MUN Guide

Executive Board

Managing EB applications, approvals, committee assignments, and the separation from delegate registrations

What is the EB flow?

The Executive Board application flow is completely separate from standard delegate registration. Chairs, Vice-Chairs, Rapporteurs, and other EB roles apply through a dedicated form on the public MUN page — they do not go through the same registration and payment flow that delegates use.

EB applications are typically free (no payment required) and go through a manual review process — you read their motivation statement, evaluate their experience, and decide. The result is an assignment to a specific committee and role, not a delegate seat.

The EB form is enabled by default on all MUNs (eb_form_enabled: true). If you run a closed EB recruitment process, turn it off in Settings so candidates apply through your own channel instead of the public form.

What the application collects

When a candidate submits an Executive Board application, the system records:

Full name, email, and phone number — standard identity fields.
Preferred committee — pulled from your configured committees list.
Preferred position or role — e.g. Chair, Vice-Chair, Rapporteur, Crisis Director. This is a free-text field, not a fixed dropdown.
Motivation statement — free text. This is where they make their case. Actually read these.

EB applications require no payment. The registration fee for an EB application is always zero. They are also not counted against your max_delegates capacity.

Reviewing applications

Navigate to Dashboard → Your MUN → Executive Board. All applications appear here with their current status. Filter by status to work through batches.

Status	Meaning	What to do next
Pending	Application received, no decision made	Review motivation statement, decide on Approve or Reject
Approved	Candidate selected, may or may not be assigned yet	Assign committee + role if not already done
Rejected	Candidate not selected, notified automatically	No action needed — automatic email already sent

Do not approve every application without reading them. Under time pressure, this happens more often than you would think. Approve only the people you can genuinely accommodate — EB members who cannot actually be assigned a role are a support problem waiting to happen.

Approving and assigning

Approving an application and assigning a committee+role are two connected steps. Always complete both:

1
Open the application from the Executive Board list.
2
Set Application Status to Approved.
3
Select the Assigned Committee from your committee list.
4
Enter the Assigned Role — e.g. "Chairperson", "Vice-Chair", "Crisis Director".
5
Save. The applicant receives an automatic approval email with their committee and role details.

Shortcut: if you directly assign a committee and portfolio to a Pending application, the system automatically sets the status to Approved. Assigning someone a role implicitly approves them.

Rejecting applications

Click Reject on an application and confirm. The system immediately sends the candidate an automated rejection email. Any previously set committee or role assignment is cleared.

Rejection emails are sent automatically — you do not need to email candidates manually.
If you want to reconsider a rejected candidate, you can set their status back to Pending or directly to Approved.
There is no waitlist status — candidates are Pending, Approved, or Rejected. Leave them Pending if you need more time to decide.

Do not keep candidates Pending for too long. EB candidates are often deciding between multiple MUNs simultaneously. A week without a response frequently results in them accepting another MUN. Set a decision date and communicate it clearly when candidates submit their application.

EB vs. standard delegate registration — the key differences

Both EB applications and delegate registrations live in the same database table, but they are completely separated by type. Here is the full comparison:

Aspect	EB Application	Delegate Registration
Registration type	executive_board	delegate
Payment required	No — always free	Yes — online or Cash Drive
Counts toward capacity	No	Yes
Assignment flow	Manual — you assign committee + role	Manual or auto-assign
Notification on approval	Automatic email with committee + role	Confirmation email with payment receipt
Check-in at venue	Not in standard delegate QR flow	Yes — QR code check-in
Visible in registrations list	Only under Executive Board tab	Yes — main registrations list

If you want an EB member to also receive a delegate ticket and be checked in via QR at the venue, they need to separately submit a standard delegate registration. This is uncommon but supported — the two records are independent.

Common mistakes to avoid

Approving without assigning — an applicant who gets an approval email but has no committee or role will immediately email you asking what they are chairing. Always set committee + role before confirming approval.
Leaving applications Pending for weeks — EB candidates apply to multiple MUNs. Make decisions within 5-7 days of receiving an application, or set a clear review date and communicate it upfront.
Over-allocating EB slots — review how many EB roles your committee list actually needs before approving. A 15-person UNSC with 12 EB members is not a committee, it is a symposium.
Not reading the motivation statement — the motivation statement is the primary differentiator between candidates. If you are not reading it, you might as well pick randomly.
Keeping eb_form_enabled on when doing closed recruitment — if you are recruiting EB through a private form or interview process, disable the public form in Settings to avoid applications from candidates who did not go through your intended process.

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