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Submit Fish Data

Last updated on February 5, 2024

Photo by: Alyssa Boivin

The following describes the Fish Data Submission Process. This is the accepted process for submitting data collected through the Province of B.C.'s scientific fish collection permit . Non-permitted data may potentially also be also be submitted through this process with prior permission.

  • All permitted projects require the submission of Project Information (online Project Submission Form), regardless of whether or not sampling was conducted (See: Submit Fish & Fish Habitat Data and Project Information).
  • When sampling has been conducted, regardless of whether or not fish have been captured, Sampling Data must be provided (See: Data Requirements, Standard Reporting Format, QA Tool and Submit Sampling Data and Project Information).
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Data Requirements, Standard Reporting Template, QA Tool

Your submission must satisfy the mandatory Minimum Data Standards requirements to be accepted, but, 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 it's required fields, satisfies the Minimum Data Standard Requirements* for scientific fish collection permits; and allows for inclusion of  additional habitat, sampling and individual fish information. The template is only required when sampling has been conducted.

Self QA: Provided with the package is the fish data submission Quality Assurance (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 will help provide clarity on required fields and formats, improve the quality of the data submitted, and reduce 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.

 

Submit Sampling Data and Project Information

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Important Alert Aug. 23, 2023: 

As Microsoft is discontinuing support for SharePoint 2016, the Province is migrating it’s SharePoint sites to Microsoft SharePoint Online (SPO). This includes the Fish Data Submission (FDS) Site. 

What this means for you:

  • The previous SharePoint site (https://nrm.sp.gov.bc.ca/sites/ENV/ESI/FI/FSubs/default.aspx) must not be used for submitting/editing data. You can contact us at fishdatasub@gov.bc.ca if you have changes to make to older submissions.
  • You can not view your submissions to the previous version of SharePoint. You can contact us at fishdatasub@gov.bc.ca if you have a need to know what you have submitted.
  • You need to request access to the new submission site (First Time only-see Step 2 below) 
  • Once you have requested and been given access to SPO FDS, you will not need to request access again for subsequent submissions.
  • BCeIDs are no longer required for submitting, your permissions are linked to your email.
  • Records are only viewable by the email that created them.

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Step 1. Prepare to Submit Data

  1. Prepare your data using the Standard Data Submission Template (MS Excel). See: Data Requirements, Standard Reporting Template, QA Tool.
  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. See: Data Requirements, Standard Reporting Template, QA Tool.

Step 2. Request Access - First time users of the SharePoint Online Fish Data Submission (SPO FDS) site:

  • Request Access to the SPO FDS site. 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. (i.e. 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 click on the link provided. 
    • Access is granted M-F regular business hours. 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. (See Alert at top of Page: Access Requests are not Available Dec 23, 2023 - Jan 3, 2024; and may be delayed Jan 4, 2023 - Jan. 15, 2024).
    • If you have still not received an invite or are having access issues contact us at fishdatasub@gov.bc.ca

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

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.

 

 

 

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