Grants:Programs/Wikimedia Alliances Fund/Promoting and Fostering the Use of Open Educational Resources in Indonesia /Midpoint Report

Midterm Learning Report

Report Status: Accepted

Due date: 2023-01-15T00:00:00Z

Funding program: Wikimedia Alliances Fund

Report type: Midterm

Application Final Learning Report

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General information


This form is for organizations receiving Wikimedia Community Funds (General Support) or Wikimedia Alliances Funds to report on their mid-term learning and results. See the Wikimedia Alliances Fund application if you want to review the initial proposal.

  • Name of Organization: Creative Commons Indonesia
  • Title of Proposal: Promoting and Fostering the Use of Open Educational Resources in Indonesia
  • Amount awarded: 56949 USD, 770700000 IDR
  • Amount spent: 257130869 IDR

Part 1 Understanding your work


1. Briefly describe how your strategies and activities proposed were implemented and if any changes to what was proposed are worth highlighting?

Survey: We expected to complete the survey within 5 weeks, but it took 3 months.

This happened because the fund was supposed to arrive in July instead of September. We set a target of 250 respondents, including 200 educators & 50 representatives from Government and Educational institutions that have platforms with CC-licensed content. Despite this, we only received 223 responses, consisting of 208 educators and 15 interviews with representatives of government and educational institutions. That happened because we discovered that the institutions are no longer active/using CC licenses.

OER Booklets: Based on the survey results, we tried to meet the needs of the readers or educators in areas such as the language style, the visuals, & being more interactive with video. To accommodate that, we created 3 videos about explanations about copyright in Indonesia by the legal community, educators' experiences with OER, & the reasons the Indonesian government platform uses CC licenses. We interviewed the platform contributor, who is licensing CC on their uploaded content.

Open discussion: We had more diverse collaborators than we expected when drafting the booklets. We decided to invite more people after seeing how enthusiastic the other partner was when we introduced our project. Our collaborators are the teacher community, FOSS community, law lecture, government institutions, lawyer community, & organizations. The changes took longer than expected before. Instead of meeting once, we met three times to draft the booklet.

OER Webinar: an Organization invited us to hold an OER webinar in October 2022. The webinar that was supposed to happen in Stage 2, was done earlier.

Module: We delayed the launch because we had to try the activities in our workshop.

2. Were there any strategies or approaches that you feel are being effective in achieving your goals?

Instead of a survey, we hold online and in-person meetings at government, educational, and community organizations to kick off our program. In that meeting, we introduce our project and explore potential collaboration opportunities.

Survey: From the survey result, especially in the qualitative method, and from 15 interviews with respondents, we got the big picture of the current situation of OER in Indonesia.

Collaboration: To raise the sense of belonging to this project, we collaborate with various communities, such as the free and open-source software (FOSS) community, to provide graphics and design projects. We got illustrations from members of the FOSS community. That illustration we use in the booklet and our presentation. Also in Stage 2, they will remix our OER communication media. Also, a community-based lawyer, helped us peer review the chapter on copyrights and give more explanation about copyrights through the video inserted in the booklet.

Most of the collaborators also act as our respondents, so they already know the goal of the project when we conduct the discussion.

3. What challenges or obstacles have you encountered so far?

We can't become a legal entity because of the regulations, and we've been waiting for confirmation from our fiscal sponsor for a long time. We always communicated it with the project officer, and she gave us advice about what we should do.

Funding has been delayed due to an administrative issue with the fiscal sponsor. We used our own money to rent an office for 1 month and ran the project on a limited budget from July to August. After we received the funds on September 6, we rented the office for 1 year and started the project effectively.

Prior to the project, the preparation of project infrastructure (such as reactivating our email & website, creating finance procedures, etc.) took a lot of time and energy. We didn’t predict this before we finally posed the obstacles. We tried our best to manage it as soon as possible, and we did all of those things in the month of July.

The delayed funding had a domino effect on our timeline. The survey expects to start in July with a duration of 1 month, but in reality, we did it in August within 3 months. Booklets expect to start in mid-August and end in October within 2.5 months, & in reality, we did so in October within 3 months.

The open discussion was supposed to begin only once in November, but we actually did it 3 times from November to December. Working on a booklet draft with a large number of collaborators takes longer than expected. We should have been writing the booklet in 1 month, instead of 2. So, we'll do our best to finish the booklet and release it in January 2022.

4. Please describe how different communities are participating and being informed about your work.

We started our project by contacting about 33 government and educational institutions, communities, and non-profit organizations. Then, 19 of them moved on to another step, which was meeting (online and offline). The meetings were being held to introduce who we are and our project, and to explore potential collaboration opportunities. As a result of those meetings, 14 of them have now become our collaborators.

Survey Collaborators: In East Indonesia, we worked with several community of educators and organizers. They became our respondents and also helped us distribute the survey. We also collaborated with government agencies, organizations, the Ministry of Education, and an NGO. They served as our qualitative respondent survey, from which we obtained information about OER in Indonesia.

Booklet drafting and open discussion Collaborators: We work with teachers, the FOSS community, lecturers, government institutions and agencies, the lawyer community, and organizations. We drafted and peer-reviewed the booklet together. Furthermore, some of our collaborators are willing to develop OER booklet features like providing videos, Q&A, and getting interviewed. The details of the features include a video with detailed explanations about copyright from the legal community, a video about 3 educators who shared their experience of making and sharing OER, and a video about the reason why two government repositories use CC licenses. Last, we interviewed educators, graphic designers, and illustrators who licensed their work with CC licenses on several platforms.

5. Please share reflections on how your efforts are helping to engage participants and/or build content, particularly for underrepresented groups.

Survey distribution: To distribute the survey, we work with educators and educator communities in eastern Indonesia (North Kalimantan, South Sulawesi, and North Maluku), as well as organizations.

When we distributed the survey, we were invited to be guest speakers at a webinar that introduced CC licenses for educators in two different schools in western Indonesia. In those webinars, we also introduce Wikimedia Commons, whose content can be used as raw material for creating online teaching material

We've simplified some of the legal languages in the survey to make it understandable to the general public.

About the booklet collaborator participants, we held three meetings: one online and two hybrid-meetings in Jakarta to accommodate participants who could not travel to Jakarta.

6. In your application, you outlined your learning priorities. What have you learned so far about these areas during this period?

Since we haven't distributed booklets yet, there hasn't been any learning that we previously mentioned in the proposal. For this reason, we cannot answer this question yet. However, there are things we learned beyond what we thought, namely:
  • We've discovered that we would like to collaborate with the government for the next stage. We should allocate time for the project introduction meetings due to bureaucracy.
  • From the qualitative survey (interviews), we discovered challenges from our governments, educational institutions, and communities on how to develop OER in Indonesia. From there, we can determine which partners have the potential to collaborate in the next stage.

We promoted open educational resources (OER) among our collaborators through our introduction meeting, survey, and open discussion. That brings opportunities for them to align their programs and activities related to OER.

7. What are the next steps and opportunities you’ll be focusing on for the second half of your work?


While promoting the booklets & training OER through the workshops, our collaborators are also local champions in their cities of our survey respondents. We will hold workshops in 4 cities in January & February. Besides, we plan to approach the Ministry of Education in March to hold a workshop.

Stage#3 We will shorten the duration to 1 month due to Ramadan. So, we will hold the training after Eid Al-Fitr.

In the end, we will conduct an endline survey with the 208 respondents.

Part 2: Metrics


8a. Open and additional metrics data.

Open Metrics
Open Metrics Description Target Results Comments Methodology
Additional Metrics
Additional Metrics Description Target Results Comments Methodology
Number of editors that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of organizers that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of strategic partnerships that contribute to longer term growth, diversity and sustainability N/A N/A N/A N/A N/A
Feedback from participants on effective strategies for attracting and retaining contributors N/A N/A N/A N/A N/A
Diversity of participants brought in by grantees N/A N/A N/A N/A N/A
Number of people reached through social media publications N/A N/A N/A N/A N/A
Number of activities developed N/A N/A N/A N/A N/A
Number of volunteer hours N/A N/A N/A N/A N/A

8b. Additional core metrics data.

Core Metrics Summary
Core metrics Description Target Results Comments Methodology
Number of participants First Stage: 10 participants for Open discussion, second stage: 210 (90 online + 120 offline OER Workshop), third stage: 30 (OER Training participants) + 60 (participants from three-best winners that have to create their OER Training on their own)

Returning participant Third Stage: 6 OER Training participants from Wikimedia Indonesia community members and contributors

316 12 New participant: 7 (2 SEAMOLEC, 2 Ministry of Education, 2 BRIN, 1 Kelas Tanpa Batas)

Returning participant: 5 (3 Wikimedia Indonesia, 1 CCID representative, 1 OER Alumnae)

Number of editors Second Stage: 120 (offline OER workshops), Third Stage: 30 (OER Training participants) 150 2 New editor: 1, the Photographer in Final Discussion

Returning editors: 1, the Graphic Designer

Number of organizers 1 Project Manager

1 Deputy Project Manager 1 Finance and admin staff 1 OER consultant 1 OER Survey coordinator 3 facilitators and 5 speakers for OER Training 3 speakers for OER Training of Trainers 1 Social media services 1 Graphic designer 1 Editor for booklets and module 1 Website consultant

20 14 1 Project Manager, 1 Deputy Project Manager, 1 Finance and Admin staff, 1 OER Consultant, 2 OER Survey Consultants, 2 Website Consultants, 1 Data Analyst, 1 Booklet Editor, 1 Booklet Layouter, 1 Graphic designers, 1 Facilitator in Final Discussion, 1 Photographer in Final Discussion manual
Number of new content contributions per Wikimedia project
Wikimedia Project Description Target Results Comments Methodology
Wikimedia Commons Second Stage: 12 (social media content) + 120 (uploaded photos from offline OER Workshop participants), third stage: 120 (uploaded photos and works from OER Training participants) 252 0 Second stage and third stage not happened yet. N/A
Wikibooks 6 Wikibooks from OER Training 6 0 Second stage and third stage not happened yet. N/A

9. Are you having any difficulties collecting data to measure your results?

We don't have any difficulties so far.

10. Are you collaborating and sharing learning with Wikimedia affiliates or community members?


10a. Please describe how you have already shared them and if you would like to do more sharing, and if so how?

Yes, of course. Wikimedia Indonesia helped us with finance and office administration. Apart from that, they also participated in our programs, especially in the OER survey and collaborations in the drafting of the booklets. Wikimedia Indonesia invited CCID in WikiCendekia to introduce their volunteers with CC licenses and open educational resources.

Not to forget, Wikimedia volunteers in Medan and Bandung also helped us in distributing the OER survey. Several Wikimedia contributors who are also educators are included in the booklets as examples of educators who have created open educational resources in Indonesia.

11. Documentation of your work process, story, and impact.

  • Below there is a section to upload files, videos, sound files, images (photos and infographics, e.g. communications materials, blog posts, compelling quotes, social media posts, etc.). This can be anything that would be useful to understand and show your learning and results to date (e.g., training material, dashboards, presentations, communications material, training material, etc).
  • Below is an additional field to type in link URLs.

Part 3: Financial reporting and compliance


12. Please state the total amount spent in your local currency.


13. Local currency type


14. Please report the funds received and spending in the currency of your fund.

  • Upload Documents, Templates, and Files.
  • Provide links to your financial reporting documents.

15. Based on your implementation and learning to date, do you have any plans to make changes to the budget spending?


15a. Please provide an explanation on how you hope to adjust this.

We have completed the first phase of our program. From the results of its activities, it turns out that we need some adjustments. We hope that some of the spending slots in the first phase, such as travel tickets and antigen swabs, that are not or only partially used can be moved to the survey. This is because we will again conduct a survey at the end of the program.

In addition, we hope to be able to transfer some of the room rental funds from the workshop to the participants' consumption. For office needs, we hope to be able to transfer some of the electricity and water funds and the remaining office rent to local transportation and office equipment. That is because we need to make several visits to our partners to collaborate with them. We also need some equipment, such as projectors and electrical equipment, to support the workshops and training in the second phase. Then, we also need additional funds for a website consultant to help with the maintenance of the CCID website.

16. We’d love to hear any thoughts you have on how the experience of being a grantee has been so far.

We were so glad that we had an opportunity to become a WMF grantee. At first, we needed a lot of time seeking a fiscal sponsor since we are not a legal entity. The process was quite exhaustive but the Foundation and the Project Officer were patient to wait for us to fulfill all the requirements needed. The Officer helped us to find solutions and assisted us in solving all obstacles.

Through this project, we had the chance to re-engage with our long-time partners and collaborate again with them. Through those partners, we can expand our network even more to introduce Creative Commons and open educational resources.