Cleveland Council on World Affairs

Model United Nations Program

Chair Manual

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TABLE OF CONTENTS

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Introduction3

Staff Expectations4

Conduct of the Chair6

Rules of Parliamentary Procedure7

Model UN Glossary14

Explanation of Rules from a Delegate’s Perspective18

Points and Motions: Short Form Chart20

Resolution and Amendment Writing22

Sample Resolution24

Formal Voting Procedure25

Sample Committee Dialogue26

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Introduction

Thank you for volunteering at one of the annual Cleveland council on World Affairs Model United Nations conferences. Without the volunteer participation of the chairs, co-chairs, observers, and runners, CCWA would not be able to hold these conferences for area students. Thank you for your time and effort to make this conference run smoothly!

While you may not be a participant in the committee sessions the way the delegates are, by no means is the job of a chair and the rest of the leadership staff an easy one. One should have a good working knowledge of parliamentary procedure, how a resolution should be written, and the rules of the conference. The chair and the rest of the staff have the task of keeping committees running smoothly and on schedule, and encouraging lively debate among the delegates. Finally, the chair and staff have the final say on which delegates will walk away from the conference with awards. It is up to you and the rest of the volunteer staff of your committee to evaluate delegates and recognize those who have displayed a knowledge and level of discourse above the rest of their peers.

To help you in these tasks, this manual provides guidelines for parliamentary procedure, an overview of committee session, and an explanation of scoring. Please read through this and refer to it as often as needed to answer questions as they may arise from the students.

Good luck and thank you for all of your hard work.

-CCWA Staff

Staff Expectations

As a CCWA staff member, it is important to follow and remember a few key guidelines:

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  • Punctuality
  • Appearance
  • Poise
  • Impartiality, fairness
  • Honesty
  • Respectfulness

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It is important for all staff to be on time, both at the beginning of the day and after each recess. Professional dress is expected from both the students and staff; dress pants, dress shirts, dresses, and sweaters are all acceptable attire. Jeans, T-shirts, tennis shoes, and distracting clothing are not permitted, and detract from the experience of all present.

Staff, especially those acting as chairs and co-chairs, are expected to conduct themselves with poise. It is often necessary to address multiple points or motions simultaneously, to contend with violations of diplomatic courtesy, to field questions, and to approve resolutions. How the chairs and co-chairs handle these challenges has an immense effect on the committee. The impartiality and honesty of those in the committee sessions ensure fairness in the sessions, as well as in the scoring and awards.

Chairs

The role of the chair is to facilitate debate and to ensure that delegates follow the rules of parliamentary procedure. Chairs also explain and clarify rules so that even novice delegates can feel comfortable participating. Along with clarifying the rules and facilitating the flow of the committee sessions, the chair also helps set the atmosphere of the simulation. The chair’s duties are:

  • Being responsible for the orderly conduct and function of the body
  • Taking roll call and maintaining attendance records
  • Declaring the opening and closing of each session
  • Ensuring observance of the rules of parliamentary procedure, including by:

○Ruling on points and motions;

○According the right to speak to delegates and enforcing speaking time limits; and

○Guiding committee through difficult procedures, particularly voting procedure.

  • Answering delegates’ questions
  • Facilitating all other operations of the body, including observing the main conference schedule.

The chair also accords four privileges:

  • Order: The chair will have complete control of the proceedings at any meeting and the maintenance of order therein.
  • Discretion: The chair has the discretion to entertain a motion, to deny a motion, or to decide that a particular motion is appropriate or inappropriate.
  • Delegation: The chair has the power to delegate authority to either a co-chair or any other appropriate person.
  • Format: The chair may require that any motion or request be submitted in writing.

The chair has significant influence on the atmosphere and ambiance of the committee. While it is important to ensure the workings of the committee run smoothly and decorum is observed, lighter moments can be encouraged as well. While MUN is a serious learning experience, students should find it pleasurable and fun.

Co-chairs

Co-chairs are responsible for the logistics of the committee session, as well as supporting the chair and being ready to assume the responsibilities of the chair in the event the chair is unable to lead the committee. Duties of the co-chair are as follows:

  • Take attendance
  • Record the votes
  • Review resolutions
  • Direct discussion, accord the right to speak, enforce and interpret the rules
  • Advise delegates on the possible course of debate, and suggest motions when necessary

Observers

In some cases, observers may also be present during a committee session. Observers act as aids to the chair and co-chair, fill in if there is an absence, and encourage the participation of novice delegates. Observers also typically take notes on the score sheets during committee sessions, which are then used by the chair and co-chair in deciding who should be chosen as award recipients. If there is no observer in the committee, the chair and/or co-chair must take over these scoring responsibilities, as documented proof of scoring decisions is required at the end of the conference.

Runners

The duties of a runner may overlap with those of a co-chair or observer, or may be the domain of another person entirely. Runners are typically those volunteers who do not have much experience with CCWA Model UN conferences, and so can have the opportunity to sit in on a committee session. They are not required to know the rules of parliamentary procedure or scoring as do the chair, co-chair, and observer, and so can learn how a session runs for future conferences, or if they are needed to fill in if another volunteer cannot make it to the conference. Aside from being able to watch a committee session, runners are in charge of making copies of all working papers, resolutions, and amendments that a committee may need, and can find CCWA staff members if a problem occurs. This allows the chair and co-chair to concentrate on what is happening during the committee session, and for the whole experience to run smoothly. Runners are encouraged, just as the rest of the staff is, to ask the students questions during moderated caucus and breaks in order to encourage the student thought process, and to learn more themselves as the conference progresses.

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Conduct of the Chair

Use of the Gavel

The gavel is a powerful tool of the chair. Light taps are used to signify that a delegate should wrap up a speech, while slightly heavier taps indicate the end of the speaking time limit. The gavel may also be used to call for “decorum,” or quietness in the committee, but it should be used sparingly for this purpose so the chair may avoid an overbearing presence.

Unbiased Conduct

It is difficult but important for the chair to avoid showing any bias. It is always important to engage those students who don’t speak much. However, even when many students who have not previously spoken decide to participate, it is important not to neglect those who have spoken often.

Guide Debate

If the committee seems slow to take a specific course of action that the chair deems fit or necessary (such as motioning for recesses or introductions of resolutions), the chair should interject by stating that “The chair would now look favorably upon ____,” detailing the desired motion. Also, a chair must remember that if there are no yields after a formal speech, the chair must open the floor to comments. If certain students refrain from speaking, it is good for the chair to encourage them to participate.

Interpret Rules

Points of Order and Privilege (if the current speaker cannot be heard) are in order at any time, including interrupting a speaker. Points of Inquiry/Information can be made any time somebody is not speaking. Motions can be made only when the committee is in formal debate. Motions are not in order during moderated or unmoderated caucus.

If a motion is made at an improper time or would not be worthwhile, the chair should rule the motion “dilatory,” meaning out of order, or literally, time wasting.

Maintain Order (“Decorum”)

Delegates may pass notes at all times except during formal voting procedure. The passing of notes should not be disruptive.

If a delegate makes a valid Point of Privilege to leave the room, they may. Delegates don’t need to ask to go to the bathroom; they should just leave. Delegates may also go into the hall in order to work on a resolution (double delegations must leave one delegate in the room). Delegates are not permitted to leave the building at any time unless under the approval of their faculty advisor.

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Rules of Parliamentary Procedure

Adapted from the Lake Erie International Model United Nations corporation (LEIMUN)

Article 1 - Official Language

The only official language for the conferences is English. All formal business shall be conducted in English.

Article 2 - Rule Priorities

These rules are the only official rules of the conference. Matters not delineated in these rules shall be governed according to the United Nations Charter or other governing document.

Article 3 - Interpretation of the Rules

If a dispute over the interpretation of these Rules arises, final interpretation of these rules, the United Nations Charter, international treaties, and all portions of international law shall be considered. The final interpretation is not subject to appeal.

Article 4 - Appeal of the Ruling of the chair

A delegate may appeal the ruling of the chair, except as provided for in these rules. The motion to appeal must be made immediately following the ruling in question, and must be seconded. The chair shall speak briefly in favor of the ruling, and the delegate making the motion shall speak briefly against the ruling. The chair shall then put the question as follows: "Shall the decision of the chair be sustained?" A "YES" vote signifies support for the ruling of the chair. A "NO" vote signifies opposition to the ruling of the chair. The decision of the chair is sustained, unless a majority of the members of the body cast their votes in opposition.

Article 5 - Powers of the chair

  1. The chair shall be responsible for the orderly conduct and function of the body, ensuring observance of these Rules, and ruling on Points of Order.
  2. The chair shall have the responsibility of facilitating the operations of the body.
  3. The chair shall declare the opening and closing of each session.
  4. The chair shall accord the right to speak, call the roll, maintain attendance records, put questions, and announce decisions.
  5. The chair shall not be accorded a vote.
  6. The rulings of the chair are subject to appeal, except as specifically delineated elsewhere in these Rules.

Article 6 - Quorum

  1. A quorum shall always consist of a majority of the assigned member nations in each committee. A quorum is required before the body may begin the conduct of business. After determining the presence of a quorum, it is assumed that quorum is present, unless specifically challenged by a Quorum Check.
  2. If at any time a delegate feels that a quorum is not present, the delegate may make a Point of Order to call for a Quorum Check. The chair shall immediately ensure that a quorum is present by asking for a show of placards. If a quorum is present, business shall continue at the point where the Quorum Check was called. If a quorum is not present, the chair shall declare the body to be recessed until a quorum is present.
  3. The Point of Order to call for a Quorum Check may interrupt the speaker. If a quorum is present, the speaker shall proceed as normal. If a quorum in not present, the chair shall recognize the interrupted speaker, with a full allotment of speaking time, as the first order of business when returning from the recess.

Article 7 - Roll Call Procedure

  1. The chair will call the roll for the purposes of establishing quorum at the beginning of each session. Members who desire to be considered present shall reply "present" when the name of their delegation is called. No members may be announced by proxy. A reply of "present and voting" requires the member to vote in the affirmative or negative on any substantive matter.
  2. The chair will have the time of the last roll call posted. Delegations who were not considered present at the time of the last roll call and wish to be accorded full voting rights, must submit a note, in writing, to the chair requesting that they be considered present.

Article 8 - Procedural Voting

  1. Each delegation shall have one vote. A procedural vote is one that applies to the actions of the committee rather than to policy or resolutions pertaining to policy.
  2. No member may cast a vote by proxy or on behalf of another member country.
  3. Procedural motions shall pass with the affirmative votes of a majority of the members of the committee.

Article 9 - Setting the Agenda

  1. The body shall set its own Agenda, deciding between the two topics members have researched. Debate will begin with two speakers for and two speakers against the motion, and a choice will be made with the affirmative votes of the majority of the members.
  2. If, after a time, the chair determines that the body is unable to settle upon a single Agenda Topic, the chair shall conduct a vote between the two topic areas receiving the most votes. In case of a tie, the chair shall cast the deciding vote. In terms of agenda setting, we use only the two topics selected for the committee by our staff.
  3. Once the topic area is disposed of, a new Agenda Topic will then be selected in the above manner.

Article 10 - Speakers List

  1. A Speakers List shall be opened automatically, by the chair, following the setting of an Agenda Topic, for the purpose of debate in all substantive manners pertaining to the Agenda Topic. The Speakers List will be established by a show of placards.
  2. After the initial list is established, any member wishing to be added to the Speakers List, providing they are not currently on the Speakers List, shall notify the chair in writing.
  3. A Speakers List is established for each individual topic and the Speakers List expires when a topic is tabled or adjourned or whenever a resolution has passed.
  4. When the Speakers List is exhausted, debate is automatically closed on the Topic Area. The body immediately moves into Voting Procedures on the proposals on the floor.
  5. A delegate may move to close the Speakers List whenever the floor is open. This motion requires a second. If there is opposition, it is debatable to the extent of one speaker for and against the motion, and passes with the affirmative votes of a majority of the members. If the motion passes, the chair will permit no additions to the Speakers List.
  6. A delegate may move to reopen a closed Speakers List whenever the floor is open. This motion requires a second. If there is opposition, it is debatable to the extent of one speaker for and against the motion, and passes with the affirmative votes of a majority of the members.

Article 11 - Speeches and Debate

  1. No delegate may address the body without the permission of the chair.
  2. The chair shall call upon speakers in accordance with the Speaker’s List.
  3. Delegations comprised of more than one delegate may share allotted speaking time among members of the same delegation provided they do so in accordance with conference Policies.
  4. Speeches must be given while seated or standing next to the delegation’s assigned position or from a point designated by the chair.
  5. The chair shall call a speaker to order if: the delegate’s remarks are frivolous, dilatory, or not germane to the set Agenda Topic under discussion; the delegation’s allotted time has expired; or the speaker’s remarks are directed to a personality or nation rather than the issue at hand.
  6. The chair may recognize two delegates other than the speaker to comment on any substantive speech. comments are limited to thirty seconds and are only in order after substantive speeches without yields, and are considered part of the substantive speech. comments may not be yielded and must be germane to the speech they are commenting upon.

Article 12 - Caucus

  1. A delegate may move for a caucus whenever the floor is open. The motion for a caucus must include a reference to the type of caucus requested (moderated or unmoderated), a time limit, and the purpose of the caucus.
  2. This motion requires a second, is not debatable, and passes with the affirmative votes of a majority of the members.
  3. A caucus is the complete suspension of all rules in order to discuss the business at hand. conference Policies remain in effect at all times. During a moderated caucus, the Moderator will have the sole authority to grant speaking rights in the caucus.
  4. The chair will call the body back to order at the appointed time. The body may not reconvene from a caucus early, unless all delegations are present and there is unanimous consent. The time for a caucus may be extended at the chair’s discretion.

Article 13 - Limit or Extend Speeches