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• review and approve RALO travel requests to the CROPP to ensure that the objectives of the travel requests are in line with ICANN’s strategic and regional engagement strategies as well as At-Large outreach strategies.
• confirm with the relevant regional Stakeholder Engagement Vice Presidents that the purpose/goals of the travel request are consistent with ICANN’s the RALO's outreach strategic plan and/or ICANN's regional engagement strategystrategies.
• submit the travel requests to ICANN once approved by the CROPP RT

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Procedure for RALOs to apply for funding for outreach trips

1. RALO must have an Outreach Strategic Plan, approved by regional GSE
   Before any RALO can submit any CROPP proposals, 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 Outreach Strategic Plans are filed on the CROPP wiki.
   
   
2. RALO's CROPP RT members draft trip proposal
   Once a Outreach Strategic Plan is in place, the RALO's CROPP RT members (in coordination with RALO leaders and proposed travellers) complete the appropriate form & ALAC Subcommittee on Outreach and Engagement members) can draft proposals linked on the At-Large RALO CROPP Draft Proposals Status Page.
   Once the proposal is ready for review, the RALO's CROPP RT members emails the CROPP RT mailing list to start the review process.
   
3. CROPP RT members should start the review process (by emailing the CROPP RT list) 8 weeks before any such proposed travel takes place. Please note that ICANN Constituency Travel requires a minimum of 6 weeks before approval from the date all approvals/confirmations have been obtained before any travel takes place. 

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1. RALO's CROPP RT members, RALO leadership should develop proposals to ensure that for each proposal:
   
   1. conform with CROPP Procedures & Guidelines
   2. that all questions on the form are answered fully
   3. that the purpose and goals are specific and are in line with the RALO's Outreach Strategic Plan. 
   4. that proposed travellers are fully aware of, understand, and agree to abide by the terms and conditions of CROPP as outlined on the CROPP Procedures & Guidelines page. ((Discussion point - how to ensure this?)) A suggestion: the CROPP RT representatives can have a briefing call with possible travellers to ensure that travellers fully understand their responsibilities under the CROPP proposal.
      
      
2. CROPP RT members submit proposal to CROPP RT to begin review process
   Once the proposal by the RALO is complete and RALO leadership approves, the RALO's CROPP RT members emails the CROPP RT mailing list with a link to the proposal for the CROPP RT to begin its review.  Please note that under the CROPP Procedures & Guidelines, a proposal must be approved by the CROPP RT

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1.   and applicable regional Stakeholder Engagement

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1. VP a MINIMUM of 6

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1. weeks prior to the proposed travel date.

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1. Therefore, to allow sufficient time for CROPP RT and regional Stakeholder VP to review and for RALOs to update proposals based on comments received, proposals should be submitted to the CROPP RT list 8 weeks prior to the proposed travel date.
   
   
2. CROPP RT review
   
   The CROPP RT will review proposal, ask any clarifying questions as to 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?
   The RALO's CROPP RT members will respond and update the proposal based on the feedback from CROPP RT and the RALO.
   
3. 
   
   
   
   

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.

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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 3 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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