Institutional Records Keeping

Hosted by Oglebay Resort
Wheeling, WV
February 11 - 16, 2019

--Registration for this course is now open!--

Course Description

Institutional Records Keeping offers students the theory and mechanics of animal records-keeping and identifies the important role accurate records play in successful animal management not only within the institution but also in regional and global cooperative species management programs. This course offers students training that will integrate best practices for accurate data entry and standardization of data along with technical instruction in Species360 and ZIMS (Zoological Information Management System). Effective communication skills are emphasized to facilitate the exchange of information within and between institutions required for collaborative programs. Instruction in permitting and shipping processes round out the course agenda in providing a full complement of topics related to records keeping. This course provides students exposure to the most current knowledge in modern data management practices.

Course Objectives

After completing this course, participants will:

  • Understand how data can be used for husbandry, health and breeding management of captive populations and for documentation of legal standing of their collections for licensing and permitting as required in compliance with local, federal and international regulations
  • Strengthen their abilities to create, collect, process, analyze, disseminate, use, and manage data for population and animal management
  • Have a better understanding of communication styles and effective communication techniques to improve exchange of information
  • Understand concepts of data management industry best practices and importance of collaboration with other AZA members as well as fostering international relationships
  • Have a good working knowledge in the use of Species360 and ZIMS.


Josh Courteau, Training Manager - Species360
Stephanie Eller, Animal Records Manager - Philadelphia Zoo
Lynn McDuffie, Animal Records and Regulatory Affairs Manager - Disney's Animal Kingdom/The Seas
Adrienne Miller, Lead Subject Matter Expert and Training Content Developer - Species360
Brigid Randle, Registrar - Living Desert
Elisabeth Hunt, Director of Member Support & Training - Species360
Matt Seguin, Curator of Husbandry and Records - Mote Marine Laboratory & Aquarium

Is This Course Right For You?

This course is designed for zoological records keepers, registrars, curators, collection managers, keepers/aquarists, records specialists, data managers, and information specialists.


None. Priority will be given to AZA members. Those not affiliated with an AZA-accredited institution will be considered on a case-by-case basis;  please submit a letter describing your intended benefit from taking this course to for consideration.

Course Schedule  

First Day
 - Student registration
 - Opening evening ceremony
 - Courses meet for individual opening session/class

- Class meets all day

Last Day
- Class meets
- Closing Ceremony

Attendance for course participants is required for the duration of the course until the evening of the last day. As a result, individuals generally depart the following day. Attendees will receive a detailed schedule for their course after their registration is confirmed.  

Course Travel & Registration

Travel & Accommodations

Pittsburgh International Airport (PIT) is the closest airport. Airport Limousine Plus and First Class Limo provide a shuttle service between PIT and the hotel.

Course participants stay at Oglebay Resort & Conference Center in Wheeling, West Virginia and classes meet on-site. All lodging reservations are priced per person at a package rate. Your accommodations will include all: breakfast, lunches, dinners, and snacks throughout the entirety of your stay. 

General Package Pricing*:
~$1150 Standard Double Room Package (Shared Room)
~$1370 Standard Single Room Package
~$1200 Deluxe Double Room Package (Shared Room)
~$1500 Deluxe Single Room Package
~$1260 Premium Double Room Package (Shared Room)
~$1600 Premium Single Room Package
~$1150 Cottage Package (Shared Cottage - 6 person maximum)
*Package pricing rates are all-inclusive and per person. Prices are subject to change 

Please wait until you are admitted into the course before making your reservations. You will receive an email containing detailed information regarding your accommodations and transportation once you are admitted.

Tuition & Expenses*

The AZA registration fee below covers only tuition for the course. Other expenses include hotel, travel, and meals which are built-in at a package rate with the lodging accommodations. For more information about costs and logistics for courses hosted by Oglebay Resort in Wheeling, WV, visit our Wheeling Courses Travel Information page. Registration prices are subject to change. 
Scholarship funding for courses is available through a competitive process. AZA scholarship applications are due by mid-July and are awarded by early September. 

Early Bird Rates:
$925 for AZA Individual Members
$1025 for Non-members
Registration deadline: 12 weeks prior to course start date

Regular Rates:
$1025 for AZA Individual Members
$1125 for Non-members 
Final registration deadline: 4 weeks prior to course start date

*Prices are subject to change

Accepted forms of payment for registration are by: credit card, check or purchase order. 

For information regarding our registration and refund policies, please visit our Professional Development Course Policies page.

Registration Details

To pay by credit card
You can now register and pay online with a credit card! Non-members can log in too after creating an account. After logging in, choose "Upcoming Events" from the menu on the left. Next, click on the title of the event for which you would like to register. Finally, choose "Event Registration" from the options at the top and complete the registration process. When registering online, there is no need to submit the registration form.

To pay by check or purchase order
Download the IRK Course Registration Form and return by mail with check or purchase order. Checks sent for course payment will be cashed immediately upon receipt as per standard business practices. Cashing your check does not indicate that you have been accepted into a course. You will receive an acceptance email or wait list email once acceptance decisions are made.

Questions? For additional details please contact the AZA Professional Development Department.

Find a Zoo or Aquarium Donate to AZA Contact Us Member Login Search the site