Grants:Programs/Wikimedia Community Fund/Conference Fund/Wiki Student Summit 2023:Connecting, Collaborating, and Creating on Wikimedia

statusNot funded
Wiki Student Summit 2023: Connecting, Collaborating, and Creating on Wikimedia
proposed start date2023-07-03T00:00:00Z
proposed end date2023-08-18T00:00:00Z
budget (local currency)52004220 TZS
amount requested (USD)22324.39 USD
amount recommended (USD)0
decision fiscal year2022-23
applicant• Magotech
organization (if applicable)• N/A

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Applicant details edit

A. Are you applying as a(n)

Individual

B. Full name of organization presenting the proposal.

N/A

F. Do you have an account on a Wikimedia project?

Yes

F1. Please provide your main Wikimedia Username.

Magotech

F2. Please provide the Usernames of people related to this proposal.

1. Magotech

2. CaliBen
3. Codtz
G. Are you legally registered?


If you are applying as an individual or your group is not a legally registered nonprofit in your country, we require that you have a fiscal sponsor.

Objectives and Strategy edit

1. Please state the title of your proposal.

Wiki Student Summit 2023: Connecting, Collaborating, and Creating on Wikimedia

2.1. When will the event begin? Please enter the event start date.

2023-08-14

2.2. When is the last day of your event?

2023-08-16

3.1. When will you begin preparing for your event?

2023-07-03T00:00:00Z

3.2. When will you expect to complete your last event payment?

2023-08-18T00:00:00Z

4. Where will this proposal be implemented? Where will the conference take place?

Tanzania

5. Is it a remote or in-person event?

In-person event

5.1. What will be the total number of participants at the event? (including scholarship recipients + organizing team + other guests + self funded guests) (required)

150

6. Please indicate whether your work will be focused on one country (local), more than one or several countries in your region (regional) or has a cross-regional (global) scope.

Local

6.1. If you have answered regional, please write the country names and any other information that is useful for understanding your proposal.


7. If you would like, please share any websites or social media accounts that your group or organization has.

website: www.uswiki.africa meta: University Students Wikimedians Facebook: universitustudentswikimedians Twitter: unistuwikimedians Instagram: unistuwikimedians

8. Do you work with any thematic or regional platforms such as WISCom, CEE, Iberocoop, etc.

No

8.1. Please describe what platforms and your work with them.


9. Please describe the target participants for this event.

The target audience for the "Wiki Student Summit" is undergraduate and graduate students who are interested in open-source and Wikimedia projects. This includes students from all disciplines, including those studying computer science, history, engineering, and more. The event is open to students of all levels of experience, whether they are new to Wikimedia projects or are experienced contributors. The event aims to bring together students from diverse backgrounds to connect, collaborate, and learn from one another. The summit will also appeal to students who are keen on exploring Wikipedia editing and creating Wikipedia articles, as well as students who are interested in building communities, networking, and learning more about collaboration on open-source projects.

Also, we intend to invite lecturers/teachers from different institutions to participate in this event which will help us able to be able to create awareness easily on why and how the implementation is Wikipedia and other Wikimedia projects in their teaching can be helpful.

Lastly, we will be having government participants from different sectors including education, tourism, legal, and others. We would love to create awareness among them on the importance of wiki projects in the learning ecosystem

10. Please provide the link to the event's page if you already have one.

https://meta.wikimedia.org/wiki/Wiki_Student_Summit:_Connecting,_Collaborating_and_Creating_on_Wikimedia

The following questions (11-14) will refer to the Community Engagement Survey which is required in order to submit a proposal. Here is the survey form that you can copy and use (if the link does not work): https://docs.google.com/forms/d/1ieEI8EFf2vxjD9wN_h8-srYeRCp4fhSp7_1_wiR2jh8/edit. This survey is required to access a Conference grant.

11. How many people did you send the community engagement survey to?

321

11.1. When did you conduct the survey, and for how long?

From 15 November 2022 to 15 January 2023

12. How many people responded to the survey?

221

13. What are the main objectives of the event?

The main objective of the "Wiki Student Summit 2023" is to bring together students from diverse backgrounds to connect, collaborate, and create Wikimedia projects. The event aims to provide a platform for students to share their knowledge, skills, and experiences with one another, while also learning new techniques and strategies for contributing to Wikimedia projects.

Our vision is to empower students to become active and engaged members of the Wikimedia community and to foster a sense of community among students who are interested in Wikimedia and open-source projects. The event will provide students with the opportunity to network with each other and with experienced Wikimedia editors and contributors and will inspire them to continue contributing to Wikimedia projects long after the event is over.

14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?

Based on the survey, capacity development and skill development should be prioritized more than any other aspects during the conference. It was felt by many that it would be good to learn such skills by meeting other Wikimedians and forming sustainable connections, which can later be followed up if needed. Apart from that, many editors who largely contribute content to Wikimedia projects felt the need to improve their technical skills, such as using the Phabricator and templates on Wikis. Also, community members have reported various aspects of various problems they face, be it while contributing online or while organizing outreach and being part of governing structures, the conference should be providing enough time and space for people to discuss more on these issues and brainstorm on potential solutions, which can later be materialized.

15. Please state if your proposal aims to work to bridge any of the identified CONTENT knowledge gaps (Knowledge Inequity)? Select up to THREE that most apply to your work.

Content Gender gap, Age (regency) , Language

15.1. In a few sentences, explain how your work is specifically addressing this content gap (or Knowledge inequity) to ensure a greater representation of knowledge. (optional recommended).

We will be tackling University students whereby we will be interacting with different kinds of students both female and male. We foresee having topics covering females as an addition to promote them on the Wikimedia projects so that they can be part of the Movement.

16. Please state if your proposal includes any of these areas or THEMATIC focus. Select up to THREE that most apply to your work and explain the rationale for identifying these themes.

Education, Climate Change and sustainability, Diversity

17. Will your work focus on involving participants from any underrepresented communities?

Gender Identity, Disabilities, Age

18. Do you intend to invite or engage with non-Wikimedian individuals or organizations? If so – can you explain your intention for this outreach?

We intend to invite professionals mostly lecturers/teachers and government officials as we believe it will be an opportunity for us to introduce Wikimedia projects to them. After the event, we will keep close coordination and more workshops with the individuals so as to equip them with the needed skills to contribute and implement Wikimedia projects.

However, we are also targeting to strengthen our partnership with educational institutions that have played a big role in our project to date. Also, we are looking forward to partnering with government sectors in the future and we hope through this event we will be able to secure some partnerships with different government agencies.

19. What will you do to make sure participants continue to engage in your activities after the event?

A close engagement follow-up program is already in place in different educational institutions which monitor and evaluated the continuity and progress of our participants. Also, we will be establishing new strategies for the Government agencies which will suit them best.

20. In what ways do you think your proposal most contributes to the Movement Strategy 2030 recommendations. Select a maximum of THREE options that most apply.

Increase the Sustainability of Our Movement, Improve User Experience, Invest in Skills and Leadership Development

Logistical Aspects edit

21. Do you have any proposed venue for the event?

The venue is going to be Antique Hotel, and the major transportation hub from which we are expecting the majority of the participants to arrive is the Msamvu bus terminal. For arrivals, we will be hiring a cab/bus service depending on the need to shuttle between the hotel and the transportation hub which is the Bus terminal. If any participant doesn’t arrive within a certain period, they can opt for private cabs which are available 24/7 in the city to reach the hotel.

22. Is the event venue and hotel accessible for people with physical disabilities?

Yes

23. How many scholarships would you like to offer?

We would like to offer 100 scholarships as described below:

1. Wikimedians residing in Dodoma region 30
2. Wikimedians residing in Iringa region 25
3. Wikimedians residing in Arusha region 20
4. Wikimedians residing in Dar es Salaam 15
5. Wikimedians residing in other parts of Tanzania 10

These scholarships will be able to cover many participants from different parts of Tanzania thus it will give chance to all the Wikimedia Communities in Tanzania to be able to participate fully.

24. What expenses will the scholarship cover?

1. Travel

2. Accommodation
3. Meals during the whole period of the event
25. How will scholarship recipients be selected?

Decisions regarding the award of scholarships will be made by the volunteer-driven Scholarships Committee, after duly reviewing the quantitative and qualitative contributions, participation goals, and potential future engagement of an individual to the movement. Due consideration will also be given to the Diversity & Inclusion criteria laid out beforehand. This will include criteria over, languages, gender, home Wikimedia project, new vs experienced, etc. These will be decided before the call for scholarships is sent out.

26. In which ways can Wikimedia Foundation staff support your event onsite?

We would like all the WMF staffers (technical and non-technical) residing in Tanzania to participate in the conference. Many of the staff members in Tanzania especially the ones on the technical front and Wikidata gurus are largely disconnected from the community, but their expertise will greatly benefit the community members’ work. We would like to bridge that gap.

Also, it would be great if Wikimedia Foundation staff support in Overall planning, speakers' sessions, outreach, community management, and Pre-event Hackathons whenever possible.

26.2. Do you intend to invite any WMF staff members to your event? (please note that all WMF staff travel and accommodation costs will be covered by the foundation). Please indicate what is the limit number of WMF staff members you would like to welcome at your event.

Yes, we would like to invite WMF staff members to our event, the number can vary depending on their availability and available resource. We would love to have WMF staff from the following departments:

1. Education
2. Development (Technical)
3. Wikidata
27. Please outline the roles and responsibilities of the organizing team for the conference.

Role: Wikimedia Foundation Liaison Name: Magoiga Mtatiro Roles and responsibilities: To oversee all activities of the conference and keep intact communication with the WMF including report writing.

Role: Logistics Names: Awadhi, Miriam, and Sylvester Responsibilities: Developing and implementing logistics strategies, plans, and procedures to optimize the flow of goods and materials. Negotiating and managing relationships with suppliers, vendors, and service providers.

Role: Conference Program Name: Gloria and Seggy Responsibilities: Will be responsible for the planning, coordination, and execution of events and programs. They play a key role in ensuring that the event runs smoothly and is successful.

Role: Scholarships Names: Mariam, Wahida, Alex and Johnson Responsibilities: responsible for reviewing and evaluating scholarship applications, determining the recipients of scholarships, and ensuring that the scholarship program aligns with the goals of the conference.

Role: Communications Names: Akyoo Responsibilities: responsible for creating, planning, and executing the communication strategy for an event, ensuring that the message and branding of the event are consistent and aligned with the overall goals of the organization.

Role: Volunteer Coordinator Names: Rashid, Hussein, Amne Dauda Responsibilities: responsible for recruiting, managing, and coordinating the efforts of volunteers at an event. They play a key role in ensuring that the event runs smoothly and successfully by leveraging the support of volunteers.

Role: Other Team members: Names: To be discussed during the planning process before the event. Responsibilities: Will be assigned according to the needs of the event.

28. Do you have plans to co-organize the event with other Wikimedia communities, groups or affiliates?

Yes

28.1. If yes, can you please explain how you are going to co-organize the event and what responsibilities each partner will have.

1. Wikimedia Community Arusha

  • Help in the facilitation process (Speakers and trainers).
  • There will be some of their members in the C.O.T
2. Wikimedia Community User Group Tanzania
  • Help in providing training and speakers
  • We have some members in the C.O.T
3. Jenga Wikipedia ya Kiswahili
  • Programs facilitation and keynote speakers.
29. What kind of risks do you anticipate and how would you mitigate these?

1. Health and safety risks: Events can pose health and safety risks to attendees, such as the spread of infectious diseases, accidents, and other health hazards. Mitigation strategies include implementing health and safety protocols, such as social distancing, and sanitation, as well as providing adequate medical facilities and personnel on-site.

2. Security risks: Events can also pose security risks, such as theft, vandalism, or violence. Mitigation strategies include implementing security measures such as bag checks, metal detectors, and security personnel, as well as providing emergency response plans.
3. Weather risks: Weather-related risks can include extreme temperatures, lightning, wind, and other natural hazards. Mitigation strategies include having a contingency plan in place in case of inclement weather and having the necessary equipment to protect attendees, such as tents or shelters.
4. Technical risks: Technical risks can include power failure, audio-visual malfunctions, and other technical issues that can disrupt the event. Mitigation strategies include having backup systems in place, such as generators, and having technical support personnel on-site to troubleshoot and resolve any issues that may arise.
5. Legal risks: Legal risks can include issues related to liability, intellectual property, or other legal matters. Mitigation strategies include obtaining the necessary permits and licenses, having proper insurance coverage, and having a legal advisor to assist with any legal issues that may arise.
6. Financial risks: Financial risks can include unexpected costs, low attendance, or other financial issues that can impact the event's budget. Mitigation strategies include budgeting for contingencies, setting realistic attendance expectations, and having a plan in place for managing costs if the event falls short of financial goals.
30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.

We would like to adopt the Wikimedia Foundation’s Universal Code of Conduct for the conference proceedings and the larger project activities. Link: https://meta.wikimedia.org/wiki/Universal_Code_of_Conduct

Learning, Sharing, and Evaluation edit

31. What do you hope to learn from your work organising this conference?

I hope to learn about the different perspectives and experiences of students from different educational institutions when it comes to Wiki projects, and how they view the importance of contributing to these projects. Additionally, I hope to learn about the challenges and opportunities that students encounter when trying to contribute to Wiki projects, and how they overcome these challenges.

I also expect to learn about the different approaches that students take when it comes to contributing to Wiki projects, such as their preferred methods of research, writing, and editing, as well as any tools or techniques they find particularly helpful. This will help me to understand how students approach contributing to Wiki projects and what they find most valuable.

Furthermore, I hope to gain a better understanding of how students view the impact of their contributions on Wiki projects, and what they believe are the most effective ways to increase participation and engagement. This could also help me to understand how students view the importance of Wiki projects and how they can be used to support learning and research.

Overall, I hope to learn about the different perspectives and experiences of students when it comes to Wiki projects, and how they view the importance of contributing to these projects. I am also interested in learning about their challenges, opportunities and the impact of their contributions.

32. Main open metrics
Main Open Metrics Data
Main Open Metrics Description Target
New Joined Teachers How many new teachers are willing to join the movement and are ready to implement the Reading Wikipedia in the Classroom? 10
New Partnerships How many new partnerships we will be making (Including educational institutions and Government sectors) 6
Event feedback from participants We will collect feedback from the participants. 150
N/A N/A N/A
N/A N/A N/A

Financial Proposal edit

33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.

52004220

34. Select your local currency.

TZS

35. What is this amount in US dollars to the best of your knowledge?

22324.39

36. Please upload your budget for this proposal or indicate the link to it.

https://docs.google.com/spreadsheets/d/1DpxxVeswAXj5hlPu5Br_oLCfwgVSEMEl6Wg5cfQmYxc/edit?usp=sharing

37. Do you expect to receive funding for this conference from other organizations to support your work?

Yes

37.1. If yes, what kind of resources are you expecting to get?

we expect to get a total amount of 2,500 USD which is a contribution from some of the educational institutions that we are working with closely. Kindly see the budget for under Discounts.

We/I have read the Application Privacy Statement, WMF Friendly Space Policy and Universal Code of Conduct.

Yes

Please use this optional space to upload any documents that you feel are important for further understanding your proposal.
Other public document(s):

Endorsements and Feedback edit

Please add endorsements and feedback to the grant discussion page only. Endorsements added here will be removed automatically.

Community members are invited to share meaningful feedback on the proposal and include reasons why they endorse the proposal. Consider the following:

  • Stating why the proposal is important for the communities involved and why they think the strategies chosen will achieve the results that are expected.
  • Highlighting any aspects they think are particularly well developed: for instance, the strategies and activities proposed, the levels of community engagement, outreach to underrepresented groups, addressing knowledge gaps, partnerships, the overall budget and learning and evaluation section of the proposal, etc.
  • Highlighting if the proposal focuses on any interesting research, learning or innovation, etc. Also if it builds on learning from past proposals developed by the individual or organization, or other Wikimedia communities.
  • Analyzing if the proposal is going to contribute in any way to important developments around specific Wikimedia projects or Movement Strategy.
  • Analysing if the proposal is coherent in terms of the objectives, strategies, budget, and expected results (metrics).

Endorse