How to apply online for a permit to Access to Biological Resources in Commonwealth Areas
User Login
Please specify a username and password which can be used to update, submit and access all applications that you make. If you wish to access all applications made by, for instance, your organisation, please use the same username and password for all transactions.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Organisation Details
Public users must register their details with the Genetic Resources Information Database (GRID) prior to being eligible to lodge an application. You should specify a username and password which will be used to enter and submit applications and to access details of all applications you make.
Your details can also be updated at a later date. If you wish to access all applications made by, for instance, your organisation, please use the same username and password for all transactions.
Please ensure a current email address is provided as this will assist in processing your application if DEWHA require more information or if the permit is required urgently.
The Australian Business Number (ABN) can be found on www.abr.business.gov.au
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Contact Details
Provide the full name, business address, email and contact details of the person to whom the permit is to be issued. These details can be updated at anytime.
The Applicant name is the name of the person to whom the permit would be issued. They have responsibility for the project and compliance with permit conditions.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Activity Summary
The Activity Summary screen displays your Applications, Permits and Electronic Record of Samples (ERS), as a registered user.
Applications
This screen is a summary of any applications previously submitted or approved or any records of samples that have been collected and uploaded into the database.
A signed in user may create new applications here. Applications that have not been lodged may be updated or deleted, locations of research sites can also be updated, once the details of the application are correct a permit may be requested.
Note: Applications that have been lodged CANNOT be updated or changed.
The Applicant name is the name of the person to whom the permit would be issued. They have the responsibility of the project and therefore will agree to comply with the permit conditions.
Application Process
The process to apply for a permit is set out below:
- Firstly you must register as a user or if you are an existing user, login using existing username and password. Please make a note of your login as it will be used for any future applications.
- Complete all application details, ensure details are correct as no changes will be accepted once the application is approved.
- Submit the completed application to request the issue of a permit.
- The application is assessed by DEWHA. If the application is incomplete or requires more information it will be returned. You will be notified by email to update the application in the database [Return to Step 2]
- Approval to conduct research is approved and the Permit is published on the database. The original is sent to the applicant by post.
- Log in to access permit details and upload Electronic Record of Sample.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Application Update
The Application Update screen is used to enter, add and modify application details. Information required from you includes the application title, the purpose of the research (non-commercial or commercial/potentially commercial), the research dates and whether elements of the application are confidential.
The Locations section allows you to define the proposed location of the research you intend to take. Various locations can be ‘drawn’ and saved in the tool. As well as the interactive map it would be beneficial to send a detailed map of the location you will be visiting by email.
These location maps may be updated or deleted until the application has been lodged. All modifications to this section MUST be performed via the interactive map.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Purpose
The function of this field is to specify the details of the permit including whether it is for commercial/potentially commercial purposes or for non-commercial purposes. For commercial purposes it is a requirement that the applicant enter into a Benefit Sharing Agreement (BSA) with the access provider. Copies of any relevant BSA’s must be provided before the on-line application can be processed. Commercial applications are required to submit a $50 application fee and complete the Payment Form.
If the permit is for non-commercial purposes then a Statutory Declaration is required to demonstrate the applicant’s acceptance of the condition of access.
Both types of applications will require a signed Criminal Declaration. This declaration is a statement that the details you have provided in your application are true and correct and that you have not committed any offence under the EPBC and other acts.
The application will not be processed until these signed documents have been received.
Proposed Action
This section requires a detailed description of the activity that is proposed. In order to meet the requirements of the regulations the application MUST provide information on ALL of the following:
- a detailed description of the action, including the methods to be used to minimise impact on any listed species or native species
- how the access is to be undertaken, including details of vehicles and equipment to be used
- the use the applicant proposes to make of the biological resources and how access will benefit biodiversity conservation within the area.
- details of the relevant qualifications or experience of each person proposing to take the action
- the name of each access provider. If an access provider for the biological resources is the Commonwealth or a Commonwealth agency, the name of the Commonwealth department or agency that administers the Commonwealth area in which the access is proposed
- the number of listed species or other species that will be affected by the access
- whether further access to the biological resources will be required
- details of any other application by the applicant for a permit under the regulations.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Biological Resources
This section requires a detailed description of the biological resource/s you intend to collect and the proposed use of the resource/s. You will need to include the following:
- the scientific name of the biological resources to which the applicant seeks access
- the amount of biological resources that are proposed to be collected
If random sampling is being conducted you should provide a general description of the types of biological resources likely to be taken along with the sampling techniques proposed. You will also need to set out the potential impact on the environment of the sampling activities and what you will do to mitigate impacts.
Any listed or declared species to be sampled MUST be specified.
The Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act) protects Australia's native species and ecological communities by providing for:
- identification and listing of species and ecological communities as threatened
- development of conservation advice and recovery plans for listed species and ecological communities
- development of a register of critical habitat
- recognition of key threatening processes
- where appropriate, reducing the impacts of these processes through threat abatement plans.
For more information see the threatened species list.
For applicants that are planning to export the samples they will need to confirm details with CITES. CITES (the Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between governments. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival.
Declared species can be found on the CITES web site.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Indigenous Knowledge
This section requires details of any proposed use of Indigenous people's knowledge in determining the biological resources to be accessed or the particular areas to be searched. Details must also be provided of any agreements made with Indigenous persons in relation to use of specialised information or information otherwise confidential to the Indigenous people of the area. The consultation process employed must also be described.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Users
For this section you will need to include details of any other person on whose behalf access is sought or who would use the samples obtained. This includes the institution where the samples will be stored and where taxonomic samples will be lodged.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Spatial Tool Location Coordinates
The spatial tool allows you to select a location on an interactive map and input latitude and longitude coordinates. It also provides information that can help determine whether collections from a particular location would be in a Commonwealth area and subject to regulations.
The map can be controlled using the navigation buttons on the top left.
Follow the four steps detailed on the right hand side of the map, ensuring that when defining the location shape the yellow define location shape buttons 
located at Item 3 are used.
- Add title of Location/s
- Use the magnify buttons
to enlarge the view of the proposed area - Optional - Select any of the buttons provided to display protected areas
- Select a Location Shape button and 'draw' the proposed research area on the map
- Save the details and close the program
Note: For multiple locations repeat the process.
When using the magnify buttons drag the selection frame over the map to show the approximate research area you wish to enlarge. Then your location can be selected.
Other useful buttons are: clear selection 
; and re-start to full extent zoom 
buttons.
The report button generates a full environment report that covers all relevant issues relating to the location.
A location must be entered before a permit application can be lodged.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Permit Report
This search allows external users to view details of permits that have been issued. The report details the conditions of the approval for the research, including species to be collected, purpose of the research and any other restrictions.
- The permits can be sorted by permit number, applicant, organisation or date. Permit Identifier is the number given to the permit once the permit has been issued
- The Applicant name is the name of the person to whom the permit was issued.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Permits
Once a permit has been issued, there are several further actions available to permit holders such as a request for a cancellation of permit, uploading records of samples, and requesting an Electronic Record of Samples certificate.
The process for issuing an Electronic Record of Samples is summarised below.
Once the Permit process is completed and a permit has been issued the applicant will conduct the proposed research. Once the samples have been collected and examined, the details of these will need to be submitted to DEWHA via the GRID database. The process is as follows:
- Download the sample template from GRID for recording samples.
- Record all the specific details of samples collected under the permit in the template.
- Once the details in the sample template are entered the document will need to be uploaded into the GRID database. Please ensure that the spreadsheet is saved in .csv format
- Submit application to request the ERS.
- The Sample document is assessed and returned if more information is required [Return to Step 2]
- The ERS is published on the database and a copy sent to the applicant.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Record of Samples Template
This screen allows you to download the Sample Template (in .csv form) and then record the details of biological resource that have been collected. Once the sample information has been recorded the document needs to be uploaded into the database. The existing template must be used in the .csv form.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
ERS Report
The Electronic Record of Sample (ERS) Report is a list of samples taken under a Commonwealth permit. It is publicly available. External users can search by: timeframe, organisation, sample number and applicant.
- In the ERS the Sample Identifier is a series of numbers related to the Permit Identifier under which the sample was collected and reported.
- The Applicant name is the name of the person to whom the permit was issued.
A template to enter the ERS data is available in the Record of Samples screen. Once the data is entered into the template it can be uploaded into the GRID database and an approval requested. The sample document MUST BE saved in .csv format.
Please contact us for further assistance:
grm@environment.gov.au
02 6274 1936
Contacts
- grm@environment.gov.au
- 02 6274 1936
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