Contact support with your project ID if needed.

87. How do I report a bug?
Use the “Report a Bug” form under the Help menu, or email details to bugs@epolleo.com with screenshots and browser information.

88. Is platform downtime announced?
Yes. Scheduled maintenance is posted on the platform dashboard and by email. Emergency outages are communicated via Twitter and email alerts.

89. Can I use the platform offline?
Not currently. Offline sample logging templates can be downloaded and uploaded once online.

90. Does the platform support multiple languages?
Currently, the platform is in English. Spanish, French, and Portuguese support is being added for global accessibility.

Privacy & Legal

91. How is my personal data protected?
Epolleo adheres to strict data privacy standards. All personal information is stored securely, encrypted in transit and at rest, and used only for platform-related activities. No user data is sold or shared with unauthorized third parties.

92. What laws apply to Epolleo's data policies?
Epolleo complies with U.S. federal and South Dakota privacy laws, including COPPA, FERPA, and applicable international standards such as GDPR where relevant.

93. Is Epolleo FERPA compliant?
Yes. Student data is protected under FERPA. Educators control access, and student submissions are anonymized unless parent/guardian permission is explicitly provided.

94. Does Epolleo comply with HIPAA?
Epolleo does not collect medical data covered under HIPAA. However, research partnerships involving health-related microbial samples must demonstrate compliance with applicable bioethics and privacy guidelines.

95. Can I request a data export?
Yes. Users can request a full export of their data and submission history through the account settings dashboard or by emailing privacy@epolleo.com.

96. What happens to data from minors?
Data from minors is protected by design. Identifiable information is masked, and submissions are validated through school accounts or guardianship permissions.

97. Is data shared with third parties?
No user data is sold. Some anonymized or aggregated data may be used for research or statistical purposes, subject to approval and data protection standards.

98. Can I opt out of data sharing?
Yes. You can opt out of all non-essential data sharing via your privacy settings or by contacting our support team. Essential data is retained for Diversity Credit traceability.

99. What are the terms of service?
Our terms of service outline user responsibilities, acceptable use, privacy protections, and intellectual property rights. They are available at epolleo.org/terms.

100. How do I report a legal concern?
Email legal@epolleo.com with documentation or questions related to terms violations, intellectual property concerns, or legal notices.

API & Integration

101. Does Epolleo offer an API?
Yes. Epolleo provides a RESTful API for approved developers and institutions to access public sample metadata, Diversity Credit indexes, and campaign information.

102. What can developers access via the API?
The API allows access to validated sample records, campaign dashboards, geographic tagging, and non-sensitive educational resources. Private user data is never exposed.

103. How is API usage monitored?
API access is granted via secure API keys, with usage limits and logging to ensure compliance. Abuse or unauthorized use will result in key suspension.

104. Can Epolleo data be used with other biodiversity databases?
Yes. Epolleo encourages FAIR data practices and supports integration with GBIF, NCBI, and other biological archives when aligned with our privacy and attribution standards.

105. How do I request API access?
Submit a request via the Developer Portal on Epolleo.org. Include your institution, use case, technical scope, and data access requirements.

Sustainability and Funding

106. How is Epolleo funded?
Epolleo is supported through charitable donations, biodiversity credit licensing, royalty agreements, educational grants, and partnerships with conservation foundations and academic institutions.

107. What are Diversity Credit licensing fees used for?
Revenue from licensed use of Diversity Credits supports the long-term storage, digitization, security, and scientific validation of microbial archives.

108. Are donations tax-deductible?
Yes. Epolleo is a registered nonprofit, and all donations are tax-deductible under U.S. 501(c)(3) guidelines. A donation receipt is emailed upon contribution.

109. Can I sponsor a campaign?
Yes. Individuals, companies, or institutions can sponsor campaigns by covering costs of sample collection kits, logistics, lab processing, or classroom outreach. Recognition is provided on the platform.

110. How does Epolleo ensure financial transparency?
Annual reports and IRS Form 990s are publicly available on our website. We maintain strict internal oversight and governance to ensure donations and revenue are ethically used.

How Do I get involved

Getting Started

111. How do I become a citizen scientist?
Register on Epolleo.org and complete the Citizen Scientist onboarding guide. You’ll learn how to collect samples, submit data, and join active campaigns.

112. How can my organization partner with Epolleo?
Email partnerships@epolleo.com with a proposal or interest form. We welcome collaboration with universities, nonprofits, conservation groups, and community science networks.

113. What is required to host a workshop or event?
Event hosts should coordinate with Epolleo’s outreach team. We provide materials, registration tools, and campaign coordination support for science fairs, hackathons, and educator trainings.

114. Are internships or volunteer roles available?
Yes. Epolleo offers seasonal internships in data science, community science coordination, education, and microbial research. Volunteer opportunities are also posted on our website.