CEE Wiki Peer Learning Exchange/FAQ
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Eligibility and roles
[edit]Q1: What exactly is a "developing" community? Can an individual apply?
This programme is open to all CEE developing affiliates (developing affiliates are those that are not using WMF's General Support Fund) and CEE communities that took part in the CEE Meeting at least once during the last 3 years. The programme is intended for designated representatives of these developing affiliates and communities.
Q2: Can an affiliate apply as a Mentee?
Yes, provided the learning goal is outside of their established expertise (e.g., a group strong in content creation but new to formal fundraising). However, the priority is on developing groups. Groups that receive WMF's General Support Fund are not eligible to apply as Mentees.
Q3: I already have a potential Mentor community. What should I do?
You should submit your application immediately. There is a specific field in the application form for a pre-agreed mentor, which will be validated during matching phase.
Application content and matching
[edit]Q4: How detailed should be my Exchange proposal and learning goals in the Application form?
Focus on specific learning goals. Instead of writing a full daily schedule, describe the specific problem you need solved (e.g., "We need to set up a sustainable volunteer onboarding process with three defined stages"). The initial application only requires "Learning Objectives" and "Thematic Interests".
Q5: What happens if I can't be matched right away?
The CEE Hub Staff will contact you. You may be offered alternative capacity-building resources or placed on a waiting list for the next program cycle, if there is one. “Unmatched” means “not selected for this cycle”.
Financial rules and accountability
[edit]Q6: Who handles the travel booking and payment? Can I book my own flight?
To ensure compliance and ease for participants, the CEE Hub Staff handles and pays all travel bookings and accommodation. Participants should not book flights or hotels themselves. This ensures WMF policy compliance.
Q7: Does the Mentor community get paid for the 3-5 days of their time and expertise?
The Mentor community's time is voluntary and unpaid. CEE Hub covers all logistical costs (travel, hotel and local hosting expenses previously approved by the CEE Hub).
Q8: My community is hosting the exchange. Does the program cover our dinner for the Mentee?
The program covers local hosting expenses previously approved by the CEE Hub, which can include reasonable group meals (e.g., lunch during co-working) for the mentor and mentee, as well as local travel costs between the airport/station and the hotel or activity site. Individual meals outside the planned activities are not covered.
Q9: What happens if I forget to submit the Activity report or photos?
If a participant or community fails to submit their final report by the deadline (within one month after the on-site activity concludes), the represented community will be ineligible to receive any form of CEE Hub financial support until the report is submitted and verified by the CEE Hub staff. If you are struggling with the reporting, reach out to CEE Hub staff before the deadline.
Q10: What exactly is "visual evidence"?
Visual evidence can be photos of the co-working sessions, a shared presentation/resource created, a link to a new event page, or social media posts about the visit. It is simply proof the exchange took place.
Q11: How long do we have after the visit to submit the activity report and visual evidence?
The report and evidence are due within one month of the exchange's completion until there is still fresh memory of the activity.
Logistic and travel
[edit]Q12: How much flexibility do we have with the 3–5 day limit? Can we do a 7-day exchange?
The exchange must be completed within 3 to 5 days. This is a program rule designed to manage the capacity of both the Mentor community and the program's fixed budget.
Q13: Can two people from my Mentee community travel to the Mentor?
No. The program budget covers travel and accommodation for only one representative from the traveling community (Mentor or Mentee).
Q14: If I need a visa to travel, who handles the application and costs?
The cost of the visa will not be covered as part of your eligible travel expenses. You are responsible for managing the visa application process. The CEE hub staff will coordinate with your chosen mentor/host to prepare the letter of invitation and will provide all other necessary travel and accommodation documents required for securing the visa.
Q15: The Mentor and I are in nearby countries. Can we travel by car and claim fuel costs?
Yes, claiming fuel costs is possible, provided the final cost does not exceed the estimated economy-class flight or train ticket price for the same route. This must be agreed upon in the final budget.