MINIMUM SECTORAL DATA A

10.1 Overview and Function

The minimum sectoral data presented in these guidance notes are based on the standards and units of measurement set by the SPHERE Project’s Humanitarian Charter and Minimum Standards in Humanitarian Response in 2011, as well as through internal UNHCR standards. These guidance notes work to establish what all staff members, including an Information Manager, needs to know in order to inform operational planning and an information management strategy.

10.2 How-to Guide

The UNHCR sector specialists generally cover public health, nutrition and Water, Sanitation and Hygiene (WASH), informing the initial emergency response based on the following key indicators.

10.2.1 Key minimum emergency indicators for public health, nutrition and WASH for refugee camp populations

This data in the below chart is collected in transit centres, refugee sites and refugee camps. Where refugees are integrated into national programmes for health, nutrition and WASH this data is not collected. In these programmes the available health data from the Ministry of Health will provide an indication of the overall health and nutritional status of the population.

In general the source for the below indicators should be the, ‘UNHCR Basic Indicator Report’, or if a health coordinator is not yet on the ground, this information may be obtained from health and wash partners in refugee camp/settlement situations.

Population denominators for the calculation of rates are referenced from registration statistics shared by the UNHCR registration officer or Information Manager, or from other estimation sources.

10.2.2 Public health, WASH and nutrition information products to expect

The sector specialist will be working with a web-based application that combines streams of information to inform decision-making in the humanitarian sector, (the application, called TWINE may be found online at: http://twine.unhcr.org/app/) which integrates minimum sectoral data and presents the information in summary reports (note: Twine requires a log-in, and permissions will be provided based on the type of user). Data is derived from surveillance systems at the service provider level and aggregated to foster epidemiologic needs. Data is entered directly into the Twine database or uploaded online either by partners or by the UNHCR sectoral expert. Indicator guidance is integrated directly into the application and may also be downloaded as individual indicator guidance sheets.

At the onset of an emergency when Twine (the web-based Health Information System (HIS)) or other data collection systems have not yet been established, data for 9 basic indicators are collected on a weekly basis. This data is compiled into the Basic Indicator Report and shared internally and externally with partners. The reports should also be integrated into wider reporting platforms, such as Situation Updates and the operational web portals.

The Twine comprehensive indicator reports and summary reports facilitate inter-sector analysis through online reporting formats within the health, WASH, and nutrition sectors (food assistance forthcoming). For example, HIS data on water borne diseases is integrated with WASH data to create the WASH Report Card, allowing for trends to be observed and be interpreted. These reports are available in PDF format, and should be integrated into the information dissemination strategy. Raw indicator data may also be downloaded from the web application directly into spreadsheet formats for additional analysis. For food security, a “Rapid JAM” assessment in collaboration with WFP is expected in the weeks following the outset of the emergency (link to guidance below).

For WASH, a rapid WASH households surveying is expected in the first weeks from the onset of the emergency to flag critical WASH gaps and to prioritize geographical areas of interventions.

When analyzing the information contained in the reports, it will be important to consider links that may arise from parallel assessments taking place at the onset of the emergency, such as between the emergency needs assessment and the ongoing monitoring and analysis of emerging trends within the refugee population, that may impact the public health, WASH, nutritional or food security situation. 

10.2.3 Considerations when cross-analyzing data

When cross-analyzing secondary data, it is imperative to take into consideration possible protection, shelter or CRI implications or compounding factors. This can be done for all members of the population or specifically for vulnerable groups.

The sector specialist may share data in order to facilitate analysis with non-health sectors. The sector specialist may also share the outputs of Health/WASH/nutrition/food security information products by posting on the UNHCR country web portal or by including this information in the camp profile and other standard information products. Most data is available online through Twine and accessible to partners after an initial sign-in, and may be downloaded via .csv or .pdf reports.

The sector specialist will also need to provide contextual data such as rapid assessment methodologies that will allow readers to determine the quality of the data or to whom it applies (e.g. all new arrivals or just certain sectors in a camp or urban setting).

10.2.4 What the Information Manager should provide the sector specialist

The Information Manager will need to provide the sector specialist with the latest population statistics, broken down at least by total population and disaggregated according to standard UNHCR age demographics. In addition, the Information Manager will need to provide any relevant cross-sectoral analysis with regards to non-health sectors, which may feed into larger-scale funding requests made by programme colleagues after the first six weeks of an emergency.

Cross-sectoral analysis should be cleared with the sector lead, senior managers and the Representative.

10.2.5 What to do if there is no sector specialist

In all major health, nutrition, food security or WASH emergencies, a sectoral expert will be deployed as part of the initial emergency response. In the event that no one is available in this position, consult internally within the operation to gather available information or contact the Public Health Section at HQ in Geneva (HQPHN@unhcr.org), which is the technical umbrella for public health, food security and nutrition, HIV and WASH. The technical experts can assist remotely or possibly be deployed. 

MINIMUM SECTORAL DATA B

10.1 Overview and Function

These guidance notes present key information that should be collected for the distribution and monitoring of shelter and settlement throughout the first phase of a refugee emergency. The minimum sectoral data presented in these guidance notes are based on the standards and units of measurement set by the UNHCR Handbook for Emergencies, Third Edition, and the Sphere Project Humanitarian Charter and Minimum Standards in Humanitarian Response, 2011 Edition. These guidance notes work to establish what all staff members, including an Information Manager, need to know in order to inform operational planning and an information management strategy.

10.2 How-to Guide

The UNHCR sector specialist generally covers shelter and settlement needs assessment and analysis during the first phase of an initial emergency response. If there is no sector specialist on the ground, the information gathering and tracking of shelter and settlement needs will fall to the Information Manager, with the support of the programme officer and protection officer, under the overall direction of the UNHCR Representative.

The Information Manager may assist these efforts by setting up information and data management tracking systems, supporting the inclusion of shelter and settlement in the overall emergency needs assessment, and including these sectors in the overall information management strategy.

10.2.1 Minimum sectoral data

When considering the minimum sectoral data for emergency shelter and settlement, it is important to note that focal points should take into account the local environment and context-specific cultural practices when analyzing needs and planning and establishing an emergency response.

10.2.2 Common shelter items

Source: UNHCR Handbook for Emergencies (Third Edition, Feb 2007, pgs. 439-441), see also for additional details on quality requirements; available online at: http://www.unhcr.org/471db1092.html

10.2.3 Settlement size

Source: UNHCR Handbook for Emergencies (Third Edition, Feb 2007, pgs. 211, 221); available online at: http://www.unhcr.org/471db1092.html

10.3 Steps and Information Requirements to Track Shelter and Settlement

It is essential that the following basic information is gathered in order to establish adequate shelter and settlement options specific to the context, and to develop a strategy that will guide the provision of emergency shelter and settlement assistance during the first three to six months.

In order to understand the context and inform contingency planning, the shelter and settlement focal point(s) should work with the Information Manager, registration and protection colleagues to compile a short written analysis that includes findings on the following:

• Baseline population figures and specific needs by location;
• Secondary data review;
• Who’s Doing What, Where information;
• Developing shelter options;
• Establishment of an information/database tracking system; and
• Emergency needs assessment (include shelter and settlement priorities in the overall assessment for the emergency).

10.3.1 Establish a baseline population figure and identify specific needs

In order to establish shelter and settlement strategies and tracking systems, the baseline population must first be established. Standard UNHCR age and sex demographics and details on persons with specific needs by location should also be gathered from the registration officer. The registration officer will also need to define the rate of population influx and, when possible, provide population projection figures for arrivals. Additional information by location may be available after setting up a camp addressing system, if not already established. Reference the UNHCR Addressing Guidance, included as an annex in the Mapping section (Section 15) on how to set-up a camp addressing system.

10.3.2 Conduct a secondary data review

A secondary data review and a short written analysis will need to outline the following:

• Condition of arrivals and their ability to participate in construction of shelter by location;
• Local Government and NGO response capacity for shelter and settlement;
• Settlement and shelter type in place of origin (i.e. grouped communities, extended families living on the same plot, etc.);
• Settlement and shelter type in place of displacement, in accordance with the following settlement types: (a) Planned camps, (b) Unplanned camps, (c) Collective centres, (d) Host families, (e) Informal self-settlement, or (f) Land, house or apartment tenants;
• Shelter types constructed by refugees in their place of origin and by the host community in the place of displacement;
• Settlement type in the place of displacement;
• At the earliest possible stage, a market survey should be undertaken in coordination with supply and logistics colleagues to determine the availability and unit cost of local construction materials for the development of alternative shelter solutions to tents. Market survey information should be presented in a Bill of Quantities format (included as an annex in this section), which will enable a sector specialist to design and calculate the cost of a locally procured shelter kit;
• Situation-specific issues that may affect shelter and settlement planning or distribution; and
• Establishment of an information/database tracking system.

10.3.3 Developing shelter options

Adequate shelter and settlement options will vary from context to context depending on climate, local building practices, available construction materials and cultural considerations. Adequate shelter options may include one or more of the following:

• Shelter kits (typically plastic sheeting, poles and tools);
• Family tents;
• Pre-fabricated shelter units;
• Local shelter design (e.g. using stone, mud-brick, thatch, etc.);
• Rehabilitation of existing building as collective centres; or
• Cash assistance (either for materials or to subsidize rental costs).

Locally procured shelter solutions should be developed as soon as possible to reduce dependency on expensive international procured options.

10.3.4 Emergency needs assessment

In the initial stage of an emergency, an emergency needs assessment should be undertaken to understand the dynamics of the crisis and the contextual implications for shelter and settlement. A few key considerations for shelter and settlement, to be included in the overall ENA and to be adapted to the specific emergency situation, are as follows:

• Identification of the immediate life-saving shelter and settlement activities and priorities;
• Identification of potential future problems related to shelter and settlement, including projections and contingency planning; and
• Identification of self-supported refugees, those with adequate shelter provided from their own resources.

In situations where new arrivals are staying between camp and out of camp, self-settled or in host families, or when an influx of new arrivals may be placing pressure on local communities, the emergency needs assessment should also:

• Identify and mitigate potential shelter and settlement-related tension(s) between new arrivals and the host community; and
• Identify the type and level of support required for families in a host community.

The outcome of an ENA conducted with partners will highlight shelter and settlement priority response areas, and will need to be included in the Information Management strategy.

10.3.5 Who’s Doing What, Where (3W)

The Information Manager will track only activities in the 3W that have been defined as priorities in the information management strategy as an outcome of the ENA. In order to begin mapping 3W information, the Information Manager may reach out to major partners in IM meetings to begin gathering 3W information on shelter and settlement assistance and activities.

10.3.6 Establish an information tracking system on distributions

The distribution of shelter items should be mapped in a spreadsheet (see Annex 1 in Section 11: Minimum Sectoral Data: Core Relief Items), indicating existing coverage and planned distribution by UNHCR and partners. Please note that only adequate shelter options should be tracked (i.e. in terms of item quality, standard size and material, all of which should correspond with the above stated minimum sectoral data for shelter).

Undertaking an analysis of all phases of the ordering, storage and distribution cycle will be the only way to analyze existing needs and gaps in terms of coverage. Data will need to be analyzed and broken down as per the chart below.

*Self-supported: Refugees with adequate shelter provided from their own resources.

For additional considerations in setting up a shelter data tracking and monitoring system, in addition to tracking shelter distribution events, see Sections 11.4.3 and 11.4.4 in the CRI section.

10.3.7 Vulnerability considerations

If the ENA has been conducted and vulnerability lists compiled by community leaders, gather this information and analyze specific needs by location, which may affect shelter and settlement considerations. For example, calculate the percentage of households who would be unable to construct their own shelter and would require labour assistance in addition to materials.

If the emergency registration has been conducted, work with the registration officer to pull vulnerability lists by location. In turn, these should be broken down by the standard UNHCR age and sex demographics as well as specific needs, based off of which shelter and settlement needs may be more precisely calculated. Throughout the emergency, ensure the inclusion of vulnerability findings, analysis and any necessary contingency planning to support vulnerable individuals or groups.

10.3.8 Shelter and settlement strategy

The sector specialist should develop an emergency shelter and settlement strategy, which will then need to be shared with and cleared by the UNHCR Representative or the emergency team leader as delegated by the Representative.

10.4 Information Management Products

Analysis and summaries of needs by location, vulnerabilities and gaps should be included in the camp profiles, SitReps, mapping and on the UNHCR web portal.

10.5 Ongoing Monitoring

The following information and key indicator data will be required for ongoing monitoring:

• Updated registration information broken down by family size and location;
• Distribution of shelter items to beneficiaries broken down by shelter types and location;
• Percentage of households living in adequate dwellings;
• Average dwelling floor size per person (m2); and
• Average camp area per person (m2).

Technical Support

In the event that no shelter and settlement expert has been deployed as part of the initial emergency response, consult internally within the operation to gather available information and decide how the Information Manager can assist senior mangers with required steps.

MINIMUM SECTORAL DATA C

11.1 Overview and Function

These guidance notes present key information that should be collected for the distribution and monitoring of core relief items (CRI) throughout the first phase of a refugee emergency. The minimum sectoral data presented in these guidance notes are based on the standards and units of measurement set by the UNHCR Core Relief Items Catalogue (Third Edition). These guidance notes work to establish what all staff members, including an Information Manager, needs to know in order to inform operational planning and an information management strategy.

11.2 How-to Guide

The UNHCR supply officer should lead the overall CRI response with support from the programme officer, protection officer, registration officer, and the Information Manager during the needs assessment and the first phase of an initial emergency response, under the overall direction of the UNHCR Representative.

The Information Manager may assist these efforts by setting up information and data management tracking systems, supporting the inclusion of CRI in the overall emergency needs assessment, and including these sectors in the overall information management strategy.

11.2.1 Minimum sectoral data

The UNHCR Core Relief Items Catalogue, included as annex 3, of this section of the Toolkit, specifies the quality requirements for 13 standard life-sustaining items mentioned below. UNHCR has established international Frame Agreements with a number of manufacturers around the world to secure an effective supply of these core items for an emergency response.  UNHCR also maintains these CRI materials in its central emergency stockpiles in several locations throughout the world, in order to ensure their immediate supply in emergency situations.

When considering the minimum sectoral data for emergency CRI, it is important to note that focal points should take into account the local environment and context-specific cultural practices when analyzing needs and establishing an emergency response. Each emergency operation will need to draw up a specific assessment for the quantity of items to be distributed and the frequency of distribution per person or per family, depending on the environment, cultural considerations and actual needs.

11.2.2 Common core relief items

*Source: UNHCR Core Relief Items Catalogue (3rd Edition, Feb 2012), included as an annex to this section. For each of the Core Relief items mentioned above, the catalogue defines the functional specifications, performance requirements technical and physical characteristics of the products. Please refer to the catalogue directly for more details.

11.3 Steps and Information Requirements to Track CRIs

In order to understand context and inform contingency planning, the CRI focal point(s) should work with the Information Manager, registration and protection colleagues to compile a short written analysis that includes findings on the following:

• Baseline population figures and specific needs by location;
• Secondary data review;
• Who’s Doing What, Where information;
• Establishment of an information/database tracking system;
• Emergency needs assessment (include CRI priorities in the overall assessment for the emergency); and
• Tracking of CRI’s in MSRP (receipt, issuance by warehouse location) and FOCUS.

11.3.1 Establish a baseline population figure and identify specific needs

In the absence of emergency registration data, rapid population estimation figures may be used to establish a baseline population figure. Refer to the Rapid Population Estimation Methods section (Section 5) of this Toolkit for additional information.

 If the emergency registration has been conducted, the registration officer should provide the following baseline information, required for shelter, settlement and CRI analysis and planning:

• Rate of population influx and projection figures, based on population movement trends; and
• Population data by location, broken down by UNHCR age, sex and specific needs cohorts, which have been included in the annexes of the Registration in Emergencies section (Section 4).

An analysis of specific needs by location should be undertaken to ensure that CRI needs of vulnerable persons are identified and addressed. If the emergency registration has not been conducted, data sources for specific needs information may include information gathered during the emergency needs assessment, lists of vulnerable persons identified by community leaders, in addition to lists compiled by specialized NGOs working within the refugee community. The Information Manager may assist with the design of a spreadsheet to track the distribution of CRI to vulnerable families, which can be uploaded into the ProGres database when established.

Population displacements should be monitored on a regular basis through the triangulation of registration, estimation, government data and field reports, to ensure that emerging needs are identified and addressed. Naturally, the prioritization and projection of locations or persons in need of additional support will need to adapt to changing population flows over time, and this updated information should be included in the IM strategy.

Due to logistics considerations, it will be important to agree among partners on a monthly projection figure over the course of at least three months (depending on the situation), in order to ensure the prepositioning of items throughout the procurement, supply and distribution chains.

11.3.2 Conduct a secondary data review

A secondary data review and a short written analysis will need to outline the following:

• The local Government and NGO response capacity for CRI;
• Cultural practices in relation to women addressing hygiene and sanitary needs;
• Practices for cooking and fuel sources;
• Specific clothing or CRI items traditionally used by the population or that will be required due to impending seasonal weather changes;
• Existing CRI coping mechanisms within the refugee community;
• Market survey of locally available CRI materials (in coordination with supply and logistics colleagues to determine the availability of local materials for the development of alternative CRI solutions); and
• Situation-specific issues that may affect CRI planning or distribution.

A secondary data review will highlight gaps in coverage and situational knowledge, both in terms of materials by location and needs.

11.3.3 Emergency needs assessment

In the initial stage of an emergency, an emergency needs assessment should be undertaken to understand the dynamics of the crisis and the contextual implications for CRI. A few key considerations for CRI to be included in the overall emergency needs assessment, to be adapted to the specific emergency situation, include the following:

• Identification of immediate life-saving CRI activities and priorities;
• Identification of potential future problems related to CRI, including projections and contingency planning; and
• Identification of self-supported refugees, those with adequate CRIs provided from their own resources.

The outcome of an emergency needs assessment conducted with partners will highlight CRI priority response areas, and will need to be included in the Information Management strategy. Refer to the Emergency Needs Assessment section (Section 7) for additional information.

11.3.4 Who’s Doing What, Where (3W)

The Information Manager will mainly track activities in the 3W that have been defined as priorities in the information management strategy as an outcome of the emergency needs assessment. In order to begin mapping Who’s Doing What, Where information, the Information Manager may reach out to major partners in IM meetings to begin gathering 3W information for CRI assistance and activities.

11.3.5 Establish an information tracking system on distributions

One of the most important Information Management functions that will need to be conducted in a refugee emergency is the establishment of a database for the tracking and regular updating of UNHCR and partner CRI information. The community level CRI tracking tool, included in the annexes of this section, has been provided for this function. This information will need to cover distribution, warehouse and pipeline, and will need to extend to the lowest geographic level – ideally, down to the settlement level.

The spreadsheet will need to be updated to correspond with UNHCR and partner distribution and planning events, and should highlight possible CRI gaps in terms of distribution coverage, the pipeline, and materials in the warehouse. Stockpile and pipeline information should be recorded in the spreadsheet as an inventory of items that have been provided by a certain cut-off date, by partner and by location.

Given the global overview of CRI needs that may be identified in the database, it will be important for the Information Manager to share and receive updates on a weekly basis with partners, while also regularly highlighting strategic operational needs in IM coordination meetings with partners.

11.3.6 Tracking distribution events

 All distributions should take place with reference to a distribution list. If an emergency registration has been conducted, then the registration officer can provide distribution lists by location with specific needs indicated. If an emergency registration has not been conducted, an informal distribution list at the family level may be compiled by community leaders and merged with lists provided by specialized NGOs, which may also be working within the community.

It will also be important to collaborate with WFP and other organizations conducting distributions within the refugee community, and possibly undertake joint food, shelter and CRI distributions which should be negotiated and coordinated with the host government.

A distribution event should be created each time a distribution occurs. Distribution events should be tracked in ProGres by date, item distributed, distributing organization, and family that received the assistance and that family’s location.

If an emergency registration has not been conducted, then distribution events should be tracked in a spreadsheet after an initial distribution list has been established. The physical presence of individuals at distributions should be indicated on the master distribution list when relief items are supplied to families, and distribution cards marked (if supplied at the time of registration).

Sign-in sheets may also be used during the first emergency distribution in order to establish and further verify an initial distribution list. New arrivals may be indicated by community leaders or registration colleagues and included in the distribution list.

After assistance has been distributed to families, it will be important to cross-check distribution lists to identify individuals who are no longer present in the camps. If an individual or family does not appear for three consecutive distributions, they should be removed from the distribution list (or deregistered in the ProGres database). Keeping an up-to-date distribution list will be necessary to correctly calculate emergency food and CRI needs.

Distribution events may also be calculated over time in order to evaluate distribution capacity, which will help the supply officer make decisions regarding the supply chain, and monitor the life-span of items distributed.

The supply, programme and logistics officers/focal points should be able to calculate anticipated delays in ordering and transport that will need to be factored into the overall planning and distribution activities.

11.3.7 Tracking of CRI’s in MSRP and FOCUS

If there is no supply and logistics colleague on the ground than programme colleagues should ensure that CRI information is tracked from the onset of the emergency in the MSRP update warehouse. For additional information please see the SOPs on Inventory or Warehouse Management (chapter 8), included with this section as annex 5, in addition to supporting Warehouse Management forms, included as annex 4.

The programme officer should be responsible for updating the core set of emergency indicators for Supply, if the Supply and logistics officer has not yet been deployed.

11.4 Monitoring

The continued updating, monitoring and analysis of the shelter, settlement and CRI database will inform the overall shelter, settlement and CRI emergency response, and will highlight ongoing and emerging gaps in UNHCR and partner emergency response. Continuous monitoring and evaluation of the situation is needed to ensure up-to-date information on factors such as the following:

• Capacity of the stakeholders involved in CRI distribution;
• Emerging CRI needs;
• Protection issues, which should be closely monitored through colleagues, partners and field reports;
• Updated registration information, broken down by family size and location; and
• Distribution of CRI items to beneficiaries, broken down by types and location.

11.5 Information Management Products

Analysis and summaries of needs by location, vulnerabilities and gaps should be included in the camp profiles, SitReps and mapping at the beginning of a refugee emergency to coincide with any major changes in the population.

The UNHCR emergency web portal also has a feature to illustrate distributions undertaken to date in an operation. However, this application may be turned on or off depending on the information requirements of the UNHCR office responding to the emergency.

11.6 Technical Support

In the event that no CRI expert has been deployed as part of the initial emergency response, consult internally within the operation to gather available information and decide how the Information Manager can assist senior managers with required steps. The UNHCR Supply Management Logistics Service may be contacted for additional advice.

MINIMUM SECTORAL DATA D

12.1 Overview and Function

These guidance notes work to establish what a Representative, protection, programme community services officer and Information Manager need to know and do to support a multi-sectoral emergency needs assessment to ensure that protection standards are taken into account and specific protection information are included. Information and data management guidance is also provided on how to establish a protection case management and monitoring system during the first phase of a refugee emergency.

12.2 How-to Guide

12.2.1 Secondary data review

A secondary data review will be crucial in providing context for any emergency refugee response, and should be a priority activity once an emergency team has been deployed.

The secondary data review should point out protection problems and gaps on which further investigations should be focused for the emergency needs assessment. The protection, programme and Information Manager should take the lead in compiling and ensuring that protection information are included in the overall secondary data review, conducted by the emergency response team.

For detailed guidance on protection-related considerations, which may need to be factored into the secondary data analysis, see the Needs Assessments in Refugee Emergencies (NARE), included in this section as annex 5.

12.2.2 Who’s doing what, where update

The Information Manager in close cooperation with the protection officer should at minimum, ensure that protection related information is included in the operational 3W, by location and partner. To allow for a meaningful gap analysis, available details on the sub-type of the protection activity, such as, “provision of psychosocial support” should also be included.

12.2.3 Situational analysis

The protection and programme officer and Information Manager should jointly analyze the findings of the secondary data review alongside the 3W, for protection gaps and draft a short summary of the protection situation at the start of the emergency. The situational analysis should highlight coverage, gaps as well as emergency life saving protection interventions, which may require additional information.  The findings of the situational analysis will provide the knowledge base from which to begin preparing protection related questions for the multi-sectoral emergency needs assessment.

12.3 Emergency Needs Assessment: Support of the Refugee Protection Working Group

The overarching objective of the Refugee Protection Working Group (RPWG) is to ensure that a timely, effective and coordinated refugee protection response forms the basis of the broader Refugee Response Plan. The RPWG is chaired by UNHCR or co-chaired by UNHCR and the appropriate host government authority.

Where thematic protection sub-groups and/or field-based protection working groups are required, they will act as constituent entities of the National protection working group and fall under its overall lead. UNHCR will chair or co-chair with government all field-based protection working groups, and will chair or co-chair all thematic protection sub-groups. Participation is open to host government entities, UN agencies, international NGOs, national NGOs and other civil society actors.

The RPWG will be a valuable platform from which to gather additional protection related 3W information, and to establish overall coordination of services and support within UNHCR and amongst partners. As a matter of priority, the RPWG will need to analyze and expand upon the results of the situational analysis, agreeing upon emergency life-saving information crucial for decision-making and design protection-related questions to be included in the Emergency Needs Assessment.

The chair of the RPWG, is also responsible for ensuring that information is shared in a timely manner with all relevant partners including the government, and that issues related to protection data, i.e. harmonization and sharing of data sets, etc. is discussed and agreed upon in the RPWG with regards to the multi-sectoral emergency needs assessment in close coordination with the Refugee Information Management Working Group (RIM WG) if it exists.

12.3.1 RPWG: agreement on emergency life-saving minimum sectoral protection data

The RPWG’s design of protection specific questions for the multi-sectoral emergency needs assessment questionnaire should focus on emergency life-saving protection needs of vulnerable groups, in addition to identifying other key life-saving protection concerns, for example:

• Identifying extremely vulnerable sub-sets of populations who may need life-saving assistance or immediate support;
• Recognizing whether individual households are moving en masse and related protection concerns/risks;
• Understanding the population’s coping mechanisms;
• Prioritizing and coordinating life-saving protection support within UNHCR and amongst partners, by location, type and need.

The NARE, see annex 5 of this section, provides additional examples of the type of protection information that should be included in an Emergency Needs Assessment.

The Information Manager should assist with the design and analysis plan for protection related questions to be included in the multi-sectoral Emergency Needs Assessment. As it will be important that the data collected conforms to standard UNHCR age and sex demographics, ensuring that information is analyzable and interchangeable.

The RPWG focal point will share the protection multi-sectoral emergency needs assessment questions with the multi-sectoral emergency needs assessment team in the RIM WG (the RPWG focal point will likely be a key member of the multi-sectoral emergency needs assessment team). See the Emergency Needs Assessment section, or section 7, of the Toolkit for more guidance on the role of the RIM WG and for information on conducting a multi-sectoral emergency needs assessment.

Note: For advice on how to conduct focus group discussions or on ensuring that an age, gender and diversity approach is factored into multi-sectoral emergency needs assessments, refer to the multi-sectoral Emergency Needs Assessment Section, of this Toolkit for additional information.

12.3.2 RPWG: emergency referral system established

The development of a basic protection referral system by the protection officer with the support of the Information Manager/registration officer will be crucial in the first phase of the emergency. The establishment of the emergency referral system should be discussed and agreed upon by the RPWG, with UNHCR and partners. The minimum information captured should include: basic bio-data, short description of incident, referral made and action taken including indication when and by whom follow-up is required. The information might be captured in paper or electronic format, but should be updated in proGres once established or in another case management system developed for the operation if proGres is not yet established.

The RPWG focal point should share with the multi-sectoral emergency needs assessment team the procedures for recording an emergency referral as has been agreed within the RPWG. The RPWG focal point may also need to conduct a brief training for the multi-sectoral emergency needs assessment team, including data collectors, on the Code of Conduct, ensuring that the assessment team members are confident to react appropriately when coming across protection cases requiring follow-up during their fieldwork.

The protection officer may wish to work with the Information Manager, registration officer or data management officer to develop a simple (ProGres compatible) referral form, which the assessment team may take with them for recording emergency referrals, this will help to ensure the consistency of recorded information and referrals. The RPAT’s, Urgent Action Report for Individuals or Communities, included in this section as Annex 2, may also be adapted for this purpose.

If ProGres has not yet been established, it is the responsibility of UNHCR protection staff to ensure referral information of persons of concern collected during the needs assessment is captured systematically (paper or electronic version) which may be uploaded into ProGres once established. This is a primary protection responsibility for all Protection and Community Services staff throughout an emergency response, and will serve as the foundation for an ongoing protection case management system.

If relevant for an overall protection analysis within UNHCR and the RPWG, statistical information may be generated from ProGres by the registration officer by specific need.

12.4 After the multi-sectoral emergency needs assessment: on-going emergency protection response

12.4.1 Multi-sectoral emergency needs assessment: protection related outcome

A key protection-related output of the multi-sectoral emergency needs assessment should be an indication of the protection concerns to be prioritized in the first wave of emergency response.

The RPWG should reach agreement on the ways in which prioritized protection concerns will be addressed in a timely, coordinated and strategic manner taking into account to the extent possible in an emergency setting, the participation of communities in this planning process. In addition, increased advocacy towards the Government around protection concerns might be necessary. Advocacy efforts in this regard should be built into the initial strategic protection response plan. The Representative, in close coordination with the RPWG, should lead such efforts.

12.4.2 Need for specialized protection assessments identified and conducted

Protection findings arising from the multi-sectoral emergency needs assessment may indicate a need for more in-depth assessments on specific aspects or in specific geographical areas.

All assessments done by UNHCR and its partners should be based on an AGD approach (with data disaggregated by standard UNHCR age and sex demographics where possible). The NARE, annex 5 of this Section, includes examples of specific questions or methodologies, which the RPWG may find helpful.

Specific protection assessments may also follow aspects of the Rapid Protection Assessment Tool (RPAT). This is a protection-specific needs assessment tool developed for IDP situations that uses closed questionnaires, focus group discussions and observation checklists to assess the protection situation, which are included as Annexes in this section of the Toolkit. Full RPAT guidance and tools are available online at: http://www.globalprotectioncluster.org/en/tools-and-guidance/information-and-data-management.html.

Data collected or arising from in-depth protection assessments should be analyzed by protection staff and within the RPWG to further inform the refugee protection strategy.

12.4.3 Protection referral and case management system established

The Protection Officer and Information Manager need to ensure that minimum protection standards, in particular with regards to confidentiality, referrals and security are fully implemented when establishing a protection case management and referral system. Individually identifiable information may only be shared if consent is obtained from the concerned individual, and is covered by written data sharing agreements or protocols.

1. If an individual requires a protection referral, there are several scenarios, which may be encountered in the field, depending on if ProGres has been established:

• Registration conducted: Individual is already registered in ProGres
• If no immediate action is needed, i.e. medical attention, record the ProGres number, the name and date of birth of the individual.
• Write down a brief summary of the protection issue(s).
• Obtain informed consent from the individual, to share his/her information for the purpose of referral or follow-up; if a referral can be done immediately, provide the individual with the necessary information on how to access the required services and/or assistance
• If additional follow-up is required, the protection officer is responsible for passing information in a confidential manner to the operational partner or service provider as agreed within the RPWG, or bilaterally.
• It is the responsibility of UNHCR protection staff to ensure this information is tracked accordingly for follow-up if necessary and included in ProGres (if established) under the  “Special Protection and Assistance Needs” fields.

2. Registration underway or not yet conducted: Individual not yet registered

Follow the first five steps noted above under scenario 1.

• Also be sure to record the individuals’ identity documents numbers, and contact information, and inform the individual of the registration procedure.
• The Protection Officer may also flag this individual to the Registration Officer for expedited registration as appropriate.

Note: A referral form for unaccompanied or separated children has been included as annex 10 in the Registration section of this Toolkit.

As required, the Information Manager may work with the Protection Officer to draw-up a referral form (or the Urgent Action Report for Individuals or Communities, included in this section as Annex 2, may also be adapted for this purpose) for any of the above scenarios.

12.4.4 Considerations for responding to protection concerns in an urban emergency environment

For monitoring the protection situation in out of camps or urban areas, the Information Manager should identify in cooperation with the respective sectoral working group (CCCM or protection) relevant protection data.  The expertise of the Information Manager will be particularly valuable to identify data sources and levels of disaggregation and ensure that methodologies chosen include an AGD approach where possible.

For additional information on responding to specific protection issues in emergency urban situations, please see UNHCR’s: http://www.urbangoodpractices.org/, which is an interactive website where you may find good practice case studies, tools, guidelines, research, media, surveys, urban strategies and other information relevant for urban refugee protection response.

12.4.5 Other sources of protection data

Regular identification of vulnerabilities and monitoring of associated needs is a primary protection responsibility. Depending on the situation, if time or resources are limited, protection information may be gleaned from the analysis of registration data, i.e. specific needs codes and other data elements. If proGres is established but specific needs codes have not been recorded, protection issues may still be identified through the analysis of basic family composition, age and sex demographics by location.  For example, unaccompanied children, older person-headed households and single parent-headed households are identifiable solely from family composition data.

Where protection information is limited or too sensitive to collect or a registration has not yet been conducted, analysis may be drawn from proxy or so-called “indirect” indicators. Proxy indicators are indicators specific to one sector, i.e. site planning, which may allow one to deduct conclusions for protection.

Here are a few examples of proxy indicators from site planning/CCCM which provide information for GBV related analysis:

• Distance of settlement or camp from a water point;
• Distance of settlement or camp from nearest firewood source;
• Distance of settlement or camp from latrines;
• Proximity of camps/sites/settlements to military or paramilitary bases;
• Distance of settlement or camp farming areas from women’s work areas;
• Distance of settlement or camp from nearest school;

Proxy indicator data may be shared in coordination meetings with protection, programme or sector leads, or during coordination meetings within the humanitarian community, and should be taken into account along with available qualitative information. Often, proxy indicators relevant for protection are indicators of risk or potential risk, and may be used to identify emerging protection issues or high-risk locations for persons of concern. Mapping this information against incident reports can lead to increased understanding of complex protection issues, resulting in changes in the delivery of protection, programme and overall humanitarian assistance in an emergency.

12.4.6 Interagency protection systems

Depending on the context, other partners may have established protection management systems.

The protection officer should liaise with the child protection partners to see if the Child Protection Information Management Systems (i.e. CPIMS) has been established. The CPIMS is an inter-agency case management system for vulnerable children used by UNICEF, Save the Children and IRC. Although the proGres identification number can be entered into the CPIMS to identify a vulnerable child, the CPIMS is currently not compatible with proGres.

It is the responsibility of the Protection Officer to ensure that appropriate data sharing SOPs are in place when sharing information on vulnerable children within the context of the CPIMS.

The GBVIMS (the Gender Based Violence Information Management System) is optimized for sharing anonymized statistical reports on (GBV) protection cases. It was created to harmonize data collection on GBV in humanitarian settings, to provide a simple system for GBV project managers to collect, store and analyze their data, and to enable the safe and ethical sharing of reported GBV incident data.  The intention of the GBVIMS is both to assist service providers to better understand the GBV cases being reported as well as to enable actors to share data internally across project sites and externally with agencies for broader trends analysis and improved GBV coordination.

For assistance delivery, other protection partners may require information from proGres data or will provide information on persons of concern, which protection staff should update in proGres. The system for sharing such sensitive protection information is regulated by data protection considerations and UNHCR’s policies and will be the responsibility of protection staff to negotiate and agree with partners as appropriate. The Information Manager may assist with technical support as required.

12.4.7 Protection reporting requirements

Protection reporting requirements in the beginning of the emergency will be manifold and range from SitReps, FactSheets, mission reports etc. Prior to inclusion or dissemination, all protection-related information must be cleared by the UNHCR Representative or the protection focal point.

12.5 Monitoring and Evaluation obligations

The Protection Officer, Programme Officer and Information Manager should work closely together to ensure that protection activities as covered by FOCUS indicators may be reported on later (generally after an initial emergency three month timeframe for an emergency special budget). It is therefore imperative that a data collection plan alongside FOCUS is in place, so that FOCUS indicator data is collected in a systematic manner.

MINIMUM SECTORAL DATA E

13.1 Overview and Function

Self-reliance is the social and economic ability of an individual, household or community to meet basic needs (including protection, food, water, shelter, personal safety, health and education) in a sustainable manner and with dignity. Self-reliance, as a programme goal, refers to developing and strengthening livelihoods of persons of concern, and reducing their vulnerability and long-term reliance on humanitarian or external assistance. By becoming self-reliant, displaced people lead active and productive lives and are able to weave strong social, economic and cultural ties with their host communities.

UNHCR’s livelihood interventions aim to protect the skills and productive assets that displaced people carry with them, to build the capacities they might need in a new environment and to broaden opportunities, even at the onset of an emergency. The guidance provided below derives from Livelihood Programming in UNHCR: Operational Guidelines (UNHCR 2012, see references).

13.2 How-to Guide

13.2.1 Key considerations for the livelihoods sector during an emergency

Assist refugees in becoming self-reliant even during the emergency phase. For example, all goods and services provided by organizations to the displaced population should be assessed to see whether and how it could be produced or provided by members of the displaced or host community. Similarly, as many in-camp staff positions as possible should be filled by refugee workers, while ensuring opportunities for apprenticeships or on-the-job training are provided.

Cash, food and rental assistance provided by UNHCR and partners should gradually lead to self‐reliance activities as part of longer‐term development. Such activities should aim to assist refugees in moving from grant‐based and in‐kind contributions to more sustainable forms of support.

Use quality data to guide programme strategies obtained through a rapid livelihood assessment. Such data should identify immediate market needs, as well as the policy environment and social or political processes that enable or inhibit access to work and other livelihood opportunities, and possible ways in which this environment can be made more conducive to refugee livelihoods.

Conduct a livelihoods assessment as soon as possible, and convene internal and external stakeholders around its results to jointly identify livelihood support opportunities. Choose a multi‐functional team (MFT) approach and include all relevant UNHCR sector units (i.e. senior management, programme, protection, registration, durable solutions and community services), as well as a broad range of stakeholders, including development partners, UN and bilateral agencies, the donor community, private sector institutions, and refugee and local community representatives.

Target livelihood support on the basis of socio-economic profiling as early as possible. Match programme interventions with corresponding levels of socio-economic status, livelihood capacity (existing livelihood assets such as skills, as well as past work experience), needs identified in the refugee population, and the demands of the market.

13.3 What the Information Manager Should Provide to the Sector Specialist

The Information Manager should provide the sector specialist information on the following, to be collected during the registration process:

• How were people making a living before the emergency? What skills do they have?
• Which assets have people brought with them?
• What coping mechanisms and livelihood strategies have different people/households developed after displacement and how effective are these?
• Are refugees able to work or set up their own business?
• Do they have access to land? Is it legal to keep livestock?

If there is no livelihoods specialist in the area, consult internally within the operation to gather available information and decide how the Information Manager may assist senior mangers with required steps.

MINIMUM SECTORAL DATA F

14.1 Overview and Function

The minimum sectoral data presented in these guidance notes is based on the standards and units of measurement set by the UNHCR Handbook for Emergencies (Third Edition), The SPHERE Project: Humanitarian Charter and Minimum Standards in Humanitarian Response (2011 Edition), and the Framework for Assessing, Monitoring and Evaluating the Environment in Refugee-Related Operations (FRAME). The FRAME Toolkit is available online at: http://www.unhcr.org/4a97d1039.html, which is designed for managers and field staff to address issues of environmental assessment, monitoring and evaluation.

These guidance notes present key information on what Information Managers needs to know about environmental management from the first phase of an emergency response. The Information Manager should also assist as needed with the provision of information to support sector-specific reports and facilitate the dissemination of sector-specific information products.

14.2 How-to Guide

The UNHCR sector specialist generally covers environmental aspects of the camp area and surroundings, including overseeing and participating in the Rapid Environmental Assessment (REA) in order to design appropriate environmental interventions during emergency response.

14.2.1 Information requirements

Environmental considerations must be taken into account at the very onset of an emergency, as it is during this phase that major negative environmental impacts typically occur. There is no comprehensive environmental management strategy that can be applied to all emergency situations. Site-specific information can be gathered by undertaking a REA, if possible, within a period of 48-72 hours, followed by a more comprehensive Environmental Assessment (EA). The more in-depth EA requires more time and resources in order to develop an appropriate strategy based on the specific environmental indicators observed, which may be found under the FRAME Toolkit, available here: http://www.unhcr.org/4a97d1039.html.

14.2.2 Situation analysis

Full details of the REA process can be found in the FRAME toolkit. Normally, a team of three should carry out the REA, including a local environmental expert (e.g. from an NGO), a member of the local community and a member of the international humanitarian community.

During this period, the following points and processes should be considered:

• Define the “affected area” in terms of boundaries, and document on a map;
• Predominant ecosystem/environmental situation (savannah, rainforest, agricultural land, etc.);
• Issues of land use and land rights;
• Basic characteristics of the site, such as vegetation and other environmental conditions, species and percentage of vegetation cover, nearby floodplains or protected areas, soil condition, geology, topography, elevation, water bodies and sanitation possibilities;
• Possibility for expansion of the area;
• Ratio of refugees to local inhabitants (needed to measure increased stress on surrounding natural resources);
• Type(s) of fuel likely to be used for domestic energy needs (e.g. fuel used by refugees in place of origin, in contrast to what is available for fuel where they are now living);
• Type(s) of construction material likely to be used for shelters, fences, etc.; and
• National/local governance, and whether any of the surrounding areas are governed by local laws (e.g. considered sacred).

From the REA, the initial environmental management strategy should be developed as quickly as possible, along with local Government actors such as forestry departments. This strategy should consider issues of natural resource management, particularly in terms of domestic energy (i.e. managing the harvest / distribution of fuel-wood and/or other fuels) and shelter (materials for construction).

14.2.3 Domestic energy options

Adequate response to domestic energy needs will depend on the situation analysis, particularly the availability of fuel and accessibility of the site. When considering domestic energy options, the firewood/timber situation needs to be classified under one of the following:

• Firewood is abundant;
• Firewood is still an option but needs to be adequately managed; or
• Firewood is no longer an option due to depleted resources or Government restrictions.

With this knowledge, adequate steps can be taken to address the domestic energy situation at the site. If firewood is no longer an option at the selected site, it is suggested that, as minimum assistance, other sources of fuel such as ethanol, pellets, briquettes, gas etc. be provided as a core relief item during the emergency phase of the crisis until sustainable alternative energy sources are identified. However, it must be noted that free supply of fuel is only appropriate in certain cases, as prolonged distribution of fuel without cost may increase consumption, particularly of firewood.

According to the SPHERE Project, the following should be provided to refugees as a minimum standard during humanitarian response:

Solar streetlights should also be considered as much as possible in order to improve safety of refugees at night, as darkness provides cover for crime and vandalism.

14.3 Gap Analysis

An Inter-agency needs assessment should be conducted. The assessment should consider energy needs for cooking and lighting as well as environmental impact factors such as fuel sources, water quality and quantity, solid waste management etc.

This data, coupled with the initial environmental survey, can inform managers on how to adequately address energy needs for cooking and lighting, including identifying the most cost-effective, fuel-efficient stove. This is a particularly useful exercise while the Access to Fuel and Energy Guidelines and Strategy is being developed. The full document is available online at: http://www.unhcr.org/530f11ee6.pdf.

14.4 Comprehensive Environmental Management Strategy

A comprehensive environmental management strategy should be developed for the site and immediate surroundings as soon as possible. Referencing the FRAME Toolkit a more comprehensive Environmental Assessment (EA), should be developed following a highly participatory community environmental action plan. The FRAME Toolkit also highlights opportunities for using the latest technology with geographical information systems for environment assessments. The Environmental Management Strategy should include components on the management of the harvest of wood for fuel and shelter material, the promotion of fuel-efficient stoves and cooking techniques, awareness-raising programmes, reforestation and improved natural resource management.

14.5 Technical Support

If no environmental specialist is available, consult internally within the operation to gather available information and decide how the Information Manager may assist senior mangers with required steps.