[APAC-Discuss] Your Input Required by 21 May : Before APRALO Travel Policy Listening Call 23 May 6 UTC

[Amrita Choudhury]

Dear APRALO ALS and UIMs,

On 23 May during our monthly call at 6 UTC we will have a 30 mins listening
session  on our initial thoughts on how  the travel policy should be formed
from APRALOs perspective.

The ALAC leadership and  Melissa Allgood, from ICANN staff, would be
participating to hear our views. Their aim is to take the feedback from the
RALO on what should be the key criteria and indicators from APRALOs
perspective while drafting a travel Policy.

If you recall, last month we organised an initial poll on what should be
the key aspects of the APRALO Travel Policy. Please refer to the attachment
and mail below.


*Action Item:*
As the next steps, in preparation to the call and taking the parameters
shared in the poll as a baseline, we  request you to  list in SUGGESTION
MODE what should be  the Criterias  and Indicators for APRALO Travel Policy
by 21 May 2024

*Please use this link to add your input*

Regards,

Amrita


---------- Forwarded message ---------
From: Amrita Choudhury <amritachoudhury at ccaoi.in>
Date: Fri, 19 Apr 2024 at 13:28
Subject: Travel Policy Response Summary
To: APAC-Discuss <apac-discuss at atlarge-lists.icann.org>


Dear APRALO Community,

Thank you to all who submitted their response to the Travel Policy Poll.
While the responses of the poll were shared in yesterday's APRALO Monthly
call, sharing a summary of the same here.  34 people participated in the
poll. As the poll was conducted prior to the Pilot Travel Policy being
shelved (Ref: Mail from ALAC Chair). some of the responses will not be
relevant.

   - 76% respondents supported the APRALO LT position on the Pilot Travel
   Policy.
   - 63% opined that the Pilot Travel Policy should be rejected.
   - 82% respondents felt that  APRALO should have the discretion on how to
   use the 2 travel slots of the RALO
   - 94% felt that APRALO should be empowered to set APRALO specific
   metrics to evolve the  travel policy which is fair and accountable and
   where required people for the meetings are predictable
   - In terms of suggestions for what could be the  2 or 3  parameters
   APRALO should apply metrics on to establish the new travel policy program
   for the RALOs, were:

                Engagement and Participation Equity
                Impact Assessment of Contribution (RALO, Community, IG)
                Diversity & Inclusion
                Incentive to engage
                Prioritize travel slots for RALO members who have proposed
specific session topics, workshops, or initiatives that align  with ICANN's
strategic objectives and tnterests of the At-Large community.


As a next step we will deliberate further in a small group on these metrics.

Regards,

Amrita

On Tue, 16 Apr 2024 at 09:54, Amrita Choudhury <amritachoudhury at ccaoi.in>
wrote:

> Dear APRALO members,
>
> We have a few questions where we need your inputs, related to travel
> policy.  *Link: https://forms.gle/gabjf8fshuM7x1pZ7
> <https://forms.gle/gabjf8fshuM7x1pZ7>*
>
> Sharing the background and recent developments first.
>
> The background
>
> As per the existing travel policy, there are 2 travel slots for each RALO
> and each of the 3 ALAC members travel to each meeting.
>
> A small team had been constituted at the At Large to discuss and evolve a
> more fair and transparent travel policy than the existing one which is
> performance and utility based. The small team had two online discussions.
> Most felt that the performance metrics need to be evolved which are
> flexible and creative and RALOs have the independence to create their own
> metrics. At a session at San Juan there was a discussion but it was
> inconclusive.
>
> Current developments:
>
> About two weeks ago the ALAC Chair sent an email  announcing a pilot where
> slots for travel to ICANN80 were assigned based on the utility of travel
> members. However the slots of each RALO was reduced from 2 to 1 and 5 slots
> were allotted to AFRALO travellers.
>
> This pilot has led to concerns in most RALOs. The main reason being it
> was a top down decision where before implementing it was not discussed in
> the small team or with the RALOs.
>
> Several RALOs such as AFRALO, LACRALO and EURALO have issued statements
> against it and asked to repeal it.
>
> APRALO LT position so far:
>
> APRALO LT had written back the following statement:
>
> "There had been no concluding discussions at San Juan on the topic of
> travel policy. Rather  the key takeaway was that there needs to be more
> deliberation and discussion before we agree on any new process. Therefore
> this proposal was a bit unexpected.
>
> While we from APRALO  are ok to go age will go with this proposed pilot
> travel policy, just as a one time PILOT, however we will  discuss it with
> the other RALOs and go with  what all the RALOs together decide upon.
>
> Further, we wish to add that,
>
> 1. Any  future travel policy needs extensive prior deliberation and
> agreement between all ALAC members and RALOs etc. Even for a pilot it is
> preferred there is deliberation.
>
> 2. We agree that metrics need to be implemented, but that would require
> further discussion and flexibility region wise. RALOs should have the
> discretion to fix their own metrics and allot the 2 seats they have. Once
> we have proper metrics in place  and  it is agreed by all, only then it
> should be implemented. It should not be enforced.
>
> 3. Additionally, while we have no issues with AFRALO being given
> additional slots, I hope the same will be reciprocated when we have
> meetings in other regions. The APRALO will definitely be keen to have more
> travel  slots during the Istanbul meeting.  Of course we will request that
> based on what sessions/ initiatives we propose for that meeting.
>
> 4. For the one seat allotted this time we will continue with the rotation
> system that we are following, at least for ICANN80 and Ali will attend it
> ."
>
>
> The Situation now:
>
> Three of the RALOs have written back rejecting the Pilot Travel Plan.
> NARALO has not issued any statement. As mentioned above APRALO LT had
> stated that we will go ahead with whatever  all RALOs decide together.
>
> In that context we have a few questions where we need your view preferable
> by 17 April 2024 EOD.
>
> Regards,
>
> Amrita
> on behalf of APRALO LT
>
>
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