ALAC/At-Large Improvements Implementation (June 2012)

1.1

Amend Bylaws  Article XI.s2(4)(a) to clarify purposes, as proposed.

COMPLETE

1.1(a)

Submit to the Board the following revision to ICANN Bylaws  XI.2.4.a, drafted in collaboration with Legal:

COMPLETE

The At-Large Advisory Committee (ALAC) is the primary organizational home within ICANN for individual Internet users. The role of the ALAC shall be to consider and provide advice on the activities of ICANN, insofar as they relate to the interests of the individual Internet users. This includes policies created through ICANN’s Supporting Organizations, as well as the many other issues for which community input and advice is appropriate. The ALAC, which plays an important role in ICANN’s accountability mechanisms, also coordinates some of ICANN's outreach to individual Internet users.

See: ICANN Bylaws VI.2.1.e 

See: ICANN Public Comment - Proposed Bylaws  Amendment to Add Voting Director from the At-  Large Community to the ICANN Board of Directors 

See: ICANN Public Comment - Proposed ICANN  Bylaw Revisions Regarding the ALAC

1.1(b)

Submit to the Board the following revisions to ICANN  Bylaws XI.2.4.j, drafted in collaboration with Legal:

COMPLETE

The ALAC is also responsible, working in conjunction with the RALOs, for coordinating the following activities:

1. Making a selection by the At-Large Community to fill Seat 15 on the Board. Notification of the At- Large Community’s selection shall be given by the ALAC Chair in writing to the ICANN Secretary, consistent with Article VI, Sections 8(4) and 12(1).

2. Keeping the community of individual Internet users informed about the significant news from ICANN;

3. Distributing (through posting or otherwise) an updated agenda, news about ICANN, and information about items in the ICANN policy- development process;

4. Promoting outreach activities in the community of individual Internet users;

5. Developing and maintaining on-going

information and education programs, regarding ICANN and its work;

6. Establishing an outreach strategy about ICANN issues in each RALO's Region;

7. Participating in the ICANN policy development processes and providing input and advice that accurately reflects the views of individual Internet users;

8. Making public, and analyzing, ICANN's proposed policies and its decisions and their (potential) regional impact and (potential) effect on individuals in the region;

9. Offering Internet-based mechanisms that enable discussions among members of At-Large structures; and

10. Establishing mechanisms and processes that enable two-way communication between members of At-Large Structures and those involved in ICANN decision-making, so interested individuals can share their views on pending ICANN issues.

See: Review of the At‐Large Advisory Committee -  Final Report of the ALAC Review Working Group  on ALAC Improvements

The ALAC has a continuing purpose in the ICANN structure. This continuing purpose has four key elements:

• Providing advice on policy;
• Providing input into ICANN operations and structure;
• Part of ICANN’s accountability mechanisms;
• An organizing mechanism for some of ICANN’s outreach; and
• The section of the ICANN Bylaws that deals with the ALAC should be changed to reflect this purpose.

1.4(a)

This review should include consideration of the role, selection process and term length of the ALAC Chair & Vice Chairs.

COMPLETE

As noted above, any change of the term length of the ALAC Chair, as suggest by Recommendation 1.4, would require a change to the ALAC’s Rules of Procedures.

2.1

Identify all the steps required to implement the addition of one voting member appointed from the At‐Large Community to the ICANN Board.

COMPLETE

See: At-Large Director Candidate 2013 Workspace

At-Large selected ICANN Board member has been completed as Seat 15 is now occupied by an At- Large selected voting Director. However, the ALAC and its Taskforce have determined that the ALAC  ABSdt and the ALAC BCEC will need to reconvene for future appointments on this issue.

2.2

Submit the final selection process to the Board via the SIC for approval.

COMPLETE

See: 2.1 Notes section

2.3

Implement or confirm related Bylaw changes.

COMPLETE

See: 2.1 Notes section

2.4

Once approved, begin selection process, in a careful and systematic manner, within the At‐Large Community.

COMPLETE

See: 2.1 Notes section

2.5

Endorsement of selection choice by the ALAC.

COMPLETE

See: 2.1 Notes section

2.6

Approval of selection choice by ICANN Board and seating of Board member.

COMPLETE

See: 2.1 Notes section

2.7

Consider options regarding the At‐Large Liaison to Board vis‐à‐vis a new Director.

COMPLETE

See: 2.1 Notes section

3.1

Ensure existing structure does not present obstacles to community operation and development.

COMPLETE

3.1(a)

Establish a Working Group (WG) to ensure that the At- Large information already available is organized properly and easily accessible by end users.

COMPLETE

Allocated to the Policy Staff in support of the ALAC, the ALAC, and Regional Leadership.

3.1(b)

Introduce to the ALSes selected information- dissemination, communication and collaboration tools (such as Posterous, Twitter Tweets, mobile-device compatibility) and provide training.

COMPLETE

Allocated to the At-Large Technology Taskforce.

3.1(c)

Promote further use of the At-Large Calendar to ALSes.

COMPLETE

Allocated to the Policy Staff in support of the ALAC, the ALAC, and Regional Leadership.

3.1(d)

Create and distribute a brief orientation/ instruction package about information dissemination, communication, & collaboration tools introduced to ALSes.

COMPLETE

See: ICANN's e-learning page.

Additionally, the ALS Starter Kit already includes some of this information. Please click one of the links below to download the ALS Starter Kit in one of the six UN Languages.

English, Español, Français, Pусский, 中文, العربية

External Education.

COMPLETE

Allocated to the Policy Staff in support of the ALAC, the ALAC, Regional Leadership, ALSes, and other relevant parties to ensure that the system is interactive with ICANN wide activities.

4.1(a)

Establish the ICANN Academy, an annual training program for new At-Large ALS members, modeled after aspects of the ICANN Fellowship and Diplo Foundation.

COMPLETE

See: At-Large ICANN Academy Expanded Working  Group Workspace

The intent is to establish a Pilot Program during the ICANN Meeting in Toronto in October 2012.

Internal Engagement.

COMPLETE

4.2(a)

Establish an engagement program for existing At-Large ALS members, to be conducted year- round and modeled after certain aspects of the Diplo Foundation (specifically, this is the At-Large Capacity Building Program).

COMPLETE

See: LACRALO Capacity Building Budget Request

See: AFRALO Dakar Events See: LACRALO San Jose Events

Allocated to the ALAC Chair, the Executive Committee, and the Director for At-Large.

The intent is for this program to start (be funded for) FY2012.

4.2(b)

Make available Confluence pages for communication with ICANN.

COMPLETE

See: RALO Confluence Pages

• AFRALO ALS Confluence pages
• APRALO ALS Confluence pages
• EURALO ALS Confluence pages
• LACRALO ALS confluence pages
• NARALO ALS confluence pages

4.2(c)

Make available to ALSes the use of an Adobe Connect Room.

COMPLETE

See: RALO Adobe Connect Rooms

• · AFRALO ALS Adobe Connect Room
• · APRALO ALS Adobe Connect Room
• · EURALO ALS Adobe Connect Room
• · LACRALO ALS Adobe Connect Room
• · NARALO ALS Adobe Connect Room

4.3

External outreach and recruitment.

COMPLETE

4.3(a)

Request that selected At-Large members be funded to attend

non-ICANN meetings (e.g., the IGF, the Consumer Electronics Show (CES), etc.).

COMPLETE

The ALAC made this request in FY11, FY12, and FY13. FY11 and FY12 requests were not accepted; FY13 request is still being evaluated.

This request is supported by the fact that At-Large should constitute an essential part of ICANN's global outreach process.

4.3(b)

Request that the ALAC be invited and funded to participate in all outreach programs launched by ICANN.

COMPLETE

In accepting such invitations, the ALAC should be given the option to send At-Large members as representatives who are located within the region of the specific outreach event. This request is supported by the fact that At-Large should constitute an essential part of ICANN's global outreach process.

4.3(c)

The aim of the At- Large is to have at least one ALS in every country.

COMPLETE

Allocated to the At-Large Outreach Sub- Committee. To accomplish this task, the At-Large will use outreach items such as teleconferences, webinars, promotional materials; and invitations to various meetings and events.

4.3(d)

Recommend that each RALO start an individual member program.

COMPLETE

Allocated to the Director for At-Large and the RALO Leaders.

4.3(e)

Continue collaborating with ICANN

Communications on Beginner’s Guides devoted to topics relevant to At-Large.

COMPLETE

ONGOING

See: ICANN's e-learning page

Allocated to the ICANN Communications Department, ALAC Chair, Executive Committee, Director for At-Large, and RALO leaders.

The goal should be to produce one Guide for each ICANN Public Meeting.

In close collaboration with ICANN Communications, At-Large has already co-produced a Beginner’s  Guide to Domain Names and Beginner’s Guide to  Internet Protocol (IP) Addresses.

Future Beginner’s Guides include “Participating in ICANN” and “CyberSavvy.”

4.3(f)

Recommend to the RALOs that they formalize their outreach/“inreach” role in whatever way each finds appropriate (e.g., by including in their Rules of Procedure).

COMPLETE

ONGOING

Allocated to the Director for At-Large and the RALO Leaders.

Explore whether additional measures need be taken to involve individual Internet users in At‐Large work, where they wish to contribute in their personal capacities.

COMPLETE

Allocated to the Policy Staff in support of the ALAC, At-Large Rules of Procedure Working  Group, Regional Leadership, RALOs, and other relevant parties to ensure that the system is interactive with ICANN wide activities.

Internal leadership engagement and development.

COMPLETE

ONGOING

Increase significantly the ALAC’s creation of “inreach” materials aimed at leadership engagement and development throughout At-Large (including brochures, radio programs, podcasts, webinars, and online videos).

COMPLETE

For purposes of encouraging continued engagement of ALSes, this task has been allocated to the standing committee of the ALAC on Inreach

4.5(b)

Create job descriptions for ALAC members, liaisons and other At-Large leaders that include qualification requirements, responsibilities and objective criteria for performance evaluation.

COMPLETE

Allocated to the At-Large Rules of Procedure  Working Group and the At-Large Metrics Working  Group.

4.5(c)

Create and implement a transparent sanctions process for nonperformance of ALAC, RALO, and ALS

members.

COMPLETE

ONGOING

Allocated to the At-Large Rules of Procedure  Working Group and the At-Large Metrics Working  Group.

4.5(d)

In collaboration with ICANN’s Nominating Committee (NomCom), create a process for the midterm replacement, both of NomCom appointments to the ALAC and of ALAC appointments to the NomCom.

COMPLETE

Allocated to the At-Large Rules of Procedure  Working Group.

Identify barriers within ALAC processes used to contribute to strategic planning and propose follow‐up.

COMPLETE

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large, and RALO leaders.

5.1(a)

Ratify the strategic planning process reflected in the flowchart titled “Figure C-1: Proposed At-Large Strategic Planning Process.”

COMPLETE

See: At-Large Policy Development Page See: Figure C-1

5.1(b)

Review and amend the ALAC’s strategic planning process yearly, in line with annual amendments to ICANN’s overall Strategic Plan.

COMPLETE

See: At-Large Policy Development Page

See: ICANN Strategic and Operating Plan Process

5.1(c)

Conduct periodic “SWOT” (strengths, weaknesses, opportunities and threats) analyses of the At-Large strategic planning process, in conjunction with the RALOs and compare the results of these analyses to identify areas that have improved or deteriorated.

COMPLETE

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large, and RALO leaders.

See: At-Large Work Team C SWOT Analysis 1-3  Workspace

5.1(d)

Articulate the ALAC’s and At-Large’s vision and mission.

COMPLETE

See: ALAC/At-Large Vision Statement

See: ALAC vote results endorsing the At-Large  Visions Statement as Proposed by the At-Large  Improvements Taskforce.

5.1(e)

Use appropriate metrics to ensure that the ALSes are diverse, effective and well informed.

COMPLETE

See: ALAC Metrics Sub-Committee

Allocated to the Metrics Sub-Committee and the ALAC as a whole.

• The Global Diversity of At-Large ALSes is clearly shown through this map:  http://www.atlarge.icann.org/maps/
• RALO ALSes: AFRALO ALSes, APRALO ALSes,  EURALO ALSes, LACRALO ALSes NARALO ALSes
• RALO Brochures: AFRALO Brochure, APRALO  Brochure, EURALO Brochure, LACRALO  Brochure, NARALO Brochure

5.1(f)

Initiate, develop and maintain an institutional knowledge management and retention system for At-Large.

COMPLETE

ONGOING

Allocated to Policy Staff in support of the ALAC and At-Large Members as past and present Members of the ALAC and At-Large Community and will be required to integrate with required future ICANN wide systems.

5.1(g)

Encourage the five RALOs to coordinate their outreach and “inreach” policies in order to facilitate the search for new skill sets needed within At-Large.

COMPLETE

ONGOING

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large Director for At-Large, and RALO leaders.

5.1(h)

Continue actively pursuing At-Large growth, for ICANN’s overall benefit.

COMPLETE

ONGOING

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large, and RALO leaders.

5.1(i)

When requesting ALAC outreach project funding, the ALAC emphasizes their role not only as a strategic resource benefiting the ALAC and RALOs but also as part of a wider ICANN legitimacy process.

COMPLETE

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large, and RALO leaders.

5.1(j)

Continue to encourage ICANN to prioritize & increase funding for outreach.

COMPLETE

ONGOING

Allocated to the ALAC Chair, the Executive Committee, the Director for At-Large, and RALO leaders.

5.2

Identify barriers within ALAC processes used to contribute to operational planning and propose follow‐up.

COMPLETE

5.2(a)

Ratify the operational and financial planning process reflected in the flowchart titled “Figure C-3: Proposed At-Large Operational and Financial Planning Process.”

COMPLETE

The ALAC has determined that, for this action item to be effective, it must be performed on a recurring schedule.

The item has been completed previously in February 2012. Each January, the ALAC and Policy Staff in support of the ALAC have will consider when it should be next repeated by the At-Large community.

See: Figure C-3

5.2(b)

Acknowledge and encourage a continuation of the better collaboration between the ALAC and ICANN’s Finance Staff seen in preparing the FY2012 Budget.

COMPLETE

This proposal is in addition to the fact that most At- Large operational planning is done by Policy Staff in support of the ALAC.

5.2(c)

Conduct periodic “SWOT” (strengths, weaknesses, opportunities and threats) analyses of the At-Large operational and financial planning process, in conjunction with the RALOs (as WT C did), and compare the results of these analyses to identify areas that have improved or deteriorated.

COMPLETE

See: At-Large Improvement WT C SWOT Analysis

In the first SWOT analysis conducted by WT C, the main barriers to operational and financial planning were identified as the ALAC’s being slow to react; translation processes being slow, and translations not being available for all documents; the ALAC members’ potential conflicts of interest; a lack of travel funding, putting At-Large in a second-class tier; and not enough informational materials for the ALSes.

5.2(d)

Formalize the process by which the ALAC collects operational demands from the RALOs and includes them in its operational plans.

COMPLETE

See: At-Large Policy Development Page

5.2(e)

Clearly estimate and document the time required for the ALAC’s operational processes (e.g., responding to a call for Public Comments) and use these estimates to formalize its operational processes.

COMPLETE

The Director for At-Large has consulted with the ICANN Staff responsible for the implementation of the Public Comment Enhancements regarding Recommendation 8 of the ALAC/At-Large Improvements Implementation Project. Following discussion between the Director for At-Large, the ALAC Chair and the Chair of the ALAC/At-Large Improvements Taskforce, the ALAC confirmed its understanding that the guidelines for Public Comments recognize flexibility in extending the Public Comment period beyond the minimum requirements. The ALAC may, on a case-by-case basis, request extensions of 5, 10, 15, 21 or 30 days (in exceptional circumstances). Such requests will be made directly to the Staff person responsible for the specific Public Comment period thereby notifying them that the ALAC intends to submit a comment. The ALAC further requests that a Staff response to such requests for an extension to a Public Comment period be granted or denied in an expeditious manner. If the request is denied, the ALAC may use its right to submit advice to the ICANN Board as per the ICANN Bylaws.

We note that the ATRT implementation process  includes the following relevant text: 

16. Public notice and comment processes should provide for both a distinct “Comment” cycle and a “Reply Comment” cycle that allows community respondents to address and rebut arguments raised in opposing parties’ comments.

17. As part of implementing recommendations 15 and 16, timelines for public notice and comment should be reviewed and adjusted to provide adequate opportunity for meaningful and timely comment. Comment and Reply Comment periods should be of a fixed duration.  

The ALAC and its Improvements Taskforce established that the ALAC Chair, the ALAC Executive Committee and the Director for At-Large will continue to monitor this issue and will provide input to the Senior Director for Participation and Engagement and the Board PPC.

5.2(f)

Continue requesting face-to-face funded general assemblies (GAs) for each RALO every three years and an At-Large Summit.

COMPLETE

See: At-Large Event Roadmap

The Events Roadmap has been submitted to ICANN Finance for their review.

5.2(g)

Continue to assist the RALOs in completing their annual ICANN requests for funding, as needed, in terms of writing, packaging and advocacy.

COMPLETE

The item has been completed previously in February 2012. Each January, the ALAC and Policy Staff in support of the ALAC have will consider when it should be next repeated by the At-Large community.

Review ongoing Policy Staff in support of the ALAC levels and budget allocations and increase support as provided throughout this project, consistent with the recommendations in Final Report.

COMPLETE

Allocated to the ALAC Chair and the Director for At-Large.

5.3(a)

Continue to monitor its level of needed Policy Staff in support of the ALAC and ICANN’s commitment to and progress in filling open

positions.

COMPLETE

As of September 2011, all allotted positions for Policy Staff in support of the ALAC had been filled.

5.3(b)

The ALAC and Policy Staff in support of the ALAC should develop an annual support agreement

WITHDRAWN

This task is no longer relevant due to the following changes within ICANN in recent years (i.e., since submission of the ALAC Review Final Report). An increase in Policy Staff in support of the ALAC (as of September 2011, all allotted positions for Policy Staff in support of the ALAC had been filled.

6.1

Review of additional At‐Large information that would be useful, subsequent to improvements in financial reporting.

COMPLETE

See: ALAC Subcommittee on Finance and Budget

Encourage the same high level of input into ICANN’s annual financial planning from ALSes & RALOs.

COMPLETE

COMPLETE

Allocated to the ALAC Finance and Budget Sub- Committees Working Group.

Continue to assist the RALOs in completing their annual ICANN requests for funding (writing, advocacy, & packaging)

COMPLETE

The item has been completed previously in February 2012. Each January, the ALAC and Policy Staff in support of the ALAC have will consider when it should be next repeated by the At-Large community.

COMPLETE

ONGOING

Continue to monitor the accommodations given to At-Large members at Meetings to ensure they are equal to those of others.

COMPLETE

ONGOING

Allocated to the Executive Committee.

7.1

Review of communication and collaboration needs considered unmet by ALSes and RALOs globally.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

Introduce to the ALSes selected information- dissemination, communication and collaboration tools (such as Posterous, Twitter Twibes, mobile-device compatibility) and provide training.

COMPLETE

See: At-Large Technology Taskforce Tools  Workspace

Conduct a survey of ALSes regarding communication & collaboration tools.

COMPLETE

See: At-Large Structure 2010 Survey Workspace

7.2

Review of technologies used by At‐Large and across ICANN that could fill all or some of the 7.1 needs of the ALSes and RALOs.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

Establish a Technology Task Force (TTF) of community members that will periodically review the appropriateness of available technology, train RALOs/ALSes in new technologies, and possibly staff a help desk.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

7.3

Review of available technologies not already used by At‐Large or elsewhere in ICANN that could fill the 7.1 needs of the ALSes and RALOs.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

7.4

Create and conduct implementation plan for training ICANN's IT Support in the 7.3 technologies (and, as needed, in keeping IT Support current in 7.2 technologies).

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

7.5

Based on At‐Large's choice of the communication and collaboration tools to best fill its needs, make needed recommendations for use, or not, of these tools across ICANN.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

7.6

Create and conduct implementation plan for the periodic identification of technologies, either newly introduced to the market or updated, that can better fill the 7.1 needs of the ALSes and RALOs than those technologies currently being used.

COMPLETE

Allocated to the Technology Taskforce, its continuous progress will be supervised by the Policy Staff in support of the ALAC.

8.1

Develop an ALAC process for requesting extended consultation window.

COMPLETE

The Director for At-Large has consulted with the ICANN Staff responsible for the implementation of the Public Comment Enhancements regarding Recommendation 8 of the ALAC/At-Large Improvements Implementation Project. Following discussion between the Director for At-Large, the ALAC Chair and the Chair of the ALAC/At-Large Improvements Taskforce, the ALAC confirmed its understanding that the guidelines for Public Comments recognize flexibility in extending the Public Comment period beyond the minimum requirements. The ALAC may, on a case-by-case basis, request extensions of 5, 10, 15, 21 or 30 days (in exceptional circumstances). Such requests will be made directly to the Staff person responsible for the specific Public Comment period thereby notifying them that the ALAC intends to submit a comment. The ALAC further requests that a Staff response to such requests for an extension to a Public Comment period be granted or denied in an expeditious manner. If the request is denied, the ALAC may use its right to submit advice to the ICANN Board as per the ICANN Bylaws.

We note that the ATRT implementation process  includes the following relevant text:

16. Public notice and comment processes should provide for both a distinct “Comment” cycle and a

“Reply Comment” cycle that allows community respondents to address and rebut arguments raised in opposing parties’ comments.

17. As part of implementing recommendations 15 and 16, timelines for public notice and comment should be reviewed and adjusted to provide adequate opportunity for meaningful and timely comment. Comment and Reply Comment periods should be of a fixed duration.

The ALAC and its Improvements Taskforce established that the ALAC Chair, the ALAC Executive Committee and the Director for At-Large will continue to monitor this issue and will provide input to the Senior Director for Participation and Engagement and the Board PPC.

8.1(a)

Ratify the process reflected in the flowchart titled “Figure D-1: How the ALAC Should Request an Extension to a Public Comment Period.”

COMPLETE

See: Figure D-1

8.1(b)

Request that extensions to Public Comment periods be allowed of any length up to 30 additional days (see “A” on Figure D-1).

COMPLETE

See: Figure D-1

See: 8.1(a) Notes Section

8.2

Develop ICANN Staff and Board process for implementing extension requests.

SUPERSEDED

8.2(a)

Request that any extension to a Public Comment period be granted or denied within an expeditious manner (see “B” on Figure D-1).

SUPERSEDED

See: Figure D-1

8.3

Review of Public Comment processes.

COMPLETE

8.3(a)

Recommend the establishment of a Policy Scheduling Team (PST), consisting of ICANN Staff, to coordinate the opening of Public Comment periods.

COMPLETE

The ALAC will be reviewing its policy scheduling policy to include a Standing Committee as opposed to a PSC.

The PST should:

• Be comprised of an ICANN Staff member assigned to each SO/AC and the Language Services Manager; and
• Maintain a publicly available Policy Comment Schedule (PCS), which tracks upcoming Public Comment periods, in order to (a) avoid many such periods opening around the same time, (b) allow the ACs and SOs to better plan their time and (c) allow better planning for needed translations.  (For each upcoming Public Comment period, the PCS should Include the policy name, a synopsis, the responsible AC or SO, and tentative opening date.)

8.3(b)

Establish a standing committee, the ALAC/At-Large Policy Review Committee (PRC), responsible for advising the ALAC of actions needed regarding upcoming PCs policy issues, as well as policy issues not on the PCs but of At-Large interest.

COMPLETE

See: Figure D-2

The ALAC will be reviewing its scheduling policy to include a Standing Committee as opposed to a PSC. The specific responsibilities of the PRC should include advising the ALAC as early as possible of:

• ALAC comments needed in response to upcoming Policy Comment periods;
• At-Large community briefings, documentation or translations needed for upcoming Policy Comment periods;
• The degree of interest that the RALOs and ALSes have in the ALAC’s submitting comments during Policy Comment periods;
• Issues and other concerns relevant to end users that are not on the PCs but that RALOs and ALSes are interested in bringing to ICANN’s attention.

In order to perform its function, the PRC should be comprised of:

• The Chair and Secretariat of each RALO;
• At least two more members from each RALO;
• The ALAC Rapporteur; and
• The ALAC Liaisons to the various ACs, SOs and cross-constituency WGs.

Review measures to make policy development activities across ICANN's communities more accessible. Propose measures for community review.

9.1

Interim measures (near term).

WATCHING BRIEF

This task is no longer relevant due to improvements in ICANN’s translation services since the ALAC Review Final Report and the imminent release of ICANN’s new Language Services Policy.  Responsibility for this watching brief has been allocated to the Executive Committee.

Build into At-Large’s consideration of ICANN policy issues (open Policy Forums) more and earlier translation of relevant materials.

WATCHING BRIEF

This task is no longer relevant due to improvements in ICANN’s translation services since the ALAC Review Final Report and the imminent release of ICANN’s new Language Services Policy.

Responsibility for this watching brief has been allocated to the Executive Committee.

9.2

Adoption of a Translation Policy.

WATCHING BRIEF

See: ALAC Statement on the DRAFT - ICANN  Language Services Policy and Procedures

See: At-Large Policy Development Page

Responsibility for this watching brief has been allocated to the Executive Committee.

Review ICANN’s new Language Services Policy (once available) and request that Policy Staff in support of the ALAC do the same, focusing on At-Large needs, particularly related to ICANN policy issues.

WATCHING BRIEF

See: 9.2 Notes section

9.3

Implementation of Translation Policy (by Public Participation Committee).

WATCHING BRIEF

See: 9.2 Notes section

10.1

The ALAC is the primary ICANN home for the voice and concerns of the individual Internet user.

COMPLETE

See: ICANN Public Comment - Proposed ICANN  Bylaw Revisions Regarding the ALAC

The At-Large Advisory Committee (ALAC) is the primary organizational home within ICANN for individual Internet users. The role of the ALAC shall be to consider and provide advice on the activities of ICANN, insofar as they relate to the interests of the individual Internet users. This includes policies created through ICANN’s Supporting Organizations, as well as the many other issues for which community input and advice is appropriate. The ALAC, which plays an important role in ICANN’s accountability mechanisms, also coordinates some of ICANN's outreach to individual Internet users.

Submit to the Board the following revision to ICANN Bylaws  XI.2.4.a, drafted in collaboration with ICANN Legal.

COMPLETE

See: 10.1 Notes section

12.1

At‐Large outreach to consumer representatives.

COMPLETE

See: At-Large Consumer Document 2012  Workspace which includes a copy of the document entitled “ICANN and the At-Large Community: Join us to Help Protect Consumers on the Internet”.

Allocated to the Policy Staff in support of the ALAC, ALAC, Regional Leadership, ALSes, and other relevant parties to ensure that the system is able to cope with the changing landscape of the consumer issues

Create and maintain a consumer outreach document for use by At-Large in its outreach efforts aimed at getting consumer organizations involved in ICANN.

COMPLETE

See: At-Large Consumer Document 2012  Workspace

See: WT D’s proposed consumer recruitment document, Defending Consumers on the Internet.

12.2

GNSO outreach to consumer representatives.

WATCHING BRIEF

ONGOING

Interaction with other ICANN Processes

Responsibility for this watching brief has been allocated to the Executive Committee.

13.1

Review the ALAC's/At‐Large's Policy Advice Development processes and propose measures to reduce barriers.

COMPLETE

Ratify the process reflected in the flowchart titled “Figure D-1: How the ALAC Should Request an Extension to a Public Comment Period” by which the ALAC could request that a Public Comment (PC) period be extended.

COMPLETE

See: ICANN Public Participation Committee See: Figure D-1

Establish a standing committee, the ALAC/At-Large Policy Review Committee (PRC), responsible for advising the ALAC of actions needed regarding upcoming PCS policy issues, as well as policy issues not on the PCS but of At-Large interest. The working of the PCS is depicted in the flowchart titled “ALAC/At-Large Complete

13.1(b)

Request that extensions to Public Comment periods be allowed of any length up to 30 additional days (see “A” on Figure D-1).

SUPERSEDED

This sub-task was superseded as it subject to change in ICANN's Public Participation Committee.

See: Figure D-1

13.1(c)

Request that any extension request to a Public Comment period be granted or denied within 24 hours (see “B” on Figure D-1).

SUPERSEDED

This sub-task was superseded as it subject to change in ICANN's Public Participation Committee.

See: Figure D-1

13.1(d)

Recommend the establishment of a Policy Scheduling Team (PST), consisting of ICANN Staff, to coordinate the opening of Public Comment periods.

COMPLETE

The Policy Staff provide one another with weekly updates on the policy updates of the ACs/SOs that they each support.

The PST should:

• Be comprised of an ICANN Staff member assigned to each SO/AC and the Language Services Manager; and
• Maintain a publicly available Policy Comment Schedule (PCS), which tracks upcoming Public Comment periods, in order to (a) avoid many such periods opening around the same time, (b) allow the ACs and SOs to better plan their time and (c) allow better planning for needed translations. (For each upcoming Public Comment period, the PCS should Include the policy name, a synopsis, the responsible AC or SO, and tentative opening date.)

13.1(e)

Establish a standing committee, to be known as the ALAC/At-Large Policy Review Committee (PRC), which will be responsible for advising the ALAC of any and all actions needed regarding upcoming PCs policy issues, as well as policy issues not on the PCS but of At- Large interest.

COMPLETE

See: At-Large Meeting with ASO See: Figure D-2

The working of the PCS is depicted in the flowchart titled “ALAC/At-Large Policy Review Committee (PRC)” (see Figure D-2).

The specific responsibilities of the PRC should include advising the ALAC as early as possible of:

• ALAC comments needed in response to upcoming Policy Comment periods;
• At-Large community briefings, documentation or translations needed for upcoming Policy Comment periods;
• The degree of interest that the RALOs and ALSes have in the ALAC’s submitting comments during Policy Comment periods; and
• Policy issues (and other concerns) relevant to end users that are not on the PCS but that the RALOs and ALSes are interested in bringing to ICANN’s attention. In order to perform its function, the PRC should be comprised of:
• The Chair and Secretariat of each RALO;
• At least two additional representatives from each RALO;
• The ALAC Rapporteur; and
• The ALAC Liaisons to the various ACs, SOs and cross-constituency WGs.

13.1(f)

Ratify the process reflected in the flowchart titled “ALAC/At-Large Policy Advice Development (PAD) Process” (shown in Figures D-3, D-4 and D-5), by which the ALAC could systematically respond to Public Comment periods.

COMPLETE

See: Figure D-3 See: Figure D-4 See: Figure D-5

This flowchart represents a comprehensive, flexible, systematic process that would replace the At-Large Policy Advice Development  process currently in use.

If the final comment is ratified, the ALAC requests the Policy Staff in support of the ALAC, to transmit the comment to the ICANN Staff person responsible for the Public Comment period.

13.2

Strengthen policy‐development processes within the SOs and ACs for requesting and considering the ALAC’s input.

SUPERSEDED

WATCHING BRIEF

As part of the GNSO’s review and revision of its  Policy Development Process (PDP) during the last year, it now regularly requests and considers the ALAC’s input;

• The standing ALAC Liaison to the ccNSO and the ccNSO liaison to the ALAC now ensure that the ALAC’s input is regularly sought and considered in the ccNSO’s PDP; and

• The ASO PDP, via the RIRs, is already open to public input.

Responsibility for this watching brief has been allocated to the Executive Committee.

Review current processes in each of the ACs/SOs.

SUPERSEDED

Responsibility for this watching brief has been allocated to the Executive Committee.

Develop recommendations to make relevant changes for community consideration.

SUPERSEDED

WATCHING BRIEF

Responsibility for this watching brief has been allocated to the Executive Committee.

13.3

Processes between SOs, ACs and the Board need to be developed/ strengthened to provide feedback on how the ALAC’s advice has been considered and used.

SUPERSEDED

WATCHING BRIEF

This Recommendation is no longer relevant as:

• A strengthening of AC/SO communication, including a mailing list and regular AC/SO call.
• The actions of ICANN
• Growth in Cross-Community Working Groups such as the DSSA
• This task is already specifically addressed by Recommendation 7 of the Final  Recommendations of the Accountability and  Transparency Review Team (ATRT).

13.4

Ensure the GNSO PDP incorporates measures which guarantee ALAC input is requested, included, and considered integral to the process.

SUPERSEDED

WATCHING BRIEF

• As part of the GNSO’s review and revision of its  Policy Development Process (PDP) during the last year, it now regularly requests and considers the ALAC’s input.

Responsibility for this watching brief has been allocated to the Executive Committee.

13.5

Ensure the ccNSO PDP incorporates measures which guarantee ALAC input is requested, included, and considered integral to the process.

SUPERSEDED

WATCHING BRIEF

The standing ALAC Liaison to the ccNSO and the ccNSO liaison to the ALAC now ensure that the ALAC’s input is regularly sought and considered in the ccNSO’s PDP

Responsibility for this watching brief has been allocated to the Executive Committee.

13.6

Ensure the ASO PDP incorporates measures which guarantee ALAC input is requested, included, and considered integral to the process.

COMPLETE

The ALAC and its Improvements Taskforce established that the ongoing responsibility for this task will be disseminated amongst the ALAC Chair, the Executive Committee, the Director for At- Large, and RALO leaders.