Submission of papers to meetings of the Commission

These rules aim to ensure that papers are submitted in sufficient time and in an appropriate form for participants to be able to read them and absorb their contents before matters contained therein are addressed.  This will also enable the substance of each paper to be given due and equal consideration.

Submissions are due by:

• Commission working papers: Saturday 8 September
• Commission background papers: Sunday 23 September

1. All papers considered by the Commission to support the taking of decisions are denominated ‘working papers’. Papers which provide background information only are ‘background papers’.

2. Working papers require translation into the four official languages.  To guarantee translation, the deadline for submission to the Secretariat is 45 days prior to the beginning of the meeting (Table 1). Translation of working papers received after the stated deadlines and prior to the start of the meeting will be possible only to the extent that the length of the paper and the date of submission permit.

3. Working papers are limited to 1 500 words, with no limit on annexed proposals for new or revised conservation measures, decisions or resolutions.

4. Working papers which exceed 1 500 words and have no exemptions as provided for in paragraph 3, will be returned to the author(s) for review and re-submission within the stated deadlines.

5. Background papers, including reports from observers to the meeting, should be submitted to the Secretariat no later than 30 days prior to the beginning of the meeting (Table 1). These are made available to Members in the language of submission.

6. It is recommended that background papers do not exceed 15 A4 pages.

7. In all documents submitted as revisions, new text should be formatted in bold and deleted text formatted as strike-through; not in track-change mode[1].

8. Papers must be submitted by email to webmaster [at] ccamlr [dot] org in Microsoft Word and pdf formats.

9. Papers submitted prior to the start of the meeting will be made available to Members and Observers on the CCAMLR website. Hard copies will not be provided at the meeting unless requested by participants on registration (see CCAMLR-XXXI Information note for further details).

10. Papers submitted after the beginning of the meeting will not be accepted unless the Chair of the meeting considers that they are of sufficient importance and that participants will have enough time to give them adequate consideration before the relevant agenda item is discussed. In the case of working papers, translation will depend on the prioritisation of all translation work during the meeting, as determined by the Executive Secretary.

11. Background documents prepared by Members during the meeting in response to identified requirements must be submitted by, or on behalf of, the Head of Delegation and will be processed and distributed by the Secretariat as quickly as possible.

12. Each working paper and background paper should include a title page and an abstract.  The title page should contain:

(i) reference to the meeting to which the paper is submitted (e.g. in 2011, CCAMLR-XXX)

(ii) the specific agenda item number(s) to which the paper refers

(iii) the title of the paper

(iv) the name of the Member/organisation, and of the author(s) if applicable, submitting the paper to the meeting

(v) the following disclaimer: 

‘This paper is presented for consideration by CCAMLR and may contain unpublished data, analyses, and/or conclusions subject to change. Data in this paper shall not be cited or used for purposes other than the work of the CCAMLR Commission, Scientific Committee or their subsidiary bodies without the permission of the originators and/or owners of the data.’

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[1]     Text shown in track-change is not compatible with the translation memory program used by the Secretariat.