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Version: 2.0
Template Description: Version 2.0 of the GCP Passport template, updated with recommendations from Data Quality Workshop. The purpose of this document is to provide guidelines for the submission of passport data by GCP partners to the GCP Data Repository in a uniform, well-defined format.Version 2.0 of the GCP Passport template, updated with recommendations from Data Quality Workshop. The purpose of this document is to provide guidelines for the submission of passport data by GCP partners to the GCP Data Repository in a uniform, well-defined format.
Mappings for this template
Sections available in this template
| Section Name | Description | Conditions |
| Source | Information on the source of the dataset, the species it concerns and the name and version of the dataset | Mandatory
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| Quality Assessment | Information about the quality measures used | Mandatory
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| General Passport Data | Basic set of common passport descriptors (adaptation of MCPD) and local uses, special plant characteristics and prevaling stress of specific interest to GCP. | Mandatory
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| Collecting Location data | Data related to the collecting site which are referred to in the General Passport worksheet. | Mandatory
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| User-Defined Descriptors | Any additional descriptors defined by the data provider that could be of particular interest for the GCP. These could include parameters such as additional soil or climate characteristics. | Optional
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| Institutions | List of institute codes used in passport data sections and their corresponding decoded name and addresses. | Optional
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Source
Section Description: Information on the source of the dataset, the species it concerns and the name and version of the dataset
see section: source in GCPDataSubmissionTemplate2.0
for the following fields
institute, principalInvestigator, projectCode, projectName, emailContact, species, ploidy, datasetName, version, creationDate, remark
Quality Assessment
Section Description: Information about the quality measures used
see section: qualityAssessment in GCPDataSubmissionTemplate2.0
for the following fields
qualityMeasure, standard, control, errorEstimator
General Passport Data
Section Description: Basic set of common passport descriptors (adaptation of MCPD) and local uses, special plant characteristics and prevaling stress of specific interest to GCP.
| Field Name | Description | Conditions |
| Germplasm ID | A alphanumeric value which uniquely identifies the germplasm. The format proposed is concatenation of HoldingInstitute:CollectionName:LocalUniqueID. In case a new Germplasm ID is assigned each time an accession is regenerated or for some reason sub-sampled use the current germplasm ID prefixed with the system or database name.
Example: NGA333:Genebank:252
Example: COL003:CIATBEAN:3542
Example: MEX064:IWIS:2341 | Mandatory
Unique
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| Date Last Modified | The last time when the passport record was modified (YYYYMMDD)
Example: 2001-11-26
Example: 20011126 | Mandatory
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| Holding Institute | Code of the institute where the accession is maintained. The codes consist of the 3-letter ISO 3166 country code of the country where the institute is located plus a number. If FAO institute code does not exist create a temporary code which starts with an asterisk followed by the 3-letter ISO country code representing the country where the institute is located and the institute's acronym (e.g. '*NLDIFG') and place it in the Institute codes and decoded values section with this new code and additional details. INSTCODE (Institute Code) in the Bioversity Multicrop Passport Descriptors.
Example: IND010
Example: *FRAIGRS | Mandatory
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| Collection Name | A unique identifier which identifies the collection to which the germplasm belongs within a holding institute.
Example: CIMMYTWHEAT | Mandatory
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| Local Unique ID | This number serves as the local unique identifier for the germplasm sample (i.e. locally unique ID within a collection within a holdinginstitute). If it concerns an accession within a genebank collection this refers to the accession number which is assigned when a sample is entered into the genebank collection. ACCENUMB (Accession Number) in the Bioversity Multicrop Passport Descriptors.
Example: CP20012 | Optional
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| Is a Genebank Accession? | Flag indicating whether the germplasm is a genebank accession or not (Y/N). If the germplasm is a genebank accession then the local unique identifier is the accession number (Y/N).
Example: Y | Mandatory
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| Full Scientific Name | The full name of the lowest taxon to which the organism can be identified (including authority).
Example: Allium ampeloprasum var. porrum (L.) J. Gay | Mandatory
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| Genus | Genus name for taxon. Initial uppercase letter required. GENUS in the Bioversity Multicrop Passport Descriptors.
Example: Allium | Mandatory
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| Species | Specific epithet portion of the scientific name in lowercase letters. Following abbreviation is allowed: sp. SPECIES in the Bioversity Multicrop Passport Descriptors.
Example: sp.
Example: ampeloprasum | Mandatory
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| Species Authority | Provide the authority for the species name. The author(s) of the full scientific name. Can be more than one author in a concatenated string (includes year and reference if appropriate). SPAUTHOR in the Bioversity Multicrop Passport Descriptors.
Example: L. | Optional
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| Taxon Rank | The rank of the name where needed to form it (i.e. in infraspecies and in names of a rank between genus and species). The following abbreviations are allowed: 'subsp.' (for subspecies), 'convar.' (for convariety), 'var.' (for variety), 'f.' (for forma).
Example: var. | Optional
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| Intraspecific Epithet | The infraspecific epithet, i.e. the epithet following the indication of the infraspecific rank in the name string (trinomial). Note that quadrinomials etc. are not supported here as names; if deemed necessary, they can be entered in the fullScientificName, this element should then contain the last infraspecific epithet.
Example: porrum | Optional
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| Cultivar | Cultivar epithet. | Optional
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| Cultivar Group | Cultivar group of the cultivar.
Example: striped leeks | Optional
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| Taxonomical Reference | Taxonomical reference to make the taxonomic concept explicit.
Example: Mansfeld's World Database of Agricultural and Horticultural Crops | Optional
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| Common Crop Name | Name of the crop in colloquial language, preferably English. Multiple names separated by a semicolon. CROPNAME in the Bioversity Multicrop Passport Descriptors.
Example: malting barley
Example: cauliflower
Example: white cabbage | Optional
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| Acquisition Date | Date on which the accession entered the collection where YYYY is the year, MM is the month and DD is the day. Missing data (MM or DD) should be indicated with hyphens. Leading zeros are required (YYYYMMDD). ACQDATE in the Bioversity Multicrop Passport Descriptors.
Example: 2001-11-26
Example: 20011126 | Optional
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| Biological Status Of Accession | The biological status of the germplasm sample. Use coding as provided by MCPD 2001. The coding scheme can be used at 3 different levels of detail: either by using the general codes such as 100, 200, 300, 400 or by using the more specific codes such as 110, 120 or 411, 412 etc. SAMPSTAT in the Bioversity Multicrop Passport Descriptors.
Example: 400 | Optional
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| Biological Status Remarks | This field is used to elaborate on sample status with value 999 (= Other).
Example: Not certain. Most likely recently escaped research material. | Optional
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| Collecting Location ID | Unique identifier for the collecting location.
Example: IND1989-192 | Optional
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| Collecting Date | Collecting date of the sample where YYYY is the year, MM is the month and DD is the day. Missing data (MM or DD) should be indicated with hyphens. Leading zeros are required (YYYYMMDD). COLLDATE in the Bioversity Multicrop Passport Descriptors.
Example: 2001-11-26
Example: 20011126 | Optional
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| Collecting Institute | The institute collecting the sample. If the holding institute has collected the material, the collecting institute should be the same as the holding institute. For the collecting institute use FAO institute code (if exists). If FAO institute code does not exist create a temporary code which starts with an asterisk followed by the 3-letter ISO country code representing the country where the institute is located and the institute's acronym (e.g. '*NLDIFG') and place it in the "Institute codes and decoded values" section with this new code and additional details. COLLCODE in the Bioversity Multicrop Passport Descriptors.
Example: IND010
Example: *FRAIGRS | Optional
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| Collecting Number | Original number assigned by the collector(s) of the sample, normally composed of the name or initials of the collector(s) followed by a number. This number is essential for identifying duplicates held in different collections. COLLNUMB in the Bioversity Multicrop Passport Descriptors.
Example: CP022 | Optional
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| Collecting Source | Indication of the source/habitat where germplasm was collected or acquired. Use coding proposed by MCPD 2001. The coding scheme can be used at 2 different levels of detail: either by using the general codes such as 10, 20, 30, 40 or by using more specific codes such as 11, 12 etc. COLLSRC in the Bioversity Multicrop Passport Descriptors.
Example: 20 | Optional
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| Collecting Source Remarks | This field is used to elaborate on collecting source with value 99 (= Other).
Example: Mixed wild and ruderal sources. | Optional
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| Collecting Mission Code | Collecting mission code during which the germplasm was collected.
Example: IND1989-22 | Optional
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| Ancestral Data | Information about either pedigree or other description of ancestral information (i.e. parent variety or selection). ANCEST in the Bioversity Multicrop Passport Descriptors.
Example: Hanna/7*Atlas//Turk/8*Atlas
Example: mutation found in Hanna
Example: selection from Irene
Example: cross involving amongst others Hanna and Irene | Optional
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| Pedigree Release Year | Year in which pedigree was released (YYYY).
Example: 2001 | Optional
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| Breeding Institute | Name and address details of institution that bred the material. If the holding institute has developed the pedigree, the breeding institute should be the same as the holding institute. For the breeding institute use FAO institute code (if exists). If FAO institute code does not exist create a temporary code which starts with an asterisk followed by the 3-letter ISO country code representing the country where the institute is located and the institute's acronym (e.g. '*NLDIFG') and place it in the "Institute codes and decoded values" section with this new code and additional details. BREDCODE in the Bioversity Multicrop Passport Descriptors.
Example: IND010
Example: *FRAIGRS | Optional
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| Donor Institute | The institute that donated the germplasm. Use FAO institute code (if exists). If FAO institute code does not exist create a temporary code which starts with an asterisk followed by the 3-letter ISO country code representing the country where the institute is located and the institute's acronym (e.g. '*NLDIFG') and place it in the "Institute codes and decoded values" section with this new code and additional details. DONORCODE in the Bioversity Multicrop Passport Descriptors.
Example: IND010
Example: *FRAIGRS | Optional
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| Donor Accession Number | Identifier assigned to the germplasm by the donor. DONORNUMB in the Bioversity Multicrop Passport Descriptors.
Example: PI 122934 | Optional
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| Alternative Genebank ID | These are identifiers assigned by other genebanks. Specify germplasm holding institute (FAO institutecode), germplasm collection name and genebankaccession identifier separated by a colon. When any part of the triplet is missing insert a colon without space. Multiple values are separated by semi colons. OTHERNUMB in the Bioversity Multicrop Passport Descriptors.These are identifiers assigned by other genebanks. Specify germplasm holding institute (FAO institutecode), germplasm collection name and genebankaccession identifier separated by a colon. When any part of the triplet is missing insert a colon without space. Multiple values are separated by semi colons. OTHERNUMB in the Bioversity Multicrop Passport Descriptors.
Example: MEX002:CIMMYTWHEAT:00393;SWE002::NGB93838;::GI 234567 | Optional
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| Other Names or ID | Any other names or identifiers associated with the germplasm not specified in any of the other fields. The name is followed by an indication of the type of name. Name and type indications are separated by a colon. Multiple values are separated by a semi colon. If the type indication is missing insert terminate the pair with a semi colon.
Example: Emma:Accessionname;Avalon:;BR6763:Breeders designation | Optional
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| Special Plant Characteristics | Describe special plant characteristic (e.g. 'small fruits' ) and indicate whether or not the characteristic is considered desirable or not. Separate multiple values with semi colon.
Example: small fruits:N;red leaves:N;high vitamin A content:Y | Optional
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| Prevailing Stresses | State stress factor (e.g.'Grazing', 'Water shortage' etc.). State whether stress factor is biotic or abiotic. Describe germplasm reaction to prevailing stress (e.g. 'Early flowering'). When any part of the triplet (stressfactor;biotic/abiotic/stress reaction) is missing insert a colon without space. Multiple values are separated by semi colons.
Example: grazing:biotic:sclerotic leaves;water shortage:abiotic:curled leaves | Optional
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| Ethnic Group | Name of the ethnic group of the donor of the sample or of the people living in the area of collecting.
Example: Afar | Optional
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| Local Uses | Part of the plant for which the use is described (e.g.'Leaves', 'Whole plant' etc.). Type of usage (e.g.'Textile', 'Building', 'Ornamental' etc.).
Example: leaves:building material;bulb:medicinal | Optional
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| Germplasm Sample URL | Internet link to more information on the accession.
Example: http://ww.cimmyt.org/wheatgenebank/IWIS-222 | Optional
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| General Remarks | This field is used for general notes. Prefix remarks with the field name they refer to and a colon. Separate remarks referring to different fields are separated by semicolons without space. REMARKS in the Bioversity Multicrop Passport Descriptors. | Optional
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| User-Defined Descriptor | Label of the descriptor, which starts with an asterisk to distinguish them from existing template descriptors. | Mandatory
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Collecting Location data
Section Description: Data related to the collecting site which are referred to in the General Passport worksheet.
| Field Name | Description | Conditions |
| Collecting Location ID | Unique identifier for the collecting location.
Example: IND1989-192 | Mandatory
Unique
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| Country of Origin | Code of the country in which the sample was originally collected. Use 3-letter ISO 3166-1 extended country codes. ORIGCTY in the Bioversity Multicrop Passport Descriptors.
Example: BRA | Optional
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| Location of Collecting Site | Location information below the country level (or any other more detailed sub-country levels used) that describes where the germplasm was collected. This might include the distance in kilometers and direction from the nearest town, village or map grid reference point. COLLSITE in the Bioversity Multicrop Passport Descriptors.
Example: 7 km south of Curitiba in the state of Parana | Optional
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| Latitude String | Latitude of collecting site. Degree (2 digits) minutes (2 digits), and seconds (2 digits) followed by N (North) or S (South). Every missing digit (minutes or seconds) should be indicated with a hyphen. Leading zeros are required.
Example: 10----S
Example: 011530N
Example: 4531--S | Optional
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| Longitude String | Longitude of collecting site. Degree (3 digits), minutes (2 digits), and seconds (2 digits) followed by E (East) or W (West). Every missing digit (minutes or seconds) should be indicated with a hyphen. Leading zeros are required.
Example: 0762510W
Example: 076----W | Optional
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| Elevation | Elevation of collecting site expressed in metres above sealevel. Negative values are allowed (masl).
Example: 763 | Optional
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| Latitude Decimal | Latitude of collecting site.
Example: 18.93
Example: -23.04 | Optional
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| Longitude Decimal | Longitude of collecting site.
Example: 118.93
Example: -123.04 | Optional
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| Coordinate Error Distance | The upper limit of the distance (in meters) from the given latitude and longitude describing a circle within which the whole of the described locality must lie. Use NULL where the uncertainty is unknown, cannot be estimated, or is not applicable (because there are no coordinates).
Example: 250
Example: NULL | Optional
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| Geodetic Datum | The geodetic datum to which the latitude and longitude refer. If not known, use "not recorded".
Example: WGS84 | Optional
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| Soil pH | Value of soil Ph and, separated by a colon, the depth (cm) from where soil sample was taken. Multiple values are separated by semicolon.
Example: 7.5:40-60 | Optional
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| Soil Salinity | Soil salinity value (ppm dissolved salts). Use full term text (e.g. see Bioversity descriptors).
Example: 25 | Optional
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| Soil Drainage | Gradation of soil drainage. Use full term text (e.g. see Bioversity descriptors).
Example: 3=Poorly drained | Optional
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| Soil Erosion | Gradation of soil erosion. Use full term text (e.g. see Bioversity descriptors).
Example: 3=Low | Optional
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| Soil Fertility | General assessment of the soil fertility based on existing vegetation. Use full term text (e.g. see Bioversity descriptors).
Example: 5=Moderate | Optional
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| Soil Texture | Soil texture classes. Use full term text (e.g. see Bioversity descriptors).
Example: 3=Coarse silt 21-63 micro metre | Optional
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| Soil Taxonomic Classification | A detailed soil classification as possible should be given. This may be taken from a soil survey map. State class.
Example: Alfisols
Example: Spodosols
Example: Vertisols | Optional
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| Location Remarks | Additional remarks concerning collection site. If remark refers to another attribute, prefix the text with the name of the attribute and a colon. | Optional
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| User-Defined Descriptor | Label of the descriptor, which starts with an asterisk to distinguish them from existing template descriptors. | Optional
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User-Defined Descriptors
Section Description: Any additional descriptors defined by the data provider that could be of particular interest for the GCP. These could include parameters such as additional soil or climate characteristics.
| Field Name | Description | Conditions |
| Descriptor Short Name | Provides the short description (label) of the descriptor. All of these should start with an asterisk to distinguish them from existing template descriptors. Add this short name as the column name to the General Passport or Collecting locations worksheets.
Example: *Number of seeds collected | Optional
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| Descriptor Full Description | Provides a full description of the descriptor.
Example: Number of individual seeds that make up the sample that was collected. | Optional
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| Method | Description of the method used or the states or codes that can occur together with their description.
Example: Count the exact number of individual seeds making up the sample collected.
Example: 1= 10 or less seeds, 2= between 10 and 25 seeds, 3= 25 or more seeds | Optional
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| Is Quantitative? | Flag indicating if the value represents the numerical result of a quantitative measurement or a descriptor with textual or categorical result (Y/N).
Example: Y | Optional
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| Unit of Measurement | Unit of measurement (if descriptor is quantitative).
Example: Seed per collected sample. | Optional
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| Accuracy | Statement of accuracy of measurement.
Example: The number of individual seeds per sample were counted only once by a single person. | Optional
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| Reference Citation | Formal citation for a paper or electronic publication.
Example: Jones, A. 1990. A guide to collecting germplasm of seed plants. University Printers, Rome, Italy. | Optional
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| Reference Detail | Specific page, figure or illustration number(s) within the reference.
Example: Page 91, flowchart 23. | Optional
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| Reference URL | Path to electronic source of document.
Example: http://www.uniprint.org/guide/seedplants.pdf | Optional
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Institutions
Section Description: List of institute codes used in passport data sections and their corresponding decoded name and addresses.
see section: institutions in GCPDataSubmissionTemplate2.0
for the following fields
faoInstituteCode, organizationName, street, cityState, zipCode, country, institutionalEmail, institutionalTelephone, fax, url, primaryContactName
Copyright (c) 2004-2006 CIMMYT, CIMMYT, IPGRI - Rome, IRRI, IRRI
Developed by Guy Davenport (CIMMYT), Tom Hazekamp (IPGRI - Rome), Thomas Metz (IRRI), Thomas Payne (CIMMYT), Genevieve Aquino (IRRI)
This work is licensed under a Creative Commons Attribution-ShareAlike 2.5 License.
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