[Alac-sc-outreach] Urgent questions about CROP guidelines for FY19

[Dev Anand Teelucksingh]

Thanks Olivier for this email. I concur that its very important to
have these issues clarified ASAP. I would therefore suggest to Daniel
to organise a special O&E call with CROP staff and someone from GSE to
answer the questions/issues on CROP that you've summarised.

Re: changing the CROP PC reps, the FBSC can decide now on FBSC
replacements to the CROP RT. Whether the FBSC (which is by appointment
only) wants to have a call or a consensus call on their list is up to
the FBSC chair.
For O&E,  I suggest that the O&E chair (Daniel) can ask the RALO
chairs to suggest someone to be the O&E rep for CROP RT now meaning
that the person the RALO chair picks will be an O&E member. Once the
process is complete, a new chair for CROP RT can be picked.

Additionally, its important for any persons selected on the CROP RT to
- have read and understand fully the CROP procedures
- be comfortable navigating and editing the CROP wiki.
- organise and prepare trip proposals in consultation with the RALO
chair and the travelers ; submit proposals to the CROP RT for review ;
follow up with GSE to get their comment and approval ; update
proposals based on comments received.
- review and comment on At-Large trip proposals to ensure it is
feasible, within CROP rules and achieves At-Large goals.
- be online and responsive in carrying out all of the above given
there are critical deadlines for proposals to be filed. So, it is
important for persons to be online and responsive (via email or IM) to
organising proposals, getting approvals and responding to queries to
meet those critical deadlines.

Dev Anand



Dev Anand
On Fri, Jul 20, 2018 at 2:17 PM Olivier MJ Crépin-Leblond <ocl at gih.com> wrote:
>
> Dear Colleagues,
>
> I am reading through the CROP FY19 guidelines ( https://community.icann.org/x/yicFBQ ) and as already mentioned in the meeting we had with CROP staff, and wearing my EURALO Chair hat, I have real problems understanding the thinking behind some of this year's guidelines/restrictions.
>
> - The first out of the three CROP trips needs to be used on an ICANN meeting
>
> What is the thinking behind this? CROP is meant for Outreach. Outreach at an ICANN meeting is already taking place through the Fellowship, through the NextGen, through the joint NCSG-ALAC or NCUC-At-Large sessions that we have organised. An ICANN meeting already has the regional leadership in attendance and they are already organising outreach there. We also make sure that we have volunteers at the booth, and frankly our experience at the ICANN or RALO booth at an ICANN meeting is that there are very few newcomers that are not already participating in the various other programs. And then CROP is only for 4 days, 3 nights, so anyone attending an ICANN meeting through CROP will only be there for an amount of time that is shorter than the shortest of ICANN meetings. What good is one person going to do when we already have our regular travellers there? So what we risk doing is to really waste that slot.
>
> - Alternatively, the first slot can be used for another type of meeting organised by ICANN, such as GDD summits.
>
> GDD summits are reserved solely for Contracted Parties (rather explicitly: https://www.icann.org/gddsummit ) so this does not make sense. Other local ICANN meetings are targeted towards a specific type of stakeholder, like businesses or government. Any CROP traveller from At-Large would not fit in the criteria for participants. Domains Fora that organised by ICANN are commercial in scope, so again, this does not correspond with the scope of the ALAC. The only meetings that would fit the At-Large purview are meetings organised by ICANN for end users. To my understanding, in 20 years of history, ICANN has never organised such a meeting. I would *really* like to see such a meeting being created by ICANN.
>
> - Then we can use the two remaining CROP slots on an ICANN supported meeting
> What does this mean?
>   - does this mean a meeting that ICANN is sponsoring financially?
>   - does this mean a meeting where ICANN is already organising sessions/workshops?
>   - does this mean a meeting that is not sponsored by ICANN or where ICANN is not organising sessions/workshops, but where a member of the ICANN Board or Staff is attending?
>
> Given that an application needs to be made more than 6 weeks and 5 working days in advance of the date of the meeting, how is a RALO meant to know if ICANN is supporting the above? Is a list of ICANN approved meetings going to be published? Or does a RALO need to ask the GSE Team each time whether ICANN is supporting this meeting?
>
> These are my questions/concerns regarding the new CROP process.
>
> Now onto the second part of my email and it is concerning the CROP RT/PC.
>
> At the moment, the CROP Review Team (CROP RT) is made up of 10 people (plus 2 observers and one Chair), two from each region, who collectively look at each CROP application and ensure that the application follows the program guidelines, including minimum time for an application. It also checks any discrepancy with the application. The CROP RT members are selected by each region, with one member coming from the Finance & Budget Sub-Committee (FBSC) and one member coming from the Outreach & Engagement working group. Why? It is because part of the checking of applications is to check that they correspond with the ICANN overall Strategy Goals (which the FBSC is involved in) and with the Outreach & Engagement plans of the ALAC (which the Sub-Committee on Outreach & Engagement is in charge of). I do not think that this was well understood. There is a proposal that this committee be disbanded/ended.
>
> The CROP Program Committee (CROP PC) is mandated by the CROP staff as this is the Committee that interfaces the ALAC with CROP staff. This cannot be disbanded. At present, the CROP PC is exactly the same people as the CROP RT. But ending the CROP RT does not let you end the CROP PC which needs to remain in operation. So my question which I asked on yesterday's call but which I do not think I received a response for, was that since we keep the CROP PC but not the CROP RT we effectively are not changing the group? The only thing we are doing is to take away the method on how we currently select the CROP PC, and also remove the need for a CROP RT representative to check other RALO CROP applications. Thus this checking would need to be done by CROP program staff.
> So my questions here : how can a RALO change its CROP PC representatives now? Are these people appointed by the ALAC or by the RALOs. Do these people need to be in any other committee (like FBSC or O&E)?
>
> I would appreciate that we work out these issues as soon as possible, because until then, EURALO will be in the impossibility to submit a CROP request. Our deadline for submitting a CROP request for ICANN Barcelona (20th October 2018) is Friday 31st August.
>
> Kindest regards,
>
> Olivier MJ Crépin-Leblond
> EURALO Chair
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