April 2025 - Ccnso-omcommittee

Onboarding and Mentoring Committee(OMC) | 05 May 2025 at 14:00 UTC
by ccNSO Calendar April 29, 2025

April 29, 2025

Moved to 12 May 2025 (14:00 UTC) Dear all, The next Onboarding and Mentoring Committee (OMC) teleconference is scheduled for 05 May 2025 at 14:00 UTC. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/98944273578?pwd=ulgkEWxQmaWYIaMhiOTsJi7J6Bf2S7.1 Meeting ID: 989 4427 3578 Passcode: ccNSO-OMC1 Dial in Passcode: 1499944188 Find your local number: https://icann.zoom.us/u/aFhWMrXIn Wiki: https://icann-community.atlassian.net/wiki/x/LIHGDQ Thank you!

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Re: NOTES | OMC | Monday, 28 April 2025 (14:00 UTC)
by Joke Braeken April 28, 2025

April 28, 2025

All, Enclosed please find a screenshot enclosed of the whiteboard from today’s OMC meeting. Best regards. Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org> From: Joke Braeken via Ccnso-omcommittee <ccnso-omcommittee(a)icann.org> Date: Monday, 28 April 2025 at 16:56 To: Bart Boswinkel via Ccnso-omcommittee <ccnso-omcommittee(a)icann.org> Cc: Joke Braeken <joke.braeken(a)icann.org> Subject: [Ccnso-omcommittee] NOTES | OMC | Monday, 28 April 2025 (14:00 UTC) NOTES | OMC | Monday, 28 April 2025 (14:00 UTC) 1. Welcome Welcome by Bart. Jenifer has no voice. Apologies for circulating the agenda late. Apologies received from Wafa Any questions regarding the agenda? none 2. Admin matters a. Update SoI Consult the ccNSO SOI Guideline [ccnso.icann.org]<https://urldefense.com/v3/__https:/ccnso.icann.org/en/about/ccnso-internal-…> Complete the SOI template [docs.google.com]<https://urldefense.com/v3/__https:/docs.google.com/forms/d/e/1FAIpQLSfRpehi…> Check the ccNSO Statements of Interest<https://community.icann.org/x/doAFEg> b. Action items Action item #1 - Include testimonials in the pre-ICANN83 newcomer webinar (update the slide deck) Assigned to Joke, Biyi Action item #2- Staff to explore if a session without services could be added to the icann public schedule. Wed, block 1 at ICANN83. Claudia confirmed. Completed Action item #3 - Staff to explore what type of onboarding options or newcomer sessions other SO/ACs have in place. (especially GAC) Bart: for completion at the next meeting. Claudia: ALAC has a dedicated staff person. Gisella. She shows newcomers around, highlighting sessions, people to be introduced to etc 3. Mentoring a. Buddy system versus mentor mentee program Introduce Buddy or mentor system or both? ccNSO mentor program: 2019 ccNSO Community Onboarding Program: https://ccnso.icann.org/en/announcements/announcement-05feb19-en.htm<https://urldefense.com/v3/__https:/ccnso.icann.org/en/announcements/announc…> Bart: intense program. 1 mentor, 1 mentee. In preparation for the Montreal meeting. Call for volunteers opened in February, prep started in June. See background and links. Council developed at the time a detailed program See ToR Terms of Reference ccNSO COP: https://ccnso.icann.org/en/about/ccnso-draft-cop-06dec18-en.pdf [ccnso.icann.org]<https://urldefense.com/v3/__https:/ccnso.icann.org/en/about/ccnso-draft-cop…> Structured as a guideline It looked promising at the time. We had a mentor and a mentee. However, Neither mentor nor mentee both did not get a visa for Canada. After the meeting, the pandemic hit the world. We never could test the program in a real life environment. Bart: compare with a buddy-system later Biyi: program worked well. Laura/myself/Alejandra were part of the committee. The mentee is Eyitayo, who is president of AFTLD today and who is the NomCom appointee from the ccnso. She stayed involved in the community. Good way for her to start Bart: very intense, both for mentor and mentee. People need to be very committed. This is one way of organising the in-person onboarding. This is one option. Any questions? None Bart: a buddy system is less intense, more flexible, and easier to organise. I researched what you could expect from buddy programs. Wikipedia. Short period of time. Not very time-consuming. Prbbaly more intense at the icann meeting. Straightforward what needs to be done. You need to establish the goal. What do you want to achieve? No expectations to pay dinner for eachother 🙂 Establishing easily achievable goals. Next step would be to recruit buddies and match them with newbees. Evaluate the program. Bart shows slide deck. We know very late who the newbees are.If you would go for this path, have something in place by Prague. Jenifer: I believe the Buddy System is an excellent tool for us, because it offers crucial flexibility for new members, allowing them to adapt at their own pace while receiving the support they need to ask informal questions and overcome initial challenges. Bart: questions/comments Sami: agree with buddy system Groups agrees with the buddy-approach. Green ticks Biyi: I think a mix-match would be good, we can have both the intense and buddy approach depending on the purpose we are pursuing. Bart: do we need to continue with the mentor-programme too? Biyi: while we use the buddy system for those who want to take their time in getting onboarded, we can use the COP for those who would like to get into the groove quicly. Bart: short term and longer term program Bart: by next time, a brief review of the current guideline. We could announce it after icann83. Jenifer: I agree with Biji, the mixed approach (buddy + Mentor-Mentee) helps continue the learning process beyond the initial phase. b. What should be characteristics of program? Proposed steps · Establish the goals · Recruit buddies · Train buddies in key tasks – explain structure of the ccNSO, Products or services of the ccNSO, information available · Match buddies to newby’s · Evaluate the program Timeline: Goals ready by next meeting Call for buddies, 23 May 2025 Bart: keep it as lightweight as possible. The program will evolve over time. Do you agree with these steps to develop such a program? This requires commitment from your end. Especially around oversight and development of the program. By next meetings, the goals should be ready. Brainstorming on the system. And the expectations for buddies. Claudia: Help newcomers quickly adapt to the community’s culture, structure, and processes. Enable new members to learn from others who are more experienced, in a peer-to-peer format. and for me, the most important is it improves retention by making newcomers feel supported and involved. Nicky: overwhelmed to see what is happening. Filter what is important. Steer people into the direction Sami: i cannot speak. I am currently in a UA Day event. we have Theresa, Dr. Sarmad, Baher and Fahd here Sami: engagement with people from same region Biyi: facilitates questions. Nicky: maximise the experience at icann. Filtering. Making most of the meeting times. Biyi: helping to pair people from similar background. Bart: same region, similar background (e.g. language) Let’s combine this as high level goals for the buddy system. Lets confirm this at the next meeting. At that meeting, look at the requirements, and see where the COP program might need to be updated. Sami: I think second comment is to add people in a ice breaker session with some quiz or team formation, that should be used for initiating the discussions. 4. Next meetings – 5 May 2025 | 14 UTC (prefer 12 May) Public holiday in NL Preference by the group for the 12th 23 May 2025 | 14 UTC Jenifer: Can we move the 23th also? Bart: very close to Prague 5. AOB none 6. Closure Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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NOTES | OMC | Monday, 28 April 2025 (14:00 UTC)
by Joke Braeken April 28, 2025

April 28, 2025

NOTES | OMC | Monday, 28 April 2025 (14:00 UTC) 1. Welcome Welcome by Bart. Jenifer has no voice. Apologies for circulating the agenda late. Apologies received from Wafa Any questions regarding the agenda? none 2. Admin matters a. Update SoI Consult the ccNSO SOI Guideline<https://ccnso.icann.org/en/about/ccnso-internal-procedure-general-soi-coi-2…> Complete the SOI template<https://docs.google.com/forms/d/e/1FAIpQLSfRpehiCw2ty2PYRiaPG0K3lZSKk9LrLPQ…> Check the ccNSO Statements of Interest<https://community.icann.org/x/doAFEg> b. Action items Action item #1 - Include testimonials in the pre-ICANN83 newcomer webinar (update the slide deck) Assigned to Joke, Biyi Action item #2- Staff to explore if a session without services could be added to the icann public schedule. Wed, block 1 at ICANN83. Claudia confirmed. Completed Action item #3 - Staff to explore what type of onboarding options or newcomer sessions other SO/ACs have in place. (especially GAC) Bart: for completion at the next meeting. Claudia: ALAC has a dedicated staff person. Gisella. She shows newcomers around, highlighting sessions, people to be introduced to etc 3. Mentoring a. Buddy system versus mentor mentee program Introduce Buddy or mentor system or both? ccNSO mentor program: 2019 ccNSO Community Onboarding Program: https://ccnso.icann.org/en/announcements/announcement-05feb19-en.htm<https://urldefense.com/v3/__https:/ccnso.icann.org/en/announcements/announc…> Bart: intense program. 1 mentor, 1 mentee. In preparation for the Montreal meeting. Call for volunteers opened in February, prep started in June. See background and links. Council developed at the time a detailed program See ToR Terms of Reference ccNSO COP: https://ccnso.icann.org/en/about/ccnso-draft-cop-06dec18-en.pdf Structured as a guideline It looked promising at the time. We had a mentor and a mentee. However, Neither mentor nor mentee both did not get a visa for Canada. After the meeting, the pandemic hit the world. We never could test the program in a real life environment. Bart: compare with a buddy-system later Biyi: program worked well. Laura/myself/Alejandra were part of the committee. The mentee is Eyitayo, who is president of AFTLD today and who is the NomCom appointee from the ccnso. She stayed involved in the community. Good way for her to start Bart: very intense, both for mentor and mentee. People need to be very committed. This is one way of organising the in-person onboarding. This is one option. Any questions? None Bart: a buddy system is less intense, more flexible, and easier to organise. I researched what you could expect from buddy programs. Wikipedia. Short period of time. Not very time-consuming. Prbbaly more intense at the icann meeting. Straightforward what needs to be done. You need to establish the goal. What do you want to achieve? No expectations to pay dinner for eachother 🙂 Establishing easily achievable goals. Next step would be to recruit buddies and match them with newbees. Evaluate the program. Bart shows slide deck. We know very late who the newbees are.If you would go for this path, have something in place by Prague. Jenifer: I believe the Buddy System is an excellent tool for us, because it offers crucial flexibility for new members, allowing them to adapt at their own pace while receiving the support they need to ask informal questions and overcome initial challenges. Bart: questions/comments Sami: agree with buddy system Groups agrees with the buddy-approach. Green ticks Biyi: I think a mix-match would be good, we can have both the intense and buddy approach depending on the purpose we are pursuing. Bart: do we need to continue with the mentor-programme too? Biyi: while we use the buddy system for those who want to take their time in getting onboarded, we can use the COP for those who would like to get into the groove quicly. Bart: short term and longer term program Bart: by next time, a brief review of the current guideline. We could announce it after icann83. Jenifer: I agree with Biji, the mixed approach (buddy + Mentor-Mentee) helps continue the learning process beyond the initial phase. b. What should be characteristics of program? Proposed steps · Establish the goals · Recruit buddies · Train buddies in key tasks – explain structure of the ccNSO, Products or services of the ccNSO, information available · Match buddies to newby’s · Evaluate the program Timeline: Goals ready by next meeting Call for buddies, 23 May 2025 Bart: keep it as lightweight as possible. The program will evolve over time. Do you agree with these steps to develop such a program? This requires commitment from your end. Especially around oversight and development of the program. By next meetings, the goals should be ready. Brainstorming on the system. And the expectations for buddies. Claudia: Help newcomers quickly adapt to the community’s culture, structure, and processes. Enable new members to learn from others who are more experienced, in a peer-to-peer format. and for me, the most important is it improves retention by making newcomers feel supported and involved. Nicky: overwhelmed to see what is happening. Filter what is important. Steer people into the direction Sami: i cannot speak. I am currently in a UA Day event. we have Theresa, Dr. Sarmad, Baher and Fahd here Sami: engagement with people from same region Biyi: facilitates questions. Nicky: maximise the experience at icann. Filtering. Making most of the meeting times. Biyi: helping to pair people from similar background. Bart: same region, similar background (e.g. language) Let’s combine this as high level goals for the buddy system. Lets confirm this at the next meeting. At that meeting, look at the requirements, and see where the COP program might need to be updated. Sami: I think second comment is to add people in a ice breaker session with some quiz or team formation, that should be used for initiating the discussions. 4. Next meetings – 5 May 2025 | 14 UTC (prefer 12 May) Public holiday in NL Preference by the group for the 12th 23 May 2025 | 14 UTC Jenifer: Can we move the 23th also? Bart: very close to Prague 5. AOB none 6. Closure Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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Draft Agenda
by Bart Boswinkel April 28, 2025

April 28, 2025

Dear all Please find included the belated agenda for today’s meeting Kind regards, Bart 1. Welcome 2. Admin matters * Update SoI * Action items Action item #1 - Include testimonials in the pre-ICANN83 newcomer webinar (update the slide deck) Action item #2- Staff to explore if a session without services could be added to the icann public schedule. Action item #3 - Staff to explore what type of onboarding options or newcomer sessions other SO/ACs have in place. (especially GAC) 1. Mentoring * Buddy system versus mentor mentee program Introduce Buddy or mentor system or both? ccNSO mentor program: 2019 ccNSO Community Onboarding Program: https://ccnso.icann.org/en/announcements/announcement-05feb19-en.htm [ccnso.icann.org]<https://urldefense.com/v3/__https:/ccnso.icann.org/en/announcements/announc…> * What should be characteristics of program? Proposed steps * Establish the goals * Recruit buddies * Train buddies in key tasks – explain structure of the ccNSO, Proucts or services of the ccNSO, information available * Match buddies to newby’s * Evaluate the program Timeline: Goals ready by next meeting Call for buddies, 23 May 2025 1. Next meetings – 5 May 2025 | 14 UTC (prefer 12 May) 23 May 2025 | 14 UTC 1. AOB 2. Closure

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Onboarding and Mentoring Committee(OMC) | 28 April 2025 at 14:00 UTC
by ccNSO Calendar April 28, 2025

April 28, 2025

***REMINDER*** Dear all, The next Onboarding and Mentoring Committee (OMC) teleconference is scheduled for 28 April 2025 at 14:00 UTC. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/98944273578?pwd=ulgkEWxQmaWYIaMhiOTsJi7J6Bf2S7.1 Meeting ID: 989 4427 3578 Passcode: ccNSO-OMC1 Dial in Passcode: 1499944188 Find your local number: https://icann.zoom.us/u/aFhWMrXIn Wiki: https://icann-community.atlassian.net/wiki/x/q4DEDQ Thank you!

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Onboarding and Mentoring Committee(OMC) | 19 May 2025 at 14:00 UTC
by ccNSO Calendar April 18, 2025

April 18, 2025

Dear all, The next Onboarding and Mentoring Committee (OMC) teleconference is scheduled for 19 May 2025 at 14:00 UTC. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/98944273578?pwd=ulgkEWxQmaWYIaMhiOTsJi7J6Bf2S7.1 Meeting ID: 989 4427 3578 Passcode: ccNSO-OMC1 Dial in Passcode: 1499944188 Find your local number: https://icann.zoom.us/u/aFhWMrXIn Wiki: https://icann-community.atlassian.net/wiki/x/PgHJDQ Thank you!

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Onboarding and Mentoring Committee(OMC) | 05 May 2025 at 14:00 UTC
by ccNSO Calendar April 18, 2025

April 18, 2025

Dear all, The next Onboarding and Mentoring Committee (OMC) teleconference is scheduled for 05 May 2025 at 14:00 UTC. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/98944273578?pwd=ulgkEWxQmaWYIaMhiOTsJi7J6Bf2S7.1 Meeting ID: 989 4427 3578 Passcode: ccNSO-OMC1 Dial in Passcode: 1499944188 Find your local number: https://icann.zoom.us/u/aFhWMrXIn Wiki: https://icann-community.atlassian.net/wiki/x/LIHGDQ Thank you!

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Onboarding and Mentoring Committee(OMC) | 28 April 2025 at 14:00 UTC
by ccNSO Calendar April 18, 2025

April 18, 2025

Dear all, The next Onboarding and Mentoring Committee (OMC) teleconference is scheduled for 28 April 2025 at 14:00 UTC. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/98944273578?pwd=ulgkEWxQmaWYIaMhiOTsJi7J6Bf2S7.1 Meeting ID: 989 4427 3578 Passcode: ccNSO-OMC1 Dial in Passcode: 1499944188 Find your local number: https://icann.zoom.us/u/aFhWMrXIn Wiki: https://icann-community.atlassian.net/wiki/x/q4DEDQ Thank you!

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NOTES | OMC | 7 April 2025 (14:00 UTC)
by Joke Braeken April 7, 2025

April 7, 2025

NOTES | OMC | 7 April 2025 (14:00 UTC) 1. Welcome Welcome by Jenifer 2. Admin matters a. SOI updates? Abdalmomen: my role was promoted Fill out the ccNSO Statement of Interest form: https://forms.gle/79Jw4wSnNhn5W4Z46<https://forms.gle/79Jw4wSnNhn5W4Z46>. Once processed by the Secretariat, you can check your SOI here: https://community.icann.org/x/doAFEg <https://community.icann.org/x/doAFEg>Read here the ccNSO SOI Guideline: https://ccnso.icann.org/sites/default/files/field-attached/ccnso-internal-p… 3. Feedback and comments onboarding activities re Seattle a. Feedback (informal) meeting with newcomers Jenifer: aim to make our session more accessible and practicable. Daily icann newsletter as a tool to keep new members informed. Informed about our daily job. A lot of them were confused about the broader purpose and objective of what we do. Bart: ccnso as a whole? Jenifer: yes Wafa: I did not attend. Did you do surveys? Bart: no, rudimentary notes Difficulty from the ccnso to reach them. Twnic internal fellowship program. b. Lessons learned: what can we improve None of them was aware about the newcomer webinar we do prior to icann meetings. Omc might want to consider ways to reach out to those newcomers. Employees of ccTLD managers. E.g. Sarah. They would have benefited from a mentoring, buddy system Biyi: make the Wednesday morning informal session as part of the program. Easier to publish it. Action item #1 Include testimonials in the pre-ICANN83 newcomer webinar Pablo: having mentors made a difference for me Wafa: who are the sponsors? Help the newcomers understand more. Bart: how to do this marketing? Wafa: we need third parties. Those responsible for fellowship program. Bart: we approach the wrong people. Wafa: announcement on the ccnso website Pablo: i spoke to LACTLD GM. she asked members who is joining. Sending them materials, inviting them to attend. Bart: why not with ccTLDs themself? Pablo: agree They should also get it from the RO. Jenifer: using our social media tools. It might help feel the new members to feel connected. Bart: we can try it again. Bart: you as OMC members can use the channel again Jenifer: Let's record Pablo in a 2–3 minute welcome video explaining the purpose of the ccNSO and how to participate 😁 Biyi: using mailing lists. What group does the Tech WG use? Can we leverage on that? It is far reaching. Tech day programs are used by many community members. Joke: Tech Day program is easy to find on the icann public schedule. Prominent, easy title. Action item #2 Staff to explore if a session without services could be added to the icann public schedule. Balance the need between having an informal session, and promoting the session adequately Gudrun: was the session published? Bart: no, announced during the welcome session by Alejandra, Everton. Jenifer: Should we provide a ‘starter kit’, like a simplified guide with just the essentials for attending our sessions? Maybe this will motivate them. 4. Actions to improve on-boarding See notes previous agenda item 5. Preparing onboarding for the Prague meeting See notes previous agenda item 6. Mentoring: kick-off a. Introduce the 2019 mentoring effort Read more about the 2019 ccNSO Community Onboarding Program: https://ccnso.icann.org/en/announcements/announcement-05feb19-en.htm b. What are possible approaches? Bart: we previously had a Buddy-program. Sign-up list. Did not work. Not well prepared. Jenifer: we meet at least once a week with the fellows. Informal get-together. Bart: when do you meet? Jenifer: prior to the meeting. During the meeting we have joint breakfasts. Bart: funded by icann. Jenifer: 1.5 month prior. One meeting per week. Bi-weekly meeting with all fellows in the program. Bart: every week a meeting. 6 weeks prior to the meeting. What do you talk about? Jenifer: siranush prepares a slide deck. General info about icann. I ask my fellows to prepare questions. Bart: broader? Jenifer: includes ccnso and other groups. Bart; if you would make it specific for the ccnso, would 2 or 3 sessions suffice? Jenifer: whatsapp group, and i send them materials. I send them the .ppt by Biyi for the newcomer webinar Pablo: the doc Bart created gives a path. Why do we meet? Why do have working groups? Why do we work on those topics? The doc for PGA. path way. What are the issues? Why do they affect us? Bart: ah, the working methods Gudrun: what do the others do? Does the GNSO have onboarding program? Claudia: Gisela was staff in charge to welcome newcomers. Bart: dedicated staff person who is available Bart: council onboarding for GNSO. but that is different. They have constituencies. Not sure what they do there, if anything. We can check with GAC. they have real issues. Considerable turn-over. The past 2 years, up to 40% new members. We can ask what they do. Action item #3 Staff to explore what type of onboarding options or newcomer sessions other SO/ACs have in place. (especially GAC) Wafa: NCUC welcomes new members and sends them lots of info. 7. Next meetings 28 April (skip 21 April, Easter holiday for some) 5 May 2025 | 14 UTC 19 May 2025 | 14 UTC 8. AOB none 9. Closure Bye all Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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Draft Agenda OMC Meeting | 07 April 2025 at 14:00 UTC
by Claudia Ruiz April 7, 2025

April 7, 2025

Dear all, Please find included the draft agenda for the upcoming ccNSO Onboarding and Mentoring Committee (OMC) Meeting Kind regards, Claudia Ruiz Draft Agenda 1. Welcome 2. Admin matters 3. Feedback and comments onboarding activities re Seattle a. Feedback (informal) meeting with newcomers b. Lessons learned: what can we improve c. Actions to improve on-boarding 4. Preparing onboarding for the Prague meeting 5. Mentoring: kick-off a. Introduce the 2019 mentoring effort What are possible approaches? 6. Next meetings: 28 April (skip 21 April, Easter holiday for some), 5 May 2025, 19 May 2025 7. AOB 8. Closure

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