Dear Participants,
We kindly ask you to read carefully through these instructions where you will find all the necessary information in order to apply for the ICM.
Every ELSA National group - Member or Observer, has the right to send 9 delegates to the International Council Meeting of ELSA (ICM). Usually 7 positions are used up by the 7 members of the National board (NB), and the NB decides on who will take the other two positions. Each NB selects one person as the Head of Delegation (HoD), who is responsible for his delegation’s attendance to the workshops, for waking them up in the morning, for the payments and so on. Of course, each participant has his or her own responsibility as well!
Head of Delegation – HoD:
HoD is the only one obliged to fill out the HoD sheet, and to send it with all applications from his delegation to the following e-mail: applications@icm-malta.com
After HoD receives all the application forms from his delegates (9 or less) who will attend this International Council Meeting, he or she is required to review and check all of the applications and see if the delegates have missed to fill out some questions. After that, the procedure is simple - HoD should send the list of delegates and all application forms to the OC.
HoD is responsible for payments. So after HoD registers the whole delegation, he or she will be informed about the costs from the OC. The costs have to be paid before the arrival through a bank transfer to our account ( see Payment Instructions).
According to the Amended article in Standing Orders:
5.5 Number of delegates
Members and Observers have the right to send nine delegates to each
Council Meeting. The host of the Council Meeting in agreement with the
International Board may increase this number.
If a Member or Observer can not fulfill all nine positions with its own members, the respective group can give free positions from its delegation to the members from other Member or Observer groups.
The National Board of the person applying shall approve him/her as a delegate and shall bear the financial responsibilities for him/her.
This means that OC of the ICM will ask confirmation from National Board of this delegate/those delegates who want to participate as member(s) of the delegation of another National Group. As soon as the confirmation is received OC will send confirmation mail to the HoD, stating that this participant/these participants are allowed to participate as delegates of that National Group. This e mail will also include financial obligations of the delegation, excluding financial obligations of the participant(s) from another NG, as their National Group is responsible for their costs.
If the OC does not get confirmation of the National Board of the NG that this/these participant/s are originally from, the OC will in the confirmation mail to the HoD state this fact and emphasize that it is up to HoD to inform this person/these persons that he/she is not able to participate as the delegate of this NG.
(e.g. If person A is in NG X and there is no place available for that person in his ELSA X national delegation, and this person asks permission to be part of delegation of ELSA Y, OC will have to get confirmation from NG X that this person can be part of stated delegation. If OC does not get approval for person A then OC will inform the HoD of ELSA Y about that. The HoD of ELSA Y has to inform person A that OC did not get permission for his attendance by his or her NG ELSA X.)
Exceptions: Seniors and Externals do not have a Head of Delegation and pay their fees separately.
NOTE: Every delegate, whether he/she participates as a delegate of other NG, will pay fees relating to his original delegation. (If a person from non favoured country is a member of a delegation that is from a favoured country than this participant will pay his or her fee as a participant coming from the non favored country and vice versa).
Successful registration:
- One the HoD registers his delegation by sending the relevant application forms together with the delegation sheet, the OC will send an email confirming such registration to the HoD.
- Together with the confirmation email, the HoD will receive the invoice for his delegation. The payment, through bank transfer shall take place once the HoD receives the invoice, with the final deadline for payments set at the 7th of March.
- Do not apply for a second time once the confirmation email has been sent to your first application.
- The HoD is to report any changes to flight times, departures and anything relevant to the application to the OC immediately.
The procedure is the same for all delegations (ELSA, ELS, IB, chairs, ALSA, ELSA Hollywood...)
The deadline for applications is March 1st 2010.
The OC is open to any suggestions so please do not hesitate to contact us on icm.malta2010@gmail.com
N.B.: Once again, HoD sends Delegation Sheet together with delegate's
Application forms to
applications@icm-malta.com