ShoalBase Contributor Guide

This guide explains each question in the ShoalBase Data Submission Form. Please refer to it while completing your contribution to ensure consistency across entries. If you remain unsure about how to classify your observation, choose the option you think fits best and add clarifying notes in the final text box.

1. Species information

Species (scientific name)

Enter the currently accepted binomial name (e.g. Pterophyllum scalare). If uncertain, give your best match and add notes.

Species (common name)

Optional but encouraged (e.g. “Angelfish”). Common names vary regionally; any recognised name is fine.

Life stage observed

Choose the life stage of the individuals represented by this record:

  • egg/embryo – pre-hatching

  • larval – recently hatched, free-swimming but not yet juvenile form

  • juvenile – miniature adult form but not yet reproductively mature

  • adult – mature individuals

  • spawning – adults actively engaged in reproduction

  • not sure – if unclear or mixed stage

If a mix of stages is present but one stage dominates, select the dominant stage and explain in notes. If different stages show different social behaviour, please enter these as separate submissions.

2. Observation category and context

Observation category

This identifies whether the record is describing a general pattern for the species, or a particular event:

  • General species knowledge – a broad description of how this species typically behaves (e.g. across many encounters, literature synthesis, long-term familiarity, field guide or website, or widely accepted natural history).

  • Specific observation – a particular sighting, trial, dataset segment, or discrete observation event (field or captive), even if it matches typical behaviour.

If in doubt, choose Specific observation and describe the broader context in the notes.

Country of observation

Where the behaviour was observed. If multiple countries apply (e.g. a broad generalisation), list all that apply. For observations of general species knowledge, you can list countries where the species is known to exist, or simply leave blank.

Latitude and Longitude

Information on the geographical coordinates can optionally be included for specific observations. This information will NOT be displayed publicly.

Observation setting

This refers to the environment where the fish were recorded:

  • wild – natural
    Natural habitat with minimal human alteration (e.g. intact coral reef, forest stream).

  • wild – human altered
    Disturbed or modified habitats (e.g. reservoirs, dammed rivers, artificial reefs). Many “wild” habitats are altered to some extent; choose the option that best fits and leave a note if needed.

  • captive – research
    Lab or research aquarium settings.

  • captive – aquaculture
    Commercial hatcheries, grow-out tanks, ponds, or production systems.

  • captive – public aquarium/zoo
    Display tanks in zoos or aquaria.

  • captive – hobbyist
    Home aquaria.

Fish origin

Where the fish came from, regardless of the observation setting:

  • wild – wild reared – born and raised in the wild

  • wild – captive reared – wild-caught early (eggs/larvae/juveniles) then held in captivity for a time, or captive-reared stock that has since been released/escaped to the wild

  • captive reared – research – bred/raised specifically for research

  • captive reared – aquaculture – farmed stock

  • captive reared – pet trade – commercially bred ornamental fish

  • captive reared – home aquarium – bred by hobbyists

  • unsure – origin not known

3. Social behaviour categories

Group size observed

Select the group size that best matches the species/observation (multiple selections are allowed if the record genuinely spans categories):

  • solitary – individuals alone

  • pairing – stable or temporary pairs

  • small groups (3–10)

  • medium groups (10–100)

  • large groups (>100)(may be subdivided in some records; if you see both “large (>100)” and “large (100–1000)” options, choose whichever matches your form and add a note if needed)

  • large groups (100–1000)

  • huge groups (1000+)(may appear as “huge (1000+)”)

  • changing group sizes (fission–fusion) – groups frequently split/merge

  • unsure – difficult to estimate or highly variable

If your observation spans a very wide range, select changing group sizes (fission–fusion) and explain the approximate range in notes.

Social system observed

These describe the structure of grouping rather than the size (multiple selections allowed if the same life stage/context genuinely shows multiple systems; otherwise enter separate records):

  • shoaling – loose groups without strongly polarised, coordinated movement

  • schooling – coordinated, polarised movement as a unit

  • colony – spatial clustering around a site (e.g. nesting, coral heads, cleaning stations)

  • aggregation (non spawning) – groups formed around shared resources or conditions, not clearly via social attraction

  • aggregation (spawning) – aggregation for the specific purpose of spawning

  • courtship display/mating – behaviours directly tied to reproduction

  • parental care – guarding, fanning, mouthbrooding, etc.

  • pairing – stable or repeated pair association (where relevant)

  • solitary – primarily alone

  • unsure

A useful rule of thumb: shoals and schools are typically socially cohesive groups; aggregations may be “same place, same time” without strong social attraction.

Purpose of social behaviour (wild only)

What function the grouping appears to serve:

  • general – grouping with no clear single purpose

  • predation reduction – confusion effects, improved vigilance, dilution benefits

  • foraging – cooperative/enhanced food finding, social foraging

  • migration – coordinated movement between habitats or regions

  • reproduction – spawning aggregations, lek-like behaviour

  • unsure

If your record is captive, you can leave this blank unless the purpose is still clear and relevant (explain in notes).

Additional social modifiers

Characteristics of the social system (multiple selections allowed):

  • hierarchical – dominance/rank structure, possibly enforced by aggression

  • non-hierarchical – no stable ranks (even if there are leader/follower dynamics during movement)

  • territorial – individuals or groups defend areas (can occur within clusters/colonies)

  • non-territorial – no defence of space

  • mixed species – multispecies shoals/aggregations

  • unsure

4. Observation and evidence details

Observation type

How the observation was made (you can choose more than one if relevant):

  • Direct visual (from outside water)

  • Direct visual (SCUBA)

  • Direct visual (snorkel/swimming)

  • Indirect visual (video or photos)

  • Indirect other (e.g. sonar, telemetry)

  • Inferred from capture

If the social behaviour is inferred (e.g. schooling inferred from net capture context), please explain the inference in notes.

Evidence type

What the record is based on:

  • personal observation

  • published peer-reviewed paper

  • thesis (Honours, MSc, PhD, etc.)

  • unpublished data (structured dataset not yet published)

  • book / field guide

  • online resource (website or database)

Citation(s), DOI(s), or link(s)

Provide full references, DOIs, or URLs when applicable. For personal observations, you can reference a dataset name, project name, or field notes identifier if helpful.

Permission to display this record publicly

Indicate whether ShoalBase may display the record on the website:

  • Yes, with attribution – your name/affiliation may be displayed

  • Yes, anonymously – data displayed without personal identification

5. Contributor information (optional but helpful)

Your name

Your email

Institution/affiliation

May we contact you for clarification?

Selecting “Yes” is helpful if we (or future users) need to interpret details correctly.

Contributor role (multi-select)

Select whichever best describes your background/connection to fish or aquatic life (choose all that apply):

  • Researcher (academic or industry)

  • Student (undergraduate/postgraduate)

  • Naturalist / citizen scientist(you may also see “Naturalist” and/or “Citizen scientist” as separate options; choose whichever best fits)

  • SCUBA diver / snorkler

  • Recreational fisher

  • Professional fisher

  • Aquarist / aquarium hobbyist

  • Aquaculture professional

  • Conservation practitioner

  • Wildlife guide

  • Field assistant

If none fit well, choose the closest match and clarify in notes.

Can we highlight your contribution in our social media?

If “Yes”, we may contact you (or use your name/affiliation if you selected attribution) when showcasing ShoalBase contributions.

6. Additional environmental and context details (optional but highly useful)

Habitat type (multi-select)

Choose the dominant habitat(s):

  • river/stream

  • lake/pond

  • brackish

  • coastal marine

  • benthic marine - demersal habitats

  • benthopelagic marine

  • pelagic marine

  • deep sea

  • coral reef

  • tidepool

If the habitat is complex (e.g. mangrove-reef interface), pick multiple, or select the closest categories and describe in notes.

Temperature (°C)

Approximate or measured temperature.

Oxygen level (% air saturation)

If you have dissolved oxygen readings.

Additional environmental/context information

Use this space for anything that adds clarity, such as:

  • depth

  • time of day / diel period

  • season

  • habitat structure

  • salinity, pH, turbidity

  • disturbance or stressors

  • predator presence

  • mixed life-stage groups

  • how group size was estimated

  • any uncertainty or alternative interpretations

Photo/video upload

Helpful for validation, especially for rare or ambiguous behaviours.

7. What if you’re unsure?

If any category is unclear:

  • Choose unsure where available

  • Pick the closest option and explain your reasoning in notes

  • Provide photo/video when possible

We would much rather have slightly imperfect but well-documented entries than no entry at all.

8. Need help?

If you have questions about definitions, edge cases, or how to represent complex social systems, contact us here.

Contribute Here!