Guide to Documentation

The following guide aims to introduce the types of documentation which will be
accepted during the course of the committee. Delegates are requested to go through the
document thoroughly to acquaint themselves with the format and procedure for the
same.

Press Release
For the purpose of this committee, we shall be entertaining three forms of press
releases:
Presidential Statement
A presidential statement refers to official communication issued by the leader of the
country. In the context of this committee, delegates may utilize a presidential statement
to indicate a change in foreign policy in lieu of a crisis update. Delegates are requested
tonote that these statements shall only be accepted if and only if they have a
considerable impact on the debate going in committee.

For instance, if an update has been introduced to the committee which states that
Russian Intelligence Agents have been found in the United States of America, this alows
the delegates of these two countries to release a presidential statement (if they wish to
do so). Following this, if the United States of America releases a statement wherein
they simply condemn the actions of the Russian Federation, this may not be accepted
by the Executive Board. However, if the same statement stipulates a change in foreign
policy oraction being taken by the government, it shall be accepted. Hence, a well-
received press release must meet two requirements: It should be issued by a country
that is involved in the crisis update and it should include content that has a substantial
impact on committee proceedings.

Once a presidential statement has been accepted by the Executive Board, it will be read
out by the delegate of the issuing country and circulated amongst all the other
delegates. Following this, the Executive Board will entertain points of information to
the press release.

A presidential statement is not voted upon as it is not within the mandate of the
committee to adopt or implement it. Once it has been submitted, it is assumed that the
issuing country is already taking the actions mentioned in it within its own capacity.

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Sample

Presidential Statement by the Russian Federation

To protect the interests and security of the Russian Federation and in accordance with
the federal laws of December 30, 2006, No 281-FZ On Special Economic and Coercive
Measures and of June 4, 2018, No 127-FZ On Measures (Countermeasures) in
Response to Unfriendly Actions of the United States and Other Foreign States, I hereby
resolve:

To restrict (including the imposition of a complete ban if necessary) the signing by

diplomatic missions and consular agencies, representatives of government bodies and
government agencies of foreign states that take unfriendly actions towards the Russian
Federation, citizens of the Russian Federation or Russian legal entities, of labour
contracts, employment agreements with workers (personnel) and of other civil- law
contracts leading to labour relations with individuals on the territory of the Russian
Federation.

The Government of the Russian Federation shall:

а) compile a list of unfriendly foreign states towards which the measures

(countermeasures) established by this Executive Order apply;

b) determine the number of individuals that are on the territory of the Russian
Federation and with whom contracts may be signed;

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Joint Press Release

A joint press release refers to a statement made collectively by the authorities of two or
more countries. This is usually used to convey a similar stance in lieu of a crisis, a
mutual understanding amongst the issuing countries, or a deal reached by them. Whilst
there is no restriction on the countries that may issue a joint press release, it will only
be accepted by the Executive Board if it significantly impacts debate in the committee.

Once a joint press release has been accepted by the Executive Board, it will be read out
by the delegates of the issuing countries and circulated amongst all the other delegates.
Following this, the Executive Board will entertain points of information to the press
release.

A joint press release is not voted upon as it is not within the mandate of the committee
to adopt or implement it. Once it has been submitted, it is assumed that the contracting
countries are already taking the actions mentioned in it within their own capacity.
Sample

Joint Press Release

We, the governments of Canada, the UK, USA and the EU, are united in our deep
concern regarding the Lukashenka regime’s continuing attacks on human rights,
fundamental freedoms, and international law.

Today, we have taken coordinated sanctions action in response to the 23 May forced
landing of a commercial Ryanair flight between 2 EU member states and the
politically motivated arrest of journalist Raman Pratasevich and his companion
Sofia Sapega, as well as to the continuing attack on human rights and fundamental
freedoms. We are committed to support the long-suppressed democratic aspirations
of the people of Belarus and we stand together to impose costs on the regime for its
blatant disregard of international commitments.

We are united in calling for the regime to end its repressive practices against its own
people. We are further united in our call for the Lukashenka regime to cooperate
fully with international investigations into the events of 23 May; immediately
release all political prisoners; implement all the recommendations of the

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independent expert mission under the Organization for Security and Cooperation in
Europe’s (OSCE) Moscow Mechanism; and, enter into a comprehensive and
genuine political dialogue between the authorities and representatives of the
democratic opposition and civil society, facilitated by the
OSCE.

Committee Wide Press Release

A committee-wide press release is issued and supported by all member states of a
committee. It first details the committee’s stance on a certain issue and then specifies
the action being taken in response to it. Whilst working on this document, delegates
must be mindful of the actions that can be taken by their committee and what actions
would be written as recommendations. Once a committee-wide press release is
submitted, it is by default passed and adopted without any further discussion or debate
on it.

Sample

Press Release by the United Nations Security Council

The members of the Security Council welcome the announcement of a ceasefire

beginning 21 May and recognize the important role Egypt, other regional countries,
the United Nations, the Middle East Quartet and other international partners played
in this regard. The Security Council calls for the full adherence to the ceasefire.

The members of the Security Council mourn the loss of civilian lives resulting from
the violence.

The members of the Security Council stress the immediate need for humanitarian
assistance to the Palestinian civilian population, particularly in Gaza, and support
the Secretary-General’s call for the international community to work with the
United Nations on developing an integrated, robust package of support for a swift,
sustainable reconstruction and recovery.

The members of the Security Council stress the urgency of the restoration of calm
in full and reiterate the importance of achieving a comprehensive peace based on
the vision of a region where two democratic States, Israel and Palestine, live side by
side in peace with secure and recognized borders

Source: SC/14527

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Directives
For this simulation of the DISEC, the two forms of directives which will be entertained
are asfollows:
Joint Directive
A joint directive is utilized when two or more countries wish to collaborate and take
some action. Joint directives can further be divided into two types:
Public-Joint Directive - If accepted by the Executive Board, the contents of a public-
joint directive will be read out in the committee.
Private-Joint Directive - Even if it is accepted by the Executive Board, the contents of
a private-joint directive will not be read out in committee. The format of a joint
directive is given below:

<Insert Type> Joint Directive

From:<Insert Names of Countries>

1. Point 1
2. Point 2
3. Point 3

Committee Wide Directive

A committee-wide directive is a way in which the committee as a whole takes
implementable action. It is a document written by committee members to solve, prevent,
or take general action in regard to an issue. These directives must be titled, can take a
commanding tone, and do not require preambulatory clauses. When writing a directive
that calls for action, delegates must only include clauses that call for resources the
committee has direct control over. This is why
researching the extent of the committee’s power and resources is imperative. It is also
important to address how these actions are being conducted. The decisions made by the
directives are usually in response to a crisis or an event/update and therefore have to be
passed by the committee. The number of signatories required to introduce a committee-
wide directive will be1/3rd of the committee’s total strength. For the directive to pass, a
simple majority (50% + 1 vote) will be required, and no abstentions will be permitted.
The discussion of committee-wide directives will be done only through a moderated
caucus, and no amendment procedure will be entertained.

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Chits

Chits are a way of indirect communication amongst the delegates as well as the
Executive Board and the delegates. These are primarily of four types:

Substantive chits - These are chits that are sent by delegates directly to the Executive
Board. They contain substantive information that the delegate feels is relevant to the
agenda and the Executive Board should be made aware of. Substantive chits can also
include speeches that the delegate is unable to speak in committee.

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Points of Information - Point of Information chits are used when a delegate wishes to
ask another delegate a question but is unable to do so verbally. Such chits may be sent
after a speech or at any point in the committee. POIs can be sent directly to a delegate
or can be sent via the Executive Board if the delegate wants their question to be noted
by the Chair.

Replies to Points of Information - When a delegate receives a Point of Information,

they are expected to respond to the same via a chit which may be sent directly to the
delegate or via the Executive Board. Whilst it is not necessary to respond to all POIs,
delegates arerecommended to respond to them in order to clarify their foreign policy and
proposed solutions.

Chits used for Lobbying - In committee, delegates may utilize chits as a mode of
lobbying with other delegates. Through these, they may undertake various tasks such as
forming blocs, clarification of speeches, and communicating informally with other
delegates present in the committee. These chits are sent directly to the recipient and not
marked by the Executive Board.

Substantive Chits: Kindly note that you are free to include as many points as you wish
to, however, ensure that the chit is concise, and all the important words/points are
underlined.

Working Paper
A working paper, in its most elementary sense, refers to a list of solutions prepared by
a group of delegates working together (hereinafter referred to as a bloc). A working
paper essentially serves as a precursor to a Draft Resolution and allows delegates to
frame their solutions in a formal manner.

Delegates are requested to note the following points with reference to working papers;
A working paper has no prescribed format. However, delegates are highly
recommended to write it in the same format as a Draft Resolution, which is explained
later in this guide.

There will be no authors/sponsors to a working paper. However, in order for a working

paper to be accepted by the Executive Board, it needs to have at least 1/3rd of the
committee’s total strength as signatories.

Discussion of working papers is preferred through a moderated caucus, with a defined

number of speakers and the respective speaking time. Working papers may or may not
be voted upon in the Security Council.

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The Executive Board will not be accepting working papers that are plagiarized, pre-
written, or submitted by an individual delegate.
No Amendment Procedure shall be entertained for working papers.

Draft Resolution Guidelines

The three days of debate are ultimately directed towards reaching a consensus and
forming aresolution, known as the Draft Resolution (DR), that delineates how the
Member States must tackle the various issues of the agenda. A good Draft Resolution
requires a well-rounded approach to the agenda and must be supported with a realistic
framework for implementation. Delegates must ensure that all solutions proposed
during committee or presented in the Draft Resolution fall within the purview of the
mandate of the Pan American Health Organization.

The preambulatory clauses of a Draft Resolution state the purpose of addressing the
agenda athand and highlight past international action on the issue. Each clause begins
with a present participle, called a perambulatory phrase which is italicized, and the
clause always ends with acomma. These clauses can include references to the UN
charter, citations of past UN resolutions or treaties on the agenda, acknowledgment of
statements made by the Secretary-General or a U N

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body or agency, recognition of the e orts of regional or non-governmental
organizations, and general statements on the topic and its importance.
Key Terminology
Clause: one section of a resolution, containing one argument or one action
Phrase: Phrases are the first word(s) of a clause. They introduce the clause and define
the nature of its recommendations.

Preambulatory Clause: The preambulatory clauses (also called preambles) of a

resolution state the reasons for addressing the topic. Preambles can reference the UN
charter and past international actions. Each clause begins with a perambulatory phrase
and ends with a comma.

Operative Clause: Actions and recommendations made in a resolution are written in the
form of operative clauses (or operatives, for short). Each operative is numbered, begins
with an operative phrase, and ends with a semicolon. Operative clauses should be
organized logically with each clause containing a single idea or proposal. The
resolution ends in a period after the last operative.

Amendment: An amendment is a change that a delegate would like to introduce to the

resolution once it has already been submitted to the chair.
Draft Resolution Format
Essentially, a resolution should be written as one continuous sentence. Resolutions
have a
very specific and strict format that allows the reader to easily follow the resolution and
avoid confusion or ambiguity within the clauses. All resolutions submitted by working
groupsatthe conference must adhere to the following format:
Committee Name:
Resolution:
Topic:

Sponsors:
Signatories:
The (Committee Name),
Preambulatory Phrase (preambulatory clause),
Preambulatory Phrase (preambulatory clause),
Operative Phrase (operative clause);
Operative Phrase (operative clause):
a. (Sub-clause),

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 b. (Sub-clause),
c. (Sub-clause),
i. (Sub-sub-clause);
...

3. .....Operative phrase (operative clause).

Each clause of a resolution must be separated by a semi-colon (;). Sub-clauses must be

separated by a comma (,). The end of a resolution is marked by a full-stop (.) and any
clauses after the use of a full-stop will not be regarded as being part of the resolution.

Preambulatory Clauses
Each preamble begins with a preambulatory phrase. The clause must meet the following
criteria:
The preambulatory phrase must be italicized.
The first word of the clause must be capitalized.
Preambles are not numbered.
Each preamble ends with a comma.
Skip a line between each clause.
Indent all lines of each clause after the first line.
Preambles cannot have sub-clauses.
Acronyms and abbreviations should be written out completely when they first appearin
the resolution They can be abbreviated later in the document.

Some sample preambulatory phrases are:

Alarming Alarmed by Approving

Bearing in mind Believing Confident

Contemplating Convinced Deeply concerned

Deeply conscious Deeply convinced Deeply disturbed

Deeply regretting Desiring Expecting

Emphasising Exercising Expressing its

appreciation

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 Fulfilling Fully aware of Expressing

In appreciation Further recalling Guided by

Having examined Having received Keeping in mind

Noting with deep concern Noting with satisfaction Further noting

Observing Reaffirming Realising

Recognising Recalling Referring

Seeking Taking into consideration Taking note

Viewing with Believing Regretting

appreciation
Considering Expressing its discontent Further realising

Having deliberated Noting Further desiring

Operative Clauses
Each operative clause begins with an operative phrase. The clause must meet the
following criteria:
The operative phrase must be underlined.
The first word of the clause must be capitalized.
Operative phrases are numbered. Each operative clause ends with a semicolon.
The last operative clause ends with a period. f. Operative clauses may have sub-
clauses.
Sub-clauses should be indented, and listed next to letterings a., b., etc.

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Sub-sub clauses should be indented once more beyond sub-clauses, and listed next to
numberings “i, ii”, etc.
Acronyms and abbreviations should be written out completely when they first appear in
the resolution. They can be abbreviated later in the document.
Operative clauses are meant to offer solutions to issues addressed during the
procession of the committee. These clauses are action-oriented and should include an
underlined verb at beginning of the sentence followed by the proposed solution.

Some sample operative phrases are:

Accepts Affirms Congratulates

Considers Draws attention Encourages

Endorses Expresses Expresses its appreciation

Expresses its hope Further invites Emphasises

Further reminds Reminds Recommends

Invites Suggests Requests

Regrets Further requests Notes

Proclaims Reaffirms Solemnly affirms

Expects Advises Supports

Further recommends Strongly suggests Trusts

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 Welcomes Stresses Urges

Notes Further encourages Strongly regrets

Sponsorship and signatories

Sponsors are delegates who have participated consistently in the writing of the Draft
Resolution, and who will be presenting the document to the committee and answering
questions asked by other members of the committee. A delegate may be a sponsor to
only one Draft Resolution.

Signatories are delegates who want to see the Draft Resolution discussed in committee,
regardless of whether or not they agree with it. There is no limit to the number of Draft
Resolutions that a delegate may be a signatory to. A Draft Resolution must meet a
specified minimum of Sponsors and Signatories in order to be submitted to the
Executive Board.

E. Amendments
Amendments serve as a way for delegates to make changes to a Draft Resolution
which has been discussed in committee. The following points must be kept in mind for
amendments:

Amendments must be sent in the prescribed format, otherwise, they will not be accepted
by the Executive Board.
Sponsors cannot send amendments to their own DR.
If 1/3rd of the total clauses of the DR are deleted, then the entire DR shall be
tabled. No further discussion or voting would be entertained on it.

Amendment to DR *insert name of draft resolution*

Deletion

From: *Insert Country Name*

Deletion of clause *insert clause number* which states *insert the clause*

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Amendment to DR *insert name of draft resolution* Addition

From: *Insert Country Name*

Addition of clause *insert clause number* which states

*Insert the clause to be added*

Amendment to DR *insert name of draft resolution* Modification

From: *Insert Country Name*

Modification of clause *insert clause number* From *insert original text of the
clause*
To *insert the modified text of the clause*

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