(Geoff Holmes, County Bird Recorder)

Since 1955, the SOS has been responsible for collating the records submitted to the Society, publishing quarterly bulletins and the annual report. With an increasing membership, and a growing interest in recording, the number of records submitted continues to increase, and as a consequence, they have been stored on a computer since 1991. This page briefly outlines the objectives of the recording system and sets out the preferred system for submitting records.

Records are welcome in any format and can be submitted on floppy disk or by email. For a sample spread sheet design click here.

Observers not wishing to use their computer to send data are urged to use the standard record cards. These are designed to provide the information required in a form that aids entry of records into the database. Two types of record card are available. The first type of card, the Species Record Card enables sightings of the same species at different sites and various dates, to be reported on one form. The second type of card, the Site Record Card, allows the reporting of different species recorded at a single site on the same day. Additional information can be written on the back of the cards.

Copies of both cards are available free at the indoor meetings or by post from the County Recorder when a stamped addressed envelope would be appreciated. For those with access to a photocopy machine A4 sheets of four cards are available.

Both record cards refer to various codes and, again to speed up data entry, observers are asked to use these codes wherever possible. As a general rule, both the name and the code should be entered as this provides a check when the data is entered onto the computer.

A list of the Species Codes for the more regularly recorded species, together with a list of the Site Codes for well-watched sites, can be found on other pages on this site. As the Site List contains well over 1,000 entries the list has been spread over four pages to reduce down-load time when accessing these pages.

For the Species List click here and for the first page of the Sites List click here.

New observers will be notified of their Observer Code after their first batch of records has been processed.

If records are from a site for which no code is listed, it is important to include the Ordnance Survey Grid Reference, preferably to six figures. For help with grid references click here. Near Ludlow does not help! Site codes are allocated each time a new site is entered. Individuals who regularly submit records from a site not visited by others, such as their own garden, will be notified of the individual code. Some large sites, for example the Long Mynd, have been divided up into smaller sites, such as Ashes Hollow or the Gliding Station, to assist interpretation. Records are of more value if they are submitted for the smaller site, but observers should not hesitate to use the name of the larger site with a grid reference, if they are not sure of the smaller unit.

Observers are asked to submit their records on a regular basis throughout the year, preferably at the end of each month. This is essential if the quarterly bird reports in the Bulletin are to be up to date and interesting. It also helps spread out data input and reduces the end of year rush. Records of rarities or other species of special interest should be reported immediately.

Most records are valuable to the Society, but especially those enabling distribution patterns to be confirmed, or allow changes in status to be monitored. An example of this would be monthly maxima from a regularly watched site; this could include, for example, an individual garden. Of less value are individual regular records of the very common species from one location, which does no more than confirm the continued presence of a species at a site. In this case, a monthly record would be equally valuable. Of particular importance are records in the following categories

Proved or probable breeding.

Arrival and departure dates of summer migrants.

Arrival and departure dates of winter visitors.

Unusually large numbers of an individual species.

Birds seen away from their normal habitat.

Birds seen out of their normal season.

Regular counts at well-watched sites eg of wildfowl and gulls.

Monthly maxima from an individual site.

Counts of visible migration or hard weather movements.

Wherever possible, observers are asked to comment on age, sex and state of plumage (eg non-breeding adult male). Notes on aberrant plumage and moult are also useful as are comments on habitat preference, food and associations with other species. Indications of changes in status are welcomed, particularly if supported by data. Negative returns should be submitted if birds are absent from a site they previously frequented.

Observers should consider whether it is advisable to keep sites of rare breeding species confidential. If you feel that protection is necessary, inform the County Recorder who will consider the most appropriate course of action. It is also worth remembering that such sites may be threatened in a number of ways e.g. development and other land-use change and it not just through the activities of egg collectors. It may be important, therefore, to ensure, again through the County Recorder, that the statutory (English Nature) and non-statutory (RSPB and Shropshire Wildlife Trust) professional nature conservation organisations are aware of such sites so that they can also seek their protection.

Records of rare breeding birds should be submitted to the Recorder with as much detail as possible. It is the policy of the Society that this information remains confidential and that the precise site details should not be published. However, information is given to the Rare Breeding Birds Panel which monitors the status of such species nationally and which maintains similar confidentiality.

Records in the following categories require supportive descriptions, which must be accepted by the relevant records committee before they are published in the Annual Report:

National rarities (which are forwarded to BBRC)

County rarities

Unusual races of species (eg blue-headed wagtail)

Out of season migrants

Species shown in bold on the bird list and any species not listed will also require a description.

Although some observers consider that reports of scarce or unusual birds which are submitted by relatively inexperienced bird-watches require some substantiation, they sometimes question why more experienced observers are required to submit descriptions. The Society considers that there are two reasons for this:-

(1) While observer experience should rightly be taken into account when assessing records, it is essential that a consistent standard is applied. Only thus, can future researchers be assured of the scientific and historical accuracy of the data. We have a duty to operate an objective and consistent records discipline and, whilst most observers are confident of their own records, they will readily agree that not every claim of a rare bird or unusual sighting is acceptable. It follows, therefore, that some assessment is required for those birds considered to be rare or unusual for the County, and that this must be applied uniformly and fairly.

(2) Descriptions of rare birds provide a repository of information on the field characters and behaviour of birds. It is frequently through the examination of carefully taken descriptions that new field and behavioural characteristics come to light. Personal expertise is undoubtedly improved by the discipline of note taking.

The Society has agreed that the Conservation Sub-Committee should act as the records committee for Shropshire. The Sub-committee has in turn formed a separate rarities group to consider all records of birds which are rare or unusual in the county. Records of national rarities are forwarded to the British Birds Rarities Committee (BBRC) for adjudication.

Copies of the County Rarity form are available at the indoor meetings or from the Recorder who also has copies of the similar BBRC rarities form for national rarities.

Where circumstances permit, the finder(s) of a rare or unusual bird are encouraged to get other observers to substantiate the identification and to submit supplementary notes; single observer records are usually the ones most difficult to consider. Any observer who thinks they may have found a rare or unusual bird, but are unsure of the identification, or who simply would like to get someone to confirm the record, should contact the County Recorder who will determine the most appropriate action to take. In such circumstances, observers are urged to act quickly since birds have an annoying habit of flying away!

Those who find a rare or unusual bird should remember that the welfare of the bird comes first. Members of the Society must observe the Bird-watches Code ( for a simplified version click here). In particular do not harass any bird, particularly migrants which may be exhausted.

The essentials are brief details of the circumstances of the sighting and, more importantly, a description of the individual bird as it appeared at the time. This seems obvious but many submissions either dwell on the circumstances but provide very little description detail, or are simply details of what the species looks like, rather than the individual concerned. Rather than repeating details from a book, it is important to describe them from observations at the time. Very often not all the details will have been noted, but this will not invalidate the record if enough was seen and confirmed to make the identification safe. A rare bird is by its nature unexpected and it may simply fly by or dive into a bush never to be seen again. All you can do is make the best of it and write down exactly what you saw and heard, but don’t be tempted to fill in the gaps.

Description Check-list

Size If possible, judged directly against another bird which is present or, if not, use whatever is available. At worst give some general impression in comparison to species which, although not present at the time, you are familiar with.

Shape Again, if possible, judged against another species. Try hard to make comparisons all the time. A wader may be "long-legged" but it is much more valuable, if you can say "the legs were longer than the Redshank alongside it". Try to note structural details, which might be useful, such as whether the wings project beyond the tail, or the legs extend beyond the tail in flight.

Actions All movements such as walking, hopping, wading, swimming, diving, soaring, and gliding are useful to note. Try and record such things as whether the bird wagged its tail, did it fly from a perch to the ground and then hop about or did it slip quietly though foliage never keeping still.

Colours Start with the general and move on to the detail. Write down the most striking features first. Try to be systematic, a good approach is to start at the front and work back! Make a special note of specific features such as eye-stripes or rump patches. Don’t forget the bill and legs.

Sounds Hard to do, but try your best! Comparison with familiar species is often a good way. Descriptions such as "harsh", "high pitched" or "nasal" often help.

To sum up

Although some species are maintaining there numbers and a few are increasing many other species and in decline. Good quality data on the numbers and distribution of birds in Shropshire is essential as the information can be used to inform conservation programmes at both local and national levels. Remember that your records count.

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