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This section of the Community Regional Outreach Pilot Program (CROPP) contains important information concerning the key deliverables, operating guidelines, principles, criteria, special travel considerations, program contacts, as well as a process flow diagram.

This page hierarchy contains the following topics:

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Program’s key deliverables

1)    Travel Allocations:

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  • Five (5) individual trips are approved for the following ICANN structures: (Note: any single outreach event may be attended by up to two travelers, which counts as two trips each requiring a separate Travel Request Form).
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    • At-Large RALOs including: African, Asian-Australian-Pacific Islands, European, Latin American and Caribbean Islands, and North America.
    • GNSO Constituencies1 including: Business, Intellectual Property, Internet Services Provider, Non-Commercial Users, and Not-for-Profit Operational Concerns.

2)    Funded Costs/Expenses: includes airfare (economy), lodging, and $50 USD per diem (3 days, 2 nights standard).

3)    Booking: all travel booked via ICANN BCD to ensure consistency, proper accounting, recordation, and tracking against budget.

Program overview

1)    Efficient, Effective, and Timely Process (see Travel Pilot Processing Flow Diagram):

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  • A streamlined process and template for completing Travel Requests via ICANN Wiki, including documented workflow, timelines and deadlines, to ensure timely trip planning and approvals2
  • Straightforward, documented, and uncomplicated approval process
  • Primary and back up ICANN Staff contacts (admin and technical)
  • A template for completing a Trip Assessment via ICANN Wiki at the conclusion of the event (Note: Assessments should focus on the benefits to the Community, the Region, and ICANN through participation including specific follow-up actions). 
  • Coordination of each travel request through:
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    • Traveler’s organization or structure
    • Regional Vice-President Strategies
    • Travel booking through ICANN

2)    Evaluation Criteria:

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  • The proposed travel is approved by the traveler’s organization/structure.
  • The proposed trip must originate and conclude within the same region and should, wherever practicable, be taken by someone working in or proximate to that territory.
  • The proposed trip purpose/goal is consistent with the regional engagement strategy (LINK here) established for the region in which the trip is taking place and/or ICANN's overall mission
  • The proposed trip is not duplicative of any other scheduled ICANN event with a similar purpose/outcome.
  • The proposed traveler agrees to the terms and conditions of the travel program, including:
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    • Travel arrangements made only by ICANN Staff consistent with the published ICANN Travel Guidelines (LINK here)(self-booking is not permitted for this program).
    • Agreement to providing a post-trip meeting assessment within three weeks of the return date.

3)    Transparency:

Information concerning the management and administration of this program will be made publicly available including:

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  • Applications (completed and accessible via ICANN Community Wiki)
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    • Completed and accessible via ICANN Community Wiki
    • Identifies travelers, events, dates, purpose, proposed outcomes, et al.
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  • Approval Process:
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    • Organization or Structure
    • Regional Vice-President for strategy congruence
    • ICANN Staff (Program Administrators)
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  • Trip Assessments:
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    • Completed and accessible via Community Wiki
    • Includes actual travel dates, accomplished goals/objectives, achieved outcomes, both strategic and tactical

 

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