Grants:Project/MSIG/Volunteer Supporters Network 2023
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wikimedia.org.arApplications are not required to be in English. Please complete the application in your preferred language.
Project Goal
editWhat will be the outputs of your project and how will those outputs contribute to advancing a specific Movement Strategy Initiative
Main Goal - Build on the development of skill sharing meetings
Sub Goal 1 - Support the delivery of the Volunteer Supporter Network Annual meeting
Sub Goal 2 - Hub development and evolution: management of the VSN project post 2023
- What specific Movement Strategy Initiative does your project focus on and why? Please select one of the initiatives described here
Main Goal - Build on the development of skill sharing meetings
Cluster C – 31–33: Invest in Skills and Leadership Development
Cluster E – 2. Funding for underrepresented communities
Cluster F – 3. Increased awareness about the Wikimedia Movement
Sub Goal 1 - Support the delivery of the Volunteer Supporter Network Annual meeting
Cluster C – 31–33: Invest in Skills and Leadership Development
Cluster F – 3. Increased awareness about the Wikimedia Movement
Sub Goal 2 - Hub development and evolution: management of the VSN project post 2023
Cluster D – 25. Regional & thematic hubs
Project Background
edit- When do you intend to begin this project and when will it be completed?
- Where will your project activities be happening?
- Are you collaborating with other communities or affiliates on this project? Please provide details of how partners intend to work together to achieve the project goal.
- What specific challenge will your project be aiming to solve? And what opportunities do you plan to take advantage of to solve the problem?
- Does this project aim to apply one of the examples shared in the call for grants and if so which one?
The Volunteer Supporter Network (VSN), established in 2014, is an open network of Wikimedians working in volunteer/community support. Its mission is to improve volunteer support in the movement by developing, growing and maintaining collaboration and exchange of expertise, ideas and resources. In November 2022 at the annual meeting, the assembled VSN agreed unanimously on the following action points:
In accordance with our mission to enhance volunteer support in the Wikimedia movement, the Volunteer Supporters Network agrees on investments in skills and leadership development and funding for underrepresented communities as our key programmatic activities in 2023. We invite our members, liaisons and allies to implement these activities.
We welcome and support the allocation of movement resources by the Wikimedia Foundation (1) through a project grant paid to Wikimedia UK and/or Wikimedia Argentina for the coordination of our regular skillshare meetings, our membership management and the financial management of our annual meeting and (2) through the annual budget of Wikimedia Österreich for prizes of the International Museum Day Wikidata Competition in May 2023. We thank Wikimedia Deutschland and Wikimedia Foundation staff members for their intentions to contribute to our activities related to community leaders and peer support.
VSN supports the 2030 Movement Strategy through the following cluster touchpoints:
Cluster C – 31–33: Invest in Skills and Leadership Development,
Cluster D – 25. Regional & thematic hubs,
Cluster E – 2. Funding for underrepresented communities,
Cluster F – 3. Increased awareness about the Wikimedia Movement
Project Activities
edit- What specific activities will be carried out during this project? Please describe the specific activities that will be carried out during this project.
- How do you intend to keep communities updated on the progress and outcomes of the project? Please add the names or usernames of these individuals responsible for updating the community
- Who will be responsible for delivering on this project and what are their roles and responsibilities?
Main Goal - Build on the development of skill sharing meetings
Cluster C – 31–33: Invest in Skills and Leadership Development
Cluster E – 2. Funding for underrepresented communities
Cluster F – 3. Increased awareness about the Wikimedia Movement
Wikimedia UK and Wikimedia Argentina through the Wikimedia Foundation grant will manage, facilitate and coordinate the VSN membership and regular skillshare meetings in 2023. We have noted the key learnings from 2022 and fully support the recommendations in order to proceed in an inclusive and effective manner.
Momentum has been achieved with the 2022 Annual Meeting and agreed ways forward, and new infrastructure has started to be embedded across the Volunteer Support Network. Lack of funding would significantly reduce the likeliness of skills sharing meetings and leadership development across the volunteer network and specifically for underrepresented communities.
Administration will be shared across WMUK & WMAR from publicising skill share meetings through on-wiki meta pages, mailing lists and Telegram groups, to managing event registration and participant emails. 9 to 10 skill share meetings will be delivered per calendar year, with topics being programmed partly through approaches from other groups, such community organisers and the Wikimedia Foundation, who wish to engage with the VSN, and others being programmed in response to community surveys.
In 2022 the VSN served as a multiplier and expertise provider in order to engage Wikimedia affiliates as local organisers and to ensure high participation and continued content delivery. As with 2022, the skill sharing meetings will support the delivery and promotion of the 2023 Wikidata Competition. Through focused Wikidata training and skills sharing to support delivery of the competition, we will continue to build on the engagement of Wikidata and the management and leadership skills to support effective delivery across the community.
With the growth of attendees to 329 in 2022 there will be a focus on retention of attendees at 300. Bi annual skill surveys will be utilised to determine training priorities across the group, with the aim of delivering a rolling programme to keep members informed and engaged. Both WMUK & WMAR aim to encourage first time or less experienced speakers and hosts to deliver the skill share meetings. To facilitate this, alongside the funding on offer, guidelines and tools to develop hosting and speaker confidence will be shared across the network. If necessary WMUK and WMAR will source speakers and liaise to deliver the skills sharing meetings. To understand the impact of the skills sharing meetings, attendees confidence and skill development will be measured through surveys.
Sub Goal 1 - Support the delivery of the Volunteer Supporter Network Annual meeting
Cluster C – 31–33: Invest in Skills and Leadership Development
Cluster F – 3. Increased awareness about the Wikimedia Movement
A critical aspect of the VSN is coming together to discuss and learn as a group. The Annual Meeting is a space for these discussions, skills sharing and leadership development through exhibiting good governance and process. Following on from November 2022 the next Annual meeting will be held in November 2023. Discussions will take place early in 2023 to decide whether the November meeting will be held in person or remotely. It is hoped that an in-person meeting can be achieved, though budget limitations and logistical implications mean that the feasibility of this is still in discussion. Through delivery it will be an opportunity for a new group to build their skills, leadership and governance experience. Wikimedia UK have said they will offer guidance and support to any group looking to facilitate the meeting in person.
Sub Goal 2 - Hub development and evolution: management of the VSN project post 2023
Cluster D – 25. Regional & thematic hubs
The Volunteer Support Network sits at a key position in the Wikimedia community. The network is developed sufficiently to test and comment on the effectiveness of movement strategy aims, whilst being agile enough to continue to grow and meet the needs of members.
The VSN will continue to deliver value to the movement through sharing experiences and conversations around Hub learnings, with a focus on how to take them forward as a cohort. One aspect of these learnings and conversations will focus on the delivery model for the VSN and how this can be sustained past the 2023 agreed format.
The core recommendations outlined in 2022 will be further explored, tested and embedded during this grant period:
- Know and publish your participation and decision-making structure as early as possible.
How: The move from WMPL & WMAT toward WMUK & WMAR management has been discussed within the VSN prior to this application being submitted, and WMUK & WMAR have been open and transparent with the wider VSN group as to what's happening (ie that we're putting in this application)
- Inclusion based on equity: participatory consultation processes when necessary, centralised administration, communication and infrastructure decisions when possible.
How: Communicating on the progress of this application, plus planned participatory consultation and model of constant improvement related to surveying for topics for skillshare / taking feedback
- Pay attention to how your communication channels can be maintained.
How: Thoughtful and careful supported handover of mailing list / telegram group management, based on excellent work setting up terms under WMPL & WMAR.
- Be aware that it takes time. A lot of it. And time is capacity.
How: Account of this taken into consideration in the budgetary aspect of this application, division of labour between partners, financial support for those doing skillshares. How: Building in time at the end of the WMUK / WMAR custodian period to ensure proper handover with a view to sustainability
- Be time-zone inclusive. And remember that people have different roles.
How: Implementation of meeting timing suitable for different time zones, will be central feature of discussion on topic of annual meeting
- Share responsibilities.
How: Currently x2 main leads from each partner chapter
How: Actively building in time for discussions on future sustainability across the network.
- Build on what you already have.
How: Huge appreciation for the work that WMPL & WMAT have done over the last few years in growing, developing and maintaining the network. This period will further test and embed the agreed approach.
The 2023 outcomes are anticipated to be as follows:
- Retention of VSN membership at 300 individuals.
- 2022 core recommendations further tested, explored and embedded across the network.
- Outline for a 2024+ sustainable VSN will come through discussions.
- Bi-annual survey to inform the content of 9-10 Skill share meetings across the year.
- Delivery of meetings in the appropriate language.
Additional information
edit- If your activities include community discussions, what is your plan for ensuring that the conversations are productive? Provide a link to a Friendly Space Policy or UCoC that will be implemented to support these discussions.
- If your activities include the use of paid online tools, please describe what tools these are and how you intend to use them.
- Do your activities include the translation of materials, and if so, in what languages will the translation be done? Please include details of those responsible for making the translations.
- Are there any other details you would like to share? Consider providing rationale, research or community discussion outputs, and any other similar information, that will give more context on your proposed project.
VSN Safe Space Policy for all online meetings can be seen on the meeting pages: https://meta.wikimedia.org/wiki/Volunteer_Supporters_Network/VSN_Training:Designing_and_evaluating_community_surveys.
In October 2022 VSN had a meeting about UCOC with a Foundation staff member to understand how we could implement the code. This will form part of ongoing discussion across the network.
The majority of meetings and documentation have been shared in english, skillshare workshops have also been delivered in spanish with translation managed across the network. Moving forward we would support paid translation being built into the budget.
Zoom is the only paid tool currently used by VSN to deliver meetings. Zoom supports accessibility through closed captions, translation and recording and sharing of meeting content.
Internal regulations of the group can be seen here: https://meta.wikimedia.org/wiki/Volunteer_Supporters_Network/Internal_regulations
Outcomes
editAfter your activities are complete, we would like to understand the draft implementation plan for your community. You will be required to prepare a document detailing this plan around a movement strategy initiative. This report can be prepared through Meta-wiki using the Share your results button on this page. The report can be prepared in your language, and is not required to be written in English.
In this report, you will be asked to:
- Provide a link to the draft implementation plan document or Wikimedia page
- Describe what activities supported the development of the plan
- Describe how and where you have communicated your plan to relevant communities.
- Report on how your funding was spent
Your draft implementation plan document should address the following questions clearly:
- What movement strategy initiative or goal are you addressing?
- What activities will you be doing to address that initiative?
- What do you expect will happen as a result of your activities? How do those outcomes address the movement strategy initiative?
- How will you measure or evaluate your activities? What tools or methods will you use to evaluate your activities?
To create a draft implementation plan, we recommend the use of a logic model, which will help you and your team think about goals, activities, outcomes, and other factors in an organized way. Please refer the following resources to develop a logic model:
- Overview of logic models on Meta-wiki
- Example logic models for reference for other movement activities (such as partnerships and edit-a-thons)
- Blank logic model template on Google Drive
Please confirm below that you will be able to prepare a draft implementation plan document by the end of your grant:
- natasha.iles@wikimedia.org.uk
Optionally, you are welcome to include other information you'd like to share around participation and representation in your activities. Please include any additional outcomes you would like to report on below:
Budget
editHow you will use the funds you are requesting? List bullet points for each expense. Don’t forget to include a total amount, and update this amount in the Probox at the top of your page too!
| Cost Heading | Description | Total £ |
|---|---|---|
| Membership administration | 112 hrs @ £21 per hr | 2,352 |
| Meeting administration & attendance | 140 hrs @ £21 per hr | 2,940 |
| Project Management | 140 hrs @ £25.60 per hr | 3,584 |
| Skill share meeting | Payment to organising affiliate & transfer fee | 1,080 |
| Conference | Estimate for in person conference. In the case of a virtual conference, any underspend will pay for additional grants to facilitate attendance | 6,000 |
| Speaker Honorarium | To ensure financial aspects are not a barrier to the breadth of speakers offering their expertise | 500 |
| Publicity and promotion | 21 hrs @ £21 and 28 hrs @ £23 for communication and design work | 1,093 |
| Evaluation & Reporting | 56 hrs @ £25.60 | 1,434 |
| Full Cost Recovery | 71 days @ £29 | 2,059 |
| Contingency | Unforseen needs | 1,000 |
TOTAL AMOUNT REQUESTED USD: 26,428
Completing your application
editOnce you have completed the application, please do the following:
- Change the application status from
status=drafttostatus=proposedin the {{Probox}} template. - Contact strategy2030
wikimedia.org to confirm your submission, as well as to request any support around your application.
Endorsements
editAn endorsement from community members (especially from outside your community) will be part of the considerations when reviewing your application. Community members are encouraged to endorse your project request here!
- A similar grant last year had significant impact within and beyond the VSN. Raimund Liebert (WMAT) (talk) 09:51, 10 March 2023 (UTC)
- Lmalena (talk) 15:26, 17 March 2023 (UTC)
- The network is an excellent resource and I've learned a lot from the group through various discussions and resources; it's certainly helped my own work at Wikimedia UK. An annual meet up would be immensely useful. Richard Nevell (WMUK) (talk) 16:19, 17 March 2023 (UTC)
- --BugWarp (talk) 23:21, 19 March 2023 (UTC)
- The VSN with its individual skill-sharing events and the annual meeting is a great peer-learning space to expand knowledge and abilities.--Verena Lindner (WMDE) (talk) 10:44, 21 March 2023 (UTC)