Grants talk:Programs/Wikimedia Community Fund/Conference Fund/Wiki Student Summit 2025

Endorsement from _User:Muddyb ^(Talk)

Huu mradi ulileta vijana wengi mwaka jana. Japokuwa sijabahatika kuwepo, pengine nilichelewa kufahamu uwepo wake. Hata hivyo, nilisoma ripoti. Nilivutiwa na juhudi zinazofanywa na vijana hawa. Wana sapoti yangu kwa mikono yote miwili. Tuendeleze ugawiaji wa maarifa huru mtandaoni.

--_User:Muddyb ^(Talk) 18:41, 19 February 2025 (UTC)

Feedback on the Proposal for Wiki Student Summit 2025

Hello everyone,

Thank you for submitting the proposal for the Wiki Student Summit 2025. We appreciate the effort put into planning this event and recognize its potential to engage students with Wikimedia projects. Additionally, we commend the initiative to secure external sponsorship, which is a great step toward diversifying funding sources.

However, as communicated via email before submission, such events are typically not funded on an annual basis. Given this, the proposal currently has a negative funding outlook.

Objectives, Focus, and Target Group

The proposal presents very broad objectives, making it difficult to measure its real impact. We strongly encourage narrowing the focus to ensure intentionality and measurable outcomes.

For example, the event could prioritize:

1. Enhancing global collaboration—Strengthening partnerships between university students, Wikimedia communities, and external stakeholders while integrating Diversity, Equity, and Inclusion (DEI) principles.
2. Building on-wiki capacity and skills—Providing hands-on training on Wikipedia editing, Wikidata contributions, and digital literacy.

Additionally, some of the objectives overlap and should be consolidated to avoid redundancy. The section on "Advancing Open Knowledge and Advocacy" is largely repetitive and could be removed or integrated into other objectives.

Target Audience

While the proposal suggests the event is for university students, it remains unclear whether it exclusively targets students or if it also includes other groups (educators, policymakers, youth leaders, etc.).

• A clearer definition of participant selection criteria is necessary.
• The proposed number of participants (250) is very high, raising concerns about feasibility and depth of engagement.
• We recommend reducing the number of participants significantly (100–150) to ensure a more manageable and impactful event.

Additionally, the proposal mentions international participants from Rwanda, Burundi, Kenya, Uganda, Nigeria, South Sudan, and Botswana, yet does not explain why they are included.

• What is the benefit of including international participants?
• How will they contribute to the event’s objectives?
• How will meaningful interaction be facilitated between international and local attendees?

Without a clear rationale for international participation, it is difficult to justify this aspect of the proposal.

Program Design

The event program should be tailored to meet the audience's needs, which is not clear from the proposal. Based on my colleagues' feedback, the sessions at the Wikimedia Student Summit 2024 were designed for experienced Wikimedians, while the audience largely consisted of first-time or inexperienced participants.

To ensure effectiveness, the program should:

• Align session content with the skill level of attendees.
• Introduce structured pathways for different experience levels (e.g., beginner, intermediate, and advanced sessions).
• Incorporate mentorship and follow-up activities to bridge the gap between learning and active contribution.

This misalignment was a key challenge in 2024 and should be explicitly addressed in the proposal.

Event Scope and Cost-Effectiveness

Hosting a three-day training for 250 students represents a very high-cost-per-person investment, especially given the uncertainty of their long-term engagement in Wikimedia projects.

Some key concerns:

• Offering an expenses-paid retreat increases the risk of attracting participants who are not genuinely committed to contributing beyond the event itself.
• Large-scale recruitment events have historically struggled with participant retention in Wikimedia projects.
• Such high-cost-per-capita investments are difficult to justify, particularly when targeting non-contributors.

To improve impact, we recommend scaling down the event and prioritizing participants who have already contributed to Wikimedia projects. A smaller, more targeted event could:

• Ensure better retention and long-term participation.
• Provide higher-quality training and mentorship opportunities.

Retention Strategies

It is essential to develop strategies to ensure continued engagement and/or training of potential youth participants. For instance, the 2024 edition attracted around 200 youth participants, and while some continued engagement was possible, it was limited by the lack of a structured retention plan.

Two of my colleagues personally mentored six potential contributors from the 2024 event, staying in close contact and guiding them. However, managing this along with other commitments has proven challenging. This highlights the importance of integrating mentorship programs within the event structure.

To strengthen participant retention, we strongly recommend collaborating with initiatives like WikiVibrance—an initiative specializing in youth engagement. Dedicated team members from WikiVibrance could attend the event, connect with participants, and establish a structured mentorship program to sustain engagement.

This proactive approach would help ensure that participants remain active in Wikimedia projects long after the event concludes.

Challenges and Considerations

1. Event Scope and Focus
   • The proposal lacks a clear long-term vision. It would be beneficial to outline how participants will remain engaged post-event.
   • If the goal is to integrate Wikimedia projects into academia, the proposal should include specific institutional commitments rather than broad objectives.
2. Logistical and Participation Concerns
   • The rationale behind selecting 250 participants is unclear. A smaller-scale event could be more effective and manageable.
   • Clarity on how participants will be selected and how they will stay involved after the summit is needed.
3. Gender and Diversity Considerations
   • The proposal mentions promoting gender diversity, but it does not specify how this will be implemented.
   • How does the event align with existing gender-focused initiatives within the Wikimedia movement, such as WikiWomen initiatives in Africa?

Final Considerations

This proposal has strong potential to create a meaningful gathering for students engaging with Wikimedia. However, there are major concerns regarding the scope, participant selection, and cost-effectiveness of the event.

To strengthen the proposal, we recommend:

1. Refining the objectives to focus on one or two key measurable outcomes.
2. Clearly defining the target audience and rationale for international participation.
3. Scaling down the number of participants to ensure stronger engagement and retention.
4. Reassessing budget allocations to ensure sustainability and cost-effectiveness.
5. Integrating a structured retention plan, ideally in partnership with initiatives like WikiVibrance.

Given that such events are not typically funded annually, and considering the concerns outlined, we strongly recommend withdrawing the proposal. However, if you decide to proceed with the submission as it stands, please note that it is unlikely to be approved. In case you would like to work on the proposal, please resubmit your proposal by March 3 (the proposal is open to be edited on Fluxx).

Best regards,

--Cornelius Kibelka (WMF) (talk to me) 13:53, 20 February 2025 (UTC) (with valuable input from my colleagues)

Response to Committee Feedback on the Wiki Student Summit 2025 Proposal

Dear Committee,

Thank you for your detailed feedback on our proposal for the Wiki Student Summit 2025. We sincerely appreciate the time and effort you have invested in reviewing our submission and providing constructive insights. Below is our formal response, which outlines how we have refined our proposal and we have addressed each issue raised.

1. Overall Event Focus and Objectives

Feedback Summary:

• The objectives are too broad, making it difficult to measure real impact.
• There is overlap among objectives, particularly in the “Advancing Open Knowledge and Advocacy” section.

Our Response and Proposed Adjustments:

1. Refined Objectives:
   • Objective A: Enhance Global Collaboration Focus on fostering partnerships among university students, Wikimedia communities, and external stakeholders. We will integrate Diversity, Equity, and Inclusion (DEI) principles into all activities, ensuring that collaboration benefits a wide range of participants.
   • Objective B: Develop On-Wiki Skills and Capacity Deliver hands-on training tailored to different experience levels (beginner, intermediate, and advanced) in Wikipedia editing, Wikidata contributions, and broader digital literacy.
2. Consolidation of Overlapping Areas:
   • We will integrate the aspects of “Advancing Open Knowledge and Advocacy” into Objective A to avoid repetition. Discussions on open knowledge will be embedded in sessions focusing on global collaboration, policy considerations, and best practices.

By narrowing our focus to these two primary objectives, we believe we can demonstrate more intentional, measurable outcomes and have a clearer roadmap to evaluate the summit’s success.

2. Target Audience and Participant Selection

Feedback Summary:

• Unclear whether the event targets only university students or also educators, policymakers, youth leaders, etc.
• The proposed number of participants (250) is high, and a smaller group (100–150) is recommended for manageability and impact.
• The involvement of international participants (from Rwanda, Burundi, Kenya, Uganda, Nigeria, South Sudan, and Botswana) is unclear: their benefit, their roles, and how interactions will be facilitated.

Our Response and Proposed Adjustments:

1. Clear Definition of Target Audience:
   • The primary audience will be university students who have demonstrated an interest or involvement in Wikimedia projects or open knowledge initiatives.
   • A secondary, smaller group will include educators and youth leaders already engaged in Wikimedia communities who can share expertise and mentor participants.
   • Participation Criteria: We recognize the value of welcoming new editors to grow the community. However, we will prioritize experienced contributors to maximize impact and ensure effective peer learning. A limited number of seats will be available to new editors, as well as a small, focused group of educators and policymakers, reflecting the need for expert-driven guidance and mentorship in the event.
2. Reduced Participant Count:
   • We will limit the participant count to a target range of 150, ensuring deeper engagement and more effective mentoring.
3. Rationale for International Participants:
   • International attendees will primarily be experienced contributors or leaders from Wikimedia communities in the selected countries. Their role will be to share best practices, diversify perspectives, and facilitate cross-border collaboration.
   • Facilitation of Interaction: We will incorporate structured networking sessions, breakout groups, and collaborative projects to ensure that both local and international participants exchange ideas in a focused, mentorship-oriented environment.

3. Program Design and Session Alignment

Feedback Summary:

• Sessions in previous summits were designed for experienced Wikimedians, while the audience largely consisted of first-time or inexperienced participants.
• The program should align with participants’ skill levels, introduce structured pathways, and incorporate mentorship/follow-up activities.

Our Response and Proposed Adjustments:

To ensure each participant receives content appropriate to their experience during our 2025 edition, attendees will have the flexibility to choose the track that best suits their skill level. With the support of breakout rooms, facilitators can offer parallel sessions, allowing participants to move between relevant topics as needed for maximum benefit. Below are the proposed pathways:

1. Tiered Learning Pathways:
   • Beginner Track: Introduction to Wikimedia projects, basic editing skills, and digital literacy fundamentals.
   • Intermediate Track: More advanced editing skills, deeper engagement with Wikidata, and project-based group activities.
   • Advanced Track: Leadership sessions, advanced wiki tools, and best practices for organizing Wikimedia communities.
2. Mentorship Model:
   • We will pair experienced Wikimedia community members (including some international participants) with smaller groups of attendees to reinforce learning and provide ongoing guidance.
   • These mentors will continue to provide support post-event through structured online channels (e.g., dedicated Telegram groups or on-wiki project pages).
3. Pre-Event Assessment and Tailored Sessions:
   • Participants will complete a pre-summit questionnaire (in registration form) on their experience levels, which will inform session placement.
   • Content will be carefully curated so that beginner participants do not feel overwhelmed, while advanced participants remain sufficiently challenged.

4. Event Scope, Cost-Effectiveness, and Long-Term Engagement

Feedback Summary:

• A large-scale event for 250 students is a high cost-per-person investment, particularly for newcomers with uncertain long-term engagement.
• Offering an expenses-paid retreat can attract less-committed participants.
• Suggestion to prioritize participants who have already contributed to Wikimedia projects, resulting in higher retention and deeper impact.

Our Response and Proposed Adjustments:

1. Scaled-Down Event:
   • By capping participants at 150, we reduce the cost per attendee and can allocate resources more effectively.
2. Selective Participant Recruitment:
   • Priority will be given to actively contributing students or individuals with a proven interest in Wikimedia. This ensures limited resources are allocated to those most likely to continue contributing post-event.
   • While we will still welcome a controlled number of new editors, the selection process will ensure our core audience includes those with relevant experience to maximize return on investment.
3. Blended Funding Approach:
   • In addition to Wikimedia funds, we are seeking external sponsorships (as noted in the proposal and budget) to offset costs. This diversification reduces reliance on a single funding source while maintaining program quality.

These strategies will help address concerns about cost-effectiveness, ensuring the summit delivers lasting value for participants and the Wikimedia movement.

5. Retention Strategies and Post-Event Engagement

Feedback Summary:

• Previous events have struggled with ongoing participant engagement.
• Suggested collaboration with WikiVibrance to establish structured mentorship and sustained involvement.

Our Response and Proposed Adjustments:

1. Partnership with WikiVibrance:
   • We are in the process of formalizing a collaboration with WikiVibrance, inviting them to co-lead selected sessions and establish a robust follow-up structure.
   • This includes a mentorship program where WikiVibrance team members help participants develop project ideas, set contribution goals, and track progress over several months’ post-summit.
2. Structured Post-Event Activities:
   • Participants will be grouped into thematic “working clusters” (e.g., Women in STEM, WikiData for Development) to collaborate on mini-projects over a three- to six-month period.
   • Regular virtual check-ins and milestone celebrations will keep momentum high.

6. Addressing Gender and Diversity

Feedback Summary:

• The proposal mentions promoting gender diversity without specifying how.
• Clarify how the event aligns with existing gender-focused initiatives (e.g., WikiWomen in Africa).

Our Response and Proposed Adjustments:

1. Intentional Gender Balance:
   • We will set a minimum target of 45% female  genders among participants, trainers, and speakers.
   • We will prioritize outreach to women’s groups, female student associations, and WikiWomen initiatives.
2. Gender-Focused Sessions:
   • Dedicated sessions on bridging the gender gap in Wikimedia projects, led by local and international WikiWomen leaders.
   • Highlight success stories and best practices from African WikiWomen communities to inspire attendees and provide actionable roadmaps.
3. Follow-Up via Gender-Focused Networks:
   • Collaborate with existing WikiWomen initiatives to continue engagement, project collaborations, and peer support after the summit.

7. Long-Term Vision and Institutional Commitments

Feedback Summary:

• The proposal lacks a clear long-term vision for continued involvement in Wikimedia projects.
• If the goal is to integrate Wikimedia into academia, institutional partnerships and commitments should be included.

Our Response and Proposed Adjustments:

1. Long-Term Institutional Collaboration:
   • We have already signed Memoranda of Understanding (MoUs) with four universities, each outlining how Wikimedia projects can be incorporated into coursework or extracurricular activities.
   • We are also actively in talks with additional institutions to secure further commitments and expand our academic network.
   • These MoUs and future agreements will outline commitments for wiki clubs, monthly edit-a-thons, and faculty-led research contributions on Wikimedia platforms.
2. Roadmap for Sustainability:
   • We will define measurable milestones (e.g., forming new campus-based or revamping the existing Wiki clubs within the first six months).
   • Periodic follow-up visits or virtual meetings will track progress and address challenges.
3. Public Policy Engagement:
   • Where possible, collaborate with policy-focused organizations or relevant government ministries to foster an environment supportive of open knowledge adoption in higher education.

Why This Proposal Merits Funding

Despite the challenges highlighted, the Wiki Student Summit 2025 remains a crucial initiative to deepen youth engagement with Wikimedia projects, foster cross-border collaboration, and strengthen on-wiki capacity among university students. We have already secured partial funding from a combination of external sponsors and partners who believe in our refined approach and are ready to support the event.

Withdrawing the proposal at this juncture would not only risk losing this pledged support but could also jeopardize our relationships with donors and institutions some of which played a key role in our successful 2023 and 2024 editions.

Furthermore, scaling back entirely would erode the momentum we have built and weaken the trust that our existing sponsors and community partners have placed in us. Past experience shows that consistent funding and incremental improvements are essential for building strong contributor pipelines within the Wikimedia ecosystem. A sudden withdrawal could create uncertainty around our upcoming programs and diminish the long-term gains we have worked so hard to achieve.

By supporting this proposal, the committee will help ensure that the resources already secured are effectively utilized, the partnerships forged remain strong, and the event can fulfill its mission to cultivate a new generation of committed Wikimedia contributors and ambassadors.

Conclusion

We are grateful for the candid feedback, which has allowed us to refine our approach significantly. The Wiki Student Summit 2025 will be a more focused, cost-effective, and impactful event under the revised framework:

1. Clear, Measurable Objectives (Global Collaboration and On-Wiki Skills Development)
2. Targeted Audience (150 participants, prioritizing those with demonstrated interest or experience, with limited spots for new editors, educators, and policymakers)
3. Tailored Program Design (tiered learning pathways with flexible breakout rooms, structured mentorship)
4. Retention and Partnership Strategies (collaboration with WikiVibrance, institutional MoUs, continued engagement programs)
5. Gender and Diversity Prioritization (minimum gender balance targets, WikiWomen initiatives)
6. Sustainability and Long-Term Vision (university partnerships in place and expanding, policy engagements)

Your support will not only leverage the funds already secured from our partners and donors but also ensure that the summit delivers lasting value strengthening the Wikimedia movement through empowered youth engagement and sustained institutional collaborations. We firmly believe that maintaining this proposal is in the best interest of everyone involved, and we look forward to the opportunity to implement the outlined improvements for the Wiki Student Summit 2025.

On behalf of the Core Organizing Team

Magotech (Open Space Tanzania) (talk) 14:34, 3 March 2025 (UTC)