Manual for Team leaders PREFACE This document outlines a Manual for leaders of enumerator groups during the data collection in the field. It entails methodological guidance to team leaders – which will be more or less similar for different profiling exercises – and operational guidance – which is only indicative and should be contextualized and developed for each different profiling exercise. This Manual assumes a team organization of four levels: enumerators, team leaders, supervisors and the profiling coordinator. Team leaders, being supervisor of the enumerators, should be equally familiar with the Manual for enumerators. The field manual is intended to be shared with the recruited team leaders during the training. It should reflect most of the training content and will serve as a guide during their field work. The manual would be distributed together with the Profiling project description, the Manual for Enumerators, the enumeration form, the household questionnaire and other technical documents to be used in the field during data collection [see also JET tools: Profiling Description, Manual for Enumerators; Enumeration form; Households questionnaire; Manual for team leaders; Manual for supervisors]. FOREWORD Dear team leader You have been selected to participate as team leader of enumerator groups during the data collection in the profiling exercise of displacement affected populations living in [insert name of country and/or region]. You will act as a point of contact between the enumerators placed under your authority and the Supervisor, to whom you will regularly report. As Team Leader, you are best placed to guarantee the quality of the data collected in the sites for which you are responsible. This Manual is your guide and contains the following: a general introduction to the profiling exercise; an explanation of the profiling methodology; and your roles and responsibilities in the field. Kindly, follow the instructions given in this Manual and by your coordinator [adjust according to organisational structure] during the training and in the field. Good luck! 1 Manual for Team leaders Table of Contents I. INTRODUCTION TO THE PROFILING EXERCISE ..............................................................................3 II. RESPONSIBILITIES OF THE TEAM LEADER .....................................................................................3 A. Overall ............................................................................................................................................... 3 B. During the preparatory phase........................................................................................................... 4 C. During deployment in the field ......................................................................................................... 5 D. After the data collection ................................................................................................................... 7 III. MONITORING WORK ..................................................................................................................8 IV. ATTITUDES AND SKILLS OF THE TEAM LEADER ........................................................................... 10 V. ORGANIZATIONAL FRAMEWORK............................................................................................... 11 A. Organisational structure ................................................................................................................. 11 A. Supervision zones ........................................................................................................................... 12 B. Communal supervision zone ........................................................................................................... 13 C. Data collection strategy .................................................................................................................. 14 VI. SITE MANAGERS QUESTIONNAIRE –GUIDANCE.......................................................................... 15 VII. Logistical Aspects...................................................................................................................... 15 VIII. ANNEXES .................................................................................................................................. 16 ANNEX A: MANUAL FOR A GPS ............................................................................................................... 18 2 Manual for Team leaders I. INTRODUCTION TO THE PROFILING EXERCISE [Insert very briefly the main element of the project description, including:] - - Context and justification Objectives of the profiling exercise (general and specific) Expected results Short methodology description of the profiling exercise in general: type of operation, scope/locations of operation, target populations, sampling, sources of information, level of analysis [see JET tool Project Description] Data collection methods and tools Organizational framework (including roles and responsibilities of all involved bodies, e.g. the Working Group, and the staff, e.g. profiling coordinator, technical coordinator, supervisor, team leader, enumerators, facilitators, data entry staff etc.) II. RESPONSIBILITIES OF THE TEAM LEADER A. Overall The team leader works under the responsibility of a field supervisor, to whom s/he provides regular progress reports. The team leader is responsible for the quality of the execution of the data collection in the designated zones. In general, the team leader is responsible for the quality of the data collected. The team leader must, therefore, constantly monitor the following: The correct application of standards and procedures relating to data collection; The quality of the interviews conducted, the completion of the technical documents, and the results obtained; The deployment of enumerators placed under their authority; The working plan and the time frames which have been established; The management of human and material resources relating to the exercise in the field; The correct completion and storage of technical documents; Team spirit and the maintenance of a good working atmosphere; The dissemination of correct information; The correct and continuous documentation of the operations in the supervision zone. The availability of the enumerators, and replacement procedures, if one resigns. 3 Manual for Team leaders Overall, the team leader is responsible for administration, leadership and verification tasks, before, during and after deployment in the field. Some advice related to all phases of the data collection entails the following: In the event of an accident, notify the closest security forces post; file a report; and notify the supervisor immediately. Keep technical documents clean, and away from dust and oil; Present the badge and if necessary missions orders upon request; Never use a sheet of paper instead of a file. An overview of the summarized responsibilities, per different stage, is provided in below Table: # Stages Description of responsibilities Tools used by team leader A Preparatory phase: Compile documents and equipment required for each mission; draft progress plan. Data collection tools; field Manual for team leaders; field Manual for enumerators; team progress plan B Deployment in field: Contacting local authorities; demarcating the site; deploying enumerators; interviewing site manager; raise awareness; complete enumeration forms; monitor enumerators. Field Manual; GPS and demarcating material; site managers questionnaire; enumeration form; awareness raising material; summary technical form. C After the data collection: File completed data collection forms; hand over to Coordinator; develop preliminary statistical results per site; report to local authorities; draft data collection report per site; retrieve the equipment provided to enumerators. Report outline; equipment retrieval form. B. During the preparatory phase During the preparatory phase of the survey, the team leaders should plan their work and prepare the data collection material for the enumerators placed under their authority. Specifically, the team leader is responsible for the following: 1. Preparing the documents and equipment needed for the enumerators: Documents include the enumeration forms and questionnaires, instruction manuals for 4 Manual for Team leaders enumerators and summary forms. Equipment includes note books, pencils, pencil sharpeners, erasers, bags, badges, umbrellas, calculators, chalk, household tokens, indelible ink, archiving boxes, etc. 2. Drafting a team progress plan: This plan must indicate the dates and routes of travel, duration of visits, activities, teams involved, number of enumerators, accommodation, number of vehicles used, etc. The plan is developed in partnership with the Supervisor and based on information collected during the awareness raising activities; such as the number and size of each site, their spread across the supervision zone, condition of the roads and access routes to the sites, accommodation facilities, catering facilities and group working facilities for checking completed questionnaires, condition of the communication network, etc. C. During deployment in the field During the deployment in the field, the team Leader makes contact with the local authorities, starts surveying, marking, and segmenting the site, allocates agents to site segments, interviews the site manager, checks the work of the enumerators, checks questionnaires, and ensures that enumerators have enough questionnaires. Specifically, the team leader is responsible for the following: 1. Making contact with the local authorities: Once in the main town of the work zone or site, the team leader should first visit the local authorities, in particular the local administrative authorities, the site managers and/or the village chiefs. The team leader must present the enumeration team and remind of the objectives and results of the profiling, the official endorsement of the profiling exercise, the work programme of the enumerators and the confidential nature of the information collated. 2. Surveying and delimiting the site: Accompanied by the site manager and/or a representative, the team leader should being to mark the site and take geographic coordinates using a GPS. The team leader then divides the site up into standard segments of 50 households, each of which is then allocated to an enumerator. The team leader makes a sketch of the whole site, visibly marking the segments. 3. Deployment of enumerators: After delimiting and segmenting the site, the Team Leader progressively appoints an enumerator to each site segment. 4. Interviewing the site manager: The team leader subsequently makes contact with the site manager and administers the 'site manager' questionnaire. 5 Manual for Team leaders 5. Raising awareness: The team leader will subsequently survey other sites and contact their site manager, as well as raise awareness through the media, and together with the awareness raising staff and the Supervisor. The team leader is obliged to communicate the date when enumerators will visit the site, to ensure they are at home. Awareness raising of the population in the targeted sites happens prior and during the data collection. 6. Completing enumeration forms and summarising results for each site: Once enumeration has been completed on a site, the team leader collates all the enumeration forms from the enumerators. S/he deducts the relevant information for each site and notes the total number of households, number of IDP households and total number of IDPs by sex. The team leader also notes the total number of household enumeration forms used in the site and informs the Technical Coordinator on the total number of IDP households counted so that the sample can be drawn. 7. Checking the presence of enumerators in the field: The duration of data collection in the field should not exceed XX days. The work is therefore intense and fast-paced, which means that staff in the field must be diligent, punctual and committed. Absenteeism and lateness by enumerators leads to the exercise being extended, which may damage the exercise. The team leader therefore must ensure that: Every day the enumerators are in the field conducting the work they are allocated; The enumerator respects the set working hours (it should be noted that the work is fairly restrictive, because it doesn't follow office hours); The enumerator respects the meeting times set by the heads of the households which were unavailable. The team leader’s checks must be unannounced, in order to note any cases of absenteeism or lateness. 8. Monitoring: The work of enumerators must be monitored regularly in order to identify enumerators who may have difficulties and who therefore are too slow or make mistakes. These enumerators require particular attention. During the monitoring visits, the team leader should: Attend at least two complete interviews conducted by each enumerator with a view to identifying and correcting any errors; point out any mistakes and correct them at the end of the interview, outside the household Collect and check systematically completed questionnaires and point out the types of mistakes committed; 6 Manual for Team leaders Give back to the enumerators any questionnaires which require another visit to the households; Look into cases where an enumerator is administering too many or too few forms than the anticipated averages and check the reasons; Provide enumerators with replacement equipment if they have run out; Provide solutions to any problems which they have been unable to resolve; Organise daily meetings to assess the enumerators' work. D. After the data collection Once the data collection has taken place on a site, the team leader checks, summarises and classifies the technical forms, reports to the local authorities and drafts a data collection report. Specifically, the team leader is responsible for the following: 1. Filing the completed forms: Enumeration forms should be classified by enumerators in numerical order of the number of the household by site segment. During classification, the team leader should ensure that the information on the enumeration form contains all the numbers of the households enumerated, that there are no household enumeration forms missing, and that several households do not hold the same token number. Household questionnaires must be filed by the enumerators in numerical order of the household numbers. Completed questionnaires are first filed by block or by segment in cardboard folders. These cardboard folders are then filed in one or two archive boxes. On each of these archive boxes, the number of the site and its precise name should be written, the province, the department, the commune, etc. If the site does not have a number, ask the Coordinator which number should be allocated. If there is no response, write the name of the site legibly and leave the box for the site code empty. Other technical documents, in particular the note book, the summary files, the segment and site sketches, and base maps must be filed with clearly written identification characteristics and the site location. 2. Handing over all filed documents to the Profiling/Technical coordinator. 7 Manual for Team leaders 3. Developing preliminary statistical results: The Team Leader should organise, if necessary, an additional count to obtain the results requested, which should be presented in the form of statistical tables. These results must not be discussed, nor communicated in the field to any other person. Preliminary statistical results should enable the following information to be given by site: The number of households by displacement status; The size of the resident population by sex; The number of internally displaced persons by site; etc. 4. Reporting to the local administrative authorities: Before leaving the site, the supervisor accompanied by the team leaders, accompanied by all members of the supervision team, must provide a verbal report on how data collection activities have gone to the relevant site manager and thank him or her for their support. This is the case each time the team leaves one site for another, and one administrative unit for another. 5. Drafting a data collection report in the team zone: Once activities have ended in the zone, the team leader should draft a general report on how data collection has gone in his or her zone. This report must be sent to the supervisor.. 6. Retrieving data collection material: At the end of data collection operations in the supervision area, the supervisor must retrieve badges and notebooks, GPS, unused batteries, etc. from the enumerators and return them to the Profiling Coordinator. Payment of salaries is condition upon badges being returned. III. MONITORING WORK Much of the work of a team leader consists in systematically checking all questionnaires from the enumerators. This should enable the team leader to identify all mistakes which have been made. The aim of the check is to ensure that the information provided in the questionnaire is true, complete, recorded coherently and in the prescribed manner, and to take corrective measures when these conditions are not met. The team leader must ensure continuous training of enumerators. During the first days primarily, the team leader must check the completed questionnaires; point out and explain how to correct any mistakes that have been made; evaluate the time taken to fill in the 8 Manual for Team leaders questionnaire for an average sized household in order to monitor the speed of the enumerators. Mistakes in the data collection fall into one of two categories: Omissions: the enumerator simply forgot to insert the required information. If this information can be determined based on the information already contained in the questionnaire in question, the team manager should themselves make the correction. Incompatible information: this is information which is referred to as an 'incoherent error', i.e. two or more columns have been filled in which are contradictory. Example: if the age is noted as below 3 years, no information should be entered about marital status (which only relates to people over the age of 12). A questionnaire which has been correctly completed should present the following characteristics: All responses are noted legibly and comprehensibly; All codes are marked in the boxes; All horizontal marks are within the bubbles or cells; All questions which apply to the interviewee include a response. All questions which do not apply to the interviewee do not include a response (no code entered, no marks within the guide bubbles or cells); There are no conditional statements or incoherence in the responses. During the checking procedure, these characteristics are checked and any corrections required are made, if possible with a pencil. Corrections must always be in line with the other information contained in the questionnaire. Never invent answers. Checking principles, for the team leader to follow: 1. Check that the instructions relating to the questions to be completed or skipped have been correctly followed. If the instructions have not been followed, the questionnaire will contain superfluous information and/or some information will be missing. Superfluous information must be erased. 2. Ensure the identification characteristics of the questionnaires and the households are correctly noted; the number of the questionnaire used in the household corresponds to the number given; etc. 9 Manual for Team leaders 3. Check that the required information has been obtained for each member of the household. Check that all questions have been asked and appropriate responses were given in particular questions on age, sex, and family relationship. 4. Check the authenticity of the answers. This is done by drawing a few questionnaires at random and going to the corresponding households to check the authenticity of the information collected by the enumerator. 5. Check that on each segment on a site, the enumerator has not counted a household more than once and that no household and no individual in that segment has been overlooked. 6. Check the summary forms have been completed; check for internal coherence and check that the information given matches that given on the household enumeration form as well as the household survey. 7. Check and ensure that technical documents are not filled in by other people (such as the respondents, for example); How to proceed with non-respondent households If the enumerators report that there are households, who have partly or totally refused to participate, or households where no one was found able to provide information, the team leader must go to these households and try to conduct the interviews. If the household continues to refuse, call upon the local authorities to help you; or if the refusal is definitive, report the case to the Supervisor. IV. ATTITUDES AND SKILLS OF THE TEAM LEADER The team leader is the head of a team of enumerators. His or her main task is to ensure that everyone carries out their jobs correctly. In order for the data collection to be conducted correctly within the time frames, the team leader should always be as close as possible to the enumerators. In particular, a team leader should: Provide advice and encouragement to the enumerators, and be role models in terms of commitment, dedication and enthusiasm; 10 Manual for Team leaders Should show a keen interest in going out in the field to meet both enumerators and households. Not perceive enumerators are being subjected to them; Create and maintain a stimulating working environment, keeping the morale high; Never criticise enumerators in the presence of local people; Organise the group and monitor discipline (time management, team working, etc.); Always approach the supervisor with any administrative or technical questions for which s/he cannot find solutions. Respect their supervisor and heed their instructions, their role is to help and guide the team leader in his or her work; Respect local customs, religions and rules; Should be courteous and should always dress appropriately. Always have received the permission of the site manager, before starting an interview, carrying out site surveys and delimitations, taking geographic coordinates and/or deploying enumerators. V. ORGANIZATIONAL FRAMEWORK A. Organisational structure [Adjust the structure to each situation] 11 Manual for Team leaders Profiling Coordinator Administrative Assistant Technical advisor/ coordinator Field Supervisor Team leader Enumerator Enumerator Team leader Enumerator Field Supervisor Field Supervisor Team leader Enumerator A. Supervision zones Because sites are spread across a whole region and operational deadlines need to be respected, specific measures are taken to reasonably reduce the costs of the exercise, while ensuring the best technical and logistical supervision possible of teams operating in the field. Displacement sites are scattered over XX provinces (or regions, or departments) as follows: Table 1: Distribution of sites of displaced people by province (or region or department) Province Number of sites Estimated number of households on these sites Taking into account the size of the sites, the available transport, the environment, the access conditions for the sites, geographical spread, and above all the estimated length of data collection operations in the field (XX days), the scope of the exercise has been subdivided into XX supervision zones. Table 2 below shows how the exercise field is split into supervision zones. Table 2: Dividing the exercise area into supervision zones 12 Manual for Team leaders Region Number of the supervision zones The data collection procedure will last XX days. On the basis that the average enumerator counts xx households per day and interviews xx households per day, and based on the characteristics of the sites, xx enumerators are allocated to collect data within the set time frame. B. Communal supervision zone [A communal supervision zone can be set up as a starting point of the data collection and where all data collection staff is involved. Data collection in individual supervision zones takes place after this.] Data collection in the communal supervision zone is very important for at least two reasons: It aims to ensure that all data collection procedures are adhered to correctly by all staff involved in data collection; It provides supervisors with the practical means of assessing progress plans established for other supervision zones, and if necessary enables them to readjust the data collection diagram in some supervision zones, taking into account financial, logistical and time constraints. It provides an opportunity to check the technical documents and assess the performance of the enumerators The communal supervision zone generally includes sites situated inside the area where the enumerators are trained, and the surrounding areas. Data collection operations start here with all collection staff. The size of the communal supervision zone, in terms of the number of sites, is defined in such a way that all collection teams and all available vehicles allocated to the zone can conduct all data collection within a maximum of XX days [adjust as appropriate]. The last two days are especially dedicated to debriefing enumerators, team leaders and supervisors in order to improve the implementation of procedures relating to data collection operations. These two final days must also be used by supervisors to conduct a final re-assessment of team progress plans in the supervision zones as well as individual performance if needed, before they are deployed in the field. 13 Manual for Team leaders C. Data collection strategy The team leader, in partnership with the supervisor, and with the agreement of the technical coordinator, is responsible for defining the data collection strategy for each site within the team zone to which they have been allocated. A so called sweeping method of collecting the data can be done in three ways: 1. Posting each enumerator on a different site to collect the required data before redeploying them to another site. 2. Using the same procedure as before, but posting two enumerators working together on a site. In this option, there is the possibility of breaking the site down into working zones and distributing them between the two enumerators who will interview the households in their working zone, segment after segment, until the site has been completely covered. They then progress together to another site. 3. Posting all enumerators on one site, taking care to carefully split the site into as many working zones as there are enumerators, and ensuring that sequential numbering of structures by block is always respected. They thus progress from site to site, until the whole team zone and/or supervision zone is completely covered. Depending on the specific characteristics of the supervision zone, the supervisor or the team leader may choose one of the other methods, or may combine two of them. The criteria to be taken into account in choosing one or other of these methods are: scale of the supervision zone; spread of sites in this area and the distance between them; estimated number of households living on the sites; condition of the roads and access routes to the site; position of sites in relation to the main town in the administrative unit; accommodation, catering and group work facilities for checking completed questionnaires; choice of location for the team's living quarters; 14 Manual for Team leaders availability of the populations in the survey zones; condition of the communication network; means of transport made available to the team, etc. Regardless of the sweeping method chosen, the team leader should take care to minimise the length of time involved in transferring enumerators from one site to another within a team zone, and should take care to psychologically prepare the populations on each site well in advance of the enumerators arriving and setting up in this zone. VI. SITE MANAGERS QUESTIONNAIRE –GUIDANCE The 'Site Manager' questionnaire is a document which the Team Leader should fill in with the answers provided by the site manager and/or his or her representatives on each site. These questions relate to the site characteristics, property information about the site, security, governance, and infrastructures on the site. It contains XX modules. This questionnaire essentially contains numerical variables, alphabetic variables and qualitative variables which are pre-coded and to which the responses provided should be noted, using a number or a letter in the space provided. For pre-coded qualitative variables, the team leader should convert the response provided into a numerical code, by referring to the list of codes in the questionnaire or in the Enumerator's Manual. For numerical variables, there are no particular issues, the Team Leader should note, in the boxes provided, the figures corresponding to the number provided in response to the question asked (e.g. the size of the household). The 'site manager' questionnaire is subdivided into XX modules. [Specify the content of the ‘site managers’ questionnaire accordingly]. VII. Logistical Aspects Below table indicates the items that each team and the team leader will need: Title Team leaders Manual Enumerators Manual Mission orders Quantity Observations 15 Manual for Team leaders Enumeration forms Households questionnaires Various technical summary files Batch of leaflets Vehicles Fuel Vehicle logbook GPS Replacement batteries for GPS First aid kit Bags Badges Notebooks Pens Boxes of chalk Expenses for the guides Telephone credit cards Etc. The team leader should: Look after the equipment provided carefully; Ensure that this equipment is distributed and used carefully; Identify a storage place for technical equipment and various documents, in partnership with the authorities; Contact the Technical Coordinator if necessary to request further supplies; Ensure that the vehicle provided is kept in good order; Drive at reasonable speeds; Not conduct any clandestine transport. In the event of an accident, take the following actions: Notify the closest security post; File a report; Immediately inform the Coordinator. VIII. ANNEXES A. Manual for a GPS 16 Manual for Team leaders B. Enumeration form [see JET tool] C. Manual for Enumerators [see JET tool] D. Household questionnaire [see JET tool] E. Project Description/Profiling Methodology [see JET tool] F. Glossary G. Etc. 17 Manual for Team leaders ANNEX A: MANUAL FOR A GPS How to use the GPS Detailed training on the use of your GPS model will be given during the training session using the manuals which can be found in the GPS box. This guide covers the main points which you should remember when using the GPS. Preparing the GPS Regardless of the GPS model which you have been given, you should ensure it is correctly adjusted. The settings to be included are: Units: metric measurement units should be selected System of coordinates: Decimal degrees (hh.dddddd) Map references: WGS 8484 In order to adjust these parameters on your GPS, go to the settings page. If you are not familiar with this procedure, ask your survey Supervisor to set the GPS for you. How to adjust the coordinates For the majority of GPS models which will be used, information on recording locations can be found under 'marking a waypoint'. Ensure that the following steps are correct before trying to mark a 'waypoint'. 1. The settings are adjusted as described above. 2. The satellite page of your GPS indicates that there are four or more satellites on the map. 3. You know the number of the site where you are. 4. Move away from high buildings or tall trees as they can provide false readings. Do not take readings close to tall trees, as these can block the satellite reception. When you are ready, you should go to the 'mark waypoint' page and note the following coordinates: 1. Latitude: Note South (S) on the questionnaire. 2. Longitude: Note East (E) on the questionnaire. 18 Manual for Team leaders How to check coordinates To check the coordinates which have been recorded are correct: 1. Turn your GPS off. 2. Turn it on again. 3. Check the GPS settings on the settings page. 4. Go to the satellite page and make sure that there are enough satellites in the window. 5. Go to the 'mark waypoint' page and read the coordinates again. 6. If they are different and it is between noon and 2pm, note this, because it is possible that you will have to take another reading later. The Team Leader for the survey will ensure that the coordinates recorded are inside the coordinate zone for the site. Creation and use of waypoints with your model Waypoints are places or benchmarks which you record and keep in the memory of your GPS. You can add waypoints to journeys, and even create a direct route to the selected point. There are three methods of creating waypoints: You can press Enter when you are at a given location, create a waypoint on a map page, or manually enter the coordinates of a waypoint. Marking the actual location Hold down the arrow keys to quickly MARK your position and create a waypoint. You should acquire a valid position (2D or 3D) to mark your current location. Waypoint marker page To mark your current location: 1. Hold the arrow keys down (Mark) until the Waypoint Marker page appears. A name and a default three figure symbol are assigned to the new point. 2. To accept this waypoint and the default information, select OK. 3. OR to change the information, select the desired field and press Enter to display the 19 Manual for Team leaders virtual keyboard. Enter and confirm your changes, then click OK. Using traces The Trace function creates a breadcrumb trail on the Map page (trace log) as and when you move. The trace log contains information about different points on the route. The log starts to record as soon as the GPS recognises its position using satellite signals. The percentage of memory used for the trace log appears at the top of the Trace page. To display a trace on the map: On the Trace page saved, select Map. A map will display showing the trace. Start and finish markers and the user's waypoints are added to the route. To calculate a trace zone: 1. Open the Trace log page, activate the Trace option and click on Menu. 2. Selection Calculate zone and click. 3. Press Enter to start the zone calculation. When you move and define the boundaries of the zone, the Stop button appears at the bottom of the page. 4. Once the zone has been defined, press Enter and select Save. 20