Introduction

This Working Group has been used by At-Large to coordinate and manage its efforts related to ICANN's Community Regional Outreach Pilot Program (CROPP). The program is no longer a pilot, and has thus been renamed "CROP". Each of the 5 RALOs may apply for CROP funding for up to 5 "regional" outreach trips (limited to four days; three nights) within a fiscal year (FY). FY18 is from July 1 2017 to 30 June 2018.

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 CROP Review Team (CROP RT) was established by the ALAC to:

Review and approve RALO travel requests to the CROP 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 CROP RT.

The At-Large CROP Review Team (CROP RT) has 10 members. Two members are 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 CROP RT, 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 CROP RT members draft trip proposal
Once a Outreach Strategic Plan is in place, the RALO's CROP 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 CROP 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 CROP as outlined on the CROPP Procedures & Guidelines page. Discussion point: How to ensure this? Suggestion: CROP RT representatives may have a briefing call with potential travellers to ensure travellers fully understand their responsibilities under CROP terms and conditions.
CROP RT members submit proposal to CROP RT to begin review process
Once the proposal by the RALO is complete and RALO leadership approves, the RALO's CROP RT members emails the CROP RT mailing list with a link to the proposal for the CROP RT to begin its review. Please note that under the CROPP Procedures & Guidelines, a proposal must be approved by the CROP RT and applicable regional Stakeholder Engagement VP a MINIMUM of 6 weeks prior to the proposed travel date. Therefore, to allow sufficient time for CROP RT and regional Stakeholder VP to review and for RALOs to update proposals based on comments received, proposals should be submitted to the CROP RT list 8 weeks prior to the proposed travel date.
CROP RT review

The CROP 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 CROP RT members will respond and update the proposal based on the feedback from CROP 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 CROP RT members to login, edit the wiki outlining their approval (or disapproval).
Regional GSE review

The RALO's CROP RT members, on obtaining the CROP 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 CROP RT mailing list so that the review by both CROP RT and regional GSE VPs can happen concurrently?
Submission of approved proposal to ICANN CROP

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

After the event, the RALO's CROP 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 CROP RT member shall email the CROP 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 CROP for future proposals.

CROP Trip Proposals for FY18

TO BE UPDATED

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 Review Team for FY18, 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