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The Wikipedia Library/Processes/Check ins

< The Wikipedia Library | Processes

We want to make sure that the users who have access to partner resources through The Wikipedia Library don't forget they have access and have the opportunity to give feedback. At around the 6-month mark after the initial issue of subscriptions we should send out a reminder to editors who have access; further reminders are sent every 12 months. Here are some tools and recommendations for sending out reminder check-ins:

Sending an email?

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The best way to contact the users in an update would be to send an update email. In the update email, you can inquire about their usage of the resource, remind them about the value of adding citations to articles, and generally remind them that they have access (we have noticed some partnerships trend downward in usage over the course of a few months, likely because some of subscribers forget they have access).

Required things to check before sending an email:

  • Are the user emails BCC'ed? Otherwise you could be disseminating user information unnecessarily and placing TWL at risk.
  • Make sure that you include a title in the subject line: it helps reduce the likelihood the email will be identified as spam.
  • Make sure to send the email from an email address that hasn't been tagged as spam by certain spam filters or has some sort of unprofessional representation of yourself.
  • Make sure that you are not unintentionally disclosing any of your own personal information when sending the email.

Sample Email

Hello Wikipedia Library Users,

You are receiving this email because the Wikipedia Library has record of you receiving a one-year subscription to [PARTNER SOURCE]. This email is a brief update to remind you about that access:

  • Make sure that you can still log in to your [PARTNER SOURCE] account; if you are having trouble feel free to contact me.
  • Remember, if you find this source useful for your Wikipedia work, make sure to include citations with links on Wikipedia: links to partner resources are one of the few ways we can demonstrate usage and demand for accounts to our partners. The greater the linkage, the greater the likelihood a useful partnership will continue being available.
  • [OPTIONAL:if the partner's resources include Open Access opportunities]: Please remember part of [PARTNER SOURCE] is open access via [DESCRIBE THE PROCESS/Editorial label]. At the Wikipedia Library, we like to encourage use of open access materials because it promotes their dissemination and helps partners recognize the impact and demand of greater open access opportunities.
  • Write unusual articles using this partner's sources? Did access to this source create new opportunities for you in the Wikipedia community? If you have a unique story to share about your contributions, email me and we can set up an opportunity for you to write a blog post about your work with one of our partner's resources.

Finally, we would greatly appreciate if you filled out the short survey at: [INSERT LINK OF SURVEY]. The Survey helps us not only better serve you with facilitating this particular partnership, but also helps us discover what other partnerships and services the Wikipedia Library can offer.

Thank you, [NAME]

Sending a talk page message?

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You can also send out a message to the talk pages of individual editors. Instructions for requesting a mass message are available at en:WP:MMS. If you are an administrator and are comfortable doing so, you can also send out the message yourself via Special:MassMessage.

Sample talk page message

Hello Wikipedia Library Users,

You are receiving this message because the Wikipedia Library has record of you receiving a one-year subscription to [PARTNER SOURCE]. This is a brief update to remind you about that access:

  • Make sure that you can still log in to your [PARTNER SOURCE] account; if you are having trouble feel free to [USER TALK|contact me].
  • Remember, if you find this source useful for your Wikipedia work, make sure to include citations with links on Wikipedia: links to partner resources are one of the few ways we can demonstrate usage and demand for accounts to our partners. The greater the linkage, the greater the likelihood a useful partnership will continue being available.
  • Write unusual articles using this partner's sources? Did access to this source create new opportunities for you in the Wikipedia community? If you have a unique story to share about your contributions, email me and we can set up an opportunity for you to write a blog post about your work with one of our partner's resources.

Finally, we would greatly appreciate if you filled out [INSERT LINK this short survey]. The survey helps us not only better serve you with facilitating this particular partnership, but also helps us discover what other partnerships and services the Wikipedia Library can offer.

Thank you,

Sample survey

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See the sample survey template on Google Forms. We'd like to keep the same questions and answer values across all surveys to allow us to track things more effectively, so please make a copy of the sample survey and modify it for your partnership. Once the survey has been created, please share edit access with Nikkimaria.

If you have already sent a survey, please send the same one with each check-in so that we can keep responses in one place.

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