No.RecommendationRecipientThematic Group SourceAssigneesStatus
2ICANN should increase support (budget, staff) to programmes having brought valuable members to the community.ICANN StaffTG1
  • Outreach & Engagement
  • Capacity Building
  • Finance and Budget

COMPLETED

Summary

Implementation Details

The At-Large Community has made ICANN recognizes the fundamental importance of the representation and participation of users in ICANN’s multistakeholder model. At-Large assignees have also played an active role in shaping ICANN programs that bring users to the community.

Besides the programs mentioned in recommendation no.1, ICANN has strengthened the Leadership Training Program, Language Services, online courses, and remote participation to realize the engagement goal. The Global Stakeholder Engagement has used At-Large’s outreach calendar to track and join regional events that interest users, and its synergy with the Regional At-Large Organizations has made the implementation of regional strategies possible. Recently, ICANN Finance Department has adopted the At-Large proposal to integrate the At-Large multiyear schedule of General Assemblies and Summits into ICANN’s Five-Year Operating Plan.

As a result of these increased supports, At-Large has been better funded to engage more users in ICANN activities physically and remotely.

Next Step

At-Large will continue collaborating with ICANN staff to ensure the lasting success of those programs and will help develop future outreach programs and services. 


Actions: 

  •  
    • During ICANN 54 in Dublin, the ALAC to meet with Xavier Calvez to discuss FY17 Special Budget Request, with a focus on core activities/programs such as the Leadership Training Program
    • During ICANN 54 in Dublin, the ALAC to meet with Nora Abusitta to discuss this recommendation and the Next Gen Program, ICANN Fellowship, and Auction Proceeds
  • (O&E SC): 
    • O&E SC co-chairs to review the appropriate O&E programs and come up with key ideas for those programs. This can be a preparatory work for the conversation with Xavier. 
    • Staff to invite the O&E SC co-chairs to the RALO secretariat session that will review the FY17 special budget request (Tue 29 Sep, 18:00 UTC); to add this as an agenda item 

    • During ICANN 54 in Dublin, the ALAC to meet with GSE Staff and discuss the lack of communications/collaboration/synergy between GSE and some RALOs in outreach & engagement activities (exception: AFRALO has a very good synergy with AFRICANN). 
    • Outreach & Engagement SC to review the list of programs identified and see which ones are the most beneficial with great ROIs that need to be kept

    • Capacity Building WG to report on this recommendation 

Notes: 

  • Define 'programmes' that brought value members to the community.
  • Need to think of ways to optimize budget.
  • Outreach Sub-Committee to identify the so-called programs
  • Finance & Budget Sub-Committee to evaluate the resources used so far and understand whether any additional funds is needed 

    • Need to identify which programs that are most relevant to this recommendation and most valuable. We need to have examples, metrics, RoIs to demonstrate their value. 
    • Re the programs/activities that don't have great ROIs, we shouldn't simply give up but should figure out ways to make them more effective. 
    • The revenue stream of ICANN is uncertain and potential hard decisions in terms of cutting programs/activities may need to be made.  
    • GSE has done events/outreach activities in North America region without contacting or informing NARALO. It would be better to form RALOs-GSE collaboration and improve communication. 
    • We should also recognize the benefits that stem from the great synergy between RALOs and ICANN departments (e.g. AFRALO - AFRICANN) 

    • Dev Anand Teelucksingh has shared the outreach calendar with GSE VPs and encouraged them to include events in the calendar
    • Communications between GSE and At-Large need to be improved, and this can be a point of discussion during ALAC Meeting with the VPs 
    • FSBC may not be able to meet before Dublin, but has been looking at the questions that Carlton asked (Question: What is the real practical outcome from all the budget work?  Is the At-Large better funded?  How much of the At-Large budgetary requests are satisfied? Which ones make our priority list?) and will discuss this with ICANN Finance Dept
  • (ALAC & Regional Leaders Work Part I) 
    • Olivier Crepin-Leblond: Related to Rec 1, several of ALSes have admitted the concern that there might have been some programs done by the GSE, and local ALSes were not informed of the events taking place, and therefore they didn’t manage to get anything out of it. It didn’t appear to have local ALS engagement at all. 


Input from Outreach & Engagement Sub-committee: 

  • Define 'programmes' that brought valuable members to the community.
    • Leadership Training
    • Next Gen
    • Fellowship
    • CROPP
    • Regional Strategic Plans
    • Language Services
    • Online courses
    • ATLAS
    • RALO Face-to-Face General Assembly
    • Synergy between certain RALOs and GSE (e.g. AFRALO - AFRICANN) 
  • Continue & increase support for the aforementioned programs 
  • Identify the appropriate staff members as recipients
  • Continue to provide support for people to follow ICANN activities remotely:
    • Cameras (more rooms, not just the ALAC ones)
    • Remote Hubs
  • (O&E SC): 
    • EURALO will organize a networking and outreach event after the GA (coordinated with Jean-Jacques Sahel); it is an open event and is also an opportunity for other RALO members to participate. The event will invite ISOC Europe that will circulate a special invitation to encourage European chapters to participate.  
    • Re support issues for the outreach & engagement programs – if specific programs are identified, they can be submitted as part of the budget request for FY17. O&E SC can help identify appropriate programs. O&E SC with discuss with Xavier Calvez in ICANN 54 to understand how this can be done. 

 

 No.RecommendationRecipientThematic Group SourceAssigneesStatus
12In collaboration with At-Large Structures, ICANN should put in place campaigns to raise awareness and extend education programmes across underrepresented regions.ICANN GSE StaffTG2
  • Capacity Building
  • Outreach & Engagement 
  • GSE Staff

COMPLETED

Summary

Implementation Details

The At-Large Community assignees have closely collaborated with ICANN staff departments in the creation, implementation, and refinement of campaigns and education programs that target audience in underrepresented regions.

In close coordination with RALOs and in sync with their outreach strategies, GSE has created and implemented regional strategies. These efforts result in the successful roll out of regional capacity building webinar series, notably in the Asian, Australasian and Pacific Islands region and the Latin American and Caribbean Islands region. Other examples include the DNS entrepreneurship center in Africa and school of Internet Governance in the Middle East. The NextGen, Fellowship, and Mentorship programs under the Development and Public Responsibility Department have also provided opportunities for people in underrepresented regions to learn and experience ICANN. In addition, ICANN has strongly supported At-Large’s outreach activities during ICANN meetings and fulfilled many CROPP and special budget requests to reach the outreach goal.

As a direct beneficiary of those programs, At-Large has seen a marked increase of accredited At-Large Structures in all regions, as well as the attendance of its teleconferences, webinars, briefings, and face-to-face meetings. Greater engagement has brought active participation and diverse views to the policy activities in ICANN.

Next Step

At-Large will continue collaborating with ICANN staff to ensure the lasting success of existing campaigns and programs and will help develop future ones. At-Large would also like to see metrics developed to track and measure the effectiveness of those efforts.

 


Actions: 

    • During ICANN 54 in Dublin, the ALAC to meet with GSE Staff and Regional VPs and raise their awareness of this recommendation and what they have been doing to address this recommendation. 
  • :
    • Capacity Building WG to review the ATLAS II recommendations in their upcoming call(s)

Notes: 

  • Capacity Building WG / Outreach SC to develop a proposal in coordination with the GSE staff and then send the proposal for Board review.
  • The proposal can be expanded on the relevant items listed in the appendix of the ATLAS II Declaration.
  • (update from the GSE, slides)
    • Note on Slide: Examples from Asia-Pacific (policy read-outs, etc), LAC, Africa & Middle East (underserved regions project).
    • Yu-Chang Kuek on the GSE engagement efforts in the APAC region: 
      • Institutionalizing the collaboration through a framework under an APRALO and ICANN/APAC hub structure with the guidance from APRALO and Policy team. 
      • Under the framework, a regularly timed webinar has been co-organized by APRALO and the ICANN/APAC hub. It’s to make sure that information pertaining to the DNS, and information pertaining to ICANN affairs are shared with a broader, regional community, and that the content being put up for discussion is jointly curated by both APRALO as well as staff, based out in the region. 
      • Another item under the framework is language customization in a very diverse region. ICANN has signed an MOU with Thailand to help them and help us translate materials into Thai. With many partners in APAC region, GSE has taken the outcomes of ICANN Meetings and has read-out sessions in country as well. 
    • Baher Esmat on the GSE engagement efforts in the Middle East: 
      • There are two main programs that GSE embarked upon a year or so ago, one in relation to development of the DNS industry in the region. ICANN had an agreement with the Egyptian Regulatory Authority, NTRA, to establish a DNS entrepreneurship center to serve Africa and the Middle East. The objective is to not only develop capacities but also to further develop the ecosystem across both regions. In the past six months ICANN has run five workshops in four different countries. There was a two-day workshop with registries and registrars in Tunis, focusing particularly on the local market in Tunis – what the strengths are, what the weaknesses are, and so on. 
      • The other program is a School on Internet Governance. This is not an ICANN invention. There have been programs on Internet governance all over the world in the past ten years. GSE partnered with a number of community leaders in this field, and started this program last year in the Middle East. This year, and upon the request from the local community in Pakistan, the ISOC Chapter in Islamabad, which is one of the ALSes, led an effort to have a National School on Internet Governance as well. 
    • Maureen Hilyard: In Oceania, ICANN does not seem to have done enough outreach in the 22 countries and territories other than Australia and New Zealand. There’s a big black hole when it comes to ICANN activities in the Pacific. 
    • Save Vocea:
      • In 2014, ICANN started this stakeholder group bottom-up engagement where we brought participants from Oceania who’ve been involved in ICANN to be part of a Working Group to put together a strategy for the region. One of the things the group did was highlight some of the main activities that could be important for the region. Some of it was on capacity building for the region and how we could also assist in the stability of the DNS for the region. 
      • Never before in the past, you’ve never seen Pacific Islanders being here. In this meeting, we have about nine countries from the Pacific through participating on Fellowships. There has been more coordination with the regional organizations, particularly with PIC ISOC, as they’re the regional body for the ALS. Then there are other bodies outside, like the APNIC in the industry. 
      • One success is that those countries and territories are receptive to ICANN coming in. In the past six months ICANN covered about eight countries, working with the stakeholders within the countries. 
      • It's good to work in partnerships, but it’s not concrete in terms of how ICANN could set MOUs with Pacific island countries and territories. 
      • The challenge is still on communications. Even though we provide a webinar for the whole Asia Pacific region, in coordination with APRALO, the challenge is how do Pacific community members get access to online meetings? How do they pay for this access? Who will pay for this access. That’s been one of the major problems, and ICANN should work on that. 
    • Olivier Crepin-Leblond: GSE has provided a good deal of information on that. I think that’s also pretty much complete. 
    • Tijani Ben Jemaa: I proposed a program for capacity building to undertake some activities in the small islands in the Caribbean, and small countries in Africa where ICAN never go. I proposed to Jean-Jacques Sahel to collaborate on this, since he’s in charge of the civil society. 

Input from Outreach & Engagement Sub-committee: 

  • Capacity Building WG / Outreach SC to develop a proposal in coordination with the GSE staff and then send the proposal for Board review.
  • The proposal can be expanded on the relevant items listed in the appendix of the ATLAS II Declaration.
  • Africa Engagement Strategy has been successful
  • Not sure whether the engagement strategy in other regions are as good as the Africa engagement strategy
    • Indigenous population
    • Find out what regions don't have any ICANN presence (e.g. Dev's spreadsheet for LAC region)
  • Stakeholder map across all the SOs/ACs/SGs is needed (key rec)
  • Stakeholder engagement strategy has been successful
  • Examples of effective campaigns:
    • LAC Road Show

 

No.RecommendationRecipientThematic Group SourceAssigneesStatus
18Support end-users to take part in policy development.ICANN Policy StaffTG3
  • Capacity Building
  • ALS Criteria & Expectations

COMPLETED

Summary

Implementation Details 

The At-Large Community has closely collaborated with ICANN Staff in the various programs and efforts to facilitate end users’ participation in the policy activities at ICANN.

Both on its own and in collaboration with ICANN’s Global Stakeholder Engagement Department, At-Large held a number of capacity building webinars on the policy activities and processes in different parts of the ICANN Community. Targeting new ALS representatives, RALO leaders, and ALAC members, face-to-face and remote onboarding programs provide newcomers information and guidance on engaging in the policy work in At-Large. In collaboration with the Development and Public Responsibility Department, At-Large leaders have leveraged the Mentorship program to train new blood to develop policy advice. The recently launched document development and drafting pilot project improves RALO members’ understanding and participation in ICANN’s public comment proceedings. On the new At-Large website, its policy pages organize ALAC advice based on topics and link out to further learning materials; the search capability of ALAC advice is also drastically improved. Furthermore, At-Large Staff have provided more content support to end users in drafting and editing position statements, briefing papers, and other policy documents.

All these efforts have resulted in more substantive contributions from end users to mailing list discussions, teleconferences, and advice development work in At-Large. These efforts have also generated more interests from users outside ICANN to get involved in At-Large.

Next Step 

At-Large will continue engaging in the aforementioned programs and provide inputs to ensure their sustained development and improvement. At-Large will also advocate for the incorporation of translation and interpretation in those programs, enhancing their reach to end users around the world.


Action: 

    • During ICANN 54 in Dublin, the ALAC to speak with Nora Abusitta about the mentoring program and discuss this recommendation 
    • Gunela Astbrink to participate in the ALAC meeting with Nora Abusitta and speak about her experience in the ATLAS II Mentoring Program 

Notes: 

    • The At-Large Capacity Building Working Group has organized a series of webinars; there will be an upcoming webinar on policy making in GNSO and At-Large working groups. Some of the webinar materials will be incorporated to ICANN Learn courses. At-Large Beginner's Guides also have information about policy making. 
    • B Meeting will have a significant engagement component. Hence, it will be a good opportunity to target end users and help them understand and get involved in the ICANN policy activities. 
    • End-users' participation in policy development is a complicated issue. Certain ALSes have no idea how to participate at all. Some ALSes don't even know what ICANN does. There needs to be some basic requirements and standards for certifying ALSes. ALS Criteria and Expectations Taskforce has discussed this issue, but ultimately RALOs need to work with the ALAC to address this issue. As RALOs have the closest contacts with ALSes, they need to play a big part in ALS engagement, for recruiting new members and finding new talents in the ALSes that have the interest and time to take part in policy development. 
    • The usual suspects have been doing all the policy work, and once they move on, At-Large will loose policy experts in those topics. Hence, mentoring & buddy system would be conducive to train newbies and sustain the knowledge and talents. 
    • There seems to be two types of mentoring program that took place in At-Large: 1) intensive (e.g. Gunela Astbrink has been involved in that; it was specifically designed for ATLAS II, but it is unlikely to continue), 2) general. There also seem to be mentoring programs in other places in ICANN. The purpose and subject of mentoring needs to be clarified (e.g. mentoring for engagement and mentoring for leadership would be very different). Mentoring program also needs to be an ongoing effort. 
    • Within the At-Large ALS Criteria and Expectations Taskforce, DT-A has been working on on-boarding programs to help newly joined ALSes and individual members participate in policy development activities using appropriate tools. Part of the DT-A work is to figure out ways to engage those members early on and formalize the mentoring efforts. 
    • An ICANN wide mentoring program would be a better way to go, and there is progress on that. Nora Abusitta would be able to speak about it. The need for ongoing mentoring efforts is really necessary, otherwise we will loose new blood. It is also necessary to have recognition of the mentors, as it requires tremendous time commitments. If a mentoring program is to take place, it needs to be followed through. Mentees also need to be supported somehow to continue engaging with ICANN (even after the completion of the mentoring program). 
    • These efforts will help address the recommendation: Website redesign, including taxonomy of policy advice statements, organization, linking to resources related to policy topics, integration with public comment; capacity building webinars on policy development process and various At-Large and ICANN working groups; the tools to improve the policy management process system 
    • The efforts mentioned in the bullet under '05 Oct 2015' made this recommendation completed: launch of the new At-Large Website with policy-specific sections, completion of At-Large Capacity Building webinars and RALO-GSE jointly Capacity Building Webinars, and the launch of the document production pilot project. 

 

No.RecommendationRecipientThematic Group SourceAssigneesStatus
19Eliminate barriers to participation and engagement with ICANN processes and practices.?TG3
  • Capacity Building  
  • Outreach & Engagement
  • ALS Criteria & Expectations
  • Technology Taskforce

COMPLETED

Summary

Implementation Details 

The At-Large Community -- especially the At-Large Capacity Building Working Group, ALAC Outreach & Engagement Subcommittee, and the At-Large initiated Cross Community Committee on Accessibility -- has closely collaborated with ICANN staff departments in the creation, implementation, and refinement of outreach and engagement programs that aim to eliminate barriers to participation in ICANN. Those programs and initiatives have been mentioned in Recommendation No.1, 2, 4, 10, 11, 12, 16, and 18.

Within ICANN the organization, a coordination team has been established to exert a concerted effort in implementing this recommendation. The team includes senior staff from the Policy Development Support, Global Stakeholder Engagement, Communications, Digital Engagement, Meetings Team, Development and Public Responsibility Department, and Global Domains Division.  

Next Step 

The At-Large Community will maintain a watching brief on ICANN staff’s efforts in the elimination of participation barriers.


Actions: 

:

  • Capacity Building WG and Technology Taskforce to work with ICANN IT to make the webinar recordings easy to replay and share 

Notes: 

  • There are a number of existing capacity building webinars, both At-Large wide and RALO specific 
  • Outreach & Engagement SC has been looking into such activities and efforts for engagement; Ideas for Engagement Strategies wiki page has been set up; the SC will discuss this issue in ICANN 54 
  • Capacity building should be more than online webinars. We should access RALOs and human capital for doing policy work and outreach. We should have some tools to engage membership and help them get involved. Staff should help hold more sessions to get more information about the inactive ALSes and learn about their interests. We need to adopt a gradual and systematic approach to engage the new and inactive ALSes. 
  • Judith Hellerstein and Glenn McKnight have identified a large group of ALSes who haven't attended any NARALO calls. They will reach out to them and conduct easy-flowing sessions to find out why they are inactive and give them an opportunity to ask questions. 
  • ALSes are often overwhelmed by emails and don't understand how to navigate the information and ways to get involved. To help ALSes understand ways to navigate through the overwhelming amount of information in At-Large can be one of the capacity building topics. 

:

  • It has been recognized that mentorship of new ALS representatives and the development of short tutorials (e.g. How to use Adobe Connect) can help dress he on-boarding challenges
  • Capacity building webinars can be leveraged to develop those tutorial/mentoring initiatives and educate newcomers and inactive At-Large members 
  • Pre-training of ALSes is important, including how to use Adobe Connect, etc., and they need to know that participate in teleconferences and webinars via AC is part of the ALS participation expectation 

 ( update from the GSE, slides

  • Note on Slide: The work of the Stakeholder Journey sub team within the CEP team can help address this recommendation.
  • Chris Mondini on the Stakeholder Journey program: 
    • It looks at the challenge of getting more volunteers, but also more active volunteers 
    • At a very high-level, GSE has looked at some data, to look at where people come from, where they may get stuck, what some of their challenges are. They looked at the structures across ICANN, because each structure approaches this question slightly differently, and each structure and constituency has slightly different needs. They have made some high-level observations about how we might attract people, by looking first at what their question areas are, what their issue areas are. 
    • They have looked at some tools that they can provide to help community volunteers be partners in doing that outreach. GSE will solicit feedback from the community, especially the volunteers who have a passion for bringing on the next generation to having a succession plan, so that the sustainability of ICANN in this community is assured. 
  • Sally Costerton on the work of Community Engagement:
    • There has been coordination team inside the ICANN, co-chaired by Sally Costerton and David Olive, composed of senior staff that face the ICANN community. The team includes the Policy Team, the Engagement Team, the Communications Team, which is led by Duncan Burns, the Digital Engagement Team, led by Chris Gift, and the Meetings Team, led by Nick Tomasso. There are two frequent guests, which is DPRD, led by Nora Abusitta, and she has the Fellows Program under her remit in DPRD, which is a very important element of the Stakeholder Journey Program. Another guest is Cyrus Namazi, who leads engagement for the GDD Team. The goal is to try to make sure we have a much more holistic view about how ICANN, as a staffing organization, can maximize the resources at our disposal. 
    • This team is to tackle some of these difficult challenges that the community faces as it matures and grows, such as the great deal of exhaustion in the volunteer community. You see a lot of the same faces popping up in different Working Groups, and while that’s great in some ways, but it’s also not sustainable. 
    • It is also about providing people with tools, it’s translations – it’s access questions, generally, whether that be money to get on a plane, or stay in a hotel, whether it’s language tools that allow you to participate in an even way, whether it’s improving the search on the website so that it’s a more friendly environment. 
    • how do we take a holistic look, as staff, at all of the money that ICANN spends on volunteer support, community participation? Whichever word you want to use. Because we tend to view it in quite narrow pockets. There are particulate processes to apply for travel funding or special support work and so forth. 
    • but we will be able to do so in due course – it’s getting a real sense of, “How much in total, out of the overall ICANN Budget, do we have at our disposal? And how can we make sure that we match that, as effectively as possible, to this goal?”
    •  we’re trying to take what you’re talking about, as a more strategic view of it, to say, “Are there other ways we could do things differently that would make it easier for unpaid participants in the community to have a more equal participation?” 
  • Siranush Vardanyan: GSE team should be connected to the Outreach calendars used in RALOs to see At-Large activities and explore collaboration opportunities.
  • Rafid Fatani: How do we maintain the old, but also bring in the new and keep them in? One of that is actually maintaining and allowing them to grow within various leadership positions. I, in the ALAC, think personally that we have a problem with this. 
  • Sebastien Bachollet: I think it’s good to have new people come in, but they need to be received, they need to be accompanied, they need to be sustained, supported, received in good conditions. Because if that’s not the case, they are going to leave and go somewhere else.
  • Sally Costerton: GSE will have regular calls with the ALAC Outreach & Engagement Sub-Committee.  I’d be very happy to make myself and some of my team available, once, or regularly, to join that call. This may give us more time to get into more detail about some of the tactical things we need to do. 

:

  • There have been efforts to make conference recordings more accessible, such as MP4 conversion of meeting recordings to be uploaded to YouTube 
  • There has been significant progress in this recommendation, such as the revamp of At-Large website, implementation of captioning services, additional interpretation, LACRALO mailing lists, etc. 

 

 

No.RecommendationRecipientThematic Group SourceAssigneesStatus
26Current policy management processes within ICANN are insufficient. ICANN must implement  a workable Policy Management Process System, available for use across the SO/ACs, in order to:
• enhance Knowledge Management,
• improve the effectiveness of all ICANN volunteer communities,
• improve cross-community policy-specific activity,
• enhance policy development metrics,
• facilitate multilingual engagement,
• create a taxonomy of policy categories,
• provide policy development history as an aid for newcomers.
ICANN Policy Staff; ICANN BoardTG5
  • Social Media
  • Technology Taskforce
  • Capacity Building

IN PROGRESS

Summary

Implementation Details 

Progress has been made incrementally to address parts of the recommendation, especially as reflected in the At-Large website revamp.

Regarding taxonomy development, the new At-Large website has implemented a taxonomy of 18 policy topics to automatically tag, organize, enable the search, and improve the navigation of ALAC policy advice statements and other At-Large documents. This taxonomy list expands on the taxonomy used to categorize ICANN public comment proceedings. The GAC has referenced the At-Large taxonomy and adopted a similar list to categorize the GAC Advice in their new website, which is under construction. Furthermore, ICANN has hired a new library and information sciences specialist to review all types of documentation within ICANN and develop a harmonized taxonomy strategy conducive to the document management efforts of all SOs/ACs.

To aid newcomers in ICANN’s policy activities, the new At-Large website has dedicated topic detail pages (example) that explain the history and background of 18 policy issues, their relevance to end users, contributions from At-Large to those issues, and ways to get involved. Those pages also automatically curate ALAC advice in the chronological order, as well as news and further learning resources. Specifically, to help newcomers take part in ICANN public comment, the At-Large website is integrated with the public comment page on icann.org and automatically pulls in new proceedings (example). This function eliminates the manual work from ICANN Staff to publicize these proceedings among At-Large members. Furthermore, visitors can track deadlines and development status of an ALAC advice and know when to provide input. There are also information pages that explain the ALAC procedure to develop advice. Lastly, the website has a responsive design so that users can review and search policy work via mobile devices.

The various improvements of the public comment page on icann.org fulfill some of the requirements in this recommendation. An user can click on the ‘Follow Update’ button to track changes to a public comment proceeding and get notifications. To facilitate multilingual engagement, more and more public comment materials have become available in 6 UN languages and Portuguese in a timely manner. The new Upcoming Public Comment Proceedings section is helpful for early engagement planning. The public comment page on icann.org will soon go through an overhaul to become more user friendly.

To improve the cross community policy activities, the ICANN IT department, Productive Team, and the Policy Development Support team have been coordinating with the ICANN Community to develop and test out working group membership management tools. As a result of this effort, the Global Enrollment Portal will soon be launched to facilitate the signup process of working groups across SOs/ACs.  

It still remains a challenge to identify the ultimate Policy Management Process System that meets all the requirements in the recommendation. To search for such system or tool, the At-Large Technology Taskforce invited LANIC representatives to present their customized web tools that support policy development. More testing of tools are being planned, including the eXo Platform.

Next Step 

The At-Large Community will continue collaborating with relevant ICANN Staff departments in the search for and development of the Policy Management Process System. ICANN Staff are encouraged to actively reach out to At-Large to solicit input on existing projects and efforts that tackle the recommendation requirements.  

 


Actions:  

  • Chairs of these 3 WGs (Dev Anand Teelucksingh, Tijani Ben Jemaa, Leon Sanchez, Glenn McKnight, Judith Hellerstein) to discuss how to tackle this task
  • Capacity Building Working Group to work with Social Media Working Group & Technology Taskforce to assess the knowledge management and the policy development system

  • ALAC to follow-up depending on the status update on the SOs/ACs Chairs & ICANN Leadership Meeting on Friday 6 Feb 2015 
  • Social Media WG to help generate the taxonomy of the policy categories and make sure the taxonomy are more accessible to newcomers/curious outsiders
  • ICANN Board to help make the policy development process easily sharable via social media

    • After the ICANN 54 meeting, SMWG to hold a call and review the taxonomy used on the new At-Large website and help review and revise the topic/organization tags on statements and news articles 

    • Ariel Liang to circulate the taxonomy list on the SMWG mailing list 
  • :
    • Mark Segall to explore eXo platform and report back to TTF in terms of testing results

Notes: 

  • A project that overhauls ICANN’s information management system
  • The Technology Taskforce Chair is following up with relevant ICANN Staff 
    • Technology Taskforce has discussed the tool Kavi with ICANN IT, as Kavi was tried out in GNSO. ICANN IT is unlikely to continue promoting or implementing Kavi as it does not appear to sustain the needs of GNSO (e.g. not mobile friendly, do not support multilingual work). Nonetheless, the discussion on Kavi is still useful for At-Large to understand the user profile of policy management process tools and to guide At-Large on understanding what users want/don't want. 

    • Technology Taskforce has recommended a few other solutions to IT that can be considered as alternative tools, and will explore other tools in the future. 

    • Knowledge management is still a challenge in the community. Keeping track of action items and what is happening in the Working Group is difficult.  
    • Confluence has capability to include consolidated task lists for certain wiki parent pages and their respective child pages. 
    • To keep a concise summary / table of hot topics and key activities in working groups may help address knowledge management issue 
    • Staff-created weekly policy update (that includes the activities and topics in the working groups) can serve as a template for such summary/table - explore potential to publish them on the new At-Large website? 
    • Need to build an one-stop shop of working group/RALO/liaison reports: https://community.icann.org/x/XwCB 

Input from Social Media: 

  • : SMWG to give feedback on the taxonomy used on the new At-Large website (tagging of news articles and policy advice Statements). 
  • : TTF has tested an open source software *** (Dev to provide the link)

Input from Technology Taskforce: 

  • The At-Large Website Redesign has been completed - part of the website design attempts to provide a policy background on policy issues as well as to create a taxonomy of policy categories and highlight policy metrics. The new website can be viewed at https://atlarge.icann.org/. The website redesign effort has significantly reduced the manual work in publicizing public comment work in At-Large, and this has been demonstrated during ICANN 53. 
  • The TTF will be reviewing the Policy Development Processes at the Regional Internet Registries (RIRs) to see what could be adapted for At-Large Policy Development; conference call will likely happen in the end of September 2015. 
  • Suggested Implementation Strategy

    • Assemble cross sectoral technology team to determine the full scope of the project 
    • Allocate adequate budget for completion
    • Create realistic timelines
    • Roll out a beta test with assigned volunteers in each sector to test and provide feedback 
    • Need to provide a recommendation of best practices

  • :

    • TTF will investigate eXo Platform: https://www.exoplatform.com/. It can create different work rooms to facilitate policy discussions and communications, etc. Learn more about eXo here: 

    • Comment from Carlton Samuels: what we need is a competent librarian to do the curating.  THis morning for example there was a call on the Subsequent Procedures WG for output from all communities that pronounced on the new GTLD process.
    • A librarian has been hired in ICANN to look into issues mentioned in the recommendation. So far the librarian has been working on the taxonomy and search strategy with the language service team. 
  • :

What do we want in a Policy Management Process System?

  1. To quickly find historical information on a policy issue
    For example, find policy history on “new gTLDs” and get a report in chronological order.
    Such searches could be further refined (e.g show history in past 4 years) or show the submissions made by a particular AC/SO on a policy issue. Such searches could be visualized using a timeline (e.g http://codyhouse.co/gem/vertical-timeline/). A system would have the policy history stored in a manner to allow for such queries.
  2. To subscribe to policy updates/notifications by interest
    For a person who has a keen interest in certain policy issues (e.g IDNs), persons should be able to subscribe to receive updates on specific policy issues with links to where the discussions are happening for that AC/SO.

    This is where a taxonomy of policy categories to be defined for past, current and future/upcoming policies. Furthermore, a policy system could track past user interactions, so that if a person commented on a particular policy issue (e.g WHOIS), they could be notified of new, related policy issues for their review.

  3. Track deadlines for responding to policy comments
    With multiple policy comment periods happening simultaneously at different stages, a system should update a calendar or other system for the AC/SO to track and manage deadlines.

  4. The ability to read policy issues and updates in your language
    Comment Periods on Policies posted for review are posted in English with translated policy  documents being uploaded at a later time. Persons should be able to subscribe to notifications when policies are available in their language to review.

  5. Having the policy review process more accessible to mobile users.
    With more and more users using mobile devices, the policy review process should be made accessible to such users to engage in the policy process.

  6. Reduce the manual duplication to disseminate information.
    AC/SOs expend a lot of effort to manually copying and pasting text in order to disseminate policy information to the communities and to the wider public (wiki pages, emails, sharing on social media). A system should offer sharing mechanisms so that persons wanting to get the word out can do so more easily.

  7. What do you want in a Policy Management Process System?

 

 No.RecommendationRecipientThematic Group SourceAssigneesStatus
29The ALAC should implement an automated system for tracking topics of interest currently being discussed among the various RALOs, and accessible by everyone.ALACTG5
  • Capacity Building
  • Technology Task Force
  • Social Media
  • RALO Chairs

IN PROGRESS

Summary

Implementation Details

The new At-Large website has the function of automatically tagging, curating, and organizing ALAC advice, At-Large news, ICANN news, and reference resources based on topic areas that the At-Large Community has sustained interests in. This function helps the Regional At-Large Organizations track the development of those topics, as well as reflect RALOs’ inputs and contributions to those topics. 

However, RALOs still need to take a more active role in sharing with the wider At-Large Community about their topics of interests and activities related to those topics. 

Currently, RALO leaders report on their RALOs’ activities via the RALO Secretariat Report, but the formats of the Reports are not consistent across RALOs and they are not easily accessible or sharable. The leaders in the North America Regional At-Large Organization took the initiative to design a form-based template to facilitate the process of reporting RALO activities related to their topics of interest. This template needs to be further refined, promoted, and implemented across RALOs to fulfill the requirement of this recommendation.

Next Step

RALOs will develop an appropriate tool and mechanism to report and share their activities related to their topics of interest. 


Notes: 


    • TTF has worked on a template on Confluence for RALO Secretariat Report 
    • The news page in the revamped At-Large website will incorporate template that can be potentially used for reporting purposes; login for community members will be worked on after the Beta site launch 
    • RALO secretariats may be able to use a form-based template to provide updates via the new At-Large website 


Input from Social Media Working Group: 

  • RALO and Liaison reports seem to fulfill the request of this recommendation
  • Explore options of generating a template (e.g. online form, google doc) for RALOs, Liaisons, and Working Groups so that they can file reports in an efficient manner
  • Follow up with RALO secretariats on the status of the RALO report templates

    • RALO Secretariat reports should use a template that is easy for social media sharing. 
    • Community members have made an effort to create that template. 
    • New At-Large website redesign will also incorporate that Secretariat Report template design in the future; the reports can be tagged in order to show in the news feed of future RALO pages. 

Input from Technology Taskforce: 

  • The TTF looking to syndicate RALO topics across all RALO wiki pages using the Confluence’s wiki capabilities.
  • Wiki addons such as Confluence Questions (http://bit.ly/1EUah6O) & group chat applications may allow for such crowdsourcing of topic discussions; TTF to continue evaluation
  • To ensure regular updates from RALO chairs and secretariats in a form suitable for sharing, a template to standardise the information collected from RALOs is being developed
    • A template has been created in wiki for RALO secretariats to fill out and track topics of interest. The template is not viewable to the public at the moment 
    • The new At-Large website has features to automatically organize public comment proceedings and news articles based on policy topics, but this only partially satisfies the recommendation 

 

 No.RecommendationRecipientThematic Group SourceAssigneesStatus
33The ALAC should arrange more At-Large Capacity Building Webinars.ALACTG5
  • ALAC
  • Capacity Building

COMPLETED

Summary

Implementation Details

Since the conclusion of the 2nd At-Large Summit in 2014, the development of webinars has become a keen focus of At-Large’s outreach and engagement activities. The number, frequency, and types of webinars in At-Large have increased significantly.

The At-Large Capacity Building Working Group, in coordination with the ALAC, has exerted great efforts in planning, organizing, and evaluating Capacity Building Webinars targeting the entire At-Large Community. In 2015, 12 webinars were held; by September 2016, 7 webinars were held.  In addition, 9 At-Large briefing sessions specifically about the IANA Stewardship Transition and Enhancing ICANN Accountability were held since April 2015. These briefings helped the broader At-Large Community understand the ALAC positions in developing the proposal and encouraged them to provide end user input in the process. As part of the implementation of ICANN’s regional engagement strategy, RALOs closely collaborated with ICANN Staff departments and held webinars with a regional focus. Since April 2015, APRALO and ICANN APAC Hub jointly held 8 webinars, and LACRALO and Global Stakeholder Engagement department in the LAC region jointly held 5 webinars. Lastly, a series of welcome and onboarding webinars targeting new ALS and new ALAC members was launched.

To attract and retain participation, At-Large Community has made great efforts in improving the quality of webinars. Through consultation with ALSes and individual members, topics were carefully  planned to cater to their interests and needs. Speakers were selected among the subject matter experts in the ICANN community and Staff departments. To make the webinars more interactive, pop-quiz prepared by speakers was incorporated using the live poll function of the Adobe Connect. Live captioning was also provided to make the webinars more accessible. Post webinar, At-Large worked with the Development and Public Responsibility Department to create ICANN Learn online courses by expanding on the content of the webinars, furthering audience’s education experience.

After each webinar, a survey to evaluate the speakers, content, technology used, and audience’s overall satisfaction was distributed. The analysis of the 2015 webinars were presented during the At-Large Capacity Building Working Group meeting in ICANN55. Over 95% of respondents reported that they were either extremely satisfied or satisfied with the At-Large webinars.

These capacity building efforts have resulted in more substantive contributions from end users to mailing list discussions, teleconferences, and advice development work in At-Large. These efforts have also generated more interests from users outside ICANN to get involved in At-Large.

Next Step

The At-Large Capacity Building Working Group will work with ICANN Staff to overhaul the repository page of the At-Large webinars on the wiki and create an equivalent page on the At-Large website. Given the continuously increasing number of webinars, it is important to categorize them based on proper taxonomy, make them easily findable and searchable, and highlight a few as starter for newcomers. Furthermore, At-Large will also explore tools to promote the webinars via social media by converting their recordings to YouTube videos and breaking the recordings into digestible parts. With improved organization and publicity of the webinar repository, more end users will be able to benefit from these learning resources produced by At-Large.

 


Actions: 

  •  
    • During ICANN 54, Technology Taskforce to meet with ICANN IT (Josh Baulch) and discuss AC recording conversion into videos
    • Nathalie PeregrineAriel Liang to confirm that whether the wiki page of the repository of webinars is included in the ALS welcome email 
    • During ICANN 54, ALAC to discuss with Nora Abusitta with regard to the internship program 

Notes: 

  • Need to define 'Capacity Building' and possibly change the term

    • There has been a fully developed At-Large webinar program in 2015, but the participation level has been quite low 
    • The webinars on important cross community issues usually attract participation. 
    • APRALO-APAC Hub webinars address the needs in the region and the topics have been identified collaboratively between staff and community members. This is appreciated by the community. 
    • Webinars should continue and ALSes need to be encouraged to participate 
    • One of the challenges is the ability to use the webinar materials after they take place and share them on social media. AC recordings are difficult to be converted into videos that can be shared on YouTube. 
    • It would be good to track the stats (e.g. number of downloads) with regard to the past webinars. Far more people may be watching the webinars after they have taken place. Those stats can serve as the baseline numbers to measure future participation. Participation in the capacity building program can be a good metrics/criteria to measure engagement. We need to push the capacity building information/materials to the community members and encourage them to take advantage of them. 
    • At-Large Structures should know about the wiki page of the repository of the webinars.  
    • The repertoire of the webinars is large, but it may be intimidating for a newcomer to navigate through. At-Large Community members/Staff need to provide more guidance to make webinars more accessible, highlight the key webinars, and provide frameworks on how to use the resources. Reorganization of that wiki page is needed. The listing of the webinars needs to be more intuitive and should not be merely based on publish dates. A short blurb about each webinar or some blog posts about learning opportunities may be a good way to entice ALSes to click through, as learning process itself takes time. Potential ICANN interns can work on this type of project. 
    • Re publicizing the webinars after they take place - IEEE breaks the recordings down into digestible sections, uses twitter feed and mailing lists. NTEN uses twitter feed and tweet throughout the entire webinar. They also use tools to see how long people have been engaged with the webinar, as well as other tools to retain people's attention. 
    • Twitter feed will be effective if it is targeting individuals. We don't know much about the individuals (ALS members) within the At-Large community. It is important to first get to know the individuals within the ALSes and understand who we are trying to attract in order to get them engaged. 

 

 No.RecommendationRecipientThematic Group SourceAssigneesStatus
38ICANN should ensure that its Beginner Guides are easily accessible.ICANN StaffTG5
  • Outreach & Engagement
  • Capacity Building

COMPLETED

Summary

Implementation Details

On the one hand, the digital copies of the Beginner’s Guides are easily accessible. In collaboration with ICANN Policy Staff, the At-Large Community has developed 3 Beginner’s Guides. They have been prominently featured on the new At-Large website, at the top of the Get Involved page. They have also been featured on icann.org, along with other Beginner’s Guides, which can be easily found via the top navigation, under Get Started. All the guides, except for two, are available in 6 UN languages and Portuguese, Korean, and Japanese. Some of these guides, including the At-Large ones, have been transformed into ICANN Learn online courses, which create another venue for the general public to access those guides. In addition, the Beginner’s Guide for At-Large Structure completed its update recently and its latest digital version will be published shortly. Some of its content has been repurposed for the new At-Large websites and promotion brochures.

On the other hand, due to cost reduction, the number of print copies of the Beginner’s Guides has been significantly reduced. They are reserved for specific regions with limited Internet access.

Next Step

In coordination with ICANN Staff, At-Large will request ICANN to reserve a limited number of print copies of the 3 At-Large Beginner’s Guides and distribute them in regions with limited Internet access.  

 


Actions: 

    • During ICANN 54, ALAC to discuss ICANN Learn online courses with Jeffery Dunn. 
    • During ICANN 54, ALAC to discuss potential additional Beginner's Guide with Nora Abusitta (now should be Betsy Andrews), including guides about other SOs/ACs


Notes: 

  • :
    • Existing Beginner's Guide need to be updated 
    • The new At-Large Website should make the Beginner's Guides more accessible 
    • Some of the online courses are very uninteresting to newcomers. 
    • Someone who has read through all the Guides and taken the courses can make judgement call on how to improve the information. Jeffrey Dunn is the go-to person for creating/improving ICANN learn courses  
    • Beginner's Guide to At-Large Structure is going through an updating process. Its Redline Version - Beginner's Guide to At-Large Structures (ALSes) is open for comments 

    • Challenge about the Beginner's Guide is that a reader may easily get lost due to its organization of information; the Guide should follow the style of the ICANN Strategic Plan 
  • :
    • Progress made on this recommendation: Beginner’s Guide for ALSes has been updated and new version will be published momentarily; icann.org has prominently featured all Beginner’s Guides, with 6 UN language versions available.
    • However, the number of print copies of Beginner's Guides have been reduced; a limited number of print copies are reserved for specific regions

Input from Outreach & Engagement Sub-committee: 

  • Contact Nora Abusitta about this
  • People with disability need to be able to read the beginner's guides (accessibility of documents)
  • Noted the prominent location of the beginner's guides on icann.org and want to make sure that future website will still put the beginner's guides in a prominent location

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