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 the RALO's outreach strategic plan and/or ICANN's regional engagement strategies.
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

RALO must have an Outreach Strategic Plan, approved by regional GSE
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.
RALO's CROPP RT members draft trip proposal
Once a Outreach Strategic Plan is in place, the RALO's CROPP RT members (in coordination with RALO leaders & ALAC Subcommittee on Outreach and Engagement members) can draft proposals linked on the At-Large RALO CROPP Draft Proposals Status Page.
RALO's CROPP RT members, RALO leadership should develop proposals to ensure that for each proposal:
1. conform with CROPP Procedures & Guidelines
2. that all questions on the form are answered fully
3. that the purpose and goals are specific and are in line with the RALO's Outreach Strategic Plan.
4. that proposed travellers are fully aware of, understand, and agree to abide by the terms and conditions of CROPP as outlined on the CROPP Procedures & Guidelines page. ((Discussion point - how to ensure this?)) A suggestion: the CROPP RT representatives can have a briefing call with possible travellers to ensure that travellers fully understand their responsibilities under the CROPP proposal.
CROPP RT members submit proposal to CROPP RT to begin review process
Once the proposal by the RALO is complete and RALO leadership approves, the RALO's CROPP RT members emails the CROPP RT mailing list with a link to the proposal for the CROPP RT to begin its review. Please note that under the CROPP Procedures & Guidelines, a proposal must be approved by the CROPP RT and applicable regional Stakeholder Engagement VP a MINIMUM of 6 weeks prior to the proposed travel date. Therefore, to allow sufficient time for CROPP RT and regional Stakeholder VP to review and for RALOs to update proposals based on comments received, proposals should be submitted to the CROPP RT list 8 weeks prior to the proposed travel date.
CROPP RT review

The CROPP RT will review the proposal, 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 respond and update the proposal based on the feedback from CROPP RT.

It is anticipated that this review process should take 5-7 days. Typically approval is called by the chair with a last call for comments on the mailing list.

(( Discussion point: should a more structured process for approval (or disapproval) be done? For example, have on the proposal wiki page, a section requiring CROPP RT members to login, edit the wiki outlining their approval (or disapproval) ))
Regional GSE review

The RALO's CROPP RT members, on obtaining the CROPP RT approval, would email the regional GSE VPs directly for their review and comment.

(( Discussion point : should the regional GSE VPs be added to the CROPP RT mailing list so that the review by both CROPP RT and regional GSE VPs can happen concurrently? ))
Submission of approved proposal to ICANN CROPP

Throughout each stage, the RALO's CROPP RT members update the "Acknowledgements" section of the proposal, noting (dis)approvals. Only when this section is completed will ICANN CROPP staff process the proposal (if done 6 weeks before the proposed travel date).
Completing Trip Assessment

After the event, the RALO's CROPP RT members should collaborate with the travellers to complete the trip assessment forms under the At-Large RALO DRAFTS page as to how the purpose and goals of the proposal were, or were not realised.

Once the trip assessment has been completed by the travellers, the RALO CROPP RT member shall email the CROPP RT and regional GSE VP for review and comment.

(( Discussion point : trip assessments by travellers could be used to assess whether such travellers be able to use the CROPP for future proposals ))

CROPP Trip Proposals for FY17

Submitting CROPP Proposals for FY17

Please note that CROPP proposals must be coordinated with the RALO leadership AND At-Large Community Regional Outreach Pilot Program Review Team (CROPP RT) members!

CROPP RT will use the forms to submit proposals can be found on the At-Large RALO CROPP Draft Proposals Status Page

Approved CROPP proposals can be found at Approved At-Large RALO CROPP proposals

About CROPP FY16

For CROPP Proposals approved and filed with ICANN for FY16, see At-Large Proposals approved by CROPP RT and filed with ICANN.

About CROPP FY15

For CROPP Proposals approved and filed with ICANN for FY15, see At-Large Proposals approved by CROPP RT and filed with ICANN.

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.

Members

The members of the At-Large Community Regional Outreach Pilot Review Team for FY16, organized by regional affiliation, are:

Region	Member	Group Representative	Status/Office
LACRALO	Dev Anand Teelucksingh		Chair;
AFRALO	Tijani Ben Jemaa	FBSC	Re-confirmed
AFRALO	Daniel Nanghaka	Outreach & Engagement	Confirmed
APRALO	Cheryl Langdon-Orr	FBSC	Re-confirmed
APRALO	Ali AlMeshal	Outreach & Engagement	Re-confirmed
EURALO	Olivier Crepin-Leblond	FBSC/Outreach & Engagement	Confirmed as observer
EURALO	Yuliya Morenets	Outreach and Engagement	Re-confirmed
EURALO	Wolf Ludwig	FBSC	Re-confirmed
LACRALO	Leon Sanchez	FBSC	Re-confirmed
LACRALO	Juan Manuel Rojas	Outreach & Engagement	Re-confirmed
ALAC Chair	Alan Greenberg	Outreach & Engagement/FBSC	Confirmed as Observer
NARALO	Glenn McKnight	Outreach & Engagement	Re-confirmed
NARALO	Judith Hellerstein	FBSC	Confirmed