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Scientific collection data format
Introduction
To renew a Scientific and Educational Permit a complete listing of animals collected or observed during the previous year must be submitted. As per 301 KAR 4:070 collection data must be submitted in an electronic format determined by KDFWR.

Two Methods for Submitting Data:
  1. The preferred method for submitting scientific collection data is to use our web form.     Advantages of web form:
    • Data entered into the web form will meet all requirements
    • Data are stored securely and are backed up regularly
    • Data can be downloaded as an Excel or CSV table for use in other applications
  2. Submit existing electronic data.     KDFWR electronic data requirements:
    • Only one Excel file, Access table, or text file for a permit. If data are stored separately by project, species group, etc, merge all into a single file. See specifics under Data Format below.
    • Field names must match as described under Data Format below.
    • Many fields have restricted values, for example, the 'Disposition' field is required and the values within that field (Not Captured,Released, etc) must match KDFWR EXACTLY.
    • Files submitted instead of web form entry will be subjected to the same error checks that are built into the online form.
    • Data not meeting format requirements will be returned to the permit holder for corrections.
    • Submit file to kdfwr.kfwis@ky.gov.    Please include your permit number at the start of the subject line.

Data format  The format and field names must match the requirements detailed below.
  1. Allowed File Types   Data may be submitted as the following file types
    • Microsoft Excel: One file per permit and only one tab containing all collection data.
    • "Zipped" Microsoft Access file: One database (mdb) per permit and only one table containing all collection data.
    • comma separated value (CSV) text file: One file per permit containing all collection data. Use text delimiter of " (double quote) and the field names included in the first row.
  2. Required Fields   There are 16 required fields. These apply to all animals captured or observed. All 16 fields must be submitted correctly in order to renew a permit.
    • To understand the format look at the web form and sample Excel file or CSV file.
    • Required field names and their values for submitted data must match EXACTLY.
    • Red fields on the web form and Excel files are required.
    • A revised Microsoft Excel Spreadsheet is available. Drop-down lists of allowed values including scientific and common names are now provided. When a scientific name is selected, the correct common name is filled in automatically, and vice versa. Because of the connection of scientific and common name, you may get a "Circular Reference Warning" when opening, and you can Cancel, so that you do not obtain more information. USE CAUTION when changing a species name. The link between scientific and common name is broken after the initial information is entered.

      Files without drop-down lists but with acceptable field names are available as a CSV file and a Microsoft Excel Spreadsheet.
    • A complete description is provided here describing allowed values for each field.
    • Download a compressed file containing tables with allowed values for each field (except the Scientific and Common Name). Our current taxonomy of Scientific and Common Names can be downloaded here.
    • The list of allowed values for required fields may change annually. The list of accepted scientific names, is particularly likely to change.
  3. Optional Fields     There are 16 optional fields. Many are specific to a taxonomic group, for example 'Bat Band Type'. A permit can be renewed without submitting these 16 fields.
    • Optional fields are black in the web form and sample Excel file
    • Many optional fields have restricted values, for example, the 'Sex' field has allowed values of Female, Hermaphrodite, Male, Unknown.
    • Values must match KDFWR EXACTLY. We can not accept alternate values (for example, M for Male).

Tools
  • If you have latitude and longitude, but need county or quad Click here
  • If you have latitude and longitude, but unsure of your datum Click here
  • If you have do not have latitude and longitude, but can find it on a map Click here
  • To see the current species in Kentucky Click here
  • To convert from decimal degrees to our required format (degrees, minutes, seconds) either Click here or download an Excel file that contains formulas for the conversion.
  • If you want to download GIS data with county and quad from the KY Geography Network Click here .
  • The National Geodetic Survey provides tools for converting from Universal Transverse Mercator (UTM) coordinates to latitude and longitude Click here .

    Submit data
  • Email data to us kdfwr.kfwis@ky.gov.    Please include your permit number at the start of the subject line.

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