EduWiki Conference 2023/Application text

EduWiki Conference 2023
Belgrade, Serbia
May 26–28, 2023

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Program

List of participants

Participants' Guide

City & Venue

Travel

Organizational

Please fill out the application form to apply; the text here is provided so you can work on your answers in a separate document prior to submitting.

Application Form EduWiki Conference 2023

BACKGROUND

This conference is a platform for shared experience from working in the Education space of Wikimedia. The conference welcomes education leaders in Wikimedia and mission aligned organizations. In order to facilitate meaningful participation from a diverse set of Wikimedia and education leaders worldwide, all interested prospective attendees will be required to apply for a spot for attendance.

We welcome participation from three groups:

• Self-funded travel: If your Wikimedia affiliate, educational institution, or personal financial situation enables you to pay for your own travel expenses, you can apply for a registration-only slot. We expect to have 30 slots available for this group.
• Travel scholarships: If you will need a travel scholarship to attend, we have funding available to pay for hotel accommodation and flights for scholarship recipients. We will be offering both full and partial scholarships. We expect to have 60 slots available for this group.
• Local participants: We will hold a handful of additional spots for participants from Serbia, our host country. Registration for these slots will be handled separately by Wikimedia Serbia.

Everyone who wants to attend via self-funded travel or a travel scholarship, including affiliate and WMF staff, must submit an application by January 29. We anticipate significant interest in the conference, so we encourage you to submit your application prior to the deadline. Late applications will not be accepted.

Please use this form to apply to participate and submit your scholarship application. This is a large application form and to avoid losing your answers we recommend that you write down the responses in a word editor and copy them to the application form later. For your convenience you can find all the questions here, but fill out the form to apply.

ARRANGEMENT FOR TRAVEL AND ACCOMMODATION

All successful self-funded travel applicants will be responsible for booking and arranging travel to and from the conference by themselves. A room block for self-funded attendees will be available at the venue, Hotel M; details will be provided upon successful approval of your application.

Wikimedia Serbia will arrange hotel accommodation and flights for travel scholarship recipients. The scholarship does not cover local travel costs to/from the airport/station.

More information about the Conference Venue and travel guide will be posted on Meta.

IMPORTANT INFORMATION FOR VISA APPLICANTS

Serbia has visa-free travel from many countries. Please see the following link (Wikipedia) to find the information on the visa regime of the Republic of Serbia with regards to many other countries. In most cases, visa procedure takes 15 days from the date of application. In exceptional cases and for justified reasons, the procedure may take up to 30 days.

Wikimedia Serbia will offer assistance with acquiring visas.

CONTENT OF APPLICATION FORM

In this application form, you will be asked to fill in the following information:

• Personal information
• Questions on conference program
• Conference attendance information
• Scholarship information
• Visa information
• Protection of privacy

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Personal information

Given name (as it appears on your passport):

Middle name (as it appears on your passport):

Family name (as it appears on your passport):

Wikimedia username:

Date of birth (dd/mm/yyyy):

City of residence (as it appears on your passport):

Postal code:

Country:

Email address:

Home wiki:

Affiliate/organization (if applicable):

Mobile Phone number (including country prefix):

Name of emergency contact:

Emergency contact’s relationship to you:

Phone number of emergency contact:

Dietary preference:

• No specific preference
• Vegetarian
• Vegan
• Halal food
• Kosher food
• Other:

Do you have a disability, allergies, or any additional special needs? Please let us know here and we will be in touch:

Where do you currently live?

___________

In what language or languages are you a fluent speaker?

___________

What is your age?
Under 18	[ ]
18-24	[ ]
25-34	[ ]
35-44	[ ]
45-54	[ ]
55-64	[ ]
65-74	[ ]
75-84	[ ]
85+	[ ]
I prefer not to say	[ ]

What is your current gender identity? Please select all that apply.
Man	[ ]
Woman	[ ]
Trans male/Trans man	[ ]
Trans female/Trans woman	[ ]
Non-binary	[ ]
Genderqueer	[ ]
Different identity (please state)	[ ] ___________
I prefer not to say	[ ]

In what ways do you participate in the Wikimedia movement? Please select all that apply.
I create, contribute, and/or edit content on at least one Wikimedia project (e.g., Wikipedia, Wikimedia Commons, Wikidata, etc.)	[ ]
I represent an affiliate	[ ]
I organize Wikimedia projects, events, campaigns, or groups	[ ]
I work for pay for the Wikimedia Foundation	[ ]
I work for pay for another Wikimedia entity	[ ]
I prefer not to say	[ ]
Other:	[ ]

In what year did you begin contributing to Wikimedia projects?

___________

Which of the following types of in-person events have you attended? Indicate the number of each you’ve attended (including virtually).
Wikimania	[ ]
Wikimedia Summit (formerly known as Wikimedia Conference), the annual conference for Wikimedia affiliate organizations (chapters, thematic organizations, user groups)	[ ]
International hackathons (Wikimania Hackathon or Wikimedia Hackathon)	[ ]
Regional events, such as CEE Meeting, IberoConf, Wiki Indaba, WikiCon North America	[ ]
National or local Wikimedia conferences such as Wikicamps, local hackathons, and local conferences hosted by Wikimedia affiliates	[ ]
Local contributor meet-ups and events such as edit-a-thons or editing parties, photo tours and other volunteer-led initiatives in your area	[ ]
Thematic events, such as EduWiki Conference, GLAM Wiki Conference, and Diversity Conference	[ ]
Mission-aligned non-Wikimedia events, such as OER conference, CC Summit, or Mozfest	[ ]
None of the above	[ ]

How much do you agree or disagree with the following statements?	Strongly disagree	Disagree	Neither agree nor disagree	Agree	Strongly agree	I am not sure
I take pride in contributing to the Wikimedia projects.	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
I feel like I belong in the Wikimedia movement.	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
Most Wikimedians are sincerely interested in supporting each other.	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
Most Wikimedians are committed to building long-term cooperative relationships.	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]
I feel like my work is recognized by other Wikimedians.	[ ]	[ ]	[ ]	[ ]	[ ]	[ ]

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Conference Program

These questions are for applicants to demonstrate meeting any or several criteria for scholarship and conference participation. Your answers will help ensure we have the right mix of participants at the conference.

If your Education Program has a name, list it here:

Year you began education program activities:

Activities (check all that apply):

• Wiki club
• Wiki camp
• Reading/evaluating Wikipedia training
• Editing Wikipedia training
• Translation
• Research
• Wikidata programs
• Wikimedia Commons programs
• Reading Wikipedia in the Classroom
• Other Wikimedia project programs

Audience

• Primary school students
• Secondary school students
• Vocational/tertiary/higher education
• Teachers
• Senior citizens

What challenges have you faced in your education program work, and how have you overcome them?

What’s one thing you’ve done in your education work that you think others in the global education community could learn from?

Are you participating in the EduWiki User Group Mentorship Program? If so, describe your participation with your mentor or mentee.

Describe your involvement to date in the Movement Strategy process.

How do you see Wikipedia & Education being part of the Movement Strategy process?

What is one learning you hope to take away from your participation in the EduWiki Conference?

Why do you want to attend the EduWiki Conference?

Do you plan to submit a proposal to present at the conference? If so, what do you have in mind?

Is there anything else you would like to share about your experience in Wikimedia and Education?

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Application type

There are three types of applications, covering a total of 100 participants:

(1) APPLICATION FOR CONFERENCE PARTICIPATION

This covers conference participation (including lunches and dinners), but participants will be expected to fund their own travel and accommodation expenses. A maximum of 30 of these slots will be awarded.

(2) SCHOLARSHIP FOR CONFERENCE PARTICIPATION + ACCOMMODATION + TRAVEL

This scholarship is intended for volunteers who are not able to self-fund their travels. If an educational institution or Wikimedia affiliate organization could sponsor all or part of your travel costs, please do not select this option; it’s designed for those without other opportunities to attend. This scholarship covers participation, flight, and shared accommodation at the Conference hotel. A maximum of 60 of these scholarships will be awarded. The scholarships will be awarded based on the information given in this application form.

(3) PARTIAL SCHOLARSHIP FOR CONFERENCE PARTICIPATION + ACCOMMODATION OR TRAVEL

This scholarship is intended for participants who have the ability to fund some but not all of their travels. If a Wikimedia affiliate organization or educational institution, for example, has a small travel fund that could cover your flight but not your accommodation, please select this option. A maximum of 10 of these scholarships will be awarded. The scholarships will be awarded based on the information given in this application form.

Please indicate which application type you are submitting:

• Application for conference participation only
• Scholarship for conference participation, accommodation, and travel
• Partial scholarship for conference participation, accommodation or travel

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Scholarships information

In order to accommodate as many scholarships as possible, scholarship recipients are expected to share a room with two beds with another scholarship recipient. If a medical or safety issue prevents you from sharing a room (not just a personal preference), please indicate it here.

Are you willing to share a room with someone?

• Yes
• No

If you are willing to share, do you know who you would like to share with?

If you know other participants with whom you would like to share the room, please list them here. We will do our best to accommodate your request, however we can not guarantee that it will be fulfilled.

If you are not willing to share, please explain.

Scholarships cover shared accommodation. If a medical or safety issue prevents you from sharing a room, please note it here.

Means of transport

Please select your preferred means of transport:

Plane

Train

Bus

Other option:___________

Departure city to Serbia:

_____________________

Date of arrival in Belgrade:

Thursday, May 25, 2023

Friday, May 26, 2023

Other option: ___________

Return city:

___________________

Date of departure:

Sunday, May 28, 2023

Monday, May 29, 2023

Other option: ____________

Further comments regarding your travel requirements. If you are applying for a partial scholarship, note here whether you are applying for travel only or accommodation only, or some other option (e.g., your educational institution will pay up to a certain amount for your travel expenses and you're applying for a scholarship to cover the rest).:

___________________________________________

Visa Application

Please check the following website to find out whether you need a visa for traveling to Serbia: https://www.mfa.gov.rs/en/citizens/travel-serbia/visa-regime

Depending on your country of origin, you need to get an appointment at the Serbian embassy or consulate.

Do you need a Visa?

• yes
• no

Visa application assistance by WMRS

Please note that the visa approval process can be long and time consuming. We recommend to register and get an appointment (if required, depending on country of origin) at the Serbian embassy or consulate of your choice as early as possible. Moreover, please note that if you are transiting certain countries (e.g. USA, United Kingdom) en route to Belgrade, you may also be required to apply for a transit visa.

We would like to inform you that you will have to arrange your travels on your own. After you have successfully completed the visa application process, please inform us via eduwikivikimedija.org If you have any problems, please inform us and we will do our best to assist you.

WMRS will assist you with your visa application and will provide the following documents:

• Letter of invitation
• Hotel accommodation confirmation (if necessary)
• Travel booking confirmation (if necessary)

The documents will be sent to you via email. Please print these documents and bring them along to your appointment at the embassy/consulate. Should the original documents be required, please inform us accordingly and we will send them to you in the fastest manner.

Passport and address information

If you need visa application assistance from WMRS, we need the following passport and address information.

Please note: We will not share your data with any third party, unless specified differently in the visa section.

Passport number:

Issue date (dd/mm/yyyy):

Expiration date (dd/mm/yyyy):

Please note that your passport should be valid for at least 6 months after your arrival date.

Place where passport was issued:

Birth place (city and country):

Nationality:

Citizenship:

Profession:

Address of current residence

Street:

Please enter your street address here, you already entered your city and country information in an earlier section.

Additional information:

Comments on passport and address related topics

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Protection of privacy

INFORMATION to be provided where personal data have been obtained from the data subject

Consent of processing of personal data

• I declare that I am aware of the rules on the protection of personal data as well my rights in relation to such processing and that prior to signing this Consent, I have been notified by Wikimedia Serbia and Wikipedia & Education User Group, as well had read the Information that is provided when personal data are collected from the data subject.
• I agree that my personal data entered in this form can be processed for the needs of attendance at the EduWiki Conference 2023.
• I agree that my personal data may be processed by the processors:
  • Wikimedia Foundation, San Francisco, California, USA
  • Hotel M, Bulevar oslobođenja 56a, Belgrade, Serbia
  • Accounting service "Astra", Jevrema Vidića 8, Sremska Mitrovica, Serbia

for the purposes of registering for the conference and providing scholarships to participants, as well as taking actions and respecting the legal obligations of the controller in this regard.

Your name badge/ participants’ list

Please choose one of the following options for your name tag and participants’ list on Meta. If you do not want to use your real name, as provided in the first section of the application form, use the free text box “others” to indicate the name you want to have published.

• First and last name | User name | Organization
• First and last name | Organization
• User name | Organization
• Other:

Do you allow pictures of you to be taken at the conference?

To ensure a good documentation of the EduWiki Conference, photos will be taken at the conference. Do you agree that videos and/or photos of you are published under the free license CC BY-SA 4.0? If you disagree, it will be marked on your name badge.

• Yes
• No

Friendly space policy

During all conference events, we will apply Wikimedia Serbia’s Friendly Space Policy (https://rs.wikimedia.org/wiki/Friendly_space_policy) for Wikimedia movement events, as well as the Universal Code of Conduct (https://foundation.wikimedia.org/wiki/Policy:Universal_Code_of_Conduct).

I agree that I will adhere to these policies.

• Yes

Other information & feedback

If you have any comments regarding the application process or the conference itself, please feel free to comment. We appreciate your feedback.