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WORLD HEALTH ORGANIZATION

WHO Governing Bodies Electronic Meeting Registration

System

Step-by-Step Guide

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Table of Contents Table of Contents ..........................................................................................................................................2

Introduction...................................................................................................................................................3

Step-by-Step Guide .......................................................................................................................................4

1. Accessing the Focal Point Registration Form in order to register a Focal Point ......................................4

2. Accessing the Delegate Registration Form and Adding/Inserting (a) Delegate(s) ...................................9

3. Updating/Modifying a Delegate's information .......................................................................................14

4. Deleting a Delegate's information...........................................................................................................17

5. Submitting all Delegates OR a selected Delegate...................................................................................19

6. Request changes on the composition of the delegation after submission ...............................................21

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Introduction

The World Health Assembly (WHA) is the supreme decision-making body of WHO, which meets

in May each year, with participation by delegations from all Member States, Observers, the United

Nations (UN), Intergovernmental Organizations, and Nongovernmental Organizations in official relations

with WHO. The Executive Board meets at least twice a year to give effect to the decisions and policies of

the Health Assembly, to advise it and generally to facilitate its work.

Online registration is now required for both of these meetings. For each meeting, the

registration of a focal point is necessary.

Before each meeting, an invitation will be sent with a link to access the electronic Governing

Bodies Meeting Registration System in order to register one Focal Point who will be responsible for

registering the delegation. The Focal Point will be designated in the Permanent Mission in Geneva.

Member States without a Permanent Mission in Geneva should designate a Focal Point in the capital.

The same process applies to all categories of invited participants.

Once a Focal Point has registered online into the registration system by attaching a note verbale

(official diplomatic note prepared on letterhead, dated, signed, and/or stamped), they will receive by e-

mail a unique username and password, and the link to access the registration system.

The Focal Point will register and submit the names of the delegates and attach a note verbale

containing the composition of the delegation (delegate credential).

The WHO Office of Governing Bodies will verify the information received from the Focal Point,

which will then be submitted into the registration system to generate both meeting badges and the List

of Participants.

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Step-by-Step Guide

1. Accessing the Focal Point Registration Form in order to register a Focal

Point

Step 1.

Please enter the internet addrPlease enter the internet addrPlease enter the internet addrPlease enter the internet address, the username and password provided in the ess, the username and password provided in the ess, the username and password provided in the ess, the username and password provided in the letter of letter of letter of letter of

invitation invitation invitation invitation

Step 2.

Once you have logged into the system you can select the Forms menu option in the menu found

at the bottom left-hand side of the screen.

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Step 3.

Please sPlease sPlease sPlease select the elect the elect the elect the eGBMRS ReGBMRS ReGBMRS ReGBMRS Registrationegistrationegistrationegistration form. form. form. form.

Step 4.

The Focal Point Registration Form will then be available. Please select Please select Please select Please select a a a a Meeting Name Meeting Name Meeting Name Meeting Name from from from from

the dropthe dropthe dropthe drop----down list. down list. down list. down list.

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Note: The Meeting Date and Deadline for Registration will automatically be set according to the

Meeting Name you select.

Step 5.

Please complete the Focal Point Information.Please complete the Focal Point Information.Please complete the Focal Point Information.Please complete the Focal Point Information.

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Step 6.

Please aPlease aPlease aPlease attach the ttach the ttach the ttach the nnnnote ote ote ote vvvverbale erbale erbale erbale (official diplomatic note prepared on letterhead, dated, (official diplomatic note prepared on letterhead, dated, (official diplomatic note prepared on letterhead, dated, (official diplomatic note prepared on letterhead, dated,

signed and/or stamped) signed and/or stamped) signed and/or stamped) signed and/or stamped) confirming your designation by your delegation as the Focal confirming your designation by your delegation as the Focal confirming your designation by your delegation as the Focal confirming your designation by your delegation as the Focal

Point fPoint fPoint fPoint for registration. or registration. or registration. or registration.

You have now completed the Focal Point information.

Note: Please ensure that the email address entered in section "New Login Creation" is working

as the password to access the system as the Focal Point will be sent to this email address.

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Step 7.

Please select the Please select the Please select the Please select the SubmitSubmitSubmitSubmit button to register the Focal Point. button to register the Focal Point. button to register the Focal Point. button to register the Focal Point.

You will receive your username and password to log into the registration system as the Focal

Point at the email address you provided.

Note: It is not possible to register a Delegate unless you have logged in as the Focal Point.

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2. Accessing the Delegate Registration Form and Adding/Inserting (a)

Delegate(s)

Step 1.

Please retrieve the email with your Focal Point username and password, and select the

link to access the registration system.

Step 2.

Please enter the Focal Point username and password that is stated in the email.Please enter the Focal Point username and password that is stated in the email.Please enter the Focal Point username and password that is stated in the email.Please enter the Focal Point username and password that is stated in the email.

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Step 3.

You have successfully logged in as the Focal Point and can now register your delegates. The Delegate

Registration Form is illustrated below.

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Step 4.

Please select the checkbox to Please select the checkbox to Please select the checkbox to Please select the checkbox to Insert a new Insert a new Insert a new Insert a new delegate.delegate.delegate.delegate.

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Step 5.

Please complete the Please complete the Please complete the Please complete the Add Delegate Information Add Delegate Information Add Delegate Information Add Delegate Information section, and type a Priority number for section, and type a Priority number for section, and type a Priority number for section, and type a Priority number for

your Delegateyour Delegateyour Delegateyour Delegate. This will determine the order in which the Delegates will appear in the official

List of Participants.

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Step 6.

SSSSelect the elect the elect the elect the AddAddAddAdd Button Button Button Button. The Delegate will now appear in the Meeting Delegates grid.

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3. Updating/Modifying a Delegate's information

Note: Updates and modifications can ONLY be made if the Delegate's information has been entered, but

not been submitted to the registration system.

Step 1.

Please log into the registration system with your Focal Point username and password.

Step 2.

Please select the checkbox to Update an existing delegate.

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Step 3.

Please select the Credential Name of the Delegate whose information you wish to modify

from the dropdown, make the modifications and select the Modify button.

Note: The Delegates information will fill the fields below the Credential Name. This may take a

few seconds to load.

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4. Deleting a Delegate's information

Note: Deletion of a Delegate's information can be made ONLY if the information has been

entered, but not yet submitted to the system.

Step 1.

Please log into the registration system with your Focal Point username and password.

Step 2.

Please select the checkbox to Delete a delegate.

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Step 3.

Please select the Credential Name of the Delegate you wish to delete from the dropdown

and select the Delete button.

Note: The Delegates information will fill the fields below the Credential Name. This may take a

few seconds to load.

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5. Submitting all Delegates OR a selected Delegate

Step 1.

Please log into the registration system with your Focal Point username and password.

Step 2.

Please select the checkbox to Submit a delegate.

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Step 3.

To submit all the Delegates, please select the checkbox to Submit All Delegates.

To submit a selected Delegate, please select the checkbox to Submit Selected Delegate

Attach the Delegate’s Credential

Then press the Submit button.

Note: In the Meeting Delegates grid, you will see that the delegate information has been

submitted, and the date on which it was submitted.

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6. Request changes on the composition of the delegation after submission

Step 1.

Please log into the registration system with your Focal Point username and password.

Step 2.

Please select the checkbox to Change Submitted delegate, insert the details of the

Change Request and attach the Updated Delegate Credential.

Step 3.

Please select the Submit Change Request button.