Grants:APG/Proposal form v5

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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
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 form is currently in use for FDC Round 1 2014-2105. Please do not edit the FDC proposal template. Instead, if you have comments or feedback, we welcome that on the talk page.



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

  • Use this form if you are eligible to submit a proposal in the current round, to request funding in the current round.
  • This form must be published on Meta by the proposal submission date for each round to be considered, and no changes may be made after the submission date without staff approval.
  • This form complements your organization's annual plan, detailed budget, and strategic plan. It won't be considered complete without those documents.
  • Organizations may apply for a funding period that does not exactly match their fiscal years. Follow the instructions carefully to understand what time period each question refers to.
  • Refer to the framework, guidance from the Board, and the FDC's recommendations before using this form, so you have an understanding of the Annual Plan Grants process.
  • Please Email FDCSupport@Wikimedia.org with questions about using the form.

A few terms used in the form:

FDC proposal form terms Wikimedia terms Learning & Evaluation terms


Basic information[edit]

1. In order to support community review, please provide a brief description of your organization's work in the upcoming year that can be used as a summary of your proposal. (This should be about 200 words, and should be easy for anyone to understand.)
2. Contact information.
  • Legal name of organization: 1
  • Organization's fiscal year (mm/dd–mm/dd): 2
  • 12-month funding period requested (mm/dd/yy–mm/dd/yy): 3
  • Primary contact name and position in organization: 4
  • Primary contact username or Email: 5
  • Secondary contact name and position in organization: 6
  • Secondary contact username or Email: 7


3. Amount requested.

Table 1

Currency requested () US$ ()
Total annual expenses of organization 1 2
Amount requested from the FDC for the upcoming year's annual plan 3 4
Amount to be raised from non-FDC sources (total from Table 5) 5 6
Amount to be drawn from reserves for the upcoming year's annual plan 7 8
Amount of FDC funds allocated for the current year's annual plan 9 10


4. What is your organization's proposed rate of growth in total budget since last year? Please explain your organization's rationale if your proposed budget will increase this year.


Community engagement[edit]

This section provides the FDC an overview of your organization's work with volunteers and online contributors.

1. Which Wikimedia community or communities does your organization work with most closely, and which online Wikimedia project or projects does your organization's work support?
2. How does your organization know what community members / contributors to online projects need or want? Does your organization conduct needs assessments? How else does your organization consult the contributors and volunteers most involved with its work?


Organization planning and reports[edit]

Please provide links to your organization’s planning documents and reports. All of these documents are required unless otherwise indicated.

Your organization's strategic planning documents, past reports, and current annual planning documents, are essential to our understanding of your organization's proposal. If you think you will have difficulty submitting any of these documents with your organization's proposal form by the proposal submission deadline, you should contact FDC staff right away. You may also provide notes to this table here, as well as links to any supplementary documents to this proposal form.

Table 2

Completed fiscal year Current year Upcoming year
Annual plan (including budget) Please provide a link Please provide a link Please provide a link
Community discussion around annual plan Please provide a link Please provide a link Please provide a link
Annual report (including financial report) Please provide a link Not required. Not required.
Strategic plan Please provide a link Please provide a link Please provide a link


Table 2 notes:


Financials: year-to-date progress[edit]

The purpose of this section is to give the FDC an idea of how your organization is spending on your current grant, or during your current annual plan. The period defined as year-to-date should be the start date of your fiscal year you defined in Contact information, until 1 September 2014. Your projected amount should be the amount your organization expects to spend by the end of the current fiscal year you defined in Contact information.

Table 3

Current funding period planned / budgeted Year-to-date funding period actuals Projected end of current funding period
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
Expenses 7 8 9 10 11 12

Table 3 notes:


Programs: upcoming year's annual plan[edit]

This section is about your organization's programs. A program is a group of activities that share the same objectives. Please do not include information about your organization's operating activities in this section. You are welcome to provide information about activities like administration, staff and board training, fundraising, governance, and internal IT in another section of this proposal form or in a supplementary document. Please answer all four questions for each program.

Please note that all grantees will be asked to report on the global metrics, so please review them and keep them in mind as you design your programs, and then track and measure the impact of your programs.

1. A program is a group of of activities that share the same objectives. Please share the goal of the program, and then describe the objectives that the activities in this program share.
2. How do your program objectives focus on the Wikimedia strategic priorities?
3. Please list the specific, measurable, timebound targets you plan to achieve through this program. Please include both qualitative targets and quantitative targets.
4. Please describe how your program activities will lead to the results you are planning, or describe or link to a logic model for your program.

Please provide any additional information about this program that is important to our understanding of this program. You may include timelines, tables, or charts associated with your program's progress, or share how this program will contribute more broadly to movement learning.



Staff and contractors: upcoming year's annual plan[edit]

1. Please describe your organization's staffing plan or strategy here, or provide a link to your organization's staffing plan or organogram.
2. List of staff by department or function.
Numbers for current staff should include staff your organization has hired or plans to hire in this current funding period, and proposed staff should include staff your organization will hire in the upcoming funding period. You should include both permanent staff and longterm contractors in this table and list the number of fulltime equivalents, where one fulltime staff person would be 1.0 (for example, if your organization has 2 part-time staff working at 50% each in a department then you would list the number of fulltime equivalents (FTEs) as 1.0, while if your organization has 1 full-time staff person working at 100% then you would also list the number of fulltime equivalents as 1.0).

Table 4

Department or function FTEs by end of current year FTEs by end of upcoming year Explanation of changes
1 2 3 4
Total (should equal the sum of the rows): 5 6 7
Total staff expenses (currency requested) 8 9 10
Total staff expenses ($US) 11 12

Table 4 notes:

3. Did your organization made any significant changes to your staffing plan since publishing your organization's most current annual plan at the beginning of the funding period, such as hiring more or fewer staff than planned or hiring staff on a different schedule than planned? Please describe any significant changes here.
4. What overall percentage of staff time is spent directly on programs?


Financials: upcoming year's annual plan[edit]

Detailed budget: upcoming year's annual plan[edit]

Please link to your organization's detailed budget. This may be a document included on this Wiki (Meta) or as a publicly available spreadsheet.

Revenues: upcoming year's annual plan[edit]

Please use this table to list your organization's anticipated revenues by revenue source in the upcoming year. Use the status column to indicate if this funding is guaranteed, whether you are in the process of requesting funding, or whether you are planning to request funding later. Please feel free to include in-kind donations and resources, as applicable.


Table 5

Anticipated revenues for the upcoming funding period
Revenue source Currency requested US dollars Status (e.g. guaranteed, application)


1 2 3 4
Total revenues (should equal the sum of the rows): 6 7 -


Table 5 notes: If your organization has significant funding other than FDC funds, please note how those funds will be used.


Operating reserves: upcoming year's annual plan[edit]

Please use this table to report information about your organization's planned operating reserves. Since this information is included here, you should not include it as part of your planned program or operational expenses. There are some restrictions about how much FDC funding your organization can use to build up your reserves.


Table 6

Local currency $US
Total anticipated amount in operating reserves (by the end of the current fiscal year) 1 2
Total existing reserves from the current year to be carried over as reserves in the upcoming year 5 6
Total to be added to reserves in the upcoming year (excluding FDC funding) 1 2
Total to be added to reserves in the upcoming year from FDC funding only 3 4
Total planned reserves in the upcoming year (should equal the sum of the rows except the first): 7 8


Table 6 notes:


Expenses: upcoming year's annual plan[edit]

1. Expenses by program (excludes staff and operations).
Program expenses are the costs associated specifically with your organization's programs. These costs do not include operating expenses or staff salaries, which will be described in separate tables. For example, program expenses 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. The programs listed in this table should correspond to the programs you have listed in the programs section of this proposal form.


Table 7

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

Table 7 notes: If your organization has significant funding other than FDC funds, please note how those funds will be used.


2. Total expenses. Please use this table to summarize your organization's total expenses overall.
These are divided into three expenses categories: (1) staff expenses from Table 4 (including staff expenses for both staff working on programs and operations), (2) expenses for programs from Table 7 (does not include staff expenses or operations expenses), and (3) expenses for operations (does not include staff expenses or program expenses). Be sure to check the totals in this table to make sure they are consistent with the totals in the other tables you have submitted with this form. For example, your total program expenses excluding staff will be equal to the total in Table 7, while your total staff expenses will be equal to the total in Table 4 and your total expenses will be equal to the total in Table 1.


Table 8

Expense type In currency requested In $US
Program expenses (total from Table 7, excludes staff) 2 3
Operations (excludes staff and programs) 4 5
Upcoming staff total expenses (from Table 4) 6 7
Amount to be added to reserves in the upcoming year (from Table 6) 8 9
Total expenses (should equal the sum of the rows) 10 11

Table 8 notes:


DESCRIPTION SUBJECT TO CHANGE: During 2014-2015 Round 1 we will be launching a multi-year funding pilot program where APG applicants can request a two-year funding commitment from the FDC. Participating organizations will provide the FDC with information about milestones for two-year programs during the next year's proposal cycle (2015-2016 Round 1), as well as with their annual plans and budgets for the second year.

Not all organizations will be participating in this program since it is a pilot, and a list of organizations eligible to apply for multi-year funding will be announced soon. This section is included in the current version of the proposal form, to ensure that it is available to any organizations that might need it if they are participating in the pilot. Please do not complete this section unless you know your organization is eligible to participate in this pilot program.

1. Will your organization be seeking a two-year funding commitment from the FDC during this proposal cycle?
2. Please use this table to show which programs you will continue over a two-year period and list some milestones that you would like to report on after the first 8 months of your programs (to be achieved by 1 September 2015)

OPTIONAL: Multi-year funding pilot program[edit]

DESCRIPTION SUBJECT TO CHANGE: As part of this pilot program, your organization will be asked to report on milestones reached by 1 September 2015 for your two-year programs by 1 October 2015. This information will be reviewed by the FDC during the 2015-2016 Round 1 proposal cycle, along with your annual plan and budget for the second year of funding, after which the second year of funding will be released by the FDC.

Table 9

Program name Start date Completion date Milestones (by 1 September 2015) Notes
1 2 3 4 5

Table 9 notes:


The FDC or FDC staff may reach out to you for more information about your two-year plans as part of this pilot program, or may need to make changes to this section of the proposal form based on early learnings from this pilot. Participating organizations, please bear with us.

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

Please 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 [[Special:MyLanguage/<tvar|link>Grants:PEG</>]].
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.


Please do not make any changes to this proposal form after the proposal submission deadline for this round. If a change that is essential to an understanding of your organization's proposal is needed, please request the change on the discussion page of this form so it may be reviewed by FDC staff. Once submitted, complete and valid proposal forms submitted on time by eligible organizations will be considered unless an organization withdraws its application in writing.