Grants:Programs/Hub Fund/EduWiki Hub-Like Strucuture (Pilot 1)
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Applicant information
[edit]- Organization or group name. (required)
- Wikipedia & Education User Group
- Provide your main Wikimedia Username. (required)
- Joalpe
- Have you contacted the Wikimedia Foundation Hub team before applying? (required)
- Yes
Is your group legally registered in your country? (required)
- No
- Do you have a fiscal sponsor?
- N/A
- Fiscal organization name.
- Grupo de usuários Wiki Movimento Brasil
Main proposal
[edit]- 1. State the title of your proposal. This will also be a title for the Meta-Wiki page. (required)
- EduWiki Hub-Like Strucuture (Pilot 1)
- 2. Proposed start date. (required)
- 2025-08-01
- 3. Proposed end date. (required)
- 2027-02-01
- 4. Where will this proposal be implemented? Provide the region or country names and any other information that is useful for understanding your proposal. (required)
- This proposal will be implemented globally through the establishment of regional working groups that act in an advisory capacity. These groups spanning Africa, Asia, Latin America, Eastern Europe, and other regions will deliver localised insights and ensure that decision-making reflects the diverse needs and contexts of each area, embodying our commitment to Accessibility and Inclusivity.
- 5. Does your group have a theory of change for your proposal? If yes, please provide it. (optional)
- Yes
- https://meta.wikimedia.org/wiki/Wikipedia_%26_Education_User_Group/Theory_of_Change
- 6. Why do you believe your group is best positioned to drive this hub initiative? (required)
The Wikipedia & Education User Group (EduWiki UG) is best positioned to drive the EduWiki Hub initiative due to its longstanding commitment, global reach, and community-driven evolution of Wikimedia Education programs. Established in 2018, EduWiki UG is a volunteer-based global community with over 548 individual members and 29 supporting affiliates, dedicated to promoting the integration of Wikipedia and its sister projects in education. Over the years, the group has led various impactful initiatives—including the EduWiki Knowledge Showcase, global conferences, mentorship programs, and community newsletters whilst fostering collaboration with the Wikimedia Foundation and affiliates around the world.
Despite the growth of Wikimedia education initiatives since the mid-2000s, coordination has remained fragmented due to the strictly volunteer-based nature of the group. In response, EduWiki UG launched a participatory process in 2023 to co-develop a next-generation collaboration model for the EduWiki Community. This coincided with the Wikimedia Movement Strategy’s promotion of "Hubs" as a means to build regional and thematic support structures. The hub concept aligns directly with EduWiki UG’s strategic priorities: attracting diverse contributors, bridging content gaps, strengthening onboarding, and enhancing the impact of education programs globally.
Grounded in a series of community consultations with 52 experienced program leaders and affiliates, the group’s 2023 research revealed key challenges, including the need for stronger coordination, clearer definitions, improved knowledge sharing, reliable technical support, and context-sensitive scalability. These findings led to the development of a new Theory of Change in 2024 and the proposal of a structured "EduWiki Hub-like infrastructure."
As the originator of this vision, and with the legitimacy earned through years of community trust and engagement, EduWiki UG is uniquely equipped to pilot and steward this initiative. With support from the Wikimedia Hub Fund, the group is now ready to transition from a loosely connected network to a well-coordinated global infrastructure that empowers regional voices, supports sustainable growth, and delivers greater impact across Wikimedia’s education movement.
- 7. Do you have a strategic plan that can help us understand your proposal? If your proposal relates to piloting a hub, share your piloting plan. If your proposal relates to research, share your research plan. (required)
- Yes
- https://docs.google.com/document/d/1SnMBHIObpUevhDoRveToUnUTOjC36Uw5xmBGm2OR4Bo/edit?tab=t.mom2gb7yghpy#heading=h.7ohtizz6ue32
- 8. Describe the specific activities that will be carried out during this project. If your proposal is related to piloting a hub, describe the services you plan to offer and include how you are drawing on community consultation and needs assessments to define your activities. (required)
Our EduWiki Hub Strategic Plan is built on a Theory of Change that addresses six key areas, and our activities are designed directly in response to extensive community consultations and needs assessments. In prioritising the services that the Hub-like pilot will offer, the services/ activities outlined in the strategic plan. Kindly visit the EduWiki Hub Strategic Plan 2025-2027 for more details.
- 9. Did you involve communities during the drafting of this proposal? Share which specific communities you involved, the process you used to involve them, and how they will participate in this proposal. (required)
Our proposal was drafted through extensive community consultations and research to ensure it reflects the diverse needs and perspectives of Wikimedia education leaders. In the initial phase, we engaged52 experienced education program leaders and affiliate members in a participatory research process that culminated in a comprehensive report. In a second round of research designed to develop a Theory of Change for a new infrastructure model, we involved19 EduWikimedians Leaders from across regions—including East and Southeast Asia and the Pacific (ESEAP), Latin America, the Middle East and North Africa, West Africa, North America, Southeast Europe, South Asia, and Central Europe.
During our EduWiki pre-conference event held on April 22nd and 23rd with Spanish interpretation provided, we offered community members the opportunity to learn about the future of EduWiki. Over 106 participants signed up, and 46 joined the session where we presented our three-page proposal outlining the Hub structure and the services to be offered, directly incorporating community feedback into the proposal’s framework.
This rigorous process solidifies our commitment to an Education Hub that values community involvement, ownership, and collaboration.
- 10. Are you in communication with other initiatives or groups that either support similar communities or offer similar services to the ones in your proposal? Provide information about any initiatives, affiliates, and/or hubs that have the potential to duplicate or overlap with your proposal. (required)
We are not aware of any global initiative that offers the same comprehensive suite of education‑focused services as the EduWiki Hub. As the first dedicated global platform uniting Wikimedians and education‑program leaders, our Hub builds on the volunteer‑driven work of the Wikipedia & Education User Group by adding staffed coordination, targeted support, and a structured roadmap for impact.
To ensure alignment and avoid duplication, we are in ongoing coordination with the Wiki Education Foundation, the Wikimedia Foundation’s Education team, and key affiliate chapters that carry out education programs. These conversations have already helped us refine our working groups and pilot services so they complement existing education initiatives and Affiliate programs. By collaborating with these partners and learning from their tools, resources, and regional networks, the EduWiki Hub will strengthen the global Wikimedia education ecosystem rather than duplicate efforts or replicate it.
We will also hold exploratory conversations with other hubs, peer‐learning networks, and regional affiliates, such as Wikimedia Europe, the CEE Hub, Let’s Connect, and the Volunteer Supporters Network, to explore collaboration on these initiatives. This pilot will be crucial for examining the intersection between thematic global networks and regional hubs or other capacity‐building platforms. Additionally, we plan to use Capacity Exchange (CapX) to connect the global education community, featuring a dedicated profile for the EduWiki Hub.
- 11. Who is your primary audience(s)? List the communities, affiliates, and groups. (required)
- The future and existing 519 EduWiki User Group Members Wikipedia & Education User Group/Members - Meta
- The future and existing 29 Wikimedia Affiliates Wikipedia & Education User Group/Members - Meta
- The 268 Supporters of our programs and initiatives Wikipedia & Education User Group/Members - Meta
- Executive Directors and education program leaders across various Wikimedia affiliates.
- Educators and OER enthusiasts in mission-aligned organizations.
- Policymakers and education researchers globally.
- Wikimedians interested in promoting pedagogy through Wikimedia projects.
- 12. If your proposal relates to piloting a hub, share the governance structure you plan to establish. If this governance structure is not yet in place, share how you are making decisions in the interim. (optional)
Ourgovernance structure for the EduWiki Hub pilot builds on the established framework of the Wikipedia & Education User Group, with the UG board retaining ownership while collaborating with a broader advisory committee. This advisory committee is composed of four working groups; Outreach and Engagement, Resource Curation and Development, Technical Infrastructure, and Capacity Building and Volunteer Support each responsible for delivering specific hub services.
These working group will invite members to participate in its activities for the pilot phase through an open community call that will be sent out after the hub final conversation in Bogota and will have an inclusive representation of EduWiki members from diverse regions (with special emphasis on Wikimedia affiliates' education program officers), operate autonomously while following clearly defined participation norms a commitment of two to three hours of activities per month (with the possibility of increasing this time depending on the working group project needs and level of involvement).
To ensure continuity and alignment with the overall mission, at least one board member will join each working group to provide strategic guidance, relay insights to the full board, and ensure decisions align with our Hub’s objectives. The combined membership of these groups will meet quarterly as an advisory committee for governance and strategic planning. Until this structure is fully in place, the User Group board will make decisions in close collaboration with the working groups, ensuring transparent, accountable, and decentralized leadership for the EduWiki Hub pilot.
- 13. Describe your team. (required)
The EduWiki User Group Board retains overall ownership of the pilot and provides strategic oversight. The board works in close collaboration with the Hub coordinators, and the wider advisory committee composed of Working Groups (WGs), each directly linked to the services proposed in this pilot. These WGs help ensure community input, decentralized leadership, and effective service delivery aligned with the EduWiki Theory of Change.
- João Alexandre Peschanski (Joalpe)
- LiAnna Davis (Liannadavis)
- Bukola James (Bukky658)
Vacant Positions:
- EduWiki Hub Coordinator (To be hired): This role will serve as the primary lead for the EduWiki Hub pilot. The coordinator will design and manage a support structure for Wikimedia education programs across the movement, with a focus on equity and subsidiarity. They will work closely with affiliate education managers and volunteers, and report to the User Group Board. The Coordinator will also support the activities and coordination of the WGs, helping ensure the successful delivery of pilot services.
- EduWiki Hub Technical Coordinator/ Soft Developer (To be hired): This position will hire senior and junior developers to focus on developing a technical roadmap in collaboration with Wiki Education Foundation and other partners. A major aspect of the role will involve expanding the capabilities of the Programs & Events Dashboard, used extensively by education leaders worldwide to support better tracking, reporting, and data-driven decision-making for Wikimedia education programs globally.
- Administrative Assistant (To be hired): This role will provide essential operational support to the EduWiki Hub pilot. The Administrative Assistant will organise and maintain shared documentation, coordinate meeting schedules, prepare and distribute follow‑up materials, and manage basic financial tracking in collaboration with fiscal sponsors. They will ensure smooth logistics for staff, working groups, and the User Group Board, reporting to the User Group Board and the EduWiki Hub Coordinator.
- Community Assistant (To be hired): This role will promote engagement across the EduWiki Hub pilot. The Community Assistant will serve as the liaison with working‑group members and Wikimedia affiliates, curate community feedback, help plan and promote webinars and office hours, and draft updates for newsletters and social channels. They will track participation metrics and support new member onboarding, reporting to the EduWiki Hub Coordinator.
- Working Group Members (To be selected):The Working group will be made up of 7 members each within the advisory committee who are expected to belong to any of the 4 working groups: Outreach and Engagement, Resource Development, Technical Infrastructure, and Capacity Building and Volunteer Support. These groups are central to delivering the pilot’s core services. Members will be selected through open calls, with a focus on the inclusion of Wikimedia affiliates’ education program officers. Working Group members are expected to serve as volunteers in the pilot implementation, although in the future, limited stipends or staff time contributions may be explored based on affiliate support. The combined WGs form the Advisory Committee, which provides ongoing guidance to both the board and staff (once hired), ensuring transparency, community alignment, and long-term sustainability.
All team members involved or to be engaged will be duly informed about the hub expectations to properly align with the goals and expectations of this proposal.
- 14. Upload a timeline of activities or provide a link to it. Timeline (operational calendar) is for your programs and activities. (required)
- The summary of the hub timeline is contained in the EduWiki Hub Strategic Plan 2025-2027 and will be expanded once the EduWiki Hub staff are appointed in consultation with the advisory committee, as their role are pivotal in leading the day-to-day implementation and aligning timelines with community-informed priorities and working group inputs.
- 15. How do you intend to keep communities updated on the progress and outcomes of the project? Share your communication plans. (required)
The EduWiki Hub will prioritize transparent, multilingual, and community-led communication throughout the pilot phase. Our communication approach will be grounded in consistency, accessibility, and inclusivity. We will use both existing and newly established channels to engage with the global EduWiki community, affiliates, and partners.
Key communication channels will include:
- EduWiki Monthly Open Calls: These calls will serve as a space to share updates, gather feedback, and co-create solutions with education stakeholders across regions.
- [1]
- EduWiki Hub or User Group Meta Page: This page will be continuously updated with timelines, key developments, resources, and summaries. It will also be marked for translation to support multilingual access.
- [2]
- [3]
- Mailing Lists: Regular updates and announcements will be shared via a dedicated mailing list to ensure wide dissemination across communities.
- eduwiki@lists.wikimedia.org
- education@lists.wikimedia.org
- wikimedia-l@lists.wikimedia.org
- Facebook group and Telegram Channels: Informal and real-time conversations, reminders, and feedback collection will be facilitated through these messaging platforms.
- [4]
- @WikimediaAnnouncements
- @WikimediaEducation
- [5]
- @EduWiki Africa Network (SSA)Chat
- Community Consultations and Affiliate Meetings: We will provide briefings and attend 3 global community events/conferences to provide Hub updates to Wikimedia affiliates, education working groups, and movement committees upon request or during key milestone moments.
- Diff Articles: To highlight outcomes, share learnings, and spotlight partner contributions, the Hub will publish regular stories on Wikimedia Diff, which will be led by the community assistant with support from the EduWiki Hub coordinator.
- EduWiki Newsletters: A monthly /quarterly EduWiki Hub newsletter through the existing EduWiki newsletter will provide curated updates, upcoming opportunities, and reflections from the community.
Looking forward, we aim to co-develop a more structured and multilingual communications and engagement strategy with the support of the Hub Coordinator, Advisory Committee (Working Groups), and community partners. This will include developing workflows for translation, interpretation, and localised information sharing, especially to reach underrepresented Wikimedia communities. Where possible, collaboration with existing WMF staff, such as Regional program and partnership officers, as well as the Movement Communications Specialists, will be explored to support dissemination and amplify community voices from all regions.
- 16. If your activities include community discussions, what is your plan for ensuring that the conversations are productive, inclusive, and safe? Provide a link to a Friendly Space Policy or UCoC that will be implemented to support these discussions. (optional)
All our discussions, online calls, community meetings and in-person events will adhere to the WMF Universal Code of Conduct and Friendly Space policy. If and when events are hosted in specific countries then the local Friendly Space Policy would also be followed (eg, WMAU Safe Space policy), if the affiliate has developed and ratified such a policy.
- 17. Are there any other details you would like to share? Consider providing rationale, research or community discussion outputs, and any other similar information that will give more context on your proposed project. You can also upload any additional documents in the section below. (optional)
Metrics
[edit]- 18. Share quantitative and/or qualitative metrics that you plan to measure in order to showcase the impact of your activities. (required)
https://docs.google.com/spreadsheets/d/1QUfvjlV1pNZkmgp-B0hZgvB1ph7gIFIUj8SALzpv_lg/edit?gid=0#gid=0
Budget
[edit]- 19. Your local currency. (required)
- BRL
- 20. What is the requested amount in your local currency? (required)
- 1059983.75 BRL
- Requested amount in USD
- 199996.93 USD [note 1]
- ↑ a b The following amount in US dollars was calculated by Wikimedia Foundation staff using the fixed currency rates. This amount is approximate and may not reflect the actual currency exchange rates on the day of submission or distribution. If the application is funded, the funding will be sent in the recipient’s local currency.
- 21. Does this proposal include compensation for staff or contractors? (required)
- Yes
- 21.1. How many paid staff members and contractors do you plan to cover through the Hub Fund? (required)
Include the number of staff and contractors during the proposal period as well as their work status (full-time/part-time, indefinite/fixed). If you have short-term contractors or staff, please include them separately and mention their terms (period of work).
- We are considering four positions, at FTE 0.75.
- 22. Provide an overview of your overall budget categories in your local currency. (required)
| Budget category | Amount in local currency |
|---|---|
| Staff and contractor costs | 651025 BRL |
| Operational costs | 199108.75 BRL |
| Programmatic costs | 209850 BRL |
- 23. Upload your detailed budget or provide a link to it. (required)
By submitting your proposal and funding request you agree with the Application Privacy Statement and Universal Code of Conduct
We/I have read and agree:
- Yes
Feedback
[edit]- Please add any feedback to the grant discussion page only. Any feedback added here will be removed.