Resources → Chair Resources
Chair Resources
If you have registered to be a guest chair for a UDMUN conference, please wait to receive an email from our Secretary General about the next steps. Once you have been assigned to a specific committee, it is recommended that you view the information listed on this page, as well as view your committee brief. While it is not important for you to be an expert on the topic, you should have a basic understanding of what is being debated.
Contacts
Logistics Team
If you have any questions about the procedure or conference, you will speak directly to the logistics team. You will receive their contact information on the day of the conference.
Reasons to contact the logistics team:
To pick up extra position paper rubrics.
To work out a time to go out for lunch.
To send in your picks for awards.
Technical difficulties.
Crisis Team
Crisis scenarios are drafted by our crisis team. All committees will have at least one crisis event assigned to them. If a Chair would like to have another crisis event, they may contact the crisis team.
Reasons to contact the crisis team:
Questions about a particular crisis.
To create another crisis event.
Procedure
When arriving to UDHS
When you first arrive, let the registration team know that you will be chairing a committee. They will hand you:
A committee brief
A conference packet
A chair guide (in addition to the online one)
You will have breakfast with your delegation. After breakfast, you will then be directed to sit with the rest of the chairs. There will be a brief meeting with the Secretariat and the chairs to discuss the procedure for the day.
Starting the Day
You will be directed to your room. Ensure that all required equipment is ready and available. If something is missing, contact the logistics team immediately.
Supplies needed for the day:
Placards
Gavel
ClearTouch Board
Stapler
Rubrics for position papers
Paper attendance sheet
A Chromebook
After your delegates arrive, have them complete attendance through our website. There will be a QR code available. They can also visit the conference resources tab on our website. If a delegate does not have their own device to complete attendance, have them complete attendance through the provided Chromebook.
Collect position papers and pass out placards. If a delegate requires their position paper to be printed, direct them to the instructions included in your chair kit.
Mark which delegates are present on the physical paper attendance sheet.
Before opening the debate, ask the committee if they would like to engage in for-and-against speeches.
For-and-against speeches are given before any motion is voted on.
A speaker for the passage of the motion is considered a “for” speaker, a speaker against is considered an “against” speaker.
Speeches for both speakers should last around 25 seconds.
This is a completely optional procedure.
Begin roll call immediately after attendance and position papers have been accounted for.
Lunch
The logistics team will contact you when your committee is ready to head down for lunch. Keep in mind that lunch is to be scheduled from around 11:30-12:30.
Once at lunch, your committee is not expected to sit together. Keep tabs on all your delegates if possible.
You will then be told when to return to your rooms.
Ending the Day
You will be contacted when award nominations are due.
Snack Break is to be scheduled from around 2:30-3:00. Keep in mind when in committee.
By the end of Committee Session III, your committee should be complete with the voting procedure. Encourage your delegates to participate in FunMUN!
Once all committees are adjourned, you will be ushered to the closing ceremonies, where you will be seated with the other chairs. Chairs will present the awards for their respective committees.
Facilitating Debate
MUN Command
UDMUN utilizes MUN Command, a website that allows chairs to manage their time in debate. Prior to the conference, please familiarize yourself with the software.
If you are having trouble viewing the video, view it here.
Timing for Lists: Individual/Total Method
UDMUN uses a timing structure modeled after the United Nations, where both the individual speaker and the overall speaking time are timed together.
Process
When a delegate motions for a speaker's list or moderated debate, they specify the time allotted to each speaker and the total time for the list, formatted as "Individual Time : Total Time." Once the motion passes, the chair sets a timer for both the individual and total times. Delegates who wish to speak are then chosen one by one by the chairs. Both timers run as the delegate speaks and pause when the speaker pauses. When the individual's time ends, the speaker's time is absorbed by the chair, and the process continues with new speakers until the total list time is fully used.
Yielding Time
When yielding to another delegate, both timers are paused until the next delegate speaks. They then use the remainder of the individual's speaking time.
When yielding to questions, both timers are paused when questions are asked. Both timers run when the speaker answers the question. The chair decides the final number of questions that can be asked based on the time available to the speaker.
When yielding to the chair, the rest of the time is absorbed by the chair.
This form of timing was adapted from the Camden County Technical Model United Nations Conference (TechMUN), with credit given to its respective collaborators.
Speakers List
Typically, the first speakers list for a committee should be initiated by a delegate.
The speakers in any speakers list are always predetermined. The chairs select the speakers.
During committee, especially if debate is slow, the chair should arbitrarily put the committee into a speakers list.
Moderated Caucus
Moderated debate motions are voted on from most to least destructive, or from most to least distracting/time-consuming.
Speakers for moderated caucuses are selected arbitrarily by the chairs. Do not create a predetermined list of speakers.
Use the MUN Command when facilitating debate.
Ensure that each delegate has a moment to speak. If there is chatter amongst delegates, make sure to end it. Also, highly encourage delegates to pass notes instead of talking to each other. And make sure to keep track of who is participating in motions and in debate.
Unmoderated Caucus
Keep track of which blocs there are.
Speak with delegates to see which solutions are being discussed.
Take notes of which delegates are rising to the occasion.
During resolution paper drafting, delegates are allowed to view the UDMUN website for help on drafting their papers. They are not allowed to use any other resources.
Crisis
The Crisis team will inform the chairs when a crisis event is happening.
Chairs, through a phone number available on the day of the conference, will be able to request crisis events.
The Crisis team may leave "crisis artifacts" or physical items that may be helpful for debate. Chairs should put their committees into a two (2) minute unmoderated caucus if left with a crisis artifact.
Resolution Papers
Drafting Papers
Please have delegates visit this link. Scroll down to the bottom of the page, and select the appropriate committee they are in. All resolution papers must be created within these folders.
Please allow time during an unmoderated caucus to begin drafting papers. The process of drafting papers should be completed in no more than two (2) unmoderated caucuses.
Introducing Papers
Once all papers have been submitted, chairs must verify that the papers are complete and have appropriate clauses.
Recommend the committee for a “motion to introduce resolution paper X,” where X is a particular resolution paper.
Once the motion passes, have delegates navigate to the appropriate paper through the website (it is the same folder where delegates created their papers), and silently read to themselves for five (5) or so minutes.
Q&A Session
Once papers have been read, the chairs put the committee into a short two (2) minute unmoderated caucus.
Signatories and other delegates are expected to work amongst themselves to identify possible questions to ask the sponsors of the resolution paper.
Sponsors of the resolution paper are expected to work amongst themselves on who will be answering the Q&A questions.
Once the unmoderated caucus is over, the committee begins a five (5) minute Q&A session. The chairs select speakers one at a time.
No back-and-forth talking is allowed; delegates ask one question, sponsors provide an answer. Avoid questions dragging on for too long.
Once the Q&A session is over, the resolution paper has been fully introduced. Repeat this process for each resolution paper.
Depending on the committee, the specific timing between individual reading and the Q&A session may vary at the chair’s discretion. Please keep in mind the times you are to complete your resolution paper voting.
Amending Papers
Once all resolution papers have been introduced, chairs put the committee into a short five (5) minute unmoderated caucus.
Designate spots for delegates to place their amendments for a particular resolution paper.
One way of doing this is by splitting the chair’s table into the number of resolutions and directing delegates to place their amendments on the appropriate spot.
Delegates, following the instructions on the UDMUN conference guide and/or website, will add amendments to resolution papers.
Friendly amendments do not require any signatories and do not need to be put to a vote.
Unfriendly amendments require signatures from at least 5 signatories and require a vote from the committee.
Once the unmoderated caucus is over, the chairs go through each amendment and vote on the amendments (if necessary).
Voting Procedure
ONLY BEGIN VOTING PROCEDURE ONCE ALL RESOLUTION PAPERS HAVE BEEN INTRODUCED AND GONE THROUGH THE AMENDMENTS PROCESS.
Recommend to the committee for a “motion to begin voting procedure” (or something similar).
Ceremonially close the doors to the room. Delegates are not allowed to leave the room during voting procedure (though, of course, they may do so in case of an emergency).
Using MUN Command, begin roll call voting.
Announce the name of the delegation and ask if they vote “yes,” “no,” or “abstain” on the resolution paper.
Go through the entire list until you receive a message on the outcome of the vote.
If a delegate said they are present and voting during the first roll call, they are not allowed to abstain.
Once the vote is complete, announce the outcome of the resolution paper.
Repeat this process for each resolution paper.
Grading Performance
During moderated discussions, keep track of the delegates presenting the most motions as well as speaking more often. However, it is better to value quality over quantity.
During unmoderated discussions, see if every delegate is participating in conversations. If a delegate is not participating, encourage them to try! Make sure everyone is making a good effort at presenting their country's position.
Remember, when you are grading the performance of delegates, you are grading how well they are participating and how well they are representing their role.
Awarding Honorable Mention & Best Delegate
The Secretariat will contact you for when award nominations are due. Fill out the form as soon as possible and ensure that no delegate knows who you are nominating.
Reasons for selecting Best Delegate:
The delegate actively participates in discussions.
The delegate accurately represents their country's stance.
The delegate's public speaking skills are outstanding.
The delegate's position paper is good (optional).
Reasons for selecting Honorable Mention:
The delegate possesses all the qualities fit for a Best Delegate, but falls short in some aspects.
Gen-AI & Use-of-Tech Policies
If a delegate is caught using Generative Artificial Intelligence (Gen-AI) during committee sessions, they are automatically disqualified from earning awards at the chair's discretion.
If a delegate is caught using technology outside unmoderated discussions for the purpose of resolution papers, they will be told to put their devices away. If they continue to use their device despite repeated warnings, they will be disqualified from earning awards at the chair's discretion.
Grading Position Papers
When all position papers have been collected, split the stack evenly between the two chairs. Each chair should participate in the grading process. Chairs are not expected to grade papers during lunch or snack break.
Remember to grade the papers in an unbiased way and based on how accurately they represent the history and stance of the issue. If a chair encounters a paper written by a member of their delegation, they are to have their co-chair grade it for them. In the event that a paper is written by a delegation that both chairs are a part of, try to minimize bias as much as possible.
Use the provided rubric to grade. Simply score each item and circle the corresponding check-level. Then, using the rubric as a guide, decide on which check-level is appropriate for the final score.
Awarding Best Position Paper
The Secretariat will contact you for when award nominations are due. Fill out the form as soon as possible and ensure that no delegate knows who you are nominating.
The easiest way to award Best Position Paper is to award it to the highest-scoring paper. In the event that there are multiple high-scoring papers, chairs make the final judgement.
Gen-AI & Plagiarism Policies
If you suspect a delegate has generated substantial parts of their essay using Generative Artificial Intelligence (Gen-AI), check with your co-chair and decide on appropriate action. If there is strong evidence to suggest Gen-AI usage, the delegate's paper is automatically graded a check-minus (✓-) and is disqualified from earning awards.
Common signs of Gen-AI usage:
Clear copy-and-pasted text from another source.
Generic arguments and overly neutral tone.
Heavy use of em-dashes (—), semicolons (;), and colons (:).
If you suspect a delegate has plagiarized their position paper, check with your co-chair and decide on appropriate action. If there is strong evidence to suggest plagiarism, the delegate's paper is automatically graded a check-minus (✓-) and is disqualified from earning awards.
Things to Note
Basic Structure
Roll Call
Setting the Agenda
Speaker's List
Moderated Caucus
Unmoderated Caucus
Voting Procedure
Common Sayings
When beginning roll call, say, "The chair will now begin roll call. When I say your name, please state your voting preference."
After debate has ended, say, "Are there any points or motions on the floor?" If there are no other motions or points, add, "…seeing none, we will move on to voting for…" and vote on the available motions.
If you want to suggest a certain action, say, "The chair would look favorably upon…"
If the room is rowdy and you need everyone to pay attention, say, "Decorum!"
If a delegate wants an amendment, ask the delegate whose motion is being amended, "Is this a friendly amendment?" If yes, continue with the procedure. If not, place the amendment to a vote with the rest of the committee.
Additional Resources
In addition to this guide and the chair kit, you can visit MUNPrep or Best Delegate for additional ways to prepare to chair a conference. The best way to prepare yourself for chairing is to go out and attend a conference!
