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<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Dear All,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Please note that the staff support team has included a number of edits in the document to reflect today’s discussion regarding confidentiality of responses (see
<a href="https://docs.google.com/document/d/1BIYQNao380XIWSG357Cq6Fw6dfFkn71T/edit">
https://docs.google.com/document/d/1BIYQNao380XIWSG357Cq6Fw6dfFkn71T/edit</a>). You can find these edits on pages 4, 5, 11, 12 and 16 (edits marked as made by Emily Barabas and Marika Konings). Please note that with regards to the references to information
that is included in the summary report and how it is distributed, this reflects current practice. If the group wants to suggest changes to the current practice, please note so in your comments.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Please review these revisions and provide any you input you may have on these revisions as well as any other sections of the document
<b><u>by Friday 4 February at the latest.</u></b> Based on the input received, we’ll confirm whether the meeting on 9 February is necessary or not.
<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Best regards,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Emily, Julie and Marika<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<div style="border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0cm 0cm 0cm">
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:12.0pt;color:black">From:
</span></b><span lang="EN-US" style="font-size:12.0pt;color:black">GNSO-CCOICI <gnso-ccoici-bounces@icann.org> on behalf of Julie Hedlund <julie.hedlund@icann.org><br>
<b>Date: </b>Wednesday, 26 January 2022 at 14:56<br>
<b>To: </b>"gnso-ccoici@icann.org" <gnso-ccoici@icann.org><br>
<b>Subject: </b>[GNSO-CCOICI] Action Items and Notes: CCOICI Meeting 26 Jan 2022 at 13:00 UTC<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
</div>
<p class="MsoNormal"><span lang="EN-US">Dear members of the CCOICI,<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">Please see below the action items and brief notes for the meeting of the Committee on Wednesday, 26 January 2022 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></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">The next meeting will be scheduled for <b>
Wednesday, 09 February 2022 at 13.00 UTC.<o:p></o:p></b></span></p>
<p class="MsoNormal"><b><span lang="EN-US"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US">Kind regards,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Marika & Julie<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">Action Items:<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo1"><b><span lang="EN-US">Staff to produce a revised version of the Working Group Self-Assessment to clarify points relating to the confidentiality of personal data.<o:p></o:p></span></b></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo1"><b><span lang="EN-US">Committee members to review the revised Working Group Self-Assessment prior to the meeting on 09 February.<o:p></o:p></span></b></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo1"><b><span lang="EN-US">Staff to ask for volunteers for the role of the Council Committee liaison to the GNSO SOI Task Force.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">Notes:<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">1. Welcome<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">a. Appointment of Council Committee liaison to GNSO SOI Task Force<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">We finished our work with the review of the assignment of the work to the Statement of Interest Task Force.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">The Task Force is now formed and ready to begin work.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">The Task Force will need a liaison from the Council Committee.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">This is not a liaison in the tradition sense, as in from the GNSO Council to another group.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">This is a liaison from the Council Committee (CCOICI), which has oversight of the Task Force. The liaison has the direct linkage to the Committee in case there
are questions or concerns, and to provide updates on the progress of the Task Force to the Committee.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">The liaison should be in place when the first Task Force meeting is scheduled.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">ACTION ITEM:</span></b><span lang="EN-US">
<b>Staff to ask for volunteers for the role of the Council Committee liaison to the GNSO SOI Task Force.<o:p></o:p></b></span></p>
<p class="MsoNormal"><span lang="EN-US"> <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">2. Working Group Self-Assessment – proposed updates and additions to relevant WGSA documents (see <a href="https://urldefense.com/v3/__https:/docs.google.com/document/d/1BIYQNao380XIWSG357Cq6Fw6dfFkn71T/edit__;!!PtGJab4!rBz5aM2FVzOc1HM7YvKpPdziAgy8KAJtogiI918VcEr0jvOu_49rKEvJB5Cbz_-DGsDXvqDyLA$" title="https://urldefense.com/v3/__https://docs.google.com/document/d/1BIYQNao380XIWSG357Cq6Fw6dfFkn71T/edit__;!!PtGJab4!rBz5aM2FVzOc1HM7YvKpPdziAgy8KAJtogiI918VcEr0jvOu_49rKEvJB5Cbz_-DGsDXvqDyLA$">https://docs.google.com/document/d/1BIYQNao380XIWSG357Cq6Fw6dfFkn71T/edit
[docs.google.com]</a>)<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">a. Review input received from CCOICI members<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">Only comments from Flip and Desiree. The comments from Desiree on the issue of technical requirements relating confidentiality of personal data. Flip had an editorial
suggestion.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">We will need to address the issue of confidentiality of responses.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo2"><span lang="EN-US">Asking whether members need more time to review, or whether the document is fine in its current version. There was general agreement that the document did not require
further review, but we will allow 1 more week for those who have missed today’s meeting.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">b. Address outstanding questions: <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><span lang="EN-US">Confidentiality of responses – what is the expectation from respondents as well as those reviewing the responses?
<o:p></o:p></span>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Will need to update the document based on the Committee’s determination.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Currently WG members get a general link and they provide their names when completing the survey, but only staff see the names. The results are anonymized. Summary report is distributed
and published.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Questions: Should we continue in the same manner? The same for both the mid-cycle survey and the end-of-cycle survey? Who should see the raw data? What are the expectations of responses
and reviewers?<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Could we use technology to anonymize responses – that is, to provide a unique URL to each respondent? This would eliminate the ability for anyone to see the personal data of respondents.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Not sure whether this is possible in the survey tool.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Could suggest language emphasizing that access to personal data should be restricted and technological solutions should be considered.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">We would still want to ask for affiliation so we understand the balance of the responses over the participating groups.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">The current language makes it clear what data is collected and what is done with that data.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Could get better feedback if responses are anonymous.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Some people may want to provide their names, which is possible. Could be an optional field, or provided in comments. But then depending on the size of the group one may be able to determine
who are the other respondents.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Currently we do not publish the names of respondents.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Is the intent that ICANN Org staff will not see the personal identification? Or just that it not be published?
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Should be as specific as possible with our requirements for confidentiality since ICANN is currently evaluating tools.<o:p></o:p></span></li></ul>
</li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><span lang="EN-US">Public comment – proposal to bundle with possible changes that result from GNSO SOI TF
<o:p></o:p></span>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Changes to GNSO Operating Procedures have to be put out for public comment before taking effect. Consider the timing for this step.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">There is also the work of the SOI Task Force, which may result in changes. Consider whether to wait and put all changes out for public comment, depending on the timing of the work of
the Task Force.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">If we hold for later publication, suggest that the Committee shares the document with the Council along with an update.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Question: Do we have any idea how long the work of the Task Force will take? Answer: In the assignment form the timeframe was 6-9 months. It is a small and focused group with a focused
topic so this seems reasonable. There will be outreach to other groups, but that is considered in the timeframe estimate.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">The Task Force also could decide that no changes are needed to the Operational Procedures.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">The Task Force also is expected to develop a work plan with milestones to share with the Committee. If the work looks like it will take too long to complete the Committee could decide
to go forward with the public comment.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">The responses from the public comment will be reviewed by the Task Force for the SOI and by the Committee for the WG self-assessment.<o:p></o:p></span></li></ul>
</li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">c. Confirm next steps<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Proposed next step: Staff will provide revised text based on this discussion to make clear that providing names is optional and to consider tools allow for the provision of a unique ULR.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">Once the revised document is finalized, Olga can provide it with an update to the GNSO Council while noting that it will still go out for public comment, and explaining issues of timing
relating to possible changes arising from the work of the SOI Task Force.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">The Committee will review the responses received from the public comment.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3"><span lang="EN-US">There are currently no further assignments for the Committee, but the GNSO Council could determine further activities.
<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">ACTION ITEMS: <o:p></o:p></span></b></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l4 level1 lfo4"><b><span lang="EN-US">Staff to produce a revised version of the Working Group Self-Assessment to clarify points relating to the confidentiality of personal data.<o:p></o:p></span></b></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l4 level1 lfo4"><b><span lang="EN-US">Committee members to review the revised Working Group Self-Assessment prior to the meeting on 09 February.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal"><span lang="EN-US"> <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">3. Confirm action items & next meeting (Wednesday 9 February at 13.00 UTC)<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo5"><span lang="EN-US">The meeting on 09 February will be scheduled, but if there are no further comments on the Working Group Self-Assessment the meeting could be canceled.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
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