EXTERNAL UPDATES AND FACT SHEETS

Overview and Function

UNHCR has established standard templates for external update documents, produced by field operations and Regional Bureau, which provide operational information on UNHCR’s achievements in an operation or a region.

Consistent reporting and information sharing with donors, partner agencies, plays a critical role in external coordination between UNHCR and our partners, and remains a key activity during the first phase of a refugee emergency. External reporting documents also play a key role in identifying pressing and urgent needs, which may require emergency support or resources.

External Updates and Fact Sheets are not intended to replace internal reports such as SitRep’s. Colleagues in the field, Regional Bureau or HQ may decide if External Updates and/or Fact Sheet’s should be produced and the frequency of dissemination of such documents.

How-to Guide

Depending on resources available during the first phase of a refugee emergency, the Representative may designate the External Relations or Public Information Officer or any other colleague as appropriate, to lead and oversee the process of gathering information for Operational Updates, as well as for the Inter-Agency Update and Fact Sheets.

Reporting and dissemination frequency will be according to needs on the ground as identified by the Representative, with contributions provided by UNHCR protection, registration, information management and sectoral colleagues for UNHCR updates. For inter-agency updates, primary information from operational partners may also be obtained from inter-agency coordination forums such as the UNHCR lead RIM WG (for details on how to set-up a RIM WG please see the Information Management Strategy section of this Toolkit), amongst others.

All templates and clearance procedures are available on the UNHCR intranet at:  https://intranet.unhcr.org/intranet/unhcr/en/home/policy-and-guidance/der.html (please note, this link requires UNHCR intranet access).

1.1.1 Choosing a Template: UNHCR Operational Update and Fact Sheets

The UNHCR Operational Update templates may be used by colleagues who want to report on achievements and challenges for one or more UNHCR operations. Fact sheets are two page documents providing an overview of a UNHCR operation.

• UNHCR Operational Update Template: should be used for reporting on UNHCR’s activities in a specific operation (e.g. UNHCR’s operation in Burkina Faso).
• UNHCR Regional Update Template: should be used for reporting on UNHCR activities in several operations affected by the same crisis (e.g. UNHCR’s response to the Mali situation in Burkina Faso, Mali, Mauritania and Niger) or on several operations that fall under the same region (e.g. UNHCR’s operations in West Africa).
• UNHCR Factsheets: are produced by field operations to provide a quick overview of the operation for external readers such as donors, partners and the general public. 

1.1.2 Choosing a Template: Inter-Agency Update

Inter- Agency Updates refer to UNHCR external inter-agency updates, produced by field operations and Regional Bureau, which provide operational information, such as achievements or challenges faced by UNHCR and partners’ in an operation or a region. External Updates and Fact Sheets are produced by UNHCR and are intended for external coordination and information sharing.

Inter-Agency Update Template should be used for reporting on inter-agency activities for a given refugee operation (e.g. inter-agency activities in Lebanon). These updates should contain all relevant developments related to UN agencies, international organizations, NGOs and governmental agencies.

Inter-Agency Regional Update Template should be used for reporting on inter-agency activities for a given situation (e.g. inter-agency response to the Syria situation in the MENA region and in Turkey).

These updates should contain all relevant developments related to UN agencies, international organizations, NGOs and governmental agencies for a given situation.

Dissimination

Once cleared, the UNHCR Operational Update, Inter-Agency Update or Fact Sheet should be disseminated to the humanitarian community, donors through weekly coordination meetings. These documents may also be uploaded on the UNHCR web portal by the Information Manager, made available inside the UNHCR office or shared regularly through e-mail distribution lists. They are also shared with Permanent Missions in Geneva via email.