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Solomon Islands

Community-Led Total Sanitation (CLTS) Toolkit

Area Coordinator Manual

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Table of Contents

AREA COORDINATOR MANUAL CLTS Process & Roles c Before CLTS Training – Checklist d Selecting Villages e Planning CLTS Training f Preparation Visit g Letter to Chiefs h Letter to Invited Guest Speakers i After CLTS Training – Checklist k Follow Up l Verifying NOD n Annual Review o NOD Form (Example) p Verification – Surprise Visit – Annual Review Form (Example) q

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CLTS Process & Roles

This helps to give an overall picture of the CLTS process and how each partner works together. Hopefully, it will also help you keep track of which forms to complete and send to RWASH. RWASH Area Coordinator CLTS Facilitator

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Pre-Triggers & Triggers own village.

Complete Triggering Form

Facilitators chosen

Participates in training

Monitors own village. Completes Monitoring

Form

Claims NOD

Arrange NOD celebration

Maintain NOD

Collect & sends Sanitation Request Forms.

Raise funds.

Updates CLTS database

Files Participation List

Updates CLTS database. Raises funds for

celebration

Updates CLTS database

Updates CLTS database. & CLTS newsletter.

Sends CLTS newsletter celebration

Selects villages & Plans CLTS Training.

- Send budget to RWASH

Preparation visit. - Collect & sends Baseline

data to RWASH

Coordinates training. - Sends Participation List

to RWASH

Monthly Visit. - Collects & sends

Triggering Form. - Uses monitoring form to

complete & send NOD Form to RWASH

Arranges Verification Visit. - Completes & sends

Verification Form

Annual Review. - Completes & sends

Annual Review Form.

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BEFORE CLTS TRAINING - CHECKLIST Materials:

ð Completed SANITATION REQUEST FORMS ð Paper ð Pen / pencil

Before CLTS Training Steps:

1. Selecting Villages a. Sanitation Request Forms b. Other criteria

2. Plan CLTS Training

a. Participants b. Date c. Venue d. Catering e. Accommodation f. Transport g. Allowances h. Budget

3. Preparation Visit

a. Meet with Provincial Leaders b. Meet with Village Leaders c. Collect Baseline Data

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Selecting Villages

Objectives: By the end of this session, Area Coordinators will be able to

a) Select villages that will be successful with CLTS. The Solomon Islands is made up of many villages, with different cultures and living environments. Because of this, villages respond to CLTS in different ways. It is a good idea to start CLTS in villages where you have a high chance of success. This will help build your experience and confidence, and will help other villages see what is possible. Roles: Area Coordinator + Provincial Environmental Health Division + MPA When: 2 months before training Materials: Completed SANITATION REQUEST FORMS

Local knowledge Map + census data (if available)

For CLTS Training, you will need to choose 10-15 villages. Because there is lots of follow-up, it is good to choose villages in 1-3 small areas (clusters) that are close to you. You can use the following guidelines to help: 1. Start with villages that have submitted a Sanitation Request Form. Check with Provincial-EHD

and RWASH to see which villages have submitted this form.

2. Look for other villages in the same area that meet as many of the criteria below, as possible: • Health Settings villages (check with Provincial Health Promotion Department) • Small villages ( 10 – 100 households) • Inland, rather than coastal • Stable soil that is easy to dig, and does not flood or have a high water table • Strong leadership, and evidence of previous village action / management • Stable, permanent population (eg. people are not moving away for seasonal work) • High incidence of sickness, especially diarrhoea and child mortality • Socially and culturally similar

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Planning CLTS Training

Objectives: By the end of this session, Area Coordinators will be able to

a) Plan a CLTS training, and make a budget. Things don’t always happen quickly in the Solomon Islands. This is why it is good to start preparing for CLTS Training at least 2 months before the training starts. Step 1: Make a list of Participants. This includes two CLTS Facilitators from each village + Master Trainers (including trainees) + Area Coordinators (eg. P-EHD, P-HPD). Step 2: Set a date. CLTS Training takes 6 days. Speak with RWASH to make sure these dates are good for them, and for the Master Trainers. Step 3: Venue. Find a room that is big enough for all participants. It should have tables, chairs, places to put up flipchart paper, and space to move around. Get a quotation, and make a booking. Step 4: Catering. The training will require morning tea, lunch, afternoon tea and drinks for 6 days. Make sure it costs less than SBD$120 per participant per day. Get quotations from 3 places as part of Government requirements. Step 5: Accommodation. Accommodation will be needed for all participants that do not live close by. They will need accommodation starting from the day before the training, until the day after training finishes. Get quotations from 3 places, and make a booking. Step 6: Transport. Boats / trucks and drivers will be needed to visit each village as part of a Preparation Visit. They will also be needed during the CLTS Training to: • Collect CLTS Facilitators the day before training starts • Take CLTS Facilitators back to their village the day after training finishes. • Take participants for 1-3 villages for Pre-Triggering. Triggering and Follow Up. • Collect Area Coordinators and Master Trainers, if they are coming from another place. Get quotations for fuel, boat /truck hire, and drivers for Preparation Visit and Training. Step 7: Calculate Allowances. All allowances must follow the General Orders. No excuse! • For CLTS Facilitators staying overnight away from home, they are given $100 per night away. • For CLTS Facilitators that do not need accommodation, they are paid $50 per day of training. • MHMS staff & Master Trainers staying overnight away from home, are given $100 per night

away. MHMS staff that do not need accommodation do not receive any allowance. • MHMS does not pay allowances for staff from other NGOs – this is paid by their organisation. • Consultancy fees for Master Trainers should be discussed with the trainers / organisation.

Generally, MHMS will pay $150 per day of training for qualified Master Trainers, and $100 per day of training for trainee Master Trainers.

Step 8: Submit a Budget. Using the quotations obtained in Steps 3-7, make up a detailed budget for RWASH. It is good to include the list of villages, and participants as reference. RWASH will submit this budget to finance, along with any other costs, such as buying stationery, printing workbooks, and flights for Master Trainers. When funds are ready, RWASH will notify you.

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Preparation Visit

Objectives: By the end of this session, Area Coordinators will be able to

a) Make Provincial and village leaders aware of CLTS, and supporting the program. b) Identify CLTS Facilitators from each village c) Collect information on the sanitation situation in the village before starting CLTS

Roles: Area Coordinator or RWASH Time: ½ day for each village When: 2 weeks before training Materials: SANITATION REQUEST FORMS + Pen / pencil

Letter for Chiefs Letter of invitation to opening VERIFICATION FORM

Step 1: Meet with Provincial Leaders. CLTS works well when you have leaders on board. For this reason, spend some time meeting with the Premier, Permanent Secretary and Director of Health Services. • Discuss the RWASH Policy & CLTS. Use the same techniques as Pre-Triggering to get their

support. • Notify them of the villages being trained, and why those villages were chosen. • Invite them to open the CLTS training. You can copy and use the letter on page i. Step 2: Meet with Village Leaders. Visit each village, and meet with the leaders. • Tell them they have been selected to be part of CLTS. Remind them that CLTS does not

provide any money or materials. The village is in control! Get their support to participate. • Ask them to choose one man + one woman to be trained as Facilitators.

o Let me know the type of people that make good Facilitators. o Tell them that the Facilitators will need to attend a 5-day training, paid for by RWASH. o Make sure that there is, at least, one woman. If needed, spend some time getting them to

understand why women must be included – you can use tools from WASH Rights training. o Remind the leaders that Facilitators will not work alone. They will need the support of village

leaders to make the program a success. o Get the contact details of the chosen Facilitators and, if possible, meet with them to let them

know about the program. • Give details of the training. • If the village is to be Triggered as part of CLTS training, let them know the dates that the

participants will be coming. You can copy and use the letter on page h. Step 3: Collect Baseline Data While visiting each village, it is important to get details of the village and sanitation situation. • Ask the leaders for details on number of households, number of people, number of people with

disabilities, and number of households using a toilet. Check each toilet to see if it is NOD. • If the leader does not know exactly, you will need to go to each house and get these details –

same as for any monitoring visit. You can use the VERIFICATION FORM. • If possible, do this with the leaders, or CLTS Facilitators, so they see the situation in their village

and get an early understanding of the process. • Go to the place where people siti olobaot, so that you know where it is.

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SOLOMON ISLANDS GOVERNMENT MINISTRY OF HEALTH AND MEDICAL SERVICES

Environmental Health Division P.O. Box 349

Honiara Phone: 28166 Fax: 25513

Date:

Chiefs, Men, Women, Youth Leaders.

Village: _______________________________

Re: Letter of Notification.

I write to formally inform you that your village has been selected to be the first in your cluster of villages to be triggered by our team of facilitators. Our facilitators, with the trainers, will come to your village on the following days:

1-hour meeting with all Community Leaders, including Chiefs, Pastors, Women and Youth Leaders. Date: ______________________ Time: _____________________

3-hour meeting with the whole community, including men, women, children and people with disabilities.

Date: ______________________ Time: To be decided by you Making yourselves available for these visits will enable the facilitators to have hands on the job before releasing them out to work with you. I thank you so much for the great step you have taken to accept the CLTS sanitation program to come to your village.

Congratulations

Yours Sincerely ------------------------------------------- Name: Area Coordinator Phone:

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SOLOMON ISLANDS GOVERNMENT

MINISTRY OF HEALTH AND MEDICAL SERVICES Environmental Health Division

P.O. Box 349 Honiara

Phone: 28166 Fax: 25513

Date: To:

Subject: Invitation to attend the opening of the MHMS Provincial Community-Led Total Sanitation (CLTS) Program and Training Workshop

The Environmental Health Division, within the Ministry of Health and Medical Services, is very pleased to launch the next phase of Community-Led Total Sanitation (CLTS) program within your Province. This program is in line with the Solomon Islands Government’s National Rural Water, Sanitation and Hygiene (RWASH) Policy and 5-year Strategic Plan (2015-2019) to create community demand for sanitation, rather than providing ineffective subsidies. To start the program, MHMS, with support from our partners, are coordinating a 5-day CLTS Facilitator training for voluntary community facilitators, as well as government staff and WASH sector partners. We would be honoured if you would be available to attend the opening of the training. The opening will take place at:

Venue: _________________________

Time and Date: _______________________ We also invite you to stay during the introductory sessions and morning tea, as your time permits. Please do not hesitate to contact me for any further information. Regards, ------------------------------------------- Name: Area Coordinator Phone:

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AFTER CLTS TRAINING - CHECKLIST Materials:

ð MONITORING FORM ð NOD FORM ð Pen / pencil

After CLTS Training Steps:

1. Follow Up a. Weekly phone call b. Monthly visits c. Surprise visits (10 households)

2. Verifying NOD

a. Organise a verification team b. Check the village is NOD (every household) c. Confirm results d. Send results to RWASH

3. Annual Review

a. Annual Review (10 households) b. Second Review (if needed) c. Send MONITORING FORM to RWASH

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Follow Up

Objectives: By the end of this session, Area Coordinators will be able to

d) Collect monitoring data every month & report to National RWASH. e) Support CLTS Facilitators to reach their NOD goals. f) Conduct surprise visits to confirm data and obtain success stories.

Good quality training alone, does not guarantee outcomes. Regular encouragement and support is the key to getting Facilitators confident in doing CLTS. With confidence and support, they will be able to help change the behaviour of whole villages and achieve NOD status. Roles: Area Coordinator / Trainee Master trainer Time: 2 hours When: Weekly + Monthly Materials: NOD FORM + Pen / pencil

SURPRISE VISIT FORM Extra MONITORING FORMS (Optional) Camera

Follow-up should form the majority of the work for Area Coordinators.

This cannot be achieved by sitting at home or in the office. Weekly Phone Calls Make some time every week to call EVERY village. The purpose of this call is for three reasons: • Let them you that they are not alone, and that you are interested in what they are doing. • Encourage and motivate them to keep going. • Help to solve any challenges early. Monthly Visits Arrange to visit each village 1-2 times every month. During the visits, do the following: • Meet with the Village Leaders, CLTS Facilitator and Committee. • Check that the village has been Triggered. If so, discuss how it went. Take the TRIGGERING

FORM with you, and look at the COMMITTEE TRAINING FORM. • Ask for the latest MONITORING FORM. Check for progress, and to see that data is entered

correctly. NOTE: If the village has not done any monitoring, you will need to do this now. Make sure leaders and CLTS Facilitators join you when monitoring, so they learn. This will help you!

• Copy the totals for the village into the NOD FORM. • Story with the Leaders, CLTS Facilitator and Committee. See if the village is on track to meet

their agreed NOD date, discuss any successes and challenges. • Praise the achievements and encourage them to keep going. • Provide extra copies of the MONITORING FORM or Toilet Design Guide, if needed. • Send completed TRIGGERING FORMS and NOD FORMS to RWASH.

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Surprise Visit Surprise Visits are designed to confirm the progress that villages are making towards NOD. They are not to “catch people out”, but to provide additional support to villages by identifying challenges, finding solutions and celebrating successes as early as possible. Area Coordinators should conduct a Surprise Visit with one village per cluster, every month. • Meet with Village Leaders, CLTS Facilitators and Committee. Discuss the progress being

made and the challenges. • Visit 10 households. Choose households at random (eg. every fifth household) – do not let

villagers choose for you! If the village has less than 10 households, check every house. • Complete the SURPRISE VISIT FORM – remember to show that it’s a surprise visit! Praise any

successes, discuss challenges, and encourage households to reach NOD. • Compare results. See if your results match the village’s MONITORING FORM. Discuss any of

the differences with the Leaders, Facilitators and Committee so that they can improve data collection.

• Obtain success stories. Ask committee to identify some success stories, or even successful households that you can talk to. Write these stories down or record them on video.

• Keep SURPRISE VISIT FORM safe for when RWASH asks.

IF A VILLAGE IS NOT PROGRESSING If a village is not NOD after 6 months, and is showing little improvement or motivation, the chances of them reaching NOD status are very small. In this case, it is better to leave this village, and focus your attention on villages that are more motivated. Over time, as villages around them become NOD, the village may be interested in trying again to become NOD.

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Verifying NOD

Objectives: By the end of this session, facilitators will be able to

a) Verify that a village is NOD A village can claim NOD status when the MONITORING FORM shows that the village meets all the criteria. When this happens, Area Coordinators must arrange a Verification Visit after 2 weeks, but before 2 months.

Roles: Area Coordinator

Master Trainer Other influential people

Time: ½ day Materials: VERIFICATION FORM + Pen / pencil

Camera (if available) 1. Organise a Verification Team. This should include 3 or more people including:

• Area Coordinator + 1 or more Master Trainers • Influential people not from that village. For example, MP, government staff, CLTS

Facilitators / Committees from nearby village, school teacher. • Make sure there is equal men and women.

2. Check the village is NOD.

• Meet with Village Leaders, CLTS Facilitators and Committee. Discuss the purpose of the visit. • Visit EVERY household to see if they meet NOD criteria. Check for evidence that the toilet

and handwashing are being used. • Complete the VERIFICATION FORM (Remember to show that it’s a Verification). • Visit the places of siti oloboat. Check if there is any new siti – if so, the village is not NOD.

3. Confirm results. Discuss your results with the Village Leaders, Facilitators and Committee.

• If the village is NOT NOD: The Verification Team must explain why, and work with the village leaders to develop an Action Plan to make the village NOD.

• If the village is NOD: o Success Stories. Write a story on how the village achieved NOD, for the newsletter. o Arrange an NOD celebration. While the village will do most of this, you can help by

inviting important guests & communicating with National RWASH.

4. Send VERIFICATION FORM to RWASH. Remember – show that it is a verification! RWASH will arrange for funds for celebration, signboard, and rewards for CLTS Facilitators.

In order to be NOD, a village must meet all the criteria below: 1. Everybody is using a toilet 2. Every household uses a complete toilet (clean & stops flies / animals) 3. Every household has handwashing near the toilet, with water & soap (or soap alternative)

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Annual Review

Objectives: By the end of this session, facilitators will be able to

a) Assess if villages have maintained their NOD status. b) Take steps to make sure the village stays NOD.

Every 6 months – 1 year, Area Coordinators must conduct a review visit to every verified NOD village. This is to make sure that the village is still NOD, and has not gone back to siti olobaot. The Annual Review follows the same process as the Surprise Visit. Roles: Area Coordinator Time: 2 hours When: 1 – 2 times per year Materials: ANNUAL REVIEW FORM + Pen / pencil

Step 1: Annual Review 1. Meet with Village Leaders, Facilitators & Committee. Discuss the purpose of your visit,

successes & challenges. 2. Visit 10 households. Choose households at random (eg. Every fifth household) – do not let

villages choose for you! If the village has fewer than 10 households, check every house. Praise any successes, discuss challenges, and encourage households to maintain NOD.

3. Complete the ANNUAL REVIEW FORM. Remember to indicate that it’s an Annual Review. 4. Confirm results. Discuss your results with the Village Leaders, Facilitators and committee.

• If 80% or more of households are NOD: The village keeps its NOD title. Ask questions to find out how they have managed to achieve this & send this to RWASH for the newsletter.

• If less than 80% of households are NOD: Call a village meeting to discuss and plan how they would like to return the village to NOD. The village has one month to come back to NOD. Let them know that if the village is unable to meet the NOD criteria by then, they will lose their NOD title and the government will take the signboard away.

Step 2: Second Review (if needed) If village did not maintain 80% or more NOD, return after one month and visit 10 more households. • If the village has returned to NOD, praise them and encourage them to maintain it. • If they have not returned to NOD, take away the signboard. Start monthly follow up again. • When the village becomes NOD again, give back the signboard. Note that the village does not

get another NOD celebration. Step 3: Send ANNUAL REVIEW FORM to RWASH. Remember to make sure that it shows that it’s an Annual Review. Continue the Annual Review until the village demonstrates lasting commitment to NOD.

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NOD Form (Example)

Name: ___Marcel Gapu___________ Month: __June 2016________ Province: ___Guadalcanal______

Village Date visited

# HH

M F #

dis-able

# HH toilet - clean + stop fly

# HH water

# HH soap

# HH using toilet

# HH NOD

# HH share

Niu village 1/6/16 13 30 32 2 1 1 1 1 1 0

Mataranka 18/6/16 25 62 57 1 23 20 20 23 20 0

Bakalau 22/6/16 64 160 159 3 15 3 1 15 1 0

Niu village 28/6/16 13 30 32 2 2 4 4 3 3 2

Report: _____________________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

** SEND FORM TO RWASH EVERY MONTH ** v2017

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Verification – Surprise Visit – Annual Review Form (Example)

Province: __Guadalcanal___________ Ward: ___7_____________ Village: ___Niu________________ Date: __10 May 2016______________ People present: _Marcel Gapu__Isabel Ross_________________ Is this: ü Surprise Visit ð Verification ð Annual Review

(10 households) (Every household) (10 households)

Household name M F # dis-able

# HH toilet - clean + stop fly

# HH water

# HH soap

# HH using toilet

# HH NOD

# HH share

1 Fred S. 3 2 0 2 Mary R. 0 5 0 3 Patrick F. 4 4 1 4 Jack P. 2 4 0 5 Edward S 3 1 0 ü ü ü ü ü 6 Peter W 1 0 0 7 Clement K 3 3 0 8 Shelley B 1 3 1 9 Ngoli 2 5 0 ü ü ü Wehua 10 C. Wehua 3 2 0 Ngoli

Comments: __Surprise visit matches Monitoring Form, except Ngoli house not NOD because of no soap at time of visit. Village progressing well and should be NOD by end august. _______ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

** SEND FORM TO RWASH ** v2017