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Closure of the CROP Review Team - During their monthly meeting of 23 July 2018, the ALAC voted unanimously to close the CROP RT. The RALOs will work directly with their CROP Points of Contacts on their RALO trips going forward.

Introduction

This Working Group has been used by At-Large to coordinate and manage its efforts related to ICANN's Community Regional Outreach Pilot Program (CROPP). The program is no longer a pilot, and has thus been renamed "CROP". Each of the 5 RALOs may apply for CROP funding for up to 5 "regional" outreach trips (limited to four days; three nights) within a fiscal year (FY). FY18 is from July 1 2017 to 30 June 2018. 

Similar to how RALO budget requests were reviewed by the ALAC Subcommittee on Finance and Budget (FBSC) before submitting to ICANN Finance, the At-Large CROP Review Team (CROP RT) was established by the ALAC to:

• Review and approve RALO travel requests to the for CROP funding to ensure that the objectives of the travel requests are in line with ICANN’s strategic with both ICANN and regional engagement strategies strategy, as well as At-Large outreach strategiesstrategy.
• Confirm with the relevant regional Stakeholder Engagement Vice Presidents Global Stakeholder Engagement (GSE) VPs that the purpose /goals of the travel request of CROP requests are consistent with the specific RALO 's outreach strategic plan and /or ICANN's regional engagement strategiesstrategy.
• Submit the travel requests to ICANN once approved by the CROP RT.

The At-Large CROP Review Team (CROP RT) has 10 members. Two members are from each RALO, one member being each from the:

• ALAC Subcommittee on Outreach and Engagement (Outreach SC)
• ALAC Subcommittee on Finance and Budget (FBSC)

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To understand the basics of CROP RT, please kindly review the former CROPP presentation slides At-Large-CROPP-15-Oct-2014.pdf. 

Procedure for RALOs to Apply for CROP Funding

1. RALO must have Must Have an Outreach Strategic Plan, approved Approved by regional Regional GSE
   
   Before any a RALO can submit any CROPP is able to submit CROP proposals, each RALO it must have a clear Outreach Strategic Plan explaining its FY17 FY18 outreach goals, strategiesstrategy, and planned expectations outcomes so that the its specific activities activity can be coordinated with the appropriate ICANN Regional Engagement teams.These Outreach plans GSE team.The Outreach Plan should be developed by the ALAC Subcommittee on Outreach and Engagement (in  in close coordination with RALO leaders) , and must be approved by the regional ICANN Global Stakeholder Engagement VP.
   The CROPP
   CROP RT members must ensure that the approved Outreach Strategic Plans are filed on the CROPP CROP wiki.
   
   
2. RALO's -Specific CROP RT members draft trip proposalDraft Trip Proposal
   
   Once a Outreach Strategic Plan is in place, the RALO's -specific CROP RT members (, in coordination with RALO leaders & Leaders and members of the ALAC Subcommittee on Outreach and Engagement members) can , may draft proposals linked on to the At-Large RALO CROPP CROP Draft Proposals Status Page. 
   
   RALO's -specific CROP RT members , and RALO leadership Leadership should develop proposals to ensure confirm that for each proposal:
   
   1. conform Complies with CROPP CROP Procedures & Guidelines
   2. that Ensures all questions on the form are answered fullyin full
   3. that Ensures the purpose and goals are specific, and are in line with the specific RALO 's Outreach Strategic Plan. 
   4. that Ensures proposed travellers are fully aware of, understand, and agree to abide by the terms and conditions of CROP as outlined on the CROPP CROP Procedures & Guidelines page. Discussion point: How to ensure this? Suggestion: CROP RT representatives may have a briefing call with potential travellers to ensure travellers fully understand their responsibilities under CROP terms and conditions.
      
      
3. CROP RT members submit proposal to Submits Proposal for CROP RT to begin review processBegin Review Process
   
   Once the proposal by the RALO is complete and RALO leadership Leadership approves, the RALO's -specific CROP RT members emails will email the CROP RT mailing list with a link to the proposal for the CROP RT to begin its review.  Please note that under the CROPP CROP Procedures & Guidelines, a proposal must be approved by the CROP RT and the applicable regional Stakeholder Engagement GSE VP a MINIMUM minimum of 6 weeks prior to the proposed travel date. Therefore, to allow sufficient time for CROP RT and regional Stakeholder GSE VP to review, and for RALOs to update proposals based on comments received, proposals should be submitted to the CROP RT list 8 weeks prior to the proposed travel date.
   
   
4. CROP RT reviewReview
   
   The CROP RT will review the proposal, ask any clarifying questions as to  questions regarding the purpose and goals of the proposed trip and /or the details provided. Are the goals specific enough and in line with the RALO's outreach plans? relevant RALO Outreach Plan? 
   
   The RALO's -specific CROP RT members will respond and update the proposal based on the feedback from CROP RT.
   
   It is anticipated that this review process should take 5-7 days. Typically approval is called by the chair with Chair, followed by a last call for comments on the mailing list.
   
   Discussion point: Should a more structured process for approval (or disapproval) be done? For example, have on the proposal wiki page, a section requiring CROP RT members to login, edit the wiki outlining their approval (or disapproval).
   
   
5. Regional GSE reviewReview
   
   The RALO's -specific CROP RT members, on upon obtaining the CROP RT approval, would will email the regional GSE VPs VP directly for their review and comment.
   
   Discussion point: Should the regional GSE VPs be added to the CROP RT mailing list so that the review by both CROP RT and regional GSE VPs can happen concurrently?
   
   
6. Submission of approved proposal Approved Proposal to ICANN CROP
   
   Throughout each stage, the RALO's -specific CROP RT members update the "Acknowledgements" section of the proposal, noting (dis)approvals. Only when this section is completed will ICANN CROP Support Staff process the proposal (if done 6 weeks before proposed travel date).
   
   
7. Completing Trip Assessment
   
   After the event, the RALO's -specific CROP RT members should will collaborate with the travellers to complete the trip assessment forms under the At-Large RALO DRAFTSDrafts page, as to how the purpose and goals of the proposal were , or were not realised.
   
   Once the trip assessment has been completed by the travellers, the RALO-specific CROP RT member shall will email the CROP RT and regional GSE VP for review and comment.
   
   Discussion point: Trip assessments by travellers could be used to assess whether such travellers be able to use the CROP for future proposals.

CROP

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FY18

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CROPP Trip Proposals for FY17

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CROPP FY17

About CROPP FY14

For FY14, see At-Large Proposals approved by CROPP RT in FY14 (to read the trip reports , its are on the same page as the filed proposal).

For FY14, from 3Q 2013 to June 2014, the CROPP RT used a Google Form to collect information about the travel proposal. The links to this Google Form and other resources for FY14 are in CROPP FY14 Documents and are for historical reference only. See also CROPP FY14 CROPP approved proposalsApproved Proposals for the proposals approved and filed by the CROPP RT for FY14.

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Members

The members of the At-Large Community Regional Outreach Review Team for FY18, organized by regional affiliation, are: 

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Meetings

Next meeting:  05 August 2016

2016 Meetings: 

05 August 2016

02 August 2016

2015 Meetings:

22 April 2015

2014 Meetings:

15 October 2014 - At-Large CROPP Meeting - Los Angeles

20 August 2014

09 June 2014 FY15 call

14 April 2014 date & LACRALO CROPP Trip proposals Part 2

09 April 2014 date & LACRALO CROPP Trip proposals Part 1  

TBD

Meetings

Workspaces

Community Regional Outreach Pilot Program

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FY15

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Community Regional Outreach Pilot Program

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FY14

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Monthly Reports

Documents

Contact

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cropp-rt@atlarge-lists.icann.org.

The mailing list is not public.