FY17 Frequently Asked Questions

Answer: It is understood that certain elements of the Outreach Strategic Plan may be replicated for the next fiscal cycle; however, the content should be based upon a fresh perspective as to outreach goals, plans, and objectives and, where applicable, it should dovetail with Global Stakeholder Engagement (GSE) regional strategies. In every case, a new Outreach Strategic Plan template must be completed including confirmations and approvals per the FY17 CROPP Procedures & Guidelines.

Answer: Yes, the templates may be completed at any time; however, no action (e.g., travel booking) will be taken officially until the Outreach Strategic Plan has secured all of its confirmations and approvals.

Answer: In efforts to ensure that ICANN supported travelers and ICANN Staff have the same expectations of service deliverables, the following explains why we have instituted a 6 week requirement for fully approved CROPP proposals to be provided to the Travel team. We understand that some travel arrangements can be done quickly, others are more complex. A consistent time frame ensures equal treatment for all travelers in a transparent manner.

Answer: Trip allocations were authorized only to the five (5) recognized GNSO Constituencies. You may petition either the NCUC or NPOC and, if either Constituency agrees to sponsor your outreach event with one or more of their allocated trips, that usage will be acceptable within the Pilot Program guidelines.

Answer: ICANN envisions the Trip/Event Assessment to be a joint responsibility:

• The traveler(s) or host(s), consistent with the structure's internal procedures, prepare(s) the information about the trip/event and how its original goals and outcomes were realized.
• The designated Pilot Program Coordinator (PPC) reviews the form for completeness.
• The applicable regional GSE team concurs that the assessment represents a satisfactory report of the trip/event as it relates to its originally proposed goals/outcomes.

Answer: The CROPP Administrator can serve as the facilitator for connecting community planners and the appropriate regional engagement team to discuss and collaborate about the potential activity/event. The Administrator can streamline communications, explain procedures, and facilitate resolution of any planning issues.

Answer: City, Country, Month and days of proposed event are required to be approved (internally and regionally) no later than 8 weeks before the proposed event. Information should include proposed audience/attendee/participant goals and demonstrated linkage to the proposing community's strategic outreach/engagement plan. Demonstrated linkage to the ICANN Regional Strategic Plan is also expected (can be coordinated with appropriate ICANN regional team). Concurrence by the appropriate Regional Stakeholder Engagement Vice-President is a critical component of the planning process.

Answer: Proposed engagement activities can be associated with an existing event (except for ICANN public meetings) or can be developed and planned as a solo stand-alone activity. All details should be explored with the appropriate regional GSE team (see FY17 CROPP Contacts) as early in the fiscal year as possible to maximize coordination, scheduling and planning.

Answer: Yes. Collaboration and partnership with the appropriate ICANN regional GSE team (see FY17 CROPP Contacts) is a critical element of the CROPP program. Regional teams can help with planning, speakers, local arrangements and the like.  Linking the event with the existing regional plan and calendar is critical to the maximize the potential success of every event.

Answer: The following departments should also be included in the proposal/development/planning process:

• Regional GSE Team: For linkage with regional strategic plans and calendar
• Meetings Team: For potential advice on locations and arrangements
• Constituency Travel Team: For potential travel components of any event budget
• Communications Team: For potential content production and promotion opportunities.

Answer:  There are no set criteria for all regions at this time. The expectations and activities within each geographic region are likely to vary depending on the status of the various regional strategies. During this inaugural pilot program, each Stakeholder Engagement VP is expected to have a methodology for coordinating community proposals with the Program Administrators.

Answer: Although there are 5 official ICANN regions for purposes of Board diversity and ICANN Meeting rotations, the GSE team operates in a larger number of regions (8). The CROPP program respects the operational design of the GSE team and its various regional teams. Pilot Program Coordinators (PPC) should connect with the Stakeholder Engagement VP responsible for the city/country in which the trip event/activity will take place. If there is any possible confusion about which VP is responsible, please contact the CROPP Staff to facilitate the connections.

Answer: Regional strategies can be found on this Wiki under the GSE tab/category, then Regional Strategic Plans-Final.