Archiv/Unterstützungsrichtlinien/en

This is the English translation of the original document Archiv/Unterstützungsrichtlinien, which is written in German. The only legally binding version of this document is the one in German, approved by the Board of Wikimedia Österreich.

Wikimedia Österreich's support guidelines

Preconditions

Regular participation: Wikimedia Österreich supports the activities of people who regularly participate or want to participate online and/or offline in a project that corresponds to the objectives of Wikimedia Österreich as set out in its mission statement.

This includes, but is not limited to, active participation as a registered user in one of the following website projects: Wikipedia, Wikibooks, Wikidata, Wikimedia Commons, Wikinews, Wikiquote, Wikisource, Wikispecies, Wikiversity, Wikivoyage, Wiktionary and ÖsterreichWiki. For multilingual website projects, support extends to all language versions.

Voluntary work: The supported activity should always be carried out on a voluntary basis. Wikimedia Österreich may pay for special externally provided services in the context of activities that continue to be carried out on a voluntary basis. In justified exceptional cases, financial remuneration of an activity by third parties is permitted. In this case, it must be disclosed to Wikimedia Österreich by whom the financial remuneration is made. Any material benefits that arise indirectly and not as remuneration for the activity itself are not considered financial remuneration of an activity by third parties (examples: catering, promotional gifts).

Residence regulation: For directly supported persons, residence in Austria or South Tyrol is generally required. The provision of technical equipment and other materials from our own stocks can take place regardless of residence. In the case of calls for proposals for temporary support, such as travel grants, different provisions regarding residence may apply.

Cost-effectiveness, efficiency and ecological sustainability: The principles of cost-effectiveness, efficiency and ecological sustainability must be taken into account for all support. In the case of travel expense reimbursements in particular, the assessment of the application must take into account whether the activity can be carried out by local people in an equivalent manner.

Code of Conduct: Wikimedia Österreich’s Code of Conduct applies, among other things, to the conduct of and towards Wikimedia Österreich officials and employees in the course of their duties, as well as at face-to-face, online and hybrid events organized by Wikimedia Österreich. At such events in particular, participants must be made aware of the Code of Conduct in advance, at least by means of a link.

Goals

The supported activity of the individual person must make a concrete and active contribution to at least one of the following objectives, in each case directly related to the project in which the person is active:

1. Creating, collecting and distributing free content
2. Acquiring or sharing skills
3. Recruiting and retaining volunteers
4. Performing and developing special functions in the projects (example: Wikipedia Arbitration Committee)
5. Technical development
6. Influencing external political and institutional conditions in favor of free knowledge and the Wikimedia projects

Activities that are primarily for socializing or making (shared) experiences cannot be supported.

Types of support

The support offered includes the following types in particular, but not exclusively..

Loaned items

Loaned items from our own collections: Certain technical equipment (such as photographic equipment), printed works and reusable advertising materials (example: exhibition stand) from Wikimedia Österreich's holdings are available for loan. The rental period is subject to agreement and depends on the actual period of use and possible other requests. Any costs for return shipping and insurance will be borne by Wikimedia Österreich. In exceptional cases, the costs for loans from external lenders may also be covered.

New acquisitions of printed works for permanent loans: New acquisitions of printed works such as books, journals and maps are made on request and directly by Wikimedia Österreich. These will only be made if it is planned to work on larger subject areas. The work is then handed over as a permanent loan. If the work is not used for a longer period of time (guideline: 1 year), Wikimedia Österreich can reclaim the work. Requests from other project participants for information from the borrowed work must be answered as far as possible.

Material and organizational services

Advertising and information materials: Advertising and information materials from Wikimedia Österreich’s collection can be provided depending on availability. The new production of special advertising and information materials is possible on request.

Competitions: Wikimedia Austria supports competitions for the creation of free content, for example by donating prizes.

Meetings and events: Wikimedia Österreich supports the implementation of self-organized work meetings, information events and the like by providing rooms, equipment and catering as well as organizational assistance.

E-mail addresses and business cards: Wikimedia Österreich assigns personalized e-mail addresses (examples: username@wikipedia.at, name.surname@wikipedia.at) and/or business cards. E-mail addresses are available for the domains wikipedia.at, wikibooks.at, wikinews.at, wikiquote.at, wikisource.at, wikispecies.at, wikiversity.at and wikivoyage.at.

Arranging access: Wikimedia Österreich arranges accreditation for events, photo permits and other privileged access, especially to cultural institutions.

Accident insurance: For the duration of trips for which a reimbursement of costs is claimed from Wikimedia Österreich, an additional request can be made in advance to make use of Wikimedia Österreich's accident insurance. The insurance is valid in Austria and abroad. It covers medical expenses, rescue costs, helicopter rescue costs, repatriation costs (dead and alive) and rehabilitation assistance. In the event of an accident, the communication channels and deadlines communicated to the insured person by Wikimedia Österreich prior to the trip must be observed. Immediate medical assistance and medical treatment must be sought until the healing process has been completed. The conditions of the agreement between Wikimedia Österreich and the insurance service provider apply.

Reimbursement of costs

Reimbursement of costs for access: Reimbursement can be made for appropriate costs for participation in chargeable events, library cards, software, electronic databases, information from authorities and similar.

Reimbursement of travel costs by public transportation (excluding flights): In principle, journeys by public transport by road, rail and water are eligible for reimbursement. Reimbursable rail journeys are 2nd class (or equivalent) journeys with the cheapest provider, taking advantage of any discount cards or special fares. For journeys over 50 kilometers, a 2nd class seat reservation (or equivalent) is also covered.

Reimbursement of flight costs: Costs for flights in economy class to or from abroad with the cheapest provider on the day of travel are eligible for reimbursement. Travel to and from the airport will also be reimbursed. Costs for air travel between Austria and its neighboring countries of less than 500 kilometers as the crow flies are not covered. Justifiable exceptions are possible for medical reasons, whereby this must be proven by a medical certificate on request.

Reimbursement of car travel costs: In justified cases, costs for travel by private car can be reimbursed. In such cases, a flat rate of EUR 0.50 per kilometer driven will be reimbursed, whereby the exact departure and destination must be stated. In the case of photo tours lasting several days and comparable activities, a flat rate of EUR 0.25 per kilometer driven applies to local journeys. If possible and sensible, car pools should be formed. No costs will be reimbursed for trips abroad in cars with combustion engines, unless there are at least two other people traveling in the same car whose trip is being supported. No costs will be covered for journeys by car with an internal combustion engine where both the departure and destination are in a municipality with a main railway station (Graz, Innsbruck, Klagenfurt, Leoben, Linz, Salzburg, St. Pölten, Vienna, Villach, Wels, Wiener Neustadt, Wörgl). No costs are covered for journeys by car with a combustion engine within Vienna. This also applies if the entire journey crosses the city limits, unless both the place of departure and the destination are outside Vienna (pure transit through the city). Justifiable exceptions apply to large goods transports where other means of transportation would be unreasonable and for journeys involving children up to the age of 6 or close relatives requiring care. Reimbursement of costs for journeys made by electric car, where restrictions apply to journeys by car with an internal combustion engine, are agreed on a case-by-case basis, whereby the equivalent of travel costs by public transport can be used as a guideline for the amount of reimbursement.

Reimbursement of accommodation costs: Reimbursement is possible for up to mid-range standard accommodation including breakfast.

Reimbursement of incidental travel expenses: Reimbursable incidental expenses include the cost of transporting and storing luggage, tickets for local public transport, tolls, garage and parking fees (Park & Ride) and justified cab journeys.

Reimbursement of meal expenses: Additional meal expenses (food and drink) can be reimbursed in certain cases upon presentation of appropriate receipts. This applies to trips lasting more than 5 hours and where the destination is more than 25 kilometers away from the place of residence, as well as for online participation in meetings (video conferences) where the total duration is at least 5 hours within one day. Costs are reimbursed for domestic travel up to a maximum amount of EUR 30 per day in Austria. For trips abroad, the daily rates of the official travel fee regulations for income tax exemption apply. If breakfast, lunch and/or dinner are financed elsewhere, the maximum amount is reduced by 20% for breakfast, 40% for lunch and 40% for dinner. Trips of less than 12 hours are charged at a reduced rate. The reimbursement of costs for online participation in meetings amounts to a maximum of EUR 24 per day.

Reimbursement of care work costs: When participating in an event, the costs for external care or nursing of relatives (care work) can be reimbursed. The hourly rate should be appropriate to the type and scope of care and be within the usual regional framework. The costs of childcare can be covered for children up to the age of 12. The assumption of costs is limited to two event participations per person and month.

Application

Form: In principle, any support can be applied for informally by e-mail, stating the objective and type of support and, if applicable, an approximate estimate of the expected costs. Activities with expected costs of more than EUR 500 generally require a written project and financing plan - if applicable, written together with Wikimedia Österreich - before approval. For the allocation of e-mail addresses and/or business cards, a written application using a form including a user agreement is required. Support must always be applied for before the supported activity begins.

Personal data: The following data must be disclosed when support is used for the first time or when this information is no longer stored by Wikimedia Österreich, for example for data protection reasons: Real name, user name if applicable, address, e-mail address and telephone number and - if required for reimbursement of costs - account details. In the case of accident insurance, the date of birth is also required. In order to prevent money laundering and terrorist financing, the identity of the recipient of the expenditure (e.g. by presenting a copy of an official photo ID for persons residing outside the EU) and, if necessary, the trustworthiness of the recipient will be checked for expenditure to an individual of more than EUR 1000. Wikimedia Österreich’s data protection policy apply.

Decision: The Executive Director, or on the Director's behalf, an employee of Wikimedia Österreich reporting to the Executive Director, will decide on the allocation of all support grants. In the event of exceptional activities, notably related to the expected costs, decisions shall be within the remit of the Wikimedia Österreich Board. If necessary, decisions shall be made with the assistance of the Wikimedia expert groups.

Documentation requirement

Principles: The individual whose activity is supported by Wikimedia Österreich shall be responsible for the appropriate public securing of results or documentation. Wikimedia Österreich must be informed of any publication immediately.

Securing results related to open content: In the case of a supported activity, the primary aim of which is to generate, collect and distribute open content, reference to the free content shall be deemed to satisfy documentation requirements. Every supported media file on Wikimedia Commons must be marked with the template {{Supported by Wikimedia Österreich}} on the file description page or at least be sorted into the Category:Supported by Wikimedia Österreich or one of its sub-categories. It is also recommended to provide an adequate description and categorisation of media files as well as their appropriate integration into Wikimedia projects and candidacies for awards in Wikimedia projects. Other supported open content, such as Wikipedia articles, must be listed individually and continuously on a separate public page, such as a user subpage or a project page. This applies to both the production of new and the editing of existing content.

Public written report: For activities that do not primarily serve the generation, collection and distribution of open content, a mandatory written report shall be the standard form of documentation. As a rule, the reports must contain specifically the following information, unless otherwise agreed: aim and results of the activity and, if applicable, the number and type of other people involved and information on any special experience had during achievement of the goal. The written report can be published on a Wikimedia website or another public platform. The licensing terms must be adhered to under all circumstances (see below).

Alternative forms: In accordance with the specifications of Wikimedia Österreich provided at latest at the time support is pledged, other forms of documentation may be deemed sufficient, such as:

• if several people are supported in the context of a shared activity, a written report provided by one person on everyone's behalf,
• an oral, recorded report in the context of a Wikimedia Österreich event open to the interested public,
• a workshop in the context of a Wikimedia Österreich event open to the interested public during which the skills acquired are passed on,
• detailed minutes taken by a third party if the supported party's contribution to the results can be deduced,
• media coverage of the activity, if the supported party's contribution to the results directly emerges therefrom,
• a documentation formally aligned with the activity, such as in the case of software development projects and jury activities,
• participation in a survey on the activity (even anonymised)

Deadlines: In the case of travel expense reimbursements, public documentation must be implemented within four weeks of completion of the trip at the latest, unless otherwise agreed. If documentation fails to appear within the applicable deadline, no additional travel expense reimbursements shall be provided to the individual in question until such documentation has been provided. In the event of other expense reimbursements, the expiry period for the handling of expense reimbursements (see below) must be observed. For all other types of support, the documentation requirement must be complied with within a reasonable time of completion of the activity, unless otherwise agreed.

Exceptions: In the case of specific types of support (e-mail addresses and business cards) and very minor support, it may be sufficient to provide information on the benefit and use of the support only upon request by Wikimedia Österreich. If the results of the activity fall significantly short of the expected results, Wikimedia Österreich must be informed thereof in writing and the form of public documentation adjusted, if so requested.

Handling of expense reimbursements

Procedure: As a rule, expense reimbursements are not disbursed until after the documents appropriate for accounting have been provided and documentation requirements have been complied with.

Submission and retention of documents: Either the original receipts in paper form or electronic copies of the original receipts must be submitted, and the individual receiving the support must keep the original receipts for at least seven years starting from January 1 of the year following submission and present them on demand.

Travel expense reimbursement form: In the event of a travel expense reimbursement, the completed travel expense reimbursement form must be provided in addition to the receipts.

Expiry period: If receipts are not submitted to Wikimedia Österreich (and the documentation obligation is not fulfilled; see section Documentation requirement), the promised support generally expires on the following two dates: For a completion between November 15 and May 14, the deadline for submitting the supporting documents is the following June 15, and for a completion between May 15 and November 14, the deadline is the following December 15.

Licensing terms

Free license: The securing of results and documentation must ensue under a free license that is compatible with the Wikimedia Foundation Licensing Policy and, if applicable, with the respectively (primarily) supported website project.

Procedure if there is reason to suspect improper subsequent use: If there is reason to suspect that a media file supported by Wikimedia Österreich is subject to improper subsequent use, the author shall have the right, but not the obligation to contact the subsequent user. Communication with the subsequent user must aim to enable and encourage the latter to use the free content correctly. The templates provided by Wikimedia Österreich shall serve as a guideline for communication with the subsequent user.

In general, three types of possible improper subsequent use can occur:

1. If it is easy for the subsequent user to correct the improper subsequent use, the author shall grant the subsequent user a period of four weeks from notification within which to ensure license-conforming citation. This case applies mainly to the use of online media. If the correction is made within this time period, the author shall waive any other claims against the subsequent user regarding the time of suspected improper subsequent use. If the subsequent user does not make the correction within this time period, the choice of any further course of action is left completely up to the author.
2. If the subsequent user is unable to perform the correction or if such correction involves substantial effort, which is deemed to be the case for printed products and audiovisual media, the author shall not demand correction, but only provide information on correct use.
3. If subsequent use of the file is associated with a presumably not license-conforming transfer of rights, this subsequent use can be completely prohibited by the author within four weeks of notification.

In case of repeated infringements, the author shall be free to decide whether and in what way it shall contact the subsequent user. In the event of repeated infringements, it must be possible to provide Wikimedia Österreich with evidence of the first such case. In the interest of free knowledge transfer, even in the case of repeated infringements, the focus should be on a solution that is acceptable to all parties, promoting correct subsequent use of free content instead of restricting it.

Media files supported by Wikimedia Österreich are media files that are labelled with {{Supported by Wikimedia Österreich}}, in accordance with these guidelines. The subsequent user shall be the media owner or the responsible representative, as specified, for instance, in the legal notice. The notification addressed to the subsequent user must be sent to the e-mail address, if known, of the media owner or the responsible agent specified, for instance, in the publication's imprint. For documentation purposes, a copy (CC) or blind copy (BCC) of the first e-mail communication must go to nachnutzung@wikimedia.at. The e-mails are kept confidential.

These provisions apply exclusively to the relationship between the author and Wikimedia Österreich. The subsequent user shall not accrue any legal claims therefrom.

Final provisions

Wikimedia Österreich assumes no responsibility for any necessary taxation of benefits received.

There is no entitlement to support. The support guidelines allow for justified exceptions. If it is not Wikimedia Österreich that is supporting the activity of an individual, but if it is the individual that is, in point of fact, supporting a Wikimedia Österreich activity, and Wikimedia Österreich grants such individual expense reimbursements or other related funds, the support guidelines shall not apply, without prejudice to separate agreements. Individuals that Wikimedia Foundation has subjected to a global ban or an event ban shall be excluded from support.

Wikimedia Österreich reserves the right to publish any support in connection with the user name respectively linked. If Wikimedia Österreich is not provided with a user name, the publication may also be released using the real name. Wikimedia Österreich will maintain the confidential nature of all other personal information. Wikimedia Österreich’s data protection policy shall apply.