POLICY GUIDELINES FOR ACCEPTING OBSERVERS 
AND DIALOGUE PARTNERS WITH ASEANAPOL



1. INTRODUCTION

In enhancing regional police cooperation towards preventing and combating transnational crime and in matters of common interest, there is a need to foster cooperation with other entities showing interest in ASEANAPOL. Recognising this, policy guidelines are required to establish a mechanism for accepting observers and dialogue partners to ASEANAPOL. At the 33rd ASEANAPOL Conference in Pattaya, Thailand, the ASEANAPOL Secretariat was tasked to draft the policy guidelines on criteria and procedures for accepting observers and dialogue partners with ASEANAPOL.


2. OBJECTIVES

These Guidelines shall provide the Chiefs of ASEAN Police with the policy, criteria and procedures to consider request from any country, inter-governmental or non-governmental international organisation to obtain the status of observers and dialogue partners.


3. REFERENCES

3.1. Article 7 Para 1 of the Terms of Reference (TOR): Whenever it deems necessary, having regard to the aims and objectives         provided by the term in this TOR, the Secretariat may establish relations and collaborate with other inter-governmental or non-governmental international organisations.

3.2. Article 7 Para 2 of the Terms of Reference (TOR): The general provisions concerning the relations with other inter-governmental or non-governmental international organisation will only be valid upon approval by the ASEANAPOL Conference.


4. DEFINITIONS

4.1. Observer
Any country, or organisation invited to observe the proceedings of the ASEANAPOL Conference but shall not participate actively.

4.2. Dialogue Partner
Any country, or organisation with which ASEANAPOL enjoy consultative relationship in agreed areas of common interest and may participate actively in the ASEANAPOL Conference. 


5. CRITERIA TO BE AN OBSERVER AND DIALOGUE PARTNER

5.1. International Organisation
The international organisation shall be a non-profit organisation, have relations with police work and be recognised by the ASEAN member countries.

5.2. Country 
The country shall be a member of the United Nations and willing to cooperate in transnational crime issues with ASEANAPOL member countries.


6. PROCEDURES TO BECOME AN OBSERVER AND DIALOGUE PARTNER

6.1. Observer

6.1.1. Any country, or international organisation may request to be an observer by submitting a written application to the ASEANAPOL Secretariat. 

6.1.2. ASEANAPOL Secretariat shall then circulate the application with its recommendations to all Chiefs of ASEAN Police of seeking their approval. 

6.1.3. When approval is obtained from all Chiefs of ASEAN Police the ASEANAPOL Secretariat shall inform the applicant of the favourable result and request the host of the next ASEANAPOL Conference to invite the requesting country, or organisation to attend the Conference as an observer.

6.1.4. The Secretariat shall forward the approval to the HoD Discussion Forum at the next ASEANAPOL Conference to be endorsed. 

6.1.5. If consensus is unavailable, the ASEANAPOL Secretariat shall forward this matter to the HoD Discussion Forum at the next ASEANAPOL Conference and inform the applicant as such. 

6.1.6. If approval is obtained and endorsed at the HoD Discussion Forum, the Secretariat shall inform the applicant of the outcome and advise the next host to invite the applicant to the next ASEANAPOL Conference. 

6.1.7. If consensus is still unavailable, the ASEANAPOL Secretariat shall inform the applicant of the unfavourable result. 

6.1.8. The outcome of the request shall be stipulated in the Joint Communiqué.

6.2. Dialogue Partner

6.2.1. An observer country, or international organisation seeking to be elevated to the status of dialogue partner shall attend as an observer of the Conference at least once. 

6.2.2. The observer country or international organisation may request to be a dialogue partner by submitting a written application to the ASEANAPOL Secretariat.

6.2.3. Any member country may propose through the Secretariat to elevate the status of observer country or international organisation to become dialogue partner.

6.2.4. ASEANAPOL Secretariat shall then circulate the application with its recommendations to all Chiefs of ASEAN Police seeking their approval. 

6.2.5. When approval is obtained from all Chiefs of ASEAN Police the Secretariat shall inform the applicant of the favourable result and request the host of the next ASEANAPOL Conference to invite the requesting observer country or organisation to attend the Conference as a dialogue partner.

6.2.6. The Secretariat shall forward the approval to the HoD Discussion Forum at the next ASEANAPOL Conference for endorsement. 

6.2.7. If consensus is unavailable, the ASEANAPOL Secretariat shall forward this matter to the HoD Discussion Forum at the next ASEANAPOL Conference and inform the applicant as such. 

6.2.8. If approval is obtained and endorsed at the HoD Discussion Forum, the Secretariat shall inform the applicant of the outcome and advise the next host to invite the applicant to attend the next ASEANAPOL Conference as dialogue partner. 

6.2.9. If consensus is still unavailable, the ASEANAPOL Secretariat shall inform the applicant of the unfavourable result. 
    
6.2.10. The outcome of the request shall be stipulated in the Joint Communiqué.


7.      THE RIGHTS OF OBSERVERS AND DIALOGUE PARTNERS

7.1 Observer

7.1.1. May attend the Opening Ceremony, Welcome and Farewell Dinner, Plenary Sessions and Closing Ceremony. 

7.1.2. May also attend the HoD + Dialogue Partner Discussion Forum strictly as an observer. 

7.1.3. The flag of the observer shall not be displayed at the Conference.

7.2 Dialogue Partner

7.2.1. May attend the HoD + Dialogue Partners Discussion Forum and Working Group 2 Meeting.
          
7.2.2. May attend the Opening Ceremony, Welcome and Farewell Dinner, Plenary Sessions and Closing Ceremony.

7.2.3. The flag of the dialogue partner shall be hoisted at the Conference as mentioned in the Guidelines on the use of ASEANAPOL Flag.


8.     WITHDRAWAL OR REMOVAL OF THE STATUS OF OBSERVER AND
        DIALOGUE PARTNER

The withdrawal from being an observer or dialogue partner may be proposed by the observer or dialogue partner, whereas the removal of the status may be requested by any ASEANAPOL member country.

8.1. By Observer or Dialogue Partner

8.1.1. Any observer or dialogue partner seeking to withdraw from being an observer or dialogue partner shall officially inform the ASEANAPOL Secretariat of its intention by a written application. 

8.1.2. The ASEANAPOL Secretariat shall then submit the said application to all member countries for their decision at the HoD discussion Forum.

8.1.3. The decision on the withdrawal shall be stipulated in the Joint Communiqué.

8.2. By Member Country

8.2.1. Any member country may propose to remove the status of observer or dialogue partner at the HoD Discussion Forum.

8.2.2. The requesting member country shall justify in writing of such a proposal.

8.2.3. The decision shall be made by concensus at the HoD Discussion Forum and stipulated in the Joint Communiqué.

8.2.4. The ASEANAPOL Secretariat shall inform all member countries, observers and dialogue partners the decision of the removal.


9. AMMENDMENTS TO THE GUIDELINES

Any member country through the ASEANAPOL Secretariat or the Secretariat itself may propose amendments to the Guidelines, which shall then be submitted to the HoD Discussion Forum for its approval.

10. ENTRY INTO FORCE 

These Guidelines shall take effect upon approval at the ASEANAPOL Conference.