[council] Fwd: Community Travel support Procedure for Mexico City

["Denise Michel" <michel.denise@xxxxxxxxx>]

---------- Forwarded message ----------
From: Kevin Wilson <kevin.wilson@xxxxxxxxx>
Date: Thu, Jan 8, 2009 at 12:06 PM
Subject: Community Travel support Procedure for Mexico City

Dear Supporting Organisation participants:

The following information is provided to help you take advantage of the travel funding made available for the ICANN Mexico City meeting through the new Community Travel Support Procedure (CTSP). Since travel arrangements for the Mexico City meeting need to be completed this month, your organisation may want to use a "temporary" process for providing a list of ICANN-funded travelers for this meeting. By 22 January 2009, staff needs a list of supported travelers - 13 names from the GNSO and 12 names from the ccNSO including the chair and NomCom appointees. (Please note the additional important deadlines for Mexico City travel are included below.) 

We look forward to receiving the final, proposed travel allocation procedure for your SO.  Please email it to me and ICANN's travel coordinator at the following addresses: kevin.wilson@xxxxxxxxx and travel-support@xxxxxxxxx

1) Deadlines for ICANN-funded travel to the Mexico City meeting.

 To ensure all available travel funds can be used for the ICANN Mexico City meeting, which starts 2 November, the following schedule will apply:  

• 22 January (14:00 PDT) – deadline for each Supporting Organisation Chair to provide ICANN Staff – travel-support@xxxxxxxxx – with the list of travelers who are to receive travel support under the CTSP. If your SO has named you as a recipient of support for Mexico City, you will be contacted by ICANN Travel Coordination Staff with complete information on how your arrangements will be made.  

• 28 January (14:00 PDT) – deadline for room bookings. All travelers' arrival and departure dates need to be finalized by this date because this is the date by which all hotel room reservations must be contracted for or released. After this date, any additional cost for changes to travelers' arrival and departure details will be paid by the traveler, unless otherwise agreed to in advance, in writing, by ICANN Travel Staff. 

• 28 January (14:00 PDT) – deadline for flight bookings. Any approved traveler who has not completed their flight on or before this time will no longer be eligible for sponsored air travel.

2) Important change

• In response to community requests for this meeting air fare and hotel support can now be split between two designated travelers (1 person would receive only hotel support and another person would receive only air fare support, and this would be counted as 1 funded traveler for the purposes of an SO's allocation.

3) Requirements for ICANN-funded travelers for the Mexico City include the following:

• The names of all ICANN-supported travelers will be publicly posted on the ICANN community travel webpage (http://www.icann.org/en/topics/travel-support/), along with the class of travel supported, and the amount of travel funding received.
• For newly supported travelers (excluding Chair and NomCom-appointees) people who receive travel support will be asked to complete a meeting attendance form which will be publicly posted, and also will be required to attend all relevant, scheduled SO-related meetings in Mexico City (as identified by your SO). Each SO is encouraged to provide guidance on the general content requirements for travelers' reports.
• Per diem payments to funded travelers will be issued after their reports are received and attendance records verified. This is in response to the community requests to ensure transparency, accountability and efficacy for ICANN travel funding, and also is consistent with the approach used for ICANN's fellowship program participants.  

4) Individuals who are not members of an SO Council can be selected to receive travel support. As stated, the goal of the CTSP is "to lower the barrier to participation, broaden the group of participants and, advance the work" of I      CANN. SO's are asked to provide a list of individuals to receive travel funding "based on best meeting the policy-making needs of the entity." Any SO member is eligible to receive travel funding.  

The GNSO has been asked to provide ICANN Staff with the names of 13 individuals (including chair and NomCom appointees) to receive travel funding, and the ccNSO has been asked to provide ICANN Staff with the names of 12 individuals (including chair and NomCom appointees) to receive travel funding. Although these numbers were based on the total number of Council members from each SO, travel funding is not restricted to Council members.

5) SO's should consider factoring "need" into selection of travelers. This is one element which SOs may wish to consider when determining who should receive travel support. This supports ICANN's goal of lowering the barrier to participation.

6) If an SO does not use all of its available travel slots for a given meeting, they can be 'rolled over' to a subsequent meeting. This applies until the end of each ICANN fiscal year, after which point the unused support is 'lost' and the new fiscal year – and a potentially revised CTSP applies.

Please don't hesitate to contact me if you need further information.

Kevin Wilson