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Allocation/Transfer

Background information

During or after the arrival phase, applicants might be allocated and transferred to another reception facility, depending on the national procedures and the reception system. For example, some reception systems might have arrival centres, meant for the quick processing and transition to a more permanent structure. 

The assignment of a specific place is typically based on the availability of places, combined with the profile of the applicants (e.g. specific needs and vulnerabilities, family status or composition, health and medical needs, etc.) and the availability of support services, or the type of the asylum procedure channelled into (e.g. accelerated procedure, regular procedure, etc.). 

A transfer to another facility might also be decided at a later stage, due to the personal circumstances of the applicant. Nevertheless, transfers of applicants to another facility should only take place when necessary. You can find standards and indicators in the section ‘Allocation’ in the EASO Guidance on Reception Conditions – Operational standards and indicators, 2016, as well as in the section ‘Transport to the reception facility’ in the EUAA Guidance on Reception – Operational standards and indicators, 2024, (Standard 4).

In any situation, it is important to ensure that applicants have sufficient information about such a transfer. Being well informed contributes to building trust and reducing anxiety amongst the applicants.

Information provision messages

In case of allocation or transfer to another centre, inform applicants on the below.

  • The reasons the person/family has been allocated to another reception facility and how the facility was chosen. For example, according to the beds available in the centres at the time and taking into account the applicant’s situation (composition of family, health, availability of interpreters in their language, type of asylum procedure, etc.).
  • Any differences in the type of the reception facilities (if applicable) and what to expect in the other reception facility (e.g. continuation of materials, social, medical, psycho-social and legal assistance).
  • The modalities of transfer to the other facility (e.g. transport will be organised by the reception facility or applicants are expected to make their own arrangements).
  • If travel arrangements are organised on behalf of the applicant, inform them of any practical details: date, hour, meeting point.
  • How they should travel (if they are alone), if any support is offered, and by when they are expected to arrive (date/time) to the other facility. 
  • The consequences of not complying with the transfer (according to your national practice).
  • Whether personal files will be transferred to / shared with the other reception facility (with due respect to the principle of confidentiality).
  • Any other important information as determined by your national context.
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Practical tips

  • Adapt the content of this information to the communication needs of vulnerable persons.
  • Use a combination of communication channels adapted to the personal circumstances of the applicant to inform about the transfer. Use visual support.
  • Address as soon as possible any rumours there might be regarding transfers to other reception facilities. 
  • If the applicant is already receiving services from other entities, make sure that the person has the time to inform these services about the transfer. Make sure that service provision continues.