SYSTEMATIC SURVEY SITE VISIT DATA TEMPLATE INSTRUCTIONS

Intended Usage

This Systematic Survey Site Visit Data template should be used to record data related to the visit made to the Site area during a systematic survey.

This Systematic Survey Site Visit template must be used in combination with the Systematic Survey Site Data template.

Templates have been provided to facilitate integration of data into the Biodiversity Data Repository (BDR) database. Not all types of data have been catered for in the available templates at this stage - if you are unable to find a suitable template, please contact bdr-support@dcceew.gov.au to make us aware of your data needs.

Data Validation Requirements:

For data validation, you will need your data file to: - be the correct file format, - have fields that match the template downloaded (do not remove, or change the order of fields), - have extant values for mandatory fields (see Table 1), and - comply with all data value constraints, - align with existing controlled vocabularies wherever possible, but new terms may be submitted for consideration and will not cause a validation error.

Additional fields may be added after the templated fields (noting that the data type is not assumed and values will be encoded as strings).

FILE FORMAT

The systematic survey site visit data template is a UTF-8 encoded csv (not Microsoft Excel Spreadsheets). Be sure to save this file with your data as a .csv (UTF-8) as follows, otherwise it will not pass the csv validation step upon upload.
[MS Excel: Save As > More options > Tools > Web options > Save this document as > Unicode (UTF-8)]
otherwise it will not pass the csv validation step upon upload.
Do not include empty rows.

FILE NAME

When making a manual submission to the Biodiversity Data Repository, the file name must include the version number of this biodiversity data template (v2.0.0). The following format is an example of a valid file name:

data_descripion-v2.0.0-additional_description.csv

where:

data_description: A short description of the data (e.g. survey_site_visits, test_data).
v2.0.0: The version number of this template.
additional_description: (Optional) Additional description of the data, if needed (e.g. test_data).
.csv: Ensure the file name ends with .csv.

For example, survey_site_visits-v2.0.0-test_data.csv or test_data-v2.0.0.csv

FILE SIZE

MS Excel imposes a limit of 1,048,576 rows on a spreadsheet, limiting a CSV file to the header row followed by 1,048,575 occurrences. Furthermore, MS Excel has a 32,767 character limit on individual cells in a spreadsheet. These limits may be overcome by using or editing CSV files with other software.

Larger datasets may be more readily ingested using the API interface. Please contact bdr-support@dcceew.gov.au to make us aware of your data needs.

TEMPLATE FIELDS

The template contains the field names in the top row. Table 1 will assist you in transferring your data to the template indicating:

Field name in the template (and an external link to the Data standard for that field where relevant);
Description of the field;
Required i.e. whether the field is mandatory, conditionally mandatory, or optional;
Format (datatype) required for the data values for example text (string), number (integer, float), or date;
Example of an entry or entries for that field; and
Vocabulary links within this document (for example pick list values) where relevant. The fields that have suggested values options for the fields in Table 1 are listed in Table 2 in alphabetical order of the field name.

ADDITIONAL FIELDS

Data that does not match the existing template fields may be added as additional columns in the CSV files after the templated fields. For example, instrumentType, instrumentIdentifier, weatherConditions.

Table 1: Systematic Survey Site Visit data template fields with descriptions, conditions, datatype format, and examples.

Field #	Name	Description	Mandatory / Optional	Datatype Format	Examples
1	surveyID	The identifier of the Survey that the Site is related to in this dataset.	Optional	String	AR220-01
2	siteID	A unique within dataset string identifier for the site. Valid values include strings that are used specifically for this survey or URIs from BDR Sites that have been established in previous surveys.	Mandatory	String	P1
3	siteIDSource	The organisation that assigned the SiteID to this Site	Optional	String	TERN
4	siteVisitID	The unique key assigned to a visit. A visit is a time distinct assessment conducted within a survey at a designated site.	Mandatory	String	CPXEI0000001
5	siteVisitStart	The temporal start of when the Site was being used to collect data for the survey. Expected values include date, dateTime, dateTimeStamp.	Mandatory	Timestamp	2016-02-28
6	siteVisitEnd	The temporal end of when the Site was being used to collect data for the survey. Expected values include date, dateTime, dateTimeStamp.	Optional	Timestamp	2016-02-28
7	visitOrgs	The names of the organisations responsible for recording the original Occurrence.	Optional	List	NSW Dept of Planning, Industry and Environment.
8	visitObservers	A list (concatenated and separated using \|) of names of people, groups, or organisations responsible for recording the original Occurrence.	Optional	List	Oliver P. Pearson \| Anita K. Pearson
9	condition	The state of a patch of vegetation at the time of sampling relative to some specified standard or benchmark (where available).	Optional	String	Burnt
10	targetTaxonomicScope	The taxonomic group targeted for sampling during the Site Visit	Optional	String	Coleoptera (Vocabulary link)
11	protocolName	Categorical descriptive name for the method used during the Site Visit.	Optional	String	HARD TRAP (Vocabulary link)
12	protocolDescription	A detailed description of the method used during the Site Visit. The description may include deviations from a protocol referred to in eco:protocolReferences. Recommended good practice is to provide information about instruments used, calibration, etc.	Optional	String	Three conventional harp traps (3.2m ht x 2.2m w) were established in flight path zones for a period of 4 hrs at dawn and dusk for a total of 10 trap nights. Traps were visited on an hourly basis during each deployment period and the trap catch recorded for species, size, weight, sex, age and maternal status.
13	samplingEffortValue	Similar to eco:samplingEffortValue. The total sampling effort value. A samplingEffortValue must have a corresponding samplingEffortUnit	Mandatory if samplingEffortUnit is provided.	String	20 x 12
14	samplingEffortUnit	Similar to eco:samplingEffortUnit. The units associated with samplingEffortValue.	Mandatory if samplingEffortValue is provided.	String	trapDays (Vocabulary link)

APPENDICES

APPENDIX-I: Vocabulary List

Data validation does not require adherence to the vocabularies for the various vocabularied fields. These vocabularies are merely provided as a means of assistance in developing consistent language within the database. New terms may be added to more appropriately describe your data that goes beyond the current list.

Table 2: Suggested values for controlled vocabulary fields in the template. Each term has a preferred label with a definition to aid understanding of its meaning. For some terms, alternative labels with similar semantics are provided.

Template field name	Preferred label	Definition	Alternate label
protocolName	ACOUSTIC RECORDING	An acoustic recorder is a device that emits a soundwave at a range of frequencies, and are used to detect and monitor biodiversity in a given area.
protocolName	ANIMAL PELLET	Pellets are fecal droppings of animals such as goat, rats, rabbits, wombats, etc., and are often used as a sign/evidence of the presence of the species in the environment.
protocolName	ANIMAL TRACKING (STATELLITE)	A method of tracking the movements of fauna species facilitated by the assistance from satellite (i.e., imagery for example).
protocolName	ANIMAL TRACKS	Animal tracks are signs in the form of marks or imprints left behind on soil, ground or any related surface indicating the presence of a fauna species., Refers to the fauna observation method, i.e., any signs of a fauna detected from observations of tracks.
protocolName	BURROW	A burrow is a hole or tunnel excavated into the ground by an animal to create a space suitable for habitation, temporary refuge, or as a byproduct of locomotion., Burrow is a small tunnel or a hole made by certain ground-dwelling mammals as a place of refuge., Refers to the microhabitat where the targeted fauna was observed. A burrow is a hole or tunnel excavated into the ground by an animal to create a space suitable for habitation, temporary refuge, or as a byproduct of locomotion.
protocolName	CAGE TRAP	A cage trap is a trap made of metal or galvanised mesh, normally used for trapping mammals., The equipment/method used during a passive, 'targeted fauna survey'. A cage trap is a trap made of metal or galvanised mesh and used in trapping mammals.
protocolName	EDNA	Environment DNA (eDNA) are the DNA that contains genetic information of living organisms representing a specific environmental and is usually sourced from soil, water, etc. , Refers to the method of identification of Vertebrate fauna. Taxon is identified using DNA sequencing techniques from environmental samples (eDNA).
protocolName	ELLIOTT TRAP	The equipment/method used during a passive, 'fauna survey'. Elliott trapping is a technique used to trap small to medium sized mammals. The are usually hinged design that allows trapping to be conducted by folding into a compact panel and easy transport to field locations and storage., The equipment/method used during a passive, 'targeted fauna survey'. Elliott trapping is a technique used to trap small to medium sized mammals. The are usually hinged design that allows trapping to be conducted by folding into a compact panel and easy transport to field locations and storage.
protocolName	FOSSIL/SUBFOSSIL	Fossils are preserved remains of animal or plant parts, usually of a prehistoric origin. Whereas, a sub-fossil are remains (usually skeletal) of animals that are not ancient enough to qualify as a fossil.
protocolName	FUNNEL TRAP	The equipment/method used in a 'fauna survey'. Funnel trap is a trapping method used in trapping insects/invertebrates. Funnel traps are made of nested black funnels (up to as many as 12). Insects fall through the funnels to a cup that is filled with a preservative., The equipment/method used in a 'targeted fauna survey'. Funnel trap is a trapping method used in trapping insects/invertebrates. Funnel traps are made of nested black funnels (up to as many as 12). Insects fall through the funnels to a cup that is filled with a preservative.
protocolName	GPS TRACKING	Geospatial tracking devices are portable units designed to monitor and track location. They use satellite navigation to determine movement and establish geographic positions.
protocolName	HAIR TUBE	Hair Tubes are short sections of PVC pipe lined with pieces of double-sided sticky-tape and useful to obtain hair/fur samples of animals., Refers to the targeted fauna observation method, i.e., any observations on a fauna made using 'Hair Tubes', which are short sections of PVC pipe lined with pieces of double-sided sticky-tape.
protocolName	HARP TRAP	Refers to the fauna observation method, i.e., any observations made on a fauna captured in a 'Harp trap' (especially designed for bats). They are particularly useful in situations where bats in flight can be channeled through a natural funnel such as above a water course, a cave or mine entrance or a clear area within a forest.
protocolName	HEARD	The method of bird sighting in the form of calls, or acoustic signals., The method of fauna sighting in the form of calls, or acoustic signals.
protocolName	HUMAN OBSERVATION	An observation performed by a human.
protocolName	LIGHT TRAP	Light trapping is designed for collecting flying insects attracted to ultra violet light and is useful for sampling insect populations., The equipment/method used during a passive, 'targeted fauna survey'. Light trapping is designed for collecting flying insects attracted to ultra violet light and is useful for sampling insect populations.
protocolName	MALAISE TRAP	A Malaise trap is a type of insect trap primarily used to capture invertebrates. They are large, tent-like structure effective in capturing flying insects (e.g., members of Hymenoptera and Diptera)., Refers to the targeted fauna observation method, i.e., any observations on a fauna captured using a malaise trap. A Malaise trap is a type of insect trap primarily used to capture invertebrates. They are large, tent-like structure effective in capturing flying insects (e.g., members of Hymenoptera and Diptera).
protocolName	MIST NET	Refers to the fauna observation method, i.e., any observations on a fauna captured using mist nets. The net is made of a very fine diameter cord, which is almost invisible when set up and is often used to capture birds, because they fail to see it, and fly straight into it., Refers to the targeted fauna observation method, i.e., any observations on a fauna captured using mist nets. The net is made of a very fine diameter cord, which is almost invisible when set up and is often used to capture birds, because they fail to see it, and fly straight into it.
protocolName	NEST	A nest is a place of refuge to hold an animal's eggs or provide a place to live or raise offspring.
protocolName	NO STATED METHOD	Refers to NO recognised method of observation stated for a target fauna.	UNSPECIFIED
protocolName	NONE	Refers to No observation method of a target fauna., Refers to the targeted fauna observation method, i.e., 'No' standard observation methods were applied.
protocolName	OBSERVATION METHOD - AFTER CALL PLAYBACK	After call playback, is a method used for fauna observations (usually birds) and involves pre-recorded call playback to detect the presence of a target species in the survey area.
protocolName	OBSERVATION METHOD - ANIMAL DEN	A den is a place of refuge for many mammals and are usually either buried deep underground or built by the animal to create a secret shelter., Refers to the microhabitat where the fauna was observed. A den is a place of refuge for many mammals and are usually either buried deep underground or built by the animal to create a secret shelter.
protocolName	OBSERVATION METHOD - ANIMAL ODOUR	Animal odour or pheromones are distinct secretions of animals, often used as a sign/evidence of their presence in its habitat., Refers to the type of fauna observation method, which involves detection of a fauna species via its odour or pheromones.
protocolName	PAN TRAP	A pan trap is a type of insect trap primarily used to capture small invertebrates (e.g., members of Hymenoptera) and often used to sample the abundance and diversity of insects., Refers to the targeted fauna observation method, i.e., any observations made from fauna captures in a pan trap. A pan trap is a type of insect trap primarily used to capture small invertebrates (e.g., members of Hymenoptera) and often used to sample the abundance and diversity of insects., The type/method of invertebrate fauna sampling implemented. Pan trapping consists of small, coloured bowls placed on the ground, either filled with water and a small amount of dishwashing liquid for sampling over one day, or propylene glycol for sampling over a longer duration.
protocolName	PELLET (WITHIN)	Pellets are fecal droppings of animals such as goat, rats, rabbits, wombats, etc., and are often used as a sign/evidence of the presence of the species in the environment. 'Within pellet' here represents an observation method (tier-2) that involves searching for any signs/evidence of a fauna species within a scat.
protocolName	PITFALL TRAP	Refers to the fauna observation method, i.e., any observations made from fauna captures in a pitfall trap. A pitfall trap is a simple device used to catch small animals , particularly insects and other invertebrates , that spend most of their time on the ground., Refers to the targeted fauna observation method, i.e., any observations made from fauna captures in a pitfall trap. A pitfall trap is a simple device used to catch small animals , particularly insects and other invertebrates , that spend most of their time on the ground.
protocolName	RADIO TRACKING	Refers to the fauna observation method, i.e., any signs of a fauna with the assistance of radio tracking device/s.
protocolName	REMOTE CAMERA DEVICE	Remote camera device are special devices that can be programmed to capture media (picture, videos) in places where humans cannot be physically present, and can be controlled remotely over a wireless network.
protocolName	SCATS	Faeces/faecal pellets/dung/droppings of animals. Often individual or scattered pellets (e.g. rabbit), or clumped pellet groups (e.g. deer). Their deposition will be influenced by diet (wet diet often causes clumping of pellets) and their size can reflect age (adult/juvenile). Scat surveys provide an estimate of relative abundances suitable for both herbivores and predators.
protocolName	SCATS (WITHIN)	Scats are fecal droppings of animals and are often represented by most to mark their territory. 'Within scats' here represents an observation method (tier-2) that involves searching for any signs/evidence of a fauna species within a scat.
protocolName	SCENT PAD	Scent pads are specific pads that are used as lures duing fauna observations.
protocolName	SCRATCHINGS (ARBOREAL)	Refers to the fauna observation method, i.e., any signs of a fauna detected from observations of scratchings on a tree.
protocolName	SCRATCHINGS (GROUND)	Scratchings are common traits of certain mammals leaving scars on trees, rocks etc.
protocolName	SHELL	A shell is a hard, rigid outer layer, which has evolved in a very wide variety of different animals, including molluscs, crustaceans, turtles and tortoises.
protocolName	SIGHTING	An observation method made by direct sighting of fauna in its habitat.
protocolName	SPOTLIGHTING	Spotlighting technique is a method used for fauna observations during the night and assists surveyors target nocturnal animals, using off-road vehicles and high-powered lights, spotlights, lamps or flashlights.
protocolName	SWEEP NET	Sweep nets are usually used for capturing insects using a number of sweeps. The net is made of fine diameter mesh fitted to a metal handle to trap invertebrates in air., The equipment/method used during a passive, 'targeted fauna survey'. Sweep nets are usually used for capturing insects using a number of sweeps. The net is made of fine diameter mesh fitted to a metal handle to trap invertebrates in air.
protocolName	TRACKING PAD	A tracking pad is an artificial pad made of loose material (such as sand for example) that are used to study and observe animal tracks. These pads are often designed to be delpoyed in habitats where animal activity/movements are high., Refers to the type of substrate used for fauna signs-based observation. A tracking pad is an artificial pad made of loose material (such as sand for example) that are used to study animal tracks in a fauna survey.
protocolName	ULTRASONIC RECORDING DEVICE	Ultrasound recorders are devices that send high-frequency sound waves in the environment to create images or detect objects and movements within various mediums, such as a mammalian body or other environments. They are popular for wildlife monitoring, biodiversity surveys, habitat assessments and echolocation studies (e.g., bats).
protocolName	UNKNOWN	Refers to the fire history of the plot, unknown., Unknown (unable to be determined)., Unknown capture status., Unknown position., Unknown- unable to be determined., Unknown/unable to be determined.
protocolName	UNKNOWN TRAP TYPE	Refers to the fire history of the plot, unknown., Unknown (unable to be determined)., Unknown capture status., Unknown position., Unknown, unable to be determined., Unknown/unable to be determined.
protocolName	WATER SAMPLE	Water samples are representative samples of a given habitat that serve as a source to study the chemical composition and detect the presence of fauna species (DNA).
protocolName	WET PITFALL TRAP	Refers to the fauna observation method, i.e., any observations made from fauna captures using a wet pitfall trap.
samplingEffortUnit	Hectares	The total area surveyed or sampled, measured in hectares.
samplingEffortUnit	Hours	The total time spent actively surveying using the specified protocol, expressed in hours.
samplingEffortUnit	Metre Hours	The distance (metres) and time (hours) of specific survey activities such as walking or transect surveys (measure of effort across both space and time).
samplingEffortUnit	Metres	A measure of linear distance, to describe the length of transects or areas covered.
samplingEffortUnit	Minutes	The total time spent actively surveying using the specified protocol, expressed in minutes.
samplingEffortUnit	Person Hours	The cumulative amount of time spent by individuals conducting the survey using the specified protocol. For example, if two people survey for 2 hours each, the total would be 4 person-hours.
samplingEffortUnit	Trap Nights	The total number of nights traps are left in the field. One trap night refers to one trap set for one night.
samplingEffortUnit	kHz	The frequency of sound is measured in kilohertz, for acoustic monitoring.
targetTaxonomicScope	AMPHIBIAN	Refers to the target taxa studied in a fauna survey. Amphibians are vertebrates belonging to the class amphibia such as frogs, toads, newts and salamanders that live in a semi-aquatic environment.
targetTaxonomicScope	BIRD	Refers to the target taxa studied in a fauna survey.Warm-blooded vertebrates possessing feather and belonging to the class Aves.
targetTaxonomicScope	INVERTEBRATE	Refers to the target taxa studied in a fauna survey.Animals that have no spinal column (e.g., insects, molluscs, spiders).
targetTaxonomicScope	MAMMALS	Refers to the target taxa studied in a fauna survey. Warm-blooded vertebrate animals belonging to the class Mammalia, including all that possess hair and suckle their young. Warm-blooded vertebrate animals belonging to the class Mammalia, including all that possess hair and suckle their young.
targetTaxonomicScope	NON-VASCULAR PLANT	Refers to the target taxa studied in a fauna survey. Non-vascular plants are plants that do not possess a true vascular tissue (such as xylem-water conducting, phloem-sugar transport). Instead, they may possess simpler tissues that have specialized functions for the internal transport of food and water. They are members of bryophytes for example.
targetTaxonomicScope	REPTILE	Refers to the target taxa studied in a fauna survey.Cold-blooded, air-breathing Vertebrates belonging to the class Reptilia, usually covered with external scales or bony plates.
targetTaxonomicScope	VASCULAR PLANT	Refers to the target taxa studied in a fauna survey. Vascular plants are plants that possess a true vascular tissue (such as xylem-water conducting, phloem-sugar transport). Examples include some members mosses, such as club moss, horsetails, and pteridophytes such as ferns an fern-allies, gymnosperms (including conifers), and angiosperms (flowering plants).

APPENDIX-II: Timestamp

Following date and date-time formats are acceptable within the timestamp:

TYPE	FORMAT
xsd:dateTimeStamp with timezone	yyyy-mm-ddThh:mm:ss.sTZD (eg 1997-07-16T19:20:30.45+01:00) OR yyyy-mm-ddThh:mm:ssTZD (eg 1997-07-16T19:20:30+01:00) OR yyyy-mm-ddThh:mmTZD (eg 1997-07-16T19:20+01:00)
xsd:dateTime	yyyy-mm-ddThh:mm:ss.s (eg 1997-07-16T19:20:30.45) OR yyyy-mm-ddThh:mm:ss (eg 1997-07-16T19:20:30) OR yyyy-mm-ddThh:mm (eg 1997-07-16T19:20)
xsd:Date	dd/mm/yyyy OR d/m/yyyy OR yyyy-mm-dd OR yyyy-m-d
xsd:gYearMonth	mm/yyyy OR m/yyyy OR yyyy-mm
xsd:gYear	yyyy

Where:
yyyy: four-digit year
mm: two-digit month (01=January, etc.)
dd: two-digit day of month (01 through 31)
hh: two digits of hour (00 through 23) (am/pm NOT allowed)
mm: two digits of minute (00 through 59)
ss: two digits of second (00 through 59)
s: one or more digits representing a decimal fraction of a second TZD: time zone designator (Z or +hh:mm or -hh:mm)

APPENDIX-III: UTF-8

UTF-8 encoding is considered a best practice for handling character encoding, especially in the context of web development, data exchange, and modern software systems. UTF-8 (Unicode Transformation Format, 8-bit) is a variable-width character encoding capable of encoding all possible characters (code points) in Unicode.
Here are some reasons why UTF-8 is recommended:

Universal Character Support: UTF-8 can represent almost all characters from all writing systems in use today. This includes characters from various languages, mathematical symbols, and other special characters.
Backward Compatibility: UTF-8 is backward compatible with ASCII (American Standard Code for Information Interchange). The first 128 characters in UTF-8 are identical to ASCII, making it easy to work with systems that use ASCII.
Efficiency: UTF-8 is space-efficient for Latin-script characters (common in English and many other languages). It uses one byte for ASCII characters and up to four bytes for other characters. This variable-length encoding minimises storage and bandwidth requirements.
Web Standards: UTF-8 is the dominant character encoding for web content. It is widely supported by browsers, servers, and web-related technologies.
Globalisation: As software applications become more globalised, supporting a wide range of languages and scripts becomes crucial. UTF-8 is well-suited for internationalisation and multilingual support.
Compatibility with Modern Systems: UTF-8 is the default encoding for many programming languages, databases, and operating systems. Choosing UTF-8 helps ensure compatibility across different platforms and technologies.

When working with text data, UTF-8 encoding is recommended to avoid issues related to character representation and ensure that a diverse set of characters and languages is supported.

For assistance, please contact: bdr-support@dcceew.gov.au