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1. 004/2011
Kimberley Process
ADMINISTRATIVE DECISION
CLARIFICATIONS AND RECOMMENDATIONS
ON THE ISSUE OFAPPLYING THE KP WRITTEN PROCEDURE.
03 November 2011
a). As noted in paragraph 8 of the Аdministrative Decision “Procedures for Preparation and
Adoption of Documents/Decisions in KP”, the following steps should be followed when drafts
are considered for approval by written procedure:
1. Any Participant or Observer may draft a document/decision. The draft of his text should
be accompanied by a corresponding justification in line with the established terms of
reference. The draft should then be forwarded to the appropriate working body or working
bodies of the KP for consideration.
2. Any permanent body may draft a document/decision of the KP independently or jointly
with other working bodies within their established terms of reference.
3. Draft KP documents/decisions, with the exception of documents/decisions adopted in line
with the established procedures of the KP Chair, should be discussed in the corresponding
working bodies within their terms of reference before they are considered at the Plenary
session.
4. If consensus on the draft has been reached, in the absence of any written objections to the
draft, it will be considered as approved for submission to the Plenary session.
5. The Chair of the KP working body or the Chairs of the KP working bodies should advise
the KP Chair of the draft decision being considered and request him to include the
corresponding issue in the agenda of the Plenary session or for consideration via written
procedure. The presentation of jointly designed draft decisions should be done by one of
the Chairs of the KP working bodies, as may be coordinated between them.
6. Wherever possible the draft decisions tabled for adoption on the agenda of the Plenary
should be available to all Participants and Observers before its beginning.
b). When sending the draft to Participants for consideration according to the written procedure,
the KP Chair informs via e-mail the official focal points of the Participants, attaching the
proposed draft documents/decisions and an explanation of why urgent consideration is needed.
The deadline for responding to written procedure is determined by the KP Chair, is identified in
the e-mail, and can be extended by the KP Chair (including at the suggestion of other
Participants) for good cause.

2. 004/2011
c). The Participants, after having received the e-mail regarding the written procedure, should, as
soon as possible, but in any case before the stated deadline, confirm to the KP Chair whether or
not they support the documents/decisions being proposed under the written procedure. The KP
Chair should confirm the receiving of the responses sent by the Participants.
d). Any documents/decisions that have received support of no less than one third of the
Participants by the stated deadline are to be considered as approved under the written procedure,
if no written objections against the proposed document/decision are presented by any Participant
prior to the deadline.
The use of written procedure is the established method for the Kimberley Process to approve
documents/decisions between Plenary meetings; thus, any documents/decisions approved via
written procedure have equivalent status to documents/decisions approved during a meeting of
the Plenary.
e). The KP Chair should inform the Participants about the results of the written procedure
immediately after the expiry of the deadline. The final text of the approved document/decision,
any available remarks and objections that were submitted, and the list of Participants that
approved the adoption of the document/decision are forwarded to all the Participants.
f). The Observers should be included in the distribution list of all KP Chair e-mails mentioned
above.
These provisions are intended for the further explanation and clarification the Notice of the KP
Chair on the Written procedure adopted by the Plenary session (on April 30, 2003 in
Johannesburg).
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