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We are interested in ALL records, of ANY of the species, wherever and whenever they have been seen. This includes gardens, parks, fields, woods, nature reserves, footpaths, ponds, etc. The records can be current or historical - we would like them all.
Hand-written - this is fine. Send them to the address linked from the contacts page.
Word-processed - type them up in a sensible format and then email them. They will need to be in Microsoft Word format (for the PC), otherwise save the file in a simple text only format.
Spreadsheet - one of the simplest ways to organise the records. We can handle Microsoft Excel files (for the PC), or export the data as a CSV file.
Recording Program - export the data in a format we can easily read.
Email records to the address given on the contacts page.
Use any of these if you don't have your own recording system.
PDF: printable table for handwritten records.
MS Word: simple table.
MS Excel: simple spreadsheet
The full species name. However, if your neighbour says "I found a newt in my garden yesterday", record it as: newt (unidentified species). This is still useful to us.
Date the animal was seen. This may be a single day, or a series of dates. e.g. over a number of years, or over a period of months in a particular year.
Where the animal was seen. This could be a house address, garden, park, wood, etc. Always give the name of the nearest village or town.
This can be found from a map. Ideally to 6 figures (e.g. SU 892 765) or the kilometre square (e.g. SU 89 76). The coordinate should be given either for the site, OR the actual location of the animal. If you don't have a map we can work out the grid reference provided you have given an accurate location.
The name of the person who found or saw the animal. You may be reporting a sighting by somebody else, in which case put down their name.
E.g. Garden, allotment, woodland, scrub, grassland, arable field, pond, canal, etc.
The number of animals seen. This may be an exact number, or an estimate if large numbers are seen (e.g. frogs in a pond.)
Observation on behaviour (mating pair, courtship behaviour, etc); Life stage (adult or juvenile, spawn, tadpoles, size of individual animals); Nearby sites that are known to be good habitat or that might be good; etc,
Your name, address and contact details. Also state if any of the records should be kept confidential. (E.g. sensitive site location.)
If you don't have your own paper map use an on-line map such as Multimap. You can zoom in or out to find the exact location. The maps at 1:25000 scale show the kilometre squares of the National Grid. You can even get a reasonable picture of the area by clicking the "aerial photo" button at the top.
Multimap, Oxfordshire: www.mulitmap.com
Or try Streetmap, Oxfordshire: www.streetmap.co.uk
A useful link if you are not sure how to work out grid references:
Worcestershire Biological Records Centre
