[NCUC-EC] ICANN 77 Funded Traveler slots

Benjamin Akinmoyeje benakin at gmail.com
Wed Feb 8 13:55:34 CET 2023 

Dear Mili and co,
Thank you for this extensive recommendation.

At this juncture, I will recommend we just agree on the allocation of the
two travel slots,



On Wed, Feb 8, 2023 at 12:16 PM Mili Semlani <milisemlani at gmail.com> wrote:

> 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?
>

 - in response to these questions, I do not think there is any restriction,
I tried to find the NCSG bylaws I am yet to locate,
-  the requirements for those who can apply is as defined by the team.


>
> *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?
>

There is already a procedure for selecting EC to take the travel slots,
please review the procedures on this link
https://www.ncuc.org/get-involved/travel-policy/


> Kind regards,
>
Benjamin

On Wed, Feb 8, 2023 at 12:16 PM Mili Semlani <milisemlani at gmail.com> wrote:

> 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
>>>>>>
>>>>>> _______________________________________________
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>>>>>>
>>>>>> _______________________________________________
>>>>>> NCUC-EC mailing list
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>>>>>>
>>>>>> _______________________________________________
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>>>
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