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Introduction/Background

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 four days, three nights) within a fiscal year (FY). FY17 is from July 1 2016 to 30 June 2017. 

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:

• 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 strategic and regional engagement strategy.
• submit the travel requests to ICANN once approved by the CROPP RT

The At-Large CROPP Review Team (CROPP RT) will have 10 members. Two members will be from each RALO, one member being from the:

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

It is not possible to subscribe directly to the mail list for this WG.

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

 

Procedure for RALOs to apply for funding for outreach trips

1. 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. 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 on the At-Large RALO CROPP Draft Proposals Status Page.
   
   
3. Once the proposal is ready for review, the RALO's CROPP RT members emails the CROPP RT mailing list to start the review process.
   
   
4. 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. 

Please note that a proposal must be approved by the CROPP RT within the participant's organization/structure, including coordination with the applicable regional Stakeholder Engagement V.P. team a minimum of 6-weeks prior to the proposed travel date. This 6-week period is the absolute minimum time and should not be considered a "best practice". Notice and planning with regional teams should take place as early as possible.

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 At-Large RALO DRAFTS and the CROPP RT informed, 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. (Are the goals specific enough and in line with the RALO's outreach plans?) 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.

Please note that ICANN Constituency Travel requires a minimum of 6 weeks from the date all approvals/confirmations have been obtained before any travel takes place.

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.

 

CROPP Trip Proposals for FY17

About CROPP FY14

For FY14, see At-Large Proposals approved by CROPP RT in FY14 (to read the trip reports, its 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 FY14 CROPP approved 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 Pilot Review Team for FY16, organized by regional affiliation, are:

 

 

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Meetings

Next meeting: 02 August 2016

2016 Meetings: 

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  

Workspaces

• Community Regional Outreach Pilot Program (FY15)
• Community Regional Outreach Pilot Program (FY14)

Monthly Reports

Documents

Contact

Staff Support Leads: Silvia Vivanco and Terri Agnew

cropp-rt@atlarge-lists.icann.org . The mailing List is not public.