Grants:PEG/Submission review

Overview

• WMF grantmaking staff are here to help! If you would like to discuss project ideas or have us review a draft proposal contact grants at wikimedia dot org.
• Please notify grants at wikimedia dot org when a new grant request is completed and open for review.
• All grant requests will be reviewed if applicants meet the eligibility requirements.
• Once a grant request is open for review, the Grant Advisory Committee (GAC) and the WMF work with potential grantees to develop and improve grant requests through an active grant review process.
• A justification for each funding decision will be provided publicly on the discussion page of each grant request.

Applicants are responsible for ensuring that they can meet basic eligibility requirements, agree to the reporting requirements for the Project and Event Grants program, provide the information needed to process a grant and sign a grant agreement, and receive grant funds according to any legal or regulatory requirements in their own countries.

Expectations for the grant review process

WMF will acknowledge the new grant request within 7 days.

Applicants will participate in discussions about the grant request. During the review period, it's very important that applicants respond to comments, requests, and questions promptly and completely. We recommend that applicants add the proposal talkpage to their Watchlist.

The WMF will notify the applicants about the decision. Applicants will generally receive a decision or an update on the status of the grant request within 30 days of submission; but please note that a decision may take longer than 30 days. If the grant request is not approved, WMF will post an explanation on the proposal discussion page.

The WMF will process the new grant if it is approved. The WMF will usually contact the grantee within 7 days of the funding decision with a request for information about the grant. Funds are sent within 30 days of the date WMF receives a signed agreement from the grantee. Please see this page about processing your grant for more details.

Timeline for grant review and processing

Applicants whose requests are approved can usually expect to receive grant funds within 6–12 weeks of submitting a grant request, although the time it takes to review and process a grant is different for each grant.

• Within 7 days of opening your request:

  The WMF will acknowledge your new grant request.

  (This depends on your sending an Email notification to grants at wikimedia dot org.)

• Within 30 days of opening your request:

  The WMF will send you an update about the status of the request, or will make a decision publicly.

  (This depends on your participation in grant review.)

• Within 7 days of the decision on your request:

  The WMF will contact you to request information about the grant.

  (This depends on you providing accurate contact information.)

• Within 7 days of receiving your complete information:

  The WMF will send you a grant agreement for your signature.

  (This depends on how quickly you can provide the requested information.)

• Within 30 days of the WMF receiving your signed grant agreement:

  The WMF will send funds to your account.

  (This depends on you providing complete and accurate information.)

• Within 7 days of receiving your grant funds:

  You need to contact the WMF to confirm receipt of funds.

• Within 60 days of your project completion date:

  You will need to submit your final report according to WMF's instructions.

  (This important step depends on you, but we are here to help with the reporting process.)

Please contact grants at wikimedia dot org if you have any questions.

Summary of grant submission status

You may need to change the status of your grant submission when you are moving it from "draft" to "open", or if you need to change your grant to "withdrawn draft" or "withdrawn". After a decision has been made, the WMF will update your grant's status since only the WMF should make changes to an approved grant page.

The status of a grant or grant proposal will be shown by the template on the application page. This template will show where the proposal is in the decision process:

1. Draft stage – some proposals may start as a draft stage, and may or may not eventually be opened for review.
   • Draft: the draft of the proposal has not yet been opened for review.
   • Withdrawn draft: the draft of the proposal was created but was never opened for review.
2. Open for review – the status will change to show that it is open for review or has been withdrawn from the review process.
   • Open: the proposal is currently being reviewed by the WMF and the GAC.
   • Withdrawn: the proposal was opened for review, but the applicant decided not to move forward with the request before a decision was made.
3. Decision made – the templated status will show the decision.
   • Funded: a decision has been made, and the proposal has been funded by the WMF.
   • Not funded: a decision has been made, and the proposal has not been funded by the WMF.

During the reporting stage, the status of the grant may also change to show whether the activities have been completed:

1. Complete – the project or event has been completed or attempted by the grantee, a complete report has been accepted by the WMF and any remaining funds have been returned to the WMF. This grant is considered complete.
2. Cancelled – the grant has been funded by the WMF in full or in part, but the grantee or the WMF chose not to continue the project. Any remaining funds must be returned to the WMF.
3. Non-compliant – if a grant report's due date has passed and the grantee has not submitted a complete report, the status of the grant may change to show this:
   • Funded with no report: a decision has been made, and the grant request has been funded by the WMF; however, the grantee has not submitted a report as required.
   • Funded with incomplete report: a decision has been made, and the grant request has been funded by the WMF; however, the grantee has not submitted a complete report as required or has not responded to questions or requests from WMF on the proposal discussion page.
   • Unresponsive: a decision has been made, and the proposal has been funded by the WMF; however, the grantee has not responded to requests to complete the grant by submitting a complete report or returning remaining funds to the WMF. All grant funds should be returned to the WMF immediately.