The reception process can be divided into three phases (arrival in the reception system, stay, and end of reception) with a service-oriented approach, which can be linked to the asylum procedures, including the Dublin procedure. It can be summed up as follows:
- First phase: the 'arrival in reception' includes the start of many of the various processes that are linked to both procedural and reception aspects. The primary procedural and reception formalities such as the registration, medical screening, age assessment, or vulnerability assessment are carried out upon arrival in a reception facility.
- Middle phase: the 'stay in reception' involves a more tailor-made approach addressing the individual reception needs and has a stronger focus on well-being and resilience. Applicants have the time to prepare themselves for the possible outcomes of their application and are supported in this process.
- Last phase: the 'end of reception' focuses on leaving the reception facility. This can include the transition to the integration pathway for those granted a form of international protection, to immigration procedures, such as return, for those who receive a final negative decision, or the transfer to another Member State under the Dublin procedure or under a voluntary relocation mechanism.
Note that there is not always a clear delimitation in practice between these three phases. Not all applicants go through all the steps in a chronological order in each country. This division in three phases also does not necessarily cover all existing systems in EU+ countries. Some processes, like the provision of information, identification of vulnerability, assessment and response to special reception needs as well as legal assistance should be ongoing activities throughout the whole reception process.
Article 5 of the reception conditions directive (recast) lays down the duty of Member States to provide information to applicants and the right of applicants to receive information:
Member States shall inform applicants, within a reasonable time not exceeding 15 days after they have lodged their application for international protection, of at least any established benefits and of the obligations with which they must comply relating to reception conditions.
Member States shall ensure that applicants are provided with information on organisations or groups of persons that provide specific legal assistance and organisations that might be able to help or inform them concerning the available reception conditions, including health care.Member State shall ensure that the information referred to in paragraph 1 is in writing and, in a language that the applicant understands or is reasonable supposed to understand. Where appropriate, this information may also be supplied orally.
The ongoing provision of information on rights and obligations of applicants is one of the most important elements of the overall reception process. Applicants are informed at various stages throughout the reception process when entering into contact with the authorities and other actors providing information.
In order to avoid overburdening the applicant with extensive information at the reception intake, the provision of information should take place in a time- or phase-specific manner. Member States are encouraged to establish timelines outlining the type of information to be provided to applicants at the national level, while taking into account the overall maximum of 15 days prescribed in Article 5 of the reception conditions directive (recast).
Information provided in a time- and phase- specific manner could follow the below pathway.
Information provided during the arrival phase
- Day of arrival: provision of basic information about immediate needs (accommodation, food, safety), the functioning of the housing, house rules, the right to reception and related benefits, what to do in case of an emergency, where to get medical aid, including the availability of social workers (or other staff relevant for the intake procedure), and what will happen next.
- Ideally within the next few days, no longer than 15 days: provision of additional information about the functioning of the reception centre, house rules, reception rights and obligations, available services and assistance, daily life, activities, school and courses. Information on house rules should also include the obligations of the applicant vis-à-vis other applicants (such as women’s rights, respect for sexual diversity and LGTBI rights) and those relating to reception conditions with which the applicants must comply.
More detailed information, adapted to the applicant's individual needs, can be given at a later stage.
Information provided during the stay phase
Provision of additional information on reception related rights, including information adapted to the applicant's individual needs: different administrative procedures, the right to work, physical and psychological well-being, rights and duties when living in the Member State society, available courses and activities, awareness raising on aspects such as personal hygiene, sexually transmitted diseases and contraception, conflict management, waste sorting, cleaning, energy consummation, etc.
Information provided at the end of the reception phase
- The necessary information for beneficiaries of international protection and those whose applications for international protection have been rejected (housing, access to medical care, etc.).
Remember that basic information about the existence of the return and reintegration programmes and the possibilities they offer should be given at the start of the reception process.
The EUAA has developed two guidance documents containing standards and indicators to support Member States in the implementation of the key provisions of the reception conditions directive (recast). These can be used at both policy and operational level as a framework for the further development of reception standards at national level. They can also be used as a tool to support reception authorities in the planning and running of reception facilities. These are complemented by the IT app Assessment of Reception Conditions (ARC)
Read below to learn more about the specific standards and indicators on the provision of information for both the general population and unaccompanied children.
For the full guidance, check EASO Guidance on reception conditions: operational standards and indicators (2016) and EASO Guidance on reception conditions for unaccompanied children: operational standards and indicators (2018)
EASO Guidance on reception conditions: operational standards and indicators
STANDARD 30: Ensure the applicant receives and understands phase-relevant information on benefits and obligations relating to reception conditions.
Indicator 30.1: Written information is provided in a language that the applicant understands or is reasonably supposed to understand.
- Additional remarks: Information should be provided in clear and non-technical language.
Indicator 30.2: Where necessary and appropriate the information is also provided orally in a language the applicant understands.
- Additional remarks: Information should at least be provided orally in the case of illiteracy or in cases where the person does not understand the written information provided.
Indicator 30.3: Information covers all aspects of reception conditions, including the benefits and obligations under the RCD.
- Additional remarks: Information should include, as a minimum, the right to reception depending on legal status, the form of provision of material reception conditions (housing, food, clothing and daily expenses allowances), access to health care and specific arrangements for applicants with special needs, if relevant. The house rules should be clearly communicated to the applicant. Information could also include the availability of additional psychosocial support, information on social norms within the Member State, advice on daily life, including conflict management, etc.
Indicator 30.4: Information is provided in a timely manner (maximum 15 days) after lodging an application for international protection.
Indicator 30.5: Information is provided according to the special needs and individual circumstances of applicants.
- Additional remarks: For children, information is provided in a child-friendly manner (e.g. through use of pictograms, use of child-friendly wording, etc.). For persons with visual impairments or intellectual disabilities, information is provided in an adapted manner. Information provision includes aspects related to gender-based violence or trafficking in human beings.
STANDARD 31: Ensure provision of information on organisations or groups of persons that provide specific legal assistance and organisations that might be able to help or inform applicants concerning the available reception conditions, including health care.
Indicator 31.1: Information on the available legal assistance and how to access it is provided to applicants.
Indicator 31.2: Information provided to applicants includes the contact details of organisations or groups of persons able to inform applicants concerning available reception conditions, including health care, and how to access them.
Indicator 31.3: Written information is provided in a language that the applicant understands or is reasonably supposed to understand.
- Additional remarks: Information should be provided in clear and non-technical language.
Indicator 31.4: Where necessary and appropriate the information is also provided orally in a language the applicant understands.
Additional remark: Information should at least be provided orally in the case of illiteracy or in cases where the person does not understand the written information provided.
Indicator 31.5: Information should be provided in a timely manner (maximum 15 days) after lodging an application for international protection.
Indicator 31.6: Information is provided according to the special needs and personal circumstances of applicants.
- Additional remarks: For instance, information targeting children is provided in a child-friendly manner (e.g. graphical, use of pictograms). Other information provided could include aspects related to gender-based violence or trafficking in human beings.
EASO Guidance on reception conditions for unaccompanied children: operational standards and indicators
STANDARD 1: Ensure unaccompanied children receive relevant information.
Indicator 1.1: Information has to be provided within a reasonable time not exceeding 15 days after the application for international protection has been lodged, of at least any established benefits and of the obligations with which they must comply relating to reception conditions.
- Additional remarks: Information is provided in an age-appropriate form as written text, leaflets, pictures, videos. Oral information should be the main form of providing information to unaccompanied children.
Indicator 1.2: Information should be provided free of charge.
Indicator 1.3: The information provided should address the questions of unaccompanied children or their representative.
Indicator 1.4: Information covers all aspects of reception conditions concerning unaccompanied children, and as a minimum the right to reception, the form of provision of material reception conditions (housing, food, clothing and daily expenses allowances), access to healthcare, education, leisure activities, and specific arrangements for applicants for international protection with special needs, if relevant.
- Additional remarks: Information should be clearly communicated to the unaccompanied children in a child friendly manner and should also include the availability of additional psychosocial support, social norms in the MS, advice on daily life, including conflict management.
Indicator 1.5: Information is provided according to the special needs and individual circumstances of unaccompanied children.
Indicator 1.6: Information covers the roles of staff working with unaccompanied children.
Indicator 1.7: Information should explain the obligation of appointing a representative in order to assist unaccompanied children on procedural issues and in their everyday life.
- Additional remarks: Unaccompanied children should be informed about the roles of the appointed representative, the staff members and in particular the social workers, who will give them full support during their stay in the reception facility.
Indicator 1.8: Information covers the main aspects of the procedure for international protection, including access to asylum procedure, available legal assistance and how to access it, possibilities for family tracing, family reunification, voluntary return and to appeal procedures that are relevant to their case.
- Additional remarks: Information is provided mainly by the representative and by the reception authorities. However, other actors are often involved in the provision of material and non-material reception conditions, including for example regional or local services, intergovernmental organisations or NGOs.
- Information provision may also include aspects related to gender-based violence (GBV), risks of trafficking and smuggling, age assessment procedure, sexual orientation and gender identity issues, if they are relevant to the identified special needs.
STANDARD 2: Ensure that unaccompanied children understand the relevant information.
Indicator 2.1: The information is provided in a child-friendly, age-appropriate and culturally sensitive manner.
- Additional remarks: Child-friendly information is understood as including any method of communication that is adapted to the age and maturity of unaccompanied children, given in a language that they can understand and which is gender- and culture-sensitive.
- Child-friendly information may be communicated by those working with unaccompanied children (e.g. reception staff, social workers, representatives as well as other stakeholders) through a range of methods and formats, including oral communication, visual materials, multimedia electronic guide, etc.
- The use of child-friendly materials or materials adjusted to the specific needs of unaccompanied children may be of assistance in helping unaccompanied children to understand the process and to handle communication difficulties such as illiteracy. However, in practice, the skills and empathic and supportive attitude of the person providing the information are of utmost importance for a successful outcome.
Indicator 2.2: Information must be provided systematically during the process and evidence of this information provision should be documented (when it was provided, by whom, etc.).
- Additional remarks: Those providing information check that unaccompanied children have effectively understood the information given. Information related to asylum procedure, family tracing, family reunification, voluntary return and identified special needs is repeated at a later stage and on several occasions.
Indicator 2.3: Interpreters and/or language mediators need to be available in reception facilities to allow communication with unaccompanied children in their native language.
- Additional remarks: Trained interpreters are available for important conversations on asylum related topics or when there is a need expressed by unaccompanied children.