Subject: Staff's Review of Notice of Complaint & Providers' Forms & Instructions
From: Ariel Liang <[email-masked]>
To: "[email-masked]" <[email-masked]>
Date: Thu, 23 Aug 2018 13:45:23 -0400

Dear Providers Sub Team members, 

Per Action Item 4: Staff to review the Notice of Complaint and Providers’ forms and instructions to assist the Sub Team to consider proposed suggestions, if any. 

Staff reviewed all the requested materials and found: 
Notice of Complaint: While ADNDRC didn’t provide the requested document, it seems that FORUM and MFSD have provided quite thorough instruction to the Respondent about the steps  and what to expect in the URS proceedings. 
Complaint/Response/Appeal forms: Providers vary in terms of the amount of guidance they provide to the URS Parties. E.g., FORUM provides PowerPoint Demo with step-by-step instructions;  MFSD references specific URS Rules/Procedure & Supplemental Rules in detail; ADNDRC seems to only provide simple forms.

Please see the notes below for details. 

Before the review of those materials, Providers Sub Team proposed the following draft recommendations for the WG’s consideration: 
WG to discuss whether to recommend ICANN to develop an easy-to-understand, multilingual, and linkable guidance (e.g. basic FAQs) for both URS parties 
WG to discuss whether Providers should develop additional materials specific to their service, practice, website, etc. 

QUESTION: Does the Sub Team believe any of those draft recommendations need to be amended?

Staff have included the links to materials in case you would like to reference on your own. 

Thank you,

Mary, Julie, Ariel & Berry 

==

Detailed Findings

Notice of Complaint 
ADNDRC didn’t provide the Notice of Complaint but provided an email they send to the Complainant to acknowledge receipt of the Complaint
FORUM and MFSD seem to provide thorough instruction to the Respondent about the steps, timelines, fees, potential outcomes, and other details of the URS proceedings. They also provided  the contact information if the Respondent needs assistance. Links to the URS Rules, procedure, and Supplemental Rules are included in the Notice of Complaint. 

Complaint Form 
ADNDRC: A simple form, no additional instruction on the form itself for the Complainant; didn’t ask for fax number from the Complainant and the Respondent (it is required in the URS  Rule 3b)
FORUM: Includes a PowerPoint Demo for the Complainant about how to file a Complaint using their online portal, with step-by-step instructions and references to specific URS Rules/Procedure
MFSD: A Standard form but includes detailed references to specific URS Rules/Procedure and MFSD Supplemental Rules 
All three Providers: Ask the Complainant to provide supporting documentation regarding the TM registration and proof of use

Response Form 
ADNDRC: A simple form, no additional instruction on the form itself for the Respondent; the handwritten notes on page 3-4 are a little bit confusing, and also there is text being crossed  out
FORUM: Includes a PowerPoint Demo for the Respondent about how to file a Response using their online portal, with step-by-step instructions and references to specific URS Procedure
MFSD: A Standard form but includes detailed references to specific URS Rules/Procedure and MFSD Supplemental Rules

Appeal Form 
ADNDRC: A simple form, no additional instruction on the form itself for the Appellant/Appellee
FORUM: Includes a PowerPoint Demo for the Appellant and the Appellee about how to file an Appeal/Appeal Response using their online portal, with step-by-step instructions and references  to specific URS Procedure
MFSD: A Standard form but includes detailed references to specific URS Rules/Procedure and MFSD Supplemental Rules

Requested Materials 

ADNDRC: 
ADNDRC Complaint Form
ADNDRC Response Form
ADNDRC Appeal Form
ADNDRC Notice of Complaint

FORUM: 
FORUM Complaint Form
FORUM Response Form
FORUM Appeal Form
FORUM Notice of Complaint

MFSD: 
MFSD Complaint Form
MFSD Response Form
MFSD Appeal Form
MFSD Notice of Complaint