Handout: Sphere in a day

1 - ORIENTATION BRIEFING (90 MINUTES)

• Obtain a copy of the Sphere introductory video and show it to newly hired staff

• Ask the new staff: Are you aware of Sphere? Have you used Sphere? What did you learn when you used it?

• If you can, provide a copy of the Sphere handbook to each person. Then spend one hour exploring the handbook. Find the Humanitarian Charter, the Code of Conduct, and each of the technical chapters in turn, and the acknowledgements. Use post-it notes to mark interesting technical indicators. Be sure that everyone understands the difference between Minimum Standards, Key Indicators and Guidance Notes.

2 - SPHERE CLINIC (3 HOURS)

• Chose a project. Obtain a document from that project - preferably the annual work plan, although a proposal could do as a second choice

  ,li If you can, make a shortened version that can be read in 10-15 minutes.

• Call a meeting of stakeholder such as agency staff, partners, and perhaps local authorities and beneficiaries.

• Make one photocopy of the document for each participant of the meeting.

• Divide the group into small teams of four people to review the document, and to discuss and debate the following questions.

• Does the project use objectives that have been informed by the Sphere handbook? Where? How?
  • Does it use indicators from the Sphere handbook? Where? How?
  • Does the project meet the Minimum Standards ?
  • Do you have questions for the staff of the project? What are they?

• When finished, bring all the teams together

• Lead a concluding plenary discussion. Ask: "What have you learned from this exercise?"

3 - FIELD SCHOOL (ONE DAY)

First stage: Preparation

• Chose a project that you are interested in studying and arrange a visit by you and a group of project stakeholders. Get advance permission and involvement from the project beneficiaries and authorities. Ensure that you have enough copies of the Sphere handbook.

Second stage: The afternoon before get ready

• Start with a meeting of everyone who will participate in your field school
• Ask a staff member to give a short briefing of the project to the group
• Divide the group into teams of four. Assign each team a relevant Minimum Standard
• Ask each team to discuss and agree 2 key indicators from that Minimum Standard relevant to the project. Discuss what data collection methods to use
• Sub-divide the teams into pairs, each taking responsibility for one key indicator. Have each pair plan how they are going to collect data for that key indicator.

Third stage: The next morning project visit

• Early in the morning travel to the project site. Ensure that each pair works with a representative from the project beneficiaries. Allow up to four hours for everyone to collect data on their key indicator.

Fourth stage: Lessons learned meeting

• After a few hours, return to your meeting room to review and analyse data in the original teams of four
• When ready, each team should give a short presentation on whether their Minimum Standard was met. After each presentation, discuss and share knowledge about local project practice. What works? What doesn't work?
• Have a good facilitator lead a discussion. Ask: "What is good about this project? How close is this project to meeting the Minimum Standards? Can any action be taken to improve?"
• When all groups have finished, discuss findings, and reflect upon what was learned

Fifth stage: A wider learning process

• Try inviting partner agencies to learn from and contribute to your field school. If your field school has been useful, propose that another project be audited next month.

Indicators for single agency use of Sphere

Policies

1. Sphere is incorporated into policies:
   • Disaster response/emergency policies explain why the agency endorses Sphere and how it will be applied
   • Sphere is presented to and endorsed by the Board within emergency policy
   • Policy is disseminated to staff at all levels and alliance partners, if appropriate
   • Vision/strategic plan reference Sphere

2. Sphere is integrated into tools and procedures:
   • Formats for assessment, project proposals, monitoring tools, evaluation and reporting formats
   • Logistics (procurement and pre positioning) procedures
   • The organization's emergency manual

3. Sphere is integrated into agency-wide staff development
4. Staff performance is evaluated against achieving objectives of Sphere
5. Sphere is included at all stages of recruitment procedures for disaster response staff/consultants:
   • Job descriptions/Terms of Reference
   • Candidates are asked questions on Sphere at interview
   • Orientation briefings refer to Sphere and a copy of handbook is provided
6. Sphere handbook is available for all staff, including in district offices
7. Non-operational departments are briefed on Sphere (eg. Press Office, Logistics)

Projects and programmes

8. Sphere is applied in assessment and data analysis leading to proposals that reflect Sphere guidance i.e. seek to achieve indicators and/or explain why they cannot be achieved in current context
9. Programs are monitored against selected indicators based on Sphere
10. Programs are evaluated against achieving the objectives of Sphere, including analysis of humanitarian principles, participation and gender
11. Disaster response projects include a budget line for Sphere dissemination and learning from best practice
12. Sphere is incorporated into broader workplans/action plans at country level

Demonstrated commitment

13. Agencies monitor organization-wide application of Sphere
14. Country directors show leadership on Sphere application
15. Agency senior management has attended a Sphere training workshop

Indicators of single country use of Sphere

Discussion on common principles relevant for the context

1. As many agencies as possible participating in the disaster response discuss codes and principles and their contextual significance
2. Agencies develop a shared understanding of humanitarian principles and common language (including agreement on the importance of participation and gender issues)

3. Agencies identify a clear stated purpose for co-ordination - and definition of the desired end state
4. Agencies agree on meaningful involvement of host government
5. Agencies establish a clearly defined methodology for co-ordination (expected to include the systematic introduction of Sphere in coordination meetings)

Activities occur which facilitate joint application

6. Joint assessments leading to consistency and equity in outputs (quality and quantity) across area of service provision
7. Agreement on which criteria for distribution will be shared with the affected population with a view to transparency and accountability
8. Agreement on indicators for joint monitoring (including what data should be collected, how, frequency and methodology/repository for collation). The indicators should include humanitarian principles as well as Minimum Standards
9. Joint sectoral programming decisions made based on humanitarian principles and Sphere benchmarks 1
10. Memoranda of Understanding between agencies refer to agreement to apply Sphere as a framework

Procedures defined for systematic review of progress

11. . Co-ordination itself is monitored as a specific objective
12. Agencies undertake a periodic evaluation of progress relative to Sphere application: humanitarian principles and Minimum Standards
13. Agencies periodically consult the affected population in relation to the quality and accountability of humanitarian assistance (this should include issues of participation and gender).