EAPVPF/12/07

East Asia Plant Variety Protection Forum
12th Annual Meeting

EAPVPF/12/07

Beijing, China, 24 April 2019

Date: 22 April 2019

THE RULE OF PROCEDURE FOR THE EAST ASIA PLANT VARIETY PROTECTION FORUM

The EAPVPF Forum adopted the Rule of the Procedure for the East Asia Plant Variety Protection
Forum at its 11th EAPVP Forum Annual Meeting and revised at its 12th EAPVP Forum Annual
Meeting as follows:

1. Purpose of this Document
The “Guideline for Operation of the East Asia Plant Variety Protection Forum (hereinafterreferred to as the “Guideline”)” approved by the 1st Meeting of the Forum on 23 July 2008 provides
background, objectives, activities and framework of the East Asia Plant Variety Protection Forum(hereinafter referred to as the “Forum”).

In order to promote plant variety protection inaccordance with the UPOV Convention in the Forum based on the 10-Year Strategic Plan and todemarcate the objectives/activities of the Forum and the administrative procedure to operate theForum, the Forum has revised the current Guideline and adopted as the “Rule of Procedure for
the East Asia Plant Variety Protection Forum” (hereinafter referred to as the “ROP”).
The ROP is intended to assist all members and guests of the Forum to implement
cooperation activities and other relative activities under the Forum as well as to operate annual
Meetings of the Forum. The ROP is meant to apply generally to all future activities in the Forum.
It is recognized, however, that different contexts and situations will require different responses
and adaptations.
The Forum’s cooperation activities proposed by the members each year, which require
financial support in particular, need to be in line with the Common Direction of the 10-YearStrategic Plan with a view to streamlining the Forum’s cooperation activities toward furtherharmonization of the PVP system in East Asian region.

2. Framework of the Forum
2.1-Members and Guests

Members of the Forum are Brunei Darussalam, Cambodia, China, Indonesia, Japan, Lao
People’s Democratic Republic, Malaysia, Myanmar, Philippines, Republic of Korea,Singapore, Thailand and Viet Nam.

-The UPOV Office, the UPOV members in other regions and the ASEAN Secretariat willing
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to participate in the Forum are invited as the guests.
-Any guests are allowed to express their views and comments with the consent of the alldelegates of the participating member countries.

2.2-The Meeting of the ForumThe Meeting of the Forum will be held annually.

The annual Meeting of the Forum ischaired by the host country. The host country for the next annual Meeting of the Forum
will be decided from the willing member countries at the annual Meeting of the Forum.
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English is the official language of the Forum.

-The host country should set up the Secretariat which is responsible for organizing theannual Meeting of the Forum, dissemination and exchange of the information related tothe Forum, and preparation of the Forum work report during its term.

-The Secretariat needs to succeed its responsibilities to the next host country.

Theresponsibilities of the Secretariat will be taken over at the time of the end of the annual
Meeting of the Forum.
-Each member country would set up a Liaison Office to be responsible for thecommunication on Forum affairs and information exchange.

2.3-Forum Activities

Member country is expected, on each country’s initiative, to plan and to cooperate Forum
activities while placing priorities on the relevant strategy of the Forum.

-Member countries can receive support from donor(s) in organizing the Forum andimplementing relevant cooperative activities, which may be subject to the consultation withthe donor(s) followed by the discussion and adoption at the annual Meetings of the Forum.

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It should be emphasized that any activities under the Forum will be carried out based on
the autonomy of member countries, and will be promoted mutual contributions by member
countries in each field where they possess an advantage.

-The official website of the Forum is technically supported by Japan and the content of thewebsite is jointly managed by all member countries.

-The UPOV Office extends assistance to the Forum activities under the cooperative
framework of the Government of Japan and in accordance with UPOV’s priorities.

3. Reporting and Communications-Member countries are encouraged to report their cooperative activities after theirimplementation as well as during the activities to share those experiences and expand
those activities in the member countries in a synergistic manner.

-All members are encouraged to plan and implement their activities reflecting information
shared by other countries under the Forum activities.

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4. Revision of the ROP-The revision of the ROP may be raised by any member countries and should be adopted
by consensus at the Meeting of the Forum.

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