Rules of Procedure

1. Preamble and Definition

The Rules of Procedure are made under the authority of the Constitution of the Centre in accordance with the Agreement between the Government of Malaysia and UNESCO in establishing the Centre.

Unless otherwise stated in the text:

Government means the Government of Malaysia.

Organization means the United Nations Educational Scientific and Cultural Organization (UNESCO).

Centre means the International Centre for South-South Cooperation in Science , Technology and Innovation in Kuala Lumpur (ISTIC).

Constitution means the ISTIC Constitution.

Board means the Governing Board of the Centre.

Director means the Director of the Centre.

2. Membership

2.1 The Board is composed of the representative of the Government , who will act as Chairperson , a representative of the Director-General of UNESCO , and representatives of other Member States of UNESCO or other organizations, as stated in relevant Articles of the Constitution.

2.2 The members of the Board shall be elected in accordance with relevant Articles of the Constitution.

Elected members shall assume office at the beginning of the next meeting of the Board after their election to office.

3. Rules of Election of Governing Board Members

3.1 Representation of Member States of the Organisation

3.1.1 Member States of the Organisation wishing to be members of the Board having sent the Director of the Centre a notification to this effect and also (1) having sent the Director-General of the Organization a notification on their wish to participate in the activities of the Centre and (2) having made a commitment of a substantial contribution to the operating budget or to the running of the Centre , are thus accorded a seat by a decision of the Board.

3.1.2 The Member State shall notify in writing to the Director of its interest in being a member of the Board , at least 90 days prior to a meeting of the Board.

3.2 Other Organisations

3 .2 .1 Funding, International , and Intergovernmental organizations/institutes, wishing to be members to the Board shall send the Director written notification to this effect. If an organization / institute notifies the Director of its interest in being member of the Board , at least 90 days prior to a meeting of the Board, the Chairperson of the Board shall consult with the other members of the Board to determine his election to the Board.

3.2.2 The Board reserves the right to decide the organizations / institutes that may become members of the Board. The criteria for membership may include:

a. The organization / institute is making a substantial contribution to the running of the Centre.

b.The organization/institute is co-sponsoring one or more projects with the Centre.

c. The organization / institute contributes to the implementation of the activities of the Centre.

3.3 Membership Tenure and Re-election

3.3 .1 Members of the Board shall be elected for a term of two years. They are eligible for re-election.

3.4 Observers

3.4.1 STI Advisory Council members are entitled to attend Board meetings as observers.

3.4.2 Organizations / institutes wishing to be observers to Board meeting shall notify in writing to the Director to this effect.

3.4.3 An Observer wishing to address the Board or make a presentation or report to the Board, should notify in writing the Director, at least 30 days prior to the meeting , unless invited to do so by the Chairperson during the meeting.

3.4.4 The Board reserves the right to grant or deny the status of observer to any organisation or indi v idual.

4. Meetings of the Board

4.1 Date and Place

4.1.1 The Board shall meet in ordinary meeting once a year, it shall meet in an extraordinary meeting if summoned by the Chairperson, either on his own initiative or on that of the Director-General of the Organization, or at the request of at least half of its members.

4.1.2 The meetings of the Board shall be convened by the Director in accordance with the instructions of the Chairperson of the Board.

4.1.3 The Board shall normally meet at the Headquarters of the Centre in Kuala Lumpur. It may meet elsewhere if so decided by a simple majority of the members.

4.1.4 The place and date of the meeting shall be communicated in advance to all Member States and Associate Member of UNESCO and interested organizations.

5 Agenda

5.1 Provisional Agenda

5.1.1 The provisional agenda of the meetings of the Board shall be prepared by the Director in consultation with the Chairperson of the Board.

5.1.2 The provisional agenda shall be communicated to the members of the Board at least two weeks before the meeting.

5.1.3 The provisional agenda shall be communicated at the same time to Member States and Associate Members of UNESCO that are not members of the Board, as well as to agencies of the United Nations system.

5.1.4 The provisional agenda shall be communicated to all institutions and/or international organizations related to the Centre through the implementation of joint activities.

5.2 Adoption of the Agenda

At the beginning of each meeting, the Board shall adopt the agenda for that meeting.

5.3 Amendments, deletions and new items

The Board may, during a meeting, modify the order of items of the agenda or add or delete items. A simple majority of Board members shall be required for the addition or deletion of items during a meeting.

6. Officers

6.1 Chairman

The person designated by The Minister of Science, Technology and Innovation of Malaysia shall be the representative of the Government, who shall also be, ex-officio,

the Chairperson the Board. This position is not subject to election.

6.2 Tenure

Members of the Board shall remain in office until a new Board is elected.

6.3 General Powers of the Chairman

6.3.1 In addition to exercising the powers conferred upon him or her elsewhere by these rules, the Chairperson shall have the following powers: He/she shall declare the opening and closing of the meetings, direct the discussions, ensure observance, of the rules, accord the right to speak, put questions to the vote and announce decisions. He/she shall rule on points of order and subject to these rules shall control the proceedings and the maintenance of order.

6.3.2 If the Chairperson ceases to represent the Government or becomes incapacitated to hold office, the Director shall discharge the functions of Chairperson until the Government assigns a new representative.

7. STI Advisory Council

The Board shall accept nominations from the Organisation, the Government and members of the Board. Election of STI Advisory Council shall be decided by a simple majority of Board members.

8. Committees and Working Groups

8.1.1Committees set up by the Board shall meet in accordance with the decisions of the Board.

8.1.2 Committees shall elect their own Chairperson and members.

8.1.3These rules of procedure shall also apply to meetings of committees unless the Board decides otherwise.

8.2 Working Groups

Working groups set up by the Board shall meet in accordance with the decisions of the Board.

8.2.1 Working groups shall elect their own chairperson and members.

9. Secretariat

The Secretariat of the Centre shall consist of the Director and such staff as are necessary for the proper functioning of the Centre based on the organizational chart of the Centre approved by the Board.

10 Languages

10.1 Working language

Eng1ish shall be the working language of the Board.

11. Reports and Documents

11.1 Reports

11.1.1 The Director shall submit reports to each meeting of the Board.

11.1.2 The Board shall adopt reports at the end of the meeting.

11.1.3 Copies of these reports shall be circulated by the Director to the Government, the Organisation and the Institutions and Organizations related to the Centre.

11.2 Working Documents

The working documents of each meeting of the Board shall, as a rule, be communicated to the members fifteen days before the opening of each meeting.

12. Meetings

12.1 Quorum

12.1.1 At least 25% of the members present or by written proxy at a regular or an extraordinary meeting shall constitute a quorum.

13. Conduct of Business

13.1 The Director has the same right to speak in Board meetings as any other member of the Board.

13.1.2 The members of the Board and the Director may make oral as well as written statements to the Board, its committees and working groups concerning any questions under consideration.

13.1.3 Observers may with the permission of the Chairperson make oral or written statements before the Board and its committees.

13.2 Order of speeches

The Chairperson shall call upon speakers in the order in which they have expressed the desire to speak.

13.3 Time limit on speeches

The Chairperson may limit the time to be allowed to each speaker.

13.4 Points of Order

During the discussion on any matter, a member of the Board or the Directors may at any time raise a point of order and the point of order shall be forthwith decided by the Chairperson. Any member of the Board may appeal against the ruling of the Chairperson. The ruling shall then be put to a vote by the Chairperson and decided by a simple majority of members present and voting. A member of the Board or the Director may not in raising a point of order speak on the substance of the matter under discussion.

13.5 Suspension, adjournment, closure

Any member of the Board may, at any time, propose the suspension, adjournment or closure of a meeting or of a debate. Such a motion shall be put to the vote immediately.

The order of priority of such motions shall be as follows:

a}Suspension of the meeting;
b}Adjournment of the meeting;
c}Adjournment of the debate on the item under discussion;
d) Closure of the debate on the item under discussion.

14. Voting

14.1 Voting rights

Each member of the Board shall have one vote.

14.2 Simple Majority

14.2.1 Unless otherwise provided in these rules, decisions shall be taken by a simple majority of the members present and voting.

For the purpose of these rules, the phrase "members present and voting" means casting an affirmative or negative vote. Proxies are allowed, provided the appointing member informs in writing to the Director his proxy fifteen days before the meeting. Members who abstain from voting are considered as not voting.

14.3 Show of Hands and Roll-Call

Voting shall normally be by show of hands, except that any member may request a roll-call. The vote and abstention of each member participating in a roll-call shall be inserted in the record.

14.4 Voting on Amendment

14.4.1 When an amendment to a proposal is moved, the amendment shall be voted on first.

14.4.2 When two or more amendments to a proposal are moved, the Board shall first vote on the amendment deemed by the chairperson furthest there from, and so on, until all amendments have been put to a vote. If one or more amendments are adopted, the amended proposal shall be put to the vote

14.4.3 A motion is considered an amendment to a proposal if it adds to, deletes from or revises part of that proposal.

14.5 Secret Ballot

All elections shall be decided by secret ballot unless, in the absence of objections, the Board decides otherwise.

14.6 Equally Divided Vote

If a vote is equally divided on matters other than elections, the proposal shall be regarded as rejected.

15. Special Procedures

15.1 Special consultation by correspondence

Should the approval of the Board be required for a measure of exceptional urgency and importance while the Board is not in meeting, the chairperson may by means of the

Secretariat, consult the members by written correspondence through the post, fax or email.

The proposed measure shall be adopted ifit is approved by a simple majority of Board


16. Amendment

16.1 Amendment

These rules of procedure, except when they conflict with the provision of the

Constitution, may be amended by a decision of the Board taken by a two-thirds majority of the member present and voting, provided that the proposal for amendment has been placed on the agenda.

16.2 Suspension

Suspension of any of the rules shall require a two-thirds majority of the members present and voting.