[NCUC-EC] travel support policy for policy work - my draft

Thu Apr 2 14:46:20 CEST 2015

Hi Bill, Hi Folks,

Sorry for being a bit late in posting. Please find attached the revised and integrated NCUC Travel Support Policy.

What I think is worthy to be highlighted is that the current version is built upon what Stefania has done previously. And thanks for tips from Bill.

What I have done is integrating and reframing. In addition, you would see I have added different titles for corresponding sections and themes in order to make the policy more well organized in its overall structure.

Sorry @Stefania, I am considering not adding the "No per diems will be reimbursed via this scheme [the scheme for ICANN-related meetings]". We would discuss on that.

Saying so, I want to draw your attention to the points @Stefania has made previously.  

Let's now have a follow-up on those points made by @Stefania and the current version reframed by myself.

For convenience, those points are copied below:

{

Two further points:

I suggest no per diems are paid through this policy. This is not designed to punish our volunteer members who sacrifice for a working group, but it is intended to maximum the number of people we can fund per year. We are eroding NCUC budget after all, and we should avoid being too lush at the beginning, only to have to cancel the funding scheme right after...
If we wish, we could also suggest this funding scheme is a try-out for a year. This is somehow a special year, with the IANA transition, the GNSO review, the WHOIS review, ect. -- so we can take it as a pilot here, try this out for 12 months and then see how much money is left, and whether we can afford to continue the program. (The same could apply to the travel support policy for ICANN meetings)

I wanted to add something about rotation of grantees but not sure it makes sense: policy work in working group is in one's own personal capacity, so people cannot be 'easily replaced'. Therefore I suggest we don't include this 'rule' but strive to create or encourage diversity 
What about postponing reimbursement only after the receipt of the blog post? Too though on people who already volunteer much of their time and energies?

}

If there are any points that need to be covered, please point out.

Listen to your suggestions.

Best 

Peter

From: william.drake at uzh.ch
Subject: Re: [NCUC-EC] travel support policy for policy work - my draft
Date: Thu, 2 Apr 2015 10:53:48 +0200
To: ncuc-ec at lists.ncuc.org; seekcommunications at hotmail.com

Hi

Ok I’m over some humps and can work on this now, think we need to get the revision agreed and posted soon as requests for disbursements on ad hoc support will be coming in.  Peter do you want to hold onto it a little longer or just pass along whatever you have to me and I can edit etc?

Thanks again for helping.

Bill

On Mar 29, 2015, at 9:37 AM, William Drake <william.drake at uzh.ch> wrote:

Hi

Peter this is very kind of you, I’m simply too jammed up the next 3 days to do anything.  This need not be complicated.  What we have now at http://www.ncuc.org/governance/travel-policy/ (not sure why it’s under Governance, one would think it’d fit better under Participate) provides a good base to build from, really it’s a matter of adding a paragraph or so and tweaking for conformity"

*A lead in line or two saying that to advance participation NCUC is committing to provide support to people who are actively doing important work representing us.

*Labeled paragraph on ICANN meetings saying up to 2 x $2000 /annum (second para from bottom moved up)

*Labled paragraph on WG and other closely related meetings saying up to 5 x $1000 /annum (second para from the bottom adapted)

*Then the text we already have on conditions.  Note, condition 6 would apply only to the first category.

 If anyone else has a bit of time in the next few days to chip in here, please be in touch with Peter. Let’s try to revise Wed-Friday.  When we have text, I will fold that into the agenda for an asynchronous email “EC Meeting” in which we will formally approve for the record a number of small decisions make since we met in DC.  When everyone has replied in agreement we will post the approval of these decisions and the new policy to the website.

Thanks

Bill

On Mar 29, 2015, at 4:25 AM, PeterGreen <seekcommunications at hotmail.com> wrote:

Hi Stefania,

In the previous email, I did not indicate .

Before I declared that I would like to take the lead of making a draft of a new Travel Support Policy, I do keep it in my mind that you have done a great job.

So where I would start will be based on all of the work you have done.

What I will do is just some integrating and adjusting work.

Thanks for all of your work. You made us advance in these steps.

Best 
Peter

From: Stefania.Milan at EUI.eu
To: ncuc-ec at lists.ncuc.org; wjdrake at gmail.com
Date: Thu, 12 Mar 2015 22:48:12 +0000
Subject: [NCUC-EC] travel support policy for policy work - my draft

Dear Bill and ECers

as promised, I have drafted a travel support policy to support policy work of dedicated members for meetings that take place away from ICANN general meetings (thanks to Ed for going through it): 

[policy starts here]
Policy advocacy funding 
(or 'Travel Support Policy to enable policy work')

Starting with March 2015, the NCUC will make available from its own  funds ad-hoc grants to support the participation in policy meetings of heavily engaged NCUC members. Only ICANN-related meetings will be considered, e.g. working groups gathering away from general ICANN meetings  for which no dedicated funding has been made available.

To receive NCUC travel support, applicants must be NCUC members in good standing who are actively and verifiably engaged in the working groups whose meeting they seek funding to attend. Applicants must demonstrate that they need to be at a given meeting in order to further the work they are doing in the group and that no additional sources of funding are available. Expenses eligible for reimbursement are limited to those related to transportation and accommodation as well as visa fees. No per diems will be reimbursed via this scheme.

Applications should address each of the above points and should be submitted via email to the NCUC Chair. The EC will review the applications and will strive to announce its decisions within a week from its receipt of the application.
[/end]
Feedback welcome!
Two further points:

I suggest no per diems are paid through this policy. This is not designed to punish our volunteer members who sacrifice for a working group, but it is intended to maximum the number of people we can fund per year. We are eroding NCUC budget after all, and we should avoid being too lush at the beginning, only to have to cancel the funding scheme right after...
If we wish, we could also suggest this funding scheme is a try-out for a year. This is somehow a special year, with the IANA transition, the GNSO review, the WHOIS review, ect. -- so we can take it as a pilot here, try this out for 12 months and then see how much money is left, and whether we can afford to continue the program. (The same could apply to the travel support policy for ICANN meetings)

I wanted to add something about rotation of grantees but not sure it makes sense: policy work in working group is in one's own personal capacity, so people cannot be 'easily replaced'. Therefore I suggest we don't include this 'rule' but strive to create or encourage diversity 
What about postponing reimbursement only after the receipt of the blog post? Too though on people who already volunteer much of their time and energies?In addition, I propose to restructure the Travel Support Policy Page (http://www.ncuc.org/governance/travel-policy/), currently under 'Governance', as follows:
- move the section under 'Participate'
- have a generic page with the following intro text: 

[start]

NCUC provides support to its members to participate to ICANN and ICANN-related meetings. 
Two such policies are currently in place:

Travel Support Policy to attend ICANN meetings: It is designed to enable selected members to take part in an ICANN meeting. Up to two members are supported per each ICANN meeting. Read the terms and conditions here (link1).

Policy Advocacy Funding (or 'Travel Support Policy to enable policy work'): Occasionally, NCUC might be able to provide ad-hoc financial support for NCUC members who are heavily engaged inICANN-related working groups gathering away from general ICANN meetings. Read the terms and conditions here (link2).[/end]

By clicking on link1, one gets access to the Travel Support Policy we already have in place.
By clicking on link2, one is directed to the new policy advocacy scheme. 

What do you think?
Comments, suggestions, and general help are very much welcome.
Best, Stefania

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*********************************************************
William J. Drake
International Fellow & Lecturer
  Media Change & Innovation Division, IPMZ
  University of Zurich, Switzerland
Chair, Noncommercial Users Constituency, 
  ICANN, www.ncuc.org
william.drake at uzh.ch (direct), wjdrake at gmail.com (lists),
  www.williamdrake.org
Internet Governance: The NETmundial Roadmap http://goo.gl/sRR01q
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NCUC-EC at lists.ncuc.org
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*********************************************************
William J. Drake
International Fellow & Lecturer
  Media Change & Innovation Division, IPMZ
  University of Zurich, Switzerland
Chair, Noncommercial Users Constituency, 
  ICANN, www.ncuc.org
william.drake at uzh.ch (direct), wjdrake at gmail.com (lists),
  www.williamdrake.org
Internet Governance: The NETmundial Roadmap http://goo.gl/sRR01q
*********************************************************

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