Grants talk:Programs/Wikimedia Community Fund/Rapid Fund/Establishment of Wiki Club Zamboanga (ID: 22954333)

Follow-up questions on your application

Hello @LuzViMindaLife,

Thank you for your application. Your application is being reviewed by the ESEAP Regional Funds Committee and Programme Officer. Here are some questions that we require more information and a comment.

Thank you for taking a moment to respond.

Regards, Jacqueline

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1) Our understanding is that the community is relatively new after being dormant for the past 13 years. Based on your application, we would like to understand who will be responsible for the capacity building/ training to support your implementation phase and what type of capacity building is needed/ planned in the pipeline?

2) Could you provide a timeline for your project activities? Is there a project page that you will be documenting all your project activities? This is in addition to the final report of the grant application.

3) (A comment from one of the reviewers) Sustainability begins with a consistent focus on your ultimate goals and the continuous effort to overcome your primary challenges. Since your main challenges are the lack of contributors and ensuring the platform's sustainability, I recommend reassessing your activities and placing greater emphasis on: Capacity Development, Basic Workshops, Monthly Edit-a-thons, and Edit-a-thons per School. Once these are established, you can expand to initiatives like Wiki Loves Living Heritage Zamboanga and Preserving Indigenous and Underserved Communities' Heritage. The Digitization of Local Laws and Ordinances can be carried out in collaboration with SKAP, or you can support contributors working with SKAP, as this aligns with their core strength. Over time, you can eventually take on this activity in future project proposals. You only have 3 months and it seems unfeasible to achieve 6 sustainable activities within 3 months for a new community.

We'll be returning the application to you so that you can make further changes as needed.

JChen (WMF) (talk) 09:06, 25 March 2025 (UTC)

Jacqueline and the ESEAP Regional Funds Committee,

Thank you for your review and for providing valuable insights into our application. We appreciate the opportunity to refine our proposal based on your feedback.

Please find below our responses to your queries:

We acknowledge the need for structured capacity-building initiatives and have outlined specific training and mentorship programs to support implementation. We will ensure that experienced Wikimedians and subject matter experts lead these efforts to establish a strong foundation for the community.

A detailed timeline of project activities is now included in our revised plan. Additionally, we will document our activities on a dedicated project page to ensure transparency and facilitate tracking of progress, in conjunction with the final report submission.

We recognize the importance of sustainability and will focus on foundational activities, such as capacity development, basic workshops, and structured edit-a-thons. We understand the concerns regarding the feasibility of multiple activities within three months and have adjusted our approach accordingly. Collaboration with SKAP on the digitization of local laws and ordinances is a logical step, and we are considering this for future phases.

Attached is the revised plan incorporating your comments and suggestions. We appreciate your guidance and look forward to your further insights.

Yolynne Medina

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Proposal: Wikipedia Basics for the Zamboanga City Wikipedia Community

Project Title: Wikipedia Basics: Laying Foundations for the Zamboanga City Wikipedia Community

Project Description

This project aims to establish a strong foundation for the Zamboanga City Wikipedia Community by providing basic training workshops for new contributors. The initiative focuses on addressing the challenges of re-engaging pioneer volunteers and onboarding emerging volunteers, emphasizing mentorship and skills development.

Through collaboration with regional organizations such as Shared Knowledge Asia Pacific and the Wikimedia ESEAP Hub, the project will source subject matter experts and technical professionals to provide training tailored to the unique needs of this community. By building technical competence, community engagement strategies, and content creation skills, the project seeks to ensure sustainable growth and impact.

Objectives

1. Engage Emerging Volunteers: Empower new contributors with foundational knowledge of Wikipedia editing, policies, and community norms.
2. Leverage Regional Support: Collaborate with Shared Knowledge Asia Pacific and Wikimedia ESEAP Hub to source trainers and expertise.
3. Create a Sustainable Model: Establish mentorship programs and training modules that future contributors can use to continue building the community.

Activities

1. Wikipedia Basics Workshop:
   • Conduct introductory sessions on Wikipedia editing, content creation, and adherence to guidelines.
   • Invite trainers sourced from Shared Knowledge Asia Pacific and Wikimedia ESEAP Hub.
2. Mentorship Program:
   • Pair emerging contributors with experienced Wikipedians from regional networks.
   • Focus on personalized support for skill development and community integration.
3. Networking and Collaboration:
   • Facilitate connections between the Zamboanga City  Wikipedia Community and wider Wikimedia communities.
   • Encourage knowledge-sharing and regional partnerships.

Budget

• Venue rental for workshops: $450 per session (₱25,200) × 3 sessions = $1,350 (₱75,600)
• Workshop materials: $150 per session (₱8,400) × 3 sessions = $450 (₱25,200)
• Online tools: $600 (₱33,600)
• Refreshments for participants: $550 per session (₱33,600) × 3 sessions = $1,650 (₱100,800)
• Miscellaneous expenses: $700 (₱39,200)

Total Budget: $4,900 (₱274,400)

Expected Outcomes

• Train at least 24 new contributors (in the entire project span) capable of editing and creating Wikipedia articles.
• Produce a minimum of 45 new or improved Chavacano, Cebuano and Tausug Wikipedia articles.
• Establish partnerships with Shared Knowledge Asia Pacific and Wikimedia ESEAP Hub to sustain future community growth. Local Public Information Officers, Academe and Local Subject Matter Experts for content resource building and extending network.

Measures of Success

1. Participant retention rate: At least 65% of attendees actively contributing three months post-training.
2. Content contribution: A minimum of 45 new or improved articles within three months.
3. Community growth: Establish partnerships with Shared Knowledge Asia Pacific and Wikimedia ESEAP Hub to sustain future community growth. Local Public Information Officers, Academe and Local Subject Matter Experts for content resource building and extending network.

Project Stages

Project Duration: 3 months

• Outreach, securing trainers/mentors, and planning workshop logistics.
• Conduct two to three workshops (both physical and virtual).
• Follow-up with participants, provide ongoing mentorship, and
• Evaluate the project's impact.

Sustainability Plan:

To sustain growth, the Zamboanga City Wikimedians will:

1. Organize bi-monthly virtual meetups with continued mentorship from regional experts.
2. Explore further grants and funding opportunities to expand activities.
3. Develop a core volunteer team to support long-term community building efforts.

Wikipedia Basics Workshop Event Flow

1. Registration and Check-In (15-20 minutes)

• Participants arrive and sign in.
• Distribute workshop materials (e.g., guides, brochures, name tags).
• Light refreshments and networking.

2. Welcome and Introduction (10-15 minutes)

• Host/organizer gives a warm welcome.
• Brief overview of Wikipedia, its mission, and the importance of the (name of language) Wikipedia.
• Outline the workshop agenda and goals.

3. Icebreaker Activity (10 minutes)

• Fun activity to engage participants (e.g., “Your Favorite Wikipedia Article and Why?”).
• Helps build camaraderie and a sense of community.

4. Session 1: Introduction to Wikipedia (30 minutes)

• Presentation covering:
  • What is Wikipedia?
  • Basic principles: Neutrality, Verifiability, Free Knowledge.
  • Anatomy of a Wikipedia page (e.g., lead section, infobox, references).
• Q&A session to clarify concepts.

5. Break (10 minutes)

• Short pause for refreshments and informal interactions.

6. Session 2: Hands-On Editing (60 minutes)

• Demo: Facilitator demonstrates how to create/edit a page live on Wikipedia.
• Activity: Participants work on a guided task, such as improving an existing article or adding a citation.
• Support: Facilitators provide one-on-one assistance during the activity.

7. Session 3: Wikipedia Etiquette and Community Engagement (20 minutes)

• Introduction to Wikipedia's collaborative culture: Talk pages, user profiles, and resolving conflicts.
• Tips for ethical editing and respecting community guidelines.

8. Wrap-Up and Next Steps (20 minutes)

• Recap key learnings from the workshop.
• Share resources for continued learning (e.g., links to tutorials and guides).
• Discuss upcoming events or how to stay involved with Zamboanga City Wikimedians.
• Participants share their experiences and feedback.

9. Group Photo and Networking (10 minutes)

• Capture a group photo for promotional use (optional).
• Open networking among participants and organizers.

Detailed Project Timeline with Deliverables

Phase 1: Planning and Outreach (Weeks 1–4)

• Week 1:
  • Deliverable: Finalized project scope, objectives, and trainer agreements with Shared Knowledge Asia Pacific and Wikimedia ESEAP Hub.
  • Key Activities: Project kickoff, identification of trainers/experts, creation of outreach materials.
  • Measurement of Success: Completion of logistical arrangements and recruitment of at least 2 trainers/mentors.
• Week 2:
  • Deliverable: Secured workshop venue and logistical setup (materials, equipment, refreshments).
  • Key Activities: Confirm training dates, finalize workshop flow, and distribute promotional content (flyers, emails, and social media announcements).
  • Measurement of Success: Attract at least 30 interested volunteers via promotional outreach.
• Week 3:
  • Deliverable: Registration of participants and dissemination of pre-training resources.
  • Key Activities: Open registration, offer preparatory materials (Wikipedia tutorials, editing guides).
  • Measurement of Success: Registration of 30–40 participants and delivery of resources to 100% of confirmed attendees.
• Week 4:
  • Deliverable: Pre-event preparation completed, including participant lists and trainer briefings.
  • Key Activities: Organize materials (training kits, printed guides), finalize participant rosters, and brief trainers.
  • Measurement of Success: Trainers ready and all participants confirmed for workshops.

Phase 2: Workshops and Mentorship (Weeks 5–9)

• Week 5–7:
  • Deliverable: Successful completion of two to three "Wikipedia Basics" training workshops.
  • Key Activities: Deliver engaging, interactive sessions covering editing basics, policies, and content creation. Incorporate hands-on practice activities.
  • Measurement of Success: Attendance rate of 90% or higher and participant feedback average of 4/5 on training satisfaction surveys.
• Week 8:
  • Deliverable: Launch of mentorship program pairing new contributors with experienced trainers.
  • Key Activities: Facilitate mentor-mentee assignments, create follow-up mentorship schedules, and initiate skill-building tasks.
  • Measurement of Success: At least 80% of participants paired with mentors and engaging in mentorship sessions.
• Week 9:
  • Deliverable: Wrap-up event and presentation of participant achievements.
  • Key Activities: Celebrate participant contributions, such as drafted articles or improved Wikipedia pages. Plan for ongoing mentorship beyond the workshops.
  • Measurement of Success: Showcase at least 50 initial edits or article contributions during wrap-up activities.

Phase 3: Evaluation and Future Planning (Weeks 9–12)

• Week 9:
  • Deliverable: Post-workshop surveys and data collection completed.
  • Key Activities: Gather participant and trainer feedback to assess strengths and areas for improvement. Collect metrics on contributions (e.g., new articles, edits).
  • Measurement of Success: At least 80% response rate to surveys and positive feedback (4/5 or higher).
• Week 10:
  • Deliverable: Summary report on participant contributions and community engagement.
  • Key Activities: Analyze data, evaluate quality and scope of contributions (e.g., 50 new or improved articles).
  • Measurement of Success: Submission of summary report highlighting at least 50 participant contributions and retention metrics.
• Week 11:
  • Deliverable: Drafted long-term sustainability plan for community mentorship.
  • Key Activities: Design scalable mentorship frameworks and present key learnings to stakeholders (Shared Knowledge Asia Pacific, Wikimedia ESEAP Hub).
  • Measurement of Success: Stakeholder endorsement of mentorship plan for broader application.
• Week 12:
  • Deliverable: Final project report and plans for follow-up initiatives.
  • Key Activities: Share project outcomes with participants, trainers, and Wikimedia affiliates. Propose follow-up workshops or advanced training modules.
  • Measurement of Success: Report published and approval for next steps received from stakeholders.

LuzViMindaLife (talk) 07:22, 1 April 2025 (UTC)

Hello @LuzViMindaLife,

Thank you for your response. We are returning the application to you on Fluxx.

Could you make the adjustments accordingly and re-submit your application?

Thank you.

Regards,

Jacqueline JChen (WMF) (talk) 09:02, 1 April 2025 (UTC)

Hi Jac,

I have updated the application on Fluxx earlier. Kindly advise if there's anything else I need to do.

Thank you.

Yolynne LuzViMindaLife (talk) 04:49, 5 April 2025 (UTC)

Your application has been approved

Hello @LuzViMindaLife,

Thank you for your application and for taking time to respond with additional information. Congratulations, your application has been approved in the amount of PHP 147,041.50 from 1 July to 31 December 2025.

• Please revise your project budget and plans to match the approved amount and publish it on this talk page.
• I extended the implementation timeline. If you complete your project ahead of time, please feel free to submit your final report early via Fluxx.

Additional resources which may be useful

• The reporting requirements and templates for the grant can be found here. All reports are to be completed and submitted via Fluxx.
• Timelines for reporting can be found in your grant agreement or on Fluxx.
• Instructions for post award: https://meta.wikimedia.org/wiki/Grants:Processing/Grantee_Portal/Post_award
• Documenting project expenses: https://meta.wikimedia.org/wiki/Grants:Documenting_project_expenses

We thank you for your participation in the grant application process and hope to continue to journey with you as you embark on this project. Good luck!

Regards, Jacqueline on behalf of the ESEAP Funds Committee JChen (WMF) (talk) 06:40, 13 June 2025 (UTC)