Grants talk:Project/Rapid/Wikimedians of Cameroon User Group/Wiki Loves Africa 2017 in Cameroon

Hi, Geugeor, I support project in general. The only question is about "Communication support and gadgets (Roll Up, Stickers T-shirt, Posters, Flyers,Outdoor Floating Roll Up, pens,Caps...)" - 717 dollars. Could you please clearify this line? As for me Awards for participants must cost more then Communication, though if T-shirts and gadgets are for contestants as well then maybe... --A1 (talk) 15:37, 23 September 2017 (UTC)

Answer

Hello A1 (talk), all participants will have the gadgets as well as jury members. In addition, this is our first edition with a local jury with prizes; Elements: Roll Up and Outdoor floating Roll Up will be reused next year. Thanks --Geugeor Georges (talk) 21:51, 23 September 2017 (UTC)

Request will be funded pending resolution of compliance issues

We are pleased that Wiki Loves Africa will be conducted in Cameroon again. We will be happy to approve this request as soon as the following compliance issues are resolved:

• Submission of all expenses for Editathons 2017 grant

Please resolve the outstanding issue listed above and respond on your talkpage as soon as possible to the questions below. Once these tasks are completed, we will approve this request promptly.

• Have you reviewed our reporting requirements and sample reports for Rapid Grants? What systems have you set up to document the information you will need for your report so you can submit this report complete and on time? Since this has been a struggle in the past, we would like you to provide a clear plan for how you will get your report done on time along with who the person is who will be accountable for tracking outcomes and writing the report.
• Please review your budget and make adjustments or provide more information about the following:
  • Your budget for workshops is really low. Please explain how you will you pay for them? Do they cost money?
  • Your budget for "Communication support and gadgets" is very high. We'd like to see this budget come way down to the $200 range. You can reconfigure as you choose, but we suggest that you print t-shirts only for volunteers who organize the contest and perhaps as gifts to judges, but not for all participants. You can give small gifts to judges. Focus on stickers and pens to distribute.
  • If you create roll up banners, they should be general, for Wikipedia or Wikimedia Cameroon, not for this contest, so that they can be re-used in the future at a variety of types of events. Can you confirm your plan for your banners?
• Do you have a plan for when the upload events will be?
• Should there be more than one training session - perhaps you can train people how to add images to articles?

Again, as soon as you address the above issues, we will approve your request promptly. In the meantime, please review the guidelines below:

Project management guidance

• Please read and follow the guidelines provided for Participating Countries for Wiki Loves Africa 2017: https://meta.wikimedia.org/wiki/Wiki_Loves_Africa_2017#Guidelines_for_Participating_Countries
• Make sure that you have a system set up to keep track of photos that are submitted as part of the project.
• Ideally, photos will not just be added to Commons. They will be incorporated into Wikipedia articles. Think about ways you can encourage volunteers to move appropriate images into Wikipedia articles. Set a goal for the number of contest images that are used in articles.

IMPORTANT: Instructions for tracking your expenses

At the end of your project, you will be asked to provide an itemized list of all expenses for your project. This list of expenses should tally up to 100% of the grant funds you have received, and should make use of the categories previously laid out for Wiki Loves Africa participants. In addition, you will be required to submit documentation (receipts, photo-documentation, etc) along with your itemized list. We recommend that you set up a system to collect documentation as you go because, for example, receipts are much easier to get the same day of the purchase rather than days, weeks or months later. We strongly recommend that you create a folder for everyone on your team to use, and then remind people regularly to submit records of their expenses as soon as possible, rather than waiting until the end.

Below is a list of some of the requirements we have for documentation (with thanks to Florence for her input). Please read through these guidelines and plan to follow them over the course of your project:

• If you purchase materials (for example: gifts, T-shirts, food, banners, etc), submit the following:
  • Receipts (required)
  • Photo-documentation of the materials
• If you have expenses related to hotels and restaurants, submit the following:
  • Receipts (required)
  • The names of all beneficiaries (for example, the names of everyone sharing the meal for a restaurant receipt)
• If you distribute cash to anyone (for example: stipends, cash prizes, etc), submit the following:
  • Print this form (or an equivalent) and document the amount of the stipend and the name of the recipient, then have the recipient write their signature confirming receipt.
• If you purchase data, even from a phone, a receipt should be accessible. Please make a point of collecting a receipt.

Please make sure to watch this talkpage so you will see any additional updates we post here.

Thank you for your work to support the Wikimedia movement in Cameroon!

Warm regards,

--Marti (WMF) (talk) 19:38, 25 September 2017 (UTC)

Approved and underspend

Hi Geugeor. We are excited to support this project! Please note that 247, 200frs CFA (442,49 USD) unspent from your Editathons 2017 grant will be deducted from this grant. Best, Alex Wang (WMF) (talk) 22:58, 26 September 2017 (UTC)