ITUC-AP Admin

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====== Quick links and basic info for JJK ======

This website url: [[http://j.ituc-ap.events|j.ituc-ap.events]]\\
ITUC Calendar url: [[https://docs.google.com/spreadsheets/d/1pIz4FcRzClQZTTTe3wVkWYCGSxyKDDApUvKaA0Qjp8s/edit?usp=sharing|Click here]]

Emergency contacts: https://e.ituc-ap.events\\
Edit in Google Sheet: https://docs.google.com/spreadsheets/d/1mBkrnxLrET3fi7MMCZEOlbvSuTRANxNpDnEfBIIGcuY/edit?usp=sharing

[[Archived information]]

===== Thu 15 Jan 2026 =====

==== Migrate Contacts List from MS Word to MS Excel Mail Merge ====

All Affiliates data has been migrated to MS Excel and is now mail-merge ready.

All other contacts are now available in MS Excel, but not yet mail-merge ready. The plan is to migrate the following other groups in the near future:
  * Sub-Regional Arrangements
  * Global Union Federations (GUF)
  * OECD - TUAC
  * TUSSOs
  * International Institutions

===== Tue 13 Jan 2026 =====

==== Mandatory Travel Insurance Update 01 ====

Date of Meeting: Wed 28 Jan 2026

{{ :travelinsurancehealth.png?direct&200|}}
Issues/ Objectives:

* **Notify all affiliates:** Original 1st Jan 2026 deadline already missed.
    * Propose to mass email all Affiliates soon (perhaps Fri 30th Jan 2026 ?) to notify them of the new policy that was approved at 27RGC and now published and readily available at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
    * You can also access the policy text by scanning with your mobile phone the QR Code on the right.
  * **Travel insurance compliance (TIC) and health declaration form (HDF):**
    * **TIC:** Expand current checkbox in forms to allow respondents to indicate in negative or decline to answer
      * __Details of travel insurance:__ ITUC-AP does not provide insurance cover and does not accept responsibility for medical problems or other losses incurred during travel to or from, or during attendance. Participants are strongly advised to take up appropriate travel insurance to provide this cover.
        * I have read the notice and wish to inform that I have taken up the appropriate travel insurance
        * I have read the notice and wish to inform that I have not obtained the insurance
        * I have read and acknowledge this notice
      * Please attach "An e-policy certificate or confirmation letter showing the participant’s name, policy number, and full period of cover (matching travel dates). The document must demonstrate compliance with the Minimum Coverage Requirements in Clause 8. Where documents are issued in a local language or contain unclear exclusions," See below
          - Name of insurance provider: _ _ _ _ _ _ _ _ _ _
          - Policy number: _ _ _ _ _ _ _ _ _ _
          - Coverage details/limits: _ _ _ _ _ _ _ _ _ _
          - Period of cover (start/end): _ _ _ _ _ _ _ _ _ _
          - Territorial validity: _ _ _ _ _ _ _ _ _ _
          - Insurer 24/7 assistance hotline: _ _ _ _ _ _ _ _ _ _
          - Participant emergency contact person
              - Name: _ _ _ _ _ _ _ _ _ _
              - Phone contact: _ _ _ _ _ _ _ _ _ _
              - Email address: _ _ _ _ _ _ _ _ _ _
    * **HDF:** Jessie's suggestion: do a simple one for them to confirm they are fit to travel and declare any existing medical condition etc.
      * "indicate the participant has no relevant medical conditions affecting travel or participation, or specify known or pre-existing medical condition."
        * I am fit to travel and have no existing medical condition to declare. Please attach a medical certificate from a licensed physician confirming your fitness to travel.
        * I am fit to travel and wish to inform you of my existing medical condition(s) as follows: ____________________________.
        * I decline to make this declaration.

* **Internal implementation checklist:**
    * **Invitation:** to include notice of policy which will include assurance of confidentiality
      * Please be informed that the new Policy on Mandatory Travel Insurance and Health Disclosure was approved at 27RGC and was effective from 1st Jan 2026. All participants will be required to provide additional insurance and health particulars when registering. Do be reassured that the information you provide will be handled in strict confidence and used solely for the intended purposes.
      * For your reference, the full text of the new policy is available at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html
    * **Event registration:**
      * the new TIC and HDF declarations listed in 2nd bullet point above to be included in any new event registration form created.
      * ITUC-AP General Admin staff is responsible to ensure compliance and escalate, if necessary. Any exemption need to be approved by GS in writing and recorded accordingly, at least a week before event.
    * **Event venue:** a copy of policy (or at least the URL where it can be accessed) is included in administrative note document available in the event website and to all delegates. It is also available online at: https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html

* **Data management protocols:**
    * All confidential information are securely stored in Google Drive upon receipt.
    * If any delegate submits the declarations via letter, fax or email, these are first scanned or converted into a PDF file then saved into Google Drive.
    * Access rights are granted only to ITUC-AP General Admin staff through 2FA* authentication.
    * Collected data are purged by ITUC-AP General Admin staff 24 months after completion of each event.

__Note:__ * 2FA: Two Factor Authentication - The information will be stored in Google Drive where access is only granted to ITUC-AP General Admin staff. To access the information, they will need:
  * "What you know" authentication factor: type in their own password; and
  * "What you have" authentication factor: access using their pre-registered laptop/phone

===== Thu 08 Jan 2026 =====

==== Mandatory Travel Insurance ====

=== [Extracted from Jessie's email of 2026-01-07 17:08] ===

Objectives:
  * **Inform all affiliates well in advance** about the new [[https://ituc-ap.events/admin/mandatory-travel-insurance-and-health-disclosure-policy.html|policy]], so they are already aware of the requirement before programmes begin and there are no surprises when compliance is requested.
  * **Prepare the travel insurance compliance and health declaration form**
  * **Develop data management protocols**, including clarity on who will have access to participants’ travel insurance and related information
  * **Prepare a standard language/template** to be included in all programme invitations, clearly outlining the policy and travel insurance requirements
  * **An internal implementation checklist**, to guide colleagues on how to apply the policy from the very start [from the invitation stage (making sure to add the template language) through to the onsite meeting itself].

=== [27RGC resolution adopted in Oct 2025] ===

The RGC is requested to:
  * Endorse the minimum travel insurance requirements outlined above;
  * Adopt the annexed Draft Policy on Mandatory Travel Insurance and Health Disclosure, with implementation beginning on 1 January 2026; and
  * Note that the Secretariat will continue to explore event liability insurance options for large-scale meetings.

For ITUC-AP General Admin in particular, "ITUC-AP will verify proof of compliant insurance before confirming participation,
including the issuance of tickets, or accommodation arrangements."

Extract from 27RGC Final Report

**6.	Mandatory Travel Insurance for Participants in ITUC-AP Programmes**

The General Secretary presented the proposal for adopting a mandatory travel insurance policy, referring to the document previously circulated to Council members. He recalled that this proposal was first raised at the 22nd Regional Executive Bureau (REB) Meeting in Manila, following several past incidents where participants encountered medical emergencies during ITUC-AP activities. These situations had placed significant financial and logistical burdens on both participants, their organisations, and the ITUC-AP Secretariat.

He clarified that the purpose of the proposal is not to discourage participation, but rather to ensure that all participants are adequately protected when attending ITUC-AP meetings and events. Emergencies are unpredictable and can involve diverse and costly circumstances; hence, having appropriate insurance coverage is an essential safeguard. At present, affiliates are already responsible for ensuring that their participants have overseas travel insurance when attending ITUC-AP activities. The proposed policy seeks to make this responsibility explicit and consistent across all affiliates and programs.

The General Secretary noted that the REB had expressed broad support for the proposal, with colleagues observing that similar requirements exist in other international organisations. Some members had suggested exploring group or event liability insurance for large gatherings and ensuring that organisers have access to participants’ insurance details in case of emergencies.

Following these discussions, the Secretariat explored group insurance options, but found that Singapore-based insurers could only cover travellers to and from Singapore, making a single centralised policy unfeasible. Therefore, affiliates will need to arrange insurance coverage locally for their participants.

To ensure fairness and consistency, the proposed policy outlines minimum coverage requirements, including:
  * Overseas medical expenses of at least USD 30,000;
  * Coverage for medical evacuation and repatriation (including repatriation of remains);
  * Coverage for infectious diseases, including COVID-19; and
  * Provision of 24/7 assistance services.

In addition, the Secretariat will continue to study the feasibility of event liability insurance for large-scale ITUC-AP meetings, which would cover claims related to accidents, injuries, or property damage during events, as well as cancellations or disruptions. However, the General Secretary emphasised that such insurance does not replace the individual travel insurance that affiliates are required to provide for their participants.

The draft policy on Mandatory Travel Insurance and Health Disclosure sets out the operational arrangements, including verification procedures, standard forms, and secure data management protocols.

Finally, the General Secretary noted that affiliates will be informed well in advance to ensure a smooth transition. Relevant requirements will be reflected in invitations and logistical notes beginning late 2025, with the policy to formally take effect on 1 January 2026.

Shakil Akhter Chowdhury (BLF, Bangladesh) highlighted the importance of the issue, noting that accidents are unpredictable and can happen at any time. He asked whether any study had been conducted to estimate the potential costs involved in such insurance coverage, both for participants and for the ITUC-AP, so affiliates could better assess feasibility.

The General Secretary clarified that even under the current practice, affiliates are already encouraged or required to provide travel insurance for participants at their own expense. Costs would inevitably vary across countries.

Felix Anthony, President of ITUC-AP (FTUC, Fiji), added that there are generally two possible approaches: (1) policies purchased and borne by the sending organisations, and (2) a potential group insurance policy arranged by the ITUC-AP, similar to arrangements within the ITUC or the ILO. A group scheme, however, would simplify management but depend on feasibility and cost.

The Secretariat elaborated that this option had indeed been explored. The ITUC-AP had shared examples of ILO and ITUC group policies with insurance agents in Singapore, but Singapore-based insurers could only cover travellers departing from and returning to Singapore. Consequently, a regional group policy was not currently possible, and affiliates would need to purchase coverage locally for their participants.

Shakil Akhter Chowdhury then noted that, in some countries such as Bangladesh, there are limitations in the reliability of local insurance, as some companies issue certificates that are not effectively valid. He acknowledged this challenge but emphasised that affiliates should nonetheless explore all possible local options while the Secretariat continues to assess potential providers outside Singapore.

Harbhajan Singh (HMS, India) shared his experience of purchasing travel insurance before attending the meeting, which covered both his journey and stay. He questioned the need to bring this matter formally to the Council, suggesting that the requirement could simply be stated in the invitation for all meetings.

The General Secretary explained that RGC’s endorsement was necessary to formalise the policy, ensuring consistency and clarity across affiliates. He reiterated that the costs will remain the responsibility of the participants and their sending organisations, as the ITUC-AP could not bear medical expenses or insurance costs.

Elly Rosita Silaban (KSBSI, Indonesia) expressed their full support for the policy, noting that this has long been standard practice in other organisations, including the ILO. Drawing from her personal experience, she described how travel insurance had fully covered her medical costs during a health emergency abroad. She also suggested that frequent travellers could purchase annual coverage, which may be more cost-effective.

In closing, Felix Anthony confirmed that, with no objections raised, the Council endorsed the paper establishing the minimum travel insurance requirement for all ITUC-AP activities.

===== Mon 05 Jan 2026 =====

==== People to be granted access each time ====

* iutcapprc2023
  * jess.certis
  * giskard.lee
  * sharonspoon
  * rozana@ituc-ap.org

===== Thu 04 Dec 2025 =====

==== How-to create QRCodes ====

Old way, https://comma.sg/qrcode

New way, https://www.qrcode-monkey.com/

* Foreground color: #6D0B29 (purple)
  * Upload logo image
  * Remove Background Behind Logo
  * Customise design: Horizontal
    * Body shape
    * Eye shape
    * Eye Ball shape

===== Wed 03 Dec 2025 =====

==== Regional Conference on Sharing of Experiences on Just Transition (Re-run in Bangkok, Feb 2026) ====

* Editor access: https://docs.google.com/forms/d/1hTgLLfOxmYQgTvtLZfmLvV-a97BbeqvZ-MMVjF4FxSM/edit
  * Shortened link for circular: https://forms.gle/K3SJZmQNbfRibiYW8
  * Form responder link: https://docs.google.com/forms/d/e/1FAIpQLSdekeJpOeL3cdU3lV2SvyBxESyo7NiNFqwUJhiu_F8LjBTRuQ/viewform
  * Responses tabulated in Sheets: https://docs.google.com/spreadsheets/d/1kJSNnQ8Ja656EA_Gn5J6gv3o30IxT7XjXQpvDXITsZY/
  * Participants passport scans: https://drive.google.com/drive/folders/1xDma2S0iz0GA7TkcbYE9h9AqXHObdrfVrSkFdFaxy8qLXmKbyPVPIWtuBglhJbVVop4ixtNE
  * Granted Google Form access to:
    * ariesjeslcc
    * jess.certis
    * giskard.lee
    * sharonspoon

{{ :3asbestosregister.png?direct&200|}}
===== Tue 7 Oct 2025 =====

==== 3rd Regional Conference on Asbestos ====

* Dates: 9 & 10 December 2025
  * Venue: Kuala Lumpur, Malaysia
  * Website: https://3asbestos.ituc-ap.events/
  * Shortened link for circular (QRCode at right): https://forms.gle/M6Z3aUSDvbbFWJKQ9
  * Responses tabulated in Sheets: https://docs.google.com/spreadsheets/d/1xXLvs-evwzndPuI6gEY_Dm9pjxT6-m5wmtOmFwEDawo/edit?gid=652436470#gid=652436470
  * Participants passport scans: https://drive.google.com/drive/folders/1gKn8JnZbLdovT_-sC9CljGmGeTGA5nwENjCBaUZdJcrres6SCOY-fTtNRQUzNSRpC7AS_nHG?usp=drive_link
  * Editor access: https://docs.google.com/forms/d/1RG7hdkXU2YYOUf5f0t0To7pmfne8JlRwNe5WE6MiSyM/edit
  * Form responder link: https://docs.google.com/forms/d/e/1FAIpQLSfY8nKX-wzQXupxuIPVcz4Agqw20A8DJMqG_Ist6e-FIlzRAw/viewform?usp=header

===== Wed 17 Sep 2025 =====

==== List of American English words to watch for ====

* organiz: organise, organising, organisation. but no need to amend formal name of International Labour Organization which funnily enough uses the English spelling of Labour, but American Organisation
  * emphasiz: emphasis, emphasise, emphasising, 
  * finaliz: finalise, finalising
  * specializ: specialise, specialising, specialisation
  * marginaliz: marinalise, marginalised, marginaalisation

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