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Grants:Programs/Wikimedia Community Fund/Wikimedia Portugal Annual Plan 2022/Midpoint Report

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Midterm Learning Report

Report Status: Accepted

Due date: 2022-07-15T00:00:00Z

Funding program: Wikimedia Community Fund

Report type: Midterm

Application Final Learning Report

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General information


This form is for organizations receiving Wikimedia Community Funds (General Support) or Wikimedia Alliances Funds to report on their mid-term learning and results. See the Wikimedia Community Fund application if you want to review the initial proposal.

  • Name of Organization: Associação Wikimedia Portugal
  • Title of Proposal: Wikimedia Portugal Annual Plan 2022
  • Amount awarded: 96576.38 USD, 87389.72 EUR
  • Amount spent: 9741.45 EUR

Part 1 Understanding your work


1. Briefly describe how your strategies and activities proposed were implemented and if any changes to what was proposed are worth highlighting?

In the first half of the year, we focused on activities online, namely the webinars organised with Arquivo.pt and the debate on Internet Day, which allowed us to break down geographical and cultural barriers. The objective of these activities was to promote the Wikimedia platforms and to increase knowledge and skills of editors and newcomers.

We organised two Wiki Loves Earth photo exhibits in partnership with CIIMAR, the first in Cascais and the second in the Porto Botanical Garden (open until September). In the first we reached almost 10000 people on the weekends. During July we are organising the Wiki Loves Earth contest and aim to reach more contributors by promoting the contest among the Portuguese Centre of Photography, photographers associations, universities, city councils and others. Through the Wikimedian in Residence (WiR) program we reached a large number of researchers and teachers at the Faculty of Social Sciences in Lisbon (FCSH). Rute, the WiR has been working in several research programs at the e-Viterbo project, training the staff so they can contribute to the wikimedia projects. She has been also organising workshops and webinars with the staff of faculty, librarians, students and outsiders. In this case the main goal is to captivate new contributors to the wikimedia projects. The Wikimedian in residence program refocused on FCSH only as our contacts at the National Library were under a lot of pressure from other tasks, and so were not able to dedicate the needed time to welcome the WiR and develop the program. This also allowed us to pursue an opportunity, due to researchers at FCSH doing fieldwork in Cape Verde, which the WiR seized thanks to the Movement Strategy Grants. The WiR made a trip to Cape Verde to assess the size and training needs of a potential community of editors, having made several contacts and workshops about the wikimedia projects at the University of Cabo Verde. Analysis of the results of this project is still ongoing.

2. Were there any strategies or approaches that you feel are being effective in achieving your goals?

The WiR program has been very effective as for the first time we have had a full time staff dedicated to training and outreach. This has meant that new opportunities arised (such as the trip to Cape Verde mentioned above) that would not be possible with only volunteers. Partners usually expect activities to happen during working hours, where volunteers are occupied with their own jobs.

Our partnership with CIIMAR also highlighted the potential of collaborations for outreach and communication. Their communication department has a lot of experience with science communication and the organization of exhibitions, and that has been instrumental to divulge Wiki Loves Earth to a broader audience, through the two exhibitions so far (and a smaller one planned for October at the Matosinhos harbor) and coordination of press releases and social media communication.

3. What challenges or obstacles have you encountered so far?

As mentioned above, the National Library team felt a bit overwhelmed with their daily tasks, so early on we decided to refocus the WiR program on FCSH. As this was done even before the hiring of the WiR, we were able to effectively elaborate the work plan for her with minimal disturbance. The WiR has also described some challenges regarding the implementation of Wikibase on the FCSH computer servers mostly due to slowness of technical support there (please see her report attached for more details).

The hiring of two staff members and the implementation of this larger grant also poses some challenges in terms of accountability and record keeping. In order to assist us with the legal formalities of hiring staff and diligence with public entities regarding legal obligations, we have retained the services of an accounting firm, which have helped keep our accounting in order and send reminders for when payments are due.

4. Please describe how different communities are participating and being informed about your work.

In general, the different communities have been informed through our social networks and mailing list. In the specific case of Wiki Loves Earth , the contest has been announced through the contest website, social networks (twitter, facebook, instagram), the media (an interview was recently carried out on a Portuguese radio, MundialFM ), email marketing with the sending of the press release to city councils across the country, local associations, photographers associations, universities, among others.

In this way, we intend to promote the participation of members of populations outside large urban centers, Lisbon and Oporto, in line with our aim of diversifying the community in terms of geography, by focusing on content that may matter more to local communities. Due to the pandemic, the workshops and talks have been taking place mostly online, through platforms such as jitsi and meet. In these cases, we also relied on the advertising carried out by our partners, among them: CIIMAR, Arquivo.pt and FCSH (where the WiR is working).

We also sent invitations to people and entities that have shown interest in learning to edit or partnering with us, such as Entrolhares association, the team of curators of Casa da Cerca and a group of new editors from Guinea Bissau. The activities developed by Wikimedian in residence in Cape Verde were in person and were promoted among the students and teachers of Cabo Verde University and through platforms such as Bantumen, an online magazine focusing on "black culture in the lusophone space".

5. Please share reflections on how your efforts are helping to engage participants and/or build content, particularly for underrepresented groups.

One of the things that the WiR found and that surprised most of us is the number of academics at FCSH that had never used Wikipedia or any other Wikimedia projects before. It was our preconception before that Academics were well represented in Wikimedia communities or at least to be well aware of at least Wikipedia, but there still seems to be some groundbreaking to do in academia, particularly in the social sciences and humanities.

Our communication strategy, that includes contacting municipalities and local press for disseminating some of our activities, such as the “Wiki Loves” campaigns seem to be working well, with mentions in local newspapers and websites, key to delivering the message that their contributions are valued and well received.

6. In your application, you outlined your learning priorities. What have you learned so far about these areas during this period?

Our learning priority was how to handle the hiring and guidance of our first staff with a fully volunteer board. Of whether the increased capacity of the chapter would outweigh the increased administrative burden this would entail. Although it still remains challenging, we believe that the benefits have greatly outweighed the added bureaucracy. The administrative assistance of the accounting firm have been also essential to handle the additional financial responsibilities, and help to relieve the board from having to handle many bureaucratic tasks.

7. What are the next steps and opportunities you’ll be focusing on for the second half of your work?

We have just hired a second staff member that will be focusing on the backend of the organization, diversifying our income sources and laying the groundwork to apply for Entity of Public Interest (Entidade de Utilidade Pública), which will include a revision of our bylaws by a lawyer. We will also organize the 2022 edition of Wiki Loves Monuments, organize a national meeting (where there will be Board elections), and apply for continued support from the Wikimedia Foundation’s Community Fund.

Part 2: Metrics


8a. Open and additional metrics data.

Open Metrics
Open Metrics Description Target Results Comments Methodology
N/A N/A N/A 220 Youtube views. Includes Internet Day event and Arquivo.pt webinars.
Additional Metrics
Additional Metrics Description Target Results Comments Methodology
Number of editors that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of organizers that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of strategic partnerships that contribute to longer term growth, diversity and sustainability N/A N/A N/A N/A N/A
Feedback from participants on effective strategies for attracting and retaining contributors N/A N/A N/A N/A N/A
Diversity of participants brought in by grantees N/A N/A N/A N/A N/A
Number of people reached through social media publications N/A N/A N/A N/A N/A
Number of activities developed N/A N/A N/A N/A N/A
Number of volunteer hours N/A N/A N/A N/A N/A

8b. Additional core metrics data.

Core Metrics Summary
Core metrics Description Target Results Comments Methodology
Number of participants Includes participants in Wiki Loves campaigns (usually mostly new participants but with a large % of returning participants).

It also includes staff and other trainees at the GLAM institutions. (around 10 participants)

250 14300 Total Number of participants in online and offline training sessions. This included Arquivo.pt webinars, Internet Day event, and WiR training sessions. It also includes estimated visitors to the Wiki Loves Earth exhibits in Cascais (14000) . It was not possible to estimate visitors to the exhibition in Porto, as the Botanical Garden is open and they do not control entrances. But it should be in the order of the number of visits to the Cascais exhibit. Online and offline training sessions had participant registration form and in some cases it was possible to count the number of participants on site. Visitors to the exhibition are estimated by the municipality of Cascais.
Number of editors New and returning contributors from Wiki Loves campaigns: 200

Trainees at editing workshops and edit-a-thons: 40

240 92 Number of editors. Sum of editors that engaged in all activities. It is possible that the same editor is counted twice if they participate in more than one activity.
Number of organizers 10 32 Number of organizers. Sum of organizers for all activities. This overestimates the number of organizers as most organizers were engaged in more than one activity. This includes members of Wikimedia Portugal as well as organizers from partner institutions.
Number of new content contributions per Wikimedia project
Wikimedia Project Description Target Results Comments Methodology
Wikimedia Commons Number of photos contributed in Wiki Loves Campaigns: 20,000

Number of media from BNP and FCUL: 5,000

25000 358 Contributions to Wikipedia. This includes edits from international days edit-a-thon. N/A
Wikidata Authority file imported from BNP 5000 663 Uplaods to Wikimedia Commons during the first 15 days of Wiki Loves Earth. N/A

9. Are you having any difficulties collecting data to measure your results?

Other activities may have directly or indirectly resulted in contributions to Wikipedia, Wikidata or Wikimedia Commons, but have not been measured. For example, the Arquivo.pt webinars were designed to incentivise editors to add arquivo.pt or other web archive URLs to references on Wikipedia, but edits were not made during the webinars.

10. Are you collaborating and sharing learning with Wikimedia affiliates or community members?


10a. Please describe how you have already shared them and if you would like to do more sharing, and if so how?

11. Documentation of your work process, story, and impact.

  • Below there is a section to upload files, videos, sound files, images (photos and infographics, e.g. communications materials, blog posts, compelling quotes, social media posts, etc.). This can be anything that would be useful to understand and show your learning and results to date (e.g., training material, dashboards, presentations, communications material, training material, etc).
  • Below is an additional field to type in link URLs.

https://commons.wikimedia.org/wiki/Category:Wikimedian_in_Residence_at_NOVA_FCSH https://docs.google.com/document/d/1OwjM5yZFGEMvUv_FPRDrQtqOzRUsmRSiEuOpb90cbDs/edit#heading=h.ya6gvbsmztf7 https://technetempire.fcsh.unl.pt/recursos/eviterbo-3/ https://www.unicv.edu.cv/pt/ http://www.bnportugal.gov.pt/ https://gulbenkian.pt/en/

https://arquivo.pt/ https://pt.wikimedia.org/wiki/Dia_da_Internet_2022 https://meta.wikimedia.org/wiki/International_Day_Edit-a-thon_2022/Articles

https://wikilovesearth.wikimedia.pt/ https://www2.ciimar.up.pt/ https://mhnc.up.pt/exposicao-wiki-loves-earth/ https://vousair.pt/wiki-loves-earth-a-exposicao-de-fotografia-no-paredao-de-cascais-que-celebra-a-biodiversidade-do-planeta/&sa=D&source=docs&ust=1657909017096575&usg=AOvVaw0aCSFr1oPPSwhzofpVXFpx https://docs.google.com/spreadsheets/d/19QC6wJEEj7qS3nUZxtQwJN_cOT1tvOsuLe2H6caL4cM/edit#gid=0

Part 3: Financial reporting and compliance


12. Please state the total amount spent in your local currency.


13. Local currency type


14. Please report the funds received and spending in the currency of your fund.

  • Upload Documents, Templates, and Files.
  • Provide links to your financial reporting documents.

15. Based on your implementation and learning to date, do you have any plans to make changes to the budget spending?


15a. Please provide an explanation on how you hope to adjust this.


16. We’d love to hear any thoughts you have on how the experience of being a grantee has been so far.

Though the amount of work receiving this grant felt overwhelming at times, and the number of meetings we had internally increased very much in order to be able to keep up and monitor both the staff and if the grant spending was going according to plan, we believe that the chapter is more resilient because of this grant. It has been particularly helpful that we can have an accounting service at hand so that we can fulfill our fiscal obligations more easily. Hiring staff was also very helpful, and we should see the benefits of a project coordinator later in the grant, as we have just finished the hiring proceedures.