SOAC Community Services Inventory

Community Services Inventory - August 2014


1	Services:			CSG	NCSG	REGISTRY SG	REGISTRAR SG	BC	IPC	ISPCP	NCUC	NPOC	GNSO COUNCIL	GNSO WGs

2	Meeting / Conference Call Support	Booking	Verizon	X	X	X		X			X		X	X
3			Adigo				X		X	X		X
4			Book call & Send Announcement										X	X
5		Agenda	Circulate draft										X	X
6			Publish on Website/Wiki		X	X					X	X	X
7			Chase Agenda					X					X	X
8		Action Items	Note during call										X	X
9		Action Items	Add to minutes										X
10		Minutes / Report Drafting											X	X
11		AC Room	AC Audio Set up		X	X		X		X	X	X		X
12			Enter Participants		X	X		X			X	X	X	X
13			Slides/Agenda		X	X		X			X	X	X	X
14			Monitor		X	X		X		X	X	X	X	X
15			Polls											X
16			Chat Monitor & Post		X	X		X		X	X	X		X
17	Meeting / Conference Call Support	Audiocast	Liaise with Tech Support throughout the duration of the meeting										X
18		Meeting View		X	X	X		X			X		X	X
19		Roll Call		X	X			X			X	X	X	X
20		Attendance List	Add to transcript & minutes									X	X	X
21			Send to relevant SOAC Contact	X	X	X		X	X		X	X		X
22			Post on Wiki										X	X
23		Recordings & Transcripts	Retrieve & Send	X	X	X	X	X	X	X	X	X	X	X
24		Recordings & Transcripts	Post on Website/Wiki										X	X
25	Meeting / Conference Call Support	Set up dial outs											X	X
26		Live Interpretation
27		Project list	Updated by each Staff member prior to each meeting										X
28		Project list	Sent to staff & Council Chair before each meeting										X
29		Scheduling for Annual Meeting Calendar	Liaise with relevant point of contact at the beginning of the year										X	X
30		Scheduling for Annual Meeting Calendar	Post on Website/Wiki once approved for the year										X	X
31	Meeting / Conference Call Support	Motions/Resolutions	Sent to WGs and Council list prior to the meeting with deadline										X
32			Motions posted on relevant mailing list										X
33			Post Motions on Wiki										X
34			Fill in vote sheets during the call										X
35			Post resolutions on website										X
36			After meeting: post resolutions to the Council list and to the group concerned by the motion										X
37	ICANN Face to Face Meetings	Travel support	Set up travel funding scheme timeline
38			Liaise with SOAC leaders and ICANN travel team for travel support		X	X	X	X	X	X	X	X
39			Draft spreadsheet of supported travelers from each SOAC & submit to travel team		X	X	X	X	X	X	X	X
40			Update list of approved travelers for each SOAC accordingly		X	X	X	X	X	X	X	X
41			Liaise with travel fund committee & council throughout process
42			Call for travel funding scheme nominees and applications
43			Set up votes through council and travel fund committee
44			Announce approved travelers
45			Follow up with approved travelers to confirm funding was received	X	X	X	X	X	X	X	X	X
46	ICANN Face to Face Meetings	Meeting Requests	Send meeting input request to all Leaders	X	X	X	X	X	X	X	X	X	X	X
47			Reminders for deadline	X	X	X	X	X	X	X	X	X	X	X
48			Input all completed forms in meeting form tool	X	X	X	X	X	X	X	X	X	X	X
49			Set up Wiki Pages for each meeting	X	X	X	X	X	X	X	X	X	X	X
50			Catering requests	X	X	X	X	X	X	X	X	X	X	X
51			Liaise with Meeting team	X	X	X	X	X	X	X	X	X	X	X
52		Agenda	Request Agenda	X	X	X	X	X	X	X	X	X	X	X
53		Agenda	Post on Meeting Wiki page	X	X	X	X	X	X	X	X	X	X	X
54	ICANN Face to Face Meetings	Remote Participation for all Sessions	Book all remote participation conference call tools	X	X	X	X	X	X	X	X	X	X	X
55			Send out all dial in details to remote participants	X	X	X	X	X	X	X	X	X	X	X
56			Liaise with Tech Team & Meeting Team on site	X	X	X	X	X	X	X	X	X	X	X
57			Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants)	X	X	X	X	X	X	X	X	X	X	X
58			RP Grid for Tech Team & Meetings team	X	X	X	X	X	X	X	X	X	X	X
59	ICANN Face to Face Meetings	Live Interpretation											X
60		Fundraising	Look for sponsors for group event/cocktail
61		Intersessional Meetings / Strategic Retreat		X	X	X	X	X	X	X	X	X	X
62		Publications & Printing support		X	X	X	X	X	X	X	X	X	X
63		Ad hoc on site support		X	X	X	X	X	X	X	X	X	X	X
64		Meeting Preparation Support	Suggest topics, speakers for coming meetings										X
65			Invite speakers, presenters, moderators										X	X
66			Prepare slides used throughout meeting										X	X
67	Elections	Liaise with Chairs for election timeline			X			X	X	X	X	X	X
68		Set up election	Check membership database is updated prior to opening of election		X			X	X	X	X	X	X
69			Set up ballots & weighted voting (IF APPLICABLE)		X			X	X	X	X	X	X
70			Send ballots		X			X	X	X	X	X	X
71			Send reminders		X			X	X	X	X	X	X
72			Count votes		X			X	X	X	X	X	X
73			Submit results		X			X	X	X	X	X	X	X
74	Training/Testing	AC room		X	X	X	X	X	X	X	X	X	X	X
75		Audio providers in case of volunteer technical issues		X	X	X	X	X	X	X	X	X	X	X
76		Face to face training workshops											X	X
77		Ad hoc training for new products/tools used		X	X	X	X	X	X	X	X	X	X	X
78	Working Group Support	Onboarding	Send registration info to member (SOI)											X
79			Add member to WG mailing list											X
80			Welcome email with supporting documents regarding WG											X
81			Newcomers Webinar											X
82		Drafting support of WG Charter												X
83		Drafting support of WG Purpose statement												X
84		Drafting support for WG documents												X
85	Communications	Wiki Support	Space provided/available	X	X	X	X	X	X	X	X	X	X	X
86			Content uploaded										X	X
87			Manage space										X	X
88		GNSO / ICANN Website Support	Update SOAC leaders/Council members on website	X	X	X	X	X	X	X	X	X	X
89		GNSO / ICANN Website Support	Update relevant materials (recordings, meeting dates, etc)										X
90		Website Support	Update all relevant materials and information on website											X
91		Activity Summary
92		News sent to members via mailing lists		X	X	X	X	X	X	X	X	X	X	X
93	Communications	Social Media Updates	Maintain Youtube Channel										X	X
94			Maintain Flickr Page
95			Digital documentation of sessions at ICANN meetings
96			Podcasts
97			Twitter Updates											X
98			Facebook Updates											X
99		Give Presentations upon request		X	X	X	X	X	X	X	X	X	X	X
100		Publications & Printing support		X	X	X	X	X	X	X	X	X	X
101		Surveys	Draft survey questions										X	X
102		Surveys	Input questions in survey tool											X
103		Pre/Post ICANN Meeting Video	Cutting & Editing of Video										X
104	Mailing List Management	Set up	Liaise with Tech Support and Chairs for requirements and set up		X	X	X	X	X	X	X	X	X	X
105		Management	Add/remove users as required		X	X	X	X	X	X	X	X	X	X
106		Management	Manage "bounces" or errors		X	X	X	X	X	X	X	X	X	X
107	Community Requests and Queries	Respond/deal with ad hoc community questions or requests		X	X	X	X	X	X	X	X	X	X	X
108	Membership Database	Maintain membership database											X	X
109		Update new primary & secondary contacts
110		Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space		X	X	X	X	X	X	X	X	X	X
111	Membership Applications	Due Diligence
112		Regional advice
113		Liaise with Chair for approval/ assesment
114		Set up leadership vote
115		Welcome & send materials to new member
116		Update website/Wiki space with new member information
117		Inform legal team of new member
118	Language Services	Website/Wiki translation
119		Live Interpretation of meetings/calls
120		Translation of key documents											X	X
121		Transcripts translation / availbility in recorded language
122	ICANN Academy	Leadership skill training
123	ICANN Academy	Knowledge training for new leaders
124
125	KEY
126
127	Symbol	Definition
128	X	Service currently provided
129	!	Service should be provided
130
131
132	Updated August 12th, 2014


1	Services:			ASO	RSSAC	CCNSO	CCNSO COUNCIL	CCNSO WGs	SSAC	SSAC Administrative Committee	GAC

2	Meeting / Conference Call Support	Booking	Verizon
3			Adigo		X	X	X	X	X	X	X
4			Book call & Send Announcement		X	X	X	X			X
5		Agenda	Circulate draft		X	X	X	X	X	X	X
6			Publish on Website/Wiki		X	X	X	X	X	X	X
7			Chase Agenda			X	X		X	X	X
8		Action Items	Note during call		X	X		X	X	X	X
9		Action Items	Add to minutes		X	X	X
10		Minutes / Report Drafting			X	X	X				X
11		AC Room	AC Audio Set up		X	X	X	X			X
12			Enter Participants		X	X	X	X	X	X	X
13			Slides/Agenda		X	X	X	X	X	X	X
14			Monitor		X	X	X	X	X	X	X
15			Polls		X	X	X	X
16			Chat Monitor & Post		X	X	X	X	X	X	X
17	Meeting / Conference Call Support	Audiocast	Liaise with Tech Support throughout the duration of the meeting			X	X
18		Meeting View
19		Roll Call			X	X	X	X	X	X	X
20		Attendance List	Add to transcript & minutes		X		X	X	X	X	X
21			Send to relevant SOAC Contact
22			Post on Wiki			X			X	X
23		Recordings & Transcripts	Retrieve & Send		X	X	X	X	X	X	X
24		Recordings & Transcripts	Post on Website/Wiki		X	X	X	X	X	X	X
25	Meeting / Conference Call Support	Set up dial outs				X	X		X	X	X
26		Live Interpretation									X
27		Project list	Updated by each Staff member prior to each meeting						X	X
28		Project list	Sent to staff & Council Chair before each meeting						X	X
29		Scheduling for Annual Meeting Calendar	Liaise with relevant point of contact at the beginning of the year				X		X	X
30		Scheduling for Annual Meeting Calendar	Post on Website/Wiki once approved for the year				X		X	X
31	Meeting / Conference Call Support	Motions/Resolutions	Sent to WGs and Council list prior to the meeting with deadline		X	X	X
32			Motions posted on relevant mailing list		X
33			Post Motions on Wiki		X		X
34			Fill in vote sheets during the call
35			Post resolutions on website		X	X	X
36			After meeting: post resolutions to the Council list and to the group concerned by the motion		X
37	ICANN Face to Face Meetings	Travel support	Set up travel funding scheme timeline			X	X		X	X	X
38			Liaise with SOAC leaders and ICANN travel team for travel support		X	X			X	X	X
39			Draft spreadsheet of supported travelers from each SOAC & submit to travel team		X	X			X	X	X
40			Update list of approved travelers for each SOAC accordingly			X			X	X
41			Liaise with travel fund committee & council throughout process		X	X			X	X	X
42			Call for travel funding scheme nominees and applications		X	X			X	X	X
43			Set up votes through council and travel fund committee			X	X		X	X
44			Announce approved travelers			X			X	X	X
45			Follow up with approved travelers to confirm funding was received	X	X	X			X	X	X
46	ICANN Face to Face Meetings	Meeting Requests	Send meeting input request to all Leaders	X	X	X	X		X	X	X
47			Reminders for deadline	X	X	X			X	X	X
48			Input all completed forms in meeting form tool	X	X	X			X	X	X
49			Set up Wiki Pages for each meeting		X				X	X
50			Catering requests	X	X				X	X	X
51			Liaise with Meeting team	X	X	X			X	X	X
52		Agenda	Request Agenda	X	X	X	X		X	X	X
53		Agenda	Post on Meeting Wiki page		X				X	X
54	ICANN Face to Face Meetings	Remote Participation for all Sessions	Book all remote participation conference call tools	X	X	X	X		X	X	X
55			Send out all dial in details to remote participants	X	X	X	X		X	X	X
56			Liaise with Tech Team & Meeting Team on site	X	X	X	X		X	X	X
57			Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants)	X	X	X	X		X	X	X
58			RP Grid for Tech Team & Meetings team	X	X				X	X
59	ICANN Face to Face Meetings	Live Interpretation							X	X	X
60		Fundraising	Look for sponsors for group event/cocktail			X			X	X
61		Intersessional Meetings / Strategic Retreat							X	X
62		Publications & Printing support				X	X		X	X	X
63		Ad hoc on site support		X	X	X			X	X
64		Meeting Preparation Support	Suggest topics, speakers for coming meetings
65			Invite speakers, presenters, moderators
66			Prepare slides used throughout meeting
67	Elections	Liaise with Chairs for election timeline			X	X	X		X	X	X
68		Set up election	Check membership database is updated prior to opening of election			X	X				X
69			Set up ballots & weighted voting (IF APPLICABLE)			X	X		X	X	X
70			Send ballots			X	X				X
71			Send reminders			X	X				X
72			Count votes		X	X	X		X	X	X
73			Submit results			X	X		X	X	X
74	Training/Testing	AC room				X
75		Audio providers in case of volunteer technical issues
76		Face to face training workshops				X
77		Ad hoc training for new products/tools used				X
78	Working Group Support	Onboarding	Send registration info to member (SOI)			X
79			Add member to WG mailing list			X
80			Welcome email with supporting documents regarding WG			X
81			Newcomers Webinar			X
82		Drafting support of WG Charter						X
83		Drafting support of WG Purpose statement						X
84		Drafting support for WG documents
85	Communications	Wiki Support	Space provided/available		X	X		X	X	X	X
86			Content uploaded		X	X		X	X	X	X
87			Manage space		X	X			X	X	X
88		GNSO / ICANN Website Support	Update SOAC leaders/Council members on website		X
89		GNSO / ICANN Website Support	Update relevant materials (recordings, meeting dates, etc)		X
90		Website Support	Update all relevant materials and information on website		X	X	X	X			X
91		Activity Summary				X	X	X
92		News sent to members via mailing lists		X	X	X	X	X			X
93	Communications	Social Media Updates	Maintain Youtube Channel			X
94			Maintain Flickr Page			X
95			Digital documentation of sessions at ICANN meetings			X	X	X
96			Podcasts			X
97			Twitter Updates
98			Facebook Updates
99		Give Presentations upon request				X
100		Publications & Printing support					X				X
101		Surveys	Draft survey questions		X	X	X
102		Surveys	Input questions in survey tool
103		Pre/Post ICANN Meeting Video	Cutting & Editing of Video			X
104	Mailing List Management	Set up	Liaise with Tech Support and Chairs for requirements and set up		X	X	X	X	X	X	X
105		Management	Add/remove users as required		X	X	X	X	X	X	X
106		Management	Manage "bounces" or errors		X	X	X	X	X	X	X
107	Community Requests and Queries	Respond/deal with ad hoc community questions or requests		X	X	X	X	X	X	X	X
108	Membership Database	Maintain membership database			X	X	X		X	X	X
109		Update new primary & secondary contacts			X	X	X		X	X	X
110		Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space			X	X			X	X	X
111	Membership Applications	Due Diligence				X			X	X	X
112		Regional advice				X					X
113		Liaise with Chair for approval/ assesment				X			X	X	X
114		Set up leadership vote				X
115		Welcome & send materials to new member				X
116		Update website/Wiki space with new member information				X
117		Inform legal team of new member				X
118	Language Services	Website/Wiki translation				X	X
119		Live Interpretation of meetings/calls									X
120		Translation of key documents				X			X	X	X
121		Transcripts translation / availbility in recorded language									X
122	ICANN Academy	Leadership skill training									X
123	ICANN Academy	Knowledge training for new leaders
124
125	KEY
126
127	Symbol	Definition
128	X	Service currently provided
129
130
131	Updated August 12th, 2014


1	Services:			At-Large Advisory Committee	At-Large Leadership Team	At-Large WGs	APRALO	AFRALO	EURALO	LACRALO	NARALO

2	Meeting / Conference Call Support	Booking	Verizon
3			Adigo	X	X	X	X	X	X	X	X
4			Book call & Send Announcement	X	X	X	X	X	X	X	X
5		Agenda	Circulate draft	X	X		X	X	X	X	X
6			Publish on Website/Wiki	X	X	X	X	X	X	X	X
7			Chase Agenda	X	X	X	X	X	X	X	X
8		Action Items	Note during call	X	X	X	X	X	X	X	X
9		Action Items	Add to minutes
10		Minutes / Report Drafting
11		AC Room	AC Audio Set up	X	X	X	X	X	X	X	X
12			Enter Participants	X	X	X	X	X	X	X	X
13			Slides/Agenda	X	X	X	X	X	X	X	X
14			Monitor	X	X	X	X	X	X	X	X
15			Polls
16			Chat Monitor & Post	X	X	X	X	X	X	X	X
17	Meeting / Conference Call Support	Audiocast	Liaise with Tech Support throughout the duration of the meeting
18		Meeting View
19		Roll Call		X	X	X	X	X	X	X	X
20		Attendance List	Add to transcript & minutes	X	X	X	X	X	X	X	X
21			Send to relevant SOAC Contact
22			Post on Wiki	X	X	X	X	X	X	X	X
23		Recordings & Transcripts	Retrieve & Send	X	X	X	X	X	X	X	X
24		Recordings & Transcripts	Post on Website/Wiki	X	X	X	X	X	X	X	X
25	Meeting / Conference Call Support	Set up dial outs		X	X	X	X	X	X	X	X
26		Live Interpretation		X		X		X		X
27		Project list	Updated by each Staff member prior to each meeting
28		Project list	Sent to staff & Council Chair before each meeting
29		Scheduling for Annual Meeting Calendar	Liaise with relevant point of contact at the beginning of the year			X
30		Scheduling for Annual Meeting Calendar	Post on Website/Wiki once approved for the year			X
31	Meeting / Conference Call Support	Motions/Resolutions	Sent to WGs and Council list prior to the meeting with deadline
32			Motions posted on relevant mailing list
33			Post Motions on Wiki
34			Fill in vote sheets during the call
35			Post resolutions on website
36			After meeting: post resolutions to the Council list and to the group concerned by the motion
37	ICANN Face to Face Meetings	Travel support	Set up travel funding scheme timeline
38			Liaise with SOAC leaders and ICANN travel team for travel support	X	X		X	X	X	X	X
39			Draft spreadsheet of supported travelers from each SOAC & submit to travel team
40			Update list of approved travelers for each SOAC accordingly
41			Liaise with travel fund committee & council throughout process
42			Call for travel funding scheme nominees and applications
43			Set up votes through council and travel fund committee
44			Announce approved travelers
45			Follow up with approved travelers to confirm funding was received	X	X		X	X	X	X	X
46	ICANN Face to Face Meetings	Meeting Requests	Send meeting input request to all Leaders	X	X	X	X	X	X	X	X
47			Reminders for deadline	X	X	X	X	X	X	X	X
48			Input all completed forms in meeting form tool	X	X	X	X	X	X	X	X
49			Set up Wiki Pages for each meeting	X	X	X	X	X	X	X	X
50			Catering requests	X	X	X	X	X	X	X	X
51			Liaise with Meeting team	X	X	X	X	X	X	X	X
52		Agenda	Request Agenda	X	X	X	X	X	X	X	X
53		Agenda	Post on Meeting Wiki page	X	X	X	X	X	X	X	X
54	ICANN Face to Face Meetings	Remote Participation for all Sessions	Book all remote participation conference call tools	X	X	X	X	X	X	X	X
55			Send out all dial in details to remote participants	X	X	X	X	X	X	X	X
56			Liaise with Tech Team & Meeting Team on site	X	X	X	X	X	X	X	X
57			Assist with Remote Participation during Sessions (meeting view/AC room/dial outs to remote participants)	X	X	X	X	X	X	X	X
58			RP Grid for Tech Team & Meetings team	X	X	X	X	X	X	X	X
59	ICANN Face to Face Meetings	Live Interpretation		X		X		X		X
60		Fundraising	Look for sponsors for group event/cocktail
61		Intersessional Meetings / Strategic Retreat
62		Publications & Printing support		X	X	X	X	X	X	X	X
63		Ad hoc on site support		X	X	X	X	X	X	X	X
64		Meeting Preparation Support	Suggest topics, speakers for coming meetings	X	X	X	X	X	X	X	X
65			Invite speakers, presenters, moderators	X	X	X	X	X	X	X	X
66			Prepare slides used throughout meeting	X	X	X	X	X	X	X	X
67	Elections	Liaise with Chairs for election timeline		X			X	X	X	X	X
68		Set up election	Check membership database is updated prior to opening of election	X			X	X	X	X	X
69			Set up ballots & weighted voting (IF APPLICABLE)	X			X	X	X	X	X
70			Send ballots	X			X	X	X	X	X
71			Send reminders	X			X	X	X	X	X
72			Count votes	X			X	X	X	X	X
73			Submit results	X			X	X	X	X	X
74	Training/Testing	AC room		X	X	X	X	X	X	X	X
75		Audio providers in case of volunteer technical issues		X	X	X	X	X	X	X	X
76		Face to face training workshops				X
77		Ad hoc training for new products/tools used		X	X	X	X	X	X	X	X
78	Working Group Support	Onboarding	Send registration info to member (SOI)
79			Add member to WG mailing list			X
80			Welcome email with supporting documents regarding WG			X
81			Newcomers Webinar
82		Drafting support of WG Charter
83		Drafting support of WG Purpose statement
84		Drafting support for WG documents				X
85	Communications	Wiki Support	Space provided/available	X	X	X	X	X	X	X	X
86			Content uploaded			X
87			Manage space			X
88		GNSO / ICANN Website Support	Update SOAC leaders/Council members on website
89		GNSO / ICANN Website Support	Update relevant materials (recordings, meeting dates, etc)
90		Website Support	Update all relevant materials and information on website	X	X		X	X	X	X	X
91		Activity Summary
92		News sent to members via mailing lists		X	X	X	X	X	X	X	X
93	Communications	Social Media Updates	Maintain Youtube Channel	X	X	X	X	X	X	X	X
94			Maintain Flickr Page	X	X	X	X	X	X	X	X
95			Digital documentation of sessions at ICANN meetings
96			Podcasts
97			Twitter Updates	X	X	X	X	X	X	X	X
98			Facebook Updates	X	X	X	X	X	X	X	X
99		Give Presentations upon request		X	X	X	X	X	X	X	X
100		Publications & Printing support		X	X	X	X	X	X	X	X
101		Surveys	Draft survey questions	X	X		X	X	X	X	X
102		Surveys	Input questions in survey tool
103		Pre/Post ICANN Meeting Video	Cutting & Editing of Video
104	Mailing List Management	Set up	Liaise with Tech Support and Chairs for requirements and set up	X	X	X	X	X	X	X	X
105		Management	Add/remove users as required	X	X	X	X	X	X	X	X
106		Management	Manage "bounces" or errors	X	X	X	X	X	X	X	X
107	Community Requests and Queries	Respond/deal with ad hoc community questions or requests		X	X	X	X	X	X	X	X
108	Membership Database	Maintain membership database		X		X	X	X	X	X	X
109		Update new primary & secondary contacts					X	X	X	X	X
110		Add new members/leaders to GNSO/ICANN website/Relevant Wiki Space				X	X	X	X	X	X
111	Membership Applications	Due Diligence					X	X	X	X	X
112		Regional advice					X	X	X	X	X
113		Liaise with Chair for approval/ assesment
114		Set up leadership vote		X			X	X	X	X	X
115		Welcome & send materials to new member
116		Update website/Wiki space with new member information				X	X	X	X	X	X
117		Inform legal team of new member
118	Language Services	Website/Wiki translation		X		X
119		Live Interpretation of meetings/calls		X		X		X		X
120		Translation of key documents		X	X	X	X	X	X	X	X
121		Transcripts translation / availbility in recorded language		X		X		X		X
122	ICANN Academy	Leadership skill training
123	ICANN Academy	Knowledge training for new leaders
124
125	KEY
126
127	Symbol	Definition
128	X	Service currently provided
129	!	Service should be provided
130
131
132	Updated August 12th, 2014

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SOAC Community Services Inventory