Grants:PEG/Frequently asked questions/pt
This page contains a list of frequently asked questions. Please add suggestions for questions to include to the discussion page.
Frequently asked questions
- 1 Project and Event Grants program overview
- 2 Funding guidelines
- 3 Proposal and review process
- 4 Project implementation
- 5 Reporting
Project and Event Grants program overview
- What is the Project and Event Grants program?
- The Project and Event Grants (PEG) program is run by the Wikimedia Foundation (WMF) and gives grants to individuals, groups, and organizations doing projects or organizing events that are aligned with the Wikimedia mission. Funding may also be given for a group of projects or a series of events.
- When is the application deadline for the PEG program?
- PEG accepts grant submissions at any time. However, you should submit a request at least 60 days before your project and event begins to allow time for review and processing.
- As a Wikimedia chapter, may I apply for funding for my organization's annual plan or ongoing activities through PEG?
- Yes, chapters may apply for funding for their ongoing activities through the PEG program. Note that this funding should not include permanent full-time staff or permanent office space, and that grant terms are usually less than 12 months.
- Who makes decisions about PEG requests?
- WMF staff. Members of the Grant Advisory Committee (GAC) review and comment on PEG requests before a decision is made, and WMF staff carefully considers the input of the GAC when making decisions. Anyone in the community is welcome to comment on PEG requests.
- What is the role of the Grant Advisory Committee (GAC)?
- The GAC is made up of volunteers who review requests, provide feedback, and advise applicants and the WMF on improving grants and the grants process. The GAC is not a decision-making body, and there is no voting process (see Grants Advisory Committee).
- If the PEG program is not a good match, what are the other ways to secure funding through WMF?
- WMF has four avenues for making grants: PEG, Individual Engagement Grants (IEG), Travel and Participation Support Grants, and grants given by the Annual Plan Grants (APG) program through the Funds Dissemination Committee (FDC). See Grantmaking Programs Overview for more information about each program and this table for more details on how PEG differs from APG. None of WMF's grants program gives grants to for-profit organizations.
- Who are WMF PEG program staff, and when and how should I contact them?
- The PEG team comprises Luis Villa (Senior Director of Community Engagement), Siko Bouterse (Director of Community Resources), Asaf Bartov (Senior Program Officer, Emerging Wikimedia Communities), Alex Wang (PEG Program Officer), and Janice Tud (Grants Administrator). Please contact grants AT wikimedia DOT org at any time for all questions related to PEG.
Who can apply?
- My project is being run by a for-profit organization but its goals are charitable. Is my project eligible?
- No. None of the WMF grant programs fund for-profit entities.
- My nonprofit organization or group would like organize a project, but may have difficulty receiving funds or meeting some of the eligibility criteria for organizations. What are our options?
- You may consider partnering with an organization in your country or region that may serve as a fiscal sponsor.
- Do I have to be a recognized Wikimedia organization (chapter, usergroup, or thematic organization) entity to apply for funds?
- No. Individuals, groups, and nonprofit organizations may apply for funds if they meet the eligibility requirements. Chapters, user groups, and thematic organizations recognized by the WMF Board of Trustees are also encouraged to apply.
- Do I have to have a username (be a contributor to a Wikimedia Project website) to receive funding?
- No, a username is not required, but a grantee's contribution record will be considered by the GAC.
- Will I be required to disclose personal information about myself during the application process?
What projects receive funding?
- May I apply for general funding through PEG?
- No. PEG offers project-based funding only. That means that grantees must submit a budget when they apply for funding and must spend their grant funds according to their budget. Major changes to the project budget must be requested in writing and in advance. General support funding is available through the Annual Plan Grants (APG) program.
- May I fund paid staff through a PEG grant?
- PEGs may fund part-time positions or full-time temporary positions with a limited focus and scope of work related specifically to the grant. Full-time staff and recurring operating expenses may not be funded through the PEG program, although these types of expenses may be funded through the APG program.
- Does PEG fund annual plans?
- Yes, PEG can fund projects by organizations that operate on the basis of annual plans and annual budgets, but do not require or do not hire long-term full-time staff.
- May I use PEG funds to give grants to other individuals or organizations?
- In some cases, nonprofit organizations or groups may be permitted to reimburse volunteers for project-related expenses (such as travel). Any regranting must be specifically approved by WMF in writing.
- May I apply for PEG funding for travel to an event?
- Requests for individuals or teams to travel to attend events should be subimtted to the Travel and Participation Support program. If you're organizing an event and would like to provide scholarships to attendees, apply through PEG.
- May I submit a grant request for a project or event that has taken place in the past?
- Reimbursements for past activities and events may be considered in rare cases; however, WMF cannot guarantee a funding decision for a past event or project. Grantees are responsible for any expenses that are not approved, so please contact PEG staff at the earliest opportunity if you feel you need to incur personal expenses before you formally apply. In any case, funding for past activities and events can only be considered after a complete report is submitted along with the grant request, and after receipts documenting project expenses have been submitted to WMF.
- Is there a maximum and minimum amount for a PEG request?
- Yes. All applicants must request at least US$500 or the equivalent in local currency according to the exchange rate at the time of submission. In rare cases, exceptions may be made for smaller grants. There's no maximum, but most requests are under US$50,000. This table will give you a general idea of the type and amount of funding applied for each year.
Proposal and review process
What resources are available for project planning?
- IdeaLab is a great place to share your project idea, get feedback, and collaboratively develop your project into a proposal.
- The WMF Leaning and Evaluation Portal has a wealth of information that can help you develop your project. Check out the Learning Patterns for best practices in project planning and execution.
- WMF PEG staff are happy to discuss your project ideas at any stage in the process. Please reach out to us at grants AT wikimedia DOT org.
How do I request funds?
Complete the grant request form by following the instructions here.
- May I make changes to the grant request form itself?
- Please do not make changes to the grant request form itself. All questions and sections are required unless otherwise noted. If you would like to include additional information, you are free to add sections or to link to this information from the form or contact grants AT wikimedia DOT org so we may help you include additional information in your request.
- Do I have to request grants in US dollars?
- No, you may request grants in any currency. Grantees are encouraged to request grants in their local currency. WMF is able to send funds in most currencies, but may need to convert your funds to another currency if we are unable to send funds in the currency you requested. When submitting a grant request in a currency other than dollars or Euros, grantees are encouraged to provide equivalent amounts in dollars or euros to make it easier for the GAC to read your proposal; however, this is not a requirement.
- Does my grant request have to be in English?
- No, you may submit a grant request in any language. If not in English, please try to submit early enough to give time for us to organise translation.
- What should I do after my request is submitted?
- Applicants should email grants AT wikimedia DOT org when a new request is opened, and monitor the discussion page of their request so they can respond to comments and questions while their proposal is under review.
- May I change my grant request while it is under review?
- Yes! During the review, staff or GAC members might suggest that you make changes. If you don't understand or disagree with the suggestions, please discuss the matter.
- How will I know if my proposal is funded?
- Potential grantees will be notified by email when a decision is made and the grant request page on Meta will be updated to display the decision.
- I no longer wish to apply for funds, but I have an open request. What should I do?
- You can withdraw your request at any time before a decision is delivered by writing a note on the discussion page of your request and emailing grants AT wikimedia DOT org. WMF staff will update your grant submission to show that it has been withdrawn. You should not move your request back to "draft" status once it has been opened or delete your grant request.
What is the review process?
See the submission review process for more information.
- Who reviews and makes decisions about PEG requests?
- WMF staff. WMF is advised by the Grant Advisory Committee (GAC). Committee members review and comment on PEG requests before a decision is made, and WMF staff carefully considers the input of GAC when making decisions. Anybody in the community is welcome to comment on PEG requests.
- How long does it take for WMF to make a decision about a grant?
- There's no deadline for processing a request. The length of review depends on:
- The completeness, accuracy, and complexity of the request.
- The grantee's level of engagement in the review process.
- Generally, simple and complete requests are reviewed within 30 days if the grantee is responsive.
- How long does it take from the time of the decision to the time when I receive grant funds?
- The amount of time it takes to process a grant depends on:
- The completeness and accuracy of the information provided to WMF staff at the time the proposal is approved.
- The grantee's responsiveness to questions and requests for information.
- The size of the grant.
- Other factors, such as a change in the grantee's eligibility status or compliance with respect to related grant submissions or reports.
- Generally, a grant agreement will be issued within seven days of approval, and the WMF will send funds within 30 days of the date the grant agreement is signed by both the grantee and the WMF.
What resources are available to help with project implementation?
- You can always email grants AT wikimedia DOT org for support with your grant. WMF staff are available to help with issues around strategic planning, project management, budget management, partnership engagement, technical resources, and more.
- The WMF Leaning and Evaluation Portal has lots of information and tools related to monitoring programs, surveys, learning patterns, and Wikimetrics (to track editor behavior and retention rates).
Can I change my request after it has been approved?
See our guidelines here to learn more about requesting changes to your grant. We understand that plans may sometimes change, but it's important to communicate with us about these changes and receive permission for changes in writing.
- May I change my grant request after it has been approved?
- No! Once a decision has been made, please don't make changes to your grant request. Any changes should be approved in writing by WMF on the discussion page. To request a change, email grants AT wikimedia DOT org.
- May I change my project budget after my grant has been approved if it doesn't change the total amount of my grant?
- Yes, you may change your project budget after your grant has been approved but you do need our written permission to make changes to your budget that result in:
*a 10% increase or decrease in any line item for grants of US$15,000 or more; or
*a 20% increase or decrease in any line item for grants under US$15,000. This is because project grant funds are intended to be used exactly as described in your request. Use the "Request changes to budget" button on the bottom of your grant request to create a note on the discussion page of your request, or review the instructions here.
- How do I change my project completion date after my request has been approved?
- There's a simple process to request a new completion- or start-date: simply by making a public request on the talkpage of your request. The WMF will then post a decision on the discussion page and will use strikethrough to show the new completion- or start-date on your approved grant. Use the "Request extension" button on the bottom of your grant request to create a note on the discussion page of your request, or review the instructions here.
- If I need additional funds, is there a way to change my overall grant amount?
- In exceptional circumstances, the WMF can consider an increase to the overall grant amount; however, this is only approved in rare cases. If you may need additional funds, you should write to grants at wikimedia dot org as soon as possible to discuss your situation.
- I've received funds for an approved grant, but I'm unable to conduct my project. What should I do?
- If you can't do your project as planned, we'll ask you to submit a brief report explaining why it was cancelled. You'll need to return any remaining funds to WMF.
- My project was completed on time, but I need more time for my report. May I change the reporting deadline?
- In most cases, you cannot change the reporting deadline if your project was completed on time; however, you should always notify WMF if you don't expect to complete your report on time so that you can work with WMF to come up with a good plan for submitting your report. The WMF can consider exceptions to this in rare cases when there's a very good reason for extending the reporting deadline.
Follow the instructions here to submit a report by the date specified in your grant agreement and email your receipts to grants at wikimedia dot org.
How and when do I submit my grant report?
- What reporting is required?
- See the reporting requirements for general guidelines. You must abide by the reporting requirements specified in your grant agreement. Final reports are usually due within 60 days of the project completion date, and interim reports may also be required for some grants.
- May I submit my report early?
- Yes. Reports may be submitted any time after the project completion date and before the reporting deadline.
- May I start my report before my project is complete?
- Yes. You may begin your report as a "draft" before your project is complete, and submit it after the project completion date.
- May I include an interim report before my final report is due?
- Yes. Interim reports are encouraged, and in some cases required. You can follow the instructions here.
- How do I submit my report?
- Reports must be submitted on Meta using the grant report form and according to the instructions. You should notify WMF that your report is complete by sending an email to grants at wikimedia dot org. Please note reports can't be accepted by email.
- May I make changes to the reporting form itself?
- Please do not make changes to the grant report form itself. All questions and sections are required unless otherwise noted. If you would like to include additional information, you're free to add sections or to link to this information from the form, or email grants at wikimedia dot org so we can help you include additional information in your report.
- What happens if I don't submit my report, or if I submit it late?
- The WMF, and others, will be missing important information about your project and the fact that your report is late or incomplete will be recorded on Meta. Also, you'll be out of compliance with your grant agreement and won't be eligible to receive future grants.
How should I document grant expenses?
- Do I need to keep receipts for all of my grant expenses? What if receipts are not available?
- All expenses must be documented according to the guidelines here, which also describe what to do if receipts are not available; however, for most expenses, you'll need to keep receipts.
- When and how should I submit my receipts?
- You may submit receipts at any time by sending them to grants at wikimedia dot org, but you're encouraged to submit receipts when you notify the grants team that your report is ready for review, and all at once rather than in separate batches. Please review the instructions here. Remember, your grant agreement requires that you keep these receipts on file for at least four years after your grant is complete.
What do I do with remaining funds?
Remaining funds must be returned to WMF or reallocated to approved mission-aligned purposes. Remaining funds include any funds not used for the purposes approved in your grant submission. For more information about remaining funds, please visit this page about remaining funds.
- How do I return remaining funds to WMF?
- Please return remaining funds by wire transfer, using these instructions. If you are in the US you may have the option to return the funds by check. In cases when you receive the payment in another way, other options for returning remaining funds may also be available.
- May I use remaining grant funds to do another project?
- You may request to use remaining funds for another mission-aligned project publicly on the discussion page of your grant report. This request will be evaluated by the grants team and a decision will be posted on the discussion page. If the request is approved, you'll be asked to submit a short report about your activities. If the request is not approved, you'll need to return the funds to us. Please don't use these remaining funds until the WMF makes a decision about your request.
- May I use remaining grant funds for another grant?
- No, although in some cases WMF may "pay" you for a new grant by allowing you to keep the remaining funds from another grant to save your organization transaction costs. This transaction method doesn't affect the total budget of your new grant and doesn't mean the two grant requests are related. This is considered a payment or a transaction rather than a "reallocation", and the option is generally only available to incorporated organizations and at the WMF's discretion.
- May I keep remaining funds until I submit a new grant request because I want to save on transaction costs?
- No, you should return remaining funds to WMF unless you already have a new grant request open that is being reviewed by WMF and the GAC. If you have a new grant request open, you may request permission to retain the remaining funds until a decision is delivered on your new grant request. In some cases when transactions are difficult, the WMF may make an exception.
- May I use remaining grant funds for another line item in my budget, or may I add a line item to use the remaining funds?
- Please request permission before moving grant funds from one line item to another within your project budget, by making a request on your grant request discussion page.
What happens after my report is submitted?
After your report is submitted, it must be reviewed and accepted by WMF staff.
- I have submitted a report and sent documentation to WMF according to the instructions. Am I done?
- No. Your report must still be reviewed and accepted by WMF staff before your grant is closed. You should monitor the discussion page of your report for comments and questions.
- Who reviews reports?
- WMF staff reviews each grant report and provides comments or asks for information from the grantee.
- How will I know when my report has been accepted?
- WMF staff will notify grantees of changes in the status of their reports by email. The grant report page will also be updated by WMF staff to reflect the current status of your report.
- May I change my report while it is "under review"?
- May I change my report after it has been accepted?
- You're welcome to add information to your report after it has been accepted, but you should notify WMF staff.
- What criteria are used for accepting reports?
- Before a report is accepted, grant report forms must be complete, grant reports must be correctly submitted on Meta, documentation must be submitted to the WMF according to the guidelines, and the grantee must respond to questions and requests for information from WMF staff. Incomplete reports and reports not published on Meta will not be accepted.