ABSCH Knowledge Base

The clearing-house allows you to subscribe to receive emails when records that match your custom search queries are published in the clearing-house. For example, you may wish to setup an email alert to be notified when competent national authority records are added or updated by a specific country or region.

This can be done through the Email Alerts tab in Submit or “My saved searches” feature in Search. Please note that when you create email alerts using one of those features, your saved custom search queries will automatically be displayed in both places.

How to save a query and create an e-mail alert:

1. Sign-in to the clearing-house.
2. On the Submit page, click on the “Email Alerts” tab.

        OR

   On the Search page, click on the“My saved searches”tab.

3. Under the “My Alerts” section, click on the “Add new” button.
4. In the pop-up window that opens:

                --Type the title for your search query.

                --Under the Search section select the filters of interest.

                --Check the box “Send me an email when records relevant to this search are added or updated”.

                --Click on the Save button.

NOTE: When you are on the Search page, you can also start by first selecting the required filters, and then clicking on theSave this searchbutton. Since the filters have already been selected, you will only need to name your custom query search and save it. Any time you want to see all your saved search queries,  click on the “My saved searches” tab. Your search queries are displayed in the “My Alerts” section. You must be signed in to perform the described functions.

“My Alerts” section: What do the different icons mean?

Email alerts frequency

By default, email alerts are sent out weekly. However, you can change the frequency for receiving email alerts from the clearing-house. To do so: from the “Select frequency” drop-down list, select one of the following: Daily, Weekly, Monthly or Never (this option allows you to stop/pause receiving the alerts that are already created without deleting them).

Overview alerts

In the Overview alerts section, you can select the “Email me” check box to add an overview section to your email alert, which will contain a summary of all new or updated records published in the clearing-house within your selected frequency. Deselecting this option will remove the summary.

Unsubscribe

You can unsubscribe from receiving email alerts by clicking on the Unsubscribe link appearing at the bottom of your alert email.

Please also watch helpful videos below, created in-house by the Secretariat.

(Videos were recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

The Clearing-House allows you to share your draft records with other users. 

During the submission process, as soon as you click on the Save Draft button, two buttons appear on the top right corner of the online form: Share and PDF.

These buttons are visible when you open any draft record.

• You can click on the PDF button to export data into a PDF file that you can download and then share.

           OR

• You can click on the  Share button – this is the recommended option.

“Share” button:

Once you click on the Share button, a pop-up box will open, and you will be presented with two options: “Send by URL” and “Send by email”. 

Perform ONE of the following:

• In “Send by URL”, click on the Create link button. The link will be generated and displayed in the same pop-up box. Click Copy and then paste the link into your e-mail message.

Important Note: Recipients do not have to have a registered Clearing-House account to access the link and will be able to open the link without logging into the Clearing House. 

• Click on the “Send by email” tab. Enter the e-mail address(es) of the recipient(s) you wish to receive your draft document. TIP: Use commas to separate multiple email addresses. Click Send. The link will be automatically generated and included in the e-mail message. 

Important Note: Recipients must have a registered Clearing-House account with the email address(es) that you have entered, and must log into the Clearing-House in order to view the draft record.

Additional Information:

In both case, the shared link will be active for 3 months only and any updates made will be visible to the recipients until the link expires.

Please also watch the helpful video below, created in-house by the Secretariat.

(The video was recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

The  “Share” feature of the Search page allows users to share search results or a single record with others. There are three ways to share clearing-house records: by URL, by email or by embedding record(s) into another webpage. 

The Share button can be found in two distinct locations:

1. At the top-right of the main Search page: clicking on the Share button at this location allows you to share the entire search results. All global filters and sub-filters you select will be represented in the URL, email, or embed that you share.
2. At the top-right of a published record: clicking on the Share button at this location allows you to share this particular record. 

HOW TO SHARE:

Once you click on the Share button, you will be presented with a pop-up box containing three share options: “Link”, “Embed” and “Email”:

• In the “Link” option, click on the Generate link button. A link will be displayed in the same pop-up box. Click on the Copy button and paste the link where you wish to share the content. 

• In the “Email” option, type the e-mail address(es) of the recipient(s) you wish to receive the record or search results. Click Send. The link will be automatically generated and included in the e-mail message. TIP: Use commas or semi-colons to separate multiple email addresses.

• In the “Embed” option, type the domain where you intend to embed the page and click on Generate code. A script will be generated and displayed in the same pop-up box. Click on the Copy button and paste the script where you wish to embed the content. 

Please also watch helpful videos below, created in-house by the Secretariat.

(Videos were recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

ABSCH Training site roles

The accounts below have been created for use on the Training Site of the ABS Clearing-House and the Biosafety Clearing-House. Users may log-in to the accounts below to practice submission of national information either as a Publishing Authority (PA) or as a National Authorized User (NAU).

Please note that any records published or modified on the Training Site will NOT affect the official ABSCH site.  

Please also watch the Video about Training Site created in-house by the Secretariat for the Biosafety Clearing-House, however the site is very similar to the ABSCH and can give you a very good idea of how the ABSCH training site works.

Choose any of the accounts below:   

You can edit a record that you have published from the Submit page or the Search page.

From the Submit page:

1. Sign in to the Submit page.
2. On the Dashboard:

• Click on the number in the “Published” column of the respective record type. This will open the page with the summary of all the records for that record type.

        OR

• Click on the ‘list icon’ icon next to a record type. This will open the page with the summary of all the records for that record type. 

        OR

•  Click on the record type to access the page with the summary of all the records for that record type. 

      3. Find your published record and click on the ‘edit’ icon.

      4. In the “Submission form”, fill in the fields and complete the submission process.

From the Search page:

1. Find your record and click on it to open it.
2. Click on the Edit button on the top right corner.
3. In the “Submission form”, edit the required fields and complete the submission process.

Note: in order to see the Edit button in Search, you need to be signed in to the BCH with your registered user account. 

Important Remarks: 

An edited record goes through the same validation process as a newly created record. National Records are validated and published by the BCH National Focal Point in the BCH and the ABS Publishing Authority in the ABSCH. Reference Records are verified for the accuracy and completeness and then published by the Secretariat. Once the record has been validated and published, the user who had submitted the request will receive an automatic e-mail notification informing that user that the record has been published. In some cases, the user may receive a request for more changes prior to validation.

Please also watch the video below, created in-house by the Secretariat:

How to submit “National Records”

INSTRUCTIONS:

Step 1: Sign in to the Submit page.

Step 2: On the Dashboard:

• Click on the ‘+’ icon next to a record type to access the online form for creating a new record.

                                       --OR--

• Click on the ‘list icon’ icon next to a record type. This will open the page with the summary of all the records for that record type. Click on the Add New button.

                                       --OR--

• Click on the record type to access the page with the summary of all the records for that record type, and then click on the Add New button.

         An “Introduction” will open.

Step 3: Click on the “Submission form”.

Step 4: Fill in the “Submission form” and complete the fields according to the instructions. Mandatory fields are indicated with a red asterisk (*). 

You can also save your record by clicking on the Save Draft button located on the top and bottom right corners. Frequently saving your records is recommended, especially, in case of intermittent internet connections.

Step 5: Click on “Review” to verify the information in your record. If some of the mandatory fields have not been completed, the “Review” will highlight them. You will not be able to publish the record unless all mandatory fields are completed.

Step 6: If you are a BCH-NFP / ABSCH-PA:  Click on the “Publish” tab and then again on the Publish button. As a result, the record will be published.

Step 7: If you are a CPB-NFP / ABS-FP or NAU: Click on the “Publish” tab and then on the Request Publication button. A "Publishing Request" box will appear. Write an additional message, if you wish, and click on the Send Request button. An e-mail message will then be sent to the BCH-NFP/ABSCH-PA with your request. The record will now have the "Pending approval" status. Once it is published, you will be notified by e-mail and the record’s status will change from "Pending approval” to “Published”.

Step 8: If you are a BCH-NFP / ABSCH-PA and need to publish the record created by a CPB-NFP / ABS-FP or NAU: All records pending your approval are visible on your Dashboard. Whenever a new request for publishing is made, you will receive an automated "publishing request" message at your registered e-mail.  Click on the link provided in the e-mail message. You will be prompted to log into the Clearing-House with your registered account. Once logged in, you will see the details of the "Publishing Request" record with the following buttons: Approve, Edit, Reject. Click on Approve to publish the record. Respectively, you can also edit or reject the request. If you decide to reject a request, the application will allow you to specify the reason.

Important Remarks: 

• Each National Record that is created (“draft”, “pending request” and “published”) is added to your Government’s list of national records that is shared through the Dashboard among all the national users for your country (Focal Points and NAUs).
• Once a publication request is sent to the BCH-NFP / ABSCH-PA, the NAU and CPB-NFP / ABS-FP will no longer be able to edit the record. They will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.

Please also watch the videos below, created in-house by the Secretariat:

How to submit “Reference Records”

Reference Records include a number of relevant resources and information. They can be submitted by any registered user (Parties, Non-Parties, governments, civil society and relevant stakeholders). However, it is the responsibility of the Secretariat to verify the accuracy and completeness of these records prior to their publication. Therefore, Reference Records can be published by the Secretariat only.

**********************************************************

INSTRUCTIONS:

Step 1: Sign in to the Submit page.

Step 2: On the Dashboard:

• Click on the ‘+’ icon next to a record type to access the online form for creating a new record.

                                   --OR--

• Click on the ‘list icon’ icon next to a record type. This will open the page with the summary of all the records for that record type. Click on the Add New button.

                                   --OR--

• Click on the record type to access the page with the summary of all the records for that record type, and then click on the Add New button.

          An “Introduction” will open.

Step 3: Click on the “Submission form”.

Step 4: Fill in the “Submission form” and complete the fields according to the instructions. Mandatory fields are indicated with a red asterisk (*). 

You can also save your record by clicking on the Save Draft button located on the top and bottom right corners. Frequently saving your records is recommended, especially, in case of intermittent internet connections.

Step 5: Click on “Review” to verify the information in your record. If some of the mandatory fields have not been completed, the “Review” will highlight them. You will not be able to publish the record unless all mandatory fields are completed.

Step 6: Click on the “Publish” tab and then on the Request Publication button. A "Publishing Request" box will appear where you may enter, if you wish, an additional message that will accompany your request. Then, click on the Send Request button to send your request to the Secretariat. The record will now have the "Pending approval" status. Once it is published, you will be notified by e-mail and the record’s status will change from "Pending approval” to “Published”.

Important Remarks

• Once a publication request is sent to the Secretariat, you will no longer be able to edit the record. You will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.
• Contacts (CON) are the only records that can be published by any registered user. 

Please also watch the video below, created in-house by the Secretariat:

(The video was recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

The Nagoya Protocol sets out core obligations for its contracting Parties to take measures in relation to access to genetic resources, benefit-sharing and compliance.

Access obligations

Domestic-level access measures are to:

• Create legal certainty, clarity and transparency
• Provide fair and non-arbitrary rules and procedures
• Establish clear rules and procedures for prior informed consent and mutually agreed terms
• Provide for issuance of a permit or equivalent when access is granted
• Create conditions to promote and encourage research contributing to biodiversity conservation and sustainable use
• Pay due regard to cases of present or imminent emergencies that threaten human, animal or plant health
• Consider the importance of genetic resources for food and agriculture for food security

Benefit-sharing obligations

Domestic-level benefit-sharing measures are to provide for the fair and equitable sharing of benefits arising from the utilization of genetic resources with the contracting party providing genetic resources. Utilization includes research and development on the genetic or biochemical composition of genetic resources, as well as subsequent applications and commercialization. Sharing is subject to mutually agreed terms. Benefits may be monetary or non-monetary such as royalties and the sharing of research results.

Compliance obligations

Specific obligations to support compliance with the domestic legislation or regulatory requirements of the contracting party providing genetic resources, and contractual obligations reflected in mutually agreed terms, are a significant innovation of the Nagoya Protocol. Contracting Parties are to:

• Take measures providing that genetic resources utilized within their jurisdiction have been accessed in accordance with prior informed consent, and that mutually agreed terms have been established, as required by another contracting party
• Cooperate in cases of alleged violation of another contracting party’s requirements
• Encourage contractual provisions on dispute resolution in mutually agreed terms
• Ensure an opportunity is available to seek recourse under their legal systems when disputes arise from mutually agreed terms
• Take measures regarding access to justice
• Take measures to monitor the utilization of genetic resources after they leave a country including by designating effective checkpoints at any stage of the value-chain: research, development, innovation, pre-commercialization or commercialization

Signatory is a means of authentication and expresses the willingness of the signatory state to continue the treaty-making process. The signature qualifies the signatory state to proceed to ratification, acceptance or approval. When a country is a signatory it indicates an obligation on their part to refrain, in good faith, from acts that would defeat the object and the purpose of the treaty.

Ratification defines the international act whereby a state indicates its consent to be bound to a treaty if the parties intended to show their consent by such an act. The institution of ratification grants states the necessary time-frame to seek the required approval for the treaty on the domestic level and to enact the necessary legislation to give domestic effect to that treaty.  

Accession is the act whereby a state accepts the offer or the opportunity to become a party to a treaty already negotiated and signed by other states. It has the same legal effect as ratification. As stated in Article 33, paragraph 2, the Nagoya Protocol shall enter into force for a State or regional economic integration organization that ratifies, accepts or approves this Protocol or accedes thereto on the ninetieth day after the date on which that State or regional economic integration organization deposits its instrument of ratification, acceptance, approval or accession. Thus, 90 days after the State deposits the relevant instruments, the Nagoya Protocol enters into force and the State is a Party to the Protocol. For example, Senegal deposited their instrument of ratification on 3 March 2016, and the Protocol entered into force on 01 June 2016. At that point, Senegal acceded to the Nagoya Protocol, or became a Party to the Protocol. 

Parties to the Convention and the Protocols are required to pay annual assessed contributions, which are based on the UN scale of assessment.  The contribution is not a fixed amount, it depends on the country's scale of assessment, date it becomes party and the budget amount. The budget is approved at every COP.

In accordance with Article 26 of the Nagoya Protocol, the financial rules of the Convention apply, as appropriate, to the Protocol. Under the financial rules of the Convention, every Party to the Convention is required to make an annual contribution to cover the costs of the administration of the Convention, including the functions of the Secretariat. The scale for assessing the levels of contributions that each Party is to pay is based on the United Nations scale of assessment for the apportionment of the expenses of the Organization. Contributions by developing country Parties, in particular the least developed ones, are relatively small and usually nominal. In fact, as far as the least developed country Parties are concerned, they are not, as a rule, required to pay more than 0.01 per cent of the total budget approved for any budget year.

 It should be noted that, according to Article 28 of the Protocol, the Secretariat of the Convention serves also as the Secretariat to the Protocol. The costs of the Secretariat services for the Protocol, to the extent that they are distinct from those to the Convention, shall be met by the Parties to the Protocol.

What are the benefits of becoming a Party to the Protocol?

Becoming a Party to the Protocol presents a number of benefits, such as the following:

• Influence on the implementation of the Protocol and shaping of its further development through participation in the decision-making processes of the Conference of the Parties serving as the meeting of the Parties to the Protocol;
• For developing country Parties and Parties with economies in transition, eligibility for financial support from the Global Environment Facility (the financial mechanism for the Protocol) for capacity-building, as well as other support for implementation of the Protocol and participation in its processes; (see Decision COP VII/20)
• Enhanced visibility and credibility of national systems for ABS within the global community;
• Contribution to harmonized rules, procedures and practices;
• Facilitation of mechanisms and opportunities for governments to collaborate with other governments, the private sector and civil society;
• Improved access to relevant technologies and data, and benefiting from a regular exchange of information and expertise; and
• Demonstration of commitment to access and benefit-sharing, conservation and sustainable use of biological diversity.

Parties and Non-Parties

By publishing national information on the ABS Clearing-House, Parties to the Nagoya Protocol and other governments, help both users and providers of genetic resources and associated traditional knowledge. Users can find the information they need to access genetic resources and associated traditional knowledge, while providers will find tools to monitor the utilization of these resources. Parties have an obligation to use the ABS Clearing-House to share certain information of particular importance to the implementation of the Protocol. Non-Parties to the Protocol are also encouraged to participate and use the ABS Clearing-House to share the same information required by Parties.

Indigenous peoples and local communities (IPLCs)

IPLCs can use the ABS Clearing-House to share information on how to access traditional knowledge associated with genetic resources, such as community protocols and procedures and customary laws. They can also access and contribute to the ABS Clearing-House with awareness-raising and capacity-building materials on ABS in their own indigenous languages.

Private sector and research institutions

Private sector and research institutions utilizing or seeking access to genetic resources can also benefit from the ABS Clearing-House by finding reliable and up-to-date information on how to access genetic resources and associated traditional knowledge. They can also use the ABS Clearing-House to share information on the model contractual clauses, codes of conduct, guidelines and best practices that they have developed.

Organizations involved in capacity-building for the Nagoya Protocol

Organizations involved in capacity-building for the Nagoya Protocol can share capacity-building resources and materials and information on their projects or activities, including lessons learned from their implementation. In exchange, they are able to access information on projects or resources registered by other actors, and therefore, create opportunities for capitalizing best practices and developing coordinated approaches to building and developing capacity.

International and non-governmental organizations and others

International and non-governmental organizations and others can raise awareness and promote capacity building on ABS through the ABS Clearing-House. The ABS Clearing-House offers a space to share materials, general literature and learning material related to ABS and the Nagoya Protocol. These resources can contribute to promote ratification and implementation of the Nagoya Protocol, as well as increase opportunities for collaboration among the ABS community.