Dear all,

In November 2022, we announced that the Wikimedia Foundation Board of Trustees (Board) would be embarking on creating a Wikimedia Foundation Affiliates Strategy in collaboration with the Affiliations Committee, the affiliates, and the broader communities [1]. The intention was to develop a strategy that will help guide the Foundation’s immediate work in supporting affiliates for the next few years, with a primary focus on the recognition process, as a direct responsibility of the Board. We are now publishing the report summary [2] and the report itself [3]. This report is presented in the same format it was presented to the Wikimedia Foundation Board of Trustees in Singapore, with identifiable information removed to respect respondents’ privacy, and the context added at the beginning, to make it a stand alone document.

We would like to thank all those who attended the meetings, and calls, filled in the survey, additionally shared materials and ideas – and also to staff for helping us to shape the process

Please take some time to review the summary and the report. You will see that the conversations covered several topics and captured feedback outside of the affiliate recognition process as well. We have shared this feedback with the Board and with leadership at the Wikimedia Foundation, so that more can be learnt to address feedback on these topics as well.

Maryana, the CEO of the Foundation, recently announced Talking: 2024 https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Community_Affairs_Committee/Talking:_2024#October_2023_Update_and_Invitation_to_Talking:_2024, conversations to share, listen, and learn with intention as we all continue to plan our future as a movement. You can use the Let’s Talk https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Community_Affairs_Committee/Talking:_2024#Let's_talk feature to sign up for a time to speak with me and other trustees about the Affiliate Recognition Strategy Report or any other topic regarding the Wikimedia Foundation Board, Movement Strategy etc.

Best regards,

Nat & Shani & Lorenzo Wikimedia Foundation Board of Trustees Liaisons to the Affiliations Committee

== Wikimedia Foundation Affiliates Strategy: Summary ==

The Wikimedia Foundation (WMF) Board of Trustees believes that Wikimedia affiliates are a key and integral part of the Wikimedia movement, and affiliates’ success is vital for the Wikimedia movement’s success. To that end, it is crucial to develop a clear vision regarding affiliates, making it possible to assess whether the investment in, collaboration with, and policy towards affiliates is promoting the right goals.

The Foundation’s Board decided to begin the process with creating a strategy that will help guide the Foundation’s immediate work in supporting affiliates for the next few years, with a primary focus on how affiliates are recognised, as a direct responsibility of the Board.

In November 2022, the Wikimedia Foundation Board of Trustees announced they would be embarking on building this Wikimedia Foundation Affiliate Strategy https://lists.wikimedia.org/hyperkitty/list/wikimedia-l@lists.wikimedia.org/message/SRHX3KLSYAEDCM4T35RSNNRWWLYVNCQB/ in collaboration with the Affiliations Committee, the affiliates, and the broader communities.

Over several months, the Wikimedia Foundation Board engaged with an outside consultant to drive a review process of what work the Foundation was doing to support affiliates. The end goal was to have several recommended actions.

=== The process ===

The first phase of the process was largely internal to the Board and the Affiliations Committee. This phase involved interviewing current Affiliations Committee (AffCom) members, its advisors, staff support (former and current), staff from different teams and departments of the Wikimedia Foundation who work closely with affiliates (like Legal, Community Resources, and Advancement). The interviews were conducted by Jon Huggett, a consultant on governance related topics. Jon previously worked on the Movement roles project (2010–2011) and has completed other governance-related analysis for the Board of Trustees. The result of the first phase was summarised in a report presented to the Wikimedia Foundation Board Liaisons to AffCom. This report was then discussed with AffCom. This initial report was used to scope out the next phase of work.

The second phase involved collecting data from affiliates. This process included calls with affiliates and a survey open to everyone (a public invitation went out on the Wikimedia-L mailing list). The information collected was compiled into a report with immediate recommendations. This report was first presented and discussed with the AffCom, Community Affairs Committee (CAC), and the Wikimedia Foundation Board at the Board meeting at Wikimania in August 2023.

In total, the following groups were consulted:

-

8 Affiliations Committee members and advisors were interviewed 1-on-1 -

11 Wikimedia Foundation staff were interviewed 1-on-1 -

14 Affiliate Executive Directors interviewed in 5 group sessions -

65+ community members attended 9 different online sessions and one face-to-face session at WikiConference India -

7 stakeholders interviewed 1-on-1 -

38 responses to 2023 Affiliate Experience Survey

=== The findings ===

Over the years, AffCom’s role has evolved into a very difficult set of tasks, creating a demanding workload for hard-working volunteers. There are opportunities to streamline the work to focus on affiliate recognition. There needs to be further clarity around which decisions on recognition, derecognition and conflict rest with AffCom, which are with the CAC, which are with Foundation staff, and which with the Foundation Board.

=== Recommendations ===

One recommendation from the report is to move some of the administrative work from AffCom to staff, including the tasks that require quick response and detail. There also need to be new ways to select members of AffCom. Finally, over the long term, some responsibilities could be transferred to a Global Council. Further details on these recommendations can be found directly in the report.

=== What happens next ===

The Trustees have reviewed the recommendations and the CAC will be working with AffCom to implement some of the changes, the prioritisation and implementation of which would be discussed with the AffCom, and further communicated to the communities and affiliates. Community members can look forward to periodic updates from the CAC.

[1] https://lists.wikimedia.org/hyperkitty/list/wikimedia-l@lists.wikimedia.org/...

[2] https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Affiliates_Strategy/Rep... (summary page)

[3] https://commons.wikimedia.org/wiki/File:Wikimedia_Foundation_Affiliate_Recog... (pdf)

On Fri, Jun 16, 2023 at 8:01 PM Nataliia Tymkiv ntymkiv@wikimedia.org wrote:

Dear all,

Please find below a process update regarding the Wikimedia Foundation Affiliates Strategy [1], which was announced back in November 2022 [2]. Here is a page with FAQs [3].The primary focus is determining the support affiliates need, especially during the recognition process, which is the Affiliations Committee’s core purpose [4].

The first phase of the process was internal – interviewing current Affiliations Committee (AffCom) members, its advisors, staff support (former and current), staff from different teams and departments of the Wikimedia Foundation who work closely with affiliates (like Legal, Community Resources, and Advancement). The interviews were conducted by Jon Huggett, a consultant on governance related topics, who some of you may know from Movement roles project (2010–2011) [5]. The result of the first phase was summarised in a report presented to Wikimedia Foundation Board Liaisons to AffCom, and discussed with AffCom itself. This initial report was used to scope out the next phase of work and the aggregated comments from both phases will be included in the final report.

The second phase is to collect data from affiliates – for this there are calls with affiliates being organised (the next ones are on June 18, and if you are interested, you can register and join them, here is the calendar [1]). Also there is a survey to fill in [6] (the privacy statement is here [7]). The data is being collected till June 30, 2023 (AoE - anywhere on Earth).

As a note: the survey [6] is meant to be filled in by an individual, and it is important to hear from members of affiliates (not only from its main contacts). Also, it is possible to fill it in even without being affiliated with any affiliates – a community member can have a perspective about the work of affiliates in their region, language or thematic activities, and that perspective would be a bit different, as they would not know some internal issues the affiliate might have, but, that perspective would be still valuable. So please fill in the survey, if you have thoughts on the topic. Also there is an option to request a meeting with the Board liaisons to Affiliations Committee, if these forms of collecting data (calls and survey) are not enough in a specific case.

After this second phase is done, the data would be processed, and a report will be produced, including the perspectives collected from the calls and survey. This report, including some immediate recommendations, would be first presented and discussed by the AffCom, Community Affairs Committee [8], and eventually by the Wikimedia Foundation Board at the Singapore meeting at Wikimania in August 2023.

There would be an update here and on the Meta page [1] with the next steps after Wikimania.

Best regards, Nat & Shani & Lorenzo Wikimedia Foundation Board of Trustees Liaisons to the Affiliations Committee

[1] https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Affiliates_Strategy

[2] https://lists.wikimedia.org/hyperkitty/list/wikimedia-l@lists.wikimedia.org/...

[3] https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Affiliates_Strategy/FAQ

[4] https://meta.wikimedia.org/wiki/Affiliations_Committee

[5] https://meta.wikimedia.org/wiki/Movement_roles_project

[6] https://docs.google.com/forms/d/e/1FAIpQLScyRTQSIMYj9ymX4S-pbjtpZSqnQ8Icr-P3...

[7] https://foundation.wikimedia.org/wiki/Legal:2023_Affiliate_experience_survey...

[8] https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Community_Affairs_Commi...

---------- Forwarded message --------- From: Nataliia Tymkiv ntymkiv@wikimedia.org Date: Wed, Nov 30, 2022 at 7:03 PM Subject: Beginning work on a Wikimedia Foundation Affiliates Strategy + AffCom elections update To: Wikimedia Mailing List wikimedia-l@lists.wikimedia.org

Hello all,

The Wikimedia Foundation Board of Trustees believes that Wikimedia affiliates are a key and integral part of the Wikimedia movement, and affiliates’ success is vital to the Wikimedia movement’s success. To that end, it is crucial to develop a clear vision regarding the affiliates, making it possible to assess whether the Foundation’s investment in, collaboration with, and policy towards affiliates is promoting the right goals. The Board will be embarking on building a Wikimedia Foundation Affiliates Strategy in collaboration with the Affiliations Committee (AffCom), the affiliates, and the broader communities. This strategy will help guide the Foundation’s immediate work in supporting affiliates for the next few years.

In order to ensure that there is continuity and institutional memory during this process, there will be a delay of the elections for AffCom until after the strategy is complete, and the terms of the current AffCom members will be prolonged (in a separate resolution) to December 31, 2023. While the strategy is under development, AffCom will continue its current responsibilities, in addition to collaborating on the Wikimedia Foundation Affiliates Strategy.

Once the Wikimedia Foundation Affiliates Strategy is ready, there would be clarity on what is expected from the Wikimedia Foundation for supporting affiliates, and what is expected from affiliates.

As the weeks progress in the new calendar year, a plan of the process will be released, including opportunities for communities and affiliates to engage. You can find some FAQs below to assist further understanding of the Wikimedia Foundation Affiliates Strategy. Best regards, Nat & Shani Wikimedia Foundation Board of Trustees Liaisons to the Affiliations Committee

== FAQs ==

1. What are Wikimedia movement affiliates? What is AffCom?

Wikimedia movement affiliates are "independent and formally recognised" groups of people intended to organise and engage in activities to support and contribute to the Wikimedia movement [1]. Currently there are three active models for affiliates: chapters, thematic organisations, and user groups. The Affiliations Committee (AffCom) advises and makes recommendations regarding the recognition and existence of Wikimedia movement affiliates.

2. How is the work with affiliates at the Wikimedia Foundation organised

now?

As of now, processes are fragmented across different teams at the Wikimedia Foundation, and some decision making regarding affiliates is happening at different levels. A unified and consistent process is beneficial to all parties, hence the start of the work on the Wikimedia Foundation Affiliates Strategy.

3. What is the Wikimedia Foundation Affiliates Strategy? Is this an update

of some existing document or something brand new?

Until now there has not been any unified vision regarding how the work around affiliates should happen, as there was no affiliate-specific strategy developed before. The Wikimedia Foundation Affiliates Strategy is to be a blueprint that will guide the Foundation’s immediate work with affiliates. This strategy will be in place to inform and guide the Wikimedia Foundation budget and support to affiliates, until some kind of Movement-wide Affiliates Strategy is developed.

4. Why do we need a Wikimedia Foundation Affiliates Strategy?

The Affiliates are a key part of the Wikimedia movement as mentioned in the Wikimedia Foundation mission, and their success is integral to the success of the whole Wikimedia Movement. As the affiliate ecosystem has grown in size and complexity, it is increasingly important to review existing approaches and ensure that the focus is on the right areas. The Wikimedia Foundation Affiliates Strategy will help to strengthen and advance the work of the affiliates.The Wikimedia Foundation Affiliates Strategy will take into account Wikimedia 2030 Movement Strategy recommendations https://meta.wikimedia.org/wiki/Movement_Strategy/Recommendations.

The Strategy will direct Foundation attention to the needs of affiliates and focus resources on those needs towards impact by affiliates.

5. Does the decision of developing the Wikimedia Foundation Affiliates

Strategy change the role of AffCom?

There are no immediate changes in the role of AffCom, which is continuing doing its job. However, the Wikimedia Foundation Affiliates Strategy will direct the future work of the Wikimedia Foundation in support of the affiliates, which could result in revising the role and scope of AffCom.

6. Why are the AffCom Elections delayed?

Traditionally, AffCom had elections at least once every year to select (not elect) and appoint members who will serve in AffCom for a period of two years. This year AffCom elections will not be held. Instead, the elections will be delayed as AffCom is a key input for the Board in developing the Wikimedia Foundation Affiliates Strategy, and adding the burden of selecting and on-boarding new members will encumber the committee and make it difficult for it to discharge its regular duties as well as collaborate on the strategy. If the number of voting members falls below five (per the AffCom Charter https://meta.wikimedia.org/wiki/Affiliations_Committee_Charter), elections will nonetheless be held.

7. Will the Movement Charter also have an "Affiliates Strategy" and/or

define affiliate roles?

While it is reasonable to expect that the Movement Charter will have prescriptions on affiliates and their recognition, and some of these responsibilities might shift to the Global Council once it is formed, it is currently unknown how this will unfold, and it will bear consequences only in years to come. Accordingly, this work is worth doing now so that the available resources are having the impact needed and are best serving the current Wikimedia movement and the affiliate ecosystem in the interim.

8. Is AffCom being asked to propose a Wikimedia Foundation Affiliates

Strategy?

No, AffCom is not expected to propose a Wikimedia Foundation Affiliates Strategy. AffCom has been invited by the Board to collaborate and give an expert opinion. While the Affiliations Committee is an advising committee to the Board, the Board is responsible for this strategy and will lead the community and affiliate conversations around it.

9. What is the timeline for this project?

The target is to have a draft of the Wikimedia Foundation Affiliates Strategy for the Board’s approval at Wikimania 2023 (August 2023).

[1] https://en.wikipedia.org/wiki/Wikimedia_Foundation#Affiliates