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<div class="WordSection1">
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Dear TPR WG members,<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Please find below the brief notes and action items from today’s meeting. <b><i><o:p></o:p></i></b></span></p>
<p class="MsoPlainText"><b><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></i></b></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The next meeting will be on Tuesday, 23 May at 1600 UTC.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Best regards,<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<div style="border:none;border-bottom:double windowtext 2.25pt;padding:0in 0in 1.0pt 0in">
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Emily, Julie, Berry, and Caitlin<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
</div>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">ACTION ITEMS/HOMEWORK: Re:
</span></b><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Charter Question G1 and G2 on TDRP for consideration and discussion at the next meeting: WG members to review Sections 3.1 and 3.2.1 of the Transfer Dispute Resolution policy in preparation
for discussion of Charter Question G2 – see: <a href="https://www.icann.org/resources/pages/tdrp-2016-06-01-en">
https://www.icann.org/resources/pages/tdrp-2016-06-01-en</a>.</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">
</span><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></b></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></b></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Notes:<o:p></o:p></span></b></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Transfer Policy Review - Meeting #91</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Proposed Agenda</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">16 May 2023</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">1. Roll Call & SOI updates<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">2. Welcome and Chair Updates<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Remind everyone to please fill out the poll before the end of this week with their availability for meetings in August. See:
<a href="https://forms.gle/c7d1Aduo5YLct4ST7">https://forms.gle/c7d1Aduo5YLct4ST7</a>.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Project Work Plan: We are working towards having substantial output by ICANN77. Have meetings scheduled for June and July. No open action
items.<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">3. Review Draft Preliminary Recommendations on TEAC – see attached slides.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f2)
<b>The time frame (4 hours) for registrars to respond to communications via the TEAC channel
</b>has been raised as a concern by the Transfer Policy Review Scoping Team and in survey responses. Some have expressed that registries must, in practice, have 24x7 coverage by staff members with the appropriate competency to meet this requirement and the
language skills to respond to communications from around the world. <b>Is there merit to concerns
</b>that the requirement disproportionately impacts certain registrars, namely:</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="i">
<li class="MsoPlainText" style="mso-list:l2 level1 lfo9"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Registrars located in regions outside of the Americas and Europe, because of significant time zone differences?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l2 level1 lfo9"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Small and medium-sized registrars, which may not have a sufficiently large team to have 24x7 staff coverage with the necessary competency?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l2 level1 lfo9"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Registrars in countries where English is not the primary language, who may, in practice, need to have English-speaking TEAC contacts
to respond to requests in English?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li></ol>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f3)
<b>To what extent should the 4-hour time frame be revisited </b>in light of these concerns? Are there alternative means to address the underlying concerns other than adjusting the time frame?<o:p></o:p></span></i></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></i></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Draft Preliminary Recommendation #G2-1:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Section I.A.4.6.3 of the Transfer Policy states, “Messages sent via the TEAC communication channel must generate a non-automated response by a human representative of the Gaining Registrar.
The person or team responding must be capable and authorized to investigate and address urgent transfer issues. Responses are required within
<b>4 hours </b>of the initial request, although final resolution of the incident may take longer.” The working group recommends that the policy must be revised to update the required timeframe for initial response from
<b>4 hours </b>to <b>24 hours</b>.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rationale in Brief:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Reduce risk of gaming, reduce burden on registrars (especially smaller companies and those in time zones outside of Europe and the Americas), while still providing a reasonable response
timeframe. Currently RAA has a 24 hour SLA for Rrs to provide a non-automated initial response to reports of illegal activity. This may be considered an analogous situation.<b><o:p></o:p></b></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Early indication that this seems acceptable. Good to get confirmation.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">No opposition and several support in the chat; we can go with this.<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f4) Section I.A.4.6.2 of the Transfer Policy states that “Communications to a TEAC must be initiated in a timely manner, within a reasonable period of time following
the alleged unauthorized loss of a domain.” The Transfer Policy Review Scoping Team noted that this timeframe should be more clearly defined. Is additional guidance needed to define a “reasonable period of time” after which registrars should be expected
to use a standard dispute resolution process?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Note: The working group has considered
<b>two items related to this charter question</b>:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoPlainText" style="mso-list:l0 level1 lfo11"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The timeframe for initial contact to the TEAC following the alleged unauthorized loss of a domain.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l0 level1 lfo11"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The timeframe for final resolution of an issue raised through the TEAC channel.<o:p></o:p></span></li></ol>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Draft Preliminary Recommendation #G2-2:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Section I.A.4.6.2 of the Transfer Policy states in part, “. . . Communications to a TEAC must be initiated in a timely manner, within a reasonable period of time following the alleged
unauthorized loss of a domain.” The working group recommends that the Transfer Policy must be updated to state that the initial communication to a TEAC is expected to occur no more than [30 days] following the alleged unauthorized loss of a domain. If the
initial communication to the TEAC occurs more that [30 days] following the alleged unauthorized loss of a domain, the registrar contacting the TEAC must provide a detailed written explanation to the TEAC justifying why this is an emergency situation that
must be addressed through the TEAC and providing information about why earlier contact to the TEAC was not possible.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rationale in Brief:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Defines “a reasonable period of time” while allowing flexibility for exceptional
circumstances that may still constitute an emergency. The 30-day period corresponds to the 30-day post transfer lock period.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Draft Preliminary Recommendation #G2-3:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Once a registrar has provided an initial non-automated response to a TEAC communication as described in Section I.A.4.6.3 of the Transfer Policy, that registrar must provide additional,
substantive updates by email to the registrar who initiated the TEAC communication. These updates must be sent every [48 hours] [72 hours] until work to resolve the issue is complete and must include specific actions taken to work towards resolution.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rationale in Brief:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Introduces additional transparency and accountability without providing
strict deadlines that may not be appropriate or feasible to meet, even when both registrars are working diligently towards resolution of the issue.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Discussion:<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Recommendation #G2-2:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">30 days aligns with the 30-day lock.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Make as many dates as consistent as possible – tether it to other lock periods – say the same as the post transfer lock, rather than 30
days.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Appreciate alignment with locks, but there are times when they are discovered after 30 days that are still legitimate: maybe say “discovery”
of the unauthorized loss of a domain. <o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Current suggested recommendation allows it to go longer than 30 days.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Would not recommend “discovery” as a term.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Today it doesn’t specify any time period.<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Recommendation #G2-3:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">72 hours covers weekends.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Days is fine as well.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We used both hours and days in the Phase 1A recommendations, we will update to be consistent.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We will go with 72 hours/3-day window.<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f5) According to section I.A.4.6.2 of the Transfer Policy, the TEAC may be designated as a telephone number, and therefore some TEAC communications may take place by
phone. The Transfer Policy Review Scoping Team flagged this provision as a potential item for further consideration. Do telephone communications provide a sufficient “paper trail” for registrars who may later wish to request a transfer “undo” based on failure
by a TEAC to respond? Such a request would require the registrar to provide evidence that a phone call was made and not answered, or a call back was not received within 4 hours.
<b>Noting this requirement, should the option to communicate by phone be eliminated? Is an authoritative “system of record” for TEAC communications warranted?
</b>If so, what are the requirements for such a system?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Draft Preliminary Recommendation #G1-4:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Section I.A.4.6.2 states in part that “The TEAC point of contact may be designated as a telephone number or some other real-time communication channel and will be recorded in, and protected
by, the ICANN registrar portal.” The working group recommends that the registrar must provide an email address for the TEAC point of contact and may additionally provide a telephone number or other real-time communication channel.<o:p></o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></b></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Draft Preliminary Recommendation #G1-5:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The working group recommends that initial communication to the TEAC described in Section I.A.4.6.2 of the Transfer Policy must either be in the form of email or be accompanied by an
email communication to the TEAC. This email “starts the clock” for the 24-hours response timeframe specified in Preliminary Recommendation #G2-1. The registrar receiving the TEAC communication must respond by email within 24 hours. The registry and ICANN
org must be copied on both the initial email to the TEAC and the initial response by the TEAC.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rationale in Brief:
</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Ensures that there is a paper trail associated with each initial TEAC contact without creating complex new requirements for an system of record that may be seldom used.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Question: Feel like we talked about how the registry would know who to copy – is there an email address? Answer: Good question – thoughts?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Maybe the just contact the registry transfer contact?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Not an issue in the preliminary, but we should define how to get that information.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Should we specify “registry transfer contact”?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Not aware this question was in doubt – but not sure that there is a registry contact; check to see if there is a contact in NSp – just
do what the registrar is doing now; the registries already offer support; not sure there needs to be another contact.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Should there be a specific email for this to go to? Does that make sense for the registry?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Should make sure there is a clear place for this information to be accessed. What is that process?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Agreement with the suggested recommendation.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rec could be that there is revisit of the current contacts in NSp/wherever that is specific to the TEAC situations.<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">4. Consider outstanding questions on TEAC<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f1) Is additional data needed to support evaluation of the effectiveness of the TEAC mechanism? If so, what data is needed?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Some support has been expressed for the idea that more data is needed to evaluate the effectiveness of the TEAC mechanism. Some working group members indicated that registrars
should be required to track and report on specific data points related to the TEAC going forward. Types of information the BC, RySG, and NCSG identified as potentially useful:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Number of times TEAC channel is used<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Modes of contact to TEAC, and whether these are satisfactory<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Steps taken before contacting TEAC<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Quality of initial response by TEAC<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Whether the timeframe for response is satisfactory<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Circumstances prompting use of TEAC<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Number of cases where there are problems associated with use of the TEAC, including abuse of the channel<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Circumstances of issues experienced with the TEAC<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Type of resolution of case raised through TEAC<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l14 level1 lfo12"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Level of satisfaction with final resolution<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">In addition the WG charter identifies the following metrics that could be used to measure whether policy goals are achieved:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l17 level1 lfo13"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Number of TEAC requests responded to within the required timeframe vs. number of TEAC requests NOT responded to within the required timeframe<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l17 level1 lfo13"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Number of TEAC requests resulting in a “transfer undo”<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">To Discuss:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The working group appears to be converging on recommendation that initial contact and response via the TEAC includes an email “paper trail.”<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">At this time, the working group is not recommending a centralized system of record. Such a system would potentially be able to provide
aggregated data about number of contacts, timeframe for response, etc.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">An email paper trail is a source of information, but turning that information into data requires manual work.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Some data points might be fairly easy to collect and aggregate, for example number of times TEAC channel is used, amount of time it takes
for a registrar to respond when the TEAC channel is used, and number of times registries undo a transfer as a result of a registrar missing the TEAC SLA.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Other data points require recording narrative responses and analyzing the fact patterns of cases.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">What are the cost/benefit tradeoffs of recommending that these metrics are collected and analyzed?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Who will be responsible for the data collection/analysis?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l3 level1 lfo14"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Are there alternatives that the group wants to consider beyond requirements for data collection/reporting?<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Discussion:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Important question: Who is responsible for tracking and coordinating that information?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Do we miss something on the closure side – we don’t say what happens when it’s resolved – is that necessary? We don’t know the outcome
unless someone supplies that information.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">If ICANN is being copied then it is a central repository, but then there would be resources require to gather and track the data.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Like the idea of ICANN being the collector and reporter. Some identifying information probably shouldn’t be collected.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Does anyone need to track this in real time, or just when there is a question that requires a review – to analyze it at a certain point
in time; could be accommodated more easily.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Emily, staff: If the WG is going to trend to a recommendation that ICANN needs to monitor all activity and track – should be clear what
is expected to be tracked (different from what Compliance tracks, which would be complaints), what purpose tracking would serve, how would it inform future policy development? One of the advantages of a centralized system is dates and numbers.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Just the emails that we recommend ICANN get copied on for TEAC would provide a simple data output.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Seems simple, but it still would require resources.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Berry, staff: Hesitant about where this is going. Very few TDRPs, but don’t know the volume of transfer disputes, some percentage of which
involve TEAC. Trying to track TEAC traffic would not be easy – it would be unstructured data, so there is a quality issue. Processing any decentralized and unstructured data is burdensome.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Don’t know how often the TEAC gets used today. How do you know about follow-up emails and match them up? What will you use them for?
Is there a trigger, or just a backward look?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The limited data obtainable from the TEAC procedure would not be helpful – would be nice to have the data the next time we make policy.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Berry, staff: If the WG were going to produce a recommendation on metrics, then yes, I think Org would want to consider leveraging NSp
to do such a thing.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Don’t think the WG is recommending a centralized repository of data. Doesn’t seem to be enough support to recommend anything specific.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Emily, staff: If the WG has no recommendation relating to metrics, coming back to the recommendation of copying ICANN org on TEAC emails:
what is the purpose for ICANN org to collect these data so we can consider any GDRP considerations.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">It was that third-party look, to avoid the “he said, she said” scenario.
<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Berry, staff: If there is no enforcement purpose, just to increase the legitimacy of the issue, it could set the expectation that ICANN
org could get involved in a dispute when it couldn’t. So can’t the Registrar just file a complaint with Compliance for no response? What does the CC of Org on the email solve?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Having the copy could allow ICANN to provide a paper trail.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">What is ICANN org supposed to do with this data? If we want something useful it should be a centralized database, no email copies.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Holida, staff: From a practical perspective when ICANN has been copied in the past it has created confusion --- made the registrar think
incorrectly that they didn’t have to respond because ICANN was involved. We already have a system for tracking complaints.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Think the registry should be cc’d, not ICANN.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Disagree: Some ticketing systems ignore a cc. Also, registry might be copied on something in which they might not need to be involved.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Berry, staff: The difference though is a purpose of processing data for an actual complaint vs. bulk processing waiting for one to become
a complaint.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">The debate is whether it is needed or not – maybe not a MUST to send to the registry, but a COULD or SHOULD.
<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Sounds like everyone is moving away from copying ICANN but maybe the registry.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Hard to prove the negative that the registrar didn’t respond. Could look at a copy of the original request to the gaining registrar, but
we don’t know if it was responded to. So the registry does their own outreach to the gaining registrar – like a do-over.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Emily, staff: Curious from the registries perspective: Is there a RySG position on being copied on the TEAC emails?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rick Wilhelm, RySG: If the registry is copied on the original request to the gaining registrar that’s okay, but we still don’t know if
the gaining registrar responded, so we still have to do our own confirmation.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We don’t having anything in the recommendations to provide a timeline for the registry. Do we need that?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Would consider a recommendation do the extra step of validating.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rick Wilhelm, RySG: The registries have a requirement to undo a transfer within 5 days if no response – so there already is a timeline
and registries also already do due diligence before reverting.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Should there be a recommendation of what the registry should do? Do we need that?<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Rick Wilhelm, RySG: Registries would prefer that there not be anything more prescriptive than what already exists.<o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l18 level1 lfo1"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">WG is in agreement to remove this sentence from F5: “The registry and ICANN org must be copied on both the initial email to the TEAC and
the initial response by the TEAC.” Also, that no change is needed on F6/F7. (See below.)<o:p></o:p></span></li></ul>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">f6/f7) The Transfer Policy Review Scoping Team indicated that there are several factors that make a Registry Operator’s obligation to “undo” a transfer under Section
6.4 of the Transfer Policy challenging:</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="i">
<li class="MsoPlainText" style="mso-list:l12 level1 lfo15"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Registry Operators do not have access to the designated TEACs for each Registrar, making validation of an undo request nearly impossible.</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l12 level1 lfo15"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">There is no way for Registry Operators to independently verify that a Registrar did not respond within the required time frame or
at all since Registry Operators are not a party to, or copied on, communications between the Registrar TEACs.</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l12 level1 lfo15"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Transfer “undo” requests associated with the failure of a TEAC to respond are unilateral so there is no validation required prior
to a Registry Operator taking action. This has, on occasion, led to a “he said”, “she said” scenario.</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoPlainText" style="mso-list:l12 level1 lfo15"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Follow on to f6 iii., if the policy were to be updated to allow for some level of validation by the Registry Operator prior to taking
action, the requirement to “undo” a transfer within 5 calendar days of receiving an TEAC undo request leaves little to no time to attempt to validate the request prior to taking the action.</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li></ol>
<p class="MsoPlainText"><i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">To what extent are changes to the policy needed to address these concerns? Are there other pain points for Registry Operators that need to be considered in the review
of the policy in this regard?</span></i><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Issue i Status:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> RySG<b>
</b>suggests “that ICANN Org include the Rr TEAC in the list of Rr contacts that it regularly supplies to the ROs.”<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Policy staff is investigating the history of this issue and any other relevant information to be shared for the working group’s consideration.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">5. Charter Question G1 and G2 on TDRP – moved to next meeting: Section 3.1 and 3.2.1 of the Transfer Dispute Resolution policy in preparation for discussion of Charter Question
G2:<a href="https://www.icann.org/resources/pages/tdrp-2016-06-01-en" title="https://www.icann.org/resources/pages/tdrp-2016-06-01-en">https://www.icann.org/resources/pages/tdrp-2016-06-01-en</a>.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">6. AOB<o:p></o:p></span></p>
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