ANNEX 6

Report back on Working Group 1 – Dissemination

of Monday afternoon, February 26, 2001-03-29

The group first had a summary of the dissemination activities underway and to be completed prior to the closing of the WCD Secretariat at the end of March 2001. Summary at end.

As a starting point the group discussed the items previously identified as the ‘What’ or the information products that were available for dissemination was also reviewed. The lists that follow summarise this discussion, distinguishing between those items previously identified and those added by the group through the use of italics. An indication of current status is provided in parentheses. Further it is important to note that any one of the products may be disseminated in various formats.

‘What’ : Information Products

Final Report (English, Spanish)

Overview of the Final Report (9 languages)

Power Point presentations of the Final Report (English, Spanish)

Comment on the Final Report (to included those emerging from the Forum)

Knowledge Base (English)

Experiences gained in working with the report (Working Groups 2 & 3)

Contact Database (in particular Commissioners, Secretariat and Forum)

‘How’ : Format

Already Available

Hard Copies

Website

Translations (Chinese, Bahasa…..others?)

CD-Rom

Meetings and Events

Newsletter

Prospective Interpretations

Multi-Media

Dramatic Presentations

The group presents the results of its discussions and proposals according to three alternatives for the level of coordinated institutional follow-up that might emerge from the Forum: (1) no follow-up; (2) a minimum follow-up and (3) a concerted effort at a follow-up Information Clearing-House. In addition an unrelated proposal is put forward related to the idea of a cover letter to accompany the Final report as proposed on the opening day of the Forum.

The general understanding of the group was that regardless of the specific level of inputs by a follow-up mechanisms as developed by the Forum all parties will have the right to access the information products already available and, hence, much dissemination will no doubt be ‘market-driven’ depending on the volition of individual interests groups. The question for the Forum is the degree of multi-stakeholder coordination and impetus that is desired.

Alternative 1 : No Follow-up

Under this option the objective is simply one of organising the distribution of remaining information assets of the Commission as currently held at the Secretariat in Cape Town.

Principally this would involve:

Assigning of responsibility for coordinating intellectual property matters – primarily the issue of liaison with Earthscan over further translation of the Final Report.

Transfer of physical assets (stock of Final Reports, Overview and the Knowledge Base)

Transfer of the website.

The general feeling was that in this event IUCN would be an appropriate organisation to absorb these assets/functions. There was consensus that the maintenance of the final web-site (without further additions) would be a useful step. It was felt, therefore, that providing for web-hosting of the site should be provided for up to ten years and that in the event this was necessary financing could be raised without great difficulty or sourced from the Zayed Prize.

Alternative 2 : Minimum Flollow-up

The minimum follow-up option was construed to consist of the continuation of existing dissemination activities as currently carried out by the Secretariat, to include the activities under Alternative 2 plus:

• Maintenance and updating of web-site (with comments on Final Report, upcoming events/meeting and contact points for those involved in WCD)
  
  

• Continued production and distribution of the CD-Rom
  
  

• Continued distribution of the Overview
  
  

• Continued communication/coordination of dissemination of the report at events/meetings (including coordination of Commissioners and staff attendance)
  
  

• Monitoring the accuracy of translations of existing products
  
  

  It was agreed that these activities should be integrated and housed in one location. The timeline of different activities would vary but it was felt that further initiatives would supersede the outputs of the WCD. All of these tasks would fall inder the Communications Unit of an institutional follow-up (to follow on discussions of Working Group #4).

  Alternative 3 : Active Follow-up

  In the case of a more pro-active role by a follow up institution a number of proposals were outlined for additional activities/roles. In general these related to the need to extend the dissemination of the report beyond the purely ‘high-tech’ formats currently available in order to reach local communities and civil society in developing regions:

  Technical Assistance program to assist NGOs and others to obtain resources and develop appropriate media.

  Assist NGOs and academic institutions to initiate processes and dialogues (to reach civil service professionals and not just politicians)

  Promotion of national level workshops and dialogue (to introduce new audience)

  Continued production of a newsletter and other information updates to inform the larger audience of the status of WCD follow-up and implementation (as per Working Groups 2 & 3)

  Cover Letter Proposal

  The proposal if for a cover letter, authored by the Chair to accompany further dissemination of the Final Report. The intention is to update those receiving the Final Report of the debate that has emerged out of the follow-up process, particularly the Forum Meeting, and to address a number of the concerns that have been raised. The suggestion was that many of the points made in the Chair’s opening speech to the Forum at this meeting would be helpful in this regard.

  This proposition was debated by the group with no apparent resolution. The technical feasibility rests on the ability to insert such a letter in outgoing copies of the Final Report (from Earthscan) and any associated costs. Concerns were raised by NGOs of whether the Report stands on its own and therefore why any further explanation or information is required. Industry representatives however felt that it would be vital to update participants in the process and, that while this would be done through dissemination of Forum results in the final newsletter and on the website, that those receiving the Report ‘fresh’ should be made aware of concerns already raised and clarification already made.

  
  

  BACKGROUND STATUS

  DISSEMINATION Through March 31:

• WCD Secretariat plans to produce one final Newsletter #9 which can focus on the reactions and discussions at the Forum Fe 25-27.
  
  

• As requested, we plan to include an excerpted part of Minister Asmal’s opening remarks, responding to assumptions and clarifying how the Report can be, and is being used.
  
  

• Newsletter mailing plans to include a complimentary copy of the DC Rom with the WCD knowledge base (which has been circulated)
  
  

• Final Report includes translations of summary documents, launch packet. Powerpoint presentation, General Information for Archives (and within this archive we plan to include the complete responses that have been presented at the Forum today)
  
  

• Website: we plan it to be maintained for two years, minimum, to allow access to the knowledge base for all visitors, new and returning.