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<p class="MsoNormal">Dear members of the CCOICI,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please see below the action items and brief notes for the meeting of the Committee on Wednesday, 20 October at 13.00 UTC. Please see the relevant materials which can be found on the wiki page:
<a href="https://community.icann.org/x/JYMZCg">https://community.icann.org/x/JYMZCg</a>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The next meeting will be scheduled for <b>Wednesday, 10 November at 13.00 UTC.<o:p></o:p></b></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal">Kind regards,<o:p></o:p></p>
<p class="MsoNormal">Marika & Julie<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Action Items:<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo11"><b>WG Self-Assessment Assignment #3: Staff to summarize feedback to the survey questions and circulate to the CCOICI members to review.<o:p></o:p></b></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo11"><b>Next Meeting: Staff will schedule the next meeting for Wednesday, 10 November at 13:00 UTC.<o:p></o:p></b></li></ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Notes:<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Proposed Agenda – CCOICI Meeting on Wednesday 20 October at 13.00 UTC<o:p></o:p></b></p>
<p class="MsoNormal"><b> <o:p></o:p></b></p>
<p class="MsoNormal">1. Welcome<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">2. Status update on SOI Task Force Assignment (see <a href="https://mm.icann.org/pipermail/council/2021-October/025038.html">https://mm.icann.org/pipermail/council/2021-October/025038.html</a>)<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Mindful of the remote circumstances, this item has been added as an AOB item on the GNSO Council agenda for the next meeting, noting that no comments or concerns have been raised,
and that the CCOICI will proceed to call for volunteers for the Task Force.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">3. CCOICI Assignment #3: Working Group Self-Assessment<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">a. Review assignment<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Background:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Around since 2014 and incorporated into the Working Group Guidelines of the GNSO Operating Procedures.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Designed to get feedback at the end of a PDP.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">No changes to the self-assessment since 2014.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Most recently used for the SubPro and RPMs PDPs – asked questions about improvement and leadership, as a small pilot.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Some considerations are whether the survey should be administered periodically and not just at the end of the process, and whether leadership evaluation should be included. But noting
that a leadership evaluation could potentially chill leadership participation.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">End-process feedback only may not be as useful to the PDP as feedback received during the life of the PDP.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">So far response rates are quite low, not sure if that is because the survey is too long or reflects fatigue.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">In the recent surveys received some support for regularly occurring checkpoints seemed a good idea to some.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">b. Review initial input received on survey questions:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Four responses to the survey for initial input.<o:p></o:p></li></ul>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Question #2: Initial thoughts on improvements and enhancements that can be introduced<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Highlights:
<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo10">Suggested allowing feedback on leadership.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo10">Suggestion that general revision is a good idea.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo10">Important for the input to be timely and workable with short and specific surveys, self-contained, encouraged quieter voices to provide input (multiple choice).<o:p></o:p></li></ul>
</li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Discussion:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">It would be a big change if the survey is done periodically rather than or in addition to at the end of the PDP.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Some problems are due to the tools and survey design. Simplifying the survey could help a lot. This particular question #2 was particularly long and difficult to answer without
going through the rest of the survey. Design it to ensure that it is brief.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Could use a survey in combination with an interview.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Could consider having the WG take a sample WG Self-Assessment survey – noting that it is fairly lengthy; a periodic mid-cycle survey could be shorter.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Did have exit interviews with the SubPro and RPMs PDP Chairs – could consider this in parallel with a survey.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">This is considered in the context of PDP 3.0 to assist the GNSO Council in its role as the manager of the PDP, to flag if there are issues through periodical surveys to allow for
course correction if there are problems.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Questions #3, #4, #5 and #6: Should a more periodic survey be introduced, and if so, what impact does this have on the existing ‘end of life’ survey? and etc.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">More interesting to link the survey to milestones, rather than tied to a particular period of time (6 months for example).<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Surveys are just a way to collect data; there are other ways too – such as calls with PDP chairs.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">On one hand you don’t want to overload the WG, but you don’t want them to go on too long without getting feedback. Could tie to milestones or no later than X amount of time. Don’t
run the survey just for the sake of it, but also not to leave it before too long.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Could consider focus groups – asking if the respondent could be contacted for further feedback to get more in-depth insight.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Surveys should be included in the timing each time the WG achieves a milestone.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Question #7 and #8: If you responded that there should be a periodic survey, should the Working Group Self-Assessment at the end of a WG's lifecycle remain in place? And etc.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Yes or yes with some modification.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Current form of the survey could serve as a template to be reviewed at the time of planning to ensure work-specific items can be captured.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Question gets at the idea that surveys could be more dynamic.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Questions #9 and #10: Should an assessment of the performance of WG leadership be part of the WG Self-Assessment? If yes, how can a chilling effect be avoided? And etc.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Most respondents suggested that leadership should be included.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Assessment of leadership should not be a way to apply pressure or influence.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Could be a way to say good things about the leadership.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">When you step up to a role it’s fair to be evaluated, but there needs to be some level of discretion in the way the input is collected. These types of responses shouldn’t be public
– through someone who is neutral.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">How to balance being transparent – maybe with some high level questions, with others reviewed by the liaison first and not shared widely. Depends on who is the end audience.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">This last time with the self-assessment for SubPro and RPMs PDP, the responses were published without identification – except for those that were easily identifiable; for those we
asked if they would be okay if their responses were published.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">You want the feedback to be honest and constructive.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Question #11: If WG leadership should become part of the WG Self-Assessment, is the draft survey that was developed as part of PDP 3.0 deliberations (see <a href="https://urldefense.com/v3/__https:/gnso.icann.org/sites/default/files/file/field-file-attach/pdp-3-13-wg-member-survey-leadership-performance-10feb20-en.pdf__;!!PtGJab4!qNyvDYqDuohF7WiIMSKmA2WM3ohbiVKgOLG1gyosVZwgFqJZ3cntPBqRnZzrs4cJwCNmr1QiCg$">https://gnso.icann.org/sites/default/files/file/field-file-attach/pdp-3-13-wg-member-survey-leadership-performance-10feb20-en.pdf
[gnso.icann.org]</a>) a helpful starting point?<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Majority answered yes.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Collective survey approach will be the best approach, this will prevent the denigration of individual volunteers. We should seem to be encouraging everyone who comes forward to volunteer.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">To be discussed: role for the ombudsman? ; confidential feedback to Council leadership? 2 the leadership of the GNSO should evaluate ,before the WG is launched , the interest of the
council members<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Important role for staff to detect what is going on through the feedback. Look at section 3.7 of the GNSO Working Group guidelines.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Possible role for the Ombudsman or Council leadership?<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">c. Discuss next steps & approach<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Staff to start drafting a potential response to the survey questions for the CCOICI to review; summarize the feedback to the survey and confirm if that is the right direction.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Have a more detailed discussion of certain questions, such as on periodic surveys, to develop more detailed questions, such as whether changes to the GNSO Operating Procedures are
necessary, and what a periodic survey would look like.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>ACTION ITEM: Staff to summarize feedback to the survey questions and circulate to the CCOICI members to review.<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">4. Confirm action items & next meeting<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">No meeting next week during ICANN72.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">AOB at the GNSO Council meeting – update on SOI Task Force assignment and WG self-assessment assignment.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10">Meet immediately after ICANN72, or take the week off? Perhaps meet the second week after ICANN72 – 10 November?<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>ACTION ITEM: Staff will schedule the next meeting for Wednesday, 10 November at 13:00 UTC.<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
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