Hardware donation program: Difference between revisions

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Abstract

MDWiki laptops as of Aug 2026: 10
Next distributions:
Language Diversity Conference

This page describes a combined hardware donation program, operated by Wikimedia Germany (WMDE) and Wiki Project Med Foundation (WPMF). Previously they were two separate programs; however, to simplify things for applicants they were merged in August of 2026.

Prior to July 2025 one of the programs was run by the Wikimedia Foundation (WMF). They, however, stopped until further notice, due to changes in the Foundation's IT practices, and the work was taken on by Wiki Project Med in 2026.

Below are the distribution criteria and process for this program. This page describes who can receive donated laptops, and how.

Organizations

Wiki Project Med

WPMF have secured used laptops for Wikimedia volunteers via low cost distributors. Partners include:

PCsforPeople in the United States
Touring Trust in the United Kingdom

They offer used machines at 50 USD/30 pounds each to NGOs, which is covered by WPMF.

Wikimedia Deutschland

WMDE periodically upgrades its hardware and is interested in donating hardware, still in good condition and usable for another few years, to volunteer communities to help support our mission. The donated laptop is provided with a Ubuntu Linux installation and a Type F power plug.

Criteria

Requirements

To request a laptop, applicants must satisfy the following criteria:

Applicants must have at least one year of meaningful contributions to the Wikimedia movement as an editor, researcher, tool or software developer, or trainer/organizer

Applicants must agree to identify themselves to WPMF or WMDE, and to sign an agreement stating the intended use of the laptop.

Applicants must demonstrate a legitimate need for the hardware and show that it will be used to support their activity within the Wikimedia movement.

Applicant cannot be a citizen of Iran, or appear in the United States Treasury's blacklist ("Specially Designated Nationals"). This is unfortunately imposed on Wiki Project Med Foundation as a United States non-profit, and is not an internal decision.

Additional considerations

The following considerations will increase (but not guarantee) the likelihood of a laptop:

Applicants have a history of working on health content (WPMF)
Applicants have a history of working on Wikidata (WMDE)
Applicants from low-income countries. No proof of income is required or considered.
Applicants able to demonstrate accountable group ownership of hardware, e.g. a Wikimedia affiliate with adequate, public, and explicit procedures for determining allocation of hardware within the group.
Applicants with a successful record of putting Wikimedia Movement resources (e.g. grants, scholarships) to impactful use.

Process

Applying

To apply for a laptop, type your username in the edit box below and click the "Apply for laptop" button. Then fill out the on-wiki form:

Your request may be endorsed by other volunteers, and feedback may be posted on the request talk pages. However, endorsements or lack thereof do not guarantee the fulfillment of a request.

If the inputbox below doesn't work for you, create a page manually named Hardware donation program/YOUR_USERNAME (with your own user name instead of "YOUR_USERNAME"), and paste into it the contents of this page.

Decision-making

Members of WPMF (currently James Heilman) or WMDE (currently Mohammed, Alan, Ruky Wunpini), reviews requests as time permits, and makes decisions.
If your request is approved, you will be notified and provided with instructions on how to receive the laptop.
In case of doubt, additional information may be requested by WMDE or Wiki Project Med staff and your application would be reevaluated in the next evaluation cycle.
If your request is rejected, you may not appeal the decision, but can reapply after 1 year.

Overall, the decision-making process may take time due to the limited capacity of the program.

Delivery

Delivery details will be arranged via private communication after the agreement letter is signed and a suitable mode of delivery determined.

Equipment delivery will be done by movement members serving as couriers at international or regional events where they meet the applicant or their delegate.
Shipping may be considered if costs are low and there is minimal risk of customs delays or additional fees.

Some deserving requests may go unfulfilled due to high delivery costs or unavailable couriers at events.

Completion

After the equipment is delivered, recipients must publicly confirm receipt on their application wiki page.

Once confirmed, the donation is closed. Recipients are encouraged to document the use of the equipment on the request page or on social media. This can motivate others to request equipment and encourage the WMDE team to continue providing it.

Admin

Hardware donation program/Requests (an on wiki workspace for coordinators)
Letter to support transport of laptops can be provided for those bringing laptops to or from conferences
Hardware for Hard-working Heroes of Free Knowledge: a two-year retrospective of the WMF's HDP (2019)

@@ Line 6: / Line 6: @@
 </div>
-This page describes a combined hardware donation program, operated by [[Wikimedia Germany]] and [[Wiki Project Med Foundation]]. Previously they were two separate programs; however, to simplify things for applicants they were merged in August 2026.
+This page describes a combined hardware donation program, operated by [[Wikimedia Germany]] (WMDE) and [[Wiki Project Med Foundation]] (WPMF). Previously they were two separate programs; however, to simplify things for applicants they were merged in August of 2026.
-Prior to July 2025 one of the programs was run by the [[Wikimedia Foundation]]. They, however, stopped until further notice, due to changes in the Foundation's IT practices, and the work was taken on by Wiki Project Med.
+Prior to July 2025 one of the programs was run by the [[Wikimedia Foundation]] (WMF). They, however, stopped until further notice, due to changes in the Foundation's IT practices, and the work was taken on by Wiki Project Med in 2026.
 __TOC__
+Below are the distribution criteria and process for this program. This page describes who can receive donated laptops, and how.
-==About the program==
-Below are a set of distribution criteria and process for this program. This page describes '''who''' can receive donated laptops, and '''how'''.
 ==Organizations==
 ===Wiki Project Med===
-We have secured used laptops for Wikimedia volunteers via low cost distributors. Partners include:
+WPMF have secured used laptops for Wikimedia volunteers via low cost distributors. Partners include:
 *[https://pcsrefurbished.com/sales/salesHome.aspx PCsforPeople] in the United States
 *[https://turingtrust.co.uk/ Touring Trust] in the United Kingdom
-Both offer used machines at about 50 USD/30 pounds each to NGOs. Instructions on how Wikimedians can apply are below.
+They offer used machines at 50 USD/30 pounds each to NGOs, which is covered by WPMF.
 ===Wikimedia Deutschland===
-WMDE periodically upgrades its hardware assets and is interested in donating hardware, still in good condition and usable for another few years, to volunteer communities to help support our mission. The donated laptop is provided with a [[w:Ubuntu|Ubuntu]] Linux installation and a [[w:AC_power_plugs_and_sockets#CEE_7/3_socket_and_CEE_7/4_plug_(German_"Schuko";_Type_F)|Type F]] power plug.
+WMDE periodically upgrades its hardware and is interested in donating hardware, still in good condition and usable for another few years, to volunteer communities to help support our mission. The donated laptop is provided with a [[w:Ubuntu|Ubuntu]] Linux installation and a [[w:AC_power_plugs_and_sockets#CEE_7/3_socket_and_CEE_7/4_plug_(German_"Schuko";_Type_F)|Type F]] power plug.
 ==Criteria==
@@ Line 30: / Line 29: @@
 * Applicants must have at least one year of meaningful contributions to the Wikimedia movement as an editor, researcher, tool or software developer, or trainer/organizer
-* Applicants must agree to identify themselves to [[Wiki Project Med Foundation]] or [[WMDE]], and to sign a brief agreement stating the intended use of the laptop.
+* Applicants must agree to identify themselves to [[Wiki Project Med Foundation|WPMF]] or [[WMDE]], and to sign an agreement stating the intended use of the laptop.
 * Applicants must demonstrate a legitimate need for the hardware and show that it will be used to support their activity within the Wikimedia movement.
@@ Line 37: / Line 36: @@
 ===Additional considerations===
-The following considerations will '''increase''' (but not guarantee) the likelihood of a laptop to the applicants:
+The following considerations will increase (but not guarantee) the likelihood of a laptop:
-* Applicants have a history of working on health content.
+* Applicants have a history of working on health content (WPMF)
-* Applicants from low-income countries. No individual proof of income is required or considered.
+* Applicants have a history of working on Wikidata (WMDE)
+* Applicants from low-income countries. No proof of income is required or considered.
 * Applicants able to demonstrate accountable group ownership of hardware, e.g. a Wikimedia affiliate with adequate, public, and explicit procedures for determining allocation of hardware within the group.
 * Applicants with a successful record of putting Wikimedia Movement resources (e.g. grants, scholarships) to impactful use.
@@ Line 45: / Line 45: @@
 ==Process==
 ===Applying===
-Apply for a laptop by typing your exact username in the edit box and pressing the '''Request a laptop''' button below. Then fill out the simple on-wiki form.
+To apply for a laptop, type your username in the edit box below and click the "Apply for laptop" button. Then fill out the on-wiki form:
-Once submitted, your request may be endorsed by other volunteers, and feedback on the request may be posted on the request talk pages. However, feedback would not always be actively sought, and no particular time frame would be reserved for feedback before a decision would be made.
-If the inputbox below doesn't work for you, create a page manually named '''Hardware donation program/YOUR_USERNAME''' (with your own user name instead of "YOUR_USERNAME"), and paste into it the entire contents of [[Template:Hardware donation program application form|this page]].
 <inputbox>
 type=create
@@ Line 57: / Line 52: @@
 editintro={{#ifexist:Template:Hardware donation program editintro/{{CURRENTCONTENTLANGUAGE}} | Template:Hardware donation program editintro/{{CURRENTCONTENTLANGUAGE}} | Template:Hardware donation program editintro}}
 prefix=Hardware donation program/
-buttonlabel=Request a laptop
+buttonlabel=Apply for laptop
 </inputbox>
+Your request may be endorsed by other volunteers, and feedback may be posted on the request talk pages. However, endorsements or lack thereof do not guarantee the fulfillment of a request.
+If the inputbox below doesn't work for you, create a page manually named '''Hardware donation program/YOUR_USERNAME''' (with your own user name instead of "YOUR_USERNAME"), and paste into it the contents of [[Template:Hardware donation program application form|this page]].
 ===Decision-making===
-* Members of Wiki Project Med Foundation (currently [[User:Doc James|James Heilman]]) reviews requests as time permits, on a relaxed schedule (probably no more than once a month) and makes decisions. Initially those involved with health content will be given preference.
+* Members of WPMF (currently [[User:Doc James|James Heilman]]) or WMDE (currently [[User:Mohammed_Abdulai_(WMDE)|Mohammed]], [[User:Alan Ang (WMDE)|Alan]], [[User:Ruky Wunpini|Ruky Wunpini]]), reviews requests as time permits, and makes decisions.
+* If your request is approved, you will be notified and provided with instructions on how to receive the laptop.
-* Requests may be declined or approved; in case of doubt, additional information may be requested from the applicant, and the request would be re-evaluated in the next evaluation cycle. The decisions are final, and may not be appealed.
+* In case of doubt, additional information may be requested by WMDE or Wiki Project Med staff and your application would be reevaluated in the next evaluation cycle.
-* If a request is deemed valid, feasibility will be assessed (how easy/convenient/even possible) it is for the potential recipient to receive the laptop. If it is deemed infeasible, the request would be declined.
-* Once a request is approved, the decision would be recorded publicly, and the applicant would be sent an agreement email to confirm.
+* If your request is rejected, you may not appeal the decision, but can reapply after 1 year.
-* Requests may be reviewed even when there is no equipment available for donation, on the understanding that approved donations would be fulfilled once additional equipment becomes available.
+''Overall, the decision-making process may take time due to the limited capacity of the program.''
 === Delivery ===
+Delivery details will be arranged via private communication after the agreement letter is signed and a suitable mode of delivery determined.
-Once the agreement email is confirmed, arrangements will be made with the applicant over a private channel on how to deliver the equipment.
+* Equipment delivery will be done by movement members serving as couriers at international or regional events where they meet the applicant or their delegate.
-* To keep costs down, equipment will most often be delivered ''as opportunity permits'' by Wikip/media volunteers agreeing to serve as couriers and carry the equipment with them on a trip where they would meet the applicants (e.g. Wikimania, Wikimedia Conference, regional conferences), or their compatriots (if they'd agree to deliver the equipment to the applicants by prior arrangement).
+* Shipping may be considered if costs are low and there is minimal risk of customs delays or additional fees.
-* shipping laptops is not being considered at this point in time.
-* the courier would only bring the equipment to a meeting if the applicant (or delegate of theirs) is known to be attending, i.e. has secured a visa and has a booked flight ticket.
+''Some deserving requests may go unfulfilled due to high delivery costs or unavailable couriers at events.''
-* All this means that it is entirely possible very deserving requests will not be fulfilled because it would be prohibitively expensive to get the equipment physically delivered.
 === Completion ===
+After the equipment is delivered, recipients must publicly confirm receipt on their application wiki page.
-Upon delivery of the equipment, applicants would confirm receipt of the equipment publicly, on the wiki page of the request. Once confirmed, the donation is considered effected, and closed. Recipients of donated laptops are 'encouraged, but not required, to record the use the hardware is put to, on the request page, or in blogs or social media posts, linked from the request page.
+Once confirmed, the donation is closed. Recipients are encouraged to document the use of the equipment on the request page or on social media. This can motivate others to request equipment and encourage the WMDE team to continue providing it.
-Such documentation can be motivating for other volunteers to request hardware, and for volunteers and movement organizations to continue putting in the work to prepare and provide this hardware.
-==Current requests==
-*[[Hardware donation program/Requests]] (an on wiki workspace for coordinators)
 ==Admin==
+*[[Hardware donation program/Requests]] (an on wiki workspace for coordinators)
 *[https://docs.google.com/document/d/1ouL8giHpqYLkyT1mz7aMouue3zv3AZVmopnN0oktXsg/edit?usp=sharing Letter to support transport] of laptops can be provided for those bringing laptops to or from conferences
 * [[Special:MyLanguage/Hardware donation program/Retrospective|Hardware for Hard-working Heroes of Free Knowledge: a two-year retrospective of the WMF's HDP]] (2019)
@@ Line 89: / Line 87: @@
 == See also ==
 *[[Wikidata:Wikidata:Wikimedia Deutschland Hardware Donation Program]]
-**[https://www.wikidata.org/wiki/Category:WMDE_Hardware_Donation_Program/requests Recipients]
+**[https://www.wikidata.org/wiki/Category:WMDE_Hardware_Donation_Program/requests Recipients from WMDE]
 *[[Hardware donation program/Past donations]]
 * Past rounds of [[wmfblog:tag/server-donation/|decommissioned servers donation]]: [[wmfblog:2009/09/15/server-donation-time-again/|2009-09-15]], [[wmfblog:2009/09/24/597/|2009-09-24]], [[wmfblog:2010/02/16/server-decommissioning-donations/|2010-02]], [[wmfblog:2011/06/13/server-decommission-donations/|2011-06]], [[wmfblog:2012/09/18/server-decommissioning-donations-sept2012/|2012-09]].

Doc James (talk | contribs)