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[council] FW: Community Travel support Procedure for Mexico City
- To: "council@xxxxxxxxxxxxxx" <council@xxxxxxxxxxxxxx>
- Subject: [council] FW: Community Travel support Procedure for Mexico City
- From: Glen de Saint Géry <Glen@xxxxxxxxx>
- Date: Thu, 8 Jan 2009 12:36:14 -0800
- Accept-language: fr-FR, en-US
- Acceptlanguage: fr-FR, en-US
- List-id: council@xxxxxxxxxxxxxx
- Sender: owner-council@xxxxxxxxxxxxxx
- Thread-index: Aclxx55dTFknseUqRGe+Sb7+IfyRKAABD8cgAAExChA=
- Thread-topic: Community Travel support Procedure for Mexico City
Forwarded From: Kevin Wilson
Sent: jeudi 8 janvier 2009 21:06
Subject: Community Travel support Procedure for Mexico City
Dear Supporting Organisation participants:
The following information is provided to help you take advantage of the travel
funding made available for the ICANN Mexico City meeting through the new
Community Travel Support
Procedure<http://www.icann.org/en/topics/travel-support/revised-procedure-11aug08-en.htm>
(CTSP). Since travel arrangements for the Mexico City meeting need to be
completed this month, your organisation may want to use a "temporary" process
for providing a list of ICANN-funded travelers for this meeting. By 22 January
2009, staff needs a list of supported travelers - 13 names from the GNSO and 12
names from the ccNSO including the chair and NomCom appointees. (Please note
the additional important deadlines for Mexico City travel are included below.)
We look forward to receiving the final, proposed travel allocation procedure
for your SO. Please email it to me and ICANN's travel coordinator at the
following addresses: kevin.wilson@xxxxxxxxx<mailto:kevin.wilson@xxxxxxxxx> and
travel-support@xxxxxxxxx<mailto:travel-support@xxxxxxxxx>
1) Deadlines for ICANN-funded travel to the Mexico City meeting.
To ensure all available travel funds can be used for the ICANN Mexico City
meeting, which starts 2 November, the following schedule will apply:
* 22 January (14:00 PDT) - deadline for each Supporting Organisation Chair
to provide ICANN Staff -
travel-support@xxxxxxxxx<mailto:travel-support@xxxxxxxxx> - with the list of
travelers who are to receive travel support under the CTSP. If your SO has
named you as a recipient of support for Mexico City, you will be contacted by
ICANN Travel Coordination Staff with complete information on how your
arrangements will be made.
* 28 January (14:00 PDT) - deadline for room bookings. All travelers'
arrival and departure dates need to be finalized by this date because this is
the date by which all hotel room reservations must be contracted for or
released. After this date, any additional cost for changes to travelers'
arrival and departure details will be paid by the traveler, unless otherwise
agreed to in advance, in writing, by ICANN Travel Staff.
* 28 January (14:00 PDT) - deadline for flight bookings. Any approved
traveler who has not completed their flight on or before this time will no
longer be eligible for sponsored air travel.
2) Important change
* In response to community requests for this meeting air fare and hotel
support can now be split between two designated travelers (1 person would
receive only hotel support and another person would receive only air fare
support, and this would be counted as 1 funded traveler for the purposes of an
SO's allocation.
3) Requirements for ICANN-funded travelers for the Mexico City include the
following:
* The names of all ICANN-supported travelers will be publicly posted on the
ICANN community travel webpage
(http://www.icann.org/en/topics/travel-support/), along with the class of
travel supported, and the amount of travel funding received.
* For newly supported travelers (excluding Chair and NomCom-appointees)
people who receive travel support will be asked to complete a meeting
attendance form which will be publicly posted, and also will be required to
attend all relevant, scheduled SO-related meetings in Mexico City (as
identified by your SO). Each SO is encouraged to provide guidance on the
general content requirements for travelers' reports.
* Per diem payments to funded travelers will be issued after their reports
are received and attendance records verified. This is in response to the
community requests to ensure transparency, accountability and efficacy for
ICANN travel funding, and also is consistent with the approach used for ICANN's
fellowship program participants.
4) Individuals who are not members of an SO Council can be selected to receive
travel support. As stated, the goal of the CTSP is "to lower the barrier to
participation, broaden the group of participants and, advance the work" of I
CANN. SO's are asked to provide a list of individuals to receive travel
funding "based on best meeting the policy-making needs of the entity." Any SO
member is eligible to receive travel funding.
The GNSO has been asked to provide ICANN Staff with the names of 13 individuals
(including chair and NomCom appointees) to receive travel funding, and the
ccNSO has been asked to provide ICANN Staff with the names of 12 individuals
(including chair and NomCom appointees) to receive travel funding. Although
these numbers were based on the total number of Council members from each SO,
travel funding is not restricted to Council members.
5) SO's should consider factoring "need" into selection of travelers. This is
one element which SOs may wish to consider when determining who should receive
travel support. This supports ICANN's goal of lowering the barrier to
participation.
6) If an SO does not use all of its available travel slots for a given meeting,
they can be 'rolled over' to a subsequent meeting. This applies until the end
of each ICANN fiscal year, after which point the unused support is 'lost' and
the new fiscal year - and a potentially revised CTSP applies.
Please don't hesitate to contact me if you need further information.
Kevin Wilson
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