Program’s key deliverables
1) Travel Allocations:
- Five (5) individual trips are approved for the following ICANN structures: (Note: any single outreach event may be attended by up to two travelers, which counts as two trips each requiring a separate Travel Request Form).
- At-Large RALOs including: African, Asian-Australian-Pacific Islands, European, Latin American and Caribbean Islands, and North America.
- GNSO Constituencies1 including: Business, Intellectual Property, Internet Services Provider, Non-Commercial Users, and Not-for-Profit Operational Concerns.
2) Funded Costs/Expenses: includes airfare (economy), lodging, and $50 USD per diem (3 days, 2 nights standard).
3) Booking: all travel booked via ICANN BCD to ensure consistency, proper accounting, recordation, and tracking against budget.
Program overview
1) Efficient, Effective, and Timely Process (see Travel Pilot Processing Flow Diagram):
- A streamlined process and template for completing Travel Requests via ICANN Wiki, including documented workflow, timelines and deadlines, to ensure timely trip planning and approvals2
- Straightforward, documented, and uncomplicated approval process
- Primary and back up ICANN Staff contacts (admin and technical)
- A template for completing a Trip Assessment via ICANN Wiki at the conclusion of the event (Note: Assessments should focus on the benefits to the Community, the Region, and ICANN through participation including specific follow-up actions).
- Coordination of each travel request through:
- Traveler’s organization or structure
- Regional Vice-President Strategies
- Travel booking through ICANN
2) Evaluation Criteria:
- The proposed travel is approved by the traveler’s organization/structure.
- The proposed trip must originate and conclude within the same region and should, wherever practicable, be taken by someone working in or proximate to that territory.
- The proposed trip purpose/goal is consistent with the regional engagement strategy (LINK here) established for the region in which the trip is taking place and/or ICANN's overall mission
- The proposed trip is not duplicative of any other scheduled ICANN event with a similar purpose/outcome.
- The proposed traveler agrees to the terms and conditions of the travel program, including:
- Travel arrangements made only by ICANN Staff consistent with the published ICANN Travel Guidelines (LINK here)(self-booking is not permitted for this program).
- Agreement to providing a post-trip meeting assessment within three weeks of the return date.
3) Transparency:
Information concerning the management and administration of this program will be made publicly available including:
- Applications (completed and accessible via ICANN Community Wiki)
- Completed and accessible via ICANN Community Wiki
- Identifies travelers, events, dates, purpose, proposed outcomes, et al.
- Approval Process:
- Organization or Structure
- Regional Vice-President for strategy congruence
- ICANN Staff (Program Administrators)
- Trip Assessments:
- Completed and accessible via Community Wiki
- Includes actual travel dates, accomplished goals/objectives, achieved outcomes, both strategic and tactical
1 This program does not apply to ICANN contracted parties.
2 Due to the coordination, planning, and approvals required, last minute trips cannot be honored.
