Hi Sam,

thanks for those comments, however I am putting some remarks below because
some assumptions you made
  NCSG colleagues,

Following last week's exchanges about how we handle membership applications
and manage the membership databases NPOC offered to explore the those
issues that could be addressed within the Charters of NCSG, NCUC and NPOC,
and come back with some comments and suggestions. Here are the comments and
suggestions, as a contribution to doing two simple things better. For the
record, I am primary author of the comments.

 Sam L.
------------------------------
*NPOC Comments on Improving the Handling of Membership Applications and the
Management of the Membership Database:*

NPOC will open discussion on several issues in this comment, and suggest
ways forward to greater clarity in the membership application process, and
ways forward on the simple technical issue of maintaining NCSG, NCUC and
NPOC membership data bases.

Revising and improving how we handle the membership application process and
membership databases are technical issues within the existing charters of
NCSG, NCUC and NPOC and need to be kept separate from other membership
issues that are charter related. This comment deals with the application
process and the membership databases.

Briefly reviewing the membership process, applicants apply for membership
in the NCSG stakeholders group, and may (are urged to) apply for membership
in one of the two constituency groups (NCUC and NPOC). Within the
membership guidelines any non-commercial person or organization can also
apply to the NCUC constituency group, but only not-for-profit organizations
can apply to the NPOC constituency group.

*The membership application process:*

If one reviews the membership information and application processes on
ICANN, NCSG, NCUC and NPOC it is clear that a constituent interested in
membership can be left a bit confused. There is a need for a single common
application form, located at one or more websites, with a common return to
relevant membership committees, initially for NCSG consideration and
NCUC/NPOC information, and subsequently for NCUC/NPOC consideration.

There is also a need for more clarity about the membership options, and for
fields within the common form that allow an applicant to at that time
request (or not request) subsequent consideration for NCUC or NPOC
membership. This is a well-defined task that could be addressed by a small
ad hoc committee made up of ICANN staff and NCSG, NCUC and NPOC members.
Such committee would not address membership issues that are Charter issues
but could identify and report such issues back to NCSG.

*Maintaining the membership database:*

NCSG, NCUC and NPOC are part of ICANN and should be using Internet best
practices for maintaining usable and up to date membership information.
There are existing Internet best practices that can be drawn on to achieve
those objectives.

First, from a technical standpoint, from a user standpoint, and as
reflected in the expressed views of Internet savvy NCSG members, there
should be one master NCSG database with fields indicating NCUC and NPOC
membership. This would allow those with approval the ability to access one
or more of the NCSG, NCUC and NPOC views of the database.

The majority of the fields in the membership database should be populated
directly by field information from the membership application form. NCSG,
NCUC, and NPOC may wish additional fields, either embedded in the overall
NCSG database or added as custom fields to an extracted subset of
membership data, possibly for special events or initiatives. The master
NCSG database will always serve as the membership list of record.

There are a number of issues with regard to the management of the
membership database that require some discussion so that NCSG can take a
position on them. They include:

1.      Dialogue between the effort to construct the proper fields for the
membership application and the field information desired by NCSG, NCUC and
NPOC.
2.      Where should the membership database be hosted? Should it be on an
ICANN server or elsewhere?
3.      Who should have what levels of access to the membership database?
4.      Should members have password protected access to their own profiles
in order to update information (especially important for organizations)?
5.      Should profile access by via the ICANN dashboard?

There may be other issues with regard to the membership application and the
membership database that reside within the terms of reference of the
respective NCSG, NCUC and NPOC charters. Some may come out in the dialogue
on the issues and tasks listed in this NPOC comment.

After a NCSG dialogue on these database issues it may be appropriate to
strike a small ad hoc team to work up a concrete proposal to make
recommendations to address the issues

Sam Lanfranco,
Chair, NPOC Policy Committee