[NCUC-EC] ICANN 77 Funded Traveler slots

Mili Semlani milisemlani at gmail.com
Wed Feb 8 11:15:55 CET 2023 

Thanks for the clarification.

IMO for extra slots, here is one approach.
- we should offer the extra slots to the EC first (conditional ofcourse to
them being able to fulfill tasks/duties)
- we should start maintaining a roster of active community members (this
includes volunteers who are currently holding any kind of role eg: finance
head, policy committee head, pen holders etc.) and offer such slots to
them. this will incentivise people to participate.

An open call may not always be a good idea, as we have seen in the recent
one too many people apply and it's hard for us as EC to gage who is better
than the other. If we have such a roster of even 4-5 names each quarter (we
can build this as EC members and review it in our monthly meetings, like a
manual check of recommendations of active members from each of our region),
we can share the travel slot announcement with them and choose 1/2 people
from that.

So this way we are creating levels for people to earn travel slots. They
have to be active over a period of time to make it to the roster. Once in
the roster they have to commit to fulfilling duties at the in person
meeting to earn the travel slot.

I don't advocate an open call as I feel it has no basis. Specific to the DC
names, we can first open it to EC + add any active member names that come
to mind and then pick 1-2 depending on how many slots are available.

Nevertheless, @Benjamin Akinmoyeje <benakin at gmail.com> can you check with
NCSG or the bylaws etc to answer the below in red.

*1: Extra travel slots and what the criteria for selection should be*
Before we list the criteria, can we confirm the following:

- Do these slots have any restrictions like regional or member experience
etc.?
- Can it be opened to the full Membership or is it for people holding
office only?
- Can an EC also apply for the travel slot?
- Do the bylaws say anything about it, if yes? What does it say?

*2: Allocation of 2 EC travel slots*
- Here I think we need a policy on what the selection procedure should be
and the EC member deliverables.
- I also think here it might help to add information about what to do if
the Chair or any of the funded EC travellers don't need the slot or are
unable to use it for any reason. Shall we give it the next EC member? If
yes, on what basis? Or shall we open it to the community, if so then on
what grounds?

I urge everyone to use the following format in their response so we can
achieve clarity faster and address both the points at hand swiftly
--
With gratitude
*Mili Semlani*
Community specialist
Instagram <https://www.instagram.com/theuntraveller/> | LinkedIn
<https://www.linkedin.com/in/milisemlani/>



On Wed, 8 Feb 2023 at 15:31, Benjamin Akinmoyeje <benakin at gmail.com> wrote:

> Dear Mili,
>
> Here was my communication  -
>
> "I also want to let you know that there is an open slot from NCSG -EC
> (NCUC appointee), and we are to decide how to allocate that as well. The
> two appointees won't be using it, David Morar lives in DC and Robin Gross
> can't travel for the meeting."
>
> The above information I shared is all I know, what is unclear to me is
> your expectations,  and that is why I asked.
>
> It is important to decide before putting a call to the members,  whether
> we want to give the travel slots to members or EC first.
>
> Once we do that - then we can put out the call - if we are uncertain I can
> still put out the call and then we decide later...
>
>
> Kind regards,
> Benjamin
>
>
>
> On Wed, Feb 8, 2023 at 11:49 AM Mili Semlani <milisemlani at gmail.com>
> wrote:
>
>> Hi Benji
>>   I am sorry your response is a bit unclear to me. For ease here I am
>> separating the 2 conversations about travel slots
>>
>> *1: Extra travel slots and what the criteria for selection should be*
>> Before we list the criteria, can we confirm the following:
>>
>> - Do these slots have any restrictions like regional or member
>> experience etc.?
>> - Can it be opened to the full Membership or is it for people holding
>> office only?
>> - Can an EC also apply for the travel slot?
>> - Do the bylaws say anything about it, if yes? What does it say?
>>
>> @benji appreciate if you can confirm this for us since as Chair you know
>> more about what these slots entail.
>>
>> *2: Allocation of 2 EC travel slots*
>> - Here I think we need a policy on what the selection procedure should be
>> and the EC member deliverables.
>> - I also think here it might help to add information about what to do if
>> the Chair or any of the funded EC travellers don't need the slot or are
>> unable to use it for any reason. Shall we give it the next EC member? If
>> yes, on what basis? Or shall we open it to the community, if so then on
>> what grounds?
>>
>> I urge everyone to use the following format in their response so we can
>> achieve clarity faster and address both the points at hand swiftly
>>
>> --
>> With gratitude
>> *Mili Semlani*
>> Community specialist
>> Instagram <https://www.instagram.com/theuntraveller/> | LinkedIn
>> <https://www.linkedin.com/in/milisemlani/>
>>
>>
>>
>> On Wed, 8 Feb 2023 at 15:09, Benjamin Akinmoyeje <benakin at gmail.com>
>> wrote:
>>
>>> Thank you for your responses.
>>>
>>> The bylaws have modalities for allocating travel slots, however, if we
>>> need specifics - Ken you can draft what you like to see covered in the
>>> calls so that we deliberate over it. Some of these guidelines must not
>>> conflict with existing bylaws.
>>> If I put out a call, can an EC also apply for the travel slot?
>>>
>>> Kind regards,
>>> Benjamin
>>>
>>>
>>>
>>>
>>> On Wed, Feb 8, 2023 at 10:32 AM h i <hfaiedh.ines2 at gmail.com> wrote:
>>>
>>>>  Yes Ken we can do this too i like the idea of ranking applications if
>>>> ever some funding opportunities open last minute.
>>>>
>>>> On Wed, Feb 8, 2023, 09:27 Ken Herman <ken at kherman.com> wrote:
>>>>
>>>>> Thanks Ines. Really excellent point!
>>>>>
>>>>>
>>>>>
>>>>> I suggest circulating even without confirmation and just indicate that
>>>>> funding MAY be available (“we are working on it”), but good to have
>>>>> applications in hand and even perhaps ranked already.
>>>>>
>>>>>
>>>>>
>>>>> Keep in mind that the past two meetings Benjamin has found last-minute
>>>>> funding for himself, and we had to rush through a process. So let us not be
>>>>> caught off-guard again.
>>>>>
>>>>>
>>>>>
>>>>> Ken
>>>>>
>>>>>
>>>>>
>>>>> *From:* h i <hfaiedh.ines2 at gmail.com>
>>>>> *Sent:* Wednesday, February 8, 2023 3:20 AM
>>>>> *To:* Ken Herman <ken at kherman.com>
>>>>> *Cc:* Benjamin Akinmoyeje <benakin at gmail.com>; Exec. Comm <
>>>>> ncuc-ec at lists.ncuc.org>
>>>>> *Subject:* Re: [NCUC-EC] ICANN 77 Funded Traveler slots
>>>>>
>>>>>
>>>>>
>>>>> Hi all
>>>>>
>>>>>
>>>>>
>>>>> Thank you Ben for the info and Ken for suggestions.
>>>>>
>>>>>
>>>>>
>>>>> I agree with circulating the call for applications for the ncsg ec
>>>>> slot as soon as it is confirmed because ICANN77 with be in the US and visa
>>>>> procedures take a long time for some countries.
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>> On Wed, Feb 8, 2023, 09:13 Ken Herman <ken at kherman.com> wrote:
>>>>>
>>>>> Thanks Benjamin. When you say “current situation”, what are you
>>>>> referring to? Is it just the slot from NCSG or something else?
>>>>>
>>>>>
>>>>>
>>>>> On the opportunity from NCSG-EC, one option is for you to circulate a
>>>>> message to the discuss list that there is likely funding for ICANN77 travel
>>>>> and we are accepting applications. This way we can build up a roster of
>>>>> potential members that we can access on short notice. That will also help
>>>>> to avoid situations like ICANN76 where last-minute funding was available
>>>>> and we had to scramble to find someone to allocate it to. I guess the
>>>>> application requirements would be similar to what we use for CROP; that is,
>>>>> a plan for participating in the sessions, daily reporting, etc.
>>>>>
>>>>>
>>>>>
>>>>> Probably you would want to send a message soon (like today) with a
>>>>> deadline of this weekend so we can agree by the 13th.
>>>>>
>>>>>
>>>>>
>>>>> Let me know what everyone thinks.
>>>>>
>>>>>
>>>>>
>>>>> Ken
>>>>>
>>>>>
>>>>>
>>>>> *From:* Benjamin Akinmoyeje <benakin at gmail.com>
>>>>> *Sent:* Wednesday, February 8, 2023 1:12 AM
>>>>> *To:* Mili Semlani <milisemlani at gmail.com>
>>>>> *Cc:* Ken Herman <ken at kherman.com>; Exec. Comm <ncuc-ec at lists.ncuc.org
>>>>> >
>>>>> *Subject:* Re: [NCUC-EC] ICANN 77 Funded Traveler slots
>>>>>
>>>>>
>>>>>
>>>>> Dear ECs,
>>>>>
>>>>> Thank you for your interventions so far. I believe we can adjust the
>>>>> travel slots considering the current situation.
>>>>>
>>>>>
>>>>>
>>>>> I also want to let you know that there is an open slot from NCSG -EC
>>>>> (NCUC appointee), and we are to decide how to allocate that as well. The
>>>>> two appointees won't be using it, David Morar lives in DC and Robin Gross
>>>>> can't travel for the meeting.
>>>>>
>>>>>
>>>>>
>>>>> We have to decide on this too before Feb 13th.
>>>>>
>>>>>
>>>>>
>>>>> Kind regards,
>>>>>
>>>>> Benjamin
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>> On Tue, Feb 7, 2023 at 7:11 AM Mili Semlani <milisemlani at gmail.com>
>>>>> wrote:
>>>>>
>>>>> I agree with Ken on coming up with the terms so we have a standard
>>>>> each time.
>>>>>
>>>>> --
>>>>>
>>>>> With gratitude
>>>>>
>>>>> *Mili Semlani*
>>>>>
>>>>> Community specialist
>>>>>
>>>>> Instagram <https://www.instagram.com/theuntraveller/> | LinkedIn
>>>>> <https://www.linkedin.com/in/milisemlani/>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>> On Mon, 6 Feb 2023 at 19:41, Ken Herman <ken at kherman.com> wrote:
>>>>>
>>>>> Perhaps it’s better to frame this in terms of applying for funded
>>>>> travel to the meeting, rather than agreeing on deciding who will attend.
>>>>>
>>>>>
>>>>>
>>>>> While attending has in the past implied ICANN travel funding, this is
>>>>> not necessarily the case. We also have rules regarding the use of ICANN
>>>>> funding travel to meetings that need to be considered.
>>>>>
>>>>>
>>>>>
>>>>> For example, I plan on attending ICANN77 but since I am ineligible for
>>>>> funding (due to my funded attendance in Cancun) I will identify alternative
>>>>> arrangements that allow for me to be there.
>>>>>
>>>>>
>>>>>
>>>>> Therefore, I do not intend to apply for ICANN 77 travel funding.
>>>>>
>>>>>
>>>>>
>>>>> Ken
>>>>>
>>>>>
>>>>>
>>>>> *From:* NCUC-EC <ncuc-ec-bounces at lists.ncuc.org> *On Behalf Of *Benjamin
>>>>> Akinmoyeje
>>>>> *Sent:* Monday, February 6, 2023 7:53 AM
>>>>> *To:* Exec. Comm <ncuc-ec at lists.ncuc.org>
>>>>> *Subject:* [NCUC-EC] ICANN 77 Funded Traveler slots
>>>>>
>>>>>
>>>>>
>>>>> Dear ECs,
>>>>>
>>>>> As we approach the deadline for submission of names for the ICANN77
>>>>> Funded Travelers slots, it is pertinent to discuss and agree on those
>>>>> attending the meeting.
>>>>>
>>>>>
>>>>>
>>>>> I would like EC who expects to be at the ICANN77 meeting to indicate
>>>>> in a response to this email to kickstart the conversation.
>>>>>
>>>>>
>>>>>
>>>>> Kind regards,
>>>>>
>>>>> Benjamin
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>> _______________________________________________
>>>>> NCUC-EC mailing list
>>>>> NCUC-EC at lists.ncuc.org
>>>>> https://lists.ncuc.org/cgi-bin/mailman/listinfo/ncuc-ec
>>>>>
>>>>> _______________________________________________
>>>>> NCUC-EC mailing list
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>>>>>
>>>>> _______________________________________________
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>>>>>
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