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Public and Stakeholder Engagement Committee Charter | As Approved by the ICANN Board of Directors 11 April 2013

  1. Purpose

    The Board Public and Stakeholder Engagement Committee is responsible for:

    1. Assisting the Board in defining ICANN's Public and Stakeholder Engagement strategies and guidelines;

    2. Supervising the development and implementation of a Public and Stakeholder Engagement programme;

    3. Reviewing annually ICANN's Public and Stakeholder Engagement activities;

    4. Periodically reviewing the committee's charter and performance; and

    5. Assisting the Board in improving Public and Stakeholder Engagement in ICANN's policy development activities.

  2. Scope of Responsibilities

    1. Assisting the Board in defining ICANN's Public and Stakeholder Engagement strategies and guidelines.

      1. In full cooperation with ICANN's Staff, develop general strategies and guidelines for the conduct of Public and Stakeholder Engagement activities, including international meetings, regional meetings, advocacy, educational and outreach programmes, and more generally all efforts to increase public awareness of, and participation in the affairs of ICANN, for approval by the Board.

      2. Identify and encourage the development of effective tools, strategies, and methods for Public and Stakeholder Engagement activities.

      3. Work closely with the Chair of the Board and the President/CEO of ICANN for the effective implementation of ICANN's Public and Stakeholder Engagement programme. The President/CEO designates a staff member responsible for the support of process and functions of the committee.

    2. Supervising the development and implementation of a Public and Stakeholder Engagement programme.

      1. Guide Staff in developing work plan for international meetings, regional meetings, outreach, educational, public awareness, advocacy, and other Public and Stakeholder Engagement activities.

      2. Guide Staff in developing a Public and Stakeholder Engagement programme that is compatible with ICANN's Strategic Plan, and in conformity with the budget approved by the Board.

    3. Reviewing annually ICANN's Public and Stakeholder Engagement activities.

      1. Develop a process for analysis and evaluation of ICANN Public and Stakeholder Engagement activities.

      2. Develop a framework for monitoring and evaluating ICANN's Public and Stakeholder Engagement performance.

      3. Annually, and at least two months in advance of the Annual Meeting, present an assessment of Public and Stakeholder Engagement activities in the previous one-year period, with recommendations to improve or enhance effectiveness.

    4. Periodically reviewing the Committee's charter and performance.

      1. Develop a process for the Committee's self-analysis and evaluation of its own performance, and at least every two years, with a view toward improving its services, and increasing its efficiency.

      2. Develop a framework for monitoring and evaluating its performance.

      3. Annually, and at least two months in advance of the Annual Meeting, present an assessment of Public and Stakeholder Engagement committee charter, with recommendations, if any, for revisions.

    5. Assisting the Board in improving Public and Stakeholder Engagement in ICANN's policy development activities.

      Develop general policies and guidelines for participation by the public in ICANN's stakeholder driven policy development activities including participation in stakeholder meetings, periods for public comments, methods for providing comments, responses to public comments, etc.

  3. Composition

    The Committee shall be comprised of at least three, but not more than four voting Board Directors and not more than two Liaison Directors, as determined and appointed annually by the Board, each of whom shall comply with the Conflicts of Interest Policy. The voting Directors shall be the voting members of the Committee. The members of the Committee shall serve at the discretion of the Board unless a Committee Chair is appointed by the full Board, the members of the Committee may designate its Chair from among the voting members of the Committee by majority vote of the full Committee membership. The Committee may choose to organize itself into subcommittees to facilitate the accomplishment of its work. The Committee may seek approval and budget from the Board for the appointment of consultants and advisers to assist in its work as deemed necessary, and such appointees may attend the relevant parts of the Committee meetings.

  4. Meetings

    The Public and Stakeholder Engagement Committee shall meet at least four times per year, or more frequently as it deems necessary to carry out its responsibilities. The Committee's meetings may be held by telephone and/or other remote meeting technologies. Meetings may be called upon no less than forty-eight (48) hours notice by either (i) the Chair of the Committee or (ii) any two members of the Committee acting together, provided that regularly scheduled meetings generally shall be noticed at least one week in advance.

  5. Voting and Quorum

    A majority of the voting members of the Committee shall constitute a quorum. Voting on Committee matters shall be on a one vote per member basis. When a quorum is present, the vote of a majority of the voting Committee members present shall constitute the action or decision of the Committee.

  6. Records of Proceedings

    A preliminary report with respect to actions taken at each meeting (telephonic or in-person) of the Committee shall be recorded and distributed to committee members within two working days, and meeting minutes shall be posted promptly following approval by the Committee.

  7. Review

    The Board Governance Committee will conduct an informal and annual review of the Committee's performance. The Board Governance Committee shall recommend to the full Board changes in membership, procedures, or responsibilities and authorities of the Committee if and when deemed appropriate. Performance of the Committee shall also be formally reviewed as part of the periodic independent review of the Board and its Committees.

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Internationalized Domain Name ,IDN,"IDNs are domain names that include characters used in the local representation of languages that are not written with the twenty-six letters of the basic Latin alphabet ""a-z"". An IDN can contain Latin letters with diacritical marks, as required by many European languages, or may consist of characters from non-Latin scripts such as Arabic or Chinese. Many languages also use other types of digits than the European ""0-9"". The basic Latin alphabet together with the European-Arabic digits are, for the purpose of domain names, termed ""ASCII characters"" (ASCII = American Standard Code for Information Interchange). These are also included in the broader range of ""Unicode characters"" that provides the basis for IDNs. The ""hostname rule"" requires that all domain names of the type under consideration here are stored in the DNS using only the ASCII characters listed above, with the one further addition of the hyphen ""-"". The Unicode form of an IDN therefore requires special encoding before it is entered into the DNS. The following terminology is used when distinguishing between these forms: A domain name consists of a series of ""labels"" (separated by ""dots""). The ASCII form of an IDN label is termed an ""A-label"". All operations defined in the DNS protocol use A-labels exclusively. The Unicode form, which a user expects to be displayed, is termed a ""U-label"". The difference may be illustrated with the Hindi word for ""test"" — परीका — appearing here as a U-label would (in the Devanagari script). A special form of ""ASCII compatible encoding"" (abbreviated ACE) is applied to this to produce the corresponding A-label: xn--11b5bs1di. A domain name that only includes ASCII letters, digits, and hyphens is termed an ""LDH label"". Although the definitions of A-labels and LDH-labels overlap, a name consisting exclusively of LDH labels, such as""icann.org"" is not an IDN."