Proposed travel grant guidelines

[Iliya Nickelt]

Just in time for the Rome meeting, here is my proposal for our new travel
grant guidelines. Feel free to comment everything that should be added or
changed. Also some phrases may need improvement --suggestions welcome.

        --iliya



NCUC TRAVEL GRANT GUIDELINES

The Non-Commercial Users Constituency provides travel grants to support
members or other designated individuals to attend to ICANN meetings.
Applications can be sent to the NCUC executive committee at any time. The
EC decides about the budget, the conditions of the grants and the
individuals sponsored. The amount budgeted for grants will in advance be
published to the mailing list. Also, the recipients and the money they
finally received will be published this way. General criteria are the
budged available and the meeting topics and region. GNSO council members
are always prioritised. EC or task force members as well as members of un-
or underrepresented regions will also be preferred.

Those who make use of a grant are asked to follow these guidelines:

Spending
The amount granted is to be understood as a maximum amount up to which the
constituency will support you. Please use this money sparingly! The less
money you spend, the more money will be left for you and others from all
parts of the world to attend the next meeting. We encourage you to search
for discount flights, to use budget accommodations, to share rooms with
other members, to use public transport, and so on. This also applies if you
are given a partial grant: please utilize other funding sources to greatest
extent possible. Your efforts to preserve our scarce monetary resources
will be greatly appreciated!

Accounting
You will need to provide receipts for all major expenses. Please make
copies and then send all originals to the NCUC treasurer, together with a
statement of your spending and the total. Please explain how you want to be
reimbursed (e. g. per money transfer). If you want an advance payment,
please discuss the details with the treasurer. The detailed statements will
normally only be passed on to the EC; however, should it be necessary they
may also be published to the mailing list.
NCUC Secretariat address (as of 2004):
c/o The Convergence Center
Syracuse University School of Information Studies
4-285 CST
Syracuse, NY 13244 USA
drbell at syr.edu

Reports
Please report as much as you can to the NCUC mailing list to share your
experiences with others. You can provide your own minutes, discussion
overviews, statements of special interest to the constituency, your
participation in working groups, the outcome of votings or other
impressions. Via the mailing list, all of this may be valuable for those
who cannot attend and want to learn about the progress of our work.
Have an interesting meeting and a memorable experience!