The first stage of getting a collection registered involves compiling basic information about it from its custodians. Anyone who deems his or her collection worthy of national status is eligible to apply for the program.

The following information on plant collections is required:

1. The name and address of the institution or person who owns the collection.
2. The name of the person directly responsible for managing the collection.
3. The proposed name of the collection. A National Collection may be designated as a systematic group of plants limited by genus or, if the case warrants, by family. There may also be more detailed groupings, e.g. usage variants, botanical and/or winter-hardy taxons etc., for the given genus or species.
4. A list of the taxons that make up the collection. The full Latin name and the originator of the taxon are required. Bibliographic references on which the designation and systemic classification are based are also required. In the case of classification, publications such as new monographs and checklists are preferred, provided these exist for the group in question and are in common use among botanists.
5. Basic data on the provenience of the collection. Data such as provenience number, year of multiplication, plant origin (from whom and, if possible, a description of its natural state) and number of specimens are required.
6. Degree of taxonomic verification. Information about the extent to which the taxonomic designation has been verified as correct. Information must be provided on any unverified or doubtful specimens in the collection.

All proposals are validated by a specially convened committee. During the second stage, the committee evaluates the collection on-site in terms of:

• the security of the collection (fencing and ground security and regulation of private property matters),
• the upkeep and condition of the plants,
• the accuracy of the taxonomic verification of the plants (so far as this is possible); and
• the documentation of the collection including its condition and how it is managed.

Data may be sent via e-mail to arbor@wp.pl or by post to: Arboretum SGGW w Rogowie, 95-063 Rogów. Electronic format, however, is preferred.

National Collection registration is confirmed by a National Collection registration certificate. The owner of the collection is given the original, along with a metal information plaque that can be placed on the grounds of the collection. PTOB members receive this plaque free of charge.