Skip to main content

Registration procedure

Background information

After an applicant has expressed the intention to apply for international protection, the application is registered. Registration prepares the grounds for the examination of the application and ensures that applications are effectively channelled to the correct examination procedure.

The APD (recast) specifies three steps of the access to procedure (Article 6 APD (recast)): the making, the registration and the lodging (for more details see sub-page 'When to provide information', tab ‘Identify opportunities to provide information’).

Depending on the national set-up, the registration and lodging of an application may be conducted at the same time or separately by different authorities.

Full registration (the making, registration and lodging) is deemed to be complete when the following steps have been completed.

  • The applicant’s data are recorded in national databases.
  • The form or official report filed by the applicant is received by the national authorities.
  • Biometrics are collected. The fingerprints of every applicant for international protection of at least 14 years of age are taken promptly and must be transmitted to the central system of Eurodac (60) as soon as possible and no later than 72 hours after the lodging of the application for international protection (61).  Depending on the national legislation, a photograph may be taken. A security check might also take place (62).

Furthermore, within three days of the lodging, applicants should receive a document certifying their status as an applicant for international protection (Article 6(1) RCD (recast)). This document proves that the person is allowed to legally stay in the territory of the state while their application is being examined.

(60) Regulation (EU) No 603/2013 of the European Parliament and of the Council of 26 June 2013 on the establishment of Eurodac for the comparison of fingerprints for the effective application of Regulation (EU) No 604/2013 establishing the criteria and mechanisms for determining the Member State responsible for examining an application for international protection lodged in one of the Member States by a third-country national or a stateless person and on requests for the comparison with Eurodac data by Member States’ law enforcement authorities and Europol for law enforcement purposes, and amending Regulation (EU) No 1077/2011 establishing a European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (recast) (OJ L 180, 29.6.2013).

(61) Article 9(1) Eurodac regulation ‘Collection, transmission and comparison of fingerprints’.

(62) Article 13(2) APD (recast) ‘Obligations of the applicants’.

Explain these messages to the applicant during the first contact (making) and registration/lodging: 

  • Once a person expresses the wish to apply for international protection, you need to provide practical information on how the application can be registered, including the:
    • location where the registration process will take place and how the applicant can get there;
    • time of the appointment and opening hours of the competent office;
    • what can be expected from the registration process (submitting a form, short interview, etc.);
    • which documents to bring and who should accompany the applicant if there are family members or dependants;
    • biometrics will be taken (for more information on the applicant’s obligation, see topic ‘Have biometrics taken’);
    • security checks may be carried out (for more information on the applicant’s obligations, see topic ‘Be subject to personal search for security reasons’); 
    • medical checks may be carried out.

Explain these additional messages to the applicant during the registration/lodging:

  • The applicant will receive documentation certifying their status as an applicant for international protection. This is a personal document. It cannot be shared or given to anyone else. Provide further information in line with your national practice, for example: 
    • how the document will be delivered;
    • the duration of the certificate’s validity and the procedure to renew it;
    • the consequences of the applicant failing to renew the certificate;
    • which steps the applicant needs to follow if the certificate is damaged or lost;
    • the obligation, depending on national legislation, to carry the document with them at all times;
    • the applicant should check if the personal data on the document is correct;
    • how to inform the authorities if the data on the document is not correct.

Explain this additional information to the applicant if registration and lodging are conducted separately:

  • If the registration and the lodging phases occur at different times and/or in different places, the applicant needs to understand that the process will not be concluded after the registration. Clear information needs to be provided to ensure the applicant can in fact lodge the application as soon as possible.
  • Practical information about the appointment for the lodging of the application, including where and when the application should be lodged. This can be complemented with information on whether it is possible to change the appointment and how to do so.
book

Practical tip: providing information on the registration procedure

  • Ask test questions to make sure that the applicant has understood the message
    For example, you can ask the applicant to repeat where and when they need to report for the registration and/or the lodging of the application.
  • Collect all relevant contact information of the applicant
    The applicant’s contact information (e.g. address of the accommodation and telephone number) can be used to reach out to the applicant when needed, to complete the next step of the procedure in a timely manner.
  • Call out for persons under 18 when providing information to a larger group of applicants after arrival
    During group information provision sessions, it is advised to establish that any person younger than 18 years of age is considered to be a child. For this reason, persons below 18 years without parents or a guardian present should inform the authorities to ensure that they receive appropriate support.