asylum process guidance for ho caseworker as on 12:02:2012 part 1 of 3

Registering an Asylum Application in the United Kingdom

1. Summary 2. General Principles 3. How to Make an Asylum Claim (In Country) 3.1 Where to Register your Asylum Application once in the UK 4. ASU Croydon Walk-In Service 4.1 Reception 4.2 General Advice for Potential Applicants (for Officers to Note): 5. ASU Croydon Appointment Process 5.1 Appointment Process 5.2 Children 5.3 Applicants who have extant leave 5.4 Confirming the appointment by letter 6. Screening Summary 6.1 Basic Overview 7. Exceptional Cases Inability to Travel to ASU Croydon 7.1 Exceptional Cases Change Record

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1. SummaryThis document sets out how a foreign national should register an asylum application in the United Kingdom once they have already entered the UK. This document does not replace existing arrangements for Immigration Officers who in the course of their work encounter persons who want to register an asylum application e.g. lorry drops or enforcement activity.

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2. General PrinciplesForeign nationals who wish to make an asylum application in the United Kingdom should make their claim at the first available opportunity. This expectation is underpinned by Article 31 of the 1951 Convention which states that applicants should present themselves without delay to the authorities of the host country. This is also reflected by the powers of section 55 of the Nationality, Immigration and Asylum Act (2002) which prohibit support for those applicants who have not made their asylum application as soon as reasonably practicable. This would normally be at the port of entry into the United Kingdom. However, the principle of refugees sur place recognises that some may find the need to make an application following entry to the host country due to a change in circumstances. It is further recognised that those who enter the United Kingdom illegally may need to seek the protection of the authorities, which they should do without delay. This instruction offers general guidelines of how to make an asylum application for foreign nationals who have already entered the United Kingdom.

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3. How to Make an Asylum Claim (In Country)3.1 Where to Register your Asylum Application once in the UK Foreign nationals who wish to claim asylum in the United Kingdom are expected to register their application in person along with any dependants at the Asylum Screening Unit (ASU): Asylum Screening Unit Lunar House, 40 Wellesley Road, Croydon CR9 2BY Opening Hours: Monday Friday: 08.00 13.00 hrs ASU appointment booking number: 020 8196 4524. The appointment booking line is open Monday - Friday 08:00 - 15:00 hrs. The Asylum Screening Unit will accept asylum applications on a walk-in basis, but to complement this service foreign nationals can also choose to make an appointment. Instructions for the walk-in process at the ASU can be found in Section 4: Walk-In Process. Instructions for the appointment process at the ASU can be found in Section 5: Appointment Process. Please note: The role of the Asylum Screening Unit is to process new asylum applications. Those who have already made an asylum application in the United Kingdom should not attend the ASU for an update of their case nor call the appointment booking number. Officers should direct existing applicants to contact their case owner or alternatively call for the Immigration Enquiries Bureau: 0870 606 7766. For a full and up to date list of the facilities currently available at the ASU see the UK Border Agency website: UK Border Agency | Asylum screening unit.

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4. ASU Croydon Walk-In Service4.1 Reception When an individual enters the ASU the front desk Officer should issue them with a numbered ticket and gather some basic personal details relating to their identity, language spoken and their particular circumstances (e.g. if they need accommodation). They should then be asked to wait in the ASU waiting area. The information taken by the front desk will be used by the ASU to determine the order in which those waiting will be seen. For a full and up to date list of the facilities available at the ASU see the UK Border Agency website: UK Border Agency | Asylum screening unit.

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4.2 General Advice for Potential Applicants (for Officers to Note): A summary of how to claim asylum is available for public reference on the UK Border Agency website. This advice is summarised below for Officers to note and disseminate if asked about the process: The screening process can be lengthy and could take several hours to complete. The ASU opens at 8am and those who wish to claim asylum should arrive as early as possible. The ASU can only deal with a certain number of applicants on any given day. If the ASU reaches full capacity it will close for the day and advise anyone waiting to be seen to either make an appointment or alternatively return early the following morning. Those who have long distances to travel are advised to book an appointment in advance. Documents that potential applicants are advised to bring: Passport(s) (for the main applicant, their spouse, or any dependants in the United Kingdom). Police Registration Certificates (for the main applicant /their family - as applicable). Other Identification Documents - these are needed to help establish identity and nationality and can include ID cards, birth/marriage/school certificates, membership cards, etc. Four un-separated passport-sized photographs (of the main applicant, together with four un-separated passport-sized photographs of each of their dependants included to be included on the application). The photographs must meet the following requirements. a. Passport size (approximately 4cm x 5cm). b. Recently taken (within the last few months). c. Full face. d. Light background. The name and date of birth of the person who appears in the photograph should be clearly printed on the reverse of each copy. Uncontrolled if printed

Evidence of Accommodation Those who attend the ASU should provide documentary printed evidence of their current accommodation (such as: recent bank statements, building society book, council tax demand, medical care, housing benefit book, tenancy agreement, telephone/electricity/gas bills, etc). The document should clearly display the individuals full name and address in the United Kingdom. If they are living in another persons house (e.g. friend or relative), then they should bring a letter (no older than 3 months) from the householder stipulating permission to, along with documentary evidence such as a bank statement, council tax demand (as per above) which shows his/her full name and address. Potential applicants should also bring any other relevant documents which will support the basis of their asylum application. Travel Expenses It should be noted that the UK Border Agency does not reimburse travel expenses for foreign nationals who want to claim asylum. The process can be lengthy (taking most of the day) and there is a possibility of detention. Potential applicants are advised to take this into consideration when purchasing return rail tickets. Please refer to 6 Screening Summary for further information on what the process entails.Back to contents


5. ASU Croydon Appointment Process5.1 Appointment Process The appointment booking number for the ASU is 020 8196 4524 If there are problems communicating with the individual, an interpreter should be used where appropriate. The officer should first check that the individual in question has not already claimed asylum in the UK. If they have, they should be advised to contact their case owner and no appointment should be booked. If the individual has not claimed asylum previously, the following details should be taken and recorded on the ASU appointment booking form.

Name Nationality Language they wish the screening interview to be conducted in How many dependants the individual has Address and contact telephone number Any immediate or special needs that need to be considered

The individual must be advised that their claim will not be recorded until they attend their appointment. Discretion should be exercised where exceptional circumstances of a case warrant an individual being asked to attend the ASU the next day rather than waiting for an appointment.

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5.2 Children Appointments for children should only be booked where the child is being accommodated by social services. An appropriate adult should accompany the child to the appointment on the scheduled date. All other children should be invited to attend the ASU without an appointment. Officers to note: Section 55 of the Borders, Citizenship and Immigration Act 2009 requires the UK Border Agency to carry out its existing functions in a way that takes into account the need to safeguard and promote the welfare of children in the UK. It does not impose any new functions, or override existing functions. Officers must not apply the actions set out in this instruction either to children or to those with children without having due regard to Section 55. The UK Border Agency instruction Arrangements to Safeguard and Promote Childrens Welfare in the UK Border Agency sets out the key principles to take into account in all Agency activities. For further guidance on the screening process for children see the Asylum Instruction Processing Asylum Applications from Children


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5.3 Applicants who have extant leave If an individual states that they have extant leave which is due to expire before an appointment can be made they should be advised to attend ASU Croydon on a walk-in basis.

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5.4 Confirming the appointment by letter Generally appointments should be given on a first come first served basis and allocated according to the next available slot from the ASU Spreadsheet. However, flexibility (where possible) and a common sense approach should be adopted by Officers when booking appointments for those who have a long distance to travel. Details of the appointment should then be given verbally to the individual and an Appointment letter should be sent by post or fax (if appropriate). If the individual speaks good English they should also be sent copies of the self completion (Part B) form and asked to return this when they attend their appointment. An outline of what potential applicants should bring with them is detailed in the Appointment Letter or refer to the 4.2 General Advice guidelines within this instruction. When the individual attends for screening, Officers should ask to see a copy of the appointment letter to confirm the individual has an appointment and that it is scheduled on that day. Please refer to 6 Screening Summary for further information on what the process entails.

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6. Screening Summary6.1 Basic Overview This outline is not specific to screening in the ASU, rather a synopsis of the general actions that will occur wherever an asylum application is registered. Before the registration of the asylum application Officers should cross-check UK Border Agency databases to see if the applicant is already known to the Agency. If the asylum application is then accepted it will be recorded on UKBA database and a file created. The Screening Interview should then commence and Stages One and Two, completed by the Screening Officer. Stage one consists of he following sections: Introduction Bio-data Travel History and Documentation Health Basis of Claim Summary Security Screening Stage two: Family Background If the applicant has dependants they should also be screened on a Dependant Screening Form. During the screening process the applicant should be: Fingerprinted and checked against UKBA and Eurodac databases. Checked against security/watch list databases. Photographed. Depending on the immigration history of the applicant Officers may decide to interview under caution if it is suspected that they have committed an immigration offence. If an applicant is not fully honest during the screening process it may harm their asylum application and result in prosecution. Offences can include verbal deception and entering the UK without valid travel documentation. Depending on what the individual circumstances that apply to the applicant they may be detained, given temporary admission, or if they have leave to remain given directions to regularly report and live at a particular address. If the applicant is not detained then an Application Registration Card (ARC) will be issued along with the other documents; such as an IS96 (reporting conditions), a routing letter and the appropriate information leaflets. If the applicant has requested accommodation then it will be provided under section 98 of the Asylum and Immigration Act 1999. The applicant will have to complete a separate application whilst in initial accommodation if they wish to remain accommodated by the UK Border Agency. Uncontrolled if printed

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7. Exceptional Cases Inability to Travel to ASU Croydon7.1 Exceptional Cases Foreign nationals that are considered to fall within an exceptional category and are destitute or in the case of children are in the care of social services may be treated discretionally and have their application recorded and screened regionally at a Local Enforcement Office. The criterion is limited to the following: Unaccompanied Asylum Seeking Children (UASCs) who cannot travel to the ASU (i.e. due to the distance involved). Those whose condition (documented or visually apparent) is such that they cannot reasonably be expected to travel to ASU Croydon. (This also applies to the principle dependants of the main applicant). Such cases will be very exceptional in nature. Foreign nationals, who are already in the United Kingdom, have access to accommodation (supported, hospitalised or imprisoned) and who fulfil the following criteria can submit written notification requesting the registration of an asylum application: those who have a disability or severe illness and are physically unable to travel those who are imprisoned and unable to make their application in person It should be noted that satisfactory medical evidence must be provided to substantiate a postal application where the applicant claims to have a disability or severe illness and are physically unable to travel to ASU Croydon. For further information refer to the Postal Claims instruction.

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Change RecordVersion 1.0 Authors CB Date 12/10/09 Change Reference Published Edition

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CASE MANAGEMENT FOLLOWING ONWARD MOVEMENT OF APPLICANTSTable of Contents 1. Introduction 1.1 Purpose 1.2 Audience 1.3 Application of this Instruction in Respect of Children and those with Children 2. Change of Address 2.1 Applicant Requests a Change of Address 2.2 Applicant Fails to Provide Advanced Notification of Change of Address 2.2.1 Checking Accommodation and Support Payments 3. Assessing When to Transfer Case Ownership 3.1 In-time Asylum Cases (i.e. Cases Still Within 6 Months of the Application Raised Date) 3.1.1 Explanation of Reasonable Progress 3.1.2 Imminent Casework Actions 3.1.3 Arranging Transfer of Case Ownership 3.2 Out of Service Cases (i.e. Cases Post 6 months of the Application Raised Date) 3.3 UASC Active Review Cases 3.4 Section 4 Support 3.5 Post Detained Fast Track Cases 4. Arranging Transfer of Case Ownership 4.1 Applicant Fails to Travel/Arrive Glossary


1. Introduction1.1 Purpose Applicants managed by the regional asylum teams may move from their accommodation for a variety of reasons - e.g. to change from UK Border Agency accommodation and subsistence to subsistence only support and private accommodation; or they move from one private address to another. The new accommodation may be in another UK Border Agency region. This guidance sets out the process for maintaining the onward management of these cases.

1.2 Audience This guidance is aimed at: Asylum workflow managers within the regions; Asylum case owners within the regions.

1.3 Application of this Instruction in Respect of Children and those with Children Section 55 of the Borders, Citizenship and Immigration Act 2009 requires the UK Border Agency to carry out its existing functions in a way that takes into account the need to safeguard and promote the welfare of children in the UK. It does not impose any new functions, or override existing functions. The UK Border Agency instruction Arrangements to Safeguard and Promote Childrens Welfare in the United Kingdom Border Agency sets out the key principles to take into account in all Agency activities. Our statutory duty to children includes the need to demonstrate:

Fair treatment which meets the same standard a British child would receive; The childs interests being made a primary, although not the only consideration; No discrimination of any kind; Asylum applications are dealt with in a timely fashion; Identification of those that might be at risk from harm.


2. Change of AddressApplicants are required to reside at the address detailed on the IS.96 or IS.248 as a condition of their reporting regime. If an applicant fails to comply, they would be in breach of their conditions and would therefore be liable to detention, in accordance with Paragraph 21 of Schedule 2 of the Immigration Act 1971. Failure to inform the UK Border Agency of a change of address could lead to the applicant being unable to access subsistence support or result in the suspension or termination of any ongoing support. Case owners must inform applicants who relocate to another UK Border Agency region without prior permission, that they are in breach of their restrictions and are liable to detention or a revised reporting regime. Applicants should be reminded that accommodation is allocated on a no-choice basis.

2.1 Applicant Requests a Change of Address Applicants who wish to move from a private address into support accommodation or support accommodation to alternative support accommodation must outline their reasons for wanting to be relocated in a written signed request. Applicants in asylum support accommodation would have been informed that accommodation is offered on a no choice basis and that relocation would only be granted in exceptional circumstances. Cases which involve domestic violence, harassment or antisocial behaviour, may be referred to an Investigations Officer for further consideration. Applicants moving from one private address to another or from support accommodation to a private address must submit a written declaration of the changes and include written confirmation that there are no costs the applicant would need to meet, i.e. rent or utility bills. Any costs associated with the accommodation will not be paid by the UK Border Agency. 2.2 Applicant Fails to Provide Advanced Notification of Change of Address Applicants are instructed to notify the UK Border Agency in writing, if they are planning to move to a different address, before the move takes place. If the applicant fails to do this and relocates, they are in breach of their reporting restrictions and therefore their reporting regime and suitability for detention will be reviewed. Failure to report a significant change in circumstances is a breach of the conditions of support which are outlined to the applicant in the asylum support agreement issued to them at their Initial Accommodation or on allocation of support. Where applicants notify a case owner of a new address following a change of location, the case owner must instruct the applicant to submit a written declaration of the relocation and written confirmation that there are no costs, for the private accommodation. Applicants who were granted accommodation and subsistence in order to avoid a breach of their convention rights under s55(a), should have that decision reviewed. Applicants who were allocated accommodation in one region and then move to another region and are reassessed and re-allocated support, must be moved back to the original region if accommodation is available. For cases where this is not possible, workflow managers from both regions must discuss and base their decision on how far the case has progressed and whether there are any extenuating circumstances which might prevent the Uncontrolled if printed

case from moving back to the original region. Such decisions must be made on a case by case basis. 2.2.1 Checking Accommodation and Support Payments Where case owners learn an applicant has moved without permission, an Accommodation Maintenance Check must be carried out to establish whether the new accommodation is appropriate. Case owners must confirm whether the new address is in fact private, support accommodation or a commercial property. Case owners should also check the applicant will have or did have access to their subsistence support during the relocation. In some cases support may need to be stopped and emergency payments issued. Following a change of address case owners must reassess support and if appropriate allocate it to the applicants new address. If the applicant requests any missed support payments as a back payment, case owners should be aware that, if the reason an applicant was unable to collect their support is owing to their own actions, a back payment would not normally be paid.


3. Assessing When to Transfer Case OwnershipWhere the applicants new address is in the same UK Border Agency region, they will remain the responsibility of the same asylum team. 3.1 In-time Asylum Cases (i.e. Cases Still Within 6 Months of the Application Raised Date) If the applicants new confirmed address is located in another UK Border Agency region the applicants case must be transferred if it meets the following criteria: Actions defined as Reasonable Progress have been; It is not within 2 months of day 182 of the application raised date.

If the case does not meet the above criteria the holding region must retain ownership until after day 182 of the application raised date and resubmit a transfer request to the receiving region. Once the case has been transferred, the receiving region must initiate contact with the applicant or their representative. 3.1.1 Explanation of Reasonable Progress Cases must be accepted by the receiving region if they have been reasonably progressed by the holding region in line with the Key Performance Indicators (KPIs). Specifically, these are: Substantive interview conducted within 20 days of allocation to region; Decision served within 10 days of substantive interview; Emergency Travel Document (ETD) interview completed within 30 days of allocation to region and application pack submitted at earliest opportunity as per nationality, except in relation to issues of non-compliance (which have been recorded on CID); Further submissions completed within 15 days of submission.

However, where reasonable progress has not been made for legitimate reasons, the receiving region cannot refuse the case transfer. The accepted legitimate reasons are: Medical Foundation/Helen Bamber Reports (decision must be made within 10 days of receipt of report); TCU interest (decision must be made within 10 days of resolution of interest); Applicant moved to new address before substantive interview could take place; Medical condition that results in applicant not being interviewed; Applicant 8 months pregnant at point of allocation to region.

3.1.2 Imminent Casework Actions The applicants case must be transferred if it meets the criteria specified above. However, in some cases there will be circumstances in which, for the benefit of the applicant and the UK Border Agency, the holding region should complete a decision, which could be done within a few working days, before the case is transferred to the receiving region. This would be when a decision, whether substantive or further submissions, is due before the transfer is requested. If a decision is outstanding it should be completed within the timescales identified above, before the transfer takes place. Uncontrolled if printed

3.1.3 Arranging Transfer of Case Ownership Each region must have a dedicated inbox and named contacts to which other regions must submit transfer requests. It is the responsibility of each region to monitor their dedicated inbox and ensure that named contacts are kept up to date. Each region must also have a central CID Allocation Unit for the holding region to use. If a holding region considers that a case meets the above transfer criteria, they must email the appropriate receiving regions inbox and state all of the following details: HO Reference; Application Raised Date; Date of allocation to holding region; Name; Nationality; DoB; Current Postcode; Date interview completed; Date decision completed; ETD Progress; Mitigating circumstances if above is not complete.

The receiving region must formally respond to the transfer request within 5 working days. If it does not, then it forfeits the ability to reject the transfer and the holding region can reallocate the case on CID, with an appropriate note to indicate what action has occurred (including the date of transfer request). This must then be followed by another email to the receiving region to confirm what action has been taken.

3.2 Out of Service Cases (i.e. Cases Post 6 months of the Application Raised Date) If the applicants new confirmed address is located in another UK Border Agency region the applicants case must be transferred within 5 working days without exception. The receiving region must accept the case, even if they consider that the holding region has not, during the period of their ownership, progressed the case in accordance with KPIs, published policy and process instructions. If, after the case has been transferred, the receiving region feels aggrieved, an appropriate regional senior manager should be notified. If they then feel it is warranted they should raise their concerns with the holding region to try and prevent the issue arising again. However, the notification of a senior manager cannot prevent these cases from being transferred. Once the case has been transferred, the receiving region must initiate contact with the applicant or their representative.

3.3 UASC Active Review Cases It remains the responsibility of the asylum team which initially granted leave to maintain contact with the child, their representative and social services during their period of leave and especially when the applicant reaches the age of 17. Case owners must establish whether the applicant is still residing in the region and if not the case must be transferred without undue delay to the UK Border Agency region where the applicant now resides. If Uncontrolled if printed

the child has relocated during the previous leave being granted and submission of the new application, the new receiving region must contact the applicants previous case owner to request the file from the holding region. Case owners must ensure that liaison with the applicants social worker (or any other services provided for children) is maintained in order to sustain the ongoing development of the child.

3.4 Section 4 Support An applicant must submit their section 4 application to their case owner. Where an applicant has moved to a different UK Border Agency region and makes a section 4 application, the case owner in the holding region must still consider the section 4 application. If accommodation is to be granted the applicant must be moved back to the holding region unless there are exceptional reasons that prevent this action, e.g. a lack of supported accommodation or medical provision in the holding region. Applicants who have been granted section 4 support might be required to move to accommodation in a new location, which may fall within another UKBA region. Prior to an applicant being accommodated in the new region, agreement must be sought from the appropriate Grade 7 within the receiving region (when the case is transferred depends if it is an in-service or out of service case).

3.5 Post Detained Fast Track Cases In certain circumstances, an applicant may be released from the Detained Fast Track (DFT) process and their claim will be considered by a regional asylum team. All cases must be referred to the Asylum Routing and Initial Accommodation Team (ARIAT) in the first instance who will then decide which regional team will have responsibility for the case. ARIAT will make all the arrangements for routing the applicant to a regional asylum team.


4. Arranging Transfer of Case OwnershipThe details and practicalities of the transfer, including the new case owner and reporting arrangements, must be agreed between workflow managers from the respective asylum teams within the different regions, taking into consideration section 3. Assessing when to Transfer Case Ownership. The IS.96/248 must also be revised to reflect the new reporting location, any changes to the frequency of reporting and the applicants new address. Confirmation of the transfer must then be given to ARIAT by the receiving region in all cases. Case owners of the holding region and the receiving region must ensure the case is allocated to the receiving region on CID, minute CID and the applicants file appropriately. Where there is more than one asylum team in a UK Border Agency region, the workflow managers should set up a rota system to evenly distribute the cases.

4.1 Applicant Fails to Travel/Arrive Where an applicant notifies the ASU they will not be travelling or the applicant failed to travel from overnight accommodation to the allocated region, ARIAT must be contacted. ARIAT will then allocate the case file to the asylum team which is best placed to take the case, dependent on any required further arrangements regarding dispersal. Case owners in the holding and receiving regions must then minute CID and the applicants file accordingly.


GlossaryTerm ARIAT ASU CID DFT IS.248 IS.96 KPIs Meaning Asylum Routing Team Asylum Screening Unit Case Information Database Detained Fast Track Reporting restrictions for applicants with leave to enter Reporting restrictions for applicants with temporary admission Key Performance Indicators


Document ControlChange RecordVersion 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 Authors J.Rozario M-A.M M-A.M CB M-A.M M-A.M BN BN Date 26/02/07 06/06/2007 20/12/2007 13/11/2008 18/03/2009 21/09/2009 08/06/2010 19/08/2010 Change Reference Re-formatted for Website Publication Amendments to instructions. Amendments to Hyperlinks Re-branding Process changes Addition of Childrens Duty wording, Further submissions process change amendments. Amendments made to style and the removal of discretion / ambiguity, where possible. Amendments to section 3 added reasonable progress criteria.


ROUTING ASYLUM APPLICANTS TO REGIONAL ASYLUM TEAMSTable of Contents 1. Introduction 2. Overview 3. Case Considerations 3.1 Absconders 3.2 Children (Accompanied and Unaccompanied) 3.3 Criminal Casework Cases 3.4 Damaged Fingerprints 3.5 Detained Fast Track 3.6 Disputed Age Cases 3.7 EEA National 3.8 Medical Cases 3.9 Operation Support Certification Unit 3.10 Pre 5 March 2007 Cases 3.11 Prosecution Cases 3.12 Repeat Applications 3.13 Third Country Unit Cases 3.14 Applicant appears to be a Victim of Trafficking 3.15 Withdrawn Claims 4. Asylum Routing Team 4.1 Initial Officer Actions 4.1.1 Referral Form 4.1.2 Checklist 4.1.3 Routing Database 5. Routing the Applicant 5.1 Allocate Case to Regional Asylum Team 5.2 Allocating Initial Accommodation 5.2.1 Overnight Accommodation 5.2.2 Service Commission Form 5.3 First Reporting Event (FRE) 5.4 Transport 5.4.1 Arranging Transport 6. Routing Cases on CID 6.1 Initial Checks Uncontrolled if printed

6.1.1 Special Conditions 6.1.2 Case Notes and Person Notes 6.1.3 Submitted Documents 6.2 CID Updates 7. Out of Hours Claims 7.1 Routing Team Closed 7.2 Out of Hours Accommodation 7.3 Out of Hours Transport 8. Routing Documents 8.1 IS96 8.2 IS248 8.3 FRE Invitation Letter 8.4 RT1 8.5 RT2 8.6 RT4 Queries Glossary


1. IntroductionApplications for asylum are made at designated ports (including the Asylum Screening Unit), through Local Enforcement Office or Local Immigration Team operations. The applications are considered by case owners situated in regional asylum teams across the UK. This guidance gives an overview of the case considerations taken when determining whether to contact the Asylum Routing Team (ART) or other specialist team. The guidance also provides, where the case is suitable for routing, an overview of the processes which are followed when routing asylum applicants from the point of claim (port, ASU, LEO and LIT) to regional asylum teams and onwards.

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2. OverviewFollowing a claim for asylum being made the application is registered; the applicant must be fingerprinted and will then have a screening interview. The applicant is screened to determine their identity and nationality. The screening officer must also establish the applicants route into the UK to ensure the correct immigration paperwork is issued. The fingerprints should immediately be sent to the Immigration Fingerprint Bureau (IFB); the fingerprints will be checked and added to the Immigration Asylum Fingerprints System (IAFS) and the Eurodac database, the results of which may impact upon how the case is handled. All cases will be considered and decided by case owners in one of the regional asylum teams across the UK, with the exception of those which, fit the suitability criteria for Detained Fast Track, are a possible Third Country Case or have any other special case considerations and may be handled by a specialist unit or department. The regional Asylum Teams are situated in the following locations: Cardiff Glasgow Leeds Liverpool Central London West London Solihull

If the applicant falls to be considered by a regional asylum team the case is referred to the Asylum Routing Team (ART) who will allocate the applicant to a regional asylum team and inform the screening officer of this. Within 48hrs (2 working days) of an asylum claim being made the applicant should be routed to a regional asylum team. The referring office at the ASU/LEO/LIT/port must ensure that in both forwarding the case physically and on CID that the file is allocated to the appropriate unit. All cases created on CID since the 13 December 2008 will be assigned to the case creator until another unit/person agrees to take the case. It is therefore in the interest of the creator to send the file to the correct destination and for them to run a Business Objects (BO) report to determine which cases have not been accepted by the nominated team.

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3. Case ConsiderationsSome cases should not be routed to a regional asylum team and will be considered by a specialist unit. The screening officer at the point of claim should consider whether the case has any special factors meaning that the case should not be referred to the Asylum Routing Team (ART) or only referred after particular preparatory work, for example possible prosecution action cases or where there is a Eurodac hit. Please see below, for further case examples. On a daily basis ART will run a CID Business Objects (BO) report to identify any cases which have not been referred to ART on the day of the claim, and remain unallocated. Such cases will be assigned to a department so that all cases are accounted for.

3.1 Absconders Cases where the applicant absconded during the screening process i.e. where the applicant failed to return to a UK Border Agency office to complete screening and registration of their claim will be referred to ART to be allocated to the asylum team nearest to the point of claim. Where an applicant who absconded after screening but before a decision was made comes to light, they should where practical, if they are not going to be detained and are still entitled to asylum support be routed to the region ART initially allocated the case to. 3.2 Children (Accompanied and Unaccompanied) The referral of an unaccompanied child to Social Services or the checking of the relationship of an accompanied childs contact person or sponsor, should take place on the day of claim prior to the referral to ART. Cases will be referred to ART when the basic bio details have been gathered and the asylum record has been registered on the Case Information Database (CID). CID should include the name, phone and fax numbers and postal address of the Social Services contact who is handling the case or the name, relationship and address of the contact or sponsor. ART must be informed of cases where it is decided that an accompanied child should not leave with their contact person or sponsor but should go into the care of Social Services. For further information and guidance on child applications see the Asylum Instruction Processing Asylum Applications from Children. Section 55 of the Borders, Citizenship and Immigration Act 2009 requires the UK Border Agency to carry out its existing functions in a way that takes into account the need to safeguard and promote the welfare of children in the UK. It does not impose any new functions, or override existing functions. Officers must not apply the actions set out in this instruction either to children or to those with children without having due regard to Section 55. The UK Border Agency instruction Arrangements to Safeguard and Promote Childrens Welfare in the United Kingdom Border Agency sets out the key principles to take into account in all Agency activities. Our statutory duty to children includes the need to demonstrate: Uncontrolled if printed


3.3 Criminal Casework Cases The asylum claim of an applicant who has been convicted of a non serious offence and is sentenced to serve or is serving less than one year in prison, will be considered by a regional asylum team. ART should allocate the case to the asylum team nearest to where the applicant is serving their sentence. Cases which involve court recommended deportation orders, sentences of more than one year and/or convicted of an offence listed in The Nationality, Immigration and Asylum Act 2002 (Specification of Particularly Serious Crimes) Order 2004 will be considered by the Criminal Casework Directorate (CCD).

3.4 Damaged Fingerprints At the point of claim when an applicant has been fingerprinted and the fingerprints are deemed to be of poor quality or damaged, the point of claim will refer the case to the Sector 8 Compliance Team who will decide upon the next course of action. ART should be contacted for all cases which the Sector 8 Compliance Team has not recommended detention; they will allocate suitable initial accommodation. The case will remain with the Sector 8 Compliance Team until the applicants identity is established. For further information regarding cases with damaged fingerprints, refer to the Asylum Instruction: Applicants with Poor Quality Fingerprints.

3.5 Detained Fast Track Cases which fit the Suitability Criteria for Detained Fast Track (DFT) should be referred to the Asylum Intake Unit (AIU). The AIU will gather information to confirm the applicant fits the criteria and where the criteria are met, the applicant will be detained. Cases which have been referred to the Asylum Routing Team (ART) directly from the point of claim will undergo the second pair of eyes procedure to ensure any potential DFT cases have not been missed. In the event a case is considered suitable for DFT, the ART will instruct the referring officer to contact the AIU.

3.6 Disputed Age Cases Applicants claiming to be under the age of 18 but whose physical appearance/demeanour very strongly suggest that they are significantly over 18, will be treated and routed as adults. Applicants who claim to be under the age of 18 but whose appearance/demeanour suggests they may be over 18 years of age, but not significantly so, should fall within the age dispute process and will be routed as an age dispute case. For both disputed age case categories an IS97M and a BP7 (ASL.3596) must be completed and issued to the applicant. Uncontrolled if printed

Where an age assessment has been carried out by on-site social workers and the assessment is accepted by UKBA, the applicant should be routed according to the findings of the assessment, (providing that assessment is fair; based on adequate information; considers the general background of the applicant; includes a reasoned decision; and is generally Merton-compliant). Where the applicant is found to be a child, ART should be informed of the name, phone and fax numbers and the postal address of the contact in Social Services. Details must also be entered on CID. For further guidance see the Asylum Instruction: Disputed Age Cases. UKBA must ensure that disputed Age cases are treated appropriately. This should be done in line with Section 55 of the Borders, Citizenship and Immigration Act 2009 requires the UK Border Agency to carry out its existing functions in a way that takes into account the need to safeguard and promote the welfare of children in the UK. It does not impose any new functions, or override existing functions. Officers must not apply the actions set out in this instruction either to children or to those with children without having due regard to Section 55. The UK Border Agency instruction Arrangements to Safeguard and Promote Childrens Welfare in the United Kingdom Border Agency sets out the key principles to take into account in all Agency activities. Our statutory duty to children includes the need to demonstrate: Fair treatment which meets the same standard a British child would receive; The childs interests being made a primary, although not the only consideration; No discrimination of any kind; Asylum applications are dealt with in a timely fashion; Identification of those that might be at risk from harm.

3.7 EEA National The European Economic Area (EEA) is made up of the member states of the European Union (EU), together with Lichtenstein, Norway and Iceland. Applicants in EEA States can claim asylum, but they should be informed of their treaty rights and asked if they wish to withdraw their application to exercise their treaty rights. If the individual wishes to continue with an asylum application and they require accommodation, they should be informed that, they are not entitled to claim asylum support. They should neither be issued with an ARC nor served an IS96/IS248. Such cases are not suitable to be referred for the DFT process and should be referred to ART.

3.8 Medical Cases Applicants may have medical issues or raise issues which suggest the applicant has a need for care and attention over and above destitution; a care need. These cases should be referred by the point of claim to Social Services. Local Authorities have a duty to support applicants assessed as having a care need, in accordance with section 21 of the National Assistance Act. The Asylum Routing Team should be informed of the referral to social services and will allocate the case to the regional team covering the local authority. For further information and guidance see the Asylum Instruction: Medical Evidence and PB 85: Dispersing asylum seekers with health care needs. Where medical evidence is offered in support of an application for accommodation in a specific area, such as London, the applicant may be routed to that region. If the applicant is Uncontrolled if printed

accommodated in Initial Accommodation in the London area the applicant may still be rerouted to another region when they are fit to travel.

3.9 Operation Support Certification Unit Failed asylum seekers that return to the United Kingdom and state that they wish to claim asylum again (a repeat applicant) should not be treated as initial claims but as further submissions. Consideration of the submissions will be under paragraph 353 and must be recorded as further submissions on CID. All cases should initially be referred to Operation Support Certification Unit (OSCU), those that fulfil the JANUS criteria will be handled by OSCU. Those which do not fit the JANUS criteria will be treated as a repeat claim. For further guidance see Enforcement Guidance (OEM) Chapter 29 Repeat Asylum Claims.

3.10 Pre 5 March 2007 Cases Any application with a pre March 5th 2007 date which was not allocated to a regional asylum team will not be routed to a regional asylum team for consideration but will be considered by the Case Resolution Directorate (CRD). If such a person comes to light then the CRD case owner should be contacted.

3.11 Prosecution Cases Cases where there is a possibility of prosecution action should not be referred to ART. Cases will be highlighted from a CID Business Objects (BO) report of unallocated cases. The Asylum Routing Team will establish where the applicant is being held and allocate to the nearest team unless the Criminal casework Directorate (CCD) have an interest.

3.12 Repeat Applications This category relates to the failed asylum seekers that return to the United Kingdom and state that they wish to claim asylum that OSCU cannot consider and those failed asylum seekers who have not left the UK but state that they wish to claim asylum again. All such cases should be recorded as further submissions, see the Asylum Instruction: Further Submissions. In port cases if the individual claimed asylum before the 5 March 2007 then the case should be referred to CRD, if the asylum application was on or after the 5 March 2007 then the case should be referred to the regional asylum team with responsibility for the case. In the individual is in-country then where an initial claim was made before 5 March 2007 and the applicant should submit their further submissions to the Liverpool Further Submissions Unit. For those whose application was made on or after the 5 March 2007 then the individual should be directed to contact their case owner if they are not reporting to find out when and where they should submit their further submissions. See the AI: Further Submissions.

3.13 Third Country Unit Cases Cases where there is a possible third country involvement will be referred to the Third Country Unit (TCU) for further action. For further information refer the Asylum Instruction Third Country Cases: Referring and Handling

3.14 Applicant appears to be a Victim of Trafficking Uncontrolled if printed

If the applicant claims to be or there is prima facia grounds for considering that the applicant, adult or child, has been a victim of trafficking you must follow the Asylum Instruction Victims of Trafficking.

3.15 Withdrawn Claims Where a case has been withdrawn any new submissions will be treated as further submissions and considered under paragraph 353, which should be submitted in person, at the Liverpool Further Submissions Unit for claims made before 5 March 2007 or at the applicants designated reporting centre for claims made on or after 5 March 2007. Any cases where the applicant has withdrawn their asylum claim are not referred to ART but are picked up on the BO report and allocated to an asylum team where the applicant is residing, in order to oversee the applicants removal. For further information regarding withdrawn claims see Withdrawal of Applications

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4. Asylum Routing TeamWhere the application will be handled by a regional asylum team, officers at the point of claim will refer the case to the Asylum Routing Team (ART) directly by telephone, for the arrangements for the applicants routing to be made. The Asylum Routing Team is responsible for: Allocating the application to one of the regional asylum team Allocating Initial Accommodation, where requested Making the arrangements for the applicant to be collected from the point of claim and transported to Overnight Accommodation or Initial Accommodation and Setting up the First Reporting Event (FRE) or an initial standard reporting event according to regional practices

Cases where the applicant will not be accommodated in accommodation provided by the UK Border Agency, but at a private address, will be allocated to the regional team that covers the area where the applicant will reside. Transportation will not be provided; the applicant will be expected to make their own travel arrangements to their accommodation. The Asylum Routing Team operates on a shift basis 7 days a week. The process for routing applicants when the ART is closed will vary slightly; local practices must be adhered to at all times.Back to contents

4.1 Initial Officer Actions Once the Asylum Routing Team is informed of a new application, the case will be logged. ARIAT need to gather as much information as possible from the referring officer in order to route the applicant. ART will: Check that the application has been entered onto CID Carry out some initial checks to ensure there are no barriers to the routing process Complete the Referral Form from the information on CID for ASU cases or with the referring officer over the phone for port and LEO referrals Check with the referring officer, whether the applicant will be screened that day Attach a case Checklist to the referral form Update the Routing Database

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4.1.1 Referral Form ARIAT must complete a referral form which acts as an aid as to how the application should be handled. Officers will enter the applicants personal details such as: Name Port reference Nationality Gender Date of Birth Religion 1st language and level of English number of dependants whether the applicant has been fingerprinted whether the applicant has been screened whether the applicant has been issued an ARC whether the applicant is an UASC or Age Disputed and whether a Merton Compliant Age Assessment has been carried out whether the applicant requires accommodation, if not the current address whether the applicant has any special conditions taking care not to breach data protection laws

4.1.2 Checklist A case specific checklist i.e. children, LEO or applicant who requires accommodation, is added to the referral form. The checklists are case specific as each checklist has functions which are specific to each case type. 4.1.3 Routing Database The Routing Database is an ARIAT register which is updated by ARIAT and contains the details of the applicants routing i.e. the asylum team, the applicants port reference, date of claim and the date and time of the FRE, where one is taking place. Regional Asylum Teams access the database to establish which cases have been allocated to their region.Back to contents


5. Routing the Applicant5.1 Allocate Case to Regional Asylum Team Cases are assigned to a regional location based upon, a fixed percentage of the total number of applicants to be routed. Each regional location has a fixed percentage of cases they should receive. There are 25 asylum teams in total; the ratio may vary due to factors affecting specific regions but in general the allocation of cases is as follows: Location Cardiff Glasgow Leeds Liverpool Central London West London Solihull No of Asylum Teams 2 2 5 4 4 4 4 Percentage of Cases 8 8 20 16 16 16 16

The number of applicants who require accommodation being routed to a regional location will be adjusted to accommodate the number of applicants who have found their own accommodation in that area. For applicants who reside in private accommodation ART check the regional map to see which asylum team covers that area. A child will be allocated to the region in which their sponsor is located. Children in the care of Social Services will be allocated to the regional asylum team which covers the Social Services Department which has accepted responsibility for that case. Where there is no Social Service address details recorded on CID the case will be allocated to the region which recorded the asylum claim. Officers will take into account the need to safeguard and promote the welfare of children in the UK in accordance with section 55 of the Borders, Citizenship and Immigration Act 2009. The Asylum Routing Team will inform the asylum teams of cases that have been allocated to them via the Routing Database.

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5.2 Allocating Initial Accommodation The UK Border Agency has contracts with Initial Accommodation providers in all the regional areas. In order to assess where bed spaces are available, ART will contact each provider to establish the current occupancy and number of expected departures. This figure is subtracted from the total number of bed spaces the accommodation contains to derive the number of applicants they can be allocated. For example, IA currently has 50 applicants; total number of bed spaces is 75 therefore the IA has the capacity to be allocated up to 25 applicants. Uncontrolled if printed

The ART will: Check how many bed spaces the provider in the allocated region has and reduce the number of available bed spaces accordingly. Contact the accommodation provider in order to refer an applicant for accommodation; the IA provider will allocate the accommodation to the applicant, and fax confirmation of the booking to the ART within 15 minutes. Contact/telephone the IA provider to verify the address. Check the Special Conditions on CID for any health or special needs i.e. dietary or additional information which needs to be entered onto the Service Commission Form, taking care not to breach data protection laws. Any health or special needs are also discussed with the IA Provider to ensure the accommodation is suitable. An applicant who has medical issues which suggest a need for care and attention over and above destitution; a care need, will fall into the care of Social Services, who have a duty to support applicants assessed as having a care need. Enter details of any dependants onto the Service Commission Form. Fax a completed Service Commission Form to the IA provider to inform them of the name of the applicant and the estimated time of arrival. Once the Service Commission Form has been faxed to the Initial Accommodation provider to inform them of the applicants and any dependants intended arrival, the routing process can be completed on CID. Update the Routing Database.

5.2.1 Overnight Accommodation As many applicants as possible will be moved to IA in the region where their asylum claim will be considered, on the day of claim. However, where this is not possible, arrangements may be made for the applicant to be collected from the point of claim and transported to Overnight Accommodation. This Overnight Accommodation enables all applicants to be at one point for collection to travel to their Initial Accommodation in the regional location, the following day; day 1 of the claim. The Overnight Accommodation that an applicant is transferred to will depend upon where the asylum claim is made. Applicants in the south of the UK are transported to overnight accommodation in the London area. Those in the north are transferred to Overnight Accommodation in Liverpool. The north south border is Birmingham. 5.2.2 Service Commission Form The Service Commission Form is faxed to the Initial Accommodation provider in order to inform the provider of the applicants intended arrival. Officers must enter their contact details and the applicants: Name, DOB, Nationality and Religion. 1st language and their level of English each dependant and the relationship to the main applicant, if any Uncontrolled if printed

date, time and reason of any appointments the applicant will be attending i.e. with a solicitor the date, time and location of the applicants FRE or initial standard reporting event any Special Needs or health issues the provider should be aware of (taking care not to breach data protection laws).

The Service Commission Form for Overnight Accommodation asks whether the applicant has been screened and there are two options for the length of stay for officers to choose from one night or until you are notified about their departureBack to contents

5.3 First Reporting Event (FRE) The First Reporting Event is an optional first contact point between an adult applicant and their asylum team. The FRE is compulsory for unaccompanied asylum seeking children. Where an FRE will not take place an initial standard reporting event may be set up. The first reporting event is normally booked for day 2 (48 hrs/2 working days after the claim) or day 10 for children. Weekends are not included in the count. Children and Age disputed applicants are informed of the time, date and location of the FRE in the FRE Invitation Letter, issued to them at the point of claim prior to travel. The Initial Accommodation provider will be notified of the date and time of the applicants FRE/ initial standard reporting event when the Service Commission Form which the Asylum Routing Team will fax to them is received.

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5.4 Transport The Asylum Routing Team may arrange for the applicant to be collected from the point of claim and transferred to Overnight Accommodation or directly to Initial Accommodation (IA) and arrange the transport for those placed in Overnight Accommodation to be taken to their Initial Accommodation. Transport will be arranged to take the applicant from the IA to the FRE or an initial standard reporting event in line with regional practices. Applicants residing in private accommodation will not be provided with transportation and are expected to make their own arrangements to travel to their accommodation and where necessary, to the FRE or initial standard reporting event. 5.4.1 Arranging Transport ART commission journeys from the non-detained transport provider. There may be up to 3 journeys arranged by the Asylum Routing Team, depending on the applicants circumstances, for example, the applicant may require transport from: Point of Claim Overnight Accom. Initial Accommodation FRE

Where the applicant is transported directly to their Initial Accommodation only two journeys will be requested of the Transport provider, G4S. Transport is arranged through a webbased portal provided by the transport provider. The details of each journey that the Uncontrolled if printed ntrolled

applicant will be expected to take should be entered on to the portal along with information about the person/s to be transported. In certain circumstances the journey request is emailed to the transport provider.

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6. Routing Cases on CID6.1 Initial Checks Initial checks must be carried out on CID to ensure there are no issues which may have an impact on the routing process. To do this officers will look at the CID NAM Routing Scenario, which takes you through all the screens and fields within CID which need to be checked and/or updated to carry out the routing process. 6.1.1 Special Conditions Officers will check for any health issues or special needs which the IA provider needs to be informed of where accommodation is required. Officers will also check if the applicant is age disputed or a child (and whether an age assessment has been done); if age disputed the additional information should say if the applicant should be routed in the adult process or disputed age process. Any special needs and/or health problems must be entered onto the Service Commission Form faxed to the IA provider when confirming accommodation. Care must be taken to ensure that information given to the IA provider does not breach data protection laws. 6.1.2 Case Notes and Person Notes Officers will check for information which may have an impact on the case, such as: Whether the referral sheet information is consistent with the information entered on CID Whether there are any family members not linked Any reasons the applicant will be unable to travel e.g. pregnancy Whether accommodation is required Whether the case is a TCU, OSCU, further reps or whether there may be possible prosecution action. In which event the case cannot be routed unless advised to. 6.1.3 Submitted Documents Officers will check to see what documents the applicant submitted when the claim for asylum was made, in order to establish what documents should be prepared for the applicants onward movement. If the applicant was issued an IS151A, an IS96 should be prepared. If the applicant has a valid passport and extant leave an IS248 instead of an IS96, if there has not been suspected illegal entry should be prepared.

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6.2 CID Updates When the initial checks have been completed, and if applicable the Initial Accommodation has been booked and the Service Commission Form has been faxed to the provider confirming the Initial Accommodation booking, the routing process can be entered on CID. Officers should save the changes before moving onto the next screen.

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7. Out of Hours ClaimsWhere applications for asylum are made when the Asylum Routing Team are closed, cases will still be referred, however no action will be taken by ART until the following day. In keeping with the timescales of end to end case management once the asylum claim has been registered on CID it is considered day 0. Therefore if a claim is made at 03:00hrs, the end to end process will not commence until the case has been entered onto CID.Back to contents

7.1 Routing Team Closed The Asylum Routing Team is open for new referrals between the hours of 08:00 and 19:00 Monday to Friday; 08:00 18:00 on Saturday; and 09:00 15:00 on Sunday. Where the ART is closed the case will be brought to their attention the following day, for action. The Asylum Routing Team will route as per usual practice and: fax a copy of the FRE Invitation Letter to the point of claim send a copy to the relevant Social Services childrens contact or to the applicant at his current address send guidance to the point of claim regarding where the file should be sent

Officers should issue an IS96 to the applicant. However, where the point of claim defers screening to another date the IS96 should reflect the screening date. In all cases the point of claim must fingerprint the applicant. When the applicant attends and screening is completed the applicant should receive a new IS96 reflecting the date, time and location of the FRE or standard initial reporting event where booked. This only applies to out of hours claims.

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7.2 Out of Hours Accommodation Where a claim for asylum is made and accommodation has been requested, the point of claim will telephone the transport provider and the applicant will be taken to Overnight Accommodation from a pre-determined list. Where the applicant comes to the attention of another agency, e.g. the police or hospital, and there is no record of a previous asylum claim the authority should contact an Agency designated official who will determine whether the applicant is vulnerable, i.e. has dependants, is pregnant or has medical or special needs. If they are deemed vulnerable they will be given access to Initial Accommodation overnight for the applicant to make an asylum claim the following day. For further information see the Asylum Instruction Eligibility and Assessment of Asylum Support and the Asylum Support Policy Bulletin 73: Provisions of Emergency Accommodation.


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7.3 Out of Hours Transport Officers will contact the Transport Provider directly, who will take the call details and transport the applicant to Out of Hours Accommodation, nearest to the point of claim. The Transport Provider will email the details of all the transfers of applicants carried out overnight to the ART Transport Section the following morning. ART then update the Out of Hours Log, with the following details: name of port, LEO or Police Station full address referring officer warrant number of Immigration Officer contact details time date

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8. Routing DocumentsThe Asylum Routing Team will generate the appropriate documents the applicant will need in order to be routed. Asylum routing letters are issued to the applicant, with the exception of the RT4, prior to being transferred from the point of claim. These are: IS96 or IS248 FRE Invitation Letter (ICD.3391) RT1 or RT2 RT4

The Asylum Routing Team will inform the point of claim that the documents have been completed. This will enable the officers in the ASU, LEO or port where there is access, to look at the documents on DocGen and check for any errors and highlight any amendments that may need to be made.

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8.1 IS96 In cases where an IS151A has been issued, ARIAT will generate an IS96 reflecting the date, time and location of the FRE or an initial standard reporting event. For cases involving children and age disputes an FRE Invitation letter will be issued. For out of hours cases the point of claim will issue an IS96 to the local reporting centre to where the applicant will be TAd to. The ART may, depending on timings send the FRE invitation letter to the applicant at the accommodation or the applicant will receive the new IS96 when they report to the reporting centre. An IS96 must be prepared for the main applicant and all adult dependants in all cases with the exception of Heathrow cases, where an IS96 is prepared for the main applicant and all dependants. Age disputed cases will be issued IS97M in all cases. Where a Merton Compliant Age Assessment has not been completed at the point of claim an Age Dispute Report BP7 will be completed.

8.2 IS248 An IS248 will be generated in cases where the applicant has made an in time after entry claim. An IS248 should be prepared for the main applicant and all dependants, in all cases.

8.3 FRE Invitation Letter The FRE invitation letter is always issued to children, those accepted into the age disputed process and to an adult applicant when illegal entry papers are not being served or EEA nationals. The invitation letter notifies the applicant of the date, time and place of their FRE and informs the applicant that they must arrive on time and what action the applicant should take in the event they are unable to attend the FRE.


Officers will insert the FRE details and select the corresponding location and telephone numbers from the drop down menus.

8.4 RT1 The RT1 is issued to applicants who request accommodation provided by the UK Border Agency. The letter outlines which regional location the offered accommodation is and confirms the date and time the applicant will be collected from the Overnight Accommodation and transferred to the Initial Accommodation and how much luggage they will be able to travel with. Officers will amend the letter to reflect whether the applicant is being transferred to Overnight Accommodation to await further travel to Initial Accommodation or being transferred directly to Initial Accommodation. The names, DOB and port references of each dependant, if any must be included in the letter.

8.5 RT2 The RT2 Asylum Routing letter is issued to applicants who have private accommodation. The letter confirms that the applicant did not request accommodation although, should they wish, they can later request to be accommodated. There are no travel arrangements necessary as the applicant is expected to organise their own travel arrangements. The names, DOB and port references of each dependant, if any must be included in the letter. Please note this letter should not be given to EEA nationals. 8.6 RT4 The RT4 is not issued to the applicant but it informs the point of claim what documentation has been prepared to be issued to the applicant, which region will be responsible for the case and where to send the file. The RT4 (File Cover Sheet) will be completed with the applicants HO ref, date of application, point of claim, routing officers name and date the case was routed. In the event letters are for the attention of Social Services, the ART will insert the relevant Social Services department, for example Lambeth Social Services etc.

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GlossaryTerm AIU ART ASU BO Report BP7 DEPMU DFT FRE IA IS96 IS97M Meaning Asylum Intake Unit Asylum Routing Team Asylum Screening Unit Business Objective Report Age Disputed Report Detention Escort and Population Management Unit Detained Fast Track First Reporting Event; Occasion where case owner and applicant meet for the first time. Initial Accommodation Immigration Service document that details, when, where and how frequently the applicant must report. Immigration Service document (Port) that informs the applicant that both screening and supervising officers believe the applicant to be over 18. Immigration Service document that details, when, where and how frequent the applicant must report, given to applicants with extent leave to remain or enter when they claimed asylum. Immigration Service Illegal Entrants notice to a person liable to removal Local Enforcement Office Asylum Routing Letter issued to applicants who require accommodation Asylum Routing Letter issued to applicants who do not require accommodation Routing Teams file cover minute sheet.

IS248

IS151A LEO RT1 (ICD.3070) RT2 (ICD.3072) RT4 (ICD.3074)


Document ControlChange RecordVersion 1.0 2.0 3.0 Authors M-A. M M-A.M M-A.M Date 23/04/08 21.09.09 20/10/09 Change Reference Approved Draft Review and amendments inline with changed FRE policy and Childrens Duty Amendments in line with Liverpool ASU and Further Submissions change

ReviewReviewed By Name Grant Trimmer Katy Russell Grant Trimmer Katy Russell Charlotte Baldock Grant Trimmer Date April 2008 April 2008 2009 2009 Sept 2009 Oct 2009 Position Process Manager Senior Process Manager Process Manager Senior Process Manager Senior Programme Support Officer Senior Programme Support Officer

Issue ControlApproved for Publication by Name Justin Russell Hugh Ind Date Role

April 2008 Sept 2009

Director Performance Directorate Director L&SE Region


POSTAL CLAIMSTable of Contents

1. Introduction 2. When is a postal claim valid 2.01 Historical Information 3. Asylum Applications Received by Post 3.01 Asylum Screening Unit 3.1 Correspondence Received in the Document Management Centre (DMC) 3.2 Further Correspondence Received by DMC 3.3 Correspondence Received in the Asylum Team 3.4 Correspondence Received from Detained or Imprisoned Applicants 4. Applicants Unable to Travel to the Asylum Screening Unit 4.01 Cases where Exceptional Circumstances have been mentioned 5. Where Evidence exists that a Postal Claim was made Prior to 08 February 2003 6. Glossary


1. IntroductionAny applicant present in the United Kingdom who makes an initial claim for asylum is required to attend the Asylum Screening Unit (ASU) for a screening interview before their claim is recorded and processed. This requirement became effective on 8 February 2003. In some exceptional circumstances the UK Border Agency may waive this requirement and arrange for the screening and recording of the application to occur locally to where the applicant is residing. If a failed asylum seeker who is appeal right exhausted makes any representations by post after the 13 October 2009 they should be informed that further submissions are no longer accepted by post and they must submit them in person. See the Asylum Instruction on Further Submissions. If the postal application is from a dependant of an asylum applicant/failed asylum seeker, (a swap-over case), then follow the Asylum Instruction Handling Swap Over Claims.

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2. When is a postal claim validIn order for a postal claim to be valid it must have been received on or before 8 February 2003. A valid postal claim for asylum received on or before 8 February 2003, or with a post mark date from Royal Mail of 7 February 2003 or before, should be treated in accordance with previous guidance. Where the date of the postal claim precedes 8 February 2003 but was not postmarked by Royal Mail until on or after 8 February 2003, the new procedures should be followed. 2.01 Historical Information All postal claims from any area were accepted prior to the 31st July 2000. Thereafter until 8 February 2003 only postal applications received from outside the London Boroughs were accepted. From that date no applications were accepted by post.Back to contents


3. Asylum Applications Received by PostSince 08 February 2003 asylum applications have not been accepted by post and all individuals wishing to make an asylum claim have been required to attend for a screening interview before their claim is recorded and processed. On 01 December 2007 the Immigration Rules changed. From this date claims for international protection should be construed to be an asylum application and the applicant required to attend the Asylum Screening Unit for a screening interview before the claim is recorded and processed. Where a stand alone article 3 protection related claim was received by post before 01 December 2007, the applicant should be invited to attend the Asylum Screening Unit for their application to be recorded and processed as an asylum claim. Written correspondence received by the UK Border Agency from an individual wishing to claim asylum or who requests international protection should not be accepted and recorded as an asylum claim on CID and will not be counted for statistical purposes. The original correspondence with any supporting documents should be returned to the would-be applicant accompanied by a Rejection of Postal Claim letter (ASL.1036) to refuse the postal application. The applicant should be instructed to attend the Asylum Screening Unit (ASU) to lodge an application.

3.01 Asylum Screening Unit A claim for asylum should be made at the screening unit where the claim can be registered and processed. The Asylum Screening Unit is located at: Lunar House 40 Wellesley Road Croydon CR9 2BY Also see the Asylum Instruction Registering an Asylum Application in the United Kingdom where information on booking an appointment in advance can be found. Any general enquiries should be made to the Immigration Enquiry Bureau (IEB) on 0870 606 7766.

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3.1 Correspondence Received in the Document Management Centre (DMC) Postal claims received in the Document Management Centre should be returned to the sender, along with any accompanying documents and an ASL.1036 Rejection of Postal Claim letter. At this stage, details of the correspondence or the applicant should not be recorded on CID and a Home Office asylum file should not be raised. The DMC will not keep copies of correspondence received.Back to contents


3.2 Further Correspondence Received by DMC If a response to the rejection letter is received describing circumstances, why a would be applicant is unable to attend the ASU, the correspondence should be forwarded to the Regional Asylum Team (Team 1) nearest to where the applicant resides. This should then be passed according to local practice to the nominated team. The case owner assigned the representations should then decide if the circumstances are exceptional. For further information on exceptional circumstances see Applicants unable to travel to the Asylum Screening Unit. If the Asylum Team considers that the circumstances are not exceptional, the correspondence along with any supporting documents should be returned to the sender by the Asylum Team, with an ASL.1036 Rejection of Postal Claim letter, advising the applicant to attend the Asylum Screening Unit to register their claim.Back to contents

3.3 Correspondence Received in the Asylum Team In the event that correspondence is received by an asylum team, indicating an applicant wishes to make an asylum claim, the correspondence along with any supporting documents should be returned to the sender by the asylum team, with an ASL.1036 Rejection of Postal Claim letter. Where the correspondence indicates circumstances which prohibit a would be applicant from attending the Asylum Screening Unit in person to make a claim, the Asylum Team should request evidence (if this has not been provided). On receipt of the evidence, the Asylum Team should decide if the circumstances are exceptional, then liaise with the Local Enforcement Office (LEO) to make alternative screening arrangements. For further information see Applicants Unable to Travel to the Asylum Screening Unit.

3.4 Correspondence Received from Detained or Imprisoned Applicants Any postal asylum applications received from individuals who are detained or imprisoned should be sent to the Criminal Casework Directorate (CCD) for further action. At this stage, a Home Office asylum file should not be raised. The Criminal Casework Directorate (CCD) will in some circumstances accept a postal application from prisoners. A postal application accepted by CCD will be recorded on CID.

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4. Applicants Unable to Travel to the Asylum Screening UnitIn some exceptional circumstances it may be possible for an applicant who is unable to travel to the Asylum Screening Unit to have their claim registered and processed at a local enforcement unit, with the agreement of the Local Enforcement Office (LEO). Examples of an exceptional circumstance could be where an applicant or one of their dependants has a disability or a serious illness or is otherwise physically incapable of travelling to the ASU in Croydon. 4.01 Cases where Exceptional Circumstances have been mentioned Correspondence detailing serious or exceptional circumstances stating that an applicant has a disability or where other exceptional circumstances prevail, for example a severe illness, which prevents the individual from making a claim in person and where satisfactory evidence is provided, should be forwarded to Asylum Team 1 in the region the applicant resides in. The representations will be assigned to a case owner who will decide if exceptional circumstances apply and if so will liaise with the LEO and offer an alternative screening arrangement or location to the individual. Alternative screening may involve a visit to the applicants home or hospital to record the asylum claim. It should be noted that having insufficient funds or inconvenience is not an acceptable reason for a person not being able to make a claim in person. It should also be noted that an asylum file should not be raised and the claim should not be recorded on CID until the individual is screened. Once the applicant has been screened, the claim should be recorded on CID. The Asylum Team should keep records of the number of exceptional circumstances cases that have been accepted.

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5. Where Evidence exists that a Postal Claim was made Prior to 08 February 2003If the applicant submits a copy of a postal claim and provides satisfactory recorded or registered delivery details, or an officer becomes aware of a letter or correspondence attached to a family member or associated persons file that has not been responded to dated prior to 8 February 2003 and it is considered that the postal application is valid then the Asylum Register of the NAM+ Programme should be contacted for further advice.

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6. GlossaryTerm ASL.1036 ASU CID CCD CRD DMC FCU LEO Meaning Letter to be sent to applicant to applicant to refuse a postal application Asylum Screening Unit Case Information Database Criminal Casework Directorate Case Resolution Directorate Document Management Centre File Creation Unit Local Enforcement Offices


Document ControlChange RecordVersion 1.0 2.0 3.0 4.0 5.0 Authors Unknown Unknown M-A. M G Trimmer M-A.M Date 08/02/03 00/01/05 Feb 2008 30/10/08 09/10/09 Change Reference

Amendments to process Update branding and hyperlink change Amendments following ASU Liverpool re-designation


FIRST REPORTING EVENT (FRE)Table of Contents

1. Introduction 1.1 First Reporting Event - Adults 1.2 First Reporting Event Unaccompanied Children 1.2.1 Application of this Instruction in Respect of Children and those with Children 2. FRE Not Taking Place Required Actions 3. FRE Taking Place Required Actions 3.1 Before the FRE 3.2 During the FRE 3.3 FREs for Unaccompanied Children over the Telephone 3.4 After the FRE 4. Legal Representatives 5. Glossary


1. Introduction1.1 First Reporting Event - Adults The First Reporting Event (FRE) is an optional first contact point between an adult asylum applicant and a member of their appointed regional asylum team. It provides an opportunity for the applicant to be provided with documentation and information in person. Regional asylum teams can choose not to conduct an FRE with an adult applicant. However, they will need to ensure that the applicant still receives all the required documentation and information (see chapter 2. FRE Not Taking Place - Required Actions). Alternatively they could choose to conduct an FRE over the telephone and then send out all the required documentation and information.Back to contents

1.2 First Reporting Event Unaccompanied Children An FRE must be completed for all unaccompanied children who register an asylum application. This should always be a face to face meeting unless the child is in the care of Social Services where it can be agreed between the case-owner and social worker to conduct the FRE by telephone. For further guidance see 3.3 FREs for Unaccompanied Children over the Telephone). Case owners who consider unaccompanied child asylum applications should read this instruction in conjunction with the chapter First Reporting Event (FRE) within the Processing Asylum Applications from Children instruction. 1.2.1 Application of this Instruction in Respect of Children and those with Children Section 55 of the Borders, Citizenship and Immigration Act 2009 requires the UK Border Agency to carry out its existing functions in a way that takes into account the need to safeguard and promote the welfare of children in the UK. It does not impose any new functions, or override existing functions. Officers must not apply the actions set out in this instruction either to children or to those with children without having due regard to Section 55. The UK Border Agency instruction Arrangements to Safeguard and Promote Childrens Welfare in the United Kingdom Border Agency sets out the key principles to take into account in all Agency activities. Our statutory duty to children includes the need to demonstrate:


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2. FRE Not Taking Place Required ActionsIf a decision is made for an FRE to not go ahead, the applicant must still be issued with all the information they would have received if they had attended the FRE. Furthermore, it must be ensured that information is delivered directly to the applicant and/or their representative and not to any Non-Governmental Organisations (NGOs) for them to hand out to the applicant (e.g. Refugee Council). The case owner allocated the case, must ensure that the applicant receives the following: Invitation to substantive interview letter (ASL.0062); Covering letter to the applicants representative (ASL.0063) if applicable; Point of claim information leaflets (if these were not previously issued by the Asylum Screening Units (ASUs) (the leaflets can be printed out from here); Pink IS.96 or IS.248, ensuring the applicants reporting regime is appropriate and setting out their residency requirements; Letter of appointment to an allocated representative, a list of representatives or phone number for Community Legal Service Direct (depending on region and if accommodated by the UK Border Agency); Dependant letter (ASL.1959) if applicable and required; Refugee Council letter; RepARC information sheet.

It must be ensured that the case owners details have been included on all relevant documents. Once these documents have been issued to the applicant, the Case Information Database (CID) must be updated to confirm this.Back to contents


3. FRE Taking Place Required Actions3.1 Before the FRE The date of the FRE should be checked and it must be ensured that an interview room and where required, an interpreter, is booked. CID and/or the screening interview record should also be checked for the applicants language/dialect and to ensure that there has not been a specific gender request. It must also be checked that all the applicants details are correct on CID. The following documents which will need to be given to the applicant must then be prepared: Invitation to substantive interview letter (ASL.0062); Covering letter to the applicants representative (ASL.0063) if applicable; Letter of appointment to see allocated representative, the list of representatives or phone number for Community Legal Service Direct (depending on region and if accommodated by Asylum Support); Dependant letter (ASL.1959) if applicable and documenting the dependants; Point of claim information leaflets (if these were not previously issued by the Asylum Screening Units (ASUs) (the leaflet can be printed out from here); Refugee Council letter; RepARC information sheet.

It must be ensured that the case owners details have been included on all relevant documents.Back to contents

3.2 During the FRE The applicant will arrive at the Reporting Centre and present themselves at the desk. The Reporting Centre officer will check CID to see if the applicant is due to attend an FRE, they will then ask the applicant to take a seat and wait for a member of the regional asylum team to arrive. Once a member of the regional asylum team arrives in the reporting centre they will call the applicant and escort them to an interview room. During the FRE they should introduce their self and provide the applicant with the contact details of the case owner (if the case owner is not conducting the FRE). The member of the regional asylum team should check that the applicant can understand them and where an interpreter is used that they are able to understand the interpreter. If the applicant is unable to understand, an alternative interpreter should be used.


The member of the regional asylum team should explain the role of the interpreter and inform the applicant that they can, if they wish to do so, request a gender specific interpreter for the substantive asylum interview. The following actions must then be completed: Confirm and obtain the applicants contact details; Explain the dispersal procedure if the applicant is in Initial Accommodation; Check if the applicant requires legal representation; Check if the applicant requires assistance with travel expenses. Further information on travel expenses can be found in the instruction Arrangements for Travel Tickets; Explain the role of the case owner, i.e. that they have responsibility for the case until completion, the asylum process and timings (asylum interviews, decision service, appeals, electronic monitoring if applicable, assisted voluntary return and integration); Inform the applicant of the restrictions that they must comply with i.e. work, travel and residence; Explain the invitation to interview letter (ASL.0062), stating the date, time and location of the interview. Explaining what will happen during the interview (NINO & Redocumentation I/Vs). It must be stressed to the applicant the importance of attending their asylum interview. Where an applicant fails