of the UNESCO Medical Benefits Fund 2018...The object of the Medical Benefits Fund of UNESCO, hereinafter referred to as “the Fund”, to which the Organization and the participants

R u l e s

of the UNESCO Medical Benefits Fund

2018

Rules of the UNESCO Medical Benefits Fund

Table of contents

Section I OBJECT AND CHARACTERISTICS ..................................................5

Article 1 – Object and characteristics ......................................................................5

Section II PARTICIPANTS AND PROTECTED PERSONS .................................6

Article 2.1 Compulsory participation ................................................................................................. 6

Article 2.2 Voluntary participation .................................................................................................. 6

Article 2.3 Protected persons ............................................................................................................ 7

Section III PERIOD OF PROTECTION ................................................................9

Article 3.1 Date of admission ............................................................................................................ 9

Article 3.2 Extension of participation ............................................................................................... 9

Article 3.3 Cessation of coverage .......................................................................................... 10

Article 3.4 Reinstatement...................................................................................................... 11

Section IV BENEFITS……………………………………………………………....13

Article 4.1 Entitlement to benefits ........................................................................................ 13

Article 4.2 Claims for reimbursement .................................................................................. 13

Article 4.3 Reimbursement conditions ...................................................................................... 13

Article 4.4 Catastrophic expenses ......................................................................................... 14

Article 4.5 Security clause .................................................................................................... 14

Article 4.6 Choice of health professionals ............................................................................ 14

Article 4.7 Uncovered risks and non-reimbursable expenses ............................................... 14

Article 4.8 Temporary incapacity ......................................................................................... 14

Article 4.9 Long-term illness ................................................................................................ 14

Article 4.10 Third-party liability .......................................................................................... 14

Article 4.11 Control ........................................................................................................................... 16

Article 4.12 Disputes and arbitration .................................................................................... 16

Article 4.13 Frauds ............................................................................................................................. 17

Section V MANAGEMENT OF THE FUND ..........................................................18

Article 5.1 General Assembly of Participants ....................................................................... 18

Article 5.2 Board of Management ........................................................................................ 19

Article 5.3 Secretariat of the Fund ........................................................................................ 20

Article 5.4 Medical Adviser ........................................................................................................................................................................ 21

Article 5.5 Financial report ................................................................................................... 21

Article 5.6 Actuarial Evaluation ....................................................................................................... 21

Section VI FINANCIAL PROVISIONS ............................................................... 22

Article 6.1 Contributions for compulsory participation ..................................................... .22

Article 6.2 Contributions for voluntary participation ......................................................... 22

Article 6.3 Contribution of the Organization ..................................................................... 23

Article 6.4 Changes in the scale of contributions ............................................................... 24

Article 6.5 Currency of account ........................................................................................................................................................ .24

Article 6.6 Donations and subventions .............................................................................. .24

Article 6.7 Administrative expenses .................................................................................. .24

Article 6.8 Financial Regulations .................................................................................................................... .24

Article 6.9 Liquidation ....................................................................................................... .24

Section VII GENERAL PROVISIONS .................................................................. 25

Article 7.1 Amendments to the Rules ................................................................................ 25

Article 7.2 Applicability to other organizations of the United Nations system .................. 25

Annex I TABLE OF REIMBURSABLE EXPENSES ....................................................... 26

Annex II TABLE OF NON-REIMBURSABLE EXPENSES ............................................ 28

Annex III CODES, CATEGORIES OF EXPENDITURE AND RATES OF

REIMBURSEMENT .......................................................................................... 29

Annex IV CATASTROPHIC EXPENSES .......................................................................... 34

Annex V LONG-TERM ILLNESS ...................................................................................... 36

Annex VI REIMBURSEMENT PROCEDURE .................................................................. 37

Annex VII SCALE OF CONTRIBUTIONS ........................................................................ 38

Annex VIII RULES OF PROCEDURE OF THE GENERAL ASSEMBLY OF

PARTICIPANTS ............................................................................................. 39

Annex IX RULES OF PROCEDURE OF THE BOARD OF MANAGEMENT

OF THE UNESCO MEDICAL BENEFITS FUND ...................................... 43

Section I

OBJECT AND CHARACTERISTICS

Article premier Object and Characteristics

The object of the Medical Benefits Fund of UNESCO, hereinafter referred to as “the

Fund”, to which the Organization and the participants contribute, is to provide

medical insurance benefits to existing and former staff members and their families. The

basic feature of the Fund is that it is a mutually financed and autonomous health-

insurance scheme based on principles of solidarity.

Section II

PARTICIPANTS AND PROTECTED PERSONS

Article 2.1 Compulsory participation

Every member of the Secretariat compulsorily becomes a participant in the Fund:

(a) upon commencing employment under an appointment for six months or longer;

or

(b) upon completing six months of service without an interruption of more than thirty days,

provided that participation is not expressly excluded by the terms

of his/her appointment, and subject to the provisions of Article 4.13.

Article 2.2 Voluntary participation

Participation or continued participation in the Fund is open, upon request, to:

1. a participant member of the Secretariat on special leave without pay or special

leave with partial pay, provided the total (employer-employee) contribution for the

period concerned is paid in advance by the participant or the Organization, or in part

by the participant and in part by the Organization;

2. a participant member of the Secretariat following separation from the

Organization, for a period not exceeding twelve months from the date of

separation, subject to prior application being made and advance payment being

effected by the applicant of the total (employer-employee) contribution for the

period concerned;

3. a participant member of the Secretariat separated from the Organization on or

after his/her fifty-fifth birthday, provided he/she has completed ten years of

participation. If, before his/her appointment with UNESCO, he/she has been

employed by one or more organizations of the United Nations system, any

period of participation in the medical insurance plan(s) of the said

organization(s) shall be treated as participation in the Fund within the meaning of

this paragraph. Periods of special leave without pay or with partial pay in respect

of which contributions have been paid under Article 2.2, paragraph 1, shall

similarly be treated as participation in the Fund for the purposes of this paragraph;

4. a participant member of the Secretariat who has become disabled and who is in

receipt of a disability benefit from the United Nations Joint Staff Pension Fund,

provided that, and so long as, he/she remains disabled;

5. protected persons, registered as such with the Fund, of a deceased participant,

with the proviso that coverage shall lapse, in the case of a widower or widow,

on the day he/she remarries and, in the case of other protected persons, on the

day they cease to satisfy the conditions specified in Article 2.3;

6. any staff member who is seconded to another organization of the United Nations

system, conditional upon receipt by the Fund of the total (employer-employee)

contribution in respect of the period of secondment.

Article 2.3 Protected persons

1. A participant may request admission to coverage by the Fund of his/her spouse and

other persons, hereinafter referred to as “protected persons”, who are considered

his/her dependants under the Staff Rules.

The following shall be considered to be protected persons of a participant:

(a) the spouse, provided he/she is not a member of the Secretariat of the

Organization and entitled to participation in his/her own right. However, in the case

of a retired participant (Article 2.2, paras. 3 and 4) the spouse shall continue to be

covered provided he/she has been registered with the Fund as

a protected person for a minimum period of ten years prior to the date of separation

from service. A spouse who has not been registered as a protected person for a period

of ten years may only continue to be a protected person

of the retired participant provided that he/she has become the said

participant’s spouse during the ten years preceding the date of separation from

service and been registered as a protected person within a period of two months from

the date of marriage;

(b) the unmarried child of a participant, if under the age of 21 years or under the age

of 25 years and unmarried, provided and so long as he/she is in full-time attendance

at an educational institution provided that he/she is not subject to

a public compulsory medical benefits scheme;

(c) regardless of age, the disabled child of a participant, provided and so long as

he/she is recognized by the Organization as a dependant of the participant for the

purpose of family allowances under the Staff Rules and provided further that the

participant is actually in receipt of a family allowance in respect of this child and

that the child is not subject to a public compulsory medical benefits scheme;

(d) a child born fewer than three hundred days after the date of separation of a

participant;

(e ) a child born fewer than three hundred days after the death of a participant.

2. Where the admission of a protected person under Article 2.3, paragraph 1, is

conditional upon his/her being recognized by the Organization as a dependant and/or

upon the payment of a family allowance in this respect, such conditions shall be

deemed to be satisfied so long as the protected person would have been so recognized

and/or a family allowance would have been so payable if the participant concerned

had continued in the service of the Organization.

Section III

PERIOD OF PROTECTION

Article 3.1 Date of admission

1. A member of the Secretariat shall be admitted, pursuant to Article 2.1, upon

commencing employment under an appointment for six months or longer, or

upon completing six months of service without an interruption of more than

thirty days. Contributions shall be payable as from that date.

2. A protected person shall be admitted to coverage by the Fund, pursuant to

Article 2.3, paragraph 1, on the same date as the participant and upon his/her

request.

3. A participant may apply in writing for the admission of a protected person

hitherto not eligible for coverage, and such coverage shall take effect on the day

of the application if the date can be ascertained, or failing this, on the date of

receipt of the application by the Administration.

4. A new-born child shall be admitted upon receipt by the Administration of notice

of his/her birth, with effect from the date of birth if notice is given within one

month of birth or, failing this, on the day of the application if the date can be

ascertained, or on the date of receipt of the notice.

5. An adopted child shall be admitted upon receipt by the Administration of notice

of his/her adoption, with effect from the date of adoption if notice is given

within one month of adoption or, failing this, on the day of the application if the

date can be ascertained, or else on the date of receipt of the notice.

Article 3.2 Extension of participation

1. A participant may continue to participate in the Fund:

(a) during special leave without pay or special leave with partial pay (Article 2.2,

para. 1), provided that:

- he/she submits the application before the commencement of such leave;

- total (employer-employee) contribution for the period is paid in advance;

(b) for a period not exceeding 12 months after separation (Article 2.2, para. 2),

provided that:

- he/she submits the application beforehand;

- he/she pays in advance the total (employer-employee) contribution for

the period concerned;

(c) when he/she is separated from the Organization on or after his/her fifty-fifth

birthday (Article 2.2, para. 3), provided that:

- he/she has completed ten years of participation;

- he/she applies within three months of his/her separation;

- he/she pays his/her share of the contribution;

(d) when he/she receives a disability pension from the United Nations Joint Staff

Pension Fund (Article 2.2, para. 4), provided that:

- he/she submits an application;

- he/she pays his/her share of the contribution.

2. Upon application, a person protected under the Fund in respect of a participant

may extend his/her participation upon the death of that participant:

(a) in the case of a widower/widow, until the day he/she remarries (Article 2.2,

para. 5);

(b) in other cases, until he/she ceases to satisfy the requisite conditions

(Article 2.3).

“Widower” or “widow” shall mean, if the participant dies while in service,

the surviving spouse on the day of the participant’s death or, if the participant

was separated before his/her death, the surviving spouse who was married to him/her

at the date of separation and remained married to him or her until his/her death.

Article 3.3 Cessation of coverage

1. Benefits accruing to a participant under the Fund and, where applicable, his/her

protected persons shall cease on the last day of the month in which

the participant is separated, subject to the provisions of Article 2.2.

2. In the case of death of a participant, his/her protected persons who are covered

by the Fund shall continue to receive for a period of three months following

the participant’s death the benefits available in respect of protected persons

under these Rules without any contribution being required during this period

except where the provisions of Article 3.2, paragraph 2, are invoked.

3. Benefits accruing to protected persons pursuant to Article 2.3 cease on the day of

their death or on the last day of the month during which they cease to satisfy the

requisite conditions, namely:

(a) for a spouse, if he/she becomes a member of the Secretariat and eligible to

participate in the Fund in his/her own right;

(b) for the spouse of a member of the Secretariat who retires (Article 2.2,

para. 3), when the participant is separated if the spouse has not been registered with the Fund as a protected person for a minimum period of ten

years before the date of separation from service, unless he/she has become

the said participant’s spouse during the ten years preceding the date of

separation and has been registered as a protected person within a period of

two months from the date of marriage;

(c) for an unmarried child under the age of 21 years, or under the age of 25 years

and in full-time attendance at an educational institution, when he/she reaches

the age limit or becomes subject to a public compulsory medical benefits

scheme, subject to the provisions of Article 2.3 paragraph 1(c).

4. In case of fraud upon admission and pursuant to Article 4.12, paragraph 1,

participation in the Fund may be declared null and void ab initio by the Board of

Management.

5. In the case of fraudulent reimbursement claims, a participant may be removed

from the Fund’s rolls by the Board of Management, pursuant to Article 4.13.

6. From the date of cessation of benefits, the Fund shall be relieved of all

responsibilities towards the participant. No expense incurred after the end of the

coverage shall be reimbursed, even if it results from an illness, disability or

accident, declared or existing before that date.

Article 3.4 Reinstatement

1. Any participant re-entering the service of the Organization after a break not

exceeding 90 calendar days shall be readmitted to the Fund whatever the

duration of his/her appointment. If the break is in excess of 90 days, the

provisions of Article 2.1 shall apply.

2. Upon expiry of the prescribed time limits in the case of separation from service

(Article 3.2, para. 1), no participant or person protected by him/her may be

readmitted to the Fund unless the participant becomes a staff member again.

3. No reinstatement shall be possible for a participant excluded for fraud under

Article 4.13.

Section IV

BENEFITS

Article 4.1 Entitlement to benefits

All participants are entitled to all benefits accruing under the Fund with the

exception of those that concern serving staff members in case of temporary

incapacity, as indicated in Article 4.8.

Article 4.2 Claims for reimbursement

1. The submission and documentation of claims shall be made in compliance with

the manner, form and time limits prescribed by the Board of Management. The

specific provisions are described in Annex VI. The Fund’s obligation to reimburse

shall be conditional upon observance of these provisions by participants.

2. No reimbursement claim shall be admissible on the elapse of a period of one year after

the date on which the expenses were incurred.

Article 4.3 Reimbursement Conditions

1. Subject to the provisions of Article 4.3, paragraph 2, and Articles 4.4 and 4.5,

the Fund shall reimburse the expenses specified in the table of reimbursable

expenses annexed hereto (Annex I) at the rates fixed by the Board of

Management and indicated in Annex III.

2. In the case of certain kinds of treatment, the Board of Management may fix an

annual reimbursement ceiling per participant and per protected person covered

by the Fund, together with maximum expenditure authorized. These amounts are

indicated in Annex III.

3. If registration with the Fund occurs in the course of a calendar year, the

maximum expenditure authorized is calculated pro rata to the number of months

of participation in that year (part of a month being considered as one full month).

4. Participants who are holders of temporary appointments as defined by Staff Rule

104.8 shall be entitled to reimbursement of dental expenses and orthodontic

treatment only after a waiting period of six months has elapsed from the date of

their admission to the Fund.

5. An insured person who during a calendar year exhausts his/her annual maximum

shall be entitled to a supplementary reimbursement corresponding to any unused

portion of the maximum of the preceding year.

Article 4.4 Catastrophic Expenses

Participants who incur particularly heavy expenditure during any calendar year may

receive additional reimbursement. The conditions of applicability of such

supplementary reimbursement shall be defined by the Board of Management

(Annex IV).

Article 4.5 Security clause

When the Board of Management finds the charges for any service excessive, it may

authorize reimbursement on the basis of the average charge practiced in the locality

for the same services. The Board of Management may determine the maximum

expenditure authorized as the basis for reimbursement for a medical act in a specific

locality (Annex III).

Article 4.6 Choice of health professionals

A participant shall have the right to choose his/her own certified health professional

or doctor and recognized center of hospitalization, in whatever country he/she wishes

to receive medical assistance. If necessary, he/she shall be required to furnish proof

that the chosen practitioner is both qualified and has the right to practice medicine in

the country in which he/she is providing treatment.

Article 4.7 Uncovered risks and non-reimbursable expenses

No benefits shall be payable in respect of the expenses shown in Annex II (Table of

non-reimbursable expenses).

Article 4.8 Temporary incapacity

Half remuneration advance payment

1. A member of staff who contracts an illness or suffers an accident which

necessitates his/her absence from work shall, after exhausting all sick leave on full

pay and half pay authorized by the Staff Regulations and Staff Rules, receive

advance payment from the Fund at the rate of half of his/her remuneration as

defined in Article 6.1, paragraph 1, of these Rules, provided that he/she is under

the statutory age of retirement, provided also that he/she has completed a

minimum of two years’ continuous participation in the Fund and he/she may be

eligible for disability benefit under Article 33 of the Regulations of the United

Nations Joint Staff Pension Fund.

2. The payment of half remuneration under paragraph 1 above shall be granted, in

respect of the same illness or accident, for a period equivalent to that of the

incapacity, up to a maximum of a year. Such payment may continue until the

participant reaches the statutory age of retirement or commences to receive

payment of a disability benefit under the Regulations of the United Nations Joint

Staff Pension Fund.

3. The half remuneration provided for by these provisions shall not be paid

concurrently with an early retirement pension or a disability benefit from the

United Nations Joint Staff Pension Fund. The staff member shall reimburse all

half remuneration benefits paid to him/her by the Fund no later than 2 months after

he/she commences to receive a disability benefit or pension benefit from the

United Nations Joint Staff Pension Fund.

4. During the periods for which payment of half remuneration is received from the

Fund, contributions by the participants shall be suspended.

Long illness

5. Where the incapacity referred to in Article 4.8, paragraph 1, continues for an

uninterrupted period exceeding six months, or where the Fund’s Medical

Adviser certifies at any time during this period that the incapacity will last for a

period of at least six months, the Fund may reimburse, on the recommendation

of the Medical Adviser acting in accordance with the criteria laid down by the

Board of Management, all medical and/or surgical expenses occasioned by the

illness or accident, giving rise to the incapacity, according to a special rate fixed

by the Board over and above the normal rate of reimbursement.

6. The special rate of reimbursement shall take effect from the first day of

incapacity as determined by the Medical Adviser and shall continue for the

duration of that incapacity for a maximum of three years.

7. No benefits shall be payable under this Article in respect of protected persons and

retired participants, except as provided for in Article 4.8, paragraphs 2 and 6.

Article 4.9 Long-term illness

In the case of long-term illness, participants may be granted a special rate of

reimbursement upon presentation of a medical certificate and with the agreement of the

Fund’s Medical Adviser. This provision applies to serving participants if there is no

temporary incapacity, to other participants and to protected persons. The

conditions of applicability of this clause shall be defined by the Board of

Management (Annex V).

Article 4.10 Third-part liability

The Organization shall, to the extent of any liability arising under these Rules, be

subrogated to all rights of recovery that may be available to a participant or

protected person against any third party. For this purpose, a participant shall, as a

condition of any payment by the Fund, furnish any data and evidence and sign any

document necessary to secure and enforce such rights, whether they concern

himself/herself or a person protected by him/her. Any amount recovered by the

Organization under this Article shall be paid into the Fund.

Article 4.11 Control

Participants and protected persons shall comply with any measures of inspection

and control that may be required by the Board of Management, the Secretary of the

Fund or any other competent department of the Organization.

Article 4.12 Disputes and arbitration

1. The Secretariat of the Fund shall examine the admissibility of reimbursement

claims and submit the matter to the Board of Management, which, if it contests

the validity of a claim, may appoint a doctor to examine the case at the expense

of the Fund; the participant may, however, demand that his/her own doctor be

present at the examination, at the participant’s expense.

2. In the event of disagreement between the doctor appointed by the Board of

Management and the participant’s doctor, the two doctors may appoint a third

doctor who shall act as an arbitrator and whose expenses shall be shared

between the Fund and the participant. The arbitrator’s decision shall be final.

Article 4.13 Frauds

1. The Board of Management shall be empowered to declare null and void ab initio

admission to the Fund of a participant or a protected person where such

admission was obtained by misrepresentation of a material fact.

2. In the event of suspicion of fraud, the Secretary of the Fund shall, by registered

mail with acknowledgement of receipt, seek written explanations from the

person concerned. Should such explanations be unsatisfactory or fail to reach the

Secretary within one month, the latter shall consult the Board of Management on

action to be taken.

3. The Secretary may suspend reimbursement of expenses at issue for the entire

duration of the proceedings.

4 In the event of proven fraud, the participant may be subject to financial penalties

determined by the Board of Management, which penalties shall take account of

the seriousness of the fault and be increased if the participant commits fraud

again. As an exceptional measure, a person responsible for repeated serious

misconduct may be removed from the Fund’s rolls after having been formally

warned.

5. A participant shall be held liable for any fraud committed by his/her protected

persons and shall thus become liable to the penalties laid down in this article.

Section V

MANAGEMENT OF THE FUND

Article 5.1 General Assembly of Participants

1. The participants in the Fund shall meet once each year in Ordinary General

Assembly. Upon instructions from the Board of Management, the Secretary of

the Fund shall take the necessary steps to convene the General Assembly.

2. An Extraordinary General Assembly may be convened either by the Board of

Management or at the request of at least 200 participants

3. The quorum of a General Assembly shall consist of half of the participants plus

one. When there is no quorum, the Chairperson of the Board of Management

may adjourn the meeting for fifteen minutes. No quorum shall be required upon

resumption after a suspension or adjournment, and the proceedings shall then be

valid.

4. The General Assembly shall elect a Chairperson and a Rapporteur. Decisions

shall be taken by simple majority of the participants present and voting. Each

participant present shall have one vote. The procedure of the Assembly is

detailed in the Rules of Procedure contained in Annex VIII.

5. The Ordinary General Assembly shall make recommendations to the Director-

General on the Fund’s general policy and the improvements that it would like to

see made to its operation.

6. The General Assembly shall examine and approve the report of the Board of

Management on the activities of the Fund since the last Ordinary General

Assembly, as well as the report on the financial situation of the Fund drawn up

by the Board of Management and duly audited in accordance with Article 6.8.

7. Any amendments recommended by the Board of Management to Sections V, VI

and VII of the Rules and the annexes relating thereto must be approved by the

General Assembly.

8. The Chairperson, with assistance from the Rapporteur and other participants if

necessary, shall monitor the follow-up to the recommendations and decisions of

the General Assembly of Participants.

Article 5.2 Board of Management

1. The Fund shall be managed by a Board of Management consisting of six

members: three representatives of the Director-General (DIR/HRM1

or his/her

representative, CFO/BFM2

or his/her representative, and DIR/BSP3

or his/her representative) and three representatives elected by the participants.

2. The Director-General shall appoint the Chairperson of the Board of Management,

together with an Alternate Chairperson.

3. The elected members of the Board of Management shall serve for three years and

may stand for re-election. Elections shall take place according to the procedure set

out in Annex IX.

4. Three alternate members representing the participants are designated at the time of

election. Alternate members may participate in the meetings of the Board of

Management, without the right to vote. Where necessary, they shall replace any of

the elected members of the Board of Management, with the right to vote.

5. At each session, the General Conference shall designate two Member States to

represent it on the Board of Management as observers. Representatives of

representative staff associations and associations of former UNESCO staff

members shall also participate in the meetings of the Board of Management as

observers.

6. The Board of Management shall:

(a) define the policy of the Fund and be responsible for managing it, in accordance

with the present Rules;

(b) examine any proposed amendments to the Rules of the Fund and its annexes

and transmit them to the Director-General; those concerning Sections V, VI and VII of the Rules and the annexes thereto shall first be submitted to the

General Assembly of Participants with its observations;

(c) apply the measures laid down in the Rules to safeguard the financial balance of

the Fund;

(d) interpret the Rules in the cases submitted to it by the Secretary of the Fund,

subject to the procedure for the settlement of disputes laid down in Article 4.12;

1 HRM: Bureau of Human Resources Management. 2 BFM: Bureau Financial Management. 3 BSP: Bureau of Strategic Planning.

(e) submit to the General Assembly of Participants, for adoption and

transmission to the Director-General, an annual report on the activities of the

Fund and its financial situation;

(f ) examine any complaints by the participants against the decisions of the

Secretary, subject to the procedure for the settlement of disputes laid down in

Article 4.12;

(g) examine cases of fraud submitted to it by the Secretariat and take appropriate

decisions.

7. The Board of Management may:

(a) seek medical, technical, material, actuarial or legal advice as it deems

necessary;

(b) draft proposed amendments to the Rules of the Fund.

Article 5.3 Secretariat of the Fund

1. Secretariat of the Fund shall be provided by the Bureau of Human Resources

Management.

2. The Secretary of the Fund shall be responsible for:

(a) fulfilling the functions of Secretary of the Board of Management, and in

particular preparing and organizing its meetings, drafting the working

documents and summary records, preparing the draft of the annual report of the

Board of Management to the Ordinary General Assembly and collecting and

collating information on questions under study;

(b) preparing notifications to attend the General Assembly in ordinary annual

session and, if necessary, in extraordinary session and drafting working

documents in accordance with instructions from the Board of Management;

(c) making the necessary arrangements for the periodic renewal of the Board of

Management;

(d) submitting to the Fund’s Medical Adviser, if necessary, medical questions

arising from reimbursement or benefit claims;

(e) submitting to the Board of Management for decision cases of fraud and cases

giving rise to difficulties or particular problems, together with appeals from

participants;

(f) maintaining contact with the participants through written communications,

assemblies or any other means;

(g) overseeing the work of the Secretariat of the Fund.

Article 5.4 Medical Adviser

The Fund’s Medical Adviser shall lend his/her expertise in the examination of

difficult cases. He/she may attend the meetings of the Board of Management,

without the right to vote.

Article 5.5 Financial Report

An analysis of the Fund’s financial situation shall be undertaken annually and

whenever the Board of Management considers that the situation so warrants.

Article 5.6 Actuarial Evaluation

An actuarial evaluation of the Fund shall be undertaken once every two years.

Section VI

FINANCIAL PROVISIONS

Article 6.1 Contributions for compulsory participation

1. The contributions of participant members of the Secretariat shall be calculated

on the basis of their annual remuneration as defined in this article. For the

purposes of these Rules, “remuneration” shall mean:

- the basic net salary adjusted in accordance with Staff Rule 103.2 in the case of

staff members in the Professional category and above; and

- basic net salary plus language allowance(s) and non-resident’s allowance in the

case of staff members in the General Service category.

Where a participant is entitled to part only of his/her salary (such as a participant

on sick leave with half pay or a participant working part-time), his/her contribution

shall nevertheless be calculated on the basis of the full remuneration which would

otherwise be due to him/her.

2. Contributions shall be deducted monthly from a participant’s remuneration and

shall be calculated monthly in accordance with the scale annexed to these Rules

(Annex VII).

Article 6.2 Contributions for voluntary participation

1. Retired participants shall pay contributions according to the same scale as for staff

members (Annex VII) on the basis of whichever is the highest of the amounts

below.

For participants who retired before 1 January 2007:

(a) the full amount of benefits as defined in the Regulations, Rules and pension

adjustment system of the United Nations Joint Staff Pension Fund, including the

periodic increases specified;

(b) an amount equal to one third of the remuneration on which contributions were

payable at the date of separation from service.

For participants who retired after 1 January 2007:

(a) the full amount of the benefit as defined in the Regulations, Rules and pension

adjustment system of the United Nations Joint Staff Pension Fund, including

the periodic increases specified;

(b) an amount equal to one third of the remuneration on which contributions were

payable at the date of separation from service;

(c) a notional minimum corresponding to the pension they would have received

from the United Nations Joint Staff Pension Fund had they contributed to it for

20 years.

2. Other voluntary participants shall pay contributions according to the same scale as for

staff members (Annex VII):

(a) for participant members of the Secretariat on special leave (Article 2.2,

para. 1), participant members of the Secretariat following separation

(Article 2.2, para. 2), staff members on secondment (Article 2.2, para. 6) and

staff members of other organizations of the United Nations system

(Article 7.2):

(i) on the basis of their annual remuneration as defined in Article 6.1;

(ii)provided the Organization’s contribution is paid;

(b) for disabled participants (Article 2.2, para. 4), on the basis of their disability

benefit paid by the United Nations Joint Staff Pension Fund;

(c) for surviving protected persons (Article 2.2, para. 5), on the basis of whichever

is the higher of the following amounts:

(i) the surviving-spouse pension paid by the United Nations Joint Staff Pension

Fund;

(ii) an amount equal to one third of the deceased participant’s remuneration.

3. In the case of death of a participant, the eldest of the persons he/she protected

pursuant to Article 2.3 shall be deemed, unless there is a judicial decision to the

contrary, a participant and the other survivors shall be persons protected by

him/her.

4. The payment of voluntary contributions shall be made in accordance with the

modalities determined by the Board of Management. In the case of delay in the

payment of contributions the Board of Management may suspend the payment of

benefits. Any prolonged delay in the payment of contributions shall entail removal

from the rolls by the Board of Management if, after due notice has been given by

the Fund, the person concerned fails to fulfil his/her obligations.

Article 6.3 Contribution of the Organization

The Organization shall make a contribution that is at least equal to that of the

participant.

Article 6.4 Changes in the scale of contributions

Should the Board of Management decide in the course of a year that, in the light of an

unfavorable financial situation, it would be advisable to increase the rates of

contribution, an Extraordinary General Assembly of Participants shall immediately be

convened to consider the measures to be taken. The Board of Management shall

examine the recommendations adopted by the Assembly by a two-thirds majority of

participants present and voting and shall make such recommendations as it deems

appropriate to the Director-General. The Director-General shall then take such action

as he considers necessary.

Article 6.5 Currency of account

The Fund’s currency of account shall be the United States dollar.

Article 6.6 Donations and subventions

The Fund may accept donations and subventions in accordance with the Constitution

of the Organization.

Article 6.7 Administrative expenses

The administrative expenses incurred by the Fund in applying the present Rules shall be

covered by the Organization.

Article 6.8 Financial Regulations

The Fund’s assets shall be managed in accordance with the Organization’s Financial

Regulations.

Article 6.9 Liquidation

1. In the event of liquidation of the Fund, its assets shall be transferred to its

successor body by the General Assembly

2. Should no such body exist, the assets shall be distributed by the General Assembly

among the participants on the one hand and the Organization on the other hand,

pro rata to contributions paid.

Section VII

GENERAL PROVISIONS

Article 7.1 Amendments to the Rules

Proposed amendments to any of the provisions contained in Sections V, VI and VII of

these Rules and the annexes thereto must be approved by the General Assembly of

Participants. After a vote by the General Assembly, they shall be submitted to the

Director-General, who shall take such action as he/she considers necessary. The

provisions contained in other sections of these Rules may be amended by the Director-

General on the recommendation of the Board of Management.

Article 7.2 Applicability to other organizations of the United Nations

system

The provisions of these Rules shall apply mutatis mutandis to other organizations of

the United Nations system having an office in Paris and to their staff members in

accordance with and subject to the agreements entered into with UNESCO for this

purpose.

Annex I

TABLE OF REIMBURSABLE EXPENSES (Section IV, Article 4.3)

1. Medical expenses (i) Fees for consultation and visits of general practitioners and specialists.

(ii) Fees for psychotherapy by a duly recognized specialist.

(iii) Cost of injections on medical prescription. (iv) Cost of physiotherapy, radiotherapy and any other related forms of treatment approved by the

Fund’s Medical Adviser.

(v) Cost of X-ray examination and laboratory tests.

(vi) Costs relating to specialized therapy provided to persons with disabilities with the approval of the

Medical Adviser.

(vii) Costs relating to in vitro fertilization.

2. Hospitalization in clinics or hospitals

Daily charges, including taxes and service charges, in the case of hospitalization in a clinic or

hospital, or the rate charged by the authorities concerned for hospitalization in public hospitals.

3. Placing in special institutions

Daily charges for placement of a child with disabilities in a specialized medico-educational

institution on the advice of the Medical Adviser and by decision of the Board of Management.

4. Costs of convalescence

The cost of convalescence necessitating hospitalization in clinics, private hospitals or post-cure

establishments, provided that the convalescence is authorized in advance by the Medical Adviser and

effected in an institution approved by him/her.

5. Transport costs

Cost of transporting the patient by ambulance – or any other available means prescribed by the

responsible physician – to the nearest place where appropriate treatment is available, in particular

when entering or leaving a hospital or being transferred between two hospitals.

6. Pharmaceutical and miscellaneous expenses

Cost of medicines prescribed by a qualified practitioner or administered in a clinic or hospital,

including the cost of blood for transfusion but not including any food and dietary foodstuffs, dietary

products and food additives, vitamins (except vitamins D and B12), appetite-reducing, slimming

products and other sexual stimulants, over-the-counter drugs, hygienic and cosmetic products,

wines and mineral waters, medical supplies such as thermometers, syringes and material for

dressings (alcohol, ether, cotton wool, gauze) and artificial tears.

7. Optical lenses, hearing aids, dental prostheses, orthopaedic and orthodontic apparatus (i) Cost of spectacles and contact lenses.

(ii) Cost of hearing aids, dental protheses and orthopaedic apparatus.

(iii) Costs incurred for orthodontic treatment.

(iv) Purchase cost and/or rental expenses for apparatus prescribed as a result of a disabling

condition (crutches, wheelchair, etc.).

8. Surgical expenses

All surgical expenses, including the fees of the surgeon and his assistants and the operating theatre

charge.

9. Maternity expenses

(i) All expenses incurred by normal childbirth, including hospital or clinical fees.

(ii) Special obstetrical fees incurred, such as the use of forceps, internal cephalic version, etc.

(iii) Cost of prenatal training for painless childbirth.

Annex II

TABLE OF NON-REIMBURSABLE EXPENSES

(Section IV, Article 4.7)

1. Expenses incurred before admission of the participant or protected person to the Fund. Recurrences of former illnesses or infirmities shall, however, be covered.

2. Expenses as a result of an accident or illness attributable to the performance of official duties.

3. Expenses as a result of illness or accident caused by civil or international wars, rebellions, quarrels

(except in legitimate self-defense), matches or wagers (except in the case of amateur sports

competitions).

4. Expenses as a result of air travel accidents, except where the aircraft was issued with a valid

certificate of airworthiness and the pilot was fully qualified and in possession of an appropriate

license.

5. Expenses not occasioned directly by sickness or accidents.

6. Travel expenses or repatriation costs, except the cost of medical transport under the terms of

Annex I, paragraph 5, of these Rules.

7. Cosmetic surgery; however, the Fund will reimburse expenses for reconstructive surgery

consequent upon an accident or a tumorous disease.

8. Prescriptions and care provided by unqualified health professionals or healthcare facilities not

recognized within the meaning of Article 4.6.

9. Cost of home medical assistance, if this is not provided by a health professional within the meaning

of Article 4.6.

10. Claims relating to care and products provided by naturopaths, osteopaths, nutritionists, relaxation

therapists, reflexologists or acupuncturists not holding medical qualifications within the meaning of

Article 4.6.

11. Cost of medicalized retirement home, with exception for members having received the Fund’s

agreement prior to 1 July 2011.

2

8

Annex III

CODES, CATEGORIES OF EXPENDITURE AND RATES OF REIMBURSEMENT (Section IV, Article 4.3)

Code Categories of expenditure Reimbursement

Rate (%)

Maximal expenditure authorized as basis of

reimbursement and/or limit of reimbursement for

Metropolitan France1


reimbursement and/or limit of reimbursement

Worldwide except Metropolitan France1

A) DOCTORS' CONSULTATIONS AND VISITS TO THE PATIENT

A.1

Consultation 75 Basis €30 per act (€22.50 max. reimbursement)

A.2 Doctor’s visit to patient 75 Basis €38 per act (€28.50 max. reimbursement)

A.3

Specialist consultation (excluding

psychiatrist’s and psychologist’s

consultation)

75 Basis €40 per act (€30 max. reimbursement)

A.4

Doctor’s (specialist) visit to patient 75 Basis €40 per act (€30 max. reimbursement)

A.5

Psychiatrist’s or psychologist’s2

consultation (prescription required for

the latter)


Maximum of 25 sessions per year

Maximum of 25 sessions per year

A.6

Sessions of special treatment for the

handicapped or the disabled

90

A.7

Professor’s consultation 75

€50 per act (€37.50 max. reimbursement)

2

9

Code

Categories of expenditure

Reimbursement

Rate (%)







B) OUT-PATIENT PROCEDURES

B.1

Doctor’s out-patient medical procedures

(ECG, stress test… excluding

consultations and visits)

75

B.2

Kinesitheray2,

Physiotherapy2,

Osteopathy2 and

Acupuncture2 prescribed by a

doctor and provided by certified

professionals


Maximum 50 sessions per year

Basis €20 per act (€14 max. reimbursement)

Maximum 50 sessions per year

B.3 Special treatment (chemotherapy,

radiotherapy, dialysis, HIV treatment)

100

B.4

Radiology and ultrasound scans

75

B.5

Biological analysis (laboratory tests)

75

B.6

Medical services provided by nurses,

speech therapists2, podiatrists2,

optometrists2 and nutritionists2

75

B.7

Long-term nursing services at home

provided by medical practitioners2

60 Basis €50 (€30 max. reimbursement) per day Basis €50 (€30 max. reimbursement) per day

3

0


Rate (%)







C) IN-PATIENT SERVICES

C.1 Medical hospitalization 90

For room and board the basis of reimbursement =

GHS3 if any. Private room fee limited to €50/day

For room and board, including private room, the

maximum of reimbursement is US$600/day

C.2 Surgical hospital 90





C.3 Obstetrical hospitalization 90





C.4 Psychiatric hospitalization 90



C.5 Post-hospitalization stays2

90 (for 1st month)

80 (for consequent

months)





C.6

Medicalized retirement home (room and

board)5

60 Basis €100 (€60 max. reimbursement) per day Basis €100 (€60 max. reimbursement) per day

C.7

Special institutions (cases of

disability/handicap)2

90 For room and board the basis of reimbursement =




C.8 Long-term hospitalization2 90

Basis €150 (€135 max. reimbursement) per day for

room and board including private room

Basis €150 (€135 max. reimbursement) per day for

room and board including private room

C.9

Physicians direct fees

90

Limited to 150% of the CCAM4 rate

3

1


Rate (%)







D) PHARMACY

D.1

Pharmacy

75

E) MEDICAL APPLIANCES

E.1 Optical and contact lenses 80

Up to €150 per year and per insured person (both

codes E.1 and E.2) subject to the provisions of

Article 4.3.4 and 4.3.6. No benefit during the first

year of affiliation.

Up to €150 per year and per insured person (both

codes E.1 and E.2) subject to the provisions of

Article 4.3.4 and 4.3.6. No benefit during the first

year of affiliation.

E.2 Frames for eye glasses 80

Up to €50 per year and per insured person subject

to the provisions of the Article 4.3.5 No benefit

during the first year of affiliation.


to the provisions of the Article 4.3.5. No benefit

during the first year of affiliation.

E.3 Hearingaids2 and visual aids2 80

No benefit during the first year of affiliation. After

that, the reimbursement of hearing aids is limited to

a maximum of €1,500/ear every four years and that

of the visual aids to €1,500 every four years.

No benefit during the first year of affiliation. After

that, the reimbursement of hearing aids is limited to

a maximum of €1,500/ear every four years and that

of the visual aids to €1,500 every four years.

E.4

Minor apparatus expenses (orthopaedic

shoes, temporary splints…)

80

E.5

Rental of oxygen devices2

90

E.6

Major apparatus expenses (wheelchair,

medical beds, etc.)2

90 Up to €1,500 per year (wheelchair included) Up to €1,500 per year (wheelchair included)

E.7

Surgical implant medical (excluding

fees covered under F.1)

90

3

2

Code

Categories of expenditure

Reimbursement

Rate (%)







F) DENTAL TREATMENT

F.1 Dental treatment including apparatuses

(crowns, implants, etc.) 80


to the dispositions of the Articles 4.3.4 and 4.3.5.


to the dispositions of the Articles 4.3.4 and 4.3.5.

F.2 Orthodontic treatment 80 Up to €500 per year and per insured person

Up to €500 per year and per insured person

G) VARIOUS OTHER FEES

G.1

Ambulance (non-emergency

transportation2)

80

G.2

Assisted fertilization procedures2

90 Up to €700 per year (age limit: 43 years) Up to €700 per year (age limit: 43 years)

G.3

Pre-natal training

90

1. If nothing is indicated in the column, Article 4.5 of the MBF Rules may be applied.

2. The Chief Medical Officer’s agreement is required before the fees may be reimbursed. A medical prescription is mandatory.

3. GHS = “Groupe homogène de séjour” (Global hospital invoice) which is a flat rate pricing applied by French establishments and which covers therapeutic acts deemed necessary for the

treatment of a specific illness.

4. The Classification Commune des Actes Médicaux (Common Classification of Medical Procedures) (CCAM) is a French classification system used to establish tariffs for acts performed by

health care professionals.

5. This benefit is only available for members having received the Fund’s agreement prior to 1 July 2011.

Annex IV

CATASTROPHIC EXPENSES (Section IV, Article 4.4)

Reimbursement under the regime of catastrophic expenses shall be in accordance with and subject to the following provisions.

1. Applicability

Full reimbursement shall become applicable from the date on which the out-of-pocket share of the

medical expenses declared by a participant exceeds 5% of his/her remuneration for the

calendar year. Only the allowable medical expenses declared by a participant for himself/herself and his/her primary protected persons (i.e. spouse and children) shall count as expenses for the application

of the regime of catastrophic expenses. Any expenses incurred on behalf of a secondary protected person (i.e. father, mother, brother or sister) are excluded from the application of this special regime

in the sense that:

a) they shall not count towards the calculation of the amount of declared expenses beyond which

the regime becomes applicable;

b) the special rate shall not be applicable to them. The same restriction shall apply in the case of

a secondary dependant who becomes an associate participant as a result of the contributor’s death.

All the expenses incurred by or on behalf of a secondary dependant shall therefore be

reimbursed solely under the normal rates of reimbursement applicable by the Fund.

2. Definition of the risks coming under the special regime

Expenses declared by a participant for himself/herself or for his/her primary dependants include the

expenses described in Annex III of these Rules, with the following exceptions:

Code

Psychiatrist’s or psychologist’s consultation A.5

Kinesitherapy, physiotherapy, osteopathy and

acupuncture

B.2

Special treatment B.3

Medical services provided by nurses, speech therapists,

podiatrists, optometrists and nutritionists

B.6

Long-term nursing services at home B.7

Medicalized retirement home (room and board) C.6

Special institutions C.7

Long-term hospitalization C.8

Optical and contact lenses E.1

Frames for eye glasses E.2

Hearing and visual aids E.3

Minor apparatus E.4

Major apparatus expenses E.6

Dental treatment including apparatuses F.1

Orthodontic treatment F.2

Obstetrical hospitalization and prenatal training C.3 and G.3

Assisted fertilization procedures G.2

The expenses listed above shall not therefore be taken into consideration for the application of the regime of catastrophic expenses nor shall they be reimbursed at the special rate.

Moreover, any expenses that are beyond the maximum expenditure authorized as basis of

reimbursement or beyond the limit of reimbursement, as indicated in Annex III, are also excluded from

the application of this special regime.

3. Definition of remuneration and percentage scales

The remuneration to which shall be applied the percentage determining the applicability of the

special regime is the annual remuneration of participant members of staff as defined in Article 6.1.1

of these Rules. For retired participants, it is equal to 65% of the annual remuneration as defined

above, corresponding to the person’s grade and step at the date of retirement.

4. Rate of reimbursement

The reimbursement rate shall be 100% of the allowable charges, i.e. not more than the maximum expenditure allowed as basis of reimbursement or the limit of reimbursement, as defined in Annex III.

Annex V

LONG-TERM ILLNESS


1. A recorded long-term illness (LTI) is a disabling disease requiring lengthy follow-up and care (over six months) and expensive treatment.

2. An LTI must be endorsed by the Fund’s Medical Adviser on the basis of a detailed medical

certificate indicating the diagnosis, the clinical evidence and the results of recent medical

examinations. The prescription and social security claim form or invoice must be clearly marked

with the letters “LTI” by the prescribing doctor.

3. The Fund shall cover LTIs to the extent of 90% of the Fund’s responsibility rate.

Annex VI

REIMBURSEMENT PROCEDURE


1. Reimbursement claims shall be submitted to the Secretary of the Fund or a body designated for this purpose.

2. An official MBF claim form must be used for all medical expenses incurred, as defined by the

MBF Administrator.

3. i. Claims must be accompanied by full documentary evidence: originals of all medical

prescriptions, receipted bills, etc., as well as, for France, the (Social Security) claim form issued

by practitioners and accompanied by price stickers from any pharmaceutical products.

ii. Claims for reimbursement of pharmaceutical charges must be accompanied by the corresponding

medical prescriptions or by copies certified by the pharmacist if the latter is required to keep the

originals.

iii. Claims for reimbursement of dental expenses must be accompanied by detailed information on the nature and date of treatment.

4. When a participant applies to the Fund for reimbursement of expenses in a currency other than that

in which the expenses were paid, reimbursement will be made at the rate of exchange used by the

Organization on the date of occurrence.

5. Where the scale of medical expenses so warrants – for instance, in the event of hospitalisation – the

Fund may issue a reimbursement certificate indicating the share of the expenses that it will cover. In

this case, the Fund will send its share of the payment directly to the hospital concerned. The

participant shall be responsible for paying the share of the expenses for which he/she is liable.

6. In accordance with the provisions of Article 4.2, paragraph 2, of these Rules, no claim shall be

admissible on the elapse of a period of one year after the date on which the expenses were

incurred.

7. Claims for reimbursement submitted in the proper form will normally be met within one month of

their receipt. The amount reimbursed will be recorded on a payment voucher drawn up for this

purpose.

Annex VII

SCALE OF CONTRIBUTIONS

The contributions referred to in Articles 6.1, 6.2 and 6.3 of these Rules are calculated on the basis of the

following scale effective 1 February 2012:

Number of protected persons

Contribution

- 3.16 %

1 4.75 %

2 5.54 %

3 6.33 %

4 or more 6.50 %

Annex VIII

RULES OF PROCEDURE OF THE GENERAL ASSEMBLY OF

PARTICIPANTS (Section V, Article 5.1)

Rule 1 Sessions

1.1 In accordance with Article 5.1, paragraph 1, of the Rules of the UNESCO

Medical Benefits Fund (MBF), the General Assembly of Participants shall

meet in ordinary session every year, preferably within the first quarter of

the calendar year.

1.2 The General Assembly may meet in extraordinary session, either on the

initiative of the Board of Management or at the request of at least 200

participants, in accordance with Article 5.1, paragraph 2, of the Rules of

the Fund. The General Assembly shall be convened within 60 days of the

decision of the Board of Management or of the receipt of the participants’

request.

1.3 For each session of the General Assembly, the Board of Management

shall determine the date and the provisional agenda, and the Secretary of

the Fund shall prepare the participants’ notifications to attend the

meeting. The agenda and relevant documents must reach all participants

at least 15 days before the start of the Assembly (this limit may be

reduced to 10 days in the case of an extraordinary session).

Rule 2 Documents

2.1 Provisional agenda of an ordinary session of the General Assembly shall

include the following items:

- Election of the Chairperson and Rapporteur

- Adoption of the agenda

- Election of six tellers in the case of a vote

- Approval of the records of the preceding ordinary session

- Annual report of the Board of Management on the activities of the Fund

since the last Ordinary General Assembly and on the financial situation

- Follow-up to the decisions of the General Assembly and of the Board of

Management

- Any other business

as well as any other matter suggested by the Board of Management and/or participants, and, if necessary, approval of the records of any

Extraordinary General Assemblies that may have taken place in the

meantime. The General Assembly may add items to the agenda at the

proposal of a participant seconded by at least one other.

2.2 The provisional agenda of an extraordinary session of the General

Assembly shall include the following items:

- Election of the Chairperson and Rapporteur

- Adoption of the agenda

- Election of six tellers in the case of a vote

- Any other matter suggested by the Board of Management, the Ordinary

General Assembly, the Secretary or the 200 or more participants having

requested the convening of the Assembly.

2.3 The Secretary shall prepare for the approval of the Board of Management

the documents that the General Assembly is to consider. These documents

must reach all participants within the time limits indicated in Rule 1.3.

Rule 3 Quorum

The quorum of a General Assembly shall consist of half the participants plus

one. When there is no quorum, the Chairperson of the Board of Management

may adjourn the meeting for fifteen minutes. No quorum shall be required upon

resumption after a suspension or adjournment, and the proceedings shall then

be valid.

Rule 4 Conduct of business

4.1 At each session, the General Assembly shall elect a Chairperson and a

Rapporteur, who shall not be the Chairperson or Alternate Chairperson of

the Board of Management, a member of the Board of Management or a

member of the Fund’s Secretariat.

4.2 The Chairperson shall conduct the proceedings and ensure the observance

of these Rules of Procedure. He/she shall put questions to the vote,

announce decisions and declare the session suspended, adjourned or

closed.

4.3 The Chairperson shall call speakers in the order in which they indicate

their wish to speak.

4.4 Any motion or proposal must be seconded before being opened to debate.

4.5 In the course of a debate, any participant may raise a point of order, which

shall be immediately decided by the Chairperson. Only one participant

may appeal against the Chairperson’s ruling. The appeal shall be put to

the vote immediately and the Chairperson’s ruling shall stand unless

overruled by a majority of the members present and voting.

4.6 At any moment, the Chairperson or a participant may move:

a. the closure of the debate on the item under discussion;

b. the adjournment of the debate on the item under discussion;

c. the suspension of the meeting;

d. the adjournment of the session.

Only one participant may then speak against the motion, after which it

shall be put to the vote immediately by the Chairperson.

Rule 5 Voting

5.1 Each participant shall have one vote. Decisions of the General Assembly

shall be taken by a simple majority of the members present and voting.

5.2 At the request of a simple majority of the members present and voting,

and with the agreement of the Chairperson, a two-thirds majority may be

required for a vote.

5.3 If a vote is equally divided, the proposal shall be deemed to be rejected.

5.4 Parts of a draft resolution shall be voted on separately if a separate vote is

requested. The parts of the draft which have been adopted shall then be

put to the vote as a whole.

5.5 When an amendment to a draft resolution is moved, the amendment shall

be voted on first. When two or more amendments to a proposal are

moved, the General Assembly shall first vote on the text deemed by the

Chairperson to be furthest removed in substance from the original

proposal.

5.6 If there are several proposals on the same subject, the General Assembly

shall, unless it decides otherwise, vote on these proposals in the order in

which they were submitted. After each vote, the Chairperson shall decide

whether it is necessary to vote on the following proposal.

5.7 The General Assembly shall vote by a show of hands, unless it decides

otherwise. The votes shall be counted, and the results counterchecked, by

a team of six tellers elected by the General Assembly at the beginning of

the session.

Rule 6 Records

The records of the sessions shall be drafted by the Rapporteur. They shall be

distributed to all participants.

Annex IX

RULES OF PROCEDURE OF THE BOARD OF MANAGEMENT OF THE

UNESCO MEDICAL BENEFITS FUND

Rule 1 Composition

1.1 Pursuant to Article 5.2 of the Rules of the UNESCO Medical Benefits

Fund, the Board of Management shall consist of six members: three

representatives of the Director-General and three representatives elected

for three years by the participants. Three alternate members shall be

designated at the same election.

1.2 The Director-General shall appoint the Chairperson of the Board of

Management, together with an Alternate Chairperson.

1.3 Observers from two Member States elected by the General Conference,

and observers from representative staff associations and associations of

former UNESCO staff members, may participate in the meetings, without

the right to vote.

1.4 The Board of Management may invite to its meetings any advisers or

experts whom it deems useful for implementing its terms of reference.

Rule 2 Terms of reference

The terms of reference of the Board of Management are set out in Article 5.2,

paragraph 6, of the Rules of the Fund.

Rule 3 Meetings

3.1 The Secretary of the Fund shall be responsible for convening meetings

and preparing the provisional agenda. The Board of Management shall

approve the agenda at the start of each of its meetings.

3.2 Board of Management shall meet regularly at least four times a year and

whenever necessary.

3.3 The quorum for the Board of Management shall be four members.

3.4 The Board of Management shall take its decisions by consensus or by an

absolute majority vote. Each member shall have one vote. The

Chairperson or Alternate Chairperson shall not be entitled to vote.

3.5 The Secretary of the Fund shall be responsible for implementing the

decisions of the Board of Management.

Rule 4 Elections

4.1 Date and periodicity

The election of members of the Board of Management shall take place

every three years. It shall be organized by the Secretary of the Fund.

4.2 Right to vote

All participants of the Fund have the right to vote and to be elected or re-

elected. As meetings of the Board of Management take place at the

Organization’s Headquarters in Paris and as the Medical Benefits Fund

cannot pay travel costs from its budget, candidates must live or work in

Paris or the Paris region or else meet the expenses of their attendance

themselves.

4.3 Nominations

(a) The call for nominations shall take place at least three months before

the scheduled election date.

(b) Nominations must be submitted at least two months before this date,

signed by at least ten participants and accompanied by the candidate’s

duly signed acceptance. Candidates must provide information about

their qualifications, experience and motivation. This information shall

be communicated to participants. (c) The list of candidates shall be sent to all participants, at and away

from Headquarters, at least six weeks before the scheduled election

date.

4.4 Voting

(a) Ballot papers shall include the names of all candidates nominated in

accordance with Rule 4.3 above. Participants shall vote by putting a

cross in the box facing the candidate’s name on the ballot paper;

voters may choose a maximum of three candidates. A ballot paper

with up to three crosses in the corresponding boxes will be considered

valid. A ballot paper with more than three crosses or any marks other

than crosses in the relevant boxes will be considered null and void.

(b) For participants working at Headquarters, voting shall take place by

secret ballot on the Organization’s premises.

(c) Members of staff away from Headquarters and retired participants

shall vote by correspondence, and their completed ballot papers,

contained in a double envelope, must reach the Secretariat of the

Fund, at the Organization’s Headquarters in Paris, by the date of the

election at the latest. The inside envelope should be sealed and marked

“MBF election – ballot paper” and bear the name and address of the

voter, for checking purposes only.

(d) The material organization of the ballot (preparation and distribution of

documents, staffing of polling stations, checking of lists and postal

votes, counting of votes) shall be the responsibility of the Secretary of

the Fund, with the assistance of the tellers elected by the General

Assembly of Participants and of other persons as necessary, with the

exception of any candidates standing for election or re-election.

4.5 Results

Of the three representatives elected as titular members of the Board, two

must be serving members of staff. The first two serving participants and

the first retired participant, in the order of the number of votes cast, will

be declared elected. The alternate members will be elected in the same

way.

4.6 Vacancies

If, during the Board’s term of office, the seat of an elected representative

becomes vacant, it shall be filled by the alternate having obtained the

largest number of votes in the same group.

Article 5 Amendment to the Rules

These Rules of Procedure shall be subject to the procedure set out in Article 7.1 of

the Rules of the UNESCO Medical Benefits Fund.