Background information
The authorities have the obligation to identify, assess and address the special reception needs of applicants in a timely manner and to ensure that identification is also possible at a later stage if vulnerabilities are not apparent earlier. Applicants with special reception needs must be provided with adequate support to ensure that they can benefit from the rights and comply with the obligations related to reception.
Timely identification is the first essential step to address the specific needs that an applicant may have and to avoid consequences from late or no identification. The reception officers and the staff in contact with applicants should be aware of and able to identify any special needs.
As such, effective provision of information as soon as possible and at an early stage of the reception process becomes key to support timely identification and access to adequate support. Applicants must have information on their rights, availability of support services and knowledge on how to access them.
Remember that both information provision and the identification of vulnerable applicants are an ongoing process throughout the reception procedure.
While accompanied and unaccompanied children are part of vulnerable groups, 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.
EUAA information materials
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 in the reception centre and during the applicant's stay in the centre.
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, including 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.
Related EUAA tool
The Tool for Identification pf Persons with Special Needs (IPSN) in an interactive online solution that facilitates the timely identification of persons with 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. The users of this tool are officials and other actors in contact with applicants for international protection, and it does not presuppose expert knowledge in medicine, psychology or other subjects outside the asylum procedure.
The IPSN tool is available in many EU and non-EU languages.
Related EUAA training
The EUAA offers the training module ‘Reception of vulnerable persons: identification of vulnerability and provision of initial support (Block A)’. The module includes a dedicated unit on information provision to vulnerable persons.
If you are interested in attending EUAA training courses, please contact the person responsible for training within your authority in order to receive additional information.
Information provision messages
Inform applicants on the below.
- What special needs are and what additional services they can receive depending on their needs and in accordance with the national practice. Encourage them to inform the staff of any special needs they or their dependants might have.
- Who the professional responsible for providing such services is and how they can be accessed. Hand out clear contact details and opening hours. Explain to the applicant that they can talk in privacy.
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
- Adapt both the content of the information and the communication channel to the applicant’s needs and individual circumstances. For visible vulnerabilities, it is possible to anticipate specific information needs from the perspective of the applicant.
- Besides the standard messages provided to all applicants, specific profiles will need additional information regarding specific arrangements. For example, an applicant with reduced mobility will need information about the availability of adapted accommodation arrangements.
- Remember that some applicants may not be ready to disclose their special needs immediately upon arrival or may not be aware of their special needs. The timely and phase-appropriate provision of information is essential to first create a basic feeling of safety upon arrival in a new location, understanding of what is happening now and what will happen next and thus help build trust and reduce anxiety.
- During information provision activities, speak about certain situations in a way as not to trigger emotions or to retraumatise the person.
- For the basic rules and tips on communication techniques with persons with specific communication needs, check the general methodology page.