UN Submission Workflow Guide | Kovach Consulting Group

Overview

The Systemic Violation Model

KCG submissions to UN Special Procedures rapporteurs use a systemic violation framing — documenting patterns of institutional conduct rather than isolated incidents. Each wave targets specific mandate holders based on the nature of the rights implicated.

Submissions are made through the UN OHCHR online portal. Each submission is independent and should be self-contained, though they may reference prior waves where relevant.

Wave status: Waves 1–4 are complete. Update this document before beginning Wave 5 to reflect any portal changes, new mandate holders, or updated framing.

Phase 1

Preparation

1

Select mandate holder(s)

Use the Wave-by-Wave Mandate Map to identify primary and secondary rapporteurs for this wave. Confirm mandate is still active and the rapporteur has not changed.

→ Cross-reference: Wave-by-Wave Mandate Map
2

Identify the rights framework

Confirm which articles, conventions, or instruments apply to this wave's focus. Document the specific rights implicated before drafting.
3

Compile supporting documentation

Gather all evidence, dates, and corroborating materials. Organize chronologically. Flag anything that requires redaction or anonymization before submission.
4

Draft submission text

Write the submission narrative using the systemic violation framing. Lead with pattern, not incident. Include specific dates, actors, and outcomes where available. Keep under the portal's character limit for each field.

Phase 2

Portal Submission — Exact Field Text

Log in to the OHCHR submission portal. Navigate to the relevant mandate holder's communications form. Complete each field as follows.

Field	What to Enter	Notes
Nature of complaint	Systemic institutional violation — [rights area]	Use the mandate's language. Mirror the rapporteur's own framing where possible.
Summary of facts	Chronological pattern description, 500–800 words	Lead with the systemic pattern. Support with specific incidents. Do not editorialize.
Alleged victim(s)	Individual or class description as applicable	Use first name + last initial if individual. Use class description if systemic.
Alleged perpetrator(s)	Institutional actor(s) — full name and role	Name the institution, not individuals, unless individual conduct is the focus.
Domestic remedies	List all remedies pursued and outcomes	Document exhaustion of domestic remedies. Note any unreasonable delay or denial of access.
Requested action	Urgent appeal / standard communication / thematic input	Select based on urgency and mandate type. Confirm with Wave Map.
Attachments	Supporting documentation — PDF preferred	Label each attachment clearly. Do not include documents that haven't been reviewed.

5

Complete all required fields

Fill every mandatory field. Leave no field blank unless genuinely not applicable — in that case, note "Not applicable" with a brief explanation.
6

Upload attachments

Attach supporting documents in the order referenced in the submission text. Confirm file size is within portal limits before submitting.
7

Review and submit

Review the full submission before clicking Submit. Confirm all fields match the drafted text. Submission cannot be edited after it is sent.

⚠ Submission is final. Double-check before submitting.

Phase 3

Post-Submission Checklist

Complete immediately after each submission is confirmed.

Record the reference number provided by the portal
Screenshot or save the submission confirmation page
Log the submission date, mandate holder, and reference number in the Submission Tracking Log
Save a copy of the full submission text to the WS-02 folder in kcg-resources
Note the expected response window (typically 60–90 days for standard communications)
Set a calendar reminder to follow up if no acknowledgment received within 30 days
Update the KCG Weekly Dashboard — move WS-02 next action to next wave or follow-up task
Document any observations about portal behavior, field limits, or process changes for future waves