...
GNSO
...
Working
...
Groups
...
Operating
...
Model
...
Guidebook
...
(OMG)
...
(Proposed
...
Alternative
...
Title:
...
Working
...
Group
...
Guidelines)
...
(ad.
...
better
...
to
...
use
...
elipses
...
since
...
they
...
do
...
not
...
create
...
alternate
...
pages)
...
Table
...
of
...
Contents
...
1.
...
GENERAL
...
2
...
1.1.
...
BACKGROUND
...
2
...
1.2.
...
PURPOSE
...
2
...
1.3.
...
INTENDED
...
AUDIENCE
...
2
...
1.4.
...
REVISIONS
...
2
...
2.
...
ROLES
...
&
...
RESPONSIBILITIES
...
2
...
2.1.
...
INTRODUCTIONS
...
AND
...
TEAM
...
FORMATION
...
2
...
2.2.
...
TEAM
...
MEMBER
...
ROLES
...
AND
...
RESPONSIBILITIES
...
5
...
2.3.
...
USE
...
OF
...
SUB-TEAMS
...
6
...
3.
...
NORMS
...
6
...
3.1.
...
PARTICIPATION
...
6
...
3.2.
...
REPRESENTATIVENESS
...
6
...
3.3.
...
PROCESS
...
INTEGRITY
...
7
...
3.4.
...
INDIVIDUAL/GROUP
...
BEHAVIOR
...
AND
...
NORMS
...
7
...
3.5.
...
RULES
...
OF
...
ENGAGEMENT
...
8
...
3.6.
...
STANDARD
...
METHODOLOGY
...
FOR
...
MAKING
...
DECISIONS
...
9
...
4.
...
LOGISTICS
...
&
...
REQUIREMENTS
...
10
...
4.1.
...
SESSION
...
PLANNING
...
– GENERAL
...
MEETING
...
LOGISTICS
...
10
...
4.2.
...
COMMUNICATION/COLLABORATION
...
TOOLS
...
11
...
4.3.
...
TRANSLATION
...
11
...
4.4.
...
BRIEFINGS
...
AND
...
SUBJECT
...
MATTER
...
EXPERTS
...
12
...
5.
...
PRODUCTS
...
&
...
OUTPUTS
...
12
...
6.
...
CHAIR
...
CHECKLIST
...
12
...
1.
...
GENERAL
...
1.1.
...
Background
...
Cite
...
various
...
references
...
including
...
the
...
OSC
...
and
...
Working
...
Group
...
Team
...
efforts
...
to
...
create
...
the
...
document
...
(to
...
be
...
completed).
...
1.2.
...
Purpose
...
The
...
objective
...
of
...
this
...
document
...
is
...
to
...
assist
...
Working
...
Groups
...
to
...
optimize
...
productivity
...
and
...
effectiveness
...
by
...
providing
...
a
...
set
...
of
...
guidelines,
...
checklists,
...
templates,
...
and
...
other
...
'best
...
practice'
...
materials
...
that
...
they
...
can
...
consider
...
and/or
...
utilize,
...
as
...
appropriate,
...
in
...
the
...
process
...
of
...
establishing
...
the
...
WG
...
and
...
throughout
...
its
...
life
...
cycle.
...
1.3.
...
Intended
...
Audience
...
This
...
document
...
is
...
intended
...
to
...
inform
...
the
...
(potential)
...
members
...
of
...
GNSO
...
Working
...
Groups
...
that
...
have
...
been
...
created
...
or
...
are
...
in
...
the
...
process
...
of
...
being
...
created
...
by
...
a
...
Chartering
...
Organization
...
(e.g.
...
GNSO
...
Council)
...
to
...
achieve
...
or
...
accomplish
...
one
...
or
...
more
...
objectives
...
or
...
outcomes.
...
1.4.
...
Revisions
...
As
...
further
...
experience
...
is
...
developed
...
in
...
the
...
management,
...
operation
...
and
...
practice
...
of
...
Working
...
Groups,
...
it
...
is
...
intended
...
that
...
this
...
document
...
will
...
be
...
updated
...
when
...
appropriate.
...
Any
...
proposals
...
for
...
updates
...
or
...
changes
...
should
...
be
...
submitted
...
to
...
the
...
Appropriate
...
committee
...
(Question
...
for
...
the
...
WT:
...
Should
...
a
...
Standing
...
Committee
...
be
...
set
...
up
...
following
...
completion
...
of
...
all
...
WT
...
tasks
...
that
...
would
...
be
...
responsible
...
for
...
reviewing
...
/
...
approving
...
any
...
proposed
...
changes
...
to
...
WT
...
products?)
...
for
...
consideration
...
(please
...
contact
...
the
...
GNSO
...
Secretariat
...
for
...
further
...
information).
...
2.
...
ROLES
...
&
...
RESPONSIBILITIES
...
Introductions
...
and
...
Team
...
Formation
...
2.1.1.
...
Announcement
...
of
...
a
...
Working
...
Group
...
After
...
a
...
decision
...
has
...
been
...
taken
...
to
...
form
...
a
...
Working
...
Group,
...
it
...
is
...
important
...
to
...
circulate
...
a
...
‘Call
...
For
...
Volunteers’
...
as
...
widely
...
as
...
possible
...
in
...
order
...
to
...
ensure
...
broad
...
representation
...
and
...
participation
...
in
...
the
...
Working
...
Group.
...
Depending
...
upon
...
the
...
scope
...
of
...
the
...
Working
...
Group
...
and
...
its
...
intended
...
subject
...
matter,
...
the
...
following
...
avenues
...
could
...
be
...
explored:
...
•
...
Publication
...
of
...
announcement
...
on
...
GNSO
...
and/or
...
ICANN
...
web
...
site.
...
•
...
Distribution
...
of
...
announcement
...
to
...
GNSO
...
Stakeholder
...
Groups,
...
Constituencies,
...
and/or
...
other
...
ICANN
...
Supporting
...
Organisations
...
and
...
Advisory
...
Committees.
...
•
...
Circulation
...
of
...
announcement
...
to
...
organizations
...
that
...
are
...
considered
...
to
...
have
...
expertise/knowledge
...
in
...
relation
...
to
...
the
...
subject
...
matter
...
of
...
the
...
Working
...
Group.
...
Ideally,
...
the
...
‘Call
...
For
...
Volunteers’
...
announcement
...
should
...
include
...
the
...
following
...
types
...
of
...
information
...
about
...
the
...
Working
...
Group:
...
its
...
objective(s),
...
expectations
...
concerning
...
activities
...
and
...
timeframes,
...
links
...
to
...
relevant
...
background
...
information
...
including
...
its
...
charter,
...
details
...
on
...
how
...
to
...
sign
...
up
...
as
...
a
...
participant,
...
and
...
the
...
requirement
...
to
...
submit
...
a
...
Statement
...
of
...
Interest
...
(SOI).
...
In
...
addition,
...
a
...
CO
...
might
...
want
...
to
...
include
...
some
...
statement
...
as
...
to
...
the
...
importance
...
of
...
the
...
activity,
...
that
...
is,
...
why
...
the
...
effort
...
is
...
being
...
undertaken,
...
its
...
criticality,
...
context,
...
and
...
perceived
...
usefulness
...
to
...
the
...
GNSO.
...
While
...
a
...
WG
...
may
...
not
...
"need
...
to
...
know"
...
these
...
elements
...
in
...
order
...
to
...
complete
...
their
...
tasks,
...
it
...
could
...
help
...
in
...
recruitment
...
and
...
sense
...
of
...
purpose.
...
2.1.2.
...
Membership
...
Applications
...
The
...
GNSO
...
Secretariat
...
will
...
be
...
tasked
...
to
...
gather
...
membership
...
applications.
...
Following
...
the
...
submission
...
of
...
a
...
request
...
for
...
membership
...
in
...
a
...
WG,
...
the
...
GNSO
...
Secretariat
...
will
...
send
...
a
...
confirmation
...
of
...
receipt
...
together
...
with
...
a
...
request
...
for
...
a
...
Statement
...
of
...
Interest
...
(SOI),
...
using
...
the
...
model
...
below,
...
and
...
any
...
additional
...
guidance
...
as
...
to
...
whether
...
a
...
Disclosure
...
of
...
Interest
...
(DOI)
...
is
...
expected
...
to
...
be
...
submitted.
...
(Question
...
for
...
the
...
WT:
...
Should
...
there
...
be
...
any
...
scrutiny
...
of
...
membership
...
applications
...
by
...
the
...
CO
...
(or
...
other
...
body),
...
especially
...
in
...
cases
...
where
...
volunteers
...
are
...
not
...
members
...
of
...
a
...
GNSO
...
Constituency
...
or
...
Stakeholder
...
Group?)
...
(ad.
...
One
...
method
...
that
...
has
...
been
...
used
...
before
...
it
...
to
...
check
...
and
...
see
...
whether
...
the
...
applicants
...
are
...
currently
...
under
...
suspension
...
on
...
many
...
other
...
ICANN
...
list.
...
that
...
plus
...
ascertaining
...
that
...
they
...
are
...
indeed
...
a
...
real
...
person
...
-
...
which
...
often
...
means
...
at
...
least
...
having
...
someone
...
communicate
...
with
...
them
...
by
...
phone
...
at
...
least
...
once.)
...
Statement
...
of
...
Interest
...
Template:
...
(As
...
developed
...
by
...
the
...
OSC
...
GNSO
...
Operations
...
Work
...
Team.
...
To
...
be
...
cross-referenced
...
and
...
updated
...
once
...
Operations
...
Work
...
Team
...
has
...
finalized
...
the
...
language)
...
1.
...
Current
...
vocation,
...
employer
...
and
...
position
...
2.
...
Type
...
of
...
work
...
performed
...
in
...
#1
...
above
...
3.
...
Identify
...
any
...
financial
...
ownership
...
or
...
senior
...
management/leadership
...
interest
...
in
...
registries,
...
registrars
...
or
...
other
...
firms
...
that
...
are
...
interested
...
parties
...
in
...
ICANN
...
policy
...
or
...
any
...
entity
...
with
...
which
...
ICANN
...
has
...
a
...
transaction,
...
contract,
...
or
...
other
...
arrangement.
...
4.
...
Identify
...
any
...
type
...
of
...
commercial
...
or
...
non-commercial
...
interest
...
in
...
ICANN
...
GNSO
...
policy
...
development
...
processes
...
and
...
outcomes.
...
Are
...
you
...
representing
...
other
...
parties?
...
Describe
...
any
...
arrangements/agreements
...
between
...
you
...
and
...
any
...
other
...
group,
...
constituency
...
or
...
person(s)
...
regarding
...
your
...
nomination/selection
...
as
...
a
...
work
...
team
...
member.
...
Describe
...
any
...
tangible
...
or
...
intangible
...
benefit
...
that
...
you
...
receive
...
from
...
participation
...
in
...
such
...
processes.
...
For
...
example,
...
if
...
you
...
are
...
an
...
academic
...
or
...
NGO
...
and
...
use
...
your
...
position
...
to
...
advance
...
your
...
ability
...
to
...
participate,
...
this
...
should
...
be
...
a
...
part
...
of
...
the
...
statement
...
of
...
interest,
...
just
...
as
...
should
...
employment
...
by
...
a
...
contracted
...
party,
...
or
...
a
...
business
...
relationship
...
with
...
a
...
non
...
-
...
contracted
...
party
...
who
...
has
...
an
...
interest
...
in
...
policy
...
outcomes.
...
Disclosure
...
of
...
Interest
...
Template:
...
Relevant
...
Parties
...
shall
...
provide
...
a
...
Disclosure
...
of
...
Interest
...
setting
...
forth
...
any
...
direct
...
or
...
indirect
...
interests
...
that
...
may
...
affect
...
a
...
Relevant
...
Party’s
...
judgment,
...
or
...
be
...
perceived
...
to
...
affect
...
a
...
Relevant
...
Party’s
...
judgment
...
on
...
an
...
issue
...
that
...
is
...
under
...
review,
...
consideration
...
or
...
discussion.
...
The
...
GNSO
...
Secretariat
...
shall
...
post
...
all
...
SOIs,
...
DOIs,
...
any
...
other
...
self-selection
...
disclosures
...
or
...
other
...
related
...
team
...
member
...
documents
...
that
...
have
...
been
...
received
...
to
...
the
...
WG’s
...
workspace
...
(or
...
alternate).
...
If
...
a
...
member
...
of
...
the
...
Working
...
Group
...
still
...
has
...
not
...
submitted
...
a
...
SOI
...
after
...
three
...
reminders
...
from
...
the
...
GNSO
...
Secretariat,
...
that
...
member
...
shall
...
be
...
removed
...
from
...
the
...
WG
...
mailing
...
and
...
membership
...
list,
...
unless
...
the
...
Chair
...
of
...
the
...
WG
...
decides
...
that
...
there
...
are
...
extenuating
...
circumstances
...
that
...
allow
...
for
...
additional
...
time
...
for
...
the
...
member
...
in
...
question
...
to
...
submit
...
the
...
missing
...
documents.
...
Once
...
the
...
member
...
in
...
question
...
has
...
submitted
...
the
...
missing
...
SOI,
...
his
...
or
...
her
...
membership
...
will
...
be
...
reinstated.
...
(Proposed
...
procedure
...
for
...
review
...
by
...
the
...
WT)
...
(ad.
...
chair
...
and
...
secretariat
...
should
...
be
...
able
...
to
...
handle
...
it.)
...
2.1.3.
...
Planning
...
the
...
First
...
Meeting
...
The
...
responsible
...
ICANN
...
Staff
...
member
...
will
...
coordinate
...
with
...
the
...
Chair,
...
Interim
...
Chair
...
or
...
Chartering
...
Organization
...
(as
...
appropriate)
...
on
...
the
...
timing
...
and
...
proposed
...
agenda
...
for
...
the
...
first
...
meeting
...
of
...
the
...
WG.
...
In
...
addition,
...
the
...
ICANN
...
Staff
...
member
...
is
...
expected
...
to
...
provide
...
the
...
members
...
of
...
the
...
WG
...
with
...
the
...
relevant
...
background
...
information
...
and
...
recommended
...
materials
...
for
...
review
...
prior
...
to
...
the
...
first
...
meeting.
...
Once
...
a
...
date
...
and
...
time
...
has
...
been
...
identified,
...
the
...
GNSO
...
Secretariat
...
will
...
send
...
out
...
the
...
call-in
...
details
...
to
...
all
...
the
...
members
...
of
...
the
...
WG.
...
2.1.4.
...
First
...
Meeting
...
of
...
the
...
Working
...
Group
...
2.1.4.1.
...
Introductions
...
For
...
team-building
...
purposes,
...
to
...
understand
...
its
...
resources
...
and
...
capabilities
...
and,
...
potentially,
...
to
...
help
...
with
...
prospective
...
assignments,
...
members
...
of
...
the
...
Working
...
Group
...
should
...
be
...
provided
...
with
...
the
...
opportunity,
...
at
...
the
...
start
...
of
...
the
...
first
...
meeting,
...
to
...
share
...
information
...
regarding
...
interests,
...
background,
...
skills,
...
experience,
...
especially
...
as
...
related
...
to
...
any
...
requirements
...
in
...
the
...
Charter,
...
Members
...
of
...
the
...
Working
...
Group
...
should
...
be
...
informed
...
that
...
all
...
GNSO
...
Working
...
Groups
...
are
...
expected
...
to
...
operate
...
under
...
the
...
principles
...
of
...
transparency
...
and
...
openness,
...
which
...
means,
...
inter
...
alia,
...
that
...
mailing
...
lists
...
are
...
publicly
...
archived,
...
meetings
...
are
...
normally
...
recorded
...
and/or
...
transcribed,
...
and
...
SOIs
...
are
...
required
...
from
...
Working
...
Group
...
participants.
...
2.1.4.2.
...
Election
...
of
...
the
...
WG
...
Chair
...
Unless
...
a
...
Chair
...
has
...
already
...
been
...
named
...
by
...
the
...
Chartering
...
Organization,
...
normally
...
a
...
Chair
...
will
...
be
...
selected
...
at
...
the
...
first
...
meeting
...
of
...
the
...
WG.
...
Until
...
that
...
time,
...
the
...
Chartering
...
Organization’s
...
liaison
...
may
...
fulfil
...
the
...
role
...
of
...
interim
...
Chair.
...
A
...
Working
...
Group
...
can
...
elect
...
to
...
have
...
co-chairs,
...
vice-chairs
...
or
...
request
...
ICANN
...
Staff
...
to
...
perform
...
the
...
role
...
of
...
Chair.
...
Once
...
selected,
...
a
...
Working
...
Group
...
Chair
...
will
...
need
...
to
...
be
...
confirmed
...
by
...
the
...
Chartering
...
Organization
...
(CO).
...
If
...
there
...
are
...
any
...
objections
...
to
...
the
...
selected
...
Chair,
...
the
...
CO
...
will
...
conduct
...
a
...
vote
...
to
...
establish
...
whether
...
there
...
is
...
majority
...
support
...
for
...
the
...
selected
...
Chair.
...
If
...
there
...
is
...
no
...
majority
...
support,
...
the
...
Working
...
Group
...
will
...
be
...
requested
...
to
...
reconsider
...
their
...
choice
...
for
...
Chair
...
and
...
return
...
to
...
the
...
CO
...
with
...
a
...
new
...
proposal.
...
(Question
...
for
...
the
...
WT:
...
This
...
is
...
the
...
current
...
practice
...
used
...
by
...
the
...
GNSO
...
(although
...
there
...
have
...
never
...
been
...
any
...
objections
...
as
...
far
...
as
...
I
...
recall).
...
Should
...
the
...
same
...
procedure
...
be
...
included
...
here,
...
or
...
are
...
there
...
other
...
proposals
...
/
...
practices
...
to
...
be
...
considered?)
...
2.1.4.3.
...
Items
...
for
...
Review
...
At
...
the
...
first
...
meeting
...
of
...
the
...
WG
...
or
...
as
...
soon
...
thereafter
...
as
...
practicable,
...
the
...
following
...
documents
...
should
...
be
...
reviewed
...
in
...
order
...
to
...
ensure
...
all
...
members
...
have
...
a
...
common
...
understanding
...
of
...
the
...
WG’s
...
mission,
...
goals,
...
objectives,
...
deliverables
...
and
...
timeframes:
...
WG
...
Charter,
...
WG
...
Operating
...
Model
...
Guidebook
...
(OMG)
...
and
...
any
...
other
...
documents
...
relevant
...
for
...
the
...
WGs
...
discussion
...
(e.g.
...
Policy
...
Development
...
Process
...
Guidebook,
...
Issues
...
Paper).
...
It
...
is
...
advisable
...
that
...
WGs
...
develop
...
a
...
work
...
plan
...
that
...
outlines
...
the
...
necessary
...
steps
...
and
...
expected
...
timing
...
in
...
order
...
to
...
achieve
...
the
...
milestones
...
set
...
out
...
in
...
the
...
WG
...
Charter.
...
2.2.
...
Team
...
Member
...
Roles
...
and
...
Responsibilities
...
The
...
following
...
is
...
a
...
description
...
of
...
standard
...
WG
...
roles.
...
Typically
...
the
...
Charter
...
will
...
outline
...
the
...
desired
...
qualities
...
and
...
skills
...
a
...
WG
...
Chair
...
should
...
possess,
...
the
...
role
...
and
...
name
...
of
...
the
...
official
...
liaison
...
to
...
the
...
Chartering
...
Organization,
...
and
...
any
...
key
...
Staff
...
or
...
other
...
experts
...
assigned
...
to
...
the
...
WG.
...
Any
...
additional
...
roles
...
that
...
are
...
not
...
included
...
here
...
should
...
be
...
listed
...
in
...
the
...
WG
...
Charter,
...
including
...
a
...
description
...
and
...
minimal
...
set
...
of
...
functions
...
/
...
duties
...
to
...
the
...
extent
...
that
...
the
...
chartering
...
organization
...
might
...
wish
...
to
...
specify
...
them.
...
•
...
Chair
...
-
...
The
...
purpose
...
of
...
a
...
Chair
...
is
...
to
...
call
...
meetings,
...
preside
...
over
...
team
...
deliberations,
...
manage
...
the
...
process
...
so
...
that
...
all
...
participants
...
have
...
the
...
opportunity
...
to
...
contribute,
...
and
...
report
...
the
...
results
...
of
...
the
...
Working
...
Group
...
to
...
the
...
Chartering
...
Organization.
...
The
...
Chair
...
should
...
underscore
...
the
...
importance
...
of
...
achieving
...
representational
...
balance
...
on
...
any
...
sub-teams
...
that
...
are
...
formed.
...
The
...
Chair
...
should
...
always
...
encourage
...
and,
...
where
...
necessary,
...
enforce
...
the
...
ICANN
...
Standards
...
of
...
Behavior
...
(see
...
3.0
...
Norms).
...
•
...
Co-Chairs
...
or
...
Vice-Chairs
...
– Appointing
...
a
...
co-chair(s)
...
or
...
vice-chair(s)
...
can
...
facilitate
...
the
...
work
...
of
...
the
...
Chair
...
by
...
ensuring
...
continuity
...
in
...
case
...
of
...
absence,
...
sharing
...
of
...
workload,
...
and
...
allowing
...
the
...
Chair
...
to
...
become
...
engaged
...
in
...
a
...
particular
...
debate.
...
•
...
Secretary
...
-
...
Note
...
taker
...
and
...
recorder
...
of
...
the
...
WG’s
...
activities
...
(Note:
...
this
...
role
...
could
...
also
...
be
...
fulfilled
...
by
...
ICANN
...
Staff).
...
•
...
Liaison
...
-
...
A
...
Member
...
of
...
the
...
Chartering
...
Organization
...
(CO)
...
can
...
be
...
appointed
...
to
...
serve
...
as
...
a
...
Liaison
...
to
...
the
...
Working
...
Group.
...
The
...
role
...
of
...
the
...
Liaison
...
consists
...
of
...
reporting
...
to
...
the
...
CO
...
on
...
a
...
regular
...
basis
...
on
...
the
...
progress
...
of
...
the
...
Working
...
Group;
...
assisting
...
the
...
Chair
...
as
...
required
...
with
...
his/her
...
knowledge
...
of
...
WG
...
processes
...
and
...
practices;
...
taking
...
back
...
to
...
the
...
CO
...
any
...
questions
...
or
...
queries
...
the
...
WG
...
might
...
have
...
in
...
relation
...
to
...
its
...
charter
...
and
...
mission;
...
and,
...
assisting
...
or
...
intervening
...
when
...
the
...
WG
...
faces
...
challenges
...
or
...
problems.
...
The
...
liaison
...
is
...
expected
...
to
...
play
...
a
...
neutral
...
role,
...
monitor
...
the
...
discussions
...
of
...
the
...
Working
...
Group
...
and
...
assist
...
and
...
inform
...
the
...
Chair
...
and
...
the WG
...
as
...
required.
...
•
...
Staff
...
– ICANN
...
Staff
...
can
...
perform
...
the
...
following
...
distinct
...
roles
...
for
...
a
...
WG:
...
(ad.
...
suggest
...
change
...
to:
...
ICANN
...
Staff
...
can
...
perform
...
the
...
following
...
distinct
...
roles
...
for
...
a
...
WG
...
as
...
requested
...
and
...
appropriate
- Expertise (technical,
...
legal,
...
economic,
...
etc.)
...
-
...
Secretariat
...
(fundamentally
...
a
...
support
...
function
...
covering
...
both
...
logistics
...
and
...
drafting
...
assistance
...
in
...
a
...
neutral
...
manner
...
reflecting
...
faithfully
...
the
...
deliberations
...
of
...
the
...
Working
...
Group)
...
-
...
Operational/Implementation
...
(facilitation
...
with
...
the
...
framework
...
of
...
existing
...
policies
...
and
...
rules)
...
-
...
Scoping
...
(for
...
policy
...
matters,
...
internal
...
role
...
of
...
the
...
General
...
Counsel,
...
but
...
possibly
...
distinct,
...
guaranteeing
...
respect
...
of
...
the
...
procedures
...
and
...
competencies
...
of
...
the
...
different
...
structures)
...
A
...
suggested
...
procedure
...
to
...
conduct
...
elections
...
can
...
be:
...
•
...
Nominations
...
or
...
self-nominations;
...
•
...
Vote
...
by
...
simple
...
majority;
...
•
...
Notification
...
of
...
and
...
confirmation
...
by
...
the
...
Chartering
...
Organization
...
of
...
results
...
of
...
actions.
...
(ad.
...
note,
...
is
...
has
...
been
...
more
...
of
...
a
...
review
...
then
...
approval.
...
i.e.
...
the
...
chair
...
can
...
take
...
over
...
immediately
...
and
...
does
...
not
...
need
...
to
...
wait
...
until
...
the
...
CO
...
approves
...
it.
...
otherwise
...
there
...
may
...
be
...
long
...
delays.
...
the
...
council
...
has
...
never
...
been
...
explicit,
...
but
...
i
...
think
...
we
...
do
...
more
...
review
...
then
...
prior
...
approval.)
...
2.3.
...
Use
...
of
...
Sub-Teams
...
The
...
WG
...
may
...
decide
...
to
...
employ
...
sub-teams
...
as
...
an
...
efficient
...
means
...
of
...
delegating
...
topics
...
or
...
assignments
...
to
...
be
...
completed.
...
Sub-team
...
members
...
need
...
to
...
have
...
a
...
clear
...
understanding
...
of
...
issues
...
they
...
work
...
on
...
as
...
well
...
as
...
the
...
results
...
to
...
be
...
achieved.
...
The
...
members
...
of
...
sub-teams
...
report
...
their
...
results
...
to
...
whole
...
team
...
for
...
review
...
and
...
approval.
...
The
...
WG
...
should
...
indicate
...
whether
...
or
...
not
...
it
...
would
...
like
...
to
...
have
...
meetings
...
of
...
the
...
sub-team
...
recorded
...
and/or
...
transcribed.
...
Any
...
member
...
of
...
the
...
WG
...
can
...
serve
...
on
...
any
...
sub-team;
...
however,
...
depending
...
upon
...
the
...
specific
...
tasks
...
to
...
be
...
accomplished,
...
the
...
Chair
...
should
...
ensure
...
that
...
the
...
sub-team
...
is
...
properly
...
balanced
...
with
...
the
...
appropriate
...
skills
...
and
...
resources
...
to
...
ensure
...
successful
...
completion.
...
Decisions
...
made
...
by
...
sub-groups
...
should
...
always
...
be
...
shared
...
with
...
the
...
larger
...
team
...
and
...
a
...
call
...
for
...
consensus
...
must
...
be
...
made
...
by
...
the
...
entire
...
WG.
...
3.
...
NORMS
...
3.1.
...
Participation
...
Members
...
of
...
a
...
WG
...
are
...
expected
...
to
...
be
...
active
...
participants,
...
either
...
on
...
the
...
WG
...
mailing
...
lists
...
and/or
...
in
...
the
...
WG
...
meetings,
...
although
...
some
...
might
...
opt
...
to
...
take
...
an
...
observer
...
approach
...
(monitor
...
mailing
...
lists
...
and/or
...
meetings).
...
The
...
WG
...
Chair
...
is
...
expected
...
to
...
make
...
an
...
assessment
...
at
...
the
...
start
...
of
...
every
...
meeting
...
whether
...
a
...
‘quorum’
...
has
...
been
...
reached
...
to
...
proceed
...
with
...
the
...
meeting
...
and
...
discussions.
...
A
...
quorum
...
has
...
not
...
been
...
defined
...
in
...
exact
...
numbers
...
in
...
this
...
context,
...
but
...
should
...
be
...
understood
...
as
...
having
...
a
...
representative
...
number
...
of
...
WG
...
members
...
present.
...
For
...
example,
...
the
...
Chair
...
may
...
decide
...
that
...
there
...
is
...
no
...
quorum
...
to
...
make
...
decisions,
...
but
...
that
...
there
...
is
...
a
...
quorum
...
to
...
have
...
initial
...
discussions
...
on
...
a
...
certain
...
issue
...
and
...
following
...
those
...
initial
...
discussions
...
encourage
...
members
...
on
...
the
...
mailing
...
list
...
to
...
share
...
their
...
views
...
before
...
a
...
decision
...
is
...
made
...
at
...
a
...
subsequent
...
meeting.
...
If
...
there
...
is
...
lack
...
of
...
participation
...
resulting
...
in
...
meetings
...
being
...
cancelled
...
and/or
...
decisions
...
being
...
postponed,
...
the
...
Chair
...
is
...
expected
...
to
...
explore
...
the
...
reasons
...
(e.g.
...
issues
...
with
...
the
...
schedule
...
of
...
meetings,
...
conflict
...
with
...
other
...
activities
...
or
...
priorities)
...
and
...
attempt
...
to
...
address
...
them
...
(e.g.
...
review
...
meeting
...
schedule).
...
If
...
there
...
is
...
no
...
obvious
...
way
...
to
...
address
...
the
...
situation,
...
the
...
Chair
...
should
...
approach
...
the
...
Chartering
...
Organization,
...
GNSO
...
Stakeholder
...
Groups,
...
or
...
Constituencies
...
for
...
assistance
...
(e.g.
...
request
...
for
...
additional
...
volunteers
...
to
...
the
...
WG)
...
on
...
whether
...
there
...
is
...
enough
...
/
...
sufficient
...
interest
...
from
...
the
...
community
...
/
...
delay
...
work.
...
3.2.
...
Representativeness
...
Ideally,
...
a
...
Working
...
Group
...
should
...
mirror
...
the
...
diversity
...
and
...
representativeness
...
of
...
the
...
GNSO
...
community
...
by
...
having
...
representatives
...
from
...
most,
...
if
...
not
...
all,
...
GNSO
...
Stakeholder
...
Groups
...
and/or
...
Constituencies.
...
It
...
should be
...
noted
...
that
...
certain
...
issues
...
might
...
be
...
more
...
of
...
interest
...
to
...
one
...
part
...
of
...
the
...
community
...
than
...
others.
...
The
...
Chair,
...
in
...
cooperation
...
with
...
the
...
GNSO
...
Secretariat
...
and
...
ICANN
...
Staff,
...
is
...
expected
...
to
...
assess
...
whether
...
the
...
WG
...
has
...
sufficiently
...
broad
...
representation,
...
and
...
if
...
not,
...
which
...
groups
...
should
...
be
...
approached
...
to
...
encourage
...
participation.
...
Similarly,
...
if
...
the
...
Chair
...
is
...
of
...
the
...
opinion
...
that
...
there
...
is
...
over-representation
...
to
...
the
...
point
...
of
...
capture,
...
he/she
...
should
...
inform
...
the
...
Chartering
...
Organization.
...
3.3.
...
Process
...
Integrity
...
WGs
...
are
...
encouraged
...
to
...
focus
...
and
...
tailor
...
their
...
work
...
efforts
...
to
...
achieve
...
the
...
identified
...
goals
...
of
...
the
...
Charter.
...
While
...
minimum
...
attendance
...
and
...
participation
...
requirements
...
are
...
not
...
explicitly
...
recommended,
...
a
...
Chair
...
is
...
expected,
...
as
...
outlined
...
above,
...
to
...
take
...
the
...
necessary
...
measures
...
to
...
ensure
...
that
...
all
...
WG
...
members
...
have
...
an
...
opportunity
...
to
...
provide
...
their
...
input
...
on
...
issues
...
and
...
decisions.
...
WG
...
members
...
should
...
be
...
mindful
...
that,
...
once
...
input/comment
...
periods
...
have
...
been
...
closed,
...
discussions
...
or
...
decisions
...
should
...
not
...
be
...
resurrected
...
unless
...
there
...
is
...
group
...
consensus
...
that
...
the
...
issue
...
should
...
be
...
revisited
...
in
...
light
...
of
...
new
...
information
...
that
...
has
...
been
...
introduced.
...
Members
...
should
...
be
...
encouraged
...
to
...
consider
...
whether,
...
if
...
they
...
cannot
...
participate
...
faithfully
...
in
...
the
...
WG’s
...
process
...
(e.g.
...
attending
...
meetings,
...
providing
...
input,
...
monitoring
...
discussions),
...
they
...
should
...
formally
...
withdraw.
...
It
...
should
...
be
...
noted
...
that
...
there
...
are
...
no
...
rules
...
or
...
requirements
...
as
...
to
...
what
...
constitutes
...
sufficient
...
or
...
adequate
...
‘participation’;
...
this
...
is
...
an
...
assessment
...
that
...
each
...
WG
...
member
...
should
...
make
...
individually.
...
3.4.
...
Individual/Group
...
Behavior
...
and
...
Norms
...
ICANN’s
...
Expected
...
Standards
...
of
...
Behavior,
...
as
...
outlined
...
in
...
the
...
ICANN
...
Accountability
...
and
...
Transparency
...
Framework,
...
are:
...
“Those
...
who
...
take
...
part
...
in
...
ICANN
...
multi-stakeholder
...
process
...
including
...
Board,
...
staff
...
and
...
all
...
those
...
involved
...
in
...
Supporting
...
Organization
...
and
...
Advisory
...
Committee
...
councils
...
undertake
...
to:
...
•
...
Act
...
in
...
accordance
...
with
...
ICANN's
...
Bylaws.
...
In
...
particular,
...
participants
...
undertake
...
to
...
act
...
within
...
the
...
mission
...
of
...
ICANN
...
and
...
in
...
the
...
spirit
...
of
...
the
...
values
...
contained
...
in
...
the
...
Bylaws.
...
•
...
Adhere
...
to
...
the
...
conflict
...
of
...
interest
...
policy
...
laid
...
out
...
in
...
the
...
Bylaws.
...
•
...
Treat
...
all
...
members
...
of
...
the
...
ICANN
...
community
...
equally,
...
irrespective
...
of
...
nationality,
...
gender,
...
racial
...
or
...
ethnic
...
origin,
...
religion
...
or
...
beliefs,
...
disability,
...
age,
...
or
...
sexual
...
orientation;
...
members
...
of
...
the
...
ICANN
...
community
...
should
...
treat
...
each
...
other
...
with
...
civility
...
both
...
face
...
to
...
face
...
and
...
online.
...
(ad.
...
The
...
civility
...
criterion
...
is
...
really
...
fuzzy.
...
There
...
are
...
no
...
objective
...
standards
...
and
...
it
...
allows
...
people
...
in
...
authority
...
to
...
condemn
...
as
...
uncivil
...
anyone
...
they
...
disagree
...
with.
...
I
...
think
...
the
...
next
...
points
...
in
...
this
...
doc,
...
define
...
a
...
better
...
standard
...
of
...
behavior.
...
Especially
...
if
...
you
...
include
...
the
...
Liverpool
...
stmt.
...
later.
...
)
• Act in a reasonable and informed manner when participating in policy development and decision-making processes. This includes regularly attending all scheduled meetings and exercising independent judgment based solely on what is in the overall best interest of Internet users and the stability and security of the Internet's system of unique identifiers, irrespective of personal interests and the interests of the entity to which an individual might owe their appointment.
(ad. attending all scheduled meetings This standard contradicts earlier statement about being able to join a group to just monitor. In that case, reading the list and listening to the recordings is sufficient. Also, given timings of meeting, it may be difficult for all people to make all meetings.)
• Listen to the views of all stakeholders when considering policy issues. ICANN is a unique multi-stakeholder environment. Those who take part in the ICANN process must acknowledge the importance of all stakeholders and seek to understand their points of view.
• Work to build consensus with other stakeholders in order to find solutions to the issues that fall within the areas of ICANN's responsibility. The ICANN model is based on a bottom-up, consensus driven approach to policy development. Those who take part in the ICANN process must take responsibility for ensuring the success of the model by trying to build consensus with other participants.
• Act in accordance with ICANN policies.
• Protect the organization's assets and ensure their efficient and effective use.
• Act fairly and in good faith with other participants in the ICANN process."
All of these principles of behavior, when used in communication between members of the global ICANN community, will help to ensure that we're all given the chance to be heard, and to listen, in a respectful, cooperative manner that will move the community towards dialogue and productivity”.
(The WT should discuss whether it wants to add additional principles to these ‘expected standards of behavior’ that might be of particular relevance to WGs)
In addition, it might be worth pointing to the ‘Statement on Respectful Online Communication’, drafted jointly and agreed to by consensus April 20, 2007 at the 5th International Forum on Online Dispute Resolution in Liverpool, England - held in collaboration with the United Nations Economic and Social Commission for Asia and the Pacific:
”While information and communications technologies (ICT) enable unprecedented interactions between individuals around the world, they also introduce some dynamics that can degrade dialogue. ICT enables people to communicate immediately and anonymously, often without moderation, and in some circumstances this encourages behavior (such as threats or insults) that most individuals would never engage in face-to-face. This behavior may make people feel unwelcome, disrespected, or harassed in their online interactions. Ultimately, individuals may be dissuaded by these dynamics from participating, which undermines the vibrancy of our global conversation.
As a result, we encourage individuals to:
• communicate online with respect
• listen carefully to others in order to understand their perspectives
• take responsibility for their words and actions
• keep criticism constructive
• respect diversity and be tolerant of differences
We embrace full and open communication and recognize the unique opportunity for expression in the online environment. We support freedom of speech and reject censorship. These principles are not intended to address what ideas can be expressed, but rather the tone with which communications take place.”
If a WG member feels that any of the above standards are being abused, the affected party should appeal first to the Chair and Liaison and, if unsatisfactorily resolved, to the Chair of the Chartering Organization. It is important to emphasize that expressed disagreement is not, by itself, grounds for abusive behavior.
(ad. suggest adding something like: It is also important to understand that often, cultural differences and language barrier may make statements that appear disrespectful or somehow outside the norms of behavior well within those bounds. In determining what is or is not appropriate behavior tolerance of different perspectives and personal capabilties is always required.)
3.5. Rules of Engagement
This section contains procedures for handling any member that is perceived to be persistently and continually obstructing the Working Group’s efforts.
The Chair, in consultation with the Chartering Organization liaison(s), is empowered to restrict the participation of someone who seriously disrupts the Working Group. Any such restriction will be reviewed by the Chartering Organization. Generally, the participant should first be warned privately, and then warned publicly before such a restriction is put into place. In extreme circumstances, this requirement may be bypassed.
(This language is currently being used in most WG charters. The WT will need to review whether it would like to use the same language here.)
Appeal Process: any WG member that believes that his/her contributions are being systematically ignored or discounted should first discuss the circumstances with the WG Chair. In the event that the matter cannot be resolved satisfactorily, the WG member should request an opportunity to discuss the situation with the Chair of the Chartering Organization.
(ad. While this is a good reason for a participant to appeal, it really does not pertain directly to the suspension or removal from the list as described above. I think we need an appeal statement like: The suspension or removal of a participant from a list or group must be reviewed by the CO. The suspended/emoved participant will be given an opportunity to present arguments in his or her own defense before any determination is made.)
3.6. Standard Methodology for Making Decisions
The Chair will be responsible for designating each position as having one of the following designations:
• Unanimous consensus
• Rough consensus - a position where a small minority disagrees but most agree
• Strong support but significant opposition
• Minority viewpoint(s)
(possible clarification to be added: a minority viewpoint can occur where there is rough consensus as well as strong support)
• No consensus
If several participants in a WG disagree with the designation given to a position by the Chair or any other rough consensus call, they can follow these steps sequentially:
1. Send email to the Chair, copying the WG explaining why the decision is believed to be in error.
2. If the Chair still disagrees, forward the appeal to the CO liaison(s). The Chair must explain his or her reasoning in the response. If the liaisons supports the Chair's position, forward the appeal to the CO. The liaison(s) must explain his or her reasoning in the response.
3. If the CO supports the Chair and liaison's position, attach a statement of the appeal to the Board report.
This statement should include all of the documentation from all steps in the appeals process and should include a statement from the council.
(Current language used in WG charters, but seems to be missing elements such as what if liaison does not agree with Chair)
(ad. exactly. rest of process: If the council supports the chair and liaison's position, attach a statement of the appeal to the board report. This statement should include all of the documentation from all steps in the appeals process and should include a statement from the council. (or in this case CO))
Based upon the WG's needs and/or the Chair’s direction, WG participants may request that their names be associated explicitly with each view/position (optional).
If a chartering organization wishes to deviate from the standard methodology for making decisions or empower the WG to decide its own decision-making methodology it should be affirmatively stated in the WG Charter.
Consensus calls should always involve the entire Working Group.
(WT should decide whether they would like to include examples of what constitutes voting labels such as consensus and rough consensus, or whether the description above is sufficient and designation should be left to the Chair’s discretion)
(ad. note is it not really chair's discretion the chair must announce his or her proposal to announce consensus to the Wg and the group is allowed to argue against it. So while the chair intitiates such a call, the call is really made at the group's sufferance. Or else there is an appeal)
4. LOGISTICS & REQUIREMENTS
4.1. Session Planning – General Meeting Logistics
The Chair will normally work with ICANN Staff and/or the GNSO Secretariat to coordinate the logistics for the WG meetings. Online tools are available that can be used to find a day and time that is convenient for most WG participants. It should be noted, however, that scheduling tools should follow the preference of the majority and accommodate those that are in different time zones. Alternating meeting times should be considered as an option if the same members of the WG are always ‘inconvenienced’ by a standing meeting time. WGs should decide how often they would like to meet (e.g. weekly, every two weeks) and for how long (e.g. 1 hour, 1.5 hours).
The GNSO Secretariat is responsible for communicating the timing and dial-in details for meetings that take place by conference call. Universal Standard Time (UTC) is used as a standard reference (local times can be found using www.timeanddate.com). For most countries, toll free dial-in numbers will be provided. The GNSO Secretariat will also be able to assist with providing dial-out support if required by a WG member(s). As described above, meetings are normally recorded and transcribed. To facilitate remote participation and sharing of documents, WGs can make use of various online connect services.
WGs can opt to organize face-to-face meetings during ICANN meetings to take advantage of those members attending and to open its session to the broader ICANN community. It should be noted that not all WG members may attend an ICANN meeting, a factor that should be weighed in deciding whether to arrange a face-to-face session. Remote participation facilities might be available for those not attending an ICANN meeting in person.
Apart from face-to-face sessions during ICANN meetings, WGs might decide that it is vital for its deliberations and/or reaching consensus to meet in person for a certain amount of time (e.g. day, two days). If funding is required to organize such a meeting (e.g. travel expenses), a request should be made to the Chartering Organization for approval.
A WG may request additional tools or applications if considered necessary to achieve the objectives set out in its Charter.
The Chair, with support of ICANN Staff, if required, is expected to circulate the agenda to the WG preferably one day in advance. At the start of a meeting, the Chair can review the agenda and WG members can propose items to be added or changed.
(ad. Is one day before the meeting sufficient. If so should be something like "at least one day in advance if not earlier")
Following the meeting, an MP3 recording and transcript will be made available for those who were not able to attend and/or other interested parties. In addition, a WG can consider using action items and/or notes from the meeting to record the main decisions or follow-up items from a meeting. The action items or meeting notes should be circulated in a timely manner in order to allow for sufficient preparation or response ahead of the next meeting.
4.2. Communication/Collaboration Tools
Each Working Group will have a dedicated mailing list. Working Group mailing lists are publicly archived on the GNSO web site (http://gnso.icann.org). In addition, WGs can make use of collaborative workspaces such as Wikis (see https://st.icann.org/). WGs are free to make use of different document formats, but it might be helpful to come to an agreement, in advance, to ensure that all members are able to work with them.
(Further information might be added based on OSC Communications Team recommendations, if applicable)
4.3. Translation
ICANN uses the following translation principles:
ICANN will provide timely and accurate translations, and move from an organisation that provides translation of texts to one that is capable of communicating comfortably with a range of different languages. The translation framework comprises a four-layer system:
- The bottom layer contains those specific documents and publications that address the organisation’s overall strategic thinking. They will be translated into an agreed block of languages.
- The next layer contains a class of documents that ICANN undertakes to provide in different languages to allow interaction within ICANN processes by non-English speakers.
- The third layer comprises documents suggested by ICANN staff as being helpful or necessary in ongoing processes; and documents requested by the Internet community for the same reasons. These documents will be run through a translation approval system.
- The top layer is where the community is encouraged to use online collaborative tools to provide understandable versions of ICANN materials as well as material dynamically generated by the community itself. ICANN will provide the technology for community editing and rating, and a clear and predictable online location for this interaction to occur. It will also seek input from the community to review the tools.
English will remain the operating language of ICANN for business consultation and legal purposes.
Every effort will be made to ensure equity between comments made in languages other than English and those made in English. If it is not possible to arrange the release of particular documents in the agreed languages at the same time, then each language will be provided with the same time period in which to make comments.
ICANN will adopt the International Organisation for Standardisation’s 639-2 naming system for identifying and labeling particular languages.
(Further information might be added based on OSC recommendations, if applicable)
4.4. Briefings and Subject Matter Experts
If the WG determines that it needs additional educational briefings occurring upfront or as issues emerge during deliberations, it should identify its specific requests to the CO including subject matter(s), type(s) of expertise, objectives, and costs. If additional costs are involved, prior approval must be obtained from the CO.
5. PRODUCTS & OUTPUTS
The products and outputs of a Working Group may be prescribed by the Charter such as a report, recommendations, guidelines or defined by the process under which the WG operates (e.g. Policy Development Process). In addition, the Working Group might decide that additional products or outputs are required in order to carry out its Charter in an efficient and productive manner such as a statement of work or a project plan. Working Groups should be encouraged to review products and outputs from other WGs and/ or consult with ICANN Staff to decide with additional products or outputs would be advisable to develop. Links to some examples of products and outputs produced by other GNSO Working Groups can be found hereunder:
• Initial Report – IRTP Part A WG Initial Report
• Final Report – GNSO Final Report on Domain Tasting
• Public Comment Review Sheet – Fast Flux Public Comments Review
• Recommendations / Guidelines – New gTLDs Principles, Recommendations & Implementation Guidelines
• Constituency Statement Template – IRTP Part B Constituency Statement Template
• Public Comment Announcement Text – Post-Expiration Domain Name Recovery Public Comment Announcement
(Other examples to be added as deemed appropriate)
(Placeholder for description of PDP WGs once PDP-WT has finalized its activities, if any products or timelines are prescribed by by-laws)
6. Chair Checklist
(Question for the WT: What should be foreseen in this checklist?)