POLICY GUIDELINES FOR ACCEPTING OBSERVERS

AND DIALOGUE PARTNERS WITH ASEANAPOL

(Amended & Approved on 5^th September 2018)

 

 

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 33^rd 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[1] shall provide the Chiefs of ASEAN National 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          DEFINITIONS

 

            3.1.     Observer

            Any country, or organisation invited to participate the annual ASEANAPOL Contact Person Meeting (ACPM) and to observe the proceedings of the annual ASEANAPOL Conference but shall not participate actively.

 

            3.2.     Dialogue Partner

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

 

 

 

 

4.         CRITERIA TO BE AN OBSERVER AND DIALOGUE PARTNER

 

4.1.     Country

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

 

4.2.     Inter-governmental or Non-governmental International Organisation

            The inter-governmental or non-governmental international organisation shall be an apolitical and non-profit organisation, have relations with police work and be recognised by the ASEANAPOL member countries.

 

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5.         PROCEDURES TO BECOME AN OBSERVER AND DIALOGUE    PARTNER

 

            5.1.     Observer

 

5.1.1.     Any country, inter-governmental or non-governmental international organization may request to be an observer by submitting a written application to the ASEANAPOL Secretariat. The applicant shall state and articulate in their written application on how they intend to contribute to ASEANAPOL, and the implementation time frame associated with the intended contribution(s).

 

5.1.2.     ASEANAPOL Secretariat shall then duly process the application to ensure the needful information has been provided for by the applicant before the circulation of the application with Secretariat’s recommendations to all Chiefs of ASEAN National Police for their approval.

 

5.1.3.     When approval is obtained from all Chiefs of ASEAN National Police the ASEANAPOL Secretariat shall inform the applicant of the favourable result.

 

5.1.4.     The Secretariat shall also update the approval during the annual ACPM and subsequently at the HoD Discussion Forum during the annual ASEANAPOL Conference for endorsment.

 

5.1.5.     If consensus is unavailable before the annual ASEANAPOL Conference, the ASEANAPOL Secretariat shall table it during the ACPM and subsequently at the HoD Discussion Forum during the ASEANAPOL Conference.

 

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

 

5.1.7.     If consensus is unfavourable, the ASEANAPOL Secretariat shall inform the applicant of the outcome.

 

51.8.      All the approved application shall be stipulated in the Joint Communiqué.

 

 

5.2.     Dialogue Partner

 

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

 

5.2.2.     The observer country, inter-governmental or non-governmental international organisation may request to be a dialogue partner by submitting a written application to the ASEANAPOL Secretariat. The applicant shall state and articulate in their written application on what they had done in the past 3 years, including the year of application, on-going contribution(s) and how they intend to further contribute to ASEANAPOL, and the implementation timeframe associated with the intended further contribution(s).

 

5.2.3.     Any member country may propose through the Secretariat to elevate the status of observer country, inter-governmental or non-governmental international organisation to become dialogue partner.

 

5.2.4.     ASEANAPOL Secretariat shall then duly process the application to ensure the needful information has been provided for by the applicant before circulation of the application with Secretariat’s recommendations to all Chiefs of ASEAN National Police for their approval.

 

5.2.5.     When approval is obtained from all Chiefs of ASEAN National Police, the Secretariat shall inform the applicant of the favourable result.

 

5.2.6.     The Secretariat shall update the approval during the annual ACPM and subsequently at the HoD Discussion Forum during the annual ASEANAPOL Conference for endorsement.

 

5.2.7.     If consensus is unavailable before ASEANAPOL Conference, the ASEANAPOL Secretariat shall table it during the ACPM and subsequently at the HoD Discussion Forum during the ASEANAPOL Conference.

 

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

 

5.2.9.     If consensus is unfavourable, the ASEANAPOL Secretariat shall inform the applicant of the outcome.

   

5.2.10.   All the outcome of approved application  shall be stipulated in the Joint Communiqué.

 

 

6.      THE RIGHTS OF OBSERVERS AND DIALOGUE PARTNERS

 

            6.1      Observer

 

6.1.1.     May participate the annual ACPM as an observer.

 

6.1.2.     May attend the annual ASEANAPOL Conference Opening Ceremony, Welcome and Farewell Dinner, Plenary Sessions and Closing Ceremony.

 

6.1.3.     May also attend the HoD + Dialogue Partner Discussion Forum strictly as an observer with no speech except for new observer as introduction.

 

6.1.4.     The flag of the observer shall not be displayed during the ACPM and at the ASEANAPOL Conference.

 

 

            6.2      Dialogue Partner

 

6.2.1.     May attend the annual ACPM and participate activity in its contribution.

 

6.2.2.     May attend the annual ASEANAPOL Conference Opening Ceremony, Welcome and Farewell Dinner, Plenary Sessions and Closing Ceremony.

         

6.2.3.     May attend the HoD + Dialogue Partners Discussion Forum and Working Group 2 Meeting.

 

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

 

 

 

 

7.        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. The Secretariat is to duly monitor and process such withdrawal or removal.

 

            7.1.     By Observer or Dialogue Partner

 

7.1.1.     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.       

 

7.1.2.     The ASEANAPOL Secretariat shall then submit the mentioned application to all member countries for their decision by way of circulation or at the annual ACPM before the HoD discussion Forum during the annual ASEANAPOL Conference.

 

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

 

 

            7.2.     By Member Country

 

7.2.1.     Any member country may propose to remove the status of observer or dialogue partner.

 

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

 

7.2.3.     The ASEANAPOL Secretariat shall then submit the mentioned application to all member countries for their decision by way of circulation or at the annual ACPM before the HoD discussion Forum during the annual ASEANAPOL Conference.

 

7.2.4.     The decision shall be stipulated in the Joint Communiqué.

 

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

 

 

8.         AMMENDMENTS TO THE GUIDELINES

 

            Any member country through the ASEANAPOL Secretariat or the    Secretariat itself may propose amendments to the Guidelines, which    shall be circulated to all Chiefs of ASEAN National Police for its approval   or submitted before the ASEANAPOL Conference for its approval.

 

9.         ENTRY INTO FORCE    
    

            These Guidelines and its amendment takes effect by approval from the Chiefs of ASEAN National Police through consensus during the 38^th ASEANAPOL Conference dated 5^th September 2018.

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