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BANDUNG, APRIL 29TH - MAY 2ND 2015
RULES OF PROCEDURE
ASSEMBLY COMPONENTS
1.
President of the Conference is a legitimated person or party who has the authority to
run Opening, Plenary and Declaration, and Closing Sessions and plays the role
based on the Rules of Procedure.
2.
Presiding Officers
a. Chairman is a legitimated person or party who has the authority to run
committee sessions and plays the role based on the Rules of Procedure.
b. Co-Chairman is a legitimated person or party who has the authority to help the
Chairman in any procedural and substantial matter.
3.
Rapporteur is a legitimated person or party who has the authority to record any
formal discussion in the assembly.
4.
Participant is a party who has the right to speak and vote in committee sessions.
5.
Observer is a party who observes the assemblies.
ASSEMBLY
6.
Conference consists of seven assemblies: Opening, I, II, III, Amendment, Plenary
and Declaration, and Closing session.
SESSIONS
7.
Session I, II, III, and Amendment are assemblies which have to be done by each
committee with certain discussion theme, and attended only by related committees.
8.
Opening, Plenary and Declaration, and Closing sessions are joined assembly
attended by all participants across the committees.
9.
Duration of each session is based on the rundown made by the Organizing
Committee.
10. a.
b.
Each session is opened and closed by striking the gavel twice.
Decision made during the session will be legalized by striking the gavel once.
11. Opening Session
a.
Opening session is held by the President of the Conference
b.
President of the Conference opens the conference by striking the gavel three
times.
12. Session I
a.
Session I is the session where the participants deliver their view in a general
statement regarding the issues discussed in the committee, mostly including the
solution.
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b.
General speaker list covers the general statement discussed in the committee.
c.
The maximum time for general speaker list in this session is 90 minutes.
d.
General speaker list time is divided into three until four scope of problems
based on the committee which noted in the Terms of Reference.
e.
Scope of problems will be discussed based on the order list in the Terms of
Reference.
f.
Total time to discuss in each scope of problem:
(1) For the committee which has three scopes of problems, each scope of
problems has 30 minutes to discuss at maximum.
(2) For the committee which has four scopes of problems, each scope of
problem has 22 minutes to discuss at maximum.
g.
Each general speaker list consist of five speakers at maximum, each speakers
will be given two minutes to speak at maximum.
h.
Participants who are given time to speak are chosen by the Chairman.
i.
If there any time left after the general statement, participants can raise the
motion to start draft communiqué.
13. Session II
a.
Session II is the session where the participants start to create the draft
communiqué regarding the solution.
b.
Session II will be held through unmoderated caucus.
14. Session III
a.
Session III is the session where the participants have to present the draft
communiqué.
b.
Draft communiqué which can be presented must attach a sponsor document.
c.
Draft communiqué presentation will be delivered by the representative(s)
consists of three participants at maximum.
d.
The participants who present draft communiqué should have role, one as
moderator and the rest as presenters.
e.
Time granted for a draft communiqué presentation is 30 minutes at maximum,
including question and answer or comment sessions.
f.
If there are more than one drafts communiqué, after the presentations the
participants have to vote to determine whether the draft communiqué will be
chosen by merging method or voting method.
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g.
If the committee has only one draft communiqué, there will be voting method
to make sure that the participants agree with the draft communiqué. If it
reaches the quorum, the Presiding Officers sign the draft communiqué for
finalization.
15. Amendment Session
a.
Amendment Session is the session where the participants have to merge the
drafts communiqué.
b.
Amendment Session will run if the committee has more than one draft
communiqué, and participants agree to do the merging method to merge and
amend the drafts communiqué.
c.
If the committee has more than one draft communiqué and participants agree to
vote one of the drafts communiqué, the chosen draft communiqué will
automatically become the final draft communiqué and the Amendment Session
is no longer needed.
d.
Amendment Session will be held through unmoderated caucus.
e.
After the merging process, the merged draft communiqué will be presented by
the representation consists of three participants at maximum.
f.
Time granted for a draft communiqué presentation is 30 minutes at maximum,
including question and answer or comment session.
g.
After the presentation, there will be voting method to make sure that the
participants agree with the draft communiqué. If it reaches the quorum, the
Presiding Officers sign the draft communiqué for finalization.
16. Plenary and Declaration Session
a.
Plenary and Declaration Session is the session where the chosen participants of
each committee read the final draft communiqué that has been agreed on the
committee session and signed by the Presiding Officers of each committee.
b.
Final draft communiqué will become the final communiqué after the chosen
Asian-African representatives and the President of the Conference sign it.
17. Closing Session
a.
President of the Conference gives closing statement and closes the conference
by striking the gavel three times.
TOPICS OF THE COMMITTEE
18. Topics of the committee have been decided by Steering Committee in the Terms of
Reference. The topics are:
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a.
Formulating the strategy to foster the role of leadership to promote the AsianAfrican cultural values, for Committee I.
b.
Formulating the strategy to foster the role of leadership to promote the
inclusive education, for Committee II.
c.
Formulating the strategy to foster the role of leadership to promote the
sociopreneurship, for Committee III.
d.
Formulating the strategy to foster the role of leadership to promote the function
of media as a pillar of democratization process for, Committee IV.
e.
Formulating the strategy to foster the role of leadership to promote the Open
Source for the digital independence in Asia and Africa, for Committee V.
f.
Formulating the strategy to foster the role of leadership to promote the AsianAfrican student global network, for Committee VI.
PRESIDENT OF THE CONFERENCE
19. President of the Conference is responsible for:
a.
Opening the conference.
b.
Opening the assembly for Plenary and Declaration Sessions.
c.
Taking the roll-call in Plenary and Declaration Sessions.
d.
Finalizing all declarations which are in the form of final communiqué by
signing it.
e.
Closing the assembly for Plenary and Declaration Sessions.
f.
Opening the assembly for Closing Sessions.
g.
Closing all the series of events in the conference.
PRESIDING OFFICERS
20. Chairman is responsible for:
a.
Opening Committee Session.
b.
Taking the roll-call in Committee Session.
c.
Making sure that the assembly is being run according to the Rules of Procedure
and other rules that have been agreed.
d.
Keeping the discussion theme and give equal rights to each participate to speak
within the duration of the assembly.
e.
Formulating the main point of the issues to be discussed.
f.
Clarifying, agreeing, or declining point of order proposed by participants.
g.
Suggesting unmoderated caucus when necessary.
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h.
Suggesting merging method of the similar draft communiqué.
i.
Closing Committee Session.
j.
Not participating to vote.
21. Co-Chairman is responsible for:
a.
Helping the responsibilities that imposed to the Chairman so the assemblies can
run in accordance with Rules of Procedure.
b.
Substituting with the Chairman’s role if necessary, at the beginning of the
committee session.
c.
Not participating to vote.
RAPPORTEUR
21. Rapporteur is responsible for:
a. Recording any form of formal discussion in the session.
b. Not participating to vote.
PARTICIPANT
22. Participant is responsible for:
a. Coming in time.
b. Delivering a comprehensive and in-depth view during the assembly.
c. Participating to vote.
d. Obeying the rules of the conference.
LANGUAGE
23. English is chosen as the official language that is used in the assembly, both verbal
and written.
DOCUMENTS IN THE ASSEMBLY
24. Documents in the assembly are:
a.
Draft Communiqué
Draft Communiqué is a written formalization of any idea or statement of
committee sessions result on topics which have been discussed within the
assembly.
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(1)
Sponsor Document
(a) Sponsor document is an attachment in the draft communiqué consists
of participants’ signatures that support the draft communiqué.
(b) The minimum sponsor number needed for draft communiqué to be
presented is 40% of the attended participants.
(c) Participants who become sponsor may not be sponsor in another draft
communiqué.
b.
Final Draft Communiqué
Final draft communiqué is the final result of committee session. The chosen
participant is obliged to read the final draft communiqué in the Plenary and
Declaration Session. Therefore, final draft communiqué will be signed by the
Presiding Officers.
c.
Final Communiqué
Final communiqué is the final result of the conference which is signed by the
chosen Asian-African representatives and the President of the Conference.
ASSEMBLY CODE OF CONDUCT
25. Seating Arrangement
a. Seating arrangement of the participants in committee session is ordered
alphabetically based on participants’ first name starts from right to left of
Presiding Officers’ side.
b. Seating arrangement of the participants in Opening, Plenary and Declaration,
and Closing Session is ordered based on each committee starts from right to left
of the President of the Conference’s side.
26. Quorum
a. Quorum is the minimum number of participant of an assembly that must present
to make the session starts.
b. Quorum is done when the numbers of participants have reached the 50%+1 of
the registered participant.
c. Quorum in voting is the minimum number of participant of an assembly that
must agree to make the decision be valid.
d. Quorum in voting is done when the numbers of participants have reached the
50%+1 of the attended participant.
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27. Roll-Call
a.
Roll-call taken by Chairman to all participants before every session is held with
the intention of knowing the number of participants who attend in every
assembly. Roll-call is done in alphabetical order.
b.
Each participant who has been called by the Chairman should answer ‘present
and voting’ which means participant has the right to vote a decision.
c.
Participant who comes late while the committee session is already started,
participant must clarify their presence by sending a note to the Chairman
written participant’s name and ‘present and voting’.
d.
Roll-call is taken by President of the Conference on Opening, Plenary and
Declaration, and Closing Session with only calling to every Chairman of the
committee, and each Chairman has to make sure that the number of participants
in the committee is reached the quorum.
e.
Each Chairman who has been called by the President of the Conference should
answer ‘present’.
28. General Speaker List and General Statement
a.
General speaker is a list of participants who can deliver general statement.
b.
General statement delivered by the participants who are chosen and given time
by the Chairman.
c.
In the general statement, participants must deliver their view and solution
regarding the scope of problems discussed in the assembly that have been noted
in Terms of Reference.
d.
General statement is held in a moderated caucus in formal discussion.
e.
The maximum duration of general statement for each participant is two
minutes.
29. Motion
Time granted for delivering a motion is 45 seconds at maximum. Participant who
proposes a motion must deliver it specifically.
a.
Unmoderated Caucus
In unmoderated caucus, participants will hold comprehensive discussion
through informal lobbying within the duration of the session. Participant who
proposes motion has the right to decide unmoderated caucus time limit, which
is 30 minutes at maximum.
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b.
Point of Order
(1) Point of Order is used when participants would like to remind the
Presiding Officers, if the Presiding Officers violates the Rules of
Procedure.
(2) Time granted in point of order is 45 seconds at maximum.
c.
Right of Reply
(1) Participants whose integration are doubted, declined, opposed, or offended
by other participants may propose right of reply to Chairman.
(2) Right of Reply can be held when motion is over.
(3) Time granted in right of reply is 45 seconds at maximum.
d.
Adjournment
(1)
The motion is used to adjourn the assembly during the duration of the
conference.
(2)
The time granted to motion adjournment in the assembly is 10 minutes at
maximum.
e.
Moving to next session’s agenda
(1)
The motion can only be used if there is still time left to move the next
session’s agenda to the current session.
f.
Closure of Session
(1)
The motion can be used in the committee session even when there is still
agenda to be discussed or time left.
30. Amendment
a.
Amendment session is held after the drafts communiqué is chosen by merging
method.
b.
Participants who are not willing for one or more points in the drafts
communiqué may suggest their idea in Amendment Session.
c.
Amendment on draft communiqué is limited to add, remove, and/or replace
existing points.
d.
The passing of an amendment will be decided by voting, which has to reach the
quorum.
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31. Division of Question
a.
Division of question is held by discussing every point in every drafts
communiqué. Every point will be voted to be agreed.
b.
Those agreed points will become points in new draft communiqué which later
will be amended.
32. The Chosen Participant
a.
The chosen participant is the person in each committee who present the final
draft communiqué in the Plenary and Declaration Session.
b.
The person is chosen from three participants who have presented the agreed
draft communiqué in the committee session. All the participants in each
committee session will vote the three participants, and the candidate with the
highest votes will present the final draft communiqué in Plenary and
Declaration Session.
33. The Chosen Asian-African Representatives
a.
The chosen Asian-African representatives are the persons who have
responsibility to sign the final communiqué.
b.
The chosen Asian-African representatives consist of two persons.
c.
The chosen Asian-African representatives are determined by the following
requirements:
(1) Legitimate presiding officers
(2) Representing Asia and/or Africa
d.
The chosen Asian-African representatives are appointed on the agreement
among the candidates of the chosen representatives.
DECISION MAKING
34. Each participant has the right to one ballot, and can be done through:
a.
Merging method
(1) Participants are suggested to do merging to result the draft communiqué
rather than voting.
(2) Merging is done to merge, if there are more than one draft communiqué.
b.
Voting method
(1) Voting method results a decision if it reaches the quorum.
(2) Voting method is done to procedural voting, including passing motion;
and in substantial voting, including deciding draft communiqué if agreed,
division of question, and amendment session.
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(3) Voting method is done by raising the green/red card. Generally, green is
for agreeing, red is for disagreeing; otherwise, the Chairman can create
another card’s meaning options if needed.
(4) In order to decide a motion, the motion will automatically not pass if it
does not reach the quorum.
(5) In order to choose one of the drafts communiqué:
(a) If the quorum is absent in one voting process, the second voting
process will be done.
(b) If the quorum is absent in the second voting process, there will be a
lobbying process in unmoderated caucus for five minutes before redo
the third voting.
(c) If in the third voting process the quorum is still absent, it will be
continued with the division of question.
The Rule of Procedure is valid since it has been legalized and, therefore, it will be used
during the Asian-African Students Conference 2015. If there is any necessary change that
should be made, the amendment will be done by the Steering Committee.
Bandung, April 27th 2015
President of the Conference
signed
_______________________
Yasmin Nindya Chaerunissa
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