Use the Excel input form for recording

How to use our Excel template to record occasional or multiple sightings of wildlife.

How to fill in the spreadsheet

Columns highlighted in green are mandatory for our records, but we welcome any more information you can provide. We have marked these extra fields as 'optional' below.

English name (optional)

  1. Click on a cell in this column. 
  2. Click on the arrow to the right of the field for a list of commonly observed. species. 
  3. Select the species you are recording. The species name column will be automatically populated with the scientific name. 

Scientific name

This column is populated by selecting an English name (see above). 

Abundance (optional)

Either enter the number of things you saw (such as, 4 plants, 2 females, 6 droppings). If you are recording vascular plants, enter a DAFOR code. 

Don't enter any vague abundance (such as, several, lots, few, large clump) in this column. You can enter that information in the comment column. 

Sex/stage (optional)

This field is linked to the abundance figure, for example male, juvenile, dead, displaying. Although not mandatory, it is useful in conjunction with an abundance. 

  1. Click on a cell in this column. 
  2. Click on the arrow to the right of the field for a list of the terms you can choose from. 

If you cannot find what you need, add the information to the comment field.

Date

This field is for the date you made the observation. 

You can enter a date range, if you need to, for example 1/2/2012 – 29/2/2012. Enter dates in the dd/mm/yyyy format only, for example 30/03/2012. 

GridRef

This field is for a grid reference using the British National Grid Reference system.

Ideally we would like to receive records with at least a 6-figure grid reference, for example, SP356112. 

You will get the most accurate location using an online reference finder website.  Or, you can make your own. View our instructions for constructing a grid reference.

Get a grid reference while on the move

If you spot something on the road as you're driving (or cycling!), you can still work out a grid reference.

  1. Set your mileage counter back to zero as soon as you see the animal / plant.
  2. Wait until you reach something along the road that is a good landmark (such as a road turning off to a named place). Note your mileage (this is the distance along the road from the record location).
  3. When you finish your journey, you can use this distance to work out the exact grid reference of your record from the Ordnance Survey map.

It is easier to locate the right spot on the map if you convert the distance between record and landmark from miles to kilometres (1.6km to the mile). 

Location

Briefly describe where you saw the species. Provide enough information to allow someone else to find the location on a map. Restrict your locations to 100 characters or less. 

Recorder

Your name, or whoever saw the species reported. 

Determiner (optional)

You may have referred your observation to an expert for confirmation, (sendt a photo or described what you saw to them). If so, enter their name in this box. 

Record type (optional)

  1. Click on a cell in this column. 
  2. Click on the arrow to the right of the field for a list of the terms you can choose from. 

If you spotted what you are reporting and didn’t trap it. For example you, detected it with a bat detector or caught it in a net, select 'Field record'. 

Comment

Add anything else you think we might want to know.

Data log number

For TVERC use only.

Send us your completed spreadsheet

Once you have entered your data, email it to us at tverc@oxfordshire.gov.uk. Remember to include any photographs to help us verify your sightings.