Module-1-Facilitators-guide-How-to-use-the-Sphere-Handbook-1-x-2h-online-workshop
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How to use the Sphere Handbook in Ukraine
Module 1: Introducing the Sphere Handbook
120 minutes
Aim, objectives and key learning points
Aim
To show how using the Sphere Handbook can improve quality and accountability in humanitarian
response in Ukraine
Objectives
By the end of the programme (2 modules), participants will be able to:
Explain the Sphere Approach
Summarise the content and structure of the Sphere Handbook
Describe how the foundation chapters in the Sphere Handbook support the technical
standards
Demonstrate how adopting the Sphere Approach will help ensure better accountability and
quality in our programming
Give examples of how Sphere minimum standards, indicators, key actions and guidance
notes can be applied in practice
Identify further sources of information, resources, and support
(Module 1 is designed to meet the objectives in
bold
.)
Key Learning Points
Sphere is as a public service aimed at ensuring both quality and accountability in
humanitarian assistance
Quality means that humanitarian assistance is efficient, appropriate, and effective.
One way in which we can help ensure that our response is
appropriate and effective is by
creating opportunities for affected populations to actively participate.
Accountability refers to the responsible use of power (i.e. resources, decision making) by
individuals and organisations.
The Sphere Handbook helps us to behave in an accountable way, not least by involving
others – including minority groups - in our work.
First and foremost, our accountability is to affected populations. We are also accountable to
host populations, partners, colleagues, local authorities, donors, and others.
The Humanitarian Charter provides the ethical and legal backdrop to the Protection
Principles, the Core Humanitarian Standard and the Minimum Standards
1
The Humanitarian Charter is based on people’s right to protection and assistance reflected in
the provisions of international humanitarian law, human rights and refugee law.
The rights set out in the Humanitarian Charter are supported by four Protection Principles.
Protection Principles apply to all humanitarian action and all humanitarian actors.
The Core Humanitarian Standard on Quality and Accountability (CHS) sets out nine
Commitments that organisations and individuals involved in humanitarian response can use
to improve the quality and effectiveness of the assistance they provide. It also facilitates
greater accountability.
The Core Humanitarian Standard, along with the Humanitarian Charter and Protection
Principles, forms a strong foundation within The Sphere Handbook and supports all technical
standards.
The four technical chapters in the Sphere Handbook are: Water Supply, Sanitation and
Hygiene Promotion (WASH); Food Security and Nutrition; Shelter and Settlement; and
Health.
The Sphere standards are an expression of the fundamental rights related to life with dignity
and are universal. The indicators and minimum requirements may need to be adapted to be
meaningful in context.
Standards are qualitative. Key indicators help us to understand how far we are from
achieving the minimum standard. Key actions suggest what we might need to do.
Overview
15’
Welcome and introductions
10’
What is Sphere?
Definitions and discussion
35’
The Sphere Handbook: The Foundation Chapters
Group activity and debrief
10’
Break
45’
The Sphere Handbook: The Technical Standards
Group activity and debrief
5’
Wrap up
Resources / Materials
P = PowerPoint Slide(s); H = Handout; R = Other (e.g. video)
P1 Welcome Slide
P2 Overview
P3 Sophia
P4 Handbook Structure
H1 Activity 1
H2 Activity 2
R1 Video from Sphere Team
2
Facilitation notes
Please familiarise yourself with the following facilitation notes. You should also be familiar with the
Sphere Handbook (2018 edition), and the various features and functions of Zoom.
Highlighted notes refer to functions on Zoom and are intended to help you and/or your co-
host/producer. This includes questions or instructions to cut and paste into Zoom’s
chat.
Things to say to participants are in
italics
and questions are in
bold italics
.
Additional notes – to debrief an activity, for example – are in the supporting information section,
referenced in the facilitation notes.
Facilitation tips are highlighted like this.
Time
Methodology
Resources
- 10’
When participants join the training, they will be held briefly in Zoom’s
waiting room. While they are waiting,
broadcast the following welcome
message, which you can adapt as appropriate.
Welcome to ‘How to Use the Sphere Handbook in Ukraine’ (Module 1).
We are making final preparations and will welcome you into the
training shortly.
While you are waiting, please check that your screen name matches the
name you registered with.
When you join the training, take a few moments to familiarise yourself
with functions in Zoom such as the Participant and Chat bars, the
Reactions button at the bottom of the screen, and the Gallery/Speaker
View.
- 5’
Screenshare a welcome slide
This welcome slide (P1) also invites participants check their audio and
video settings. It also suggests some tips to help them get the most
from the training.
P1 Welcome
slide
15’
Welcome and introductions
Start by welcoming participants and briefly introducing yourself.
Screenshare the welcome video pre-recorded by a member of Sphere
Project team. Make sure you check the box to share the sound from the
video.
In turn, invite each participant to say their name and who they work for.
Keep introductions brief; say that there will be opportunities to learn
more about what everyone is doing, and to share experience, as we go
R1 Welcome
video from
Sphere
Project Team
3
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through the training.
Give an overview of the training using slide. Briefly
screenshare slide.
Point out the Zoom
reaction button at the bottom of the screen. Note
the Raise Hand, Yes/No. Thumbs Up, etc. options,
Ask people to use the
reaction button give a
thumbs up if they have:
a) Completed the online, self-paced module.
This should be everyone as it is a pre-requisite for the facilitated
sessions. If anyone has not completed it, they should do so before
Module 2.
b) Seen the Sphere Handbook.
Tell participants that we will be using the electronic version of the
Handbook during this training. If they have not already done so, suggest
they download a copy now.
Paste a link to the Handbook in Chat.
The Interactive Handbook (2018) (English) is here:
https://handbook.spherestandards.org/en/sphere/#ch001
The PDF version is here:
https://spherestandards.org/wp-content/uploads/Sphere-Handbook-
2018-EN.pdf
c) Already used the Sphere Handbook in their work.
If they have not already done so, they can start using the Handbook
after this training.
You now have an insight into the participants’ existing knowledge and
experience, which you can draw on later.
Say that this is designed to be a practical, participative training.
Actively participating, listening to what others have to say, asking
questions, staying focused and avoiding distractions, will help you gain
the most from the training.
Say that by the end of this module, participants will be able to:
Summarise the content and structure of the Sphere Handbook
Describe how the foundation chapters in the Sphere Handbook
support the technical standards
Give examples of how Sphere minimum standards, indicators,
P2 Overview
4
key actions and guidance notes can be applied in practice
10’
What is Sphere?
Ask:
What is Sphere?
Take two or three answers from participants, then explain:
Perhaps the best way to think about Sphere is as a public service aimed
at ensuring both qualit
y and accountability
in humanitarian assistance.
Simply put, quality means that humanitarian assistance is efficient,
appropriate, and effective. Of course, one way in which we can help
ensure that it is
appropriate and effective is by creating opportunities
for affected populations to actively participate.
The Sphere Handbook helps us to understand what a quality response
looks like. It helps us to be professional… to do good, and
to do it well.
Ask:
What does ‘accountable’ mean?
Again, take a few responses before explaining:
Accountability refers to the responsible use of power (i.e. resources,
decision making) by individuals and organisations. The Sphere
Handbook helps us to behave in an accountable way, not least by
involving others – including minority groups - in our work.
Ask:
Who are we accountable to?
First and foremost, our accountability is to affected populations, but we
recognise that we are also accountable to host populations, partners,
colleagues, local authorities, donors, and others.
Picking up on what participants shared in their introductions, invite a
few participants to say a little about their experience.
How has using the Sphere Handbook helped? Or how do they see it
helping?
Explain that the focus of this training is on the Sphere Handbook and
how to use it.
Say:
Sphere is so much more than just a Handbook, and we will talk
more about that in the second module.
35’
The Sphere Handbook: The Foundation Chapters
Activity 1
The timings for this activity are:
5
5’ – Introduction
15’ – Group work in breakout rooms (broadcast time checks)
15’ – Debrief in plenary
Say:
Let us put ourselves in the shoes of someone using the Sphere
Handbook in their work.
In the online, self-paced module we were
introduced to Sophia.
Briefly
screenshare a slide introducing Sophia.
Sophia is a local government official working in Lviv. She is overseeing
several collective centres in the city.
To help with her work, Sophia has been familiarising herself with the
Sphere Handbook and is now introducing it to the staff and volunteers
who work with her. They have some questions. You are going to imagine
that you are Sophia and find the answers to those questions.
Using
file share in
chat to send everyone the handout with the brief for
Activity 1. Ask participants to open the document.
See supporting information for a copy of the brief and questions.
Explain to participants that they will have 15 minutes to answer the
three questions. Each group should start with the question that
corresponds with their group number – i.e. Group 1 starts with
Questions 1; Group 2 starts with Question 2; Group 3 starts with
Questions 3.
If there are more than 18 participants, consider having SIX breakout
room – three people per room.
This is so that if they do not have time for all three questions, at least
one group will have answered each question. Finally, ask that one
person in each group volunteers to feed back on the group’s answers.
Create THREE random breakout rooms.
Check that everyone has access to the Sphere Handbook. If some do
not, check there are some in their group who do have access.
Open the breakout rooms. Ask participants to note which group they
are in. (It will be displayed at the top of their screen when they move to
the breakout room).
Broadcast time checks to the Breakout Rooms – e.g. 10 minutes
remaining, 5 minutes remaining.
Join each breakout rooms in turn to check progress.
After 15 minutes
close the breakout rooms.
P3 Sophia
H1 Brief for
Activity 1
6
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Go through each of the three questions in turn, first inviting Group 1 to
share their answer for Question 1 before asking other groups to add
anything, and so on.
See supporting information for answers to the three questions.
Keep discussion short. Say that the purpose of the activity is simply to
highlight the importance of foundation chapters in the Sphere
Handbook. They can read them after the training.
Screenshare a slide showing the structure the Sphere Handbook and
highlighting the foundation chapters.
Say:
The Core Humanitarian Standard, along with the Humanitarian
Charter and Protection Principles, forms a strong foundation within The
Sphere Handbook and supports all technical standards. Throughout the
Handbook, there are cross-references between the technical chapters
and these foundations. It is therefore important to be familiar with
these foundations when applying the standards.
Say that after the break, we will look at the four Technical Standards.
Suggest participants use the break to get themselves glass or water or
tea/coffee, and, most importantly, to get away from their screen for a
short while, walk around, stretch, etc.
P4 Handbook
Structure
10’
Break
Screenshare a timer, counting down from 10 minutes to the end of the
break.
45’
The Sphere Handbook: The Technical Standards
Welcome participants back and, by way of a quick recap, ask them to
name the four foundation chapters.
Answer: What is Sphere? The Humanitarian Charter. The Protection
Principles. The Core Humanitarian Standard.
Explain that we are now going to look at the four technical standards:
WASH; Food Security and Nutrition; Shelter and Settlement; Health.
Activity 2
The timings for this activity are:
5’ – Introduction
15’ – Group work in breakout rooms (broadcast time checks)
20’ – Debrief in plenary
7
Say:
Sophia is now happy that her staff and volunteers are comfortable
using the Sphere Handbook. They can see the importance of the
Humanitarian Charter, Protection Principles and the Core Humanitarian
Standard with its nine commitments. But some are asking how it will
help them with some of the challenges they currently face at the
collective centres.
Explain that the staff and volunteers have raised several concerns with
Sophia.
In four groups, participants will use the technical chapters in the Sphere
Handbook to identify the relevant standard(s) and say what guidance
the handbook offers.
Each group will focus on one of the technical chapters:
Water Supply, Sanitation and Hygiene Promotion (WASH)
Food Security and Nutrition
Shelter and Settlement
Health
Create FOUR random breakout rooms. As before, check that at least
some people in each group have access to the Sphere Handbook.
Name the four breakout rooms WASH, FOOD, SHELTER, HEALTH.
Before opening the breakout rooms use
file share in
chat to send
everyone the handout with the brief for Activity 2. Ask participants to
open the document.
Open the breakout rooms.
(See supporting information for a copy of the brief and answers.)
Broadcast time checks to the Breakout Rooms – e.g. 10 minutes
remaining, 5 minutes remaining.
Join each breakout rooms in turn to check progress.
After 15 minutes
close the breakout rooms.
Before the first group’s presentation, point out the how the technical
chapters in the Handbook are structured. Essential concepts
(underpinning rights, principles, etc.) come first, then each standard
with key actions, key indicators, and guidance notes. Each chapter also
has appendices, which include useful checklists.
In turn, invite each group to present their answers. Keep presentations
brief (just the relevant standard and one or two actions that they would
take).
H2: Activity 2
8
Keep discussion short. Say that the purpose of the activity is simply to
show how the technical chapters are structured and to highlight the
difference between standards and indicators.
Screenshare a slide showing the structure the Sphere Handbook and
highlighting the technical chapters.
Finish by reminding people what Sphere standards are:
The Sphere standards are an expression of the fundamental rights
related to life with dignity, and remain constant [i.e. universal...they
apply in all contexts]. The indicators and minimum requirements may
need to be adapted to be meaningful in context. In cases where the
standards are not met, any proposal to reduce the minimum
requirements should be considered carefully. Agree any changes
collectively and report the shortfall in actual progress against the
minimums widely. In addition, humanitarian organisations must assess
the negative impact on the population of not meeting a standard and
take steps to minimise any harm. Use this response gap for advocacy
and strive to reach the indicators as soon as possible. (From ‘What is
Sphere? 2. Using the standards in context.)
Finally, say:
The Sphere Handbook has some cross-cutting themes that
focus on particular areas of concern and at-risk groups. We will cover
this in Module 2.
P4 Handbook
Structure
5’
Wrap up
Recap these key messages:
People affected by disaster or conflict have the right to life with dignity
and, therefore, the right to assistance and protection.
The Sphere Handbook helps us to deliver a principled and rights-based
humanitarian response, fully involving the affected population in
decisions regarding their recovery.
The four foundation chapters – What is Sphere, The Humanitarian
Charter, The Protection Principles, and The Core Humanitarian Standard
- outline the ethical, legal and practical basis for humanitarian response.
They underpin all technical sectors and programme. They describe
commitments and processes to ensure a good quality humanitarian
response, and encourage and help us to be accountable to those
affected.
Suggest that participants read or re-read the foundation chapters
before the next module,
Say that Module 2 will go a little deeper into how we can engage and
involve the affected population, using, of course, the Sphere Handbook
9
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to guide us.
Invite feedback from participants via
chat or on a
whiteboard or Google
jamboard.
What is the most important thing that you have learned in this
session?
Supporting Information
Familiarise yourself with The Sphere Handbook before facilitating this session.
The Sphere Handbook (2018 Edition) (English) can be accessed here:
https://spherestandards.org/wp-content/uploads/Sphere-Handbook-2018-EN.pdf
The Interactive Handbook (2018) (English) is here:
https://handbook.spherestandards.org/en/sphere/#ch001
The Sphere Glossary can be found here:
https://spherestandards.org/wp-content/uploads/Sphere-Glossary-2018.pdf
Brief and answers for Activity 1
Sophia
is a Local Government Official in Lviv.
Many of the municipal buildings in the city, including schools and dormitories, have been turned into
collective centres for people fleeing the areas of Ukraine most affected by the war.
Sophia is overseeing several of these collective centres. The collective centres are being managed by
people from the communities where the centres are located – for example, by Head Teachers from
the schools. There are some International Non-Governmental Organisations (INGOs) present who are
providing some support to the centres directly and who have been in contact with her.
Sophia has been familiarising herself with the Sphere Handbook. It has helped her to ensure that the
centres are properly set up so that they provide adequate space and facilities, and it has also helped
her deal with issues of access, dignity and protection.
She had no idea how useful the Sphere Handbook could be, particularly in an urban setting like Lviv,
and has been introducing it to the staff and volunteers who work with her. They have some questions.
Imagine that you are Sophia. Use the Sphere Handbook to find the answers to these questions:
1. “I’ve heard that the Sphere Handbook includes something called The Humanitarian Charter. What
is the Humanitarian Charter, and what are the common rights on which it is based?”
The Humanitarian Charter provides the ethical and legal backdrop to the Protection
Principles, the Core Humanitarian Standard and the Minimum Standards that follow in the
10
Handbook. It is in part a statement of established legal rights and obligations, in part a
statement of shared belief.
It is based on people’s right to protection and assistance reflected in the provisions of
international humanitarian law, human rights and refugee law. We summarise these rights
as:
the right to life with dignity
the right to receive humanitarian assistance
the right to protection and security.
The Sphere Handbook helps us to ensure that these rights are claimed, met and not
undermined.
2. “I thought by providing shelter we were offering people the protection they needed. But someone
told me that if we are not careful, we could be putting people at risk. What are the four Protection
Principles, and where could I find out more information about Gender Based Violence (GBV)
interventions?”
The rights set out in the Humanitarian Charter are supported by four Protection Principles.
1.
Enhance the safety, dignity and rights of people, and avoid exposing them to harm.
2.
Ensure people’s access to assistance according to need and without discrimination.
3.
Assist people to recover from the physical and psychological effects of threatened or
actual violence, coercion or deliberate deprivation.
4.
Help people claim their rights.
Protection Principles apply to all humanitarian action and all humanitarian actors.
There is a separate handbook on integrating GBV interventions that can be downloaded from
gbvguidelines.org
3. “I’m not directly involved in Shelter, WASH, Food or Health, so do I need to use the Sphere
Handbook? Is there a Standard in it that applies to everyone involved in the response?”
The Core Humanitarian Standard on Quality and Accountability (CHS) sets out nine
Commitments that organisations and individuals involved in humanitarian response can use
to improve the quality and effectiveness of the assistance they provide. It also facilitates
greater accountability to communities and people affected by crisis, staff, donors,
governments and other stakeholders. Knowing what humanitarian organisations have
committed to will enable them to hold those organisations to account.
Brief and answers for Activity 2
Sophia is now happy that her staff and volunteers are comfortable using the Sphere Handbook. They
can see the importance of the Humanitarian Charter, Protection Principles and the Core
Humanitarian Standard with its nine commitments. But some are asking how it will help them with
some of the challenges they currently face at the collective centres.
11
Explain that the staff and volunteers have raised several concerns with Sophia. She has suggested
that they find the relevant standard(s) in the Sphere Handbook and from there identify possible
actions.
Read the challenge assigned to your group. Find the relevant technical standard in the Sphere
Handbook and identify one or two actions that you might take.
1. Water Supply, Sanitation and Hygiene Promotion (WASH)
Some of the buildings being used collective centres have become crowded. People staying there are
not enough toilets. They have complained that some of the toilets can only be accessed by using
stairs, which some people find difficult.
Excreta management standard 3.2
Access to and use of toilets
People have adequate, appropriate and acceptable toilets to allow rapid, safe and secure
access at all times.
Note that the Standard does not have numbers. The guidance notes explain what ‘adequate,
appropriate and acceptable’ means. One indicator is a minimum of 1 toilets per 20 people.
Note what the guidance notes say about access and the importance of consulting the
community and other stakeholders.
2. Food Security and Nutrition
One NGO has been providing food to the collective centres, but there have been complaints that
some of the food has passed its expiry date. Some people are not eating the food for fear that it will
make them sick.
Food Assistance standard 6.2
Food quality, appropriateness and acceptability
The food items provided are of appropriate quality, are acceptable and can be used
efficiently and effectively.
As with the previous standard we just looked at, note that this standard too (like all Sphere
Standards) is qualitative. The indicators help us to understand how we can know whether we
are achieving the standard, and the key actions and guidance notes do just that – tell us what
actions we need to take and provide guidance. Most of the indicators for this standard
involve direct consultation with the affected people.
3. Shelter and Settlement
Some of those in staying in one of the collective centres has raised concerns about safety, particularly
for women and girls. They say that there is inadequate lighting particularly between the communal
12
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areas, toilets and living spaces. When there is no power, some parts of the building have no lighting
at all.
Shelter and settlement standard 3
Living space
The standard says that people have access to living spaces that are safe
and adequate. One
of the indicators is the percentage of people that feel safe.
Here we see a connection between the technical standards and the protection principles.
When we apply any standard, we must be sure that we take do not expose people to harm.
4. Health
The war is taking its toll on people’s mental health. Some people arriving at the collective centres
display symptoms of acute stress, especially those who have been exposed to traumatic events.
Mental health standard 2.5
Mental health care
People of all ages have access to healthcare that addresses mental health conditions and
associated impaired functioning.
The key actions are important and the guidance notes will help us in put in place the right
level of support. Note that only one the indicator has numbers. Indicators are not targets,
but those providing services might set their own targets.
13