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CEE Wiki Peer Learning Exchange/Handbook

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ABOUT HOW IT WORKS TIMELINE GUIDANCE FAQ APPLY


CEE Wiki Peer Learning Exchange is a peer-to-peer initiative of the Wikimedia CEE Hub designed to strengthen the Central and Eastern European Wikimedia movement through direct, on-site collaboration. Within the Program, developing communities (Mentees) and established affiliates (Mentors) meet for a few days to solve specific local challenges by sharing best practices. Below you can find all the details about the Program:


1. What is this Program for?
2. Who can join?
3. What costs are covered?
4. What are the key rules?
5. What is the Program timeline?
6. How to get support?

1. What is this Program for?

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The goal is to help newer or developing communities (Mentees) from the CEE region to learn directly from experienced communities (Mentors) through an on-site, in-person exchange.

Short visit (3-5 days)
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The exchange should focus on specific goals, like learning how to manage a big event or organize your community's finances.

Co-working
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Mentees will observe and work with the Mentor community on real, live projects.

Who travels?
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1. Mentee to Mentor: The representative from the developing community travels to the experienced community's city.
2. Mentor to Mentee: The representative from the experienced community travels to the newer community's city to help with a specific local challenge.

2. Who can join?

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You can join the CEE Wiki Peer Learning Exchange as a representative of your Wiki community or affiliate in one of two roles: Mentee (learner) or Mentor (expert).

Mentee
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Who you are: CEE developing affiliate (affiliate that is not using WMF's General Support Fund) and CEE community that took part in the CEE Meeting at least once during the last 3 years, and that needs help in a specific area.
Your main goal: To clearly define what you want to learn and participate fully in the exchange.

Mentor
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Who you are: An established, mature community (affiliate or chapter) with proven experience in areas like event management, governance, or fundraising.
Your main goal: To openly share your best practices and dedicate 3-5 days of time and expertise to the Mentee.

Mentors in the CEE Wiki Peer Learning Exchange are experienced community members who provide guidance, hands-on support, and knowledge sharing throughout the program. They are expected to collaborate on activity planning, share their expertise, and follow up afterward, all while upholding professional standards, transparency, and a safe, inclusive environment. Read the full Mentor Policy to understand eligibility, responsibilities, and program guidelines in detail:

MENTOR POLICY
  1. Eligibility & selection criteria
    To be recognized as a Mentor Community under this program, an affiliate or community must meet the following standards:
    Affiliation status: Must be an established, mature CEE community (typically a chapter or a highly active User Group).
    Expertise: Must demonstrate successful "live" projects in the specific area requested by the Mentee (e.g., Governance, Fundraising, or Event Management).
    Capacity: Must be able to dedicate at least one primary "Lead Mentor" (staff or experienced volunteer) to be available for the 3–5 days of the exchange.
    Transparency: Must be willing to share internal processes, budget templates, and "lessons learned" (including failures) with the Mentee.
  2. Responsibilities
    The Mentor's role is divided into three distinct phases of the program lifecycle:
    Pre-Exchange:
    - Joint activity design: Collaborate with the Mentee to complete the joint activity plan as soon as possible.
    - Provide the Mentee with relevant reading materials if applicable.
    During the Exchange:
    - Guidance: Act as the "Host Coach," facilitating the daily schedule agreed upon in the activity plan
    - Mentoring: Mentors should provide "hands-on" opportunities for the Mentee to perform tasks (e.g., configuring a tool, drafting a budget) under supervision.
    Post-Exchange:
    - Final report: Review and co-sign the exchange activity report within one month of on-site completion.
    - Follow-up call: Commit to one 60-minute virtual follow-up call after the exchange.
  3. Financial & administrative conduct
    Non-commercial principle: Mentorship is a peer-to-peer contribution to the movement. No consultancy fees or "honorariums" are paid to the Mentor.
    Hosting expenses: If the Mentee travels to the Mentor, the Mentor is responsible for managing the Lump Sum Advance (if requested) for local hosting costs (e.g., meeting rooms, local transport for the Mentee) and must provide valid receipts for all expenditures.
    Compliance: All financial activities must align with Wikimedia Foundation (WMF) guidelines.
  4. Professional standards & safety
    Friendly Space Policy: Mentors are expected to uphold the Universal Code of Conduct and ensure a safe, inclusive environment for the Mentee.
    Cultural sensitivity: As a regional program, Mentors must be mindful of the different legal, political, and cultural contexts of the Mentee’s home country.

3. What costs are covered?

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Category What is covered
Travel Economy class flights, train, or bus tickets; travel insurance for participants travelling by plane.
Accomodation Hotel or lodging expenses for the 3–5 day exchange visit.
Local hosting Reasonable costs for the host community to support the exchange, such as meals (e.g., lunch for the mentor and mentee team during co-working sessions). Local travel costs between the airport/station and the hotel/activity site.

4. What are the key rules?

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  1. Activity plan – to ensure the exchange is focused.
    Before any travel is booked, the Mentor and Mentee must create a joint Activity plan with clear learning objectives.
  2. Optional check-in – to catch and solve any communication or logistical problems.
    A CEE Hub Staff member can conduct an optional, brief check-in (via email or chat) with both the Mentor and Mentee midway through the visit.
  3. Reporting – to track results and justify the program's funding.
    Both the Mentor and Mentee must submit an exchange activity report and visual evidence (photos, new resources) after the visit (within one month of on-site completion).
  4. Payment reimbursement – to ensure payment in advance to the host.
    Final local hosting expenses (previously approved from CEE Hub) will be paid in advance (host must plan budget for this in advance).
  5. Mentee focus group – to summarise the outcomes and impact.
    Following the recommendation of WMF and best practices, we will conduct a Mentee focus group session with all mentees upon conclusion of the exchange cycle.

5. What is the Program timeline?

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The CEE Wiki Peer Learning Exchange Program begins with opening applications for Mentees in February. Next, the CEE Hub staff, together with the Community Capacity Working Group, review the submitted forms, validate eligibility, and run the Mentee-Mentor matching process to ensure support tailored to the reported needs.

After that, the exchange planning and execution are managed directly by the Mentee and Mentor, with administrative support from the CEE Hub. The Program concludes at the end of the year with an impact review: participants submit their reports, the Hub facilitates a Mentee focus group and publishes CEE Wiki Peer Learning Exchange Impact Report.

CHECK DETAILED TIMELINE

6. How to get support?

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If you need help refining your proposal or understanding the rules:

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