Sample & Analysis plan /
Volunteer Water Quality Monitoring: Descriptive Project Title Here
Y

Group A: Project Management

A1.Title and Approval Sheet

/ Laboratory and Environmental Assessment Division
3150 NW 229th, Ave., Suite 150
Hillsboro, OR 97124
Phone: (503) 693-5700
Fax: (503) 693-4999

Project ManagerDate
Watershed Council CoordinatorDate
Monitoring PartnerDate
Steve Hanson / DEQ Volunteer Monitoring SpecialistDate
Chris Redman / DEQ Quality Assurance Officer (QAO)Date / Last Update xx/xx/20XX
DEQXX-XXX-XXXX-SAP
Version 1.0
Web pub#: XX-XXX-XXX

Volunteer Water QualityMonitoringOregon Department of Environmental Quality

DEQ##-LAB-####-SAPMonth DD,

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Volunteer Water QualityMonitoringOregon Department of Environmental Quality

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A2.Table of Contents

Group A:Project Management

A1.Title and Approval Sheet

A2.Table of Contents

A3.Distribution List

A4.Project/Task Organization

A5.Purpose Statement/Problem Definition/Background

A6.Project Task/Description

A7.Measurement Quality Objectives

A8.Training Requirements and Certification

A9.Documentation and Records:

Group B:Data Generation and Acquisition

B1.Sampling Process Design

B2.Sampling Method Requirements

B3.Sample Handling and Custody Procedures

B4.Analytical Methods Requirements

B5.Quality Control Requirements

B6.Instrument/Equipment Testing, Inspection, and Maintenance Requirements

B7.Instrument Calibration and Frequency

B8.Inspection/Acceptance Requirements

B9.Data Acquisition Requirements

B10.Data Management

Group C:Assessment and Oversight

C1.Assessment and Response Actions

C2.Reports to Manager

Group D:Data Validation and Usability

D1.Data Review, Validation, and Verification

D2.Validation and Verification Methods

D3.Reconciliation with Data Quality Objectives

List of Tables

Table A–1 Key Personnel

Table A–2 Gant Schedule

Table A–3 Revision History

Table A–4 Controlled Documents

Descriptive Project Title HereOregon Department of Environmental Quality

DEQXX-XXX-XXXX-SAPxx/xx/20XX

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A3.Distribution List

Include a list of all the individuals and their organizations who will receive a copy of the plan.

A4.Project/Task Organization

In a table give information for individuals or organizations that will be leaders in the project. Example below:

Table A–1 Key Personnel

Name / Project Title/Responsibility / Contact
Project Manager
Sample collection
Sample Analysis
Data Clerk/Data Management
Data Analysis and Presentation
Report Writing
Steve Hanson / DEQ Vol. Mon. Specialist / 503.229.5449

A5.Purpose Statement/Problem Definition/Background

  • Clearly state the purpose of your monitoring. For example: The purpose of this monitoring is to characterize summer baseline water quality conditions for dissolved oxygen and temperature in the Our River watershed.
  • Identify how your data will by used and by whom. For Example: The data will be used by the Our River Watershed Council to prioritize basins where restoration activities should occur. The Oregon DEQ will use the data to assess whether the Our River is meeting water quality criteria to protect beneficial uses.
  • Give a brief description of your watershed and any important background information that is relevant to this plan.

A6.Project Task/Description

  • Give a very brief outline of what you will be doing: what sampled, where sampled, kind of samples taken, conditions to be sampled, how data will be analyzed. For Example:

The Our River Watershed Council will collect continuous temperature and dissolved oxygen data in the Our R. Samples will be collected at major landscape changes and at the mouths of major tributaries at a total of 6 sites. Dissolved oxygen sampling will alternate between morning and afternoon sampling. Summary statistics for the continuous temperature (seven day maximum moving average and daily differences in min and max temps) and dissolved oxygen (will be compared between locations and against designated water quality criteria. Summary statistics of interest for temperature will be the maximum seven day moving average and differences between daily minimum and maximum temperatures. Dissolved oxygen summary statistics will be number of samples outside of water quality criteria and average morning or afternoon concentrations.

  • Provide a timetable for the project. For Example:

Example Timetable:

Table A–2 Gant Schedule

Tasks to be completed / Months for year 2005 - 2007
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12
Sampling Planning and revision / x / x / x
Temperature logger quality control testing / x / x
Continuous temperature data collection / x / x / x / x / x / x / x
Weekly dissolved oxygen and temperature testing / x / x / x / x / x
Data entry / x / x / x / x / x / x / x / x
Data analysis and reporting / x / x / x
Etc.
  • Include any constraints that might limit your ability to complete the project as defined. Consider financial, volunteer time, land owner site access and others.

A7.Measurement Quality Objectives

  • Data quality levels are defined in the ODEQ VOLUNTEER MONITORING QAPP ( ). Select what data quality level will be your target for your parameters. If you have parameters which are not on the list then you will need to develop your own criteria. Contact the DEQ Volunteer Monitoring Specialist with questions.
  • For representativeness define what conditions your sampling will be characterizing: ambient, runoff, morning, summer, etc.
  • If there are any elements of the ODEQ VOLUNTEER MONITORING QAPPMeasurement Quality Objectives that you do not wish to commit to, then you should define your exceptions here.

A8.Training Requirements and Certification

Groups participating in the DEQ program should be trained by DEQ or explain here who will provide training.

A9.Documentation and Records:

Describe how documents will be controlled and revised. Use Table A–1to record the changes made to each SAP revision. If you do not know sampling schedules or other variables at the time You may use addendums to the SAP to document subsequent planning of split sampling events. List the sampling dates, sample locations, analytical parameters, and key personnel in the addendum as an appendix to the SAP.

Table A–3 Revision History

Revision / Date / Changes / Author
1.1 / 9/16/06 / Added Revision History table. Added captions to tables and list of tables to “Table of Contents”. / Chris Redman

Define where documents and records relevant to your project will be kept and for how long. Example table below

Table A–4 Controlled Documents

Document or Record Name and Description / Storage Location / Storage Time
ODEQ Quality Assurance Project Plan (QAPP)- DEQ04-LAB-0047-QAPP project description and assurance procedures. / DEQ Internet Page / 5 years
Our Sampling Analysis Plan- specific sampling information for each groups activities. / DEQ Laboratory & Our R. WC office / 5 years
OWEB Water Quality Monitoring Guidebook ODEQ Laboratory Mode of Operations Manual- Methods manual / Our R. WC office / 5 years
Equipment Notebooks - records of quality control checks, calibrations and maintenance. / DEQ equipment boxes / 5 years

Group B: Data Generation and Acquisition

B1.Sampling Process Design

From this section a reader should be able to quickly identify how many of the different parameter tests will be needed for your project.

  • Define the logic for your sampling plan including how you are selecting the intended sampling sites; what parameters are to be collected at each site; when samples are to be collected. Examples include: Locations- mouth of major tribs, landuse boundaries, random; Parameters- why certain test selected; Time of sample- consider daily fluctuation of some parameters, storm events, time of beneficial use like fecal bacteria during swimming season, or salmon spawning and temperature.
  • How will you identify new sites over the life of the project if you plan to add new stations?
  • If not covered in first bullet, identify any environmental conditions that will determine when you sample—rain events, stream flows, seasons.
  • How will your access to sites be limited—private property, weather conditions, etc.
  • If the exact locations are known for your sites include a table with the following information: Station Description, parameters tested, and DEQ LASAR station number if available or latitude and longitude (Select “A Map” from the DEQ web page LASAR stations and to get a latitude and longitude by setting a location.) Please note you will need to send in a latitude and longitude as well as an image showing where on a map each station that does not have a LASAR number is located.

B2.Sampling Method Requirements

  • How will you collect samples? (sample container from bridges, wading, from boat, etc.)
  • Check table in section B2 of the ODEQ VOLUNTEER MONITORING QAPP. If there are any differences in sample collection containers, holding times or preservation for your project specify the changes.
  • For continuous monitoring equipment, what results recording interval will you use? (1 hour, 30 minutes, etc.)
  • If you will be compositing samples that aren’t defined in the DEQ QAPP, define how you will composite samples.

B3.Sample Handling and Custody Procedures

  • How will samples be labeled in the field (should include location, date, time, type of sample, samplers name)? If the information will be recorded on a field sheet you may wish to reference the form here and append it to the end of the SAP. Example routine ambient monitoring field forms (Figure 1).
  • Where appropriate, how will samples be handled and transported to the laboratory?
  • Describe procedures for keeping track of what samples came from what site.
  • If you have a chain of custody form for sending samples to a lab, refer to it here. You may wish to append the form to the end of the sheet, example chain of custody form (Figure 2).
  • For continuous monitors, identify the maximum time before the units will be retrieved and the data downloaded.

B4.Analytical Methods Requirements

  • Review the ODEQ VOLUNTEER MONITORING QAPP for analytical requirements and the OWEB Water Quality Monitoring Guidebook. If you are doing the standard methods defined in the ODEQ QAPP, please list the methods, where the sample will be analyzed (field or lab) and reference the ODEQ QAPP DEQ04-LAB-0047-QAPP.
  • If you will be doing different methods than defined in those documents you will need to give a complete description or reference for the alternative methods. Provide the following information:
  • List analytical methods for each parameter.
  • What equipment will be used to make the measurement?
  • Will the analysis happen in the field or lab?
  • When using documented standards refer to them and give a reference where the information can be found. If the methods are not easily found by the reference attach a copy of the methods.
  • How will you dispose of processed samples?

B5.Quality Control Requirements

  • Review the ODEQ VOLUNTEER MONITORING QAPP for quality control requirements. If you are following these protocols list the quality control tests you’ll use (duplicates, accuracy checks, splits, etc.) and reference the ODEQ QAPP DEQ04-LAB-0047-QAPP.
  • If you will be doing different quality control procedures than defined in DEQ QAPP, then provide a complete description or reference for the alternative procedures. Define your quality control tests and the frequency of each type of quality control test.
  • If you are using an outside laboratory include or reference their quality control procedures.
  • Regardless of your methods, describe what you will do if quality control results show a sampling problem. (Ex. Will you retest, contact the manufacturer, contact the DEQ Vol. Mon. Specialist, etc.)

B6.Instrument/Equipment Testing, Inspection, and Maintenance Requirements

Review the maintenance and inspection table in the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you wish to make any changes please describe the changes in this section.

B7.Instrument Calibration and Frequency

Review the Instrument Calibration and Frequency table in section B7 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you wish to make any changes please describe the changes in this section.

B8.Inspection/Acceptance Requirements

Specify where you will keep your equipment and who will be responsible for keeping the equipment in working order and supplies available.

Review the supply and Inspection/Acceptance Requirements in section B8 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you wish to make any changes please describe the changes in this section.

B9.Data Acquisition Requirements

Review the Data Acquisition and Requirements section B9 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you have other data needs, please describe the additions or changes in this section.

B10.Data Management

Review the Data Management section B10 of the ODEQ VOLUNTEER MONITORING QAPP. Include the following information to document your internal data management:

  • Trace the path of your data from recording the information in the field to its analysis and presentation.
  • How will you data be stored? (Field sheets, electronically)
  • Identify who is responsible for the data for each step going from field to data storage.
  • Include a description, example or reference of the electronic format of your data including metadata (data about site location and date).
  • Include a list or reference a list of the data fields that will be stored in your data.
  • How will data be checked for completeness, reasonableness, transcription errors and calculation errors?
  • Where will electronic data be stored and backed up?
  • What type of computer hardware and software will be used to store and manage data?
  • Clearly define or reference how data submitted to the DEQ will be formatted, what will be included and when it will be submitted. Be sure to include an image of a map showing where stations are that do not have an existing LASAR number.
  • What software will be used to analyze the data?

Group C: Assessment and Oversight

C1.Assessment and Response Actions

  • Review the Assessment and Response Actions section C1 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. Describe how (actions or processes) you will correct problems identified during the assessments. If you have other assessment and response action needs please describe the additions or changes in this section by answering the following questions:
  • Discuss how you will evaluate field, lab and data management performance (how will you determine accuracy, precision, representativeness, completeness and comparability).
  • Identify any other audits of volunteer performance, equipment or data quality that will be done.

C2.Reports to Management

  • Identify how the results of quality control tests and other project assessments will be reported including to whom the information will be reported and when. Review the Reports to Management section C2 of the the ODEQ VOLUNTEER MONITORING QAPP.

Group D: Data Validation and Usability

D1.Data Review, Validation, and Verification

Review the Data Review, Validation and Verification section D1 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures for accepting, rejecting or qualifying data. If you have other assessment needs please describe your additions or changes.

D2.Validation and Verification Methods

Review the Validation and Verification section D2 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you have other assessment needs please describe your additions or changes to the QAPP section D2 by answering the following questions:

  • Who will review field data sheets and how and when will they do it?
  • Who will review data entered into the database and how and when will they do it?
  • Where applicable, who will review laboratory results and how and when will they do it?
  • Who will determine the data quality levels for data? How and when will they do it?

D3.Reconciliation with Data Quality Objectives

Review the Reconciliation with Data Quality Objectives section D3 of the ODEQ VOLUNTEER MONITORING QAPP and reference it if you agree to follow these procedures. If you have other needs please describe your additions or changes to the QAPP section D3 by answering the following questions:

  • Define what you will do with data that falls outside of the target precision and accuracy from your data quality objectives in the context of answering your monitoring question (may include the process/who will decide what to do).
  • How will you compare the completeness, representativeness and comparability of your actual data to those outlined in your data quality objectives?
  • Who will decide what type of actions can be taken with the data once it is compared to the data quality objectives?
  • How will data quality be communicated to data users?

Descriptive Project Title HereOregon Department of Environmental Quality

DEQXX-XXX-XXXX-SAP xx/xx/20XX

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Figure 1 Stream Survey

Figure 2 Blue Form