[NCUC-EC] memo on selection of participants for travel support

[Renata Aquino Ribeiro]

Hi

I'm in APSIG mailing list and they sent out today this memo on selection of
participants for travel support.

I was very positively impressed by how organized this is. I'm sharing as I
think it may be an interesting communiqué draft to have in mind for an
occasion in the future.

Best

Renata


---------- Forwarded message ----------
From: raquino <raquino at gmail.com>
Date: Sat, Jan 7, 2017 at 6:19 PM
Subject: Fwd: Memo on 2016 selection of participants and fellowship
To: Renata Aquino <raquino at gmail.com>




Em sexta-feira, 6 de janeiro de 2017 14:29:09 UTC-3, Jungbae An escreveu:
>
> 2017-01-07
>
> MEMORANDUM
>
> Subject: Memo on 2016 selection of participants and fellowship
>
> ------------------------------------------------------------
> ------------------------
>
> A. On Participant
>
>
>
> 1. Number of Participants
>
>
>
>   1.1 We set 40 total participants as maximum number for active discussion.
>
>
>
>   1.2 Total applicants: 179
>
>
>
>   1.3 Initial approved list was announced on 2016-07-25 including:
>
>            9 lecturers (finalized on 07-10 by speaker group)
>
>          31 other participants (40 minus lectures)
>
>
>
>   1.4 The final list on 2016-09-15 includes:
>
>            7 lecturers
>
>          29 participants (including 2 remote participants)
>
>            3 guests
>
>
>
> 2. Selection process with schedule for 2016 APSIG
>
>    06-03    Application for Participation
>
>                      until 06-30 with fellowship (to start fellowship
> selection
>
>                       earlier for travel arrangement)
>
>                      until 07-15 without fellowship
>
>    07-16    Identification of SIG/IGF leaders, local participants,
>
>                 and partners (by APSIG management)
>
>    07-23    Vetting applications (by APSIG facilitator)
>
>                    - scored the answers of "Relevant Experience,
>
>                       Interest, or Expertise" in application form.
>
>                    - all 8 facilitators vetted around 65 applications
> (except lecturer's).
>
>                    - each application was vetted by three facilitators.
>
>    07-24    Balancing in consideration of country/stakeholder/gender
>
>    07-25    Announcement of the initial list of participants and fellow
> list.
>
>                 started registration in waiting list.
>
>
>
> 3. Registration and Waiting list
>
>
>
>     3.1 We gave 1 week of acknowledgement or cancellation of participation
>
>           (07-26 ~ 07-31, except lecturers). No acknowledgement goes to
>
>           automatic cancellation.
>
>
>
>     3.2 We opened the Waiting list on 07-26 and approved additional
>
>            participant based on "first come, first serve" in waiting list.
>
>              - Only 2 cancelled after completion of registration for
> participation.
>
>              - Among registrants in 2016 waiting list, we still have 10
> persons
>
>                 in 2016 waiting list.
>
>
>
> 4. Registration fee
>
>      We decided to have a few additional participants with registration fee
>
>      (USD 200 for full participation / USD 100 for one day for experiment)
>
>      after 08-15. But none was applicable in 2016.
>
>
>
>
>
> B. On Fellowship
>
>
>
> 1. Coverage
>
>       Full fellowship: Airfare and accommodation
>
>       Partial fellowship: Accommodation
>
>
>
>       Remarks. Airfare: Discounted economy class including LCC.
>
>                       Accommodation: A single occupancy at AIT hotel main
> wing
>
>                                                    up to 4 nights (during
> APSIG 2016)
>
>
>
> 2. Possible combination of fellowship
>
>       Based on the estimation of average travel costs,
>
>       we came up with possible combination of participants including
>
>       full fellowship, partial fellowship and non-fellowship.
>
>
>
> 3. Final fellowship awardees: 14 full (including 5 lecturers) and 8 partial
>
>
>
>   3.1 Lecturers
>
>          In principle, we provide lecturers with fellowship upon request.
>
>          In 2016, we provided 5 full fellowship out of 7 lecturers.
>
>          (2 did not request.)
>
>
>
>   3.2 Other participants
>
>          We selected awardees with the same priority of participant
> selection.
>
>
>
>
>
> C. References
>
> APSIG, Guideline of Fellowship selection
> <https://sites.google.com/site/annexapsig/home/Guideline%20of%20Fellowship%20selection.docx?attredirects=0&d=1>,
> 2016-07-12/07-24.
>
> APSIG, Guideline of participant selection
> <https://sites.google.com/site/annexapsig/home/guideline%20of%20participant%20selection%20-%20revised%20.docx?attredirects=0&d=1>,
> 2016-07-19.
>
> 2016 APSIG - Participant list
> <https://sites.google.com/site/apsigasia/2016-school/participants>,
> 2016-10-19.
>
> 2016 APSIG - Applicant list
> <https://sites.google.com/site/apsigasia/2016-school/application/list-of-applicants>,
> 2016-07-15.
>
> 2016 APSIG - Waiting list
> <https://sites.google.com/site/apsigasia/2016-school/apsig-2016-waiting-list>,
> 2016-08-30.
>
>
>
>
>
> Remarks.
>
> 1) APSIG provided most meals including lunch buffet and most dinners.
>
> 2) Speaker Group: Approved lecturer and panelists
>
>                                (formed with “crystal growing”)
>
>     Please refer APSIG, Speaker Group
> <https://sites.google.com/site/annexapsig/home/Speaker%20Group%20-%20Request%20for%20Comments.docx?attredirects=0&d=1>,
> 2016-05-03.
>
> 3) Facilitator Group: National and regional SIG/IGF leaders or liaisons.
>
>     Please refer APSIG, Facilitator Group
> <https://sites.google.com/site/annexapsig/home/Facilitator%20Group.docx?attredirects=0&d=1>,
> 2016-09.
>
>
>
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