Program’s key deliverables
1) Travel Allocations:
- Five (5) individual trips are approved for the following ICANN structures:
- 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.
Guidelines:
It is important to understand that ICANN's intention with this pilot program is to fund individual trips to specific events for the purposes of conducting outreach. No money is being granted or allocated to any structure or organization, only a fixed number trips within the 2014 fiscal year. The following rules will apply for the duration of this pilot:
- Any single outreach event may be attended by multiple persons; however, each one is considered an individual trip each requiring a separate Travel Request Form.
- If an approved trip is voided or cancelled for some unanticipated and extraordinary reason, a new Travel Request will be issued to the affected organization.
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.
