Diary Exchange

Ways of exchanging Diaries.

It is important that diaries are exchanged at the start of every quarter. Collecting the old diaries and replacing them with the latest forms for collecting information can be one of the difficult part of the process. The following methods are suggested for achieving the exchange:

  • At a Group meeting held at the start of the first month of the quarter. This works well if most people are able to attend meetings. The meeting is a good opportunity to pass on any changes on the program, present a report on the last records that were collected, present a slide show to teach aspects of species identification and of course provide the opportunityfor members to ask questions or talk about things that they observed recently.
    Not everyone will be able to attend so that other methods have also to be considered. Members need to be reminded about the meeting by email or phone at least 1 week before
    the meeting what arrangements are in place for those who are unable to
    attent the meeting.
  • Using the local shop /Post Office as a place to exchange diaries. Where such shops exist, this works well, but try to provide an easy way for the shop owner or assistant to manage the exchange. A clearly labelled box for the old and new forms is useful, together with a list of the members fixed to the outside that has columns to tick when diaries are returned or taken.
    The box should have the Parish-coordinator's contacts on, should any complications arise and it should only left there for a short time, not greater than 10 days.
  • Downloading from the website. For those with broadand facilities, and a printer, this is the best way to send NEW forms. We provide the documents on the Wildlife Diary page of each parish.
    If the member likes to enter the numbers to the form on the computer, the MS Word document can be downloaded and the OLD dairy can be returned by email. A pdf file is also provided for those who prefer to print the document and fill it in by hand. This will neeed to be returned by hand to the parish coordinator or data analyst, by other means
  • Visiting the Parish Coordinator or Data Analyst. In small parishes this is effective, but the arrangements have to be made beforehand to ensure that the officials are available to make the exchange.
  • Posting. For those people where none of the above apply, then posting the forms is necessary.

It is suggested that the Parish Cordinator keeps a file on the parish members, with contact details together with the preferred method for diary exchange.