Many thanks for confirming, Marika - this language seems to me to handle the concerns that have been expressed. Best wishes, Heather On Mon, Jul 9, 2018 at 4:28 PM, Marika Konings <marika.konings@icann.org> wrote:

Thanks, Heather. Note that the small team has put forward the following description of the role of alternates:

- “EPDP Team *Alternates*: Alternates are also expected to adhere to the Statement of Participation. An alternate will only participate if a Member is not available. Alternates will be responsible for keeping up with all relevant EPDP WG deliberations to ensure they remain informed and can contribute when needed (when the Member is not available). As noted, the ability to listen in real-time is expected to be made available to facilitate this process.

With regards to the mailing list, staff had assumed that this would work in a similar way as currently is done for when alternates are appointed to the Council, basically that for the duration of their stepping in for a member, they would have posting rights to the mailing list, but when that period would be completed the alternate would go back to the same status as observers on the mailing list so a read-only ability (no posting rights). This would require a clear communication from the member / appointing organization for when an alternate is stepping in to avoid duplication. Of course, regardless of what staff may have assumed, it would be helpful for you to confirm how you expect this to be handled.

Best regards,

Marika

*From: *Epdp-dt <epdp-dt-bounces@icann.org> on behalf of Heather Forrest < haforrestesq@gmail.com> *Date: *Monday, July 9, 2018 at 08:15 *To: *"Epdp-dt@icann.org" <Epdp-dt@icann.org> *Subject: *[Epdp-dt] Team composition: role of Alternates

Dear colleagues,

As we progress on team composition of the EPDP Charter, I note the following feedback that Council leadership received from the GAC Chair:

So far, it’s not clear whether Alternates will be on the mailing list and with what privileges .. I also believe that you may want to allow Alternates to listen-in (strictly as observers) during EPDP calls to ensure smooth timely backup when needed ..

It makes good sense that Alternates are able to keep themselves fully up to speed with the work of the group, as should they need to step in and fulfil the Alternate role, they will need to be current to do so effectively. This could be specified in our description of Alternate, if nobody objects.

Best wishes,

Heather

Thanks Heather. The request seems reasonable and the way Marika and staff have translated this into the work methods is very good. And many thanks to the small editing team for working this out. Regards, Philippe From: Epdp-dt [mailto:epdp-dt-bounces@icann.org] On Behalf Of Heather Forrest Sent: Monday, July 09, 2018 9:16 AM To: Marika Konings Cc: Epdp-dt@icann.org Subject: Re: [Epdp-dt] Team composition: role of Alternates Many thanks for confirming, Marika - this language seems to me to handle the concerns that have been expressed. Best wishes, Heather On Mon, Jul 9, 2018 at 4:28 PM, Marika Konings <marika.konings@icann.org<mailto:marika.konings@icann.org>> wrote: Thanks, Heather. Note that the small team has put forward the following description of the role of alternates: * “EPDP Team Alternates: Alternates are also expected to adhere to the Statement of Participation. An alternate will only participate if a Member is not available. Alternates will be responsible for keeping up with all relevant EPDP WG deliberations to ensure they remain informed and can contribute when needed (when the Member is not available). As noted, the ability to listen in real-time is expected to be made available to facilitate this process. With regards to the mailing list, staff had assumed that this would work in a similar way as currently is done for when alternates are appointed to the Council, basically that for the duration of their stepping in for a member, they would have posting rights to the mailing list, but when that period would be completed the alternate would go back to the same status as observers on the mailing list so a read-only ability (no posting rights). This would require a clear communication from the member / appointing organization for when an alternate is stepping in to avoid duplication. Of course, regardless of what staff may have assumed, it would be helpful for you to confirm how you expect this to be handled. Best regards, Marika From: Epdp-dt <epdp-dt-bounces@icann.org<mailto:epdp-dt-bounces@icann.org>> on behalf of Heather Forrest <haforrestesq@gmail.com<mailto:haforrestesq@gmail.com>> Date: Monday, July 9, 2018 at 08:15 To: "Epdp-dt@icann.org<mailto:Epdp-dt@icann.org>" <Epdp-dt@icann.org<mailto:Epdp-dt@icann.org>> Subject: [Epdp-dt] Team composition: role of Alternates Dear colleagues, As we progress on team composition of the EPDP Charter, I note the following feedback that Council leadership received from the GAC Chair: So far, it’s not clear whether Alternates will be on the mailing list and with what privileges .. I also believe that you may want to allow Alternates to listen-in (strictly as observers) during EPDP calls to ensure smooth timely backup when needed .. It makes good sense that Alternates are able to keep themselves fully up to speed with the work of the group, as should they need to step in and fulfil the Alternate role, they will need to be current to do so effectively. This could be specified in our description of Alternate, if nobody objects. Best wishes, Heather _________________________________________________________________________________________________________________________ Ce message et ses pieces jointes peuvent contenir des informations confidentielles ou privilegiees et ne doivent donc pas etre diffuses, exploites ou copies sans autorisation. Si vous avez recu ce message par erreur, veuillez le signaler a l'expediteur et le detruire ainsi que les pieces jointes. Les messages electroniques etant susceptibles d'alteration, Orange decline toute responsabilite si ce message a ete altere, deforme ou falsifie. Merci. This message and its attachments may contain confidential or privileged information that may be protected by law; they should not be distributed, used or copied without authorisation. If you have received this email in error, please notify the sender and delete this message and its attachments. As emails may be altered, Orange is not liable for messages that have been modified, changed or falsified. Thank you.