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> Outreach & Engagement: FY14 

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This page contains Questions about CROP not elsewhere answered within Program Tools & Resources.

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Click each question to reveal the answer.



General Program Questions

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 Why is the program now called CROP rather than CROPP?

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Answer: Following another successful implementation of the Community Regional Outreach Pilot Program (CROPP) in FY17, the “pilot” program label has been removed and the activity has been moved to the Policy Development Support budget as part of the core activities to be coordinated by that staff in collaboration with the Global Stakeholder Engagement (GSE) team. The program will therefore be called Community Regional Outreach Program, removing the word "pilot" from its title.



Outreach Strategy Plan Questions

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 My organization completed an Outreach Strategic Plan for CROPCROPP-FY17. Can we just reuse it for FY18's program? 

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Answer: It is understood that certain elements of the Outreach Strategic Plan may be replicated for the next fiscal cycle; however, the content should be based upon a fresh perspective as to outreach goals, plans, and objectives and, where applicable, it should dovetail with Global Stakeholder Engagement (GSE) regional strategies. In every case, a new Outreach Strategic Plan template must be completed including confirmations and approvals per the .


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 Can the CROP forms/templates be completed before the Outreach Strategic Plan is submitted and approved?

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Answer: Yes, the templates may be completed at any time; however, no action (e.g., travel booking) will be taken officially until the Outreach Strategic Plan has secured all of its confirmations and approvals.


Policies/Guidelines Questions

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 Why do approved requests need to be delivered to ICANN Constituency Travel at least 6 weeks in advance of an approved trip?

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Answer: In efforts to ensure that ICANN supported travelers and ICANN Staff have the same expectations of service deliverables, the following explains why we have instituted a 6 week requirement for fully approved CROP proposals to be provided to the Travel team. We understand that some travel arrangements can be done quickly, others are more complex. A consistent time frame ensures equal treatment for all travelers in a transparent manner.

Traveler Steps

ICANN Staff Steps
  • Allow time to apply for a visa, if applicable (even some intra-regional travel requires transit and final destination visas).
  • Allow time to apply through ICANN's Travel Provider portal in order to: register/update traveler profiles and have best opportunity to book airline and hotel of choice, especially for impacted and popular conferences.
  • Allow time to arrange for best available seating, pricing, and routing for the benefit of the traveler and ICANN.
  • Allow time to have per diem wired in advance of travel.
  • Allow ICANN Staff time to comply with state and US requirements for vetting funded travelers (see CROP ).
  • Allow time for administrative work with Finance and CROP team re: budget identification, set up new travelers in system and wire transfer information.
  • Allow time for coordination with ICANN's Travel Provider to finalize most fiscally responsible travel.
  • Allow time to execute the least expensive registration fees (if applicable).



Trip Proposal/Allocation Questions

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 I am a member of the NCSG, but I do not belong to the NCUC or NPOC. How can I participate in this program since trips appear to be allocated only to Constituencies?

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Answer: Trip allocations were authorized only to the five (5) recognized GNSO Constituencies. You may petition either the NCUC or NPOC and, if either Constituency agrees to sponsor your trip with one or more of their allocated slots, that usage will be acceptable within the Program guidelines.


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 Who is supposed to complete, review, and approve the Trip Assessment?

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Answer: ICANN envisions the Trip Assessment to be a joint responsibility:

  • The traveler(s) or host(s), consistent with the structure's internal procedures, prepare(s) the information about the trip and how its original goals and outcomes were realized.
  • The designated Program Coordinator (PC) reviews the form for completeness.
  • The applicable regional GSE team concurs that the assessment represents a satisfactory report of the trip as it relates to its originally proposed goals/outcomes.


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 Why are outreach events no longer available to be hosted, co-hosted or funded via the CROP program for GNSO Constituencies?

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Answer: After testing a pilot outreach event capability in FY17, the CROP program will revert to focusing on regional travel for all eligible communities, rather than outreach events. All communities will be able to target five individual regional trips and include up to one out of region trip for FY18 to maximize their outreach and engagement opportunities. 



Regional Questions

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 For transparency purposes, what criteria will the Regional Stakeholder Engagement VPs use in determining whether proposed trip will be approved?

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Answer:  There are no set criteria for all regions at this time. The expectations and activities within each geographic region are likely to vary depending on the status of the various regional strategies. During this program, each Stakeholder Engagement VP is expected to have a methodology for coordinating community proposals with the Program Administrators.


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 Can you please define, for the purposes of this program, what is a “Region”? There are five official U.N. regions; however, there are eight operational regions as shown on the CROP Contacts page. For example, what happens if a traveler is leaving from New Zealand and traveling to the Pacific Islands? That is only one official ICANN region, but would involve two Stakeholder Engagement VPs? 

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Answer: Although there are 5 official ICANN regions for purposes of Board diversity and ICANN Meeting rotations, the GSE team operates in a larger number of regions (8). The CROP program respects the operational design of the GSE team and its various regional teams. Program Coordinators (PC) should connect with the Stakeholder Engagement VP responsible for the city/country in which the trip will take place. If there is any possible confusion about which VP is responsible, please contact the CROP Staff to facilitate the connections.


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 Trip Proposals are supposed to be consistent with regional strategies; however, do they exist and, if so, where can we find them?

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Answer: Regional strategies can be found on this Wiki under the GSE tab/category, then .


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 Why can GNSO Constituencies now include an out of region trip allocation?

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Answer: After thorough assessment of the CROP program in its 4 consecutive pilot years and in consultation with the 5 GNSO Constituencies eligible to utilize the program, ICANN Org has modified the program criteria to further maximize the community's outreach and engagement activities. In some cases, regional travellers aren't available to conduct outreach activities due to a lack of representation within a certain region. This new provision will therefore allow GNSO Constituencies to conduct outreach even within regions they aren't currently represented in.