Grants talk:Project/Rapid/Jamie Tubers/Wiki Loves Africa 2017 in Nigeria
Request will be funded pending resolution of compliance issues
We are pleased that Wiki Loves Africa will be conducted in Nigeria again. We will be happy to approve this request for $$1,942, as soon as the following compliance issues are resolved:
- Currently pending reports for:
- SHE CAN with ICT Rapid Grant
- Completion of Wikimedia Fan Club - report past due since 30 July 2017
- Completion of Wiki Loves Earth - report past due since 9 Aug 2017
Please resolve the outstanding reports listed above and respond on your talkpage as soon as possible to these questions. Once these tasks are completed, we will approve this request promptly.
- Please tell us what system you have set up to track expenses and associated documentation (see more information below). Who is the person that will remind everyone about collecting receipts, etc. and organizing it as instructed below? Let us know if you have any questions about our requirements.
- Have you reviewed our reporting requirements and sample reports for Rapid Grants? What systems have you set up to document the information you will need for your report so you can submit this report complete and on time? Since this has been a struggle in the past, we would like you to provide a clear plan for how you will get your report done on time along with who the person is who will be accountable for tracking outcomes and writing the report.
- It is great that you want to use the opportunity to grow your community. How will you reach people outside of your existing network to get them to participate?
- Please make a list of occupations that you will focus on in Nigeria for this year's WLA theme. You may want to focus on work that is unique or especially important in Nigeria or in Ilorin, for example.
- There is only a limited amount of space for people to join the photo walks - do you think that people will participate still if they cannot go on those trips? What other ways will you encourage participation?
- Will you invite people who are not photographers to the uploading events? What will you teach them?
Project management guidance
- Please read and follow the guidelines provided for Participating Countries for Wiki Loves Africa 2017: https://meta.wikimedia.org/wiki/Wiki_Loves_Africa_2017#Guidelines_for_Participating_Countries
- Make sure that you have a system set up to keep track of photos that are submitted as part of the project.
- Ideally, photos will not just be added to Commons. They will be incorporated into Wikipedia articles. Think about ways you can encourage volunteers to move appropriate images into Wikipedia articles. Set a goal for the number of contest images that are used in articles.
IMPORTANT: Instructions for tracking your expenses
At the end of your project, you will be asked to provide an itemized list of all expenses for your project. This list of expenses should tally up to 100% of the grant funds you have received, and should make use of the categories previously laid out for Wiki Loves Africa participants. In addition, you will be required to submit documentation (receipts, photo-documentation, etc) along with your itemized list. We recommend that you set up a system to collect documentation as you go because, for example, receipts are much easier to get the same day of the purchase rather than days, weeks or months later. We strongly recommend that you create a folder for everyone on your team to use, and then remind people regularly to submit records of their expenses as soon as possible, rather than waiting until the end.
Below is a list of some of the requirements we have for documentation (with thanks to Florence for her input). Please read through these guidelines and plan to follow them over the course of your project:
- If you purchase materials (for example: gifts, T-shirts, food, banners, etc), submit the following:
- Receipts (required)
- Photo-documentation of the materials
- If you have expenses related to hotels and restaurants, submit the following:
- Receipts (required)
- The names of all beneficiaries (for example, the names of everyone sharing the meal for a restaurant receipt)
- If you distribute cash to anyone (for example: stipends, cash prizes, etc), submit the following:
- Print this form (or an equivalent) and document the amount of the stipend and the name of the recipient, then have the recipient write their signature confirming receipt.
- If you purchase data, even from a phone, a receipt should be accessible. Please make a point of collecting a receipt.
Please make sure to watch this talkpage so you will see any additional updates we post here.
Thank you for your work to support the Wikimedia movement in Nigeria!
Hi Jamie Tubers. Please note that the outstanding grants have all be extended and the group is in compliance so we can move forward with approval. Best, Alex Wang (WMF) (talk) 20:01, 25 September 2017 (UTC)