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Wikimedia Indonesia/Grants

< Wikimedia Indonesia
This page is a translated version of the page Wikimedia Indonesia/Hibah and the translation is 100% complete.
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Since last year, Wikimedia Indonesia has launched a grant program aimed at volunteers of Wikimedia projects (such as Wikipedia, Wiktionary, Wikisource, etc.) in Indonesia. This grant can be used to develop content in Wikimedia projects managed by Wikimedia Indonesia and its volunteer communities. Below are some of the activities funded by grants in the previous period: WikiSelam, WikiDendang, WikiNyamleng, WikiKaltara, and Wiki21.

This grant program is designed to make it easier for Indonesian volunteers to receive grants from the Wikimedia Foundation. Applicants will not deal directly with the Wikimedia Foundation in San Francisco, are not required to use English in their applications and reports, and will use the rupiah as the currency. This grant program also aims to assess the level of interest among Wikimedia project volunteers in Indonesia regarding this financial support.

Before you proceed with this program, take a moment to understand the terms used in this program so that we are on the same page. If you have any questions, please read the FAQ first, as it may contain answers to similar questions.

Important info

  • Grant email address: hibah(_AT_)wikimedia.or.id. Questions and online correspondence related to the grant should only be sent to this email address.
  • Wikimedia Yogyakarta community space address: Jl. Bima no 4, Blok 1, Nglempong Lor, Sariharjo, Ngaglik, Sleman 55581. Offline correspondence related to the grant should only be sent to this address.
  • Wikimedia Indonesia account: 1210007277100 (Bank Mandiri, Wisma Bisnis Indonesia branch). Grant disbursement and reimbursement will only be processed through this account.

Glossary

Budget
The breakdown of fund allocation serves as a guideline for spending the grant funds.
Proof of expenditure
A document in the form of a paper or online page that shows the use of funds for purchasing items, such as receipts, invoices, or statements, either offline or online. All proof of expenditure must have a header and/or stamp. If there is no header and/or stamp, the proof of expenditure must be affixed with a Rp3,000 stamp (for amounts under Rp1,000,000) or a Rp6,000 stamp (for amounts of Rp1,000,000 or more) and signed by the person who made the purchase.

Suggestion: Grant recipients should ensure the availability of the required invoices before making purchases to avoid future issues. As a precaution, if the seller does not provide an invoice, the grant recipient should bring their own backup invoices and stamps. However, this option is strongly discouraged, as there is a high possibility that Wikimedia Indonesia will not accept it.

Actual proof of expenditure
Actual proof of expenditure refers to the receipt or document that shows the actual amount spent, not a rounded figure or artificially inflated to match the allocated budget. For example, if the consumption budget is Rp50,000 and the grant recipient spends Rp15,000 on a serving of nasi lawar (excluding the 10% tax) for lunch, the actual proof of expenditure is the receipt showing Rp16,500 (price + tax) or Rp15,000 (price without tax). It cannot be fabricated or altered to appear that it costs more or is equal to the allocated budget of Rp50,000.
Reports
The page that must be completed and printed after the program has been carried out to report the use of grant funds. The report page can be filled out here.
Person-in-Charge (PIC)
An individual who is responsible for the program and reports on its implementation once it has been completed.
Requests
The page that must be completed to apply for grant funds. The application page can be filled out here.
Program
Activities aimed at improving content for Wikimedia projects, including competitions, photography, and the purchase of reference sources.
Wikimedia projects
Any sites that are under the umbrella of Wikimedia, such as Wikipedia, Wiktionary, and Wikimedia Commons.
Success criteria
The achievements that must be reached in implementing the program. For example: producing 200 articles on the Javanese Wikipedia, creating 400 photos from 5 districts in Central Java uploaded to Wikimedia Commons, or having 100 people edit during a competition on the Sundanese Wikipedia.

Timeline

  • 17 August 2019: Application opened
  • 1 November 2019: Report opened
  • 1 April 2020: Application closed
  • 15 June 2020: Report closed

Applications

The acceptance of proposals opens from 17 August 2019 to 30 April 2020.

Terms

Responsibilities

  • Based in Indonesia
  • Having a Wikimedia project account (e.g., a Wikipedia account).
    • Actively editing in Wikimedia projects (at least 5 edits per month in the last month).
    • Have been involved in Wikimedia activities in Indonesia, such as Wikipedia workshops (e.g., WikiLatih) and photography competitions (e.g., Wiki Cinta Alam Indonesia).
    • If the application is accepted, you agree to provide your identity to Wikimedia Indonesia; Wikimedia Indonesia will maintain the confidentiality of your personal information.
  • The grant person in charge is an individual who represents themselves or a group.
    • For groups, all members of the group must have a Wikimedia project account.
    • A group may submit more than one application, but with different individuals serving as the person in charge for each application.
  • The person in charge can only manage one program.
  • The grant recipient must have a personal identity and a bank account in their own name.

Program

  • The program theme is flexible, but it does not apply to activities in the form of article writing workshops and digitization.
  • The goal is to develop content for Wikimedia projects (such as Wikipedia, Wiktionary, Wikisource, Wikimedia Commons, Wikimedia Incubator, etc.) and their supporting communities.
  • The program coverage is limited to one province where the applicant resides or within a 100 km radius from the applicant's residence.
  • The proposed program can be completed no earlier than one month after the application is submitted.
  • The proposed program must be completed no later than 31 May 2020.
  • All grant outputs must be licensed under Creative Commons Attribution-ShareAlike 4.0.

Budgets

  • Volunteers are not paid or compensated for carrying out this grant program.
  • The person in charge of the grant is responsible for the proposed budget.
    • The person in charge of the grant agrees to return the grant funds if it is proven that they were not used properly.
  • The proposed program funds must be a minimum of Rp1,000,000 and a maximum of Rp15,000,000.
  • In the budgeting, there are allocated amounts for accommodation, communication, and volunteer consumption costs as follows:
    • The accommodation cost allocation is Rp450,000 per person per night and Rp600,000 for two people per night.
    • The communication cost allocation is Rp100,000 per person per month.
    • The consumption cost allocation is Rp50,000 per person per meal (three meals a day).
    • There is no set allocation for transportation costs, with the following note:
      • The recommended transportation is online transportation services.
      • The use of private vehicles is not recommended; the purchase of fuel for private vehicles is not allowed.
      • Vehicle rental must be accompanied by proof of the vehicle owner's NPWP; the renter's responsibility is to pay the rental tax.
    • There is no set allocation for insurance costs.
  • All fund expenditures must be accompanied by actual proof of expenditure (the real amount spent).
  • If the grant is used for activities with prizes or souvenirs, the prizes or souvenirs must not be in the form of vouchers, cash, electronic money, or phone credit.
    • Prizes or souvenirs must highlight the organizer's and sponsor's identities. For example, the grant funds are used to make bags with the event logo and the Wikimedia Indonesia logo as prizes or souvenirs.
    • Grant applicants may allocate funds for the creation of souvenirs.
  • The purchase of electronic equipment (e.g., cameras, mobile phones, laptops) is not allowed.
    • Wikimedia Indonesia will lend the electronic equipment as long as it is available.
    • Volunteers are permitted to rent those electronic devices to third parties.
  • Travel allowances do not apply when conducting travel for grant programs.
    • All travel-related expenses must follow the budget mentioned above and include original receipts.
  • Wikimedia Indonesia will provide an additional fund of Rp150,000 to mail documents to the Wikimedia Indonesia community space in Yogyakarta.

Steps

  1. Submissions
    • You can apply for a grant on the Meta page using the button below.
    • The completed application must be sent to the grant email with the subject "[Hibah APG19] Permohonan" for evaluation.
    • The administrator will review incoming application emails to ensure the completeness of the application data. Applications deemed complete by the administrator will be forwarded to the Wikimedia Indonesia Board of Executives for the evaluation stage.
  2. Assessments
    • Grant applications will be evaluated internally by the Wikimedia Indonesia Board of Executives.
    • Applicants must be prepared to answer any questions from the Board of Executives via email.
    • The evaluation results and decisions will be announced via email no later than two weeks after the administrator deems the application complete. Disclaimer: The announcement may be made sooner or later than the deadline, depending on the response time during the evaluation stage.
  3. Announcements
    • The evaluation results (accepted/rejected) will be communicated via the application email and the application page on Meta.
    • The announcement of accepted applications will include information on whether the full grant amount is awarded or adjusted.
    • Grant recipients may accept or decline the awarded grant funds. If the recipient declines, the grant application is automatically void.
  4. Administrations
    • Wikimedia Indonesia will send two copies of the stamped grant agreement to the person in charge's address no later than three working days after the grant recipient accepts the awarded amount. The grant recipient must sign the agreement, which must then be sent to the Wikimedia Yogyakarta community space.
    • During the process of sending the grant agreement, the grant recipient is requested to confirm via email once the agreement has been received.
    • After the grant agreement is signed by the grant recipient and sent to the Wikimedia Yogyakarta community space, the grant recipient is requested to confirm via email once the grant agreement has been sent.
  5. Disbursement
    • The grant funds will be disbursed once the grant agreement, signed by the person in charge and stamped, is received by Wikimedia Indonesia at the Wikimedia Yogyakarta community space, no later than 3 working days.

Create a proposal

Submit your proposal by making a proposal page through the button below.


Report

The report collection is opened from 31 August 2018 to 31 May 2019.

Eligibility

  • The report must be submitted no later than the deadline specified on the application page.
  • The report consists of an online report and an offline report.
    • The online report must be submitted in the form of a report page on Meta.
    • The offline report must be a bound document containing (1) a printed online report on A4 paper, along with (2) proof of expenditure attached to the A4 paper.
      • Proof of expenditure must be attached to A4 paper, with the condition that one A4 sheet contains proof of expenditure (one or more receipts) of the same type and with the same date. For example, one sheet containing three receipts with the same date for meeting consumption purchases, or one with one invoice for a Surabaya–Banyuwangi train ticket.
      • The sheets with attached proof of expenditure should be numbered sequentially and labeled with a description of the proof of expenditure at the top. For example: Sheet no. 12 labeled "Meeting consumption purchase receipt".
      • Bind the two components of the offline report (1) and (2) into one file using a spiral binder with a yellow plastic cover.
      • The offline report should be sent to the address of the Wikimedia Yogyakarta community space.

Steps

  1. Submissions
    • The grant report should be created on the Meta page using the button below.
    • The report is called the online report and should be sent to the grant email by replying to the subject "[Hibah APG19] Permohonan" with the scanned proof of expenditure attached.
    • The report should be printed on A4 paper and is called the offline report. Along with the original proof of expenditure, which has been attached to A4 paper and spiral-bound, it should be sent by mail to the address of the Wikimedia Yogyakarta Community Space.
  2. Evaluation
    • The report will be reviewed by Wikimedia Indonesia no later than two weeks after the email containing the report and the original proof of expenditure is received by Wikimedia Indonesia.
  3. Decisions
    • The decision regarding the report (approved/revised) will be announced via email and on the report page on Meta.
  4. Refund
    • If the report is approved and there is remaining grant funds, the balance must be returned to the Wikimedia Indonesia account no later than one week after the report is approved. The transfer fee for the remaining grant funds cannot be claimed from Wikimedia Indonesia.

Create a report

Create your report using the button below. Enter the username of the person in charge (PJ). For example: Rachmat04 (without the "Pengguna:" or "User:" prefix).


FAQ

Questions related to the grant can be found in the FAQ.

Policies

Like other Wikimedia organizations, Wikimedia Indonesia implements a friendly-space policy for all events it organizes. Please fully understand this policy if you plan to participate in any event organized by Wikimedia Indonesia. (Read more).

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