Grants:Programs/Wikimedia Community Fund/General Support Fund/Wikimedia Belgium Yearly grant 2024/Final Report
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Part 1: Understanding your work
[edit]Per the recent update on the Wikimedia Foundation Affiliates Strategy process, Wikimedia Affiliates that are General Support Fund grantees will fulfill their affiliate reporting requirements through their final or yearly grantee report.
If you are a Wikimedia Affiliate, you will use this form for your affiliate reporting and to address the affiliate health criteria. You do not need to submit a separate report to AffCom. Follow the guidance in the green boxes to report on how you met the corresponding affiliate health criteria.
If you are not a Wikimedia Affiliate, aligning your responses with the affiliate criteria is optional and not required.
1. Please share to what extent your programs, approaches, and strategies contributed to addressing the challenges you shared in your proposal. If they did not contribute as you believed they would, please share what obstacles you faced and what, if anything, you learned from them? (required)
For affiliates, use this space (Question 1.) to address Affiliate Health Criterion 1.1 (Goal delivery). Describe how you actively delivered on mission goals, e.g. content creation.
Programs and strategies worked as planned. We had some very large projects (Jenevermuseum with 10 edit-a-thons, Vrouwen van papier with 6 sessions, 4 Photo campaigns: Wiki Loves Heritage -- international, national, regional, Public domain day). Other educational projects were very successful (History for journalists, Medieval history, Construction engineering, Women in Science, Teacher training to apply Wikipedia in the classroom, Women in Red projects).
We collaborate and are partner of multiple (regional, and local) cultural institutions and projects (Koninklijke Bibliotheek Brussel, Visual Name Authority, Local currencies).
We acquired two additional women board members, we appointed a freelancer Communications- and Project manager.
We participated in international conferences (Berlin Summit, Wikimania, Wikimedia Europe, Hackathon Tallin, Nederland Wikimedia Conference).
We promoted the use of the new Meta Events tool. We continue developing Pywikibot scripts to automatically update Wikidata, Wikimedia Commons, and Wikipedia (all languages). We develop Wikidata queries to support our projects.
We continue to collaborate with other affiliates (WMFR, WMNL). We will collaborate with WMNL on communication and project management with the freelancer. We are contributing to and learning from GLAM EU.
We are building up an integrated project management environment. We pay attention to our public relations, press and media.
We intervened in cases of the application of Freedom of panorama.
We assisted in the implementation of the WMF fundraising. We duplicated our local fundraising with the Friends of Wikimedia Belgium Fund, supporting tax certificates; this way we can financially support socio-cultural projects that are using Wikimedia platforms. We are supporting local volunteers (Train tickets, admission fees, Museum pass).
2. Is there a plan to build on the key successes you had? If yes, please describe the plan and if no, please share the limitations to do so. For instance, did the activities lead to any new priorities, ideas for activities, or goals for the future? (required)
We continue the above activities and processes. We are negotiating with other museums and heritage institutions to use Wikimedia platforms to implement their archiving and collection building activities (Histories, Legermuseum, Music sheets, West-Vlaanderen, Modemuseum Hasselt, multiple local heritage organisations).
We make a balance between the demands we get and the (human, and budget) potential we have to respond to requests from partners or institutions. We try to work as efficiently as possible, making use of the different platforms, both Wikimedia, Google Suite, and our different websites.
New pending projects about Women scientists:
3. Please provide a link to reports that detail the activities that took place in the last year. This can include an annual report, Meta pages, and websites. If there are no links available, briefly describe the implemented activities and programs below or upload any files. (required)
For affiliates, use this space (Question 3.) to address Affiliate Health Criteria 2.1 (Affiliate health & resilience), 4.1 (Internal engagement), 4.2 (Community connection), and 4.3 (Partnerships and collaboration):
- Describe your activities engaging new users, new members for your decision-making body(ies), and developing leaders and organizers (2.1).
- Describe your activities creating or hosting spaces to encourage greater collaboration and engagement among your members (4.1).
- Describe how you engage with the contributing community that you serve and/or support (4.2).
- Describe your partnerships with other affiliates or with non-Wikimedia entities (4.3).
Press and media:
- [4]
- Leo wint fotowedstrijd Wikimedia (Nieuwsblad) (Wiki Loves Heritage)
- Roosdaalnaar Leo Van Vreckem wint fotowedstrijd Wiki Loves Heritage 2024
- 4 september 2024 - Interview Nieuwsblad (Objectivity and neutrality rules on Wikipedia, moderation)
- 6 september 2024 - Radio - Interview RTBF Georges-Louis Bouchez (about self-editing by a polititian; one of our previous board members was interviewed for the national radio).
4. Are you interested in sharing what you achieved or learned this year with the wider community through different peer learning programs (e.g. Let's Connect program, Diff)? (optional)
Yes, in the past I already gave a presentation about our Project management methodology. We started to publish our newsletter on Diff, so that the worldwide community can find our activities.
We published a book on the subject of “Vrije kennis ontsluiten met Wikidata, Wikipedia en Wikimedia Commons (2nd edition)” (budget “Learning or training expenses”). It describes how Wikidata, Wikipedia, and Wikimedia Commons can be used at edit-a-thons, and for personal use. It will be distributed to participant of edit-a-thons, and when having a meeting with potential partners. We will deposit 2 books at the depot of the National Library of Brussels. This is a place where all books published in Belgium are centrally stored. Depotnummer D/2025/13.702/1. We have a national publishers number: 13.702.
with a new title based on:
- [8] “Erfgoed ontsluiten via Wikimedia (1st edition)”
5. Did you collect feedback from your community or target groups on how the activities implemented impacted them? If yes, please attach/provide information on the results (e.g. community surveys, stories, impact booklets/reports, interviews with partner institutions, etc). Did you collect other impact-specific data? (required)
For affiliates, the response to Question 5. also partially addresses Affiliate Health Criteria 4.1 (Internal Engagement), 4.2 (Community Connection), or 4.3 (Partnerships & collaboration), where applicable.
We plan, execute, and review activities with our partners. This helps us to improve future projects. We systematically use the Campaign dashboard to gather user statistics. You find the results at different project web pages at wmbe, wp.nl, wp.fr, wp.en, Wikidata, Wikimedia Commons.
6. During the fund period, did your efforts do any of the following? (required):
For affiliates, the response to Question 6. also partially addresses Affiliate Health Criterion 2.2 (Diversity balance).
- 6.1 Bring in participants from the following groups: women
- 6.2 Develop content about the following underrepresented topics or groups of people: women
- 6.3 Support the retention of: Editors, Organizers, Partnerships, Wikimedians in Residence positions
7. What, if any, effective tactics or approaches can you share that worked well when dealing with the programs under points 6.1-6.3 that you selected? (optional)
Women scientists:
Women in computing:
Archiving heritage. We give assistance to communes, local Heritage organizations on how they can use Wikipedia, Wikidata, and Wikimedia Commons to document their heritage. We inform them how to use a proper free license, and to properly curate copyright. We assist archives to publish their collections on Wikidata, Wikimedia Commons, and Wikipedia.
Other activities:
- [13]
- [14]
- https://fr.wikipedia.org/wiki/Projet:Femmes_et_sciences_-_Réjouisciences
- [15]
- https://nl.wikipedia.org/wiki/Wikipedia:GLAM/Industriemuseum_Gent/Wiki_Café
Develop partnerships with heritage and scientific institutions:
General public:
8. If you developed partnerships, which of the following factors most helped you to build partnerships? Please pick a MAXIMUM of the three most relevant factors (optional):
Board members’ outreach, Staff hired through the fund, Partners proactive interest
Part 2: Metrics
[edit]| Metrics name | Target | Result | Comments and tools used |
|---|---|---|---|
| Number of all participants | 400 | Campaign dashboard => statistics:
https://docs.google.com/spreadsheets/d/1x5_3TCcXxqGsNdNcw9GiedjLfRLQCUw3D3OTBgUFCog https://outreachdashboard.wmflabs.org/explore?search=Belgium Meta Events tool: https://meta.wikimedia.org/wiki/Special:AllEvents?wpSearch=Belgium&wpStartDate= https://meta.wikimedia.org/wiki/Special:AllEvents?wpSearch=Planetary&wpStartDate= https://meta.wikimedia.org/wiki/Special:AllEvents?wpSearch=Denderland&wpStartDate= | |
| Number of all editors | 250 | ||
| Number of new editors | 150 | ||
| Number of retained editors | 50 | ||
| Number of all organizers | 5 | ||
| Number of new organizers | 3 |
| Wikimedia project | Target - Number of created pages | Target - Number of improved pages | Result - Number of created pages | Result - Number of improved pages |
|---|---|---|---|---|
| Wikipedia | 1000 | 10000 | ||
| Wikimedia Commons | ||||
| Wikidata | ||||
| Wiktionary | ||||
| Wikisource | ||||
| Wikimedia Incubator | ||||
| Translatewiki | ||||
| MediaWiki | ||||
| Wikiquote | ||||
| Wikivoyage | ||||
| Wikibooks | ||||
| Wikiversity | ||||
| Wikinews | ||||
| Wikispecies | ||||
| Wikifunctions or Abstract Wikipedia |
11. Did you set other quantitative and qualitative targets for your project (other metrics)? (required): No
11.1. Other Metrics.
In your application, you outlined some other open metrics that you would like to measure. Please fill out the achieved results for each of the open metrics you defined.
| Other Metrics name | Metrics Description | Target | Result | Tools and comments |
|---|---|---|---|---|
Part 3: Skill Development / Capacity Building
[edit]12. Reflecting on your programmatic (external) and organizational (internal) work, did your grant support you to undergo any skill development that made a difference to your success? If yes, what skill was developed, and how did it lead to success? (e.g. received coaching on public speaking, attended training on nonviolent communication, hosted professional development conversations on leadership, learned and used a new tool for project management, etc.)? Can you share any materials? (required)
For affiliates, use this space (Question 12.) to address Affiliate Health Criteria 2.2 (Diversity balance) and 3.1 (Diverse, Skilled, and Accountable Leadership):
- Describe actions taken to prioritize gender balance in affiliate leadership, as well as any areas of diversity relevant to your affiliate's context (2.2).
- Describe the management, financial, or other leadership skills of your affiliate leaders. If you have a succession plan, please include it here (3.1).
- Describe any training or skill development (as outlined in the question above) (3.1).
- Incorporate into the annual report a disclosure of conflict of interests (if any) from the leadership (3.1).
We appointed two new female board members; this allowed us to implement more activities. One of the ladies is younger, and adds with her academic background, experience, and skills.
With the complete board we had a two days off site training, evaluation and planning meeting. It is good and crucial that the board learns each other (capacities, skills, background, ideas, wishes).
We were able to attract a Freelancer, thanks to the budget we received from the WMF NWE Grant committee.
We allowed two board members to attend international conferences. This augmented their skills.
We supported volunteers in executing their projects. We facilitated the meetup volunteer meetup. This allows us to prepare collaboration and understanding amongst volunteers.
We supported other socio-cultural organizations and programs:
13. What is one capacity/skill area that you would like to focus on for the next year? And how do you plan to achieve this capacity? (required)
- Human resources: we have a freelancer as of December 2024.
- We are on good track to allow the full potential of the freelancer to execute Communication and Project management.
- We plan to have a full time employee as of 2026.
In June 2024 the General Assembly appointed two new women board members, of which one has experience with people management. Thanks to her we were able to attract 30 interested freelancers via LinkedIn. We evaluated those resumes and made a ranking. We both interviewed 5 selected profiles, of which we produced a final list, and selected one profile to get the job.
Griet will have the responsibility to coach the freelancer.
Geert will select and prioritise specific tasks to assign, give technical instructions, and evaluate, prioritise and select proposals that come from the freelancer. Geert will also approve the timesheets.
Dominique will pay the monthly invoices.
14. If you have additional information or reflections that don’t fit into the above sections, please write them here. Use the space below to upload any additional documents that would be useful to understand your report.
For affiliates, also use this section (Question 14) to fulfill the Affiliate Health Criteria requirements.
- Describe and link to any public-facing documentation for affiliate governance, including affiliate leadership and membership with a breakdown of the demographics; how elections are conducted; how conflicts of interest are declared; and how decisions are made and communicated (2.2, 2.3, 3.1).
- Describe and link to any public-facing documentation for activities incorporating, promoting awareness about, or enforcing the Universal Code of Conduct in your affiliate's activities (3.3).
- Describe and link to any public-facing documentation for internal membership engagement, such as notes from your regular meetings and how you communicate to or involve your membership (4.1).
We have a fantastic little team that successfully executes so many projects and activities as documented in our activity report and activity list.
Part 4: Financial reporting
[edit]For affiliates, also use this section (Part 4: Financial reporting) to address Affiliate Health Criterion 3.2 (Financial & Legal Compliance).
| Description | Planned / received budget for this category (EUR) | Amount spent (EUR) |
|---|---|---|
| Personnel costs | 2000 | 2450 |
| Operational costs | 5250 | 8280 |
| Programmatic costs | 5250 | 5767 |
| Total General Support Fund | 20000 | 21097.24 |
| Other revenue | 1169 | 0 |
| Remaining funds from General Support Fund | 13902 |
15. Please state the total amount spent from this fund in your local currency. (required)
21097.24 EUR
16. Please provide an overview of the amount spent from this fund in the following budget categories in your local currency. (required)
- Operational costs: 8280 EUR
- Programmatic costs: 2450 EUR
- Staff and contractor costs: 5767 EUR
17. Did you have any other revenue sources (e.g. other funding, membership contributions, donations)? (required): Yes
- 17.1. Provide the total amount received from other revenue sources in your local currency. (required): 1169 EUR
- 17.2. Provide the total amount spent from other revenue sources in your local currency. (required): 0 EUR
18. Provide a financial report document which will provide the details of funds received and spent in the currency of your fund. (required)
- Upload Documents, Templates, and Files.
- Report funds received and spent, if template not used.
- (details)
https://docs.google.com/spreadsheets/d/1OZ31NryLoixUpC-teKVdplyZEafMUd5X
(summary) https://meta.wikimedia.org/wiki/Wikimedia_chapters/Reports/Wikimedia_Belgium/Financial/2024
18.2. If you have not already done so in your financial spending report, provide information on changes in the budget in relation to your original proposal. (optional)
The budget did not change.
Provision for late 2024 invoices paid in January/begin February: 5,230.83 €
19. Do you have any unspent funds from this funding?: Yes
- 19.1. Please list the amount of unspent funds in your local currency. (required)
- 13902
- 19.2. Explain why you did not use the amount. (required)
- We could only hire the freelancer in December 2024. Therefore we only spent 2,450.70 € instead of 17,000 budgetted.
We had a small overspending in Programmatic expenses of 517 € -- see the details in the financial report (Google Sheet).
- 19.3. What are you planning to do with the underspent funds?
- B. Propose to use them to partially or fully fund a new/future request with PO approval
- 19.4. Please provide details of hope to spend these funds.
- We already got approval from the PO on November 29th to roll forward 10,000 € to the Grant 2025 budget, to fund the freelancer during 2025.
We will pay back 3,902.76 € the second week of February 2025.
20. Final confirmations (required)
- 20.1. Are you in compliance with the terms outlined in the fund agreement? You must be in compliance with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement. In summary, this is to confirm that the funds were used in alignment with the Wikimedia Foundation mission and for charitable/nonprofit/educational purposes.
- Yes
- 20.2. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?
- Yes
- 20.3. Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement? In summary, this is to confirm that the funds were used in alignment with the WMF mission and for charitable/nonprofit/educational purposes.
- Yes
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