EC correspondence and feedback procedure
Direct feedback via official channels to the APNIC Executive Council (EC) from Members or the community is received, considered and responded to promptly and transparently.
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1. Receipt
- All feedback received via Official Channels is covered by this process. Those channels are:
- If the feedback cannot be answered immediately, and requires further discussion, the EC will advise the provider of the feedback that it will be noted and a response will be provided after further consideration.
- The feedback, and the name of the person providing it, will be captured on the meeting transcript and noted for follow up.
- If the feedback cannot be answered immediately, and requires further discussion, the EC will advise the provider of the feedback that it will be noted and a response will be provided after further consideration.
- An email response to the feedback author, acknowledging receipt of the message, should be sent by the EC Chair ideally no later than 48 hours after receipt.
- The EC Feedback form notes that genuine feedback sent to the EC will be published publicly.
- Formal correspondence may be received by the EC via email or post, or by the Secretariat to pass on to the EC. Any messages received by the Secretariat will be passed to the EC immediately upon receipt.
- An email response to the sender of the formal correspondence, acknowledging receipt of the message, should be sent by the EC Chair ideally no later than 48 hours after receipt.
- The acknowledgement will also advise that APNIC will publish the correspondence on the APNIC website (in the interests of transparency) unless the sender wishes the correspondence to remain confidential (two week’s notice will be given for a response before the correspondence is published).
- All genuine correspondence and feedback received through the Official Channels will be logged on the public EC Correspondence and Feedback web page on the APNIC website (unless the sender of correspondence wishes their message to remain private as above).
- Note: If an EC member receives informal feedback from the community and the person providing the feedback expects a response from the EC, they will be encouraged to submit the feedback via one of the Official Channels to ensure it is accurately captured in this process. The EC cannot be guaranteed to provide an official response to feedback received informally or outside of the Official Channels.
- Note: Feedback received which would fulfil the criteria of a Protected Report under APNIC’s Whistleblower Policy will not be addressed under this procedure and will not be published, consistent with APNIC’s legal obligations.
(a) During an open mic at the AGM or AMM; or
(b) Via the online EC feedback form,
(c) Direct correspondence (email or letter) to the EC (or to Secretariat staff to pass on to the EC) (the Official Channels).
During an open mic at the AGM or AMM
Via the online EC feedback form
Formal correspondence (email or letter) to the EC
Transparency
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2. Consideration
- All genuine correspondence and feedback logged to the EC will be triaged to assess urgency and complexity. Correspondence and feedback that can be easily handled will be responded to quickly.
- Any matters requiring greater consideration will be added to the agenda of the next EC meeting for discussion of any actions required and an agreed response. If the matter raises urgent issues to address, an online EC meeting will be called in the interim to discuss the approach.
3. Response
- Once the matter has been considered, and an approach determined, a response will be provided to the author of the feedback and a copy of that response (and any actions being taken) will be logged to the EC Correspondence and Feedback web page for full transparency.