MOIC Simulation Step by Step

A committee is a body in which the relevant Member States are represented to discuss a predetermined topic. The committee shall adopt a resolution within its authority on the topics they discussed. The committee is governed by the committee board/bureau.

The committee board/bureau consists of a chairman, one to three vice-chairmen, and a rapporteur. The chairman shall assume complete power and responsibility in steering and concluding the debates and ensuring order within the committee. While the chairman is not present, the vice-chairman assumes all his powers and responsibilities. The chairman can temporarily transfer his duties and powers to his vice chairmen if he wishes. The rapporteur conducts the necessary reporting within the committee.

The admin is responsible for setting up the committee rooms before and during the sessions. The admin shall be present in the committee to help the committee board apply the procedure rules. The admin is also responsible for passing the message papers within the committee.

A session is the period of time that is spent while the committee functions. The duration and timing of each session will be announced by the secretariat before the summit.

A coffee break is a short period of time when the committee suspends its function to make sure delegates rest and have coffee/tea or other refreshments. The duration and timing of each coffee break will be announced by the secretariat before the summit.

Islamic Summit Sessions in the Model OIC refer to the sessions in which delegates of different committees come together and form a delegation to draft and adopt a resolution on their respective agenda items. This format of Islamic Summit Sessions is optional and may not be conducted in every Model OIC summit. Regardless of the number of delegates convening the delegation, each delegation has only one vote. One delegate at a time can deliver a speech on behalf of the delegation. During the Islamic Summit Sessions delegates are expected to work on the draft resolution circulated by the secretariat and add new clauses to finalize it.

Lobbying sessions are free time and are not official sessions thus the delegates do not have to attend these sessions. This format of Lobbying Sessions is optional and may not be conducted in every Model OIC summit. The main purpose of the Lobbying Sessions is to serve as a platform where delegates can further discuss the points if they could not reach an agreement during the previous sessions freely and experience various aspects of diplomacy.

The Model OIC Countdown app is a tool that simplifies tasks such as taking rollcalls, announcing topics, and indicating time durations. It’s mainly used to keep track of time during delegates’ speeches.

The place where delegates deliver their speeches unless it is a moderated caucus. Mostly, guests are also invited to deliver their speeches from the stage.

Message papers are used to ensure communication within the committee. Admin staff will be responsible for the passing of the message papers inside the committee.

Badges are worn to identify the delegates. Badges indicate the delegates’ name, committee, and the country they represent.

The placard is a piece of cardboard bearing the name and flag of a member state that a delegate raises to signify presence, to deliver the right, to speak or vote.

The theme refers to the inclusive topic determined by the secretariat for each Model OIC Summit.

The procedure is the set of rules that delegates must follow during sessions of a Model OIC Summit.

Academic & High-level Panels refer to meetings in which experts and pioneers discuss certain topics related to the agenda items that the delegates will discuss during the summit. Panels are optional and may not be in every Model OIC Summit and they are often before the sessions.

Social events are organized at Model OIC summits throughout the program to allow delegates to have fun, rest, and socialize. Social events such as city trips also help participants get to know the city in which the Model OIC summit is held.

Apart from moderated caucuses, all the attempts of delegates to influence each other on a topic related to the committee can be considered as lobbying. Lobbying activities are conducted in unmoderated caucuses and lobbying sessions generally while drafting resolutions.

RULE 1: Scope

The rules included in this document apply to all committees of the Model OIC. As the final authority of the application of these rules, if the chairman faces any situation not mentioned in this document, he should use his discretion. Secretariat and the chairman have the authority to modify the rules of procedure to facilitate a better experience. The chairman shall follow the modifications after he clearly explains them to the committee. 

RULE 2: Quorum

Before the start of the proceedings, the bureau shall announce the presence of a quorum. Two-thirds (2/3) of the Member States shall constitute the quorum for the meetings of the summit. No roll call is needed to announce the quorum. 

RULE 3: Delegation

Normally one delegate represents each member state. However, in some cases, the number of delegates representing a member state can be more. Regardless of the number of delegates convening the delegation, each delegation has only one vote. One delegate at a time can deliver a speech on behalf of the delegation.

RULE 4: Observers and Advisors

Observers and advisors may be present at the committee and observe the session. However, it is forbidden for any observers or advisors to interfere with the committee or a delegate in any way during the session.

RULE 5: Courtesy

Every delegate and bureau member should be respectful to each other and address each other with courtesy. The bureau will immediately call to order any delegate who does not abide by this rule in the committee. Delegates feeling that they are exposed to behaviors exceeding the limits of courtesy outside the committee are asked to report this to the secretariat to help them take the necessary measures.

RULE 6: Electronic Devices

The use of electronic devices at the committee is not permitted apart from the resolution drafting process. The chairman may allow the delegates to use electronic dictionaries at his discretion.

RULE 7: Message Paper

Since direct conversation between delegates is not allowed delegates may pass message papers to communicate with other delegates in the committee. Delegates must be careful to send message papers only on topics related to the committee. Delegates may send message papers to the bureau and the bureau members may send message papers to the delegates. Delegates are asked to submit any offensive messages to the bureau. Admin staff will be responsible for the passing of the message papers inside the committee. 

RULE 1: Roll Call

When the chairman declares that the committee has reached the quorum and the official session has started, the bureau is supposed to take the roll call. The names of the member state that should be present in the committee are announced in English alphabetical order, and each delegate should state their presence in the committee when his member state’s name is called by saying “present or present and voting.” Delegates saying present and voting cannot abstain during substantive voting.

RULE 2: Agenda Item

Agenda items refer to the main topics that a committee should discuss during the Model OIC summit. Since prior to the summit the agenda item is set by the secretariat, there is no need to set the agenda item in the committee. The chairman is responsible for setting the agenda item only if there are more than one agenda items for the committee to discuss upon. The key issues that are required to be discussed under the agenda item are the points highlighted in the preparation materials and study guides published by the secretariat. However, the delegates can bring any topic to the table if it is related to the agenda item or related to the general working field of their committee. 

RULE 3: Opening Speech

The opening speech is made only in the first session of the Model OIC summit. After the roll call, the chairman shall call the delegates who are present in the committee in alphabetical order for them to deliver their opening speeches. In this speech, the delegates are expected to express their opinions about the agenda item briefly and present their wishes to the committee. No yielding is in order for opening speeches. The time allotted for each speaker will be announced by the chairman. Entertaining opening speeches are at the discretion of the chairman, he may choose to skip opening speeches, and this is not subject to appeal. No motion can be given to move to opening speeches.

RULE 4: Speakers List

Once the agenda is set and the opening speeches are concluded, the chairman shall form a continuous speakers list, which will be used to conduct general debate during the sessions. This Speakers List will decide the order of speakers for all debates on the agenda item unless it is interrupted by motions, points and resolution drafting and adopting process. 

The delegates who want to add their names to the speakers list should raise their placards when the chairman asks them to do so. Delegates who wish to add or delete their name from the list afterward should send their requests to the bureau by sending a message paper.

The chairman will determine the duration of the speeches that will take place in the speakers list. The time allotted for the speakers list shall stay the same during the summit except for the chairman choosing to change it.

A delegate, who completed his speech, can yield his remaining time in three ways:

1) Yield to the chairman: When the remaining time is yielded to the chairman, he shall call the next speaker in the list or proceed in another way.

2) Yield to another delegate: If the delegate accepts this request, the delegate may yield the remaining speech time to another delegate. The delegate who took over the time cannot make another yield.

3) Yield to questions: The delegate can accept the questions in the remaining time. One questioner shall be selected by the chairman and limited to only one question. To follow up on a question is at the discretion of the chairman. If the bureau finds the question irrelevant, it can rule the question of order. 

No multiple yields shall be in order.

RULE 5: Moderated Caucus

Delegates may raise a motion for a moderated caucus at any time when the floor is open. The main goal of the moderated caucus is to prepare a more detailed and orderly discussion environment by addressing a specific sub-item of the vast agenda item. A delegate while rising for a moderated caucus motion first tells the subtitle he wants to be discussed, then the total time and the time per each delegate. Total time shall not exceed 20 minutes and individual speaking time shall not exceed 2 minutes. The chair may use his discretion to arrange the timing so that the total time can be dividable to individual speaker time. No yielding is in order during the moderated caucus.

Example: “Motion to have a moderated caucus to discuss the role of social media on the Cause of Al-Quds total time being 15 minutes 1 minute per each delegate.”

If there are multiple motions for a moderated caucus the chairman shall rank the motions in descending order of total time and if they have the same duration, they will be ranked according to the order that they were proposed. A simple majority (%50+1) is required to pass a moderated caucus. In a moderated caucus, the Chairman calls on delegates to raise their placards if they wish to speak. The Chairman, at his or her discretion, may create a list of delegates who will speak in a moderated caucus, but he is advised to not create a list exceeding six delegates at a time. A moderated caucus can be extended as the duration of the previously moderated caucus. If a moderated caucus after its approval is deemed unnecessary, by the bureau or the delegates, it can be terminated by the discretion of the chairman or the vote of the committee. Motion to terminate a moderated caucus can be raised at any moment and requires a simple majority (%50+1) to pass.

RULE 6: Unmoderated Caucus

Delegates may raise a motion for an unmoderated caucus at any time when the floor is open. In an unmoderated caucus, the main purpose is to prepare for the draft resolution paper. During an unmoderated caucus, the delegates can freely move, speak to each other, and lobby. If the committee wishes, they may entertain an unmoderated caucus by raising a motion for an unmoderated caucus. An unmoderated caucus shall not exceed 20 minutes. An unmoderated caucus can be extended as the duration of the previous unmoderated caucus.

Delegates shall continue speaking the official language of the committee during the unmoderated caucus. Using electronic devices during unmoderated caucus or in normal sessions is at the discretion of the chairman. If there are multiple motions for an unmoderated caucus the chairman shall rank the motions in descending order of total time and if they have the same duration, they will be ranked according to the order that they were proposed. A simple majority is required to pass an unmoderated caucus. Motion to terminate an unmoderated caucus can be raised at any moment and requires a simple majority (%50+1) to pass.

RULE 7: Right of Reply

A delegate, who thinks that an aggressive discourse is being used against his/her personality or member state, can get the right to reply by transmitting this to the bureau with a message paper. Granting a right of reply is at the discretion of the chairman. A delegate whose right to reply is granted, has the right to speak as much as the speaker who violates his rights and is expected to defend himself. No reply to the right of reply shall be in order. 

RULE 8: Points

Points are used for issues related to the discussion environment and order rather than the content of the discussion.

• Point of Personal Privilege

Whenever a delegate has a personal discomfort due to physical conditions in the committee during the sessions, he may raise a point of personal privilege. Necessary actions are taken to eliminate discomfort by the bureau. The point of personal privilege can only interrupt a speaker if the delegate’s speech is inaudible or in the occurrence of an extreme occasion.

• Point of Order

If a delegate thinks that the bureau has made a mistake in applying a rule mentioned in this document or verbally specified by the secretariat or the bureau, he may raise a point of order to indicate their belief. The delegate must raise a point of order to a ruling immediately after it takes place. The bureau should immediately respond to this point. A point of order may not interrupt a speaker. The chairman shall stand corrected if the rules were applied mistakenly.

Point of Parliamentary Inquiry 

A delegate may raise a point of parliamentary inquiry to ask the Chair a question regarding procedural matters once the floor is open. Delegates with substantive questions should not rise to this point but should send a message paper to the bureau. A delegate rising to a point of parliamentary inquiry may not interrupt a speaker.

RULE 9: Closure of Debate

The committee shall entertain a motion to close the debate (terminate the speakers’ list) before moving on with the resolution process. This motion requires a simple majority (%50+1) to pass, the chairman may overrule it if it is raised with improper timing. This motion marks that the committee has covered all the necessary topics under the agenda item and desires to continue with the resolution process. The chairman may choose to declare the closure of the debate himself as well.

RULE 10: Suspension & Adjournment

When the floor is open, the committee shall entertain a motion to suspend the meeting or to suspend all committee functions until the next session (for the coffee break). For the last session, since the committee functions will be suspended until the next summit a motion to adjourn the meeting shall be in order. Motion to suspend or adjourn the meeting must be following the announced schedule of the program. If not, the bureau will rule this motion out of order. The chairman may choose to declare the suspension or adjournment himself as well. This motion requires a simple majority (%50+1) to pass, the chairman may overrule it if it is raised with improper timing.

RULE 11: Precedence of Points and Motions

 All points and motions shall be considered in the following precedence:

1. Point of Personal Privilege
2. Point of Order
3. Point of Parliamentary Inquiry
4. Adjournment
5. Suspension
6. Closure of Debate
7. Extension
8. Unmoderated Caucus
9. Moderated Caucus

RESOLUTION PROCESS

The resolution paper is the text in which the debates done throughout the summit are concluded. In this context, all debates are made to write a better and more functional resolution, making the resolution a vital document for the summit.

Resolution consists of three parts, namely the heading, preambulatory clauses and operative clauses. The heading part indicates the number of the resolution, committee that adopts the resolution, topic discussed, the date and the place where the meeting was held.

The preambulatory clauses states the reasons for which the committee is addressing the topic and highlights past international action on the issue. Each clause begins with a present participle (called a preambulatory phrase) and ends with a comma. Perambulatory clauses can include:

1. References to the International Charters (UN. OIC, etc.).
2. Citations of past resolutions or treaties on the topic under discussion:
3. Mentions of statements made by the Secretary-General or a relevant international body or agency:
4. Recognition of the efforts of regional or nongovernmental organizations in dealing with the issue,
   5. General statements on the topic, its significance, and its impact.

Operative clauses identify the actions or recommendations made in a resolution. Each operative clause begins with a verb (called an operative phrase) and ends with a semicolon. Operative clauses should be organized in a logical progression, with each containing a single idea or proposal, and are always numbered. If a clause requires further explanation, bulleted lists set off by letters or roman numerals can also be used. After the last operative clause, the resolution ends in a period.

RULE 1: Draft Resolution

Draft resolutions are all resolutions that have not yet been voted on. Delegates write draft resolutions alone or with other countries. In the actual OIC Summits, the draft resolutions are circulated to the member states by the general secretariat before the summit. During the summit, member states debate on the circulated draft resolution and work on it and lastly adopt the final version of it. In the Model OIC, the secretariat circulates a draft resolution containing three to four preambles and three to four operative clauses to provide the most realistic diplomatic simulation experience. 

During the Model OIC, delegates must write a new draft resolution by simply adding new preamble and operative clauses to the draft circulated by the secretariat. Since only one resolution will be adopted on each agenda item, delegates are encouraged to work together and strive to reach a consensus while drafting resolutions.

RULE 2: Approval of Secretariat

After working on the draft resolutions, the delegates shall submit them to the bureau. For a draft resolution to be submitted it requires a minimum of one-eighth (1/8) of the member states present in the committee as signatories. The bureau transmits these draft resolution papers to the secretariat, and the secretariat examines the conformability of these drafts to the OIC Charter and the scope of the committee’s authority. The secretariat gives the final form by examining the draft resolutions also in the context of grammar and the compliance of the OIC resolution text structure. The draft resolutions are submitted back to the bureau after the approval process.

RULE 3: Amendments

After the draft resolution paper has been approved by the secretariat, the bureau proceeds with the amendment and voting process. Firstly, the chairman must distribute the approved draft resolution to the committee. Later, the chairman shall determine a proper time limit for the committee to examine the approved draft resolution. In the third step, the chair asks whether there are any amendments. If there are no, according to the silent consensus method the resolution is adopted.

Delegates who request an amendment within the period determined by the bureau must send it to the bureau in written format. The amendment sent is presented to the committee by the chairman, if the entire committee accepts this amendment, according to the silent consensus method the amendment is accepted directly, and the draft resolution is updated as such. 

In case the Member State submitting the original clause agrees to the amendment or amendments, it shall be considered as one clause, and shall not, as such, require voting. The draft resolution is updated as such.

If consensus is not reached, the chairman may invite the sponsor of the clause and the sponsor of the amendment outside the committee with a mediator to make them reach an agreement. However, considering time limits the bureau may ask delegates to deliver in favor and against speeches about the amendment and put the amendment on a vote. To approve an amendment quality majority (2/3) is required. 

Amendments to amendments are out of order. Also, any amendment to the clauses added by the secretariat in the first draft is out of order. The bureau should dismiss amendments that do not comply with the charter of OIC and explain it to the committee or the delegate who proposes the amendment. 

When two or more amendments are moved to a clause, voting shall first be done on the amendment furthest removed in substance from the original clause. The chairman decides on this, and it is not subject to appeal. If the first amendment is accepted, the committee shall not vote on the other amendments to that clause. However, if it is refused, after voting on the first amendment, the committee shall then vote on the amendment furthest removed therefrom, and so on. The delegates may send amendments to a clause that was previously amended.

RULE 4: Abstention and Reservation 

Any Member State may abstain from voting or make a reservation on a resolution or on a part thereof. Reservations shall be read out upon announcement of the resolution and shall be recorded in the report. Delegates who state their presence as “present and voting” cannot abstain from the substantive voting (voting related to resolution). 

RULE 5: Adoption

The final draft resolution paper is submitted for voting. According to the silent consensus method if there is no valid objection to the draft resolution the committee adopts the draft resolution, and it becomes the adopted resolution. If this cannot be achieved, voting is done based on a quality majority (2/3). 

RULE 6: Rejection and Division

Parts of the draft resolution shall be put to the vote separately when requested by the chairman or a Member State. If the motion for division is objected to, that motion shall be voted upon. If the motion of division is accepted, the parts of the draft resolution shall be put to the vote separately. The parties accepted shall then be put to the vote as a whole. If all operative parts of the draft resolution are rejected, it shall be considered rejected as a whole.