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SOFIMUN Ex-Com has prepared the Delegate's Preparatory Guide & Rules of procedure.

Delegate's Preparatory Guide & Rules of procedure

Delegate's Preparatory Guide & Rules of procedure

I. How to write a resolution

What is a resolution?

Being a simulation of the United Nations, the outcome of the conference for each SOFIMUN committee will be the same as it would for a UN conference. The goal is to find solutions to contemporary problems and verbalize these in resolutions. A resolution is the formal format for a UN decision, recommendation or request.

A resolution will therefore reflect the points agreed upon by a majority of the country representatives in a committee. In order to reach this majority it is clear that delegates will have to debate their different opinions and will have to compromise until they find a solution most representatives can agree upon. The goal at SOFIMUN is to have one resolution on each topic on the agenda.

Draft resolutions

Before a resolution is adopted by an official vote, it is referred to as a draft-resolution. Such a draft resolution can be a combined effort, written by several countries with similar interests or could even be brought into the debate by one representative. A draft-resolution can provide a good basis to start the discussion and lobbying on the topics on the agenda, which will shape the final resolution. It can (and will) change substantially before it will be voted upon, which should be taken into consideration before rejecting a proposal. A draft resolution has no minimum or maximum length, but does need to adhere to some formalities that are found in the Rules of Procedure.

Introducing a draft resolution

Before a resolution can be discussed, it needs two sponsors and several signatories. Sponsors are often the writers of the draft resolution or delegates that agree with its contents. A Signatory does not necessarily have to support the resolution, but does want to see it discussed in the committee. One quarter of the committee must either be sponsor or signatory to the draft resolution. This means that in a committee of twenty delegates a total of 5 sponsors and signatories are needed. With a minimum of 2 sponsors the drafter will thus need to find at least 3 signatories.

Having obtained sufficient support, the draft resolution must be submitted to the chairperson to be approved by the secretariat. The secretariat gives the resolution a number and distributes it, after which the resolution can be introduced to the committee.

When the floor is open, one of the sponsors may now request to introduce the draft resolution, after which that delegate reads out the operative paragraphs. At this time other delegates can ask questions concerning technicalities and grammar. No debate or questions on the content is to take place at this time. Any apparent spelling or grammatical errors can also be pointed out and will be changed without a vote. A draft resolution is now properly introduced and can be discussed in the formal debate. N.B: A draft resolution cannot be referred to or discussed before it has been formally introduced.

The format of a resolution

A (draft) resolution consists of 3 parts: The header, preambulatory paragraphs and operative paragraphs. The header has to contain the committee name, the agenda topic it discusses, the sponsors and the document code. The latter is added by the secretariat.

A resolution, like many political documents, reads as one long sentence, stating who makes the decision, the reasons for the decision, and the decision itself (Committee A, because of B, takes action C).

Preambulatory paragraphs

The preambulatory paragraphs of a resolution state the reasons, considerations and background of the solution. It is used to refer to previous resolutions or other official documents that deal with the topic and to set out the considerations made to come to the decision in the operative paragraphs.

Preambulatory paragraphs always start with present of perfect participles (recalling, stressing, convinced, determined etc.) or with adjectives (aware of, alarmed by etc.) The first word(s) are underlined and indented and the paragraph ends with a comma (,).

Operative paragraphs

The operative paragraphs of the resolution specify the actions, requests or recommendations the committee agreed upon. Every paragraph deals with one specific part of the solution, so they should be as short and concise as possible as well as executable and rational.

Operative paragraphs start with a verb in the present tense, third person (decides, requests, calls upon etc.), some are accompanied by an adverb (strongly, deeply, further etc.). Again the first words are underlined. The paragraphs are numbered and end with a semicolon (;) except for the last paragraph that ends with a full stop (.).

The operative paragraphs are numbered. They can also contain sub-points, which have an extra indent and are numbers with lower-case letters. Following the one-sentence structure, the subpoints are a logical continuation of the paragraph they fall under. They end with a comma (,) except for the last one, that ends with a semi-colon (;).

Things to think of when writing a resolution

When writing a resolution, some things must be kept in mind. The resolution must not only be correct grammar - and format-wise, but it must also be an effective decision, attending to a certain issue. It cannot discuss more than one problem and must be executable and realistic.

The first thing to keep in mind is the competence of the forum that is to pass the resolution. The Security Council for example is the only body that can decide to use military force. The First Committee, although also discussing matters of peace and security, does not have this competence. It is up to the representatives to familiarize themselves with the competence of their committee and stay within them.

The powers of UN bodies (again with the exception of the SC) are not binding upon members states, but does not mean that a resolution is futile. They are generally respected because they represent what comes closest to the opinion of the international community.

When writing a resolution it is important to explore all the possibilities for a solution to the topic under discussion. Although delegates represent countries, and resolutions generally address member states, these are not the only entities that can be called upon. There are several levels on which a problem can be addressed:

·         The international community: a resolution can call for a conference, suggest treaties or call upon organizations such as the World Bank, WTO etc.;

·         The United Nations: a resolution can request another UN body to put something on their agenda, allocate funds, create working groups or sub-committees;

·         Regional organizations: some actions are better taken at a less centralized level. A resolution can suggest, welcome, recommend etc. international organizations such as the European Union, the African Union, the Association of Southeast Asian Nations and many more to take action;

·         Individual countries: A resolution can of course address an individual country to do or refrain from doing something;

·         Non Governmental Organizations: NGO’s are specialized organizations on certain issues. It is not uncommon for a resolution to ask an NGO to be involved in certain matters, assist with their knowledge or carry out certain tasks that fall within their area of specialty.

·         Your forum: many forums have different competences, most of which can be found in the UN Charter. Examples are budget changes, creating sub-committees, asking the International Court of Justice for an Advisory Opinion, requesting the Secretary-General to address certain issues etc.

An example of a resolution is on the next page. 

 THE SECURITY COUNCIL,

 [preambulatory paragraphs]

Aware of the necessity of disarmament monitoring in certain cases to ensure regional and/or global security and stability,

Stressing the need that disarmament monitoring should be acceptable to all member states of the UN, in particular the state(s) in question,

Realising that objective disarmament monitoring can facilitate the reestablishment of mutual trust,

Appreciating the steps taken by the Security Council to establish a permanent weapons’ inspections body of the UN,

 [operative paragraphs]

1. Invites the General Assembly of the UN to:

a.      create a permanent list of independent persons whose expertise in the field of weapons of mass destruction and security issues is renowned,

b.      use his good offices to assist in successful negotiations on disarmament throughout the world;

2. Recommends member states propose two experts for this permanent list, to be reviewed every five years;

3. Suggests that these cases permanent list should be used in all cases of disarmament monitoring to select the members of the disarmament monitoring team;

4. Suggests also that in these cases, all parties to the disarmament have the right to select a part of the delegation from the above-mentioned permanent list of independent experts, this being 40% for the monitored state(s) and 40% for the parties requesting the monitoring, these chosen experts select the remaining 20% of the delegation of the permanent list;

5. Expresses the hope that all countries will co-operate on this matter.
 

Here is a (non-exhaustive) list of words that can be used to start a paragraphs.

First words for preambulatory paragraphs

First words for operative paragraphs

 Amendments

The moment a draft resolution is introduced is only the beginning of the debate. It is by no means going to be the final document. Many representatives may want to see some things changed, added or left out. This can be achieved through amendments to the operative paragraphs of the resolution. There are two types of amendments: “regular” amendments and friendly amendments.

Friendly amendments

When a representative proposes an amendment that all the sponsors of the draft resolution agree upon, this is called a friendly amendment. To have a friendly amendment incorporated the amendment has to be submitted to the chairperson in writing, signed by all the sponsors. Effective lobbying can save the forum a lot of time voting on amendments by convincing the sponsors of the draft resolution.

Amendments

Amendments that are not friendly are simply referred to as amendments. They require three (3) sponsors and need to be submitted in writing to the chairperson. 

An amendment can propose to insert, strike or replace a paragraph or part of it. An amendment must contain the following information: The code of the draft resolution it applies to, the paragraph it applies to and what it intends to change. For example:

·         Insert a new paragraph after para. 3: “Expresses its hope that all countries involved will do their utmost to solve the problem”

·         Insert the word “regularly” in para. 8 between “to keep it” and “informed”

·         Strike para. 5

·         Strike from para. 2 “and to (…) issues”

·         Replace in para 7. “to monitor the development” with “to accelerate the development”

Unless withdrawn a resolution remain “on the table” until they are voted upon after the closure of debate.

Working papers

A representative may want to distribute a paper that is not a draft resolution. These working papers have no prescribed format, it can for instance be a report by an expert, an article or data or suggestions written by the delegate, but also a preliminary draft for a resolution. Distributing a working paper is often done by NGO’s to make country representatives aware of certain issues, or by delegates wanting to inform the committee in an efficient way. The are an efficient way of conveying information to the forum without taking time away from the debate.

A working paper must be submitted to the chairperson for the secretariat to approve it, assign it a number and distribute it. No sponsors or signatories are required. Like draft resolutions and amendments, working papers cannot be discussed or referred to unless they have been approved and distributed.

II. The forum in session

Roll call

Before the beginning of each session the chairperson will hold a roll call to see how many and which representatives are present. The chair will call upon the representatives in alphabetical order at which point they may answer with either “present” or “present and voting”. When stating “present and voting” this means that representative may not, should a substantive vote take place during that session, abstain from voting (see Voting).

The quorum for sessions is the majority of the representatives on the roll call list. Without this quorum sessions cannot start.

The debate

There are three different types of session in the simulation, ranging from formal to informal debate. Each type of session has a specific purpose in the debate leading up to the voting on a draft resolution. Next to the debate there are several points and motions that delegates may raise to make a request, ask for clarification of the rules or move into a different type of session.

1. Formal debate

Formal debate, as the name suggests, is the most formal type. This is where the general direction of a resolution is discussed and statements on a country’s policy are given. Also the formal setting is the only one in which formal voting procedures can take place on the agenda, amendments and resolutions.

During the formal debate a General Speakers List (GSL) will be kept by the chairperson and there is a time limit for speeches. If a representative wishes to make a statement during formal debate he can be added to the GSL by sending a note to the chairperson with that request and you will be given the floor when it is their turn. The speaking time can be changed if the forum desires, this is done by a motion to change the speaking time (rule 13, see Points and Motions).

If a representative finishes his speech before the speaking time runs out they can choose to yield their remaining time (rule 14). There are three yields: to another delegate, to questions and to the chair. Yielding to another delegate will give them the opportunity to hold a speech for the remaining time. Yielding to questions gives other representatives an opportunity to ask questions until the time has run out. Yielding to the chair ends the turn after which the chairperson will recognize the next representative on the GSL. When speaking in yielded time, you cannot yield that time again.

Etiquette during speeches

Speeches follow a formal pattern. Representatives will start by thanking the chairperson for the floor before making their statement. They also refer to themselves in the third person. This is because “I” or “me” would imply that it is their personal opinion, which of course it is not. They represent their country, their government specifically. They will therefore refer to themselves by the name of their country, the government or the people of that country or simply “we”. The same goes for referring to other delegates. A typical speech will start like this:

Thank you, honorable chair. The People’s Republic of China does not agree with the statements made by the representative from the United States. The Chinese government firmly believes that the solution is to be found elsewhere. We therefore strongly suggest…

During speeches it is important to use parliamentary language and conduct. Respect is the key, remember that these people represent countries in the committee. Calling an idea stupid is nothing less than an insult to an entire nation. Not doing so will also hurt your own interests, for it is less likely that people will listen to you and your ideas if you discard theirs in a rude manner.

Between speeches, and sometimes during, delegates can raise points or motions. See Points and Motions for the possibilities.