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src/components/Pages/HostingPolicy.vue

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<v-container class="fill-height" fluid>
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<v-row justify="center">
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<v-col cols="8" class="policy-content">
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<h1>Hosting Policy for Wikibase Cloud (pilot version)</h1>
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<h2>1. Purpose and Scope</h2>
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<h1 id="hosting-policy-for-wikibase-cloud">Hosting Policy for Wikibase Cloud (pilot version)</h1>
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<h2 id="purpose-and-scope">1. Purpose and Scope</h2>
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<p>This policy defines Wikimedia Deutschland’s (WMDE) expectations and criteria for hosting on Wikibase Cloud. It explains what kinds of datasets and use cases are supported by WMDE and how those decisions are made and implemented.</p>
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<p>The policy exists to ensure that Wikibase Cloud technical and financial resources, as well as staff capacity are used responsibly, intentionally, in alignment with WMDE’s mission. Wikibase Cloud is not intended to be a generic free hosting service for any purpose. The policy helps us maintain visibility into how the platform is used and provides a framework to support and encourage use cases aligned with the role we want Wikibase Cloud to play in the Wikibase Ecosystem, and to address cases that clearly fall outside that role.</p>
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<h3>1.1 Target Audience</h3>
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<h3 id="target-audience">1.1 Target Audience</h3>
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<ul>
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<li>Primary audience: the <strong><em><a href="#review-committee">Review Committee</a></em></strong> responsible for reviewing and approving Wikibase Cloud hosting requests for continued use. The policy provides a shared framework for making consistent, transparent decisions grounded in mission alignment, resource realities, and inclusivity goals.</li>
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<li>Secondary audience: <strong>Wikibase Cloud's current and prospective users</strong>, who can use this document to understand the reasoning behind WMDE’s hosting criteria and to self-assess whether their use case is likely to be accepted.</li>
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</ul>
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<h3>1.2 Relationship to other governance documents</h3>
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<h3 id="relationship-to-other-governance-documents">1.2 Relationship to other governance documents</h3>
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<p><em>(These relationships matter to ensure hosting criteria remain coherent with other governance documents, prevent contradictory expectations for contributors, and avoid overlap between responsibilities of WMDE, WMF, and individual communities.)</em></p>
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<ul>
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<li>This policy complements the <strong><a href="https://www.wikibase.cloud/terms-of-use">Wikibase Cloud Terms of Use</a></strong>, which define the legal and compliance conditions for using the platform.</li>
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</ul>
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</ul>
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<p>References to Wikidata policies are included for context only. Wikidata’s content policies, including notability criteria, <strong>do not apply</strong> to Wikibase Cloud instances. Wikibase Cloud exists specifically to support use cases that may not fit Wikidata’s scope, including non-notable, domain-specific, or preparatory datasets, while still aligning with the broader Wikimedia mission.</p>
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<h3>1.3 What This Policy is Not</h3>
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<h3 id="what-this-policy-is-not">1.3 What This Policy is Not</h3>
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<ul>
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<li>The policy defines WMDE’s own hosting criteria as the platform operator. It does not replace the policies of individual communities running their instances on Wikibase Cloud.</li>
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<li>It does not describe the technical capabilities of Wikibase as a software or Wikibase Cloud as a platform.</li>
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</ul>
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<h2>2. Principles</h2>
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<h2 id="principles">2. Principles</h2>
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<p>The following principles guide WMDE’s decisions about what can be hosted on Wikibase Cloud. They reflect WMDE’s mission, resource limitations and responsibilities as the platform operator, as well as Wikibase Cloud's intended role in the Wikibase Ecosystem.</p>
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<p><strong>Mission alignment</strong></p>
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<p>Wikibase Cloud prioritizes use cases that contribute to the creation, preservation, or sharing of open knowledge in ways that align with the <a href="https://www.wikimedia.de/ueber-uns/der-verein/satzung-ordnungen-und-beschluesse/">WMDE statutes</a> and support <a href="https://wikimediafoundation.org/who-we-are/mission/">Wikimedia’s mission</a> and the public good.</p>
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<p>Members of the <em><a href="#review-committee">Review Committee</a></em> will independently assess these criteria. To ensure decisions are fair, consistent, and repeatable, each member reviews the application individually and documents the results with respect to each criterion. These assessments are then compared and discussed to reach a shared decision.</p>
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<p><strong>If information is insufficient to evaluate an instance</strong>, the reviewers request clarification before making a final decision.</p>
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<p><strong>If after discussion the committee cannot reach a shared decision</strong>, this indicates that certain criteria are not defined clearly enough. In such cases, the Review Committee will initiate clarification of the hosting policy before proceeding.</p>
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<h3>3.1 Prerequisites</h3>
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<h3 id="prerequisites">3.1 Prerequisites</h3>
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<p>The following conditions must be satisfied before an instance can be hosted on Wikibase Cloud. These conditions are non-negotiable and cannot be offset by positive signals.</p>
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<h4>Required Conditions (must be true)</h4>
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<h4 id="required-conditions">🟢 Required Conditions (must be true)</h4>
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<p>These conditions must be met for an instance to be eligible for hosting.</p>
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<ul>
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<li>All fields of the <em><a href="#wiki-profile">Wiki Profile</a></em> are complete, providing sufficient detail for the Review Committee to evaluate the intended use.</li>
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<li>The structured data is in the public domain or released under CC-0.</li>
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<li>The license for the text in other namespaces allows commercial and non-commercial use and derivatives (we recommend using the conformant licenses <a href="https://opendefinition.org/licenses/">from this list</a>).</li>
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</ul>
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<h4>Disqualifying Conditions (must not be true)</h4>
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<h4 id="disqualifying-conditions">🔴 Disqualifying Conditions (must not be true)</h4>
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<p>If any of the following conditions apply, the instance cannot be hosted.</p>
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<ul>
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<li>Any indication that the dataset or behaviour may violate or already violates the <a href="https://www.wikibase.cloud/terms-of-use">Terms of Use</a> (e.g., copyright violations, prohibited content, abusive behavior, harassment, privacy violations). Violations of the Terms of Use are governed exclusively by the Terms of Use and are not subject to the procedures described in this policy.</li>
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<li>Any indication that the dataset or behaviour may violate or already violates the <a href="https://www.wikibase.cloud/terms-of-use">Terms of Use</a> (e.g., copyright violations, prohibited content, abusive behavior, harassment, privacy violations). ⚠️ Violations of the Terms of Use are governed exclusively by the Terms of Use and are not subject to the procedures described in this policy.</li>
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<li>Misinformation, disinformation, or impersonation.</li>
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<li>Primarily commercial or promotional purpose (for example, e-Commerce databases, a dataset for SEO optimization).</li>
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<li>The instance manager is unreachable or unresponsive for over 3 months.</li>
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<p>Wikibase Cloud does not operate with fixed numerical limits for dataset size or traffic at this stage. Decisions about size and load will be made empirically, based on observed platform behavior and past incidents. When an instance creates significant strain on the infrastructure, the situation will be investigated, discussed with the instance manager and documented in a public log together with the decision taken.</p>
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<p>If a high-load use case is meaningful, the Review Committee may assess whether technical improvements and the effort to make them are reasonable. If they are, the use case will only produce a <em><a href="#concerning-signals">Concerning Signal</a></em>. Over time, documented cases will inform future decisions, creating a growing body of precedent. In all cases, instance managers will be contacted and involved in finding a reasonable solution before further action is taken.</p>
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</div>
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<h3 id="concerning-signals">3.2 Concerning Signals</h3>
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<h3 id="concerning-signals">3.2 Concerning Signals</h3>
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<p>These signals indicate potential risk or misalignment. They do not automatically lead to rejection, but must be counterbalanced by positive signals.</p>
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<div class="note warn">
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<ul class="signal-rule-list">
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<li>Used purely as a MediaWiki, no structured data involved</li>
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<li>Data infested with spammers and other vandalism</li>
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</ul>
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<h3>3.3 Positive Signals</h3>
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<h3 id="positive-signals">➕ 3.3 Positive Signals</h3>
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<p>These signals indicate alignment with the value proposition of Wikibase Cloud and provide a chance for instances that raised concerning signals to recover from them and stay hosted.</p>
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<ul>
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<li>The instance advances knowledge equity or representation of marginalized or underrepresented knowledge domains and use cases (this one produces <strong>2 positive signals</strong>).</li>
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<li>The instance contributes to education, cultural preservation, research or public benefit.</li>
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<li>The contributing individual, organization or community has limited technical skills, hosting capacity or financial resources to run and maintain a self-hosted Wikibase.</li>
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<li>Despite the current access to skills and resources to self-host, their existence in the future is uncertain. The project can only realistically proceed and survive because Wikibase Cloud removes financial, technical, or infrastructural barriers in the long-term.</li>
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</ul>
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<h2>4. Decision Process</h2>
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<h2 id="decision-process">4. Decision Process</h2>
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<p><i><a href="https://commons.wikimedia.org/wiki/File:Wikibase_Cloud_Hosting_Decisions_Process_v0.1.png">See a visual overview of the process for reference</a></i></p>
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<h3>4.1 Temporary-by-Default Rule</h3>
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<h3 id="temporary-by-default-rule">4.1 Temporary-by-Default Rule</h3>
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<p>Once these policies come into force, all instances on Wikibase Cloud will be <strong>temporary by default</strong>. This ensures people can experiment with Wikibase or Cloud’s capabilities — a core part of the platform's value proposition — without needing to go through a full application process.</p>
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<p>To remain hosted on Cloud permanently, instance managers must submit an application. Temporary instances that never applied for prolonged or permanent hosting get suspended after 3 months.</p>
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<p>The following process outlines how decisions are made for initial acceptance and continued hosting.</p>
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<h3>4.2 Application</h3>
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<h3 id="application">4.2 Application</h3>
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<p>When applicants request long‑term or permanent hosting on Wikibase Cloud, they will be required to:</p>
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<ul>
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<li>provide information about their use case (see <em><a href="#wiki-profile">Wiki Profile</a></em>);</li>
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<li>take steps to meet the <em><a href="#hosting-criteria">Hosting Criteria</a></em>.</li>
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</ul>
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<h3>4.3 Review</h3>
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<h3 id="review">4.3 Review</h3>
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<ul>
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<li>The <em><a href="#review-committee">Review Committee</a></em> reviews new applications on an ongoing basis, subject to the availability of its members.</li>
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<li>Each reviewer evaluates the use case independently against the <em><a href="#hosting-criteria">Hosting Criteria</a></em>, noting the situations where essential information is missing or unclear.</li>
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<li>Reviewers discuss and, once confident, reach a final decision on whether the instance may remain hosted on Cloud on a long-term basis.</li>
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<li>If the instance cannot remain hosted on Cloud, it is scheduled for suspension in 2 weeks, but not earlier than 3 months from its creation (see <strong><em><a href="#suspended-instances">Suspended Instances</a></em></strong>).</li>
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</ul>
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<h3>4.4 Ongoing Re‑Evaluation</h3>
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<h3 id="ongoing-re-evaluation">4.4 Ongoing Re‑Evaluation</h3>
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<ul>
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<li>All hosted instances may be re‑evaluated periodically to ensure continued alignment with Cloud’s principles and criteria.</li>
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<li>Re-evaluation is scheduled on an individual basis when the instance gets approved by the committee, or happens sooner if WMDE notices that a specific instance is being used in a way that is not compliant with any Wikibase Cloud policy.</li>
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<p>Unless there is a clear violation of Terms of Use, instances get suspended with a 2 weeks notice.</p>
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<p>Suspended instances remain unavailable for access, but the data in them is not physically deleted yet.</p>
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<p>Suspended instances get permanently deleted after 3 months, with the domain name being released back to the pool.</p>
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<h3>4.6 Appeals</h3>
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<h3 id="appeals">4.6 Appeals</h3>
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<p>If an instance is scheduled to be or already is suspended and the manager believes the decision was based on incomplete or incorrect information, they may submit an appeal. Appeals must:</p>
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<ul>
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<li>explain what information was missing, inaccurate, or misunderstood;</li>
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<li>A rotating member of the Wikibase Cloud team</li>
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</ul>
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<p>We also welcome participation from community members who wish to contribute to hosting decisions. If volunteers express interest and have the capacity to join, WMDE will establish a process for including them in the Review Committee.</p>
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<h3>4.8 Migration of Existing Instances</h3>
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<h3 id="migration-of-existing-instances">4.8 Migration of Existing Instances</h3>
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<p>When this policy is implemented, all existing instances will need to undergo the hosting application process.</p>
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<ul>
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<li>WMDE will set a clear deadline by which all instance managers must submit their application.</li>
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<li>Perceived contribution to knowledge equity through the people holding and sharing the data (if any)</li>
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</ul>
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</ul>
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<h2>5. Transparency and Communication</h2>
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<h2 id="transparency-and-communication">5. Transparency and Communication</h2>
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<p>We aim to make hosting decisions clear, predictable, and respectful for all applicants.</p>
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<h3>5.1 Communication of Decisions to Applicants</h3>
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<h3 id="communication-of-decisions-to-applicants">5.1 Communication of Decisions to Applicants</h3>
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<ul>
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<li>Applicants receive a written decision summarizing the Review Committee’s assessment.</li>
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<li>When an instance is not accepted, the decision references relevant criteria, provides the minimum necessary reasoning for suspension without revealing internal deliberations, and any actions required to bring the instance into compliance.</li>
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</ul>
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<h3>5.2 Public Log of Decisions</h3>
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<h3 id="public-log-of-decisions">5.2 Public Log of Decisions</h3>
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<ul>
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<li>To support transparency and trust, WMDE will maintain a public log summarizing hosting decisions made by the Review Committee. Its purpose is to help the community understand how the policy is applied in practice.</li>
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<li>Sensitive or private information will not be published.</li>
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</ul>
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<h3>5.3 Requests for Clarification</h3>
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<h3 id="requests-for-clarification">5.3 Requests for Clarification</h3>
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<li>Applicants may request clarification about the decision, the interpretation of criteria, or what changes might improve future eligibility.</li>
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<li>The Review Committee provides clear, concise answers, but does not engage in negotiation or redefining criteria.</li>
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</ul>
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<h2>6. Policy Revision and Updates</h2>
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<h2 id="policy-revision-and-updates">6. Policy Revision and Updates</h2>
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<p>To ensure this policy remains accurate, effective, and aligned with WMDE’s mission and operational realities, it will be revised and updated on a regular basis.</p>
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<h3>6.1 Revision Cycle</h3>
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<h3 id="revision-cycle">6.1 Revision Cycle</h3>
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<ul>
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<li>The policy will undergo a formal revision <strong>at least once per year</strong>, or sooner if:</li>
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</ul>
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<li>Interim updates may be made if issues are identified during application reviews, re‑evaluations or appeals.</li>
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<h3>6.2 Responsible Parties</h3>
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<h3 id="responsible-parties">6.2 Responsible Parties</h3>
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<ul>
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<li>The Review Committee performs the policy revision.</li>
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<li>Community members may be consulted on proposed updates, especially when changes affect expectations for contributors or project eligibility.</li>
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</ul>
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<h3>6.3 Update Process</h3>
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<h3 id="update-process">6.3 Update Process</h3>
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<ul>
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<li>Proposed changes are drafted by the Review Committee based on identified needs, operational learnings, or feedback.</li>
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<li>Draft updates are shared internally and externally for review and alignment.</li>
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<li>Once approved, updates are published on the relevant documentation pages.</li>
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<li>A summary of changes is added to the public decision log, ensuring transparency and traceability.</li>
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</ul>
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<h3>6.4 Previously Suspended Instances</h3>
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<h3 id="previously-suspended-instances">6.4 Previously Suspended Instances</h3>
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<ul>
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<li>Instances suspended under an earlier version of this policy are not automatically re‑evaluated retrospectively.</li>
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<li>However, users may submit an appeal requesting a new review.</li>
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<li>Appeals for previously suspended instances are assessed according to the updated policy</li>
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</ul>
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<h3>6.5 Versioning</h3>
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<h3 id="versioning">6.5 Versioning</h3>
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<ul>
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<li>Major outdated versions are archived but remain accessible for reference.</li>
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</ul>

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