ALAC Improvements Taskforce Proposal Tables


ALAC/At-Large Improvements Taskforce Proposal Tables:  FULL VERSION

With proposal details and recommendations/tasks addressed

Note:  An abridged version of these tables can be found here:  Improvements Taskforce Proposal Tables -- Abridged Version.

_______________________

Recommendation 1:  The section of the ICANN Bylaws that deals with the ALAC should be changed to reflect its continuing purpose within the ICANN structure.  This continuing purpose has four key elements:

  • Providing advice on policy;
  • Providing input into ICANN operations and structure;
  • As part of ICANN’s accountability mechanisms; and
  • As an organizing mechanism for some of ICANN’s outreach. 

WT A proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Submit to the Board the following revision to ICANN Bylaws XI.2.4.a, drafted in collaboration with Legal: 
The At-Large Advisory Committee (ALAC) is the primary organizational home within ICANN for individual Internet users. The role of the ALAC shall be to consider and provide advice on the activities of ICANN, insofar as they relate to the interests of the individual Internet users.  This includes policies created through ICANN’s Supporting Organizations, as well as the many other issues for which community input and advice is appropriate. The ALAC, which plays an important role in ICANN’s accountability mechanisms, also coordinates some of ICANN's outreach to individual Internet users.

1,10, 11

1.1, 1.1.1, 1.1.2, 1.1.3, 1.2, 1.2.1, 1.2.2, 1.3, 1.3.1, 1.3.2, 1.3.3, 10.1, 11.1, 11.1.1, 11.1.2, 11.1.3

Completed

Submit to the Board the following revisions to ICANN Bylaws XI.2.4.j, drafted in collaboration with Legal:
The ALAC is also responsible, working in conjunction with the RALOs, for coordinating the following activities:...
Participating in the ICANN policy development processes and providing input and advice that accurately reflects the views of individual Internet users;…

1, 11

1.1, 1.1.1, 1.1.2, 1.1.3, 1.2, 1.2.1, 1.2.2, 1.3, 1.3.1, 1.3.2, 1.3.3, 11.1, 11.1.1, 11.1.2, 11.1.3

Completed

Form a Working Group (WG) to conduct a complete review of the ALAC’s Rules of Procedure.

This review should include consideration of the role, selection process and term length of the ALAC Chair and Vice Chairs.  (Any change of the term length of the ALAC Chair, as suggest by recommendation task 1.4, would require a change to the ALAC’s Rules of Proceure.)

1

1.4

Must begin


Tasks not addressed in Rec 1

Reason

None




Recommendation 3:  The ALS-RALO-ALAC structure of At-Large should remain in place for now.

WT B proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Establish a Working Group (WG) to ensure that the At-Large information already available is organized properly and easily accessible by end users.

3

3.1

In progress

Introduce to the ALSes selected information-dissemination, communication and collaboration tools (such as Posterous, Twitter Twibes, mobile-device compatibility) and provide training.

3, 7

3.1, 3.1.1, 3.1.2, 7.1, 7.2, 7.3, 7.5

In progress

Promote further use of the At-Large Calendar to the ALSes.

3

3.1, 3.1.1, 3.1.2

In progress

Create and distribute a brief orientation/instruction package about the information-dissemination, communication and collaboration tools introduced to the ALSes.  (TheALS Starter Kit already includes some of this information.)

3

3.1, 3.1.3

In progress

 

Tasks not addressed in Rec 3

Reason

None




Recommendation 4:  Educating and engaging the ALSes should be an immediate priority; compliance should be a longer-term goal.               

WT B proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Establish the ICANN Academy, an annual training program for new At-Large ALS members, modeled after aspects of the ICANN Fellowship and Diplo Foundation.

The intent is to begin this program during the ICANN Meeting in Toronto in October 2012.  

4

4.1, 4.1.1, 4.1.2, 4.1.3, 4.1.4, 4.6

In progress

Establish an engagement program for existing At-Large ALS members, to be conducted year-round and modeled after certain aspects of the Diplo Foundation (specifically, this is the At-Large Capacity Building Program to begin in Dakar in Oct 2011).

The intent is for this program to start (be funded for) FY2012.

4

4.2, 4.2.1, 4.2.2, 4.2.3, 4.6

In progress

 

Make available to each ALS a Confluence page for two-way communication with ICANN (for example, see AFRALO ALS Confluence pages).

4

4.2, 4.2.1, 4.2.2, 4.2.3, 4.6

Completed

Make available to each ALS the use of an Adobe Connect Room for meetings, etc. (for example, see AFRALO ALS Adobe Connect Room).

4

4.2, 4.2.1, 4.2.2, 4.2.3, 4.6

Completed

Request that selected At-Large members be funded to attend non-ICANN meetings (e.g., the IGF, the Consumer Electronics Show (CES), etc.).

The ALAC made this request for FY11, but it was not approved. 

This request is supported by the fact that At-Large should constitute an essential part of ICANN's global outreach process.

4

4.3, 4.3.1, 4.3.1.1, 4.3.2, 4.6

In progress

Request that the ALAC be invited and funded to participate in all outreach programs launched by ICANN (including the New gTLD Program outreach road show). 

In accepting such invitations, the ALAC should be given the option to send At-Large members as representatives who are located within the region of the specific outreach event.

This request is supported by the fact that At-Large should constitute an essential part of ICANN's global outreach process.

4

4.3, 4.3.1, 4.3.1.1, 4.3.2, 4.6

Must begin

Invite potential At-Large members from countries currently without any ALS to a series of outreach teleconferences aimed at reaching the goal of having at least one ALS in every country.

4

4.3, 4.3.1, 4.3.1.1, 4.3.2, 4.6

Must begin

Recommend that each RALO start an individual member program.

This proposal is scheduled for further discussion in the Regional Leadership Meeting in Dakar.

4

4.3, 4.3.1, 4.3.1.1, 4.3.2, 4.4, 4.6

In progress

Continue collaborating with ICANN Communications on Beginner’s Guides devoted to topics relevant to At-Large.

The goal should be to produce one Guide for each ICANN Public Meeting. 

This Beginner’s Guide series was initiated by At-Large.  In close collaboration with ICANN Communications, At-Large has already co-produced a Beginner’s Guide to Domain Names and Beginner’s Guide to Internet Protocol (IP) Addresses.  Two more are currently in the pipeline.

4

4.3, 4.3.3, 4.6

In progress

Recommend to the RALOs that they formalize their outreach/“inreach” role in whatever way each finds appropriate (e.g., by including in their Rules of Procedure).

4

4.3, 4.3.4, 4.6

In progress

Increase significantly the ALAC’s creation of “inreach” materials aimed at leadership engagement and development throughout At-Large (including brochures, radio programs, podcasts, webinars, and online videos).

For examples of work in progress, see At-Large and RALO Brochures

4

4.5, 4.5.1, 4.6

In progress

Create job descriptions for ALAC members, liaisons and other At-Large leaders that include qualification requirements, responsibilities and objective criteria for performance evaluation.

For work in progress, see Resolution on Position Description for ALAC Members and ALAC Liaisons.

4

4.5, 4.5.1, 4.6

In progress

Create and implement a transparent sanctions process for nonperformance of ALAC, RALO and ALS members. 

The relevant metrics and sanctions should be consistent across all RALOs.  The sanctions should be progressive, including the withholding of travel support and ending with the replacement of the member. 

4

4.5, 4.5.2, 4.5.3, 4.5.5, 4.6

In progress

Create, in collaboration with ICANN’s Nominating Committee (NomCom), a process for the midterm replacement both of NomCom appointments to the ALAC and of ALAC appointments to the NomCom. 

4

4.5, 4.5.4, 4.5.4.1, 4.5.5, 4.6

Must begin


Tasks not addressed in Rec 4

Reason

None




Recommendation 5:  The ALAC should develop strategic and operational planning processes (including performance criteria and cost information) as part of ICANN’s planning process.

WT C proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Ratify the strategic planning process reflected in the flowchart titled “Figure C-1:  Proposed At-Large Strategic Planning Process” (see Appendix 2), by which the ALAC could contribute to ICANN’s strategic planning.

This flowchart depicts the strategic planning process used by the ALAC and At-Large for planning FY2012.  If ratified by the ALAC, it would formally replace the ALAC/At-Large’s previous process, depicted in “Figure C-2:  Previous At-Large Strategic Planning Process” (see Appendix 2).

5

5.1, 5.1.1,
5.1.1.1, 5.1.2, 5.1.3

Must begin

Ratify the operational and financial planning process reflected in the flowchart titled “Figure C-3:  Proposed At-Large Operational and Financial Planning Process” (see Appendix 2), by which the ALAC could contribute to ICANN’s operational and financial planning.

This flowchart depicts the operational and financial planning process used by the ALAC and At-Large for planning FY2012.  If ratified by the ALAC, it would formally replace the ALAC/At-Large’s previous process, depicted in “Figure C-4:  Previous At-Large Operational and Financial Planning Process” (see Appendix 2).

5

5.2, 5.2.1, 5.2.1.1, 5.2.2, 5.2.3

Must begin

Review and amend the ALAC’s strategic planning process yearly, in line with annual amendments to ICANN’s overall strategic planning process.

5

5.1, 5.1.1

In progress

Conduct periodic “SWOT” (strengths, weaknesses, opportunities and threats) analyses of the At-Large strategic planning process, in conjunction with the RALOs (as WT C did), and compare the results of these analyses to identify areas that have improved or deteriorated. 

In the first SWOT analysis conducted by WT C, the main barriers to strategic planning were identified as a lack of a high level strategy for At-Large, lack of mechanisms to identify skills shortages, lack of skill transfer, lack of inclusion metrics (geographic, societal, gender) and lack of funding.

5

5.1, 5.1.1, 5.1.1.1

In progress

Articulate ALAC’s and At-Large’s vision and mission. 

WT C suggests the following wording:  “The mission of the ALAC is to facilitate the voice of the individual end users of the Internet within the policy development and other activities of ICANN.”

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

Use appropriate metrics to ensure that the ALSes are diverse, effective and well-informed.

These measures could gauge, for example, the production of Beginner’s Guides and podcasts.

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

Initiate, develop and maintain an institutional knowledge management and retention system for At-Large.

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

Encourage the five RALOs to coordinate their outreach and “inreach” policies in order to facilitate the search for new skill sets needed within At-Large.

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

Continue actively pursuing At-Large growth, for the overall benefit of ICANN.  

The goal is to have at least one ALS in every country.  (At-Large has continued to increase its number of ALSes; as of 27 September 2011, there were 136.)

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

In attempting to get the ALAC’s outreach projects funded, emphasize their role not only as a strategic resource benefiting the ALAC and RALOs but also as part of a wider ICANN legitimacy process.

5

5.1, 5.1.2, 5.1.3, 5.2.3

In progress

Acknowledge and encourage a continuation of the better collaboration between the ALAC and ICANN’s Finance staff seen in preparing the FY2012 Budget. 

This proposal is in addition to the fact that most At-Large operational planning is done by ICANN staff.

5

5.2, 5.2.1

Completed

Conduct periodic “SWOT” (strengths, weaknesses, opportunities and threats) analyses of the At-Large operational and financial planning process, in conjunction with the RALOs (as WT C did), and compare the results of these analyses to identify areas that have improved or deteriorated. 

In the first SWOT analysis conducted by WT C, the main barriers to operational and financial planning were identified as the ALAC’s being slow to react; translation processes being slow, and translations not being available for all documents; ALAC members’ potential conflicts of interest; a lack of travel funding, putting At-Large in a second-class tier; and not enough informational materials for the ALSes.

5

5.2, 5.2.1, 5.2.1.1

In progress

Formalize the process by which the ALAC collects operational demands from the RALOs and includes them in its operational plans. 

5

5.2, 5.2.2

In progress

Clearly estimate and document the time required for the ALAC’s operational processes (e.g., responding to a call for Public Comments) and use these estimates to formalize its operational processes.

5

5.2, 5.2.2

In progress

Continue requesting face-to-face funded general assemblies (GAs) for each RALO every three years and an At-Large Summit.

5

5.2, 5.2.2

In progress

Continue to monitor its level of needed staff support and ICANN’s commitment to and progress in filling open staff positions. 

As of September 2011, all allotted At-Large staff positions had been filled.

5

5.3

In progress

Continue to encourage ICANN to prioritize and increase funding for outreach activities.    
                                                                                                             

5

5.1, 5.2, 5.2.1

In progress

Continue to assist the RALOs in completing their annual ICANN requests for funding, as needed, in terms of writing, packaging and advocacy.

5, 6

5.2, 6.1

In progress


Tasks not addressed in Rec 5

Reason

5.3.1  ALAC and staff should develop an annual support agreement

This task is no longer relevant due to the following changes within ICANN in recent years (i.e., since submission of the ALAC Review Final Report):
   -  An increase in staff resources dedicated to At-Large (as of September 2011, all allotted At-Large staff positions had been filled);
   -  Closer collaboration between At-Large and both the At-Large staff and other ICANN staff;
   -  The ALAC’s (and other communities’) more effective and proactive inclusion in ICANN’s strategic, operational and budgetary planning processes (exemplified by the development of ICANN’s 2009-2010 Operational Plan and 2011-2013 Strategic Plan); and
   -  An increased acceptance across ICANN’s communities and staff of the purpose of the ALAC within ICANN’s multi-stakeholder model.



Recommendation 6:  More effort needs to be put into developing accurate cost models for At-Large activities.

WT C proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Encourage the same high level of input into ICANN’s annual financial planning from the ALSes and RALOs as was demonstrated in the planning for FY2012.      
                                                                                                                  

6

6.1

In progress

Continue to encourage ICANN to increase its level of detailed disclosure regarding the process of financing the ALAC and At-Large. 

The ALAC acknowledges that this level significantly improved for FY2012.

6

6.1

In progress

Continue to monitor the accommodations given to At-Large representatives at ICANN Meetings to ensure they are equal to those of other funded communities.

6

6.2

In progress

Continue to assist the RALOs in completing their annual ICANN requests for funding, as needed, in terms of writing, packaging and advocacy.

5, 6

5.2, 6.1

In progress


Tasks not addressed in Rec 6

Reason

None




Recommendation 7:  The ALAC should be allowed to make its own choices of communication and other collaborative tools to best meet its needs – taking into account budgetary constraints and the technologies already used in other parts of the ICANN community.

WT B proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Introduce to the ALSes selected information-dissemination, communication and collaboration tools (such as Posterous, Twitter Twibes, mobile-device compatibility) and provide training.

3, 7

3.1, 3.1.1, 3.1.2, 7.1, 7.2, 7.3, 7.5

In progress

Conduct a survey of ALSes regarding communication & collaboration tools

7

7.1, 7.2, 7.2.1,

Completed

Establish a Technology Task Force (TTF) of community members that would periodically review the  appropriateness of available technology, help train RALOs/ALSes in new technologies introduced and possibly staff a help desk.

7

7.2.2, 7.2.3, 7.2.4, 7.3, 7.3.1, 7.3.2, 7.3.3, 7.3.4, 7.4, 7.4.1, 7.5, 7.6, 7.6.1

Must begin


Tasks not addressed in Rec 7

Reason

None




Recommendation 8: The Public Comment period should remain 30 days, except in the case of special circumstances, for which ALAC may request an extension to 45 days.

WT D proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Ratify the process reflected in the flowchart titled “Figure D-1:  How the ALAC Should Request an Extension to a Public Comment Period” (see Appendix 2), by which the ALAC could request that a Public Comment period be extended. 

This proposed process includes the following steps (see Figure D-1 in Appendix 2):
   -  The ALAC’s deciding on the number of days needed for the extension;
  -  The ALAC’s submitting an extension request; and
  -  If the request is denied, the ALAC’s deciding on next steps (i.e., whether to submit a comment or not).

8, 13

8.1, 8.1.1, 8.2, 8.2.1, 13.1, 13.1.1

In progress

Request that extensions to Public Comment periods be allowed of any length up to 30 additional days (see “A” on Figure D-1 in Appendix 2).

8, 13

8.1, 8.1.1, 8.2, 8.2.1, 13.1, 13.1.1

In progress

Request that any extension request to a Public Comment period be granted or denied within 24 hours (see “B” on Figure D-1 in Appendix 2).

8, 13

8.2, 8.21, 13.1, 13.1.1

In progress

Recommend the establishment of a Policy Scheduling Team (PST), consisting of ICANN staff, to coordinate the opening of Public Comment periods. 

The PST should:
   -  Be comprised of an ICANN staff member assigned to each SO and AC and the Language Services Manager; and
   -  Maintain a publicly available Policy Comment Schedule (PCS), which tracks upcoming Public Comment periods, in order to (a) avoid many such periods opening around the same time, (b) allow the ACs and SOs to better plan their time and (c) allow better planning for needed translations.  (For each upcoming Public Comment period, the PCS should Include the policy name, a synopsis, the responsible AC or SO, and tentative opening date.)

8, 13

8.3, 8.3.1, 8.3.1.1, 8.3.1.2, 8.4, 13.1, 13.1.1, 13.1.2, 13.1.3

Must begin

Establish a standing committee, the ALAC/At-Large Policy Review Committee (PRC), responsible for advising the ALAC of actions needed regarding upcoming PCS policy issues, as well as policy issues not on the PCS but of At-Large interest.

The working of the PCS is depicted in the flowchart titled “ALAC/At-Large Policy Review Committee (PRC)” (see Figure D-2 in Appendix 2).

The specific responsibilities of the PRC should include advising the ALAC as early as possible of:
  -  ALAC comments needed in response to upcoming Policy Comment periods;
  -  At-Large community briefings, documentation or translations needed for upcoming Policy Comment periods;
   -  The degree of interest that the RALOs and ALSes have in the ALAC’s submitting comments during Policy Comment periods; and
   -  Policy issues (and other concerns) relevant to end users that are not on the PCS but that the RALOs and ALSes are interested in bringing to ICANN’s attention. 

In order to perform its function, the PRC should be comprised of:
   -  The Chair and Secretariat of each RALO;
   -  At least two additional representatives from each RALO;
   -  The ALAC Rapporteur; and
   -  The ALAC liaisons to the various ACs, SOs and cross-constituency WGs.

8, 13

8.3, 8.3.1, 8.3.1.1, 13.1, 13.1.1, 13.1.2

Must begin


Tasks not addressed in Rec 8

Reason

None




Recommendation 9:  ICANN should strengthen its translation and interpretation processes.

WT B proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Build into At-Large’s consideration of ICANN policy issues (open Policy Forums) more and earlier translation of relevant materials.

9

9.1, 9.1.1

In progress

Review ICANN’s new Language Services Policy (once available) and request that At-Large staff do the same, focusing on At-Large needs, particularly related to ICANN policy issues.

9

9.2, 9.2.1, 9.3

Must begin


Tasks not addressed in Rec 9

Reason

9.1  Interim measures (near term)

This task is no longer relevant due to improvements in ICANN’s translation services since the ALAC Review Final Report and the imminent release of ICANN’s new Language Services Policy.



*Recommendation 10:  *The ALAC, as the representative body for At-Large, is the primary organizational home for the voice and concerns of the individual Internet user in ICANN processes (although ICANN's multi-stakeholder model provides the opportunity for individual users to choose to participate in many other ways in the ICANN process).

WT A proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Submit to the Board the following revision to ICANN Bylaws XI.2.4.a, drafted in collaboration with Legal: 
The At-Large Advisory Committee (ALAC) is the primary organizational home within ICANN for individual Internet users. The role of the ALAC shall be to consider and provide advice on the activities of ICANN, insofar as they relate to the interests of the individual Internet users.  This includes policies created through ICANN’s Supporting Organizations, as well as the many other issues for which community input and advice is appropriate. The ALAC, which plays an important role in ICANN’s accountability mechanisms, also coordinates some of ICANN's outreach to individual Internet users.

1,10, 11

1.1, 1.1.1, 1.1.2, 1.1.3, 1.2, 1.2.1, 1.2.2, 1.3, 1.3.1, 1.3.2, 1.3.3, 10.1, 11.1, 11.1.1, 11.1.2, 11.1.3

Completed


Tasks not addressed in Rec 10

Reason

None


 

 

Recommendation 11:  A clear statement is needed from the Board that recognizes the place of At-Large as the primary organizational home for individual Internet users and that clarifies the relationship between the ALAC and the User Home currently being developed within the GNSO.

WT A proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Submit to the Board the following revision to ICANN Bylaws XI.2.4.a, drafted in collaboration with Legal: 
The At-Large Advisory Committee (ALAC) is the primary organizational home within ICANN for individual Internet users. The role of the ALAC shall be to consider and provide advice on the activities of ICANN, insofar as they relate to the interests of the individual Internet users.  This includes policies created through ICANN’s Supporting Organizations, as well as the many other issues for which community input and advice is appropriate. The ALAC, which plays an important role in ICANN’s accountability mechanisms, also coordinates some of ICANN's outreach to individual Internet users.

1,10, 11

1.1, 1.1.1, 1.1.2, 1.1.3, 1.2, 1.2.1, 1.2.2, 1.3, 1.3.1, 1.3.2, 1.3.3, 10.1, 11.1, 11.1.1, 11.1.2, 11.1.3

Completed

Submit to the Board the following revisions to ICANN Bylaws XI.2.4.j, drafted in collaboration with Legal:
The ALAC is also responsible, working in conjunction with the RALOs, for coordinating the following activities:...
Participating in the ICANN policy development processes and providing input and advice that accurately reflects the views of individual Internet users;…

1, 11

1.1, 1.1.1, 1.1.2, 1.1.3, 1.2, 1.2.1, 1.2.2, 1.3, 1.3.1, 1.3.2, 1.3.3, 11.1, 11.1.1, 11.1.2, 11.1.3

Completed


Tasks not addressed in Rec 11

Reason

None




Recommendation 12: ICANN should develop a mechanism that allows bodies recognized as representing consumer interests to be heard at critical points in key decisions and to provide input into policy processes. (As this recommendation affects recruitment across two communities, development of an integrated outreach program for this stakeholder group will be developed centrally.  Upon completion, it will be provided to At-Large for review and comment.)        

WT D proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Create and maintain a consumer outreach document for use by At-Large in its outreach efforts aimed at getting consumer organizations involved in ICANN. 

See WT D’s proposed consumer recruitment document, Defending Consumers on the Internet.

12

12.1, 12.1.1, 12.2, 12.2.1

In progress


Tasks not addressed in Rec 12

Reason

None




Recommendation 13: The ALAC should strive to provide policy advice on any issues that affect individual Internet users. To this end, the following should be strengthened:

   - The processes within ALAC for developing and providing policy advice;

   - The processes within the SOs for requesting input from the ALAC on policy issues; and

   - The processes within the SOs, ACs, and Board for providing ALAC with feedback about how its policy advice has been used.    

WT D proposes that the ALAC…

Recs addressed

Tasks addressed

Status

Ratify the process reflected in the flowchart titled “Figure D-1:  How the ALAC Should Request an Extension to a Public Comment Period” (see Appendix 2), by which the ALAC could request that a Public Comment period be extended. 

This proposed process includes the following steps (see Figure D-1 in Appendix 2):
   -  The ALAC’s deciding on the number of days needed for the extension;
  -  The ALAC’s submitting an extension request; and
  -  If the request is denied, the ALAC’s deciding on next steps (i.e., whether to submit a comment or not).

8, 13

8.1, 8.1.1, 8.2, 8.2.1, 13.1, 13.1.1

In progress

Request that extensions to Public Comment periods be allowed of any length up to 30 additional days (see “A” on Figure D-1 in Appendix 2).

8, 13

8.1, 8.1.1, 8.2, 8.2.1, 13.1, 13.1.1

In progress

Request that any extension request to a Public Comment period be granted or denied within 24 hours (see “B” on Figure D-1 in Appendix 2).

8, 13

8.2, 8.21, 13.1, 13.1.1

In progress

Recommend the establishment of a Policy Scheduling Team (PST), consisting of ICANN staff, to coordinate the opening of Public Comment periods.  

The PST should:
   -  Be comprised of an ICANN staff member assigned to each SO and AC and the Language Services Manager; and
   -  Maintain a publicly available Policy Comment Schedule (PCS), which tracks upcoming Public Comment periods, in order to (a) avoid many such periods opening around the same time, (b) allow the ACs and SOs to better plan their time and (c) allow better planning for needed translations.  (For each upcoming Public Comment period, the PCS should Include the policy name, a synopsis, the responsible AC or SO, and tentative opening date.)

8, 13

8.3, 8.3.1, 8.3.1.1, 8.3.1.2, 8.4, 13.1, 13.1.1, 13.1.2, 13.1.3

Must begin

Establish a standing committee, the ALAC/At-Large Policy Review Committee (PRC), responsible for advising the ALAC of actions needed regarding upcoming PCS policy issues, as well as policy issues not on the PCS but of At-Large interest.

The working of the PCS is depicted in the flowchart titled “ALAC/At-Large Policy Review Committee (PRC)” (see Figure D-2 in Appendix 2).

The specific responsibilities of the PRC should include advising the ALAC as early as possible of:
  -  ALAC comments needed in response to upcoming Policy Comment periods;
  -  At-Large community briefings, documentation or translations needed for upcoming Policy Comment periods;
   -  The degree of interest that the RALOs and ALSes have in the ALAC’s submitting comments during Policy Comment periods; and
   -  Policy issues (and other concerns) relevant to end users that are not on the PCS but that the RALOs and ALSes are interested in bringing to ICANN’s attention. 

In order to perform its function, the PRC should be comprised of:
   -  The Chair and Secretariat of each RALO;
   -  At least two additional representatives from each RALO;
   -  The ALAC Rapporteur; and
   -  The ALAC liaisons to the various ACs, SOs and cross-constituency WGs.

8, 13

8.3, 8.3.1, 8.3.1.1, 13.1, 13.1.1, 13.1.2

Must begin

Ratify the process reflected in the flowchart titled “ALAC/At-Large Policy Advice Development (PAD) Process” (shown in Figures D-3, D-4 and D-5 in Appendix 2), by which the ALAC could systematically respond to Public Comment periods. 

This flowchart represents a comprehensive, flexible, systematic process that would replace the At-Large Policy Advice Development process currently in use. 

The proposed process is divided into five stages, made up of the following steps:

   -  Stage 1:  Policy is available for comment (see  Figure D-3, Stage 1, in Appendix 2)
         -  The ALAC notifies At-Large that the policy for Public Comment is available in English, Spanish and French.   

   -  Stage 2:  Within 10 calendar days after the policy is available (see  Figure D-3, Stage 2, in Appendix 2)
          -  The ALAC decide whether or not to submit a comment;
          -  The ALAC decides if, at this stage, it needs an extension of the deadline and, if so, requests one;
          -  The ALAC assigns a standing or ad hoc Working Group (WG)  to create a first draft of the comment; and
          -  The ALAC decides if a community briefing call is needed and, if so, requests one.

   -  Stage 3:  At least 9 calendar days before the deadline (see Figure D-4, Stage 3, in Appendix 2): 
           -  The assigned WG informs the ALAC whether or not an extension of the deadline is needed at this stage (if considered needed, the ALAC can request the extension);
           -  The WG makes its draft ALAC comment available for review and comments by At-Large; and
           -  Incorporating relevant discussions and comments, the WG produces the final ALAC comment.

   -  Stage 4:  At least 7 calendar days before the deadline (see Figure D-5, Stage 4, in Appendix 2):
            -  The ALAC starts an ALAC ratification vote on the final comment.
 
   -  Stage 5:  At least 1 calendar day before the deadline (see  Figure D-5, Stage 5, in Appendix 2):
           -  If the final comment is ratified, the ALAC requests the At-Large staff to transmit the comment to the ICANN staff person responsible for the Public Comment period.

13

13.1, 13.1.1, 13.1.2, 13.1.3, 13.1.4

In progress

Request that all Public Comment period Web listings and related documentation be required to be available in at least English, French and Spanish from the start of every Public Comment period.   

13

13.1, 13.1.3, 13.1.4

Must begin

Strongly encourage the RALOs and ALSes to give increased input into the ASO’s Policy Development Process (PDP), via the ASO’s Regional Internet Registries (RIRs).

The ASO’s PDP already allows for input, via the Regional Internet Registries (RIRs), before ASO-proposed policies reach ICANN’s Board for approval.

13

13.6

In progress


Tasks not addressed in Rec 13

Reason

13.2  Strengthen policy-development processes within the SOs and ACs for requesting and considering ALAC input

This task is no longer relevant for the following reasons:
   -  As part of the GNSO’s review and revision of its Policy Development Process (PDP) during the last year, it now regularly requests and considers ALAC input;
   -  The standing ALAC liaison to the ccNSO and the ccNSO liaison to the ALAC now ensure that ALAC input is regularly sought and considered in the ccNSO’s PDP.; and
   -  The ASO PDP, via the RIRs, is already open to public input.

13.2.1  Review current process in each AC/SO.

See reason in 13.2 above.

13.2.2  Develop recommendations to make relevant changes for community consideration

See reason in 13.2 above.

13.3  "Processes between SOs, ACs and the Board need to be developed/strengthened to provide feedback on how ALAC advice has been considered and used within their processes."

This task is already specifically addressed by Recommendation 7 of the Final Recommendations of the Accountability and Transparency Review Team (ATRT) (31 Dec 2010).

13.4  Ensure the GNSO PDP incorporates measures that guarantee input from ALAC is requested, included, and considered integral to the process

The task is no longer relevant because, as part of the GNSO’s review and revision of its Policy Development Process (PDP) during the last year, it now regularly requests and considers ALAC input.

13.5  Ensure the ccNSO PDP incorporates measures that guarantee input from ALAC is requested, included, and considered integral to the process

This task is no longer relevant, since the standing ALAC liaison to the ccNSO and the ccNSO liaison to the ALAC now ensure that ALAC input is regularly sought and considered in the ccNSO’s PDP.  These liaisons allow for significant collaborative input into each other’s policy and other work.


 

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