Grants:APG/Proposal form v4

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Warning Do not create any forms directly from this page. All forms should be created from each organization's proposal hub. The proposal hub is started on the FDC portal front page during open call. Thank you.
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This page and discussion page is maintained for archival purposes. For the current version of the form see Grants:APG/Proposal form

For some guidelines, please see this example proposal form.

If you need to review the edit instructions you will find them at the editintro.

All eligible organizations will need to complete this form to request Annual Plan Grant from the Funds Dissemination Committee (FDC). The completed document must be published in English on Meta by the deadline for each round. No changes can be made to the documents after these deadlines pass, and documents will automatically be considered 'submitted' after the deadline closes.

The purpose of this document is to provide the FDC with an overview of your annual plan, the alignment of the plan to the Wikimedia movement’s strategic goals, and the potential impact and effectiveness of the plan. This proposal should complement any annual planning documents you may have: please complete all fields as mandatory and add links to supporting documents where relevant. If any documents are submitted in a draft form (e.g. an annual plan that has not yet been approved by the General Assembly), please link to the final version when it has been approved, even if after the deadline.

Please review key FDC documents, including the FDC Framework, Guidance for the FDC from the Board, and the FDC's funding recommendations: FDC recommendations. These documents include critical information for applicants.

Each section of the proposal provides guidance on the amount of detail expected in response to each question or field. If you have any questions about the form, please contact FDCSupport@Wikimedia.org

A few terms used in the form:

Basic information[edit]

Overview of grant request[edit]

1. In order to support community review please provide a brief summary description of your organization's upcoming annual plan, including focus areas and goals.
2. What is your organization's proposed rate of growth in budget since last year? Please explain your organization's rationale if your proposed budget will increase this year.

Note the FDC Framework funding guidelines on the rate of growth of year-over-year FDC allocations. These guidelines relate not to an organization's overall budget growth, but rather to movement resources (that is, what the organization received through Annual Plan Grants through the FDC process or what the organization retained via payment processing in the prior funding cycle).

Contact information[edit]

Table 1

Organization information Legal name of organization 1
organization's fiscal year (mm/dd–mm/dd) 2
12 month timeframe* of funds currently requested (mm/dd/yy–mm/dd/yy) 3
Contact information (primary) Primary contact name 4
Primary contact position in organization 5
Primary contact username 6
Primary contact email 7
Contact information (secondary) Secondary contact name 8
Secondary contact position in organization 9
Secondary contact username 10
Secondary contact email 11

*Timeframe should ideally be for a 12 month period that begins after the FDC decision.


Amount requested[edit]

Table 2

Currency requested: 1

Currency requested is defined as the currency in which you wish to receive funds (e.g., EUR, GBP, INR). Note that the FDC makes grants in local currency when possible.

Exchange rate used (currency requested to $US): 2

Please use Oanda.com on March 1 2014 to determine the exchange rate. Please use five decimal points.
Currency requested US$
Total annual expenses of organization 3 4
Amount proposed to the FDC for the coming year's annual plan 5 6
Amount to be raised from non-FDC sources 7 8
If applicable, amount of FDC funds allocated to organization last year 9 10


Community engagement[edit]

This section provides the FDC an overview of your organization's work with your members and volunteers, with the communities you serve, and with Wikimedia's online projects.

1. How many members does your organization have, and what is the role of members (e.g., attendance at events, paying dues)?
2. How many volunteers are engaged with your organization’s work? And how are volunteers engaged with your organization’s work?
3. How do you know what the members of the community / communities your organization serves (including chapter members and broader online volunteers) need and want? How does this influence your strategic planning and decision-making?
4. Does your organization's program work support a particular Wikimedia project or projects, and if so, which particular project or projects does your work support?

Reflection on past programs and activities[edit]

1. Please give at least three examples of successful programs or activities that your organization has completed, and explain why they were successful. You may also provide links to information about these programs and activities, when available.
2. What are the programs or activities that did not work for your organization in the past? What did you learn from those experiences? What changes were made after learning from these experiences?

Please provide links to your organization’s planning documents and reports[edit]

Link table

Completed fiscal year Current year Upcoming year
Link to current mission statement of the organization Not required. Please provide a link Not required.
Link to annual plan, including a budget. Please provide a link Please provide a link Please provide a link
Links to community discussions around each annual plan. Please provide a link Please provide a link Please provide a link
Link to annual report, including a financial report. Please provide a link Not required. Not required.
Links to relevant strategic planning documents. Please provide a link Please provide a link Please provide a link

Link table details, if necessary:

Upcoming year's annual plan: strengths, opportunities and threats[edit]

1. What organizational strengths enable your organization's plan (e.g., leadership, program planning and goal-setting, program expertise, experience with programs, governance structure)?
2. What external opportunities enable your organization's plan (e.g., socio-political contexts, community engagement, ability to raise external funds)?
3. What are the risks or threats that could prevent your organization from achieving your proposed annual plan (e.g., socio-political contexts, staff or board transitions or turnover, lack of community engagement, extraordinary circumstances, lawsuits, lack of ability to raise funds)? How will you minimize these risks and threats?

Key programs in the upcoming year's annual plan[edit]

You may also include illustrations such as charts, graphs, and timelines when answering these questions about each of your organization's programs.

Program title

1. Please share the a/ goal as well as b/ the measurable result(s) your organization hopes to achieve, including c/ when you expect the result(s) to be achieved.

For instance, “We plan to a/ increase the number of active editors b/ on Turkish Wikipedia by 15% c/ by December 2014." Note that more specific results would be "Increase the number of new editors who become “active” editors on Turkish Wikipedia by 3%, and increase the number of existing editors who are active editors on Turkish Wikipedia by 10%.

2. How does this program address Wikimedia movement strategic priorities?

Although we understand that a program may address many priorities in different ways, please select the 1-2 strategic priorities this program best addresses. For example, "The measurable result of this program addresses the strategic priority of increasing participation, by increasing active editors contributing to Turkish Wikipedia, a Wikimedia project."

3. What key activities are associated with this program?
4. How will your organization measure and report the results of this program?
5. How will what your organization learns from measuring these results direct your future program planning and decision-making?

Any additional details:



Financials: year-to-date progress[edit]

"Year-to-date" refers to the period between the start of your organization's current fiscal year and the date your organization submits this proposal. Please provide the most recent year-to-date financials available, whenever possible.

1. Please identify the start date (month/year) and end date (month/year) of the 12-month period you define as "year-to-date" in this section.

Table 3

Current fiscal year planned budget Year-to-date actuals Projected final amount
In currency requested In $US In currency requested In $US In currency requested In $US
Revenues (from all sources) 1 2 3 4 5 6
Spending 7 8 9 10 11 12

Table 3 details, if necessary:

Financials: upcoming year's annual plan[edit]

1. Please link to your organization's detailed budget on this Wiki or in a publicly available spreadsheet file.
2. Beyond the Wikimedia movement, does your organization currently receive or expect to receive financial support from external donors?

If so, the FDC staff will request contact information and your permission to contact the donors.

3. How much total funding does your organization plan to spend on travel (including staff travel, board travel, other volunteer travel, travel grants, and travel reimbursements)?
4. Excluding these travel expenses, how much total funding does your organization plan to re-grant (as reimbursements, grants, or microgrants to individuals, groups, or organizations)?
5. Overall, please estimate the percentage of total staff time spent on program work, as distinct from the total staff time spent on operational work (such as administration, fundraising, governance, legal, etc.)

Revenues[edit]

Please list anticipated revenues, by source (e.g., Annual Plan Grants through the FDC process, WMF Project and Event Grants, other grants from Wikimedia organizations, grants from institutional donors, public funding, membership fees, donations, event fees or other revenue)

Table 4

Revenue source Anticipated (in currency requested) Anticipated (In $US)


1 2 3

Table 4 notes, if necessary:

(Table 5 not used)

Staff and long-term contractors[edit]

Please include both part-time and full-time staff and long-term contractors. Current staff should include both staff that are currently hired and staff that your organization plans to hire during the current year. Please provide a link to a detailed staffing plan or organogram, if your organization has one.

Table 6

Department (e.g. Programs, Communications) Number of current staff Percentage of current staff time* Number of upcoming staff Percentage of upcoming staff time* Rationale for hiring new staff
1 2 3 4 5 6

*Please include estimates of the percentage allocation of staff members and long-term contractors. For example, for full-time staff, you would put 100% in this column. For half-time staff, you would put 50% in this column.

Table 6 notes, if necessary:

Summary of staff and long-term contractor expenses[edit]

Table 7

In currency requested In $US Percent increase
Current staff expenses 1 2
Proposed increase for current staff expenses 3 4 5
Proposed increase for new staff expenses 6 7 8
Total staff expenses 9 10 11


Table 7 notes, if necessary:


Program expenses[edit]

Program expenses are the costs associated with your organization's programs. These costs do not include operating costs or staff salaries, which will be described in separate tables. For example, program costs may be the costs of an event, the costs of outreach materials specific to a program, budgets for microgrants and reimbursements, or technical costs associated with specific programs.

Table 8a

Program / initiative In currency requested In $US
1 2 3
Total program expenses (should equal the sum of the rows) 4 5

Table 8a notes, if necessary:


Operating expenses[edit]

Operating costs are the costs associated with running your organization, and include administrative expenses such as office rent and maintenance, legal services and insurance costs, fees, financial services, board costs, internal IT costs, and fundraising costs. These should not include the program-specific costs described above, or staff costs described above.

Table 8b

Operating resource In currency requested In $US
1 2 3
Total program expenses (should equal the sum of the rows) 4 5

Table 8b notes, if necessary:

Summary of total revenues and expenses[edit]

Table 9

In currency requested In $US
Total cash balance as of proposal submission 1 2
Total revenues 3 4
Total spending 5 6
Net (revenues less expenses) 7 8
Operating reserves,* if applicable 9 10

*Operating reserves are liquid, unrestricted assets available for an organization to use as a cushion, and to cover the costs of operations in case of unanticipated expenses or loss of revenue. Operating reserves are not meant to be considered a solution to everyday cash flow issues; in most cases, they are meant to be held over from year to year, accumulating interest and growing based on each individual organization’s operating reserves policy.

Table 9 notes, if necessary:


Verification that this proposal requests no funds from the Wikimedia Foundation for political or legislative activities[edit]

Enter "yes" or "no" for the verification below.

The term “political or legislative activities” includes any activities relating to political campaigns or candidates (including the contribution of funds and the publication of position statements relating to political campaigns or candidates); voter registration activities; meetings with or submissions and petitions to government executives, ministers, officers or agencies on political or policy issues; and any other activities seeking government intervention or policy implementation (like “lobbying”), whether directed toward the government or the community or public at large. Grants for such activities (when permitted under U.S. law and IRS regulations) should be sought from the Wikimedia Foundation Project and Event Grants Program.
I verify that this proposal requests no funds from the Wikimedia Foundation for political or legislative activities

Once this proposal is complete, please sign below with the usual four tildes. No changes should be made to the documents after the the deadline for proposal submission for this round passes without written permission from FDC staff. Proposals will be considered submitted once the deadline for proposal submission for this round passes, unless a proposal is withdrawn by the organization submitting the proposal.