EAIMUN Rules of Procedure
These Rules of Procedure are the official regulations for the conduct of Elbe Ariana International Model United Nations (EAIMUN).
- General Provisions
Art. 1 Interpretation
Public International Law and its sources, particularly the Charter of the United Nations, shall function as a means for the interpretation of these Rules of Procedure.
Art. 2 Definitions
For the purpose of the present Rules of Procedure, the following expressions shall have the meanings hereunder assigned to them:
- a) The “Presidents” are the Chairpersons of the General Assembly, Security Council and European Council;
- The “Chairpersons” are the heads of their respective committee;
- The “Delegates” are persons representing a member state of the United Nations;
- The “Representatives” are persons representing a non-governmental organization;
- The “House” shall be a specific committee or the committees as a whole.
- The “Press” is the official press team of EAIMUN. They shall be responsible for the documentation of the conference;
- The “Executive Board” consists of the presidents of EAIMUN e.V.;
- The “General Debate” is a formal debate in the Committees. It may be suspended for the purpose of conducting an informal debate, which are namely the “Moderated Caucus” and the “Unmoderated Caucus”.
Art. 3 Decorum
Delegates and Representatives are to conduct themselves according to their respective function and respect each other’s dignity at all times. They will be called to order by the Secretary General or the Chairpersons, if necessary.
Art. 4 Official and Working Language
English shall be the official and working language of the House during Session as well as during breaks and/or informal meetings.
Art. 5 Dress Code
- All participants of EAIMUN shall dress suitable to the character of conference.
- Wearing traditional clothes of the represented country is in order;
- Non-compliance with the dress code may lead to a reprehension by the Chairperson and Art. 12 applies.
- EAIMUN Officials
Art. 6 The Secretary General
- The Secretary General is the final and sole institution concerning any decision on the interpretation of these rules;
- The dignity of the Secretary General is to be respected in all circumstances. The House shall rise when the Secretary General enters the room;
- The Secretary General is to be addressed either with ’Your Excellency’ or ’Most distinguished Mr./Miss Secretary General’;
- The Secretary General may take either oral or written statements to any forum or participant at EAIMUN concerning any question under consideration;
- His/Her office is the Office of the Secretary General.
Art. 7 Secretariat
- The Secretariat is an organ of the EAIMUN conference, subordinate to the Secretary General;
- It consists of the Secretary-General and the staff appointed by him/her.
- Its main purpose is the support of the Secretary General whenever such is required. This encompasses the function as guest speakers according to Art. 42. The authority of the Secretariat has to be respected at all stages of the conference;
- The Secretariat shall revise all draft resolutions before they are introduced to the House according to Art. 22;
- The Secretariat shall also receive and distribute documents and draft resolutions of all EAIMUN fora;
- It shall have the custody to proper archiving and distribution of all documents and credentials.
Art. 8 General Functions of the Chairperson
- The Chairperson shall declare the opening and closing of each meeting;
- The Chairperson shall have complete control of the proceedings during sessions and shall thus moderate discussions, announce decisions, rule on points and motions and ensure the compliance of these rules
- The Chairperson are in any case bound to these Rules of Procedure and the fundamental principles of EAIMUN.
- The Chairpersons shall decide upon doubtful or conflicting interpretation concerning these Rules of Procedure;
- In case of doubt, the Chairpersons shall account for their ruling and its accordance to the fundamental with the fundamental principles of EAIMUN. He/She will be at all times and responsible to the Secretary General;
- For the clarification of a doubtful or conflicting interpretation, the Chairperson may call upon the Secretary General for conclusive advice.
Art. 9 Discretion of the Chairperson
All procedural matters in Formal Session are subject to the discretion of the Chairperson. The Chairperson may undertake an action that is not covered by the Rules of Procedure in order to facilitate the flow of the debate, as in accordance with Art. 8 (4).
Art. 10 Executive Board
- The Executive Board is the final and sole institution concerning any decision on the organization of the EAIMUN conference. It presides the official EAIMUN staff; the President of EAIMUN is head of the executive board.
- The dignity of the Executive Board is to be respected in all circumstances.
III. Conduct of Business
- General Remarks
Art. 11 General Rules of Conduct
- The Chairpersons and the members of the House ought to be addressed in third person singular only;
- All Delegates and Representatives ought to refer to themselves in third person singular or first/ third person plural only, when speaking on behalf of their delegation;
- Delegates and Representatives are to be on time to all sessions. Late arrivals will require a notepaper to the Chairpersons in order to have the right to participate and vote in the debate;
Art. 12 Misconduct
- The Chairperson shall indicate to Delegates and Representatives if their conduct does not comply with these guidelines;
- If misconduct continues after this warning, the Delegate or Representative is reprehended. In grave circumstances, the Chairperson may contact the Secretary General to take action, which can include the exclusion from the debate or the conference. While excluded from debate a Delegate or Representative may not participate in voting procedures.
Rules of Procedure
Art. 13 Notepapers
- The passing of notepapers is possible for Delegates and Representatives to communicate within their forum on agenda-related issues only;
- The notepaper can be screened by the administrative staff and if deemed in appropriate, it may be handed over to the Chairperson for further consideration;
- The Chairperson may at any point of time suspend notepaper passing;
- Notepaper passing is not permitted during voting procedure.
Art. 14 Quorum
- A roll call is conducted at the beginning of each session or after a suspension of the meeting at the discretion of the Chairperson in order to determine the quorum. Afterwards, the Chairperson shall announce the quorum;
- The roll call shall be conducted in alphabetical order;
- When called upon, the Delegates and Representatives shall raise their placards and state “present” or “present and voting”. Indicating the latter entails the obligation to vote either in favor or against amendments and draft resolutions during substantial voting procedure. They may not abstain.
- Conduct of Business in Session
Art. 15 Speeches
- Any Delegate or Representative wishing to speak shall raise their placard, when the Chairperson requests them to do so. The order in which speakers are recognized is left to the discretion of the Chairperson;
- Delegations must always rise in order to speak. They are to remain standing while speaking and also while receiving questions or answers from other delegations;
- All speeches must be related to the matter at hand.
Art. 16 Yielding during General Debate
- Delegates must yield any speaking time left after his/ her speech is finished. Yields may be made in three ways:
- To another Delegate;
- To points of information, with the Chairperson calling upon other Delegates to indicate their wish to pose a point of information by raising their placard. The number of points of information per speech is determined by the delegation or the Chairperson. One follow-up is in order even if speaking time has elapsed;
- To the Chair, if the delegate does not wish his/her speech to be subject to comments. The Chairperson shall then move on to the next speaker;
- It is obligatory for all delegations to yield the floor in one of the three ways indicated above after having finished their speech during General Debate. If there is no speaking time left, they are to yield the floor back to the Chairperson.
- General Debate on the Agenda Item
Art. 17 Agenda Setting
The House shall deal with the agenda topics in the order determined in the first committee session during General Debate by a majority vote.
Art. 18 General Debate on the Agenda Item
- Before a committee moves into General Debate on an agenda topic, time may be given to Delegates and Representatives to present their countries’ or organizations’ positions on the agenda item at hand. They may speak on the agenda item following the alphabetical order.
- To speak during General Debate, Delegates or Representatives shall raise their placards to be added to the general speakers’ list when asked;
- During General Debate, Delegates and Representatives shall yield the floor in one of the three ways indicated in Article 16(1);
- The general speakers’ list can be temporarily suspended by a motion (cf. Art. 34-45)
- When there are no speakers left on the general speaker’s list, General Debate will be closed and the house will automatically move into voting procedure on the agenda item.
Art. 19 Use of Laptops
- The use of laptops is not allowed during General Debate on the agenda item.
- It is in order to use laptops during any suspensions of formal debate (cf. Art. 36-38).
- Any changes of the rules governing the use of laptops are left to the discretion of the Chair.
- Rules Governing Draft Resolutions and Amendments
Art. 20 Draft Resolutions
A draft resolution is a delegation’s proposal on approaches and solutions for an agenda item that is prepared in a detailed manner and shows the format of a resolution;
Art. 21 Submission of Draft Resolutions
- A draft resolution shall be submitted digitally to the Chairpersons;
- To be introduced, a draft resolution requires at least two signatories. It may be supported by sponsors;
- The number of signatories and sponsors shall add up to at least 30 per cent of the quorum;
- By signing a draft resolution, a Delegate becomes a signatory. One delegation may not sign more than one draft resolution per agenda item;
- By sponsoring a draft resolution, a Delegate becomes a sponsor. One delegation may become sponsor to multiple draft resolutions per agenda item;
- The three draft resolutions with the most signatories will be discussed upon. In the event of a tie, the Chairpersons may decide to again enter into unmoderated caucus, by which the committee may force a decision on its own. Alternative conducts are left to the discretion of the Chairpersons.
Art. 22 Introduction of a Draft Resolution
- A note shall be sent to the Chair upon whose discretion the draft resolution can be introduced by the respective sponsor, after it has been approved by the Secretariat;
- The draft resolution with the most signatories will be introduced first, the operative clauses are read out loud by the respective sponsor;
- In the following, the committee is back in General Debate on the agenda item.
Art. 23 Amendments
- An amendment proposes to add, delete or change a clause or the order of various clauses in a draft resolution;
- The amendment shall refer to the draft resolution debated at that time. It then shall be debated over and voted upon soon after;
- To be introduced, an amendment requires at least one signatory. It may be supported by sponsors;
- The number of signatories and sponsors shall add up to at least 20 per cent of the quorum. It is at the Chairpersons’ discretion to decide how many amendments may be submitted at a time;
- It shall be submitted digitally to the Chairpersons using the official and properly filled in amendment sheet and may be introduced with the respective motion
(Art. 40), after it has been approved by the Secretariat;
- After the Chair has recognized the motion, the submitting state shall be given the opportunity to present the amendment;
- In the following, the committee returns to General Debate on the agenda item.
Art. 24 Friendly Amendments
- Friendly Amendments are changes that are related to non-substantive matters, e.g. grammar and spelling mistakes. Such an amendment is automatically included in the draft resolution and does not need to be voted upon. However, the friendly amendment requires the author’s consent;
- A friendly amendment does not need to be formally introduced, but handed in to the Chairperson with a respective note through the official EAIMUN amendment sheet.
Art. 25 Procedural Voting
- Procedural voting applies to motions laid down in section VI/3;
- Procedural voting is related to non-substantive matters;
- Delegates and representatives are obliged to vote. Abstentions are not in order;
- The specific rules applying to procedural voting on motions are outlined in Art. 34.
Art. 26 Substantial Voting
- Substantial voting is related to decisions on substantive matters, i.e. amendments and draft resolutions;
- At every stage of debate, a delegation may introduce a motion to close General Debate (cf. Art. 43);
- Only delegates may vote. Abstentions are in order;
- Rules governing the substantial voting procedure are elaborated in section VII, especially in Art. 46, and section VIII/3.
- Points and Motions
- General Remarks
Art. 27 General Procedure on Points and Motions
- If not stated otherwise, points or motions may not interrupt a speaker;
- If not stated otherwise, it is at the Chairperson’s discretion if a point or motion is entertained. Inappropriate points may be overruled;
- Delegates and Representatives raising a point should remain standing until the matter has been settled;
- Delegates and Representatives wishing to raise a point or motion shall raise their placard;
- Points are not put to a vote;
- The points and motions shall have precedence as listed beneath.
Art. 28 Point of Personal Privilege
- During debate a Delegate or Representative may raise a point of personal privilege. The Chairperson shall immediately address the point;
- A point of personal privilege may interrupt a speaker in an urgent matter and must refer to a matter of personal comfort, safety, audibility, visibility or well-being of the members of the House;
- Delegates and Representatives wishing to raise a point of personal privilege shall rise immediately and state aloud “Point of Personal Privilege”.
Art. 29 Right of Reply
The Chairperson shall recognize the Right of Reply only in instances of a grave insult ad-dressing the person or entity of the Delegate or Representative. Rights of Reply may only be granted after a speech is completed. The Delegate or Representative must state which remark he/ she considered to be an offense and then answer to it respectfully.
Art. 30 Point of Order
- Points of order relate to the rules of procedure or to the way the Chairpersons are exercising their power;
- A Delegate or Representative raising a point of order may not speak on substantive matters.
Art. 31 Point of Information
- After a Delegate or Representative has given a speech, points of information may be raised by other Delegates and Representatives in the house (cf.Art.16(1b));
- The Chairpersons grant points of information only after asking the speaker whether he/she accepts such points. The Chairpersons or the speaker can limit the number of points of information. Points of information are directed to the speaker and allow other delegations to ask questions in direct relation to speeches, amendments and draft resolutions;
- Points of information must be phrased as questions. Delegate and Representative have to remain standing while their question is answered;
- Follow-up questions are not in order;
- Delegates and Representatives wishing to raise a Point of Information shall raise their placards when in order.
Art. 32 Point of Parliamentary Inquiry
A Delegate or Representative may raise a Point of Parliamentary Inquiry to request clarification on all procedural matters in general by the Chairperson.
Art. 33 Point to Hear the Secretary General
A Delegate or Representative may raise a Point to Hear the Secretary General to request final clarification on all matters. The entertainment of this point shall be voted upon.
Art. 34 General Procedure during Procedural Voting
- Motions may be raised only when the Chairpersons have explicitly indicated the possibility to do so. Delegates wishing to raise a motion must raise their placards and stand up to state their motion when recognized by the Chairpersons;
- The Chairpersons shall subsequently ask for “seconds” to the motion. All delegations in favor of the motion may then call out “second” loud and clear. Subsequently, the Chairpersons shall ask for “objections”. All delegations in opposition to the motion may then indicate so with a loud and clear statement;
- At the discretion of the Chairpersons up to two speakers in favor of a motion and up to two speakers against the motion may be allowed to speak;
- If not stated otherwise, a simple majority is required for a motion to pass;
- If not stated otherwise, the Delegate or Representative who has brought for-ward the motion may shortly elaborate on his/her reasons. The delegate or representative objecting the motion may do so accordingly. If more than one objection was stated, selection is to the discretion of the Chairpersons;
- If there is an objection, the motion needs to be voted on in order to be entertained;
- In an event of a tie, the voting will be retaken. In an event of another tie, the motion fails;
- If a motion has been seconded and not objected, it automatically passes;
- If it is having not been seconded, it automatically fails.
Art. 35 Motion to Appeal the Decision of the Chair
- An appeal is raised when a Delegate feels that the Chairpersons have made an incorrect ruling. The appeal has to be raised immediately after the ruling;
- The appeal shall immediately be put to a vote;
- To pass, this motion requires a two-thirds majority;
- If a majority is reached, the Chairpersons must correct their decision;
- A Representative may not raise such a motion nor vote upon it.
Art. 36 Motion to Suspend the Meeting for the Purpose of a Moderated Caucus
- Upon the motion of any Delegate or Representative, the House may consider a motion to suspend the meeting for the purpose of a moderated caucus;
- The motion shall specify the purpose, individual speaking time and duration of the proposed suspension;
- If not explicitly demanded and voted favorably upon by the committee, a moderated caucus will be moderated by the Chairpersons.
Art. 37 Motion to Suspend the Meeting for the Purpose of an Unmoderated Caucus (Lobbying Time)
- The motion to suspend the meeting for the purpose of Unmoderated Caucus must specify the purpose and the duration of the proposed suspension. A maxi-mum duration of 30 minutes shall not be exceeded;
- During Unmoderated Caucus Delegates and Representatives ought to not leave the committee.
Art. 38 Motion to Suspend the Meeting for any other Purpose
The motion to suspend the meeting for any other purpose shall be reasoned. The Chair-persons shall announce when the committee ought to reconvene.
Art. 39 Motion to Limit/ Extend Speaking Time
The motion to suspend the meeting for any other purpose shall be reasoned. The Chair-persons shall announce when the committee ought to reconvene.
Art. 40 Motion to Introduce an Amendment
- Motions to introduce an amendment may only be raised after the Delegate has submitted it to the Chairpersons beforehand;
- Such a motion is not voted upon. It shall be directly granted at the discretion of the Chairpersons after it has been approved by the Secretariat. It is required to be in order with Art. 23 (2);
- A Representative may not raise such a motion nor vote upon it.
Art. 41 Motion to Change the Order of Items on the Agenda
- During discussion, the House may consider a motion to change the order of topics under discussion at the recommendation of the Chairpersons or any Delegate or Representative;
- If such a motion is passed, the debate will be suspended and reopened ac-cording to the new order;
- Such a motion requires a two-thirds majority.
Art. 42 Motion to Invite a Guest Speaker
- A guest speaker from the Secretariat can be invited to give a speech concerning one of the agenda items, especially if the topic is related to a country which is not represented in the committee;
- The committee may also invite the Secretary General as a guest speaker if the question relates to the fundamental principles of the United Nations;
- The motion must explain the purpose and indicate the question to be clarified;
- The Chairpersons inform the Secretary General or the Secretariat about the request and grants the speaker time for preparation;
- Statements delivered by the guest speaker are conclusive to the matter in question.
Art. 43 Motion to Close the General Debate
- The motion aims to close general debate on the agenda topic and move into voting procedure on the draft resolutions and amendments;
- This motion requires a two-third majority;
- Upon passing the motion the House moves into voting procedure on the amendments and draft resolutions at hand and Closes General Debate on the agenda item;
- If the general speakers’ list runs out of speakers, the House automatically moves into voting procedure without a motion to close the general debate needed to be raised.
Art. 44 Motion to Exclude the Public
- A motion to Exclude the Public may be raised if the Chairpersons or the Delegates feel disturbed by the public or want to continue committee work with complete confidentiality;
- The motion must specify the purpose and the duration of the proposed exclusion;
- The motion requires a two-thirds majority;
- The public consists of all persons, excluding the Secretary General, Members of the Executive Board, Chairpersons, the Secretariat, Delegates, Representatives and any other person authorized by the Secretary General or the Executive Board.
Art. 45 Motion to Contact Other Committees
- A motion to Contact Other Committees may be raised if a Delegate feels the need to be informed about the state of work of other Committees or if he or she wishes to directly ask a question regarding their view on a specific topic, aiming at progressing with the current level of debate;
- The motion must state the Committee and outline the necessity for the presence of a delegate or representative. The Chairpersons shall pass on the message to the Committee;
- The requested Committee is required to send either the nominated delegate or a voluntary within the Committee to the requesting Committee, a short debate beforehand concerning the opinion of the Committee is permissible upon the discretion of the Chairs;
- The Delegate is allowed to speak before the requesting Committee to answer the question asked by the Committee; Points of Information are in order. presence of the respective delegate or representative. The Chairperson shall pass on the message to the Committee;
- General Remarks
Art. 46 General Procedure during Substantial Voting
- Once the Motion to Close General Debate has passed or the general speakers’ list has run out, substantial debate on the agenda item is closed and cannot be reopened anymore;
- If not motioned otherwise according to Art. 48-50, the draft resolutions will be voted upon as whole;
- Amendments shall only be voted upon as a whole or be subject to Article 48 or 49;
- A simple majority is required for a draft resolution and an amendment to pass;
- The House will first vote upon the amendments and then upon the draft resolutions in their respective order according to Art. 21(4);
- There shall be one speech in favor and one speech against the final version of the amendment and draft resolution. Afterwards, there will be a vote on the amendments and draft resolutions;
- Delegates shall vote by raising their placards high and clearly when the Chair-persons call out “in favor”, “against” or “abstention”;
- If an amendment passes, the amendment will be added to the respective draft resolution;
- If a draft resolution passes, the draft resolution will be presented to the General Assembly. As soon as a draft resolution has been passed by the House, the agenda item is closed;
- If the draft resolution fails to reach a majority, voting on the next draft resolution will be commenced;
- If the last remaining draft resolution fails, the agenda item will be closed and the committee will either commence debate on the other agenda item or adjourn the meeting. Reopening a closed agenda item is not possible;
- For the Security Council, rules in section VIII/ 3 have a complementing function to the rules elaborated in this section;
- The motions in section VII/2 are special rules governing the voting procedure, shall be introduced immediately before voting on the respective amendment and draft resolution, and shall have precedence as list beneath;
- Only if a draft resolution is passed by the General Assembly, it becomes a resolution.
Art. 47 Conduct during Voting Procedure
- After the Chairpersons have announced the beginning of the voting procedure, no Delegate or Representative shall either enter or leave the room, unless for an urgent medical or digestive emergency, nor shall any Delegate or Representative interrupt the voting except of a Point of Personal Privilege, Point of Parliamentary Inquiry, or a Point of Order in connection with the actual conduct of voting;
- The passing of notepapers is suspended and cross talking is strictly forbidden.
Art. 48 Motion to Adopt a Draft Resolution or an Amendment by Acclamation
- Adopting an amendment or a draft resolution or an amendment by acclamation requires consensus from the House. It must be voted upon unanimously. In case of one objection, this motion fails;
- If the motion passes, the house will directly vote on the amendment or draft resolution, with the Chairpersons only asking for objections. If none are recorded on demand of the Chairpersons, the respective amendment or draft resolution passes by acclamation.
Art. 49 Motion to Vote Clause by Clause
- This motion can be requested when voting on amendments and draft resolutions;
- Voting on sub clauses is only in order when voting on amendments, not when voting on draft resolutions;
- It requires a simple majority;
- This motion cannot be combined with a motion to vote by roll call.
Art. 50 Motion to Vote by Roll Call
- This motion can only be requested when voting on draft resolutions;
- This motion is automatically passed and does not require a vote;
- The roll call vote shall be taken in alphabetical order of the English names of the member states. During a roll call vote, delegations may answer with an affirmative vote, a negative vote, an abstention or pass their vote. When passing their vote, member states will be requested again to vote after all member states have indicated one of the four options above, not having the option anymore to abstain, irrespective of their previously indicated status “present” or “present and voting”. If a member state passes twice, its vote will be counted as a negative vote.
VIII. The Security Council: Rules of Procedure
- General Remarks
Art. 51 Composition
- The Security Council shall consist of fifteen members of the United Nations, five permanents and ten temporary members;
- There will be one Delegate representing each member state.
Art. 52 Presidency
The Security Council will be presided over by the President. The President holds the same functions as a Chairperson.
Art. 53 Current Issue
The Secretary General shall immediately bring to attention all communications from states, organs of the United Nations, or the Secretary General concerning any matter for the consideration of the Security Council in accordance with the provisions of the Charter.
- Rules Governing Debate
Art. 54 Agenda Setting
The Committee shall deal with the agenda topics in the order determined in the first committee session by a majority vote without discussion. The procedures for setting the agenda and for the General Debate are specified in section IV.
Art. 55 Draft Resolutions and Amendments
Draft resolutions require at least five signatories in order to be introduced for General Debate. The procedures concerning the Debate on draft resolutions and amendments are elaborated in section V. Amendments require a minimum of three signatories.
Art. 56 General Procedure during Voting
- Each member of the Security Council holds one vote;
- A member can vote in favor, against, abstain or pass the vote. If a Member passes twice, its vote will be counted as against (cf. Art. 50);
- Procedural matters require an affirmative vote of nine members;
- Substantial matters require an affirmative vote of nine members, including the affirmative votes or abstentions of the permanent members;
- Section VII outlines the voting procedure in a detailed manner. It fully applies to voting procedure in the Security Council, and shall only be complemented by the rules indicated above.
- Course of Procedural Events
- Opening Ceremony
Art. 57 Official Opening
The Secretary General declares the session as opened.
- General Assembly and Closing Ceremony
Art. 58 General Remarks
(1) The General Assembly is headed by the President;
(2) Every delegation has one vote.
Art. 59 Procedure on Draft Resolutions in the General Assembly
- Passed draft resolutions are to be introduced to the General Assembly in order to become a passed Resolution;
- Following the introduction of the draft resolution, the operative clauses are read out loud by the respective sponsor or a signatory and elaborated on in a speech. A maximum of three points of information is in order;
- In the following, one Delegate may speak against the adoption of the draft resolution. A maximum of three points of information is in order;
- After the debate on the draft resolution, the House moves into voting on the draft resolution as a whole. Special motions according to Art. 48-50 are not in order;
- A draft resolution becomes a resolution if it is passed by the General Assembly;
- After Voting Procedure, the next Draft Resolution will be introduced.
Art. 60 Procedure on Resolutions passed by the Security Council and the European Council in the General Assembly
Resolutions passed by the Security Council shall only be presented by the sponsor or a signatory and may thus not be elaborated on in a speech.
Art. 61 Official Closing
The Secretary General officially declares the conference as closed.
- Closing Remarks
Art. 62 Amendments to Rules of Procedure
These rules of procedure may only be amended by a decision of the President & Secretary General of the EAIMUN conference.