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• It must be approved within the participant's organization/structure, including coordination with the applicable regional Stakeholder Engagement V.P. team a minimum of 6-weeks prior to the proposed date (see General Procedure section above). For further information about advance notice requirement, please refer to the CROP Frequently Asked Questions page (see Policies/Guidelines Questions). 
• It must be determined by the applicable regional Stakeholder Engagement V.P. team that the trip purpose/goal is consistent with any established regional engagement strategy, where applicable, and/or ICANN's overall mission.
• It must be determined by the applicable regional Stakeholder Engagement V.P. team that the trip is not duplicative of any other scheduled ICANN event with a similar purpose/outcome.
• The trip must satisfy CROP guidelines and policies as confirmed by the Program Administrators.
• The proposed program participant(s) must agree to the terms and conditions of the program, including:
• Travel arrangements are made only by ICANN Staff, that is, self-booking is not permitted for this program. 
• Agreement to provide an accurate and complete post-event Trip Assessment within three weeks of the return date.

...

• For any ICANN supported travel, it is the traveler’s responsibility to comply with all local laws and legislation of the country or countries to which he or she will travel (including but not limited to laws pertaining to immigration, taxation, customs, employment and foreign exchange control).
• It is the traveler’s responsibility to comply with all regulations (including those dealing with visas and required vaccinations) of any country visited.
• ICANN is not responsible for obtaining visas for the traveler; that is the responsibility of the traveler. Travelers will be reimbursed for any visa fees (up to $200 USD). 
• ICANN will not support/approve any claim for work permits or any other costs relating to compliance with the national legislation of any country in the world from a fellow or any third party.
• ICANN is a California non-profit public benefit corporation incorporated in the United States and must therefore comply with all of the laws and regulations of California and the United States.

What are the CROP Roles/Responsibilities?

See also: CROP Contacts 

Program Administrators (Staff)

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1. Provide guidance and interpretation to the community consistent with the program's principles;
2. Confirm that all applications meet the established principles/guidelines/criteria and have been properly authorized by the applicable parties;
3. Coordinate with other ICANN departments (e.g., Global Stakeholder Engagement, Constituency Travel, Communications , and Meetings, Constituency Planning) as needed to maximize outreach effectiveness; 

4. Monitor

   the implementation

   the program’s implementation for completeness and accuracy; and

5. Manage, track, and report the program's status as requested by ICANN management and/or community leaders.

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1. Consult within the applicable structure/organization and assist members, where needed, in completing an Outreach Strategic Plan DRAFT and DRAFT Trip /Event Proposals via the Wiki templates provided within the Community Workspaces area.
2. Facilitate and manage trip/event approvals within the organization and with the appropriate regional ICANN Stakeholder Engagement Vice-President(s).
3. Within three (3) weeks of the return date (or event termination):
1. Ensure that the participant(s) collect information and collaborate to complete the online DRAFT Trip /Event Assessment form; 

2. After verifying proper form completion, ensure that the assessment meets the approval of the structure/organization's leadership; and

3. Notify the CROP Program Administrators when the form is approved internally.