Documentation

© UNICEF/NYHQ2006-1462/Giacomo Pirozzi
A child's drawing depicts men firing machine guns, as bombs fall, houses burn, a helicopter explodes and a person lies dead and bloody in the street. Morsed, 10, drew the picture at a camp for people displaced by the conflict on Mindanao Island, the Philippines. "The noise was so loud, there were explosions everywhere, from the sky, from behind the trees and from running people," he said.

Note: This module is appropriate in countries where reporting formats are used but will also need to be adapted in countries where there is no standard format to ensure consideration is made on how information is documented. The important thing is that at the end of this session participants are aware of the data that is required for MRM and how to document information.

Note: Where agencies have different formats, ask participants to try the one provided and comment on differences during the plenary discussion.
 

Objective:

  • Understand the use of monitoring tools and documenting information for MRM
Participants MRM Staff
Session Part One - Using Reporting Formats (90 minutes)
Part Two - Documenting Information Collected in the Field (90 minutes)
Time required 3 hours
Venue requirements Main training room
Equipment Flipchart paper and markers
Resource person(s) 1 person with knowledge of the topic, able to enrich the presentation by providing concrete examples and lessons based on own experience
Training materials - MRM Field Manual Section F.4.2 "Documenting incidents" [PDF]
- Reporting formats (as used in the relevant country)
- Guidance notes on the report format (as used in the country)
Alternatively use the global models as provided in the training folder [1], [2] and [3] [PDFs]
Documents for participants MRM Field Manual Sections F2 "Information gathering" & F4 "Documentation" under Monitoring
Access to materials The reporting format and guidance notes require to be provided by the country office as appropriate to the context.
Or use the global model of the monitoring tools which can be found in Folder Module 8C: Documentation.


 

Pre-session Preparations

You will need sufficient forms for every participant to have two copies of each if doing both Part One and Part Two of this module. (Forms used for both modules)
 

Session Sequence

  1. Part One - Using Reporting Formats (90 minutes)


    Group exercise
    (60 minutes)

    Provide participants with:

    • The reporting format (As appropriate to your country context)
    • The guidance notes to the reporting format (As appropriate to your country context)
    • Alternatively use the global models as in the training folder

    Also refer participants to MRM Field Manual Section F.4.2 "Documenting incidents" which outlines the minimum information that is required to be collected.

    Briefly explain the form and any areas that you believe need detailed explanation but the participants will discover for themselves as they do the exercise.

    Participants will work in pairs for this exercise and have one hour to complete it.

    • Explain that a witness has come into the field office to complain about an incident.
    • One person should be the interviewer and the other person act as a witness to an incident they wish to report.
    • The witness should think of an incident from their previous experience that they wish to report; this can be on any of the six violations.
    • The interviewer will take information from the witness and as he gets the information complete the form.
      30 minutes
    • Change roles so that the other person gets an opportunity to become familiar with the form.
      30 minutes

    Plenary discussion (30 minutes)

    Discuss the following:

    • Clarification on any areas of the form not understood.
    • Challenges of taking the information.
    • Areas for amendments if the form is still in the development stages.
       
  2. Part Two - Documenting Information Collected in the Field (90 minutes

    Note: It would be useful to do Part Two of this module after Module 8D Interviewing Children and Witnesses

    Group exercise (60 minutes)

    Explain the exercise to participants.

    • Each person takes a turn of being witness and that of interviewer.
    • Explain that they will interview the victim/survivor or witness, asking them to tell their story and only ask questions for clarification or to get more details as the story emerges.
    • Interviewer to listen to the witnesses story and take very brief notes in a notebook.
    • Each person to get a chance to do this.
      15 minutes per person
    • Provide participants with forms
    • The participants then get an opportunity to complete the forms without asking their partner any further questions. If necessary move interviewers a) and b) to different parts of the room.
      20 minutes
    • Participants to then hand their interview sheets to the victim/survivor or witness that they interviewed.
    • Participants to read the completed form and note comments where errors occurred and share with their partner.
      10 minutes

    Plenary discussion (30 minutes)

    Discuss the following:

    • How did it feel not having the form?
    • What information was forgotten to be asked or noted?
    • What were some common areas where errors occurred?
    • How can this be improved?


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