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<body bgcolor="white" lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal"><span style="font-size:11.0pt">Dear All, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Below are the action items and notes staff captured from the RPM Providers Sub Team meeting today (21 February 2018). The notes from the call are posted to the Sub Team wiki space, together with the call
recording and Adobe Connect chat and attendance records.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:11.0pt">Please note that these notes are not meant as a substitute for the recording.</span></i><span style="font-size:11.0pt">
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Best Regards,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Ariel <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">Ariel Xinyue Liang</span></b><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Policy Analyst | Washington, DC <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Internet Corporation for Assigned Names and Numbers (ICANN) </span><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">==<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">ACTION ITEMS: <o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3"><span style="font-size:11.0pt">Sub Team to continue reviewing and developing objective questions with regard to the URS Rules, and then proceed with the URS procedures, MoU between
ICANN and Providers, and the Providers’ Supplemental Rules that contain variations.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3"><span style="font-size:11.0pt">Staff to check whether the Providers maintain and make public available the list of URS examiners and their qualifications; staff to present the findings
(e.g., screenshots) before or during the next Sub Team meeting (with regard to section 6a)<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3"><span style="font-size:11.0pt">Staff to create a table that lists/maps the URS Rules, URS procedures, Providers’ Supplemental Rules; the table should include columns for suggested
questions and notes. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3"><span style="font-size:11.0pt">When reviewing Providers’ Supplemental Rules, Sub Team to revisit Section 2(c), 5(a)(iv), 5(a)(v), 5(e), 5(k), and 7 in the URS Rules, and to check the
Providers’ forms. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">NOTES: <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt">I. Starting point for developing questions for URS Providers<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo6"><span style="font-size:11.0pt">Review the level of compliance of URS Providers and understand whether they follow the ICANN rules & procedures and in compliance with the MoU; this
can be large checked by the Sub Team of ICANN staff. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo6"><span style="font-size:11.0pt">Ask what guidance that Providers have formally or informally given to the examiners<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo6"><span style="font-size:11.0pt">See how implementation is done and how specific rules are approached. E.g., How examiners are selected? What background they have? What kind of training
they have? How they determine the standard of proof in URS cases? <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">II. Review of the URS Rules and propose questions
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">2. Communications <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(a)(b) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:2.75pt;mso-list:l7 level1 lfo7"><span style="font-size:11.0pt">How do Providers send notification to the Respondent?<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:2.75pt;mso-list:l7 level1 lfo7"><span style="font-size:11.0pt">Have Providers received responses from Respondents after the deadline?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:2.75pt;mso-list:l7 level1 lfo7"><span style="font-size:11.0pt">Is the deadline long enough?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:2.75pt;mso-list:l7 level1 lfo7"><span style="font-size:11.0pt">Do Providers have any notification of delayed communications?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:2.75pt;mso-list:l7 level1 lfo7"><span style="font-size:11.0pt">Do Providers have any notification of non-delivery of communications?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(c) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">In Providers’ Supplemental Rules, are there reasonable ways of communicating?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(f) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">What percentage of communications were done in ways rather than electronically/via the Internet?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(g)<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">Do Providers conform with the communications timeline in accordance with this provision? <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(j) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">If Respondents did not receive notifications the first time, how could they report on the bounce back?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">3. The Complaint <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(a)(b) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">Do Providers accept complaint that don't contain all the elements required?<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo8"><span style="font-size:11.0pt">Do Providers ask additional information beyond what is required in the URS Rules?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: We could check the forms Providers use for compatibility.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(e) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-left:0in;mso-list:l9 level1 lfo6"><span style="font-size:11.0pt">Has any Provider used rules related to abusive complaint at all? Has any penalty been set forward?
<o:p></o:p></span></li><li class="MsoNormal" style="margin-left:0in;mso-list:l9 level1 lfo6"><span style="font-size:11.0pt">How have Providers complied with their MOU para 2(b)(viii) with regard to establishing and maintaining a process to monitor URS abuse<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: Not sure how much inferences we could draw if not many cases that abusive complaint was applied. Most of the cases have been won by the Complaint. Perhaps check the complaint abuse case database
on the Provider's site?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(g) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l15 level1 lfo10"><span style="font-size:11.0pt">Has a Provider conducted check on whether a domain case is already subject to an open and active URS or UDRP proceeding? If so, how did they find out?<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l15 level1 lfo10"><span style="font-size:11.0pt">Do Providers rely on the information provided by the Complaint?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l15 level1 lfo10"><span style="font-size:11.0pt">Does anyone check for court cases in the event a Respondent doesn't respond?<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l15 level1 lfo10"><span style="font-size:11.0pt">How do Providers view their responsibility under the provision 3(g)?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l16 level1 lfo15"><span style="font-size:11.0pt">Don’t need to worry too much about this provision. It is a responsibility of a Provider, and the Complaint may run the risk of being abusive if the
case is filed with other URS Providers or UDRP. If a case is filed with different Providers, the parties are obligated to inform the Provider if other channels are utilized.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l16 level1 lfo15"><span style="font-size:11.0pt">The rule didn't provide clarification on whose responsibility it is to check whether the domain name case is already in an open and active URS or UDRP
proceeding. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l16 level1 lfo15"><span style="font-size:11.0pt">There are several cases that a TM holder has put out a URS proceeding when the Respondent couldn't respond.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l16 level1 lfo15"><span style="font-size:11.0pt">Unless the Complaint was withdrawn on a without prejudice basis, then they can refile and should not be considered as abusive.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l16 level1 lfo15"><span style="font-size:11.0pt">What file extension do .SMD files carry? There is no SMD file requirement. Providing a .SMD file is a simpler way to provide the data if a trademark
has been registered in the TMCH. The TMCH sends the TM-holder an .SMD file as confirmation. This provision allows TM holders to forward that file to the Provider as their TM proof.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">4. Notice of Complaint and Locking of Domain
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(b) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">Are Providers checking WHOIS info in order to determine the language to be used to transmit the Notice of Complaint?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: Language question is covered in Rule 9<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(c)<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">Are Providers following this provision of rules?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">5. The Response <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(a) (iii) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">Have Providers gotten Responses alleging any abusive complaint? If so, how did Providers act in those cases? <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(a) (iv)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">The terminology used in this provision needs to be modified to be consistent. Not clear what does legal proceedings encompass. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">Possible Recommendation: Standardization of language/terminology used in the URS Rules.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">We should see Providers’ forms. There may be different pieces of information required, depending on the forms. This can be done when Supplemental Rules
are being reviewed. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(a) (v)<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">Is the statement included in the Providers’ forms? <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(e) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">How often has the Respondent asked for an extension?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">How often has the Complaint asked for an extension?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo11"><span style="font-size:11.0pt">What is considered "exceptional cases"?<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: Sub Team should review how Providers handle this provision in their Supplemental Rules.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(f) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo13"><span style="font-size:11.0pt">Has the Provider ever received affirmative claims for relief by the Respondent for reasons beyond an abusive complaint?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(g) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo13"><span style="font-size:11.0pt">Has the Provider conducted a compliance check for a Respondent for factors beyond the two items stated in the provision?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(i) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo13"><span style="font-size:11.0pt">How many Responses were determined non-compliant?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo13"><span style="font-size:11.0pt">How many Responses were filed but with fees not paid?<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo13"><span style="font-size:11.0pt">Can Providers identify any cases in which they determined the Responses is non-compliant for reasons other than the payment of the fee?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">This provision should be addressed in the Practitioners Sub Team.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">Asking these questions can give us a subset of cases to review their decisions for.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">Respondents don't need to pay any fee unless there are 15 domain cases or more. Reexamination fee applicable for <15 domains<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">(k) <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">The language used in this provision seems super-confusing & could be clarified.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">Sub Team will not try to form a question now. Check this when reviewing the Supplemental Rules. It seems like an odd fact situation.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">6. Examiner <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(a) <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt">ACTION</span></b><span style="font-size:11.0pt">: Staff to check whether the Providers maintain and make public available the list of URS examiners and their qualifications and present the findings (e.g.,
screenshots) before or during the next Sub Team meeting. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(b) <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l13 level1 lfo17"><span style="font-size:11.0pt">Did the Providers make the examiners aware of their needs to be impartial and independent?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l13 level1 lfo17"><span style="font-size:11.0pt">Has there been any circumstance that gave rise to justifiable doubt of the independence/impartiality of an examiner? If so, did the examiner disclose
this before and/or during the case proceeding? If no, what happened? <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l13 level1 lfo17"><span style="font-size:11.0pt">Does the Respondent have the ability to point out the conflict of interest/bias from the examiner? Can they do so in their responses?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l13 level1 lfo17"><span style="font-size:11.0pt">Is there a situation that a Respondent was aware of the conflict of interest of an examiner? Is there a situation that a Respondent pointed this out?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l13 level1 lfo17"><span style="font-size:11.0pt">Is there any possibility for examiner-shopping?
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">Who decides exactly on impartiality or independence of an examiner? “Independence”, “impartiality”, and “justifiable doubt” are subjective standards.
Would it be useful to dig more into the phrases to understand what they means, what constitutes a conflict, and how does a Provider look into that? Whether it is based on initial disclosure by the examiner, or the interpretation of the standards?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">This question is also related to the background and expertise of the examiners.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">General rules should be established so that people are confident that examiners are not biased.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo12"><span style="font-size:11.0pt">There may be professional conduct requirements/guidelines to enforce the impartiality and independence of the examiner. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">7. Communication Between Parties and the Examiner<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Discussion: Sub Team will revisit this provision when reviewing Providers' Supplemental Rules.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">8. General Powers of the Examiner
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">(d)<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l18 level1 lfo19"><span style="font-size:11.0pt">Does the Provider know any situation that the nominal registrant changed after the complaint was filed? If so, how did the Provider handle it?
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l18 level1 lfo19"><span style="font-size:11.0pt">How many complaints have been dismissed on the basis of the wrong Respondent being named, where the domain was registered with a privacy/proxy service?<o:p></o:p></span></li></ul>
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