Partner Projects Best Practice Guide
Thinking about applying for Partner Projects funding? This guide will help you plan a strong project and write a competitive Expression of Interest. Working through these points before you apply will also make your project easier to deliver if it is funded.
Plan your project
- Identify the goals of your project. What will exist, or be better, when it is finished? Be specific about what success looks like and how you will measure it (for example: articles created or improved, items uploaded to Wikimedia Commons, people trained, page views). Be ambitious but reasonable — projects that increase scale and reach are encouraged, but a well-scoped smaller project beats an overreaching one. The strongest proposals are simple and achievable, with clear goals and measurable outcomes that can realistically be delivered within the program period.
- Consider the knowledge gap you are addressing. What is missing from Wikipedia and other Wikimedia platforms, and who benefits from filling that gap?
- Assess the Wikimedia skills on your team. Do you have someone with on-wiki experience, or access to expertise or mentorship? Training and support can be provided by Wikimedia Australia.
- Confirm the format. Duration, hours per week, on-site or online, and how the work fits within the program period (October to May).
- Consider your contribution. Cash or in-kind co-contributions are welcome — for example a designated workspace, computing or scanning equipment, or staff time.
- Check permissions early. Confirm you have (or can get) the rights to release the content involved under a free licence (usually CC BY-SA or Public Domain). This is one of the most common sticking points for collection-based projects.
- Consider First Nations perspectives from the outset. Most areas of Australian knowledge and collections have a First Nations dimension. Projects engaging with First Nations communities, content or knowledge must follow cultural protocols, including community consultation — see the Wikimedia Australia ICIP and IDSov Guide and our First Nations Resources.
- Designate a key contact. A Project Lead or Coordinator within your organisation who is the main point of contact for Wikimedia Australia.
- Plan for two-way collaboration. Both your organisation and Wikimedia Australia should be actively involved as the project develops — including onboarding or an introduction session for anyone new to your organisation.
- Plan broader engagement. Editathons, information sessions, staff or public training, social media posts and media coverage all extend the reach of your project.
- Understand on-wiki policies. Including Conflict of Interest and related guidelines — desirable up front, and Wikimedia Australia can provide training and assistance.
Hosting a Wikimedian in Residence
If your project involves hosting a Wikimedian in Residence (WiR) or intern, see the Wikimedia Resident and Scholar Program page for information about how residencies work, and international examples of Wikimedians in Residence.
How your proposal is assessed
Proposals are assessed against the Assessment Criteria and Scoring Framework Guidelines across four dimensions: relevance to the WMAU 10 Year Strategic Plan (2025–2035), foreseeable risks, success and impact, and the strength of the partnership. Reading the framework before you apply is strongly encouraged — it tells you exactly what assessors are looking for.
Questions?
Contact us at contact@wikimedia.org.au to discuss your idea before applying — we are happy to help you shape a proposal. Previous projects and examples of successful partnerships are on our Partnerships page.