Small grants

Sub-Saharan Africa, 2017

Reminder for existing BID grant recipients: The maximum amount that any single applicant may receive from the BID programme is €60,000. The combined total received by any applicant under all rounds of BID calls cannot exceed this limit.

Small grants under the BID programme seek to mobilize biodiversity data relevant for biodiversity conservation priorities.

These guidelines are available in English, Portuguese and French; the English version is the authoritative version. They accompany the BID call for proposals and concept note template. General questions may be sent to

Submission procedure

The deadline for submitting initial concept notes from Sub Saharan Africa is 9 April 2017.

  • Applications must be submitted using the provided concept note template to by 9 April 2017, midnight CET / 2300 UTC/GMT.
  • Confirmed project partners must be copied when submitting the application.
  • As appropriate, include a statement of endorsement from a GBIF representative in submissions as an email attachment.
  • Applications must be submitted in English and by using the provided template. If you need help with this requirement, please contact as early as possible and before 27 March 2017.

Please note that the evaluation panel will not review late or incomplete applications.


The objectives of the BID small biodiversity data mobilization grants are to:

  • Increase available biodiversity data, within and beyond the grant period
  • Apply biodiversity data in response to conservation priorities

The overall BID programme targets two key outcomes:

  1. Enhanced capacity for effective mobilization and use of biodiversity information
  2. Enhanced availability of information resources and best practice guidance for mobilization and application of biodiversity information for key policy needs

Key documents

Evaluation criteria

Proposals will be assessed using the following criteria:

  1. Alignment of the project with BID objectives and priorities.
  2. Alignment of the project with clearly stated needs for biodiversity information and capacity development within the proposal.
  3. The project’s complementary contributions to regional data needs.
  4. Likelihood that the project will provide examples of best practice in the application of biodiversity information in decision-making.
  5. Quantity, quality and relevance of the biodiversity data proposed for mobilization, with preference given to projects that mobilize biodiversity data relating to protected areas, threatened species and invasive alien species.
  6. Level of institutional support and cost effectiveness of the proposed actions; the balance between the level of funding requested from BID and the cofunding contributed by the partners.
  7. Anticipated value of the project deliverables to both the national context and the broader GBIF community.
  8. Quality of project design and risk assessment; monitoring and evaluation plans will be assessed in the full proposals.

NOTE: Full proposals will also assess:

  • Project management skills of coordinating team based on previous experience
  • Quality of project design and risk assessment
  • Monitoring and evaluation plans
  • Sustainability plan

Project duration

Selected projects may begin their activities on 1 October 2017

Projects may run for up to fifteen (15) months and must end by 31 December 2018, followed by a final three-month reporting and evaluation period ending 31 March 2019.

Grantees must complete all project activities by 31 December 2018.


Up to €20,000 per small grant. The total maximum amount of funding that any single institution may receive during the whole BID programme is €60,000.

Small grant activity types

There are two categories of eligible activity types for small grants, each presented with a non-exclusive list of the types of possible types of activity. Small grants must include activities in the first category and may also include activities in the second category.

  1. Activities to mobilize biodiversity data relevant to protected areas, invasive alien species and/or threatened species:
  2. Compiling inventories of biodiversity data holdings (for example, implementing metadata catalogues).
  3. Digitizing and publishing natural history collections and biodiversity information from literature.
  4. Mobilizing species occurrence and sample-based data from observation networks and monitoring systems, such as invasive alien species, Red Listed species or endemic species.
  5. Validating and publishing regional, national and local species checklists, invasive species lists or threatened species lists.
  6. Preparing data papers to improve the reusability of the mobilized biodiversity data.

  7. Integrating biodiversity information into policy and decision-making processes:

  8. Leading surveys or workshops to understand the biodiversity data requirements for specific use cases
  9. Setting up user groups to guide project implementation on identified priority themes, such as agrobiodiversity, urban biodiversity and protected areas
  10. Directing workshops and advocacy actions that promote the use of openly accessible data, for example, in national-level biodiversity reporting
  11. Hosting workshops on data analysis techniques
  12. Applying biodiversity data in decision-making processes
  13. Documenting use cases and sharing them with partners in the region

General recommendations for preparing concept notes

  • Ensure that your project meets the eligibility criteria and aligns well with the overall objectives for the programme. Consider the evaluation criteria used by the evaluation panel to assess your proposal.
  • Be brief. Try to provide the shortest responses possible and only add background information if really needed, using links to external resources rather than long explanations.
  • Prepare your submissions in English. The evaluation panel will use English as their working language and therefore applicants are requested to make submissions in English. Remember that if you have particular difficulties with this requirement, contact for support as early as possible, and before 27 March 2017.
  • Review the FAQ. This page will be updated throughout the project application period. Send any unanswered questions to
  • Submit as early as possible to avoid problems. Early submission will give a chance for some follow-up to resolve any issues that arise ahead of the deadline. The deadline for submissions is a hard deadline, and projects received late or incomplete will not be reviewed by the evaluation panel.
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This programme is funded by the European Union.