Guidelines for the Participation of Non-governmental Observers on Canadian Delegations to Sessions of the Codex Alimentarius Commission and its Committees (including Codex Task Forces)

Office of the Codex Contact Point for Canada
October 2007

Introduction

It is the policy of the Government of Canada to facilitate broad participation in the activities of the Codex Alimentarius Commission (Codex). To this end, the Office of the Codex Contact Point for Canada maintains a list of non-governmental organizations which have expressed an interest in the work of the Commission and/or one or more Codex Committees, and regularly disseminates information on Codex activities to these organizations, including invitations to attend sessions of the Commission and Codex Committees as an observer on the Canadian delegation.

Canadian delegations consist of a Head Delegate, government advisors and non-governmental observers. The final composition of Canadian delegations is subject to endorsement by the Government of Canada's Interdepartmental Committee for Codex.

Process for Selection of Non-governmental Observers

Representatives of non-governmental organizations should submit their registration to the Office of the Codex Contact Point for Canada in order to be considered as observers on the Canadian delegation for the Commission or a specific Codex Committee. As general guidance, no more than two (2) observers on any delegation should be representatives of non-governmental organizations.

Non-governmental organizations should have activities relevant to the purpose of the Commission or the Terms of Reference of the Committee for which they submit a registration, preferably have national status and their representatives should have knowledge and experience relative to the issues being considered by the Commission or a Committee. Regional and provincial organizations will be given consideration after national organizations.

When designating non-governmental observers to attend, the extent to which the individual or Non-Governmental Organization contributed to the development of Canadian positions for the session of the Commission or a Committee may be taken into consideration.

A non-governmental observer must be a Canadian citizen and may not be a member of any other country's delegation or on the delegation of an accredited observer organization for the same session.

Observer's Obligations

Non-governmental observers are responsible for payment of all costs associated with their participation in sessions of the Commission or a Committee.

Canadian delegations participate in sessions of the Commission or a Committee in accordance with the Codex Alimentarius Commission Procedural Manual. It is recommended that non-governmental observers become familiar with the contents of this manual.

Non-governmental observers are expected to attend all plenary sessions and any delegation meetings convened by the Head Delegate. With the concurrence of the Head Delegate, non-governmental observers may also attend working group meetings held during the session.

Non-governmental observers may not negotiate on behalf of the Government of Canada. If, during informal discussions with other participants, non-governmental observers express views which differ from the official Canadian position, they should clearly indicate that these views are their own, or those of the Non-Governmental Organizations they represent, and not those of the Government of Canada.

Non-governmental observers should exercise discretion to ensure their activities are not prejudicial to the effectiveness of the delegation. A non-governmental observer may be asked to withdraw from the Canadian delegation if such activities occur.