Tag Article | Biosafety Clearing-House

How do I submit and publish a new record in the BCH?

 23 Nov 2021 02:43

How to submit “National Records”

In BCH, National Records are published by Governments and include national information relevant for the implementation of the Cartagena Protocol, as well as information Parties are obliged to provide in accordance with the Protocol. They can be submitted by national users only, who are:

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In ABSCH, National Records are published by Governments and include national information relevant for the implementation of the Nagoya Protocol, as well as information Parties are obliged to provide in accordance with the Protocol. They can be submitted by national users only, who are:

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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: ApproveEditReject. 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 it. They will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.

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 it. 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.