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  • Help is here!
    • About our project
    • Help Desk
    • Information sessions
      • Nagoya info sessions
      • ABS Café
      • Stammtisch
      • Upcoming events
    • Networking
      • The HuB Network
      • ABS Compliance Officers Network
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    • User-friendly materials
      • Infograhics
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      • Easy ABS guides
      • Podcasts
      • Real-life stories
      • Publications
    • External resources
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    • What’s new?
  • The basics of ABS
    • What’s ABS in practice
      • The very basics
      • Video: Nagoya For Newbies
      • Understanding the ABS world – infographic
    • Benefit-sharing explained
      • FAQ
      • Mythbusters
      • Acronyms and terms explained
    • Compliance within the EU
      • Video: ABS compliance supports your science
      • Do I have compliance obligations?
      • What are my obligations?
      • User checks
      • Implications of non-compliance
      • Compliance Stories
    • EU-voluntary compliance measures
      • Best Practices
      • Registered collections
  • Advanced ABS tools
    • Help with permit requests
      • Build your ABS Strategy – checklist
      • Easy ABS guides
      • Benefit sharing agreements
      • ABS – dealing with practical challenges
      • Who can I contact at my institution?
      • ABS Stories
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11th GNP HuB Meeting

ABS in grant applications and scientific publications

11th Meeting of the GNP HuB Network

Considerations about access and benefit sharing (ABS) get more and more relevant in scientific project planning and thus, grant applications and scientific publication. This is why our 11th Stammtisch focused on how researchers can navigate the complex landscape of ABS to ensure successful grant applications and publication.

 

Welcome and project update

To begin the meeting, Dr. Amber H. Scholz introduced the new 5 years phase of the German Nagoya Protocol HuB Project, the new team and the extended goals. She put a special emphasis on all the changes in focus and the team that come with the new phase of the project, which started in 2023 and is funded by the Allianz der Wissenschaftsorganisationen. Afterwards, Melania Muñoz García summarized the events that were hosted by the GNP-HuB during the last year, including the previous “Stammtisch” meetings and other workshops and conferences the project organized and participated in.

 

ABS before your research project starts

ABS considerations are an important part of scientific grant applications, but what information needs to be included? To answer this question, we invited Dr. Meike Teschke, the Programme Director at the “Deutsche Forschungsgemeinschaft” (DFG) and responsible for its ABS working group; and Andreas Holtel, Project Officer in the MICROBE project: Microbiome Biobanking (RI) Enabler, to explain the review process and the ABS information requirements in DFG and Horizon Europe grant applications.

 

ABS in DFG grant applications

A guide on what information on ABS needs to be included can be found in the DFG Proposal Preparation Instructions for Project Proposals (DFG form 54.01) under point 4.1.4. It is important to show in your grant application that you are aware of and understand the ABS obligations that apply to your project and indicate any steps you have taken or plan to take to fulfil these requirements. Also, you have to include if you have project partners in provider countries and its role in the ABS processes. Mention what genetic resources may be transported to Germany and note that in addition to ABS permits from the provider country, a declaration of due diligence may also be required in line with the German law and the EU ABS Regulation. However, it is neither expected to contact or negotiate with national focal points nor to have a permit before a funding decision has been finalized.

As obtaining ABS permits can take a long time, the project and funding start can be delayed for up to one year after the funding decision. Even though it is not an obligation to start the ABS processes in advance of the grant approval, it may be a good idea to inform yourself and contact the national focal points in advance, and ask about waiting times, to avoid unwanted delays.

 

ABS in Horizon Europe grant applications

Next, Andreas Holtel gave some insight into Horizon Europe grant applications. He highlighted the parts of the self-assessment documents that are relevant to ABS. Applicants have to fulfill the Ethics issues table composed of yes/no questions related to ethical concerns about research with humans, data protection, animal care, among others. The ABS-related questions are in the section on non-EU countries. The table includes questions about using resources from those countries, including genetic material, and importing material to the EU. If you answer yes to any of the questions in the table, you must perform an ethics self-assessment. Once again it was emphasized that it is important to show awareness of your ABS obligation. You have to include the objectives and methods related to the Nagoya Protocol, and describe the actions to be taken to ensure all the project activities with the National and EU Regulations.

Mr. Holtel then elaborated on how the review process is conducted for these ethics self-assessments. For Horizon Europe grant applications, there is an ethics screening conducted, evaluating many different ethical aspects, including ABS, as mentioned before. This screening produces a report, which is then automatically transformed into ethical requirements.

Another point to keep in mind is that in the ethics self-assessment, ABS matters are categorized under concerns related to work in non-EU countries. There are, however, also EU countries that regulate access to their genetic resources, e.g. France and Spain. ABS matters should be included under “other issues” in the Ethics issues table.

 

ABS when your research project is done: benefit-sharing information in scientific publications

In the next part of the Stammtisch Genuar Núñez, who is working with the Examining trends on non-monetary benefit-sharing project (ET-NMBS) at the DSMZ, gave a presentation about his research concerning ABS permits in scientific publications. He noted that there aren’t any standards established on how to include ABS permits in scientific papers.

One of the main takeaways for researchers is that some scientific journals have implemented different policies on ABS permit disclosure. PloS one is implementing best practices in research reporting, including the mention of ABS agreements obtained, while Plants is requesting ethical statements related to ABS. On the other hand, Nature Portfolio journals include guidelines to encourage collaboration with local researchers and their inclusion as co-authors. Moreover, Molecular Ecology and Molecular Ecology Resources now require, as a condition for publication, that the research described in the publication complies with relevant national laws implementing the Convention on Biological Diversity and Nagoya Protocol agreements.

Something that came up in the following discussion is that some countries stipulate how the permits should be cited. Moreover, it is important to cite ABS compliance, even if it is not mandatory, to increase the visibility of non-monetary benefit-sharing from non-commercial research. Using model statements and seeing other writers’ reporting styles helps make this process simpler.

 

Reflection and wrap up

In wrapping up our 11. GNP HuB Stammtisch, we’ve gained valuable insights into ABS in grant applications and scientific publications. Let’s take these lessons forward, striving for responsible research practices that promote transparency. Thanks to all the contributors, and let’s keep this important conversation going.

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The German Alliance ABS advisory platform for academic research is funded by members of the Alliance of Science Organisations. The project sponsoring members of the Alliance are the German Research Foundation (DFG), the German Rectors’ Conference (HRK), the Helmholtz Association of German Research Centres (HGF), the Leibniz Association, the German National Academy of Sciences Leopoldina and the Max Planck Society.

 

 

 

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  • Some countries also have ABS laws even though they are NOT Party to the Nagoya Protocol. You still must comply with these laws!
  • Some countries in the EU also have specific national ABS laws.
  • If your research will involve traditional knowledge, you must take into account the national ABS rules in this regard.

In cases of non-compliance the National Authority (BfN) can:

  • confiscate the material.
  • prohibit further use and transfer of the material for research.
  • prohibit the publication or sharing of any results of utilization.
  • issue a fine of up to 50,000 EUR.

Check out more about the implications of non-compliance.

How do I check?

  • Start with the country profile in the ABS Clearing House (ABSCH).
  • Check out the legislative, administrative or policy measures section. If no measures can be found here, the interim reports might also contain relevant information. Tip! filter by country.
  • Be careful though. This information is not always complete or up to date. Some countries have ABS laws but they are not listed in the ABSCH.

To play safe and ensure legal clarity, always contact the ABS national focal point and/or the competent national authority. Tip! filter by country.

No answer?

  • Try contacting the national focal point of the Convention on Biological Diversity (CBD).
  • Ask collaboration partners in the country for help – easier for them to contact the authorities in their own country and language!
  • Ask colleagues who have worked in that country before.
  • Use the internet to find resources.
  • Contact the German Federal Agency for Nature Conservation (BfN). They have information about ABS and may be able to assist.

For research done in Germany, the German Federal Agency for Nature Conservation recommends using the DECLARE portal.

An account is required. Check with your institution as it may already have one.

This video and the user guide are very useful to start!

Starting your project before ABS permits have been granted is a violation of the EU Regulation and can get you in trouble if your institute is being checked by the German National Authority (BfN)!

In this regard, you have obligations under the EU ABS Regulation if:

  • You collected the material…
  • The collaborator who gave you the material collected it…
  • The material obtained from a collection was originally collected…
  • The shop or company where you bought the material collected it…

on or after 12 October 2014

This date is key because it is when the Nagoya Protocol entered into force.

When you obtain material from a collaborator, collection or trader, it is important to verify if there are benefit-sharing obligations linked to it.

For example: research on specific genetic or biochemical properties, gene function, gene expression, genetic modification, genome editing, breeding based on traits and their associated genes, among others.

The EU Regulation does not apply when research does not involve the study of the genetic or biochemical composition, e.g. storing biological materials in a collection, mere culturing of organisms, taxonomic identification, morphological or anatomical characterization, among others.

See the guidance document for more information and examples on “utilisation”.

Also check our FAQs section on it.

ABS obligations may or may not apply depending on the type of research. There could be exemptions for non-commercial or basic research.

Keep in mind that exemptions for local researchers may not apply if they conduct their research abroad (e.g. guest researchers bring material from their home country to study it in Germany).

Within the European Union, obligations stem from Regulation (EU) No 511/2014.

The EU Guidance Document contains information on scope, obligations and understanding whether your material/research is covered, including many practical examples. It is available in all EU languages and is a must-have resource.

Not all countries that are Party to the Nagoya Protocol regulate access, e.g. Germany. In such cases, you are free to use the genetic resources obtained from these countries without getting ABS permits.

You are obliged by the EU and German law to support user checks by the German Federal Agency for Nature Conservation.

Failure to support a user check is an administrative offence.

When you transfer the material to another person or institution:

  • Search if there are ABS documents relating to the material you have.
  • Check if the transfer to third parties is permitted.
  • Transfer also the information, e.g. a copy of the ABS permit or the number of the internationally recognized certificate of compliance (IRCC) published on the ABS Clearing House.

Having a good documentation system will save you headaches in the future.

Read the documents and understand your obligations as well as any conditions and restrictions on use of the material.

Keep in mind your commitments on benefit-sharing!

The due diligence declaration informs the competent authority in Germany that your research and material is Nagoya Protocol relevant and that you have complied with your ABS obligations.

Check out more about it!

“Derivative” means a naturally occurring biochemical compound resulting from the genetic expression or metabolism of biological or genetic resources, even if it does not contain functional units of heredity.

Some examples are: RNA, proteins (including enzymes), lipids, organic compounds (e.g. essential oils or resins) and other products of metabolism.

Also check our FAQs section on it.

In this regard, you have obligations in the EU if the country where the material comes from was a Party to the Nagoya Protocol and had ABS regulations at the time of access.

Why is ABS important?

Access and Benefit Sharing (ABS) measures ensure that research results support provider countries to:

  • Make informed decisions on conservation, sustainable use and management of their biodiversity.
  • Implement innovative solutions for productive activities, contributing to sustainable development.
  • Build capacities for national research.
  • Other benefits as agreed.

Even if ABS does not apply to your research project, you must be able to provide the German Federal Agency for Nature Conservation with the documentation that supports your conclusion. This will speed up possible compliance checks. Tip! save email correspondence with the provider country authorities on this regard.

For some countries, this can be determined by checking the date of entry into force of the national ABS legislation and compare it with when the material was collected in the field.  If you collected before the legislation went into force, you could be out of scope. However, in some countries “access” can also mean receiving material from an ex-situ collection or even when you start to use it (even if it was collected and left the provider country long ago). Keep this in mind!

Some laws only cover certain types of organisms or organisms collected in certain areas.

Check when:

  • you collect material outside of Germany
  • a collaborator gives you material from another country
  • you get material from a collection in Germany
  • you buy material from a shop or a company
  • traditional knowledge from indigenous peoples or local communities will be used for your research