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Agricultural Regulatory Program – Central Coast (Region 3) Water Board

The Agricultural Regulatory Program – Geotracker Uploading Assistance

The Agricultural Regulatory Program is a new pilot project that (currently) is only taking place at the California Central Coast Water Board. Below you will find the actionable steps that need to take place in order to comply with the program-specific regulations for Geotracker uploading as set by the California Central Coast Water Board.

Since the “Agricultural Regulatory Program” is a new program, this tutorial is presented “as is” and may change in the future as the “Agricultural Regulatory Program” evolves over time. You are advised to study the Agricultural Order R3-2012-0011 (adopted by the Water Board on March 15, 2012), the Water Board’s Agricultural Order Renewal web page, and the official guidelines as presented by the Water Resources Control Staff.


Geotracker Uploading – Actionable Steps for Laboratories


Step One – Prerequisites

In order for a Laboratory (Lab) to upload the “Agricultural Regulatory Program” information to GeoTracker (on behalf of the Farm or Ranch) ,they will first need to:

    1. Submit an official letter (via e-mail) to the Central Coast Water Board stating that the laboratory will request access only to facilities/sites that it has been authorized to access. The letter must also indicate that the laboratory’s requests for access will be limited to facilities/sites enrolled in the Agricultural Regulatory Program. This letter must be on official letterhead and signed by the lab director or authorized representative.
    2. Submit (via e-mail) an example of the authorization form that your laboratory plans to use to obtain formal authorization from its clients to upload EDF data unto the GeoTracker database on their behalf. Copies of all authorization forms must be retained by the laboratory.
    3. Secure a “Lab” user account on GeoTracker (if the Laboratory already has a user account on GeoTracker, you can skip to Step Two).
        • The Laboratories must apply for a username/password as a “Laboratory” (if they do not already have one).
        • If the lab doesn’t have a GeoTracker account, they can Apply for a Geotracker Account.
    4. The order states that “Growers must also provide specific information to the laboratory regarding the groundwater well (such as latitude and longitude, well use, well construction information). Approved laboratories must upload the sampling data onto the grower’s eNOI account in GeoTracker. All results must be uploaded by October 1st, 2013”. Hence , it is recommended to prepare a spreadsheet, which will include:
        • Number of GW wells on each farm/ranch & well use
        • Depth to Water for Irrigation wells
        • Well construction information (Required for Active Wells, if accessible)
        • specifying the entity that collected each sample in the field.


Step Two – Search and Claim each Farm or Ranch site

Once the Laboratory has created and log in to their “Lab user account” on GeoTracker, the laboratory will need to perform this “Search and Claim” task for each one of  their sites thru the Geotracker system:

    1. Log onto GeoTracker
    2. Click on “Request Additional Facilities” under the “Facility Management” menu
    3. Search and request the desired ranch/farm site (Note: Global ID#s can be found by entering AGL in the Global ID field and a partial Facility Name or address ONLY after you are log in to Geotracker website).
    4. Once you found your desired Ranch/Farm site, select all applicable sites and click the “Request Checked Facilities” button.
    5. All requests that have complied with the above (Step One – Prerequisites), will be approved nightly by GeoTracker HelpDesk.
    6. Please Note: A lab also has to Secure a signed “authorization form” from each farm/ranch (Copies of all authorization forms must be retained by the laboratory).


Step Three – Prepare & upload a Field Point Name (FPN)

The names of the sampling locations of groundwater wells , called Field Point Names, and additional well construction data must be uploaded or entered into GeoTracker by the Laboratory. The field point name file is composed out of REQUIRED and Optional fields at a Sequence-specific pattern (FPN Examples). Once the Requested Ranch/Farm site (Facility) appears in the Laboratory’s ASSOCIATED FACILITIES List, they can move on to creating a Field Point Name file and  uploaded or entered it into the GeoTracker system:

      1.  The field point names and well construction data can be uploaded as an electronic file (click on the “upload field point names/well construction” link) or entered on a data entry screen (click on the “edit field point names/well construction” link).
      2. File Guidelines and Restrictions for upload file:
        The “field point name/well construction” upload file will allow you to add field point names to a given facility or to multiple facilities.
      3. Valid Value fields: require valid value (the Geotracker system will not accept the FPN submittal without a ” Valid Value” that is entered into a “require field”). Upload of a Field Point Name(FPN) file, MUST include these fields:
        • Global ID # and Number of Wells in the ranch (Required)
        • Upload of a Field Point Name(FPN)file, needs to include:
        • Owner-assigned well identification (RP FACID), Optional
        • Field Point Description (Optional)
        • Field Point Class (agricultural, domestic or drinking), Required
        • Depth – Top of Casing to Top of Screen (Required, if accessible)
        • Length of Screen (Required, if accessible)


Step Four – Prepare & upload an EDF File (Analytical Data)

      1. Enter the Analytical Data in EDF format, upload and troubleshoot as needed (for each site)
      2. You are only required to upload a Chine of Custody (CoC) if the Lab is not the entity that collected that sample in the field. But the lab still need to Maintain a copy of the Chine of Custody (CoC) for each lab analysis. (bases on our past experience, we recommend uploading the CoC for every site so you don’t have to look for it later on…)


Step Five – Prepare & upload a Geo_XY File (Submittal of Survey data)

Prepare & upload a Geo_XY file (Well location data – latitude and longitude), which will include:

      • GEO_XY Accuracy: For agland Global IDs only, if the lab selects “GNOR” (“GNOR” = GPS without a local reference point) for XY_METHOD, they can enter an XY_ACC_VAL up to 1000 cm. If the lab enters an XY_METHOD other than GNOR, they will be limited to 100 cm. Non-agland Global IDs will still be limited to 100 cm even if GNOR is entered for method.
      • GEO_XY upload menu: If a user has upload access to at least one agland Global ID, there will be an additional “Professional’s License Type” selection of “Not Applicable (no license required” provided on the list of choices. Labs uploading agland GEO_XYs should enter the name of the person who did the GPS wellhead survey into the “Professional’s Name” box, select “Not Applicable (no license required” for “Professional’s License Type”, leave “Professional’s License Number” blank, and enter an appropriate title


Step Six – Prepare & upload a Geo_Well File (Depth to Water file)

Prepare & Upload of Depth to Water file (Geo_Well), which will include:

      • Global ID & Field Point Names (Required)
      • Status (Required)
      • Groundwater Measurement Date (Required)
      • Depth to Groundwater Surface (Required for Active Wells, if accessible)
      • Riser Height & Total Depth (Optional)
      • Groundwater Measurement Description (Optional).



Agricultural Order R3-2012-0011 & Water Resources Control Board Staff publications

the Water Board’s Agricultural Order Agricultural Order R3-2012-0011 (adopted by the Water Board on March 15, 2012), the official guidelines as presented by the Water Resources Control Staff.