Wikimedia Foundation Affiliates Strategy/Implementation

Following the feedback process on proposed requirements for affiliates and user groups recognition changes on Meta-wiki as a part of the Wikimedia Foundation Affiliates Strategy process started in November 2022, the following requirements for all affiliates and changes to user groups recognition process were adopted.

originally posted by Board of Trustees chair and liaison to the Affiliations Committee Nataliia Tymkiv to Wikimedia-l on June 12, 2024

Affiliations Committee (AffCom) is a volunteer committee responsible for making recommendations to the Wikimedia Foundation Board of Trustees on the recognition, approval and de-recognition of Wikimedia movement affiliates, and for facilitating the creation of those organisations or groups. It is tasked in its charter with “promoting community health and growth”, including by “monitoring affiliates' continued compliance with affiliate rules and criteria” and by “provid[ing] support to affiliates as they attempt to grow in membership, build programs to further the Wikimedia mission, and improve their governance practices”.

In 2023, insights from AffCom members, affiliates, community members, and Foundation staff, reflected in a report with immediate recommendations, surfaced a number of ways to improve how the Foundation works with affiliates, how collaboration can happen, and which criteria can help to ensure that all affiliates are healthy.

Since that point, AffCom has been working with the Board of Trustees, Foundation staff, affiliates and wider community members to enable them to provide appropriate guidance to affiliates regarding what it means to be an active and healthy Wikimedia organization. As a result of those conversations, AffCom has voted to adopt the following 10 criteria for affiliates, grouped into four main areas:

There are more details around each of these criteria here, including guidance on how each criteria can be met. All criteria will be tracked for all affiliates, except for the criteria around financial and legal compliance, which only apply to those affiliates receiving funds and/or that are incorporated.

Staff and AffCom are working on streamlining affiliate reporting requirements, responding to feedback raised during the community feedback period about the reporting burden. The new requirements of data collected in reports would be useful also for different Foundation teams and departments, and allow for the creation of detailed regional or global reports that demonstrate affiliate health and impact.

In July 2024, AffCom will work to finalize the implementation plans. In August 2024, updates will be made to Meta-wiki and other supporting platforms.

Reference

• Adoption of the Affiliate health criteria

2023 insights from the process also included recognising a need to strengthen AffCom processes for evaluating potential User Groups’ furtherance of shared movement goals, sustainability, and general ability to be healthy and active movement participants. According to its charter, AffCom is charged with “establishing recognition criteria and processes for different models of affiliation”. AffCom adopted the revised process for User Group recognition, adding to the recognition process:

1. a live interview (by video call) with AffCom;
2. the requirement that user group applicants publish a public letter of intent to affected wikis/projects and affiliates
3. the creation of a one-year trial period for applicants to demonstrate their activities and effectiveness

In order to implement the new requirements, AffCom finds it necessary to pause new user group recognitions. This does not include those already in the pipeline as of 12 June 2024.

During this pause, AffCom will share documentation about the new criteria with the community and emerging User Groups, and ensure streamlined reporting systems. Even after the documentation is released, AffCom will remain sensitive to needed adjustments that may become clear during the implementation process and will take any necessary steps to update the documentation to elaborate on the criteria.

AffCom currently expects to resume recognition work in September 2024.

Reference

• Approving Updated User Group Recognition Process

Following the last update in June, the Affiliations Committee (AffCom) support staff have been working on a plan to update the affiliate reporting procedures to collect data on affiliate health criteria. Support staff performed a review of current affiliate reporting procedures. They also worked with colleagues in other teams that support affiliates to understand how best to make these changes without creating undue burdens for affiliate representatives.

In September, support staff will submit a plan to AffCom for testing these changes to the reporting structures. The plan will provide opportunities to evaluate, iterate, and adapt to ensure the reporting changes are both effective and adaptable to the needs of the movement. The goal is to work towards a process that asks affiliate representatives to report only once a year, on one platform, that would meet the needs of various stakeholders, like AffCom and the grants team.

If the plan is endorsed by the Affiliations Committee, support staff will update this page with the timeline and next steps by the end of September. Additionally, documentation and direct support will be provided to help affiliate representatives understand the changes, and how and when their reports can be submitted. If you have any questions or comments, please post to the main talk page.

Following the last update in June, Affiliations Committee (AffCom), including members and advisors, Board of Trustees liaisons, Committee Support staff, and other Wikimedia Foundation staff members, have been working on a plan to update the user group recognition process to include additional steps. These steps include a public letter of intent from the applicant to affected communities, a live interview with applicants and AffCom, and a one-year trial period before a final AffCom decision on whether to recommend formal recognition.

A timeline for the updated user group recognition process and a preview of the application form is now on Meta-wiki.

AffCom and Committee Support staff will be testing the live interview process with user group applications received before 12 June 2024. These applicants have been invited to attend an interview with AffCom in October or November. Following the interview, AffCom will vote on whether the application will proceed to a one-year trial period.

AffCom and Committee Support staff have also been working on the required update to the application form. Staff anticipate the new form will be available for testing by the end of October. AffCom is also working with the Board liaisons on sustainably reopening the user group application pipeline.

If you have any questions or comments, please post to the main talk page.

Following the August update, AffCom endorsed the planned timeline and next steps for implementing the affiliate health criteria. Wikimedia Foundation staff are updating reporting formats and communications to support the collection of affiliate health criteria data.

The long-term goal for affiliate reporting is to have one system for all affiliate reporting. Having one system for reporting aims to reduce the burden on affiliates. The affiliate health criteria reporting will be tested with two different groups. Staff will be reaching out to affiliate representatives from these groups with further instructions.

There are more details on Meta-Wiki. Affiliate representatives will no longer be required to submit an update to the Wikimedia Affiliates Data Portal, as Committee Support staff will complete that step. Staff will provide documentation and support to affiliate representatives to help understand the changes, and how and when their reports can be submitted and work with AffCom to update the supporting Meta-wiki pages.

If you have any questions or comments, please post to the main talk page.

Questions regarding these decisions can be posted at the main Meta-wiki talk page. Alternatively, you can request a conversation as a part of Talking:2024. You can use the Let’s Talk feature to sign up for a time to speak with trustees or staff.