ESEAP Strategy Summit 2023/ESEAP Hub Roles and Responsibilities Breakout Session

Event: Wikimania 2023
Date: 16 August 2023
Venue: Room 325

What are the roles the ESEAP Hub needs?

• To strengthen the region, including other countries who are not represented.
• To network, facilitate and support Wikimedia specific projects coverage in the region.
• To connect the communities, by mediating and introducing the collaboration and resource sharing within the communities.
• Non-intervention of ESEAP in the communities. "ESEAP as helpdesk/suitcase (words from Johnny).
• Upskilling and Capacity Building

Communicationa and translation. Will there be ESEAP programs? Finance. Communication. Program/activities. Legal.

• We have lots of ideas. Basically we want to do networking within the region. Hub should not interfere the community. Upskilling and capacity building. Services and Management.

• Strengthen the region

Inclusion of countries under represented

• Regional

Networking Global Activities Facilitation

• Resource sharing by Introductions
• Non-intervention

Suitcase Help Desk

• Possible scholarships
• Upskilling & capacity building

Language communities: Support to preserve endangered languages in the region Advocate to languages with no government recognition/support Produce the manual to presenting cultures Access to technologies/infrastructures to preserve the languages Assistance on copyright issues: FoP/public domain of the government works

- Language communities -support for endangered languages - languages with no government recognition/support - advocate to allow languages - (MLE - Multi Language Education) - Show the vision an benefits of the Hub - Role in capacity building of smaller Affiilates and User Groups, Language Groups, Thematic Groups - Guidebooks, simple processes, etc - Also grow the number of Editors, maybe through events - Organising cultural activities for minority groups, to make info available on Wiki platforms and Projects - Support working with Government authorities on events and projects - Manual for presenting culture/cultural activities - Access to technology / internet for under-represnted language / cultural groups (tools, laptops, and digital skills, internet access, cameras, drones!) - Copyright issues / restrictions - advocate to Government - Freedome of Panorama - Record keeping / archives documenting the value of Wiki movement, How to communicate this broadly - Freedom of Information more broadly, but focus on Government - changes to legislation restricting Wiki - Govt documents/images should be open and laws/rules clear - ESEAP could be a version of change.org to advocate against restrictions - Create a list/directory of our strengths in ESEAPy

Q1: Demands that what we want. - Expand community - Focus on incusivity - (Strategy) to collaborating with goverment (It may differ by country) - engagement with undereprestided community from perv. works - Inter-community parterships.

• Coummunity engagement support is needed
• hire staff? for engagement
• We should specify the details "who?"
• Accodomate translate, communication, timezone accodomations, committee support within movement or WMF level.

Roles:

• community engagement
• Education
• Communications

- Needs a manager/advisory for handling communications - Temporary roles for some projects - Needs staff to recotrd keeping and manage contacts

• Translations / inter (policy and implementation) -> discussed by the board and executed by staff/contractors)
• Funding (Grants, local types of donations, other types of donations) possibly a board role

- Administrator (staff)

• Partnership
• Collaboration with other movement stakeholders, collaboration within the global level.

• public policy/Risks

- censorship - disinfomation Political bias > Public policy needs commitee and staff to implement

• provide safety

Monitoring risks.review

How to put these roles in the formal governance system?

A. Policy-making (THE HUB)

B. SERVICE/OPERATIONS (FOR ESEAP) 1) Free Knowledge Ambassador - Staff that will work on Partnerships with other institutions - Free Knowledge Ambassador 2) Translators for various purposes - 3rd party aside from that of the foundation (Group of translators?)

   Work more on/with the Foundation

3) Networking - connect and create and establish the networking with institutions for global facilitation, regional networking and resource sharing (Global Facilitation, Regional networking & resources sharing( 4) Finance - ? 5) Secretariat - ?

Services Management:

   1) Finanace
   2) Comms
   3) Programming
   4) LEGAL

Board of exectutive directions/ advisor? / Staff / External contractors Diversity in governance Daily stuff by staff Representation in groups More important thing (directions!) -> Responsible by community

Board members 2 Co-chairs or Chair and Vice-Chair

                              Prefer this model
                              Initiate Annual Grant meeting
                              Preside over the meetings
                              Represent ESEAP in the global community
                              

Finance Lead fund applications

   Supervise the funds
   Budget Planning
   Signatory

Secretary Record Keeping

   Commmunicate to the Community
   Organise Meetings

Ordinary Members

Non-voting Members - committee on Strategic Planner - auditor? internal - Free Knowledge ambassador - Networking facilitation

- Functions of the Hub

- Specical Committee for Languages - communicate with Government, and also communicate back to ESEAP community - Planning and coordinating the Language movements - Seek funding - Policy / Advocacy / Think Tank - Education / Outreach - Adults and new immigrants - Privacy / Protection especially of children/minors/vulnerable people) - some overlap here with Technical - Technical -coding - tech issues - tools - tech barriers - security -Communications with Community / User groups / Affiliates -regular comms in ESEAP - coordinating ESEAP comms to wider Wiki movement - community events (Zoom, meet-ups, etc) - check-in's to identify issues/problems -Finance - transparency - guidelines on conflict of interest Sustainability (SGD) - environment - of projects - they do not cease, and keep going (visibility analysis) -Human Resource - wellbeing of staff - coordinate all divisions and are sustainable - efficiency / productivity

OTHER IDEAS - Preloved / Donation pool - old cameras, laptops, iPads, phones, etc -User friendly website / app for ESEAP - Capacity support and the process for Groups in ESEAP to approach Hub for the support

Q2: How can we put these roles in the formal governance system? Structure: Board of Executives/advisors (directs staf and external contractors)' Board should emphazie diversity in governance and based their existence on representation in groups Staff does the daily duty The BoE directs the staff The community is in charge of supervising what the staff does Community gathers every certain time to hear reports from the board

STRUCTURE

WMF (where funding comes from) + Community (who is community?) <------

                                              ^                                                                                I
                                               I                                                                                I
                                             reports to                                                                  I
        Board                                                                                                              I

(Translate to plan from community) I

                                               ^                                                                               I
                                                I                                                                               I
                                              reports to                                                                 I

Staff/Contractors --------------------------------------------------------------------- (also important to keep community engaged)

1. Communication Manager (cover education) - both (paid & advisory) - + temp roles for some projects 2. Record keeping + manage contacts - paid staff + temp staff if needed 3. Fund administration - staff - regional grants 4. Oversight of money $$ - possilby a Board role? 5. Translations/Interpretaions (Board: Discuss. Staff/Contractors: execute) 6. Public Policy - Committee

- staff to implement

7. Trust and Safety - some staff and independent review + U4C? - consultation 8. Review (by Board only) 9. General Manager (paid, only happen at 4+ staff) Board/staff liaison

Question to Council: -Foundation REgional ESEAO staff -Offices? -Employment law? Finance? -Flexibility? - Depends on staff & funding

What are the active roles belonging to ESEAP Hub staff?

Analogy: Board is the brain, Staff as the arms and legs, while the Community is the heart.

ROLES - Community Engagement - Education (Coordination)

-Funding / grants -Global level collab -Communications -> int/ext -Translations/Interpreation -Partnerships -Disinformation & Bias

-Public policy / risks -discrimination & equity -Safety -Monitor roles / review

Board

Board shall consists of:

• Chairperson
• Vice Chairperson (initiate annual grant meeting, preside meetings, represent ESEAP to the global community)
• Treasurer (lead fun applications, supervise the funds, budget planning)

Board: policy One Board memeber in charge of language Strategic Guides Needs a structure

President
Vice President
Secretary       Treasurer
Then other members who can oversee: Languages, Affiliates, Finance, Human Resources, Networking

Staffs

Implementation