<br><div class="gmail_quote">---------- Forwarded message ----------<br>From: <b class="gmail_sendername">Kevin Wilson</b> <span dir="ltr"><<a href="mailto:kevin.wilson@icann.org">kevin.wilson@icann.org</a>></span><br>
Date: Thu, Jan 8, 2009 at 12:06 PM<br>Subject: Community Travel support Procedure for Mexico City<br><br><br>
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<p>Dear Supporting Organisation participants: </p>
<p>The following information is provided to help you take advantage of the
travel funding made available for the ICANN Mexico City meeting through the new
<a href="http://www.icann.org/en/topics/travel-support/revised-procedure-11aug08-en.htm" target="_blank">Community
Travel Support Procedure</a> (CTSP). Since travel arrangements for the Mexico
City meeting need to be completed this month, your organisation may want to use
a "temporary" process for providing a list of ICANN-funded travelers
for this meeting. By <b>22 January 2009</b>, staff needs a list of supported
travelers - 13 names from the GNSO and 12 names from the ccNSO including the
chair and NomCom appointees. (Please note the additional important deadlines
for Mexico City travel are included below.) </p>
<p>We look forward to receiving the final, proposed travel allocation procedure
for your SO. Please email it to me and ICANN's travel coordinator at the
following addresses: <a href="mailto:kevin.wilson@icann.org" target="_blank">kevin.wilson@icann.org</a>
and <a href="mailto:travel-support@icann.org" target="_blank">travel-support@icann.org</a></p>
<p><b>1) Deadlines for ICANN-funded travel to the </b><b>Mexico City<b>
meeting. </b></b></p>
<p><b> </b>To ensure all available travel funds can be used for
the ICANN Mexico City meeting, which starts 2 November, the following schedule
will apply: <b> </b></p>
<ul type="disc">
<li><b>22 January (14:00 PDT) – </b>deadline
for each Supporting Organisation Chair to provide ICANN Staff – <a href="mailto:travel-support@icann.org" target="_blank">travel-support@icann.org</a> – with
the list of travelers who are to receive travel support under the CTSP. If
your SO has named you as a recipient of support for Mexico City, you will
be contacted by ICANN Travel Coordination Staff with complete information
on how your arrangements will be made. <b> </b></li>
</ul>
<ul type="disc">
<li><b>28 January (14:00 PDT) – </b>deadline
for room bookings. All travelers' arrival and departure dates need to be
finalized by this date because this is the date by which all hotel room
reservations must be contracted for or released. After this date, any
additional cost for changes to travelers' arrival and departure details will
be paid by the traveler, unless otherwise agreed to in advance, in
writing, by ICANN Travel Staff.<b> </b></li>
</ul>
<ul type="disc">
<li><b>28 January (14:00 PDT) – </b>deadline
for flight bookings. Any approved traveler who has not completed their
flight on or before this time will no longer be eligible for sponsored air
travel.<b> </b></li>
</ul>
<p><b>2) Important change</b></p>
<ul type="disc">
<li><span style="color: rgb(31, 73, 125);">I</span>n response to
community requests for this meeting air fare and hotel support can now be
split between two designated travelers (1 person would receive only hotel
support and another person would receive only air fare support, and this
would be counted as 1 funded traveler for the purposes of an SO's
allocation.</li>
</ul>
<p><b>3) Requirements for ICANN-funded travelers for the </b><b>Mexico
City<b> include the following: </b></b></p>
<ul type="disc">
<li>The names of all ICANN-supported travelers will
be publicly posted on the ICANN community travel webpage (<a href="http://www.icann.org/en/topics/travel-support/" target="_blank">http://www.icann.org/en/topics/travel-support/</a>),
along with the class of travel supported, and the amount of travel funding
received. </li>
<li>For newly supported travelers (excluding Chair
and NomCom-appointees) people who receive travel support will be asked to complete
a meeting attendance form<span style="color: rgb(31, 73, 125);"> </span>which will be
publicly posted, and also will be required to attend all relevant,
scheduled SO-related meetings in Mexico City (as identified by your SO).
Each SO is encouraged to provide guidance on the general content
requirements for travelers' reports. </li>
<li>Per diem payments to funded travelers will be
issued after their reports are received and attendance records verified.
This is in response to the community requests to ensure transparency,
accountability and efficacy for ICANN travel funding, and also is
consistent with the approach used for ICANN's fellowship program
participants. <b> </b></li>
</ul>
<p><b>4) Individuals who are not members of an SO Council <u><span style="color: rgb(31, 73, 125);">can</span></u> be selected to receive travel support. </b>As
stated, the goal of the CTSP is "to lower the barrier to participation,
broaden the group of participants and, advance the work" of I<span style="color: rgb(31, 73, 125);"> </span>CANN. SO's are asked to provide a list of
individuals to receive travel funding "based on best meeting the
policy-making needs of the entity." Any SO member is eligible to receive
travel funding. <b> </b></p>
<p>The GNSO has been asked to provide ICANN Staff with the names of 13
individuals (including chair and NomCom appointees) to receive travel funding,
and the ccNSO has been asked to provide ICANN Staff with the names of 12
individuals (including chair and NomCom appointees) to receive travel funding.
Although these numbers were based on the total number of Council members from
each SO, travel funding is not restricted to Council members. </p>
<p><b>5) SO's should consider factoring "need" into selection of
travelers. </b>This is one element which SOs may wish to consider when
determining who should receive travel support. This supports ICANN's goal of
lowering the barrier to participation. </p>
<p><b>6)</b> <b>If an SO does not use all of its available
travel slots for a given meeting, they can be 'rolled over' to a subsequent
meeting. </b>This applies until the end of each ICANN fiscal year, after
which point the unused support is 'lost' and the new fiscal year – and a
potentially revised CTSP applies.<br clear="all">
</p>
<p>Please don't hesitate to contact me if you need further
information.<br><font color="#888888">
<br>
Kevin Wilson</font></p>
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