An applicant with special reception needs is an applicant who is in need of special conditions and guarantees in order to benefit from the rights and comply with the obligations set out in the RCD (2024) (Article 2).
Member States must take into consideration the fact that certain applicants are inherently vulnerable and might have special reception needs.
This includes minors, unaccompanied minors, persons with disabilities, elderly persons, pregnant women, lesbian, gay, bisexual, trans and intersex persons, single parents with minor children, victims of trafficking in human beings, persons with serious illnesses, persons with mental disorders including post-traumatic stress disorder, persons who have been subjected to torture, rape or other serious forms of psychological, physical or sexual violence, for example victims of gender-based violence, female genital mutilation, child or forced marriage, or violence committed with a sexual, gender, racist or religious motive (Article 24 RCD (2024)).
The reception of applicants with special needs should be a primary concern for national authorities, which must ensure that reception conditions are tailored to address their specific requirements. Member States must protect applicants from all forms of assault or violence, including those motivated by sexual orientation, gender, race or religion (recital 37 RCD (2024)).
Particular attention should be given to applicants, especially women, who have experienced sexual or gender-based violence, ensuring access to health care, legal assistance, and appropriate trauma and psychosocial support (recital 47 RCD (2024)).
Member State authorities should proactively identify, assess and address the special reception needs of applicants as soon as possible, completing the assessment within 30 days from the making of the application for international protection (Article 25(1) RCD (2024)).
They should also ensure that such needs can be identified at later stages, as certain vulnerabilities and special needs may not be immediately apparent. Applicants with special reception needs should receive adequate information and support to fully exercise their rights and comply with their obligations.
Timely identification of special needs is crucial to prevent negative consequences arising from delayed or missed identification, therefore all staff in contact with applicants must be properly trained to recognise signs and to provide adequate support (Article 25(2)(a) RCD (2024)).
The EUAA Operational Standards and Indicators on Reception including Vulnerability-related Aspects, 2026, include dedicated sections on these aspects (Section 6.2. Identification, Standards 136-139, p. 176-183; Section 6.3. Assessment, Standards 140-142, p. 184-187; and Section 6.4. Response, Standards 143-147, p. 188-192). These set out a comprehensive framework covering prevention, timely identification, ongoing assessment and using a tailored response to special reception needs, supported by concrete standards and indicators. Section 6.2. emphasises that identification is a continuous process carried out throughout reception and requires effective coordination and information sharing among competent authorities.
The standards above further highlight the importance of systematic recording of relevant information (e.g. in the individual file), as well as ensuring confidentiality, data protection and informed consent when handling sensitive personal and medical data. By considering these standards, the authorities ensure that applicants with special reception needs are promptly identified and provided with appropriate reception conditions adapted to their specific situation.
While accompanied and unaccompanied children are part of vulnerable groups and might have special reception needs, they are covered separately in the Section Children.
For the basic rules and tips on communication techniques with persons with specific communication needs, check the general methodology page.
The EUAA flashcards are intended to support information providers and, to a limited extent, border police officers, in sharing information related to the asylum procedure and reception conditions especially with those applicants with mild cognitive impairments benefiting looking at moving images complemented by brief key messages. The EUAA manual titled Providing information to vulnerable applicants and people with specific needs provides useful guidance on how to meaningfully use the flashcards with applicants.
Below is a package of information materials (poster and brochure) that can support the self-identification of vulnerabilities and special reception needs. These information materials can be used both upon arrival as well as throughout the applicants’ stay in reception. The use of easy-to-understand illustrations aims to support the understanding of the key messages by less literate applicants.
The brochure is customisable to the extent that it allows the national reception authority or other responsible entities to complement with information specific to the national reception context and reception facility (e.g. adding contact details and any other practical information).
The brochure comes with a short 'how to use' manual explaining how to customise and use it. It includes a script to support the facilitator in carrying out information sessions using this material.
- Poster on self-identification of vulnerabilities and special needs and 'How to use' the poster.
- Brochure to support self-identification of vulnerabilities and special needs ('Are you or do you know someone in one or more of these situations?') and 'How to use' the brochure.
Visit the EUAA Products page to download available translations in multiple EU and non-EU languages
The EUAA Vulnerability Toolkit is a three-step package that provides guidance and support for handling vulnerable cases. It ensures that the identification, assessment and referral of applicants with special needs is done in a sensitive and effective manner.
Tool for Identification pf Persons with Special Needs (IPSN) is an interactive online tool developed to support personnel working directly with applicants (including non-specialised personnel) to timely identify persons with potential special procedural and/or reception needs. It may be used at any stage of the asylum procedure and at any stage of the reception process.
Special Needs and Vulnerability Assessment tool (SNVA) is an offline application, designed to support Member State authorities in assessing the needs of persons in a situation of vulnerability and facilitating access to adequate services in view of the particular circumstances of each case.
Referral Toolkit is a practical tool that supports the relevant authorities in improving their referral mechanisms for all categories of vulnerable persons in need of international protection. It presents a structured system of referral which can serve as a model for the development or improvement of national referral mechanisms. It includes regional and local perspectives.
The EUAA training module ‘Reception of vulnerable persons: identification of vulnerability and provision of initial support (Block A)’ includes a dedicated unit on information provision to vulnerable persons.
The EUAA training module ‘Safe and healthy reception environments. A prevention-focused approach to safety risks, health conditions and substance use’ (forthcoming).
If you are interested in attending EUAA training courses, contact your authority’s training focal point for more information.
Information provision messages
Inform applicants about the following.
- What special reception needs are and that they may arise from factors such as disability, age, health conditions, pregnancy, traumatic experiences. Let them know that if they are in a vulnerable situation (e.g. due to their sexual orientation or because they have been victims of torture or human trafficking), they are entitled to special support in reception.
- An individual assessment will be conducted to identify any special reception needs.
- The services they can access in reception (e.g. healthcare, including mental healthcare, necessary rehabilitation).
- Additional services they can benefit from based on their needs:
- special accommodation arrangements (e.g. safe areas, adapted facilities)
- access to specialised services (e.g. trauma counselling, caregivers for persons with disabilities)
- support for single parents and unaccompanied children.
- The importance to inform staff of any special needs they or their dependants might have.
- Who are the professionals responsible for providing services in reception (e.g. social workers, medical staff, psychologists) and their contact details.
- Reception staff are bound by confidentiality rules and applicants have the possibility to discuss their situation and needs in private, without fear of discrimination or any consequences for their asylum procedure.
- The right to file a complaint (indicate if a mechanism is available), for example regarding their access to reception conditions and related services.
- Staff must obtain the applicant’s consent before referring them to specialised services. Applicants should be informed about what type of information may be shared with the service provider.
- Information on how data is stored in the applicant’s individual file, how the applicant could have access to this information, how the information could be complemented.
Check out the EUAA information materials developed to support the self-identification of vulnerabilities and special needs in the accordion below. Refer to the short user manual for more tips on how to provide information on special needs.
Practical tips
- Remember, it is mandatory to provide applicants with information in writing, which may be delivered in either paper or electronic format. The format chosen must be accessible to the applicant This information can be complemented with oral information and visual aids.
- Share information gradually rather than all at once. This avoids overwhelming applicants. Start with essential details upon arrival and repeat or expand the information later as needed.
- Adapt both the content and communication method to each applicant’s needs and situation. For visible vulnerabilities or special needs (e.g. disability, pregnancy), staff may anticipate specific information needs but should avoid making assumptions that could be seen as offensive.
- Use language, tone and examples suited to the applicant’s background, language needs, age and possible vulnerabilities. Choose communication methods (e.g. oral, visual, written) that match their literacy and understanding. Visual aids can help reinforce spoken messages and support with identifying applicants with special reception needs.
- Some applicants may not be ready or able to share their special needs immediately upon arrival. Providing information gradually and at the right time helps them feel safe. It helps them understand what is happening and what will happen next and to build trust and reduce anxiety.
- When providing information, discuss sensitive topics carefully to avoid triggering distress or retraumatising the person. Explain terms like ‘vulnerability’ or ‘special reception needs’ in simple, relatable language (e.g. use sentences such as ‘if you feel unsafe’, ‘if you have health problems’, or ‘if you’ve had a difficult experience’).
- For the basic rules and tips on communication techniques with persons with specific communication needs, check the general methodology page.