[Chapter-delegates] Proposal for IETF Registration fee support for Chapters

[Olivier MJ Crepin-Leblond]

Dear all,

in today's Chapter Advisory Council (ChAC) call, I presented a proposal
relating to an IETF Registration fee support for Chapters. Given a lack
of quorum at the meeting, it was decided that I share this proposal with
the Chapter Advisory Council mailing list, as well as the Chapter
Delegates mailing list, in order to collect feedback and/or support.

The proposal is accessed on: https://app.box.com/notes/78272843285

A copy of the proposal is available below for people who do not have a
Box account access.

Kindest regards,

Olivier MJ Crépin-Leblond
Chair ISOC UK England
Member of Chapter Advisory Council Steering Committee for Europe


  IETF Registration fee support for Chapters

*Introduction*
 
The Internet Engineering Task Force (IETF) meets regularly around the
world to advance its mission to make the Internet work better. Whilst
all working groups and meetings of the IETF are open, face to face
meetings include a registration fee. These are non negligible. At
present there is a reduced rate for students, but no reduction for
Internet Society (ISOC) Chapter members.
 
*Proposal*
 
To provide the ability for one person per Chapter to attend an IETF
meeting taking place in the region of the Chapter, on a registration
cost-free basis. The traveller would still be responsible for their
travel and accommodation, but would not be expected to pay the IETF fee.
Traveller eligibility would require not being associated with any
company already taking part in the IETF.
 
In return, the Chapter member attending the IETF should write 3 blog
posts about their experience at the IETF. They should also relate their
experience back to their Chapter either by email or (preferably) by
running a local Seminar or Webinar. Recording of the Seminar/Webinar for
ISOC's video library would be a plus.
 
A Chapter would also need to show an open selection process taking
place, including the declaration of why their chosen traveller is the
best candidate for the award. Each chapter would have the ability to
propose only one traveller for each IETF meeting taking place in their
region.
 
*Why this would be interesting for the IETF*
 
The nature of participants at IETF meetings has recently had an increase
in commercial participants at the expense of academic or independent
participants. This programme would be helpful to the IETF in promoting
participation at the IETF for non-commercial participants.
 
*Why this would be interesting for the Internet Society*
 
This programme would engage more ISOC Chapters into the IETF process. It
would also provide the ability for those those participants from
Chapters to relate back their experience to their Chapter, thus
stimulating more interest in the IETF. It would also provide ISOC with
promotional material 
 
*Why this would be interesting for a Chapter*
 
Engaging in this program provides a perk for a potential member. It also
provide the Chapter with the ability to engage more members and to
set-up a seminar/webinar with minimal resources, thus increasing the
value proposition for all of their members.
This proposal reinforces the Technical Community component of ISOC Chapters.
 
*Possible implementation*
 
Initial discussions on the Chapter Advisory Council Steering Group
identified two ways to implement the proposal:
 
1. Working with the IETF to create a new category of complimentary
registration for participants from ISOC Chapters, per the above-designed
requirements. This would require the agreement of the IETF. To-date no
such category has been defined and such a process would be entirely out
of the hands of ISOC and its Chapters.

or
 
2. Designing a budget item of $ 18,750 ($750 x 25 people) for the ISOC
Board of Trustees for the financing of a fund used to offer
complimentary registration for participants from ISOC Chapters, per the
above-designed requirements.

*Criteria for selection of a Candidate*

  * Membership of a Chapter in good standing (not necessarily anofficer
    of the chapter, the invitation is extended to the Chapterleadership
    but they can choose to send any member)

  * Adequate language skills in the meeting language (English)

  * Endorsement of the Chapter’s Board (we expect to get only
    onemembership application per Chapter)

  * Candidates should be knowledgeable about the IETF issues and be able
    to contribute to discussions. 

  * Proven involvement in one or more IETF Working Groups will be
    privileged. 

  * Candidates agree to write a short report about their trip, as well
    as prepare (a) Webinar(s) (see below)



*Process by which a Candidate is selected*

  * IETF announces meeting in town X.

  * Chapters in Region of town X send an announcement to invite
    Expressions of Interest (EoIs) from the country/region. An EoI
    should include a Curriculum Vitae of the applicant, plus a cover
    letter that explains the applicant's interest in the IETF and the
    IETF working groups that they have been following, and for how long
    they have been following these working groups. The applicant should
    also provide proof of involvement in these working groups by quoting
    their contributions (emails etc.) in the working group.

  * ISOC Selection Committee (which could include IETF leadership)
    selects (number of candidates) from all of the applications
    received, to be sponsored for the IETF meeting. For the sake of
    simplicity, a sponsored candidate will be called a fellow, but the
    fellowship is limited to the waiving of the IETF fee. A fellow will
    be responsible for his/her travel and accommodation costs.

  * The number of fellowships is limited, so in case there are
    moreapplications than can beaccommodated, preference will be
    giventofellows according to the Chapter's level in the ISOC Chapter
    Evaluation.

  * Fellowship paperwork is filled and signed. Logistics are worked out
    using the usual ISOC Procedures.

  * Selected Candidate(s) engage in a Webinar explaining some of the
    activities that they will be following at the IETF meeting. Webinar
    is open to all ISOC Chapter members around the world.

  * Selected Candidate(s) attend the meeting like a fully paid attendee
    of the IETF. As a Candidate is responsible for his/her travel and
    accommodation costs, minimum attendance requirement is two days
    since an already existing program allowing Chapter members to attend
    a single day of IETF using a one-day Guest Pass is already in place.
    Maximum attendance applies to the whole length of the IETF meeting.

  * Selected Candidate(s) provide a short report about their trip, to be
    shared with their Region.

  * Selected Candidate(s) engage in a Webinar explaining some of the
    activities that they have followed at the IETF meeting. Webinar is
    open to all ISOC Chapter members around the world.


*Potential extension of the program*

This program is limited to the waiving of a the IETF fee. 
If successful, this programme could be extended to full fellowships to
IETF Meetings which would include travel and hotel.



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