Grants:Programs/Hub Fund/Volunteer Supporters’ Network - Hub Pilot
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Applicant information
edit- Organization or group name. (required)
- Wikimedia UK
- Provide your main Wikimedia Username. (required)
- Daria Cybulska (WMUK)
- Have you contacted the Wikimedia Foundation Hub team before applying? (required)
- Yes
Is your group legally registered in your country? (required)
- Yes
- Do you have a fiscal sponsor?
- No
- Fiscal organization name.
- N/A
Main proposal
edit- 1. State the title of your proposal. This will also be a title for the Meta-Wiki page. (required)
- Volunteer Supporters’ Network - Hub Pilot
- 2. Proposed start date. (required)
- 2025-06-01
- 3. Proposed end date. (required)
- 2026-12-01
- 4. Where will this proposal be implemented? Provide the region or country names and any other information that is useful for understanding your proposal. (required)
- Currently, the VSN’s reach is in North, Central & South America, and Europe & Africa, led by Wikimedia Argentina and Wikimedia UK, in partnership.
In moving toward being a more global network, part of our proposal will be to establish new nodes of activity in an additional area; our initial thoughts are that this would be somewhere in a UTC area which we don’t currently reach, however this would be subject to discussion with the advisory group. We would aim to add at least one formal additional node during the grant period, with the potential to informally line up another during the grant period.
- 5. Does your group have a theory of change for your proposal? If yes, please provide it. (optional)
- Yes
- https://docs.google.com/document/d/1xjNJVDM2CrpgogEzei-4qcw6_x_a9f4Gsu8Mfef4GnA/edit?tab=t.0
- 6. Why do you believe your group is best positioned to drive this hub initiative? (required)
The Volunteer Supporters Network has been in operation since Wikimania 2014, bringing together those in the movement who directly support volunteers in order to share knowledge and learn from each other. It is the only network of its type in the movement.
In 2022, management of the VSN was split between Wikimedia Austria & Wikimedia Poland. Following a period of expansion during the pandemic, management was passed to Wikimedia UK and Wikimedia Argentina. These periods were funded by Movement Strategy Implementation Grants, and reports can be found here [1] and here [2].
Drawing on the learning from these periods of work, it has become clear that the VSN serves a unique and valued role within the Wikimedia ecosystem and fulfills many of the established criteria for becoming a Wikimedia hub.
As part of the report for the 2023-4 funded period we described a process for any future movement towards a Hub, which has guided our thinking and the work undertaken to put this application together:
Following discussion with WMF staff Wikimedia UK and Wikimedia Argentina are open to exploring the concept of the VSN evolving into a Hub. We envisage that this would include:
- Reaching out to existing and proposed Hubs to understand more about what has and has not worked
- Exploring one or two test cases or issues to identify what the VSN can offer to the wider movement
- Exploring what a Hub with an established but dynamic network of members, management support from two or more Chapters, and a light touch governance structure might look like in practice
- Exploring how global reach and usefulness might be developed, particularly with regard to those geographical areas which are not currently represented within the network membership.
- Evaluating and openly documenting our findings in order to support movement learning
- 7. Do you have a strategic plan that can help us understand your proposal? If your proposal relates to piloting a hub, share your piloting plan. If your proposal relates to research, share your research plan. (required)
- Yes
- https://docs.google.com/document/d/184jA_rd2kOQzF6yLJyD9He8uaY-J6sUX84MxFCQ0Sfk/edit?tab=t.0
- 8. Describe the specific activities that will be carried out during this project. If your proposal is related to piloting a hub, describe the services you plan to offer and include how you are drawing on community consultation and needs assessments to define your activities. (required)
As we plan to pilot a Hub, and following consultation with Network members throughout the last year, we are proposing the following services:
- Provision of regular peer-to-peer and learning meetings for Network members
- These will be undertaken both in the areas of existing provision, and in the proposed new node area
- These meetings will be both for peer-to-peer sharing, and can also be used for specific areas of training or outreach. The aim is to develop capacity in those supporting volunteers in the movement, with involvement in meetings having a positive impact on the effectiveness of members’ work.
- These meetings also serve to assist in the development of relationships between network members, and cross-global communities.
- Supplementary to these meetings, we plan to engage in the development of the network’s communication channels (eg: Telegram, email list) such that it becomes a useful space for informal learning and knowledge sharing. These spaces are currently under-used.
- The Annual Meeting
- To be hosted ideally by a chapter that is not WMUK or WMAR
- To be hosted with provision for translation so that better exchange can occur between network groupings
- With a model to be discussed to best facilitate global sharing
- To include an opportunity for community reflection and comment on the previous year’s activities, and proposed future activities; incorporating an element of ongoing consultation.
- Provision and expansion of learning resources on the VSN homepage on MetaWiki
- To be provided in English, Spanish, and other languages depending on capacity and need.
- To make this space more useful for our core community
- To consider what changes may need to be made to this space in order to become more useful.
We have consulted with the wider VSN community to develop this proposal, through feedback gathered at the last annual meeting, a vote of the current VSN membership, and two meetings held in February in Spanish & English following sharing of a draft proposal, along with the invitation to provide separate feedback by email.
- 9. Did you involve communities during the drafting of this proposal? Share which specific communities you involved, the process you used to involve them, and how they will participate in this proposal. (required)
Collaboration and co-creation are central to the ethos and delivery of the Volunteer Supporters Network. At the Annual Meeting 2024 hosted by Wikimedia Chile, we discussed a number of ideas for the future direction of the network. (link - [3]) These discussions continued during subsequent online meetings (in English and Spanish) in July of 2024, at the in-person meetup at Wikimania 2024, and also with the Foundation at Wikimania 2024. Subsequent meetings have been held with the Foundation Hubs Team.
Most recently, and building on work that took place in 2024, we took the Hub proposal including the proposed services to two meetings of the wider VSN network in February 2025 (one in English and one in Spanish) for consultation and feedback. We also included an option for private feedback in order to reach those unable to attend those meetings. Their feedback was captured on etherpad and by email, and has been incorporated into this application.
A vote was held in early 2025, in accordance with our internal guidelines, on taking this step to pilot a Hub. The result was overwhelmingly positive, with 9 chapters or user groups represented, and 8 in favour.
With regard to ongoing participation in this proposal, we have suggested the development of a small voluntary advisory group, up to a maximum number of 5, who would support the management team. This would allow for additional participation of network members in the ongoing work of the network.
- 10. Are you in communication with other initiatives or groups that either support similar communities or offer similar services to the ones in your proposal? Provide information about any initiatives, affiliates, and/or hubs that have the potential to duplicate or overlap with your proposal. (required)
We see the work of the VSN as being complementary to, rather than duplicating, other activities and services in the movement.
We have had discussions with representatives from Capacity Exchange, and have also held a meeting of the VSN to test the CapEx prototype tool. We support the project & see the benefit to the movement, although we note that this kind of direct support to individual volunteers would be out of scope for the Hub pilot at this time.
We have had a conversation with representatives from Let’s Connect, and are enthusiastic about the support that this project provides for the movement. Currently, there is not a direct overlap between the work of Let’s Connect - the model of which is open group clinics and direct volunteer engagement - and the VSN, which works with chapter and user group members, creating peer-to-peer learning spaces to enhance the role of community supporters.
We have also met with a staff member of Wikimedia Europe to discuss where there might be opportunities for amplification of each other’s work in the future, as it pertains to volunteer support.
With all of these organisations, we see good opportunities for collaboration and amplification of each other’s work in the future.
We would aim to open channels of communication with other Hubs and groups in the movement where supporting volunteers may be of importance, with a particular focus on hosting and sharing resources, for example through our Meta page.
- 11. Who is your primary audience(s)? List the communities, affiliates, and groups. (required)
At this point in the Hub pilot we are focused upon those who support volunteers in the movement; whether those individuals are paid staff members of a chapter or user group, or a volunteer themselves. This encompasses individuals in many different roles and at different levels of responsibility across the movement.
- 12. If your proposal relates to piloting a hub, share the governance structure you plan to establish. If this governance structure is not yet in place, share how you are making decisions in the interim. (optional)
We currently have a light touch governance structure in place, and internal regulations for the network itself (posted on our meta page), which have been in place for a number of years, and which we would plan to continue to keep in place. As noted above, we also plan to expand the management team and form a small volunteer advisory group (up to 5 additional people) who would make up a part of this governance structure.
As reflected in the timeline, theory of change and piloting plan, part of the early work of the pilot would be to better understand and establish this new model of governance - including an advisory team and a partnership with an additional node. In the interim, decisions are being made by VSN's management team following feedback from the VSN community
- 13. Describe your team. (required)
Current team:
Vic Sfriso user:Vic Sfriso (WMAR), Responsable del Programa de Cooperación
Sara Thomas user:Sara Thomas (WMUK), Programme Manager
Daria Cybulska user:Daria Cybulska (WMUK), Director of Programmes
Rupal Karia user:Rupal Karia (WMUK), Outreach & Community Coordinator
Chukwuebuka Ogbonna (WMUK), Finance and Ops
Gonzalo Bazgan user:Gonzalo Bazgan (WMAR), Director Ejecutivo
Plan to recruit:
Advisory group members (volunteers)
Additional node lead (paid)
- 14. Upload a timeline of activities or provide a link to it. Timeline (operational calendar) is for your programs and activities. (required)
- https://docs.google.com/spreadsheets/d/1RRRjnw7T64C2RFiPf56PpiulqWtF-LKyTE7xI1DOREo/edit?gid=0#gid=0
- 15. How do you intend to keep communities updated on the progress and outcomes of the project? Share your communication plans. (required)
In the first instance we intend to use the VSN meta pages as a site for regular reporting on plans, initiatives and progress. We will also use the VSN Telegram & email lists to keep our core community up to date with our work.
Furthermore we will update the community on progress at the Annual Meeting.
We would also look to explore options for sharing progress and learning in movement communications including for example Diff posts, and conference presentations. We intend, as is reflected in our Metrics and Theory of Change, to share learning on particular elements of the Hub process as part of our work, which would also be published on our Meta pages and which could then be shared with other Hubs in development.
- 16. If your activities include community discussions, what is your plan for ensuring that the conversations are productive, inclusive, and safe? Provide a link to a Friendly Space Policy or UCoC that will be implemented to support these discussions. (optional)
The VSN already requires all of our meetings to follow our Safer Spaces policy. This is posted on all our event invitations, and an example can be seen here: [4]
Each VSN meeting describes this policy at the start of the meeting, and we have a safer spaces contact in place, who is identified to attendees.
We support the UCoC and are committed to the enforcement guidelines; we would be happy to attend any training on the latter once it is available.
Our regular surveys will be carried out asynchronously through a third party survey tool, and we also invite submissions by email
- 17. Are there any other details you would like to share? Consider providing rationale, research or community discussion outputs, and any other similar information that will give more context on your proposed project. You can also upload any additional documents in the section below. (optional)
Since 2014, the Volunteer Supporters’ Network has provided a space for those within the movement who are engaged in the work of directly supporting volunteers to share and learn from each other. There is currently nowhere else within the movement which provides this space, and both the ongoing and ad-hoc evaluation which we have conducted supports its value to its members.
As part of our most recent Annual Meeting, we discussed the global challenges that affect us as a network, the strengths which allow us to meet such challenges, and how we can work together to strengthen the network in this global context. We also discussed the governance of the network, internal communications, and directions for future work. [5]
These insights, along with the fruitful and productive community discussions held in February of this year, and the ensuing positive vote in favour of the Hub pilot, have shaped both our thinking in the formation of this application, and strengthened our belief that the VSN as a Hub can offer something unique, and much needed, to the movement.
Throughout these discussions, themes which have come through strongly have included the shared values amongst network members, community connection, a desire to strengthen cross-regional communication, and knowledge exchange.
Metrics
edit- 18. Share quantitative and/or qualitative metrics that you plan to measure in order to showcase the impact of your activities. (required)
https://docs.google.com/document/d/1z76tE5SWqZEYQNQLRSnswchCppuKpL0nQwz95o8aF6Y/edit?tab=t.0
Budget
edit- 19. Your local currency. (required)
- GBP
- 20. What is the requested amount in your local currency? (required)
- 63462.33 GBP
- Requested amount in USD
- 81352.36 USD [note 1]
- ↑ a b The following amount in US dollars was calculated by Wikimedia Foundation staff using the fixed currency rates. This amount is approximate and may not reflect the actual currency exchange rates on the day of submission or distribution. If the application is funded, the funding will be sent in the recipient’s local currency.
- 21. Does this proposal include compensation for staff or contractors? (required)
- Yes
- 21.1. How many paid staff members and contractors do you plan to cover through the Hub Fund? (required)
Include the number of staff and contractors during the proposal period as well as their work status (full-time/part-time, indefinite/fixed). If you have short-term contractors or staff, please include them separately and mention their terms (period of work).
- Details on the budget spreadsheet. In summary -
WMUK - 4 staff, indefinite, mix of full time and part time (part time on the project) WMAR - 2 staff, indefinite, part time on the project 1 contractor, fixed, part time on the project
- 22. Provide an overview of your overall budget categories in your local currency. (required)
| Budget category | Amount in local currency |
|---|---|
| Staff and contractor costs | 6896 GBP |
| Operational costs | 18260 GBP |
| Programmatic costs | 35790 GBP |
- 23. Upload your detailed budget or provide a link to it. (required)
By submitting your proposal and funding request you agree with the Application Privacy Statement and Universal Code of Conduct
We/I have read and agree:
- Yes
Feedback
edit- Please add any feedback to the grant discussion page only. Any feedback added here will be removed.