Field Data Entry Training

1. Field Data Entry Training Central Valley Regional Data Center

2. Opening the Database • Always make a copy of your CV RDC database: CVRDC_v25_S063011_XXX • Please do not work on a server with the CVRDC database. Work on the desktop. • Open the database and type in your username that was provided by the CV RDC and press ok.

3. For Access 2007 users you will need to click on the Options box at the top of the screen and mark “Enable this content”, then click OK.

8. Sample Information • Add in Sample Information • Event – WQ • Protocol – refers to the SOP followed to collect the samples; will be unique per QAPP Example: “MLJ-LLC FiledSOP_031309 • Station ID – (3 digit HU, 6 characters) Example: 544XTTHWT • Date – dd/mmm/yyyy • Agency – Example: MLJ-LLC • Project ID – Example: ILRP_SJCDWQ • Sample comments: Specifically related to the sample collection. Note this is the blank white section under project and agency.

10. Associated Sample Information • Add in sample information • Funding – Example: 04SJ5001 • GroupSample – Example: Irrigation 2 • SamplePurposeCode –Example: WaterChem, WaterTox, Habitat, FieldMeasure. (Put all that apply) • PurposeFailure – Leave blank or “Dry Site” etc. • Personnel – sampling crew, entered individually • Press the SAVE and then the EDIT button before moving on to location information

14. Location • Location refers to where the sample was collected • Midchannel, NearBank, Bank, Thalweg, etc. • To enter in a new location , select location from the drop down menu to the right (yellow shaded) • Shape refers to the type of location: Example point would represent an individual sample collected by hand; where as a net trawl would be a line. • Press the SAVE and then the EDIT button before moving on to the geometry data.

17. Geometry • Make sure to click the EDIT in upper right hand corner • Select appropriate location from left drop down menu example “Bank” • Click RETRIEVE: all tabs below (on form) are now associated with the selected location • For each location there can be separate geometry AND sample collection information • Geometry describes the area/point where the sample(s) were collected • When the location is a point, only 1 geometry is recorded: • Source - Example: map, GPS • Number - refers to the # of coordinates recorded for a location “1” • Latitude - 5 decimal places • Longitude - 5 decimal places • Fix – Example: 3D • GPS - Example: MLJ-LLC Garmin Etrex • Accuracy/Units: accuracy of coordinates and associated units • Within 10 second?: leave blank or select yes or no • Datum - Example - Example: NAD83 • Elev/Units: elevation and associated units • Comments – comments related to the geometry data

20. Habitat • Select the tab next to Geometry labeled “Habitat” • Habitat refers to the (weather, water color, site odor, etc) • Enter Method : Not Applicable • Select the analyte from the analyte pull-down menu • Select the Var Result from the pull-down menu • Enter the QACode: None unless Dry Site or other • CollectionDeviceCode: None • Enter any notes in the comments field and additional results • Tab to move to the next record • Click the SAVE button in the middle right of the form • Click the “Add New” button if any additional Habitat data needs to be entered (additional Methods, Time, or Reps).

23. Details WQ/Tox • Details WQ/Tox records specific information about how the water quality and/or toxicity sample was collected: • Occupation Method - Example: Walk-in, Bridge, Other • Starting Bank - Example: RB, LB, NA • Distance from Bank/Units • Stream Width/Units • Water Depth/Units • Hydromodification - Example: Bridge, pipes etc • Hydromodification Location - Example: upstream =US • Comments: comments related to location detail. Put additonal hydromodifications here.

26. Field Results • Verify the appropriate “Location” is selected • Select the tab “Field Results” • Field results may be associated with a water or sediment sample and include pH, SC, temperature, DO, and discharge • Method - Field • Time - time of sample collection • Depth/Units – Example: subsurface = 0.1 m / integrated = -88 m • Replicate: 1 • Position Water Column: subsurface (sediment = Not Applicable) • Comments – comments associated with field collection • If no results collected, move on to Lab Chem/Tox tab • Click SAVE in middle right corner

29. Lab Chem/Tox • Prepares the database to house the chemistry and/or toxicity results (lab collection data) • Multiple entries can be recorded for different times/depths/sample types • If sediment is collected at a different “Location” you will need to select that location before adding in that lab collection data • Method – Example: Water_Grab, • Time: Sample Time • Sample Type – Example: grab, integrated, field blank • Depth / Unit – Example: subsurface = 0.1 m • Rep: 1 (field duplicate samples are grab with a rep of 2) • Device – Example:Individual Bottle by pole sampler • Position in column – Example: subsurface • Comments – refer to lab collection • Click the SAVE button in the middle right • To add a second lab collection, click “Add New” and enter in the information • Click “Requery” to make sure that all lab collections were recorded

30. Closing the Database • Click SAVE in the upper right hand corner to save the entire field entry • Select “Add New” to add additional field sheets into the database and repeat the entry steps • Close the database when all field data has been added and saved