Drinking Water Quality Web Form Reporting

Drinking Water Quality Web Form Reporting
Drinking Water Quality (DWQ)
Web Form Reporting – A User Manual
Jun 30, 2015
Drinking Water Quality Web Form Reporting - A User Manual
Section 1.1: Introduction
This User Guide is provided to Operators, for Environmental Protection and Enhancement Act regulated
Drinking Water facilities, which are ready to submit their monitoring data electronically. Electronic submission
provides the user the ability to store and retrieve data, and to generate reports that can be printed and / or saved
for future reference.
This form is also used to enter emergency contact information for the waterworks system, as required by
section 2.1 of the Communication and Action Protocol for Failed Bacteriological Results in Drinking Water for
Waterworks Systems Authorized Under the Environmental Protection and Enhancement Act, August 2009.
Section 1.2: Table of Contents
Section 1.1: Introduction ................................................................................................................. 1
Section 1.2: Table of Contents ........................................................................................................ 1
Section 1.3: Abbreviations and Definitions .................................................................................... 2
Section 1.4: Contacts ....................................................................................................................... 2
Section 1.5: This Website Does NOT Support ............................................................................... 2
Section 1.6: Scope of Electronic Reporting ..................................................................................... 3
Section 1.7: Secure on-line Reporting............................................................................................. 3
Section 1.8: System Requirements .................................................................................................. 3
Section 1.9: Getting Started – USERNAME and PASSWORD ..................................................... 3
Section 1.10: Permission Levels of Designated Users .................................................................... 4
Section 1.11: Website URL............................................................................................................. 5
Log In – Drinking Water Quality Web Data Entry .................................................................... 6
Section 2.1: Select Facility .............................................................................................................. 7
Section 2.2: Contact Details Tab ..................................................................................................... 8
Section 2.3: Data Error Messages ................................................................................................. 10
Section 2.4: More System Information ......................................................................................... 10
Section 2.5: New/Unsubmitted Details tab ................................................................................... 11
Section 2.6: Unsubmitted Summary tab ........................................................................................ 15
Section 2.7: Submitted Summary tab ............................................................................................ 17
Section 2.8: Submitted Details tab ................................................................................................ 18
Section 2.9: Logout ....................................................................................................................... 18
Log In – Drinking Water Quality File Sign-off ......................................................................... 19
Section 3.1: New/Unsbumitted Files tab ....................................................................................... 20
Section 3.2: View By Sample tab ................................................................................................. 23
Section 3.3: Submiting the reviewed file ...................................................................................... 24
Section 3.4: Submitted Report tab................................................................................................. 24
Section 3.5: Logout ....................................................................................................................... 24
Appendix A – Electronic submission of drinking water quality information disclaimer .............. 25
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 1.3: Abbreviations and Definitions



AEP – Alberta Environment and Parks
(was ESRD - Alberta Environment and Sustainable Resource Development);
AHS – Alberta Health Services;
ProvLab – Alberta Provincial Laboratory for Public Health (Microbiology), Edmonton or Calgary;



Approval - Approval to Operate
Authorization – A collective term that can refer to an Approval and / or Registration
Registration –
o Registered system operating according to the last Approval to Operate, or
o Registration - Registered system following either the Code of Practice for Waterworks Systems
Using High Quality Groundwater or Code of Practice for a Waterworks System Consisting
Solely of a Water Distribution System

Designated User - same as Authorized User. The person authorized to report electronically on behalf of
the regulated system.
Electronic Reporting – submission of the monitoring data of the regulated waterworks system using the
web form provided by AEP.
Owner – this is the owner of the waterworks operation and the holder of the Authorization.
Code of Practice - Code of Practice for Waterworks Systems Using High Quality Groundwater, or,
Code of Practice for a Waterworks System Consisting Solely of a Water Distribution System.
the Bacti Protocol - Communication and Action Protocol for Failed Bacteriological Results in Drinking
Water for Waterworks Systems Authorized Under the Environmental Protection and Enhancement Act,
August 2009.




Section 1.4: Contacts

Drinking Water Quality email contacts:
o [email protected] – for operator and laboratory file format; bacteriological data;
measurement revision acceptance
o
[email protected] – for web form data entry; monitoring requirement details
Section 1.5: This Website Does NOT Support



Immediate reporting of contraventions, of the approval/registration.
Notification, consultation and monitoring results, under emergency operations.
Reporting of additional monitoring results beyond those required as part of the authorization.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 1.6: Scope of Electronic Reporting
There are two parts to the electronic reporting:
1. Emergency contact information, for each regulated waterworks system, must be entered using this web
form. Each regulated system owner will have a unique username/password created for them by AEP.
Accurate and current contact information is required as outlined in the Bacti Protocol.
2. Submission of the monitoring data of the regulated waterworks system, as defined by the authorization.
The designated users of the regulated system will have a unique username/password created for them
by AEP.
Section 1.7: Secure on-line Reporting
The information submitted to AEP, via the web form, is available only to those Designated Users that have a
valid username and password. The data is submitted via secure connections and file transfer protocols.
Section 1.8: System Requirements
The web form is written in a Microsoft .NET Framework. This software framework will run using any of the
web browsers: Internet Explorer, Mozilla Firefox, Google Chrome and Safari (Mac systems). There are no
identified computer system constraints.
Section 1.9: Getting Started – USERNAME AND PASSWORD
The Owner of each regulated waterworks system will require a unique username and password, created by AEP
when the authorization is issued. You can contact [email protected] for this information.
Each system that is required by the authorization, to report electronically will receive a unique username and
password, created by AEP for each Designated User. You can contact [email protected] for this
information.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 1.10: Permission Levels of Designated Users
Permission Level
of Designated
User
Contact
Details tab
New/Unsubmitted
Details tab
Unsubmitted
Summary
tab
Submitted
Summary
tab
Measurement
Revision subform
File Sign-off
form
OWNER
Edit and save/
information to
AEP database
Edit and save
View only
View only
View only
View only
SAVE ONLY
View only
Edit and save
View only
View only
View only
View only
SAVE and
SUBMIT
View only
Edit, save and
submit
Submit
details
View only
Submit
measurement
revision
Submit or
delete file
“OWNER” Permission: For each AEP regulated waterworks system, a Designated User role of “OWNER” is
required. This role carries the responsibility of maintaining accurate and current contact information.
The person designated as “Owner” is according to the following:

For waterworks systems that are owned and operated by the same corporate entity the Designated
User role of “OWNER” can be the person acting as the Chief Administrative Officer, or an AEP
approved designate.

For waterworks systems that are operated by a contracted operator or company the Designated User
role of “OWNER” will be the Chief Administrative Officer of the Authorization holder,
not the contracted operator or company.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 1.11: Website URL
The form can be accessed through AEP home page: http://aep.alberta.ca/
the AEP Related Info Quick Links – left side bar, or
Water tab / Reports/Data / Electronic Submission of Drinking Water Quality Information Disclaimer
The Electronic submission of drinking water quality information disclaimer is explained in detail in
Appendix A
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Log In – Drinking Water Quality Web Data Entry
Enter your username and password and then choose the form that you want to access.
Drinking Water Quality Web Data Entry is for the entry of the day to day monitoring data. This form allows
for contact information data, saving the monitoring data, submitting the data and access to the Drinking Water
Quality File Sign-off form.
Drinking Water Quality File Sign-off is for the file data, from operators or laboratories, to review and sign-off
for submission to AEP.
CEM data Industrial sign-off is for Air’s continuous emission monitoring file data, to review and sign-off for
submission to AEP.
You will be allowed access, depending on the permissions assigned to your username. If you do not have a user
account, or if you are not allowed access to one of the forms, the following messages will be displayed.
Section 2.1: Select Facility
Select the facility that you will be entering the monitoring data for and then click
If more than one approval/operation is assigned to the designated user then the form will open blank and the
designated user will have to use the ‘List of values’(down arrow) to choose the Authorization and then the
Facility operation, if more than one operation is assigned to a single Authorization.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 2.2: Contact Details tab
List of Designated
Users and the
permissions assigned
to each. This
information cannot be
edited.
Please note
Regulated system
OWNER information.
This information
cannot be edited.
Please note
Regulated system
OPERATOR or
CONTRACT
OPERATOR contact
information.
This information can only
be edited by the
designated “Owner”
permission role.
This information is used
for the Bacteriological
EMERGENCY
RESPONSE by AEP and
AHS professionals.
Use the button to choose
the AHS location and, if
this waterworks system
provides water to a First
Nation community.
Before any updates
can be saved to the
contact information the
Designated user with
“Owner” permissions
will be prompted to
electronically sign a
FOIP Consent.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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FOIP (Freedom of Information and Protection of Privacy) CONSENT wording:
Alberta Environment and Parks (AEP) collects and stores the contact information of owners and operators of
waterworks facilities within the Province of Alberta. This information is used to contact waterworks system
owners, in the event that drinking water quality may be impaired and is having, or will have, an adverse impact
on public health. The information may also be used to provide communication from AEP on issues affecting the
regulation of waterworks systems.
By saving the information on this form, you are giving Alberta Environment and Parks permission to collect
your name, job title, business phone number, business cell phone number, emergency after-hours phone number,
fax number, business email address and work address. This information will be shared with Alberta
Environment and Parks staff, and other stakeholders concerned with maintaining drinking water quality
including: Alberta Health, Alberta Health Services environmental health staff, their medical officers and the
Canadian Network for Public Health Intelligence (CNPHI) database. Your personal information will not be used
or disclosed for any other purpose by Alberta Environment and Parks.
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© 2015 Government of Alberta
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Section 2.3: Data Error Messages
If there is an error, the message will display at the top of
the form, when you try and save the data.
Section 2.4: More System Information
Also on the Contact tab is the button.
This pop-up form displays some details from AEP’s Environmental Management System, about the regulated
waterworks system. It cannot be edited.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 2.5: New / Unsubmitted Details tab
The New/Unsubmitted Details tab is where you enter the day-to-day monitoring results.
Date Range: The form will default to ‘today’s date’, with the option of choosing a From Date: To Date range
up to 62 days. To change the date range, first click on the ‘from date’ and choose the start of the range. Next
click on the ‘to date’ and choose the end of the range. Finally click the query button.
Sort order is allowed by clicking on: “Sample Location”; “Frequency”; “Parameter”; or “Sample Date”
Choose your Unit (based on a method of analysis), by clicking on the unit measurement box, then the arrow.
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© 2015 Government of Alberta
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Missing Measurement Code: When a chlorine reading is taken at the same time as a bacteriological sample
the measurement is entered on the DISTRIBUTION: BACTERIOLOGICAL, RANDOM LOCATIONS station
row. That sample, as specified in the relevant Code of Practice, or the Approval to Operate, can count as one of
the five (5) samples taken (one per day) per calendar Week on the DISTRIBUTION: RANDOM LOCATIONS
station.
The Missing Measurement Code would be entered on the chlorine parameter on the DISTRIBUTION:
RANDOM LOCATIONS station:

no measurement value would be entered (remember that ‘0’ is a value which would be less than the
allowable limit).

enter the ‘EIO’ Missing Measurement Code, along with a comment (example: the reading was taken at
the same time/location as the bacteriological sample).

save your changes.
Click in the Value field to enter the monitoring value. The row you select will be highlighted in yellow. After a
value is entered and Saved, a message will be displayed showing you the details, including the Limit Checking
results.
Remember, this application does not support immediate reporting of contraventions of the
approval/registration; you must phone the AEP CIC phone number which is shown on the Contacts tab if a limit
is exceeded/not met.
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© 2015 Government of Alberta
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When a limit has been exceeded a red letter will be displayed beside that value.
Indicates a limit
exceedance.
Location Status: When a station is off-line you must update the status, otherwise the system will expect a
monitoring value on that sampling location for that day.
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© 2015 Government of Alberta
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Submission Notes:
Submit monitoring results to AEP. On the New/Unsubmitted Details tab a Designated User can Submit the
results to AEP by clicking on the Submit button. If the button is ‘disabled’ it means that you do not have a
‘submit’ permission level.
Select Approval will take you back to the Select Facility page.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 2.6: Unsubmitted Summary tab
An Unsubmitted Report can be run, on data saved prior to submission to AEP. The data can be exported to .csv,
which can be saved as a Microsoft Excel file, or it can be run as a ‘printable’ report.
All measurements saved on the New/Unsubmitted Details tab are listed by Sample Date and then Sample
Location.
To view the details:
 double click on a record, or
 run a report by clicking on the Report/File button
The measurement details can be submitted to AEP from this tab.
Click to flag ALL unsubmitted records, only select a month at a time.
01-APR-2015 record(s)
will be submitted if the
Authorized User with
‘save and submit’
permission clicks on the
Submit button.
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© 2015 Government of Alberta
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Submitting a measurement to AEP
Click OK, and you will receive confirmation that the measurement(s) have been successfully submitted.
Record the ‘reference number’ in your operation log book.
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© 2015 Government of Alberta
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Section 2.7: Submitted Summary tab
All data submitted to AEP can be viewed on the Submitted Summary tab. On form entry the Date Range
defaults to “today”; if there is no data for “today” then a message will show that “No Record Found”,
Choose the Date Range.
Choose the type of data to be reviewed: Operator entered; Bacteriological Data; or Annual/Contract Lab data
Click on the Query button, which will extract the details of your choice.
When a record is checked (flagged) you can view the details on the Submitted Details tab
Notice that all Location Status’ and Submitted Notes are submitted on the date that you submitted the
measurement data.
All submitted records can be exported into a paper Report, or as a .csv which can be saved in Microsoft Excel
format.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Section 2.8: Submitted Details tab
If a measurement detail must be corrected after it has been submitted to AEP then a ‘one-time correct’ can be
requested using the Measurement Revision form on the Submitted Details tab.
Click on the day and parameter that must be corrected. This will enable the Measurement Revision button.
Enter the correct value, along with a reason for the correction. Request the revision. Contact the Drinking
Water User Coordinator at [email protected] stating that a measurement revision has been entered, and
enter the Measurement Revision Id: # into your log book.
Section 2.9: Logout
The Logout function is at the top right hand corner.
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© 2015 Government of Alberta
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Log In – Drinking Water Quality File Sign-off
Note that this form can also be accessed directly from the Drinking Water Quality Web Data Entry form, as
seen below.
Select the approval which has data that will be signed-off and submitted to AEP.
Section 3.1: New / Unsubmitted Files tab
This form displays the unsubmitted analytical results of samples analyzed by:
 the contracted accredited laboratory that you use, or
 the fixed file format that you have created from your LIMS / SCADA system.
You will be able to review the results of the analysis and sign it off by submitting it to AEP;


when a file has been sent, from an operator, through AEP’s FTP, an email notification will be
automatically sent to your inbox. (Based on information in the File Header Record), and / or
if laboratory files have been sent, then the lab is notified as to the success of the loading of the file.
The lab should inform the facility that a file has been sent, on the facilities behalf. This should occur at the same
time as sending the facility their results.
If the results presented on the form below, is not the same as the laboratory’s PDF, then it is the responsibility of
the users to delete the unsubmitted file and request that the lab send a corrected file.
Report button
Station Status button
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© 2015 Government of Alberta
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From the New/Unsubmitted Files tab you can:

run a report of each file as a Printable Report, or export in .csv format
Example:
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© 2015 Government of Alberta
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
view the Station Status Detail
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© 2015 Government of Alberta
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Section 3.2: View By Sample tab
By double clicking on the file name on the New/Unsubmitted Files tab, the loaded file can be viewed by sample.
This is typically used for a few samples, but with several parameters each.
View By Station tab
By double clicking on a station name from one of the listed stations on the New/Unsubmitted Files Tab, the
loaded file can be viewed by station. This is typically used for many samples (like daily results) with only a few
parameters.
There is a count of how many of any parameter for that station are in the file. It also shows the lowest and
highest value of the same.
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© 2015 Government of Alberta
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Section 3.3: Submitting the reviewed file
The Authorized User with ‘Save and Submit’ permissions can submit the file to AEP. You will receive a
Warning Message.
When you click OK the file will be submitted to AEP and you will receive a confirmation number.
Record this number in your log book.
If you wish to change measurements, based on a file, after it is submitted to AEP. A request must be made to
AEP [email protected] to have the whole file backed out prior to a corrected data file being re-sent.
Section 3.4: Submitted Report tab
The submitted records can be viewed on the Submitted Report tab
Section 3.5: Logout
The Logout function is at the top right hand corner.
Or by clicking on the Cancel/Logoff button at the bottom right corner.
If entering File Sign Off from Web Data Entry, then the Cancel/Logoff will be Return.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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Appendix A – Electronic submission of drinking water
quality information disclaimer
Terms of Use and Disclaimer
Alberta Environment and Parks (AEP) is providing this Web site to enable electronic reporting of Drinking
Water Quality Monitoring results that Approval or Registration holders of the Alberta Environmental Protection
and Enhancement Act (AEPEA) authorized waterworks systems are required to provide to a Director under the
Waterworks Limits, and Monitoring and Reporting sections of their Approval or Registration. This Web site
may only be used by Approval / Registration Holders and their Authorized Users who have a valid User
Agreement with the Minister of Environment and Parks.
By submitting information through this Web site you are consenting to the terms and conditions set out below.
1) This Web site supports only the monthly and annual reporting of drinking water quality monitoring results
that are specified in your Approval or Registration to be submitted electronically to AEP.
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THIS SITE DOES NOT SUPPORT:
* Immediate reporting of contraventions of the Approvals or Registrations.
* Notification and consultation and monitoring results under emergency operations, or
* Reporting of all other additional monitoring results beyond those required as part of the Approval or
Registration.
2) When you sign on with your User ID and password, you will be presented with a form for the entry and
submission of your Drinking Water Quality Monitoring results. This form should reflect the Drinking Water
Quality Monitoring results that the Approval or Registration requires to be electronically reported to the
Director. It does remain, however, your responsibility to ensure that you comply with the requirements of your
Approval or Registration at all times. If you find that this form is not adequate to report the Drinking Water
Quality Monitoring results, please contact: [email protected] and identify the name of your operation,
the Approval ID or Registration ID, the nature of the problem, and the date.
3) When you have finished entering Drinking Water Quality Monitoring results and save it, the results you save
will be compared against the respective limits defined by your Approval or Registration. You will have an
opportunity to verify the results you have entered prior to submitting it to the Director. To assist you, you will be
presented with a pop-up window that identifies the number of saved results records; the number that meets the
requirements of your Approval or Registration, and the number of saved results records that exceed the
guidelines and limits defined by your Approval or Registration. You will also be provided with an "Exceedance
Details" report that identifies the relevant records and whether it is the Guidelines for Canadian Drinking Water
Quality or the limit defined by your approval or registration that has been exceeded. If you believe that these
"saved records" or the "Exceedance Details" are in error, please contact: [email protected] and identify
the name of your operation, the Approval ID or Registration ID, the nature of the problem, and the date.
4) Once you are satisfied that the results you have entered have been inputted correctly, and you have identified
the records you intend to submit to the Director by clicking on the check box, then click on the "Submit Data"
button, and you will be asked if you really intend to submit the information to the Director. When you click
"Yes", the results you have entered, saved and identified for submission will be submitted. You can confirm that
your results were successfully submitted by clicking on the "Submitted Data" tab.
5) Results that you submit will be assumed correct, and to be intended by you to be your reporting of the
Drinking Water Quality Monitoring results under your Approval or Registration. The information that you
submit, as well as the time at which it is submitted, will be used by AEP and the Director to assess compliance
with your Approval or Registration requirements, the same as a report in writing would be used to assess
compliance with your Approval or Registration. The results will also be made available to the public through the
Home Page of Alberta Environment and Parks Web site.
6) You will comply with the Drinking Water Quality Web site User Agreement or the terms of the conditions
attached to the written notice from the Director and the User Manual at all times.
7) In the event of a conflict or discrepancy between the terms and conditions of use for this Web site, the User
Agreement and the terms and conditions of your Approval or Registration, the Approval or Registration shall
prevail.
8) Alberta Environment and Parks will not be responsible for any damages you or any third party suffers as a
result of the submission of results through this Web site.
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DWQ Web Form Reporting – A User Manual
© 2015 Government of Alberta
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