December 2023 - ccNSO-UACommittee

NOTES | UAC #8 | 20 December 2023 (13:00 UTC)
by Joke Braeken Dec. 20, 2023

Dec. 20, 2023

NOTES | UAC #8 | 20 December 2023 (13:00 UTC) 1. Welcome & roll call Meeting wiki: https://community.icann.org/x/OYAYEQ UAC main page: https://community.icann.org/x/UIfxDg Low attendance: meeting started 3 min. After the top of the hour Attendance: Mirjana, Abdalmonem, Regina, Jiankang, Sarmad, Vadim, Qing Cai, Sarmad, Bart, Joke. as taken from the zoom room. No apologies received to Bart and Kim’s knowledge Welcome by Abdalmonem Apologies for not being able to join the meeting last week, due to a family matter. Thank you for the constructive discussions. 2. Administrative matters a. SoI ccNSO guideline SOI/COI https://ccnso.icann.org/sites/default/files/field-attached/ccnso-internal-p… SOI form https://forms.gle/79Jw4wSnNhn5W4Z46 Abdalmomen: reminder to please complete the SOI form Bart: voluntary, unique to ccNSO. If you have an update regarding your SOI, please share with the team. For transparency reasons. Any updates? None b. Action items: staff to circulate draft Roadmap to date Completed. See further discussion during item 4 on today’s agenda c. Self-nomination UAC Volunteer UA Day selection panel (volunteers) Completed No volunteers to date: Some UAC members are conflicted, including Abdalmonem and Qing Cai. Abdalmomen invites members to step forward. Sarmad confirmed that UA Day applicants cannot be a member of the selection committee. Bart: We discussed the time commitment last week. The group kicked off its work. First meeting will be held later today, they will discuss the evaluation criteria. They will review the proposals over the next weeks. 130 proposals received. Sarmad: first meeting is tomorrow is at 10:00 UTC. Regina: We haven't applied for an official proposal for the UA day, so I would be eligible. I would really like to let the spot for another volunteer from our group, but I do agree a rep from our group would be good. So in case nobody else steps up, I could do it. d. Letter to Invite IDN ccTLDs to participate Ongoing Abdalmomen: draft? Bart: no draft yet. Can circulate it by the 1st time we meet again in 2024. We need to ensure we have the best way forward. Following consultation with Sarmad, the proposal is for UAC leaders to invite IDN ccTLD managers to either participate in UAC work as a member of the committee, and/or to be subscribed to the community mailing list UAC will create (based on DASC model). ICANN staff (GSE) will also reach out to IDN ccTLD managers Action item #1 Staff to prepare a draft letter by the first UAC meeting in January. e. Scheduling of sessions: Doodle poll end January Ongoing Next UAC meeting on 17 Jan and 31 Jan. Note the changed start time on the 17th, 14:30 UTC, to avoid future overlap with the IGLC meeting at 13:00 UTC. Wednesday is a day when many WG/C meet. We tend to avoid Fridays and Mondays. By the end January, we have more insights regarding the ccPDP4 work. Proposal for this group to move from Wednesday to Tuesday, if the ccPDP4 Tuesday slot frees up. We will circulate a doodle poll. ccPDP4 aims to complete its work by mid-February at the latest. To be confirmed. Regina: Thursday might be an option too? Bart: yes, only potential conflict would be the MPC. Other groups have a standard slot on Thursday too. We will make some suggestions, and ensure we avoid overlap with other fixed slots 3. Charter UA ccTLD library: update text UAC repository/library terms of reference Doc https://docs.google.com/document/d/10hzfbJF4ud6x6k8HDELCjMhrCvgpzCJx/edit?u…<https://urldefense.com/v3/__https:/docs.google.com/document/d/10hzfbJF4ud6x…> Circulated originally by Kimberly with the request for UAC members to comment, with reminders by Joke and Bart. Repository with relevant information for ccTLDs, regarding UA-related matters. There will be a small team that reviews potential submissions to the library. The list is a vetted list, and materials are only published following consensus by the small team (also referred to as “editorial board”). The library will be on the UAC workspace. Accessible by all. You will see the links to the documents. The idea is to create a library. The library has various sub-categories. You will see those categories included in the ToR as well (Terms of Reference = Charter). It is important to agree on the charter before doing the actual work Sarmad: trying to think about a good set of docs to propose. Long list is not helpful. The UA readiness Report is published once a year. It has links to all other reports, and is a useful source of information. Bart: yes. Or a link to the readiness survey results. Qing Cai: question about the articles. Does it include news from our own ccTLDs? Bart: could fit under announcements? Qing Cai: for instance, invites to join our conference. Bart: events? Qing Cai: yes. Could not comment via the google account. Hence my comment here. Bart: important to have the categories correct. The Charter drives the library, and your role. The Charter is currently still in a draft version. The tracker which relates to the role of the editorial board is ready as well. Sarmad: have a category “cooperation with other SO/ACs”. Bart: there are other channels too: mailing list, or wiki. This is not the place to inform ccTLDs about the work by this ccNSO UA committee, but rather to inform the community about UA and UA readiness. Abdalmomen: agreed. >> comments regarding “overview” section in ToR Qing Cai: should we put materials here? e.g. UA readiness report See the materials from the UASG website. Bart: the charter defines the “rules” for populating the library/repository. Once the library goes live, anybody can make suggestions for inclusion in the library. The editorial board will review the proposed submissions, to ensure they meet expectations. The Terms of Reference we discuss now determine the how and the what: details about the repository, and the role of the editorial board, which vets proposed submissions for the library. Abdalmomen: information about UA and registering IDNs, for ASCII and IDN ccTLD managers alike Regina: maybe we can remove the IDN in brackets then? maybe IDN domain names and their management? as some ccTLDs may (not yet) have some under the management. May consider introducing Abdalmomen: “IDN domain names” might create confusion. Use “non-latin domain names” instead Sarmad: latin script can also have IDNs. we should not say non-latin. Abdalmomen: ok Qing Cai: typo. Repetitive word >> comments regarding editorial board section in ToR Bart: please use “editorial board”. Reflects your role. Any objections? Regina: agree. Be consistent. Bart: “library editorial board” instead of “content editorial board” Regina: agree Abdalmomen: might not be clear to the reader. Bart: ok. Will check for consistency by the next meeting >> categories Bart: Any comments or concerns? Vadim: question. See also in the google doc comments. Technical description? Instructions regarding e-mail configuration or use cases. Where would that fit? Articles? Or have a new category? Technical view? Bart: tools or technology category? Sarmad: technical training? Code repository? Regina: code repository as part of the tools? Sarmad: agree. Just overall heading “technical information” and have trainings, codes etc underneath that category. Regina: announcement and news. Time-sensitive. Have a separate time-sensitive category? Sarmad: technical materials Regina: where would the case studies fit? Success stories? Under Articles? Presentations are also one-off, connected to an event How will we differentiate between articles/commentaries or presentations and reports? Abdalmomen: UAC materials. Bart: case studies as a separate category might make sense Regina: important to have them, either separate or under another umbrella. Let’s think about it and discuss at the next meeting. Make sure we are consistent in labeling. >> additional responsibilities by the Library Editorial Board Comment by Abdalmomen. Bart: is this a role for the Library Editorial Board? Rather a role for the UAC Abdalmomen: agree. Action item #2: Staff to adjust the draft ToR, based on the discussions by UAC on 20 December. UAC members to review the proposed ToR and suggest comments or edits prior to UAC meeting #9 4. Review results Napkin exercises to date Draft UAC workplan (sections on napkin pitches) https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… Circulated one week ago, with the request for UAC members to comment Action item #3: UAC members invited to review the proposed UAC workpan prior to UAC meeting #9. During that meeting, the impact-effort analysis will be an item on the agenda. We reached the top of the hour. 5. Time permitting: start impact/effort analysis Deferred to next meeting 6. Selection volunteer (zoom poll, if needed) Regina: I can volunteer. Would appreciate receiving the meeting invite for the 1st meeting tomorrow. Sarmad: will follow up with Regina. Bart: thanks for informing UAC about this opportunity 7. Next meetings 17 January 2024 – 14.30 UTC (avoid overlap with ccNSO IGLC meeting). Note new time, previously tentatively scheduled for 14:15 UTC. 31 January 2024 – 13.00 UTC Qing Cai: works. Pending potential UASG meeting Jiankang: I have another meeting at 15:00 UTC. Bart: ok. 8. AOB none 9. Adjourn This meeting has been adjourned. Warm regards for staff and members for joining today. See you at the next meeting. Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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Re: [ccNSO-UACommittee] Material for todays call
by Joke Braeken Dec. 20, 2023

Dec. 20, 2023

Hello All, The notes during today’s UAC meeting will be taken here: https://docs.google.com/document/d/1bX7eNYY1feBARBwKOHUSCVcrQFhEt6F8M4OFVkf… Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org> From: ccNSO-UACommittee <ccnso-uacommittee-bounces(a)icann.org> on behalf of Bart Boswinkel <bart.boswinkel(a)icann.org> Date: Wednesday, 20 December 2023 at 04:07 To: "ccnso-uacommittee(a)icann.org" <ccnso-uacommittee(a)icann.org> Subject: [ccNSO-UACommittee] Material for todays call Dear all, Please find included the material for today’s call: 1. Link to the Terms of Reference of the UA library (Terms of reference DRAFT: https://docs.google.com/document/d/10hzfbJF4ud6x6k8HDELCjMhrCvgpzCJx/edit [docs.google.com]<https://urldefense.com/v3/__https:/docs.google.com/document/d/10hzfbJF4ud6x…> ) 2. UAC Roadmap document introduced last week ( link and PDF) (https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… [docs.google.com]<https://urldefense.com/v3/__https:/docs.google.com/document/d/1Td27YCcDrDZ3…> ) Kind regards, Bart

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Material for todays call
by Bart Boswinkel Dec. 20, 2023

Dec. 20, 2023

Dear all, Please find included the material for today’s call: 1. Link to the Terms of Reference of the UA library (Terms of reference DRAFT: https://docs.google.com/document/d/10hzfbJF4ud6x6k8HDELCjMhrCvgpzCJx/edit ) 2. UAC Roadmap document introduced last week ( link and PDF) (https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… ) Kind regards, Bart

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Re: [ccNSO-UACommittee] We seek 1 volunteer: UAC member to serve on UA Day 2024 Proposal Review Panel
by Joke Braeken Dec. 20, 2023

Dec. 20, 2023

Dear All, This is to inform you that to date, no volunteers stepped forward to serve on the UA Day 2024 Proposal Review Panel. Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org> From: ccNSO-UACommittee <ccnso-uacommittee-bounces(a)icann.org> on behalf of Joke Braeken <joke.braeken(a)icann.org> Date: Wednesday, 13 December 2023 at 16:32 To: "ccnso-uacommittee(a)icann.org" <ccnso-uacommittee(a)icann.org> Subject: [ccNSO-UACommittee] We seek 1 volunteer: UAC member to serve on UA Day 2024 Proposal Review Panel Dear UAC members, Following the discussions during the UAC meeting held on 13 December, we seek one (1) volunteer from the UAC, to join the UA Day 2024 Proposal Review Panel. HOW TO APPLY | The deadline to apply is Friday, 15 December 2023 (23:59 UTC). If interested, please reply to this email. In case more than one volunteer steps forward, the UAC will need to make a selection. ABOUT THE PANEL | See the announcement [universalacceptance.day]<https://urldefense.com/v3/__https:/universalacceptance.day/__;!!PtGJab4!5Z7…> for details. In addition to the ccNSO nominee, the panel would consist of the UA Steering Group (UASG) and ALAC nominees. RESPONSIBILITIES | The appointee should conduct offline work as well as join regular weekly calls for the following: * Review previous shortlisting criteria and finalize the criteria for UA Day 2024 proposals in December 2023. * Individually review and score project proposals based on the criteria. We received around 100 proposals for UA Day 2023 and the nos. are expected to be similar this year. * Work with the panel in online calls to jointly review cumulative scores for each project to conduct final shortlisting. * Maintain confidentiality and adhere to the guidelines of the review process. TIME COMMITMENT | The shortlisting work is expected to be done between 15 December 2023 and 20 January 2024. We expect each volunteer to spend 4 hours per week during this period. Nominees should be available to commit to this volume of effort and timeframe before volunteering. CONFLICT OF INTEREST | Individuals who are associated with the organizations submitting UA Day 2024 proposals are kindly requested not to volunteer in this shortlisting panel due to possible conflicts of interest. Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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REMINDER: ccNSO UA Committee Teleconference (8) | 20 December at 13:00 UTC
by Kimberly Carlson Dec. 19, 2023

Dec. 19, 2023

Dear all, As a reminder, the next ccNSO UA Committee Teleconference (8) is scheduled for 20 December at 13:00 UTC. Agenda: 1. Welcome & roll call 2. Administrative matters 1. SoI 2. Action items: staff to circulate draft Roadmap to date 3. Self-nomination UAC Volunteer UA Day selection panel (volunteers) 4. Letter to Invite IDNccTLDs to participate 5. Scheduling of sessions: Doodle poll end January 3. Charter UA ccTLD library: update text 4. Review results Napkin exercises to date 5. Time permitting: start Impact /effort analysis 6. Selection volunteer (zoom poll, if needed) 7. Next meetings: 1. 17 January 2024 – 14.15 UTC (avoid overlap with ccNSO IGLC meeting) 2. 31 January 2024 – 13.00 UTC 8. AOB 9. Adjourn Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/97057595532?pwd=endsLzRDUTA2Q1IvUGV1MFZDcDFCZz09 Meeting ID: 970 5759 5532 Passcode: UAC-Dec20# Meeting wiki: https://community.icann.org/x/OYAYEQ UAC main page: https://community.icann.org/x/UIfxDg

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Re: [ccNSO-UACommittee] Please review and comment
by Joke Braeken Dec. 19, 2023

Dec. 19, 2023

Hello All, Here is a reminder regarding the action item below. Thank you. Best regards. Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org> From: ccNSO-UACommittee <ccnso-uacommittee-bounces(a)icann.org> on behalf of Joke Braeken <joke.braeken(a)icann.org> Date: Wednesday, 13 December 2023 at 16:45 To: "ccnso-uacommittee(a)icann.org" <ccnso-uacommittee(a)icann.org> Subject: [ccNSO-UACommittee] Please review and comment Dear UAC members, Your action is required. Prior to the next UAC meeting, held next week on Wednesday, 20 December 2023 | 13:00 UTC, kindly review the materials below, and add your comments to the google docs. * UAC repository/library terms of reference doc https://docs.google.com/document/d/10hzfbJF4ud6x6k8HDELCjMhrCvgpzCJx/edit?u…<https://urldefense.com/v3/__https:/docs.google.com/document/d/10hzfbJF4ud6x…> Please add your feedback via comments or in suggesting mode. * Draft UAC workplan (sections on napkin pitches) https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… [docs.google.com]<https://urldefense.com/v3/__https:/docs.google.com/document/d/1Td27YCcDrDZ3…> Thank you. Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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ccNSO UA Committee Teleconference (8) | 20 December at 13:00 UTC
by Kimberly Carlson Dec. 14, 2023

Dec. 14, 2023

Dear all, The next ccNSO UA Committee Teleconference (8) is scheduled for 20 December at 13:00 UTC. An agenda will be circulated prior to the call. Please find the call details below: Join Zoom Meeting https://icann.zoom.us/j/97057595532?pwd=endsLzRDUTA2Q1IvUGV1MFZDcDFCZz09 Meeting ID: 970 5759 5532 Passcode: UAC-Dec20# Meeting wiki: https://community.icann.org/x/OYAYEQ UAC main page: https://community.icann.org/x/UIfxDg

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Please review and comment
by Joke Braeken Dec. 13, 2023

Dec. 13, 2023

Dear UAC members, Your action is required. Prior to the next UAC meeting, held next week on Wednesday, 20 December 2023 | 13:00 UTC, kindly review the materials below, and add your comments to the google docs. * UAC repository/library terms of reference doc https://docs.google.com/document/d/10hzfbJF4ud6x6k8HDELCjMhrCvgpzCJx/edit?u…<https://urldefense.com/v3/__https:/docs.google.com/document/d/10hzfbJF4ud6x…> Please add your feedback via comments or in suggesting mode. * Draft UAC workplan (sections on napkin pitches) https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… Thank you. Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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We seek 1 volunteer: UAC member to serve on UA Day 2024 Proposal Review Panel
by Joke Braeken Dec. 13, 2023

Dec. 13, 2023

Dear UAC members, Following the discussions during the UAC meeting held on 13 December, we seek one (1) volunteer from the UAC, to join the UA Day 2024 Proposal Review Panel. HOW TO APPLY | The deadline to apply is Friday, 15 December 2023 (23:59 UTC). If interested, please reply to this email. In case more than one volunteer steps forward, the UAC will need to make a selection. ABOUT THE PANEL | See the announcement<https://universalacceptance.day/> for details. In addition to the ccNSO nominee, the panel would consist of the UA Steering Group (UASG) and ALAC nominees. RESPONSIBILITIES | The appointee should conduct offline work as well as join regular weekly calls for the following: * Review previous shortlisting criteria and finalize the criteria for UA Day 2024 proposals in December 2023. * Individually review and score project proposals based on the criteria. We received around 100 proposals for UA Day 2023 and the nos. are expected to be similar this year. * Work with the panel in online calls to jointly review cumulative scores for each project to conduct final shortlisting. * Maintain confidentiality and adhere to the guidelines of the review process. TIME COMMITMENT | The shortlisting work is expected to be done between 15 December 2023 and 20 January 2024. We expect each volunteer to spend 4 hours per week during this period. Nominees should be available to commit to this volume of effort and timeframe before volunteering. CONFLICT OF INTEREST | Individuals who are associated with the organizations submitting UA Day 2024 proposals are kindly requested not to volunteer in this shortlisting panel due to possible conflicts of interest. Best regards, Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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NOTES | UAC | 13 December 2023 (13:00 UTC)
by Joke Braeken Dec. 13, 2023

Dec. 13, 2023

NOTES | UAC | 13 December 2023 (13:00 UTC) 1. Welcome roll call UAC main page: https://community.icann.org/x/UIfxDg Attendance taken from zoom: Abdalmonem - apologised Regina Jiankang Ai-Chin Mirjana Qing Cai Sarmad Seda Sarmad Bart Joke 2. Admin Matters a. SoI update SOI form: https://forms.gle/79Jw4wSnNhn5W4Z46 SOI/COI Guideline: https://ccnso.icann.org/sites/default/files/field-attached/ccnso-internal-p… Launched by ccNSO after ICANN78. Voluntary for existing WG/C. However, UAC members are highly recommended to complete the statement of interest form. The ccNSO SOI is different from the form other SO/ACs use Any updates to the SOI? none b. Virtual World Café session 14 December Follow-up from anniversary session in Hamburg. Zoom breakout rooms: participants can self-select. 4 themes: one for each room https://ccnso.icann.org/en/announcements/announcement-06dec23-en.htm Results will be shared with Council. c. Nominate member for UA Day proposal review team More about UA Day: https://universalacceptance.day/ Community based group to review the proposals and short-list them based on the criteria. If the UAC wished to nominate a person to be part of the Review Team. Work starts mid December until mid January. Each member reviews the proposals, and scores against the criteria which the group decides. Approx 4 to 5 hours of work per week. Bart: request for UAC to submit its name by the 20th. Call for volunteers on the mailing list. Thus those not attending today can nominate themselves too. If there are two or more volunteers, the UAC will need to make a selection. Sarmad: ok. If there are meeting prior to that date, we can share recordings. Seda: if a ccTLD has submitted a proposal, the UAC member from that ccTLD is not eligible. Action item #1 Staff to circulate a call for volunteers to the UAC mailing list: by 20 December latest, the UAC should appoint a non-conflicted volunteer to join the UA Day selection committee. 3. Napkin Pitch Results: overview of results, next steps Workplan (google doc) https://docs.google.com/document/d/1Td27YCcDrDZ3pa4JzyX6n6CAY6anIG_n2kizDMc… The google doc shows the results of the napkin pitches to date, and how the phased approach eventually leads to the UAC workplan. * Step 1: napkin pitches * Step 2: impact-effort analysis See annex B: the sticky notes from the google jamboard were added to the table. Regina: thanks to staff for the excellent work Bart: we tried to summarise the napkins you produced. (notes missing for approx. 5 min.) No concerns raised by those participating in the meeting regarding the content of the tables in particular (annex A and page 3) and the overall document See page 3 of the google doc: we structured the information, grouped it. E.g. category “knowledge transfer”, with subcategory tabletop exercise, which is expected to require a lot of effort. Ai-Chin: the email service provider is very important. When we discussed this, we suggested to cooperate with others. Please specify cooperation with Email Service Providers as an action item Joke: suggestion to add under “liaison role” Bart: supply chain contacts Ai-Chin: ok Regina: should we ask via the mailing list for comments on this document? Bart: absolutely Bart: we can re-discuss at the next meeting. However, not only topic of the meeting. Also discuss the email list and library as information hub. Please review the library charter Action item #2 Staff to circulate the draft work plan to the UAC mailing list, as well as re-circulate the library charter. UAC members to review and comment Bart: some of the suggested actions require a high level of effort. Example: table top exercise. ccNSO TLD-OPS did a tabletop exercise on business continuity in 2019, at AGM in Montreal. Impact means “adding value to ccTLDs”. Annex B: 4 quadrants. Most optimal combination is low effort, high impact. Regina: good to assess the impact effort. Would also be good to welcome more people to the UAC, to ensure we have sufficient resources. Sarmad: message from the team (GSE staff to send on behalf of this group). There is a concrete list of organisatios. Sarmad: we can help compile email list with IDN ccTLD contacts, with help from GSE Action item #3: Sarmad to create a list of IDN ccTLD (managers) with help of GSE team. Joke to reach out to IDN ccTLD managers, to alert them to the existence of the UAC, on behalf of the UAC leadership team 4. Next meetings 20 December 2023 | 13:00 UTC (library/mailing list follow-up) 17 January 2023 | 13:00 UTC (impact effort analysis) 31 January 2023 | 13:00 UTC (discuss action plan UAC 2024) 5. AOB Regina: will participate in the meeting on 20 December, but travelling by train at that time 6. Adjourn Thanks all. Joke Braeken joke.braeken(a)icann.org<mailto:joke.braeken@icann.org>

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