At half-yearly intervals (beginning of January and July) you should submit your observations to the Section Secretary, Bob Dryden, 21 Cross Road, Cholsey, Oxon OX10 9PE, email: visual.variables <at> britastro.org or to the Binocular Secretary, Melvyn D Taylor, 17 Cross Lane, Wakefield, West Yorks  WF2 8DA England for all paper submitted observations, for incorporation into the Section database.  Electronic submissions can be done monthly or bi-monthly.

Electronic submission

Electronic reports massively reduce the paperwork that Section Officers have to deal with. Observers are urged to adopt computer methods because this has become the only efficient way of dealing with the volume of reports that are received. Almost any type of computer can be used although 'IBM compatible' PC's are now the most popular.

The Section now has a standard Microsoft Excel spreadsheet which is available HERE. Observers may care to use this Excel report form  to report their
observation as Clive Beech advises that both this and a simple text file are acceptable.  However, ideally, a ".buf" form is best as generated by John Saxton's software, which is available from www.lymmobservatory.net.

It is not possible to use a text editor to generate files in this format. This should ensure that all data is entered in the same format. It may also be possible to use other spreadsheets as well if you don't have Microsoft Excel. Contact the Director for details.   Alternatively, it is still acceptable to use a text editor to generate ASCII files in the 'old' format. See the link at the bottom of the page for details.

Members are encouraged to use all this software as they are the ones who can correct any errors and this will also make the Secretary's life a little easier

Spreadsheet applications are easy to use for logging personal observations and exporting reports for the Section, normal computing safety backup procedures need to be followed to guard against mishaps in transit.

A few words may assist those who use this format:-

You may have up to 10 instruments, each with a maximum of 20 characters.

If star is equal to A, then write =A, not just 'A', otherwise there is confusion as to whether perhaps >A was intended.

If an 'AAVSO' sequence is used please also enter any other identifying information as well, such as date the chart was produced. The sequence label may be up to 20 characters long.

This can consist of single code letters (an noted above) which is acceptable. However, you may enter any text up to a maximum of 30 characters.

If you are not yet fully computerised then you will have to manually copyyour observations from your log book onto report forms. Blank forms are available from the Director or Binocular Secretary in return for an A4 stamped addressed envelope or can be downloaded here (hyperlink to Report Forms). Overseas members should write to the Director or Binocular Secretary for details of the postal rates. In some circumstances, it may be simpler and cheaper to produce your own copies using a single blank and a photocopier.

Report forms should be completed in clear hand-writing using black or blue permanent ink. On the form you should fill out the following fields:-

The name of the star. Please use the standard IAU three-letter abbreviations for the constellations as given in the Chart Catalogue.

This is a code which identifies the set of comparison star names used to make the magnitude estimates. You can find it on the chart used. On the more modern charts it takes the form NNN.NN (for example 063.01). For older charts, which do not have such a code number, you should instead give the latest date shown (for example: 71.07.17). It is important that this information is given correctly.

Give the year in full (not '98). Below, delete '1st' or '2nd', as appropriate to indicate whether the observations cover the first half or second half of the year.

If your observations for this half-year require two sheets or more for a particular star, then label the first as 'Sheet 1 of 2' and the second as 'Sheet 2 of 2' etc.

Give your name and full address for correspondence.

Only need to be accurate to 0.1 degrees. Used to determine the altitudes of the star at the times of observation.

The definitions of the instrument code numbers. The naked-eye is indicated by NE; 10x50mm binoculars by B50x10; a 200mm reflector used at a magnification of 80 times, by R200x80; a 75mm refractor at 100 times magnification by G75x100. It is important that you record for each observation the type of instrument, its aperture and the magnification. Note that the same instrument used at two different magnifications should be
recorded as two separate instruments.

Either the standard three-letter abbreviation for the month or the appropriate month number, followed by the day of the month.

Hours and minutes UT: Universal time should be used on all occasions. Remember that when BST starts in March, UT does not change!

The actual estimate of the variable in question.

Rounded to one decimal place. This is used as a check on the light estimate. Before any analysis the deduced magnitudes are sometimes recalculated using a standard (possibly different) set of comparison star magnitudes.

A rough indication of the reliability of the magnitude estimate. A good estimate is indicated by 1, an average one by 2, and a poor one by 3.

The code number (defined at the top of the form) for the instrument used for this observation.

The following single-letter abbreviations can be used to indicate the presence of other factors which may affect the observation: