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This Working Group will be used by the At-Large to coordinate and manage its efforts related to ICANN's Community Regional Outreach Pilot Program (CROPP) in which each of the 5 RALOs can apply for funding up to 5 "regional" outreach trips (up to three four days, two three nights) within a fiscal year (FY). FY16 FY17 is from July 2015 1 2016 to 30 June 20162017. 

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 CROPP Review team (CROPP RT) was established by the ALAC to:

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Procedure for RALOs to apply for funding for outreach trips

Before any CROPP proposals can be filed for FY17 can be filed by any RALO, each RALO must have a clear Outreach Strategic Plan explaining its FY17 outreach goals, strategies, and planned expectations so that the specific activities can be coordinated with the appropriate ICANN Regional Engagement teams.These Outreach plans should be developed by the ALAC Subcommittee on Outreach and Engagement (in close coordination with RALO leaders) and must be approved by the regional ICANN Global Stakeholder Engagement. The CROPP RT members must ensure that the approved plans are filed on the CROPP wiki. 

Once a Outreach Strategic Plan is in place, the RALO's CROPP RT members (in coordination with RALO leaders and their members on the ALAC Subcommittee on Outreach and Engagement and ALAC Subcommittee on Finance and Budget) complete the Draft Travel Forms at the CROPP FY15 FY16 wiki  8 8 weeks before any such proposed travel takes place.

Proposed travel must meet the Terms and Obligations for At-Large Travel Requests for the CROPP. 

This is to give two weeks for the CROPP RT and regional GSE time to review and, if necessary amend the proposals to ensure proposals are in line with the RALO's Outreach Strategic Plan and the CROPP Guidelines.

Within the first two weeks of the draft proposal being placed on the wiki and the CROPP RT informedWithin two weeks, the CROPP RT will:

• review the information in the draft form, ask any clarifying questions as to the purpose and goals of the proposed trip and/or the details provided. The RALO's CROPP RT members will update the draft form based on the feedback from CROPP RT and the RALO.
• once approved by the CROPP RT, the RALO CROPP RT members will get confirmation and approval from the ICANN Stakeholder Engagement Vice-President from the region regarding the purpose of the proposed trip.
• once confirmation and approval has been obtained from the regional ICANN Stakeholder Engagement Vice-President and shared with the CROPP RT, the RALO's CROPP RT members will update the draft proposal on the wiki noting the approvals obtained and email ICANN's CROPP admins that the draft travel form has been is approved.

See Outreach Pilot Processing Flow Diagram to see how CROPP Administrators will handle the proposal once approved. Please note that ICANN Constituency Travel requires a minimum of 6 weeks from the date all approvals/confirmations have been obtained.

As per CROPP requirements, a Trip Assessment must be completed for each outreach event attended, which describes how the original purpose(s) and outcome(s) were realized. The RALO's CROPP RT members are expected to follow up with the travelers to complete the Draft Trip Assessments within 2 weeks after the outreach event and inform the CROPP RT when this is done for review and comment by the CROPP RT.

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