THIMUN FOUNDATION

AFFILIATION MANUAL
The THIMUN mission is to promote and foster collaborative solution-oriented
discussion to important issues by instilling life-long passion for improving our
global community into todays youth, who will be tomorrows leaders.

Attendants of THIMUN conferences aims to seek, through discussion, negotiation

and debate, solutions to the various problems of the world: e.g. questions of human
rights, protection of the environment, economic development, disarmament, the
problems of youth and of refugees, as well as the more critical issues of war and
peace. The young delegates, in seeking solutions to these problems, can learn
to break away from narrow, national self-interest and develop true international
cooperation.

The research and preparation required, the adoption of views and attitudes other
than their own, the involvement and interaction with so many other young people
from around the world, all combine to give the young people a deep insight into the
worlds problems, to make them aware of the causes of conflict between nations
and to lead them to a better understanding of interests and motivation of others.

Thus the THIMUN Foundation, through its conferences and educational programs,
attempts to fulfill the aims and goals set by the founders of the United Nations in
the Preamble to the Charter of the United Nations: to practice tolerance and live
together in peace with one another as good neighbors

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 Table of Contents
THIMUN Mission 3

Benefits of Affiliation 5

THIMUN Affiliated Conferences 8

Outline of the Accreditation Process 9

(Graphic overview of the steps to affiliation)

Preparing for an Affiliation Visit 10

Explanation of the Standards and Rating System 11

THIMUN Foundation Affiliation Standards 12

Pre-Visit Checklist Eligible for Affiliation 25

THIMUN Foundation Board Sample Affiliation Report 26

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BENEFITS OF AFFILIATION

1. Award of Distinction

By becoming affiliated with the THIMUN Foundation, conferences

achieve recognition with the worlds foremost Model United Nations
organization for secondary school students. THIMUN affiliated
conferences are some of the best MUN conferences found around
the world. External verification of a conference claim to excellence
is an important milestone in the development of a conference. It is
an indication to the host school/organization, participating schools
and the outside community that the conference is offering a quality
educational experience.

2. Promotion of Conference

Affiliated conferences have the advantage of having their conference

promoted within the THIMUN Foundation network. All THIMUN-
Affiliated conferences are included in THIMUN Publications and
on the THIMUN website. Conferences have permission to use
the THIMUN logo on conference documentation. Schools looking
to attend new national or international conferences will have the
confidence that your conference has met the high standards of the
THIMUN Foundation.

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 3. Improved standards and
a plan for self-improvement

Preparing for the affiliation visit and reflection upon the affiliation
report and THIMUN Foundation Board reports give conference
organizers the opportunity to look for improvements. It is an
opportunity to reflect on what your conference is doing well and how
you would like to see it grow in the upcoming years.

4. Increased Support

Most MUN conferences are organized by volunteer teachers with

minimal financial resources. Affiliation gives conference organizers
the opportunity to discuss with their administration the need for
adequate resources and comparative support for MUN to other
programs within a school. In addition, being part of the THIMUN
Foundation affiliation network enhances the opportunity in sharing
of knowledge and expertise between like-minded teachers and
students. Finally, affiliated conferences can take advantage of the
many educational and conference management tools and expertise
available at the THIMUN Foundation offices.

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5. Enhances networking
with like-minded organizations

The THIMUN Foundation is an umbrella organization that seeks to

support MUN conferences in the promotion of the ideals of MUN. By
working together, MUN conferences model the ideals of international
cooperation and support.

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 Letter of interest Affiliation
sent to THIMUN Conference Visit Report written
Board or offices

Letter reviewed Conference

and affiliation Report reviewed by
materials sent to THIMUN Board
visitor assigned affiliation visitor

Documentation to Conference Affiliation Granted

affiliation visitor Organizers review or Delayed
standards

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 PREPARING FOR AN AFFILIATION VISIT
A conference seeking affiliation or being reviewed for
continued affiliation will be visited by a representative
of the THIMUN Foundation. The primary function of the
affiliation visit is to provide an objective assessment of the
conference against a set of standards. These standards
are designed to help conference organizers develop or
maintain MUN conferences to the highest standards.
No assessments are made of individuals nor are they
designed to be critical of performance.
Before the conference visit, you will be requested to send
the following information to your designated THIMUN
Foundation representative:
1. Conference communication details (website,
conference email address, telephone number),
2. Brief history of the conference,
3. Profile of conference demographics (number
of schools, number of participants and general
demographic information),
4. Conference organization structure,
5. Student officer selection process,
6. A copy of last years MUN conference administration
and participant handbooks.
Once you have sent your initial information package you
will need to include your THIMUN representative in all
future communication you have with the participating
schools in your conference.
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Standard Awareness
Before the visit, take time to carefully read and understand
the affiliation standards. If you are unsure of a standard,
please feel free to contact your affiliation visitor. You are
welcome to make adjustments or changes prior to your
visit based on the review of the standards. Please note
that there is not an expectation that all of the standards
will be completely adhered to in order to achieve affiliation
status.
Communication with your administration team
and student leaders
During the conference, the THIMUN representative will
be observing conference procedures and making notes
regarding general structure, organization, and adherence
to THIMUN rules of procedure. The representative will
be conducting a number of interviews with your student
executive members. Please take the time to explain to
your team the purpose of these interviews and encourage
them to be open and honest. As MUN conferences are a
very busy time for the student executive and the MUN
Directors, it is advisable to have a designated student
leader to be in charge of the affiliation visit and to work
with the THIMUN affiliation member. The student leader
should be in charge of welcoming the representative,
showing them around the conference venue, and helping
with the scheduling of interviews. Please ensure that you
schedule a time for the affiliation visitor to meet with your
head of school/organization.
 EXPLANATION OF THE STANDARDS AND RATING SYSTEM
The THIMUN Affiliation standards are comprised of 12 affiliation visitor will write a detailed report about the
key areas of an MUN conference. Each standard has conference in order to aid the THIMUN Foundation Board
a number of descriptors that support the standard. The members in their decision about affiliation.

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 THIMUN FOUNDATION
AFFILIATION STANDARDS
The THIMUN Foundation has developed 12 core standards for MUN conferences who wish to
achieve affiliation status.

1. Organizational structure

2. Finances

3. Institutional support

4. Facilities

5. Guest services

6. Communication

7. Student leadership

8. Rules and procedures

9. Educational Outcomes

10. Community and Service

11. Internationalism

12. Community Outreach

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 STANDARD 1 - ORGANIZATIONAL STRUCTURE

The conference shall have clearly formulated organizational structures, qualified staff,
and documented polices.

Indicators for Standard 1

1a The conference has a clear and comprehensive planning timeline

Training sessions take place for conference organizers, student officers and student
1b
administration staff

1c There is a comprehensive and up-to-date policy manual

1d Suitable arrangements are made to cover threats to safety and security

1e The head conference organizer is organized, qualified, and experienced

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 2 - FINANCES

The conference shall have financial plans for the short and long term with procedures in
place to ensure compliancy with the parent organization and ethical principles.

Indicators for Standard 2

2a There is a detailed budget plan developed during the planning stage

2b There is a contingency plan for unforeseen issues (airline strike, civil unrest, travel restrictions)

Funds generated from the conference are used for MUN programs and not general revenue of the
2c
parent organization

The conference can demonstrate adherence to general principles of accounting (invoicing, cash
2d
reconciliation, balance sheet, end of conference financial statement)

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 3 - INSTITUTIONAL SUPPORT

The host school/organization provides conference organizers with sound direction,

continuity, and effective support.

Indicators for Standard 3

The administration of the host school/organization is actively involved and supportive of the
3a
conference

3b The conference is supported by a number of faculty and staff members

The conference is seen as an important part of the host school/organizations culture and community
3c
and is therefore protected and promoted within the school

The conference can demonstrate adherence to general principles of accounting (invoicing, cash
3d
reconciliation, balance sheet, end of conference financial statement)

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 4 - FACILITIES

The conference venues, technical installations, basic furnishings and supporting equipment
are adequate for the effective support of the conference program and assure the safety and
comfort of conference participants.

Indicators for Standard 4

4a All conference spaces are appropriately furnished and equipped

4b Audibility within committee rooms allows for delegates to follow the debate

The conference provides adequate health care services to support participants at the conference
4c
venue as well as conference sponsored activities off-site

The conference has procedures for evacuating all conference facilities in case of fire or
4d
other emergencies

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 5 - GUEST SERVICES

The conference shall ensure that guests have enjoyable and positive experiences.

Indicators for Standard 5

5a Food served at the conference is nutritious, safe and appetizing

If applicable, the transportation provider has been screened to check for adherence to safety and
5b
cleanliness.

A guest services or information desk is staffed throughout the conference providing support to
5c
conference participants

5d Adequate toilet and washing facilities are provided

Conference social events are adequately supervised and promote positive interactions that reflect the
5e
values of the THIMUN Foundation

If applicable, procedures are in place to ensure host families have been pre-screened and emergency
5f
protocols have been created and communicated.

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 6 - COMMUNICATION

The conference shall have processes and forums that enable participants to remain well
informed on all appropriate issues of the conference.

Indicators for Standard 6

6a A comprehensive administration handbook is provided in a timely manner

The conference provides an easily accessible up-to date electronic platform for conference materials,
6b
updates, and on-going communication

Communication of issues and country assignments allow conference participants ample time to
6c
adequately prepare for the conference

Conference organizers provide regular up-dates of important conference information before and
6d
during the conference

Conference organizers have effective mechanisms to evaluate the conference and receive feedback
6e
from all conference participants

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 7 - STUDENT LEADERSHIP

The conference shall ensure that guests have enjoyable and positive experiences.

Indicators for Standard 7

There is a clear understanding and implementation of the MUN philosophy of student leadership and
7a
organization

Student officers have clear competencies and act professionally in the execution of their
7b
responsibilities

7c Student officers are recruited from a diversity of backgrounds and more than one school

Adult conference organizers ensure there is a clear student leadership training and mentoring program
7d
with adequate supervision and support including an effective performance appraisal system

7e Conference organizers ensure that reasonable work loads are assigned to students

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 8 - RULES AND PROCEDURES

The conference shall use THIMUN Foundation Rules and Procedures to promote
a productive and orderly conference.

Indicators for Standard 8

THIMUN Rules and Procedures are generally known, understood and implemented by conference
8a
organizers

8b Rules and procedures helps enhance debate and committee engagement

8c Rules and procedures are clearly posted and explained to conference participants

Participants dress and behave in a manner that indicates a seriousness of purpose and
8d
professionalism

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 9 - EDUCATIONAL OUTCOMES

The conference shall develop the skills and abilities to gain deep insight into the worlds
problems and a better understanding of the interests and motivation of others.

Indicators for Standard 9

9a The conference provides stimulating learning environments to engage participants

9b The conference provides experiences in critical thinking and problem solving

The conference provides opportunities for participants to develop awareness of international issues
9c
and diplomacy

Committee sizes are appropriate to allow delegates to have opportunities to participate and
9d
engage in debate

Conference materials, such as research reports and background guides, are provided to support
9e
participant learning

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 10 - COMMUNITY AND SERVICE

Participants will have opportunities to acquire and exercise social responsibility within and
beyond the conference.

Indicators for Standard 10

The conference programs address the need for participants to take concrete actions on the
10a
global issues

Community and service programs are promoted and supported by conference organizers during and
10b
after the conference

Conference organizers have systems to facilitate participation of students from a variety of social and
10c
economic backgrounds

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 11 - INTERNATIONALISM

The conference offers a variety of ways in which students can acquire and express intercul-
tural and international awareness.

Indicators for Standard 11

The conference operates in a manner that reflects the spirit of the United Nations Universal
11a
Declaration of Human Rights

Conference participants understand the importance of accurately and diplomatically representing

11b
views and attitudes other than their own

11c The conference promotes the importance of cooperation rather than competition between participants

Optional Indicator (write in):

Optional Indicator (write in):

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 STANDARD 12 - COMMUNITY OUTREACH

The conference serves as a center for MUN programs and actively engages the local commu-
nity and with other THIMUN organizations and programs.

Indicators for Standard 12

The hosting organization/conference is actively involved in promoting MUN programs and values
12a
within the local and national community

Conference organizers recognize the importance of networking and community building with other
12b
organizations

12c The host school is actively involved in THIMUN events and/or programs

Optional Indicator (write in):

Optional Indicator (write in):

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 PRE-VISIT CHECKLIST
ELIGIBLE FOR AFFILIATION
All conferences wishing to obtain affiliation must:

1. Use THIMUN Rules of Procedures

2. Have a minimum of THREE years of consecutive operating history

3. Be part of a School or educational organization that is accredited by a recognized national or

international accreditation body

4. Have the written support of the administration of the parent organization

5. Have a minimum of 5 schools actively participating in the conference

6. Have a minimum number of 200 participants

7. Have commitment to acting within the spirits of the ideals and principles in the United
Nations Universal Declaration of Human Rights and the United Nations Charter

8. Operate the conference in one of THIMUN Foundation Conference languages (English,

French others?)

9. Have the ability to host the affiliation visitor

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 THIMUN
Foundation Board
Sample Affiliation Report
Prepared by ( ):

History
This section gives information regarding history of schools
involved, when the conference started, historical growth
records, and growth in number of schools, significant
events in the history of the conference (keynote speaker,
sponsor, key organizers, and expansion to international)
Demographics of the conference
a national conference with only schools based in
attending. Due to the natural diversity within based
schools, there were a large number of nationalities and
viewpoints represented at the conference. Currently over
50% of the delegates are from the host school. There are
fourteen other schools who attended the conference.
Preparations prior to the conference
The main information package was sent to schools (date)
with the initial registration deadline of (date). Form 2
(delegation registration) was due on (date).
Communication was done primarily through email
to teachers or from the conference Face book page.
Committee assignments were distributed on (date) along
with research reports on each of the issues.

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Organization committee
The conference was organized by a group of teachers led by . and a student executive team

-------- Conference Organizational Structure

President
Secretary General of the
General Assembly

Deputy Secretary

Deputy President
General

Head of Press Chairs
President and Head of Admin

Deputy President and Deputy Head of

Co-Chairs Admin

Delegates

Press Members of each Admin

Commitee Members

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 Student Officer Selection Process:
Executive Committee:
Each year, a Big Four is selected to organize and lead
the conference. The Big Four refers to the Secretary
General, President of the General Assembly, Deputy
Secretary General and Deputy President.
In December (the year before the conference), the
club allows potential candidates to submit applications
and motivational letters for executive committee positions
which include positions in the Big Four, head of Admin,
Head of Press and Head of Training.
The incumbent Big Four along with the Director and Co-
Directors of the club, go through each of the applications
and select their successors for the next conference as
well as the other positions mentioned above. Selected
applicants are notified over the term holidays and
start their work in February. The planning of the actual
conference usually starts in May/ June.
Note: The Big Four have always consisted of Year 13s as
they tend to be the most experienced in the club and the
other heads tend to be selected from year 12 in order to
prepare for future conferences.
Student Officers for committees:
Student Officer Application forms are sent out to other
schools along with Form II which confirms the names of
all the participants. Student Officer Applications are also
distributed through (name of person) as well.
After all the applications are in on the mentioned
deadline, the Secretary General and the President go
through the applications and assign Presidents, Chair,
Deputy President and Co chair positions to a selected
number of applicants. This list is approved by the Deputy
President, Deputy SG and the Director and the selected
applicants are informed of their appointments.
All of the student executive team members were also
member of the executive or student officer teams at
THIMUN affiliated conferences.
Facility
The conference is held in the School. Committee
sessions are held in classrooms limiting the size of
committees to about 30 delegates and the timing of
the conference is after school and a weekend. The
organization team did a fantastic job in providing excellent
food service throughout the conference despite the lack
of food preparation facilities on site. The facility is older
but is well maintained and provides a safe and secure
venue for delegates. Wireless internet service was
provided for all participants.
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Detailed Program is listed here
Lobbying Rooms are listed here
Issues on the Agenda are listed here
Registration
There was very good support during the registration
procedures. There were student greeters located at the
main entrance to the school. Badges and conference
materials were organized by school. There were minimal
badge corrections. Conference materials and ID badges
were professional in appearance.
Signage was present throughout the facility with large
pull up banners outside each conference room and
directional signs throughout the building.
A nice added touch was to provide a boxed lunch to all
delegates upon arrival as registration was during the
lunch hour. Administration staff was clearly visible with
uniformed polo shirts.
Health and Safety
Evacuation protocols were explained to all delegates and
staff at the start of the conference. Student officers were
briefed on how and where to evacuate delegates in case
of an emergency.
A first aid station was staffed at all times during the
conference with qualified staff.
Clothing
Delegates dressed professionally and conservatively.
This evaluator did not notice any issues regarding dress
code violation.
Lobbying
Lobbying occurred within the schools computer labs.
This was due to the necessity of the approval panel
system. The rooms were a bit crowded and at times
presented a barrier for delegates to form larger groups
to work together with resolutions. The reduced size of
each committee allowed for a more rapid integration of
lobbying activities.
The chairs in each committee appropriately supported
the lobbying activities and were readily accessible.
Student officers were actively involved in the editing of
draft resolutions.
Approval Panel
Each resolution required 12 signatories in order to be
considered for debate. Considering that all committees
had between 25-30 delegates, this threshold appeared
to be high. This limited the number of delegates who
could successfully complete the approval panel process
and also limited debate within rooms as a majority of hall on the Campus. There was the appropriate level of
delegates by definition were already supporting the seriousness and organization. A short keynote address
resolution. was given by (name). In addition, there were two musical
The organizational aspect of getting a resolution approved performances by students and 10 ambassador speeches.
consisted of the student officers editing the resolution There was sit-down catered meal from a local hotel
and verifying the signatory sheet. It was then sent via which highlighted the obvious goal of the organizational
a common email address to the approval panel. The committee to show a high degree of hospitality to the
common email account allowed for all student officers, participants.
executive members and secretariat to be accessing
Debates in Council and Committees
the email account simultaneously. The approval panel
As mentioned previously, committee rooms were between
consisted of the four main student officers (SG DSG,
25-31 delegates. The smaller groups allowed for plenty of
PGA, DPGA) who then approved or disapproved the
speaking opportunities but also limited debate at times.
resolution remotely. If the resolution was not approved, an
Student officer were in control of their rooms at all times
email was sent back to the committee chair. If approved,
and were well versed in THIMUN rules of procedure. There
the subject line in the email message read APPROVED
was good time keeping of the resolutions and chairing
with the committee details. The Secretariat then began
scripts were clearly being followed. As in all conferences,
the process of printing the resolutions. There was very
some rooms had more consistent, dynamic debate than
small window of time between lobbying, approval of the
others. Currently only two of the sixteen student officers
resolution and debate within the committee (3 hours). This
are students. Student officers did attempt to include all
small window resulted in the conference falling behind
of the delegates within the debate. Despite the majority
schedule by about 30 minutes in some committees.
of delegates coming from the host school, familiarity or
Perhaps a slight adjustment of the schedule would
favoritism did not appear to be an issue.
eliminate the scheduling difficulty. In addition, having
the four main student organizers/executive members Debates in Security Council
solely responsible for the approval panel resulted in a
Security Council indicated a high level of preparation
great concentration of responsibility and stress on the
and debating skills. Most of the delegates were well
organizational structure. In addition, the approval panel
prepared. The Council struggled with the veto issue at
closed after three hours and no additional resolutions
times and the use of more un-moderated P5 meetings
were considered after this time.
and suggestions by the student officers may help limit
Opening ceremonies this issue in the future. The issue of how to deal with
the issue of Israel needs some reflection. Several times
Opening ceremonies were held in the newly built spacious

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 during the debate, the Council lost its diplomatic tone and
non-diplomatic language was used. It takes a very skilled
student officer and a well-thought out plan to navigate this
issue, but it is important to demonstrate that diplomacy
can still work even with the most contentious of issues.
While no fault of the conference organizers, both Israel
and United States representative were female while all
but one of the other SC members was male. As a result,
it appeared that gender issues played a role during the
debate on Israel/Palestine.
Press team
The 13 member press team produced two issues during
the conference. Each committee had an assigned
reporter. In addition, the conference paper was four pages
long and covered the main events of the conference. It
was distributed free to all delegates.
Institutional support:
There is clear administrative support for the conference. All
Head and Deputy Heads of the school were present on the
first day of the conference and at the opening ceremonies.
It was clear their involvement in the conference was more
than just an attendance obligation. One Deputy Head of
school spoke of the pride within the student population
and the tremendous effect the conference had in building
a strong community with the staff and student body.
There was an additional five teachers on staff who were
actively involved in the conference from helping organize
food services to overseeing the press room. In addition
to volunteering and moral support, the administration
recently approved a stipend and benefits package for
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the MUN director which is equal to deputy department
head. An observer of the conference will quickly notice
that this is a whole community support program. One of
the strongest aspects of the application is the strong
institutional support of the conference.
Closing Ceremonies
(Name), spoke at the closing ceremony. Closing
ceremonies were brief and well-organized. Committee
reports were read to the Assembly. In addition, each
participating school was presented with a small gift and
their certificates on stage.
Recommendation
Overall, the conference is a good reflection of what
THIMUN envisions in a small MUN conference. It is a
community building activity with active student leadership
who take pride in running a professional and efficient
conference. There are small adjustments or areas of
improvement but these areas are not a hindrance to the
overall success of the conference. I would recommend
the THIMUN Board affiliation of and authorize
the THIMUN Qatar office to issue a report to the
administration and organization committee which
contains two conditions and four recommendations.
Conditions
(Conditions are listed and details are given regarding the
rationale)
Recommendations
(Recommendations are listed and details are given
regarding the rationale)
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