Registration to meetings of the Board of Governors, General Conference and Conventions

 

Registration of delegations to meetings of the Board of Governors (BoG), General Conference (GC) and conventions can only be initiated and processed by so-called Registration Focal Points (RFPs) through InTouch+. The RFP designation is assigned by the IAEA to the corresponding InTouch+ user upon receipt of the required official form from the Permanent Mission or Ministry of Foreign Affairs and is valid for one year. It is a prerequisite that RFPs have a NUCLEUS account prior to role assignment in InTouch+, which will be confirmed by the IAEA via email. For further guidance on the designation process email IAEA-Protocol-Office.Contact-Point@iaea.org.

To start the registration process of delegation participants, you must complete the RFP profile in your InTouch+ account. Should you have been assigned to other roles, ensure that you are currently logged in with your “RFP” role in the top right corner of your InTouch+ account.

Registration of delegation participants can be done by the RFP and the alternate RFP. However, at any given point, only one RFP can process the registration of participants to a specific event during which the content will be locked for editing. Once the ongoing task is completed and in order for the alternate RFP, or the IAEA, to access, review, and if necessary, edit the delegation list, the RFP is advised to use the “lock and release” functionality which allows for interactive and efficient collaboration.

Please select the upcoming meeting you would like to register your delegation for: General Conference (GC), Board of Governors (BoG) or conventions. Depending on the assigned privileges, the available tabs may differ from one RFP to another. The process of registering the delegates is similar for BoG, GC and conventions. Minor differences, if any, will be highlighted.

In the following example sequence, the Registration Focal Point (RFP) role is responsible for GC and BoG, and is performing the delegation registration for BoG.

By clicking on the relevant tab, you will see a list of meetings open for registration. Select a meeting by clicking on the blue arrow on the left side to initiate the registration process.

After the event has been selected, the system will take you to the “Registration” page. At the top you will find the “Registration Task Completion” guide and further below, the “Add Delegation Member” drop-down menu.

Registration steps are as follows:

Select the delegation participants from the “Add Delegation Member” menu from your preferred source:

a) If adding from the Blue Book, a list of accredited diplomats of the Permanent Mission or Permanent Delegation to the IAEA BoG will be displayed. At the top of the list, you can search by Last Name and/or First Name. Select the desired person and click on “Add Participant”. Note: The option of adding from the Blue Book is not available for Conventions. The option of adding from past events is not available for the Board of Governors and the General Conference.

Once the participant has been added, three icons will appear on the left-hand side of the ro,. You may edit (pencil icon), cancel (“X” icon) or delete the delegate line (bin icon).

To edit the participant details, use the pencil icon and a small window will be displayed where changes can be made.

Note: Participants can only be deleted when the registration of the selected participant is in Draft Status Once the list has been submitted to the IAEA, the status will change to “Submitted to the IAEA” and participants cannot be deleted however, they can be cancelled (greyed out).

You may amend/complete the delegate’s information as necessary bearing in mind mandatory fields, marked with an asterisk (*), which must be completed to save the information and proceed with the registration process. The NUCLEUS username field will become mandatory if the participant is attending a virtual or hybrid meeting. In such cases, please verify that the email account is associated to the participant’s NUCLEUS username.

b) If adding from “Add from Past Event”, a second window with multiple search criteria with a list of participants will be displayed Enter one or more criteria and click on “Search” on the top of the page to find a specific participant.

Select the participant and click on “Add Participants” Once added, you may set the participant’s position in the delegation, edit email address, etc.

“Reset” the information if you would like to go back to the list generated by the system. To go back to the previous step, click on “Exit”.

c) If adding from “Add New Participant”, a small window on the right-hand side of the screen will be displayed (see above figure Participants Details). All participant information must be duly entered. Once finished, “Save” the entry and proceed to register the next delegate.

d) If adding from “Add participant from InTouch Plus”, a list of participants with an already existing InTouch+ profile will be displayed. Enter one or more criteria and click on “Search” on the top of the page to find a specific participant. Once the participant has been selected, you may edit/update the information accordingly (functional title, position in delegation, order in delegation, etc.).

• The columns “Last Updated By” and “Last Updated on” facilitate transparency by clearly identifying who made the most recent changes on a given participant line and when these changes were made.
• For your work to be preserved, please be reminded to use the “Save my Work” function.
• To pause the registration process or allow for RFP alternate to continue, click on “Release” on the top right corner of the page.

Once you finish the registration of delegates and you save the draft list, the system will automatically order the delegates position by precedence. To change the order (e.g. two advisors) use the arrows in the “Order” column.

Once you have added the participants and set their position in the delegation, you must generate the PDF list using the “Generate PDF List” sub-tab. Note: The list of delegates will only be generated by the system once you have saved your work.

The system will generate the PDF list of delegates which should either be a) printed, stamped, and uploaded to the system or b) stamped electronically and uploaded to the system.

Subsequently, the stamped PDF List of Delegates must be uploaded to InTouch+ by clicking on “Upload Document”.

As you move forward with the registration and opt for “Save my Work”, InTouch+ will reflect the progress on the Registration Task Completion guide.

Should you want to replace the PDF List of Delegates, the existing document must be deleted first.

Click on “Submit to IAEA” to finalize the delegation registration process.

On the “Submit Delegation List” window please reconfirm to submit the list.

The “Registration Task Completion” guide now shows that the process has been completed and you will be returned to the event page.

The columns “Last Updated By” and “Last Updated on” facilitate transparency by clearly identifying who made the most recent changes on a given participant line and when these changes were made.

For all changes to the list of delegates after the registration deadline, please write to:

• for the General Conference: GC-Registration.Contact-Point@iaea.org;
• for the Board of Governors: IAEA-Protocol-Office.Contact-Point@iaea.org and
• for Conventions: Conventions.ITP-Notifications@iaea.org.

The IAEA will make the changes on your behalf and will request for you to confirm the requested changes.