Grants:Programs/Wikimedia Community Fund/Rapid Fund/WikiDiplomasi:Improving the Quality and Scope of Diplomacy Content on Wikipedia (ID: 22651693)/Final Report

WikiDiplomasi: Improving the Quality and Scope of Diplomacy Content on Wikipedia

Rapid Fund Final Report

Report Status: Under review

Due date: 15 June 2025

Funding program: Rapid Fund

Report type: Final

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General information

Applicant username: Kanzcech
Organization name: N/A
Amount awarded: 4998
Amount spent: 4991.54 USD, 79860414

Part 1: Project and impact

1. Describe the implemented activities and results achieved. Additionally, share which approaches were most effective in supporting you to achieve the results. (required)

The WikiDiplomasi project has been successfully organized by partnering with six universities and six local Wikimedia communities spread out in Jawa-Bali, Indonesia. We conducted the workshops and trainings from February until May 2025, as detailed below: WikiDiplomasi at Universitas Brawijaya (15 February 2025), with KlubWiki Universitas Brawijaya WikiDiplomasi at Universitas Gadjah Mada (24 February 2025), with Wikimedia Yogyakarta Community WikiDiplomasi at Universitas Diponegoro (27 February 2025) with Wikimedia Banjarnegara Community WikiDiplomasi at Universitas Indonesia (24 April 2025) with Wikimedia Jakarta Community WikiDiplomasi at Universitas Budi Luhur (25 April 2025) with Wikimedia Jakarta Community WikiDiplomasi at Universitas Udayana (27 April 2025) with Wikimedia Denpasar Community Hybrid WikiDiplomasi Meetup/Edit-a-thon (4 May 2025) with Wikimedia Bandung Community We have achieved the targets and results as outlined in the project proposal. We surpass some of our targets. The number of participants from six workshops and training and one edit-a-thon were 207 (target: 150); the number of editors were 133 (target: 120), the number of organizers were 21 (target: 22). In addition, 104 new articles were created (target: 120) and 239 existing articles were improved (target: 120). There were 788 edits made, with 383,800 bytes added. We also upload more than 80 photos and videos of our activities to Wikimedia Commons. During our project, we found that the approach to combine workshop with Wikipedia training was most effective in achieving the results. The workshop gave an overview of a specific diplomacy or International Relations topic and introduction to Wikimedia and Wikipedia. While the Wikipedia training was conducted afterwards to train the participants in using, editing, and creating new Wikipedia articles. By introducing Wikipedia through the diplomacy topic, we found great enthusiasm and participation from International Relations students in six universities. We also found a high level of participation when the training was conducted right after the workshop, rather than after lunch break, as the participants may have other commitments elsewhere or have different attention spans. We have also brought some attention to KlubWiki Universitas Brawijaya through our project and saw a surge in interests and new members. We also documented the project through KlubWiki’s social media, members’ own social media, and universities’ media. We also documented some challenges while conducting this project, namely: 1) managing the participants to stay until the end; 2) some oversights while collaborating with some universities; and 3) difficulties in financial book-keeping due to delays and no records. These challenges highlight the importance of coordination between all relevant stakeholders and sound financial management. Overall, we found this project to be successful in reaching the targeted results and audience. More than just Wikipedia training and edit-a-thons, we also foster close-knit relationships with the partner universities, local Wikimedia communities, and participants across Indonesia. We hope to continue the WikiDiplomasi project and engage with wider Wikimedia communities by applying for the next rapid fund cycle.

2. Documentation of your impact. Please use space below to share links that help tell your story, impact, and evaluation. (required)

Share links to:

Project page on Meta-Wiki or any other Wikimedia project
Dashboards and tools that you used to track contributions
Some photos or videos from your event. Remember to share access.

You can also share links to:

Important social media posts
Surveys and their results
Infographics and sound files
Examples of content edited on Wikimedia projects

Additionally, share the materials and resources that you used in the implementation of your project. (required)

For example:

Training materials and guides
Presentations and slides
Work processes and plans
Any other materials your team has created or adapted and can be shared with others

For the WikiDiplomasi project, we created two types of presentation slides, one for workshops or seminars and one for training. Here are the links to both documents: https://docs.google.com/presentation/d/1CPKvfyVPA8nXeh1dwlQfJfnERf9MyVF8/edit?usp=sharing&ouid=100876491054884534267&rtpof=true&sd=true (Workshop) https://docs.google.com/presentation/d/17vI4E9KHerickJngoZ1s0zmLdInEl39G/edit?usp=sharing&ouid=100876491054884534267&rtpof=true&sd=true (Wikipedia Training)

3. To what extent do you agree with the following statements regarding the work carried out with this Rapid Fund? You can choose “not applicable” if your work does not relate to these goals. Required. Select one option per question. (required)

Our efforts during the Fund period have helped to...
A. Bring in participants from underrepresented groups	Strongly agree
B. Create a more inclusive and connected culture in our community	Strongly agree
C. Develop content about underrepresented topics/groups	Strongly agree
D. Develop content from underrepresented perspectives	Strongly agree
E. Encourage the retention of editors	Strongly agree
F. Encourage the retention of organizers	Strongly agree
G. Increased participants' feelings of belonging and connection to the movement	Strongly agree
F. Other (optional)

Part 2: Learning

4. In your application, you outlined some learning questions. What did you learn from these learning questions when you implemented your project? How do you hope to use this learnings in the future? You can recall these learning questions below. (required)

You can recall these learning questions below: 1. How many people would be interested in contributing to diplomacy-related topics on Indonesian Wikipedia? 2. What are the opportunities and challenges in carrying out Indonesian Wikipedia training and edit-a-thon? 3. What are the obstacles to contributing to Wikipedia (especially in Indonesian)? 4. What factors make volunteers continue to contribute to Wikipedia (especially Indonesian)?

1. People who are interested We found that there are a lot of people interested in contributing to diplomacy-related topics. We found the participants were not confined from the six universities, but wider academic communities, including high school students and university alumni. We also received emails from a Wikimedia Indonesia editor who wanted to organize WikiDiplomasi at their university. This presents an opportunity to conduct WikiDiplomasi at a different scale, maybe on a nationwide scale through a competition, and at different universities across Indonesia. 2. Opportunities and challenges in carrying out the activities. Opportunities:

We found it easier to conduct WikiDiplomasi at a university that already has a Memorandum of Understanding (MoU) or past collaboration with Universitas Brawijaya, as the connections helped us to smooth the initial communication and event management. Going forward, we would like to offer cost-sharing schemes with the targeted universities to increase active engagement, resource contributions, and alignment with our goals.
We recognize that it is not always necessary to target top universities. In fact, some universities, like Universitas Budi Luhur and Universitas Udayana, have significant potential because the participants are very active and enthusiastic. Moving forward, we also aim to expand collaborations with non-wiki communities, such as Foreign Policy Community of Indonesia (FPCI) or other university-based communities, to enrich program diversity and audience reach.

Community meetup/edit-a-thons activities, such as those conducted with the Wikimedia Bandung Community, have proven to have a positive impact on statistics and engagement, so this format could be reconsidered for future projects.

As our participants reached more than 200 people across six universities and one community, we found it is important to engage with local Wikimedia communities to convert the participants into active community members in their own regions. We found a surge of interest in our own KlubWiki Universitas Brawijaya after the WikiDiplomasi event and some communities (Wikimedia Jakarta) also reported their members have increased.

Challenges:

During the implementation of the activity, there were certainly a number of challenges that we faced and which became important evaluations for the future. One of them was maintaining the consistency of participants, both in terms of attendance and their commitment to attend the events and editing articles. In the future, we plan to collaborate and coordinate more closely with the university, so that they also have ownership and responsibility for ensuring the involvement of participants from the beginning to the end. We will also ensure that before participants leave the event, their articles have been published.
From a technical standpoint, it is also crucial to have a briefing before the event. This applies not only to the project committee but also to the campus committee and local volunteers. Small details such as the event schedule, job descriptions, and the readiness of facilities like chairs or trash bins need to be communicated from the start to avoid any mistakes, oversights, and miscommunication. Going forward, we aim to involve all parties in a technical meeting before the main event to align perceptions and prevent miscommunication.
We also note the importance of financial book-keeping. From the start of the project, transactions need to be recorded and photographed in real time to avoid backlogs. In addition, sometimes the vendor did not provide receipts as they are only street vendors. This is a challenge for us to be more diligent and systematic in financial reporting moving forward.
Another technical aspect that needs improvement is activity documentation. We see the need for improvement in camera usage and social media content quality. Moving forward, we will ensure that story posts, recaps, and other documentation can be published more quickly and consistently. We also recognize the need to engage with local media to amplify our reach, so we will allocate our budget for media partner/coverage with local media.
The selection of date and time sometimes affects the duration of the activities, for example Fridays tend to be less effective as there is a Friday prayer break, even though from an academic perspective Fridays tend to be less busy. If the break was too long, the participants tend to quickly lose interest and may not return to the venue. Moving forward, we will create a more effective program schedule and avoid delays.

3. Obstacles to contribute to Indonesian Wikipedia The biggest challenge in Indonesia is that the majority of people do not know they can contribute to Wikipedia and how to edit. Additionally, academics often have negative stereotypes towards Wikipedia because of their open nature and the fact that anyone can edit them, which results in a lack of awareness from Indonesian academics. Moreover, the majority of diplomacy and International Relations sources were in English, so some participants needed to translate the sources to Indonesian and understand them before using them for editing Wikipedia. 4. Volunteer retention First, there should be regular follow-up by doing events, competitions, edit-a-thons, or workshops after a project. Second, volunteers should join a community that can serve as a platform to ensure sustainability. Based on our experience, communities are very effective in maintaining the continuity of volunteers contributing to Wikipedia. Therefore, it is important to continuously develop Wikimedia communities throughout Indonesia.

5. Did anything unexpected or surprising happen when implementing your activities? This can include both positive and negative situations. What did you learn from those experiences? (required)

Something unexpected was that we found differences in the quality of articles produced at each university. In fact, the best quality articles come from the universities that we had not expected to be the best. There was a significant interest, with some universities showing enthusiasm to initiate university-based wiki communities.

6. What is your plan to share your project learnings and results with other community members? If you have already done it, describe how. (required)

All members of this project always share the excitement and lessons learned on their personal Instagram stories after each Wikidiplomasi event. Additionally, we consistently create "live reports" and "after reports" documenting the activities and fun moments during the events, which we post on the KlubWiki UB Instagram account. We have also produced news articles that are published on our university’s channels and media. These efforts, to some extent, help share the excitement and knowledge we gain throughout the project. In addition, we plan to disseminate project learnings and results through several channels within Wikimedia community, including, but not limited to Wikimedia conferences in Indonesia and abroad and publishing on Diff. Furthermore, we also plan to use WikiDiplomasi as a case study of close collaboration between Wikimedia community and higher education institutions and publish it in journal articles and academic conferences.

Part 3: Metrics

7. Wikimedia Metrics results. (required)

In your application, you set some Wikimedia targets in numbers (Wikimedia metrics). In this section, you will describe the achieved results and provide links to the tools used.

	Target	Results	Comments and tools used
Number of participants	150	207	Outreach Dashboard and Google Form
Number of editors	120	133	Outreach Dashboard and Google Form
Number of organizers	22	21

Wikimedia project	Target	Result - Number of created pages	Result - Number of improved pages
Wikipedia	240	104	239
Wikimedia Commons		100	20
Wikidata
Wiktionary
Wikisource
Wikimedia Incubator
Translatewiki
MediaWiki
Wikiquote
Wikivoyage
Wikibooks
Wikiversity
Wikinews
Wikispecies
Wikifunctions or Abstract Wikipedia

8. Other Metrics results.

In your proposal, you could also set Other Metrics targets. Please describe the achieved results and provide links to the tools used if you set Other Metrics in your application.

Other Metrics name	Metrics Description	Target	Result	Tools and comments

9. Did you have any difficulties collecting data to measure your results? (required)

Yes

9.1. Please state what difficulties you had. How do you hope to overcome these challenges in the future? Do you have any recommendations for the Foundation to support you in addressing these challenges? (required)

Most participants had never participated in an edit-a-thon and did not even have a wiki account. This was certainly a challenge for us because we had to provide training from the very beginning. In addition, differences in devices and interfaces also presented their own challenges, as they have quite different displays and mechanisms from one another, for example iPad has a different interface than with Windows OS. So, the participants who used the iPad will find some difficulties navigating the Wikipedia interface. We tried to overcome the challenges by providing 4-6 trainers in each event, so each trainer will handle 4-5 participants and give training up-close. Fortunately, since our target audience was university students and lecturers, they were quick learners, so we only needed to train them in a short time. Furthermore, the majority of participants already have basic writing skills, so in terms of quality, their work was quite good. As stated above, in one event the Outreach Dashboard was down for a few days, so we manually collected the data to measure the metrics using Google Form. In the future, we hope Wikimedia Foundation pays more attention to ensure the tailored dashboards, such as Programs and Event Dashboard, could run smoothly. We also hope there is a specialized offline training (not only training modules) to utilize the dashboard, maybe in collaboration with communities and affiliates.

Part 4: Financial reporting

10. Please state the total amount spent in your local currency. (required)

79860414

11. Please state the total amount spent in US dollars. (required)

4991.54

12. Report the funds spent in the currency of your fund. (required)

Provide the link to the financial report https://docs.google.com/spreadsheets/d/1NbqbWwL7-hPLKxM6gTEDMkeqYtwy_c3tLXwQRCYb3B4/edit?gid=0#gid=0

12.2. If you have not already done so in your financial spending report, please provide information on changes in the budget in relation to your original proposal. (optional)

- Previously, we did not take into account the costs related to brand identity, which includes a logo, brand guidelines, animations, presentation templates, and other related materials. However, during the process of refining our concept, we decided to hire an independent graphic designer to create our brand identity. The graphic designer fee is quite a lot by our standard, so we have to revise the budget.

There has also been an addition in both the quantity and variety of merchandise, including stickers, bookmarks, notebooks, and other items. Initially, we planned to present plaques to the speakers at each campus. However, we decided to change this to a goodie bag containing hampers of wooden-engraved mugs made by a local vendor and a certificate of appreciation.
There was also a change in our university partner—from Universitas Padjadjaran in Bandung to Universitas Budi Luhur in Jakarta. This change occurred due to scheduling difficulties experienced by both parties in determining a suitable date for the event.
We also changed our initial plans to invite the Ministry of Foreign Affairs (Kemenlu) as speakers to our events due to scheduling conflicts.
There was an adjustment and revision in the salaries of the core team members, with compensation tailored to the level of responsibility and role carried out throughout the project—from the initiation phase to the evaluation stage.
There were several expenses for meals and transportation incurred on days outside of the main event at each campus.
Some universities (Universitas Diponegoro, Universitas Budi Luhur, and Universitas Udayana) agreed to have a collaborative cost-sharing scheme with us, so we do not have to pay for the speaker’s fees. In most universities, we also do not have to rent a space since the space was rented and taken care of by the local organizers. However, at Universitas Indonesia, there were additional fees paid to the faculty, which included charges for venue rental and cleaning services.

13. Do you have any unspent funds from the Fund?

Yes

13.1. Please list the amount and currency you did not use and explain why.

USD 6.46 or IDR 103,360. The unspent fund was originally from emergency/unexpected fee.

13.2. 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

13.3. Please provide details of hope to spend these funds.

We plan to use the fund as an addition to the next WikiDiplomasi which we will apply for the next rapid fund cycle.

14.1. Are you in compliance with the terms outlined in the fund agreement?

Yes

14.2. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?

Yes

14.3. 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

15. If you have additional recommendations or reflections that don’t fit into the above sections, please write them here. (optional)

Review notes

Review notes from Program Officer:

N/A

Applicant's response to the review feedback.

N/A