french frigate shoals (kānemilohaʻi) biological …french frigate shoals biological monitoring sop...

FrenchFrigateShoalsBiologicalMonitoringSOPSupplementV1.7(20121004)‐Draft‐SY/DR

FrenchFrigateShoals(Kānemilohaʻi)

BiologicalMonitoringSOPSupplement:

FieldGuidetoDataManagement

PhotobyS.Youngren

FrenchFrigateShoals

HawaiianIslandsNationalWildlifeRefuge

PapahānaumokuākeaMarineNationalMonument

INTRODUCTION

ThissupplementprovidesasummaryversionoftheFrenchFrigateShoals(FFS)biologicalprogramstandardoperatingprocedures(January2012version),focusingandexpandingonthespecificsofdatamanagementattheTernIslandFieldStationwithanemphasisonpointsthatincreasedataqualityandreplicability.ThissupplementwascompiledbySarahYoungrenandDanRappduring2011/2012I&MgrantfundedFrenchFrigateShoalsbiologicalmonitoringdataqualityandanalysisproject.

TABLEOFCONTENTS

INTRODUCTIONS...................................................................................................................................3INTRODUCTIONTOTHEFIELDSTATION..................................................................................................3introductionTOTHEFIELDSTATION‐TheMegaFauna......................................................................4introductionTOTHEFIELDSTATION‐TheFlora...................................................................................5introductionTOTHEFIELDSTATION‐TheREEFFISHES....................................................................5

PerSONNELARRIVALTOTERNISLANDFIELDSTATION.........................................................6DATAACCOUNTABILITY:ENTRANCEANDEXITPLANS.......................................................................6

datamanagement..................................................................................................................................7INTRODUCTIONTOffslongtermDATAsetMANAGEMENT...............................................................7TERNISLANDLONGTERMDATASETS:DATACOLLECTION..............................................................8LONGTERMDATASET:DATAENTRYANDPROOFING......................................................................10LONGTERMDATASET:DATAENTRYANDPROOFING......................................................................11DATAPROOFINGANDENTRY–Non‐PLOTData..................................................................................12DATAPROOFINGANDENTRY–PLOTDATA..........................................................................................14

DATAARCHIVING................................................................................................................................17HARDCOPYDATAARCHIVING...................................................................................................................17

DIGITALDATABASEMANAGEMENT.............................................................................................19Therefugefolder............................................................................................................................................19DIGITALARCHIVEORGANIZATION......................................................................................................................19

Scanningpaperfilestopdf(Page1of3)(sectioncomplete).........................................................20Scanningpaperfilestopdf‐continued(page2of3).........................................................................21Scanningpaperfilestopdf‐continued(page3of3).........................................................................22

Birdbanding:ternislandbandingandbandmanagement.................................................23DIGITALDATAARCHIVING.........................................................................................................................24labelingdigitalfiles......................................................................................................................................................24REFUGEFOLDERORGANIZATION........................................................................................................................26THEWORKINGFOLDER............................................................................................................................................27DIGITALARCHIVEBACKUP.....................................................................................................................................27

PHOTOGRAPHYFORMONITORING..............................................................................................30

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INTRODUCTIONS

INTRODUCTIONTOTHEFIELDSTATION

Welcome to Tern Island Field Station! During your time on Tern you will be asked topartakeatvarious levels invariousaspectsof longandshort termbiologicalmonitoring.Youwillberesponsible for thepropercollection,entry,andproofingofmostof thedatathatyoucollectduringyourstayonTernIsland.DuetothelargevarietyandcomplexityofdatacollectionandentryformatstheBiologicalMonitoringSOPisaverylargedocument.This supplement to that document was created to aid in day to day data entry andcollectionandlongtermdataarchival.

Toassurethatdataqualityremainsashighaspossibleweaskthatyoufollowthisguideand the Biological Monitoring SOP as closely as possible. Inevitably you will run intosituations that arenot covered, pleasediscusswith themanagerwhowill determineaproper plan of action. If you stray from current protocol please take detailed notes andinclude them in both the digital and hard copies of your data, and note in weekly andannual reports.Alwaysremember,dataiscollectedandrecordedinthewayitis,sothat it canbeused for long termanalysis,andwillbeofmuchmoreyou ifweallattempttoavoidre‐inventingthewheel!

Since 1979, the FWShasmaintained a year‐roundbiologicalmonitoring station onTernIsland, providing the longest continuousdataset inHawaii, andoneof the longest in thePacific.Thisdatasetinvolvesyear‐roundmonitoringdataformostnestingseabirdspeciesfromtheearly1980’stopresent.

Field methods employed for seabird population monitoring by FWS include: (1) meanincubationcounts, (2) reproductiveplotmonitoring, (3)outer island surveys, (4) specialstudies with more narrowly defined foci, and (5) other related monitoring, such assurvivorship studies, entrapment monitoring, seal and turtle counts, vegetation anderosion monitoring, shorebird monitoring, studies of artificial habitat, bird banding,weathermonitoring,tidemonitoring,andvegetationpropagation.

After reading the biological monitoring SOP, this document, and receiving the propertrainingyouwill be ready to go forth, enjoyyour time conducting importantmonitoringtasks on thiswonderful island, and don’t forget to return to this document often (everytimeyouenterdata)!

Remember, that the only stupid question is the one you do not ask! Tern has a prettyimpressivesetofdata,takepride,andcontributewell!

Mahalo.

INTRODUCTIONTOTHEFIELDSTATION‐THEMEGAFAUNA

SeabirdSpeciesBreedingatFrenchFrigateShoals:Procellariiformes(tubenoses:Albatrosses,Petrels,Shearwaters,Storm‐petrels): BFAL=Black‐footedAlbatross(addscientificname) LAAL=LaysanAlbatross BOPE=BoninPetrel BUPE=Bulwer’sPetrel WTSH=Wedge‐tailedShearwater CHSH=ChristmasShearwater TRSP=Tristram’sStorm‐PetrelPelecaniformes(Tropicbirds,Boobies,Frigatebirds): RTTR=Red‐tailedTropicbird MABO=MaskedBooby RFBO=Red‐footedBooby BRBO=BrownBooby(nestsonLaPerouse) GRFR=GreatFrigatebirdCharadriiformes(TernsandNoddies): GRAT=Gray‐backedTern SOTE=SootyTern BGNO=Blue‐grayNoddy(nestsonLaPerousepinnacle) BRNO=BrownNoddy BLNO=BlackNoddy WHTE=WhiteTern

ShorebirdSpeciesWinteringatFrenchFrigateShoals RUTU=RuddyTurnstone GOPL=PacificGoldenPlover SAND=Sanderling WATA=WanderingTattler BTCU=Bristle‐thighedCurlew

MarineMegafaunaatFrenchFrigateShoals HGST=HawaiianGreenSeaTurtle(summerbreederinatoll)

HMS=HawaiianMonkSeal(summerbreederinatoll,residentyearround)SpinnerDolphins(rarelysightedbutpresentinatoll)HumpbackWhales(spottedoutsideatollduringwintermonths)

INTRODUCTIONTOTHEFIELDSTATION‐THEFLORA

ThissectionwillhaveacopyoftheTernIslandFieldStationplantfieldguide.

INTRODUCTIONTOTHEFIELDSTATION‐THEREEFFISHES

ThissectionwillhaveacopyoftheTernIslandFieldStationchecklistofreeffishes.

Forallmonitoringbeawareofthedisturbancecausedbyhumansinthecolony,avoidsealsandturtles(getlowandstayquietifyoucomeuponone),watchwhereyouarewalkingsothateggsandburrowsdon’tgetcrushed,ifaRFBOflushesfromitsnestguarditfromtheGRFR,andifthereareSOTEchicks3‐10daysolddon’tgointhearea!Bybeingobservantandcautiousdisturbancecanbekeptataminimum.

PERSONNEL ARRIVALTO TERN ISLAND FIELDSTATION

DATAACCOUNTABILITY:ENTRANCEANDEXITPLANS

TernIslandDataAccountabilityForm(fileinspeciesaccountjournal)

Inordertodocumentthatalldatafilesareinascompleteaformaspossible,andtodecreasedatalossatcrewchangeovers;weaskthatallUSFWSvolunteersandvisitingresearchersfilloutthefollowingform.Fillinnameandarrivaldate,filethedocumentinthespeciesaccountjournalbinder,andpriortoleavingcompletetheremainderoftheform.Forvisitingresearcherspleasenotehowdatawillbepublished.

Name___________________________________ArrivalDate______________DepartureDate_______________

I have read the following document and will follow the protocols described within. Initials _____ date_______________

Iwillreturntothisdocumentbeforecollectingorenteringanynewformofdata.Initials_____date_______________

IwillcompletethisdocumentattheendofmystayonTern Initials_____date_______________

PrimaryFocus:

ReproductiveSuccessPlotsMonitored:

SpecialProject(s):

FilloutpriortodepartureatendoftimeonTernIsland

AllDatathatIhavecollectedwhileonTernIslandhasbeenentered __________AllDatathatIhavecollectedwhileonTernIslandhasbeenproofed __________AllfieldbooksformonitoringIconductedhavebeencorrectlyfiledand/orpassedon __________Myspecialprojecthasbeencompletedandafinalreportwrittenandfiled __________AlldatacollectedduringstayonTerniscomplete: ManagersInitials__________Thankyouforallofyourhardwork,thoselookingbackinthefuturewillgreatlyappreciatetheeffortyouhaveputforthtowardqualitydatacollection!(feelfreetouseadditionalpageasneeded)

DATAMANAGEMENT

INTRODUCTIONTOFFSLONGTERMDATASETMANAGEMENT

Datacollectionandmanagementfallsintofourstepsthatmustbecompleted

1. Collection:Weatherresistantpaperandapencil(orindelibleink)2. Entry:Fielddatatoexcelspreadsheet3. Proofing:Doublecheckthatalldataiscorrect4. Digitalandhardcopyarchive:AllfielddatayoucollectistoremainonTern,collectdataaccordingly!

Don’tforgettowritethatyouhaveenteredandproofeddata,whoyouare,andtheyear.Thiswillhelpthoselookingtousethedatayouarecollectingnowwithconfidenceinthefuture!

1. Collection:AllfielddataonTerniscurrentlycollectedonpaper,withapencil.ForsomereproductiveplotsandprojectsdataiscollectedwithinaboundRiteintheRainbook,othersonriteintherainpagesthatgointoaspecialbinder,andfewarecollectedonnon‐RiteintheRainpaper.RiteintheRainpaperisspeciallycoatedsothatitrepelswater,butusecautionifitgetsreallyweterasingwillgougethepaper.Ifyoutakerandomnotesinyourfieldbook,besuretocrossthemoutiftheyarenotpertinent,areduplicates,orarenotaccuratebeforeyouarchiveyourbook.Besuretofillinallfields.Thedifferencebetweennotcheckingforacertainitem/individual(nodata=ND)andfindingthatitem/individualnottobepresent(notfound=0)drasticallychangesdata.

2. Entry:AllfielddataonTern(asidefromtidemonitoring)iscopieddirectlyfromfieldformstoexcelspreadsheetswhichareformattedtobeeasilytransferrableintoanaccessdatabase.Avoidaddingnewcolumnsorchangingformattingtospreadsheetsinsteadaddasupplementarytaborspreadsheet.Whileenteringdataifyoufindentriestobeillogical/wrongonanydatayouareentering,onlychangedataifthepersonthatcollecteditconfirmsthecorrectdata.Useadifferentcolorpenonthehardcopytocrossout(leaveoriginalrecordlegible)andwriteincorrectdata.

3. Proofing:Dataproofingisatimeconsumingyetimportantsteptodataentry.Toproofdata,checklinebylinethatalldatahasbeencorrectlycopiedfromfieldbooktoexcelspreadsheet.Whileitismoreefficientforonepersontoprooftheirowndataitismucheasiertomissmistakesthisway.Themosteffectivewaytoproofdataisasateamoftwo,onepersonreadingoutloudandasecondpersoncheckingthatallentriesarecorrect.Onceyouhavedeterminedthatalldataonapagehasbeenenteredandenteredcorrectly,writeonthatpagewithadifferentwritinginstrumentthandatawasoriginallycollectedin.Alsonoteonthenotespageoftheexcelspreadsheetwhatdateorpagedatahasbeenproofedupto.(Isthereamonumentproofingprotocol??????)

4. Archive:AssurethatalldatabeingleftonTernIslandiscompleteandlegiblesothatifsomeoneweretoreturntothedigitalorhardcopyatalaterdatetheycouldinterpretALLwriting/notes.Makesurethatalldataislabeledwiththeyear,species,whowasmonitoring,anditsstateofcompletenessinentryandproofing.

TERNISLANDLONGTERMDATASETS:DATACOLLECTION

MethodsforalldatacollectionprocessescanbefoundwithintheBiologicalMonitoringSOP(mosteverythingiscoveredinthatdocument,youjusthavetofindit)

1. WEATHERDATA:Daily,fieldstationpersonnel(onepersonvs.rotational)WeatherdatahasbeencollecteddailyonTernIslandsince1980.InpasttimesaNOAAweatherstationwasinplaceandworkingonTernIsland;however,nowallthatexistsisthedatathatiscollectedmanuallyeverymorning.PleasereadtheWeatherStationInstructionswithintheSOPasthisdatabecomeslessusefulifmethodsdonotremainconsistent!!!!!

Pleasedoyourbesttocollectweatherdatabetween0800and0900sothatitcanbeusedtoaccuratelydetecttrendsandwedonotmisshightemperaturesforthepreviousday. Relativehumidityiscalculatedfromthewetanddrythermometerswithintheweatherstationbox,ifthewickdriesoutRHcannotbecalculated,pleasecheckthatthereiswaterinthereservoirandthatwickisintacteverytimeyoucollectweatherdata(ifbothnumbersarethesameanditisnotpouringrainthisindicatesthewickisdry).Ifyoufindthatthedoortotheweatherstationboxisopen,donotcollectmaximumandminimumtemperaturesforthatdayastheyarelikelyincorrect.

2. DISTURBANCE/ENTRAPMENTDATA:Daily,fieldstationpersonnel,rotational

InanattempttoaccuratelyquantifythelevelofhumandisturbancetothewildlifewithinFFSadetaileddisturbance/entrapmentlogismaintained.PleasefilloutthelogaftermorningentrapmentwalksandregardingANYun‐duedisturbancecausedduringtheremainderofyourtime.Thisincludesbutisnotlimitedtocollapsedburrows(occupied),brokeneggs,entrappedwildlife(non‐bush),andifanysealorturtleisdisturbedbyyourpresence.Thislogisalsousedtodocumentdailyhauledoutsealsandbaskingturtles.ItisverydifficulttoreplicatecountsofsealswithinthebirdcolonypleaseONLYcountthefollowingareas:

Whatisvisiblefromthecatchment,andaroundthewatertanks.WhatyoucanseefromtheSEcornerlookingwestonsouthbeach.East,crab,shell,dieselbeaches,andtheboatramp.Ifyoucountsealsonsouthbeachorinthecolonyyoumayrecordtheminthenotessection.

Aswiththeweatherdata,becausesealandturtlecountsarecollectedbymultipleindividualsonaweeklybasisitisveryimportantthateveryonefollowsthesamemethods.(Otheroption,manager1xperweekwholeisland)

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LONGTERMDATASET:DATAENTRYANDPROOFING

Weekly:Onepersonwillberesponsibleforenteringfieldstationdataduringagivenweek.Dataincluded:weather,bandrecovery,disturbance/entrapment,outerislandsurvey,marinedebris,andvagrantdata.Seefollowingpagesforhowtoentereachspecificitem.Additionallythispersonwillberesponsiblefor‘proofing’orlinebylinecheckingthatalldataenteredthepreviousweekiscorrectandcomplete.Thisindividualwillalsoberesponsibleforconductingadigitalfilebackupfollowingcompletionoftheirdataentry.Allindividualsareresponsibleforcompletingdataentryfromthecurrentweekforallreproductiveplotsandproofingdatafrompreviousweek’splots.Datapagesthatarecompletewillbekeptinthedatabinder,eitherintheun‐enteredfolder,theun‐proofedfolder,orthetobescannedandfiledfolder.Monthly:Themanagerisresponsibleforcheckingthatalldataisenteredcorrectlyandcompletely,scanning,andfilinghardcopies.Additionallymonthlytemperatureloggersfromtheweatherstationaredownloaded.

FigureX.TernIslandDataManagement/AccountabilityForm.Availableonrefugefolder,currentmonthformiskeptindatabinder,oncecompletedformswillbeincludedinspeciesaccountjournal.

TERN ISLAND DATA MANAGEMENT/ACCOUNTABILITY FORM YEAR page_____ of _______

Week 1 Week 2 Week 3 Week 4

Inclusive Dates (Monday‐Sunday)

DATA ENTRY PERSON FOR WEEK ___________________ ___________________ ___________________ ___________________

STATION WIDE DATA COLLECTION

LAST WEEK proofed

THIS WEEK entered

LASTWEEK proofed

THIS WEEK entered

LAST WEEK proofed

THIS WEEK entered

LAST WEEK proofed

THIS WEEK entered

WEATHER

BAND RECOVERY FORM

DISTURBANCE/ENTRAPMENT

OUTER ISLAND SURVEY

MARINE DEBRIS

VAGRANTS

BACKUP REFUGE FOLDER

ALL SPECIES PLOT DATA (fill in name below)

Includes plots checks and banding data

LAST WEEK proofed

THIS WEEK entered

LASTWEEK proofed

THIS WEEK entered

LAST WEEK proofed

THIS WEEK entered

LAST WEEK proofed

THIS WEEK entered

1__________________________

2__________________________

3__________________________

4 __________________________

5__________________________

ONCE 4 week period completed (manager completes this section)

Check station wide & plot data for formating & completeness

Scan all above entered/proofed data pages

File all complete pages in filing cabinets

Scan Tide Station Form and file

Download weather station Temperature Loggers

LONGTERMDATASET:DATAENTRYANDPROOFING

Eachweekonepersonwillproofalldatafromthepastweek,andTHENentercurrentweek’sdata.Ifanydataisnotinthebinderpleasecheckwiththeindividualthatshouldhavecollectedit.Managerwillscanallfilesinthe‘tobescanned’folderattheendofthemonth.Seefollowingpagesforspecificsonentryofdifferentformsofdata.

DATAENTRY

COMPLETEDFIELDFORMS1. Allcompleteddatasheetswillbeplacedinthe‘tobeentered’folderwithinthedatabinder.2. Weeklyalldatacollectedduringthatweekwillbeenteredintotheappropriatespreadsheet.3. OnceenteredwriteonEACHsheet‘enteredby’yourinitials/dateinthetoprightcorner.4. Placeacheckmarkinthe‘entered’columnforeachdatatypeontheaccountabilityform.5. Transfersheetinto‘tobeproofed’folderwithinthedatabinder.

INPROGRESSFIELDFORMS1. Stillinprogressformswillremainintheirnormallocationexceptwhilebeingentered.2. Weeklyalldatacollectedduringthatweekwillbeenteredintotheappropriatespreadsheet.3. Designatestartandstoppointsbycontinuingthegridlinesintothepapermarginforthat

line,andplaceasmallcheckmarkinthemarginnexttoeachlineonceentered.Ifnewpage,atthetopofthepagewriteout‘√=entered’

4. Placeacheckmarkinthe‘entered’columnforeachdatatypeontheaccountabilityform.5. Returnformtoitsproperlocation.

DATAPROOFING

COMPLETEDFIELDFORMS1. Alldatacollectedduringthepreviousweek(in‘tobeproofed’folder)willbeproofed.

a. Checklinebylinethatalldatahasbeenenteredintotheappropriatespreadsheetintherightcell,correctly.

b. Ifitisajudgmentcallastowhatawrittenletterornumberisandyoudonotagreewithhowitwasentered,clarifywiththepersonthatcollectedthedata!

2. OncecheckedwriteonEACHsheet‘proofedby’:yourinitials/dateinthetoprightcorner.3. Placeacheckmarkinthe‘proofed’columnforeachdatatypeontheaccountabilityform.4. Transfersheetinto‘tobescanned’folderwithinthedatabinderonceproofed.

INPROGRESSFIELDFORMS1. Proofpreviousweek’sdataforalltopics.2. Checklinebylinethatalldatahasbeenenteredintotheappropriatespreadsheetinthe

rightcell,correctly.a. Ifitisajudgmentcallastowhatawrittenletterornumberisandyoudonotagree

withhowitwasentered,clarifywiththepersonthatcollectedthedata!3. Aseachlinehasbeenproofedplaceasecondsmallcheckmarkinthemarginnexttoeach

line.Ifnewpage,writeoutatthetopofthepage‘√√=proofed’4. Placeacheckmarkinthe‘proofed’columnforeachdatatypeontheaccountabilityform.5. Returnformtoitsproperlocationunlesscompleted,thentransfer‘tobescanned’

folder.

DATAPROOFINGANDENTRY–NON‐PLOTDATA1. WEATHERDATA:Onesheetusedforwholemonth

a. Pleasedonotchangeformattinginthisspreadsheet,itfunctionsbyformulas!b. Eachmonthhasadatapageandasummarypage.Fillintherawdata,andthenonly

summaryitemthatneedstobefilledinpermonthisthedayofhighestrainfall,fillthisinontherawdatapageanditwillautomaticallyfillonthesummarypage.

c. Copyofformavailableinformsfolderin‘workingfolder’hardcopystoredinradioroom.2. DISTURBANCE/ENTRAPMENTDATA:Onesheetuseduntilfilled

a. Copydataaswrittenonfieldformintospreadsheet,makesurethatapplicablenotesarerecordedinthenotessectioninordertodecipherwhatspecieswasinjuredtrappedetc.(aslongasyoudon’tduplicatedata,splittingintomultiplelinesisacceptable.)

b. Copyofformavailableinformsfolderin‘workingfolder’completedhardcopygoesinspeciesaccountjournal

3. BANDRECOVERYFORM:Onesheetuntilfilled(seebandingsection)a. Copydatafromfieldsheetintoappropriatecolumns,leavenon‐applicablecolumns/cells

blank.b. Whenenteringbandnumbersthatstartwithzero,changethecelltotext,otherwiseleave

thiscellasanumber.Allbandnumbersareenteredasjustdigits,donotenterthedashbetweenprefixandsuffix.Ifabandprefixisonlythreedigitsitneedstohaveazeroaddedatthebeginning.

c. Copyofformavailableinformsfolderin‘workingfolder’completedformsgetscannedandhardcopygoesbacktohonolulu

4. MIC:Onesheetperspeciesforwholeyeara. TheNozoneandTRSPareascompromise10%oftheisland,areaistometermarkersandto

water,b. Southbeachoutsidethepipe?c. Inprogressformsstoredinspeciesaccountjournald. Copyofformavailableinformsfolderin‘workingfolder’yearlyformsstayinspecies

accountjournal5. SHOREBIRDS:Onesheetforwholeyear

a. TheNozoneandTRSPareascompromise10%oftheisland,areaistometermarkersandtowater,

b. Southbeachoutsidethepipe??c. Inprogressformsstoredinspeciesaccountjournald. Copyofformavailablein‘workingfolder’yearlyformsstayinspeciesaccountjournal

6. MARINEDEBRIS:Onesheetperweeka. Countupallthetallies,andwriteinnumberforeachcategory,zeroisanimportantnumber.b. Attheendofthespreadsheetistherearenocomments,fillinnac. Copyofformavailableatin‘workingfolder’hardcopystoredinradioroom.

7. OIS:Onesheetperislandpervisita. Copyofformavailablein‘workingfolder’hardcopystoredinradioroom.

8. VAGRANTS:Onepagesperincidenta. Ifvagrantshavebeensightedfortheweek,createadigitalcopywithphoto.b. Copydataintoexcel,alsosavedigitalcopyinfolderc. Copyofformavailableatin‘workingfolder’completedformsstayinspeciesaccountjournal

HowtoBackupUSBworkingfolder

OnUSBdrivekeepallworkingfileswithinonefolder,entitled

TERN_ISLAND_WORKING_DATA

Aftertheworddataadditionallyaddthedateoflastbackupas“_ddMMMYYYY”

Weekly

1) CheckthatalldatahasbeenupdatedontheUSBdrivefortheweek(includingallplotdata)2) Renametheworkingdatawiththedaysdate.3) Plugincurrentbackupharddrive(beextremelycareful,donotmoveharddriveATALLwhenitis

running,thisdriveisprecious4) OpenTERN_ISLAND_WORKING_DATA_backupsfolder5) Copytheentirefolderover6) Ejectbothdrivesandyouaredone(thedateonworkingfolderonthesticknowrepresentsthelast

dayitwasbackedup).

DATAPROOFINGANDENTRY–PLOTDATA

Eachweekeachpersonwillproofalloftheirdatafromthepastweek,andentercurrentweek’sdata,andifusingbindersheetsthatweek’spageswillberemovedfromthefieldbinder.

1. DATAENTRY(plotsusingbinderpages)a. Enterplotdataasclosetopossibleaftercollecting(bestdoneonsameday).b. Enterplotbandingdatainexcelspreadsheet,andcopytobandingschedule.c. Fillinlinefor“enteredby”withyourinitialsandthedate(usecheckmarks

onbandingdatajustasyouwouldwithnon‐plotdata)d. Onceyouaredonecopypertinentinformationtopagesforthenextweek.

2. DATAPROOFING

a. Proofallplotdatathatwascollectedduringthepreviousweek,checklinebylinethatdatahasbeenenteredintherightcells.

b. Proofallbandingdatacollectedduringthepreviousweek,checkbothdigitalcopyANDbandingschedule!

c. Completedsetsofpageswillbeboundattheendofthereproductiveyear.Separatepagesbyplotandinchronologicalorder,stickynotesordividerpagescanbeusedtokeepplotsapart.

d. (*Createcoverpagesforplotdata)DEMOGRAPHICPLOTSSPREADSHEET

Thisstandardoperatingprocedure(SOP)willspeaktoreproductiveplotsandtheirapplicationattheTernIslandFieldStation.TherearetworeproductiveplottypesutilizedonTernIsland:demographicandnon‐demographicplots.Non‐demographicplotsaimtoprovidebasicnumbersforaspeciessuchaseggslaidandlost(i.e.died)andchicksfledgedandlost.Demographicplotsdeliverbaselinedataforaspecies,likenon‐demographicplots,butalsoprovidemoredetaileddatawhereindividualnestattemptsarefollowedforthedurationofthereproductiveseason.Inordertohaveeffectivedemographicplotsgoodsampledesignmustbeemployedaswellasgooddatacollectionandmanagementpractices.

ThisSOPdetailstheproperuseoftheExceldemographicdatabase.DatacollectedfromdemographicreproductiveplotsattheTernIslandFieldStationwillbestoredandmanagedusingthedemographicdatabase.ItwillbeeasiesttounderstandthedemographicdatabasewithitopenwhenreadingthisSOP.ThedemographicdatabasewasbuiltbasedontheneedsoftheTernIslandFieldStationusingtheexperienceandreviewofthefieldstationspreviousandcurrentbiologists.ThedemographicdatabasewasbuiltusingMicrosoftExcel2010software:thisprogramwillberequiredinordertousethisdatabase.NewerversionsofExcel(>2010)canalsobeusedtooperatethedemographicdatabase;olderversionsofExcel(<2010)mayormaynotbeabletooperatethedatabaseeffectively.Thedemographicdatabaseistobeusedwithdatacollectedusingthedemographicmonitoringbindersheets.

I. ‘ReprodRawData’(ReproductivePlotRawData)a. Thissheetiswheretherawdatathatiscollectedusingthedemographicplotbindersheetswillbe

entered.Theheadingswithinthissheetaredescriptive,butifmoreclarificationisneededpleaseseethe‘ColumnDescriptionsReprodRaw’sheetwithinthedatabase.The‘ColumnDescriptionsReprodRaw’sheetprovidesmoredetailonthetypeofdataeachcolumnaccepts(Table1).Somecolumnsandrowswithinthe‘ReprodRawData’sheetaremadetomove(frozen)asonescrollsthroughthesheet,thisfunctionshouldnotbealtered.Atnopointshouldtheformattingwithinthissheetoranyothersheetinthedemographicdatabasebealteredwithoutpermissionfromtherefugemanager,andmayresultinchangesforallspecies.

II. ‘ReprodRawSummary’(ReproductivePlotRawDataSummary)a. The‘ReprodRawSummary’sheetsummarizesthedatafromthe‘ReprodRawData’sheet.The

‘ReprodRawSummary’sheetisformuladriven;themonitordoesnotneedtoenteranydatainthissheetexceptforphonologydatesforTernIslandandFrenchFrigateShoals.Themonitorshouldnotatanypointaltertheformulaswithinthe‘ReprodRawData’sheetortheformulaswithinanyothersheetinthedemographicdatabase;asevenasmallchangetoaformulacancauseitsdysfunction.Thissheethasaproofingtoolbuiltintocatchpotentialdataentryerrors.The‘PROOFING’columnmimicsthe‘TOTAL’columnbutitgathersitssummarydatafromdifferentsources.Ifthe‘PROOFING’columnentriesdon’tmatchthoseofthe‘TOTAL’columnadataentryerrorhasoccurred;thedatain‘ReprodRawData’willneedtobeproofedtofindandcorrectthiserror.Columnheadingswithinthissheetaredescriptive;seecontentinparenthesisformoredetail.

III. ‘OptSummary’(OptionalDataSummary)a. Thissheetsummarizesoptional(OPT)columnsfromthe‘ReprodRawData’sheet.Itisuptothe

monitortobuildthe‘OptSummary’sheetbecauseitsummarizestheoptionalcolumnsthemonitorcreatedwithinthe‘ReprodRawData’sheet.Theformatforthe‘OptSummary’sheetcanbealtered;themonitorshoulddesignthe‘OptSummary’sheettofunctionsimilarlytothe‘ReprodRawSummary’sheet.Anycolumnscreatedinthe‘OptSummary’sheetshouldhavedescriptiveheadingstogowiththem.

IV. ‘Notes’(MonitoringNotes)a. The‘Notes’sheetshouldbeusedtoenternotesonmonitoringoranyotherrelevantinformation.

Adateandplotshouldalwaysbeprovidedforeachnoteentry.Anynotesthatarespecificforanestattemptshouldbeenteredunderthe‘NOTES’columninthe‘ReprodRawData’sheet.Alltextthatisenteredinthedemographicdatabaseshouldbeenteredinallcapitalletters.

V. ‘Codes’(DataCollection/EntryCodes)a. The‘Codes’sheetprovidesatableofinusedatacollectionandentrycodes.Codesdescribedin

the‘Codes’sheetshouldalwaysbeusedwhencollectingandenteringdata(whenappropriate).Newcodesshouldnotbemadenorshouldexistingcodesbealteredwithoutpermissionfromtherefugemanager.

VI. ‘ColumnDescriptionsReprodRaw’(ColumnDescriptionsfortheReproductivePlotRawDataSheet)

a. Thissheetprovidesdescriptionsfor‘ReprodRawData’sheetrequiredandoptionalcolumns.Columndescriptionsforoptionalcolumnswillneedtobeenteredeachseasonbasedontheoptionalcolumnscreatedbythemonitor.Requiredcolumndescriptionsshouldnotbealteredwithoutpermissionfromtherefugemanager.

VII. ‘Banding’a. The‘banding’sheetshouldbecompletedasbirdsarebandedwithinthereproductiveplots.The

datafromthissheetwillbeusedintheannualbandingreportforthefieldstationandsubsequentlyprovidedtotheUSGSBirdBandingLaboratory.AseparateSOPhasbeenwrittenontheproperuseofthissheet,pleaseseethesematerials.

VIII. ‘JournalSummaries#1’(JournalEntries)a. The‘JournalSummaries#1’sheetistobecompletedbytheprimarymonitorforeachjournal

period.Formoredetailonthedatathatistobeprovidedforeachcolumnpleaseseethe‘ColumnDecriptionsJournal’sheet(Table2).The‘JournalSummaries#1’sheetdoesnotcontainanyformulasalldataentrywillbedonemanuallyasawayofproofingpreviouslyentereddata.Allrowsandcolumnswithinthesheetarerequired.

IX. ‘JournalSummaries#2’(JournalEntriesforSecondMonitor)a. Thissheetistobecompletedbyapotentialsecondmonitorinthesamefashionthatthe

‘JournalSummaries#1’wascompleted.Ifathirdmonitortakesovermonitoringdutiesfortheplotathirdjournalsummariessheetwillneedtobecreated.

X. ‘ColumnDescriptionsJournal’(ColumnDescriptionsfortheJournalSummariesSheet)a. The‘ColumnDescritionsJournal’sheetdetailsdataentrypercolumnforjournalsummaries

sheets(Table2).Allcolumnsandrowsinthejournalsummariessheetsarerequired.Itgoeswithoutsaying,butdonotalterthecolumndescriptionswithoutpermissionfromtherefugemanager.

XI. ‘NestMarkerInventory’a. Thissheetistobecompletedattheendofthereproductiveseason.Allnestmarkingmaterial

shouldberecoveredfromplotsandinventoried.Anymissingnestmarkingmaterialswillberemadebythenextmonitor.Thenumbersofnestmarkersstartedwith,recovered,andlostwillbegeneratedautomaticallybyformulas.The“NESTMARKER#’columnshouldbecompletedbasedonthenestmarkersusedformonitoringthatspecies.

DATAARCHIVING

TherearetwoprimarytypesofdatamediumutilizedandgeneratedattheTernIslandFieldStation:hardcopyanddigitalfiles.Technologicaladvanceshaveblurredthelinebetweenthesetwodatamediums,hardcopyfilescaneasilybecomedigitizedandviceversa.Whetherthedatamediumbehardordigital,theproperarchivingofthismaterialiscriticaltotheformationandmaintenanceofshortandlongtermdatasetsatthefieldstation.

HARDCOPYDATAARCHIVING

Duringthe2011/2012fieldseasonallhardcopydataattheTernIslandFieldStationwaslocated,compiled,andinventoried.AninventorydatabasewascreatedusingthesoftwareMicrosoftExcelthusprovidingthemeanstosearchforandlocatehardcopydatafilescreatedandstoredatthefieldstation.Anysubsequenthardcopydataarchivingshouldbeloggedusingthisdatabasebeforebeingstoredfollowingthesesteps:

1. Confirmthatthefile(s)tobearchivedareproperlylabeled.Atminimumeachfileshouldbemarkedwith:

a. Thatthedatawasfullyenteredandproofed,andtheyear.b. Whetherthefileisanoriginalfileoracopyofanoriginalfile.c. Thename(s)oftheprimarypersonsresponsiblefortheauthorshipand/or

collectionofthecontaineddata.

Iftobearchivedfilesdon’thaveadesignatedlocationforthisinformationpleasewriteitinatthetopofthefileusingpermanentink.

2. Accessthehardcopydatainventorydatabaseandenterthefilestobearchived.Theheadingswithintheinventoryaredescriptive,ifmoredetailisneededonthedatarequiredforeachcolumnpleaselocatethe‘ColumnDescriptions’sheetwithinthedatabase.Pleaseusethedesignatedcodeswhichareprovidedinatableinthe‘Codes’sheetoftheinventorydatabase.

3. Havingcompletedthepreviousstepsthehardcopyfile(s)canbearchived.Allarchivedhardcopydataatthefieldstationisorganizedwithinthreeareaswithinthelivingquarters(barracks)usingfilingcabinets,drawers,fileboxes,andbuckets,withexceptiontooddshapeditems.

a. Biologyareadrawersb. Radioroomfilingcabinets

c. Archiveroomfilingcabinets,drawers,fileboxes,andbuckets

Manyofthehardcopystoragefacilitiesatthefieldstationhavebeenassignedanidentificationletterand/ornumberthathasbeeninscribedontothefrontoftheunitpleaseconsulttheseidentificationnumberswhenutilizingtheinventorydatabase.Todeterminewheretoarchivespecifichardcopyfilesconsultthehardcopyinventorytofindthelocationofsimilarfiles.Ingeneralhardcopydatahasbeenorganizedandcompiledintothesebasicfiletypesandlocations:

a. Bandingandbandreadingdata:biologyareadrawersb. WeatherandTidedata:radioroomcabinet5,drawerDc. Outerislanddata:biologyareadrawers;radioroomcabinet5d. Reproductiveplotdata:biologyareadrawers;radioroomcabinet4e. MICandothercountdata:biologyareadrawers;radiocabinet4and5;

archiveroomcabinet1f. Speciesaccountsandannualjournals:archiveroomcabinet1;radioroom

cabinet5;biologyareadrawers

Anynewfilefolderscreatedwhenarchivinghardcopydatamustbelabeledproperly:atminimumincludefiletypeandtheyearthefile(s)wascreated(i.e.collected,written,etc.).

DIGITAL DATABASE MANAGEMENT

DuetotheprecariousnatureofelectronicdevicessuchascomputersandharddrivesatTernIslandFieldStation,theonlywaytoavoidirretrievabledatalossistofollowastrictdatabackupplan.Inordertonotcreateinnumerablecopiesofslightlymodifiedyetverysimilardocumentsastrictorganizationalschemeshouldalsobefollowedfordatamanagement.AdditionallydatabackupinHonolulumustbedocumented.

ThisdocumentwilldiscussthemanagementandarchivalofTernIsland’sdatabase,includingshorttermbackupprocedures(onTern)andlongtermarchival(inHonolulu).

Themoretimethatisspentonkeepingdataorganizedanduptodateintheshorttermthemoreusefulitwillbeinthelongterm.Weaskthatallpersonnelfollowthisprotocol!

NEEDTOUPDATEPRACTICES:DatamanagementpracticesatTernIslandFieldstationareinneedofimprovement.Currentpractices(asofthewritingonthisSOP)leavemuchroomforcreationoferrorsanddataloss.Currentlyfilesregardingallaspectsofrunningthefieldstationalongwithbiologicalmonitoringarestoredinonefolderthe‘refugefolder’.Thisfolderisintherangeof60GBofdata,andwhiletheorganizationalscheme(wherethingsarestored)isstrong,thereislittlecontroloverwhatgetsstoredinthisfolder,andlittledelineationofwhatisafinalversionversusaworkingversionofanydocument.WeproposechangesinthisSOPthatwillneedtobeputintoplacebutthatshouldgreatlyincreasedatasecurity.

ArchivedDataStorage:FINALVERSIONSOFFILES.LastversionsenttoHonolulushouldbeversiononTern

Includesallpreviousversionsofmethods,andfinalizeddata.

Filescanbetakenoutofthisfolderbutnotputintoitunlessanotherbackupistobedone.

CurrentDataStorage:TernIsland=Uptodateversionsofcurrentmethodsanddata.Andotherfilesthatareneededfordaytodaytasks.

THEREFUGEFOLDER

DIGITALARCHIVEORGANIZATION

Thefollowingisanorganizationaltreeforhowtherefugefoldershouldbeorganized.

InsertExcelimage

SCANNINGPAPERFILESTOPDF(PAGE1OF3)(SECTIONCOMPLETE)

AnimportantportionofdataarchivalatTernIslandiscreatingdigitalcopiesofhardcopiesbyscanningtoPDF.AtthetimethisSOPwascreatedtheTernIslandFieldStationwasequippedwithaCanonDR‐2580Cdocumentscanner,thisSOPwillpertaintothismodel.

VERYIMPORTANT:thepresenceofthisscannershouldNOTbetakenlightly;itisaveryexpensiveandcriticalpieceofequipment.Wheninusemakesurethatunitissetupsothatitcannotgetknockedtothefloororspilledupon!PleasestorescannerindesignatedPelicanCasewhennotinuse.

PersonalattheTernIslandFieldStationshouldbeadvisedtoavoidwritinglightlyandtotheedgesofpages,thesetwofactorscanmakescanningdocumentsverydifficultandresultinunusablefiles.

Componentsrequiredforfunctionalscanning:Scanner,usb2.0cord,powercord,andfunctionalrollers.ComputerwithscannerspecificdriversandAdobeAcrobatProInstalled

1. Tosetupscanner,placeonaflatsurfacewithspaceforpagestocomeouttheback(leveronbackleftcontrolsifpagescurlthroughscannerorgothroughflatandcomeoutback).Pluginpowerandusbcords,connectusbtocomputer.Turnonscannerwithleverswitchonfrontright.

2. OnyourcomputernavigatetoAdobeAcrobat9Proandopenit.WithAdobeAcrobat9Proopenyouwillneedtofollowaspecificpathwaytocreateascanneddocument:

a. Create→PDFfromScanner→CustomScan.

b. WithinCustomScancustomizeasfollowsforoptimalscanning(acrobatprowillsavethese

settingsbetweenuses!)

ScannerChosefromlistSides:ThisscannerwillscanfrontorbothsidesColorMode:Grayscale‐worksbestforpencil BlackandWhite‐forcleardocuments Color‐retainscolorofdocumentResolution:Largerresolutioncreatesbiggerfiles Largerresolutiontakeslonger 300dpiworksformostclearscans Usebetween400and600forpencil.PageSize:Tonotcutoffedgessetcustom! Setat8.5by11inches(IMPORTANT) CanbesettoscanlongerpagesaswellPromptformorepages:IfhavemorethanonepageDONOTmakeOCRsearchableoninitialscan,ittakesforeverandcannotbeundone.

SCANNINGPAPERFILESTOPDF‐CONTINUED(PAGE2OF3)

3. Onceyouhavesetupsetting,proceedwithloadingyourpagesinthescanner.a. Makesureallstaplesareremoved!!!!b. Thescannerwillnotreliablyfeeddocumentsthatarenotcrispandwrinklefree.Forless

thanperfectdocumentstheoperatorwillneedtoeithermanuallyfeedeachpageorobservethescanningtobesurepagesfeedcorrectly.(Upto50crisppagescanbeplacedinthefeedarea;thepageswillfeedthroughautomatically)

c. Placeyourdocumentinthefeedarea,besurethatitisseatedcorrectly(i.e.notangled).d. Adjustthewidtharmssothattheymatchpagesbeingscanned.e. Dependingontheconditionofthedocumentbeingscanned,thescannerrollersmayneed

assistancefeedingthedocument.Aslightbitofaddedforwardpressureshouldbeenough.f. Ifthedocumentisespeciallyoldandbrittleitmaybemoreappropriatetousetheflatbed

scannerinsteadofthesheetfedscannerasbrittlepagesmaygetdestroyed,youwillhavetodownloadandinstallanothersetofdriversbuttaskswithacrobatprowillbethesame..

4. Oncepagesareloaded,clickscan(youwillgetanerrorifthereisnopageinfeedareaofscanner).a. Onceallpagesscan(orthescannerdetectsthatthereisnotpaperinthefeedareaAcrobat

Prowillbringupapromptaskingifscanningiscomplete.Ifyouarefinishedscanningclickdone,ifyou’renotfinishedplaceanotherpageonthefeedtrayandclickcontinuescanning.

b. Ifyoustopscanningbutlaterdecidetoaddadditionalscannedpagestoafilefollowthestepsabovewhilethedocumentisopeninacrobatpro,theseadditionalscannedpageswillbeaddedattheendofthedocument.

c. Ifapagegetsawayfromyouandgetsfedintothescanneraskew,thescannerwilllikelyjam.Ifapaperjamoccursyouwillneedtofindtheopenleveronthefrontofthescannertoliftuptheupperunit,atwhichpointyoucanremovethedocument.ApromptshouldappearinAdobeAcrobat9Pronotifyingyouofapaperjam,youwillneedtodeletethejammedpaperpagefromthefileandscanitagain.

5. Youwillneedtocheckyourscantomakesurealldatawasretainedfromtheoriginaldocument.a. Scannerswillcommonlyhavetroublepickingupfaintwriting;ifthisoccursadjustthe

resolutioninthecustomscanmenuandscanagain!b. Checkthatnowritingontheperipheryofadocumentiscutoff;ifthisoccursscanthe

documentagain(youcanadjustpagewidthincustomscanortryandfeedthepagestraighteronasecondtry).

c. Alwaystrytomakesurepagesfeedasstraightaspossible,itsometimeshelpstoscanthedocumentflippedorrotatedifthereareportionsofthepagethatarewrinkled.

6. Onceyouaresatisfiedwithyourscansavefollowingnormalconventions.a. Besuretolabelyourfileappropriatelyandsaveinanappropriatelocation.b. Allscanneddocumentsshouldbesavedinportabledocumentformat(PDF)fileformat.c. Ifyouaredoneaddingpagestoaparticulardocument,closeit,orthenextscanwilladdonto

thebottom.7. AtoolprovidedbyAdobeAcrobat9Procanmakescanneddocumentssearchable.

a. Ifyoucreateasearchabledocumentbesuretosaveacopyoftheoriginalscanneddocument,theOCRTextRecognitionisirreversibleandmayrenderthedocumentunusable.

b. ToperformthisactionyouwillneedtofollowthefollowingpathwayfromthedocumentdropdowninAdobeAcrobat:OCRTextRecognition→RecognizingTextUsingOCR.

c. Makingscanneddocumentssearchableshouldonlybeperformedwhennecessarybecausetheprocesswilldrasticallyincreasethefilesizeofthedocument.

SCANNINGPAPERFILESTOPDF‐CONTINUED(PAGE3OF3)8. ScannerMaintenance

a. Takecareofthescanner!Scannersneedroutinemaintenanceandcleaninginordertofunctionproperly.Attheveryleastcompressedairshouldbeusedtocleanthefeedpath/areaandinsideofthescannerofpaperparticlesanddust.Seethemanualthatwasprovidedwiththescannerformoredetailsonroutinemaintenanceandcleaning.

b. ArollerreplacementkitshouldbepurchasedfromCanonfortheCanonDR‐2580CscannerattheTernIslandFieldStation.Canonrecommendsthattherollerunitandretardrollerbereplacedafter100,000scannedpages.(Itislikelythatthescannerisreachingthe100,000pagemark,especiallyafterallthescanningthatoccurredunderthescopeoftherecentI&Mproject.)

Ifmoredetailonthescannerandprovidedhardwareorsoftwareisneededpleaseconsultthemanualsthatcamewiththeproducts;thereshouldbehardanddigitalcopiesofthesemanualsattheTernIslandFieldStation.TherearenodriversavailableforthisscannerforcomputerswithMacoperatingsystems.

Scanningingeneral:Mostscanners,thisincludestheCanonDR‐2580C,canbeoperatedwithanymoderncomputerthathasaUSB2.0connection.Whichevercomputeryouchoosetousewillrequiretheappropriatedrivers(software)tobeinstalledbeforethescannercanbeoperated.Driversforwindowsoperatingsystemscanbeobtainedeitherfromthematerialsthatcamewiththescannerordownloadedfromthemanufacturer’swebsite.Ascannercannotbeoperatedwithoutspecificsoftwarewhichincludesdrivers.Mostscannerswillcomewitheverythingthatisneededtooperatethem,includingallhardwareandsoftware.Ifhardwareislostthemanufacturerofthescannerwillneedtobecontactedinordertobuyreplacementparts.Scannerspecificsoftwareanddocumentationcanusuallybedownloadedfromthewebsiteofthemanufactureratnocost(www.usa.canon.com),butagoodinternetconnectionisessential.ThesoftwareAdobeAcrobat9ProwasusedtocreatescanneddocumentsattheTernIslandFieldStationwhenthisSOPwaswritten.AdobeAcrobat9Prowasnotprovidedbythemanufacturerbutwaspurchasedseparately.It’snotnecessarytopurchaseAdobeAcrobat9Protoscandocuments,butthesoftwareisagreatchoicebecauseitproduceshighqualityscanneddocumentsandmakesscanningverystraightforward.

Recommendations:

1. ContinuetouseAdobeAcrobat9Prosoftwaretocreatescanneddocuments,updatethissoftwareasneeded.PersonalattheTernIslandFieldStationshouldstayuptodatewithsoftwareadvancesandincorporatetheseprogramsatthefieldstationwhennecessary.

2. UseaflatscannerinadditiontotheCanonDR‐2580Csheetfedscannerfordocumentstoobrittleforthelatter.Othermediatobescanned,suchasphotos,mayfairbetterusingaflatscanner.

BIRD BANDING: TERN ISLAND BANDING AND BANDMANAGEMENT

Bandingisahighlyregulated/permittedtask,andisnotsomethingtobetakenlightly.Everybandputoutrepresentsauniqueindividualwho,ifallstepsarefollowedcorrectly,shouldbeabletobeidentifiedanywhereitisfoundthroughoutitslife!Evenifyouassistinputtingoutthousandsofbands,makesurethateverybandisasperfectasyoucanmakeitandeveryrecordisascompleteandaccurateasitcanbe!Additionally,everybandthatisputoutrepresentsanindividuallonglivedbirdwhodemandsyourrespect(theycan’tsayitoutloud,sodon’tforget)!Don’tletthesefactsscareyou,butplease,don’tforgetthatyouareembarkingonanimportanttasktowhichfewareprivilegedtoparticipate,enjoyit!

Therearemanylevelsofcomplexityinvolvedinbirdbanding,eachindividualslevelofinvolvementwillvarydependingontheirleveloftrainingandresponsibility.Thisdocumentcoversthebasicsandhardandfastrulesforalllevels.Everyoneshouldreadalllevelsbecauseeveniftheyarenotinvolved,knowingtheendproductwillmakethe‘whyamIdoingitthisway’makeabitmoresense.PleaserefertothebiologicalmonitoringSOPifthereareanyquestions,asthisdocumentisasummaryofmanydifferentaspects

1. INTRODUCTIONTOBIRDBANDSa. Whydowebandbirds?b. Whatdothenumbersmean?

i. PrefixSuffixii. Bandsizes

c. DifferentMaterials(metalandauxiliary)d. Whocaresaboutthedifferentbands

i. BBLii. USFWSiii. Peoplethatresightbirds

e. Sizesusedandwhatbirdsgetthemf. BandingSchedules

i. Howtofilloutschedulei. Beneat!ii. FillinALLfields

ii. Whyaretheyimportant2. BANDING

a. Howtoyouputonbands,ortakethemoffb. BandingPliersandSpreaders

i. whatarethey(besttypes)c. Howtoholdplierssafelyd. Importanceofpracticingnewbandtypes.

i. typesofbandsclosedifferentlyii. sizesofbandsclosedifferently

e. Importanceofdirectionalityandlegf. Whatdefinesaclosedband

i. Goodvskeeptryingii. Whentotakeoff

g. Howtofixbandsh. Whattodoifyouloseordestroyaband

3. FOUNDBANDS

a. Whattodoifyoufindabandi. MetalandAuxiliarybands

4. CAPTUREANDHANDLING

a. Howtocatchlargebirds(coveredinalbatrossbandingmanual)i. Howtoapproachii. Howtocatchiii. Howtohold

b. Howtocatchsmallbirdsi. Howtoapproachii. Howtocatchiii. Howtohold

c. Howtocatchbirdsthatdon’twanttobecaught

5. INTRODUCTIONTOBANDMANAGEMENTa. BandInventory(whatandwhere)

i. Inventorydocumentii. Clipboards–inuseiii. Cabinet–ininventory

b. Whattodowithnewbandsi. Datarecordingmethodsii. FieldRecordsiii. BandingSchedules

i. Inuseii. completed

iv. Excelspreadsheetsi. FieldStationUseii. Reporting

v. RecoveredBands

DIGITALDATAARCHIVING

DigitalfilesgeneratedattheTernIslandFieldStationarearchivedinthefieldstations‘refugefolder’.Overtheyearstherefugefolderanditsprecursorsbecameincreasinglydisorganizedanddifficulttouse.Duringthe2011/2012fieldseasontherefugefolderwasoverhauled:allfileswerereorganizedusingmodernlabelinganddigitalarchivingmethods.Inordertomaintaintheintegrityoftherefugefolderspecifiedproceduresmustbefollowed.

LABELINGDIGITALFILES

DigitalfileorganizationalschemeshavevariedgreatlyovertimeatTernIslandFieldStation.Thefollowingorganizationalschemewasfollowedduringafall2012organizationofarchiveddataandwerequestthatyouattempttofollowtheguidelinesstatedbelowascloselyaspossibletoimprovetheeaseoforganization,archival,anddataretrievalforfutureuse.

Mainthingstoconsider:

Currentbackupmethodsfailtocopyfilepathsthatarelongerthanapprox.250characters(thisincludesalldrivesandfoldersandfilename).

KEEPFILEPATHSASSHORTASPOSSIBLE!!!

Additionally,fileversiondenotationisparamount,sothatinthefutureanyonecanlookandquicklydetermineifanydata/protocol/fileisafinalcopyorsimplyadraft.

1. Keepfilenamesshortbutmeaningful(filepathcannotexceed250characters).

a. Omitwordssuchasa/and/thethataddlengthbutdonotaddmeaningb. Usestandardabbreviations(don’tmakeupyourownabbreviations)c. Omitrepetitivewordswheneverpossible.

2. Useunderscorestodelineatewords,thefirstletterofeachwordshouldalsobe

capitalized.Thesetwofeatureswillmakefilenameseasiertodiscernwhileallowingfilenamestobesearchable.

a. e.g.Tern_Islandvs.TernIslandb. Ifwordsarecombinedwithoutspacesonlythefirstwordissearchable.c. Iffollowinganabbreviationthatisallincapitalsuseyourbestjudgement.

3. Ifusingadateinthefilenameplaceatthebeginningofthefilename.Besureorderis

YearMonthDay,sofilenameswillsortconsecutively.a. UseYYYYMMDDformostcases(usecautiontoputmonthBEFOREday)

b. Placeanunderscorebetweenthedateandthefirstwordofthefileorfoldername.c. IfthefilerepresentsthefinaldraftfortheentireyearjuststateyearYYYY.

i. Alwaysplaceyearatthebeginningofthefilename.d. Forinprogressfiles,youwillneedtocreatenewcopiestorepresentthemostrecent

revisiondate,andifitisadraft/version/final.Allconsecutivedraftfileswillberetainedfortheseason,andallbutthefinaldeletedattheendoftheseasonatwhichpointthefinalneedstobelabeledFINAL.

4. Placewordssuchasdraft,final,versionattheendofthefilename.a. Theversionnumberofarecordshouldbeindicatedas“V”followedbythetwodigit

versionnumber,anddraftorfinalifapplicable.Eg.V1.5draftorV1.6final

5. Ifusingnumbersforanythingotherthandate,include0beforenumbers1‐9sothatwhenfilesaresortedtheysortinnumericalorder

a. e.g01,02,03,10,20,30vswillsort1,10,2,20,3,30

6. Ifincludingapersonalnameinafilename,includethefamilynamefollowedbyinitials,nopunctuationnospaces

a. JohnASmithwouldbecomeSmithJA

7. Filenamesforreoccurringeventsshouldincludethedateandashortdescriptiona. Incasessuchasweeklyreports,labelallfilesthesamebutsimplychangethedata

e.g.20120916_FFS_WeeklyReport

8. Avoidusingnon‐alphanumericsymbolsinfilenames.a. While&isshorterthanand,manyfilesystemscannotdealwithmanysymbols,this

stepisimportantforincreasingarchiveddataquality.Labelfilesandfoldersinsuchawaythattheyareidentifiablesomewhatoutofcontext,andattempttodenoteifthisisafinaldraft!Forfolders1. Dateshouldbeaddedatthebeginningofafoldertodenotecontents

a. E.g.1986‐99_Census_AllSpeciesb. Ifthereisnodateinthefoldername,thisimpliesthatthisfoldercontains

ALLofthesaidtopic.

FolderFilepath

Biological_Monitoring/Avian/Mark_Recapture/IanJones/data/2003_BOPE_capture_data

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ORGANIZA

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THEWORKINGFOLDER

Therefugefoldershouldbemodifiedminimallyduringtheyear;anyfilesthatneedregularaccesstoormodificationshouldbesavedfromtherefugefoldertoaworkingfolderoperatedoffaflashdrive.Furthermore,anydigitalfilesthatarecreatedforagivenyearshouldbesavedtotheworkingfolder.Attheendoftheyearfileswillbearchivedfromtheworkingfolderontotherefugefolder.Theuseoftheworkingfolderwillhelpreducedatalossandcorruptioninthefollowingways:

i. Limitingaccesstotherefugefolderwillreduceoneofthebiggestsourcesofdatalossandcorruptionontherefugefolder:volunteerignorance.

ii. Thelikelihoodthatmultiplecopiesofthesamefilewillbesavedtotherefugefolderwillbereducedasarchivingwilloccurattheendoftheyear.

Organizationoftheworkingfolderwillfollowthesameframeworkestablishedfortherefugefolder,thiswillmakeendofyeararchivingeasier.

DIGITALARCHIVEBACKUP

Therefugefoldershouldbeoperatedfromacomputeroranexternalharddriveconnectedtoacomputeronamorepermanentbasis.

Therefugefoldershouldneverbeoperatedfromtheharddrivesusedforbackingupfiles,thisappliestotheworkingfoldertoo.

TherefugefolderwillbebackedupthelastFridayofeachmonthandtheworkingfolderFridayofeachweek.Ifalotofmodificationsaremadetoeithertherefugefolderorworkingfolderitisrecommendedtheybebackedupearlierthantheirscheduleddate.TheTernIslandFieldStationwillatminimumhavethreeharddrivesandtwoflashdrivesavailable:twoharddrivesforbackups,oneharddriveforHonoluluarchiving,oneflashdrivefortheworkingfolderandoneflashdrivetoserveasareplacement.Thefieldstationmayusemultipledifferentbrandsofharddrives,buttheyallwilloperatesimilarly.IwillnowdescribethebasicstepsnecessarytobackuptheTernIslandFieldStationsdigitaldatabases.

I. ThefieldstationsharddrivesandcablesshouldbehousedinamediumPelicanCaseinthecomputerroom.

II. RemoveoneharddrivefromthePelicanCaseandcarryittothecomputeryouwillbeusing.InserttheUSBcableintotheharddrivethenplacetheharddrivesomewherewhereitwillnotgetjostledforthedurationofthebackup.

III. WiththeharddrivesecureinserttheUSBcablesoppositeendintoyourcomputersUSB2.0port,theharddrivewillnowbecomeoperational.Donotatanypointmovetheharddrivewhileitison,harddriveshavespinningdisksinsidethemthatareverysusceptibletodamageiftheharddriveismovedorbumpedduringoperation(andconsideringareplacementdrivewillbealongtimecoming…thisisimportant).

IV. Itmaytakeamomentortwo,butyouroperatingsystemwillbringupapromptaskingifyouwishtoscantheharddrive.Youdonotneedtoscantheharddrive,thisprocessislongandmaydamagefilesontheharddrive.Clicktobypassthisoperationandopentheharddrivetoviewthefilesitcontains.Atthispointyoumaybehungry,grabasnack,maybesomeCheetos.

V. Youwillnowneedtolocatetheinuserefugefolderand/orworkingfolder.Foreachfolderyouwillneedtodeleteolddatesandinsertthecurrentdate(ex.20120917TernIsRefugeFolder).

VI. Highlighttherefugeorworkingfolderthendraganddropitintheopenwindowdisplayingthecontentsoftheharddrive.Thefolderwillnowbeginsaving,ifbackinguptherefugefolderthismaytakeaconsiderableamountoftime.Ifthefieldstationsbatterybankallows,itmaybeeasiesttoperformbackupsatnightwhenpersonalwilllesslikelyneedtousetherefugefolder,workingfolder,orthecomputerinuseforthebackup.

VII. Youcanwalkawayfromthecomputerasthebackupproceeds.Youwillneedtocheckonthebackupprocessoccasionallytomakesurenocomplicationshavecomeup.Onecommonproblemwhenbackingupdigitaldatabasesishavingfilepathsthataretoolong;thebestwaytoavoidthisproblemistofollowtheprovidedSOPonlabeling.Ifapathwaycomesuptoolongyouwillneedtoskipsavingthefileandmanuallylocatethefileafterthebackupiscomplete.Onceyoulocatethefiledraganddropittoafolderwithintherefugeand/orworkingfolderbackupforunsavedfiles.Filespathsthataretoolongmusttobecorrectedbeforethenextscheduledbackupdateofeithertherefugeorworkingfolder.

VIII. Havingbackeduptherefugeand/orworkingfoldertooneharddriveyouwillnowneedtobackituptoasecondharddrive:followtheabovesteps.Makesuretoproperlyejecttheharddriveyouareusingfromyourcomputer,don’tremovetheharddrivesUSBconnectiontoyourcomputertillithasbeenproperlyejected.Improperlyejectinghardandflashdrivescancauseirreversibledamage.

IX. Whentherefugeand/orworkingfolderhasbeenbackeduptoseparateharddrivesyourjobiscomplete:replaceharddrivestotheirPelicanCase.

X. Attheendofafieldseason(6months)acopyofthemostrecentrefugeandworkingfoldershouldbesentbacktoHonolulu.Athirdharddriveshouldbeusedforthis,andwillbereplacedbyanincomingharddriveaspartofanexchangeprogramwithUSFWSHonoluluoffices.

Recommendations:

I. TheexchangeofharddrivestoandfromtheTernIslandFieldStationforthepurposeofarchivingrefugeandworkingfoldersshouldbemaintained.

II. PersonalattheTernIslandFieldStationshouldbecognizantofnewtechnologicaladvancesinthestorageofdigitalinformation.Assolidstatedrivesbecomemoreadvancedandaffordablethefieldstationshouldphaseouttraditionalspinningdiskharddrives.

PHOTOGRAPHY FORMONITORING

TheuseofdigitalcamerasastoolsforscienceshouldbeencouragedattheTernIslandFieldStation,withthecaveatthatdigitalimagesbeproperlycollected,labeled,andarchived.WhatfollowsarebasicproceduresthatshouldbefollowedwhencollectingandarchivingdigitalpicturesattheTernIslandFieldStation.

i. Animageshouldbeproperlyframedforthesubjectmatteritiscapturing.Ifanimageistoozoomedinoroutitcanbeveryhardtointerpret.Multipleimagesofthesamesubjectmatteraregoodidea,thougheachimageshouldprovidenewinsightorperspectiveonthesubjectmatter.

ii. Takethetimetoprovideaninfocusimage;toooftenimagesaretakeninhasteandtheresultisanoutoffocusimagethatisnolongeruseful.

iii. Provideareferenceforthescaleofthesubjectmatter;thiswouldpreferablybeaccomplishedwithaneasilyreadabletapemeasureorrulerincludedintheframeofthepicture.Otherscalereferencescanalsobeutilizedwheninthefield:people,vegetation,buildings,etc.

iv. Includeawhiteboardorsomethingsimilarwithintheimagethatcontainspertinentinformationaboutthesubjectmatteroftheimage.

v. Imagesshouldbelabeledwiththedateandlocationtheyweretaken,aswellafewkeywordstodenotethesubjectmatteroftheimage.

a. e.g.20121004Tern_Is_Entrapped_RFBO

AlbatrossSweepDataManagement20121004SYdraft

Figure1.Sectormapusedduring2011‐2012sweeps,tobefollowedduring2013sweeps.

Readandfollowthefollowingdocument!

Ok.Nowthatyouhavereadthewholedocument,afewimportantthingstoremember.

ForSweeps:

‐ 4totalsweepsofeachspeciesareconducted,the4thisatallywackersweep.‐ StartwithBFALinsectorone,workaroundtheislandtowardssector17.‐ OnceBFALsweep1iscomplete,makesureitistimetostartLAALsweep1,sector1‐17.

Wecollectdatainfieldonstandardriteintherainsheets:nesters(doublesided,50perside),walkers(makesureyouindicatedwhichbirdisfromwhichsector,thissheetisabitungainly)

TheEXACTsameformsareusedforallsweepsandbothspecies,forthisreason(alongwiththesheervolumeofpaper)pleasebeasthoroughaspossiblewithcompletingallfields.Besurethatallsheetsincludeyourinitials,thedate,thepage#(xofxforthedayorperiodthatyouareusingonesetofdatasheets),species,andwhatsectoreachbirdwasin!RememberdoNOTputbothspeciesononesheet,(youwillseewhywhenitcomestimetoenterdata)!

callsignsAlpha,bravo,Charlie…makeforfewermistakesinauxbandrecording!

Alpha,bravo,Charlie…makeforfewermistakesinauxbandrecording!

Don’tsacrificequalityforspeed,makesuredataisrecordedaccurately!

Andmakeextra,triple,quadruplesurethatallinformationregardingnewandreplacedbandsisasperfectasitcanbe!!!!

Howtodealwithhundredsofpages!

Foreachsweepandspecieshaveadesignatedfoldertoputcompletedforms(BFAL1inadifferentfolderthanLAAL1).Allcompletedformsbothnesterandwalkercangointhisfolder(makesuretheseformsareindependentlyidentifiable).

Foreachsweepforeachspecies,printoutacopyofthesectormap.Crossoutandinitialcompletedsectors(andnotesectionsskippedduetoseals,attempttocompletetheseareas,ifnotcompletedmakesuretonoteapprox.areaand#nestsskipped).Oncethesweepiscompletefilesthismapwiththesweepdata.

Whenyoufinishyouwillhave8separatepacketsofinformation.BFALsweep1‐4andLAALsweep1‐4.Makesurethesepacketsarebinderclippedtogether,andcontainanuptodatelabelofenteringandproofingstatus(stickynotesworkwell).

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