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REMINDER-CONSENSUS CALL: Recommendation 4 Implementation Charter
by Julie Hedlund Jan. 2, 2018

Jan. 2, 2018

Dear GNSO Review Working Group members, This is a Consensus Call for the GNSO Review Implementation Charter for Recommendation 4. As noted in the attached charter, this is the recommendation for implementation: “That the GNSO Council introduce non‐financial rewards and recognition for volunteers.” The charter reflects the revisions agreed to at the Working Group meeting on 14 December (see notes below). Staff is circulating the revised version of the charter for a three-week Consensus Call to end on Monday, 08 January 2018. If there are no objections the recommendation will be deemed to have been implemented by Full Consensus. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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Re: [Gnso-review-wg] [Ext] Re: CONSENSUS CALL: Recommendations 5, 9, & 17 Implementation Charter
by Julie Hedlund Dec. 20, 2017

Dec. 20, 2017

Many thanks Sara and for doing such a close reading of the Charter! Staff will make that change. Kind regards, Julie From: Sara Bockey <sbockey(a)godaddy.com> Date: Wednesday, December 20, 2017 at 2:51 PM To: Julie Hedlund <julie.hedlund(a)icann.org>, "gnso-review-wg(a)icann.org" <gnso-review-wg(a)icann.org> Cc: Sara Bockey <sbockey(a)godaddy.com> Subject: [Ext] Re: [Gnso-review-wg] CONSENSUS CALL: Recommendations 5, 9, & 17 Implementation Charter FYI - I note there is a typo in the Charter. Under Solutions, it should read recommendation 9, not 7. Sara sara bockey sr. policy manager | GoDaddy™ sbockey(a)godaddy.com 480-366-3616 skype: sbockey This email message and any attachments hereto is intended for use only by the addressee(s) named herein and may contain confidential information. If you have received this email in error, please immediately notify the sender and permanently delete the original and any copy of this message and its attachments. From: Gnso-review-wg <gnso-review-wg-bounces(a)icann.org> on behalf of Julie Hedlund <julie.hedlund(a)icann.org> Date: Monday, December 18, 2017 at 1:57 PM To: "gnso-review-wg(a)icann.org" <gnso-review-wg(a)icann.org> Subject: [Gnso-review-wg] CONSENSUS CALL: Recommendations 5, 9, & 17 Implementation Charter Dear GNSO Review Working Group members, This is a Consensus Call for the GNSO Review Implementation Charter for Recommendations 5, 9, & 17. As noted in the attached charter, these are the recommendations for implementation: Recommendation 5: That, during each Working Group self-assessment, new members be asked how their input has been solicited and considered. Recommendation 9: That a formal Working Group leadership assessment program be developed as part of the overall training and development program. Recommendation 17: That the practice of Working Group self-evaluation be incorporated into the PDP; and that these evaluations should be published and used as a basis for continual process improvement in the PDP. The charter reflects the revisions agreed to at the Working Group meeting on 14 December (see notes below). Staff is circulating the revised version of the charter for a three-week Consensus Call to end on Thursday, 08 January 2018. If there are no objections the recommendations will be deemed to have been implemented by Full Consensus. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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CONSENSUS CALL: Recommendations 5, 9, & 17 Implementation Charter
by Julie Hedlund Dec. 20, 2017

Dec. 20, 2017

Dear GNSO Review Working Group members, This is a Consensus Call for the GNSO Review Implementation Charter for Recommendations 5, 9, & 17. As noted in the attached charter, these are the recommendations for implementation: Recommendation 5: That, during each Working Group self-assessment, new members be asked how their input has been solicited and considered. Recommendation 9: That a formal Working Group leadership assessment program be developed as part of the overall training and development program. Recommendation 17: That the practice of Working Group self-evaluation be incorporated into the PDP; and that these evaluations should be published and used as a basis for continual process improvement in the PDP. The charter reflects the revisions agreed to at the Working Group meeting on 14 December (see notes below). Staff is circulating the revised version of the charter for a three-week Consensus Call to end on Thursday, 08 January 2018. If there are no objections the recommendations will be deemed to have been implemented by Full Consensus. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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FOR REVIEW: Revised Implementation Charter for Recommendation 34 & Revised Work Plan
by Julie Hedlund Dec. 18, 2017

Dec. 18, 2017

Dear GNSO Review Working Group members, Please see below the action items and discussion notes captured by staff from the meeting on 14 December. Per these action items please see the attached documents for your review and for discussion at our next meeting at 1300 UTC on Thursday, 11 January: Revised Implementation Charter for Recommendation 34; and Revised Work Plan. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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CONSENSUS CALL: Recommendation 4 Implementation Charter
by Julie Hedlund Dec. 18, 2017

Dec. 18, 2017

Dear GNSO Review Working Group members, This is a Consensus Call for the GNSO Review Implementation Charter for Recommendation 4. As noted in the attached charter, this is the recommendation for implementation: “That the GNSO Council introduce non‐financial rewards and recognition for volunteers.” The charter reflects the revisions agreed to at the Working Group meeting on 14 December (see notes below). Staff is circulating the revised version of the charter for a three-week Consensus Call to end on Thursday, 08 January 2018. If there are no objections the recommendation will be deemed to have been implemented by Full Consensus. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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Actions/Discussion Notes for GNSO Review WG Meeting on 14 December
by Julie Hedlund Dec. 14, 2017

Dec. 14, 2017

Dear GNSO Review Working Group members, Please see below the action items and discussion notes captured by staff from the meeting on 14 December. These high-level notes are designed to help WG members navigate through the content of the call and are not meant to be a substitute for the recording or transcript, which are posted on the wiki at: https://community.icann.org/display/GRWG/2017. Please note that the next meeting will occur on 11 January at 1300 UTC. As there are no more meetings in December we wish everyone a wonderful holiday season and a very Happy New Year! Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 14 December Action Items: Implementation Charter for Recommendation 4: 1) Staff will accept changes and send out final version for consensus call. Normally consensus calls last 2 weeks. Due to the holidays, staff suggests closing the consensus call on 8 January. 2) Staff will send out a reminder on 02 January. Implementation Charter for Recommendation 34: Staff will revise the charter based on the discussion on the call and send it out for review and for discussion on the call on 11 January. Implementation Charter for Recommendations 5, 9, and 17: 1) Staff will accept changes and send the charter out for a consensus call, closing 08 January. 2) Staff will send out a reminder on 02 January. 2018 Work Plan: Staff will revise the Work Plan to include updated status as well as notes concerning where recommendations may have budget effects. January 2018 Meetings: The meetings will be rescheduled to occur on 11 and 18 January to avoid conflicts. Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of implementation charter for recommendation 4: -- Based on discussions during the last meeting, staff has added text to solution stating that the GNSO Council recognizes Working Group members for their contributions via a resolution thanking them for their work. Staff members are exploring other ways that recognition can provided to Working Group members and other community volunteers throughout out the year. These programs may be in place before the 2018 AGM. -- No additional suggestions. 3. Discussion of implementation charter for recommendation 34: -- Recommendation 34 was also discussed during the last meeting and input on the charter was discussed. -- Staff added text noting that there is an ongoing assessments by WGs and periodic assessments of attendance by leadership and that each WG is unique and has different member needs and composition. As the assessment is ongoing, staff recommends that this recommendation be considered implemented. -- Definition of effectiveness in not included in the text, but this was taken into account in drafting the charter. Staff noted that it may not be appropriate or useful to have a single definition of effectiveness. -- All Working Groups should do what they need to do. But ICANN should look at a holistic level what is happening with these time shifts. Time shifting may not be as robust as intended for a given region. Sometimes there are other barriers to participation, such as language. This may be something that the organization should be tracking and taking into account. -- There are other recommendations that have not yet been discussed that deal with language. That topic will be handled in the future. This recommendation is quite limited. It only discusses the rotation of call start times. -- For WGs staff does an analysis of the composition of the group and the location of members in developing rotation. Attendance records are gathered, posted, and periodically assessed for patterns. -- Communications regularly go out to the WG to see if the rotation needs to change. -- Does this get to the question about whether there is robust measures in place to address rotation to encourage participation. -- There is a project in the pipeline for centralized onboarding and attendance tracking. This is in the pipeline, but there is not yet formal activity taking place. This tool touches on several recommendations addressed in this review. -- Several platforms are currently used for sign-up and SOI completion. Current method for taking attendance is also seperate. With the proposed tool, all three of these elements would be combined and allow for more robust information about participation patterns. -- Want to make sure that in any conclusions or reports that we're also noting that it part of a bigger puzzle. Want to make sure that time shifting is not viewed as a silver bullet. -- Additional information could be added to this charter: 1) limitations to the way that data are now collected. Once the new tool is available, broader patterns in data can be analyzed. 2) Participation is not just an issue of time zones, other lifestyle factors and commitments also factor into a person's ability to participate. -- Staff will revise the charter. If changes are acceptable, this charter will go out for a consensus call after the next meeting. Chat excerpts: Krishna Seeburn - Kris: i'd like to propose that we keep track of a matrix to see effectiveness but it has been workable. Berry Cobb: I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey: Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. 4. Discussion of implementation charter for recommendations 5, 9, and 17: -- Staff suggested several changes based on feedback from the last call. -- Additional text focuses on confidentiality and clarifies that while the survey requires that respondents provide their name, the survey includes clear guidance about confidentiality and the treatment of personal information. -- The WG Self-Assessment Survey is also included as an attachment to the charter. 5. 2018 Work Plan: -- Review of Work Plan. Recommendations 26-29 are on hold. These related to SOIs and membership in SG/Cs. GDPR is likely to impact data gathering as part of these recommendations, these charters are on hold pending new information about ICANN's approach to responding to GDPR. -- Recommendation 22 charter will be ready for the next call. Staff is looking into the current programs that are available to community members for training and development, such as ICANN Academy and ICANN Learn, as well as other tools and opportunities. Staff is analyzing which resources may be considered part of a competency-based framework. -- Recommendations 1, 2, 3: Staff is analyzing current outreach activities to see how they address recommendations and looking at existing metrics that might be able to provide insight into effectiveness. Staff will try to have this analysis ready for the next call. -- Recommendation 7 and 12 (recommendations addressing language and participation): Staff is gathering data on efforts underway, such as ALAC initiative on real-time transcription. -- Recommendations 20 and 21: Staff has begun analysis of these recommendations to see if there are already efforts underway to review ICANN Strategic Objectives and analysis of New gLTDs. -- Recommendations 6, 33, 35, and 36 related to diversity and are on hold because the CCWG-Accountability Work Stream 2 Sub-Team on Diversity will soon provide final recommendations, which can be analyzed against the GNSO Review recommendations. A public comment period is currently open. Once the public comment closes in early January, staff can begin analysis. The goal is for the final recommendations to be available by ICANN61, but it may take longer in updates are needed to the operating procedures. -- Staff is projecting completion of all charters by June 2018. -- Do we have any idea whether there are some recommendations that will impact or be impacted by budget requirements for the future? -- This would be useful to incorporate into the Work Plan where budget might be an issue. Recommendation 7 and 12 might have budget impacts, and in particular Recommendation 12. Real-time transcription could be quite expensive. Staff is aware that there are already real-time transcription services provided in specific circumstances, for example at certain types of meetings with broad attendance. ALAC is also experimenting with real-time transcription. Staff will collect information about the costs of these services and will attempt to project possible costs for expanding these services. -- We would be looking at whether funds would need to be requested for FY19. That process will begin soon. We will consider this charter in January, which will allow any results to be considered in planning for FY19. 6. January Meeting Schedule: -- Next meeting is currently scheduled for 4 January. Suggestion to hold meetings on 11 and 18 January instead. No opposition expressed. Following the meeting on the 18th, the schedule will begin meeting every other week again.

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Recordings, Attendance & AC Chat from GNSO Review WG call on Thursday, 14 December 2017 at 13:00 UTC
by Nathalie Peregrine Dec. 14, 2017

Dec. 14, 2017

Dear all, Please find the mp3, AC Recording, attendance and AC Chat below for the GNSO Review Working Group held on Thursday, 14 December 2017 at 13:00 UTC. Mp3: https://audio.icann.org/gnso/gnso-review-14dec17-en.mp3 AC Recording: https://participate.icann.org/p1w248cas6f/<https://participate.icann.org/p1w248cas6f/?OWASP_CSRFTOKEN=da98784bd396b38e…> The recordings and transcriptions of the calls are posted on the GNSO Master Calendar page: http://gnso.icann.org/en/group-activities/calendar<https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_en_group…> Mailing list archives: http://mm.icann.org/pipermail/gnso-review-wg/ Wiki agenda page: https://community.icann.org/x/bw9yB Attendance Members: Sara Bockey (RrSG Alternate) Rafik Dammak (NCSG Primary) Wolf-Ulrich Knoben (ISPCP Primary) Lawrence Owalale-Roberts (BC Primary) Jen Wolfe (RySG Primary) Lori Schulman (IPC Primary) Participants: Kris Seeburn (NCUC) Apologies: none ICANN staff: Julie Hedlund Emily Barabas Marika Konings Berry Cobb Nathalie Peregrine ** Please let me know if your name has been left off the list ** Thank you. Kind regards, Nathalie ------------------------------- Adobe Connect chat transcript for 14 December 2017 Nathalie Peregrine:Dear all, welcome to the GNSO Review Working Group Meeting on Thursday, 14 December 2017 Nathalie Peregrine:Meeting agenda page: https://urldefense.proofpoint.com/v2/url?u=https-3A__community.icann.org_x_… Krishna Seeburn - Kris:hi thanks Krishna Seeburn - Kris:the group is getting smaller by the day and two other groups are getting bigger Nathalie Peregrine:Lori Schulman has joined the audio bridge Krishna Seeburn - Kris:these are good for me Wolf-Ulrich Knoben:I'm fine with it Krishna Seeburn - Kris:it will be good encourgement Krishna Seeburn - Kris:no worries am fine with the proposal Krishna Seeburn - Kris:i'd like to propose that we keep track of a matrix to see effectiveness but it has been Krishna Seeburn - Kris:workable Krishna Seeburn - Kris:its the rotation Krishna Seeburn - Kris:but i would still like to see how good this works out Berry Cobb:I'd also note that it is very challenging to get to the data to perform this analysis at a more broad level in that locations of WG members is not connected to attendance records. A centralized WG onboarding and attendance tool would help centralize this data for a more robust analysis on how community members participate. Sara Bockey:Definitely want to look at location but I would also suggest lifestyle/commitments would come into play. You may be in APAC but not able to attend during working hours or late evenings due to family matters. Krishna Seeburn - Kris:thiat is helpful and makes sense Krishna Seeburn - Kris:it is not always residence issue for sure.... Krishna Seeburn - Kris:fine by me Krishna Seeburn - Kris:+1 Wolf-Ulrich Knoben:I'm fine with it Krishna Seeburn - Kris:Am happy with this approach Sara Bockey:i'm good Krishna Seeburn - Kris:We just have to make sure that leadership of the groups undertand the challenges Krishna Seeburn - Kris:good for me Krishna Seeburn - Kris:ok...let's see through Krishna Seeburn - Kris:That would be good Krishna Seeburn - Kris:5th of Jan it is Krishna Seeburn - Kris:i see no issues with your proposal Krishna Seeburn - Kris:great Krishna Seeburn - Kris:no problem Krishna Seeburn - Kris:how abou the 6th of Jan Krishna Seeburn - Kris:this would tally out the acountablity group work but very short for staff Wolf-Ulrich Knoben:01 Feb is not a good idea Sara Bockey:11th and 18th seems possible and easiest if that works for everyone Nathalie Peregrine:NCPH Intersessional is the 1st and 2nd Feb 2018 Krishna Seeburn - Kris:ok am also ok with 11th or 18th Wolf-Ulrich Knoben:+1 Krishna Seeburn - Kris:seasons greetings to all Wolf-Ulrich Knoben:Happy holidays to all Sara Bockey:happy holidays all. thank you! Rafik:bye all Krishna Seeburn - Kris:bye all tc

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REMINDER: Confirmation Requested: GNSO Review Working Group Members
by Julie Hedlund Dec. 14, 2017

Dec. 14, 2017

Dear GNSO Review Working Group members, It was noted during the meeting on 15 November that attendance has often been low at WG meetings and not all SGs and Cs have been represented. The WG noted that this could be a consequence of the timing of the meetings being inconvenient, but noted also that it would be helpful to confirm the primary and alternate members. Thus, per this action item from the meeting, “Send membership list to SG/Cs to see if there need to be updates to the primary or alternate members” please see below the list of members with the primary and alternate members identified, and also at: https://community.icann.org/display/GRWG/WG+members+and+mailing+list. We ask all members to consult with their SG/Cs to confirm your primary and alternate members. We request that you do so at your earliest convenience, but ideally so that if there are changes we can be notified before the 14 December meeting. Sara Bockey, RrSG (primary) TBD, RrSG (alternate) Jennifer Wolfe, RySG (primary) Donna Austin, RySG (alternate) Wolf-Ulrich Knoben, ISPCP (primary) Osvaldo Novoa, ISPCP (alternate) Rafik Dammak, NCSG (primary) Avri Doria, NCSG (alternate) Lori Schulman, IPC (primary) Victoria (Vicky) Sheckler, IPC (alternate) Lawrence Olawale-Roberts, BC (primary) TBD, BC (alternate) Best regards, Julie Julie Hedlund, Policy Director

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Agenda and Materials for 14 December Meeting 13:00 UTC
by Julie Hedlund Dec. 8, 2017

Dec. 8, 2017

Dear GNSO Review Working Group members, Please see below the draft agenda for the meeting on Thursday, 14 December at 13:00 UTC. Please also see the attached materials and the action items below from the previous meeting. Draft agenda: Review agenda/SOIs Discussion of implementation charter for recommendation 4 Discussion of implementation charter for recommendation 34 Discussion of implementation charter for recommendations 5, 9, and 17 Discussion of implementation charter for recommendation 22 (time permitting – document TBD) Meeting schedule for January 2017 AOB Best regards, Julie Julie Hedlund, Policy Director Action Items from 30 November 2017: Recommendation 4: Staff will change text to ICANN59 in July of 2017 (where it currently says ICANN60). Staff will add reference to recognition within the GNSO and internal efforts underway to develop recognition of volunteers throughout the year. Recommendation 34: Staff will add that there is ongoing assessment by WGs and periodic assessments of attendance by leadership. Staff also will add that when leadership teams and look at effectiveness it may be different for different working groups. Second goal may be to encourage participation from those who may not be participating from that time zone. Rotation, even if it loses attendance from other time zones may still be deemed valuable. It is a bit of a balancing act that the leadership are in the best position to evaluate. Recommendations 5, 9, 17: Staff will review language regarding confidentiality of names and will also revisit if text is clear regarding expectations about responses in the survey. Staff will revise recommendations if necessary.

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Actions/Discussion Notes for GNSO Review WG Meeting on 30 November
by Julie Hedlund Nov. 30, 2017

Nov. 30, 2017

Dear GNSO Review Working Group members, Please see below the action items and discussion notes captured by staff from the meeting on 30 November. These high-level notes are designed to help WG members navigate through the content of the call and are not meant to be a substitute for the recording or transcript, which are posted on the wiki at: https://community.icann.org/display/GRWG/2017. Best regards, Julie Julie Hedlund, Policy Director Action Items/Discussion Notes 30 November Action Items: Recommendations 26-29: Staff will place this charter implementation on hold pending updates related to GDPR, which will take effect in May 2018. Recommendation 4: Staff will change text to ICANN59 in July of 2017 (where it currently says ICANN60). Staff will add reference to recognition within the GNSO and internal efforts underway to develop recognition of volunteers throughout the year. Recommendation 34: Staff will add that there is ongoing assessment by WGs and periodic assessments of attendance by leadership. Staff also will add that when leadership teams and look at effectiveness it may be different for different working groups. Second goal may be to encourage participation from those who may not be participating from that time zone. Rotation, even if it loses attendance from other time zones may still be deemed valuable. It is a bit of a balancing act that the leadership are in the best position to evaluate. Recommendations 5, 9, 17: Staff will review language regarding confidentiality of names and will also revisit if text is clear regarding expectations about responses in the survey. Staff will revise recommendations if necessary. Staff will send out reminder to confirm primary and alternate members. (Done.) Notes: 1. Review agenda/SOIs: No updates. 2. Discussion of revised charter for recommendations 26-29: -- These recommendations have been discussed twice previously. -- Revisions reflect comments from the last call. -- The strategic alignment does still appear to be correct from a staff perspective. -- One issue raised - the GDPR will be enforced beginning May 2018. Staff added language indicating that the text of these recommendations may need to be revisited with GDPR implementation. -- Status of internal discussions around SOIs and compliance with GDPR and other privacy and data protection laws -- no specific proposal with respect to how we ask for SOIs and what goes into the SOIs. An update will be provided by ICANN staff within the next few months, if there will be changes to either element, staff will let the WG know. -- Stop gap interim solution - information that is displayed to a person signing up for a Working Group will be updated. It will explain the purpose, need for consent, and what is collected and published. -- When can we expect to need to revisit implementation of this recommendation? Is it enough to mention that there is a relationship between SOIs and GDPR and that additional work may be pending on this issue, or is the WG obliged to revisit the issue? -- Recommendation 26, 27: implemented already. Rec 28: Key clauses are already taken to be mandatory. Rec 29: While not currently feasible to include the number of years, upon change to the form, the form could include the requirement of a start date. -- Staff entered suggested language that these might need to be revisited. What may change is the content of the form. We don't know at this point. -- We are currently looking at a stop gap that will need a more permanent solution. Hopefully by the next WG call, the language that will be shown to prospective WG members will be available. -- This WG may want to look at what is and is not within scope for the WG. -- The way that recommendations are implemented may change with GDPR, this is something that may be worth flagging to the GNSO Council by this group and others. >From the chat: Marika Konings: One comment in relation to the SOI, following up on Mary's update, at some point it may also need to be considered whether SOIs need to be published publicly without any kind of access control (is that proportional to the purpose?). One could for example consider whether this information is only visible after logging into the wiki space, with clear information available how a log in can be obtained so it is still accessible, but there are some access requirements in place. -- Once the impact of GDPR impact is clear, we may want to pick up this charter again (perhaps after May 2018) and see if any updates are needed. -- changes to Operating Procedures are in scope for this WG if they are necessary. >From the chat: Mary Wong: Thanks for clarifying, Julie - that's what I meant about scope, in two respects: specific to the implementation of the current recommendations, and more broadly for the GNSO Operating Procedures. -- This charter will be marked as "on hold" on the wiki. 3. Discussion of implementation charter for recommendation 4: -- The programs that we currently have did not exist or were just getting started when these recommendations were developed. -- Two programs: ICANN Community Recognition Program, ICANN Multistakeholder Ethos Award >From the chat: Mary Wong: The Community Recognition program spans all officers who are stepping down from SO, AC, SG and Constituency leadership. -- This can be added to the text. -- The GNSO relies on Working Groups to do the main work of the GNSO. Noting that the more people you award the prize, the less valuable the prize, how can we cover more WG participants, leaders, and those who are doing the difficult work in the future? -- Staff is evolving the Community Recognition Program to recognize WG participants that may take place throughout the year. -- Between now and the next AGM, there will likely be ways to recognize WG volunteers. -- Some other forms of recognition exist, for example when a WG is closed, the Council passes a resolution thanking the WG for its work. 4. Discussion of implementation charter for recommendation 34: -- Is this recommendation only focused on effectiveness of the rotation or are there other points? -- The recommendation itself is limited in scope. It is only focused on rotation. -- If it is only focused on this point, may want to add a suggestion for periodic reminder to review rotation. -- Text in the scope statement comes from GNSO Review Working Party. There is no definition of effectiveness, but WGs are doing an assessment of effectiveness to see if rotation is working. -- Staff may want to add that there is ongoing assessment by WGs and periodic assessments of attendance by leadership. -- When leadership teams and look at effectiveness it may be different for different working groups. Second goal may be to encourage participation from those who may not be participating from that time zone. Rotation, even if it loses attendance from other time zones may still be deemed valuable. It is a bit of a balancing act that the leadership are in the best position to evaluate. >From the chat: Marika Konings: From a personal experience on the RDS WG, the out of bounds rotation definitely gets a lot less attendance than the 'normal' WG meeting, but the leadership is committed to keeping this rotation to accomodate participants from the Asia-Pacific timezone, regardless of lesser attendance. Krishna Seeburn - Kris: i've noticed that marika.... i am on the RDS Mary Wong: +1 to Marika's observation from the RPM Working Group Mary Wong: As Emily is saying, we do, however, get grumbling from either American or European-based folks on rotations that are APAC-friendly, but that is simply a function of the fact that currently WG membership is dominated by volunteers from those regions. That may change in the future, 5. Discussion of implementation charter for recommendations 5, 9, and 17: -- For the survey, the name is required but it is kept confidential. This field is used to confirm that the individual is a Working Group member. >From the chat: Mary Wong: Yes, name is required to make sure the person responding is a WG member in fact. However, the information is kept confidential. Marika Konings: Summary information is published but not attributed as far as I recall -- May want to provide example answers in the survey. -- Staff will review language regarding confidentiality of names and will also revisit if text is clear regarding expectations about responses in the survey. Staff will revise recommendations if necessary.

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