REEF Data Entry Tips

Processing and error checking the 1,000+ REEF surveys submitted each month by our members as part of the Volunteer Survey Project is one of REEF's highest priorities. With limited staff and resources, there are a few things that you can do to help us maintain the integrity of this incredible database. Most importantly - whenever possible, please submit your data through the Online Data Entry interface, http://www.REEF.org/dataentry. Turnaround time is typically 1-3 weeks, compared with 8-12 weeks for paper scansheets. Plus it saves postage and paper! The second most important way you can help -- if you are submitting data on scansheets, please have your REEF member number and complete 8-digit zone code filled in on the form before mailing it to REEF. Read on for more helpful hints.

Online Data Entry Tips

You need to be a REEF member in order to submit data. If you aren’t already a member, join online. It’s easy and FREE! If you are a member but you do not know your survey number, you can check it here http://www.reef.org/user/numberlookup. If you have trouble retrieving your number, email us at reefhq@reef.org.

You must have pop-up windows enabled for the Online Data Entry program to work.

As you progress through the screens using the Next and Back buttons, your entries will be saved. If you lose your Internet connection or need to logout before finishing, the information will be there to complete and submit when you log back in.

In order to submit a survey from a location, REEF must have an 8-digit zone code for the site in our database first. Existing zone codes are listed at http://www.reef.org/db/zonecodes. To have a zone code assigned for a new site, please contact us at reefhq@reef.org.

Listed and Unlisted Species - The listed species screens navigate you through a list of the most common species from the region you surveyed. At any time, you can jump directly to a particular family using the navigation list on the left-hand side. After you have entered all of your listed species, you will then be able to add any additional fish species. You will be able to search by common, scientific, and family names or be entering in the specific species code if already known.

Summary and Error Checking - After you are finished entering the data, your entries will be summarized. Please review this summary and confirm that all information is correct. Your sightings data will be compared to REEF’s existing data and any rare or new sightings or species that are commonly misidentified will be flagged. You will be asked to confirm these sightings.

Submit - Once you select “Submit” the survey data will be stored in a permanent file and you will no longer be able to review or edit the data. The data will then be loaded into the REEF Database, however, note that data will be not immediately added to the database. Each survey submitted will be assigned a survey number that will be shown on the final confirmation page; this unique number is similar to the form number printed on each paper scanform and should be kept for your records. You can use your browser’s print function to print the final review page.

 

REEF is currently modifying our Online Data Entry program for surveys from the Tropical Eastern Pacific and the Northeast. We hope to have this available soon.