Supporters

Rules of Procedure

General Rules of Procedure
- Applicability: These rules apply to the General Conference, the Executive Board, the Culture Committee, the Education Committee, the Natural Sciences Committee, the Communication and Information Committee and finally to Comité des Sciences Sociales et Humaines.
  
  Language: English will be the official working language of the conference. French will be used only in the Social Sciences and Humanities Committee (Comité des Sciences Sociales et Humaines).
  
  Delegations: Each member state will be represented by no more than five (5) delegates and shall have one vote on each committee. The delegations have to decide which delegate(s) will be speaking/voting at the General Conference.
  
  Credentials: The Secretariat has accepted the credentials of all Representatives upon registration. Any actions relating to the alteration of rights or credentials of any participant of the conference may exclusively be initiated by the Secretariat.
  
  Delegates:
  - Each Member State of a Committee is represented by one single Delegate.
  - Delegates shall have speaking and voting rights on all matters of the Committee they belong to. As mentioned before, all delegations have to decide upon the delegate who will deliver the final vote at the General Conference.
  - The Executive Board is composed of Member States' alliances under one single delegate
  
  Chairs: The Chairs are considered as the Committee Directors. They declare the opening and closure of each Committee Session, compose the Speakers' List, confer the right to speak, announce any decisions occurring and open/close the Floor to Points and Motions. All Chairs are required to maintain order at the sessions. They have the right to rule out Points and Motions put forward by delegates for the sake of the Committee's work. The Chairs may advise the Representatives on procedural patters that may come up, in order to enable the good functioning of the Committee.
  
  Director-General: The Director-General is the official Director of the General Conference. The Director-General is responsible for the normal conduct of the General Conference's sessions. He/She or his/her representative shall participate, without the right to vote, in all meetings of the General Conference, including the meetings of its committees. At the end of the General Conference, a new Director-General has to be elected.
  
  Executive Board: The Chairperson of the Executive Board may be invited by the President of the Conference or the Chairperson of a committee to make a statement on behalf of the Executive Board at any meeting when a matter is under consideration.
  
  Code of conduct: All participants are requested to maintain diplomatic courtesy during both formal and informal debates and discussions. Respect should be shown to all Committee Chairs, the Administrative Staff and other conference attendant. Participants are kindly asked to refrain from using abusive language, insulting gestures and provocative actions.
  
  Dress Code: All participants are requested to respect the conference's dress code i.e., suit and tie for male delegates and a similar formality for female delegates. The use of national costumes and religious symbols is prohibited. Delegates not responding to the above-mentioned demands can be excluded from the procedures at the discretion of the Organizing Team.
Executive Board Rules of Procedure
- 1. Director-General: The Director-General or his representative shall participate, without the right to vote, in all meetings of the Executive Board, its organs and its Bureau. He/she may formulate proposals for appropriate action by the Board and make either oral or written statements concerning any question under consideration.
  
  2. Quorum: At meetings of the Board the quorum shall consist of a majority of its Members. The Board shall not decide on any matter unless a quorum is present. However, if, after five minutes' adjournment, there is still no quorum as above defined, the Chairman may request the agreement of all Members actually present temporarily to waive the provisions of this paragraph.
  
  3. Conduct of business:
  a. Speeches: No one may address the Board without having previously obtained the permission of the Chairman. The Chairman may call a speaker to order if his or her remarks are not relevant to the subject under discussion.
  
  b. Order of speeches: The Chairman shall call upon speakers in the order in which they signify their wish to speak.
  
  c. Time limit on speeches: The Board may limit the time to be allowed to each speaker.
  
  d. Closing of list of speakers: During the course of a debate the Chairman may announce the list of speakers and, with the consent of the Board, declare the list closed. He may, however, accord the right of reply to a Member if a speech delivered after the list has been declared closed makes this desirable.
  
  e. Decisions involving expenditure: The Executive Board shall not take a decision involving expenditure unless it has before it a report from the Director-General on the administrative and financial implications of the proposal.
  
  f. Withdrawal of proposals: A proposal may be withdrawn by its proposer at any time before voting on it has begun, provided that the proposal has not been amended. A proposal withdrawn may be reintroduced by any other Member
  
  g. Division of proposals: Parts of a proposal shall be voted on separately if a Member requests that the proposal be divided. Those parts of a proposal which have been approved in separate vote shall then be put to a vote as a whole. If all the operative parts of the proposal have been rejected, the proposal shall be considered to have been rejected as a whole.
  
  h. Voting on amendments:
  i. When an amendment to a proposal is moved, the amendment shall be voted on first.
  ii. When two or more amendments to a proposal are moved, the Board shall first vote on the amendment furthest removed in substance from the original proposal and then on the amendment next furthest removed therefrom and so on, until all the amendments have been put to the vote. The Chairman shall determine the order of voting on amendments under this Rule.
  
  iii. If one or more amendments are adopted, the amended proposal shall then be voted upon.
  
  i. Order of voting on proposals:
  i. If two or more proposals, other than amendments, relate to the same question, they shall, unless the Board decides otherwise, be voted on in the order in which they were submitted. The Board may, after each vote on a proposal, decide whether to vote on the next proposal.
  ii. A motion requiring that no decision be taken on a proposal shall have priority over that proposal.
  
  j. Points of order: During the discussion of any matter a Member may rise to a point of order and the point of order shall be immediately decided by the Chairman. An appeal may be made against the ruling of the Chairman. It shall be put to the vote immediately and the Chairman's ruling shall stand unless overruled by a majority of Members present and voting.
  
  k. Procedural motions: During discussion of any matter, a Member may propose a procedural motion: suspension or adjournment of the meeting, adjournment of the debate or closure of the debate.
  i. Suspension or adjournment of the meeting: During the discussion of any matter, a Member may move the suspension or the adjournment of the meeting. Any such motion, if seconded, shall be put to the vote immediately and without discussion.
  ii. Adjournment of debate: During the discussion of any matter, a Member may move the adjournment of the debate on the item under discussion. On moving the adjournment a Member shall indicate whether he moves the adjournment sine die or to a particular time which he shall specify. Any such motion, if seconded, shall be put to the vote immediately and without discussion.
  iii. Closure of debate: During the discussion of any matter, a Member may move to the closure of the debate whether or not any other Member has signified his wish to speak. If such a motion is seconded, the Chairman shall indicate the proposals which have been submitted on the substance of the item under discussion and which shall be put to the vote after the closure of the debate. Permission to speak against the closure may be accorded to not more than two speakers. The Chairman shall then put to the vote the motion for closure and, if the Board is in favor, he shall declare the closure of the debate.
  
  4. Voting:
  a. Voting rights: Each Member of the Board shall have one vote
  
  b. Conduct during voting: After the Chairman has announced the beginning of voting, no one shall interrupt the voting except on a point of order in connection with the actual conduct of the voting
  
  c. Simple majority: Decisions of the Board shall be taken by a simple majority of the Members present and voting, except where otherwise specified in these Rules. For the purposes of determining the majority, only Members casting an affirmative or negative vote shall be counted as 'present and voting'; Members who abstain from voting shall be considered as not voting.
  
  d. Show of hands: Voting shall normally be by show of hands. In this case, if there is any doubt concerning the result of a vote, the Chairman may take a second vote by show of hands or by roll-call.
  
  e. Roll-call: At the request of any Member, a vote shall be taken by roll-call; Members' names shall be called in alphabetical order and the vote of each Member participating shall be recorded in the summary record of the meeting.
Committees Rules of Procedure
- 1. Applicability: These rules apply to the General Conference, the Executive Board, the Culture Committee, the Education Committee, the Natural Sciences Committee, the Communication and Information Committee and finally to Comité des Sciences Sociales et Humaines
  
  2. Formal Debate:
  
  a. The Committee Directors shall keep a Speakers' List, which will determine the order of speeches with a specific time per speech. A 'Motion to Open the Speakers' List' by one of the Members is necessary in order for the Committee to proceed with Formal Debate.
  b. A delegate may request to have the name of his/her Delegation added to the Speakers' List by raising his/her placard (hand in Executive Board) upon general invitation of the Chairs, or by sending a note to the Chairs.
  c. A Representative whose Delegation's name is already included in the Speaker's List shall not be added again unless he/she completes his/her speech.
  
  3. Yields: The delegate, who has been recognized by the Chair to address the body on a substantive issue, may yield any time following their remarks after their speech. Yields may be made in three ways: to another delegate, to questions, or to the Chair. Once a delegate yields his/her time, the second delegate (the one who has been yielded to) may not yield any remaining time.
  
  4. Moderated Caucus: A detailed discussion on a sub-topic of the main agenda is possible in a moderated caucus and the main reason on starting a moderated caucus is to know the committee's opinion on such an issue. A motion for a moderated caucus requires a simple majority to pass and can be passed through an informal vote. In case of multiple motions the chair shall decide on which one to put to vote first. A moderated caucus can be started in the middle of the Speakers list i.e. it is not compulsory that all of the delegates of the Speakers' List present their remarks on the topic.
  
  5. Unmoderated Caucus: This is when the Committee decides to discuss about a particular issue in an informal way. It is basically provided in procedure for delegates to help them lobby, negotiate, create working papers and draft resolutions. As with all other forms of Debate, Representatives may not leave the room without permission from the Chairs during an Un-moderated Caucus.
  
  6. Procedural matters: Introducing a Point or a Motion: A Representative who would like to raise a Point or a Motion makes the Chairs aware of this by raising his/her placard (hand in Executive Board, upon which the Chairs will ask the Representative the Point or Motion to which he/she rises. The Representative shall then state the nature of his/her Point or Motion and (after having obtained permission by the Chairs) rise and explain the Point or Motion itself.
  
  7. Points, Motions and Rights
  
  - Point of Order: A point of order is used when a member wishes to draw attention to a possible procedural error made by a member or the Chair. This point must be raised at the time of the incident. The Chair must rule immediately on the matter.
  - Point of Parliamentary Inquiry: A point of parliamentary inquiry is a question to the chair regarding these rules.
  - Point of Information: A point of information is a question to a speaker. When the speaker yields to points of information, the Chair shall recognize in turn those members of the committee who have questions, as time allows. Once recognized by the Chair, the member shall rise and ask one concise question directed to the speaker. The member then returns to his seat and the speaker answers the question. Only the speaker's response will be counted against his time limit. If the speaker needs the question clarified, he shall ask the Chair, and the Chair shall have the member clarify his question. At no time shall the member asking the question and the speaker enter into dialogue.
  - Point of Personal Privilege: At any time a member experiences personal discomfort which impairs his or her ability to participate in the proceedings, he may rise to a point of personal privilege. The Chair will attempt to relieve the cause for discomfort.
  - Motion to Verify the Quorum: The Chairs, after receiving this motion, shall proceed with a Roll Call in the course of which they shall call upon Representatives in English alphabetical order to establish presence.
  - Motion to Set the agenda
  - Motion to Open the Speakers' List
  - Motion to set Speaking Time
  - Motion to Adjourn Debate on the Topic: When it becomes necessary for a committee to adjourn debate on the topic for a period of time (e.g. when faced with a crisis), a motion to postpone debate on the topic may be made. This is done with the intention to resume that debate at a later time. There may be one speaker in favor of and one against this motion and it requires a simple majority to pass.
  - Motion to Close Debate: If at any time a member wishes to end debate and move directly into voting procedure on that topic, he may make a motion to close debate. There will be two speakers against this motion and it requires a two-thirds vote to pass. If this motion passes, all debate on the topic ends and all resolutions and amendments on that topic are brought to a vote.
  - Motion for Moderated Caucus: The committee may choose to leave the speakers' list and move to a moderated caucus. This motion requires a simple majority to pass. The delegate raising this motion has to specify the moderate caucus' duration and speaking time per speaker.
  - Motion for an Unmoderated Caucus: During debate a member may raise a motion for an unmoderated caucus. The delegate making the motion must specify the length of the caucus. The time limit is subject to the Chair's approval. The motion will be put to an immediate vote and requires a simple majority to pass.
  - Right of reply: A Representative whose personal or national integrity has been infringed by another Representative may, at the end of the latter's speech, request the Right of Reply. The Chairs shall decide upon the request immediately. The decision of the Chairs is not subject to appeal. If the Right of Reply is granted, the wronged Representative may immediately speak for a specified by the Chairs time limit. A Right of Reply to a Right of Reply is not in order.
  
  8. Substantive Matters:
  
  - Working Papers
  A Representative may have a Working Paper distributed to the Committee, the format of which is free. If a Working Paper has been approved by the Chairs, the Secretariat assigns it a number and distributes the Working Paper to all the Representatives. Working Papers are introduced through distribution and by announcement of the Chairs, who may suspend debate in order to grant Delegates time to familiarize themselves with the content of the Working Paper(s). Working Papers require no Sponsors or Signatories.
  
  - Draft Resolutions
  The Chairs approve a Document if it has the required format and the required number of Sponsors and Signatories. An approved Document is referred to as a Draft Resolution and may be introduced to the Committee. The Sponsors are recognized as writers of the Draft Resolution. The required number of Sponsors will be set by the Chairs according to the size of the Committee. Signatories support the discussion of the Draft Resolution and do not have further obligations. A Delegate may not at the same time be a Sponsor as well as a Signatory of a given Draft Resolution. The required number of Signatories will be set by the Chairs according to the size of the Committee. Delegates cannot add themselves to the list of Sponsors, but they can have themselves removed from it. Said request should be submitted in written form to the Chairs for approval. If the Draft Resolution does not have the required number of Sponsors, it will be removed from the Floor. Delegates may add or remove themselves from the list of Signatories at any time during the Debate. This request should be submitted in written form to the Chairs for approval Multiple Draft Resolutions may be on the Floor at any given time.
  
  - Amendments
  Amendments to Preambulatory Clauses are not in order. Grammatical, spelling and formatting errors in Draft Resolutions will be corrected without a vote. The final decisions on corrections are at the discretion of the Chairs. Delegates cannot add or remove their names from the list of Sponsors of an Amendment once it has been introduced.
  
  9. Voting
  All procedural decisions, except for the closure and adjournment of debate, shall be made by a simple majority of the delegations present. Delegations physically present in the committee may not abstain on procedural motions. Decisions on draft resolutions and amendments shall require a simple majority in favor.
  
  Each present delegation shall have one vote. Each vote may be a Yes, No, or Abstain. On procedural motions, members may not abstain. Members 'present and voting' shall be defined as members casting an affirmative or negative vote (no abstentions) on all substantive votes.
  
  After the Chair has announced the beginning of voting, no representative may enter or leave the room, nor shall any representative interrupt the voting except on a Point of Personal Privilege, Point of Inquiry, or a Point of Order in connection with the actual conduct of the voting. Communication between delegates is strictly forbidden. A member of the staff shall secure the doors during voting procedure.
  
  Delegations may vote in favor of or against a proposal or may abstain from voting. The committee shall normally vote by show of placards, but any delegate may request a roll call vote on substantive matters. The roll call vote shall be taken in alphabetical order of the English names of the countries present.
  
  During a roll call vote, delegations may answer with an affirmative vote, a negative vote, an abstention (when appropriate) or may pass. Delegations passing in the first round of voting will be called upon alphabetically in a second round, at which time they may only answer with an affirmative or negative vote. Delegations that appear to be voting out of policy, while casting an affirmative or negative vote, may reserve the right to explain their vote by Voting with Rights. Delegations must announce that they are voting with Rights at the time they cast their vote. The Chair may permit delegations voting with Rights to explain their votes after voting has concluded but before the decision has been announced. If a vote does not result in a simple majority in favor, the resolution shall be regarded as rejected. A simple majority requires fifty percent of the members present during the last roll call, plus one.