Hi Nick, Usually, such decisions are taken (thus, discussed, recorded and reflected in minutes that are published) during Council calls. Kind regards, ]{atrina From: Nick Wenban-Smith [mailto:Nick.Wenban-Smith@nominet.uk] Sent: Monday, April 01, 2019 1:47 PM To: Katrina Sataki <katrina@nic.lv>; ccnso-council@icann.org Subject: RE: [ccnso-council] General selection procedure Hi Katrina This all looks sensible with a public call for interest and objective assessment, and decisions made and reasoning explained. Where the decision is made not to appoint a ccNSO rep (eg for the ePDP) should that not also be explained also? Best wishes Nick From: Ccnso-council <ccnso-council-bounces@icann.org <mailto:ccnso-council-bounces@icann.org> > On Behalf Of Katrina Sataki Sent: 01 April 2019 09:22 To: ccnso-council@icann.org <mailto:ccnso-council@icann.org> Subject: [ccnso-council] General selection procedure Dear Colleagues, Here is another guideline for you to review before we send it to the community for their feedback. In many cases we have specific guidelines that describe procedure of how we select members to certain groups, e.g. to CSC, IFRT, review teams. But sometimes we do not have a specific guideline for the process, e.g. when we are asked to appoint somebody to a CCWG. For those cases, the Guidelines Review Committee developed a general guideline. Please have a look and let me know if there are any suggestions/ideas/corrections by the end of the week. Kind regards, ]{atrina

+1 On Mon, Apr 1, 2019 at 11:10 AM Giovanni Seppia <Giovanni.Seppia@eurid.eu> wrote:

Hi Katrina,

Thanks for sharing it.

I made several edits to improve the document flow.

I fully agree with Nick to include a paragraph about a possible decision of the Council not to appoint anyone for a specific group.

Best,

Giovanni

<http://www.eurid.eu/>*Giovanni Seppia* */ External Relations Manager*

Phone: +32 (0)2 401 27 50

Mobile: +39 335 8141733

Website: www.eurid.eu

Address: Woluwelaan 150 <https://maps.google.com/?q=Woluwelaan+150&entry=gmail&source=g> - 1831 Diegem - Belgium

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*From:* Ccnso-council <ccnso-council-bounces@icann.org> *On Behalf Of *Katrina Sataki *Sent:* 01 April 2019 10:22 *To:* ccnso-council@icann.org *Subject:* [ccnso-council] General selection procedure

Dear Colleagues,

Here is another guideline for you to review before we send it to the community for their feedback.

In many cases we have specific guidelines that describe procedure of how we select members to certain groups, e.g. to CSC, IFRT, review teams. But sometimes we do not have a specific guideline for the process, e.g. when we are asked to appoint somebody to a CCWG. For those cases, the Guidelines Review Committee developed a general guideline.

Please have a look and let me know if there are any suggestions/ideas/corrections by the end of the week.

Kind regards,

]{atrina

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Hi Katrina, Thanks for the prompt feedback. I believe the all document should be reviewed by a UK mother tongue for a language and jargon consistency (either "procedure" or "guideline"). The same UK mother tongue should draft a paragraph about the possible decision of non-appointing anyone. Regarding the use of future tense, the European Commission guidelines for documents and procedures in English suggest what I corrected. As for the final Chair and vice-chairs decision, the text should be refined. As it reads now, it does not support a bottom-up and transparent approach. Regarding the example in article 6.1, the language should be improved. Eventually, it would be recommendable to have the example in a footnote. Best, Giovanni [cid:image003.jpg@01D4E8B4.FF28D390]<http://www.eurid.eu/>Giovanni Seppia / External Relations Manager Phone: +32 (0)2 401 27 50 Mobile: +39 335 8141733 Website: www.eurid.eu<http://www.eurid.eu> Address: Woluwelaan 150 - 1831 Diegem - Belgium [cid:image007.jpg@01D45651.A8F4EB30]<https://twitter.com/EUregistry> [cid:image008.jpg@01D45651.A8F4EB30] <https://www.linkedin.com/company/eurid/> [cid:image009.jpg@01D45651.A8F4EB30] <https://www.facebook.com/EUregistry> From: Katrina Sataki <katrina@nic.lv> Sent: 01 April 2019 17:52 To: Giovanni Seppia <Giovanni.Seppia@eurid.eu>; ccnso-council@icann.org Subject: RE: [ccnso-council] General selection procedure Hi Giovanni, Thank you for your suggestions and comments. I'll try to address your questions: 1. Who receives requests: unfortunately, at the moment, there is no clear channel via which requests can be received. Sometimes they are sent to the Secretariat, sometimes directly to the chair, sometimes we find them in Board's resolutions, etc. Therefore, until one channel is established, it is indeed the ccNSO in its broader sense that receives those requests. 2. Article 5: the general timeline is defined in the guideline. If it does not allow to meet the deadline in the original request, then the Council needs to decide on a different timeline. 3. Article 5.1. - no, any next working day. 4. Article 6.1. - if not specified, then calendar days. What's so convulted about the example? We've used it many times before :) 5. Article 6.2. - if a candidate with almost full support of the Council has not been accepted, then how can you describe it as "taking into account the outcome of the Council vote as much as possible"? However, the second most preferred candidate may not be accepted. Please note that this clause (first introduced in the IFRT appointment guideline that the Council agreed to follow last August) is meant ONLY for those cases when there are additional requirements for members. For example, as it was for the IFRT - EACH of the appointed members had to be from a different region. In that case, if the second candidate is from the same region as the first one, the chair and vice-chairs will have to overturn Council vote. Same is true if the third one is also from the same region. If there are additional requirements on top of the regional diversity, e.g. requirements for gender balance, it adds additional complexity and maybe even third or fourth candidates cannot be accepted. However, at some point the chair and vice-chairs need to start thinking about the skill set... such weighting cannot be efficiently done by a group of 18 people. Therefore, at some point, we just have to trust those three. If you don't, then, perhaps, such people should not be entrusted with the respective roles of chair and vice-chairs. 6. About the use of future tense in guidelines - I asked about that when the GRC first started reviewing the guidelines and was told by Lesley that this is a normal thing to say "will appoint", "will report", etc. in legal(ish) documents in English. Other native speakers on the GRC also have never objected to this. 7. According to the Bylaws, the ccNSO develops its own internal procedures. We call them guidelines (in terms of the Pirates of the Carribean) but when we refer to them in terms of the Bylaws, I think it is correct to call them Procedures. Please suggest the wording and the place for the paragraph about the decision not to appoint anyone. I still believe it is covered by other procedures (all requests are first reviewed by the Triage Committee, then discussed by the Council...) but it is not a problem to add something in this guideline as well. Kind regards, ]{atrina From: Giovanni Seppia [mailto:Giovanni.Seppia@eurid.eu] Sent: Monday, April 01, 2019 6:10 PM To: Katrina Sataki <katrina@nic.lv<mailto:katrina@nic.lv>>; ccnso-council@icann.org<mailto:ccnso-council@icann.org> Subject: RE: [ccnso-council] General selection procedure Hi Katrina, Thanks for sharing it. I made several edits to improve the document flow. I fully agree with Nick to include a paragraph about a possible decision of the Council not to appoint anyone for a specific group. Best, Giovanni [cid:image008.jpg@01D4E8B4.FF28D390]<http://www.eurid.eu/>Giovanni Seppia / External Relations Manager Phone: +32 (0)2 401 27 50 Mobile: +39 335 8141733 Website: www.eurid.eu<http://www.eurid.eu> Address: Woluwelaan 150 - 1831 Diegem - Belgium [cid:image007.jpg@01D45651.A8F4EB30]<https://twitter.com/EUregistry> [cid:image008.jpg@01D45651.A8F4EB30] <https://www.linkedin.com/company/eurid/> [cid:image009.jpg@01D45651.A8F4EB30] <https://www.facebook.com/EUregistry> From: Ccnso-council <ccnso-council-bounces@icann.org<mailto:ccnso-council-bounces@icann.org>> On Behalf Of Katrina Sataki Sent: 01 April 2019 10:22 To: ccnso-council@icann.org<mailto:ccnso-council@icann.org> Subject: [ccnso-council] General selection procedure Dear Colleagues, Here is another guideline for you to review before we send it to the community for their feedback. In many cases we have specific guidelines that describe procedure of how we select members to certain groups, e.g. to CSC, IFRT, review teams. But sometimes we do not have a specific guideline for the process, e.g. when we are asked to appoint somebody to a CCWG. For those cases, the Guidelines Review Committee developed a general guideline. Please have a look and let me know if there are any suggestions/ideas/corrections by the end of the week. Kind regards, ]{atrina Disclaimer: This email and any attachment hereto is intended solely for the person to which it is addressed and may contain confidential and/or privileged information. If you are not the intended recipient or if you have received this email in error, please delete it and immediately contact the sender by telephone or email, and destroy any copies of this information. You should not use or copy it, nor disclose its content to any other person or rely upon this information. Please note that any views presented in the email and any attachment hereto are solely those of the author and do not necessarily represent those of EURid. Any processing of personal data via email is done in accordance with our Privacy Policy<https://eurid.eu/en/other-infomation/privacy-policy>. While all care has been taken to avoid any known viruses, the recipient is advised to check this email and any attachment for presence of viruses. 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If you are not the intended recipient or if you have received this email in error, please delete it and immediately contact the sender by telephone or email, and destroy any copies of this information. You should not use or copy it, nor disclose its content to any other person or rely upon this information. Please note that any views presented in the email and any attachment hereto are solely those of the author and do not necessarily represent those of EURid. Any processing of personal data via email is done in accordance with our Privacy Policy. While all care has been taken to avoid any known viruses, the recipient is advised to check this email and any attachment for presence of viruses. http://www.eurid.eu/en/legal-disclaimer https://eurid.eu/en/other-infomation/privacy-policy

Hi Katrina, everyone In general I try not to rewrite documents circulated for review; I know folks have spent plenty of time working on them already and I don’t want to come in at the 11th hour with largely cosmetic changes just ‘cos I am fussy about the grammar or language. Also that with many matters there is a history and perhaps a specific reason why wording is how it is. However that said I am very happy when requested to read anything through and double check that from a native English speaker perspective it reads nicely, and also that it says what we thought we meant it to say. Especially if a bit of editing could end up with a shorter document 😊 Best wishes Nick From: Ccnso-council <ccnso-council-bounces@icann.org> On Behalf Of Katrina Sataki Sent: 01 April 2019 17:24 To: 'Giovanni Seppia' <Giovanni.Seppia@eurid.eu>; ccnso-council@icann.org Subject: Re: [ccnso-council] General selection procedure

I believe the all document should be reviewed by a UK mother tongue for a language

It was reviewed by Martin Boyle, Stephen Deerhake, David McAuley ☺ It does not mean the texts cannot be improved though.

The same UK mother tongue should draft a paragraph about the possible decision of non-appointing anyone.

If we always waited for native speakers to come up with suggestions, we would move forward very (very) slowly ☺ Anyone can suggest. In this case, however, we’re looking at Nick. Nick?

Regarding the use of future tense, the European Commission guidelines for documents and procedures in English suggest what I corrected.

All our guidelines are written in future tense (for me it was very difficult to accept this as it is unnatural for legal texts in Latvian).

As for the final Chair and vice-chairs decision, the text should be refined. As it reads now, it does not support a bottom-up and transparent approach.

Any suggestions anyone? Again, as I explained, when you have to apply diversity on top of diversity on top of diversity, it cannot be either bottom-up or transparent.

Regarding the example in article 6.1, the language should be improved. Eventually, it would be recommendable to have the example in a footnote.

Yup, will move it to a footnote. Any suggestions to improve the language are welcome. Regards, ]{atrina From: Katrina Sataki <katrina@nic.lv<mailto:katrina@nic.lv>> Sent: 01 April 2019 17:52 To: Giovanni Seppia <Giovanni.Seppia@eurid.eu<mailto:Giovanni.Seppia@eurid.eu>>; ccnso-council@icann.org<mailto:ccnso-council@icann.org> Subject: RE: [ccnso-council] General selection procedure Hi Giovanni, Thank you for your suggestions and comments. I’ll try to address your questions: 1. Who receives requests: unfortunately, at the moment, there is no clear channel via which requests can be received. Sometimes they are sent to the Secretariat, sometimes directly to the chair, sometimes we find them in Board’s resolutions, etc. Therefore, until one channel is established, it is indeed the ccNSO in its broader sense that receives those requests. 2. Article 5: the general timeline is defined in the guideline. If it does not allow to meet the deadline in the original request, then the Council needs to decide on a different timeline. 3. Article 5.1. – no, any next working day. 4. Article 6.1. – if not specified, then calendar days. What’s so convulted about the example? We’ve used it many times before ☺ 5. Article 6.2. – if a candidate with almost full support of the Council has not been accepted, then how can you describe it as “taking into account the outcome of the Council vote as much as possible”? However, the second most preferred candidate may not be accepted. Please note that this clause (first introduced in the IFRT appointment guideline that the Council agreed to follow last August) is meant ONLY for those cases when there are additional requirements for members. For example, as it was for the IFRT - EACH of the appointed members had to be from a different region. In that case, if the second candidate is from the same region as the first one, the chair and vice-chairs will have to overturn Council vote. Same is true if the third one is also from the same region. If there are additional requirements on top of the regional diversity, e.g. requirements for gender balance, it adds additional complexity and maybe even third or fourth candidates cannot be accepted. However, at some point the chair and vice-chairs need to start thinking about the skill set... such weighting cannot be efficiently done by a group of 18 people. Therefore, at some point, we just have to trust those three. If you don’t, then, perhaps, such people should not be entrusted with the respective roles of chair and vice-chairs. 6. About the use of future tense in guidelines – I asked about that when the GRC first started reviewing the guidelines and was told by Lesley that this is a normal thing to say “will appoint”, “will report”, etc. in legal(ish) documents in English. Other native speakers on the GRC also have never objected to this. 7. According to the Bylaws, the ccNSO develops its own internal procedures. We call them guidelines (in terms of the Pirates of the Carribean) but when we refer to them in terms of the Bylaws, I think it is correct to call them Procedures. Please suggest the wording and the place for the paragraph about the decision not to appoint anyone. I still believe it is covered by other procedures (all requests are first reviewed by the Triage Committee, then discussed by the Council...) but it is not a problem to add something in this guideline as well. Kind regards, ]{atrina From: Giovanni Seppia [mailto:Giovanni.Seppia@eurid.eu] Sent: Monday, April 01, 2019 6:10 PM To: Katrina Sataki <katrina@nic.lv<mailto:katrina@nic.lv>>; ccnso-council@icann.org<mailto:ccnso-council@icann.org> Subject: RE: [ccnso-council] General selection procedure Hi Katrina, Thanks for sharing it. I made several edits to improve the document flow. I fully agree with Nick to include a paragraph about a possible decision of the Council not to appoint anyone for a specific group. Best, Giovanni [cid:image002.jpg@01D4E8B3.B184AFC0]<http://www.eurid.eu/>Giovanni Seppia / External Relations Manager Phone: +32 (0)2 401 27 50 Mobile: +39 335 8141733 Website: www.eurid.eu<http://www.eurid.eu> Address: Woluwelaan 150 - 1831 Diegem - Belgium [cid:image007.jpg@01D45651.A8F4EB30]<https://twitter.com/EUregistry> [cid:image008.jpg@01D45651.A8F4EB30] <https://www.linkedin.com/company/eurid/> [cid:image009.jpg@01D45651.A8F4EB30] <https://www.facebook.com/EUregistry> From: Ccnso-council <ccnso-council-bounces@icann.org<mailto:ccnso-council-bounces@icann.org>> On Behalf Of Katrina Sataki Sent: 01 April 2019 10:22 To: ccnso-council@icann.org<mailto:ccnso-council@icann.org> Subject: [ccnso-council] General selection procedure Dear Colleagues, Here is another guideline for you to review before we send it to the community for their feedback. In many cases we have specific guidelines that describe procedure of how we select members to certain groups, e.g. to CSC, IFRT, review teams. But sometimes we do not have a specific guideline for the process, e.g. when we are asked to appoint somebody to a CCWG. For those cases, the Guidelines Review Committee developed a general guideline. Please have a look and let me know if there are any suggestions/ideas/corrections by the end of the week. Kind regards, ]{atrina Disclaimer: This email and any attachment hereto is intended solely for the person to which it is addressed and may contain confidential and/or privileged information. If you are not the intended recipient or if you have received this email in error, please delete it and immediately contact the sender by telephone or email, and destroy any copies of this information. You should not use or copy it, nor disclose its content to any other person or rely upon this information. Please note that any views presented in the email and any attachment hereto are solely those of the author and do not necessarily represent those of EURid. Any processing of personal data via email is done in accordance with our Privacy Policy<https://eurid.eu/en/other-infomation/privacy-policy>. While all care has been taken to avoid any known viruses, the recipient is advised to check this email and any attachment for presence of viruses. 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Hi Katrina and all:Thanks for the drafting and editing.I support the current version.Best regardsJian On Thursday, April 4, 2019 4:10 AM, HiroHOTTA <hotta@jprs.co.jp> wrote: Hi Katrina, all, I added my comments (tagged as 'hotta') on Giovanni's edition. Hiro On Mon, 1 Apr 2019 15:10:20 +0000 Giovanni Seppia <Giovanni.Seppia@eurid.eu> wrote:

Hi Katrina,

Thanks for sharing it.

I made several edits to improve the document flow.

I fully agree with Nick to include a paragraph about a possible decision of the Council not to appoint anyone for a specific group.

Best,

Giovanni

[cid:image002.jpg@01D4E8AD.C7ABAC50]<http://www.eurid.eu/>Giovanni Seppia / External Relations Manager

Phone: +32 (0)2 401 27 50 Mobile: +39 335 8141733 Website: www.eurid.eu<http://www.eurid.eu> Address: Woluwelaan 150 - 1831 Diegem - Belgium

[cid:image007.jpg@01D45651.A8F4EB30]<https://twitter.com/EUregistry> [cid:image008.jpg@01D45651.A8F4EB30] <https://www.linkedin.com/company/eurid/>  [cid:image009.jpg@01D45651.A8F4EB30] <https://www.facebook.com/EUregistry>

From: Ccnso-council <ccnso-council-bounces@icann.org> On Behalf Of Katrina Sataki Sent: 01 April 2019 10:22 To: ccnso-council@icann.org Subject: [ccnso-council] General selection procedure

Dear Colleagues,

Here is another guideline for you to review before we send it to the community for their feedback.

In many cases we have specific guidelines that describe procedure of how we select members to certain groups, e.g. to CSC, IFRT, review teams. But sometimes we do not have a specific guideline for the process, e.g. when we are asked to appoint somebody to a CCWG. For those cases, the Guidelines Review Committee developed a general guideline.

Please have a look and let me know if there are any suggestions/ideas/corrections by the end of the week.

Kind regards,

]{atrina

Disclaimer: This email and any attachment hereto is intended solely for the person to which it is addressed and may contain confidential and/or privileged information. If you are not the intended recipient or if you have received this email in error, please delete it and immediately contact the sender by telephone or email, and destroy any copies of this information. You should not use or copy it, nor disclose its content to any other person or rely upon this information. Please note that any views presented in the email and any attachment hereto are solely those of the author and do not necessarily represent those of EURid. Any processing of personal data via email is done in accordance with our Privacy Policy. While all care has been taken to avoid any known viruses, the recipient is advised to check this email and any attachment for presence of viruses. http://www.eurid.eu/en/legal-disclaimer https://eurid.eu/en/other-infomation/privacy-policy

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