Grants:PEG/Submission review/ar

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Purpose and background

This page has information about the grant review process for the Project and Event Grants program. Please notify grants AT wikimedia DOT org when a new grant request is completed according to WMF's instructions for submitting a new grant request and is open for review.

All complete applications (grant requests) submitted according to WMF's instructions will be reviewed if applicants meet or will meet some basic eligibility requirements for the Project and Event Grants program. A justification for each decision to fund or not to fund a grant request will be provided publicly on the discussion page of each grant request at the time a decision is made. We encourage applicants to contact Asaf Bartov (abartov AT wikimedia DOT org) during the draft or planning stages of their grants to get initial input and feedback on a proposed grant or idea, and to develop their ideas in the IdeaLab. Once a grant request is open for review, the Grant Advisory Committee (GAC) and WMF work with potential grantees to develop and improve grant requests through an active grant review process.

WMF does not fund each and every grant request (application) it receives and will review each grant request according to the criteria for Project and Event Grants listed here, and according to the information provided with each grant request. Applicants should not expect to be reimbursed for any costs incurred during the course of the grant application, or during the course of implementing any project for which a grant agreement has not been signed. WMF is not responsible for reimbursing any applicant for such costs. Applicants are also responsible for ensuring that they can meet basic eligibility requirements, agree to the reporting requirements for the Project and Event Grants program, provide the information needed to process any grant and sign a grant agreement, and receive grant funds according to any legal or regulatory requirements in their own countries.

WMF notifies applicants using the contact information provided in the grant submission or the accompanying email notification, so please ensure your contact information is correct.

Expectations for the grant review process

WMF will acknowledge the new grant request. Applicants will be contacted by WMF within 7 days of submitting a new grant request to confirm that WMF has received the request. To be sure WMF has received the requests, grantees should notify grants at wikimedia dot org of a new grant request at the time they submit one.
Applicants will participate in discussions about the grant request. During the review period, it is very important that applicants respond to comments, requests, and questions quickly and completely. Delays will occur when a grantee does not respond quickly or does not provide complete responses. We recommend that grantees add the grant request page and the accompanying grant submission discussion page to their Watchlists and monitor changes to those pages carefully.
WMF will notify the applicants about the decision. Applicants will generally receive a decision or an update on the status of the grant request within 30 days of submission. When additional information is required to make a decision or continue discussion about the grant request, when a grant request is not complete, when a grantee needs more time to meet eligibility requirements, or when a grantee is not responsive, the review period may need to be extended (a decision may take longer than 30 days). If the grant request is not approved, WMF will post an explanation on the grant request discussion page at the time of decision and may also contact the grantee to provide additional information.
WMF will process the new grant if it is approved. If the grant request is approved, WMF will usually contact the grantee within 7 days of the funding decision with a request for information about the grant that is needed to make a grant agreement and send funds. Funds are sent within 30 days of the date WMF receives a signed agreement from the grantee according to the instructions provided by WMF. If the grantee does not respond promptly, it will take WMF longer to send the funds. Please see this page about processing your grant if you need more details about this part of the grants process.

Timeline for grant review and processing

Applicants whose requests are approved can usually expect to receive grant funds within 6-12 weeks of submitting a grant request, although the time it takes to review and process a grant is different for each grant and grantee. Grant requests from new grantees may require longer processing times than grant requests from returning grantees. Larger grant requests generally take longer to review and process than smaller requests. Many other factors may affect the time it takes to process each grant. WMF cannot usually accommodate requests to expedite review or processing, as certain important steps take time to be completed at each stage; if you need funds immediately, a grant may not be an option for you.

Within 7 days of opening your request:
WMF will acknowledge your new grant request.

(This depends on your sending an Email notification to grants at wikimedia dot org.)

Within 30 days of opening your request:
WMF will send you an update about the status of the request, or will make a decision publicly.

(This depends on your participation in grant review.)

Within 7 days of the decision about your request:
WMF will contact you to request information about the grant.

(This depends on you providing accurate contact information.)

Within 7 days of receiving your complete information:
WMF will send you a grant agreement for your signature.

(This depends on how quickly you can provide the requested information.)

Within 30 days of WMF receiving your signed grant agreement:
WMF will send funds to your account.

(This depends on you providing complete and accurate information.)

Within 7 days of receiving your grant funds:
You will contact WMF to confirm receipt of funds.

(This step depends on you.)

Within 60 days of your project completion date:
You will submit your final report according to WMF's instructions.

(This step also depends on you, but we are here to help with the reporting process.)

If you have any questions about the grant review process, please contact grants AT wikimedia DOT org or post your questions on the discussion page of your grant request.

Summary of grant submission status

You may need to change the status of your grant submission when you are moving it from Draft status to the Open status, or if you need to change your grant to Withdrawn draft status or Withdrawn status. After a decision has been made, WMF will update your grant's status since only WMF should make changes to an approved grant's page.

The grant or grant request's status will be shown by the template on the grant request page, and shows where the grant is in the decision process:

Some grants may start in the draft stage and may or may not eventually be opened for review:
- Draft: this draft of a grant request has not yet been opened for review because it is not yet ready. The grantee may still be working on the request.
- Withdrawn draft: this draft of a grant request was created but was never opened for review. WMF or the grantee have moved it to withdrawn.
Once a grant is open for review, it's status will change to show that it is open for review or has been withdrawn from the review process.
- Open: this grant request is currently being reviewed by WMF and the GAC. A decision about this request has not been made yet.
- Withdrawn: this grant request was opened for review, but the grantee decided not to move forward with the request before a decision was made.
Once a decision is made, the grant's status will show the decision: funded or not funded.
- Funded: a decision has been made, and this grant request has been funded by WMF and is currently being processed, is underway or is being reported on.
- Not funded: a decision has been made, and this grant request has not been funded by WMF. An explanation is provided on the discussion page.

During the reporting stage, the status of the grant may also change to show if it has been completed:

Complete: this project or event has been completed or attempted by the grantee, a complete report has been accepted by WMF and any remaining funds have been returned to WMF. This grant is considered complete.
Cancelled: this grant has been funded by WMF in full or in part, but the grantee or WMF chose not to continue the project. Any remaining funds must be returned to WMF.
Noncompliant: If a grant report's due date has past and a grantee has not submitted a complete report, the status of the grant may change to show this:
- Funded with no report: a decision has been made, and this grant request has been funded by WMF; however, the grantee has not submitted a report as required.
- Funded with incomplete report: a decision has been made, and this grant request has been funded by WMF; however, the grantee has not submitted a complete report as required or has not responded to questions or requests from WMF on the grant report discussion page.
- Unresponsive: a decision has been made, and this grant request has been funded by WMF; however, this grantee has not responded to requests to complete the grant by submitting a complete report or returning remaining funds to WMF. All grant funds should be returned to WMF immediately.