Recommendations

adopted during the Assembly in Fribourg on 2-3 October 2014 and annexed to the Internal Rules

The Presidency

	at the latest six months before the Assembly	at the latest four months before the Assembly	at the latest three months before the Assembly	at the latest two months before the Assembly	at the latest one month before the Assembly
List of Member Services	communicate to the Chair of the "Coordination and Communication" working group the list of Member Services that respond to its communications; that do not respond to its communications; that have expressed their desire to leave COTSOES; that are new	contact the Member Services that could be excluded		communicate the list of Service representatives who will be present at the Assembly (this list shall be updated in case of late registration)
Amendments to the Internal Rules		communicate immediately, or at the latest four months before the Assembly, to the Member and Participating Services, any amendment to the Internal Rules proposed by a Member Service		communicate to the Member and Participating Services the proposed changes to an amendment
Agenda of the Assembly			establish the agenda	send to all Member and Participating Members the working group reports, proposals, and any other document that will be the subject of an intervention included in the Assembly agenda	update and amend the final version of the agenda
Candidate for the new Presidency	begin to seek a candidate Service for the new Presidency at least one year before the Assembly. If it has not yet found a successor, it shall inform all the Member Services

Working group Chairs

	regularly	at the latest two month before the Assembly	at the latest one month before the Assembly	at the latest one month after the Assembly
Meetings and presentations	communicate to the Presidency and the Chair of the "Coordination and Communication" working group as soon as possible, the date and venue of the working group’s next meeting following each meeting, the list of Member Services that participate in the work of each group that have responded to their questionnaires that have not responded to their questionnaires	submit their presentation or report to the Presidency (five pages maximum); communicate to the Presidency the list of equipment needed for their presentation	communicate to the Presidency the documents concerning their presentation to be distributed during the Assembly – presentations should not last more than 20 minutes	communicate to the Presidency the summary of debates concerning the report they have submitted, to be included in the conclusions

regularly

at the latest two month before the Assembly

at the latest one month before the Assembly

at the latest one month after the Assembly

Meetings and presentations

communicate to the Presidency and the Chair of the "Coordination and Communication" working group

as soon as possible, the date and venue of the working group’s next meeting
following each meeting, the list of Member Services
- that participate in the work of each group
- that have responded to their questionnaires
- that have not responded to their questionnaires

submit their presentation or report to the Presidency (five pages maximum);

communicate to the Presidency the list of equipment needed for their presentation

communicate to the Presidency the documents concerning their presentation to be distributed during the Assembly – presentations should not last more than 20 minutes

communicate to the Presidency the summary of debates concerning the report they have submitted, to be included in the conclusions

Chair of the "Coordination and Communication" working group

	at the latest six months before the Assembly	at the latest three months before the Assembly
List of Member Services	communicate to the Presidency the list of Member Services that could be excluded of the contacted Services that have expressed their desire to become Members	draw up the list of Member Services that will be presented to the Assembly, and communicate it to the Presidency

at the latest six months before the Assembly

at the latest three months before the Assembly

List of Member Services

communicate to the Presidency the list

of Member Services that could be excluded
of the contacted Services that have expressed their desire to become Members

draw up the list of Member Services that will be presented to the Assembly, and communicate it to the Presidency

Member Services

	at the latest three months before the Assembly
Proposals	send to the Presidency all proposals they intend to submit to the Assembly