THE MODEL ASEAN MEETING PROTOCOL AND GUIDELINES

A guide for participants to the Model ASEAN By Martin Benedict Perez, February 2011 REVISION 1 (020311)

The Model ASEAN is first and foremost, a simulation. Protocol is key to the success of the exercise. Not only are participants challenged to represent countries and interests, but they will be exposed to the diplomatic process, to consensus-building and to conflict resolution. This activity will cover a wide range of skills from public speaking to debating, from researching hard data to writing a formal resolution. This guide breaks down the process of conducting the Model ASEAN from start to finish. I strongly recommend that you read this in conjunction with the meeting diagram attached to this document. DEVIATIONS FROM STANDARD MODEL UNITED NATIONS We have made some slight modifications to the standard format of the Model United Nations (which inspires this project) in order to better represent the regional dynamics of ASEAN. On a more pragmatic note, these modifications are also tailored to our class size of thirty (30). I had to strike a balance between keeping the forum focused on the ASEAN while widening the scope of the topics participants can cover. Hence, the following: 1. Some participants will be dialogue partners. These are countries outside of ASEAN who seek to develop relationships and integrate with ASEAN in matters of security, trade, and mutual prosperity. In terms of the activity, dialogue partners wont have speaking privileges at the beginning (since it is an ASEAN forum), but may get a chance to address the body if and only if an ASEAN member yields his turn to them (this is called hosting). Dialogue partners are expected to join caucuses. 2. International organizations will be interacting with the ASEAN as well. Unlike dialogue partners however, they cannot be given a turn to speak in the ASEAN forum. Though they will be unable to address the general assembly, they will have considerable influence in the caucuses. Their involvement converts a caucus into a technical working group; their primary objective is to draft a resolution that they want ASEAN to pass. 3. Voting rights are limited to only the ASEAN members, unlike a conventional Model UN where each participant gets a vote. This is attributed to the design and purpose of the ASEAN itself, making the politics a little different. Thus we will raise the voting threshold to 2/3 of the body -- or 7 in order for the resolution to pass. Some resolutions such as admitting new members or declaring war (an extreme, unrealistic example) will require a unanimous vote of 10 out of 10. READING THIS GUIDE With the diagram in hand, read through the following guide for the details and nuances of each procedure. This document may be edited and updated online to accommodate changes, questions, and clarifications.

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STEP

1 ROLL CALL

The roll call marks the formal start of every session of the Model ASEAN. Hence, this will be done at the start of every day. In calling the roll, call on the ASEAN members alphabetically, followed by the +3 members China, Japan, and South Korea. The Deputy Sec-Gen should mark the attendance of the other members of the class (dialogue partners, organizations) silently. In the event an ASEAN member is absent, call on his country twice and move on to the next. In case the participant arrives late, dont forget to recognize him or her. Pause the forum and go Ladies and gentlemen, let us recognize the good ambassador from -- where you correctly identify the country. During the forum, participants call on each other using the following conventions: Mr. Secretary / Madame Secretary for the Secretary-General and Deputy Sec-Gen Mr. Chair / Madame Chair for ASEAN Chairperson and caucus chairpersons Good ambassador from for addressing each other during debates and plenaries Good delegate of for addressing the international organizations STEP

2 SPEAKERS LIST IS NOW OPENED

Once the roll is done, the next task of the Secretary-General is to build the sessions speakers list. This is simply the order in which the ASEAN members will deliver their speeches. Simply declare, We shall now open the speakers list for todays session. Kindly raise your placards to be recognized. The Deputy Sec-Gen then writes down the countries in the order their placards were raised. In the event two participants raise simultaneously, the Deputy can make a judgment call. The safest is to write them down alphabetically. It is recommended that the Deputy writes on the board. Ambassadors who intend to yield their turn to a dialogue partner will not signify his or her intent to do so when the speakers list is being made. Only once that yielding member is called will he or she declare, Mr. Secretary, the ambassador from would like to yield his time to the good ambassador from An ambassador who yielded will not be able to address the forum again until the next available session. A country can only be represented in the speakers list once, but they can speak multiple times over the four sessions. Once all the countries have spoken, close the speakers list. Simply declare, We now close the speakers list for todays session. STEP

3 SPEAKERS TIME IS DETERMINED

This is the first decision that the class will make in the Model ASEAN. The Secretary-General declares, Now we determine the time we permit for each individual speaker. Page 2

ANY ASEAN MEMBER can file a motion. Mr. Secretary, I move that we provide 3 minutes per speaker. Then the Sec-Gen will solicit other motions, usually ranging from only 2 to 4 minutes. Once motions have been made, they can be either seconded (if only one motion) or voted on by the ASEAN if there are more. For succeeding sessions, the class may or may not revise the speakers time. For the following days, announce (for example) The body has previously settled on a speakers time of 3 minutes for each speaker. I move we retain this for today. Then solicit either a second motion of approval, or new motions for other time limits. The Sec-Gen can also move to change the time limit as he or she sees fit based on the events of the previous session. For example, declare, The body has settled on a speakers time of 2 minutes for each speaker. I move we raise this to 4 minutes to provide ambassadors ample time to make their case. Or you can even say, I move to declare we lower this to 2 minutes for I would like the good ambassadors to get straight to the point. Either way, solicit a second motion for approval, or new motions for other time limits (including retaining the previous). ON PAPER, this may sound like a very simple thing. But from experience I can say that this is one of the most important decisions the class can make. Just think: 2 minutes for 10 speakers is 20 minutes; 4 minutes for 10 speakers is 40. (Plus-minus the time it takes for you to go in front and get ready.) Changing time limits in mid-session is not allowed, and the speeches can eat into valuable caucus time. However, dont underestimate the value of speeches as well, for they will be integral in building your caucuses and pressing others to keep to their agreements. Ive seen resolutions win votes and get passed because of a single speech. STEP

4 FORMAL DEBATE (aka THE SPEECHES)

This is not a debate in the sense of having two sides contesting ideas. This is a debate in the sense that ambassadors, representing their countrys interest, will present a position or approach that other countries may not easily agree with. Other ambassadors wont have a chance to respond however, until they either deliver their own speech or engage another in an informal debate (see STEP 5B). There are three parts to a simple and effective speech for the Model ASEAN: 1. First, introduce your country to the other participants. Underscore your importance to the region in a way that makes it necessary for the participants to listen to you. 2. Second, clearly explain the problem and how it affects you. Provide anecdotes, data and statistics that can move the other participants to do something about it. 3. Third, put forward a proposal that is clear and specific. Emphasize why your problem requires their commitment and assistance. Be reasonable in what you demand. To make things clear, I have written a sample speech for the United States as it involved itself in our Middle East Summit. Observe how I keep things straight to the point while adding some rhetorical flourishes to increase its impact. Page 3

SAMPLE SPEECH If I asked you to deliver a speech for the Middle East Summit, it would sound something like this. Note how I use this speech to lay out what I want from the other participants, while being diplomatic and appealing to their better senses.
Good morning to our friends and colleagues in this Middle East Summit. The United States is no stranger to colonialism and revolution. It was the 4 th of July in the year 1776 when we declared independence from the British and promised to work together to form a more perfect union. However declaring is one thing and building a nation is another. It hasnt been easy. From 1861 to 1865, a Civil War between the North and South threatened to end the United States. And though peace was won, the struggle then turned to keeping it. But we persevered. We endured. Peace requires sacrifice and the American people have shown time and time again that the darkness in men can be overcome. Thus, we see a mirror into ourselves in the struggle between our friends in Israel and Palestine. Neither side wants war; both simply want to forge a better world. We recognize the bitterness and discord both sides feel for the other. We can see that we are in a situation where neither side seems willing to compromise, but that alone is necessary in order for peace to be won. The people of Israel want a nation they can call their own, and the people of Palestine want to protect the home they have had for generations upon generations. We know that there are territories in question: the Golan Heights, the West Bank, East Jerusalem, and the Gaza Strip. It is evident that concessions on both sides are necessary to end this impasse. Much is asked of Israel, and much is asked for their Arab friends and neighbours too. But in this search for compromise, let one thing be clear: We will always be a friend and ally of Israel. We stand by their side in their quest for sovereignty and peace, and are ready and willing to provide any assistance they will require to make compromise possible. For their country to be a home, they will need water for their people. In the event that they agree to yield the Jordan River back to Jordan, we will provide them with the necessary resources, knowledge, and science to develop a fresh water facility that can process the salt waters of the Mediterranean. We will stand with you, Israel. But never to the brink of war. For in the past century our world has been scarred too much by war. We know this. Our Soviet friends know this. You know this. Thus we also seek to maintain good relationships with our Arab friends. And where there are no bonds formed, we will endeavour to begin the hard work of building them. To Egypt, our ties remain strong. To Jordan and Syria, we are now ready to cross the bridge and meet you in the middle. And to the people of Palestine, perhaps now is the perfect time to say this: We will stand with you too. We call on the Palestinian Liberation Organization, in an act of good faith, to halt all terrorist activity in Lebanon and the West Bank. Show that youre ready to stand with the community of nations, and we will always stand with you. I know there are some among you who are cynical of American involvement in the Middle East. We can only assure you of two things. First: America, with all its might, aspires to be nothing more than a responsible power. Through the might of our military we pursue to only keep the peace. As a country born because of war, we feel an overpowering responsibility to those who are looking to find their way. Second: We want nothing less than a Middle East that is stable, independent, and a home where its people can live their days well and sleep through the night in peace. And in the morning when they wake it will be a place where the words of the God of Abraham ring true, Let there be light. And He saw the world, and found it to be good. May we prove Him right. God bless us all. God bless the United States of America. And may peace be upon the Middle East.

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BEFORE GOING ON TO STEP 5 There will be two options for Step 5 but both should follow these simple rules: 1. You cannot go on to Step 5 until the Speakers List is done. Doing so will be tantamount to denying ambassadors the chance to speak. 2. The Secretary-General can go into Step 5 in one of two ways. a. Call for a motion. Once the Speakers List is done, the Secretary-General will simply ask the group if there will be a motion for either breaking off into caucuses or having an informal debate (Q&A). Motions are then either seconded or voted on depending on how many are raised. It is possible to have both 5A and 5B in one session. b. Facilitate directly. The Secretary-General can also initiate either procedure if he or she deems it necessary to do so. For instance, a speech many questions and some indicate that they want to ask, the Sec-Gen can simply state that the forum will now be open to an informal debate for a certain amount of time. Time management note on Step 5: You have four days for the Model ASEAN. It is perfectly fine in the first two days to end the days session with Step 5. On day three however, I expect to see some resolutions filed (Step 7) and on day four we go straight to Step 8 after the roll is called. STEP

5A CAUCUS

During the Middle East Summit I gave the classes the privilege to call for a 5, 10, or 15-minute recess. You were actually caucusing then. For Model ASEAN, the practice will be similar: you will still be bound by either 5, 10, or 15 minutes. The big difference is that the caucuses are pre-determined, formalized, and hence more efficient. There are two types of caucuses you can create: issue-based or regional. Think back to the Middle East Summit again. In that activity, there were two natural caucuses that formed: Israel and the Arab countries, and Iran and Iraq. Both caucuses were issue-based since they revolved around a problem the countries had to resolve. In terms of the Model ASEAN, the basic caucuses you can form will revolve around the three main issue areas you are tackling in the forum. A regional caucus is determined mostly by the countries geographic and economic relationships. While they may have no major problems to resolve, regional caucuses recognize that there are some things they can only achieve if they work together. If you think of the United Nations and consider a caucus formed by the Southeast Asian countries, that would be an example of a regional caucus. In some sources, this is also called a regional bloc. The following table provides some examples of the sort of caucuses you can form. I strongly advise that you start forming caucuses even before the first day of the Model ASEAN. Just submit the name of your caucus and its members to the Deputy Secretary-General for recordkeeping. Page 5

TABLE 1. EXAMPLES OF CAUCUSES ISSUE-BASED CAUCUS Korean Peninsula Crisis: South Korea, North Korea, China, Japan, United States, (Russia), Philippines (mediator) Piracy in the Strait of Malacca: Singapore, Malaysia, Indonesia, Thailand, Myanmar, China, India Climate Change: IPCC, UNDP, UNICEF, United States, ASEAN, Japan, China REGIONAL CAUCUS ASIA-PACIFIC: China, Japan, South Korea, Australia, United States, ASEAN, WB South Asia Cooperative Zone: India, Pakistan, Bangladesh, ASEAN, China, ADB Eurasia Partnership: ASEAN, EU, China, Japan, South Korea, India, Pakistan

Feel free to create your own combinations as long as it meets the following criteria: a. You share a common interest and are intent on meeting them together. b. The countries have formal diplomatic ties or are intent on creating ties. c. Your interests are relevant to ASEAN, or you have a problem that requires ASEAN assistance or intervention. In the event that caucuses which deal with issues not directly relevant to the ASEAN (or do not require the ASEAN as a forum for their concerns) emerge, the Sec-Gen, Deputy, and ASEAN Chair can find the necessary legal grounds in the ASEAN Charter to deny them access or limit their participation to the ASEAN forum. DURING THE ACTUAL FORUM Once caucus time is declared, the various caucuses are now free to meet, discuss, and draft their own resolutions (see Step 7). Students can meet and discuss anywhere in the 2 nd floor of the SHB (I suggest you own certain spots), particularly the library and the seminar room itself, as long as they agree to return to the plenary hall (seminar room) after the agreed upon time. TECHNICAL WORKING GROUPS Technical working groups are similar to caucuses with the main difference being the involvement of international organizations. Their participation implies that the group requires data or needs to know more about an issue, and hence the participation of the international organizations. Consult Step 6 for further details. WRITING RESOLUTIONS It is during a caucus meeting when resolutions are drafted. Consult Step 7 for further details. STEP

5B INFORMAL DEBATE

Once the speakers list is exhausted, the Sec-Gen may entertain other countries who wish to deliver either (a) a brief and impromptu statement in response to a speech already given or (b) a question or series of questions targeted to a specific ambassador. An informal debate is useful

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if you want to contrast your position with another delegate or to compel the delegates to take sides and vote for your cause. Here are some guidelines for the informal debate. a. The Sec-Gen must be firm. For brief statements, ambassadors must be held to a time of 30 seconds to 1 minute (the maximum). b. When asking questions, I strongly recommend that the ambassador recites all the questions first (as if delivering a brief statement) and then giving the floor to the responder. c. Ambassadors being asked questions cannot be forced to respond and can actually decline. My question is: Will that be wise on their part? d. Strategically, the best time for an informal debate is after a working paper or a draft resolution has been presented to the floor.

STEP

6 WORKING PAPER

This is the first big step in finding a solution to the problem. A working paper is an idea, put forward to all of the delegates by one or more countries. It can describe one specific solution to the problem, or a general outline of the problem and solutions they want to find. There is also no format to the working paper, which means diagrams, pictures, tables, charts etc can be used. The only things that the working paper needs are a working paper number (usually WP1, WP2, WP3 etc), and information about which countries wrote the paper. The paper must first be submitted to the Deputy Sec-Gen, who will make photocopies of it. When this has been done, the sponsor (the delegate(s) who wrote it) may motion to the SecGen that they wish to introduce their working paper. The sponsor of it will be asked if they wish to orally explain their paper. If they choose to, the sponsors would come to the front of the room and explain the paper. Once a working paper has been submitted to the floor, it is likely that a motion will be made for either a caucus (so people can take time reading the paper) or informal debate (so questions and comments on the paper may start). If there are neither of these, after the paper has been introduced the meeting will go back to formal debate. STEP

7 DRAFT RESOLUTION

The most difficult and complex part is also the most important: making a draft resolution. This is a detailed plan which talks about the issues discussed in the meeting, and a range of measures that should be taken to deal with them. The most difficult part of the draft resolution is that it must follow a strict format, and has a number of set rules, the most important of which are given below: a. The draft resolution must have one sentence only. It doesn't matter whether the draft resolution is 5 lines long or 5 pages long, it will only have one sentence. Phrases and clauses in the resolution are separated using commas (,) and semi-colons (;).

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b. The draft resolution needs a document number. This is usually something like DR1 or DR2 and a number will be given to the draft resolution by the Chair. c. The draft resolution needs sponsors and signatories. Put simply, sponsors are countries that agree with all of the draft resolution. Signatories, on the other hand, are countries that agree with some, but not all, of the draft resolution. The total number of sponsors and signatories must be 25% or over the total number of countries taking part in the meeting. d. The draft resolution must have 2 parts: i. Part 1 talks about the problem and what is happening regarding it (the preambletory clauses). ii. Part 2 talks about the solution and what will be done about it (the operative clauses). e. The last part of the draft resolution must read, "Decides to remain seized of this matter." Another issue involved in the draft resolution is the wording used at the start of each clause. Words of varying strength may be used depending on the situation and what the delegate is talking about. Examples of the words which can be used at the start of each clause in a draft resolution are shown below: Preambletory clauses Noting Affirming Confident Declaring Welcoming Approving Concerned Alarmed by Noting with regret Noting with deep concern Deploring Operative clauses Notes Affirms Recommends Invites Urges Encourages Deplores Demands Calls upon Regrets

Draft Resolution amendments: Sometimes the meeting will allow changes to be made after draft resolutions have been submitted. These are called amendments. This means that a country may offer a change to the draft resolution (an addition, modification or deletion). There are 2 types of amendment: friendly and unfriendly. Friendly: This means that the sponsors of the draft resolution agree with the change being made. The amendment is automatically made to the draft resolution. Unfriendly: The sponsors of the draft resolution do not agree with the change in the amendment. In this case, when voting takes place a vote will be made on the amendment, before the draft resolution is voted on.

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If amendments are going to be used in the meeting, an amendment form is usually available for delegates to use. This form includes what country is making the amendment, what the change is they want to make, and whether it is a friendly or unfriendly amendment.

A delegate will write the amendment and then pass it to sponsors of the draft resolution. They will decide if it is friendly or unfriendly (i.e. if they agree or disagree with the changes made), and will return it. The delegate who wrote the amendment will then submit it to the Chair. The Chair then reads the amendment and approves it, before submitting it to the floor. When it is submitted, the amendment's author has the chance of explaining to the floor why they want this amendment to be made. STEP

8 CLOSING THE DEBATES

After resolutions and amendments have been introduced and have been debated fully, it will be time to vote on them. But before voting, the speakers list must be closed, and then debate should be closed so that voting can start. This will require delegates to motion for the speakers' list to be closed (and the motion voted on) and then that debate should be closed (and similarly, voted on). STEP

9 FINAL VOTING

The final part of the UN conference comes in the form of voting. Firstly, any unfriendly amendments will be voted on (with a yes/no/abstention vote). Then, the draft resolutions are voted on in the order they were introduced. Countries will be asked to vote aloud in alphabetical order. For a resolution to successfully pass, it will require 7 out of 10 votes from the ASEAN. There are 4 different ways that delegates can vote: yes/no/abstention/pass. If a delegate chooses to "pass", then the chair will continue asking other countries. When the list has been completed, the chair will come back to the delegates who passed in the first round. Note that a delegate may only choose to pass once. There are some motions however, that will require a unanimous vote (10/10). In the event a member of the ASEAN is physically absent on voting day, that unanimous vote will be impossible to achieve. Here are the two motions that require unanimous voting: 1. Addition of new members into ASEAN 2. Revisions in the ASEAN Charter (particularly when it comes to principles and purposes)

END OF PROTOCOL AND GUIDELINES

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STEP 1: ROLL CALL

The Chairman alphabetically calls on each countrys name. If around, the ambassador says Present! and the Secretary will take note of attendance.

STEP 7: DRAFT RESOLUTION

This is the most important part of the forum. See the Draft Resolution Guide for details.

STEP 8: CLOSING THE DEBATE

The speakers list and the debates must be closed before voting on General Resolutions can begin. This will require motions and voting from the floor.

STEP 2: SPEAKERS LIST IS OPENED

The Chair calls for speeches and ambassadors raise their placards to signify their intent to speak. The order of placards raised will be written for all to see and this determines the speaking order.

STEP 6: WORKING PAPER

This is the first towards solving a problem. It can describe a solution to one problem, or an outline of solutions towards solving several problems. There is no format to the working paper which means diagrams, tables, charts, and pictures are all allowed. Working papers must be numbered, and the countries putting it forward must be identified.

FINAL STEP: VOTING

Countries will be asked to vote aloud in alphabetical order. There are four different ways that delegates can vote: yes/no/abstention/pass. If a delegate chooses to pass, then the chair will continue asking other countries. When the list has been completed, the chair will come back to the delegates who passed in the first round. Note that a delegate may only choose to pass once.

STEP 3: SPEAKERS TIME IS DETERMINED

An ambassador will raise a motion proposing a time limit for speeches. (Range from 2 to 3 minutes.) Afterwhich a vote will be called. (This is the forums first official vote.)

A motion must be called and voted on before a caucus or informal debate is called.

If the number of Yes votes exceeds the number of No votes, regardless of the abstentions, the motion passes. Once voting is completed, there will be a motion to adjourn the meeting, and the meeting will be closed.

STEP 5A: CAUCUS

A caucus is an informal meeting that lasts from 5 to 15 minutes. During this time, students are free to move around so that deals can be made and agreements can be reached. It is also when working papers and draft resolutions are written by the delegates.

OR

STEP 5B: INFORMAL DEBATE

An informal debate is when ambassadors can directly raise questions to specific delegates or to the entire forum. To do this, they must raise their placard and call, Chair! The Chairman should exercise over how and when the questions have to be answered.

DIALOGUE PARTNERS can involve themselves in the caucuses. For them to deliver a privilege speech, a member country must yield to that delegate during their turn on the speakers list. Accepting new members into the forum will require a resolution. INTERNATIONAL ORGANIZATIONS can only take part in the caucuses and the working paper stage.

STEP 4: FORMAL DEBATE

Ambassadors now deliver their speeches. Absolute silence must be maintained and all other delegates must listen and take down notes. The information presented will be useful in drafting your resolutions.

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