Submitting records

Please note that when you submit records they may be made available freely to members, submitted to national recording schemes, and placed on the NBN Atlas with full public access. If you wish any restrictions to placed on the availability of data, please make this clear at the time of reporting. A full statement of the conditions is available here.

Anyone, member or not, is welcome to submit records of interest to the group by email to the . You can download a blank Excel spreadsheet (.xls, 14Kb), or submit a single record online.  Always include species, date, place, 6-figure or better OSGR (where possible, but at least the 10km square).  Other details, for example number and sex, or  notes on behaviour or habitat, are optional but often useful.  Download the 'Best Practice' guide (.pdf, 120Kb) for more details. Sending records to iRecord and iNaturalist is NOT recommended unless you also copy the record to the .  Verifications given on these and other similar platforms cannot be relied on, so if you use these please include the link to your post, or attach any photographs for confirmation. If you are uncertain of the identification, a photograph can be emailed to the when, with luck, one of our members or specialist contacts will be able to help.  Alternatively, consult an appropriate identification resource.

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The following are useful for finding and converting grid references. OS Locate A free app for mobile devices gives up to 10-figure OSGR in the field, and does not need a mobile signal. Grid Reference Finder Reads OS grid references direct from an OS map (external site). Grid Reference Finder Reads OS grid references direct from a satellite image (external site). Converts multiple lat/long coordinates Converts lat/long coordinates to OSGRs (external site).

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NatureScot has special responsibility for Invasive Non-native Species (INNS), species listed in the EU Habitats Directive, and species on the Scottish Biodiversity List.  Please be aware of the importance of these, and report them when you find them.  See further information on INNS (.xlsx file, 17KB), the Habitats Directive (.xlsx file, 22KB), and the Scottish Biodiversity List (.xlsx file, 23KB).  The NatureScot Sensitive Species list (.xlsx file, 33KB) contains species subject to confidentiality in records. The poorest-recorded areas are inland Caithness and Sutherland, Lochaber and N Skye, the high ground W of the Great Glen and on our S boundary.  Some of these squares may be quite well covered for some species groups (e.g. vascular plants, butterflies, bumblebees), but in these areas general recording will be most rewarding.

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