Instructions: Self-assessment for data-holding institutions

Grantees from the BID programme are expected to carry out self-assessments to assist with planning and monitoring progress.

Recipients of national grants should complete the capacity self-assessment for national biodiversity information facilities (also available in French).

Recipients of small and regional grants should complete the capacity self-assessment for data holding institutions (also available in French).

Grantees should complete the appropriate self-assessment at least twice during their project:

  1. At the start of the project—to set a baseline and inform the design of the BID capacity enhancement workshops.
  2. At the end of the project—preferably prior to submitting the final project report, since the assessment can provide some data for the project narrative.

Institutions are welcome to streamline the self-assessment into their own monitoring and assessment processes.

In addition, grantees can increase the frequency of the assessment to monitor progress and establish whether an institution's capacity is improving, deteriorating or is being maintained at a desirable level in a timely manner. This approach may be especially useful in gauging the longer term impact of a BID-funded project if a self-assessment is also carried out, for example, in six months or one year after its conclusion.

Project reporting templates

Mid-term/early progress report templates are designed to facilitate the communication of BID project’s progress. The use of these templates is mandatory and is a part of the project reporting processes within the BID programme.

The Expense Summary page is a transaction list of all expenses registered in the project accounts, ordered by number and expense type category and is an essential part of the financial reporting. See below for tips on completing the financial report for projects.

For projects belonging to the 2015 Sub-Saharan Africa call

For projects belonging to the 2016 Pacific call

For projects belonging to the 2016 Caribbean call

For projects belonging to the 2017 Sub-Saharan Africa call

Tips on completing expense summaries

To ensure GBIF's ability to honor requests for payment after each reporting period, please be sure that your expense summary reports adequately address the follow issues.

General guidance

  1. Make sure that totals of the “Financial Report by Expense Type”, “Financial Report by Activity” and “Expense Summary Page” are identical.
  2. Read the instructions in each template before use (Red Text).
  3. Only enter the actual expenditures in the yellow highlighted areas (see instructions in templates).
  4. Do not change the formulas and/or structural integrity of the templates.
  5. Do not change the budget column without prior permission, as it represents the approved budget in the contract.

Worksheet 1: Financial Report by Expense Type

  1. Only enter the actual expenditures and income in the ‘Yellow Highlighted’ areas.
  2. Enter the actual level of income/expenditure of Co-Funding.
  3. Use the same currency exchange rate throughout the report. If in doubt, see instruction in red text on which currency rate to use, within the template. The template relies on fixed formulas to ensure this, so please do not change them.
  4. Remember to use the note section and double check how it links (formulas) to the front page.
  5. Make sure that ‘Net Result’ has the value ‘0’. If the value of Net Result is anything else, there is a mistake. Be sure to identify it and correct it before submitting your report.

Worksheet 2: Financial Report by Activity:

  1. Do not change the budget columns; they are fixed.
  2. Enter the actual Co-Funding level so far in the project.
  3. Only enter ‘new’ rows if absolutely necessary.
  4. Make sure that the total figures match those of the “Financial Report by Expense type” and “Expense Summary Page”.
  5. Do not change the format and formulas of the template.

Worksheet 3: Expense Summary Page:

  1. Read the instructions carefully before use.
  2. Fill the summary page in and submit it.
  3. Make sure that the Total matches the Totals of the “Financial Report by Expense Type” & “Financial Report by Activity”.
  4. Remember to have it signed by your head of finance or someone in a similar position of authority.

Publishing open-access data through BID

Which licences may be used for publication of data through BID projects, and why?

All species occurrence data mobilized with support from the BID programme must be allocated one of two Creative Commons licensing tools, CC0 (public domain) or CC BY (attribution).

Although GBIF permits use of a third option, CC BY-NC (attribution & non-commercial), this licence primarily accommodates continued access to legacy data gathered under intellectual property rights (IPR) arrangements that specifically limit access. Since the European Union through BID is funding the mobilization of new data with the aim of making its use as free and unrestricted as possible, BID grantees agree to publish data using only the CC0 and CC-BY options.

Read more about GBIF’s approach to the use of standard, machine-readable licences for biodiversity data


While maintains a large collection of useful documentation, the following are likely to be particularly relevant for BID grantees who are new to the GBIF Community.

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This programme is funded by the European Union.