Helpful Hints | Frequently Asked Questions

CRWN ONLINE DATA ENTRY PROCESS

Some helpful hints:
It is best to use the tab key to advance from one section to the next.
A yellow * indicates there is an error.
Required fields are highlighted in red below. These fields must be complete before data can be submitted.

Site Name: Scroll through the alphabetical site name list and click on the site name that corresponds to the data you are entering.

Sample Date: Click on the calendar and then select the date. The date will automatically populate.

Sample Time: Must be entered in military time (HH:MM). For example 8:35am would be 08:35 and 1:45pm would be 13:45.

Monitors: When logged in, you are automatically associated with the monitoring event and do not need to include your name here. If more than one certified monitor took part in monitoring, add their complete name here. Separate additional participating certified monitors with a comma and space.

Sample Depth: Must be entered in meters. If the site is dry, enter zero.

Total Depth: Must be entered in meters. If the site is dry, enter zero.


Meter Calibration Log: Scroll to yes or no to answer this question. If you use a pH or conductivity meter, enter calibration values. These fields do not allow text. If you have a comment or a problem calibrating, note this in the comments section.

Reagents Expired: Select yes or no. This is a very important field to answer. List any expired supplies or any other supply needs. CRWN will send items as requested in this section.

Core Tests and Measurements:
Air Temperature:
Record in degrees Celsius.

Water Temperature: Record in degrees Celsius.

Dissolved Oxygen average is not calculated automatically. You must enter two values from different fixed sample bottles that are within 0.5mg/L of each other, as well as the average of the values. If the first two values are not within 0.5mg/L, enter the third titration run from the first of the previously fixed samples. If the range between the two fixed sample bottles was still more than 0.5mg/L, enter the fourth titration run on the remaining fixed sample bottle. If the results from the two fixed sample bottles are within 0.5mg/L average all values that are within 0.5mg/L. If the four readings from the two sample bottles are still greater than 0.5mg/L apart, do not average the results. Average to no more than two places past the decimal by rounding if necessary. Review the CRWN manual or the Frequently Asked Questions section for more detail.

pH: After entering the value, select if you used a comparator or meter to obtain the results.

Transparency Tube and Secchi Disk: Enter in meters. Donít forget to enter =, Less Than, or Greater Than.

Nitrate Nitrogen: Select = or Less Than. Remember that this testís detect limits are not sensitive enough to report =0; instead if there is no color change record the result as Less Than 1.

Flow: Enter the value for CFS. Enter how value was determined (gage site data or on site assessment) in the comments section. Or skip this section if you do not collect flow.

Field Observations:
You can simply enter the number for each field and then tab to advance to the next field. Here are a few tips for this section.

Flow Severity: Enter as dry or no flow if the water is nonexistent or too stagnant to monitor. Leave blank if site is on a lake or reservoir.

Algae Cover: Be sure to assess both surface and substrate algae for the combined percent algae cover. Include additional information in the comments section if needed.

Present Weather: Considered cloudy if more than 10% of the sky is cloudy.

Days since Last Significant Rainfall: Only enter numerical values such as: 3, .75, 2. Additional information such as 7+ or >10, will not be accepted. If it was raining while sampling, enter 0 for days since last significant rainfall, and record present weather as rain. Visit http://hydromet.lcra.org/ to view historical rainfall levels throughout the basin. If you are not sure please estimate the number of days and explain in the comments section.

Inches of Rainfall: Visit http://hydromet.lcra.org for rainfall information.

Comments: Please add any comments from your data sheet here. Enter additional observations for water surface here.

Minutes Sampling and Traveling: Make sure to record the number of minutes and not hours.

Miles Traveled: Total roundtrip miles. If you traveled less than one mile round up, and enter 1 mile. The system will not accept a value less than one.

Number of Participants: Include certified and noncertified participants.

E.coli: Enter all the information as you would normally on the datasheet. If the value is TNTC, (too numerous to count), enter a value of 4000 and enter TNTC reference in the comments section. Average and round the result to the nearest whole number to remove decimals.

Two Photographs may also be uploaded for each data sheet. Please rename the photograph SiteID_Date_Photo#.jpg. The photo must be 640X480 or smaller. Refer to FAQís for more directions.

Before submitting your datasheet make sure to review all the information entered for accuracy. CRWN staff will review the data before final submittal to the online database. Keep your data sheets; if CRWN staff has a question about the data entered online they will contact you.
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FREQUENTLY ASKED QUESTIONS 

When viewing the data sheet on my computer, the complete data sheet does not fit on the screen. Whatís wrong?

The online data form is best viewed at 1024x768 resolution or higher. If your computer screen is running 800x600 or less there will be horizontal scrolling.

How do I move from one section of the data sheet to the next?

It is best to use the tab key to advance from one section to the next. Seven fields are required to be completed before the data can be submitted. They are:

Site Name

Sample Date

Sample Time

Sample Depth

Total Depth

Are reagents expired?

Days since Last Significant Rainfall

Minutes Sampling and Traveling

Mile Traveled

Number of Participants

Iíve entered all my data, but I keep getting an error message. What do I do?

A yellow * indicates there is an error. It is most likely that one of the key pieces of information has not been entered. Make sure that all required fields have been entered. Also, many of the fields only allow numerical values. If you need to explain a value, please do so in the comments section.

If my first two dissolved oxygen readings vary by more than 0.5mg/L, how should I average my data?

As a part of the CRWN quality control program two dissolved oxygen tests are run with each sampling trip. This means collecting and fixing two sample bottles and running two titrations, one from each bottle. If the values are within 0.5mg/L of each other, record the average of the two values. Average to no more than 2 places past the decimal. If the difference is greater than 0.5mg/L, run a third titration (steps 10-20) from the first of the previously fixed sample bottles. If the range between the two fixed sample bottles is 0.5mg/L or less, then record the average of all titrations within 0.5mg/L of each. (This could possibly be all three. Ex: sample 1=6.0mg/L sample 2=7.0 mg/L, sample 3=6.5 mg/L. In this case all three values should be averaged, resulting in 6.5mg/L.) If the range between the two fixed sample bottles is still more than 0.5mg/L, repeat the titration on the remaining sample bottle. If the range between the two fixed sample bottles is 0.5mg/L or less, record the average of all titrations within 0.5 mg/L of each other. If the readings from the two fixed sample bottles are still greater than 0.5mg/L apart, record the four values online, but do not enter the average.

What should I do if my site is dry?

It is important to collect data from a site even if it is dry. Make sure to include all the required fields list above. Sample Depth and Total Depth would be 0.

How do I find rainfall data history for my site?

If you do not have access to a rain gage near your site, visit http://hydromet.lcra.org for rainfall information. Also try www.weatherbug.net for rainfall data in your area.

An error was encountered when entering days since last rainfall. How can this be corrected?

Please enter only numerical values for days since last significant rainfall. For example 7+, >10, or written comments will not be accepted. This information is very helpful though, so please feel free to expand on recent rainfall amounts in the comments section. Visit http://hydromet.lcra.org/ to view historical rainfall levels throughout the basin. If you are not sure please estimate the number of days and explain in the comments section.

What should I enter if it was raining while sampling?

If it is was raining while sampling, enter 0 for days since last significant rainfall, and indicate that it was raining in the present weather section.

The information I entered is gone and I received a timed-out notice. What should I do?

Since this is a password protected web interface, several minutes of inactivity will end your session automatically. This is to ensure the security of the system. The system did not enter your data sheet before it timed-out. You will need to enter the data again and submit the data sheet.

The website will not upload the photographs that I took at my site?

Currently, two pictures may be uploaded per data sheet. We recommend naming your pictures SiteID_DatePhoto#.jpg for easier filing purposes. The file size for pictures should be optimized for web viewing. Or the picture should be reduced to 640X480 size. Most photo viewing software will allow you to resize pictures.

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