Learning patterns/How to write an agreement with a GLAM or institution
What problem does this solve?
Sometimes you need or you are asked to write an agreement with a GLAM or another institution to partner with it on the Wikimedia projects.
What is the solution?
- You probably need at least a short project description (please refer below - "project").
- Decide what to ask and what to offer (please refer below - "What you can agree on");
- Select the type of agreement is more suitable for you (please refer below - "types of agreements");
- Adapt the model to your needs;
- Send the "draft agreement" (call it "draft") to the institution.
What you can agree on
Check what you can offer and what the institution can offer you before deciding if you actually need an agreement. If the institution already has an open license on its content and content is online, you don't need to make any agreement: just use the content you want to use and attribute it correctly. Other activities might work better if you write an agreement.
|What you can offer||What the GLAM can offer to you and the Wikimedia projects|
Types of agreements
|Type||Advantages||Who signs it||What to write||References|
|Letter from the institution involved||It is the simplest solution. The letter allows the institution to express its interest in the collaboration.||One signature||Include in the text:
|Memorandum of Understanding||A semi-formal document, Memorandums of understanding are documents signed by both parties, which have no legally binding agreement. Some institutions require more formal agreements than is available through a partnership letter, but you may not want a formal agreement.||Two signatures:
||Include with the text:
|Partnerships agreement||This is a formal document signed by two institutions and based on a project; public institutions might require you a partnership agreement.||Two signatures:
||The documents need to include
Often institutions tell you "send me a project," or you need a project description to create a partnership agreement.
Projects can be pretty long and complex, but to collaborate with GLAMs and other institutions you may only need a very simple document. A general project description about GLAM Wiki collaborations can be used as the reference when creating a more specific agreement. Below the structure of the shortest document you need.
Simply structure your project in two pages:
- Description of what you will do
- Title (i.e. GLAM Wiki Pakistan)
- Payoff. A line describing the project (i.e. "contributing to Wikipedia and the Wikimedia projects in partnership with museums.")
- Short description of the project (around 20 lines.)
- When. If it is an ongoing project don't write anything. In general though it is useful to define a duration of a project (a deadline so you can change title and do something new in one year time for example.)
- Contact. Name and last name, email and phone number of a reference person.
- Information about who you are
- Name of the institution promoting the project with a short description (3-5 lines): what the institution does, in which city and country it is based, if it has similar or relevant experiences related to the project, link to a website. If you are an informal group just write the description of the team (see below).
- The team: highlight the name and role of the people involved and their experience on the topic of the project. If they have a relevant professional profile you can include it (e.g. student in engineers or lawyer.)
- Partners, supporters, other institutions involved. List or describe other institutions linked to the project. Of course, only mention institutions who are really involved. Add a link to the GLAM portal or mention international projects which explain the relevance and the frame of your project.
Some practical suggestions
- Choose the easiest procedure. Don’t make an agreement if you don’t need one and use a letter rather than a partnership agreement.
When to use
You might need a written agreement in these cases
- To have a written statement and proof of a GLAMWiki partnership.
- To define roles and responsibilities (specifically when money is involved).
- To partner with certain institutions which require a partnership agreement (i.e. some public institutions).
- To make the institution authorize the release of content under an open license (i.e. Creative Commons attribution share alike) or to make sure public domain content is really accessible.
- To have the institution nominate a person who can make decisions on the project (selection of content, authorization to release content under an open license, provide content).
- 8 steps to a partnership
- GLAM Wiki partnerships on outreach
- Memorandum of understanding and Partnerships & Resource Development/Drafting a Memorandum of Understanding
- Using open licenses
- Towards a succesful GLAM Partnership
- How to involve cultural partners as active GLAM participants
- GLAM on Tour - connecting Wikipedians and cultural institutions on the local level
- Wikipedian KulTour – the little sister of GLAM on Tour