Grants talk:Programs/Wikimedia Community Fund/General Support Fund/Wiki Loves Folklore 2024 and 2025

Proposal Feedback and Invite for Response

Thank you for submitting your application. After the review process please find the feedback - comments and questions below for your response;

• Would you clarify the scope of Folklore & Feminism you are working with? Especially knowing the interpretation of both subject areas may be different in different parts of the world.
• We see an opportunity for structural and contextual improvisations for this event to allow communities to localize the campaign to their needs. Is this something that the organizing team and leadership has thought about and what has emerged from that?
• We are aware that the campaign has had financial management issues and we are unclear on the plan and timing to expand. We would like to know more on how the team structure and functions and how you ensure accountability and delivery of commitments made. What structures you have put in place to strengthen your management functions of the campaign that would seek to include learnings from the past while building for the future.
• Related to leadership, what is the plan on bringing on board new leaders in the future.
• We wondered if affiliates in the participating countries can support some of the roles the COT provides for proximity support and for roles related to resources getting to participants.  What are your thoughts on this?
• Lastly, we are keen to learn more about how you assess the campaign is resulting to the cognitive or action outcomes you plan to achieve - all towards informing you that the campaign is working.

We highly recommend you get in touch with the regional program officer to support you in understanding the questions raised or if you find it useful to meet with the committee as well, please let them know and they can organize a conversation meeting.

Thank you and we look forward to receiving your responses to support us in the next steps. On behalf of the South Asia Regional Committee and Staff - VThamaini (WMF) (talk) 13:42, 31 October 2023 (UTC)

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Dear @VThamaini (WMF): and Grants Committee,

Thank you to our vibrant committee for your valuable comments and insightful questions. Your engagement fuels the growth of our platform, and we appreciate the time and thought you invest in providing feedback. Your voices are integral to shaping the future of our campaign, and we look forward to continuing this collaborative journey with you. Please find below our responses to the queries.

Would you clarify the scope of Folklore & Feminism you are working with? Especially knowing the interpretation of both subject areas may be different in different parts of the world.

The scope of "Wiki Loves Folklore" could encompass documenting and celebrating diverse folk traditions, myths, legends, and cultural practices from around the world. Participants through the photo and writing contest could contribute articles, images, and multimedia content to enrich the representation of folklore on Wikipedia and other Wikimedia projects. This initiative may foster a global understanding of cultural heritage, promoting collaboration among contributors interested in preserving and sharing traditional stories and practices.

Participants in "Wiki Loves Folklore" might explore various aspects of folklore, including:

1. Cultural Diversity: Highlighting the rich tapestry of folklore across different regions, ethnicities, and communities.
2. Mythology and Legends: Documenting myths, legends, and folktales unique to specific cultures, providing a comprehensive repository of cultural narratives.
3. Traditional Customs and Rituals: Describing rituals, ceremonies, and customs that have been passed down through generations, contributing to a deeper understanding of cultural practices.
4. Folk Music and Dance: Showcasing traditional music and dance forms, along with their historical and cultural significance.
5. Folk Art and Craft: Featuring traditional art forms and crafts that are integral to folklore, preserving the artistic expressions embedded in cultural heritage.
6. Oral Histories: Recording and transcribing oral histories, ensuring that stories and knowledge passed down orally are preserved and accessible.
7. Festivals and Celebrations: Documenting traditional festivals, their origins, and the customs associated with them.
8. Local Heroes and Folk Characters: Introducing notable figures and characters from folklore who have become symbols of cultural identity.
9. Biographies with Emphasis on Women and LGBTQ Individuals: Highlighting the contributions of women and LGBTQ individuals in folk professions such as singing, storytelling, and other folklore-related activities.
10. Championing Gender Equality in Folk Traditions: Documenting efforts and individuals who have worked towards promoting gender equality within folk traditions, challenging traditional norms, and creating space for marginalized voices.
11. Exploring Feminist Folklore: Examining folklore that explicitly addresses or challenges gender roles, stereotypes, and societal expectations, promoting a deeper understanding of feminist perspectives within cultural narratives.
12. Intersectionality in Folklore: Recognizing and exploring the intersectionality of identities, including race, gender, and sexual orientation, within the context of folklore.
13. Preserving Women and LGBTQ Stories: Ensuring that the stories and contributions of women and LGBTQ individuals in folklore are preserved and accessible for future generations.

By incorporating these elements, "Wiki Loves Folklore" can contribute to a more comprehensive and inclusive representation of global cultural heritage on platforms of Wikimedia.

We see an opportunity for structural and contextual improvisations for this event to allow communities to localise the campaign to their needs. Is this something that the organising team and leadership has thought about and what has emerged from that?

Certainly! In response to your query, our team has proactively considered structural and contextual improvements for the upcoming event, with a focus on empowering local communities. To achieve this, we've established a robust framework, including the appointment of regional ambassadors across eight key regions globally.

These ambassadors play a crucial role in ensuring the success of the campaign through:

1. Local Coordination: They facilitate sign-ups for local coordinators and actively engage with Wikimedia chapters in their respective regions.
2. Regional Support: Offering tailored guidance, resources, and assistance, our ambassadors address the unique needs of each region, fostering a more inclusive and impactful campaign.
3. Language & Cultural Mediation: Emphasizing the importance of diversity, our ambassadors promote understanding and appreciation of regional linguistic nuances and cultural diversity, ensuring inclusivity in all Wiki Loves Folklore activities.
4. Jury Assistance: Collaborating closely with the Wiki Loves Folklore jury, our ambassadors contribute to identifying and shortlisting the most representative and captivating regional images for the 2024 competition.

Moreover, recognizing the challenges faced by users in generating articles, particularly in the domains of feminism and folklore, we have initiated a groundbreaking effort. We're developing tools tailored for the Feminism and Folklore campaign. These tools aim to provide users with a curated list of articles missing in their language Wikipedia, offering valuable insights for both users and coordinators and facilitating a more informed approach to article creation.

Our comprehensive approach combines regional engagement strategies with targeted initiatives to overcome technical barriers, ensuring that Wiki Loves Folklore 2024 is not only a global event but also an inclusive, accessible, and impactful one.

We are aware that the campaign has had financial management issues and we are unclear on the plan and timing to expand. We would like to know more on how the team structure and functions and how you ensure accountability and delivery of commitments made. What structures you have put in place to strengthen your management functions of the campaign that would seek to include learnings from the past while building for the future.

In response to the recognized financial challenges within our campaign, we implemented a strategic solution by engaging the services of KIWIX, a highly reputable organization within the movement, to act as our fiscal sponsor. Despite encountering mismanagement of funds by an individual, we persevered and successfully completed the campaign. Notably, KIWIX exhibited exceptional care and precision in handling our finances during the concluding stages of the project.

A pivotal aspect of this collaboration is the timely and satisfactory disbursement of awards to recipients. The positive outcomes achieved in this regard instill confidence in our belief that the support provided by KIWIX will play a crucial role in stabilizing and improving our financial management practices.

Furthermore, to ensure ongoing zaccountability and the fulfillment of commitments, our lead project coordinator will actively serve as a liaison between our campaign and KIWIX. This role involves overseeing the accurate distribution of funds in alignment with the stipulations outlined in the grant agreement. Additionally, the coordinator will facilitate the submission of regular reports to our fiscal sponsor for thorough verification, enhancing transparency and reinforcing our commitment to responsible financial management.

By adopting this collaborative and structured approach, we not only address the challenges faced in the past but also lay a robust foundation for future endeavors, incorporating valuable learnings to fortify our management functions and ensure sustained success in our campaigns.

Related to leadership, what is the plan on bringing on board new leaders in the future.

We have undertaken a comprehensive approach to leadership development, specifically geared towards integrating new leaders into our future initiatives. This involves a careful consideration of community needs and a commitment to fostering inclusivity. To achieve this, we have implemented a strategic framework centered around the introduction of Ambassadors.

These Ambassadors serve a dual role as leaders within their respective communities and as crucial facilitators of support and training. Their responsibilities extend beyond local leadership to encompass a pivotal role in providing assistance through "train the trainers" programs. This approach aims to empower both new entrants and existing participants in various regions, fostering a collaborative and supportive environment.

Particular emphasis is placed on ensuring that leaders emerging from marginalized communities are not only included but take on prominent roles in driving campaigns. To facilitate their growth and impact, we have instituted a series of skill-building workshops conducted online throughout the year. These workshops are thoughtfully designed to cater to the diverse needs and requests of emerging leaders, providing them with the tools and knowledge necessary for effective leadership in their respective domains.

In addition to our engagement with national teams and the Fnf organizing team, our commitment extends to community development. This involves actively cultivating new leadership within the community to bolster our campaigns. We prioritize ongoing skills development through regular online meetings and communication via email and social media chats, ensuring a continuous and connected relationship with our organizing teams throughout the year.

An integral aspect of our approach is the encouragement of women leaders to lead and be part of the organizing teams. This initiative aims to foster equity, inclusion, and diversity within the movement's leadership space. By providing a platform for skill enhancement and promoting diverse voices, we aspire to create a more robust and representative leadership landscape within our community.

We wondered if affiliates in the participating countries can support some of the roles the COT provides for proximity support and for roles related to resources getting to participants. What are your thoughts on this?

Certainly, we've strategically involved national teams and the Fnf organizing team in various local activities, including contests and campaigns like Wiki Loves Folklore and Feminism at the local level. Their contribution is significant in fostering partnerships, collaborations, and addressing challenges in prize distribution, especially in areas where identification or procurement is challenging.

The introduction of regional ambassadors this year adds a valuable dimension to our existing network. These ambassadors will play a key role in identifying and providing assistance for research, nurturing partnerships, securing support from both national and regional stakeholders, coordinating the jury process, and ensuring seamless prize distribution at the local level. Their participation is expected to enhance our capabilities across essential functions, reinforcing our commitment to effective and localised engagement.

Lastly, we are keen to learn more about how you assess the campaign is resulting to the cognitive or action outcomes you plan to achieve - all towards informing you that the campaign is working.

Our journey unfolds as a tapestry of continual growth and innovation. Each passing year adds layers to our campaign, weaving a narrative rich in content, partnerships, and a broadened regional impact within the dynamic realm of Wikimedia. From the inception, our commitment to evolution has been guided by the harmonious feedback symphony resonating through our community surveys. This collective wisdom acts as the compass steering our initiatives, catalyzing transformative features like internet and childcare support, Ambassador roles, and internships.

The crucible of creativity fuels our tool development, with the crucible forged by feedback from the field—organizers shaping the crucible through insights that sculpt our article list creation process. The synergy of innovation and community spirit propels us forward. The pulse of our contest outcomes beats to the rhythm of a sophisticated ensemble of tools: montage, dashboard, fountain, central notice banners—an orchestration harmonizing data for a symphony of success. The fusion of technology and community engagement propels us as we navigate the ever-expanding landscape. In our quest for excellence, the heartbeat echoes through regular feedback sessions, a dynamic exchange channel with local organizers. This dialogue extends beyond the digital realm, finding resonance in the vibrant tapestry of global conferences—Wikimania Singapore, Wikiconference India, Indian Photofest Hyderabad, and Wikiindaba Morocco—all contributing to the vibrant mosaic of our campaign's narrative.

Feel free to connect or reach out to us if you need any further clarifications we would be happy to answer. Thank you.

On behalf of the International Team.

--Tiven2240 (talk) 12:53, 14 November 2023 (UTC)

Lead coordinator, Wiki Loves Folklore

Wikimedia Community Fund approved in the amount of 20,000 USD

Dear Wiki Loves Folklore,

Thank you for submitting your application seeking General Support Funds - Wikimedia Community Fund. The South Asia Regional Committee and Staff have reviewed, discussed and deliberated upon your application and made the decision to fund you at the local currency equivalent of  USD 20,000 + Fiscal Partner Fee for the grant period 1st January 2024 to 31st December 2024.

We recognize and appreciate your availability to meet with the committee to discuss the funding decision and feedback provided, together with the attached conditions. 

This particular application was a challenging one as it was compounded by factors including a history of financial mismanagement, breach of trust, the project's past and potential community engagement & impact and the importance of living by the core values and principles of the Wikimedia movement.

We also know that while it was challenging for the funding committee and the applicants, it does inform and strengthen future funding practices by the committee and future funding dissemination bodies. It was, therefore, important to find a shared consensus and middle ground that would still ensure the Wiki Loves Folkore community has sufficient resources, hence funding at USD 20,000.

Taking all factors into consideration, we continue to stand by our initial decision - that the current core roles that lead the campaign and especially the financial management components of the project to step aside from their current roles. We made this decision with a clear understanding that the implementation of the project would be delayed. The core team members can support other roles within Wiki Loves Folklore but cannot be the primary signatories of the grant and, with it, the mandate of ensuring financial governance at the leadership level.

We also continue to stand by previous notes shared as follows:

• We continue the potential of the program by working with mission-aligned partners to support the visibility of the project within the Movement and outside. We hope to see more collaboration efforts and concrete outcomes attached to those efforts.
• A few members of the committee are interested in supporting the initiative, for instance, as a research advisor. Please let her know if this is of interest to you.
• As part of this grant’s deliverables, we would like to see clearly documented financial management systems and overall governance structures, including those that support healthy organizational development.

We hope to continue having regular conversations over the course of your grant implementation. Do set up a regular schedule to connect with your South Asia Programme Officer based on your needs. The reporting requirements for the grant will be shared in your grant agreement and on Fluxx. All reports are to be completed and submitted via Fluxx.

Once again, We thank you for your participation in the grant application process and hope to continue to journey with you as you embark on a new year of project implementation. VThamaini (WMF) (talk) 12:18, 1 February 2024 (UTC)

Updates on Budget - USD 22,000

Dear Wiki Loves Folklore team, Thank you for reaching out via email. I am documenting our conversation here on Meta as well as an update.

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Wiki Loves Folklore

We've received notification from our fiscal sponsor, Kiwix, regarding the disbursement of a total of 22,000 USD, inclusive of the 2000 USD fiscal sponsorship fee. Upon review, we noticed that our initial budget, shared with you previously, only accounted for 18,000 USD as project expenses and allocated 2,000 USD for the fee, resulting in a surplus of 2,000 USD.

Following discussions with Kiwix, they advised us to revise the budget to incorporate the excess funds into the project's expenses. Consequently, we have updated the budget accordingly. Additionally, we've been approached by the Commons Photographer User Group, Tamil Wikimedians, and local Indian coordinators seeking support for the campaign. To accommodate their requests, we have adjusted the budget to include micro expenses associated with their local campaign needs.

You can find the revised budget, along with comments detailing the adjustments and inclusions, in the attached Google Sheet.

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Community Resources

Thank you for your email. I am cross referencing a) budget approved and the b) updated budget. The proposed revisions (allocation of the USD 2,000) for the updated budget are:

a) Addition of USD 250 for local prize support (row 14) c) Addition of USD 200 for prizes of local winners (row 21) b) Addition of USD 1550 for internet and childcare support, support for international and local teams estimated at 30 USD for 51 users (row 28)

We have no objections to your proposed allocation.

A few finer clarifications: How do you decide who gets to have access to the local prize support amongst all your local organisers? How about internet and childcare support? How do you ensure people who require it have access (to the information, funds etc) and are prioritised?

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Wiki Loves Folklore team

In the past year, we instituted the micro grant support where all communities were invited to apply based on a criteria we set and a holistic assessment approach. This year since we didn’t have an additional micro grants for local communities, we were advised by the grants team to redirect most of the members to existing affiliates or apply for rapid grants. Some communities did not have existing affiliates within their communities and also had missed the rapid grant timeline, so those with dire needs in affected communities reached out to us and the team assessed their request and approved based on the additional funds we had.

About the child care support, you are right about accessibility. We however believe that since this is a global campaign, we cannot satisfy all requests so we created a system where communities were informed across all our communications channel to apply via a form on a (first come first serve basis). This was also reviewed and approved by the team. Which later was checked manually by our grantee whether they fall into OFAC sanctions list. After all the checks the data was shared to the fiscal sponsor. Additionally, our fiscal sponsor was also informed so as to better understand how these individuals should be supported per the amount allocated.

We hope this offers a finer clarification. We will be available should you have further questions. JChen (WMF) (talk) 07:15, 6 May 2024 (UTC)