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Evaluation report of the WSF 2015 extension Commission

(Mid May 2015 version)

automatic translation from french 

download pdf version(later)

 

 

March 28 in the late afternoon

 

Written by  Sofienne and Pierre in charge of the commission,  iwith consultation with volunteers from the Commission

 

  A - Presentation of the Extension Commission and its mission

  B - List of Work Plan tasks and qualitative assessment

  C - Results figures

  D - Conclusion and Recommendations

 

  

end of rainy day March 26

 

A - Presentation of the Extension Commission and its mission

The extension Commission was established at the November meeting in Hammamet among the ten commissions of the WSF 2015.

The design of the extension to guide the commission is that of a collective dynamic to give access to the right to participate in the WSF process, "from where one lives and acts for another world possible".

The terms of participation "extended" developed gradually since 2009:

ü   collective video conferencing,

ü   Enlargement meeting on the internet,

ü   WSF internet cafe,

ü   Activities "local", that is to say away from the center of the WSF event

The commission "extension" is responsible for facilitating the dynamic expansion of the WSF 2015:

1)    It informs on the modalities and dynamics of participation extended to FSM2015 on sites www.fsm2015.org and www.openfsm.net (in cooperation with the Communication Committee)

2)       It accompanies, months in advance, the "extension of actors" that are:

 

ü   firstly, persons not in Tunis from 24-28 March 2015, and wishing with their organization, set up in their city FSM2015 local activities, video conferences with people in Tunis, coffee spot WSF internet, etc ..

ü   secondly, people coming in Tunis on 24-28 March 2015 and wishing to contribute to local activities before leaving in Tunis, on the internet or expand their activities in Tunis to involve their networks, or volunteer to make interventions remotely in local activities during or after their stay in Tunis.

3)       the committee should, in cooperation with other commissions (logistics and program), preparing the reception, direct or via the Internet, actors of the extension on the el Manar campus. It ensures that a quality Internet connection accessible as possible on campus for the expansion of online activities FSM2015 program in Tunis.

4)       It runs a "telecenter WSF 2015": all rooms hosting collective video-conference activities, and will maintain the programming and the main room coffee WSF Tunis which also has coffee WSF point on the rest of the campus .

5)       Within the Commission we divide the tasks among volunteers:

ü   Inform the extension

ü   Support other commissions to broaden their meetings on the Internet

ü   Supporting actors of the extension in the preparation of their extended activities (local - duplex - WSF coffee, activity expanded online)

ü   Prepare the devices / Home modality and support the extension of the el Manar March 24 to 28. (WSF activity duplaex coffee and expanded online)

The commission has set for the WSF 2015 a set of tasks covering largely the domain extension of an FSM, and expressed its needs to the organizing committee on November 20, 2014. Some needs were taken into consideration time and others do not, or too late, which led constraints, uncertainties, limitations and additional tasks depending on what it took to organize.

 

B - List of Work Plan tasks and qualitative assessment

1)       Find earlier via the WSF process in Tunis, volunteers, motivated and effective, able to communicate with possible participants WSF 2016, and mentor future volunteers, supporting a geographic / linguistic area: TATTEMPTED sinceNovember, DONE LATE with LIMITATIONS

The first volunteers contacted late October from the group of volunteers in 2013 proved generally little available to be trained through regular meetings held every Tuesday night lines to get in contact with future participants, not available to come online broaden the Committee meetings in Tunis and therefore little enterprising in terms of communication in the geographical areas where they accompanied the potential participants. However, they brought other people, sometimes more available than they, .... and they were there for the event.

People who are involved most came later, and we lost two months to find them.

The 1st day for voluntary end of February was attended by 12 participants three weeks of the event, which is very little.

The volunteer committee has provided little or no "relevant" volunteers between December and March 15th. (We hoped 10-20 volunteers "seniors" before the end of 2014 from the voluntary committee and it is had by no before March ¹⁾

Volunteers among the most relevant and motivated approached only from the commission or came by word of mouth voluntary 2013.

Some volunteers have proven particularly motivated, came through volunteerism commission, could they be contacted before 15 March with us? apparently because they arrived at the last moment in the WSF process

 

2 -Find a way of internal operations online: DONE WITH LIMITATIONS

ü   All the work of the commission was done remotely via google skype mailing documents, weekly meetings were made ​​via skype through contacts in Tunis

limitations:

Ø   Lack of availability and regularity of volunteers, lack of connection

Ø   Always at least 2 or 3 people in meetings but not the same and that between December and late February, when aquelle groups were created by region

Ø   No physical meeting between the members of the commission in Tunis before March ^1! No local attractive with good connectivity

3 - To contribute to the expansion of the Internet committee meetings meeting at the center of Tunis, the extension will make known to their participants and retain remote participants: ATTEMPTED BUT NOT ACHIEVED IN GENERAL

Setting up a skype room for each committee with 5-10 people in each, and some promising early, awakening the interest of some commission facilitators, but .....

the unavailability of some volunteers present expansion between December and March to go to weekly meetings to 17h in the center of Tunis made ​​this unrealistic plan, and this could help deter those wishing to participate remotely in committees.

If this was done, it would have developed a collective experience intéressante.et we had better understand what the other committees extension. which would also have been able to develop, through them the combined participation in the WSF (organizations sending delegates and also organizing local activities, particularly in Tunisia.

The extension committee was regularly "present" in the communication commission (but with little benefit for the extension see point 7) and the methodology commission (it allowed to be in the rhythm be entrusted to the programming of the 7th Space : space telecentre mistakenly called "off Tunis" (see paragraph 10)

see this period has made ​​videos in the pages communication - methodology - Culture :

4 -Define extensive participation modalities: DONE

Made with a schema, an extension guide, a vocabulary - with forms (improve), used by 300 people and 40 organizations

A welcome innovation was the enlargement "with anticipation" - created 30 rooms skype allowing participants to meet with the organizers BEFORE the date of their extended activity in Tunis and elsewhere

 

5 -Get taken into proper account the extension in the registration website registration.fsm2015.org: ATTEMPTED BUT FAILED

Several requests have been expressed in writing on November 20 and accepted in principle, but this has not been implemented and there were three main effects:

1.       We spent time manually retrieve email addresses on the website to communicate with prospective participants, when we could have spent that time to contact them

2.       There was no evidence for registration for participants the possibility of including bi-places Activities / duplex / teleconference (both in and out of Tunis Tunis, by teleconference) - >> This partly explains the relatively limited number of truly organized teleconferences (25) and the ambiguity of activities confirmed in programming (item 10 below)

3.       The visibility of the expanded program on internet was lower because it was shown outside the official website of the WSF

4.       Information on activities in Tunis wishing expanding internet was disclosed that several weeks after the start of activity confirmations, which delayed communication with organizations correpondantes

 

6 - Looking participants cores outside Tunisia to form groups supporting the extension in their region: SOME RESULTS, TO BE DEVELOPED

>> He missed better coordination with the mobilization of actors coming in Tunis

This would have been made ​​easier with investments in commissions (lack of available volunteers) or more people with good communication to animate the international space preparation and countries in openfsm lists. IT should be noted that we have reached a good group dynamics in Brazil list.

7 - Explain and disseminate the modalities of participation: DONE but with low visibility on the site FSM2015

ü   No possibility for officials of the commission to publish pages, articles or records in the WSF 2015 website (unlike FSM 2013)

ü   Fairly regular participation in the commission communication but little visibility of earnings (not publishing an article for the first version of the newsletter and not broadcast the second)

The communication is then centered on the lists openFSM.net country, but with few volunteers to care for them

8 - Create a space for participation online: DONE WITH LMITATIONS FIRST EXPERIENCE TO IMPROVE

ü   Participation propose an exchange area via the concept of "WSF Café" ATTEMPTED FIRST EXPERIENCE but not successful: lack of time to really care and encourage the participation of 300 people with 30 potential topics for discussion

ü   50% coming in Tunis, only 30% wishing to participate, 20% available in theory to support extension (but we did not have enough volunteers able to contact them to go and talk with them about what he could do skype)

ü   No real Café before  the WSF WSF lack of experienced volunteers with time to animate online - however, the communication spaces created have allowed informal exchanges and dissemination of video produced by volunteers (part 12 )

9. Get a proper consideration of the extension in the logistics of the event in Tunis SATISFACTORY WITH LIMITATIONS

ü   The place was adapted to our spacious and requests to organize, but it was far from the general dynamics of the forum, and poorly signposted (no plan in the given program participants !!)

ü   The internet worked in our site (despite a late arrival has disabled us for the training day on 23 March, and the problems on the third day)

ü   Consideration voluntary extension by the organizing committee was well made ​​via voluntary committee for the event: A person constantly contacting us to ensure control of attendance, food, certification and payment (still to be done for most volunteers)

ü   ... but the volunteers arrived too late would have required that some of the volunteers are referred to us much earlier (see point 1)

ü   the university had video projectors, but we did not know we had asked to speak with the university to ask for video projectors and we were told it was not possible, then there were many in the same building! . This erroneous information led us to buy, which limited our budget to buy clés3G complement of what has been lent eg by the Committee

ü   The internet connection outside our tele-center was random and available last minute, so we were a priori in 2013: lack of anticipation does not map the rooms have a good connection (there must have but we have not had time to identify)

ü   The number of 3G key, was too low. Thinking rightly that the Internet network would be problematic were asked 50, and we had 15!

10 - Set the TV space in the center programma in Tunis: DONE

Formally, the design of the telecentre was realistic: we have 70 programmed activities and in two "slot" schedule, the 11 rooms were occupied simultaneously for local activities with status "confirmed" in the site

However, it did not happen to come into contact with time more than half of them, and it was not known if they were video conferences or local activities (this was related to the problem mentioned by 5/2 missing the radio button "teleconference with Tunis in the Activity creation form - requested on 20 November- and this generated confusion)

11. Train and organize volunteers last minute:

ü   Train 3 training days a person 12 to 20 and the other third to 50 March 24 .... but not yet available online that day

!!

ü   Divide the tasks of March 24 to 28 between voluntary groups to via a geographic area - 5 groups could be trained early March which 3 piloted by volunteers from 3 in January and February in the dynamic extension: DONE SATISFACTORY

ü   Manage the loan of equipment - and the presence of volunteers: DONE SATISFACTORY

The volunteers who had chosen the extension appear to have been satisfied with this choice and the atmosphere was good among the collective of 80 people who worked without problems during the five days of March 24 to 28

12 - Supporting participants using these extended terms of participation during the event: DONE

Realization of 25 teleconferences tele-center and expansion of 20 activities with effective participation TV

Due to limited 3G dongles were filmed there or streaming is irrelevant because no declared remote participation: done, but with a time limit of video (limited memory appliance pictures etc)

  

TV conference Poitiers - Tunis

Note during the event:

ü   Low Tunis participants visit rate in the telecentre during the WSF to attend the teleconference, remoteness, poor signage, general level of decline in participation,

Also ambiguity of the phrase "beyond Tunis" used in the program ... if it's outside Tunis, you can not attend - "teleconferences" would have been a more appropriate name

ü   No real coffee during the WSF WSF (lack of volunteers to animate online in February March and generate responsive audience among 300 registered participants by bringing together groups of 10 by about themes, unfamiliarity volunteers arrived at 'The event itself

Special profile participants from largely Mashreq, when we had fewer volunteers available and proactive in this area to welcome them and accompany.

However, skype WSF rooms and coffee Facebook in 4 languages ​​have served to convey the information on the videos produced and remain activated for the WSF process

 

ü   Development of the combined interest (organization and holding local events with delegates Tunis) in start telecenter visit by delegates from Tunis (Bangladesh - Benin - Spain - France - Japan - Senegal Morocco - Tunisia)

 

 

13 - Create a space for online visibility: DONE

Page "Comprehensive Tunis" created during the 2013 event, was reactivated in few weeks before the FSM2015 of it has enabled us to convey streaming video links made ​​by volunteers

14 - Continue the activity of the commission after the event: ONGOING

Contributing to document the activities FSM2015 sending videos made ​​by volunteers to 100+ organizations concerned by the link with the FSM2016

15 - Supporting voluntary team whose members would help support the expansion of future social forums since Tunisia:PERSPECTIVE 

The prospect of such FSM2016 gives motivation for points 14 and 15. It is possible to consider local activities FSM2016 in Tunisia, some duplex with Montreal, others expanded on the internet to Montreal, and also coffee or WSF TV come participate in activities on the Internet since expanded Montreal. A support group participation WSF 2016 - has centered Tunis - was acting on the extension could support a variety of Tunisian organizations and beyond wishing to offer such activities

C - Results figures

• ü   150 local activities announced on the website WSF 2015 - about half of which corresponded to real local, with which one could not always get in touch through lack of volunteers to January February March
• ü   Approximately 100 volunteers on March 20, (starting from March ^1, 12) and the final number of presents at the event is 78 volunteers
• ü   500 activities confirmed the site WSF 2015 in Tunis and wish to expand on the internet upon confirmation of registration
• ü   30 activities in contact with the Commission to prepare enlargement with skype room, and 20 interactions with expanded during the WSF (remote participation in workshops Tunis
• ü   25 including 20 teleconferences advance and use local goings 5 to benefit from the technical support of the committee on evening 18h 21h (support program announced in the paper)
• ü   100 200 activities in Tunis with video traces 5mn two hours and many interviews with participants on the campus visible here: http://openfsm.net/projects/extensionfsm2015/comex15videos
• ü   Convergence in video meetings covered 50%: changes rooms and last minute schedule and any accompanying volunteers on the last day explain this lower rate than expected. More details here:http://openfsm.net/projects/extensionfsm2015/comex15-assemblees-convergence
• ü   900 likes on the Facebook page "Comprehensive Tunis"   https://www.facebook.com/pages/Tunis-Etendu-FSM-2015/123036907885008
•  

D - Conclusion and Recommendations

In the end, the results are generally satisfactory. : Although with limited results on some of the 15 missions listed here, 2015 is the most complete experience qualitatively, realized to date in the WSF. It allows to transfer practical experience for WSF to come, starting with the 2016 WSF

v   Recommendations

 

ü   Look for specific ways to Find Volunteers "seniors" earlier and train to go to the contact persons who claim an interest in the expansion of the WSF and give them the necessary explanations

ü   Be more demanding participation in online meetings (but if there is a lack of volunteers it is difficult to be demanding)

ü   A demonstration of capability to other commissions Help consideration of the extension (but if there is a lack of volunteers is difficult)

ü   Make consider the extension in the website is a must. all that is done off site is less visible and also appears less legitimate

ü   Continue to document the proposed participation procedures, types messages

ü   Continue to develop the WSF Café - it requires motivated and experienced volunteers

ü   Open an earlier wide distribution channel of the resulting video, but this requires to have video meetings and preparation committee meeting to have interesting content

ü   Communication work for the extension and use of it means and official tools (website, Facebook page ...) to promote this concept and reach a maximum possible visibility near the foreign participants and local participants not present in the WSF

ü   Schedule more training sessions for the volunteers of the commission and get a good technical quality streaming

ü   Develop dialogue with the host university and logistics for a good location of the telecentre and access the video projectors

ü   Develop voluntary information on the interest to have as the video hardware to complement their pc or smartphone