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<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Forwarded From: Kevin Wilson <br>
Sent: jeudi 8 janvier 2009 21:06<br>
Subject: Community Travel support Procedure for Mexico City<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US><o:p> </o:p></span></p>
<p class=MsoNormal><span lang=EN-US>Dear Supporting Organisation participants: <o:p></o:p></span></p>
<p><span lang=EN-US>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">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.) <o:p></o:p></span></p>
<p><span lang=EN-US>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">kevin.wilson@icann.org</a> and <a
href="mailto:travel-support@icann.org">travel-support@icann.org</a><o:p></o:p></span></p>
<p><strong><span lang=EN-US>1) Deadlines for ICANN-funded travel to the </span></strong><b><span
lang=EN-US>Mexico City<strong> meeting. </strong></span></b><span lang=EN-US><o:p></o:p></span></p>
<p><strong><span lang=EN-US> </span></strong><span lang=EN-US>To ensure
all available travel funds can be used for the ICANN Mexico City meeting, which
starts 2 November, the following schedule will apply: <strong> </strong><o:p></o:p></span></p>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo1'><strong><span lang=EN-US>22 January (14:00 PDT) –
</span></strong><span lang=EN-US>deadline for each Supporting Organisation
Chair to provide ICANN Staff – <a href="mailto:travel-support@icann.org">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. <strong> </strong><o:p></o:p></span></li>
</ul>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l4 level1 lfo2'><strong><span lang=EN-US>28 January (14:00 PDT) –
</span></strong><span lang=EN-US>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.<strong> </strong><o:p></o:p></span></li>
</ul>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l2 level1 lfo3'><strong><span lang=EN-US>28 January (14:00 PDT) –
</span></strong><span lang=EN-US>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.<strong> </strong><o:p></o:p></span></li>
</ul>
<p><strong><span lang=EN-US>2) Important change</span></strong><span
lang=EN-US><o:p></o:p></span></p>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo4'><span lang=EN-US style='color:#1F497D'>I</span><span
lang=EN-US>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.<o:p></o:p></span></li>
</ul>
<p><strong><span lang=EN-US>3) Requirements for ICANN-funded travelers for the </span></strong><b><span
lang=EN-US>Mexico City<strong> include the following: </strong></span></b><span
lang=EN-US><o:p></o:p></span></p>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l3 level1 lfo5'><span lang=EN-US>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/">http://www.icann.org/en/topics/travel-support/</a>),
along with the class of travel supported, and the amount of travel funding
received. <o:p></o:p></span></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l3 level1 lfo5'><span lang=EN-US>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:
#1F497D'> </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. <o:p></o:p></span></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l3 level1 lfo5'><span lang=EN-US>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. <strong> </strong><o:p></o:p></span></li>
</ul>
<p><strong><span lang=EN-US>4) Individuals who are not members of an SO Council
<u><span style='color:#1F497D'>can</span></u> be selected to receive travel
support. </span></strong><span lang=EN-US>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:#1F497D'>
</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. <strong> </strong><o:p></o:p></span></p>
<p><span lang=EN-US>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. <o:p></o:p></span></p>
<p><strong><span lang=EN-US>5) SO's should consider factoring "need"
into selection of travelers. </span></strong><span lang=EN-US>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. <o:p></o:p></span></p>
<p><strong><span lang=EN-US>6)</span></strong><span lang=EN-US> <strong>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. </strong>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>
<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US>Please don't hesitate to contact me if you
need further information.<br>
<br>
Kevin Wilson<o:p></o:p></span></p>
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