Submit fish data

Your submission must satisfy the mandatory minimum data standards requirements to be accepted. However it is encouraged to provide as much information as possible within the standard format.

Written reports, photos, maps, or additional data are encouraged as they can provide valuable information and context. These will be loaded to the publicly accessible EcoCat reports catalogue along with your standard data submission. 

To meet data submission requirements, the standard reporting format is the Fish Data Submission Template (Microsoft Excel). The standard template and its required fields satisfy the Minimum Data Standard Requirements* for scientific fish collection permits. It also allows for the inclusion of additional habitat, sampling and individual fish information. The template is only required when sampling has been conducted. 

• Download the Fish Data Submission Template and QA Tool (ZIP, 16MB) 

Self QA: Provided within the package is the Fish Data Submission QA Tool which is designed to verify the quality and completeness of the Fish Data Submission Template after it has been filled out. Although optional, it is strongly recommended, as the QA tool provides clarity on required fields and formats, improves the quality of the data submitted, and reduces the need to be contacted at a later date regarding data submission issues. Note: the QA Tool only operates on Microsoft Excel 2010 and earlier versions. Files must be in .xls or .xlsx format.

*Additional requirements beyond the Minimum Data Standards may be included in your Scientific Fish Collection Permit.

Step 1. Prepare to Submit Data:

1. Prepare your data using the Standard Data Submission Template (MS Excel). (Refer to Data Requirements, Standard Reporting Template and Quality Assurance (QA) Tool above)
2. Ensure you have included the permit number in your file name, for example: "NA16-21344_data.xls, NASU06-21344_report.pdf"
3. Verify your template meets provincial standards by using the QA Tool. (Refer to Data Requirements, Standard Reporting Template and Quality Assurance (QA) Tool above)

Step 2. Request access (for first time users of the SharePoint Online Fish Data Submission (SPO FDS) site):

• Request Access to the SPO FDS site via email. The email you send from is what we will add to the site permissions by default, unless you specify a different email to be used. (you can request that multiple emails get added, or provide a generic email to submit and view submissions from multiple staff members)

Request access

• Wait for an email invite to the SPO FDS site and select the link provided 
  • Access is granted Monday to Friday between 9 am and 5 pm. As access is not automated: allow up to 24 hours for staff to grant access
  • If you have not seen your invite within 24 hours check your Junk Mail folder
  • If you have still not received an invite or are having access issues contact fishdatasub@gov.bc.ca

Step 3. Submit Data - SPO FDS site users with granted access permissions:

Submit data

Step 4. The following steps are completed in the SPO FDS site. Submit Data and Project Information:

• Create a User Profile that will be used for all future submissions. This is only needed once for each email used
• Complete a Project Submission Form.
• Attach your data (Excel Template) along with other appropriate files to the Project Submission Form. Sampling Data (Excel Template) is not required if there was no sampling, however, the Project Submission Form is still required
• Note that due to capacity limits​​, submissions will be periodically removed from the submission site, after loading to the provincial database. Therefore, submitters are responsible for keeping track of their own Permits and Submissions. Do not rely on the submission site to keep track