How to Fill the ICANN Accreditation Application Form?
- Venkatesh Venkatasubramanian
- Jun 13, 2024
- 7 min read
Are you trying to fill out the ICANN Accreditation Application form yourself and feeling overwhelmed after just the first section? If so, you're not alone.
Many registrar aspirants find this process daunting, but with a bit of guidance, it becomes manageable. Filling out the ICANN Accreditation Application form is a crucial step for entities looking to become accredited domain name registrars. This process involves providing detailed information about your organisation, its management, and its operational capabilities. Here’s a step-by-step guide to help you navigate through the form efficiently.
Lets dive right into the first section of the application form.
GENERAL INFORMATION - LEGAL FORM
The first section requires you to provide the full legal name of the applicant entity. This is the official name under which your business is registered. You'll also need to specify the legal form of your business, such as corporation, limited liability company, or partnership. Additionally, you must include the jurisdiction where your business is registered, the registration number, and the name of the authority that issued this number. It's essential to attach documentation proving that your entity is legally established and in good standing, such as Articles of Incorporation and a Certificate of Good Standing.
I will be discussing in detail about the list of supporting document while you submit the ICANN accreditation application form in the next blog.
I. GENERAL INFORMATION - CONTACT DETAILS
This section requires detailed contact information for three types of contacts:
1. Legal Notice Contact: This person will receive all contractual notices and must be able to accept legal processes. Provide their full name, title, address, phone number, fax number, and email address.
2. Primary Contact: This contact will be listed on the Registrar Accreditation Agreement if the application is approved. Similar details as the Legal Notice Contact must be provided.
3. Application Contact: If different from the primary contact, this individual will handle all matters related to the application process. Again, provide full name, title, address, phone number, fax number, and email address.
Author's Insight: If you are using a consultant like us (Dotup ICANN Accreditation Consultancy), we will appoint ourselves as the application contact on client's behalf and we will be submitting the application on your behalf with all supporting documents and communicate with ICANN liaise between applicant and ICANN to get successful ICANN accreditation.
II. GENERAL INFORMATION - MANAGEMENT
In this section, you must list individuals or entities owning at least 5% of the applicant's business. For each person, provide:
- Full legal name
- Position
- Contact details
- Percentage of ownership
- Countries of birth and residence
- Date of birth
ICANN may conduct background checks on these individuals, so ensure the information is accurate and complete.
Author's Insight: Always keep in mind if you are applying for ICANN accreditation neither the company, nor the owners/ directors can have any pending legal cases, history felony or imprisonment or any such negative past associated to them in the past 10 years. Its best to make sure of this thing before submitting the application.
III. BUSINESS OVERVIEW / BUSINESS PLAN
Here, you need to provide a comprehensive overview of your business, including:
- Total number of staff (both full-time and part-time equivalents)
If you are one of those companies which is in very early stage and do not have employees then you can mention the project staff count when you go live.
- Breakdown of employees across different areas like sales, marketing, customer services, technical engineering, and administration
Make sure to mention the correct number of staff which will be allocated to each department.
- If applicable, details about the transfer of an existing registrar's accreditation
This section is not for fresh ICANN accreditation applications. This is only for those companies who are getting ICANN accreditation of an existing registrar business reassigned to a new entity.
This information demonstrates the human resources dedicated to the registrar business and helps ICANN assess your organisational capabilities.
Author's Insight: ICANN needs to know about the applicant's solid business plan before the application is approved. The applicant should demonstrate a serious track record of running business especially in domains, web hosting or similar line of business would add more advantage.
IV. OPERATIONAL AND TECHNICAL CAPABILITIES
This section focuses on your technical setup and operational readiness. You need to describe:
- URLs and domain names you will use for your registrar services
Mention the domain names of the website you will be selling domain names under your brand.
- Interfaces and workflows for managing domain registrations, updates, renewals, and deletions
This section is the most important one of the entire application which determines the application's approval chances. Include every information about the EPP software you will be building or using (3rd party EPP softwares) to connect with registry, about your WHOIS server, RDAP server, marketplace, payment processing setup etc. The answer usually should be very elaborate (in average 3-4 pages) and in detail with workflow diagrams, flow charts, screenshots if available.
- Average time to process customer requests
Mention the timeframe of processing each request through your software.
- Methods for verifying payment before activating domain registrations
You will need to explain in detail about your payment mechanism. ICANN is very strict about payments before performing any transactions. The payment system should be robust since it should ensure users who make payments in the last minute also don't get affected by any delays in processing time. Having a backup payment gateway helps a lot.
- If applicable, details on the reseller system, including application processes and management capabilities
If you are one of those registrar who will be reselling domain names through partners or resellers then you need to explain the entire reseller mechanism. A flowchart explaining the hierarchy of the reseller model between registrar, reseller and registrant. Explain about the payment mechanism and operation mechanism. If you will be providing API to the resellers how will you be implementing them. Also mention about the usage of ICANN logo on the reseller's website which is strictly prohibited. Additionally, provide technical specifications of your network and systems, covering hardware, software, internet connectivity, and network architecture diagrams.
Author's Insight: This is the trickiest section of the ICANN accreditation application form. Partnering with Dotup can help companies navigate and simplify these tedious tasks.
V. CONTRACTUAL AND POLICY REQUIREMENTS
In this part, you must ensure compliance with ICANN's contractual and policy requirements. This involves:
- Adhering to the terms of the Registrar Accreditation Agreement
You should read the entire ICANN's RAA and make sure your business model is 100% compliant to ICANN's policies and terms & conditions.
- Implementing required data protection measures
You will need to have a solid Data Protection Plan and perform tests and scans to mitigate data leakage.
- Following ICANN's dispute resolution policies
The Uniform Domain-Name Dispute-Resolution Policy (UDRP) is a process established by the Internet Corporation for Assigned Names and Numbers (ICANN) for resolving disputes regarding the registration of internet domain names. Registrars has set of actions they need to take while abiding to the UDRP proceedings and judgements. Registrar applicant should be well aware of the UDRP proceedings and standard operating procedures and explain in the application how they will adhere to the same and perform directed activities when need arises.
Author's Insight: These requirements are critical for maintaining accreditation and operating within ICANN's regulatory framework. Reading the latest RAA, UDRP and ICANN's policy documents will help registrar immensely in this business.
VI. REMINDERS
This section emphasizes the importance of ensuring that all the provided information is accurate and up-to-date. Incomplete or incorrect information can lead to delays or rejection of the application. Here are some key reminders to keep in mind while filling out the application:
- Accuracy and Completeness: Double-check all entries to ensure they are correct and comprehensive. ICANN relies on this information to evaluate your application.
- Supporting Documentation: Attach all necessary supporting documents as specified in the application form. These documents validate the information provided in your application.
- Updates: Keep track of any changes in your business details, management, or contact information during the application process and promptly inform ICANN of these updates.
- Submission Deadlines: Adhere to any deadlines set by ICANN for submitting additional information or responding to queries about your application.
Author's Insight: You should be aware once you submit the ICANN accreditation application form, ICANN will expect you to reply to every additional question from their side within 72 hours.
VII. FINANCIAL OBLIGATIONS
Understanding the financial commitments involved in becoming an ICANN accredited registrar is crucial. This section outlines the various fees and financial responsibilities you will need to fulfil:
- Application Fee: A non-refundable fee must be paid when submitting the application. This covers the cost of processing your application.
- Annual Accreditation Fee: Once accredited, you will be required to pay an annual fee to maintain your status as a registrar. This fee helps fund ICANN's ongoing operations and oversight.
- Transaction-Based Fees: Registrars also incur fees based on the volume of domain registrations, renewals, and transfers they handle.
- Additional Costs: Be prepared for other potential costs related to compliance with ICANN policies, such as data escrow services, participation in ICANN meetings, and implementing necessary security measures.
When submitting your application, you must include audited tax returns from previous years and business bank statements covering a period of 3-6 months. Additionally, you will need a certification of good standing from a Chartered Accountant (CA), Certified Public Accountant (CPA), or an equivalent statutory tax auditor from your country or region.
Conclusion
Filling out the ICANN Accreditation Application form is a detailed process that requires careful attention to the information provided about your organisation, its management, and its operational capabilities. By meticulously completing each section, from legal information and contact details to business plans and technical capabilities, you can significantly improve your chances of obtaining accreditation.
Remember to attach all necessary supporting documents, ensure all information is accurate and up-to-date, and be aware of the financial obligations associated with accreditation. This comprehensive approach not only facilitates a smoother application process but also sets a solid foundation for your future as an ICANN accredited registrar.
By following this guide, you can confidently navigate the application process and move closer to achieving ICANN accreditation, thereby gaining the ability to manage domain name registrations and contribute to the global internet infrastructure.
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