Christmas Bird Count (CBC) Data Entry Manual Instructions ...Christmas Bird Count (CBC) Data Entry Manual Instructions on: ... Working in the data entry system will involve opening

Page 1 of 20 Copyright 2011 National Audubon Society, Inc.

Christmas Bird Count (CBC) Data Entry Manual

Instructions on:

Post-a-Date page Edit Compilers Names View participants list

Download the blank field form Edit Bird Checklist of observations

Participants list

Last date of update: December 20, 2011

Christmas Bird Count office Audubon Science 545 Almshouse Road Ivyland, PA 18974 Email: [email protected] Website: www.christmasbirdcount.org Compiler’s web page: www.christmasbirdcount.org/compilers


Table of Contents

1. Computer Requirements for using the CBC data entry system and where to ask for help................................................................................................................................ 3

1.1 Computer Requirements ...................................................................................... 3 1.2 How to Contact Us ............................................................................................... 3 1.3 CBC Participant Fees policy .................................................................................. 4

2. Getting started. .......................................................................................................... 5

2.1 How to log in and out........................................................................................... 5 2.2 Updating your contact information in the system ................................................. 6

3. The Christmas Bird Count Home data entry Page ...................................................... 7

4. The Compiler Menu..................................................................................................... 8

5. Working with the menus once you are inside your Circle Pages and General Tips...... 9

6. Posting your count date for the upcoming season.................................................... 11

7. Updating the Compilers for the Circle....................................................................... 12

7.1 Adding a new name to your Compiler or Participant List .................................... 13

8. Edit Participants list ................................................................................................. 14

8.1 Printable list of participants and payment settings............................................. 15

9. Downloading a blank field form for your circle......................................................... 16

10. Working on the Bird checklist................................................................................. 18

11. Paying Circle Fees .................................................................................................. 20


1. Computer Requirements for using the CBC data entry system and where to ask for help. 1.1 Computer Requirements If you use a PC:

Windows XP or Windows 7 operating system Internet Explorer 8.0 and higher or Google Chrome as your browser

If you use a Mac:

OSX or higher operating system A recent version of Safari as your browser

Browser Settings

Your browser should be set to allow “cookies”.

1.2 How to Contact Us By Email : [email protected] If you are experiencing technical issues, please email us with the following information:

Your computer operating system (e.g., Windows 7 or OS X). Your browser and version (e.g., Internet Explorer 8.0). A complete description of the problem or error message. Please be as precise as possible. Include

the text of any error message, and a description of what you were doing, or trying to do, when you received the message.

If possible, a screen-capture showing the problem. In Microsoft Windows, a screen capture can be obtained by holding down the “Alt” key, and pressing “Prnt Scrn” key. Then open up MS Word, or MS Paint and select from the menus, “Edit”->”Paste”. You should see the screen capture inserted into your document. Save the document and attach it to your email message.

By Phone: 215-355-9588 x10 By Fax: 215-355-2353 Availability Support is provided during normal business hours (9AM – 5PM Eastern Standard Time, M-F, except during the holiday break). During the CBC Data entry period we receive a high volume of requests for help. We will do our best to address your questions in a timely manner. Thank you for your understanding. By Surface mail: Send all CBC correspondence and remittance to:

Christmas Bird Count Audubon Science Office 545 Almshouse Road Ivyland, PA 18974

Please make sure to include your circle code and circle name on all correspondence. Please do not send CBC correspondence to the New York City office of National Audubon as that will cause delays.


1.3 CBC Participant Fees policy

The count fees collected during each CBC help to cover the cost of generating materials for compilers, producing the annual CBC summary issue, and maintaining the CBC Web site and database. The policy follows and a printable version is above:

There is a $5 per field observer fee per CBC. Feeder watchers and observers 18 years of age or younger are not asked to pay the fee.

Field observers pre-registering on a U.S. CBC for four or more counts pay a maximum of $20 for the four or more counts per season.

The primary compiler (only) is exempt from paying the fee for his/her count(s). Secondary compilers must pay the count fee if they participate as field observers. If secondary compilers are not field observers and only helpers they do not have to pay the fee.

Refunds for pre-paying observers will only be given in the event of a count's cancellation by the compiler. In the event of an observer paying $20 for five or more counts, in advance under the new discount, no fee will be refunded if one count is cancelled. If an observer pays $20 for four counts in advance under the new discount, and one count is cancelled, $5 will be refunded to the observer.

Non-attendance at a count by a pre-paying individual cannot be refunded. In Canada, fee arrangements are handled completely by Bird Studies Canada, the

Canadian partner of the CBC. In countries other than the U.S. and Canada, fees are optional for nationals, but requested

of North American (U.S. and Canada) participants. All paying U.S. participants and U.S. CBC participants 18 and under will receive a copy of

American Birds: Summary of the CBC, published once per year after the conclusion of the CBC season. This summary issue contains articles on the many ways that CBC data has shown us early winter bird population trends, as well as information about those that participate in the CBC. Participants can opt-out of receiving this publication.

Sponsoring groups, which may be Audubon Chapters, bird clubs, or other entities, in some areas may cover some or all of the participant fees for a given count or counts.

Since the CBC fee is a requirement of participation it is not considered a donation.


2. Getting started.

2.1 How to log in and out

Open your browser and go to www.christmasbirdcount.org . That will take you to the CBC website. From any of the CBC webpages, click on the “Data Entry/Review” link on the right-hand side of the page. That will take you to the screen below. Note that you will see this screen only the FIRST time you enter the system. Subsequently you will go directly into the system and bypass the login. Enter your username and your password as indicated. Click on <Log In>.

If you have forgotten your username or password click on the link provided and follow the instructions on the next screen.

To find out your username, fill out your first and last name and click on submit. The information will be provided on your screen. Once you find out your username, click on <Login Screen> to return to the log in portal. To find out your password, enter your username, then click submit. An email will be sent to the email address you have in your account to reset your password. Follow the instructions emailed to you to reset your password.

If you are not already registered as a user on the Citizen Science portal (and have never done data entry on a circle before as a compiler or have never pre-registered as a CBC participant)

Click here if you forget your Username or password


you will need to have a new account created on the system in order to do data entry for a CBC circle. To have an account set up, contact [email protected] A new account will be set up for you and you will receive an email with a link to log on and to reset your password. If you need to gain access to a different circle or an additional circle than previously, please contact us at [email protected] to ask for assistance. Tip: In this new system there is no “logout” link and no need to logout. To exit the system you simply close your browser.

2.2 Updating your contact information in the system

We will be building additional features into this new system, including an easy page to reach to update your contact information. Until that feature is available, you can update your account, by editing your record as it appears under the “Compiler’s List”. See item #7 in this manual for instructions on how to edit a compiler entry.


3. The Christmas Bird Count Home data entry Page

Once you are logged you will see the Christmas Bird Count Home data entry screen. Note that the menus that appeal across this screen will depend on what access you have in the system. The home screen contains:

Contact information for the US and Canadian office of the CBC.

Links to the Compilers resources webpage that contains the compiler’s manuals, sample documents, rare bird forms, answers to questions, and other details.

The fees remittance form and fees policy

Data entry deadlines

Recommended browsers You can return to this screen at any time by clicking on “Home” in the upper left part of your screen.


4. The Compiler Menu

You will see a Menu item “Compiler” in the upper right. This is where you access data for your circle(s). The “Compiler menu” will show a list of all of the circles you are assigned to, and the data entry status of each. To do data entry on a circle, mouse-over the Compiler Menu and select one of the circles listed there by clicking on it. Be aware that the Status: indicator will only say “Data Entry begun” when you have completed the date and time portions of your data entry. This Status: indicator will change to “Completed” only when you check the “data entry complete” box at the end of the process, after completing all entry pages.


5. Working with the menus once you are inside your Circle Pages and General Tips.

The items listed on the left-hand side of the page (the navigation) include: Circle Management Post the Count Date Participants List Compiler List Count Start/End Times Count Effort Count Weather Bird Checklist/Add to list Add Total Species Reports/forms Download Blank Field form (spreadsheet format file) Participants list (PDF file) Working in the data entry system will involve opening each page or work area to make edits. You can use one of two different ways to open each page or work area: 1 – Click on one of the items listed under Circle Management to open it in the work area to the right. Or 2 – Click on the black bar that contains the name of the item you wish to edit. If you click on it once, it opens that work area. If you click on the black bar again, it will close that work area.

Option 1: Click a link here to open a form in the work area to the right

Option 2: click on black bar for each form to toggle the area open or closed.


Tip – If you have work area open and that screen contains a long list (like your participant list or the bird checklist) you will have a scroll bar appear on the right, inside the work area, that you may need to use. Tip – If you make any edits to your data, you must click on the update or save link provided on that page before closing that page. Clicking on the black bar to close an area will NOT save your data.


6. Posting your count date for the upcoming season When you select a circle from the Compiler’s menu you see the menu of items available for editing on the left, and the work area for Post Count Date open on the right.

Select your count date using the calendar tool that pops up when you click on the down-arrow. Reminder: CBC count days are Dec 14-Jan 5, inclusive, each season. Posting the date of your count is an important first step. By posting the date, it is available on the website for any interested CBC participants to view. If the date is not posted, the circle is not “advertised” on the web. In addition, the count date is required before you can enter your bird checklist. In addition, on this page, you have the option of allowing online registration for your circle. This choice is completely up to you. The three choices that appear on this screen are described below/ You can decide to:

1) Yes, allow new participants to register online without any contact with compiler in advance 2) Yes, allow new participants in the circle, but do not allow them to automatically sign-up online,

and ask them to first contact compiler through email. 3) No, do not allow any new participants to volunteer for your circle count.

Participants who pre-register online in advance for 4 or more CBC circles pay a flat $20 and therefore can realize a savings. In order for participants to get this discount, enough circles must be set to allow online registration of new participants. Be aware of this when making your decision on this option for your circle(s). For more details on the CBC participant fees policy, please refer to the CBC Participant Fees policy in section 1.4 of this manual or on the compiler web page at: http://birds.audubon.org/faq/compilers#600n835


7. Updating the Compilers for the Circle

The Compilers List page is for the purpose of recording the historical primary and secondary compilers for the count in the database and for displaying the primary compilers name and email on the public web site as contact for the circle. This information should be reviewed and updated each year. The person who is the primary compiler should be flagged under “IS Primary”. Only one name can be flagged as primary. Any other names on this list are secondary compilers. If compilers also participated in the field on count day they can also be listed on the participant list. To mark the primary compiler, click Edit to the left of the person’s name. That will open the record for editing (below). Check the Is Primary box and then click on Update to save your changes.

Check the Is Primary box by clicking in it.

Save your changes by clicking on Update


7.1 Adding a new name to your Compiler or Participant List For the Compiler list or the Participant list, you can add a name using the following steps.

1. Click on Add New Compiler/Participant 2. Enter the first name and last name into the boxes 3. Click on Search. The system will search for a match. If a match is found you can

select it from the drop-down box. Once you’ve selected the match, press “Submit” to insert it into your list.

4. If no match is found, you can complete the rest of the form and then click <Submit> to insert it into your list.

A match is found in this case: No match is found in this case:

Select the match from the drop-down and make any updates on the form.

Then click Submit

If no match, complete the rest of the form and click “Submit”


8. Edit Participants list The participants list is available in advance of the count so that you can review and update any contact information about your participants in advance of the count. A downloadable list of participants is not yet available in this new version of the application, but we can provide a list for you on request. Please contact [email protected] to request this. All participant contact information that was previously entered for your count circle is brought forward for the current year. In addition, you have a link to enter any new participants for your circle. Note that any participants that choose to pre-register for your circle (if you set your circle to allow this) will automatically get inserted alphabetically on your participant list. To edit a participant record, click on the blue edit link just to the left of the first name. This will open the screen to edit the record. Make sure to click on Update in the bottom left of the participants record to save your changes. Primary and secondary compilers can be included in the participant’s list. Primary compilers do not have to pay the count fee, but secondary compilers who participate in the field do pay the fee. Make sure the Payment Required boxes are set to reflect this.

To add new participants to your list, refer to the steps in section 7.1


After your CBC circle has been conducted, (Dec 14-Jan 5), you will be able to return to this screen and flag those participants who participated in the count by checking the box under “Include” for each participant name. The ability to edit the 5 boxes on the participant list screen will become available in late December. Until then you will need to make any edits to those boxes by editing the individual record. 8.1 Printable list of participants and payment settings. The printable participant report is available on the left-side of the screen under “Reports/forms” click on “Participants List” to download this report. Only participants flagged as “include” for the current year will show up on this report.

Participants report is here.


9. Downloading a blank field form for your circle

The downloadable blank field form is for your use in providing a customized checklist and field form for participants to note species, weather conditions and effort while they are out in the field. This form will not replace the current data entry methods for the circle, but is to be used offline. Currently there isn’t the capability to upload circle data using a spreadsheet. To download the form, click on the link Blank Field Form from the left-hand area under “Reports/Forms”. A pop-up will appear and ask you to save or open the file. Select to save the file, and navigate to a location on your local hard drive to save the file. Once the file has been saved, you can open this file with Excel or other spreadsheet program that can read *.CSV formatted files. Once you open the file, it will look something like the sample on the next page, with a list of the species seen on your circle within the last 50 years, in taxonomic order. Also included will be areas to complete the effort, time and weather information. You will need to format the document for your individual printer.

Blank Field form is here.



10. Working on the Bird checklist The bird checklist area contains a “source” checklist at the top of the form and the ‘destination” checklist at the bottom.

To complete your checklist, select a species from the source list at the top by clicking once on the species name. It will pop-up with a box for you to complete with the number or cw, and the flags. Then click SAVE. It will then insert the species onto your checklist in taxonomic order.


Tip – You can sort your checklist by common name, scientific name or by taxonomic order by clicking on the sort options near the top of the checklist form:

Tip – Click on the Edit link to the left of the checklist bird entry to make any changes to the number or flags. Tip – click on the Delete link to the left of the checklist entry to remove it from the checklist. Tip – Once you add species to the destination checklist at the bottom of the form, the item is saved. There is no SAVE button for this screen once the item is added to the bottom section. To add a new species to your checklist that is not in the source list, click on “New” in upper right of the form. If you start typing the common name of the species you are looking for the database will automatically start searching and present you with the item(s) that match. Select one with your mouse-click. Then complete the count number or cw and flags and click on SAVE.

Three sort options are provided


11. Paying Circle Fees To access the credit card payment page for CBC circle fees mouse-over your Compiler menu and click on “Submit Circle Payment” which will appear at the end of your menu.

You can pay for one or more of your circles by completing the payment form below. Make sure that you enter your credit card number without any spaces. The name and address entered must match what your credit card company has on file. You have the option of having an email receipt sent to you when you click on “Submit Payment”. Note you can also enter information for any donations made separately from fees including the name and address of the donor and the amount. Donation amounts are separate from the participation fees due for the circle.

Submit Circle Payments.

Documents

Christmas Bird Count (CBC) Data Entry Manual Instructions ...Christmas Bird Count (CBC) Data Entry Manual Instructions on: ... Working in the data entry system will involve opening