Tag Article | Biosafety Clearing-House

How to upload a Submission in response to a CBD Notification? (video)

  13 Oct 2023

Submissions (SUB) common format is used to create submissions from Parties, other Governments or relevant organizations in response to notifications issued by the Secretariat.

“Submissions” is a Reference record. That means that information entered through this online format can be submitted by any registered user (Parties, Non-Parties, governments, civil society, relevant stakeholders). However, it is the responsibility of the Secretariat to verify the accuracy and completeness of the submitted record prior to its publication. Therefore, “Submissions” can be published by the Secretariat only.

To upload a Submission, please follow the steps below:

Step 1: Sign in to the Submit page with your registered BCH user account. You will see your Dashboard. 

Step 2: On the Dashboard

  • Click on the ‘+’ icon next to the Submissions (SUB) record type. 


  • Click on the Submissions (SUB) record type or the ‘list icon’ icon next to it. On the page that opens, click on the Add New button.

“Introduction” page opens which explains the purpose of this online format.

Step 3: Click on the “Submission form”. Complete the fields. Please provide the following information:

  • Country OR Organization:
    • If you are submitting a record on behalf of a Government, select your “Country” from the drop-down list.
    • If you are submitting a record on behalf of an Organization, select the “Organization” from the list. If the Organization does not exist in the BCH, click on the “Create Biosafety Organization” button and complete the fields in the “Submission form” of the Biosafety Organization (ORG) online format. 
  • Title 
  • Date of the submission
  • Related notification (select the Notification you are replying to from the list; look for the Notification number)
  • Thematic area(s)
  • Documents (upload the document being submitted, as well as the endorsement letter signed by the national focal point or the head of the organization, respectively, to accompany the submission). 

NOTE: It is recommended to click on “Save draft” button periodically during the submission process. Fields marked with a red asterisk are mandatory. You will not be able to submit the record for publication if you do not complete them. 

Step 4: Once done, click on “Review” to verify the information you have entered. If “Review” shows an error, that means that some mandatory fields have not been completed. Please complete them. 

Step 5: Click on "Publish” and then on the Request Publication button. A "Publishing Request" box will appear where you can type a message addressed to the Secretariat, if you wish to do so, to accompany your request. Then, click on the Send request button. The request for publication will be sent to the Secretariat. The record will now have the "Pending approval" status. 

Please note that 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.  

Once your submission is published by the Secretariat, you will be notified by e-mail and the record’s status will change from "Pending approval” to “Published”, and your record will be visible in Search. When you sign in to the Submit page, you will see that the “Pending requests” section has disappeared from your Dashboard. 

If you require additional support, please contact bch@cbd.int.   

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

How to upload a Submission


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