ESEAP Conference 2024/Scholarships Criteria

The selection of affiliate representatives is contingent upon consensus within their respective local Wikimedia affiliate membership, taking into consideration their substantial contributions to the community. If you are a member of any eligible affiliate, do contact them about the ESEAP Conference 2024 scholarship.

Affiliates are eligible if they are:

recognised by the Wikimedia Foundation and;
labelled Compliant only on reporting as of 30 November 2023.

Individuals not eligible as affiliate representative are welcome to submit their applications through the provided scholarship form, accessible here.

List of all eligible affiliates

Wikimedia Chapters

User Groups

Criteria

We have adopted a point-based system developed in consultation with members of the Scholarships Committee.

Criteria	Details
On-Wiki Contributions	Assess the extent of contributions made by a Wikimedian online, these can include both content contributions (such as edits, articles, and uploads) and also technical contributions such as the development of bots, tools, and scripts that are helpful for editors in their work.
New User Engagement	Assess the applicant's involvement in mentorship programs or initiatives aimed at providing personalized guidance and support to new contributors.
Community Participation and Collaboration	Assess the influence of a Wikimedian on community involvement and development, encompassing on-wiki activities like conflict resolution, spearheading policy changes, and engaging newcomers. Furthermore, consider their role in organizing off-wiki outreach initiatives such as workshops, campaigns, hackathons, and more
Inclusivity and Diversity Initiatives	Assess the extent to which the applicant collaborates with contributors from different linguistic backgrounds, fostering a sense of global collaboration and inclusivity.
Strategy	Assesses for involvement in discussions and initiatives related to the Wikimedia Movement Strategy, showcasing a commitment to shaping the future of the movement.
Documentation and Outreach	Assess the consistency of the applicant's contributions over time. Long-term commitment to maintaining and updating documentation and training materials demonstrates sustained impact
Added Value to Conference	Assesses the potential of the applicant to add value to the conference based on a response written to their motivation to attend the conference.
Special Points	This category is used to award additional points to the Wikimedian if their contributions are outside the categories above. This category is used conservatively.

Criteria for immediate refusal

Applicable to all applicants

The applicant received a scholarship in ESEAP Conference 2022 but did not complete their post-conference report(s) before May 31, 2023.
The applicant is a current or past grantee from any WMF Grant program and found to be non-compliant.
The applicant is currently globally blocked by the Wikimedia Foundation or the community.
The applicant has failed to demonstrate any significant Wikimedia contributions or activities which may merit the awarding of a scholarship.
The applicant failed to obtain a valid passport by 15 January 2024. A valid passport includes an expiry date after 10 November 2024 (ie. 6 months after the start of the conference)

For individual applicants

The application is empty.
The application consists of content which is off-topic or abusive.
The applicant has failed to make a reasonable effort to answer the questions on the application form.

We reserve the right to remove certain people due to their conduct on/off-wiki. Examples would be those on global and event ban lists, under sanctions from the Universal Code of Conduct (UCoC), or otherwise known to the COT as rule breakers.

FAQ

Who can apply?

Are the scholarships only for ESEAP participants?

Scholarship is exclusively offered to the communities in the ESEAP region. We will be prioritizing applications from those who best fulfill the criteria of contributing to the ESEAP experience. We will take into account how the scholarship would enhance the applicants' contributions to the mission after the event.

I am not part of an affiliate. How do I apply for funding?

Individuals are able to apply regardless of their affiliate membership status.

I am a Scholarship working group member. Can I apply?

Yes. Volunteer scholarship reviewers will be eligible for a scholarship. To avoid conflict of interest, their applications will be reviewed by a team made of Core Organizing Team members and the organizer reviewers.

If I can't attend ESEAP Conference in person, how can I participate?

There will be an option to join virtually as it will have elements of being a hybrid event.

What is the process?

When will the ESEAP Conference 2024 scholarship application open and end?

Applications phase opens on 26 December 2023 and closes 15 January 2024, Anywhere on Earth. This is midnight on the Pacific Howland and Baker Islands, and 12:00 UTC for the following day. Check what time this translates into for your time zone.

Can I submit applications for a scholarship after the deadline?

No. This is to ensure that final decision results are released on-time and in fairness to all applicants. We recommend to submit applications at least a few days before the deadline to avoid missing it.

What is the process for a ESEAP scholarship?

In general, we expect the workflow for funding decisions to go through the following steps:

Individuals submit the application forms via Google form
The Scholarships working group reviews for eligibility and criteria (described above)
The Scholarships working group reviews applications and makes decisions
Individuals are informed of the decision and are asked for information to enable the Logistic team to book transport and accommodation
Logistic team books and confirms transport and accommodation.

What will happen after the application submissions phase? When will the submissions be reviewed?

Submissions will be reviewed by the Scholarships working group on an ongoing basis.

How will scholarships be reviewed and awarded?

We will encourage you to provide the suitable answer and link accordingly on Google Form. Once all surveys have successfully been completed and therefore all of the data has been collected, the Scholarship working group will jointly determine which people will become scholars.

When will I receive feedback around my scholarship application?

Offers will start going out in [TBD]. All applicants will be notified of their outcome as quickly as possible. This may take a couple of weeks as some people's circumstances may prevent them from accepting. Other applicants will be referred to their affiliates if you choose that option.

How will applicants for scholarships be notified of the results?

We will use the e-mail address provided on the application to notify applicants. All applicants will be contacted at some point, regardless of the result. We encourage you to use your active email address or provide your active username account in the application form.

I have received / not received a scholarship, and... Can I pass my scholarship to someone else?

No. To provide equality, the scholarship was reviewed to a certain order of merits. If a recipient will confirm to decline it, we will pass it to the next person in the order of the review.

If I decline the scholarship for this year, can I pass it to next year’s ESEAP Conference?

No. Each year conference was set under different themes under the consideration of each core organising teams in certain locations. We will encourage you to apply again for the following year, but we will ensure to consider your continuous valuable contribution in our review process.

If I didn’t receive a scholarship, can I ask the scholarship group to review my application again?

No. Our review process involves several meticulous steps, and regrettably, it can only be completed once.

I applied for a scholarship but did not get it. What do I do now?

Getting a scholarship is not necessary for attending ESEAP Conference; you can also register to attend as long as you can cover your own costs. However, it is important to note that conference attendance is subject to space limitations. As such, even without a scholarship, prospective attendees will undergo a selection process by the scholarship team to determine eligibility for participation.

If you can't cover your own costs, we strongly encourage you to get in touch with an affiliate in your region. They might be running their own scholarship program or you are free to join virtually!