Guidelines regarding the preparation of Working papers/Information papers

- Templates for processing Working Papers and Information Papers

 

To ensure the quality and consistency of submissions, these guidelines have been prepared to assist States and International Organizations in the preparation of working/information papers to be submitted to the Conference (Safety and Facilitation Streams).

 

Documentation that your Government or Organization may wish to submit for discussion at the Safety and Facilitation Streams should be forwarded electronically, in the Microsoft Word format templates, to ICAO by e-mail at HLCC-papers@icao.int, as soon as possible.

 

a) All submitted documentation (working papers/information papers) must be formatted in accordance with the templates provided in the following link, for all the languages submitted.

 

b) Working papers must be brief, action-oriented and concise, and must adhere to a strict four-page limit for text.

 

c) Working papers and information papers from Member States and International Organizations will be considered final on submission to the Secretariat and no revisions will be accepted.

 

d) Working papers for the Safety Stream (Agenda Items 1 to 5) must be received by the ICAO Secretariat by the deadline of 30 August 2021. The deadline for Working papers for the Facilitation Stream (Agenda Items 6 to 10) has been extended from 30 August 2021 to 15 September 2021. This is to guarantee translation of State submissions into all ICAO official languages.

 

e) Working papers that do not propose any substantive action will be reclassified as information papers and the Member State concerned will be informed accordingly. Working papers should indicate only one Conference agenda item, this being the agenda item most relevant to the subject of the paper. The ICAO Secretariat reserves the right to re-allocate the working paper to another agenda item where it is deemed more appropriate. Please note that there will be no papers for the Ministerial Plenary.

 

f) Information papers must be received by the ICAO Secretariat by the deadline of 30 September 2021. ICAO does not provide translation for information papers, which are posted in the language(s) of submission. These papers are NOT intended to be considered by the Conference.

 

g) ICAO will perform some light editing of the texts submitted to ensure that templates have been used correctly, scanning the texts to correct the most obvious format errors, making minor editorial changes to clarify ICAO-related titles and document references, and correcting spelling errors.

 

h) No translation service is provided for working papers submitted by International Organizations, whose working papers must be submitted in all six language versions by 30 August 2021. In case of a missing language, the working paper will be classified as an information paper and the International Organization will be informed accordingly.

 

i) In order to minimize delays in the availability of documents to be presented to the Conference, the papers will be published non-simultaneously: both the original submissions and the English versions will be published first, followed by the other language versions as soon as they are available.

 

j) Given time constraints during the Ministerial Plenary and limited time allocated for statements, Member States are strongly encouraged to submit a written or pre-recorded video statement by their Ministers prior to the Conference. Written Statements by Ministers for the Ministerial Plenary are translated if they are submitted by the prescribed deadline, i.e. 30 August 2021. Written Statements should be maximum of four pages. Should they exceed the page limit, translation service will not be provided and the Delegation will be informed accordingly. Pre-recorded video statements will not be translated and will be made available online through ICAO TV. Further information on, inter alia, the deadline for the submission, formats and file specification, are provided in the following link.

 

k) The following deadlines for submission of working papers will be strictly enforced:

 

30 August 2021

 

  • Deadline for the submission of working papers for the Safety Stream (Agenda Items 1 to 5) by Member States and International Organizations.
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  • All Written Statements for the Ministerial Plenary received before this date and within the page limit are translated.
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  • All working papers/statements received after this date will be posted as information papers in the language(s) received.
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  • No revisions will be accepted after this date.
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    15 September 2021

     

  • Deadline for the submission of working papers for the Facilitation Stream (Agenda Items 6 to 10) by Member States and International Organizations.
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    30 September 2021

     

  • Deadline for the submission of information papers by Member States and International Organizations.
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  • No publishing of information papers received after this date.
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  • No revisions of information papers will be accepted after this date.
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    Declaration

     

    The draft Declaration (translated into all six official languages) will be circulated by email to Chief Delegates and focal points registered by States and international organizations on 20 September 2021 with deadline for comments by 4 October 2021. After taking into account and incorporating comments as appropriate, updated drafts will be circulated to the participants at the beginning and in the middle of the Conference to obtain pre-consensus.

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