ITU-D Study Groups 1 and 2 : How to submit a Contribution

​​​​​​​​​​For faster processing and publishing, a template has been prepared for delegates who wish to make a contribution to the ITU-D Study Group meetings,

1. Select the meetingfor which you wish to submit a contribution
2. Source: indicate the entity which you represent at the meeting
3. Title: include the title of the proposal/document
4. Revision: if suggesting a revision to previous contribution please indicate the document number. Any changes in a previous text should be indicated with revision marks (track changes)
5. ​Indicate whether your document is for action or for information If you select Action, your contribution will be placed on the agenda, if you select Information your contribution will be available for reference only, and not placed on agenda or discussed
6. Action required: if the document is submitted for action, the action expected from the meeting should be clearly indicated
7. Keywords: insert relevant keywords
8. Questions: click only those Questions to which the proposal relates
9. Abstract: this field should include a short summary of the proposal
10. Lessons learned and suggested best-practices (if appropriate): insert lessons learned and suggested best-practices which have been included in the contribution
11. Text of contribution: This is where the text of your document is to be pasted. If you have tables, graphics, figures or other non-textual elements, they will not be suitably reformatted by the system. In order to solve this shortcoming, you are kindly requested to upload the Word version of the document in the step following the submission of the contribution (step 2).
12. Enter your contact details for the contribution. These details will be displayed in the footer of the final document.
13. Click Submit. This will display on-screen the submitted document to enable you to review or amend as required. If you wish to make changes, click the "modify request" on the bottom right-corner of the page. Make your changes and click "modify" to save whatever changes you have made.
14. When finished, click the "confirm request" button.
15. In the following step, you will be able to upload the original Word file by clicking "here". This will open an email message which should be used to send the Word file. The secretariat will be able to include these non-textual elements based on the Word model you uploaded, in the final formatted document to be published.

Click here to submit your contribution

1. Contributions for action (documents included on the meeting agenda for discussion)
2. Contributions for information (information documents not included on the meeting agenda or discussed at the meeting)
3. ​Liaison statements.
   
   All contributions for action received 45 calendar days before a study group meeting or a block of rapporteur group meetings shall be translated and published not less than seven calendar days before the said meeting. Beyond this 45-day deadline, but no later than 12 calendar days before the meeting, the contributor may submit the document in the original language and in any official language into which it may have been translated by the author.
   After consultation with the chairman of the study group or rapporteur group concerned, it may be agreed to accept contributions for action that exceed the page-limit of five pages. In such cases, it may be agreed to publish a summary, which shall be drawn up by the author of the contribution.
   
   All contributions received less than 45 calendar days but at least 12 calendar days before a study group meeting or a block of rapporteur group meetings shall be published but not translated. The secretariat shall publish these delayed contributions as soon as possible and not later than three working days after receipt.
   
   Contributions received by the Director less than 12 calendar days before a meeting shall not be entered on the agenda. They shall not be distributed but held for the next meeting. Exceptionally, contributions judged to be of extreme importance and urgency might be admitted by the chairman, in consultation with the Director, in derogation to the above deadlines, provided that these contributions are available to participants at the opening of the meeting. For such late contributions, no commitment can be made by the secretariat to ensure the document will be available at the opening of the meeting in all the required languages.
   
   No contributions for action shall be accepted after the opening of the meeting.
   
   The Director should insist that authors follow the rules established for the presentation and form of documents set out in this resolution and annexes and the timing given therein. A reminder should be sent out by the Director whenever appropriate. The Director, with the agreement of the study group chairman, may return to the author any document that does not comply with the general directives set out in this resolution so that it may be brought into line with those directives.
   
   Contributions submitted to the meeting for information are those which do not require any specific action under the agenda (e.g. descriptive documents submitted by Member States, Sector Members, Associates, Academia or duly authorized entities and organizations, general policy statements, etc.), as well as other documents considered by the study group chairman and/or the rapporteur, in consultation with the author, as being for information. They should be published in the original language only (and in any other official language into which they may have been translated by the author) and appear under a separate numbering scheme from the contributions submitted for action.
   
   Information documents considered to be of extreme importance may be translated after the meeting if requested by more than 50 per cent of the participants at the meeting, within the budgetary limit.
   
   The secretariat shall prepare a list of information documents that provides summaries of the documents. This list shall be available in all the official languages.
   
   Contributions for information shall be received by the Director not later than 12 calendar days before the meeting.
   
   Contributions "for action" and/or "for information" should not exceed five (5) pages (including cover page).

    

   Click here to submit your contribution​