Wikimedians in Residence programme review Daria Cybulska, Wikimedia UK LOOKING INTO: The Wikimedian in Residence (WIR) programme is seen as one of Wikimedia JISC WIKIMEDIANS NATURAL HISTORY IN RESIDENCE MUSEUM & UK’s (WMUK) strongest, most impactful programmes, but is it really so? SCIENCE MUSEUM After six months of research that involved reporting from YORK residents, host institutions, and the community, Wikimedia UK MUSEUMS TRUST has produced an in-depth report of a well known program: Over the first half of 2014 we have evaluated to find out. Wikimedians in Residence. NATIONAL LIBRARY In this infographic, we showcase some of the program OF SCOTLAND outcomes. TYNE & WEAR Follow the color-coding to see each residencies reported1,2 ARCHIVES & MUSEUMS 3 What’s a Wikimedian in Residence? contributions ! THE ROYAL SOCIETY Usually a Wikimedia contributor who accepts a placement within an institution to: INPUTS

»» facilitate close working relationship between the Wikimedia movement and the host organisation. £ 175,198 SHARES £ 121,898 4 HOST TOTAL COST HOST IN KIND »» facilitate content improvements on Wikimedia projects, e.g. via exploring sharing institution’s digital resources on Wikimedia Commons. INSTITUTIONS / OVERHEAD »» serve as an for open knowledge and its benefits. Assist change within the host organisation. HOST BUDGET ambassador £ 52,186 £ 53,300 22% HOST IN KIND / OVERHEAD WIKIMEDIA UK WIKIMEDIA UK 78% HOST BUDGET BUDGET »» deliver the above via a range of activities, both internal (e.g. staff training and talks) and public-facing. 0% WM UK BUDGET £ 43,976 31% HOST IN KIND / OVERHEAD WMUK has been involved with WIR, with varying degrees of support and supervision, since the creation of the WIR 34% HOST BUDGET 35% WM UK BUDGET £ 27,456 programme in 2010. We evaluated seven WIR projects that were delivered through a systematic process of applications, agreements and reporting. 33% HOST IN KIND £ 29,663 / OVERHEAD 8% HOST IN KIND 35% HOST BUDGET / OVERHEAD 33% WM UK BUDGET 33% HOST BUDGET 59% WM UK BUDGET £ 9,374 33% HOST IN KIND / OVERHEAD 32% HOST BUDGET What did we evaluate and why? 35% WM UK £ 4,035 BUDGET £ 8,507 38% HOST IN KIND 35% HOST IN KIND / OVERHEAD The aim of the review was to assess the programme delivered to date and identify next steps in its development. / OVERHEAD 62% WM UK 65% WM UK BUDGET BUDGET We looked at: Who did we involve and how? »» Residents In each of the above columns, the darkest shades indicate share of the investment by Wikimedia UK, the lightest shades inidicate the host institution Model budget and in-kind / overhead costs. All in kinds and overheads have been estimated based on observed trends in Wikimedians in Residence proposals. »» Residency hosts – esp. line managers »» Length, costs and funding RESIDENT HOURS LEVERAGED »» Assessment of the WMUK’s choices of partner institutions »» Wikimedia community »» Assistance from Programme Evaluation & Design – esp. survey 2080 HOURS Hosts creation BRITISH LIBRARY 5,592 »» Assessment of WMUK support »» Volunteer reviewer HOURS »» Perception of effectiveness of the residencies 688 HOURS JISC 1040 HOURS Methods and aims: NATURAL HISTORY Residents MUSEUM »» Online questionnaire for residents – to explore initial opinions on the 960 HOURS »» Assessment of skills NATIONAL issues above LIBRARY OF SCOTLAND »» Experience of the project 412 HOURS 206 HOURS 206 HOURS YORK TYNE & WEAR THE ROYAL »» Online questionnaire for residents’ line managers – MUSEUMS TRUST ARCHIVES & MUSEUMS SOCIETY »» Assessment of WMUK support to explore initial opinions »» Documentation / reporting »» Follow up meetings with the host institutions – in-depth discussions OUTPUTS Benefits and measurement about challenges and solutions »» Analysis of the delivery on objectives »» Online questionnaire for the Wikimedia community (mostly UK) – to explore their opinions NATURAL YORK NATIONAL »» Assessment of the benefits as seen by the 13 EDIT A THONS BRITISH HISTORY MUSEUMS LIBRARY OF LIBRARY JISC MUSEUM TRUST SCOTLAND residents/hosts/community »» In-person meeting of the residents – to develop SWOT analysis and 58 6 30 3 10 open to wider dialogue »» Analysis of impact so far and the potential »» Existing data: residents’ monthly reports and final case studies – to 107 assess impact so far 2 3 1 7 BRITISH JISC YORK NATIONAL WORKSHOPS LIBRARY MUSEUMS LIBRARY OF »» Producing final review report – for wider dissemination TRUST SCOTLAND & PRESENTATIONS

1505+

591+ PARTICIPANTS What did we find out? BRITISH LIBRARY MORE DETAILS: 1182+ From the surveys and meetings we learnt that: From the reports we found that the impact is strong: Workshop & Presentation »» The programme strengths lay in the good reputation of past projects »» Residents create open knowledge awareness through media participants. and the ‘brand’. coverage, training and outreach events. 188+ Conference »» It leverages the prestige of host organisations, their commitment to »» They advocate for change within their host institution, and other 224 JISC participants. the open agenda, working with the web projects. organisations in their networks. 135+ 508 Edit-a-thon »» The programme is faced with challenges: »» They produce resources about open knowledge for the host NATURAL HISTORY participants • Obstacles to change within the host institution. organisations, and the global Wikimedia movement. MUSEUM • Insufficient tools for demonstrating metrics. »» They facilitate crucial content improvements by supporting media 102 80 uploads, distributing content already available, and supporting NATIONAL YORK MUSEUM • Community can only support a limited number of projects. LIBRARY TRUST article creation on Wikipedia. OF SCOTLAND • Small pool of potential residents. • Limited capacity from WMUK to support and help resolve the »» See the infographic! OUTCOMES issues above.

31 202 JISC NATURAL HISTORY 380 MUSEUM Along the way, we had some surprising discoveries: NEW USERS 2 102 YORK NATIONAL LIBRARY »» It can take a couple of months for the resident to understand fully what their role is and how to deliver it. MUSEUMS TRUST OF SCOTLAND »» The residents don’t necessarily network with each other – this needs support. 27 16 TYNE & WEAR THE ROYAL ARCHIVES SOCIETY »» It is important to the success of the project to have a ‘team’ within the institution & MUSEUMS working with the resident. 7,502 IMAGES 237 NEW 6.142 IMAGES ARTICLES BRITISH LIBRARY ...What will we do now? 344 To build on the potential of the programme, we have a series of recommendations: IMPROVED ARTICLES5 »» WIR programme should continue. 400 IMAGES YORK 670 IMAGES MUSEUMS TRUST NATURAL 239 IMAGES HISTORY »» Duration of residencies – should be longer to ensure impact (e.g. 9-12 months for larger organisations). NATIONAL LIBRARY 51 IMAGES MUSEUM OF SCOTLAND TYNE & WEAR ARCHIVES & MUSEUMS 50 »» Supporting the programme – additional capacity is needed for this. It will be considered in the future. IMAGES »» Sharing of information – set up a forum for the sharing of advice, information and best practice between institutions and between residents. NEW 1,021 21 PARTNERSHIPS UNIQUE 9 »» Project goals – should be clearer for each residency to improve assessing impact. They should be reflected on the job description. Better reporting TOOLKITS IMAGES USED 20,000 EXTERNAL PRESS & GUIDES should follow. DAILY VIEWS 50 ARTICLES & BLOGS »» Resident skills – training, teaching, working independently, tact, advocacy – should be reinforced in the job description. Legend »» Project format – consider alternative residency formats to increase the potential resident pool. = £ 1000 = 10 participants = 100 images

= 10 hours = 10 users = 10 articles [email protected] 1 Data presented as reported through May 2014. 2 Reporting of contributions may be only partially complete; not all residents tracked and/or reported all metrics consistently. 3 Not all residents engaged in all types of outreach activities. +44 (0) 20 7065 0990 4 Wikimedia UK support time was distributed across six sta members, some with just limited admin support activity. It is not currently possible to Acknowledgements break down the hourly investment of time per residency, and investment varies depending on the number and scope of residency. However, in their Further information last quarter, sta support was estimated at 320 hours (approximately £5,320). This is both time spent to support current residencies, and work on The ’s Programme Evaluation pursuing and setting up prospective ones. & Design team – Maria Cruz and Jaime Anstee, offered 5 Reporting on new articles created and improved articles is an estimate based on edit-a-thons, and workshops and presentations participants, and Full review: https://wikimedia.org.uk/wiki/ the work carried out during those events. This data is new and was pulled for the specic purpose of this infograhic, hence, it is not in the nal report. Wikimedia UK valuable assistance throughout the process, and Wikimedian_in_Residence_2014_review 4th Floor, Development House, 56–64 Leonard Street created the infographics for the poster. This infographic was a collaboration of WMF evaluation team members María Cruz & Jaime Anstee, and Contact me: https://wikimedia.org.uk/wiki/ CC-BY-SA 3.0 Wikimedia UK program manager Daria Cybulska. EC2A 4LT, Chris McKenna assisted in creating the review report. User:Daria_Cybulska_(WMUK) Unported