UNHCR

HANDBOOK FOR
REGISTRATION

Procedures and Standards for

Registration, Population Data
Management and Documentation

Provisional Release
(September 2003)
 UNHCR
HANDBOOK FOR
REGISTRATION

Procedures and Standards for

Registration, Population Data
Management and Documentation

Provisional Release
(September 2003)
This UNHCR Handbook for Registration was prepared by Project Profile
and the Population and Geographic Data Section of the
Division of Operational Support in close co-operation with the
Department of International Protection, UNHCR.

Photo Credits: All photos UNHCR / PGDS and Profile staff

Except: Page 54 UNHCR / R. Chalasani
Page 57 UNHCR / N. Behring
Page 58 UNHCR / B. Press
Page 126 UNHCR / P. Smith
Page 142 UNHCR / [Link]
HANDBOOK FOR REGISTRATION
Foreword

— Foreword —

Registration of refugees and asylum-seekers is, first and foremost, a key protection tool. It can help
to protect refugees from refoulement and forcible recruitment. It can ensure access to basic rights
and family reunification, help to identify persons in need of special assistance, and provide
information crucial to finding appropriate durable solutions. Registration is also a primary source
of information about persons of concern to UNHCR: who and where they are, their problems,
needs and strengths.

UNHCR has been registering refugees and asylum-seekers since it began its work more than 50
years ago. The problem has been that registration efforts have often fallen short of their goals of
making available the comprehensive information about persons of concern needed to guarantee
their protection. There have also been difficulties in ensuring the integrity of that information.
Registration activities have been hampered by prevailing dangerous conditions and limited
resources. During large-scale population movements, understaffing and fluid environments have
proved major obstacles to registration—and therefore to protection of persons deserving of
international protection. Pressure to improve registration possibilities has come from many
different sources in recent years. Female refugees have urged us to ensure that identity documents
are issued to every individual. Our donors demand credible and reliable registration data from us
on which they can base their funding decisions.

In 2001, UNHCR’s Executive Committee adopted Conclusion No. 91, which confirmed the
fundamental principles on which all registration activities should be based. Translating that policy
into practice, the Department of International Protection and the Division of Operational Support
developed a “unified approach” to registration: a system for registering refugees and asylum-
seekers and for maintaining and updating relevant information about populations of concern that
can be adapted for use in virtually any setting.

In this Handbook, the Organization’s staff and its government and non-governmental partners can
find detailed and accessible information on how to set up registration activities, what data should
be collected, and how to manage and protect the information gathered. We commend it as a
valuable resource and an important tool of protection.

Erika Feller Marjon Kamara

Director Director
Department of International Protection Division of Operational Support

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HANDBOOK FOR REGISTRATION
Table of Contents

— Table of Contents —

INTRODUCTION..................................................................................................................... 1

PART ONE: PRINCIPLES AND STANDARDS................................................................. 5

1. The Basics ....................................................................................................................... 5

1.1 Definition of registration................................................................................................. 6
1.2 Registration and refugee protection................................................................................. 6
1.3 Executive Committee conclusions................................................................................... 7
1.4 Relevant international instruments for registration and documentation......................... 8
1.5 Registration and protection of refugee children.............................................................. 9
1.6 Unaccompanied and separated children.......................................................................... 10
1.7 Registration and protection of refugee women............................................................... 12
1.8 Confidentiality and sharing identity information............................................................ 14

2. The Unified Approach................................................................................................... 17

3. Operational Standards for Registration and Documentation ................................... 21

3.1 How to use the standards................................................................................................. 21
3.2 Table of standards............................................................................................................ 22

4. Overview of the Generic Process.................................................................................. 29

4.1 Preparation for registration.............................................................................................. 30
4.2 Initial registration............................................................................................................. 33
4.3 Registration interview...................................................................................................... 35
4.4 Verification and deregistration......................................................................................... 37
4.5 Population data management........................................................................................... 38

5. Standard Data Set and Registration Levels ................................................................ 41

5.1 Standard levels of registration – processes and data..................................................... 41
5.2 Basic bio-data and core registration data ........................................................................ 46
5.3 Improving registration and related activities................................................................... 48
5.4 Families, households and cases....................................................................................... 50
5.5 Registration in context..................................................................................................... 53

6. Registration of Birth, Death and Marriage ................................................................ 61

6.1 Birth registration.............................................................................................................. 62

7. Management of Registration Activities ....................................................................... 65

7.1 Responsibilities of managers for registration.................................................................. 65

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7.2 Managing registration in an RSD context..................................................................... 67

7.3 Managing assets and materials...................................................................................... 68
7.4 Advice and support........................................................................................................ 68
7.5 Managing corruption and fraud..................................................................................... 69
7.6 Monitoring and reporting on registration activities....................................................... 71

PART TWO: HOW TO REGISTER, MANAGE POPULATION DATA,

AND ISSUE DOCUMENTATION....................................................................................... 73

INTRODUCTION ................................................................................................................... 73

PREPARATION FOR REGISTRATION................................................................................ 75

8. Assess Current Situation............................................................................................. 77

8.1 Assess current registration system................................................................................. 77
8.2 Assess operational objectives and environment............................................................ 79
8.3 Variations....................................................................................................................... 80

9. Consult with Population of Concern ......................................................................... 85

9.1 Engage persons of concern............................................................................................ 86
9.2 Work with the local community.................................................................................... 87
9.3 Variations....................................................................................................................... 87

10. Determine Registration Strategy................................................................................ 89

10.1 Determine registration objectives.................................................................................. 90
10.2 Decide on data to be collected and verified.................................................................. 92
10.3 Determine stakeholders and their roles ......................................................................... 93
10.4 Determine opportunities and constraints....................................................................... 97
10.5 Choose methodology and tools (including registration forms)..................................... 100
10.6 Determine resource and infrastructure needs................................................................ 103
10.7 Variations....................................................................................................................... 106

11. Estimate Size and Composition of Population of Concern ..................................... 107

11.1 Estimate population demographics................................................................................ 107
11.2 Use of surveys to supplement registration .................................................................... 110

12. Prepare and Maintain Registration Infrastructure and Capacity .......................... 113
12.1 Prepare operational framework...................................................................................... 113
12.2 Establish standard operating procedures ....................................................................... 114
12.3 Standardize locations, names, and other categories ...................................................... 115
12.4 Procure equipment and materials .................................................................................. 118
12.5 Hire and train partners and staff .................................................................................... 120

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12.6 Set up registration locations .......................................................................................... 122

12.7 Establish security and evacuation plans........................................................................ 127
12.8 Test the methodology..................................................................................................... 129

INITIAL REGISTRATION..................................................................................................... 130

13. Contact and Inform Population about Registration ................................................ 131

13.1 Inform the refugees........................................................................................................ 131
13.2 Disseminate information................................................................................................ 133
13.3 Establish complaint procedures..................................................................................... 135

14. Reception and Fixing of Persons of Concern............................................................ 137

14.1 Fix persons of concern................................................................................................... 137
14.2 Identify and refer persons with special needs ............................................................... 142
14.3 Determine if a person needs to be registered................................................................ 143
14.4 Provide each person with a unique identifier................................................................ 144
14.5 Schedule registration interview..................................................................................... 145

15. Initiate Data Collection ............................................................................................... 147

15.1 Retrieve existing information........................................................................................ 147
15.2 “Pre-populate” registration forms.................................................................................. 148
15.3 Gather additional data.................................................................................................... 148
15.4 Variations....................................................................................................................... 149

REGISTRATION INTERVIEW.............................................................................................. 150

16. Photograph Persons of Concern................................................................................. 151

16.1 Take photographs........................................................................................................... 152
16.2 Variations....................................................................................................................... 154

17. Interview Persons of Concern .................................................................................... 155

17.1 Use standard registration forms..................................................................................... 156
17.2 Determine family and household relationships............................................................. 157
17.3 Register unaccompanied and separated children........................................................... 162
17.4 Interview each individual .............................................................................................. 163

18. Accept and Validate the Quality of Registration Data............................................. 171

18.1 Complete registration form............................................................................................ 171
18.2 Assess quality of registration data................................................................................. 173
18.3 Accept or qualify registration data................................................................................ 173

19. Provide Appropriate Documentation......................................................................... 175

19.1 Identity documents......................................................................................................... 175
19.2 Entitlement cards and documents (ration cards) ........................................................... 178

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19.3 Manage expiration and renewal of documents.............................................................. 179

19.4 Variations....................................................................................................................... 180

VERIFICATION AND DEREGISTRATION PROCESS....................................................... 185

20. Apply Verification Techniques.................................................................................... 187

20.1 Choose verification techniques...................................................................................... 187

21. Deregister Households and Individuals ..................................................................... 193

21.1 Generic deregistration procedures................................................................................. 195
21.2 Deregister due to rejection of asylum claim ................................................................. 196
21.3 Deregister due to cessation of refugee status................................................................ 196
21.4 Deregister due to cancellation of refugee status ........................................................... 201
21.5 Deregister due to revocation of refugee status.............................................................. 202
21.6 Deregister due to death.................................................................................................. 202
21.7 Transfer registration due to resettlement, evacuation or secondary movements .......... 203
21.8 Recall entitlement documents........................................................................................ 204
21.9 Recall identity documents ............................................................................................. 204

POPULATION DATA MANAGEMENT ............................................................................... 205

22. Plan Data Management Scheme................................................................................. 207

22.1 Analyze data flows ........................................................................................................ 207
22.2 Select data management tools ....................................................................................... 208

23. Enter and File Records................................................................................................ 209

23.1 Plan data entry............................................................................................................... 209
23.2 Enter new records.......................................................................................................... 210
23.3 File records .................................................................................................................... 211

24. Update Individual and Group Data ........................................................................... 213

24.1 Update existing registration data................................................................................... 213
24.2 Delete an existing record............................................................................................... 214
24.3 Back up data .................................................................................................................. 214
24.4 Consolidate data............................................................................................................. 214
24.5 Keep records secure....................................................................................................... 215

25. Prepare Reports ........................................................................................................... 217

25.1 Prepare standard statistical reports................................................................................ 217
25.2 Prepare operational reports............................................................................................ 218

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HANDBOOK FOR REGISTRATION
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TABLES

Table 1: Table of Operational Standards for Registration, Documentation,

and Population Data Management....................................................................... 22
Table 2: Levels of Registration.......................................................................................... 42
Table 3: Measures to improve registration, documentation, and population
data management ................................................................................................. 49
Table 4: Sources of operational goals, objectives and outputs related to registration ...... 80
Table 5: Activities of UNHCR in Registration.................................................................. 94
Table 6: Factors Influencing Registration Strategy........................................................... 98
Table 7: Resources needed for each step of registration process...................................... 104
Table 8: Handling incomplete family or households......................................................... 159
Table 9: Relationships – Standard UNHCR categories................................................... 161
Table 10: Martial Status – Standard UNHCR categories .................................................. 166
Table 11: Educational Level – Standard UNHCR categories............................................ 167
Table 12: Special Protection and Assistance Needs – Standard UNHCR categories........ 169
Table 13: Standard Data for Identity Documentation.......................................................... 177

ANNEXES

Annex 1: Relevant Legal Instruments

Annex 2: Assessment Matrix for Using Standards
Annex 3: Checklist for Preparing a Registration Strategy
Annex 4: Sample Objectives, Outputs, and Indicators for Registration Activities
Annex 5: Sample Registration Strategy and Budget
Annex 6: Standard UNHCR Registration Forms
Annex 7: Standard UNHCR Categories and Codes for Registration Information
Annex 8: Standard UNHCR Data Set for Registration
Annex 9: Sample Protocol between Government and UNHCR for Registration Activities
Annex 10: Sample Standard Operating Procedures for Reception and Registration
Annex 11: Sample Announcements for Registration Activities
Annex 12: Sample Referral Form for Special Protection and Assistance Needs
Annex 13: Standard Identity Documents (Cards and Letters)
Annex 14: Standard Entitlement Documents
Annex 15: Standard Registration Materials
Annex 16: Formats for Annual and Quarterly Statistical Reports

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HANDBOOK FOR REGISTRATION
Introduction

— Introduction —

The United Nations High Commissioner for Refugees (UNHCR) has been registering the persons
under its mandate since its inception in 1951. Gathering reliable data on populations of concern to
the Office has been approached in a variety of ways through the years, often depending on the
prevailing conditions, resources and ultimate use of the information collected. Although some
registration policies, standards, procedures and systems have shared common elements, there has
not been a comprehensive and unified approach to registration, documentation and data
management in refugee situations – until now.

Purpose and scope

Registration is an essential tool for protection, for the management of operations, and for the
achievement of durable solutions. This Handbook presents UNHCR’s core methodology for
refugee registration. The system is applicable to asylum-seekers, refugees and other persons of
concern to the Office and can be used in the diverse environments in which UNHCR operates:

● emergencies and mass movements;

● urban areas, where refugee status determination (RSD) may be the norm;
● camps for new populations and stable camp situations; and
● when implementing durable solutions, including voluntary repatriation, local integration and
resettlement.

This unified approach to registration is based on several key policy decisions:

● UNHCR’s registration system and processes will adhere to the minimum registration standards
enumerated by UNHCR’s Executive Committee (ExCom) in its Conclusion No. 91 of October
2001;1
● basic registration, meeting minimum standards, will be undertaken in the same way for asylum-
seekers and refugees everywhere, and these approaches should also govern the registration of
other persons of concern, such as internally displaced persons and stateless persons;
● an individual record, consisting of a prescribed minimum amount of core bio-data, will be
established for each person of concern, from arrival through to solution; and
● minor variations are possible in registration procedures and in the information collected,
depending on the operational context or the focus population.

1
See Annex 1(a) for full text, and Section 1.3 – Executive committee conclusions – for more information.

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HANDBOOK FOR REGISTRATION
Introduction

Target audience

The Handbook is intended for use by UNHCR managers and their international and national staff
involved in registration, and by government and non-governmental partners whose responsibilities
include registration and documentation of asylum-seekers, refugees and other persons of concern,
such as internally displaced persons.

Some registration practitioners may find that the registration system in use in their area of
responsibility already corresponds to the standards set out in this Handbook. Others will identify
gaps and can use the Handbook to find the most effective methods and tools to attain the desired
minimum standards in registration and population data management.

Structure of the Handbook

The Handbook is divided into two parts:

Part I – Chapter 1 through Chapter 7 – contains fundamental concepts of registration and

population data management, including:

● basic definitions and policy considerations for registration;

● operational standards for registration and related activities;
● overview of the standard process for registration and population data management; and
● levels of registration and standards for information in different circumstances.

Part II – Chapter 8 through Chapter 25 – contains specific “how-to” guidance for registration
and related activities in different situations, including mass influxes, camp situations, urban
contexts and durable solutions. It is organized according to the generic process described in
Chapter 4 – Generic Process, and is designed to lead managers and other registration practitioners
through all stages of registration, documentation, and population data management.

The Annexes at the end of the Handbook provide examples of the concrete tools needed to conduct
registration activities and facilitate population data management. Included are the standard forms,
categories and codes to be used in registration, standard registration forms, standard objectives and
indicators for registration and related activities, and examples of the standard documentation to be
provided to refugees and others of concern.

The Handbook is one of the main instruments of UNHCR’s effort to standardize registration,
population data management and documentation. Managers who find that their needs cannot be
met by the standard procedures and tools it contains should contact the Population and Geographic
Data Section (DOS) or the Desk to determine the appropriate course to take.

This provisional release of the Handbook does not provide definitive answers to all
questions regarding registration. Some practices and techniques described in the following

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Introduction

chapters will be more fully tested and then modified or re-formulated in future to improve their
effectiveness.

Registration practitioners should regard this Handbook as work-in-progress that will be updated
to reflect developments in the area of registration strategy design, methodologies, techniques
and tools.

A final edition of the Handbook for Registration will be issued in the summer of 2004.

Recommendations for use

of this Handbook:

● Understand the principles and standards for

refugee registration (Part I) for an overview of
registration needed to set objectives, monitor
activities, and supervise registration practitionners.

● Refer to Part II – the “how-to section” – for

detailed guidance and instruction on how to
undertake registration, documentation and
population-data management activities.

● Use the generic process (Chapter 4) to navigate

your way through Part II of the Handbook.

● Use the measures in Section 5.3 to improve your

registration, documentation and population data
management activities.

● Share your plans for registration with managers

and experienced staff in your operation. Consult
with the relevant units at Headquarters to clarify
the use of the tools and techniques described in this
Handbook.

● Ask for support (expert staff, coaching, training, or

materials) as you need it.

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HANDBOOK FOR REGISTRATION Chapter 1
Part 1: Principles and Standards The Basics

Part One:
— Principles and Standards —

1. The Basics

Asylum-seekers and refugees have participated in registration processes even before UNHCR was
founded. Until the late 1970s, those systems kept pace, to a greater or lesser degree, with the
evolution of refugee situations. In Southeast Asia, for example, registration of Vietnamese boat
people and Cambodians living in holding centers was, on the whole, comprehensive and effective.

During the 1980s, however, registration became more difficult in some of the larger refugee
operations, notably in Pakistan, Iran, Ethiopia, Sudan and Somalia. During these operations, the
purposes and benefits of “enumeration” were understood differently by the various governments
and refugee populations involved. As a result, registration was inconsistent, at best. With no
reliable information about the refugee population, local residents became mixed in with the
refugees and ration-distribution systems became unmanageable.

A package of guidelines and registration tools issued by UNHCR in 1994, titled “Registration: A
Practical Guide for Field Staff”, drew on further experiences in Ethiopia, Kenya, Somalia, Guinea
and Cote d’Ivoire. In 2001, the Executive Committee of UNHCR issued its first conclusion
dedicated to registration, reiterating the importance of registration as a tool for protection and,
under a programme entitled “Project Profile”, standards and tools for registration were to be
incorporated into a comprehensive system.

This Handbook takes the evolution of registration a step further than the 1994 guide: it offers a
core methodology applicable in most of the situations in which UNHCR assists refugees and other
persons of concern. In place of large scale head-counts for enumeration purposes, it describes how
to achieve a continuous process in which the individual record of a manageable number of people
is updated and improved on a regular basis. In places where different approaches to registration are
adopted for camp and urban situations, it describes a common set of standards and data which
varies only in its level of detail from one scenario to another. In place of static population
information, this Handbook describes how to achieve a living profile of the population that remains
an effective tool for protection and in the search for durable solutions. This unified approach to
registration will help ensure that refugees are better protected and that appropriate durable solutions
are found.

Registration of refugees and asylum-seekers remains the responsibility of States. UNHCR

assumes an operational role for registration only if needed. In all such cases, this role should be
assumed jointly with the authorities of the host country, and/or the capacity of the host country
should be developed to enable it to take on this responsibility at a later stage.

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Part 1: Principles and Standards The Basics

1.1 Definition of registration

For the purposes of this Handbook, registration is defined as follows:

Refugee registration is the recording, verifying, and updating of

information on persons of concern to UNHCR with the aim of
protecting and documenting them and of implementing durable
solutions.

While this Handbook uses the term ”refugees” on some occasions, all persons of concern to
UNHCR are covered by the standards and procedures detailed in the Handbook unless indicated
otherwise. This includes asylum-seekers, returning refugees, resettled refugees, stateless and
internally displaced persons who are of concern to the High Commissioner.

1.2 Registration and refugee protection

Registration is a fundamental component of international protection and it is the right of persons

who may be of concern to UNHCR to be registered. Registration recognizes an individual to be
someone of concern, or potentially of concern, to the High Commissioner and their continued need
for protection. It is a first step in formalizing the protection relationship between the government
and/or UNHCR and the refugee by allowing the refugee or asylum-seeker to avail themselves of
the protection and assistance they need and permitting the government and UNHCR to provide
protection and assistance.

➢ At all times, registration should be undertaken with full respect for the confidential nature of
the relationship between the protecting agent – government or UNHCR – and the person
concerned.

Registration helps protect against refoulement, arbitrary arrest and detention by making people
known to UNHCR and the host government as persons of concern. It helps individuals, families
and other groups of refugees get basic access to the rights, services, and assistance they need.
Accurately registering children helps to prevent military recruitment and to ensure family
unity, and, in the case of separated children, to reunite families. Registration also helps to ensure
that decisions about durable solutions are voluntary by recording an individual’s agreement to a
particular solution. Accurate registration is also essential for identifying cases for which
resettlement and local integration are the most appropriate solutions.

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Registration can foster freedom of movement and minimize dependence. Registration should not
mean that persons are confined to the place in which they registered. Nomads, for example, should
not be forced to stay where they are registered or they will lose their livelihoods.

Registration is crucial for identifying those who are at risk and those who have special needs.
These people are often the least likely to come forward and make their needs known.
While UNHCR has clear guidelines on protecting refugee women and children, they cannot be
fully implemented unless the groups covered by the guidelines are identified.

Reliable population information is needed at an early stage, regardless of the length of time people
will remain in a country of asylum, in order to identify and implement appropriate durable
solutions. Lack of information or collection of information for too narrow a purpose or too
short a planning horizon can hinder future decision-making and slow the search for durable
solutions.

The number of people requiring protection and assistance determines the amount of food, water
and non-food items needed and the extent of shelter, health and sanitation facilities that should be
made available. Planning figures must both closely reflect the true size of the population and be
sensitive to changing circumstances. Donors increasingly call on UNHCR to justify its fund raising
requests with details about the people involved. The information UNHCR provides to donors
should include both an overview of the affected population and details of groups of particular
concern within the population.

Information on where people come from helps to prepare voluntary repatriation programmes
and to assess whether an area can absorb large numbers of returnees. Registration in countries of
asylum can help to rebuild national civil registries in the event of return when the data can be made
available to local and central authorities in the country of origin.

Deregistration ensures that registers are updated with information about progress towards the
achievement of solutions, as well as the current status of persons of concern to UNHCR.

1.3 Executive Committee conclusions

In October 2001, UNHCR’s Executive Committee issued Conclusion No. 91(LII) on refugee
registration (see Annex 1(a) for the full text of the Conclusion). The Conclusion reaffirms the
importance of registration as a protection tool and sets certain basic guidelines for all registration
processes:

● Registration should be a continuing process that records essential information both at the time
of initial displacement and changes in the refugee population, such as births, deaths, new
arrivals, and departures occur.
● Registration processes should adhere to the fundamental principles of confidentiality.
● Registration should be easily accessible and take place in a safe and secure location.

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● Registration should be conducted in a non-threatening and impartial manner, with respect for
the safety and dignity of refugees.
● Personnel conducting the registration should be adequately trained and registration teams
should include an adequate number of female staff.
● Whenever possible, refugees should be registered individually and the following information
should be recorded: identity document and number, photograph, name, sex, date of birth
(or age), marital status, special protection and assistance needs, level of education, occupation
(skills), household (family) size and composition, date of arrival, current location and place of
origin.

ExCom Conclusion No. 91 is important in that it represents an agreement between UNHCR and
governments on how to conduct registration activities and the operational standards that apply.
ExCom members expect UNHCR to make every effort to follow the standards and to monitor their
implementation by States.

Other conclusions of the Executive Committee are pertinent to registration and documentation,
covering issues such as documentation for all persons of concern including women, and the role of
registration as a tool of protection. A list of the important conclusions and the paragraphs relevant
to registration appear in Annex 1(b).

1.4 Relevant international instruments for registration and documentation

Requirements and standards for refugee registration are defined, albeit not uniformly, in numerous
international and regional instruments, such as the 1951 Refugee Convention, UNHCR’s Statute,
the 1969 OAU Convention, the 1984 Cartagena Declaration, and UNHCR’s Agenda for Protection,
among others.

The 1951 Convention stipulates that contracting states will provide the High Commissioner with
information and statistical data on the condition of refugees (Article 35), will provide refugees with
identity papers and travel documents when refugees do not have any of their own (Articles 27 and
28), and will ensure the issuance of documents and certificates as would normally be issued to
aliens on their territory (Article 25).

The Agenda for Protection, adopted at the 53rd Session of the Executive Committee in June 2002,
makes specific reference to enhancing the registration and documentation of refugees and asylum-
seekers under Goal 1, Objective 11. See Annex 1(b) for relevant text.

The table in Annex 1(b) provides a brief overview of the relevant articles and provisions related
to registration and documentation in the international instruments and other legal texts
concerning refugees and displaced persons. For the actual text, please refer to the instruments
themselves.

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1.5 Registration and protection of refugee children

The needs and rights of refugee children, including adolescents, are often overlooked in policy-
making and operations, although their needs, and their legal and social status, can be significantly
different from those of adults. Refugee boys and girls are first and foremost children. Their need
and right to a family, to education, and to protection against exploitation, abuse, and violence
require special attention.2

Refugee children are those persons who are refugees or others of concern under the
age of 18.

The registration of refugee boys and girls is an important step in ensuring their protection. More
than with any other group, the protection of children can be linked to their registration.
Unregistered children are often “invisible” to UNHCR, operational partners, the host government
and the international community, making it difficult if not impossible to provide them international
protection.

Specific risks faced by unregistered boys and girls in refugee or refugee-like situations include
military recruitment, sexual exploitation, abuse and violence, early and forced marriage, slavery,
trafficking, permanent separation from families, and unauthorized and illicit adoption.

The registration of children should always be a

priority when registering persons of concern to
UNHCR. At each stage of an operation –
emergency through reintegration– registering
children helps UNHCR better meet its goals and
objectives. When planning registration, staff should
examine the context in which they are working to
understand what difficulties may arise in ensuring
that all children are registered.

Refugee girls, whether young children or

adolescents, are particularly at risk of being
excluded from or abused during the registration
process. Parents or caretakers may not want to
register girls to avoid interference when marrying
them for dowries at a young age. They may not want
Registration of children should
always be a priority.

2
Progress Report on Refugee Children and Adolescents, including UNHCR’s Strategy for Follow-Up to the Report on the Impact of Armed
Conflict on Children (EC/47/SC/CRP.19 – 2001 October).

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to declare separated girls living with them and who are working as unpaid servants. Registration
may be organized so that it is impossible for parents to bring all their children to the registration
location and parents are forced to leave girls at home. Humanitarian workers may extort bribes
or sexual favors from teenage girls in exchange for access to registration formalities. These and
other barriers to registration can be overcome with well conceived registration plans.

Throughout the Handbook, and particularly in Part II, specific guidance is provided for setting up
and maintaining registration systems and procedures that meet the needs of children. Given its
relevance to protection and registration, birth registration, which is not the same as registration
of persons of concern to UNHCR, is addressed in Chapter 6 – Registration of Birth, Death, and
Marriage.

Key references related to children and registration:

Refugee Children: Guidelines on Protection and Care,. UNHCR (1994).

Working with Children: ARC Training Module,. Action for the Rights of the Child (ARC),
UNHCR and Save the Children (2001).

1.6 Unaccompanied and separated children

In armed conflict, mass population displacements and other crises, children become separated from
their families or from other adults responsible for them. These children are at particular risk, as they
are often deprived of care and protection.

Separated children are those boys and girls separated from both parents, or from their
previous legal or customary primary caregiver, but not necessarily from other relatives.
Separated children may therefore include boys and girls accompanied by other adult family
members.

Unaccompanied children are children who have been separated from both parents and or
other relatives and who are not being cared for by an adult who, by law or custom, is
responsible for doing so.

Unaccompanied and separated children must be quickly identified, registered and documented –
no matter who is conducting the registration. This will help in tracing their families and in
providing protection and assistance to them. The registration of unaccompanied and separated
children is an essential part of the humanitarian response in any refugee context.

The identification of unaccompanied and separated children must be approached carefully to

ensure that all genuine cases are found while not attracting false cases. False cases are those in
which parents or caretakers intentionally separate themselves from children in order to gain access
to additional entitlements or because they believe that their children will be better cared for in

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institutions or under special programmes. There is also a danger that separated children could
become “commodities” themselves, if they are linked to additional entitlements or preferential
treatment. These problems are more directly related to the management of entitlements, such as
rations, than to registration itself. However, registration provides a good opportunity to prevent
such problems from occurring. Clear information about the identification, registration, and
documentation of separated children must be provided to the population concerned through
information campaigns, counselling and adequate training of registration staff.

Separated children should be registered and documented as soon as possible after they have been
identified. Vital information should be collected from the children and from anyone who knows them
at the initial registration. There may be only one opportunity to find information about very young
children as children’s memories fade and clues to their identity, such as clothes and other possessions,
may get lost.

The agreed, inter-agency standard form for the registration and documentation 3 of unaccompanied
and separated children should be used in all cases. The form is shown here in Annex 6(d).4 The
child’s identity, current living situation, separation history, and opinions and wishes should be
documented. Registration forms should always be kept by or with the child and any changes in
location should be recorded immediately. A variety of photographs should be taken as soon as
possible after identification, particularly in the case of younger children.

Registration interviews should be conducted in a quiet place and by qualified staff. Registration
sites need to be prepared to accommodate this activity. It is also useful to have food and drink
available and some pencils and paper for drawing.

Family tracing must be carried out for unaccompanied and separated children at the earliest
possible time. All those engaged in tracing should use the same approach, with standardized forms
and mutually compatible systems. Both UNHCR and ICRC have a mandate for undertaking
cross-border tracing activities.

Sharing information within and between countries is essential for tracing, but protection and the best
interests of the child govern both the type of information and the extent to which it is shared. The
basic principle is to share the maximum amount of information necessary for family tracing, but at
minimal risk to the child and the family. It is important to know who will have access to the
information collected.

3
The terms ‘registration’and ‘documentation’have specific meanings when working with unaccompanied and separated children. These
meanings are slightly different than when used in refugee registration in general and in this Handbook.
4
As of July 2003, the standard form for registering and documenting unaccompanied and separated children has been accepted by
UNHCR and ICRC. Other agencies and bodies working with unaccompanied and separated children are considering adopting the form and
its standards.

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Care arrangements and guardianships for unaccompanied and separated children must also be
carefully documented and recorded. Organizations must ensure the permanent preservation of
records on unaccompanied and separated children. Later in life, the children may wish to obtain
information on their origins.

There is a wealth of guidance, policy and training materials dealing with unaccompanied and
separated children that complement this Handbook, including:

Inter-Agency Guiding Principles on Unaccompanied and Separated Children. ICRC,

UNHCR, UNICEF, IRC, Save the Children UK, World Vision International (2003).

Refugee Children: Guidelines on Protection and Care. UNHCR (1994).

Separated Children: ARC Training Module. Action for the Rights of the Child (ARC),
UNHCR and Save the Children (2001).

1.7 Registration and protection of refugee women

The complete and accurate registration of women enhances the protection of women refugees and
other women of concern. When UNHCR and others know who the women of concern are, where
they are, their family and household composition, and other personal data related to registration,
their individual protection and assistance needs can be assessed, they can be targeted with
appropriate interventions, and their situation can be monitored over time.

In 2001 the High Commissioner committed the Office to individual registration and documentation
of all refugee men and women, long recognized as a key means of advancing the rights of refugee
women.

Accessing assistance and services and enjoying basic rights, including freedom of movement
and family reunification, is often dependent on proof of identity. Refugee women who lack
adequate registration and personal documentation, including identity cards, marriage certificates,
divorce certificates, and birth certificates for their children have sometimes been denied
freedom of movement and access to basic rights. Refugee woman have been unable to
claim or inherit property upon return, to seek support for children from estranged husbands
or partners, or have been arrested and detained by police because they do not have proper
documents. Unfortunately, refugee registration cards and identity documents are often issued only
to husbands and male relatives. Refugee women should be individually registered and documented
to ensure that they are not dependent on male family members for access to food and essential
services.

Women’s access to and equal treatment in registration processes may be compromised by direct or
indirect forms of gender-based discrimination. If women cannot access the registration process, or
if they are unfairly or unequally treated during it, the international community’s ability to protect
these women is severely diminished.

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Excom 91 and other Executive Committee conclusions require that

refugee woman should be registered individually.

In some locations sexual exploitation has been linked to registration processes. Special care must
be taken to ensure that single women are not put at risk during registration and that women are
encouraged and permitted to fully represent themselves during registration interviews.

The new guidelines and standards for registration reflected in this Handbook are designed to ensure
that registration systems and procedures protect women’s access to protection, assistance and
livelihoods.

Refugee women and men must participate equally in and benefit from the registration
process. This means that:

✔ women and men are consulted in registration-planning processes, and woman leaders
monitor the registration process and access to registration points;

✔ equal number of women officers, interviewers and interpreters work in registration activities;

✔ personnel carrying out registration activities are trained in gender-sensitive issues;

✔ the registration process is used as a mechanism to identify women with any special protection
concerns and to ensure proper follow-up;

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✔ women and girls are individually registered and receive individual documentation to the
same standards as men and boys; and

✔ registration activities are designed to facilitate women’s access to registration procedures –

physically, socially, economically and culturally.

Throughout the Handbook, and particularly in Part II, specific guidance is provided for setting up
and maintaining registration systems and procedures that meet the needs of women refugees and
other women of concern.

1.8 Confidentiality and sharing identity information

Guidelines for sharing information about individual cases collected and kept by UNHCR are
contained in the “Confidentiality Guidelines”, IOM/71/2001 – FOM/68/2001 of 24 August 2001,
which discuss the terms under which UNHCR may share information about persons of concern
with requesting parties, including the individuals themselves.

UNHCR may be asked to or may have to share information about individuals of concern with non-
UNHCR parties. Information about persons of concern may be shared when there is a legitimate
reason to do so, and then only the minimum necessary information should be shared. Key points
regarding confidentiality and the sharing of information are:

✔ In general, an individual’s personal information should be kept strictly confidential and

measures taken to prevent the unauthorized dissemination of the information.

✔ UNHCR should take proper precautions to ensure that the physical safety and protection of
the individual and his or her family members are not compromised.

✔ International humanitarian law guarantees an individual’s right to privacy. In principle, the

consent of the individual is necessary before information can be shared with other parties,
including the country of asylum, an implementing partner or a commercial entity.

✔ When information is shared, effective measures must be taken to ensure that information
concerning a particular person does not reach third parties that might use the information for
purposes incompatible with human rights law and principles.

✔ Governments of asylum have a legitimate interest in obtaining basic bio-data about the
persons on their territory.
There are instances when the sharing of information may be useful or necessary for the purposes
of international protection or durable solutions. For example, registration information may be
shared with the country of asylum and with other partners when producing and managing identity
documents.

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UNHCR may also need to share information with host governments or with potential resettlement
countries even at the earliest stages of an operation. For this reason permission to share information
for such purposes, while in keeping with the Confidentiality Guidelines, is collected during
registration (see Chapter 5, Section 5.1.2 – Level 2 registration).

Staff should be familiar with the Confidentially Guidelines and refer to them for more information.

➢ The confidentiality of the relationship between the refugee and UNHCR, or between the
refugee and the government offering international protection, must not be breached.

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HANDBOOK FOR REGISTRATION Chapter 2
Part 1: Principles and Standards The Unified Approach

2. The Unified Approach

This Handbook describes a unified approach to the registration of asylum-seekers, refugees and
others of concern to UNHCR.

The unified approach recognizes registration as a core UNHCR protection activity and
encompasses the registration process, the documentation of refugees and others of concern, and the
management and use of population data. The three “cornerstones” of this approach are (shown in
the figure on page 19):

● Operational standards for registration, documentation and population data manage-

ment activities.

● Standard data set to be gathered and verified about individuals of concern as part of
registration and data management activities;

● Standard generic process for undertaking registration and population data management
activities; and

These three mutually reinforcing components are described in Chapter 3 – Operational Standards
for Registration and Documentation, in Chapter 4 – Overview of the Generic Process, and in
Chapter 5 – Standard Data Set and Registration Levels.

This unified approach is also is based on three principles that ensure that the minimum standards
for registration, documentation, and population data management are achieved while allowing
managers to tailor their approach to the particular operational context in which they are working.

➢ The first principle of the unified approach is that teams engaged in all aspects of refugee
protection and assistance will work with a common set of core registration data, gathered
through a common process and adhering to common standards.

Staff involved in status determination, resettlement, voluntary repatriation and camp-based

protection and assistance will follow a coherent and standardized registration strategy so that any
one team that begins registration anticipates the needs of other teams at later stages. Even when the
initial information collected must be limited, such as during a mass influx, it will still be sound and
can be validated and improved over time. In this way, the same registration record can eventually
be used to issue identity documents or to process the individual or family for status determination,
voluntary repatriation or resettlement as soon as the need or opportunity arises.

➢ The second principle of the unified approach is that a sustainable registration process will
focus on the continuous updating, validation, and use of existing information about
individuals of concern.

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The unified approach takes existing data and available information as its starting point and uses
complementary information to verify, validate and improve levels of confidence in the accuracy of
the existing records. This continuous updating of the same record of information continues until the
individual is no longer of concern and is deregistered.

Under the unified approach, continuous verification and validation of registration records allows
teams to interview or review any individual or family at any time, and to focus on the person’s
continuing protection and solutions needs. The registration team can easily progress from a
headcount-type registration procedure, often used during emergencies and mass influxes, to
an orderly routine in which a manageable number of people is processed in a dignified manner
each day.

Some operations, particularly offices working in refugee status determination in urban settings,
have always used and updated a single and continuous record for each individual. For other
operations, this approach may require a complete revision of the way in which registration is
conducted.

Authorities, operational partners, other UNHCR offices, team members and the refugees
themselves will become more confident in the accuracy of the records and the integrity of
the documentation issued. As a result, the population will feel better protected from arbitrary
decisions and mistaken identity, will have fairer access to assistance entitlements and solutions
opportunities, and will thus have stronger incentives to provide truthful and comprehensive
information.

➢ The third principle of the unified approach is that procedures used are flexible enough to
adapt to different situations and to evolve over time.

The unified approach aims to improve registration information for camp-based populations while
at the same time ensuring the quality of information necessary for individual status determination
and resettlement. The approach is flexible enough to be applicable within the wide variety of
environments in which registration takes place.

Three different levels of registration are established by the unified approach corresponding to
different operational objectives and constraints. Managers must determine the level of registration
appropriate to their situation in terms of their priorities, their operational goals and objectives and
the resources available. With additional resources, including time, and in response to changed
operational requirements, managers should improve the level of registration for any given
population until, at the earliest opportunity, the full set of standards, processes, and data is
achieved.

Tips and an overview of the progression for improving registration over time is provided in Chapter
5 – Standard Data Set and Registration Levels, while Part II of the Handbook offers specific
guidance for registration in different operational contexts.

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3ANDBOOK FOR REGISTRATION Chapter 3
Part 1: Principles and Standards Operational Standards

3. Operational Standards for Registration

and Documentation

The standards defined below are based on principles and considerations agreed to by UNHCR and
its Executive Committee. They provide specific guidance on how registration operations should be
conducted to achieve legal and physical protection goals. ExCom Conclusion no. 91 (2001) is the
principal framework used to select and set standards. As with other aspects of the unified approach,
the standards take into account many of the operational constraints under which UNHCR routinely
works, while recognizing the importance of maintaining a consistent approach to registration.

3.1 How to use the standards

These standards apply to all persons of concern to UNHCR, namely asylum-seekers (regard-
less of the outcome of their application for asylum), refugees, returnees and, under certain
circumstances, internally displaced persons. States and other partners conducting registration
activities should also be guided by these standards.

They are specific measures for assessing current registration, documentation and population-
management activities (see Chapter 8 – Assess Current Situation). Evaluation and reporting on
registration activities are also conducted according to these standards (see Section 7.6 –
Monitoring and reporting on registration activities).

The degree of past compliance with the standards will determine the future objectives for
registration in any given operation and for any given population. Registration strategies should
state which of the standards the operation will achieve and which it will not (see Chapter 10 –
Determine Registration Strategy).

Managers must evaluate each situation and decide the best registration system for a given context.
The standards allow operations to measure protection implications and prioritize resources
accordingly when the standards cannot be met. Compliance with each of the standards can be
assessed using the matrix Annex 2 (Assessment Matrix). See Chapter 8 – Assess Current Situation
– for more on using this matrix.

These standards may not cover registration and population data requirements for every situation.
Many field offices already seek additional information for specific needs, such as for processing
resettlement cases or determining the status of individual refugees. Alternatively, conditions may
be such that it is difficult to adhere fully or immediately to the standards. There may be a lack of
security, of operational capacity, and/or of access to the refugees. These constraints should be
monitored closely so that the full set of standards can be applied as soon as possible.

3.2 Table of standards (next page)

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HANDBOOK FOR REGISTRATION Chapter 4
Part 1: Principles and Standards Generic Process

4. Overview of the Generic Process

The recommended generic process presented here is applicable in nearly all registration situations
and covers nearly all populations of concern. It represents best practice in regard to registration,
population data management and documentation of persons of concern, and is the sequence of steps
necessary for achieving the standards described in Chapter 3 – Operational Standard for
Registration and Documentation.

The recommended registration process comprises a sequence of steps, grouped together into five
higher-level processes.

These are:

● Preparation for Registration

● Initial Registration
● Registration Interview
● Verification and Deregistration
● Population Data Management

Each process is composed of several steps of varying complexity and “weight”. Some steps
will take longer than others. Some steps will show great variation in the way they are implemented
from one situation to another, while others will vary little. Each step, however, represents an
essential aspect of registration and population data management and has concrete and measurable
results.

The sequence of steps as presented here is applicable to most situations; it should be followed to
the greatest extent possible. Nevertheless, as with other aspects of the unified approach described
in Chapter 2, there may be some variations according to the given protection objectives and
operating environment. Some frequent variations, along with the details on how to undertake each
step, appear in Part II.

➢ The standard registration steps are briefly covered below. Details on how to do each step
are found in Part II.

The following chart shows the different process steps.

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4.1 Preparation for registration

Preparing for registration involves evaluating current registration systems against standards and
operational requirements with the aim of designing a registration strategy, preparing and setting up
the relevant infrastructure, ordering registration materials, and negotiating roles and
responsibilities with concerned governments and other partners.

4.1.1 Assess current situation

The assessment should consist of a thorough analysis of existing registration, documentation and
population data management systems as they compare to UNHCR technical and protection
standards in these areas. Current resources that can be dedicated to registration and related
activities should also be evaluated. Factors that can affect registration, such as access, locations,
security, and particular groups within the population, should also be assessed. Registration is often
a high-risk activity and the prevailing security situation must always be carefully analyzed. The
protection context and history of the population as well as prospects for the future should also be
considered. In addition, data-processing requirements and capacity are assessed.

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As with any assessment, the point is to

identify key problem areas and challenges.
The assessment allows an operation to
determine how effective its registration and
documentation system will be in supporting
larger operational goals and objectives. It also
reveals gaps between the current situation and
UNHCR standards.

The results of a proper assessment can be used

in annual reporting exercises, such as the
Annual Protection Report or Country Report,
and in any interim reports requested by donors
or host governments. Assessment results are
used as the basis for designing a registration
strategy.

Registration – a unified approach.

4.1.2 Consult with population of concern

The way registration is conducted directly affects the quality of the lives of refugees. The design
and implementation of registration activities should therefore reflect the needs and concerns of the
refugees. UNHCR has an obligation to consult with refugee men and women about the process of
registration.

No registration plan or procedure should be set up without consulting the persons of concern about
their needs and concerns regarding registration and documentation. Persons of concern, particularly
refugees and asylum-seekers, usually have an excellent understanding of registration and its
consequences. They can provide guidance and direction for the registration strategy and
suggestions on organization and communication methods. They often point out needs, advantages,
and pitfalls that may otherwise go unrecognized or unheeded. The population should also be
consulted as to the types of information to be gathered to meet protection challenges and secure
solutions.

There are major risks in not consulting the population of concern, including the complete failure of
the activities and a deterioration in relations amongst UNHCR, the government, and the refugee
community.

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4.1.3 Determine registration strategy

Once the gaps between current practice and the standards are known, a plan for addressing those
gaps within the context of a particular operation can be designed. This plan becomes the
registration strategy for a particular population and for a particular period of time. The registration
strategy is a description of how an operation will improve its registration and population data
management activities to better meet the registration standards and its own specific requirements.

A registration strategy consists of the agreed objectives, methodology and resources for
registration, documentation and population data management. It describes what information will be
gathered on the persons of concern (the data set), the roles of the different stakeholders, the
ordering of the registration activities, how the operational standards will be achieved, and over
what time frame, and how data will be managed and updated.

WPF, ICRC and UNICEF should be involved when formulating registration strategies. WFP
provides food and related non-food items to actual and potential beneficiaries. ICRC and UNHCR
coordinate their activities, including sharing of information, to trace families and work with
unaccompanied and separated children. UNICEF is an essential partner for all aspects of work with
child refugees and asylum-seekers, including health, education, and birth registration.

4.1.4 Estimate the size and composition of the population of concern

A good working estimate of the population’s size and composition is needed before the
infrastructure and tools for registration can be prepared. Estimates can be made from existing or
partial registration data, extrapolating, where necessary, from known information or supplementing
with the results from surveys. Information on the size and composition of the population can be
gathered in consultation with the host government, the persons of concern themselves, and entities
such as ICRC, UN agencies, and NGOs. Estimates are most useful when agreed to amongst the key
stakeholders.

Where registration is not possible, estimated population figures will be the only information
available. In these situations, estimates may replace actual registration as a means of enumerating
the population and gathering basic information, such as age and gender, about the composition of
the population.

4.1.5 Prepare and maintain registration infrastructure and capacity

Preparing and maintaining registration-related infrastructure and capacity includes:

– negotiating agreements with the government and other partners for registration and
documentation;
– establishing and maintaining the actual registration sites;

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– training partners and staff in how to conduct registration and how to make appropriate
use of registration data;
– determining and ordering the appropriate tools, such as forms, IT support and computers;
– negotiating agreements for the production and delivery of documentation; and
– reaching consensus on how data, such as personal names, place names, hierarchy of
locations, and personal documents, will be collected and recorded.

Implementation and results will vary significantly, depending on both the specific setting and on
the registration strategy to be followed.

4.2 Initial registration

These are the first steps of registration: contacting and informing the population of concern about
the registration process, receiving and fixing the population, and collecting the first data.
Depending on the particular situation, these steps may also include reviewing existing data, filling
in pre-populated registration forms 5, and, where appropriate and feasible, having persons of
concern fill in forms themselves.

These steps make up the necessary preparation for the registration interview. Registration is
complete only when information has been exchanged directly between the person of concern and
registration staff.

4.2.1 Contact and inform population about registration

Persons of concern to UNHCR, whether asylum-seekers or refugees, should always be made aware
of the purpose and expected outcome of registration. They should also be made aware of their
rights and obligations before being registered and should be informed, in clear and simple terms,
about the practical steps that UNHCR or others will undertake to collect information about them.

Offices must actively solicit and obtain feedback from refugees and others of concern. Registration
systems must include procedures that allow refugees to ask questions, file complaints, and make
suggestions for improvement.

An important step is to contact individuals or groups of the population of concern that may not come
forward to register and to make them aware of their rights and obligations. Women, girls, or
minorities, may have trouble accessing registration, or be prevented from doing so. Some groups, such
as spontaneously settled refugees living outside of camps or in operations where there is no assistance
component, may also stay away from registration because they may not perceive any benefits.

5
Pre-populating forms consists of extracting existing data from database or paper records and filling in the registration forms with this
information prior to the actual registration and verification interviews.

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Persons of concern who are not registered may face protection problems either at the time or in
future. For example, refugees may be refused the right to return by the country of origin, or may
be refouled or persecuted when there is a change in the host government’s policies and practices
concerning refugees. Men and women may be prosecuted for not being registered and may face
detention or expulsion by the host government.

4.2.2 Reception and fixing of persons of concern

Reception is the process by which individuals are accepted into the registration process and their
specific registration concerns are identified. Those with special needs, such as unaccompanied and
separated children, are identified and directed to the appropriate registration procedures. Individual
or group counselling on the rights and obligations associated with registration and related activities
can take place where appropriate.

Fixing defines the target group and scope of the registration and is an essential component of any
well-functioning registration system. There are a number of different fixing methods,
corresponding to different needs and environments. Fixing the population is critical to managing
many other registration-related steps and to ensuring confidence and reliability of the data.

➢ The goal of fixing is to ensure that only persons of concern are registered, that all persons
of concern are registered, and that each person is registered only once.

The reception of asylum-seekers and refugees provides a unique moment to make an initial
assessment of those with special needs amongst the population of concern. While reception cannot
replace more systematic and expert assessments of the well being of a population, it is likely to be
the first contact between UNHCR, or one of its partners, and an individual of concern. It is
important that reception and registration staff be aware of the types of problems that may require
special attention, make note of those who may be in particular need, and refer those persons to
appropriate care and expertise according to established procedures.

At some point in the reception and fixing process, it is important to assess whether an individual
needs to be registered. Since not all persons presenting themselves for registration should be
registered, screening of individuals is sometimes required. This initial screening may be combined
with the fixing process or completed in the registration interview.

When an individual is registered, he or she should be assigned a registration number that will
remain with the individual throughout their time as a person of concern. This number will serve as
the reference number for recording data at the initial registration and in all subsequent registration
activities. The registration number, because it have to may be shared with other parties, should not
contain information that might directly or indirectly put the individual at risk at any time.

Regardless of the size and nature of the population of concern, registration interviews must be
scheduled at this time. In most cases, the registration interview will not take place simultaneously

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with fixing and reception. Prioritizing urgent cases and addressing crowd control and security
issues can be accomplished by using a good scheduling system. Scheduling can be done on a group
basis, such as by block-group, population-type, or on an individual basis, as is often done for
refugee status determination in urban environments.

4.2.3 Initiate data collection

This step involves reviewing existing data prior to interviews, resolving uncertainties in that data,
highlighting inconsistencies or information to be clarified during the interview, and making sure
interviewing staff are well prepared for the interviews. Data scattered in different locations and
amongst different stakeholders is gathered together, consolidated and checked for errors, including
duplications.

“Pre-populating” registration forms are also handled at this time. In circumstances such as refugee
status determination, forms may be completed by persons of concern themselves. The “control
sheet”, which records family/household name, size, age cohorts6, and special needs details, or an
appointment log, may also be completed.

4.3 Registration interview

During the interview with a person of concern, photographs are taken, information is gathered and
verified, and appropriate documentation for entitlements and identification is issued.

4.3.1 Photograph persons of concer n

Excom Conclusion No. 91 states that photographs should be taken of all refugees when they are
registered. The task of photographing refugees, and maintaining their photographic records over
time, should not be underestimated. In all registration systems, photographing refugees will
consume a significant portion of the registration or photo clerk’s daily workload. As a general rule,
offices should use digital equipment when photographing refugees. However, there are cases when
traditional paper and film-based photography is more appropriate and should be used. Photos can
be scanned later for inclusion in the registration database if necessary.

Standards dictate that when a photograph is not sufficient, in itself, to identify and distinguish
members of a population of concern, then an additional identifier, such as a biometric, may be
needed.

6
’Age cohorts’are standard age groupings. UNHCR uses for standard groups for registration and statistical purposes; these are 0-4 years,
5-17 years, 18-59 years, and 60 years and greater.

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4.3.2 Interview household/family and individuals

UNHCR needs registration data about families and households, as well as about individuals.
Persons of concern should be registered individually. However, registration should begin with
family or household units to establish whether an individual is accompanied or unaccompanied,
and to record the details of accompanying family members first-hand.

The household or family interview is required to determine and record the relationships amongst
the members of the household or family. Information collected at this stage may include the ages,
sex, and names of persons in the household and family.

Once the information on the household and family has been recorded, each member of the family
should be interviewed individually, to the greatest extent possible.

➢ Offices should ensure that all persons who specifically request individual interviews be
given individual interviews.

Data collected should include date and place of birth, current address, names of the individual’s
mother, father, and spouse (if relevant), any special needs, place of origin, level of education,
and occupational skills. Details on the data to be collected are contained in the description of
the standard information set (Annex 8) and in Chapter 5 – Standard Data Set and Registration
Levels.

4.3.3 Accept or qualify registration data

Once data has been collected, it must be accepted by UNHCR and/or the host government. To
ensure that data meets the standards required for protection and assistance, the information
collected is reviewed and appraised. Depending on the situation, this review and assessment can be
done on an individual basis or for a group of records. If the data has been collected by an operating
partner, the individuals of concern will not be “officially registered” until the host government or
UNHCR accepts and validates the record.

4.3.4 Provide appropriate documentation

Once registration data has been accepted, documentation can be issued to persons of concern.
Documentation can take the form of identification documents and/or entitlement documents. At a
minimum, the documentation functions as proof that a person has registered with UNHCR and is
considered to be of concern.

➢ In every registration environment, persons who have registered with UNHCR are to be
provided with some form of documentation.

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It is advisable to separate identity documents from entitlement documents. This helps to ensure that
an identity card has value only to the person to whom it was issued, making it less subject to fraud
and misuse, such as re-selling, trading and forgery.

The documentation issued should reflect the protection needs of the population concerned. The
type and format of documentation provided may vary from country to country or from population
to population; but all documentation should meet UNHCR’s standards for documentation (see
Chapter 19 – Provide Appropriate Documentation).

4.4 Verification and deregistration

The accuracy and authority of registration data is established and maintained through systematic
and continuous verification and eventual deregistration. Verification of one form or another takes
place in many of the registration steps. It is not a specific step conducted at any one specific point,
but rather a recurrent activity performed throughout the registration process.

When individuals or groups are of continued concern, their registration records should be updated
with any relevant changes and any new information. The registration steps are repeated, starting
with informing and contacting persons of concern and applying different verification techniques to
enhance the quality of the data.

4.4.1 Apply verification techniques

Verification is an activity that can take place at any point in the registration process. It is performed
using different techniques or tools depending on the specifics of the situation or the stage of
registration. Part II of this Handbook provides a series of techniques for operations to use wherever
appropriate, instructions on how to perform the techniques, and advice on the best techniques for
each level and stage of registration.

4.4.2 Deregister individuals and households

Deregistration is as important to the accuracy and reliability of registration records as registration

itself. Individuals and their records should be regularly ‘reviewed’ to determine whether they
should remain registered as persons of concern and whether they are candidates for deregistration.
Factors such as reintegration, resettlement, and naturalization could indicate that a segment or all
of the registered population should be deregistered.

This activity should not be confused with a review of an individual’s or group’s refugee status
through a determination process, although some review processes linked to registration are nearly
as detailed and as complex as status determination.

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When a person is no longer of concern to UNHCR, any documentation previously issued should
be recalled and invalidated and the persons informed accordingly. The documentation should be
collected, examined and cancelled, and any electronic and paper records of the document should
be updated accordingly.

4.5 Population data management

Data management processes accompany all other steps in support of the standard registration
process. The sequence described is only indicative; the steps can be completed in a different order
without affecting the results.

The data management components of registration are significant both in terms of the resources
required and their importance in ensuring a reliable and credible registration system. Data
collection, entry, and update routines should be precisely documented as part of the standard
operating procedures for registration, and should be periodically reviewed and revised. These
procedures should be used for staff training and for evaluating the performance of data
management steps.

4.5.1 Plan a data management scheme

When planning a data-management scheme, it is important to know where the “inputs” are coming
from (who has what data, how is the data collected and handled) and where the “outputs” are going
(who will use the query results, when are the formatted reports generated, to whom are the reports
submitted, to whom the data will be provided, and which fields will go to which user). A business
process map indicates the time line of each data-processing step and will therefore help in assessing
the required data management staffing level.

4.5.2 Enter and file records

All registration records should be entered and stored in a standardized format and managed
according to standard filing and storage procedures. Standard formats facilitate the exchange of
data and ensure that the information captured can be retrieved and analyzed. Filing and storing
records properly not only ensures they can be used at a later date, but also maintains the integrity
of the registration process and the registration data.

No data collection and entry process is free of errors or bugs, and data will always need to be
“cleaned” before it can be used. Inconsistencies in recording, group composition, spelling, coding,
and other elements have to be checked and corrected.

Procedures for storing and managing files are described in Section 23.3 – File records.

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4.5.3 Update individual/household/group data

There are a number of static elements (such as name, sex, date of birth, country of origin, ethnic
group, and names of father and mother) collected from an individual that should not change during
the individual’s registration life span. While static elements should normally not be changed during
the updating stages, errors made in the initial or subsequent data-collection processes will have to
be corrected.

Any errors made during the collection or entry of static-element data should be corrected as soon
as they are detected. This should be done through formal and documented steps to ensure data
integrity and prevent tampering.

Variable elements of the individual’s record (such as current address, education level, some types
of special protection and assistance needs, and photo) are expected to change or evolve over the
registration life span and should be updated accordingly. Some household, family and case
information will also change over time and will require updating. For example, the membership
and composition of a particular group is likely to change with time. Standard events for individuals
and groups must be recorded and updated as well. Events are those activities or actions concerning
a group or an individual that UNHCR wishes to track as part of its registration system.

Often, non-registration UNHCR and partner staff will be aware of these changes as part of their
regular programme of work. Regular verification and updating of this information is critical to
ensuring high-quality registration data that can be used by UNHCR and its partners to provide
protection, durable solutions, assistance and services.

4.5.4 Prepare reports

Statistics represent an important tool both in the field and at Headquarters. Accurate and up-to-date
statistics on the populations of concern to UNHCR are required for planning, monitoring, and
evaluation purposes, for reporting to UNHCR’s Executive Committee and ECOSOC, and for UN
common-system information needs. When consistently recorded and developed, they provide an
important yardstick for tracking progress against objectives and for identifying changes in
numbers, practices and behaviors. Donors and other external parties use UNHCR statistics to build
and maintain support for continued funding and for advocacy.

It is therefore important that population trends and patterns, major changes and significant
discrepancies are reported in the appropriate statistical formats, and that every effort is made to
gather and complete the standard statistical reports. This information should be analyzed and,
where possible, explained. When completing these reports, special attention should be paid to the
proper use of standard concepts and terminology.

Reports and analysis must be prepared to assist in operational planning and management. While it

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will not be possible to anticipate all reporting needs for an operation, certain standard practices
ensure the availability of basic information for reporting, planning and monitoring.

In addition to reports, sets of data may be shared with operational partners, including the host
government. Shared data sets will be different for each recipient, and specifications describing the
data to be shared and the uses to be made of the data must be agreed with the different partners.

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5. Standard Data Set and

Registration Levels

5.1 Standard levels of registration – processes and data

The unified approach defines three broad levels of registration, distinguishable by the amount of
data collected, the degree to which the generic process is respected, and the measure of compliance
with the operational standards. The levels are not mutually exclusive or rigid categories, but rather
suggest the progression that an operation’s registration strategy should go through over time. In
some operations, the highest standard of registration will be achieved in the first encounter between
the registering party and the refugees. In others, that level of knowledge and confidence about
personal data of individuals of concern will be achieved only after many months.

The level, and therefore quality, of registration is determined by the operational objectives and
constraints laid out in the registration strategy. Managers in the field decide the level of registration
that is appropriate and feasible within a particular context. Time pressure, the physical and legal
protection environment, security, and level of co-operation with the government and those of
concern determine the level of registration achievable within a given situation.

Improving population data with time

Time after arrival on territory of asylum

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The matrix below provides an overview of how certain factors determine registration levels. The
different levels are described in more detail in the following sections.

Table 2: Levels of Registration

LEVEL OF REGISTRATION

Criteria Level 1 Level 2 Level 3

Type of Operation Emergency Prima facie, camp Individual status

management, determination, local
voluntary repatriation integration,
resettlement

Prior Registration None Basic, functioning Well established,

System in Place functioning

Time Interval After

Arrival on Territory Immediate Within 3 months Within 12 months
of Asylum

Resources/Capacity Very limited Some Adequate

Security Risks High Medium Low

Co-operation of
population and host Could be good Good Very good
government

5.1.1 Level 1 registration

This level of registration is often referred to as “Household Registration” or “Control Sheet

Registration” because of the simplified form used for collecting data. It is often associated with the
earliest stages of a mass influx or emergency situation. Although a minimum of information is
gathered, this level is a necessary first step in all registration processes. For this level, information
is gathered from the household or family. Some information may also be collected from individuals
within the household or family.

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Information collected at this level includes:

Level 1 Data

● Household or family size

● Age cohorts broken down by sex for household or family (see note 6, page 35)
● Location and physical address of household or family
● Names of household or family representatives (male and female “heads of household”)
● Country of origin of household or family
● Special needs within household or family

The generic processes of preparing for registration and initial registration (as described in
Chapter 4 and in more detail in Part II of this Handbook) apply to this level of registration. Level
1 registration should be completed before any interviews are conducted or photographs taken.
Documentation such as family registration cards or ration cards may be issued to refugees or
asylum-seekers at this time, depending on the particular situation.

This level of registration can be used for:

✔ replacing fixing tokens with family registration cards in order to deliver individual
assistance, pending a full registration;
✔ scheduling registration interviews, particularly in mandate RSD operations when it is not
possible to conduct registration interviews immediately;
✔ recording arrivals at a transit centre pending transfer to main refugee sites where more
complete registration will take place; and
✔ producing passenger manifests for the movement of persons of concern, usually prior to a
full registration.

Level 1 provides some elementary information about the population. It is sufficient to establish a
basic distribution system, to tentatively identify persons with special needs, and to estimate the
demographics of a population. However, Level 1 is not individual registration and does not meet
UNHCR standards for individual registration.

5.1.2 Level 2 registration

This is the level of individual registration required for the most basic planning and monitoring
activities. Level 2 is the start of continuous registration and can support many activities, including:

✔ protecting against refoulement, arbitrary arrest and detention, military recruitment and
trafficking, and certain forms of abuse and violence;

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✔ identifying and monitoring protection concerns, special needs, and special groups amongst
the population;
✔ planning assistance and service interventions in large and small operations;
✔ identifying potential durable solutions, such as voluntary repatriation and resettlement cases;
and
✔ managing refugee camps, including monitoring service and assistance delivery and use.

➢ In most circumstances, level 2 registration should be achieved within three months after
arrival.

Whenever resettlement is expected to be one of the likely durable solutions, as much information
as possible should be collected and at an early stage. This is true even in prima facie operations
where it may not be immediately apparent that resettlement will become the preferred durable
solution for all or a segment of the population.

The information collected at this stage focuses on the individual. In addition to the information
collected at level 1, the standard data set for this level is:

Level 2 Data (in addition to the level 1 information)

● Name
● Sex
● Date of birth
● Current location
● Place of origin (address)
● Date of arrival
● Special protection and assistance needs
● Marital status
● Citizenship
● Education level
● Occupation/skills
● Religion
● Ethnic origin (tribes/clans/sub-clans)
● Photograph
● Biometric (if needed)
● Permission to share information

This level of registration meets many of the UNHCR standards for registration. The agreement to
share information for protection and solutions purposes is integrated into the standard form for this
level of registration.

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Level 2 registration corresponds to the commitments contained in the revised MOU with the World
Food Programme (WFP) regarding registration within three months after an initial influx. The
specific responsibilities of UNHCR and WFP in joint refugee operations are set out in the
Memorandum of Understanding signed by the Heads of the two agencies on 9 July 2002.

5.1.3 Level 3 registration

This is the standard for individual registration required for protection planning and monitoring, for
targeting of assistance and services, for performing individual status determinations, and for
identifying and delivering durable solutions.

This level of information is required in most situations, including prima facie situations, to ensure
adequate protection and appropriate solutions. It brings together information about individuals,
about the households, families and cases of which they are part, and about critical events that
happen to them during their lifecycle as a refugee or person of concern. This information set is the
data required to form a “profile” of a person of concern that can then be used and updated by the
various entities working with population data.

Level 3 Registration is needed for:

✔ issuing individual identity documents to all persons and individual entitlement documents as
necessary;
✔ targeting of assistance and service in operations;
✔ identification of appropriate durable solutions;
✔ refugee status determination;
✔ implementation of resettlement as a durable solution;
✔ implementation of voluntary repatriation and reintegration as a durable solution; and
✔ implementation of local integration as a durable solution;

Whenever, possible level 3 registration should be achieved within 12 months after arrival. The
essential data collected and maintained at this level includes:

Level 3 Essential Data (in addition to the level 2 information)

● Names of spouse(s)
● Name of father, mother, and spouse
● Additional personal names
● Names of all children
● Place of birth
● Existing personal documents

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● ISCO7 occupational categories

● Languages
● Documentation issued locally
● Voluntary repatriation status
● Resettlement case status
● Local settlement status
● Specific events related to individuals and to the groups to which they belong (household/
family/case)

Additional information that may be collected as part of the local office’s protection and durable
solutions strategy includes:

Level 3 Additional Data

● RSD case status

● Means of arrival
● Family members in other locations
● Employment history
● Educational history
● Reasons for flight
● Voluntary repatriation intentions
● Local settlement intentions
● Place and date of return
● Place and date of resettlement
● Property status in country of origin

At this level, information initially gathered from persons of concern is regularly updated and
verified and is used for protection and solutions. In addition, the standards in Chapter 3 of this
Handbook can be fully met.

5.2 Basic bio-data and core registration data

In order to standardize the use of terms, UNHCR has defined basic bio-data and core registration
data. These terms are used in different circumstances when referring to registration, particularly
in discussions with external parties. The exact elements of personal data that constitute
basic bio- and core registration data may vary slightly in some contexts due to specific
requirements of partners, primarily governmental. However, the definitions in the next sections
should serve as references.

7
International Standard Classification of Occupations, maintained by the International Labor Organization.

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5.2.1 Basic bio-data elements

The Confidentiality Guidelines (see Section 1.8 – Confidentiality and sharing of identity
information) refer to sharing basic bio-data about refugees and asylum-seekers with host
governments (paragraph 40 of the Guidelines). In general, data-sharing should be kept to a
minimum and based on necessity. Basic bio-data, which is essential for maintaining long-term and
accurate identification of the individuals of concern to the organization, include:

Basic Bio-data

● Name
● Sex
● Date of birth
● Place of birth
● Citizenship (nationality)
● Current location/address
● Photograph

5.2.2 Core registration data elements

Core registration has been defined on the basis of ExCom Conclusion no. 91, paragraph (b)(vi),
which describes the basic information UNHCR or States will record for individuals of concern.

Core Registration Data

● Personal identity documents

● Photograph
● Names
● Sex
● Date and place of birth
● Date of death (if relevant)
● Marital status
● Special protection and assistance needs
● Level of education
● Occupation/Skills
● Household size and composition
● Date of arrival
● Current location/address
● Place of origin/address

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● Citizenship
● Legal status (as a person of concern)
● Religion, ethnicity, language
● Name of father, mother, and spouse
● Documentation provided (entitlements and identity)
● Permission to share information

5.2.3 Supplementary registration data elements

In addition to the basic personal data referred to in Excom Conclusion no. 91, other information is
needed to ensure adequate protection and to pursue appropriate durable solutions. Depending on
the particular scenario, this data can include:

Supplementary Data

● Other names (alias, maiden)

● Family property
● Means of arrival
● Biometric
● Name, date of birth, current location/address of non-accompanying family members
● Reasons for flight
● Intentions for return
● Place and date of return
● Place of local integration
● Resettlement opportunity
● Place and date of resettlement
● Other documentation provided
● Specific events for global statistical reporting purposes

5.3 Improving registration and related activities

The following checklist provides a few simple steps that offices can take to improve the quality of
their registration, documentation and population data management activities. The relevant
Chapters, Sections and Annexes of the Handbook are provided in the right column for reference.

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Table 3:
Measures to improve registration, documentation, and population data management

DESCRIPTION WHERE TO LOOK IN HANDBOOK FOR DETAILS

Compare current situation with new standards Chapter 3 – Operational Standards
Chapter 8 – Assess Current Situation
Annex 2 – Assessment Matrix
Compare data available with upcoming needs Chapter 8 – Assess Current Situation
§10.2 – Decide on data to collect and verify
Define own strategy for improving registration Chapter 10 – Determine Registration Strategy
Annex 3 – Checklist for Preparing Registration Strategy
Check/improve quality of data in database §15.1 – Retrieve existing information
Verification techniques: §20.1.2 and §20.1.3
Verify that persons registered are of concer n §14.3 – Determine if a person need to be registered
Verification techniques: §20.1.4; §20.1.10; §20.1.11
Ensure that all those of concern are registered Chapter 13 – Inform and Contact Population of Concern
§17.3 – Register unaccompanied and separated children
§10.3.3 – Role of refugees
Ensure each individual is registered only once Chapter 14 – Receiving and Fixing Persons of Concern
Verification techniques: §20.1.1; §20.1.2; §20.1.3
Adopt all possible aspects of new standards Chapter 3 – Operational Standards for Registration and Documentation
Chapter 8 – Assess Current Situation
Chapter 10 – Determine Registration Strategy
Add any missing information on individuals §8.1.1 – Using the standards
§5.1 – Levels of registration
§10.2 – Decide on data to collect and verify
Chapter 20 – Apply Verification Techniques
Annex 2 – Assessment Matrix
Build a lasting record for each individual Chapter 2 – Unified Approach
Chapter 5 – Standard Data Set and Registration Levels
Part II – all sections
Take a digital photograph of each individual Chapter 16 – Photograph Persons of Concern
Systematically link data to physical addresses §12.3.2 – Standardizing the information set
§12.3.3 – Country-of-origin place names
Verify actual presence at physical address Verification techniques: §20.1.1
Validate data once it meets required standards §18.2 – Assess quality of registration data
Verification techniques: §20.1.12
Issue identity documents on the basis of §19.1 – Issue identity documents
verified data
Issue ration cards on the basis of verified data §19.2 – Issue entitlement documents
and verified physical presence Verification techniques: §20.1.1
Update changes: births, deaths, marriages Chapter 20 – Apply Verification Techniques
Part II – all sections
Fully implement deregistration measures Chapter 21 – Deregister households and individuals
Continuously verify and improve records Chapter 2 – Unified Approach
Chapter 20 – Apply Verification Techniques
Use data for protection, assistance, solutions Chapter 3 – Operational Standards for Registration and Documentation
§8.1 – Assess current registration system
Chapter 25 – Prepare Reports
Establish a user feedback loop on data quality §7.6 – Monitoring and reporting on registration activities
Establish standard operating procedures for §12.2 – Establish standard operating procedures
registration and documentation activities
Discontinue periodic one-off head counts Chapter 2 – Unified Approach
Chapter 20 – Apply Verification Techniques

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5.4 Families, households and cases

Providing protection or solutions, such as in status determination or resettlement, is often

predicated on grouping individuals in special and context-specific ways, or “cases”. Information
relevant to UNHCR is thus both about the group(s) to which an individual belongs and about the
individuals themselves.

5.4.1 Groups in registration

The grouping of individuals is one of the most important acts of registration. Grouping has
implications for:

✔ Assistance: Food, non-food items and a variety of services are distributed mainly to
families. Registration staff should be aware that some refugees may believe that splitting up
into smaller families gives them access to more assistance and greater benefits.

✔ Voluntary repatriation: When processing persons for voluntary repatriation, family unity
should be respected and involuntary separation of families during repatriation should be
avoided.

✔ Resettlement: Family unification based on dependency relationships is strongly promoted

by UNHCR. Resettlement countries do not always view the family in the terms as UNHCR,
often using the concept of the strict nuclear family
(mother, father and minor offspring) when making
resettlement decisions. Also, refugees and others may
have strong motivations for altering the composition of
families, particularly in resettlement, such as adding
persons to their family unit with whom there is no blood
or true dependency link. UNHCR is expected to
provide accurate and verified information on family
relationships when making resettlement submissions.

For registration purposes, UNHCR defines three main

types of groupings about which it collects and
maintains information: the household, the family, and
the case. These groupings are useful for describing how
people are related to each other and for managing
activities that are shared amongst the members. The
groupings also allow UNHCR to know if one or more
persons can legitimately represent the group to receive
Grouping individuals is one of the most assistance and to make declarations and decisions on
important acts of registration. behalf of the group.

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Most persons of concern will be members of all three types of groupings at some point in their
registration life span, and for the vast majority, the individual members within a particular group
will remain the same. However, registration life spans can be long and the natural complexity and
changing nature of human relationships means that households and families evolve over time. It is
essential to reflect this evolution in the registration system.

5.4.2 Households

For the purpose of conducting a census 8, the UN definition of a household is:

A group of persons (one or more) living together who make common provisions
for food or other essentials of living.9

For UNHCR and for registration purposes, a household is comprised of those persons of concern
who normally reside together or are living together in the territory of asylum. It may include blood
relatives, in-laws, and people who may not have a specific blood relation to the other members of
the group. The common identifying factor is a shared physical address and presence in the territory
of asylum.

5.4.3 Families

UNHCR recognizes the special role of the family and has a responsibility to maintain and to respect
family unity in accordance with international human rights law. A family can be more difficult to
define, not least because families vary from one place and time to another. For the purpose of
conducting a census, the UN defines a family as:

Those members of a household who are related to a specific degree through blood,
adoption or marriage. The degree of relationship used in determining the
limits of the family is dependent on the uses to which the data is put,
and cannot be defined on a worldwide basis.10

8
Registration is not the same as a census. In registration individual names are recorded and linked to other demographic data. In a census,
names are not associated with demographic data.
9
Principles and Recommendations for Population and Housing Census, Revision 1; Department of Economic and Social Affairs, Statistics
Division (1997), page 65.
10
Ibid.

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For the purposes of

registration, UNHCR
considers a family to
consist of those persons
who are related through
blood, adoption, custom,
or marriage and who
should be considered as
members of the same
family for durable
solutions purposes, for
protection purposes, or
for other reasons related
to the fulfillment of
UNHCR’s mandate. Not
A refugee status determination interview in Malaysia: all the members of a
registration at this stage must be done on an individual level. family will necessarily
be registered with
UNHCR at a given time.
For example family members who remain in the country of origin are not (yet) of concern to
UNHCR. Not all the members of a particular family may be present on the territory of asylum
(some may be living in another country of asylum) or living at the same address within the country
of asylum. This is why a family and a household are two different groupings; members of the same
family may not be members of the same household and vice-versa. For the purposes of family unity
and international protection, including derivative status, UNHCR uses the concept of ‘dependency‘
– economic, physical, or emotional dependency – to determine those family members who should
not be separated or who should be reunited.

5.4.4 Cases

A case is a grouping of people considered together for a specific purpose, usually in relation
to a decision or action, such as in status determinations or resettlement. As a rule, actions
taken affect all members of the grouping, and membership within the grouping is set according
to specific criteria or rules. For example, resettlement cases often consist of those persons
who have relationship of dependency amongst them – physical, emotional, or economic.
Families and cases may not always be the same. A case for refugee status determination may
not consist of all members of a family; dependent family members not currently on the territory
of asylum will not be eligible for derivative status and, therefore, are not part of the current
RSD case.

Most of the time, the family, household and cases that an individual belongs to will all be composed
of the same persons. However, it is important to recognize that this is not always true and to ensure
that registration information correctly reflects any differences.

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5.5 Registration in context

Quality registration is required to support the following activities, among others:

● issuance of identity documents;

● refugee status determination;
● planning and targeting of assistance and services;
● issuance of entitlement documents giving access to assistance and services (ration cards,
health cards, etc.);
● identification of beneficiaries, including persons with special needs;
● voluntary repatriation;
● resettlement; and
● local integration.

➢ The same set of core registration data is used for each of these purposes. However, most
purposes also require specific additional information and variations in the registration
steps.

5.5.1 Refugee status determination

While UNHCR registration and mandate refugee status determination (RSD) are two distinct
processes, procedures for receiving applications for RSD are generally carried out concurrently
with procedures for collecting or updating UNHCR registration information for these persons. The
registration process must promote the standards and objectives of both mandate RSD and UNHCR
registration.

The purpose of procedures to apply for RSD is to formally initiate mandate RSD. For this reason,
additional and more detailed information is gathered than is collected in standard UNHCR
registration. This information includes the reasons and circumstances of the flight from the country
of origin and other facts that are relevant to determining refugee status.

The Procedural Standards for Refugee Status Determination under UNHCR’s Mandate provide
detailed and comprehensive guidance on the level of registration required to support refugee status
determination. Please refer to them when designing registration systems to support RSD
operations.

5.5.2 Emergency situations

Inter-agency coordination, a concern of governments and donors alike, is essential in complex

emergencies, and accurate and respected statistics on affected populations is an essential
component of any coordinated response.

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Exodus. How can UNHCR register refugees during a mass influx?

Steps for registering refugees during an emergency:

(see Section 5.1.1, Annex 6(c); and Section 14.1 – Fix persons of concern – for more details).

✔ Step 1 – Simple enumeration and estimation:

Counting should be done as part of border monitoring. The number of arriving refugees can
also be estimated based on counting conducted by others, episodic evidence, local witnesses,
and other sources.

✔ Step 2 – Fixing the arriving populations with the standard UNHCR token or an equivalent:
This should be done in conjunction with border monitoring or as part of the relocation from
the border. Fixing may not be possible for the entire caseload, especially when the border is
porous and difficult to monitor in its entirety. It will however fulfill its function for a part of
the arriving refugees. Tokens are to be given to each individual refugee as well as any other
persons who crossed the border – even if they may later be found not to be in need of
international protection. The token facilitates counting (pre-printed numbers) and
identification of new arrivals as opposed to persons who are already in-country.

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✔ Step 3 – Create address system:

Efforts should be made to design and implement as soon as possible a shelter address system.
The camp area should be divided into sections and blocks and, where feasible, numbers
assigned to each shelter (tent). This will enable better camp management. In cases where
camps are prepared in advance, such systems may already be created as part of the
preparedness phase.

✔ Step 4 – Control sheet registration in combination with family cards:

The tokens given to the new arrivals at the border will be exchanged at the reception site for
a family card (temporary card). If time permits, a pre-screening should take place at this stage
to identify those who may not be of concern to UNHCR. The number of tokens per family
will be punched on the card (family size). Then, most basic information (including the names
of adults in the family) will be filled in the card and on the control sheet. If refugees are
assigned space in a demarcated camp or a room in a collective shelter, the location should be
indicated on the card and control sheet.

✔ Step 5 – Distribution of assistance and services: Design and implement a simple system to
administer the distribution of assistance and provision of service to refugees, including
emergency health care, using the address system as the basis. Use one copy of the control
sheet as provisional food lists. Ask refugees to present their temporary family cards to ensure
integrity of distribution of food and non-food items and to record provision of services.

✔ Step 6 – Identification of persons with special needs:

With the help of one refugee community, identify individuals and groups with special needs,
especially unaccompanied and separated children. This will allow special assistance and
protection measures to be implemented. Refer these persons to appropriate care (see Section
14.2 – Identify and refer persons with special needs, and Section 17.3 – Register
unaccompanied and separated children).

➢ Separated children and other persons with special protection needs should be
identified and fully registered at the beginning of an emergency so that their needs can be
addressed properly and solutions to their specific problems identified and implemented
without delay.

5.5.3 Register new arrivals

It is essential to have a functioning system through which new arrivals can be registered quickly.
Be sure to register only those persons who have not been registered before and who meet the
registration criteria. In the event of a sudden mass influx of refugees that cannot be absorbed by
existing registration procedures and arrangements, use alternative means of counting and

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estimating the size of the population (see Chapter 11 – Estimate Size and Composition of
Population of Concern for details).
Arrival at the border

Border guards or border monitors may fix new arrivals by providing them with tokens (see Section
14.1.2 – Using tokens) or wristbands before, during or right after relocation from the border to the
immediate destination in the country of asylum, i.e., a camp or settlement. In some cases, entry
stamps or immigration cards may be provided or border guards may register the arrivals.

Depending on the circumstances of flight/arrival, other activities, such as health screening,

providing emergency food rations, water and blankets, may take priority over fixing and the initial
steps of registration.

Arrival at the camp, settlement or urban area

Refugees should report to the appropriate registration office, whether it be a government agency or
UNHCR. If refugees were not fixed and do not hold any proof that they are newly arrived and not
yet registered, protection staff should interview them to determine if their claim is genuine.
Verification to prevent multiple registration can involve a routine check of the registration database
(looking for the same name, same age, etc.) and, if possible/available, photographs or biometrics
data.

Refugees with a legitimate claim should then be registered and provided with the appropriate
documents (identity cards, entitlements, etc.) as foreseen in the registration strategy. Check to see
if other immediate family members are already in the country of asylum. If so, link the newly
arrived refugee to his or her family in the records/database. If necessary, adjust existing registration
documents, especially family/ration cards, to reflect the new size of the family.

5.5.4 Voluntary repatriation

Through registration information and activities, intentions for return are recorded, potential
returnees are verified and screened, the logistics for return travel are organized, and immigration
and customs formalities are handled. In addition, assistance upon return is often linked to
registration.

It may be necessary to transfer the registration database and procedures from the country of
asylum to the country of origin, particularly when cash assistance, food allowances and
shelter assistance are part of the return operation. Creating new registration systems for return
and reintegration should be avoided. However, doing so may be necessary in some cases, such
as when national administrative structures, including civil registry, have collapsed and a new
or revived national civil registry is required. Enabling access to political, economic and social
life may require initial registration information from UNHCR; but this activity should be

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undertaken only in close consultation with the government concerned and, where applicable, other
agencies.

➢ Whenever possible, existing registration data should be used in preparing for voluntary
repatriation.

Registration is an important component of planning and

implementing repatriation operations.

In voluntary repatriation operations, the following elements should be reflected in the

registration strategy:

● Personal information and procedural requirements in the country of return.

● Information and procedures for the ‘co-recognition’and transmission of civil registration
data, such as birth, marriage and death.
● Procedures and documentation requirements for border crossings.
● Plans for delivery of return packages and other forms of assistance to returnees, including
measure to address forms of abuse to obtain additional benefits.
● Deregistration procedures and recall or cancellation of identity and entitlement
documents issued in the country of asylum.
● Initial registration of populations who may never have registered but who seek or require
protection and assistance for return.
● Validation and registration of residual populations, i.e., those who choose not to repatriate.

The Voluntary Repatriation Handbook remains UNHCR’s primary reference for guidance in
planning and implementing voluntary repatriation.

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5.5.5 Resettlement

The importance of reliable registration

processes with respect to resettlement cannot
be overstated. Early and accurate registration
provides the most effective means of
identifying refugees in need of resettlement
consideration on a pro-active and on-going
basis.

The accurate and comprehensive registration

of refugees should be done as soon as possible
after flight and, more importantly, outside the
context of resettlement. This is a fundamental
safeguard to the integrity of resettlement
activities and sets the basis for initiating trans-
Somali Bantus in Kenya. Registration data from years earlier
helped identify this population for resettlement. parent and efficient resettlement programmes.

Good and early registration information at level 2, for example, can be of great service to
resettlement operations. Increasingly, additional registration information, such as level 3, is useful
for the profiling of individuals and groups to be identified for resettlement. Information such as
ethnicity, vulnerability and family composition is particularly useful and should be collected and
verified during registration activities.

Securing the identity of and correct information on individuals considered for resettlement is
important in order to prevent fraud and abuse of the resettlement process.

5.5.6 Situation in which registration may be optional

Since registration needs will depend on the specific situation and the needs of the population
concerned, it is not possible to provide firm guidelines. However, registration in the following
situations could be optional:

Reintegration

Registration needs in return situations may depend on the level of intervention planned. If only
micro-projects at the communal or district level are planned, detailed information on the
individuals may not be needed. Good statistical breakdowns about the locations, numbers and
demographics of returnees, ideally based on registration and documentation done in the country of
asylum, paired with information on the state of infrastructure and socio-economic development
indicators may be sufficient. This is true only if the conditions of voluntary repatriation have been
favorable, the areas of return are secure, and UNHCR does not have any significant monitoring

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concerns. However, to the extent that good registration information has been gathered in countries
of asylum, it should be made available for use by UNHCR in the country of origin.

In the past, some non-assisted populations, including spontaneously settled refugees and “old”
caseloads in the country of asylum, were not registered. However, as long as people remain of
concern to UNHCR, efforts should be made to register them. Experience has demonstrated that a
change in the political environment in the country of asylum may dramatically change the
protection environment, and previously unregistered persons of concern may suddenly find
themselves insufficiently protected.

Internal displacement

Internally displaced persons are nationals in their country of origin and remain under the
jurisdiction of that country. Their protection needs are generally different from those of refugees.
National identity documents and registration procedures and facilities may remain intact even
during displacement. Nevertheless, if UNHCR operates an assistance programme or has a role in
planning and facilitating durable solutions, national documentation may have to be supplemented
by registration.

5.5.7 Circumstances in which registration is inadvisable

Although every effort should be made to create the conditions in which registration can be
achieved, there may be situations in which registration activities may be inappropriate or not
feasible. Situations in which registration should be avoided or delayed include:

✔ Populations that are still moving: If refugees have not yet reached a destination, whether
temporary or final, registration can be difficult to organize and manage. In addition,
registration formalities might compromise the flight to safety, part of the population may be
missed in the registration activities, and there is a risk of multiple enrollments.

✔ Proximity to borders: Registration may have to be avoided for security reasons or to avoid
mixing the refugee population with armed elements moving back and forth across the border.
There may also be mixing with the local population living on both sides of the borders.

✔ Security problems: Under no circumstances should registration activities be carried out if

they are deemed to be or become detrimental to the safety and security of refugees or to the
security of staff.

✔ Saving lives is a higher priority: Saving lives is more important than registering people. In
circumstances where staff must concentrate on other priorities, registration may not be
carried out. This is often the case in the first few weeks of an emergency when the level of
trauma amongst arriving refugees is high, or where the response by UNHCR or its partners
is not fully implemented.

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When registration is not possible but numbers and basic data must be obtained to carry out relief
efforts, alternatives and intermediate steps (incomplete registration) may be used, depending on the
situation.

UNHCR and its partners have acquired substantial experience in various alternative techniques and
methodologies which, though not substitutes for complete formal registration, can help field offices
estimate the size of the refugee population and gather baseline data and provisional refugee lists.
See Section 11.1 – Estimate population demographics for details on the techniques to use.

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6. Registration of Birth, Death

and Marriage

As do all individuals, persons of concern have the right to have their births, marriages and deaths
recorded in a civil registration system and to be provided with the appropriate documentation and
certification. This is a fundamental responsibility of the government in the territory of asylum and
is described in international human rights law and conventions.

Birth registration is crucial for international and legal recognition of the existence of an individual.
Death registration and certification is nearly always required for inheritance of immovable and
movable property, and is particularly important for property claims and property restitution when
people return home from asylum and displacement. Marriage registration and certification ensures
that family unity is legally respected and preserved and that property and other rights are properly
transferred.

➢ States must provide necessary documents relating to civil status (e.g., birth, marriage,
divorce, death) with the support and co-operation of UNHCR, where appropriate.11

UNHCR should advocate and, when necessary,

provide assistance to ensure that these
important events in the lives of refugees,
known as ‘vital events’, are registered and
documented by the government in the territory
of asylum. Where it is not possible for these
vital events to be recognized and recorded in
the normal national registers, UNHCR should
maintain a record of them, and provide people
with documents attesting to the events.

The country of origin should recognize civil

registration documents, including birth cer-
Birth registration helps confers basic rights
to refugee children.
tificates, death certificates, marriage licenses,
divorce agreements and matriculation docu-
ments, issued in territories of asylum. This
recognition should be included in tripartite
and other relevant agreements.

11
Agenda for Protection, Goal 1, Objective 11 : “Better registration and documentation of refugees”.

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For more information please refer to the guidance provided by the UN Statistics Division regarding
vital statistics:

Principles and Recommendations for a Vital Statistics System, Revision 2; UN Statistics

Division, Series M, No.19/Rev. 2: (ST/ESA/STAT/SER.M/19/Rev. 2).

Handbooks on Civil Registration and Vital Statistics Systems – Five-volume Series; UN

Statistics Division.

6.1 Birth registration

Birth registration is defined as the official recording of the birth of a child by some administrative
level of the State and co-ordinated by a particular branch of government. It is the permanent and
official record of a child’s existence.

Birth registration is an essential form of child protection, as it gives a child a name, an age, and an
existence that is recognized and acknowledged by the civil authorities. It also confers rights and
privileges that apply while a person is of concern to UNHCR and long after. These include rights
based on nationality and personal status, such as access to education, food, and health care; and,
eventually, the rights to marry, vote, obtain a passport, be allowed to trade, open a bank account,
and own property.

If refugee boys and girls are unable to provide proof of their age and identity, they become
“invisible” to the authorities and are more vulnerable to abuse and exploitation, such as trafficking,
slavery, forced recruitment, early marriages, child Labor, and detention and prosecution as an adult.

Birth registration and certification are often essential for citizenship12 and a lack of proper birth
registration can lead to statelessness. A stateless person is a person who is not recognized as a
citizen according to the law of any state, and therefore rights flowing from citizenship cannot be
accessed. Her or his basic rights, legal status, security in the country of residence and travel outside
that country are subject to state discretion. Statelessness is often the result of policies that
deliberately do not confer nationality to children born of refugees.

Refugee children and those who are internally displaced are particularly likely to miss out on birth
registration. Some asylum countries are unwilling to facilitate birth registration of the new-born
children of refugees and asylum-seekers. They may consider them as illegal aliens, they may not
wish to grant them nationality, or they may have political motivation for excluding certain

12
Dow, Unity, “Birth Registration, the first right”, The Progress of Nations, UNICEF, New York, 1998, in “Aticket to citizenship; Practices
for Improving Birth Registration”, Plan International, 2001.

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minorities within the refugee population. Others may not have a working birth registration system
within the country or in those areas where refugees are hosted. Parents may not be aware of the
rights and benefits associated with birth registration or cannot fulfill their responsibilities for
registering their children. Physical access to civil registration offices, lack of pre-requisite
documentation, language barriers, and local mis-interpretations of the law are often deterrents to
those refugee parents who wish to register the births of their children.

UNHCR is tasked with overseeing that the births of all refugee children are registered, while
UNICEF is responsible for monitoring the implementation of the Convention on the Rights of the
Child, which includes promoting a child’s right to an identity, to a name and to a nationality. The
Memorandum of Understanding between the two agencies describes their respective
responsibilities regarding the rights of children and the implementation of the Convention. It is
essential to work closely with UNICEF to promote birth registration.

It is always preferable if refugee births are registered in the normal national civil registers. Office
should work closely with the authorities to ensure that refugee births are registered and certificates
are issued according to the procedures applicable to nationals whenever possible. Because birth
registration is an individual-based right, this option should be pursued even when only a segment
of the refugee population is permitted access to the national procedures.

When the State refuses to register refugees’ births within the national civil registration system,
UNHCR should encourage the national authorities to establish similar and parallel systems for
registering refugee and asylum-seeker births. If this is not feasible, UNHCR, working with UNICEF
and other partners, should organize a local system to ensure that a minimum amount of information
is recorded so that official civil registration can be accomplished at a later time. Information on the
child’s name, date of birth, place of birth, witnesses to the birth, and the names and nationalities of
both parents and their addresses should be recorded, and legally validated. The birth should be
recorded in the refugee’s family record and in other documentation kept by the refugee family.

Whatever the system in place, parents must be given a validated birth notification or attestation for
each birth that contains the facts of the birth. Local officials should be encouraged to issue the
certificates for all refugee births or, when not possible, to validate written attestations issued by
UNHCR. In case of voluntary repatriation, a set of legally validated copies should be handed to the
competent authorities of the country of origin.

Raise awareness of the importance of birth registration among partners, government officials, and
refugees. Nurses and birth attendants should know of the right to birth registration and the
applicable procedures.

In addition to the UN reference documents on vital statistics and civil registration systems, for more
information on birth registration see:

Refugee Children: Guidelines on Protection and Care. UNHCR (1994). Chapter 8.

Birth Registration – Right from the Start. UNICEF, Innocenti Digest No. 9, March 2002.

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7. Management of Registration Activities

7.1 Responsibilities of managers for registration

➢ Managers of field operations, including representatives and heads-of-offices, are

responsible for ensuring that registration and population data management activities are
undertaken, that the highest possible standards are attained, and that operational
standards are respected and continue to be.

7.1.1 Representatives and heads of offices

Senior staff, whether from the government involved and/or from UNHCR, are responsible for
monitoring registration. In a typical UNHCR branch office, the Representative or Deputy
Representative (Protection) should be responsible for overseeing and managing registration
activities.

Representatives and heads of offices should:

– be familiar with the standards for registration and the contents of this Handbook;
– ensure that registration and population data management activities are supported by
adequate human and financial resources;
– monitor the design, planning and implementation of registration processes;
– ensure full participation of refugees in the planning and implementation of registration
activities;
– ensure continuity and consistency; and
– ensure staff are trained so they can perform registration related tasks.

The country representative should ensure that one appropriately experienced professional staff
member within the country office has responsibility for conducting and managing registration
activities. Persons responsible for registration must be posted within the country or region
concerned. It is not possible to manage and implement registration operations at long distance or
by staff sporadically present on mission.

7.1.2 Registration-specific roles and responsibilities

For every operation, senior managers must identify and appoint an individual within the operation
to perform the role of Registration Manager or Co-ordinator. A full-time, managerial-level co-
ordinator may be needed for large-scale operations and mass-registration processing, regional
registration projects, when introducing new methodologies or when adding substantial new
elements to the registration procedure, such as issuing ID cards. In small and stable operations,
where registration has been going on for some time and does not require daily monitoring, a

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permanent focal point – preferably a senior protection officer – should be designated to oversee
registration.

The more thoroughly a registration activity has been designed and planned, the easier it will be to
implement. Managers should monitor the implementation to ensure that it is consistent, adheres to
standards, captures quality data, and is run in close cooperation with all partners.

The main responsibilities of the Registration Manager include, but are not limited to:13

● coordinating the planning, designing and implementation of a comprehensive registration

plan in close collaboration with local, regional and national authorities, NGOs and other
concerned entities;

● performing the day-to-day supervision of the registration unit (registration centre)

including policy, programming, administration (of staff and other resources) and
organizational issues;

● supervising the establishment and functioning of registration systems as appropriate;

● co-ordinating and overseeing the issuance of identity and entitlement documents;

● coordinating between the UN agency representatives, and between UN, international and
national NGOs, and local authorities on registration and related issues;

● keeping abreast of refugee-related developments with particular view to changing needs

for registration, deregistration and verification;

● monitoring the implementation of registration and verification exercises carried out on

behalf of the government or UNHCR by implementing agencies;

● managing registration resources and ensuring integrity of fraud-proof materials such as

wristbands, cards, and forms;

● paying particular attention to the registration needs of different groups (women, girls,
boys, elderly, adolescents, etc.) ensuring that special protection and assistance needs of
individuals and groups are addressed through registration mechanisms;

● monitoring data entry and processing and adjusting, whenever necessary and appropriate,
code tables, data entry forms, modules;

13
Generic terms of reference for registration staff in the field. This is not a UNHCR standard job description.

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● compiling, analyzing, and forwarding population information to other offices and

partners, and providing inputs for regular situation reports;

● advising the head of office and senior protection officer on necessary interventions with
regard to registration and population data management.

Other staff to be designated, where applicable:

✔ UNHCR officer(s) responsible for co-ordinating registration at the field level

✔ UNHCR officer(s) responsible for managing registration and population data
✔ Staff member(s) responsible for administering the registration database
✔ Staff member(s) responsible for stocks of registration materials and supplies

Core functions and responsibilities should be clearly defined for everybody. An organigramme
showing all staff and basic functions should be updated regularly.

7.2 Managing registration in an RSD context

The Procedural Standards for Refugee Status Determination under UNHCR’s Mandate identify the
primary functions associated with RSD, including registration and reception, and specify the core
responsibilities associated with these functions. An essential feature of these procedural standards
is the designation of the role of RSD Supervisor. This person is also responsible for overseeing
registration and reception activities in support of RSD.

Responsibilities for supervising registration activities in the RSD context include:

● ensuring that all registration staff have appropriate training and support to carry out their
responsibilities effectively;

● supervising registration staff as they fulfill their assigned duties, including by randomly
monitoring registration interviews and counselling sessions conducted by registration
staff to ensure the accuracy and consistency of information provided to applicants;

● reviewing all complaints received about procedures to register applicants for RSD, co-
ordinating appropriate follow-up, and reporting on action taken;

● supervising the preparation and issuance of documents by UNHCR to registered

applicants for RSD.

For more details, see the Procedural Standards.

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7.3 Managing assets and materials

Since many of the forms, cards, and other materials can be used to gain access to entitlements, they
must be stored and managed securely. Balance sheets, inventories and storage logs will help
managers to control the flow of registration materials. Items should only be released against the
signature of an authorized staff member.

The use of released materials should be monitored closely. Used items should be documented
through control sheets, recording total numbers and pre-printed serial numbers. Damaged or
cancelled tokens, wristbands, forms, cards and other materials should be also be accounted for in
detail. Unused items (the balance) should be returned to storage.

Registration staff members, particularly field-level registration managers and coordinators, are
responsible for receiving and storing registration materials. They check the quality and quantity of
materials received and report on the safe and complete arrival of the materials (this information
must be also shared with Headquarters). The storage area should be securely locked and access
should be strictly limited to authorized personnel.

UNHCR stamps and ink pads should be kept by senior staff (head of sub-office, senior protection
officer, deputy representative, etc.) or by authorized administrative personnel.

7.4 Advice and support

➢ Do not reinvent the wheel in formulating a registration plan.

Field offices should make use of the knowledge and experience UNHCR and its partners have
accumulated over the years. Registration activities require expertise that is not necessarily available
in every field location. Field offices are encouraged to seek advice and support from the services
that are specialized in registration and population data management.

7.4.1 Registration support and technical expertise

There is a variety of support resources that managers and registration staff can use when planning
and implementing registration activities. Some of these resources are listed below; others are
referred to in the relevant sections in Part II.

The Handbook for Registration: This Handbook is designed to be a primary registration support
resource. The standards and procedures described herein should be followed by all office unless
circumstances are truly exceptional.

Training: Specific training materials have been developed for registration. Training can be
conducted on a regular or ad hoc basis, depending on the operational needs. Whenever possible,

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training should be combined with hands-on registration work, either in the country itself or in a
neighboring operation.

Guidance and coaching on planning and implementing registration activities can be done, albeit
to a limited extent, by e-mail, telephone and in short- to medium-term missions.

Technical advice (assessment, adaptation of methodology, planning, implementation, evaluation,

IT support) can be provided by registration experts.

Best practices and experiences should be shared. Offices should not hesitate to make use of the
knowledge and experience acquired by others, and managers should take advantage of these
opportunities through missions, sharing reports and sharing staff, when possible. The Population
and Geographical Data Section (PGDS) is a good source of information on past experiences.

The Division of Operational Support (DOS) at UNHCR headquarters maintains an extensive

support capacity in technical areas, including the support to registration and population data
management provided through PGDS and Project Profile. There are also regional support hubs for
West and Central Africa, East and the Horn of Africa and the Great Lakes Region, as well as for
the CASWANAME region. Substantial expertise and experience also exist in the various regions.

7.4.2 How to request support

Field requests for technical support should be submitted to the respective Desk, which will
co-ordinate with the Division of Operational Support, Population and Geographical Data
Section and other relevant Headquarters sections about upcoming needs and planned registration
activities.

Requests for support should be sent well in advance, whether they are for registration equipment
and materials, expert support or other support elements. The request should clearly state what is
needed. Technical support should be part of the overall operational budget for registration activities
(project and/or administrative budgets).

Ad-hoc advice and guidance by e-mail or telephone can always be provided at short notice.

7.5 Managing corruption and fraud

Corruption and fraud in registration activities are problems that managers must recognize and
confront. Recurrent reports and scandals show that registration, documentation, and population
data management activities are vulnerable to both internal and external efforts to abuse and
manipulate the system. UNHCR’s credibility with donors, host governments, resettlement
countries, country of origin governments and the refugees themselves is linked to the viability and
credibility of its registration systems and the information they contain.

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7.5.1 Operator fraud

The great majority of personnel employed for refugee registration are guided by the principles of
humanitarianism. Nevertheless, some may be tempted to make extra money unethically by
allowing non-refugees to register or by letting refugees register several times.

Make personnel aware of the consequences of fraud during their training. Train newly hired staff
in the UNHCR Code of Conduct. Require them to read it and encourage them to sign it.

Take action swiftly when fraud occurs. Try to determine the reasons behind the fraud and the
magnitude of the problem when responding. Ask for professional advice and support in cases where
fraud is suspected to be well organized and widespread.

Some common forms of operator fraud are:

● allowing non-eligible persons to register;

● allowing registered refugees to register again;
● recording ghost refugees to increase family size.

Possible remedial actions managers should take include:

✔ Tighten systems and procedures, including controls on physical and electronic files and
records.

✔ Institute discussions on the implications and importance of the UNHCR Code of

Conduct.

✔ Institute and routinely check audit logs.

✔ Issue passwords to access electronic data management systems.
✔ Change supervision and monitoring procedures.
✔ Conduct on-site spot-checks during registration activities.
✔ Rotate staff to avoid extended exposure to benefit-related work.
✔ Change composition of registration teams.
✔ Create safe mechanisms and incentives for reporting cases of abuse of power and fraud.
✔ Act swiftly on detected cases and impose immediate disciplinary measures, such as
written warnings and dismissals.

✔ Conduct criminal investigations, in consultation with the Investigation Unit of the

Inspector-General’s Office.

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➢ Be sure to differentiate between dishonesty, fraud and human error. Staff work hard and are
exposed to high levels of stress and pressure. Mistakes do not necessarily indicate cheating.
Give people the benefit of the doubt unless there is clear and irrefutable evidence.

7.5.2 System abuse by refugees and others

The manipulation and abuse of registration systems can be a problem for UNHCR, host
governments, donor governments, WFP, and other partners. In understanding and mitigating abuses
keep in mind that some types of abuse are “insurance” against injustices linked to old approaches
to registration and distribution systems. Some of the most common forms are:

● “recycling”: registering more than once, at the same place or in several locations. Also
associated with multiple applications or attempts to receive one-time-only assistance
packages, such as those often given in voluntary repatriation operations;

● mixing populations: locals and non-refugees, and refugees from different locations register;

● “borrowing”: using other people’s children to inflate family numbers;

● forging registration documents, such as ration cards, registration forms, and voluntary
repatriation forms;

● trading or selling ration cards or other entitlement documents.

Part II of the Handbook provides guidance for dealing with the most common forms of fraud and
opportunism; in particular Section 20.1 – Choose verification techniques.

7.6 Monitoring and reporting on registration activities

Monitoring a registration activity will ensure the integrity of the process and adherence to standards
and help to identify improvements to registration procedures. In large-scale registration efforts or
for innovative projects, evaluations will be useful in assessing the impact of registration on refugee
protection.

Monitoring and evaluating registration activities should be concrete, providing a clear statement on
the quality of the activities, and making precise recommendations. Any follow-up should be with
the intention of improving the process. Monitor the registration from different perspectives – from
that of a manager to that of a refugee.

Set up a ‘feed-back loop’ that allows users to comment on the quality of population data, the uses
they make of it, and any problems they encounter when using the data. Ensure that corrective action
is taken to improve the data accordingly.

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Reporting on registration activities is important for keeping managers, colleagues and partners
informed, for monitoring progress over a certain period of time, and for securing continued support
from various parties.

Problems, particularly security incidents, should be reported immediately so that concerned

colleagues and partners can take action.

7.6.1 What to report

✔ Results of registration activities.

✔ Exceptional events and valuable lessons, including security incidents or particularly
encouraging or disruptive moves by any of the stakeholders.
✔ Basic statistics, breakdowns and basic analysis of changes in refugee population figures
(see Part II, Chapter 20 for details about standard statistical reports).
✔ Extent to which the populations are now registered, to what level, and the standards with
which the registration complies.

7.6.2 Where to report

✔ Monthly Situation Reports: Section C: Statistics and Registration

✔ Country Report: Part 3: Achievements and Impact by Population or Theme
✔ Mid-Year Country Report: Progress as measured against indicators
✔ Annual Protection Report: Chapter 3 – Standard of Treatment of Refugees; Chapter
5 – Refugee Children; Chapter 12 – Supervisory Responsibility (Article 35 of the
Convention)
✔ Annual Statistical Report: UNHCR Manual, Chapter 4, Section 6.8), and Annual
Programming and Reporting Instructions
✔ Ad-hoc basis in the case of important events, changes, problems
✔ Periodic surveys on registration

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Part 2: How To – Introduction

Part Two:
— How to Register, Manage Population Data —
and Issue Documentation

Introduction

Part II of the Handbook focuses on the details of how to perform each step of the generic process
for registration described in Chapter 4 – Overview of the Generic Process. The information is
presented according to the recommended order of the steps (repeated below for reference) and is
divided into the following five processes:

● Preparation for Registration

● Initial Registration
● Registration Interview
● Validation and Deregistration
● Population Data Management

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The guidance provided is applicable to most operational environments. Nevertheless, the

Handbook recognizes the diversity of registration environments and objectives. For each step,
general information is followed by specific guidance for adapting the generic step to specific
contexts such as emergencies, voluntary repatriation operations, refugee status determination and
resettlement. This information is targeted at those with responsibilities for planning and
implementing registration and related activities, including the documentation of refugees, asylum-
seekers and others of concern.

As with Part I, the information provided in Part II of the Handbook can be used by any entity
engaged in registration activities: UNHCR, governments or NGO partners.

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Preparation for Registration

In additional to general guidance on preparing for registration, this part of the Handbook
contains specific information on:

● Using the operational standards set out in Chapter 3 to assess and evaluate current
registration practices (Section 8.1)
● Where to find the relevant operational goals and objectives needed to situate
registration activities in the overall context of the operation (Section 8.2)
● Who the stakeholders are and what their roles should be (Section 10.3)
● The data to collect and the forms to use (Section 10.2 and Section 10.5.2)
● Using surveys to compliment registration data (Section 11.2)
● Creating an address system for a refugee camp (Section 12.3.2)
● Setting up proper security procedures and crowd-control tips (Section 12.7)
● Procuring registration materials (Section 12.4)
● Hiring and training registration staff (Section 12.5)
● Setting up registration locations and sites (Section 12.6)

Overview

UNHCR includes the principles of both results-based management and participatory planning in its
planning cycle and processes. These principles underlie the steps described here: assessing the
current situation, consulting with the population, determining the registration strategy, estimating
the population, and preparing the infrastructure and capacity.

Depending on circumstances, it will not always be necessary to go through all planning steps in
every situation. Offices with more continuous registration practices will undertake the planning
steps less often than offices with less regular registration activities. Some of these steps, such as
Assessment, are linked to evaluation and reporting, and may be done independently of the others.

The establishment and implementation of a semi-formal strategy for registration is one of the
essential aspects of the unified approach. In most operations, a registration strategy already exists
and is in use. However, that strategy may need to be updated or changed to respond to new
circumstances, such as an unforeseen influx or opportunity for voluntary repatriation.

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A successful result depends on two things: good planning and shared ownership. The most
constructive planning processes are those that actively engage key partners and encourage
collaborative problem-identification and problem-solving. The least constructive are isolated,
independent exercises with little or no involvement of the staff, refugees, and partners responsible
for implementation.

The following are recommended resources on planning and planning techniques:

UNHCR Manual, Chapter 4: Part 3 – Planning

Participatory Planning in UNHCR – a Practical Guide: (IOM/10/2002- FOM/09/2002

of 16 January 2002)

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8. Assess Current Situation

➢ Planning for registration activities starts with an assessment of the current registration
systems and the overall context of the operation.

The assessment step is an analysis or evaluation

of the current registration, documentation and
population data management systems as they
compare to UNHCR standards and indicators.
Unfortunately, this step is frequently skipped or
absorbed into other processes, such as setting
objectives. Without a proper understanding of how
current registration practices measure up to the
norms, it is hard to set good objectives and get
the desired results from a revised registration
system.
To improve registration, operations must assess their
current registration activities against UNHCR
registration standards.

➢ A good assessment process is also a measure of progress against indicators, also

important for evaluation and reporting.

8.1 Assess current registration system

Assessing any existing registration system implies a focused and critical comparison between the
standards set out in this Handbook and existing registration systems in the country or operation.
When recent and current registration procedures are assessed against the standards in this
Handbook, the result is called a “gap analysis”. A gap analysis measures the difference between
the current situation and the desired standards in terms of the:

● comprehensiveness of the registration data collected as per standard data set and levels
of registration;
● integrity and completeness of the registration process in place as per the operational
standards and the standard registration process;

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● documentation provided to persons of concern as per the operational standards and the
generic process; and
● use made of the registration-related data as per the operational standards and the
standard indicators.

➢ Use this analysis to identify key issues and problems, define the priorities and objectives
of registration intervention, and take stock of existing resources, their limitations and
potential.

8.1.1 Using the standards

Apply the following questions to the results of the latest or current registration practices and
compare them with the steps of the standard registration process outlined in the various Sections
and Annexes of this Handbook as indicated. See Annex 2 for an Assessment Matrix showing the
standards to assess current registration activities.

1. What data elements are collected and maintained for household, family, cases and
individuals and how does these compare to the standard data set?
Standard Information Set See Annex 8
Operational Standards: See Annex 2 for relevant standards

2. How is information collected from the persons of concern? How is the registration
process currently conducted?
Generic process for registration Chapter 4 – Overview of generic Process
Operational Standards: See Annex 2 for relevant standards

3. What kinds of documentation have been issued and to whom? How does this
compare to the standards?
Operational Standards: See Annex 2 for relevant standards

4. How is registration information being managed? What use is being made of the
information collected?
Operational Standards: See Annex 2 for relevant standards
Indicators (See below, Section 8.1.2 – Indicators)

5. What is the accuracy or validity of the current data? Are statistics done on the basis
of verified data or are they based on estimates?
Accuracy and validity of current data depend largely on the continuous recording and
updating of registration data. To assess the accuracy and validity of current data, compare
the data with standards indicated in the Assessment Matrix, Annex 2.

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8.1.2 Indicators for registration, documentation, and population data management

The most important performance indicators for registration, documentation, and population data
management are:

● Percentage of population(s) of concern in country for whom age/sex breakdowns are

available
● Percentage of population(s) of concern for whom the core registration data elements
have been collected
● Frequency of reporting and sharing of aggregate population records with Headquarters,
regional offices, country offices and partners
● Availability of aggregate statistics in country on core data elements for population(s) of
concern, and the use made of these figures by UNHCR and partners
● Availability of information for individual members of the population(s) of concern, and
the use made of these records by selected UNHCR staff and partners
● Percentage of populations of concern issued with individual identity documents
conforming to the standards
● Frequency with which existing data is updated to record births, new arrivals, deaths and
departures, marriages, and other changes
● Percentage of population(s) of concern interviewed and registered individually
● Percentage of population(s) of concern issued with family entitlement cards in the name
of the primary female and male household representatives

➢ Use these indicators when planning and monitoring registration activities as part of
larger operational plans, such as the Country Operations Plan (COP), and when
reporting on registration activities in normal reports, such as Annual Protection Reports
and Country Reports.

Other useful indicators for registration activities include:

● Food lists are generated from refugee databases

● Convoy lists and passenger manifest are prepared using the registration database
● Absences at commodity distributions are noted and kept with registration information
● Voluntary repatriation processing uses existing registration data

Further sample performance indicators are provided in Annex 4.

8.2 Assess operational objectives and environment

The exact nature of the registration, documentation and population data management needs related
to a particular population and for a particular time can be determined from the relevant operational
goals and objectives. The goals and objectives of an operation, as well as the environment in which
the operation is taking place, should be assessed from a registration perspective. Reflecting on
those goals and objectives will help define the:

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● Role that registration will play in bringing about the protection, solutions and assistance
objectives in a particular operation
● Data required and how it will be used
● Documentation needed by beneficiaries for protection and management reasons
● Linkages to national civil-registration systems

Combine the assessment of the current registration system with the requirements for population
data into a prioritized summary of the problems related to registration, population data
management and documentation. The level of movement within the population will influence the
registration objectives as will the security situation. Be sure to involve any security focal points in
making this assessment.

The following documents are common sources of the goals and objectives that inform and
influence the registration strategy for a particular population or context. These documents contain
explicit or implicit goals and objectives that will determine or will be dependent upon registration
and related activities.

Table 4: Sources of operational goals, objectives and outputs related to registration

Formal Sources Informal Sources

● Country Operations Plans (COP) ● Regional protection and solutions strategies

● Project descriptions ● Contingency plans
● Sub-agreements ● Emergency-response plans
● Tripartite Agreements ● Registration strategies
● Annual Protection Reports ● Repatriation plans
● Country Reports ● Recommendations of support missions,
● Inter-Agency Joint Assessment Missions (e.g. inspection missions and evaluation missions
WFP/UNHCR)

8.3 Variations

8.3.1 Emergencies/mass movements

Where formal registration systems for refugees or others of concern exist, assess them using the
operational standards suggested above. In some situations, there may be no registration system in
place. In these cases, take stock of any existing preparedness measures and systems, including
existing government, agency or other plans. Such plans often define the roles of the key partners,
including the sectoral arrangements for registration and protection.

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The following questions, based on the UNHCR Contingency Planning Guidelines, Section B of
Annex C, are also relevant in such situations.

● What major protection concerns are the refugees likely to face concerning access, status
determination, refoulement, and movement from the border?
● Who is or will be responsible for the security of refugees? What could be the role of
refugee groups in security?
● What kind of problems may the refugees face regarding identification and
documentation?
● What will be the needs of special groups: single women, unaccompanied and separated
minors, the elderly and the disabled, combatants, etc?
● What registration capacity exits with border guards and immigration officials? What
training could be given to them?
● What qualified registration staff and material resources are available in the areas likely
to receive refugees or other persons of concern?
● Are there arrangements to monitor and gather statistics as refugees pass through the
border-crossing points?

8.3.2 Refugee status determination

The RSD Procedural Standards provide clear and detailed guidance on appropriate registration
processes to support mandate RSD processing.

A few key points to examine in assessing registration are:

● Who has responsibility for overseeing procedures to register applicants for RSD,
including supervision and support of registration staff?
● What training is provided to registration staff?
● Are individual registration forms filled out for all persons applying for RSD regardless
of age or potential eligibility?
● Do all principal applicants, regardless of age, and all adult accompanying family
members or dependants complete all parts of the application form?
● Are each principal applicant and each adult accompanying family member given an
individual and confidential registration interview? Are all adult women interviewed
individually and confidentially by a qualified interviewer? Are all unaccompanied and
separated children interviewed by a qualified interviewer?
● Are photocopies taken of all original documents provided by applicants, and a
description of the document noted in the appropriate section of the RSD applicant form?
● Are photographs taken of each applicant, including all women and children?
● Are all registered applicants, including women and children, provided with some kind
of documentation attesting to their status as persons of concern, either by the
government or by UNHCR?

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8.3.3 Voluntary repatriation

Assess registration systems in all of the major countries participating in the return activities and
assess the registration capacity and objectives within the country of origin itself. The assessment
process requires the participation of registration staff and expertise from the major territories of
asylum and the country of origin. The office co-ordinating the overall repatriation efforts should
host regional meetings in order to ensure that the registration component of the repatriation process
will adequately support the operational plan for repatriation. Early in the planning stages, give one
person or office responsibility for overseeing the registration activities in all relevant countries.

In addition to the assessment processes described in Section 8.1 – Assess current registration
system, consider the following points:

● In addition to the standard information for registration, the country of origin may have
special information or documentation requirements for returnees that must be taken into
account.
● The level of compatibility and incompatibility in both the information collected and the
quality of the registration data amongst different asylum locations.
● Requirements and procedures for registration and/or recognition, by the country of
origin, concerning births, deaths, marriages and divorces that have taken place on the
territories of asylum.
● How and when it will be determined that returnees are no longer of concern to UNHCR
and can be deregistered.
● Provisions for the registration and documentation of any residual caseload.
● How current identity and entitlement documents will be invalidated, updated and/or
replaced.

Existing registration data in countries of asylum should be the point of departure in assessing
readiness to support a voluntary repatriation operation. The assessment may show that the data
needs to be improved to some extent in each participating country and location to meet the agreed
standards and to achieve a regionally consistent standard of information.

8.3.4 Stateless non-refugee persons of concern

When working with stateless persons and assessing their registration needs, it is important to
understand how they are legally viewed by both the state of origin and the host state and whether
they are currently registered anywhere. Few national registration systems are equipped to
accurately identify the number of stateless persons on the State's territory. In reality, some stateless
persons are registered as foreigners, some as non-national residents, and many are categorized as
nationals of another State even in instances in which the State in question does not consider them
to be their own nationals either and will therefore not extend national protection to them. In other
cases, persons may be registered as stateless but this information is not widely available due to
political sensitivities. Numerous stateless persons are categorized as refugees or asylum-seekers

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even in cases where they have not sought asylum.

UNHCR's role concerning statelessness is primarily a catalytic one with States. In this regard, the
Office regularly provides legal advice to States of origin on issues such as access to nationality. The
Office also provides advice to host States on matters such as issuance of identity and travel
documents, registration of births and marriages and, in appropriate cases, naturalization. Efforts are
aimed at normalizing the legal status of stateless persons and, ultimately, facilitating their access to
an appropriate nationality.

Non-refugee or asylum seeking stateless persons should not be registered as refugees or asylum-
seekers, or as the foreign nationals of another state. However, in cases in which refugees or asylum-
seekers are or could be stateless, this information should be properly reflected to assist UNHCR in
addressing statelessness when it arises as a root cause of displacement. Design and prepare
registration systems accordingly.

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9. Consult with Population

of Concern

If protection is to be effective, information acquired through the registration process must be

accurate, up-to-date, secure and available to those who need it. Most important, registration must
be used to improve the lives of refugees.

With that aim in mind, it is essential that refugee men and women are consulted when planning a
registration strategy. They can best explain the needs and expectations of their communities; they
know the problems some individuals, particularly women and girls, might face during registration,
and how best to overcome the problems. The approach to registration, the methods and tools used
and the ultimate success of registration depend on the degree to which the refugee population and
the local population co-operate in the process.

➢ Registration activities will be most successful when the refugees themselves are involved
in designing, preparing and implementing them.

Ignoring the needs and worries of refugees is potentially detrimental to their protection and could
result in sabotage and disruption, non-participation, or open hostility and violence. In some cases,
loss of refugees’ trust has led to security problems that have put the staff of UNHCR and its
partners at risk. Factions, groups and individuals may, for their own purposes, use rumors,
intimidation, defamation and other means to disrupt the planning and implementation of
registration, prevent their fellow refugees from registering, or otherwise sabotage the process.
Close monitoring and a continuous dialogue with the refugee community can help to minimize the
influence of these groups.

➢ UNHCR and governments should always be sensitive to the refugees’ cultural and
religious backgrounds and to the genuine protection concerns the refugees may have.

Sabotage

In recent years, sabotage has threatened a number of registration activities. In most of these cases,
disruption occurred because the refugees and host communities were poorly informed or misled by
incorrect information about the objectives of the registration. In several instances, refugees were
openly hostile to registration activities and rioted. Disruptions are more likely to occur during high-

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pressure or large-scale registrations than during a continuous registration activities in which

refugees report to a registration office/site in small groups or individually.

Registration activities can be disrupted for a variety of reasons:

Perceived injustice or punitive intent: Particularly where there is a history of

confrontation between the community of concern and the registering party, populations will
tend to reject any move to further reduce overall numbers without at the same time
improving the chances of each individual and family to gain full and fair access to
registration and to any subsequent benefits, such as distribution of food and non-food items.

rumors: Refugee leaders or elements within the refugee community or host population
who have a vested interest in inflated refugee statistics are likely to spread various
rumors.

Rejection of registration practice based on religion, customs or superstition:

Disaffected groups in search of a pretext may reject the use of certain registration practices,
such as invisible ink or wristbands, biometrics, or taking of photographs.

No show: A well-organized refugee community may boycott registration entirely.

Whatever the scenario, analyze the situation carefully. The security and safety of refugees and staff
should not be put at risk at any stage of registration.

9.1 Engage persons of concern

Organize meetings with both women and men of

the refugee community to discuss issues related
to registration and documentation. Women
should participate equally in planning
registration activities.

Debate the following issues with the Consult with refugees and others about registration: they
have a lot of good advice about how to
community to identify shared interests and a plan and implement registration activities.
mutually beneficial approach to future
registration activities.

✔ How registration processes can be improved or

changed.
✔ How registration can be used to improve the refugees’ situation.
✔ What new documents are necessary and important.
✔ Difficulties boys and girls face in accessing registration and being registered.
✔ Segments of the population that will be harder to register than others.

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✔ How to get a full and accurate registration of the population.

✔ Special protection and assistance needs that registration staff should look for.

Consult with women refugees and others of concern. Particular issues to address with women
include:

✔ Problems women have concerning registration and related processes, including problems of
access.
✔ Gender-specific security concerns.
✔ The names to appear on family entitlement documents.
✔ Specific problems confronting un-registered women and girls.

Engaging with the refugees also means explaining why registration is important for UNHCR and
its partners. Explain to the community how the registration system is intended to ensure that each
individual and each household will have an accurate and lasting record, a means of identifying
themselves, and a full and equitable share of benefits. Explain the rights, obligations and benefits
that come with registering and the consequences of failing to register.

Document and share the results of these discussions.

9.2 Work with the local community

Depending on the specific refugee situation, it may also be important to ensure the co-operation
and understanding of the local community and its leaders. In areas where local populations benefit,
directly or indirectly, from assistance provided to the refugee community, fixing, screening,
registration and enumeration may be seen as a threat to their well-being.

Inform and consult closely with the local community. Persuade and perhaps compensate them with
food or community-development assistance. Involve local authorities in the planning to ensure that
local people don’t pose as refugees or disrupt the registration process.

Mobilize local communities for registration activities. Request the use of government premises or
community facilities for registration activities and/or engage government staff as registration
clerks, screeners or security personnel. Local authorities and local humanitarian personnel will be
instrumental in gaining this co-operation.

If there is pressure on the refugees to boycott registration or persistent attempts by local people to
sabotage and disrupt the process or to pose as refugees, postpone registration activities until more
favorable conditions prevail.

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9.3 Variations

This step is essential to all registration processes. Even in the early weeks of an emergency and in
the most chaotic of situations, consultations with refugees about registration and related processes
are critical to success. Registration staff should identify key refugee leaders who can assist in
organizing household or “control sheet” registration activities and who can disseminate
information to new arrivals. Sensitization and mobilization campaigns should be conducted on an
ongoing basis as the refugees arrive. In all cases, failure to consult with the populations concerned
leads to mutual distrust between the registrars and those being registered.

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10. Determine Registration Strategy

A registration strategy is normally the revision of an existing plan, adjusted and updated to meet
changes in circumstances, solutions opportunities or resource availability. The establishment of a
registration strategy is necessary for any registration-related activities.

➢ Registration is not a stand-alone activity. It must be part of and in harmony with the
agreed protection strategy at the country level and, where appropriate, at the regional
level.

Registration and data-management activities must be planned as an integral part of general

operations planning. Only when the registration methodology, techniques and deliverables are
aligned with the overall strategic objectives of the operation can registration serve protection,
solutions and assistance goals. Therefore, it is important that the registration strategy be developed
with the participation of all the major stakeholders, including refugees, the government, and other
UNHCR offices. NGOs also provide essential resources and advice in planning and managing
registration activities.

There are five steps in determining a registration strategy:

1. Determine registration objectives in light of problems, gaps and opportunities identified.

2. Determine the roles of stakeholders.
3. Determine specific operational opportunities and constraints.
4. Choose methodology and tools.
5. Determine resource and infrastructure needs.

The number and involvement of stakeholders will vary from one situation to another; however, the
steps remain much the same in all types of operations.

Support in creating and updating registration strategies can be sought from regional registration
officers and technical units at Headquarters.

A checklist to use when preparing a registration strategy is provided in Annex 3.

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A good registration strategy:

✔ Defines the population to be registered.

✔ Ensures compliance with the minimum standards and respect for other relevant principles.
✔ Aligns the registration plan, including methodology, techniques and deliverables, with the
protection objectives of the operation.
✔ Involves all stakeholders and co-ordinates their activities.
✔ Finds the most appropriate tools and mobilizes the necessary resources.
✔ Is solutions-oriented.

Country strategy or population-based strategy:

Normally a registration strategy should be for a ‘population’. Different registration systems may be
required to register camp-based refugees and to register those refugees living dispersed in urban
environments. Refugees from different countries of origin or ethnic backgrounds may require
different registration methodologies.

Operational capacities and resource implications should be examined before deciding if one
comprehensive registration system can be applied to different groups of refugees or if each
population requires its own approach and system for registration.

10.1 Determine registration objectives

Using the assessment of operational goals and objectives relevant to registration activities and the
prioritized list of problems developed in Section 8.2 – Assess operational objectives and environ -
ment, develop objectives for registration and related activities that describe:

● Serve operational goals and objectives.

● Enhance the legal and physical protection of the population of concern.

Registration objectives should be clear statements of the progress to be made towards meeting the
standards for registration, documentation and population data management (operational standards,
standard data set and generic processes). They must reflect the level of registration to be achieved
given the circumstances.

10.1.1 Formulating the objectives

Formulate objectives that, where possible, refer to and explicitly mention beneficiaries and
benefits, particularly protection benefits. Objectives should be formulated as affirmative sentences
in the present tense, using Subject + Verb + Object. They should be statements of desired impact
or improvements in the situation of the beneficiaries expected to result from the actions of UNHCR
or its partners.

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Essential guidance on the formulation of objectives, outputs and indicators is contained in the
Practical Guide on the Use of Objectives, Outputs, and Indicators, also known as the “blue
guide” 14. UNHCR staff and others involved in determining the registration strategy should be
familiar with its contents.

Standard objectives, outputs and indicators for registration should be used whenever possible.
Some examples are in the Practical Guide under the examples for Sector O.

An updated and expanded list of samples is contained in Annex 4.

10.1.2 Documenting the registration strategy

Write down and share the registration strategy with stakeholders, including refugees. Any
registration plan must include a clear statement of what the refugees can realistically expect from
registration and which problems are not solved by registration or by registration alone.

A sample Registration Strategy is available in Annex 5.

This type of format can be useful for recording decisions and communicating with those involved
in planning and carrying out registration. The strategy should be shared with stakeholders, kept on
file in the office and referred to when describing the quality of registration data (see Section 18.2
– Assess quality of registration data).

Objectives, outputs and indicators related to registration appear in Country Operations

Plans as follows:

● The goals and principle objectives related to registration, documentation and population
data management activities should appear in the Executive Summary, Part 1.
● The goals, objectives, outputs and indicators should also appear in the full hierarchy of
objectives for each population and/or theme in Part II, Section A.
● There is a specific narrative paragraph required on registration in Part II, Section C.
● The UNHCR-provided resources required for registration, documentation and
population data management should appear in the appropriate annexes. Operational
costs are normally budgeted under Sector-Activity O.22.

14
UNHCR IOM/26/2002 – FOM/25/2002; 15 March 2002 – Updated 2002 Version: Project Planning in UNHCR – A Practical Guide
on the Use of Objectives, Outputs, and Indicators.

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They also appear in Project Descriptions and Sub-agreements as follows:

● The goals, objectives, outputs and indicators should appear in the full hierarchy of
objectives, Annex A, Section 5: Description of Objectives and Outputs (by Sector/ and
Sector-Activity). They should appear under Sector-Activity O.22 – Refugee Status
Determination/ Registration/ Identity Cards.
● UNHCR-provided budget requirements should appear in the Budget, Annex B,
normally under Sector Activity O.22.

10.2 Decide on data to be collected and verified

Deciding on the data to collect is one of the key steps in setting the registration strategy. The data
set to be collected and/or verified should correspond to the level of registration to be achieved. Use
the standard data sets for the different levels of registration, as described in Chapter 5 – Standard
Data Set and Registration Levels and Annex 8, to decide on the to data collect and/or verify.

Consider additional, non-standard, data elements to collect and verify due to governmental
requirements or specific operational goals (see Section 8.2 – Assess operational objectives and
environment).

Always capture as much data as possible as early as possible. Earlier data capture is more likely to
produce an accurate and representative picture of the population of concern. This is true even if the
information captured is not used or processed immediately. Later on, persons of concern may be
influenced by assistance or solutions concerns, such as non-food items and resettlement.

Decide what new data elements are needed at this time and what data elements should be checked
and verified. It may not be possible to verify all elements of a data record at a given time and it
may be necessary to set priorities as to which elements should be verified.

Collection of certain elements of the standard data set may constitute a protection risk in certain
contexts. For example, in some voluntary repatriation operations, religious information recorded on
registration forms that are used as temporary identity documents can pose protection risks.
Managers may decide not to collect or not to display a particular piece of information.

Decide on the best way to collect and verify the desired information. Some types of data are better
collected or verified through surveys rather than individual registration (see Section 11.2 – Use of
surveys). Some data-collection activities, such as initial medical screening or longer-term health
monitoring, can be linked to registration activities.

Decide on what information should be collected in consultation with other stakeholders, including
the government(s) and partners involved, to ensure that the registration data will be complete and
will meet the priority needs of the stakeholders.

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Determine what use will be made of the data. In general, always try to collect the full data set and
make full use of the information. Many data element require some degree of standardization before
actual registration activities begin. See Section 12.3 – Standardize locations, names and other
categories.

The process of deciding what population data is needed is distinct from and precedes the decisions
about the forms to be used. However, it is helpful to look at model forms when considering what
data should be collected. Section 10.5.2 – Selecting registration forms, describes how to select and
modify the standard forms once the roles of the different stakeholders have been determined and
the registration methodology is set.

10.3 Determine stakeholders and their roles

One of the principle objectives of the planning process is to determine the operational roles,
functions, responsibilities and accountability of the different stakeholders in a registration
procedure. This facilitates co-ordination and effective management by determining, area by area,
how the different registration-related activities are to be handled.

➢ In participatory planning critical stakeholders participate in the formulation of the

registration plans and agree to them.

Identifying the relevant stakeholders in registration operations is key. Regardless of the type of
operation, some sub-set of the following parties will be the stakeholders to bring into the planning
process:

Persons of concern: individual refugees (men, women, boys, girls, elderly, disabled) and groups
within the community (clans, ethnic or religious groups, refugees from a particular country,
refugees with special protection needs, leaders, community representatives and those with
registration skills).

Governments: countries of first asylum (distinguish between local/provincial authorities and

central governments), countries of subsequent asylum (neighboring or other), countries of origin,
donor countries, resettlement countries, multi-lateral organizations.

UNHCR: Headquarters, regional and field offices, “functional” stakeholders, such as refugee
status determination resettlement, and other protection staff, assistance and camp-management
staff, durable solutions officers, field security advisors, and programme officers.

Primary registration partners: WFP, ICRC, UNICEF and implementing partners.

Other partners: Other international agencies and organizations, such as IOM, WHO, UNFPA and
ILO; NGOs, and other voluntary organizations, such as National Red Cross and Red Crescent
Societies.

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Others: local population, third-country nationals, private donors.

10.3.1 Role of UNHCR

➢ UNHCR must ensure that registration activities adhere to minimum standards and that
refugees and other persons of concern are better protected through the registration
process.

UNHCR’s role in registration and population data management varies from simple oversight and
monitoring to full design, implementation and maintenance of a registration system. In a few cases,
UNHCR will, itself, have to register and provide documentation for refugees and other persons of
concern. The table below lists some of the more common roles for UNHCR.

Table 5: Activities of UNHCR in Registration

Activities for UNHCR

● Dissemination of standards for registration and documentation

● Fact-finding and monitoring visits to national registration institutions
● Monitoring and intervention in individual cases
● Training of government officials in registration standards and techniques
● Technical assistance for improvement of registration
● Financial and technical assistance for actual registration
● Implementation of registration and documentation activities

10.3.2 Role of the government

Registration is the responsibility of States and is implemented as part of national asylum

systems and refugee-protection frameworks.

Nevertheless, in some countries although both the political will and legal basis to register refugees
exist, the government may not have the operational capacity and resources to create, implement and
maintain a functioning registration system. Other countries may be fully capable of assuming their
responsibilities for part or all of the refugee population, but refuse to do so. For these reasons and
others, UNHCR may have a more active role in registration activities.

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However, building government capacity for

registration should be part of every registration
strategy. This involves gaining the government’s
understanding and approval and offering technical
expertise and financial support. Providing technical and
financial assistance, alone, does not constitute
capacity-building.

➢ Take into consideration the government’s

objectives and concerns relating to refugees
and any constraints on the governments when
designing capacity-building activities. Do not
assume responsibility for registration without
planning for greater government involvement
in the future.

Build governments’ capacities to conduct

registration by:

Joint UNHCR-government participation ✔ Sharing knowledge, tools, techniques and

registration activities is the preferred option.
project-management skills.
✔ Organizing and facilitating study tours for
government officials and parliamentarians to
countries with functioning refugee protection
and registration systems and procedures,
including issuing identity documentation.
✔ Providing technical training and education.
✔ Providing financial support in key areas of registration and documentation.
✔ Conducting joint registration activities.

10.3.3 Role for refugees and persons of concern

Some aspect of the important role played by refugees in registration are described in Chapter 9 –
Consult Population of Concern, and in Chapter 13 – Inform and Contact Population about
Registration. Refugees and others of concern should be involved in registration as much as
possible, including planning, implementing and evaluating registration activities. Ensure that
women and men participate equally in the registration process.

Identify refugees and others of concern with prior registration experience who can assist in
organizing the population and identifying particular groups or individuals that will have difficulties in
registering. Use refugees to explain to their communities the aims of and procedures for registering.

Women refugees and persons of concern have a specific role in registration activities. Women must

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participate as equals in the decision-making bodies and processes. They have a say in analyzing
security risks, including potential risks to girls and women in terms of abuse and violence. They must
contribute to the selection and validation of the registration methodology, and ensure that it has the
appropriate gender-sensitive components. Women refugees and others of concern should participate
fully in informing the community about registration objectives and activities; they are particularly
effective in reaching those less likely to come forward for registration and identifying those with
special registration concerns. Women should also monitor access to registration sites and assist in
verifying identities whenever refugees are involved in doing so.

10.3.4 Role of operational partners

UNHCR and governments cannot register large numbers of people by themselves; they must act in
partnership with other stakeholders. Fostering understanding about the need for registration among
all stakeholders – the host government, refugees, and national and international organizations –
will not only improve protection for the refugees, it will also ensure efficient use of resources and
help to avoid duplication of efforts.

Draw on the resources and expertise of other partners, particularly ICRC, WFP, UNICEF and
NGOs. In most situations, these agencies will be directly involved with registration activities. Data-
collection standards, procedures and sharing mechanisms need to be negotiated with them.

Once the operational partners have been identified and contacted, they should be encouraged to
participate in all levels of the registration planning and implementation.

✔ Hold joint design and planning meetings with partners.

✔ Consult with partners, bilaterally and multilaterally, on the feasibility of registration
methodologies.
✔ Review the specific information requirements to be met by the registration methodology.
✔ Determine appropriate ways of sharing data among the actors involved.

Partners’involvement in the registration does not end after the design and planning phases are over.
Implementation requires continued close co-operation and co-ordination with all partners. Co-
ordination meetings should be held at regular intervals and partners should be kept informed about
the progress made and the results achieved.

10.3.5 Role of WFP

The revised Memorandum of Understanding (MOU) between UNHCR and the World Food
Programme (WFP) 15 specifies that registration activities should serve to identify beneficiaries for

15
A revised Memorandum of Understanding between UNHCR and WFPsigned by the heads of the two agencies in June 2002.

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food and related non-food items (see Articles 3.3, 3.4, and 3.5). Article 3.5 of the revised MOU
states that

UNHCR will fully involve WFP in the planning and execution of refugees’
enumerations, registration and verification exercises for actual or
potential beneficiaries of food and related non-food items.

Considering that there are nearly 4 million refugees and

returnees who are assisted by WFP, and that in many cases
registration and identification of food-aid beneficiaries are
essentially the same activity, close collaboration with WFP
in planning and implementing registration activities is
essential. Discuss the objectives, strategy, data to be
collected, possible cost-sharing measures and expected
results with WFP.

Despite this close relationship, linkages between registration

and assistance/entitlements can be problematic. Whenever
possible, registration activities should be separate from
beneficiary identification. Modalities for this should be
worked out with WFP.

Food distribution should be based on valid

registration records.

10.4 Determine opportunities and constraints

A sound registration strategy takes into consideration all the factors that have or will have an
impact on registration activities.

The following table lists some of the most important considerations.

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Table 6: Factors Influencing Registration Strategy

FACTORS POSSIBLE CONSEQUENCES AND/OR RESPONSES

Environmental Constraints /Opportunities

Weather and Climate Weather and climatic conditions may influence ability of persons
and staff to access registration locations.

Timing Be sensitive to public and religious holidays of country of

asylum, country of origin and staff. Avoid large registration
actions in times of heightened alert (national or local
elections, security curfew), peak trading season, harvest or
other important milestones of agricultural cycles.

Security Security problems may influence the ability of refugees to

access registration. Registration activities should not put
people, either refugees or staff, at risk, and should be non-
threatening. Capacity of local police and security forces may
not be adequate. Refugees may not wish to leave their
houses all at once for fear of burglary or theft. (this is one
reason why families are split in registration; consider house to
house registration as an alternative).

Capacity of Persons of Concern (skills/ literacy, history of

displacement)

Temporary absence of refugees Make provisions for the registration of latecomers, absentees
from the camps for reasons of and missing family members. However, be alert to the
work, school, etc. possibility of people registering more than once.

Reluctance of refugees to Refugees need to be consulted as early in the preparation

come forward phase as possible. Analyze and understand the reasons for
for registration refugee reluctance.

Low educational level (literacy) Registration questions should not be too complicated for
of refugee population refugees and should be tested prior to use. Select and train
refugee helpers to assist registration desks.

Abuse and Manipulation

Widespread abuse and fraud This is a significant problem in some environments. A more
(recycling, multiple registration, continuous registration system, supported by regular and
“borrowing” children) varied verification, can help. Fixing methods such as ink,
wristbands, photographs, fingerprints or biometrics, can help
reduce multiple registrations. Use the techniques in Section
20.1 – Choose verification techniques.

Mixing with local population and Offices should always work with local authorities to explain
“borrowing” children from local why it is important to preserve the integrity of refugee
community to inflate family size registration, and should solicit their advice and assistance in
preventing fraud.

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Capacity of UNHCR and partners (resources, technology,

skills)

Insufficient resources Registration is a core activity and therefore should remain a

priority even when budgetary restrictions are imposed. If the
funds necessary are not available, it may be possible to
reduce requirements by adjusting the strategy.

Insufficient or inadequate staff Searching for and recruiting staff for registration activities
takes time. Establish partnerships with governments,
universities, national civil registries and local authorities. If
possible, provide incentives.

Insufficient training Conduct training-of-trainers workshops helps to ensure

availability of qualified trainers. Delay activities until staff are
ready.

Insufficient materials Plan for a reasonable reserve. Order in advance. Ask for
release of materials from stockpiles or neighbouring
offices.

Co-operation (refugees, local population, national authorities,

partners)

Government not ready to Government reluctance to conduct registration may stem

embark on registration from serious political concerns. Analyze the reasons for
reluctance and try to address them at appropriate political or
technical levels. Remind the government of its res-
ponsibilities. Foster understanding that registration not only
protects refugees, but also enables the government to know
whom it is protecting and to have better control over a
potentially sensitive situation.

Disagreement about registration Partners may withdraw support for the planned registration
methodology with partners or activities or mayrefuse to accept the results of the registration.
stakeholders (WFP, resettlement Involve the partners and even embassies in designing,
countries, donors, others) planning, and implementing registration activities. Inform
stakeholders of the obstacles to meeting standards.

Internal stakeholders (UNHCR) Resources may be scarce and other priorities may prevail over
disagree on the necessity for registration efforts. Half-hearted support by managers or
registration and/or methodology insufficient prioritization of registration over other activities
may result in failure.

Corruption or sabotage by Occasionally UNHCR staff or government registration

registration personnel personnel are victims of pressures imposed by the local
population or refugees. Monitoring, particularly through spot
checks, helps to identify corruption early. Staff suspected of
inappropriate behaviour should be dismissed quickly, and a
programme of incentives should be set up to reduce the
motivation for corruption.

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10.5 Choose methodology and tools (including registration forms)

Once the registration objectives and the respective roles of the stakeholders are set it is time to
select the most appropriate methodology and tools, and to determine the resources needed to
implement the registration strategy. The three components of the overall strategy developed at this
point are:

● Methodology: The exact configuration of the standard process to used, the timing of
activities, and the division of responsibilities.
● Tools: Registration form, data-capture and – management tools, software, and fixing
systems.
● Resources: Staffing, training, financial requirements, physical and logistical support
needs.

10.5.1 Methodology

Registration methodologies are always based on the generic process. They describe how the
standard steps will be carried out in a given context. As with the strategy, it is important to get the
agreement of key stakeholders on the methodology; this is best achieved if they participate in its
formulation.

The methodology is a detailed plan of how the registration objectives will be accomplished. It also
defines the level of continuous registration that the office wants to achieve. Activities should be
described as either one-time events or part of a regular routine that will be periodically reviewed.
The methodology also includes the time frame for verifying and updating data and the intended
period of validity for any documentation issued.

The registration methodology contains:

● Division of labor and responsibilities amongst stakeholders (who does what)

● Provisions taken to be sure women and children are treated fairly
● Procedures to determine eligibility for registration and priority (see Chapter 14)
● Procedures to fix people to ensure they are registered only once (see Section 14.2)
● Procedures to collect and verify data about the men, women, girls and boys of concern
(see Chapters 5, 15, 17, and 18)
● Procedures for registering unaccompanied and separated children and others with
special needs (see Sections 1.6 and 17.3 on unaccompanied and separated children)
● The frequency of updating and verifying the data collected
● The verification techniques to be used to check information about households, families
and individuals (see Chapter 20)
● Documents, such as ID cards and/or entitlement cards, to be issued (see Chapter 19)
● Procedures for combating fraud and ensuring the integrity of registration results (see
Chapters 7 and 20)

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● Procedures for recalling, entering and processing data (see Chapters 23 and 24)
● Processes for sharing information with partners

A registration methodology always has sustainable components that, at a minimum, describe

procedures for updating the following information:

✔ Births and new arrivals

✔ Deaths and announced departures
✔ Absences
✔ Deregistration of households and individuals

10.5.2 Selecting registration forms

Based on the information needs identified in Section 10.2 – Decide on data to be collected and
verified – the registration form should be chosen from one of the standards shown in Annex
6. Protection staff should take the lead in choosing the proper registration form and designing the
interview.

The standard forms to be used in registration are:

✔ Control sheet: [See Annex 6(a)] This is the registration form normally used when
conducting Level 1 registration. It is used in other levels of registration as a ‘control
sheet’ and for some basic data-collection purposes. The form is generally used as a
record of the interview schedule, a control on family or ration cards issued, a temporary
list for distribution purposes, a passenger manifest for organized movements, and initial
temporary registration for new arrivals.

✔ Registration Form (Level 2): [See Annex 6(b)]. This form captures individual
information for the members of a household or family on a single A4 sheet. Level 2
registration data is gathered for almost all family or household members, although some
data elements, such as country of birth, are collected only for the household
representatives.

✔ Registration Form (Level 3): [See Annex 6(c)] This is the form to be used in level 3
registration. It gathers the full data set at the individual level. It must be complemented
by the family/household form which is used to collect information about the family
(or household) including the relationships between the members.

✔ Registration Form for Unaccompanied and Separated Children: [See Annex 6(d)]
This inter-agency common form is to be used for the supplementary registration of all
unaccompanied and separated children in all circumstances. Unaccompanied and
separated children should also be registered according to the standard registration
methodology in use. Different forms should be linked by the individual’s unique

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numerical identifier as well as any household, family, or case identifiers that are
relevant to them.

✔ Application for Mandate Status Forms: [See Annex 6(e)] This form has been
designed by DIP as part of the Procedural Standards for RSD under UNHCR’s
Mandate, and it should be used for registering asylum-seekers applying for individual
status determination. The form is not purely a registration form because it captures
additional information related to the nature of the individual’s claim and constitutes an
official application for refugee status. See the Procedural Standards for details on use
of the form.

The design of registration forms is important to the quality and effectiveness of the registration
activities. Use the standard form that corresponds to the targeted level of registration as a starting
point and modify it as little as possible. The standard forms reflect lessons learned in registration
operations and ensure the standards for registration, documentation, and population data
management are achieved.

Acceptable variations to standard forms are:

✔ Language: The language used on the form will depend on what the government(s)
involved may require, on the language proficiency of the registration clerks and data-
entry personnel, and on the availability of interpreters.

✔ Number of Copies: Determine how many copies of the form are needed and who will
get each copy. Multiple copies of the voluntary repatriation forms are usually needed,
while one version of the RSD registration form is usually sufficient.

✔ Code lists: Supply code lists to explain the coded fields, either on the form, itself, or
as an annex. Create a concise code book using a colour-coded sheet with plastic
lamination for quick reference. If local code lists are used in addition to the standard
UNHCR codes, they should be clearly explained.

✔ Instructions: Provide clear and comprehensive instructions on how to fill in the form,
anticipating questions, problems and variations.

✔ Data Elements: Some additional data elements may be needed to meet operational
objectives or as required by the host government or other partners. Alternatively, not all
of the standard data elements may be desired in a particular context (see Section 10.2 –
Decide on data to be collected and verified).

When adapting registration and other data-collection forms:

✔ Be sure the spaces are large enough to accommodate the data comfortably, so the
registration clerk does not have to struggle to make the information fit onto the form.

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✔ Provide sufficient space for punching holes, otherwise valuable information might be
lost when punching holes for filing.

✔ Eliminate or reduce vertical lines if the form will have to be faxed. Vertical lines can
substantially reduce the fax transmission speed and consume great quantities of
photocopy and printer toner.

✔ The layout of the form should reflect the sequence of the interview so the data-
collection elements are in a logical sequence and registration clerks can navigate easily
and quickly through the form. Proper form layout can save time and contribute to
accuracy in data processing and in data collection.

✔ Label the form with a name, version number and release date (for example, Form XYZ,
version 2, 01/04/04) to avoid confusion.

More information on the use of registration forms in contained in Section 17.1 – Use standard
registration forms.

10.5.3 Other tools

Details on other tools are found in other sections of the Handbook. Fixing methods are described
in Section 14.1 – Fix persons of concern. Information on how to take photographs and the tools
required are provide in Chapter 16 – Photograph Persons of Concern. Some information on data
– capture and – management as well as tools required are given in Chapters 22-24.

Seek technical advice from people with registration expertise in neighboring countries or at
Headquarters. See Section 7.4 – Advice and support for information on whom to contact.

10.6 Determine resource and infrastructure needs

After designing the methodology, determine the resources and infrastructure needed to register the
target group.

10.6.1 Resource plan

Each step in the methodology requires specific resources. Write down each step in a table and list
the necessary staff, tools, materials and infrastructure required to complete each step. A precise
resource plan will help mobilize the resources on time, distribute tasks, and follow up on the
progress of preparations. It will also serve as a checklist to ensure that the registration office is
ready to receive refugees for processing.

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In addition to the resources needed for each of the step in the methodology, there are generic
support elements needed, depending on the specific location and circumstances.

Examples and some resource benchmarks are listed in the table that follows.

Table 7: Resources needed for each step of registration process

STEP RESOURCE NEEDED

Prepare and Maintain Registration ● 1 Trainer per registration location

Infrastructure and Capacity: Training ● Training facility and equipment
(20 persons / training)
● Training modules and materials

Prepare and Maintain Registration ● Transportation of staff to and from

Infrastructure and Capacity: Logistics registration venue
● Transportation of refugees, including
persons with special needs
● Transportation of equipment, furniture,
supplies and materials

Prepare and Maintain Registration ● Radios, and handsets (1 radio/vehicle, 1

Infrastructure and Capacity: Telecoms handset/registration team or 3 persons,
1 radio/registration sites, 1 handset/security
staff)
● 1 dedicated E-mail account, 1 dedicated
telephone and fax, and other
communications

Prepare and Maintain Registration ● Protection of registration venue (fencing,

Infrastructure and Capacity: Security guards, video cameras)
● Protection and security training of all staff
● Training of security personnel
● Additional crowd-control measures

Prepare and Maintain Registration ● Staff needed for: Construction, cleaning,

Infrastructure and Capacity: repairing
Registration Sites ● Water and food for refugees and staff
● Generators and fuel
● Materials and equipment to construct and
furnish sites

Contact and Inform Population ● Public-address system (megaphones,

interpreters, standard messages)
● Bulletins, posters, radio announcements

Reception and Fixing: Fixing ● Fixing materials and equipment (wrist

bands, ink, finger-printing machines, printed
registration lists as per methodology)

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● Staff needed: perform fixing (wrist-banding,

taking biometrics, checking photographs,
operating technical equipment, checking
ink, etc.)
● Woman persons of concern and staff to
monitor access

Reception and Fixing: Screening ● Staff needed: interviewers, protection officers,

supervisors (equal men and women staff)
● 1 protection officer always on duty to
respond to protection related issues
● Guidelines for screening
● Procedures for handling priority and
rejected individuals

Reception and Fixing: ● Staff needed: Community services and

Special cases/Special needs health staff to received referrals. 1 person on
duty at all times when registration is taking
place
● Training: reception staff and registration
clerks in identifying and handling
procedures
for special cases

Initiate Data Collection ● Staff needed: registration clerks, EDP staff,

supervisors, data entry staff
● Lists and other sources of data
● Equipment and materials: registration
forms, data processing equipment, printers,
scanners

Photograph persons of concer n ● Staff needed: 1 photo clerk, 2 assistants per

photo station
● Equipment and materials: 1 camera,
2 lights, 1 white backdrop, 1 table, 2 chairs
per photo station. 1 extra camera and 2
lights per 4 photo stations

Interview persons of concern ● Staff needed: interviewers, clerks to fill out

forms and verify data
● Interpreters: volunteers, government
helpers or refugees
● Guidelines for completion of forms
● Code tables for interviewers and other
registration staff (standard codes, operational
specific codes, and location codes)

Issue documents ● Staff needed: document or card preparation,

controller (person authorized to sign)
● Documentation materials: blank cards,
control sheets, other supplies
● Equipment: embossing and laminating
machines, stamps/ink

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10.6.2 Determine budgets

The budget for registration must be based on the standard methodology and the detailed resource plan.
Registration activities are budgeted and financed within the normal UNHCR annual programming
cycle. Any amounts to be covered by UNHCR must normally be part of the COP, submitted annually
to the Operations Review Board for review and approval. Costs not budgeted for at this stage have to
be covered through reallocation of budgets at the country or regional level. Guidance on budgeting
can be obtained from the programme unit or programme staff, resource managers or desk officers.

Costs should be presented comprehensively, with indications as to the source of funding for each
component. Recording the total cost of the operation is essential; listing only those items that are
to be procured through Headquarters does not make a complete budget. The total cost of the
operation comprises all costs to establish and run the facilities and services necessary for
registration. This is particularly important when registration activities are continuous.

All activities and resources that require funding should be listed with the respective costs and the
source of funding. Compile a list of those things that need to be procured. Some materials may exist
and can be made available, without incurring extra expenditure, from the operation itself or from other
operations. Governments and other partners are often able to contribute substantially to registration
activities. In many cases, projects or sub-projects already exist through which government
counterparts or other partners can be used to provide staff, materials, and other requirements.

Elements of a registration budget include:

✔ Staff, including travel, daily subsistence allowance and incentives
✔ Training costs
✔ Security of personnel and installations
✔ Infrastructure, construction, rent of premises, furniture
✔ Logistics and telecommunications
✔ Information technology equipment, peripherals
✔ Registration forms, cards, and other materials
✔ Public-information campaigns
✔ Running costs (electricity, communication, consumables, services)
See Annex 5 for a sample registration budget.

Expenditures for registration activities should be closely monitored. Changing assumptions and
adjustments in the methodology will normally result in budget changes. Bring any adjustments
promptly to the attention of the appropriate managers and programme staff so unspent balances can
be returned or additional funds can be requested well in advance.

10.7 Variations

Registration planning and strategies are required in all situations, and there will be very little
variation in the basics of the above processes. Some nuances related to working in different
environments are discussed in Chapter 5 – Standard Data Set and Registration Levels.

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11. Estimate Size and Composition

of Population of Concern

Some of the work involved in estimating the size and composition of the population of concern
may be spread across or absorbed into other steps. Since the number and location of the population
being registered will have an impact on the registration infrastructure and resources required, these
estimates could be done during the assessment step or when determining the registration strategy.

The objective of this step is to get a good working estimate of the size and composition of the
population prior to registration. Estimates can often be made from existing or partial registration
data. Limited information can be supplemented by surveys and extrapolated for the entire
population. For example, age and sex breakdowns for a small segment of the population can be
extrapolated to estimate these statistics for the whole population. Similarly, current trends in
registration activities can be used to predict future levels.

To the greatest extent possible estimates should be broken down by block or zone within a camp.
This will allow for more precise planning and targeting of registration interventions and will
provide a more accurate basis for evaluating the results of registration or surveys (see Section 18.3
– Accept or qualify registration data).

In situations without pre-existing registration information, it is important to work with host

governments, the persons of concern themselves, and other entities, such as ICRC, UN agencies
and NGOs, when estimating the size and composition of the population of concern.

➢ When registration is not possible, estimated population figures will be the only
information available for planning the delivery of protection and assistance.

11.1 Estimate population demographics

11.1.1 Lists compiled by others

Border guards’ lists

Border authorities are often accountable to their central authorities for daily border-crossing
statistics. Efforts should be made to obtain at least the statistical data from these lists. It is important
to remember that border guards may not focus on refugees alone. They may not record the
difference between a person seeking asylum and other migrants, such as returning citizens and
third-country nationals.

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Refugee lists
Very often, refugees themselves undertake rudimentary registration shortly after they arrive in an
asylum country. This should be encouraged and supported through simple coaching and by
providing basic supplies, such as paper and pens. Civil servants, clerks, teachers or refugees with
similar professional backgrounds should be mobilized to compile simple lists of all refugees.
Although these lists will not include all the necessary information, they can be a good basis for
estimation and for subsequent registration and verification. Spot checks, for example during food
distributions, can give an indication about the quality and integrity of the data provided. Ask
refugees to compile separate lists of the most vulnerable refugees and any unaccompanied and
separated children.

Administrative lists
Existing administrative structures in the country of asylum may be able to conduct simple
registration, compile lists of refugees living in their villages and communities, or simply count the
refugees. Sometimes refugee populations preserve their own administrative structures, and village
chiefs or elders can be asked to count the refugees or conduct simple registration activities.

11.1.2 Credible estimation techniques

When registration is not possible but numbers and basic data must be obtained, alternatives and
incomplete registration may be used.

UNHCR and its partners have acquired substantial experience in various alternative techniques and
methodologies which can help field offices estimate the size of the refugee population, gather
baseline data and provisional refugee lists.

Counting
The simplest way of arriving at credible, and sometimes fairly
accurate, population estimates is to establish a counting system.
Depending on the magnitude of the population influx, monitors can be
deployed near entry points with hand-held mechanical counters.
Border authorities, military forces stationed in the area of population
movements, partner agencies, including WFP, NGOs, and the
refugees themselves can be involved. Individual counts by the
monitors should be recorded in simple spreadsheets, consolidated and
reported on a daily, weekly and monthly basis. Counting should be Hand-held counters can
consistent and regular including, if necessary, 24-hour coverage. help when large numbers
are on the move.
Snapshot counting and extrapolation can be used if continuous
counting is not possible.

Correlation with heath data, food-distribution lists and water-consumption levels

Data about other aspects of living conditions may help determine the size of the population. Health
data may indicate family size or inoculation coverage. Food-distribution lists often record the

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number of persons per family or household. Water consumption may be known for a small sample
population, which can be extrapolated to a larger group. Rather then relying on any one source,
estimates based on two or three such sources may be used to reinforce each other. The use of
different sources of data to cross check a result is sometimes referred to as “triangulation”. More
detailed information on this can be requested from DOS (PGDS and Project Profile).

Extrapolation from Shelter Counts

Population estimates can also be obtained by calculating the total area of the camp, then counting
shelters in one or more sub-divisions of the camp, from which the population of the whole camp
can be extrapolated. See the UNHCR Emergency Handbook (2nd edition), Chapter 11, for details.

The basic process is as follows:

1. Determine average number of people per shelter.

2. Determine the total surface area of the site.
3. Count the numbers of family shelters in at least three sample areas, each representing
about one thirtieth of the total camp area, to obtain an average number of shelters within
one thirtieth of camp area.
4. Multiply this average number of shelters/area by 30 for the total number of shelters in camp.
5. Multiply total number of shelters by the average number of persons per shelter
established earlier to calculate the estimated total population.
6. Discuss test and how to improve the methodology and results with key operational
partners and stakeholders.

11.1.3 Aerial Photography

Aerial photographs (or sometimes video tapes) of a camp can be used to count the number of family
shelters. This can be accomplished to a limited extent by taking a picture from a nearby hill, tower
or tall building. In addition to professional aerial photography, amateur photographs taken, for
example, from a UNHCR plane can be used for estimation. Permission from the authorities may be
required before flying over the site.

It is important to define an appropriate scale for the photography. This will depend, in part, on the
size of the camps. High altitude flights produce fewer photographs to handle and interpret, but it
will be more difficult to distinguish the shelters. UNHCR has begun to use high-resolution satellite
images to facilitate the mapping of refugee settlements to support registration activities.

The results of aerial surveys or satellite images can be integrated with the Geographic
Information System (GIS) from which maps can then be produced. The basic process is as
follows:

● Aerial photographs or satellite images must be accompanied by a ground survey to

establish the average family size per shelter and the percentage of empty shelters.

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● The number of shelters appearing on the image or mosaic of photographs multiplied by

the average family size per shelter will give an estimate of the overall population.

Please contact PGDS/GIMU/DOS for further information on the use of this technology.

11.2 Use of surveys to supplement registration

Registration makes it possible to gather and maintain a range of information on the distinguishing
characteristics of the population of concern at an individual level. However, even where current
registration data exists, some variable information on the prevailing conditions, including the
condition of the population, is best obtained through surveys.

Surveys commonly used in refugee settings include three main types: sample surveys, inventory
surveys and in-depth studies.

11.2.1 Sample surveys

Sample surveys are suitable for gathering information on nutrition and food security, health status
including mortality, morbidity and vaccination coverage. Durable solutions intentions of the
population can be assessed either through sample surveys or through registration directly,
depending on the time available. Sample surveys can also be used to establish household size and
characteristics for use in estimating population size and population trends.

Information from sample surveys is one of the best means of estimating population size where
registration has not yet taken place. The results will not only assist in planning registration but will
provide working estimates of population size and profiles and a reasonable basis for initial
protection and distribution of assistance.

In refugee situations, sample surveys are typically conducted at the household level, noting, when
available, the physical address of the household. Depending on the type of survey, information on
the country of origin and the sex and age grouping of the respondents and/or the name of the
individuals concerned should also be gathered to facilitate subsequent analysis. Where registration
has taken place, this information can be drawn from the registration records for the households
concerned. In these circumstances, sample surveys can be used as a monitoring and verification
technique to determine if registration data is still accurate, and in which parts of the camp or
settlement there may be a more urgent need to update it.

Sample surveys aim to report findings that can be considered valid for a specified population
segment living in a specified geographic area. Each sample survey should limit its scope to an area
where a given set of circumstances applies with reasonable consistency, and where the prevalence
of the phenomena being examined is expected to be the same. Wherever the prevalence is expected
to be significantly different, a separate survey should be conducted.

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The names and boundaries by which the

overall geographical area of concern is sub-
divided, and the related sub-divisions of the
overall population of concern, should be
standardized and adhered to for all
information gathering, so that data can be
organized according to consistent units of
analysis.

Within the area and population covered by the

survey, a sample is chosen that is large
enough to be representative. The sample
normally consists of clusters of households.
Combining registration data with geographical data Clusters are normally designed to have the
and survey data in GIS is a particularly effective tool
for protection and assistance planning and monitoring. same surface area and are selected at random
Contact PGDS/GIMU for more information about (for example on a site layout map) in order to
using GIS.
minimize bias. Within the cluster, households
are approached for interviews on a random
basis.

The principle of a sample survey is that the findings for a representative sample of households or
individuals are extrapolated to produce results that, within the margin of error expressed as the
‘confidence interval’ of the result, are then held to be valid for the overall population of the area
covered by the survey.

Any errors inherent in the methodology used for a sample survey can significantly distort the final
result. In particular, while the data for the sample itself (the ‘numerator’) may be reasonably
accurate, the overall population figure for the area covered (the ‘denominator’) may be unreliable.
This is situation is rectified where up-to-date registration data already exists. Registration data on
household and individuals provides a very accurate ‘denominator’ on the basis of which sample and
other types of surveys can be conducted with great accuracy. Expert guidance should be sought in
the design of sample surveys.

To ensure comparability of results, adopt standardized methodology and reporting formats for
sample surveys. In the case of nutrition and mortality surveys, consistency should be ensured with
the guidance provided by recognized standard-setting bodies for survey methodologies. These
include the Refugee Nutrition Information System of the UN Standing Committee on Nutrition
([Link]/scn/Publications/html/[Link]) and the resources and tools collected by the
SMART initiative ([Link]).

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11.2.2 Inventory surveys

Inventory surveys involve a comprehensive and systematic check in which all examples of a
particular asset or facility are visited, measurements are taken, user-interviews conducted and
observations made. A survey of water availability in a camp or settlement can be undertaken by
taking a systematic inventory of type, quantity, quality, accessibility, etc., of all water sources
available for use in the area. The same can be done to assess the condition of shelter, sanitation
facilities, or the availability of domestic items at the household level. In a registration context, the
same approach can be used as a verification technique to check the physical presence of persons
registered as part of each household (See Section 20.1.1 – Check physical presence).

11.2.3 In-depth studies

In-depth studies are needed where satisfactory answers can only be found by means of an analytical
enquiry applying a specifically tailored combination of methods and techniques and weighing the
value of varied sources of information. This is the approach needed in order to assess the
environmental impact or socio-economic impact of a refugee situation for example, the livelihoods
and level of self-reliance of the population, or the durable solutions intentions and prospects of the
population. Where registration data exists, it should be consulted and considered as the point of
departure for such studies.

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12. Prepare and Maintain Registration

Infrastructure and Capacity

This is the final step before registration activities can begin. Depending on the registration strategy,
this step may focus on the maintenance or upgrading of existing facilities and infrastructure for
registration, or may require the establishment of entirely new capacities and facilities.

The eight sub-steps involved are 1) preparing the operational framework; 2) establishing standard
operating procedures; 3) standardizing locations, names, and other categories; 4) procuring
materials and equipment; 5) hiring and training partners and staff; 6) setting up registration
locations; 7) establishing evacuation and security plans; and 8) testing the methodology.

12.1 Prepare operational framework

In certain situations, it may be desirable to conclude a formal agreement with the authorities
regarding the registration strategy or specific registration activities. This agreement may be drawn
up when the government wishes to issue identity documents to those registered, when UNHCR
supports the government’s efforts, and/or when other partners will assist. The agreement should
be revised with the government regularly. Elements of an agreement on refugee registration
include:

✔ scope of registration activities (which refugees, what time frame, geographical areas);
✔ objectives (protection, issuance of identity documents, assistance, durable solutions);
✔ reference to national legislation and Accord de Siège (if applicable);
✔ governing principles (use, maintenance, access and sharing of data, confidentiality and
data protection);
✔ roles and responsibilities of each party;
✔ methodology (summary of registration operating procedures and steps);
✔ forms and card design (samples);
✔ data-processing plans and equipment.

A ‘protocol’, or agreement, between the relevant State and UNHCR can clarify the distinct roles
the two parties should play in the registration process.

A sample protocol is included in the Handbook as Annex 9.

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However, formal agreements may be counter-productive in some situations; for example where the
continued presence and protection of refugees and asylum-seekers is not supported by explicit
government approval.

12.2 Establish standard operating procedures

Each office must have standard, written operating procedures for registration and documentation
processes. These will also include the procedures for registering new arrivals, births, deaths, and
departures, as well as any other changes in the population, such as relocations, marriages, divorces,
special needs or changes in address or location.

Sample standard operating procedures are provided in Annex 10.

The procedures should be accepted by the different functional units and partners working on
registration, particularly by the protection staff. Standard operating procedures should also
designate the staff accountable for every aspect of registration activities. These procedures should
be periodically reviewed and reconfirmed.

Prepare standard operating procedures for the range of registration activities in the office:

✔ Reception (fixing, identifying and referring those with special needs, verifying identity
of persons of concern, scheduling registration interviews, managing flows of persons
through the premises, and security procedures).

✔ Registration (retrieving and reviewing existing data, filling in forms, interviewing

techniques, checking completed forms, taking pictures, working with interpreters,
managing flow of persons through interviews, and security procedures during
interviews).

✔ Issuing Documents (who should get which document, procedures for issuing and
checking, control of document numbers and stock, renewal, cancellation and replace-
ment of documents, signatures required, and filing of duplicates or copies).

✔ Data Management (filing and storage of registration records, entering data, validating
data, updating data, managing database, retrieving registration records, printing and
distributing reports, handling special report requests).

✔ Deregistration (criteria for deregistering persons, procedures for informing persons of

concern regarding deregistration and policy and procedures for recalling and
invalidating documentation).

Operating procedures will also include the daily procedures for the registration office, including
storage and release of materials, and operating and maintaining equipment.

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12.2.1 Special cases

The standard operating procedures should include provisions for special or problematic cases.
These cases include:

● families who should be split or reunited;

● family members who claim not to have been registered before;
● deregistered persons now back in the territory of asylum;
● individuals who have special protection or assistance needs (see Section 14.2 –
Identity and refer persons with special needs);
● persons who have valid registration documentation but who cannot be found on the
master lists or in the database;
● persons who claim to have lost their cards or those with questionable documents
(suspected forgeries or tampered cards);
● persons who wish to discuss non-registration related matters.

12.3 Standardize locations, names and other categories

It is essential to agree on standardized registration names/labels before refugees are registered. Set
aside ample time to focus and agree on these standards. Allow for governments, UNHCR, other
agencies and implementing partners to make suggestions and agree, in writing, on the standard
naming system to be used. Do not change standard UNHCR formats, such as dates of birth,
occupational skills and special needs categories. Global standard categories and codes exist for
many types of registration data, but not all.

Annex 7 provides a list of standard categories and codes for use in recording registration data.

12.3.1 Agreement on non-standard categories (local standardization)

The following four types of data must be standardized by the operation, updated regularly, and the
agreed system respected and used by all parties involved in registration:

✔ Locations (place names and addresses): The hierarchy of locations and the standard
set of place names must be set out in advance. Standardize the structure, spelling and
coding of these addresses. The number and levels of geographical administrative units
will vary country to country. Set standards at the local level then shared and agree upon
them globally. This becomes particularly important when refugees are repatriated and
their data is consolidated and shared in the country of return.

✔ Personal Names: Agree on a common way of recording and spelling personal

names.

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✔ Personal Documentation: Determine which and how personal documentation will be

recorded.

✔ Refugee addresses in the country of asylum: Linking refugee data to where refugees
reside means that UNHCR and partners can find people whenever an assistance or
protection intervention is required. Locations where refugees reside can be divided into
three broad categories: urban, rural or dispersed, and camp-based. Standardize the way
this information is recorded. In urban settings, refugees can frequently be contacted by
telephone, so record telephone numbers.

12.3.2 Creating an address system for a

refugee camp

Staff responsible for site planning and those

responsible for registration should collaborate
on a camp layout before the refugees arrive.
In existing camps, field offices should try to
establish an appropriate address system, to
the household level, if possible.

Camp planning is normally based on the

following hierarchy of subdivisions of the
camp (the number of persons has been
Registration needs a well-organised system
averaged out for ease of presentation and can
of addresses and locations. be adjusted according to actual conditions):

No. of Total area of plot

Level Entity persons (sq.m.)

1 Family 4 to 6 225
2 Community = 16 families 80 3,600
3 Block = 16 communities ( approx. 250 family) 1,250 56,250
4 Sector = four blocks 5,000 225,000
5 Camp = four sectors 20,000 900,000 (90 ha.)

Whatever layout pattern is agreed, a sub-division of the camp should be undertaken, as described
above, so that an individual or family can be linked to a particular “address” and so families with
specific needs can be easily located.

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For consistency and clarity, the following alphanumeric labels should be used to designate the
sub-divisions of the camp:

4 Sectors, labelled A, B, C and D;

16 Blocks, numbered A1 to D4;
250 Communities, 16 per block, numbered A1/1 to D4/16;
4,000 Individual Family Huts or Plots, 16 per community: numbered from A1/1/1 to D4/16/16.

Example: A family or a plot located in Sector B in Block 3, Community 12, Plot 5 and House 2
would have a label B3/12/5/2.

12.3.3 Country-of-origin place names

Offices should determine accurate place names in the country of origin and the level of detail
in which this information will be recorded during registration. Whenever possible, a
single, standardized name with only one spelling should be used when naming a distinct
geographical unit. Cities and countries may have different names or different spellings in different
languages; names of places may have changed over time. Only one set of spelling and names
should be used.

Since geographical information is used for

tracing family members and also during
repatriation to determine the “readiness” of a
specific place of return, it is essential that this
information be standardized. The Geographic
Information and Mapping Unit at UNHCR
Headquarters should facilitate this process, as
its information is based on material from
governments and UN agencies with a
Geographic Information System (GIS)
capacity on the ground.

In general, information about location of

Most refugees know their address in the camp.
origin should be collected during registration
in as much detail as possible, usually to the
name of the town or village of origin.

➢ A standard list of geographical names, addresses, location codes, and maps should be
made available to all staff in the operation.

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12.4 Procure equipment and materials

A list of standard registration items and their specifications is found in Annex 15.

A stockpile of these standard registration materials is maintained at Headquarters. To order supplies

from this stockpile, use the normal purchasing procedures. Offices in the field should address their
requests for registration materials, preferably by e-mail, to their respective desks at Headquarters,
with a copy to the Population and Geographic Data Section.

Field offices in the regions covered by a Regional Registration Officer (such as Central and West
Africa, East and Horn of Africa and Great Lakes, and CASWANAME) should obtain clearance for
their registration methodologies and orders for materials prior to placing the order. Regional
stockpiles of registration materials may be available at the regional technical support hubs.

12.4.1 Procuring materials

The request for registration materials should contain:

✔ the precise specifications and quantities required (it will be useful to attach the
registration plan and/or methodology);
✔ relevant authorized budget code(s) for the replenishment of the stock, including freight
costs; and
✔ shipping/pouching address and contact person (name and title of responsible
administrative or logistics officer in the receiving field office).

Standard items will normally be shipped

immediately upon clearance by the
registration officers at Headquarters. The
Mail and Stationery Unit is responsible for
releasing the registration materials from the
central stockpile at UNHCR Headquarters
and for dispatching the goods to the field
offices. This Unit will notify the requesting
field office of the shipping arrangements and
expected date of arrival. It will also copy the
Airway Bill to the field office for smooth
customs procedures.
The Mail Unit at Headquarters is responsible for
All items taken from the stockpile must be dispatching registration materials once their release
replenished immediately, to be paid for by the is agreed to by DOS and the Bueau.

respective operational budgets. To ensure that

stocks at Headquarters are readily available for field operations, the respective desks are
responsible for forwarding Purchase Requests to the Supply Management Service.

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Materials can normally be released immediately (same day for requests received in the morning
and next working day for requests received in the afternoon). Small quantities of up to 15 kg are
pouched at regular pouch dates; large quantities are shipped at the earliest time, depending on air
traffic, connections and availability of freight capacity. Official travellers can carry limited amounts
of materials as part of their accompanied luggage if other arrangements would take considerably
more time.

Place orders well ahead of planned registration/verification activities and replenish local stocks
well before they are depleted. Allow ample time, normally 6-8 weeks from the date of the purchase
request, for production and shipment to the field – not including time for customs clearance
procedures and in-country transportation from port of entry to field destination.

➢ Order supplies well in advance of planned registration activities.

12.4.2 Standards materials verses customized materials

Customizing registration materials is possible although not encouraged. Use customized

registration materials only when the standard items are not suitable for the agreed registration
methodology. Advice on specifications must be sought from the registration officer(s) at Head-
quarters and/or from the regional registration officers at the regional technical support hubs.

Customization allows operations to:

● Differentiate between different camps: use of the standard registration cards,

tokens and wristbands can be problematic when different camps are located close
together.

● Distinguish new cards from old cards.

● Satisfy particular information requirements that are not addressed in the standard
materials.

The features of registration materials, including cards, tokens, wristbands and forms that are
most commonly customized are:

✔ numbering (prefixes, numbers)

✔ language
✔ colour
✔ security features (fraud-proof patterns, micro-printing, etc.)
✔ packing (number of items in one box)

See Section 10.5.2 – Selecting registration forms for specific information about customizing
forms.

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12.5 Hire and train partners and staff

Engaging adequately trained personnel is key to the success of a registration exercise. Try to
involve existing government and UNHCR personnel as much as possible, particularly those who
are familiar with refugee protection issues, camp management and, ideally, registration.

12.5.1 Roles and responsibilities

Every staff member needs to know exactly what she or he is responsible for, what to do at which
stage of the process, whom to report to and how to account for the work accomplished. Short but
concrete terms-of-reference or job descriptions will be helpful for managers and staff alike.

As registration progresses, adjustments in staffing may be required. Staff should be rotated to avoid
burn-out, to allow them to do different jobs, to minimize exposure to stress and security threats,
and to prevent abuse and corruption.

12.5.2 Briefing and Training

A succinct general briefing will put everybody in

the broader picture. For individual staff members,
a basic understanding of the whole protection
strategy, the planned registration activity, the
linkage between the different steps (fixing,
registration, data-processing) and other general
information is essential to understanding their own
role in the strategy. Save time by preparing and
distributing a briefing note to staff in advance of
the official briefing.
Good training makes a difference in
achieving quality registration.
Conduct targeted training sessions with all staff
and temporary personnel to ascertain they under-
stand what is expected of them. Training should involve hands-on practice and simulations and also
include discussions on the principles and standards of refugee registration. For large-scale
registration activities, consider asking Headquarters to deploy an experienced trainer to the operation.

Training for all UNHCR registration staff should address the following:

✔ The mandate of the UNHCR Office

✔ Refugee protection principles and the rights of asylum-seekers and refugees
✔ UNHCR registration standards and specific procedures for registration of applicants for
RSD where appropriate

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✔ Identifying and assisting individuals who may have special assistance or protection
needs
✔ Age, gender and cultural sensitivity when working with persons of concern
✔ Interview techniques, including conducting interviews with children, mentally ill or
traumatized individuals, and other vulnerable persons
✔ Working with interpreters

12.5.3 Hiring Staff

Identifying and selecting staff requires time and preparation. Have a clear idea of the qualities and
proficiencies necessarily for a given post. It can be difficult to find qualified staff in remote
locations. Arrange incentives for people from the capital or big cities to come to remote registration
sites. When possible, applicants should sit a short test to ascertain that they have the required
qualifications. UNHCR has often hired university students to assist during large-scale registrations.
Be aware, however, that overqualified staff may be as disruptive as under-qualified personnel.

The number of staff required for each stage of the registration will be based on the methodology.
Having a few staff in reserve or on stand-by will ensure that pressure can be reduced during peak
hours. Extra staff can also trouble-shoot and help out in unforeseen situations. In large-scale
registrations or for mass data-processing, it may be necessary to organize several shifts.
Alternatively, staff may be asked to work long hours but short weeks. Whatever the schedule, staff
should be allowed sufficient time to rest and recuperate, especially if they are working in a stressful
environment. When overtime is unavoidable, administrative arrangements should be made in
advance.

Be aware of tensions between different ethnic groups and avoid engaging personnel whose
ethnicity may be a source of discomfort or anger amongst the refugees being registered.

Engage a sufficient number of staff fluent in the refugees’ mother tongue and also able to write in
an official UN language. Make special arrangements for minority refugees who may not speak the
majority language. Have stand-by arrangements for interpreters and translators in place.

Be sure that there are equal numbers of men and women officers, interviewers, and interpreters
working in registration activities. In addition, ensure that women leaders from the community are
placed at the entry points to registration sites to monitor the access of women and girls.

➢ There should be an adequate number of female staff at every stage of the registration
process. They should be trained to look for women and girl refugees who may need
particular assistance and should be prepared to intervene both sensitively and effectively.

Ensure that there are a minimum number of staff working in the registration process specifically
trained and qualified to identify and handle the protection and registration needs of boys and girls.
This may mean engaging experts from line ministries, UNICEF, ICRC, or qualified NGOs.

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In general, registration staff should be committed, have a basic technical understanding and good
handwriting (clerks), have the ability to adapt to pressure and stress, show flexibility concerning
working hours (long days, no or short breaks), and demonstrate a readiness to travel and work in
remote areas for several days.

12.5.4 Administrative procedures

Work with the administrative and programme staff to determine the appropriate mechanisms for
hiring staff for registration activities. Depending on the type of registration activities foreseen, the
number and duration of staff required will vary as will their contractual arrangements with
UNHCR.

Staff can be hired, seconded, or loaned to work on registration activities. They can be hired through
implementing partners or directly by UNHCR. Hiring by UNHCR is less flexible due to UN
administrative rules and procedures, but provides greater control, supervision, and stability with
regard to the persons hired.

Managers will need to determine whom to pay, particularly if refugees and government officials
are participating in the activities. They also need to determine how much to pay and when to pay
(in advance or once activities are completed). Payments can be made on the basis of time worked
or worked performed, depending on the tasks and responsibilities.

Contracts, regardless of who is issuing them, should indicate level or grade (i.e. pay scale), duration
of the contract, the number of training days to be covered, specific responsibilities or tasks,
arrangements for insurance or hazard payments, and conditions under which the contract can be
severed.

12.6 Set up registration locations

The registration facilities and sites have a

direct impact on the ability of persons of
concern to present themselves to UNHCR for
any purpose, including registration and
making a claim for refugee status. In all
operations, measures should be taken to
ensure that the facilities established for
registration promote the dignity of the
persons of concern and due process in
registration and other mandate functions, and
ensure the safety and security of staff and Site design should foster the logical flow of people
other persons on the premises. through the registration process.

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Two models for site design are shown on the following pages. One plan shows small or medium
scale registration operations, where the registration process is more continuous and a manageable
number of persons is seen each day and on a regular basis. The other model demonstrates larger
scale operations in which a large number of persons must be processed in a relatively short period
of time.

Consider the following when choosing and designing a site or location for conducting
registration:

✔ location (accessibility to refugees and staff, proximity to camps or refugee settlements,

communication and distances between sites/offices);
✔ space (right size to accommodate sufficient number of registration desks or booths);
✔ waiting areas, including private waiting areas for women, sufficient space for children,
and isolated spaces for special cases;
✔ security and crowd control, both personnel and installations; staff safety considerations
(evacuation);
✔ electricity;
✔ water and toilets;
✔ furniture and office equipment;
✔ heating or air conditioning;
✔ lighting, especially for photography;
✔ secure storage facilities for registration materials and equipment;
✔ permanency of site(s), construction of new buildings, repair of existing structures;
✔ data-processing site and facilities.

12.6.1 Waiting areas

However well the flow and scheduling of people is organized and regulated, it will always be
necessary to set up areas in which people – potentially large numbers of people – can wait their
turn to be registered. Shade/heat and protection from wind and rain should be provided. Water
and/or other drinks and sanitation facilities should be available. Private space should be set aside
for mothers to nurse and care for their children. Protected and monitored areas should be set up for
unaccompanied children, single parents, single women and adolescent girls, elderly men and
women, and disabled persons so they are not overwhelmed by the process or the crowds.

12.6.2 Mobile registration units

Consider taking registration locations out to the places where refugees or those of concern are
located. Mobile registration offices or teams can be set up to go to the homes and dwellings of
refugees, or to the remote locations where they are living. This strategy is particularly effective
when verifying existing registration data. The units do not have to be technically complex;
clipboards and pens can be enough.

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12.6.3 Emergency environments

Be sure that first aid or health facilities

are available at or near the registration
site. Local health providers or core
medical staff of health-related NGOs
should be placed on stand-by.

If possible, establish reception or transit

areas where counting and initial
registration can take place after the first
relief interventions, such as health
screening and the provision of emer-
gency food rations, are administered.
Mobile registration units in Colombia: reaching out into the community.
If fixing tokens were given to the newly
arrived refugees at the border or else-
where, these should be exchanged here for provisional family cards. Basic information entered on
the card should also be captured on the registration form for future reference.

12.6.4 Refugee status determination

The Procedural Standards for Refugee Status Determination under UNHCR’s Mandate contains
specific training requirements for registration staff in the RSD context. Specifics on registration
locations and physical arrangements are described in Section 2.3 of the Procedural Standards.

12.7 Establish security and evacuation plans

The security of the refugees and the safety of the staff are paramount in any registration exercise.
Managers are responsible for ensuring that registration takes place in a secure environment, at the
appropriate time, and that precautions are taken against potential security threats.

✔ Make a general assessment of the security context, including timing of the registration,
the prevailing political climate, and the likelihood of disruption.
✔ Have security officers from UN/UNSECOORD, UNHCR, or government authorities,
assess the site and offer recommendations for improvements/reinforcements.
✔ Discuss the nature and aim of the planned activities with central and local authorities
and security forces.
✔ Consult with persons of concern, including women, on security issues and possible
responses.
✔ Develop a security plan, which would include staffing and personnel, equipment for
radio communication, plans for an evacuation, etc.

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✔ Change security features periodically.

It is imperative to plan an evacuation procedure in the event the situation becomes too dangerous. A
good evacuation plan is based on the regular procedures for finishing up and leaving a registration
site. Evacuation plans, routes and procedures should be understood by all staff members.

➢ Rehearse security plans to avoid panic and chaos during a real security incident.

Before letting people into a registration site, it may be necessary to use hand metal detectors to
screen people for weapons or other items that people could use against themselves or others.
Remove any items from the reception and interviewing areas that could be used as weapons.

Consider installing a sturdy physical barrier between the petitioner and reception staff or
interviewers if there is a risk of staff being assaulted during the course of their duties. When
appropriate, install noise-making devices and a panic button to alert colleagues.

Maintain a list of persons who have threatened or attacked staff in any way and at any time, and
ensure that their names and photos are posted and are known to all staff in the office.

Always limit the number of persons in the registration area at any one time. Establish clear
procedures for managing the movement of people through the registration site.

Telecommunications equipment, radios and alert systems should be checked periodically to be sure
they function. Cars should always be parked pointing in the right direction and ready to move.

12.7.1 Crowd control

Crowds are a security concern for staff, host communities, and persons of concern alike. When
crowds get out of control, it can be difficult to ensure the well-being and safety of all involved.
Refugees or others may become violent and threaten or even physically assault staff or other
persons of concern. Crowds outside a UNHCR office may make local authorities uncomfortable
which may lead to the arrest of asylum-seekers or severe restrictions on physical access to UNHCR
offices. When planning registration activities, ensure that site layout and scheduling of the
activities minimize the likelihood of crowds.

Crowds tend to get out of control because:

✔ People are not sure what is happening.

✔ People do not agree with what is happening.
✔ People feel that time is running out for a particular action or service.
✔ There is no internal organization of the crowd.
✔ People are tired of waiting.
✔ There is deliberate sabotage, poor planning or cultural insensitivity.

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The following actions should be taken to

mitigate crowd-control problems:

✔ Share clear information with the com-

munity prior to the exercise.
✔ Post information on the registration
period and opening hours in visible
locations and translated into the refugees’
language(s).
✔ Ensure that there are facilities (shade,
water, medical assistance) where people
Avoid crowding whenever possible.
are waiting.
✔ Work with community leaders and
respected committees to organize people
into manageable groups.
✔ Allow refugees with special needs to move to the front of the queue.
✔ Ensure sufficient communications equipment (megaphones, loudspeakers) to address
the crowd.
✔ Provide clear and regular messages or updates so people will know how long they will
have to wait.
✔ Deal quickly and fairly with cases of cheating or disorderly behavior.
✔ Ensure the presence of an appropriate number of adequately trained/ briefed security
personnel.
✔ Maintain a reserve of security forces or police officers who can be deployed to re-
enforce normal security personal as and where needed.

Crowds cannot always be managed; prepare for the worst-case scenario. Devise contingency
plans that cover increasing security staff, reinforcing registration staff to increase processing speed,
changing registration methodology and objectives, and in the worst case, evacuating staff from the
registration site.

12.8 Test the methodology

Testing the methodology can take place in the office or on the drawing board; however, it is
preferable to test the methodology in real conditions, involving refugees and registration personnel.

Testing allows operations to:

✔ Refine planning assumptions: Test how long it takes to register one person or one
household to project the time required to register the entire population. Identify
loopholes and possible contingencies. Try to predict the refugees’ reaction to the
registration methodology.

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✔ Confirm the feasibility of the registration form: Validate the contents of the form.
See if the questions are asked in such a way that the refugees provide the desired
information easily, without registration staff having to explain or repeat the question.
Confirm that questions asked are culturally correct and age- and gender-sensitive.
Confirm the order of questions. See if space on the form is adequate to capture the
information. Observe how long it takes a refugee or refugee family to fill in the form.
Identify gaps and/or unnecessary parts of the form.

✔ Prepare instructions to registration staff/clerks: Single out important messages that

registration personnel must be aware of. Identify possible ways of providing false
information and share these with registration staff.

✔ Prepare for contingencies: Identify measures necessary to preserve the integrity of

the process.

✔ Test security arrangements and response plans.

✔ Confirm the feasibility of other elements of the registration methodology: Test

fixing techniques (wrist-banding, fingerprinting, etc.) and photography. Also, test
family/ration cards for durability and forge-proof features.

In some situations and with some methodologies, there are risks associated with public testing.
Refugees and others learn fast, particularly if it is in their interest to hide the truth. Testing the
methodology may give them the opportunity to devise ways of undermining the activities.

When mass registration is planned in several sites and involving new techniques and technology, it
may be necessary to choose one or two locations/sites to conduct pilot registrations before
expanding to the other sites. This will allow for any adjustments in the methodology, techniques
and technology before large-scale investments are made.

Once the methodology has been agreed to, stick to it. Ensure that any modifications are applied
consistently. Inform partners of any changes; and be sure that the appropriate managers are alerted
to any budget and staffing implications of the changes.

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Initial Registration

In addition to general guidance on how to complete these steps, this part of the Handbook
contains information on:

● What to tell the individuals and the community about registration (Chapter 13)
● Setting up complaints procedures (Section 13.3)
● Fixing materials and techniques, including biometrics (Section 14.1)
● Using tokens (Section 14.1.2)
● Identifying persons with special protection and assistance needs (Section 14.2)
● Scheduling registration interviews (Section 14.5)
● Pre-populating registration forms (Section 15.2)

Once the methodology has been tested, the registration sites prepared, staff in place and trained,
and the security arrangements prepared and tested, actual registration activities can begin.

The first steps of the registration activity are: contacting and informing the population of concern
about the registration process, receiving and fixing the population, and beginning to collect data.

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13. Contact and Inform Population

about Registration

This step differs from consultation with refugees and others during the planning stage. The
objective of this step is to inform and counsel persons of concern about the registration activities
that have been agreed to and will take place.

Information about registration is particularly important to refugees when they first seek
asylum. The initial enumeration or household registration may be a refugee’s first encounter with
UNHCR. The link between registration and protection and assistance may not be evident to
arriving refugees. Individuals may be traumatized to such an extent that they balk at participating
in any sort of information-gathering exercise. Some persons of concern may not come forward
for registration. However, once refugees understand that registration is conducted to provide
basic assistance (by providing shelter or issuing a ration card, for example) the level of co-
operation is likely to improve. Messages should therefore be delivered promptly and be easy
to understand.

13.1 Inform the refugees

Persons of concern to UNHCR, whether asylum-

seekers or refugees, should be informed of the
purpose and expected outcome of the
registration process. They should also be made
aware of their rights and obligations before
being registered and should be informed, in clear
and simple terms, about the practical steps that
UNHCR will take to collect data about them.

Information campaigns must accurately

represent the aims of the planned registration
Talk to refugees and others about registration activities. Do not make promises that cannot be
plans and objectives. fulfilled. Refugees may remain anxious and
suspicious even after they have received
thorough explanations and despite their close involvement in the process. UNHCR and its partners
should be sensitive to any concerns individuals or groups of refugees express about registration.

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Prepare a registration information strategy that makes sure the entire community of concern has
access to the registration process. Make information about standard registration procedures, from
reception onwards, available at all times to refugees and others of concern, and in the native
language of the individuals concerned.

Be aware that refugee expectations will be considerably higher when refugees know that
registration or verification activities may be associated with resettlement. Information campaigns
should be able to manage these expectations.

An information campaign should include detailed information about:

✔ The purpose of the registration: Why should the refugees register? What does
registration mean? What benefits are associated with registration? What may be the
consequences of a failure to register?

✔ Confidentiality and sharing of data gathered: Why might data be shared with
others, such as host government and other interested parties? What data will be shared
with others? What are the refugees’ rights to privacy and to refuse to share data? What
are the consequences of refusing to share data?

✔ The basic steps in registering: How does it work? What does the refugee have to do?
Do the refugees have to come with their whole families? What do they have to bring?
Which documents will they be asked to produce? Do they need to bring original or
copies of certain documents?

✔ Opening hours and scheduling: When is the UNHCR office open? When does each
individual or family have to go to the registration office?

✔ Pre-conditions for being registered: Who is to be registered? What are the criteria?
Who will decide? What happens to those refused?

✔ Procedures for absentees and others: What happens to those who are not able to
attend the registration on the day they are scheduled to be registered? Are there
arrangements for individuals who are sick and for persons with special needs? Can
detainees get registered?

✔ Procedures for reporting misconduct by staff or other difficulties in accessing the

UNHCR office and registration procedures.

➢ Registration procedures are free of charge and voluntary. This information must be
posted outside the office and made prominent in any information campaign.

UNHCR standards for the protection of refugee women require that UNHCR staff take all
possible measures to ensure that women have access to UNHCR registration and receive any

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necessary assistance and support in understanding the registration procedures. In certain cultures
or family units, women may be excluded from participating, or may be reluctant to participate, in
registration activities. Registration staff should be sensitized to this issue when addressing the
refugee community.

Allow for refugees and asylum-seekers to ask questions about registration, documentation and
related activities. UNHCR registration staff should be prepared to dispel rumors when required. Be
prepared to answer the following questions from refugees and others of concern:

● What are the government and UNHCR going to do with the information collected
during registration?
● Can I change the information I give to UNHCR later on?
● What happens with the data collected during registration when I return home?
● Will my family and I have more food?
● What if I divorce and start a new life with another man/woman? Will I get a new ration
card? Is my national ID card (from country of origin) still valid?
● Will my refugee ID card remain valid when I go back to my country?
● Does registration mean that I will be forced to return against my will?
● Will I be resettled to Europe or America if I register?
● Will my sick mother have to walk to the registration office by herself?
● Will there be food, water and toilets at the registration point?
● How long will I have to wait in the queue?
● Will my personal information be sent to the government in my home country?

13.1.1 Refugee status determination

Usually more detailed information, such as the reasons for flight from country of origin, will be
collected during an RSD registration than during basic registration. Criteria for RSD-derived status
will often mean that families are grouped differently than refugees may expect. Refugees should be
informed accordingly.

The Procedural Standards for Refugee Status Determination under UNHCR’s Mandate (Section
3.1.2 – Dissemination of Information to asylum-seekers) provides detailed instructions on how to
do this in RSD operations. Please refer to these standards whenever RSD is being conducted or
facilitated by UNHCR.

13.2 Disseminate information

Information about registration should be disseminated through a variety of media and well enough
in advance to be sure that persons of concern have time to react. Information can be disseminated
through:

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✔ Meetings (formal information-sharing at meetings with elders, women’s groups, in

schools and clubs).
✔ Posted announcements (in market areas, at food-distribution points and water points, in
schools and churches, at the entrance to the camp, in UNHCR, government or other
partners’ offices, in the collective shelter).
✔ Leaflets (handed to individuals or groups).
✔ Mass mailings (mainly used for urban caseloads).
✔ Press announcements (TV, radio, newspapers, Internet).
✔ Public-address systems in camps (or by megaphone).
✔ Word of mouth (through refugee leaders, during mass gatherings, such as cultural and
sporting events).
✔ Informal information-sharing (through health workers, community service personnel,
social workers, teachers and other refugee workers).

➢ Ensure that women refugees participate

in information campaigns and sessions.
They can identify and pass messages to
segments of the community that might not
be reached through other means.

All information about registration should be

posted outside the office premises. See Annex
11 for sample registration announcements.

Always post information about registration outside

of UNHCR and government offices.

13.2.1 Timing of announcements

➢ Information campaigns should be launched as early as possible.

Timing is important. A single announcement will probably not be enough to get the message about
registration across to the refugee population. Avoid giving notice too late – people may have to
plan to attend registration; but avoid making the announcement too far in advance: people may
forget important details.

In some circumstances it may be better to list or use refugee numbers rather than names in
announcements and public postings.

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13.3 Establish complaint procedures

Each office should establish procedures to allow refugees and others of concern to file complaints
about and make suggestions for improving registration activities in all phases.

Information regarding the procedures for reporting mistreatment or misconduct by UNHCR or any
partner staff should be disseminated to persons of concern as part of any information campaign.
Information should also make clear that the services of UNHCR and any implementing partner are
free of charge and are open to all persons of concern, regardless of age, sex, nationality, religion or
ethnicity.

Refugees should be told that any request by UNHCR or partner staff for monetary compensation
or other favors, including sexual, should be immediately reported through the established
procedures, and will be examined by UNHCR.

Complaint procedures should:

✔ Include a standard Complaint Form, but be able to review all complaints received,
regardless of format.

✔ Advise that any unfounded or malicious accusations against UNHCR may result in
prosecution in the host country.

✔ Require that persons submitting a complaint identify themselves.

✔ Include provisions for illiterate persons to submit complaints to a staff member other
than the one about whom the complaint is made.

✔ Ensure that complaints are submitted directly to the Registration Manager, RSD
Supervisor, or other staff member with oversight responsibilities for registration and
related activities.

✔ Require staff to report on action taken concerning complaints.

✔ Permit staff members to report misconduct of other staff engaged in registration-related

activities to the Office of the Inspector General.

The Procedural Standards for Refugee Status Determination under UNHCR’s Mandate, Section
2.6, contains additional information on establishing complaint procedures applicable to all
situations.

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14. Reception and Fixing of

Persons of Concern

Reception and fixing is when people or groups of people are assessed for their eligibility for
registration and for their immediate priority for registration processing.

This is a complex step that will vary considerably, depending on the situation, and consists of five
sub-steps: 1) fixing persons of concern; 2) identifying persons with special needs and referring
them for appropriate care; 3) determining if a person needs to be registered; 4) providing each
person with a unique identifier; and 5) scheduling the registration interview.

It is important to determine exactly who is to be registered, and fixing the population will help to
do this. It can also help members of the local population from posing as refugees and trying to get
registered for protection and assistance. It will also prevent registered refugees from re-registering,
with the same or different name, perhaps in a different office, in an effort to obtain extra benefits.
Fixing the population, by using tokens (see below), biometrics (see below) or simple wristbands,
also enables the government/UNHCR to maintain current statistics on the refugee population and
to ensure that newly arriving refugees have access to protection and assistance.

➢ Receiving and fixing consists of both seeking out persons of concern where they live and
receiving them at known and processing centers to which they have ready access.

14.1 Fix persons of concern

➢ The goal of the fixing process is to help ensure that only persons of concern are
registered, that all such persons are registered, and that each person is registered only
once.

Successful fixing of the population is critical to managing many other registration processes. In the
future, one of the best ways to prevent multiple registrations by one individual is expected to be the
use biometrics (fingerprint or iris verification). However, factors such as cost, volume, and
manageability will make these technologies more or less well suited to different operations.
Wristbands or tokens, distributed one to each individual, can also be effective, as can the use of
visible or invisible ink (election stain) on the hands (fingernails) following the registration process.
In the latter case, the registration procedure starts with a check of the hand for traces of the ink.

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14.1.1 Organized relocations

Organized relocations between sites offer excellent opportunities to register refugees or verify
existing registration information. A simple registration process can easily be added to the relocation
plan. At the point of departure, for example, refugees can be given tokens or wristbands to
distinguish them from those refugees who have already arrived at the point of destination.
Depending on time and resources, control sheets or registration forms may be filled in and cards
distributed.

14.1.2 Using tokens

Counting can also be accomplished by handing out pre-numbered UNHCR fixing tokens. The
tokens are given to each individual refugee of both sexes and all ages at the border during
relocation or on arrival at a camp or refugee settlement. The use of fixing tokens also enables
UNHCR to later differentiate newly arrived refugees from local people and from those refugees
who arrived earlier and have already been registered. Until registration becomes feasible, the
fixing tokens may serve as food tickets or temporary ration cards. Their durability, however, is
limited.

Take advantage of organized movements to new locations to fix populations.

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For fixing new arrivals

Refugees arriving as part of an influx can be counted by using standard, pre-numbered fixing
tokens. The tokens are handed out in numerical order to each refugee at a border crossing, during
relocation or on arrival at a camp or settlement. Subtract the serial number of the first token handed
out from the serial number of the last token handed out during a given time period, usually one
working day to determine the total number of refugees passing through a particular area.

Do not forget to keep a note of the serial numbers of the tokens issued.

This counting system is predicated on a

well-controlled, physical separation between
incoming refugees and other populations already
residing in the country of asylum. Once the
refugees begin to mix with the local population
or with previously registered refugees, the
tokens will help UNHCR distinguish between
the groups. Be sure that only one token is issued
to any individual. In an uncontrolled, chaotic In a pinch, the new fixing tokens can also be used
environment, people may return to the end of the as temporary ID and entitlement cards.
line to collect more tokens.

For providing assistance

If it is not feasible to issue ration/family cards after a refugee influx, the fixing tokens may serve
as food tickets or temporary individual ration cards until registration becomes possible. The
numbered boxes at the bottom of the token may be used to indicate distribution of weekly food
rations. In this case, a hole would be punched through one of the numbered boxes on the day of
distribution. However, the fixing token should not be used for these purposes for more than three
months. Registration must take place within that time.

For identifying special protection and assistance needs

Observing the physical condition of refugees, especially during an initial influx, is crucial to saving
lives. The token has been designed to flag specific refugee needs at initial contact. When staff at the
border identify a special need that does not require an immediate, life-saving intervention, they
should simply mark the appropriate code. Since during an influx, the goal will be to process refugees
quickly, in an effort to move them away from danger or to admit them to a more organized assistance
infrastructure, marking tokens for special needs is really a kind of referral process. It implies that
individuals will be seen in the very near future for the required protection interventions. The holder
of the token will be always be flagged as requiring special assistance until indicated otherwise. In an
emergency, the need to process refugees quickly may mean that staff do not have time for this step.

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As a temporary identification card

In keeping with UNHCR’s commitment to provide individual identity documents to refugees, the
token has been designed to collect vital data about the individual. At some point between the initial
influx and the full registration process, the refugee should write his or her name, sex and date of
birth on the token. Once this information is recorded on the token, the token will serve as a
temporary ID card. When registering the refugee at a later stage, the interviewer should make use
of the token as a de facto written record of the refugee, subject of course to verification and
validation.

Deactivating tokens

The special box on the token should be punched with a hole to show either that a person has been
registered individually or through a household (control sheet) registration. Punching a hole will
ensure the token is not used more than once during registration. This allows the refugees to retain
the token if it is to serve as a temporary identification card.

14.1.3 Wristbands

In the wristband method of fixing, a single “tamper-proof” plastic bracelet is tightly secured around
the wrist of each man, woman and child to be registered. It is, theoretically, impossible to remove
the bracelets without damaging or destroying them. After all persons have been given a wristband,
the registration process can begin. Before each person is interviewed, her or his bracelet is checked
for any signs of tampering. Once the person has been interviewed and her or his personal data
recorded on a registration form, the bracelet is removed by a member of the registration team.

This method is commonly used in larger registration activities, when a large number of persons are
to be registered or validated in a short period of time. The bracelets do not last indefinitely, and
should therefore only be used during registration processes that will be concluded relatively
quickly.

Using wristbands is a low-tech, low-cost, low-trauma method of fixing. However, in most large or
extended operations, and despite successive improvements in the quality of the wristband, refugees
have often found ways of removing and re-attaching the wristbands without damaging them. This
allows individuals to get more than one wristband and, consequently, to be registered more than
once.

14.1.4 Ink/Stain

Like wristbands, this fixing method is most applicable when a larger number of persons are to be
registered and validated in a short period of time.

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The process consists of marking the fingers, hands or toes of those registering with a special form
of ink that is hard to remove and can be seen only under ultra-violet light. Before persons are
registered, they are checked to see if there is ink on their fingers (or toes in the case of small
children). If none is detected, then the designated finger(s) or toes are sprayed with the ink or stain
and the person is allowed to proceed to the registration interview process.

This fixing method is not entirely satisfactory. In some situations, unfounded rumors have spread
that the ink is a poison or will cause birth defects or sterilization. Refugees and others have
discovered simple ways to remove the stain, such as washing their hands in citric acid, which is
found in lemons and vinegar.

14.1.5 Biometrics

In the coming months, UNHCR will further test and use biometrics for fixing and verifying
populations. Biometrics have been developed into automated methods of recognizing the identity
or verifying the claimed identity of an individual based on a physical characteristic. The most
common features that can be measured are the face, fingerprints, and the iris.

Biometric devices consist of a reader or scanning device, software that converts the scanned
information into digital form, and a database that stores the biometric data for comparison with
previous records. When converting the biometric information, the software identifies specific
points of data as match points. The match points are processed, using an algorithm, into a value
that can be compared with biometric data scanned when an individual tries to gain access to
something.

Biometric technologies are becoming the

basis of an extensive array of highly secure
identification and personal-verification
methods. For UNHCR, if tests prove
successful, biometrics will help ensure that an
individual has only one valid registration
record.

UNHCR is likely to use biometrics sparingly

because of their technical complexity and
their costs, both initial and long-term. The use
of biometrics may be recommended in only a
Iris recognition is one form of biometric fixing.
few situations and only after a rigorous
analysis of the complexities involved in,
and the potential alternatives to, using
biometrics.

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14.2 Identify and refer persons with special needs

Refugee protection is UNHCR’s primary obligation and responsibility. While many refugees who
are registered usually obtain essential protection through UNHCR’s assistance programmes and the
support of their own families and communities, registration represents a unique opportunity to
ensure that those persons with special needs receive assistance appropriate to those needs. Indeed,
registration may provide the only occasion during the refugee life-cycle when staff will have an
opportunity for direct and thorough contact with the entire population, since registration staff will,
at some point, interact with every individual refugee during a face-to-face interview. Nevertheless
it is recommended that persons with special needs be identified as early as possible in the
registration process ideally during reception procedures.

UNHCR has broadly defined a number of special needs categories for the purposes of identifying
persons requiring special protection or assistance interventions. See Section 17.4.9 – Record
special protection and assistance needs for definitions of these categories.

➢ Engage women leaders from the community to monitor access to registration sites and
processes and to identify women and children with special protection needs

Special attention is often needed to identify women and children with special protection needs;
solicit the assistance of women from the community in identifying such cases, and maximize the
use of female registration staff.

In most cases, common sense will dictate how these needs

are identified. As refugees are interviewed, specific
questions will assist the interviewer in flagging problems.
When a particular problem is identified, the code
associated with the particular special need should be
entered into the record. Additional comments regarding the
special need category can be entered in the individual-
remarks field. The date the special need is identified
should also be recorded.

Identifying and recording the details of an individual with

Registration can help those special needs does not imply that assistance is
with special needs. automatically provided. While it is important that
registration staff be trained to identify and record
information about persons with special needs, it would be
impractical in most cases to expect the same staff to conduct follow-up on each case requiring
further protection intervention/s. It would also be unrealistic to assume that reception and
registration staff could accurately assess, in a five-minute interview, whether a person is
truly in need of further assistance. Operations should therefore implement prompt referral
procedures and ensure that cases are systematically followed. See Annex 12 for a sample referral
slip.

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Be sure that those with special needs are registered in a manner that is consistent with the standards
in Chapter 3 and as described in Chapter 17 – Interview Persons of Concern.

There are other ways that women, men, and children with special needs are identified and referred,
including through protection and health monitoring, women’s groups and other community
structures, information campaigns, schools and counselling. Special-needs data should be shared
between units and partners whose work brings them in contact with these people on a regular basis.
Some special needs, such as those of traumatized or abused children, are harder to spot than others
and should be addressed outside of registration.

Key references for identifying and working with persons with special needs:

Health, Food, and Nutrition Tool Kit, UNHCR Health and Community Development
Section, September 2001
Assisting Disabled Refugees, A Community-based Approach, UNHCR Community Service
Guidelines, 1992
Sexual and Gender-based Violence Against Refugees, Returnees, and Internally Displaced
Persons: Guidelines for Prevention and Response, UNHCR Health and Community
Development Section, May 2003
Guidelines on the Protection of Refugee Women, UNHCR, July 1991

14.3 Determine if a person needs to be registered

The screening and identification of those persons not qualified for and consequently not granted
access to registration has implications for protection and for staff security. Persons wrongly
screened out will not receive the international protection they may need and deserve. Those
screened out may also threaten staff or the security of the entire registration activity. It is important,
therefore, to implement this step carefully and conscientiously to avoid both protection and security
risks.

Persons who do not qualify for registration include nationals seeking to be registered as persons of
concern, those who have already registered with UNHCR at some other time, and those caught up
in the registration process by mistake. In some prima facie operations, the screening-out of armed
elements and others who are determined not to be refugees is a difficult process that may be linked
to registration activities.

This step may be carried out as an informal process during which people are informed about
registration, in general, and are asked why they have presented themselves to be registered. It may
be a more formal screening process, consisting of several steps and techniques to determine
eligibility for registration. Whatever the degree or type of screening used, this screening does not
replace or constitute eligibility screening used for refugee status determination.

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To determine if a person is eligible for registration, establish eligibility criteria that spell out who
is to be registered and how this will be determined. Protection staff are responsible for reviewing
these criteria. Train reception staff in the criteria and in techniques for doing this kind of screening.

Use any of the techniques for verification described in Chapter 20 that are appropriate to the
situation, such as these to distinguish between nationals and refugees (Section 20.1.4):

✔ Establish a set of targeted questions about the country of origin – history, geography,
customs and other features that only a native would know.

✔ Check for a particular dialect distinct to the region of reported origin.

✔ Engage the assistance of refugees and local authorities in separating locals from
refugees.

Grant access to registration procedures whenever in doubt. Eligibility can be confirmed during
future verification activities.

14.4 Provide each person with a unique identifier

The unique identifier should be a number or other identifier that remains with the person for as long
as they are of concern to UNHCR. In some environments, assigning a registration number may be
done during the fixing process; other times, it may be done at a later stage, for example, when
taking a photograph of the person.

Details on establishing registration numbering systems for refugees and others of concern are being
established and will be available with new software tools. However, the following principles
should be applied when devising numbering schemes and assigning numeric identifiers to
individuals and groups:

✔ Numbers given to persons of concern should be unique.

✔ Each person should be given only one number whenever possible. Those who have
already been registered and already have a unique identifier should not be given another
one.

✔ The numbers themselves should not contain information that could in any way
compromise the protection of the individual at any stage of the operation. For this
reason, it should not contain any direct reference to the person’s territory of origin or
any information about his or her arrival on the territory of asylum.

✔ The number should be used to link the person to the groups to which they belong
(household, families, cases) and to the record of their personal information.

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✔ This number should not be the ration or family card number, except in special
circumstance and for limited time only. Ration and family card numbers may change
and are country-specific. Individual identifiers should remain with the individual
throughout the time that he or she remains registered as a person of concern and should
not change during this period.

✔ Numbers should be issued once. Do not re-issue numbers even when the previous
holder has been deregistered and his or her record de-activated.

Refugees and others of concern have a hard time identifying themselves by numbers only.
Whenever dealing with refugees directly or in large groups, use names or addresses to the greatest
extent possible.

14.5 Schedule registration interview

The registration or verification interview may take place during registration or at a later time and
place.

➢ Waiting makes people anxious and, in many cases, angry.

Organize the registration so crowds and

pressure are reduced. Registering large
numbers of people is time-consuming, no
matter how basic or detailed the information
collected. The physical and emotional
pressure created by crowds or long queues
should not be underestimated. Even a
seemingly small crowd of a few dozen
refugee families may mean long hours
waiting for those who are last. Dividing large
populations into smaller groups will make
registration more manageable.

The following categories of persons should Crowd-control measures help keep registration activities
be given priority for registration and safe and acceptable to all involved.
verification interviews:

✔ Unaccompanied and separated children.

✔ Child-headed households.
✔ Single parents and families with small children.
✔ Elderly persons, particularly the unaccompanied ones.
✔ Persons with disabilities and their families.

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✔ Persons with special protection concerns and their families.

✔ Single women (in certain circumstances).
✔ Persons with special medical needs.

➢ No matter how the registration procedure is organized, arrangements should be made to

register, as a priority, persons with special needs, including single women and
unaccompanied and separated children.

Organize and announce a schedule to reduce crowding and potential safety problems at a
registration site. Refugees could be called at specific times according to old card numbers, by
section (block, sector, quarter, tent, etc.), first letters of family names, etc. Scheduling tickets could
be distributed before the registration, handed out to refugees in the early morning hours or on the
first day of the process. Refugees are then invited to report back to the registration office according
to schedule. Leaflets or some other form of public information document that explains the
scheduling system should be available in front of the registration office or at a central point in the
camp.

Information gathered at this step often corresponds to level 1 registration, or the Control Sheet:
name of at least one household representative, size and composition of household, country of
origin, date of arrival, and current location or address.

Queue-control structures

If necessary, simple fencing or barriers may be erected to reduce crowd pressure. The presence of
too many security personnel, especially armed personnel, should be avoided and their crowd
control methods strictly regulated, to maintain the non-intimidating, non-threatening character of
registration.

Scheduling of registration can be done

by block group or address.

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15. Initiate Data Collection

Registration activities can begin once staff have fixed the refugee population to be registered and
have created a manageable and stable working environment.

15.1 Retrieve existing information

UNHCR has already recorded and stored data on the vast majority of the refugees it serves. Using
and building on this existing data to collect additional information on refugees helps to develop an
accurate picture of the entire refugee population in the country of asylum. It also helps to provide
assistance and achieve solutions for refugees. Using existing data about a refugee will help to
ensure that the person receiving assistance is the same person who approached UNHCR for
assistance when she or he first became a refugee.

Continuous population data management is based on the principle of using existing data as a
baseline. Refugee records should be continuously updated, validated and built upon while
preserving the integrity of the master record. Registration records should reflect any changes in the
status of the refugee and/or his or her entitlements. Information about possible or actual durable
solutions should also be recorded in the registration database.

Before filling in a completely new

registration form, existing information
should be printed and the original form or
a copy of it retrieved from the registry.

Alphabetical or sequentially ordered

master lists, filing systems and
computers at the registration desk will
greatly facilitate this task. In many cases,
refugees who have been registered
possess a unique number, a registration
card or a copy of their registration form.
These should be produced to accelerate
the retrieval of the existing registration
Registration forms populated with previously recorded data
data. should be used whenever possible.

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When working with large populations, retrieving existing information could be part of the steps to
assess the situation or fix the population. For smaller populations, particularly those in which
secondary movement is believed to be occurring, this step may require some research with other
offices, and could be combined with the activities to validate the registration.

Existing data can be subjected to some of the simple verification techniques described in Chapter
20 – Apply Verification Techniques, before proceeding with the registration interviews. In
particular, the data can be checked for use of standard personal and location names (Section 20.1.2),
for multiple records (Section 20.1.3), and use of services (Section 20.1.8).

15.2 “Pre-populate” registration forms

Whenever feasible, registration forms should be “pre-populated” with data from previous
registration activities. Pre-population means using existing information in a database to print
registration forms with personal data. These forms are then used as the basis for further information
gathering and verification.

The blank registration forms should be filled in with any known or static data elements, such as
registration location (camp name, town), date of registration (at least year or month/ year), and
origin. This will do away with the need for refugees or registration staff to fill in or repeatedly
verify information that should not normally change.

15.3 Gather additional data

Additional information can be gathered by having persons of concern complete the registration
from prior to the interview. Having a person of concern fill in his or her own registration form is
not the same as interviewing the person. These are two separate activities; in all cases, a registration
interview is required. Sometimes, clerks may fill in registration forms on behalf of the persons of
concern. At this stage, all proofs of identity should also be collected and checked (see Section
20.1.7 for appropriate techniques).

Additional data may also be gathered from other sources, such as protection officers, other offices,
operational partners, and host government officials. Whenever possible, this information should be
included in the registration record and verified. Specific techniques useful for gathering additional
data on persons of concern relevant to registration are checking physical presence (Section 20.1.1),
checking household composition, (Section 20.1.5), checking special needs status (Section 20.1.9),
and checking durable solutions status (Section 20.1.10).

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15.4 Variations

15.4.1 Emergencies/mass movements

In order to speed up the processing, it may be necessary to forego gathering certain pieces of
information. Managers of the registration process should determine which fields are mandatory and
which can be skipped or postponed. A short version of the form or an improvised emergency form
may be used in consultation with PGDS. In some cases, registration forms may be replaced by
copies of the refugee’s travel documents or national ID card.

15.4.2 “Irregular” or secondary movements

Registration records may already exist for an individual refugee, but in a different UNHCR or
government office. Before creating a new registration record or file, the office responsible for the
refugee’s previous registration should be asked to share the existing record and all related
information. If uncertain as to whether data already exists, a temporary registration record should
be created. The two records can then be linked or aligned to ensure continuity.

15.4.3 Refugee status determination

The form used for registering applicants for refugee status is likely to be more elaborate than the
forms used for other levels of registration. While the same principles apply when filling out any
form, it may be prudent to alert the refugee that much more time will be needed to fill out the RSD
form. Please refer to the Procedural Standards for Refugee Status Determination under UNHCR’s
Mandate for the form to use (also shown in Annex 6(e)) as well as for specific instructions on how
this is to be handled in RSD situations.

15.4.4 Voluntary repatriation

The voluntary repatriation registration form (VRF) is a special form used to record the willingness
of refugees to repatriate. This is a standard form based on the 1996 UNHCR Voluntary Repatriation
Handbook. The use of additional fraud-proof patterns on the form is recommended in cases where
the form also serves to administer and disburse cash grants or other repatriation or reintegration
assistance.

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Registration Interview

In addition to general guidance about interviewing persons of concern, this part of the
Handbook contains specific guidance about:

● Taking proper photographs (Chapter 16)

● Grouping people into proper families and households (Section 17.2)
● Identifying household representatives (Section 17.2.1)
● Standards for recording relationships between family or household members (Section
17.2.2)
● Standards for recording personal data such as date and place of birth, education level,
occupation, and current location (Section 17.4)
● Getting permission to share information from persons of concern (Section 18.1.1)
● Signing voluntary repatriation forms (Section 18.1.2)
● Standards for identity documents – cards and ‘protection letters’ (Section 19.1)
● Standards for entitlement documents – ration cards and family cards (Section 19.2)
● Accepting or rejecting registration data (Section 18.3)

Registration gathers data about the individuals and the families

or households to which they belong.

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Record and
registraion
accepted

16. Photograph Persons

of Concern

ExCom Conclusion 91 states that photographs should be taken of all refugees when they are
registered. Photographing refugees and maintaining their photographic records over time enables
the office to confirm that the person who was initially registered is the same person who presents
himself or herself at a later time. In all registration systems, the task of photographing refugees will
require considerable human and financial resources. In general, UNHCR has determined that the
use of digital equipment for photography is more reliable, less costly and less subject to fraud and
abuse than using Polaroid film photography. Offices should therefore plan to use digital equipment
to photograph refugees whenever possible.

Photographs of refugees should be stored on a computer ’s hard drive or similar storage device and
linked to the individual’s record. UNHCR is developing dedicated software to make it easier for
registration staff to take and store digital photographs. The software will automatically “embed”
the photographs directly into the individual record in the database. Once a photograph is stored in
the database, it can be used to verify the identity of the refugee and produce refugee-identity
documents at a later stage.

Polaroid or traditional printed photographs may be preferable in

some cases, such as very remote locations without electricity or
for persons in detention or hospitals. The refugee’s name and
identity number can be written on the back of the photograph
that should be scanned at a later date and added to the electronic
records.

Consider hiring professional photographers to take the photos

of refugees and others of concern, but ensure that they follow
the requirements described in the following section.

Taking quality photographs is not always

easy: good lighting, a white backdrop,
and tripod are essential for
good photos.

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16.1 Take photographs

Offices should ensure that there is a dedicated

photo area set up where photographs of refugees
will be taken. The environment should be well lit,
free of refugee traffic, private and secure. Use
only a white backdrop one meter wide and two
meters high that shows the UNHCR logo in a light
colour, preferably grey. The backdrop should be
placed 0.5 meters behind the subject. When using
a ‘web-camera’ the camera should be mounted on
a tripod placed on a desk and linked to a desktop
or a laptop containing the registration database.
The camera should be positioned at the subject’s
eye level and approximately 0.5 meters from the Proper lighting when taking photographs.

face.

Correct lighting is key to obtaining a good photograph. Additional electric lighting should be
considered even if the lighting conditions in the working environment already seem adequate. The
angle at which the light hits the refugee’s face is also very important. Normally, two lights should
cross the face at an angle from both sides (see figure above) so there are no shadows cast on the
face. This is the best way to capture facial details.

Since photos will often be taken before or after the registration interview, care should be taken to
ensure that the person who is registered is the same as the person who is being photographed. For
this reason, the individual’s unique identifying number is recorded when the photo is taken so that
the photo can be linked to the correct record. A common error UNHCR staff make when
photographing refugees is mixing up individual family members. For example, a father’s
photograph might be accidentally linked to a mother’s data record. If a photo is being taken of a
refugee whose data already exists in the database, be sure to confirm that the name of the individual
sitting for the photo is the same as the name in the database. When the photographer finds an
existing record, either in paper form or in the database, he or she should ask the refugee to confirm
his or her name before taking the photo.

➢ Be careful of family-member substitutions when photographs are being taken. Refugees

often feel that it is better to substitute an unrelated person for an absent family member
rather than risk not having a photo taken at all. Information campaigns should address
this issue early on and measures should be taken to allow absent family members to be
photographed later.

Registration photos must be clear and well defined. A full front view of the subject looking directly
at the camera with his or her eyes open is required. Only the subject’s head should be within the
photo frame. Glasses, earrings and other jewelry, hats, wigs and head-scarves should all be
removed or pulled fully away from the face to expose all facial features. Facial cosmetics are

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acceptable as long as they do not disguise the natural appearance of the

refugee. Special measures may be required to ensure respect for
cultural and religious customs when asking a refugee to remove a head-
scarf or head-dress. This might involve having separate locations for
photographing men and women. Usually, separating the photo area
from other public areas and keeping the family together when
individual family member photos are being taken will create the best
working environment.

➢ Privacy is required to obtain good photographs.

Proper positioning of face
in a photograph.

Refugees will often be intimidated by the technology and strangers surrounding them during a
photo session. Adults may also raise or lower their heads unnaturally when photographed. For these
reasons, operations should make arrangements to have a trained photographer’s assistant available
to position individuals’ heads correctly before the photographs are taken. The photographer will
generally be too busy to do this.

Children often associate photo sessions with a visit to the hospital and can become frightened by
the equipment around them. Head movements, grimacing and crying will result in unnatural or
unclear photos. Parents should be asked to encourage their young children to look towards the
camera by standing alongside the photographer.

A refugee should not be released from the front of the camera until the photo is confirmed to meet
UNHCR standards and is properly stored in the database. When a photo is taken, it should be
viewed by the photographer on the laptop and accepted or rejected. If rejected, another photo
should be taken immediately. Digital photos cost nothing but time to record; there is no film wasted
if the photo is not satisfactory. Photos should therefore be taken as many times as necessary to meet
the standards illustrated in the sample shown earlier. A photographer’s work should be reviewed
periodically to ensure that it meets UNHCR’s standards.

Some refugees may find the technology

intimidating.

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16.2 Variations

16.2.1 Emergencies / mass movements

During emergency influxes and mass movements, time pressures and the number of persons
involved make it nearly impossible to take individual photographs for registration purposes.
Normally, refugees will not be photographed in these circumstances.

➢ Always photograph unaccompanied and separated children as soon as they are

identified, particularly in an emergency or mass movement situation.

16.2.2 RSD and durable solutions

Refugees will sometimes believe that having a photo taken of them will result in recognition for
refugee status or approval for resettlement to a third country. In information campaigns, be sure to
“disconnect” the process of taking photos from any potential outcomes.

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Record and
registraion
accepted

17. Interview Persons of Concern

UNHCR collects data about refugees through face-to-face interviews with individual refugees who
are normally grouped in family or household units. All individuals who belong to the
family/household unit who reside in the country of asylum should be present at interview
time. However, to the extent possible, each person should be interviewed separately. In general,
women asylum-seekers should be interviewed separately without the presence of male family
members.

The data to be collected during the interview will have been agreed to as part of the registration
strategy and methodology (see Chapter 10 – Determine Registration Strategy). The data gathered
and the amount of time available for each interview will vary according to the situation and the
registration strategy.

Select interviewing techniques to complete the registration information or test the veracity of
existing information from the verification techniques described in Chapter 20 – Apply Verification
Techniques.

The interviewing staff member should introduce himself or herself (and the interpreter, if
applicable) and ask whether anyone wishes to be interviewed separately from the household group.
In addition, people should be given the choice as to the sex of interviewers and interpreters. To the
extent possible, people – and women in particular – should be automatically assigned an
interpreter and interviewer of the same sex.

Since refugees may not have had access to information about registration prior to the interview, the
interviewer should begin with a brief introduction about what is expected of the family. The
interviewer should emphasize the need to answer questions truthfully. The interviewer should
also confirm whether the individuals wish to be interviewed by a different staff member or if they
would like to have another person act as interpreter during the interview.

Refugees should be informed that a similar set of questions will be asked of each individual
family member and that the refugees should answer questions clearly and promptly. Refugees
should then be asked to produce all accompanying documentation, which the interviewer
will review.

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17.1 Use standard registration forms

Interviewing refugees individually is the core of UNHCR’s registration process. The goal of an
interview is to collect and record accurate information about individuals of concern. Whether the
information is collected from a large population that has stabilized after a mass influx or from a
single family prior to a status-determination interview, the tool used to perform this function is
always the UNHCR registration form.

➢ Issue clear instructions for filling in the form to the interviewers to ensure consistent
data entry. This information should include code tables for all standardized data fields,
such as special needs, geographical names, educational level and occupation/skills.

The form has been designed to ensure that a standard set of information is collected from every
individual and household/family. When the form is complete, each refugee will have a single,
unique registration record that will provide the information needed to protect, assist and find
solutions for the refugee.

The form is to be completed in the sequence and at the pace decided by managers when they
developed the registration strategy. Core registration information is captured and then made
available to staff for as long as the refugee remains a refugee. Authorized users can add data to the
record, as needed, to aid in protection, assistance and the search for durable solutions.

UNHCR’s registration form serves as a guide through the registration interview. Each question
asked by a registration clerk is based on one of the fields (or boxes) of the registration form. Fields
on the form correspond directly to fields (columns) in the database. Clerks should fill in the form
clearly. In some situations there may be time to enter registration information directly into the
computer using a screen-based form.

In case the spelling of names or other information is not obvious, registration clerks should solicit
the help of literate refugees, interpreters and others. Misspelling important information may have
serious consequences, such as when trying to trace family members or when issuing identity
documents.

17.1.1 Using OMR forms

Optical Mark Readers (OMR) permit large amounts of manually recorded information to be rapidly
scanned and converted into a database. They are appropriate when an initial registration exercise
must be completed or where no database yet exists for the population of concern. Special forms are
filled in by hand with information gathered from the refugees during the registration interviews,
and then translated into a format that can be read by the special machine. This form is often used
in election registration or in academic testing, and is increasingly familiar throughout Africa and
the Americas. The special OMR forms and readers are sophisticated and their use should be
discussed and planned as part of the registration methodology.

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17.2 Determine family and household relationships

In the interest of protecting the unity of refugee families, whether nuclear (relations defined by
blood) or extended (relations defined by custom, adoption and/or blood), it is crucial that the
composition of every refugee’s family be carefully assessed.

➢ All individuals residing in the country of asylum should be present at the interview and
should present themselves as part of a household or family group.

Grouping people can often be a difficult and time-consuming task. When refugees present
themselves as a family, as many as 20 individuals may arrive at the registration desk, all claiming
to be part of an “immediate family”. A preliminary interview, conducted after a large group has
been divided into more manageable sub-groups, should determine who belongs to which family.
Interviewers should keep in mind that most groups are temporary: daughters marry, mothers die,
spouses divorce and remarry, children are born. See Section 5.1 – Families, households, and cases
– for more information.

Families entering during a mass influx may have been separated during their flight. Since the focus
during early weeks of emergencies will be to register refugees efficiently to provide life-saving
assistance and protection, UNHCR should generally accept the household groupings as they
present themselves. Refugees also need to be aware that the group presented during registration
will probably share living quarters and food ration cards.

When family members cannot come to the registration site/office together, the registration clerks
should ascertain that separately registered family members are grouped together. Standard
questions about the individual refugee’s family and her or his relationship to other members
of the household or family will enable the registration clerks to group individuals together as
families or households. Make all efforts to see missing family and household members before
completing registration. Table 8 describes how to respond when the families or households are
incomplete.

Family unity is important when planning for repatriation. Registration needs to link the members
of nuclear families; Voluntary Repatriation Forms and other departure documentation must truly
represent family units, including extended family networks. For example, two children living with
their grandparents should be repatriated with their parents and other siblings. Parents should not be
allowed to leave children in the country of asylum. Minor children should repatriate while their
parents remain in the country of asylum only after the parents are consulted and a responsible adult
relative will receive them upon return.

Gathering and recording family relationships accurately is particularly important whenever

resettlement may be an eventual solution. The misrepresentation of a family unit is one of the most
reasons for rejection in the resettlement process. Even when the misrepresentation has not been
intentional, the resettlement country may reject a resettlement case if the family relationships
presented are untrue or lack credibility. This is particularly true in the case of non-nuclear families

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where the potential for abuse is higher.

The verification of registration details and of family composition should be accomplished outside
of the resettlement context, such as at the time of registration or determination of refugee status, to
ensure that details about family composition are not biased by resettlement considerations. It is the
responsibility of UNHCR to assess the nature and credibility of family composition, and
interviewing officers must be alert to fraudulent family compositions.

Some useful techniques for verifying family and household composition are described in Chapter
20 – Apply Verification Techniques as well as in the UNHCR Resettlement Handbook, Section
5.6.5 – Family Composition.

17.2.1 Household representatives (heads of household)

In general, both a female and a male representative rather than a simple head of household should
be identified. These are the persons in the household or family who are acknowledged as the
representatives of the household or family by the other members. Relationships within the
household or family are then designated in relation to one of these persons. The use of the term
‘household representative’ is a change from the practice in many locations. The role of women
within the household or family has particular importance to UNHCR for protection and assistance
reasons; hence UNHCR’s insistence on designating joint representatives.

The term “head-of-household” assumes that most households are family households (i.e., that the
persons within the household are related by blood), and that one person has primary authority and
responsibility for household affairs and is its chief economic support. However, spouses are
increasingly considered equal in household authority and responsibility and often share economic
support of the household. Even in countries where the traditional head-of-household concept is still
relevant, women who serve in this role are often not recognized as such and have difficulties
accessing resources, protection and legal representation as a result. For these reasons, UNHCR has
adopted the use of the term “household representative” when working with registration information.

Normally the two household representatives are the male head of household and his spouse.
However, this is not always the case, and interviewing staff should be aware of other possibilities
within the community. There may be only one household representative in some households, such
as some single-parent families and female-headed households. If the wife had died or is no longer
part of the family, an eldest daughter or sister may fulfill the role of the female household
representative, and should be designated as such.

Be sure to refer child-headed households to proper care and attention. These households tend
to be particularly vulnerable and should be treated accordingly. By definition, the children in
such household are unaccompanied children and should be designated as such and referred to
appropriate services.
When conducting registration for refugee status determination, collect as much information about

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family members as possible from each individual registering. The designation of family
representatives is still needed, but must be done in a way that preserves and protects the right of
each applicant to make an independent claim to refugee status. See the Procedural Standards for
RSD, Section 3.2, as well as the form to be used in these cases, in Annex 6(e).

Table 8: Handling incomplete family or households

SCENARIO ACTION

Complete family: All family Registration is complete. Issue all cards and forms to
members present at individual and family members as per the registration
registration strategy.

Incomplete family: At least Registration should be done for present family members.
one family representative (head Individual identity documents should be issued to all
of family) present members present. Family forms and cards should be
withheld until the last family member is registered. A
temporary certificate (appointment slip, photocopy of
registration form, etc.) may be issued to the registered
family.

Incomplete family: Neither The family should be advised to report back to register with
family representative present the appropriate representatives of the family. If this is not
possible, registration may be done for present family
members. Once one of the representatives is able to come
to the registration office, relationships and other family
information may have to be verified. Forms and cards
should be withheld until the last family member presents
himself or herself at registration. A temporary certificate
(appointment slip, photocopy of registration form, etc.)
may be issued to the registered family members.

Latecomer: Individual family Retrieve the family’s registration record/form and include
member reports to register the latecomer. If in doubt about family composition,
after the family has already registration staff should insist that one or both household
been registered representatives be present again. The family card/ration
card should be issued in the name of both of the household
representatives.

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17.2.2 Recording household and family relationships

UNHCR records the relationships between members of the same family or household according to
the following table. Although it is possible to record relationships in more or less detail, use of the
standard breakdowns is encouraged. The use of this list, combined with other personal and
household data, permits the full understanding of the often complex family structures that is needed
for protection and solutions purposes.

In Level 1 and Level 2 registration, relationships are normally recorded once for the whole group.
All relationships are recorded according to the perspective of one of the group members, normally
the ‘head of household’or Household Representative 1, as per table 9. In some Level 2 registration
contexts it may be necessary to record relationships from the perspective of one or more other
family or household members. Care should be taken when filling in forms and coding data that it
is clear which family members are connected by a particular relationship. Depending on the
scenario, in Level 3 registration relationships may be recorded once for the whole group, or
individually for each of its members.

In registration for refugee status determination and resettlement purposes, relationships should be
recorded individually from the perspective of each person being registered, rather than for the
group. This means that the standard form in Annex 6e must be completed for each person
registering. This allows each person being registered to fully describe his or her personal
circumstances – including the family structure – and thus permits a more thorough and accurate
analysis to be made of the immediate protection and solutions needs. This includes an individual’s
relationship to each of the accompanying family or household members, as well as their
relationship to family members still in the country of origin or in other locations.

UNHCR should try to define and record changes in relationships. Although establishing
relationships may not seem particularly important to the interviewer when registering a case, it will
become vitally important when seeking durable solutions.

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Table 9: Relationships – Standard UNHCR categories

CATEGORY DESCRIPTION

Household This is usually the individual within the family or household who is
Representative 1 considered by the members of the family or household as their primary
representative. It is normally a man, but could be a woman as well.

Household This is normally the female in the household or family who has the primary
Representative 2 responsibility within the family. It could be spouse, mother or daughter of
the head of household. It could also be a man if the first household
representative is a woman. The relationship between this person and the
other head of household must also be recorded.

Spouse Legal or common-law spouse.

Child (Son/Daughter) Natural or legal offspring. Includes birth, adopted or step children. May or
may not include foster children depending on situation in country.

Parent (Father/Mother) Birth, adoptive, or step parents. Does not include parents-in-laws which
have a separate category.

Sibling (Sister/Brother) Legal or natural siblings. Includes adopted and step brothers and sisters.
May include foster brother or sisters depending on the situation in the
country. Does not include in-laws (i.e. bother or sister in-law).

Grandparent Direct blood grandparent, either grandmother or grandfather. Includes

great-grandparents. Does not include in-laws, which should be listed as
parents-in-laws.

Grandchild Birth, adopted, or step grandchildren. Includes great-grandchildren.

Uncle/Aunt Birth, adoptive, or step brothers or sisters of parents of head of household

or spouse.

Cousin Natural, adoptive, or step children of uncle or aunt of head of household.

Does not include in-laws, e.g. cousins of spouse.

Nephew/Niece Natural, adoptive, or step children of brother or sister of one of the

parents.

Child-in-law Spouses (legal or common law) of children.

Parent-in-law Parents of spouse.

Other in-law Other relationship established through marriage, such as spouse of

sibling.

Other blood/kin relation Other birth relation of head of household not covered by one of the
above categories.

No blood/kin relation Household member not related by blood, adoption or marriage.

Unknown relationship Relationship is unknown.

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17.2.3 Other household or family information

Other information recorded for the family or the household may include:

✔ Total family or household size, broken down by age cohort16 and sex.
✔ Name and sex of any missing family members who are present in the current location
but not present at the time of registration.
✔ Current location/ address of the household (see Section 12.3 – Standardize locations,
names and other categories).
✔ Country of origin of household or family.
✔ Family property (see Annex 7 for standard categories for recording this information).

17.3 Register unaccompanied and separated children

A separated child may present herself or himself to register alone, with members of her or his
extended family, or as part of another family. Separated children should always be registered
separately, but cross-referenced with the family with which they are staying. A list containing at
least the names and locations of unaccompanied and separated children should be maintained.

All families should also be asked if they are caring for children other their own, have children from
whom they are separated, know of families who have missing children, or know of children
separated from their parents. The identification and registration of unaccompanied and separated
children should not disrupt existing care arrangements.

A more thorough documentation of each

unaccompanied girl and boy is required to
establish their personal history and indi-
vidual needs and to begin tracing for their
family.

See Working with Unaccompanied Children:

A Community-based Approach, Part 4
(UNHCR, Community Service Guidelines,
1996), for guidelines on interviewing
refugee children and adolescents and
recording their social histories.

Aim to photograph all children; but always photograph

unaccompanied and separated children.

16
The four standard UNHCR age cohorts (groupings) are 0-4 years of age; 5-17 years of age; 18-59 years of age; and 60 or more years of age.

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The form to use when registering unaccompanied and separated children is shown in Annex 6(d). This
form allows for the recording of supplementary information needed to adequately document the
child’s circumstances. Unaccompanied and separated children should be recorded on the operation’s
standard registration form to ensure that their registration records are also maintained with other
registration records. Different forms should be linked by the individual’s unique numerical identifier
as well as any household, family, or case identifiers that are relevant to them.

The name and other details of the guardian or foster family should be included in the minor’s
registration records. The child should be included in the guardian’s or foster family’s records,
making reference to the fact that the child is an unaccompanied or separated. It is especially
important to register infants and young children before the people who know about them disperse,
since these children themselves cannot give much of the information needed for tracing purposes.

A photograph should always be taken of the child regardless of the circumstances. Photographs are
indispensable for tracing and family reunification. The photograph should be securely attached to
the paper forms and linked to any electronic records.

Also, always refer the child and the family providing him or her with care to protection and/or
community-services staff.

17.4 Interview each individual

Once the group has been established, the interview can begin. Those who do not belong to that
particular group should be interviewed separately. All persons desiring to be interviewed separately
must always be given the opportunity to do so.

➢ Registration interviews should be conducted in a non-intimidating, non-threatening, and

impartial manner, with due respect for the safety and dignity of refugees.

If the interviewer is validating an existing record, he or she should be aware of any changes to the
data as it was originally recorded. In general, individuals should not be asked to provide information
if it already exists. However, the interviewer should make note of any discrepancies as they occur.

Registration data should be collected and/or verified in the following order:

17.4.1 Verify unique identifying registration number

Each individual should be assigned a unique identification number. Once this number is assigned,
the refugee will retain it for as long as she or he is a refugee. Individual numbers should be assigned
before the actual registration interview, normally during the reception and fixing step. Interviewers
should be sure that each person has a number, and that the number they have been assigned
corresponds to their personal record. More information about the unique registration numbers is
given in Section 14.4 – Provide each person with a unique identifier.

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17.4.2 Record name(s)

Although collecting names may seem a straightforward process, different cultures can have
different name structures. The concept of “name” and “surname” does not exist in all cultures.
Titles, such as Mr./ Dr./ Ms./ Sheikh are not considered part of given names and should not be
added into the record. UNHCR’s registration form provides different fields in which to enter
names. In general, these fields have proven sufficient to accommodate the permutations of naming
structures found throughout the world. Generally, when only one filed is available for recording the
name, names should be written in the same order they are spoken (Sally Anne Smith not Smith,
Sally Anne). To ensure consistency, there must be regional agreement on how names are to be
recorded during registration (see Section 12.3 – Standardize locations, names, and other
categories). Once a standard approach to name recording has been set, interviewers should adhere
strictly to that standard.

The names of both parents – mother and father – should be recorded for each individual, regardless
of the location of either parent or their current condition (living, deceased, present or absent). In
many cultures, it is common practice to record the father’s name only; for UNHCR it is necessary
to record the mother’s name as well. This will permit a full understanding of family structures and
dependency relationships.

Whenever relevant, the name of the spouse should be also recorded.

17.4.3 Record sex

This is either female or male. This information is sometimes difficult to determine for young
children; never presume. For adults, the sex as declared by the individual should be recorded.

17.4.4 Record date and place of birth

Date of birth

Determining event dates, particularly dates of birth, can be difficult. Certain cultures use calendars
that do not match the widely used Gregorian calendar. In some refugee contexts, dates of birth are
regarded as unimportant. While refugees may demonstrate a varying degree of knowledge about
exact dates of birth, the interviewer should try to be as precise as possible when recording them.
Dates of birth should be recorded according to the following standard and, in general, should be
recorded from existing documentation presented at the interview (birth-registration certificates,
vaccination records, school report cards, etc). The UNHCR standard for recording dates is
DD-MMM-YYYY.

Example:
5 January 2000 should be recorded as 05-Jan-2000

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If the exact date of birth is not known, then provide the closest estimate possible, and always use
01 for the “day” field.

Example:
If the refugee was born in March 1961, then record: 01-Mar-1961

If the month of birth is not known, but only the year, then always use 01 for the “day” and Jan for
the month.

Example:
If it can only be confirmed that the refugee was born in 1961, type:01-Jan-1961

If the refugee can only state his or her age, the interviewer should convert the information into a
year of birth. Conversion tables can be designed and used to quickly convert the age of an
individual to the year of birth or to standardize dates between conflicting calendars.

It is often necessary to determine the age of a young boy or girl who has, or is claiming, refugee
status. There may be different procedures or programmes for refugees or asylum-seekers who are
below a certain age and laws that apply to the general population may also provide age limits. The
Convention on the Rights of the Child only applies to persons under 18 years. However, there are
practical problems in determining the age of young people. A child’s birth may never have been
registered or the relevant documentation never issued. Identity papers are sometimes lost, forged
or destroyed. Authorities may doubt their validity when they exist.

When identity documents are not used to establish age, age estimates are based on physical
appearance. Caution must be exercised with measures such as dental or wrist-bone x-rays, as these
techniques only estimate age. Family vaccination cards also can provide estimates of age. If the
child is living with his or her natural parents or a close relative, the adults may be able to relate the
birth of the child to a local event, to the local calendar, or to a major event.

Whenever a child’s exact age is uncertain, the child should be given the benefit of the doubt and
accorded the treatment that reflects his or her best interests.

Place of birth

Where possible, information about the location where an individual was born should refer to the
town or village of birth. The locations should be recorded according to the standard list of place
names and codes and should be the name by which the location was known at the time of birth. If
the country, city or town has a new name that is known to the refugee, this should be written in
parentheses next to the original name.

Examples:
Leningrad (Saint Petersburg); Zaire (DRC); Indonesia (Timor Leste)

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17.4.5 Note and photocopy existing individual identity documents

Record the type of document (family book, passport, national ID card) and number. The type of
document should be recorded according to the agreed set of standards, determined earlier, see
Section 12.3 – Standardize location, names, and other categories.

Copies should be made of existing documents when conducting Level 3 registration, and the originals
returned to the individual concerned. Note if copies or original documents have been presented.

17.4.6 Marital status

Use the standard categories for recording marital status, shown in the table below. Registration
should account for any changes in marital status as they are made known to the office. Marital
status should be recorded as it is recognized in the country of origin unless there is an official
change to the status within the country of asylum.

Table 10: Marital Status – Standard UNHCR categories

CATEGORY DESCRIPTION

Single Only persons never married should be indicated as single.

Engaged Refers to engagements that are legally or formally recognized within a

community, implying that the couple may need to be considered as such for
purposes of protection, assistance, and durable solutions.

Married Includes common-law relationships, and life partnerships.

Separated Refers to a legal separation or equivalent that implies that spouses should
not be considered together for purposes of protection, assistance, and
durable solutions.

Divorced If divorced and still unmarried, individual should be indicated as divorced. If

remarried, individual should be indicated as married.

Widowed Widowed persons who remarry should be indicated as married.

17.4.7 Level of education

Determining the level of education is valuable; it is crucial for determining appropriate durable
solutions, and for planning and setting up education programmes. The number of years of
completed schooling should be recorded for years 0-12. After that, the highest level of education
attained should be noted. University-level education is normally considered to be of a higher level
than technical or vocational-level education. Use the standard categories in Table 11 below.

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For refugee status determination, a full educational history is needed for each adult and principle
applicant.

Table 11: Educational Level – Standard UNHCR categories

CATEGORY DESCRIPTION

No Education No structured education beyond pre-primary level.

1 year (or Grade 1) Completed at least one year of structured education.

2 years (or Grade 2) Completed at least two years of structured education.

3 years (or Grade 3) Completed at least three years of structured education.

4 years (or Grade 4) Completed at least four years of structured education.

5 years (or Grade 5) Completed at least five years of structured education.

6 years (or Grade 6) Completed at least six years of structured education.

7 years (or Grade 7) Completed at least seven years of structured education.

8 years (or Grade 8) Completed at least eight years of structured education.

9 years (or Grade 9) Completed at least nine years of structured education.

10 years (or Grade 10) Completed at least ten years of structured education.

11 years (or Grade 11) Completed at least eleven years of structured education.

12 years (or Grade 12) Completed at least twelve years of structured education.

Technical/Vocational Any studies related to preparation for specific occupations to

employment, self-employment or livelihood supplementation.
May also include skills training and apprenticeships.

University Level Refers to post-secondary university level education. Includes

some or extensive university level education,Normally
university level education is to be considered a higher level
than vocational / technical education.

Post University Level Refers to graduate university level education, such as graduate and
post-graduate level work. Normally post university level education
is to be considered a higher level than university level education.

Informal Education Refers to non-formal schooling, such as at home schooling,

self-teaching, and religious education without a structured
secular curriculum.

Unknown Education level unknown.

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17.4.8 Record occupational skills

UNHCR standard categories for occupational skills have not been set. Occupational information is
collected for different reasons depending on the registration strategy.

Occupations and skills data can refer to:

✔ occupation and skills held most recently in country of origin prior to flight;
✔ occupation and skills performed in county of asylum during the period of exile; or
✔ occupation and skills that a person expects or is qualified to perform as part of a durable
solution.

Prior to registration, managers must decide what type of occupation and skills information they are
interested in collecting, and train interviewers to solicit the correct information. In refugee status
determination, a recent employment history is needed. Pay extra attention to recording skills and
occupations of women; avoid categorizing them simply as ‘housewives’ or ‘homemakers’.

Whenever feasible, it is recommended to categorize occupations according to the International

Standard Classification of Occupations, (ISCO-88), developed by the International labor
organization and used in a wide variety of circumstances and environments. This classification
system allows ILO and other specialized institutions to make use of UNHCR registration data when
designing targeted vocations and skills training programmes. This classification system has many
levels of detail; for UNHCR’s purposes “level 2” categories are sufficiently detailed. These are
shown in Annex 7.

17.4.9 Record special protection and assistance needs

UNHCR does not expect the registration interviewer to be an expert in the fields of medicine or
social sciences. However, individual registration interviews may represent the only occasion for
UNHCR to evaluate and assist refugees in need of special protection or assistance interventions.
The registration interviewer should therefore be trained to look out for special needs amongst the
individuals he or she interviews. See Section 14.2 – Identify and refer persons with special needs
– for more information.

Noticing and recording a special need on the registration form does not necessarily mean that
appropriate action will be taken to protect or assist that individual. Suitable mechanisms must be
established to refer individuals with special needs to the proper authorities. The UNHCR referral
form (see Annex 12 for a sample form) will help ensure that refugees who appear to need special
assistance do receive it.

When verifying existing registration data, interviewers should review any special needs
distinctions that already form part of the individual’s record. Any questions about existing special
needs distinctions should be referred to community services staff.

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Table 12: Special Protection and Assistance Needs – Standard UNHCR categories

CATEGORY DESCRIPTION

Disabled Physically or mentally disabled. May be either male or female.

Special Legal and Persons not falling into the other categories that are considered as
Physical Protection vulnerable in the particular context. For example, survivors of
Needs violence or particular ethnic or religious groups.

Woman at Risk Woman especially at risk. May include single women or women
who are members of family or household, as well as women that
are survivors of violence.

Single Parent May be either a man or a woman. Also may be girl or a boy under
the age of 18 years.

Unaccompanied or May be either a boy or girl under the age of 18 years.

Separated Child

Unaccompanied May be either male or female, normally over the age of 59 years.
Elder However, cultural norms should apply in designation of who is an
elderly member of the community.

Malnourished An infant, girl, boy, woman, or man whose nutritional status

requires follow up or further monitoring.

Serious Medical Refers to a particular medical condition that requires follow up, or
Condition particular consideration such as in repatriation or resettlement.
May include TB or other specific conditions that offices wish to
monitor.

Pregnant Pregnant woman or girl.

17.4.10 Other information

Depending on the registration strategy and level of registration desired, other types of information
may be collected, recorded, or verified for persons of concern (see Chapter 5 – Standard Data Set
and Registration Levels). Standard UNHCR categories exist for the following types of data:

✔ Religion
✔ Ethnic Group
✔ Country of Origin (location and address in country of origin)

See Annex 7 for the categories themselves and the codes to be used.

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Record and
registraion
accepted

18. Accept and Validate the Quality

of Registration Data

By this stage, the person has been seen by a registration staff member, a minimum of information
about him or her has been collected, a photograph has been taken, and a record of his or her status
of a person of concern has been created.

Registration is not considered to be complete, however, until UNHCR or a government partner has
accepted the registration information. If UNHCR and/or a government agency is conducting the
registration activities, steps taken to accept the information will be integrated into those activities.
If NGOs or refugee volunteers are conducting registration, acceptance of the information by
UNHCR and governments requires additional measures.

This process consists of three sub-steps. First, the registration form is completed and signed by the
person of concern. The data collected is checked and validated against any data collected earlier.
Any discrepancies should be noted. Registration staff assess the quality of the data, and make any
comments on its quality and completeness as explained in Section 18.2 below. Finally, if
considered valid, the registration data is accepted.

18.1 Complete registration form

By this time in the registration process, registration forms should be complete. All information
gathered during the interview should be recorded on the form and copies of relevant documents
should be attached.

Checklist to complete registration forms:

✔ The data collected should be reviewed to ensure that it has been accurately recorded.
Data collected earlier should be compared and any discrepancies noted and
investigated.
✔ If paper photographs are used, they should be attached to the form.
✔ Be sure form is signed or ‘thumb-printed’ by person concerned.
✔ If control sheets are being used, these should also be completed. This may involve
transferring information from one form to another.

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✔ The information should be legible to both the interviewer and the person of
concern. Any registration or other number recorded on the form should be doubled-
checked.
✔ In some situations, certain data elements may be have to be checked with other UNHCR
offices or partners.
✔ Basic bio-data should not be changed other than to correct data-recording errors. Since
the integrity of the initial data is essential, the data should be kept intact. Any attempt
by refugees or others to change core data should be closely investigated by staff.

18.1.1 Permission to share information

All adults – that is, persons 18 years or older, unless the age of majority is attained earlier
according to the applicable laws – must be asked for their permission for their personal data to be
shared with outside parties.

➢ The agreement of the individual of concern must be sought and obtained before sharing
personal data with outside parties.

If feasible or if they ask to do so, refugees and others of concern should be able to review the
information recorded on the form to ensure that it is accurate and that they agree with it. Adults
should then be asked to sign or thumbprint the registration forms.

The wishes of men and women who do not want to have their personal information shared with
outside parties must be respected. A box on the form should be checked and initialed to indicate
that they do not want to have their information shared. They should also sign the form. Parents and
guardians should sign forms on behalf of any of their minor children.

Nevertheless, as mentioned in the Confidentiality Guidelines, UNHCR may be obliged to share

basic bio-data with host governments (see Section 5.2.1 – Basic bio-data elements). This should
be made clear to refugees and asylum-seekers at the time of registration.

18.1.2 Agreement to the terms of voluntary repatriation

Before UNHCR undertakes to repatriate, resettle, or locally integrate refugees and others, all
concerned women and men should express their individual willingness for the particular solution.
All voluntary repatriation forms must contain a statement in the appropriate language testifying to
the voluntary nature of the individual’s request for repatriation. This declaration may also contain
a statement referring to the individual’s awareness and acceptance of the conditions of return.

➢ The application forms for refugee status determination and voluntary repatriation must
be signed by persons of concern.

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The forms should be signed by all adult men and women listed on the form. Parents and guardians
should sign on behalf of their minor children.

18.2 Assess quality of registration data

This step gives those who use registration data an idea of the reliability of the information recorded
and indicates those areas requiring follow up. An assessment of quality can be done for individual
records or for a group of records, depending on the registration strategy adopted. The assessment
should be made available to others in the operation and should be linked with the registration
records.

A system for recording the quality of the data, known as its ‘validation status’, is being developed.
This system will allow offices to grade the quality of registration depending on the type of
registration and the amount of verification applied to the data. This system will be useful for
operations in which different levels of registration are achieved simultaneously and for different
purposes. Different users of registration data will have an idea of how much confidence they can
have in the existing data. Please contact DOS (PGDS/Project Profile) for more information.

In all cases, keep the record of the registration process together with the records. This will allow
users to understand how the information was gathered and to what extent the standards have been
met.

18.3 Accept or qualify registration data

The registration of a person of concern is not considered to be complete until the registration data
has been accepted by UNHCR or a government partner. Acceptance of registration data is crucial
when registration is performed by NGOs or other implementing partners. Registration data
collected and verified by an NGO may need to be verified, or at least subject to spot checks, before
it is included with other registered records.

➢ Before it is used for any purpose, registration information must be validated and
accepted.

In large registration exercises, where inflation of population figures can be a problem, negotiate with
partners, including the refugee community, before the registration or verification, to reach a
consensus on what range of data is acceptable to all parties. Consensus should be based on a
concrete and known factor, such as an actual shelter count combined with an estimate of average
household size (see Section 11.1 – Estimate population demographics). If the results of the
registration for a particular block or zone fall outside this range, then the registration records for that
zone or block may have to be re-verified. Establishing a range prior to the activity will help to avoid
conflict between the different parties while still reaching a figure that is acceptable to UNHCR.

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Whenever the data does not fully meet standards, it should be qualified. The registration strategy
should then be updated to schedule the work needed to achieve the desired standards.

Some degree of privacy is needed for quality

registration interviews.

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Record and
registraion
accepted

19. Provide Appropriate Documentation

Entitlement documents, such as ration cards, and identity documents fulfill very different roles for
refugees and asylum-seekers. Identity documents permit persons of concern to show who they are
and that they are under international protection. Entitlement documents give persons access to
resources and services in accordance with their assessed needs.

Identity documents provide access to rights such as freedom of movement, education, and
work, and protect refugees from harassment, arbitrary arrest and detention. They can also
give refugees a sense of identity that is often lost during flight.

Entitlement documents fulfill a specific purpose: they identify beneficiaries, for assistance
entitlements such as food aid, non-food items and services. In accordance with UNHCR’s
commodity distribution guidelines, food and non-food items are normally distributed to families
rather than to individuals.

It is vital to be able to link assistance entitlements with individual identity as part of ensuring that
assistance is being delivered to the intended recipients. Entitlement documents become more useful
when refugees have an independent means of proving their identity, and when they are checked
against actual physical presence of the individual to whom the card was originally issued.
Individual registration records should record serial numbers of both the (family) ration and the
identity card issued to an individual. These numbers should be periodically verified against the
documents held by the persons concerned.

19.1 Identity documents

Identity documents are a fundamental tool of protection. They provide protection against
refoulement, ensure access to basic rights and assistance, and facilitate freedom of movement.
Modern technology, including digital photography, photo scanners, and card printers makes
producing identity documents secure, rapid and affordable.

➢ UNHCR offices should make every effort to ensure that persons of concern are provided
with identity documents that are recognized and respected by the local authorities.

According to the international legal instruments that set out the principles of refugee protection, it
is the responsibility of States to provide identity documents to refugees and asylum-seekers who

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do not have the means to identify themselves. As a result, the rights and obligations associated with
an identity document are largely determined by the laws of the State issuing the document.

In some countries, identity documents provide access to the right to work, the right to long-term
residency, and/or the right to greater freedom of movement within the territory. In other countries,
identity documents accord refugees only the most basic protection against arbitrary arrest and
detention, refoulement, and the right to remain within the country of asylum.

Documentation varies, though it generally corresponds to the kinds of documents issued to

nationals or resident aliens. Traditionally documents issued have included refugee certificates,
refugee cards, Convention Travel Documents, residence cards, or simply a letter informing a
refugee that his or her request for asylum has been granted. However, not all of these documents
are intended to serve as identity documents, and therefore some are less effective that others in
fulfilling this role. Identity cards that have a similar format and content to national identity
documents provide the best protection.

Often, documentation is provided through joint UNHCR-government efforts. UNHCR has

provided technical and sometimes financial help to some States so they can implement registration
and documentation activities for refugees. Some States have sought UNHCR’s advice on how best
to document refugees. Others have been able to issue identity cards to refugees within programmes
designed to provide such documents to nationals and resident aliens.

➢ At a minimum, UNHCR should help to set standards for identity documents.

As with many other activities designed to protect and assist

refugees, the refugees should be involved in designing and
issuing identity documents. Only by consulting the
refugees, women as well as men, can UNHCR and its
partners gain the community’s co-operation during the
data-collection phase and be sure that the documents are
accepted once they are produced and issued.

➢ Identity documents should be given equally to all

persons of concern, regardless of age or sex.

For a detailed discussion of standards and procedures in

issuing identity documents, consult Identity Documents
for Refugees and asylum-seekers: Guidance on issuing
identity documents to persons of concern, available
through UNHCR’s Department of International Protection
and Division of Operational Support. The table on the
following page summarizes the standard information that Individual identity documents should be given
should appear on the cards or documents themselves. to all persons of concern – even newborns.

An example of an identity card is shown in Annex 13.

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Table 13: Standard Data for Identity Documentation

MINIMUM STATIC INFORMATION

✔ Name of Card / Document

✔ Name / Logo of Issuing Authority or Authorities: this should be the relevant Ministry
of the Government with the appropriate authority to issue identity documentation to
refugees, asylum-seekers and others of concern. This should conform to the national
standards. When UNHCR has a significant role to play in issuing the ID documents,
UNHCR’s name and/or logo should appear as well.
✔ General Statement of Rights associated with the Card / Document. At a minimum,
reference should be made to the 1951 UN Convention on Refugees if the issuing State is
a signatory.

Other static elements frequently included

✓ Name and signature of Minister responsible for refugee-related affairs

✓ Status of individual to whom document/card is issued
✓ Government seals and stamps
✓ Embedded security features such as watermarks, ultraviolet printing, holograms, and
particular markings

MINIMUM VARIABLE INFORMATION

✔ Unique document number / Individual identification number

✔ Given Name (first, last and others as appropriate)
✔ Sex
✔ Date of Birth
✔ Photograph of Individual
✔ Date of Issue and Date of Expiration

Other variable information frequently included

✓ Place of Birth (city/town/village and country)

✓ Nationality of Individual
✓ Date of Arrival (in host country)
✓ Port of Entry (in host country)
✓ Period of Validity
✓ Place of Issue
✓ Signature of Individual
✓ Distinguishing Features (height, weight, eye color, hair color)
✓ Alternative Names (such as ‘nom d’usage’)
✓ Address, current residential location

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19.2 Entitlement cards and documents (ration cards)

In large populations and camp environments, entitlement documents are often issued on a family
or household basis, while identity documents are issued on an individual basis. In some assistance
systems, it may be possible to administer assistance without any entitlement cards. Nevertheless,
holding the card can be an important means for beneficiaries to safeguard their rights to
entitlements and to protect themselves against any errors in or manipulation of the registration
system.

Issuing ID cards will not necessarily solve problems related to identification of beneficiaries.
Ration card issuance and food distribution lists have to be based on verified residence and
continued presence at the site in question. This is in addition to valid registration.

19.2.1 Individual entitlement documents

Where benefits, services, or assistance is provided on an individual basis, entitlement documents

should be issued to all eligible individuals. In instances where only a certain part of the assistance
is provided to individuals, for example to all elderly persons or all persons with special needs, these
individuals should also be provided with individual entitlement documents. The cards should
include only basic details of the card holder, such as name, unique card number, date of birth, and
issuing authority. In most cases the card number should not be the same as their personal
registration number. Record the card number in the individual’s registration file and in the database
if one is being used. Depending on the type of benefits associated with the cards, security features
should be introduced to prevent fraud, tampering and forgery.

19.2.2 Family and household entitlement documents (including ration cards)

In most situations, refugees receive benefits, food and non-food items on a household basis.
Consequently, entitlement cards are issued to a household. Use the standard family and ration
cards, shown in Annex 14 and which can be ordered through Headquarters.

➢ Family and ration cards must bear the name of the main female and male beneficiary in
the household.

Information that should appear on the family card is:

✔ Card number
✔ Names of the main female and male members of the household
✔ Date issued
✔ Issuing clerk or officer
✔ Confirmed family size (punched and written into the card)

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✔ Location and / or address

✔ Special needs

In operations where there is an important food component, WFP and UNHCR may agree that the
WFP logo is printed on the card along with that of UNHCR.

Most ration cards have limited durability and will need to be replaced on a scheduled basis. Ration
cards can only be issued after the size of the family is ascertained. If the family is not complete
when registration takes place, then entitlement documents should be issued to cover only those
persons who have presented themselves.

19.3 Manage expiration and renewal of documents

Renewal of documents and cards requires careful analysis of the protection and operational
context. Careful planning and the selection of expiration dates determine the flux of renewals, and
the extent to which the process of renewal can serve operational goals. In general, use the renewal
of identity and entitlement documents as an opportunity to revalidate registration information and
to assess the need for continued protection.

Expiration dates can be derived from the date of issuance; this will stagger renewal requests. This
approach is useful when card re-validation can be done in a stable environment and avoids mass
processing exercises. It permits a more individualized approach during which UNHCR and others
can better assess the needs and condition of persons of concern.

In cases where the government promotes identity

documents with unlimited validity, the expiry
management could be done “outside” the card,
through publicly announced card renewal exercises or
through the introduction of new document design
whenever the government or UNHCR insists that old
cards are no longer valid.

Letter format documents can be extended by the

addition of text at the bottom of the letter. For reasons
of security and to avoid known fraud, renewal should
always be done in person and by UNHCR when
Protection letters are less durable than
UNHCR has issued the documents. Renewals should laminated identity cards and may
be stamped, dated and signed. need to be renewed more often.

A way of avoiding complete re-issuance of cards in case of their expiration is to fix secure stickers
onto the cards. Such stickers should be durable and secure from tampering and forgery. Re-
validation stickers are a useful tool for the re-verification of beneficiary caseloads, especially in

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protracted refugee situations or in case of incomplete deregistration of departing refugees

(repatriation, resettlement).

Ration cards need to be replaced when all of the ‘holes’ have been punched. This is
normally between 24 and 36 months after the date of issue, depending on the frequency of
distributions.

19.4 Variations

19.4.1 Emergencies/mass movements

Issuing personal identification documentation has been considered a low priority during past
emergencies, and was rarely mentioned in emergency-planning discussions. Experience shows, on
the contrary, that in some rapid-onset situations UNHCR’s fundamental role may consist of
providing identity documents to refugees and others of concern. Simple manageable steps for early
registration and documentation must thus be a part of all contingency plans.

When determining the purposes for and kind of identity documents that may be issued during an
emergency, consider:

● the need for individual identification documents;

● the possibility of a systematic destruction of identity documents in the country of origin
prior to flight or during departure;
● potential return scenarios;
● access to and location of the persons of concern; and
● resources, partners, security and logistics.

In short-lived refugee situations, when issuing identity documents may not be practical or feasible,
some sort of card (token, temporary card, ration card) is can be issued for camp-management
purposes. See Annex 14 for the standard for family cards.

Family cards can provide a temporary substitute for personal identification documentation during
an emergency. The cards contain the names of both a male and female household representatives,
and indirectly show that the persons named on the card are of concern to UNHCR and have
registered with UNHCR.

19.4.2 Refugee status determination

Normally, States provide recognized refugees with identity documentation in accordance with
national laws and standards. This documentation is usually delivered in the form of a card once a
decision concerning status has been made.
When determining the type and form of identity documentation to be issued to individual

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recognized refugees consider:

● documentation provided by the host government;

● government practices and procedures for national identity documents;
● form of national identity documents;
● rights accorded to persons with refugee status;
● prospects for durable solutions;
● situations in which the individual will use such identification;
● age at which such identification is needed or is useful;
● issuance and renewal procedures; and
● risks of fraudulent use or forgery of refugee identity documents.

When UNHCR is conducting refugee status determination under its mandate, UNHCR must issue
documents to registered Applicants for RSD and to refugees who are recognized in mandate RSD
procedures. Procedures for issuing these documents are set out in the Procedural Standards for
Refugee Status Determination under UNHCR's Mandate.

A “UNHCR Asylum-seeker Certificate” must be issued to every Applicant for RSD, including
family members/dependants who are applying for derivative status upon registration. The uniform
standard for this letter is attached in Annex 13(b).

The “UNHCR Refugee Certificate” should be issued by UNHCR offices to every refugee who is
recognized under UNHCR's mandate. The uniform standard for this letter is shown in Annex 13(c).

The primary function of these two documents is to attest to the status of the recipient as a person
of concern to UNHCR, either as a registered asylum-seeker or a refugee. Therefore, neither of these
two documents is designed or intended to serve all of the purposes of an identity document.
UNHCR should pursue additional measures to ensure that persons of concern receive recognized
identity documents where this is necessary to promote their protection or access to available
assistance in the host country.

19.4.3 Voluntary repatriation

In repatriation exercises, it is important to ensure that the government of the country of origin
recognizes identity documents issued in countries of asylum. Increasingly, governments will issue
appropriate and harmonized documentation to all citizens, but identity documents issued in
countries of asylum may facilitate this process and ensure that returnees have some means of
identification in the interim. This matter should be addressed during tripartite discussions on
recognizing civil registry documents (such as birth, death, marriage and divorce certificates) and
education certificates.

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When determining appropriate documentation in a repatriation environment, consider:

● plans for assisted return movements (logistics, return grants/packages);

● country of origin intentions for issuing identity documentation to returnees;
● bio-data (personal information) requirements in the countries of origin and asylum;
● transferring and sharing registration data between UNHCR offices;
● deregistration in countries of asylum and cancellation of asylum identity and
entitlement documents; and
● confidentiality concerns in sharing individual information.

Ideally, photo identification documentation should be provided to those repatriating. Voluntary

Repatriation Forms (VRF) have partly served this role in some operations, allowing UNHCR and
partners to identify returnees for assistance and logistical purposes. However, the VRF form is
normally issued on a family basis and therefore does not meet the requirement of individualized
identification. In addition, VRF forms are often collected from returnees once they have reached
the areas of return in order to maintain records of movements and assistance provided and to avoid
attempted fraud, such as “recycling”.

19.4.4 Resettlement

There is great concern over the incidence of fraud and abuse in resettlement programmes.
Manipulation of identity is one way unscrupulous people try to abuse the system. Persons with no
claim to refugee status falsely assume the name and identity of a recognized refugee or of someone
who has been accepted for resettlement. Posing as the individual in need of protection and
resettlement, an impostor benefits from the protection and assistance intended for those genuinely
in need, compromising UNHCR and the international protection regime. One way to address this
problem is to improve the means of verifying identity.

Issuing identity documents that have a minimum of security features but are linked to a secure
record in either paper or electronic format is a good, relatively low-tech way of combating this type
of fraud.

✔ Timing: The sooner that a person’s name and other bio-data can be linked to a
photograph or other distinguishing feature, such as a fingerprint or signature, the less
the opportunity for manipulation. This may necessitate taking photographs at the first
registration contact with UNHCR, even if there is no immediate need for them.

✔ Security of cards and records: Internal audit procedures and security of physical and
electronic records are needed to ensure that staff cannot manipulate refugee records by
switching names, photographs, signatures, or other bio-data. The identity documents
should be resistant to simple forms of fraud, such as forgery or alteration of the
information they contain.

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✔ Possibility of verification: Randomly and routinely the actual person and his or her
distinguishing features should be compared to the record on file. Partners and/or States
may have to assist in the verification process. For example, ensuring that Ms. X, who
was approved for departure to a resettlement destination, is actually the individual who
boarded the plane and arrived at the destination, requires sharing information with
several partners, including those in the resettlement country.

In offices with significant resettlement activities, documentation issued to refugees should be

assessed with the above factors in mind. UNHCR is under increased pressure to deliver reliable and
credible resettlement programmes. Proper documentation is essential in ensuring that resettlement
remains a tool of protection and is provided to those who need it.

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Verification and
Deregistration Process

This part of the Handbook contains information on:

● A ‘toolbox’ of practical techniques for verifying registration data

● The reasons for deregistering persons of concern
● How to manage deregistration in each case
● How to manage registration when persons of concern move from one location to
another

Overview

From the beginning of an operation and/or starting from the time an individual becomes of concern
to UNHCR, the data known and verified about the individual should progress from level 1 through
to level 3. This may be done all at once, when the information outlined in level 3 is collected in the
first contact with an asylum-seeker. In other situations, the progression is more gradual as
additional information is gathered according to management needs and capacities. Not all of the
information defined in the third level will be necessary for every situation. Alternatively, additional
information beyond the standard data set shown in Annex 7 may be required in other situations.

Registration data should always be current. In addition to providing important information for
protection purposes and for assistance distribution, regular updating and data management reduces
the need for costly and complex mass-registration exercises. Systems and procedures should be in
place to:

● register new arrivals;

● register births, deaths, marriages and other events, and adjust registration records,
refugee cards, etc.;
● deregister departed refugees and others of concern;
● cancel lost, stolen or damaged refugee cards and issue duplicate cards.

To keep data as current as possible:

✔ Update information as often as necessary and be sure that significant changes that affect
protection and assistance are reflected in the refugee register.

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✔ Use regular encounters with refugees, such as interviews, monitoring visits, house
visits, food distributions, and counselling on voluntary repatriation, to verify and update
existing information and to capture new data.

✔ Conduct spot checks and sample surveys to verify existing data.

Continuous registration activities are better than periodic registration exercises. Ongoing
registration works best if there are permanent registration offices or regular registration hours in a
permanent refugee office, or if mobile teams of registration personnel conduct weekly/bi-weekly
or monthly/bi-monthly circuits. Only when continuous or regular registration cannot be arranged
should it be necessary to begin with a large-scale registration.

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20. Apply Verification Techniques

Verification is an important component of on-going registration. In any registration there must be

some element of verification of the data. This is true in initial registration – the first time a person
of concern in registered – or in any subsequent activities in which data is updated or added to.
Verification involves checking everything from whether the registration record is correct, to
whether it relates to the person it is supposed to relate to, to whether the person it relates to is in
fact, or continues to be, a person of concern. A combination of techniques is used to verify
registration data.

20.1 Choose verification techniques

The most common verification techniques are detailed below. Please provide PGDS or Project
Profile (DOS) with feedback on their use and any refinements required in the description of the
technique and how to use it. In addition, DOS would be grateful for any input on additional
techniques that should be added to this practical list.

20.1.1 Check physical presence

One of the best indications that a person resides in the host country is by confirming that they live
at a known location where they can be readily found and from where they can make use of the
protection and assistance services available to them. Accurate information on the location of
households must be readily available to staff involved in verification. Households should be visited
regularly in combination with calling families to present themselves at the registration office or
center. The physical presence of each family member should be checked both at the household
location and whenever the family comes to the registration center. It may be necessary to visit
camps and settlements without warning or with only short notice in order to get an accurate idea of
which individuals actually constitute a household.

Be aware, however, that refugees and displaced persons need freedom of movement in order to
cope and develop self-reliance. Evidence of regular physical presence in a camp or at distribution
or service sites helps confirm identity and continuing need of a refugee, but true absence should be
based on a pattern of behavior over time. Families should be asked why an individual member is
missing. Claims that the person will return should be followed up with further visits.

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20.1.2 Check the use of standard personal and location names

When personal names or location names have not been properly standardized, the same person
or family may inadvertently have been recorded more than once under different spellings.
Data should be routinely checked for possible alternative spellings. Sort names alphabetically to
group and locate duplicate words with spelling variations. Alternatively, filter different parts of the
record set (age, sex, ethnicity, for example) and make a visual check for possible duplicate records
resulting from non-standard spellings. Standard spellings should then be introduced in the
registration system to prevent similar errors.

20.1.3 Check for multiple records

Multiple records for the same person or family may result from
deliberate “recycling” by members of the population with the aim
of obtaining additional assistance, or may result from errors of
procedure or errors in data-entry or management. Posing as a new
arrival or “borrowing” another family’s children are common
recycling strategies. But multiple records also can be created when
registration staff do not determine whether there is an existing
registration record when they accept a new one. To check for
duplicate or multiple records that may relate to a given individual
or household, data can be filtered by address, family size and
composition, place of origin and/or different parts of the name, for
example. The resulting lists should then be examined visually.
Any apparent duplicate entries should be marked, and the families
concerned should be visited at home or asked to present
themselves at the registration center in order to resolve the
apparent duplication.
Lists of standard names and places of
origin can help verify data.

Photographs can be very useful for identifying multiple records for the same person, especially if
groups of possible multiple records are first narrowed down through filtering. Where there is a
persistent problem of multiple registration of children, registration and verification activities
should be combined with health checks and/or vaccination campaigns for mothers and children. In
this way, the accuracy of both the health records and the registration records can be verified while
children and their parents benefit from improved health surveillance.

It is much easier to check for multiple records when biometrics are used. The biometrics database
should be regularly queried for possible duplicates. Potential duplicates should be marked and
the cases visited at home or called to the registration center for further verification. Duplicates
can then be resolved, while persons with similar biometric records can be identified
as such, or may be asked for additional biometric or other information to help distinguish between
them.

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No matter what technique is used, be careful not to delete genuine records on the grounds that they
appear to be duplicates.

20.1.4 Check if the individual is a person of concern or a member of the local population

Members of the local population may sometimes try to register as persons of concern. In some
situations, it may be difficult to distinguish them from the refugees. There are several ways to
differentiate the one population from the other:

✔ Visual clues – Clothes and body language may provide initial indications, but should
not be the sole determinant.

✔ Language differences – Registration and verification teams should include people

who can identify country or area of origin through differences in language.

✔ Knowledge of locations and conditions in country of origin – Interviews should

include questions to verify knowledge of the stated area of origin. Resource persons
with knowledge of those areas should be consulted, and maps and lists of events should
be gathered by the team to facilitate cross-checking.

✔ Continued residence in assistance sites or in camps in the country of asylum – See

§20.1.1. – Check physical presence above. Residence in a camp or at an assistance
site is usually a clear indication that persons or families belong to the population of
concern. Residence should be regularly checked through visits to the household.
Household visits also help to ensure that deaths and spontaneous departures are
recorded. No-show data from food or commodity distributions can also be used to help
focus and target house visits in blocks or sub-sections of a camp.

✔ Interest in returning to the country of origin – At an appropriate point in an

operation, information on the future intentions of the population can be added to the
registration data. While the data collected will primarily support solutions-oriented
protection and assistance and planning for voluntary repatriation, the information may
also help to identify individuals or families that are not members of the population of
concern.

✔ Assistance from the refugee population – The population of concern will normally
co-operate in identifying verification techniques, such as knowing specific geographic
and linguistic details, and should be consulted.

✔ Assistance from local authorities – Local authorities should also be consulted. The
national population of the country of asylum may have been registered and issued
identity cards, making it possible for data from refugee registration to be compared with
these records. The authorities may also wish to improve their records and introduce
their own forms of verification in the area of operations.

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✔ Fixing of new arrivals – New arrivals from the country of origin, those from the
country of origin who may already be registered, and those who may have been in the
country of asylum for longer but who arrived for reasons unrelated to the refugee
situation must also be distinguished. New arrivals should be given a fixing token or
wristband to distinguish themselves from these other groups.

20.1.5 Check household composition

Household composition may have been incorrectly recorded because of time pressure, incomplete
inquiry or untruthful statements. The groupings in which displaced people choose to live is an
important piece of information that has a direct bearing on their protection and potential solutions.

A household is defined as a group of persons of concern living at the same address. It is not, as is
sometimes understood, “a group of persons of concern sharing one ration card”. The best way to
verify the composition of a household is to visit all households and see who is living at the same
address. Without this physical, on-site check of the household, declared household units tend to
become smaller over time in an effort to optimize the benefits of household-level assistance, such
as non-food items. Verifying households should be done both on a house-to-house basis and at a
stable registration, alternately and in combination.

20.1.6 Check family relationships

As with household composition, the accuracy of records of family relationships should be

improved over time. One of the aims of registration and verification is to arrive at an
“independently validated” set of family relationships, i.e., a set that is not unduly influenced by a
particular set of benefits, such as non-food items or resettlement. This can best be achieved by
checking the accuracy of family relationships at neutral periods and in a neutral context. People are
more likely to give a full and accurate picture of their relationships if the process is seen as
independent and distinct from the process of building a case for a particular decision or entitlement.
Registration staff should explain that it is important for protection purposes to record which of the
adults is/are the actual parent(s) of the child, for example. To be sure that the registration process,
itself, doesn’t impose uncomfortable or exploitative relationships within families, UNHCR’s
registration standards require that each family relationship be independently confirmed by both
parties.

Additional tips for checking family composition are described in the

UNHCR Resettlement Handbook, Section 5.6.5,
page V/25 (IOM/67/1997-FOM/74/1997 of 24 September 1997 and
IOM/41/2002-FOM/39/2002 of 15 March 2002).

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20.1.7 Check identity

The link between a registration record and a specific individual must be verified. When the record
does not yet include a photograph, any prior form of identification carried by the person should be
checked against the name recorded. The way in which the name is recorded should be checked with
the person. Ration cards, health cards and other recently issued documents should be examined to
ensure that they all relate to the record and the person concerned.

When the record includes a photograph, the above steps should be supplemented with a visual
check that the individual is the same as the person in the photograph. Current and prior identity
documents should be checked to verify that any photographs included in them show the same
person.

When a biometric has been captured for the individual, the identity check consists either of taking
a new biometric and electronically comparing it to the one already linked to the record, or of
making a visual comparison in the same way as is done for a photograph. While the visual check
can be done frequently, the electronic check should be repeated at least once a year and at specific
times when an individual is part of a case being submitted for an important decision.

20.1.8 Check use of services and assistance

Patterns of accessing services indicate physical presence (see above) and can show whether an
individual or family resides in, or continues to reside in, a camp or assistance site. Data on
attendance at distributions, schools and feeding centers, and use of health facilities, has to be
obtained from the agencies responsible and compared with registration records. Low attendance at
distributions or service facilities should trigger a verification activity, such as a household-level
check, in the relevant section or block area of a camp.

20.1.9 Check special-needs status

Information on special protection and assistance needs may change from one period of time to
another. This information should be regularly checked and updated for each individual. Trained and
experienced staff should be responsible for this verification activity. The main sources of
information are the responses or declarations of the individual or accompanying family members
and visual observation; but referral slips and health records should also be consulted when
available.

20.1.10 Check solutions status

Try to determine whether the prolonged or frequent absence of an individual or family may be
because a durable solution, either spontaneous return to the country of origin or local integration,

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was found. Progress on voluntary repatriation, resettlement and self-reliance as a step toward local
integration, should also be reflected in updated records.

20.1.11 Check whether the individual or family is still of concern

An individual or family may cease to be of concern for one of the five reasons described in Chapter
21 – Deregister individuals and households. Protection staff should periodically verify that
members of the population of concern continue to be of concern, and to ensure that registration
records are updated accordingly.

20.1.12 Set/update validation status

All registration records have a “validation status”: a comment by the registration team concerning
the accuracy and completeness of the record. When records have been comprehensively and
recently updated, their validation status should be upgraded to reflect this.

20.2 Triangulate data

Triangulation is the systematic use and comparison of independent data and/or data collection
methods. The degree of confidence in the validity of results can be greatly increased by comparing
information and estimates obtained from different methods of data collection. This is a particularly
effective use of other types of population data, such as health records or presence at food
distributions, to corroborate and enhance the accuracy of registration data. Also, survey results, (see
Section 11.2 – Use of surveys to supplement registration), can be combined with registration data
to provide a more comprehensive picture of the population.

Data triangulation uses a variety of data sources, such as health records from medical NGOS,
informal reports by community groups within the camps, and information from block leaders.
Whenever possible use two or three measures or sources of data such as observations, interviews,
surveys and data collected by other organizations. Data compiled from different sources is likely
to be more robust. Compare information from the different sources to confirm names, or ages of
persons of concern, or that a person of concern remains in the country, or that they are a not a local
villager. The results of different verification techniques can also be compared by “triangulation” to
increase the confidence in the results.

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21. Deregister Households and Individuals

Once a person is no longer of concern to the organization, they should be deregistered and any
documentation provided to them recalled and/or invalidated.

Procedures and criteria for deregistration should be developed by protection staff, and
should be made known to the stakeholders in registration.

Deregistration is a protection issue, and any decision to deregister an individual should be

made after confirmation by UNHCR protection staff and the Head of the office.

Deregistration is rarely simple. Criteria for determining that a person is no longer of concern are
not always well defined and their application is not evident. It can be difficult to assess or to know
who is no longer of concern within a large and diverse population. Refugees may repatriate or leave
for another country without notifying the registration office, sometimes leaving their refugee
documents (identity cards, ration cards/entitlements) with their fellow refugees or local citizens.
Deaths are not reported or not brought to the attention of the registration office for fear of losing
benefits. Criteria for determining if internally displaced persons and returnees are still of concern
are rarely well established or uniformly applied. It may not be clear how to manage repeated
absences at verification activities or distributions. The de-activation of a record, for example, in
cases of prolonged absence, where a person of concern to UNHCR is no longer seeking active
assistance from UNHCR and is removed from distribution lists, should not be confused with
deregistration.

There are five conditions under which an asylum-seeker or refugee is no longer of concern and
therefore could be deregistered. These are:

a) Final rejection of asylum claim;

b) Cessation of refugee status;
c) Cancellation of refugee status;
d) Revocation of refugee status; and
e) Death.

Each of these five reasons is discussed separately in the sections below.

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➢ When moving from one country to another, refugees and asylum-seekers remain of
concern to UNHCR until such time as their official status has been changed for one of
the five reasons indicated above.

For internally displaced persons there are no international instruments that define when their
situation as an “internally displaced person” comes to an end. Unlike the status of a “refugee”,
where a particular set of rights of refugees and responsibilities of states are more clearly articulated,
the predicament of becoming or ceasing to be an IDP is not attached to a “legal” status, per se.
Instead, the legal situation of IDPs tends to be described in terms of human rights law and
international humanitarian law, particularly in cases of armed conflict.

Deregistration is an important yet often overlooked component of internally displaced protection

efforts. Failure to establish or agree upon criteria for registration and deregistration, or to
effectively implement deregistration procedures for internally displaced persons can lead to
confusion about their demographics and condition, difficulties in assessing and monitoring
effectiveness of interventions, and can cause additional distress and diminished protection for the
persons concerned.

National authorities have the primary duty and responsibility to ensure that the fundamental human
rights of IDPs are protected and that durable solutions are found for them. They must restore the
conditions under which their right to freedom of movement, including their safe and dignified
return becomes possible. This may include addressing some of the systemic and underlying root
causes of the displacement such as re-establishing the rule of law, creating mechanisms to promote
and defend human rights, and restoring effective judicial processes that can resolve property and
other disputes arising from the displacement.

The UN Guiding Principles on Internal Displacement, Principles 28-30 17 set out standards for
return or resettlement and reintegration of internally displaced persons. Internally displaced
persons have the right to return voluntarily, in safety and in dignity, to their homes, or to resettle
voluntarily in another part of the country. Once the underlying causes of their displacement have
ceased, internally displaced persons should be able to return home unless compelling reasons
prevent such a return. Similarly, they should not be forced home against their will, and should be
allowed to live in another part of the country in accordance with normal human rights principles if
they so wish. They should not face discrimination as a result of having been displaced, they must
have the right to participate fully and equally in public affairs at the local, regional, and national
levels, and they must have the right to and equal access to public services. Internally displaced
persons should also enjoy the right to regain their property and possessions, or be justly
compensated by the State for any losses incurred.

17
UN Guiding Principles on Internal Displacement (UN document E/CN.4/1998/53/Add.2), 1998.

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In any given IDP situation it is important to identify, in advance, the precise purpose of the
“registration” of the IDP in the first place. (i.e. what practical consequences flow from registration).
At the time of deregistration by UNHCR, it will be important to identify the practical and legal
consequences of any formal “deregistration” to ensure IDPs are not left in a vulnerable situation.
As a result, any criteria for ending an individual’s recognized identification as ‘internally
displaced’ must be based on a qualitative assessment of their enjoyment of fundamental human
rights and their continued need for protection and assistance.

Any decision by UNHCR to end support for IDPs should not be taken unilaterally. Rather it should
be taken after adequate consultation with other actors that may also have assumed responsibility
for the protection and assistance of IDPs - in the spirit of the “collaborative approach” – and with
the full support and cooperation of the State concerned.

For non-refugee stateless persons, the acquisition of a nationality or citizenship would ultimately
lead to deregistration as a person of concern to UNHCR. Only States determine who are their
nationals and, conversely, which persons are not nationals. Consequently, UNHCR is not in a
position to declare someone to be either stateless or a national of a given State. Both registration
and deregistration of stateless persons should be based on available information from the relevant
State(s) regarding the civil status of the individual or population concerned. While statelessness
formally ends when someone has confirmed nationality in a given State, any instances in which
protection concerns continue due to lack of an effective nationality should be reported to
Headquarters for consultation prior to deregistration.

21.1 Generic deregistration procedures

The following list shows some of the generic procedural actions to take in cases of deregistration.
More specific guidance for each of the circumstances leading to deregistration is provided in the
following sections.

In all cases of deregistration:

✔ Establish regular links between the refugee register and other parties responsible for
determining the end of an individual’s status as person of concern so the registration
records are routinely updated.
✔ Update but do not delete the relevant registration record(s) including any family and
household records, indicating the reasons for deregistration.
✔ Archive the relevant registration records.
✔ Recall and cancel the relevant registration documents and cards.
✔ Notify appropriate agencies about the cancellation of the individuals’ right to
entitlements (assistance and services).

➢ Registration records should never be destroyed or deleted, including those of persons

who are no longer of concern and have been deregistered.

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21.2 Deregister due to rejection of asylum claim

Asylum-seekers may have their claim rejected. As a general rule, asylum-seekers whose claim for
refugee status has been properly rejected cease to be of concern to UNHCR. However, a person
whose claim for independent refugee status has been rejected may also have applied for derivative
status as a dependant of an asylum-seeker or refugee. Deregistration of the individual in question
should not take place until after a final negative decision in any pending RSD pending application
has been made.

Deregistration of rejected asylum-seekers should not take place until after the appeal period has
expired, at which point the negative RSD decision can be considered to be final. In accordance with
the UNHCR’s policy that some flexibility be incorporated into appeal procedures, to permit the
acceptance of appeal applications that are received after the deadline in appropriate cases, it is
recommended that deregistration not take place until a reasonable period after the appeal deadline
has expired.

Any documents that have been issued to them relating to their status as an asylum-seeker should
be recalled and cancelled, including any identity documents or registration related documents
issued by UNHCR (such as the UNHCR Asylum-Seeker Certificate; see Section 19.4.2 – Refugee
status determination).

Family members/dependants that are part of the rejected claim should also be deregistered, and
any documents issued to them relating to their status as part of the rejected asylum claim should be
recalled and cancelled. However if they have an independent claim of their own, or are part of
another claim as a family member/dependent, they remain of concern to UNHCR and should not
be deregistered.

Asylum-seekers who are properly rejected in RSD Procedures may nonetheless be permitted by the
host country authorities to remain in the host country for humanitarian reasons that are unrelated
to UNHCR’s mandate Such persons would, in most cases, no longer be of concern to UNHCR and
should be deregistered.

Procedures to deregister rejected asylum-seekers should be undertaken with the advice of

UNHCR Protection staff.

As with all persons of concern, registration records of rejected asylum-seekers should never be
destroyed or deleted.

21.3 Deregister due to cessation of refugee status

As with all reasons for which refugee status is ended, cessation of refugee status is a
protection issue, and any deregistration due cessation should be done in conjunction with
protection staff.

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Article 1C of the 1951 Convention on refugee status sets out the conditions under which a refugee
ceases to be a refugee. These are:

● voluntary re-availment of national protection;

● voluntary re-acquisition of nationality;
● acquisition of new nationality;
● voluntary re-establishment in the country where persecution was feared;
● reason for becoming a refugees no longer justified due to changes of circumstances in
country of nationality where persecution was feared; and
● reason for becoming a refugee no longer justified due to changes of circumstances in
country of habitual residence where persecution was feared.

The first four clauses of Article 1C reflect a change in personal circumstances brought about by the
voluntary act of the refugee. The other two clauses relate to changes in the objective circumstances
that were the basis of the recognition of refugee status. The six cessation clauses are interpreted in
the Handbook on Procedures and Criteria for Determining Refugee Status. The Department of
International Protection has recently issued updated guidelines concerning the interpretation and
application of the last two clauses: the “ceased circumstances” clauses, Articles 1C(5) and 1C(6).18
Procedures for cessation of refugee status under UNHCR’s mandate are described in the
Procedural Standards for Refugee Status Determination under UNHCR’s Mandate, Chapter 11.
Seek advice from and the participation of UNHCR protection staff when setting up procedures for
deregistration related to cessation of refugee status.

It is important to note that a former refugee may remain of concern to UNHCR for some time after
cessation of refugee status.

21.3.1 Deregistration due to re-availment of protection or re-acquisition of nationality

The application of these two clauses, Article 1C(1) and 1C(2), is relatively rare and they concern
persons who remain outside their country of nationality. In both cases, the true intention of the
individual to re-avail themselves of the protection of the country of nationality must be confirmed.
There are three requirements in these clauses: the refugee must act voluntary; the refugee must
intend by their actions to re-avail himself or herself to the protection of the country of their
nationality, and the refugee must actually obtain such protection.

Normally, once refugee status has been terminated, the individual should be deregistered. All
documents relating to their status as a refugee should be recalled and/or invalidated.

18
Guidelines on International Protection: Cessation of Refugee Status under Article 1C(5) and 1(C)6 of the 1951 Convention
(HCR/GIP/03/03 of 10 February 2003 issued under cover of IOM/12/2003- FOMR/12/2003 of 10 February 2003 refers). The Cessation
Clauses: Guidelines on the Application of 1999 are still relevant in respect of Article 1C(1) to 1C(4).

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In such cases, any family members/dependants who have been granted refugees status on the basis
of family unity, and who do not benefit from any form of national protection, will continue to
benefit from refugee status.19 They remain of concern to UNHCR and should not be deregistered.

As with all persons of concern, registration records of those who have re-required the protection of
the country of nationality but remain outside their country of nationality should never be destroyed
or deleted.

21.3.2 Deregistration due to acquisition of new nationality and protection from that State

As with the first two clauses, this cessation clause, Article 1C(3), is based on the fact that a person
who enjoys national protection is not in need of international protection. The nationality acquired
through naturalization based on residence or marriage is normally the nationality of the country
where the individual is residing, but could be the nationality of another country as well. In either
case, if the individual enjoys national protection, then their status of as a refugee should cease, and
the individuals deregistered according to established procedures. This is the clause that normally
applies in cases of local integration or resettlement as a durable solution.

When an individual acquires a new nationality, their family members/dependants benefiting from
derivative status remain refugees, and therefore of concern to UNHCR. An example would be when
the mother remarries a national and acquires the nationality of her husband. While she ceases to be
a refugee, her adult dependent children would remain refugees, and as such persons of concern to
UNHCR.20

21.3.3 Deregistration due to voluntary re-establishment in country where persecution

was previously feared

This clause, Article 1C(4) of the 1951 Convention, applies to both refugees who have a nationality
and to stateless refugees. The clause refers to “voluntary re-establishment”. This is to be understood
as return to the country of nationality or country of former habitual residence with a view to
residing permanently there. A temporary visit to the former home country, such as a “go and see
visit” or to visit a sick family member, does not constitute “re-establishment” and will not involve
loss of refugee status. Re-establishment must be effective, in that the necessary conditions to permit
re-establishment must exist within the country of origin, and the individual concerned must be able
to do so.

19
See paragraph 187 of The Handbook on Procedures and Criteria for Determining Refugee Status, January 1992.

20
Ibid.

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This clause is applicable in voluntary repatriation situations. Deregistration is important in

voluntary repatriation operations. When people move from one country to another, particularly in
the case of organized repatriation, they need to be removed from the refugee registers of the
country of asylum and their registration transferred to the registers of the country of return.

The transfer of the registration, and therefore removal from the register in the former country of
asylum, should take place when a person has actually left the territory of exile. Application for
voluntary repatriation should not result in automatic deregistration of the individual concerned;
people may change their mind or their departure may be cancelled or delayed. In organized
repatriation movements, the final and verified passenger manifests, particularly when confirmed by
the receiving party, can serve as a record of movement. This list, combined with signed voluntary
repatriation forms, can be considered adequate cause to transfer the registration of the individuals
concerned to their new location, and remove them from the register of their former location.

In situations where return movements are spontaneous or are not assisted by UNHCR, it is harder
to determine if a voluntary return has actually taken place. A person should only be deregistered in
the country of asylum after it has been confirmed that their absence from the territory of asylum is
persistent, and that their return to the country of origin has been voluntary and has taken place in
safety and dignity.

The registration records of persons concerned should be “transferred” to the registers of returnees
in locations of return. Individuals remain on the lists or databases of returnees for as long as needed
to assess and confirm the effectiveness of their re-establishment in the country of origin. Returnee
registers are also needed for protection and assistance monitoring and provision. Only core
registration data should be transferred from the UNHCR office in the country of asylum to the
relevant UNHCR office in the country of return (see Section 5.2 – Basic bio-data and core
registration data). By contrast, any specifics on the nature of their claim, on the particulars of the
decision to grant them refugee status, or other information that may have a protection or sensitive
component should not be shared with the country of origin. Future responsibility for the
maintenance of the registration record is also transferred to the new office and location. Any
records or registration data retained in the country of asylum for protection reasons remain the
responsibility of the office in the country of asylum.

As with all persons of concern, registration records of those who have voluntarily repatriated to
their country of origin should never be destroyed or deleted.

21.3.4 Deregistration due to changed circumstances in the country where persecution

was feared

Cessation under Article 1C(5) and 1C(6), refers to fundamental changes in the objective conditions
in the country of origin removing the circumstances give rise to refugee status. In such cases,
UNHCR or States may declare that it is no longer possible for an individual refugee to refuse to
avail himself or herself to national protection, or for a stateless refugee to return to their territory

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of habitual residence. Cessation of refugee status does not involve the consent or a voluntary act
by the refugee. It terminates the rights that accompany that status and may involve return to the
country of origin. Although such declarations are infrequent, the application of the ceased
circumstances clauses can have serious consequences.

For cessation to apply, changes in the country of origin need to be fundamental and enduring and
should address the causes of displacement which led to the recognition of refugee status.
Developments which appear to evidence significant and profound change should be given time to
consolidate before any decision on general cessation is made. Another crucial question is whether
the refugee can re-avail himself or herself to the protection of his or her own country. Such
protection must be effective and available. This requires the existence of a functioning government
and basic administrative structures such as a functioning system of law and justice, and the
infrastructure to enable residents to exercise their rights, including the right to a livelihood. Another
important indicator is the general human rights situation in the country. Although there is no
requirement that the standards of human rights achieved be exemplary, significant improvements
must have been made, such as respect for the right to life and liberty and the prohibition of torture.
Specific indicators include declarations of amnesties, the repeal of oppressive laws, and the
dismantling of former security services.

It is possible to have cessation declarations for distinct sub-groups of a general refugee population
from a specific country. However, changes affecting only one part of the territory of origin should
not lead to cessation of refugee status.

There may be circumstances where individual refugees may warrant continued international
protection. Therefore, all refugees affected by such a declaration of cessation must have the
possibility, upon request, to have their continued need for international protection assessed. Article
1C(5) and 1C(6) contain an exception to the cessation provision that allows refugees to continue to
refuse to re-avail themselves of their country of origin for “compelling reasons arising out of
previous persecution”. In addition, the Executive Committee in Conclusion No. 69, encourages
States to find alternative arrangements for persons “who cannot be expected to leave the country
of asylum due to a long stay in that country resulting in strong family, social and economic links.”

The general principles of cessation are applicable to both persons for whom refugee status was
determined individually, as well as those for whom it was determined on a prime facie or group basis.

General procedural aspects for a declaration of general cessation are outlined in the Guidelines on
International Protection: Cessation of Refugee Status under Article 1C(5) and 1(C)6 of the 1951
Convention (HCR/GIP/03/03 of 10 February 2003 issued under cover of IOM/12/2003-
FOM/12/2003 of 10 February 2003).

UNHCR retains a role in assisting the return of persons affected by a declaration of cessation
and in the integration of those allowed to stay, since they remain under UNHCR’s mandate
for a period of grace. Only when this period of grace has been completed should such persons
be deregistered.

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Under no circumstances should the registration records of individuals whose refugee status has
been terminated due to the application of the general cessation clauses be destroyed, discarded, or
deleted.

21.4 Deregister due to cancellation of refugee status

Cancellation of refugee status is carried out according to established procedures, which permit
UNHCR and governments to invalidate the refugee status of persons who, at the time of
recognition, were not entitled to refugee status, either because they did not fall within the inclusion
criteria at that time, or the exclusion clauses and criteria applied to them (see Handbook on
Procedures and Criteria for Determining Refugee Status, Chapter IV and the forthcoming
Guidelines on International Protection: Cancellation of Refugee Status for a discussion of these
criteria and clauses).

Detailed procedures for cancellation of refugee status by UNHCR, including the requirement for
review and approval by the Department of International Protection for cancellation decisions made
by UNHCR, are set out in the Procedural Standards for Refugee Status Determination under
UNHCR’s Mandate, Section 10. Individuals whose refugee status is cancelled by UNHCR must be
notified in writing of the decision and reason, and should be requested to return documentation
issued as a result of recognition as a refugee. A copy of the written notification of the cancellation
decision must be maintained in the individual’s registration record.

Cancellation of refugee status by UNHCR has the effect of ending entitlement to protection and
assistance provided by UNHCR, including eligibility for resettlement or voluntary repatriation.
Where cancellation is carried out by Governments, the individuals would also generally cease to
be of concern to UNHCR. However, a final decision on whether individuals whose status is
cancelled by a Government should, as a result, cease to be of concern to UNHCR, would have to
be made by UNHCR protection staff with a final confirmation by the Head of Protection or the
office.

While cancellation of refugee status is carried out on an individual basis, cancellation of the status
of a refugee results in the termination of the derivative refuge status of family members/dependants
of the individual concerned. However, family members/dependants whose derivative refugee status
has been cancelled are eligible to make an independent claim for refugee status and, as asylum-
seekers, would remain as persons of concern to UNHCR. Also, certain individuals whose
independent refugee status has been cancelled may subsequently apply for refugee status and be
recognized as a refugee, if they are eligible for refugee protection at that time.

A final cancellation decision should result in the deregistration of the individual concerned, unless
they remain of concern because they are being considered for refugee status under a new claim.
The registration records of persons whose status has been terminated pursuant to cancellation
procedures should be revised and updated as appropriate to reflect their actual status. This includes
family members and dependents whose derivative refugee status is cancelled.

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All individuals whose refugee status has been cancelled and who are found to be no longer of
concern to UNHCR should be deregistered by UNHCR. This would apply to individuals whose
status has been cancelled but who are permitted by the host country to remain on the territory, for
humanitarian or other reasons. Deregistration should be applicable as of the date when the
cancellation decision has become final. Registration staff will receive a written communication
from protection staff notifying them of the date that the cancellation decision has taken effect. The
fact that deregistration has been due to cancellation should be noted in the individual’s file and in
the database records.

UNHCR Offices should take all feasible steps to withdraw UNHCR documentation relating to the
refugee status of individuals whose status has been cancelled.

As in other deregistration scenarios, under no circumstances should the registration records of

individuals whose refugee status has been cancelled be destroyed, discarded, or deleted.

21.5 Deregister due to revocation of refugee status

The revocation of refugee status occurs when a recognized refugee engages in conduct falling
within Article 1F(a) or 1F(c) of the 1951 Convention, and all criteria for the application of these
clauses is met. Although the considerations in the deregistration procedures due to revocation of
refugee status are the same as those for cancellation described above, it should be noted that the
decision to revoke refugee status is carried out by Protection staff with confirmation by the Head
of Office according to established procedures. Notification of a final decision on revocation and the
date on which it has taken effect will be communicated to registration staff with a written
instruction to deregister the individual concerned.

Unlike cancellation of refugee status, revocation of the status of the main applicant would not, in
principle, result in the termination of the derivative refugee status of family members/dependants.

See Guidelines on International Protection: Application of the Exclusion Clauses: Article 1F of the
1951 Convention relating to the Status of Refugees and the accompanying Background Note
(HCR/GIP/03/05 of 4 September 2003 issued under cover of memorandum IOM/53/2003-
FOM/53/2003 of 8 September 2003) for more information.

21.6 Deregister due to death

Persons of concern who have died should be deregistered. Families can be reluctant to announce
the death of a family member as this could result in reduced rations or other entitlements.
Nevertheless, the accurate reporting of deaths and updating of registration records accordingly is
crucial for accurate monitoring of the overall health of the population including mortality rates, for
accurate population statistics, and for correct information on family composition and structures.
Under no circumstances does the reporting to UNHCR and subsequent deregistration of an

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individual constitute the legal certification of the death. Official death certificates are often needed
to ensure transfer of property and other rights to family members either in the territory of asylum
or origin.

Operations should take the following additional actions in regard to deregistration due to death:

✔ Provide appropriate compensation, such as rations or non-food items or payment of

burial fees, to encourage the accurate reporting of deaths.

✔ Follow national procedures for reporting and recording deaths and issuing death
certificates.

✔ Establish regular links between the refugee register and the agencies responsible for
registering deaths.

✔ Adjust family size to reflect changes.

✔ Be sensitive to the needs of grieving relatives; be flexible with the cancellation/

reduction of rations (for example, grant a grace period of 2-3 months) or consider
paying funeral expenses in exchange for the cancellation of the deceased refugee’s
entitlement card.

✔ Report the number of deaths to the officer/agency monitoring mortality rates.

✔ If necessary, issue temporary death certificates to family members pending issuance of

official death notices by civil registration authorities.

21.7 Transfer registration due to resettlement, evacuation or secondary

movements

When persons of concern move to a new territory of asylum through resettlement, through
humanitarian or medical evacuations, or through secondary movements, their registration should
be transferred to their new location. This means that ownership of the registration information and
the responsibility for the maintenance and accuracy of the registration information should be
transferred to the registering party on the new territory. The transfer and sharing of UNHCR-
gathered registration data with non-UNHCR parties must be done in a manner that fully respects
the privacy of the individual concerned and confidential nature of their relationship with UNHCR.
(See Section 1.8 – Confidentiality and sharing identity information). In keeping with the principle
of the unified approach, and respecting the principles of individual privacy and confidentiality,
whenever feasible the existing registration record and information should be retained and build
upon throughout an individual’s time as a person of concern.

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21.8 Recall entitlement documents

When persons are no longer of be concern or an individual no longer has the right to a certain
entitlement, the respective ration and entitlement documents should be invalidated. This should be
done in such a way so that there is no doubt within the country concerned and in other countries
that the individual no longer has access to the entitlements. The card can be invalidated by
punching through any remaining entitlement boxes, clipping two or more corners of the card,
drawing across the face of the card in permanent red ink, or any other way of changing the physical
appearance of the card in a distinctive and permanent way.

If the card can serve no further purpose to the person concerned, it can be withdrawn and collected
by UNHCR or other issuing authorities. However, this may not be the case. All too often, ration
and entitlement cards may be the only piece of identifying documentation that a refugee may
possess. It may also be his or her only proof that he or she was once of concern to UNHCR and/or
was entitled to and benefitted from certain kinds of services and assistance. Therefore, it may be
better to leave the cancelled card or a photocopy of the card with the refugee or individual of
concern.

21.9 Recall identity documents

When identity documents have been issued by the host government or jointly with UNHCR, the
procedure concerning the recall and invalidation of identity documents issued to refugees and
others of concern is the decision of the State concerned.

When the documents have been issued by UNHCR alone, then an assessment of the protection
situation on ground and the potential for the acquisition of other personal identity documentation
will determine the proper approach.

However, as with ration cards, it is recommended that cancelled or invalidated identity documents
be left with the persons concerned as a supplementary form of proof of identity and proof that an
individual was once of concern to UNHCR. Exceptions are the cases of those persons whose status
is cancelled on the grounds that their initial recognition by UNHCR was erroneously accorded in
the first place, as described in Section 21.4 – Deregister due to cancellation of refugee status, or
revoked as described in Section 21.5 – Deregister due revocation of refugee status. In these cases,
all documentation related to their status as a refugee should be returned to and retained by the
issuing authority.

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Part 2: How To Population Data Management

Population Data Management

Principles

The information collected during a registration process may have come from a variety of sources
and may have been compiled in haste and with varying degrees of consistency by many different
persons, at different times and for different purposes. Individuals may have been registered twice
or several times; individuals may be hard to find because their names are misspelled or entered in
the database in the wrong order; important information about a person may be missing or incorrect;
the information may be out-of-date or misleading.

Errors in the data are likely to translate into injustices for beneficiaries and inefficiencies in the
operation. Humanitarian personnel must achieve a balance between reducing the risk that
population data fall into the wrong hands and ensuring that those who are entrusted with the
responsibility of protecting and assisting the refugees have full access to the information.
Registration information must be securely stored and handled.

This part of the Handbook provides information on:

● Using business process mapping to understand how data management interacts with
other processes in an office
● Tips for entering and updating data
● Backing up and consolidating data
● How to set up and maintain a filing system
● Producing the annual and quarterly statistical reports
● Using population data reports to assist operations

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Part 2: How To – Population Data Management Plan Data Management Scheme

22. Plan Data Management Scheme

Data management staff should always be involved in planning the overall operation. The
registration strategy can have a significant impact on how the data gathered is managed; and data
management personnel can offer suggestions on how to help make the overall registration strategy
more efficient.

When planning a data management system, consider:

● Registration and other paper forms (see Sections 10.5.2 and 17.1 on registration forms
for more details)
● Database tools
● Entering and filing records
● Updating data
● Preparation of reports (standard and operational)
● Providing support to operations

A key challenge is that population data is a shared asset in an operation, and sources for initial data
capture and subsequent updates are shared between different services. When data collection is
linked to mandatory procedures such as filling in forms for access to entitlements, there is a better
chance of maintaining accurate data. Also, electronic data entry and proper filing of records often
take place at a later point in time. Rigorous discipline is necessary to avoid data processing and
filling backlogs that will harm overall data quality.

22.1 Analyze data flows

Pictorial business process maps can help identify the interactions between the operation and
the data management. A business process map is an intuitive and concise picture of the way
registration and population data management is organized, and where the different stakeholders
interact.

The map can be an objective description of how the process runs today (“as-is” map), which is used
to identify areas for streamlining and improvement, or a description of how the process will be in
the future (“to-be” map).

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Business process maps serves as a communication tool. Teams can have a common view of the
registration and data management processes, and be able to use the same language when discussing
new processes or improvements to existing routines.

22.2 Select data management tools

Data management does not have to be supported by an electronic database tool; it can remain
completely paper-based. If the volume of data is small and a single individual is managing the data,
a well-functioning paper-based system is sufficient. The paper-based system is not reliant on
computers and, as such, can be used in any environment.

The use of electronic data management tools can, however, increase processing speed and improve
data accuracy and consistency. In addition, databases can be easily shared amongst an almost
unlimited number of people; and electronic data management tools can handle repetitive tasks,
such as producing certificates and reporting statistics, quickly and effortlessly.

If data management is to be handled by more than one person, and if the volume of data is expected
to exceed 300 records, then electronic data management should be considered. While data
management staff do not have to be technical software engineers, in more complex data centers, a
dedicated technical infrastructure support person may be required. That person would be in charge
of maintaining the server, desktop PCs and peripherals, such as digital cameras and printers, and,
on occasion, biometric devices.

UNHCR Headquarters can provide, and encourages the use of, standard database tools. Consult
PGDS/DOS, ADSS/ITTS for advice on the best choice for the operation in question. Standard tools
can also be configured to match specific needs. A standard database is being developed to replace
current systems of RICS and FBARS. Headquarters-based services and/or field-based registration
co-ordinators and IT staff can integrate the software and hardware required for photo capture,
biometric-data capture and ID card printing with this or existing standard databases.

➢ Keep data management as simple as it can be.

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HANDBOOK FOR REGISTRATION Chapter 23
Part 2: How To – Population Data Management Enter and File Records

23. Enter and File Records

23.1 Plan data entry

Data entry is best when it is both fast and accurate. As part of the planning for the data management
process, benchmark figures for each step in data entry should be timed. Determine how long it
takes, on average, to complete the data entry of one registration form. Assess how long it takes to
update the case status. This often requires the time to read through the interview notes or decisions
if the action sheet is not properly filled in or if the action has not be entered by the responsible
officer.

These benchmark figures will help to determine how many people will be needed for data entry.

To plan for data entry:

✔ Benchmark each of the key data-entry steps.

✔ Determine the number of persons needed to enter the data by looking at the benchmark
figures. Do not underestimate the time needed for quality control, including spot
checks, daily data-entry log reports, supervision. Add at least a 20 per cent margin to
cover quality control and miscellaneous time loss.

✔ Prepare look-up tables when using a database tool or an EXCEL sheet. There may be
additional codes for data entry, for example, the data on the paper form might be
descriptive, which will then be translated into a code. Include detailed instructions for
the coding as part of the Standard Operating Procedure (SOP).

✔ Set validation rules (for example, the “sex” field can only take M or F or data fields
reject an invalid date or a future date), and set default values for relevant fields for quick
data entry when using a database tool or an EXCEL sheet. UNHCR standard tools have
basic data-entry validations built in.

✔ Minimize room for interpretation. A well-documented SOP can provide guidance to a

large extent, but data-entry operators should regularly discuss their work to maintain the
consistency of the activity and adjust data-entry standards, when necessary, to reflect
changes in the operation.

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✔ Always try to substantiate the request for data entry with a signed paper form. This will
ensure accountability for each record.

✔ Data access should be role-based (read/write access, read-only access, or sometimes

limited access only to certain screens), and authentication by user ID and password
should be rigorously enforced. Do not give data-administrator access to all persons
using the system.

✔ Plan regularly repeated data-entry operator training sessions. Individual competency

should be closely monitored. Use the SOP described below for the training.

✔ Consider sub-dividing data-entry tasks and assigning a different group of people to each
task. The decision to work this way will be based on the capacity and competency of
the data-entry staff, the volume of work, and any time pressure.

✔ Consider rotating data-entry staff to prevent mental and physical fatigue or burn-out
that can result from long hours of repetitive data-entry tasks.

✔ Plan a mandatory 15-minute break every 2 hours and be attentive to the working
environment (provide an air conditioner, fan, good lighting, ergonomic chairs and other
amenities whenever possible).

Data-entry procedures must be documented as a Standard Operating Procedure (SOP). Document

the data-entry procedures as part of daily, weekly and monthly cycles, connected to data collection
and to other data-processing steps, such as printing certificates and generating reports.

Include real working samples in the SOP, for example images of a computer screen showing which
data fields are to be entered/updated and/or data-collection forms with data-processing elements
highlighted in colour.

Review and revise the SOP as the process evolves. After revising, brief or re-train operators on site.
The SOP should always be identified by a particular version name and number in order to avoid
confusion.

23.2 Enter new records

Entering a new record begins with assigning a household/case number to a blank record.
Depending on the operation, the unique number can come from the serial number pre-printed on
the form or from a computer-generated unique number automatically assigned when a new record
is created.

The specifics of which data will be recorded at this stage should be documented in the SOP. The
SOP should detail which fields are to be filled in, what values are valid, what default value(s) will

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apply to some of the fields, and how to document footnotes in the comment field. By using the SOP
as a guide, no matter who is entering the data, the result will be the same.

Before saving a new record and starting another, make sure that the entries are correct, matching
what is written on the paper form, and that the record is not a duplicate of an existing record.

✔ Make sure that the household/family/case number is correct and unique. Record the
number in the correct format as per the SOP.

✔ Use keyboard (tab, enter key and arrow keys) more often than the mouse. Although the
use of mouse clicks is more intuitive at the beginning, keystrokes are faster.

✔ Maximize the use of any ‘auto-fill’ features in the data entry user-interface.

✔ Touch typing with all 10 fingers is mandatory when entering data for increased speed
and to minimize fatigue.

✔ Visually double check data entered before saving against the paper form and against
the instructions in the SOP.

23.3 File records

Data management is very closely linked to file management. It is a luxury to have dedicated filing
center for case filing, file movement, and archiving of old case files. These tasks are combined with
the data management tasks and are carried out by data management staff. Good filing requires
discipline and well documented standard operating procedures. File management procedures are
similar to library administration procedures.

When planning file management, consider:

✔ Action sheet and other summary information should be clearly visible in a physical file.
If using a database tool to manage population data, print an updated, one-page fact
sheet for each case that can be stapled to the front of the physical file.

✔ Is there enough storage space? Will the space available accommodate growth in the
volume of files over time? Is there a sufficient number of filing cabinets or open
shelves?

✔ Are lockable drawers/cabinets, or open shelves with a key to the room available?

✔ Is there sufficient staff to move files?

✔ When organizing physical filing, focus on accessibility and ease of file retrieval.

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✔ Colour-code files by key categories for better visibility.

✔ Ensure there are enough stationery supplies (filing pockets, hard-shell holders, dividers,
etc.).

✔ Track the location of physical files by creating a check-in/check-out system using a log
book.

Remove archived files, such as closed cases, from the main access area of the file center/file-
storage area, and keep them securely stored.

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Part 2: How To – Population Data Management Update Individual and Group Data

24. Update Individual and

Group Data

Any doubts about the data to be entered should be checked prior to recording it in a database. Do
not assume or guess what should be recorded, as this may not reflect the reality of what was
discussed between the person of concern and the staff they met in the field.

24.1 Update existing registration data

Updates are usually required for recording:

✔ Bio-data changes, such as for skills, education, marital status.

✔ Current location/address.
✔ Death.
✔ Additional family members, such as newborns, and newly arrived additional
dependants.
✔ Specific events that occur to the household/case.
✔ Changes in status.
✔ Updates to photograph or biometric.
✔ Changes in group composition.
✔ Footnotes from interviews and other contacts that should be shared.
✔ Corrections for data-entry errors.

All requests for updates must be documented and signed. Changes to basic data should be
substantiated by filling in a new form or manually recording the changes on the original data-
collection form in a different colour. These forms should be signed and filed so changes can be
tracked.

Some changes in a person’s situation can be difficult to record. When in doubt as how to record a
particular change, consult with supervisors before completing the update. Classify and document
update patterns and routines and develop a consistent method of updating records.

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24.1.1 Changes in status

Depending on the specific protection situation and operational setting, registration information may
have to be updated when the status of the refugee changes in such a way that it affects protection,
assistance and/or durable solutions.

It is essential to determine what information needs to be updated and to establish a procedure to

capture and update the information systematically.

Individual registration records are grouped together according to family bonds. Divorce or
separation, marriage and the creation of new families will require changes made to the records of
initial groupings.

24.2 Delete an existing record

Records should not be deleted from the database; they should be marked as deregistered, inactive,
or archived.

If there is a duplicate entry, either the database administrator will delete the record and note the
deletion in the audit log or the record will be noted as inactive because of “erroneous data entry”.

24.3 Back up data

Save data as frequently as possible and store backed-up data onto a different storage site, such as
another hard disk, another PC, CD-R, CD-RW, Zip Disk, or a floppy disk, if the volume is small
enough. When data is lost, data entry must be repeated for the lost portion.

✔ Each backup should be either numbered or dated (or time -stamped if the backup
happens more than once a day). Periodically test whether the storage medium selected
is in good condition by restoring the backed up data onto the working database.

✔ Backed up data should be protected with a password or encrypted if there are significant
security concerns. Data on removal storage media is more vulnerable to theft and
tampering. Be sure those other storage media are kept in a secure location different from
the location where the original data is stored.

24.4 Consolidate data

If data sets are kept at several locations (camps, NGO offices, field offices, etc.), or if a single office
has more than one data set, the data may have to be consolidated periodically through a batch
process. UNHCR standard database tools support data consolidation (import/export).

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Plans for data consolidation should be designed early on in the operation, with carefully worked
out data consolidation topology and business rules. A change in the middle of the operation can
create confusion or result in inconsistent data.

It is essential to have a unified set of look-up tables (codes for the codified fields) for those data
elements that are to be consolidated. Data can be moved by e-mail, FTP (Internet-based file
transfer), or on a physical storage site, such as CD-R, CD-RW, Zip Disk, memory card, or a floppy
diskette, if the data packet for each transfer is small enough. Data should be encrypted during
transport to maintain confidentiality.

24.5 Keep records secure

While the data in an electronic database can be encrypted and password-protected, it can also be
fairly easily copied, tampered with, and even posted on the Internet. Access to confidential
registration data should therefore be carefully managed. Access to PCs in the data center should be
restricted; and encryption, password protection, authenticated log-ons, and an audit trail for each
record change should be used consistently.

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 25. Prepare Reports

Statistics on asylum-seekers, refugees and other persons of concern to UNHCR are critical for
planning, monitoring and evaluating refugee protection and field operations at the local, national
and international level. UNHCR’s mandate and responsibility to collect data are derived from the
1951 UN Convention relating to the Status of Refugees21 as well as from the Statute of the Office22.

Statistics cover both protection and assistance activities, and they have a significant external relations
function. It is therefore imperative that the statistics are compiled in close consultation with the
various sections of UNHCR, the host government and implementing partners. Statistics are an
important tool for planning and monitoring, at both the field and Headquarters levels. When
consistently collected and maintained over time, they provide an important and practical yardstick for
tracking progress against objectives and indicators, for identifying trends and detecting anomalies.

Registration is a key source of statistical data. Population data may also be derived from sample
surveys, estimates, counting (at the border, for instance), the national population census or various
administrative sources (e.g., national population, foreigners’ or asylum-seeker registers). Where
possible, data from one source should be verified with information from other sources.

25.1 Prepare standard statistical reports

Population statistics cover issues such as population size, changes to the population (demographic,
legal, administrative), population characteristics (type of population, origin, sex, age, current
location, etc.) and critical events relating to the legal status of the population (asylum applications
recognized, rejected, etc.). The minimum data collection standards for the purpose of international
comparison and global reporting are set out in Section 6.8 of Chapter IV of the UNHCR Manual
and in relevant internal UNHCR instructions23.

21
“…(T)he Contracting States undertake to provide the Office of the High Commissioner in the appropriate form with information and
statistical data requested concerning the condition of refugees, the implementation of this Convention …” (Article 35 on Cooperation of the
national authorities with the United Nations).
22
“…The High Commissioner shall provide for the protection of refugees falling under the competence of his Office by (…) obtaining from
governments information concerning the number and conditions of refugees in their territories (…).” (Chapter II of the Statute of the Office
of the UNHCR).
23
See for instance IOM/73-FOM/69 dated 18 December 2002, which introduced a revised format for the reporting of resettlement statistics
(RSR) and education statistics (ESR).

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Part 2: How To – Population Data Management Prepare Reports

The Quarterly Statistical Report (QSR) and Annual Statistical Report (ASR)24 are the official
vehicles for reporting UNHCR’s population statistics. These reports are used by the United
Nations, other international organizations, national governments and NGOs, and provide the
background for public information campaigns, press briefings, maps, etc. It is therefore essential
that these reports are compiled as accurately as possible and submitted in a timely fashion.

Using only the ASR and QSR as the official sources for statistics will ensure consistency in
reporting statistics and in concepts and terminology and obviate the need for duplicate reporting at
the local level. The use of these standard statistical reports is also essential for monitoring global
trends and for comparing information about countries who are hosting refugees from the same
country of origin (the “situational approach”).

In addition to the statistics required for international comparison and global reporting, UNHCR
offices use a host of in-country statistics for national or local purposes. UNHCR’s Population Data
Unit can assist country operations in designing statistical formats for in-country use.

25.2 Prepare operational reports

Operational reports are the non-standard reports that are required for management purposes at the
operational level. They generally provide information about the status of registration and/or
information regarding the composition of the population.

Reports on the status of registration show, for example, the percentage of households photographed
or issued with identity documents in each sub-section of a camp, or the percentage of households
in different sub-sections whose records have been updated within the last six months, or who have
expressed an intention to repatriate voluntarily.

Reports on the composition of the population show, for example, the number of households in each
part of a camp headed by a single female with more than two children, or the number of male and
female unaccompanied and separated children placed in foster homes in each sub-section of the
camp. These reports are most frequently used to assess the needs of the population and the
resources required to meet those needs.

24
See Annex 16 for the Quarterly Statistical Report (QSR) and Annual Statistical Report (ASR).

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Operational reports are key to ensuring active use of registration information within an operation.
Wherever comprehensive and updated core registration data has been gathered and updated on the
population, an initial answer can be found to a wide range of the information needs of the operation.
The following is a sample list of operational reports which could be generated from registration
data to support an active people-oriented and community-based approach by the operations team
to the management of the refugee situation:

Where are persons with special protection and assistance needs living in the camp?

● List of persons with special protection and assistance needs, with name, sex, age and
type of need, and sorted by type of need, or sorted by Section/Block/Group within the
camp, or town and neighborhood.
● List of unaccompanied and separated children, with name, sex, age, name of foster
family (where applicable) and address in camp or location.

How can we make the best use of this year’s limited budget for replacement of shelter
materials?

● List of households whose date of arrival was more than 5 years ago, with number of
persons in family and shelter address, sorted by Section/Block/Group within the camp.
● Number of households living in the zones of the camp damaged by flooding earlier this
year.

How many latrines should we have in each section of the camp?

● Statistical report: number of households and number of individuals, male and female,
in each section and block of the camp.

What size of population do we need to plan for the next food distribution?

● List of households with names of male and female family representatives, indicating
any no-shows at last distribution, and showing number of persons verified as physically
present on last house check compared with total number registered in the household,
sorted and sub-totalled by Section, Block and Group.

We know how many children are actually enrolled in school – but how many children should
be enrolled?

● Statistical report: number of children, by sex, in age groups 5 to 7 years, 7 to 10 years

and 11 to 18 years, by Section and Block.

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HANDBOOK FOR REGISTRATION Annex 1(a)
Annexes Executive Committee Conclusion No. 91

Annex 1(a): Executive Committee Conclusion No. 91

2001 Executive Committee of the UNHCR Programme (52nd Session)

Conclusion No. 91 (LII)

REGISTRATION OF REFUGEES AND ASYLUM-SEEKERS

The Executive Committee,

Recalling its Conclusion No. 22 (XXXII) on the protection of asylum-seekers in situations of large-scale
influx, Conclusion No. 35 (XXXV) on identity documents for refugees, Conclusion No. 39 (XXXVI) and
Conclusion No. 64 (XLI) on refugee women and international protection, as well as Conclusion No. 73
(XLIV) on refugee protection and sexual violence;

Noting also that the 1951 Convention relating to the Status of Refugees in article 27, calls on States
Parties to issue identity papers to refugees;

Mindful of the importance accorded to registration in the independent evaluation of UNHCR’s emergency
preparedness and response to the Kosovo crisis;

Welcoming the discussion which took place on registration in the context of the Global Consultations on
International Protection;

(a) Acknowledges the importance of registration as a tool of protection, including protection against
refoulement, protection against forcible recruitment, protection of access to basic rights, family
reunification of refugees and identification of those in need of special assistance, and as a means
to enable the quantification and assessment of needs and to implement appropriate durable
solutions;

(b) Recommends that the registration of refugees and asylum-seekers should be guided by the
following basic considerations:

(i) Registration should be a continuing process to record essential information at the time of
initial displacement, as well as any subsequent demographic and other changes in the refugee
population (such as births, deaths, new arrivals, departures, cessation, naturalization, etc.);

(ii) The registration process should abide by the fundamental principles of confidentiality;

(iii) The registration process should to the extent possible be easily accessible, and take
place in a safe and secure location;

(iv) Registration should be conducted in a non-intimidating, non-threatening and impartial

manner, with due respect for the safety and dignity of refugees;

(v) Personnel conducting the registration, including, where necessary, refugees and asylum-
seekers, should be adequately trained, should include a sufficient number of female staff and
should have clear instructions on the procedures and requirements for registration, including the
need for confidentiality of information collected; special measures should be taken to ensure the
integrity of the registration process;

(vi) In principle, refugees should be registered on an individual basis with the following basic
information being recorded: identity document and number, photograph, name, sex, date of birth
(or age), marital status, special protection and assistance needs, level of education, occupation
(skills), household (family) size and composition, date of arrival, current location and place of
origin;

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HANDBOOK FOR REGISTRATION Annex 1(a)
Annexes Executive Committee Conclusion No. 91

(c) Encourages States and UNHCR, on the basis of existing expertise, to develop further and
implement registration guidelines to ensure the quality and comparability of registered data,
especially regarding special needs, occupational skills and level of education;

(d) Also encourages States and UNHCR to introduce new techniques and tools to enhance the
identification and documentation of refugees and asylum-seekers, including biometrics features,
and to share these with a view towards developing a more standardized worldwide registration
system;

(e) Acknowledges the importance to the international community, particularly States, UNHCR and
other relevant organizations, of sharing statistical data;

(f) Recognizes the confidential nature of personal data and the need to continue to protect
confidentiality; also recognizes that the appropriate sharing of some personal data in line with
data protection principles can assist States to combat fraud, to address irregular movements of
refugees and asylum-seekers, and to identify those not entitled to international protection under
the 1951 Convention and/or 1967 Protocol;

(g) Requests States, which have not yet done so, to take all necessary measures to register and
document refugees and asylum-seekers on their territory as quickly as possible upon their arrival,
bearing in mind the resources available, and where appropriate to seek the support and co-
operation of UNHCR;

(h) Emphasizes the critical role of material, financial, technical and human resources in assisting host
countries in registering and documenting refugees and asylum-seekers, particularly developing
countries confronted with large-scale influxes and protracted refugee situations.

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HANDBOOK FOR REGISTRATION Annex 1(b)
Annexes Relevant Legal Instruments

Annex 1(b): Relevant Legal Instruments and Agreements

Concerning Registration and Documentation of Persons of
Concern

1. Executive Committee Conclusions Pertinent to Registration and

Documentation

; Conclusion no. 91 (LII) – 2002 Registration of Refugees and Asylum Seekers

; Conclusion no. 85 (XLIX) – 1998 Conclusion on International Protection, paras (g)
and (m)
; Conclusion no. 74 (XLV) – 1994 General Conclusion on International Protection,
para (gg)
; Conclusion no. 73 (XLIV) – 1993 Refugee Protection and Sexual Violence, para ( c )
; Conclusion no. 72 (XLIV) – 1993 Personal Security of Refugees; para (b)
; Conclusion no 65 (XLII) – 1993 General Conclusion on International Protection,
para (c)
; Conclusion no. 64 (XLI) – 1990 Refugee Woman and International Protection, para
(a)(viii)
; Conclusion no. 49 (XXXVIII) – 1987 Travel Documents for Refugees
; Conclusion no. 47 (XXXVIII) – 1987 Refugee Children; para (f)
; Conclusion no. 39 (XXXVI) – 1985 Refugee Woman and International Protection
; Conclusion no. 35 (XXXV) – 1984 Identity Documents for Refugees
; Conclusion no. 24 (XXXII) – 1981 Family Reunification; para. 6
; Conclusion no. 22 (XXXII) – 1981 Protection of Asylum Seekers in Situations of Large
Scale Influx (m)
; Conclusion no. 18 (XXXI) - 1980 Voluntary Repatriation; para (i)
; Conclusion no. 15 (XXX) – 1979 Refugees without an Asylum Country; para (n)
; Conclusion no. 13 (XXXIX) – 1978 Travel Documents for Refugees
; Conclusion no. 12 (XXXIX) – 1978 Extraterritorial Effect of the Determination of
Refugee Status (e)
; Conclusion no. 8 (XXVIII) – 1977 Determination of Refugee Status; para (e)(v)

2. Excerpt from Agenda for Protection (originally issued as A/AC/96/965/Add.1

of 25 June 2002, and endorsed by the 53rd session of the Executive
Committee)

Goal 1, Objective 11: Better registration and documentation of refugees

• In keeping with the Conclusion on Registration of Refugees and Asylum-Seekers (No.
91) (LII) (2001), and bearing in mind confidentiality requirements regarding the use of data,
States to register and document female and male refugees and asylum-seeker on their
territory on an individual basis as quickly as possible upon their arrival, in a manner which
contributes to improving their security, their access to essential services and their freedom of
movement.

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HANDBOOK FOR REGISTRATION Annex 1(b)
Annexes Relevant Legal Instruments

• UNHCR to work with States towards ensuring the provision of financial and technical
support, including as regards training, equipment, and materials to enable, particularly,
developing host States to undertake registration and issuance of documents to refugees, in
recognition that this is primarily a State responsibility.
• States, UNHCR and relevant partners to ensure that those carrying out registration of
camp populations and registration for voluntary repatriation are adequately trained, including
gender and age-sensitive interviewing techniques.
• States and other relevant partners to consider how to make available and accessible their
expertise, including through the provision of human resources, to assist UNHCR’s on-going
effort to improve its own systems for registration and documentation of refugees.
• UNHCR to issue operational standards and guidelines with regard to registration and
population data management, revise its 1994 Registration Guide and develop registration and
data management training modules. In addition, UNHCR to strengthen field registration
support (methodologies, systems, materials, training and support missions), including by
drawing on States’ existing expertise and human resources.
• States and UNHCR to introduce new techniques and tools to enhance the identification
and documentation of refugees and asylum-seekers, including centrally, biometric features,
and to share these with a view towards developing a more standardized worldwide
registration system.
• States to provide necessary documents relating to civil status (e.g. birth, marriage,
divorce, death), benefiting from support and cooperation of UNHCR, where appropriate.
• States, UNHCR and other relevant partners to use registration data to identify and make
specific assistance and protection arrangements, where appropriate for: women with any
special protection concerns, unaccompanied and separated children, child- and single-
headed households, as well as handicapped refugees and the elderly.

3. Provisions related to registration and documentation contained in

international instruments and humanitarian and human rights law

Articles and Provisions related to registration, personal

Legal Instrument data, and documentation
1951 Convention relating to the Article 11: Refugee seamen
Status of Refugees Article 25: Administrative assistance (Article II of the 1967
Protocol)
Article 27: Identity papers
Article 28: Travel documents
Article 35: Co-operation of national authorities
Final Act of the United Nations Section IV, A: Travel documents
Conference of Plenipotentiaries Section IV, B: Family unity, unaccompanied minors and girls
on the Status of Refugees and
Stateless Persons (1951)
Convention relating to the Status Article 12: Personal status
of Stateless Persons (1954) Article 25: Administrative assistance
Article 27: Identity papers
Article 28: Travel documents
Geneva Convention Relative to Article 26: Dispersed families
the Protection of Civilian
Persons in Time of War (1949)
Protocol Additional to the Article 74: Reunion of dispersed families
Geneva Conventions of 1949 Article 78: Evacuation of children
(Protocol I) (1977)

Universal Declaration of Human Article 6: Recognition before the law

Rights (1948) Article 16, para. 3: Family as natural group of society

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HANDBOOK FOR REGISTRATION Annex 1(b)
Annexes Relevant Legal Instruments

International Covenant on Civil Article 12: Freedom of movement

and Political Rights (1966) Article 13: Expulsion of aliens
Article 16: Recognition before law
Article 23: Regarding the protection of the family
Article 24: Regarding nationality and birth registration

International Covenant on Article 10: Protection of family and children

Economic, Social, and Cultural
Rights (1966)
Declaration of the Rights of the Principle 2: Need for special protection
Child (1959) Principle 3: Right to nationality
Principle 6: Family unity
Statute of the Office of the Para 2(f): Governments to provide refugees with travel
United Nations High documents
Commissioner for Refugees Para 2 (h): Governments to provide UNHCR with information
(1950) on number, conditions, laws and regulations concerning them.
Annex, Chapter II, para 8 (f): same as above
Convention on the Rights of the Article 7: Birth registration, name, nationality, right to know
Child (1989) parents
Article 8: Preservation of identity
Article 22: Refugee children
Convention on the Reduction of Article 1: Granting of nationality to the otherwise stateless
Statelessness (1961)
Convention on the Elimination of Article 6: Suppress trafficking and exploitation in prostitution
All Forms of Discrimination Article 9: Right to acquire, to retain, and to change nationality
Against Women (1979) Article 15: Equality of women before the law, equal freedom of
movement, and equal legal capacity
UN Guiding Principles on Principle 20: Issuance of documents necessary for enjoyment
Internal Displacement and exercise of legal rights.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Annex 2: Matrix for Assessing Current Situation Against Standards

The standards listed below are for registration, documentation, and population data management. They are taken from the Table of Operation
Standards, Section 3.2 of the Handbook for Registration. A star () appears when a particular standard appears more than once in this matrix.

Assessment Matrix
Question 1: What data elements are collected and maintained for household, family, cases and individuals?
Standards related to the data to be gathered and recorded Current Situation/Gaps

 The following information is recorded and verified for each person of concern individually:
1. Name
2. Unique identifying registration number
3. Date and place of birth
4. Sex
5. Existing identity documents
6. Marital status
7. Special protection and assistance needs
8. Level of education and language
9. Occupational skills
10. Ethnic origins
11. Religion
12. Language(s)
13. Household and family composition, including parents’ names
14. Date of arrival
15. Current location and address
16. Place of origin
17. Photograph

Each individual registered is assigned a unique numerical identifier that is maintained throughout the
life cycle of the individual’s record.

A unique numeric identifier does not contain any information that might directly or indirectly put the
individual at risk at the present or any later time.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 1: What data elements are collected and maintained for household, family, cases and individuals?

The following information is collected for every family and/or household:

1. Family/household number
2. Family/household size
3. Family/household composition including relationships and roles
4. Family/household members’ names, sex, and age cohorts (age groupings)
5. Family/household location (present address)

Each family and/or household is assigned a unique identifying number.

Registration records – family, household, and individual – are updated with the following categories
of information whenever such events occur and are reported:
• Births
• New arrivals
• Departures
• Deaths
• Divorce / Marriages
• Current location
• Current protection, assistance and solutions status
• Changes in family / household composition (size, members, location)
• Updating of any personal data when changed or corrected

The established categories and codes are used when gathering and recording data of the following
types :

• Age cohorts (age groupings)

• Refugee status
• Educational level
• Occupational skills
• Place of origin
• Current location
• Special protection and assistance needs

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 2: How is information collected from the persons of concern? How is the registration process currently conducted?
Standards concerning access and frequency of registration Current Situation/Gaps

 Persons of concern are registered within a period of three months after their arrival in the territory of
asylum.

 Registration records are verified and updated continuously - at a minimum every 12 months.

 Registration takes place in locations physically, economically and socially accessible to the majority
of persons of concern.

 Arrangements are made to register those persons physically, economically, or socially unable to
access registration, including those in hospitals and in detention.

Standards concerning the process of registration Current Situation/Gaps

Registration is done in a secure location with minimal waiting, sufficient access to water, protection
from the elements, and adequate privacy.

Persons of concern are informed of the purpose, intended outcome, their rights and their obligations
before registration takes places.

Persons of concern are activity consulted when preparing registration process and their views and
concerns are reflected in the design of the registration system.

Provisions are made to accommodate the registration requirements and concerns of women,
children, and those with special needs.

Registration is conducted through an individual interview of the person of concern.

 All family members are present for registration, unless unable to be for valid reasons.

 Women being registered have the opportunity to be assisted by women at any stage of the
registration, particularly in the interview stage.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 2: How is information collected from the persons of concern? How is the registration process currently conducted?

At least one member of the UNHCR team has prior experience in organising and managing a
registration activity of an equivalent nature and size.

All registration staff should participate in prior training about the principles of international protection,
the purpose of the current registration activity, the specific tasks that will be required from them, the
UNHCR code of conduct, and age and gender concerns.

Registration plans are shared with and advice sought from technical experts in the region and at
Headquarters.

For each operation, an individual is designated by the senior manager to perform the role of
manager or coordinator of registration and related activities.

 Registration, documentation, and population data management instructions and procedures are
written down and are shared with all registration staff.

UNHCR provides governments with necessary material, financial, technical and human resource
support.

Assessment Matrix

Question 3: What kinds of documentation have been issued and to whom?

Standards related to documentation Current Situation/Gaps

Identity documents and entitlement documents should be separate documents.

All persons of concern are issued individual identity documents with a photograph and a unique
number.

All refugees and asylum seekers are issued with documents testifying to their status as a person of
concern to UNHCR.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix

Question 3: What kinds of documentation have been issued and to whom?

 Names of all adult women and men in a household appear on household or family entitlement
documents, or the other person most likely to be collecting entitlements on behalf of the household
or family concerned.

Where needed, individual entitlement documents are issued to all persons of concern.

Identity and entitlement documents contain the design and security features necessary to prevent
wear and tear, forgery, illicit destruction, and manipulation.

Materials and process for issuance and renewal of identity documents are strictly controlled.

Assessment Matrix
Question 4: How is registration information being managed? What use is being made of the information collected?
Standards related to accepting and determining quality of information Current Situation/Gaps

Registration is not complete until UNHCR or a government partner has accepted the registration
record and registration information.

Uses of registration data, including documentation, are made on the basis of verified and accepted
data.

A record is kept of the quality of registration applicable to any registration record, indicating how
closely the standards for the registration process, the information set, and documentation were
adhered to.

Standards related to managing and sharing registration data Current Situation/Gaps

Registration records (paper forms, electronic records, or other) are never discarded. (this standard is
under review)

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 4: How is registration information being managed? What use is being made of the information collected?

Registration records are stored in standard formats and according to standard methodologies for
filing and record keeping.

Registration materials (forms, cards, tokens, etc) are inventoried and kept securely locked.

 Consolidated statistics, dis-aggregated for sex and age, based on registration data are available for
sharing with States, UNHCR offices, and other relevant organisations.

UNHCR’s Confidentiality Guidelines (IOM/71/2001 - FOM/68/2001 of 24 August 2001 refers) are

respected in regard to registration and population data.

UNHCR offices and host government exchange, in a secure manner only, such personal data as is
needed to establish that an individual has previously been registered and enjoyed effective
protection.

Personal data needed for the implementation of durable solutions such as resettlement or
repatriation is shared with concerned states in accordance with the Confidentiality Guidelines and in
a secure manner.

Protocol or similar agreement is signed with government setting out agreed methodology and
standards for registration and ID documents.

Assessment Matrix
Question 5: What is the accuracy or validity of the current data? Are statistics done on the basis of verified data or are they based on estimates?
Standards that correspond to the overall coverage of the population of concern. Current Situation/Gaps

 Persons of concern are registered within a period of three months after their arrival in the territory of
asylum.

 Registration records are verified and updated continuously - a minimum every 12 months.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 5: What is the accuracy or validity of the current data? Are statistics done on the basis of verified data or are they based on estimates?

 Arrangements are made to register those persons physically, economically, or socially unable to
access registration, including those in hospitals and in detention.

 Registration takes place in locations physically, economically and socially accessible to the majority
of persons of concern.

 Consolidated statistics, dis-aggregated for sex and age, based on registration data are available for
sharing with States, UNHCR offices, and other relevant organisations.

Changes in global population figures are updated once a month with population increases and
decreases.

Standards that correspond to the nature of the contact between persons of concern and
registration staff, and therefore to the truthfulness of the data obtained from the person Current Situation/Gaps
concerned.
Registration is free of charge at all times, and no fee may be taken at any time for any services
offered or provided.

Registration is a voluntary process open to all persons regardless of sex, age, race, religion,
nationality, or basis for application for international protection.

Registration takes place where and when:

a) there is no active conflict in proximity of hosting locations;
b) participation in registration does not expose persons of concern to physical risk, intimidation, or
other threats; and
c) the process of registration itself will not directly or indirectly contribute to the legitimization of an
unsafe and insecure situation for the persons of concern.

 Women being registered have the opportunity to be assisted by women at any stage of the
registration, particularly in the interview stage.

 All family members are present for registration, unless unable to be for valid reasons.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 5: What is the accuracy or validity of the current data? Are statistics done on the basis of verified data or are they based on estimates?

All adults within the family or household sign statements or declarations regarding protection and
durable solutions on behalf of the household.

Standards that correspond to the integrity of the process against internal manipulation
Current Situation/Gaps
by registration staff.

A ‘complaints desk’ function for covering registration-related activities exists within each office.

 Registration, documentation, and population data management instructions and procedures are
written down and are shared with all registration staff.

Access to registration data is by authorisation only; authority and sources of authorisation are kept
on record.

Audit trails of location and status of registration records and of any additions, modifications, or
deletions in the registration data are maintained.

Standards that correspond to the validation of registration information and the

Current Situation/Gaps
identification of persons of concern.
Actual place of residence and family/household composition is verified by on-site checks and home
visits.

All dependency relations within a family and/or household – in particular those needed to protect
family unity – are established and verified.

Family relationships to be counter-checked with both parties to the extent possible, and verified
through documentation where feasible.

Language and knowledge about place of origin verified during individual interviews.

Persons arriving as part of new influxes receive individual fixing tokens or wristbands or the
population is fixed by other means.

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HANDBOOK FOR REGISTRATION Annex 2
Annexes Assessment Matrix

Assessment Matrix
Question 5: What is the accuracy or validity of the current data? Are statistics done on the basis of verified data or are they based on estimates?

The personal identifiers used are sufficient for an individual to be uniquely identified and verified on
a one-to-many basis.

A biometric is considered whenever a photograph is not sufficient for one-to-many identification, or is

required for operational reasons.

Standards that correspond to the nature of the contact between persons of concern and
registration staff, and therefore to the truthfulness of the data obtained from the person Current Situation/Gaps
concerned.

 Information is recorded and verified for each person of concern individually (see Question One
above for full standard):

Information is always solicited directly from the individual concerned to the extent possible. This
includes adults - both male and female – as well as girls and boys.

 Names of all adult women and men in a household appear on household or family entitlement
documents, or the other person most likely to be collecting entitlements on behalf of the household
or family concerned.

Annex 2: Page 9
HANDBOOK FOR REGISTRATION Annex 3
Annexes Checklist for Preparing a Registration Strategy

Annex 3: Checklist for Preparing a Registration Strategy

Considerations when Developing the Strategy Elements to Cover in the Strategy

1. Objectives of registration activities: Define the objectives of registration activities in relation to
the country protection framework and other operational objectives.

a) General background on situation and population to • Gaps in current registration system

be registered. • Objectives of registration activity (benefits
b) Analysis of protection and solutions goals and for all parties)
objectives related to registration activities. • Expected results from registration
c) Current registration situation (status of existing activities (outputs)
registration data, level of registration achieved,
• Progress towards standards for registration
implementation of operational standards for
(indicators)
registration and related activities)
• Segment of population to be covered by
d) Data and documentation required to further
registration activities
protection goals.
e) Position of government in regard to registration, • Period of time for which strategy is
identification, and other registration related issues. applicable.
f) Summary of prioritized problems and gap analysis • Frequency and targets of registration
(according to the Assessment Matrix, Annex 2) activities.
g) Political considerations about refugee numbers
and impact on registration activities.
2. Players and Roles: Define the role of the government in regard to registration for the short,
medium and long term. Define the role of UNHCR in building the capacity of the national
government.

a) Capacity and interests of different stakeholders • Role of government

b) Level of cooperation between different • Role of UNHCR
stakeholders • Role of refugees/persons of concern
c) UNHCR and government experience and expertise
• Role of partners
d) Responsibilities for supervision and oversight
• Role of others
e) Coordination and management requirements
• Management, supervision, oversight
• Coordination
3. Conditions: Define the overall environment –physical, protection, and social – in which the
registration activities will take place. Identify the opportunities and constraints that will determine
how the registration objectives can be achieved.

a) Analysis of specific concerns of the population in • Arrangement with government

regard to registration related issues, including age (registration policy, national refugee
and gender concerns. legislation, other relevant national
b) Concerns about information confidentiality and legislation, other agreements between
security UNHCR and host government)
c) Location of persons of concern • Security considerations for persons of
d) Questions concerning access to registration concern and staff
(women, children, disabled, imprisoned, • Special arrangements for registration for
hospitalized, minorities, location , others) those with special needs and concerns

Annex 3: Page 1
HANDBOOK FOR REGISTRATION Annex 3
Annexes Checklist for Preparing a Registration Strategy

Considerations when Developing the Strategy Elements to Cover in the Strategy

e) Security concerns (refugee, staff, partners, others) • Prioritisation of groups for registration
f) Fraud concerns (internal and external) activities.
g) Other protection concerns such as property and
nationality issues
h) Risks to registration activities; fall-back scenarios
4. Methodology: Define the steps of registration and population data management.

a) Timeframe and phasing of registration activities • Steps of registration activities (generic

b) Methodology for fixing and identifying population process and variations)
c) Verification techniques • Information to be collected and forms to
d) Forms to be used be used (standard and custom)
e) Data collection, entry tools and methods • Cards and documents to be issued to
persons of concern
f) Language, naming conventions, and coding
(standard and /non-standard) • Verification techniques to be used in
g) Photographs registration
h) Software and hardware support • Information campaign strategy
i) Hiring and training of staff and partners • Technology to support registration
activities
j) Data collection, recording, updating and
maintenance during and after registration • Data management scheme
k) Means of insuring future continuity of update and • Security arrangements and plans
verification
l) Data analysis and reports
5. Resources: Define the resources required and available to undertake the planned registration
activities

a) UNHCR monies/budget available • Detailed budgets for registration activities

b) Other resources • Description of materials required and
c) Staff resources identified sources (local procurement,
d) Telecommunications international procurement, loan, etc)
e) IT hardware and software • Staffing requirements and sources
f) Logistics • Infrastructure improvements required.
g) Materials (forms, cards, tokens, etc) • Registration site plans
h) Staffing • Information technology support required
i) Infrastructure, including registration sites and
locations

Annex 3: Page 2
HANDBOOK FOR REGISTRATION Annex 4
Annexes Sample Objectives, Outputs and Indicators

Annex 4: Sample Objectives, Outputs and Indicators for Registration, Documentation and Population Data Management

Sector Objective Impact indicators

Objective 1. [Refugees, asylum-seekers] are protected against Number and nature of reported cases
refoulement, arbitrary arrest and detention.
O.22 Refugee Status Instances of more protection-oriented practice of authorities once
Determination/Registration/ proof of registration and/or identity is shown
Identity Cards

Planned achievements/expected outputs Performance indicators

Men, women and children registered, photographed and issued Percentage of total population covered
with identity documents

Personal data shared with authorities of country of asylum Data sharing procedure and safeguards fully adhere to UNHCR
confidentiality guidelines

Police officers trained to recognize authentic refugee documents Training reaches all regular patrol staff of the [8] police forces
and to verify against registration data located in districts adjacent to camps

Sector Objective Impact indicators

Objective 2. [Refugee/asylum-seeker men and women] have a reliable and Both men and women carry cards with them at all times and
independent means of proving their identity and status to understand their purpose
O.22 Refugee Status authorities and to assistance-providers.
Determination/Registration/ Population able to move more freely outside the camp
Identity Cards
Registration at [health] services and providing proof of identity at
food and non-food distributions becomes quicker and easier
Planned achievements/expected outputs Performance indicators
Photo-ID cards issued to all adult refugees, and to both male and Photographs are clear enough for ready identification
female adolescents of 12 years and above
Number of cases alleging non-receipt of cards

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HANDBOOK FOR REGISTRATION Annex 4
Annexes Sample Objectives, Outputs and Indicators

Annex 4: Sample Objectives, Outputs and Indicators (continued)

Sector Objective Impact indicators

Objective 3. Both male and female refugees have equitable access to a Women’s representatives on food and non-food item distribution
system that distributes food and non-food items. committees report that access to distribution is fair
O.22 Refugee Status
Determination/Registration/ [70] per cent of families are represented at distributions by women
Identity Cards
All ration cards carry name of both female and male household
representatives where applicable
Planned achievements/expected outputs Performance indicators
Ration cards issued to each household on completion of Ration cards issued on basis of a valid ID and verified continuing
registration residence at a physical address within the camp

Name of both male and female household representatives entered

on ration cards

Sector Objective Impact indicators

Objective 4. All refugees wishing to voluntarily repatriate have an Full information is available early for timely planning of repatriation
opportunity to express their intended place and time of return. operation
O.22 Refugee Status
Determination/Registration/ Survey of returnee feedback confirms that registration for volrep
Identity Cards was free and fair

Planned achievements/expected outputs Performance indicators

Existing registration data upgraded to include returnee intention Processing conducted at a rate of 150 families per day with a view
information to completion within three weeks

Updated photograph taken of each family member Additional data and photograph collected simultaneously to avoid
confusion of identity

Pre-populated voluntary repatriation forms printed and signed Pre-populated forms carry photographs of all family members and
regionally standardized name of district of return

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HANDBOOK FOR REGISTRATION Annex 4
Annexes Sample Objectives, Outputs and Indicators

Annex 4: Sample Objectives, Outputs and Indicators (continued)

Sector Objective Impact indicators

Objective 5. A standard, core set of information is gathered for each Each refugee acquires a unique individual record in the registration
individual refugee or other person of concern. system.
O.22 Refugee Status
Determination/Registration/ Full data becomes available for protection and assistance planning
Identity Cards purposes

Information is sufficient to allow issuance of ID documents

Planned achievements/expected outputs Performance indicators
Registration data for entire population upgraded from household Information set consistent with registration standards for level two.
level to individual level

Household check conducted to verify continued residence in camp Each household physically verified and presence/absence
documented

Information set validated with partners and staff to ensure Consultation includes WFP, government, NGOs and refugee
alignment with forthcoming operational needs representation

Sector Objective Impact indicators

Objective 6. The full value of [refugee] assistance entitlements is WFP restores full food ration for registered population
[restored/maintained] by the [elimination/reduction] of cases
O.22 Refugee Status of multiple registration Spirit of collaboration returns to relations with refugee population
Determination/Registration/
Identity Cards Inter-agency coordination becomes more action- and protection-
. oriented
Planned achievements/expected outputs Performance indicators
Verification action plan jointly designed and implemented by core At least three methods of verification identified and the information
partner group compared to identify possible cases of multiple registration

All main partners/stakeholders participate in design and

implementation of the methodology

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HANDBOOK FOR REGISTRATION Annex 4
Annexes Sample Objectives, Outputs and Indicators

Annex 4: Sample Objectives, Outputs and Indicators (continued)

Sector Objective Impact indicators
Objective 7. The number, origins and demographic profile of the All groups and individuals with potentially differing circumstances
population are established as a key component of a and needs distinctly identified and recorded for use in assessment
O.22 Refugee Status comprehensive and objective assessment of their situation.
Determination/Registration/ Staff and partners able to locate and follow up individuals and
Identity Cards households with special protection and/or assistance needs

Planned achievements/expected outputs Performance indicators

Information on individuals and households upgraded to full level 2 Standards consistent with UNHCR Handbook for Registration
registration

Information set designed in consultation with protection, Interview questions tailored to best meet current information needs
programme and community services staff and partners

Refugee locations mapped and physical address system improved Individual shelters and their addresses identified on site plan

Registration information verified by means of house-to-house visits Outreach team includes protection, assistance and community
services staff and partners

Sector Objective Impact indicators

Objective 8. Reliable information on the numbers, composition and identity Authorities express greater confidence in the available population
of the population is made available to authorities, operational data and in the manageability of the situation
O.22 Refugee Status partners and other stakeholders.
Determination/Registration/ Operational partners adopt UNHCR numbers and registration data
Identity Cards as the basis of their work

Refugees cooperate in ensuring that their individual and household

records remain accur ate and up-to-date
Planned achievements/expected outputs Performance indicators
Re-validation of registration data undertaken with participation of All main stakeholders take part in planning and implementation
partners and stakeholders
Consists of a registration office and a proactive outreach and
Permanent registration teams established at site level for purposes monitoring capability
of continuous update and verification

Data quality feedback loop established with users of registration Partners submit improvements to registration data and registration
data team verifies and implements the changes
Annex 4: Page 4
HANDBOOK FOR REGISTRATION Annex 4
Annexes Sample Objectives, Outputs and Indicators

Annex 4: Sample Objectives, Outputs and Indicators (continued)

Sector Objective Impact indicators

Objective 9. A detailed and differentiated picture of the population is Operations team (staff and partners) have means of visualizing and
obtained as an initial step in prioritizing protection and jointly considering any significant disparities within the population in
O.22 Refugee Status assistance interventions. terms of origin, demographic profile and location
Determination/Registration/
Identity Cards An objective basis is established for determining the relative
severity and urgency of problems
Planned achievements/expected outputs Performance indicators
Registration data is jointly re-verified and the results re-analysed All main stakeholders take part in planning, implementation and
analysis of results

Site maps showing registration data are updated and improved Advice of geographic information specialist sought to enhance
accuracy and build team capacity to manage data

A report is compiled and shared which sets out the current Report includes analytical narrative, detailed tables, graphs and
demographic profile and protection status of the population maps exploring a variety of potentially significant aspects of the
data and viewpoints of stakeholders

Sector Objective Impact indicators

Objective 10. An accurate picture of household size and composition is Operations team (staff and partners) acquire more accurate means
achieved. to protect and assist at the household level
O.22 Refugee Status
Determination/Registration/ Overall food and non-food item planning and distribution is
Identity Cards rendered more precise and more equitable

Planned achievements/expected outputs Performance indicators

Household data is updated and re-validated All household members present themselves at registration centre

Actual physical presence verified at household level Physical address information of individuals confirmed and checked
by monitoring team

Assistance levels adjusted at block/group and household levels Operational partners, key staff and refugee representation
consulted and involved

Annex 4: Page 5
HANDBOOK FOR REGISTRATION Annex 5
Annexes Sample Registration Strategy and Budget

Annex 5: Sample Registration Strategy and Budget

Registration Strategy for Ruritanian Refugees in Country X

September 2005

1 Background and Current Situation

Following the fall of the former government and the total collapse of its law enforcement organs in
the second half of April 2005, physical and legal protection of Ruritanian refugees in Country X has
deteriorated. The refugees, hitherto enjoying generous protection and assistance from the former
government, have been experiencing serious protection problems. Many families were evicted or
threatened to be evicted from their dwellings, and 300 families are now living in tents and others
found temporary accommodation in public buildings in the capital. Their situation is desperate,
living under over-crowded tents in the midst of blazing desert conditions.

Prior to the recent war, the Ruritanian refugees who arrived in different periods since 1948,
estimated to number between 70,000-80,0001 persons, have been granted protection and assistance
by the former government. The refugees were and are living in accommodation, mostly in the
capital, which may be classified into three categories:

a) Housing accommodation given by the former government2;

b) Housing accommodation rented by the former government from private owners, and
c) Housing accommodation rented by the refugees direct from the private owners.

Those living in b) and c) accommodations have been expelled by their owners. The reasons for this
expulsion are not very clear, though preferential treatment by the former government in favour of
the refugees appears to be a major factor. Difficult economic situation faced by landowners could
motivate them to foreclose on the tenancy due to the absurdly nominal rent.

2 Current registration system

The majority of this population was registered with the former government, and it is not known if
the data is available and up-to-date. The former government provided refugees with identity
documentation and other forms of assistance.

The Country X Red Cross/Crescent (XRC) has only an estimate of the refugee population (as
above).

UNHCR has registration information for only a few individuals of this population. UNHCR
intervened and assisted only a small number of cases in recent years and has no information on the
vast majority of the population. UNHCR’s attempt to conduct a survey on the Ruritanian refugee
population in Country X in recent years failed to obtain comprehensive information on their real
numbers, general situation, and their legal rights as this was considered by the former government
interference and beyond UNHCR’s mandate.

3 Objectives
The aims of the registration exercise are:

1
According to the Red Crescent Society of Country X (XRC). At the end of 2002, UNHCR estimated the figure of 100,000 persons.
No official figures were ever provided by the former government.
2
National and municipal legislation authorized ownership of immovable property.
Annex 5: Page 1
HANDBOOK FOR REGISTRATION Annex 5
Annexes Sample Registration Strategy and Budget

a) to register the refugee population,

b) to obtain a demographic breakdown or profile of the population
c) to determine the social, economic and professional status of individual refugee families

It is also hoped that the registration process will obtain the following information:

a) population by area of residence

b) relationship to the accommodation / property in which the family now lives
c) possession or lack of personal identity documents

The operation will also facilitate the subsequent issuance of identity documents to refugees.

While the planned registration activity will, by and large, obtain the required population and
demographic data of the Ruritanian refugee community in the capital, it may, however, be
insufficient to fully assess the socio-economic situation of the group. Therefore, it may be deemed
necessary at a later stage or sooner to assess their living condition by conducting visits to their
homes, as this information is vital for planning purposes and durable solutions. This has also been
proposed by the refugee leaders and will further the credibility of the process.

3.1 Data to be collected and verified

The following information will be gathered during registration

Family Information
x Names of household representatives (normally head of family and spouse)
x Date of arrival in Country X
x Size of family
x Present address: house number / street / area / city
x Type of accommodation / own house / rented accommodation / by State or rented
direct from private owner
x Additional information about the family: (social, economic, protection)

Individual Information
x Name
x Date and place of birth
x Types of documents (ID card / refugee card / LP / Birth certificate )
x Nationality
x Names of father and grandfather
x Name of mother
x Place of origin / habitual residence
x Education level
x Profession / employment
x Special needs (according to standard categories)
x Full facial image (from above shoulder to top of head), of each refugee will be
captured using web-cams.

3.2 Population to be registered

The registration will be of those Ruritanian refugees who arrived in Country X between 1948 and
1991. Any persons who arrived after 1991 and who were registered and recognized by the
government of Country X as refugees or are known to the UNHCR will also be registered.
Annex 5: Page 2
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Annexes Sample Registration Strategy and Budget

Refugees will be registered according to the following sequence, prioritized according to physical
and legal protection needs:

a) Expelled refugees in the tented camp

b) Expelled refugees “squatting” in public building
c) Refugees living in the Rubicon quarter
d) Refugees living in other areas in accordance with the priority to be agreed with the
Refugee Department, XRC, and the Community Center.

3.3 Verification of Identity

The following personal documents will help verify the identity of the holders who present
themselves at the registration centre:

x Refugee identity card issued by the former government

x Birth certificate
x Laisser passer issued by the former government
x Identity cards, passports, or laisser passer issued by a former country / place of
habitual residence

Any one of these documents could be used. In the event none of these documents are available, the
case should be referred to a review committee created to assist the UNHCR to help verify the
person’s identity.

3.4 Identity Documents

Identity cards will be jointly issued by UNHCR and the new authorities. They will be credit card
size, contain a color photograph, and be printed locally. The design of the card has been agreed to
with refugees and local authorities.

4 Roles of Stakeholders/Management
4.1 Coordination Arrangements
The UNHCR will co-ordinate the process with a representative of WFP who will be present during
the operation. The transitional authority will also be informed of this process. The co-operation of
the Ministry of Labour and Social Affairs, custodian of the current information on the refugees will
also be sought. Headquarters advice and technical assistance will be sought appropriately. A co-
ordination committee will be set up to ensure the smooth running of the process.

The registration team will be based in the compound of the Community Center in the Rubicon
quarter for reasons of convenience and good logistical support (hereafter “the registration centre”).
Rubicon hosts the majority of the Ruritanian refugee population in the capital.

4.2 Supervision/Oversight
UNHCR Headquarters, Geneva (including Bureau) and the WFP Country Office will provide policy
guidance and advice. The operation will be under the overall responsibility and supervision of the
Chief of Mission. She will be supported by the Deputy Chief of Mission and assisted by the Senior
Programme Coordinator.

Annex 5: Page 3
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Annexes Sample Registration Strategy and Budget
4.3 Field Teams
The field team will be led by the Associate Protection Officer and with the help of the Protection
Assistant. The full list of staff involved will be prepared.

From the counterparts in the capital, the following support will be provided by:

Head of the Country X Red Crescent Society

Chairman of the Community Center
Head of the Country X Department

The Head of the Ruritanian Refugee Department will be the overall supervisor from the Ruritanian
side at the registration centre. His tasks will include the identification of person presenting
themselves for registration.

4.4 Review committee

A review committee will be constituted to help solved problems on the spot. The review committee
is tasked to handle problem associated with the identity of the person who presented him/herself at
the registration centre for registration. This committee will comprise:

Head of the Country X Refugee Department

Chairman of the Community Center
Associate Protection Officer, UNHCR

4.5 Reporting, evaluation, sharing of data

Situation report will be provided as the exercise progresses. A full report and evaluation will be
undertaken upon completion of the operation.

A protocol on the sharing of the data will have to be agreed with various parties including the
UNRWA, taking into account the confidentiality requirement.

4.6 Continuous updating and verification of data

The Refugee Department will take over the maintenance (updating and verification) of the data
once the initial registration activities have been completed. UNHCR will provide financial support
to these activities, as well as any technique advice required. The data will be verified at least once a
year; half the refugees will come to the office for verification of data according to a fixed schedule,
and the other half will be visited in their residences for the verifying and updating data. The
following year, the groups will be exchanged. New arrivals or those who did not register during the
current exercise will need to appear at the offices of the Refugee Department to be registered.
Photos will be updated every five years for adults, and every 2 years for children.

5 Timeframes
The registration exercise will be carried out in four phases:

Phase I – obtain and evaluate existing registration information

Phase II - conduct of registration and enter/update data in database
Phase III - issue of ID cards
Phase IV - report and evaluate

Annex 5: Page 4
HANDBOOK FOR REGISTRATION Annex 5
Annexes Sample Registration Strategy and Budget

Timing
Phase I: 29 October 2005 – 10 November 2005
Phase II: 15 November 2005– 30 November 2005
Phase III: 1 January 2006 - 31 March 2006
Phase IV: upon completion of each phase

6 Resources and budget

6.1 Administration, Logistics, Communication and Security
Sufficient arrangement will be made to ensure the smooth running of the operation by providing the
necessary administrative and logistical support which will be co-ordinated with Field Security and
Safety Officer. Field teams are equipped with the necessary communication equipment during the
operation.

6.2 Equipment
Standard UNHCR equipment and software will be used for the purpose of this operation. Sufficient
staff will be engaged and trained. Assistance from Headquarters will be sought accordingly.

See attached budget for details.

6.3 Staffing
UNHCR to provide: 3 teams, each comprised of 6 data entry persons (database), 2 clerks, to assist
refugees in filling out forms, and 2 assistants. The UNHCR Associate Protection Officer will
supervise the activities.

The Country X counterpart will provided an additional three persons per UNHCR registration team
(nine persons) to assist in filling out and issuing of identity cards. They will also provide additional
helpers to usher and direct refugees at the registration centre will be arranged prior to the start of the
exercise.

6.4 Budget
See attached budget.

Annex 5: Page 5
 HANDBOOK FOR REGISTRATION Annex 5
Annexes Sample Registration Strategy and Budget

Annex 5: Sample Registration Strategy and Budget (continued)

Note for the File
Registration of Ruritanian refugees in Country X

Budget for Phases I and II1

No. Estimated
Section Item Availability Remarks
required cost
Data entry clerks (database) 18 6
$25/person 3 groups each of (6) data
Registration clerks (forms 6 2
/day entry, (2) data entry
Staff Costs/Salaries Senior clerk (supervisor) 1 1 (forms) and (2) support
staff.2
$10/person
General support staff 6
/day

Total estimated cost for staff $19,800

Laptop Computer 18 6 27,000 Cost of additional 12 laptop

Web Camera 18 6 360 Cost of additional 6 camera

Wireless Network Hub 3 1 400 Cost of additional 2 hubs

Data Processing
Equipment Cost of additional 12 LAN
Wireless Network Card 18 6 1,200 card

Printer 3 1 480 Cost of additional 2 printers

Fixed Expenditures

Scanner 3 300
Copy holder 18 108
Other Equipment
Photocopy machine 1 1,000
Plastic Chairs 90 320
Computer tables 24 1,200
Furniture Water Cooler 3 600
Power Generator 1 3,000 20KVA

Air Coolers 12 1,200

Tents (medium size) 3 1,000
Supplies
Carpet 300m2 1,500
Total estimated cost for data processing equipment, furniture, and supplies $39,668
Total $59,468

Notes:
1- Budgets for subsequent phases (III and IV) and follow-up verification and maintenance of data will be part of project
description.
2- Registration speed rate would be approximately 210 families/day. Therefore, estimated time required to register (80,000)
refugee is 80-90 days during Phases I and II.

Annex 5: Page 6
 Annex 6(a)
UNHCR Control Sheet HCR Fiche de Controle Control Sheet

Date Clerk / Employe Location / Lieu

Household/ Children
Adults Elderly Special
Card No. Names of Representatives
Foyer Enfants
No. de Totals <5* 5 - 17 18 -59 •60 Needs Remarks
Noms des Representants de Foyer
Carte
Total M F M F M F M F M F

10

11

12

13

14

15

16

17

18

19

20

Total
U/SC = unaccompanied or separated child / enfant non accompagné ou UE = unaccompanied elder / personne âgée non accompagnée *not yet reached 5th birthday
séparé PT = pregnant / enciente
WR = woman at risk / femme vulnerable SP = single parent / parent seul(e) LP = special legal and protection needs
DS = disabled person/personne handicapée SM = serious medical condition / condition médicale
MN = malnourished / sous alimenté(e)
sérieuse
 HANDBOOK FOR REGISTRATION Annex 6(b): Level 2 Registration Form
Ration or Country State or province Commune or District Town or village
ID No . Country of HR1
Origin
Household Location
Size HR2

Country Town, Camp or Settlement House: Yes / No

Intending to Return:
Intended damaged
Current Property
Yes ___ No ___ date Land: Yes / No
Location damaged
REGISTRATION in Block and/or plot number House/tent address HR1 HR2
Country Identity document
FORM of Asylum Numbers
Household representatives
Other Names DOB Marital Rel to Occ/ SP
* Given Name
1 2
Sex DD-MMM-YY Status HR1 EDU Skills Need Individual Remarks

1 HR1

Accompanying household members

3

10

11

12

Religion Ethnicity Nationality DOA in COA Other Remarks / Observations

HR1 NO PERMISSION to share information for protection and durable solutions purposes:

HR2

* Tick boxes above Registered by Date Site Data entered by Date

when individual photo is taken
 HANDBOOK FOR REGISTRATION Annex 6(c)
Annexes Standard Level 3 Individual Registration Form
UNHCR
Individual Registration Form Individual
Photograph
UNHCR Office: Reg. #:
HCR use only

Household # Case #:

Date of Registration: _ _/_ _ _/_ _ _ _*

Special Needs: Date of Arrival: _ _/_ _ _/_ _ _ _

Part A – Basic Bio Data

Full Names : Other Names:

(including alias)

Sex: ‰ Male ‰ Female Date of Birth: _ _/_ _ _/_ _ _ _ Citizenship:

(If not known give estimated year of birth)
Mother’s Name: Father’s Name:

Place of Birth:

Marital Status: Spouse’s Name:

Present Address & Contact Numbers: (if different than Household/Family)

Place of Origin: (if different than Household/Family. Include exact home address if applicable)

Personal Identity Documents: (indicate type / number / date issued) Issued Documentation: (indicate type / number / date issued)

Education: ** Occupation: ** Religion: ** Ethnicity: **

Part B – Special Individual Protection and Assistance Needs

Describe if necessary:

Are you suffering from health problem?

If yes, provide brief details

Are you pregnant? ‰ Yes ‰ No

Part C – Non-Accompanying Family Members / Dependants Living Outside

Home Country (if different than those listed on Household Form)
Full Name Relationship** Date of Birth Address Status Citizenship
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _

* Unless otherwise indicated the format used for dates is dd/MMM/yyyy.

For example: a birth date of 14 October 1943 should be recorded as 14/OCT/1943 Annex 6(c): Page 1
** Use code only
HANDBOOK FOR REGISTRATION Annex 6(c)
Annexes Standard Level 3 Individual Registration Form
Part D – Close Family Members / Dependants in Home Country
(those not listed on the household form)
Full Name Relationship** Date of Birth Citizenship Address
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _

Part E – Details of Travel

Date of Departure from Home Country: _ _/_ _ _/_ _ _ _
Exit / Entry Point Have you returned to Host Country before? ‰ Yes ‰ No
If yes, please provide date and duration of stay:
Period
Travel Document Used
Countries of Transit: From To
_ _/_ _ _/_ _ _ _ _ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _ _ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _ _ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _ _ _/_ _ _/_ _ _ _
Place and date and of arrival in Host Country: _____________________________, _/_ _ _/_ _ _ _

Part F – Durable Solutions

Durable Solution Date of application Status
or submission
Local Settlement _ _/_ _ _/_ _ _ _
Voluntary Repatriation _ _/_ _ _/_ _ _ _
Resettlement _ _/_ _ _/_ _ _ _

Part G – Sex of Interviewer / Language(s) of Interview

Do you have a preference to be interviewed by a staff member and interpreter of a particular sex?
‰ Yes ‰ No

If yes, indicate which sex: ‰ Male ‰ Female

What language(s) do you prefer for UNHCR interviews?

In seeking a durable solution for you in the future, do you authorise UNHCR to share the information contained on
this form with other agencies and/or governments as may be required?
‰ Yes ‰ No

The following declaration must be signed by the Person of Concern.

I declare the information I have supplied on and with this form is complete, correct and current in every detail.

I understand that if I have given false or misleading information, my application for refugee status may be refused, or, if I have been
recognized as a refugee, the recognition may be cancelled.

I undertake to inform UNHCR of any significant changes* to my circumstances while my application is being considered.

Signature of person of concern:

Date:

Place:
Annex 6(c): Page 2
 HANDBOOK FOR REGISTRATION Annex 6(c)
Annexes Standard Level 3 Household Registration Form

United Nations High Commissioner for Refugees

Household Information Form

UNHCR Office: Date Current Action: (dd/mmm/yyyy) _ _/_ _ _/_ _ _ _

HCR use only

Household # Date of Initial Registration: _ _/_ _ _/_ _ _ _

Numbers in Household: TOTAL: Males: Females:

Special Needs: Entitlement Docs:

Part 1 – Basic Household Data

1. Family / Household Representative (Male) - Full Name (Underline the main name): [Link] to HR
Female

3. Family / Household Representative (Female) - Full Name (Underline the main name): [Link] to HR
Male

5. Present Address & Contact Number of Household:

Part 2 – Other Family Members / Dependants Present

Relationship Relationship
Full Name to HR1 to HR2
Individual Date of Birth
Registration (dd/mm/yyyy)
Male Female Number
03 _ _/_ _ _/_ _ _ _
04 _ _/_ _ _/_ _ _ _
05 _ _/_ _ _/_ _ _ _
06 _ _/_ _ _/_ _ _ _
07 _ _/_ _ _/_ _ _ _
08 _ _/_ _ _/_ _ _ _
09 _ _/_ _ _/_ _ _ _
10 _ _/_ _ _/_ _ _ _
11 _ _/_ _ _/_ _ _ _
12 _ _/_ _ _/_ _ _ _
Part 3 – Other Family Members / Dependants Not Present
Full Name Relationship Date of Birth Address Status there Citizenship
(dd/mm/yy)
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
_ _/_ _ _/_ _ _ _
Part 4 – Special Protection or Assistance Needs of Household

Describe if necessary:

Annex 6(c): Page 3

HANDBOOK FOR REGISTRATION Annex 6(d)
Annexes Registration Form for Unaccompanied and Separated Children

REGISTRATION FORM FOR

UNACCOMPANIED AND
SEPARATED CHILDREN
PHOTO

ICRC ID No. ___________________

Unaccompanied child

Please Note:

• A separated child is any person under the age of 18, separated from both parents, or from his/her previous legal or
customary primary care giver, but not necessarily from other relatives. An unaccompanied child is any person who is under
the age of 18, separated from both parents, or from his/her previous legal or customary primary care giver and also his/her
relatives.

• If the child does not remember his/her address, please note other relevant information, such as descriptions of mosques,
churches, schools and other landmarks.

Please fill out this form with a ballpoint pen

1. Identity of the child

Personal ID document no. ______________________________________________ Sex M F

Full name (as expressed locally) _______________________________________________________________

Also known as (nickname) ____________________________________________________________________

Name(s) given to child by others after separation from parents ________________________________________

Date of birth/age __________________________ Place of birth _________________________

Nationality ________________________________ Country ______________________________

Ethnic group ________________________________________________________________________________

Language(s) spoken
_________________________________________________________________________

Distinguishing physical characteristics __________________________________________________________

__________________________________________________________________________________________

Father's name ______________________________________________________________________________

Mother's name ______________________________________________________________________________

Other persons familiar to the child

_______________________________________________________________

__________________________________________________________________________________________

Address of child before separation (and person with whom he/she lived)
________________________________

______________________________________________________________ Phone no.___________________

Annex 6(d): Page 1

HANDBOOK FOR REGISTRATION Annex 6(d)
Annexes Registration Form for Unaccompanied and Separated Children

Address of child after separation (and person with whom he/she lived) __________________________________

______________________________________________________________ Phone no.___________________

2. Persons accompanying the child (including siblings)

A. Full name ______________________________________________________________________________

Relationship ______________________________ Date & Place of Birth _______________________________
Current address ____________________________________________________________________________
_______________________________________________________________ Phone no. _________________
B. Full name ______________________________________________________________________________
Relationship ____________________________ Date & Place of Birth ________________________________
Current address _____________________________________________________________________________
_______________________________________________________________ Phone no. _________________

3. Current location of the child

a. Children's center c. Alone

b. Foster family d. Other

Full name _________________________________________________________________________________

Address ___________________________________________________________________________________
___________________________________________________________ Phone no. ____________________
Coming from __________________________________ Date of arrival at this location ____________________

4. History of separation
Date and place of separation ___________________________________________________________________
Circumstances of separation __________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

5. In case the child has been evacuated

By whom / through which organization? __________________________________________________________

Where from ? ____________________________ Where to ? _____________________________________
Date _______________________

6. Other information

Is the child an ex-soldier ? Yes No

Annex 6(d): Page 2

HANDBOOK FOR REGISTRATION Annex 6(d)
Annexes Registration Form for Unaccompanied and Separated Children

7. Parents' situation

Father: Alive Dead Don't know

Mother: Alive Dead Don't know
If parents are believed dead, please give details ___________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

8. Wishes of the child

Person(s) the child would like to find

a. Father c. Brother e. Other (please specify) __________________________

b. Mother d. Sister

Person A
Name and relationship _______________________________________________________________________

Last known address _________________________________________________________________________

_____________________________________________________________ Phone no._________________

Person B
Name and relationship _______________________________________________________________________

Last known address _________________________________________________________________________

_____________________________________________________________ Phone no._________________

Person C
Name and relationship _______________________________________________________________________

Last known address _________________________________________________________________________

_____________________________________________________________ Phone no._________________

9. Interview by other organization involved in tracing

Has the child been interviewed by any other organisation ? Yes No

Name of organisation ________________________________________________________________________

Place of interview_____________________________________________ Date__________________________

Country________________________

Reference No given to the child by other organisation ______________

Annex 6(d): Page 3

HANDBOOK FOR REGISTRATION Annex 6(d)
Annexes Registration Form for Unaccompanied and Separated Children

10. List of documents carried by the child

__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

11. Additional information which could help trace the child's family
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________

12. Disclosure of information

Does the child agree to the public disclosure (on radio, Internet, etc.) of his/her name and the names of relatives?

Yes No

13. Place & date of interview ________________________________________________________

14. Name of interviewer and organization _____________________________________________
15. Organization in charge of tracing the child's family _____________________________________

[Link]/EN/05/2003/ACR

Annex 6(d): Page 4

 HANDBOOK FOR REGISTRATION Annex 6(e)
Annexes RSD Application Form

United Nations High Commissioner for Refugees

Space for
Photograph
RSD Application Form

UNHCR Office: ‰ Principal Applicant ‰ Derivative Status

HCR use only

RSD File#: Reg. #:

Arrival Date (dd/mm/yyyy): Reg. Date (dd/mm/yyyy):

Special Needs:
_ _ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _

Linked RSD Files:

Registration Information Sheet

Parts A to H must be completed for every adult and child Applicant, including family members
and other dependants who are accompanying a Principal Applicant.

Part A – Basic Bio Data

1. Full Name (Underline main name):

2. Other Names used:

3. Father’s Name: 4. Mother’s Name:

5. Sex: ‰ Male ‰ Female 6. Nationality:

7. Date of Birth (dd/mm/yyyy): _ _/_ _/_ _ _ _ (If not known give estimated year of birth):
8. Place of Birth:
9. Marital Status: ‰ Single ‰ Married ‰ Engaged ‰ Separated ‰ Divorced ‰ Widowed
10. Spouse’s Name (if applicable):

11. Religion: 12. Ethnicity:

13. Full Address of Last Place of Residence in Home Country:

14. Present Address & Contact Numbers:

Part B – Education (Highest Level)

Name of Institution Place/Country From To Qualification Obtained

(mm/yyyy) (mm/yyyy)
_ _/_ _ _ _ _ _/_ _ _ _
_ _/_ _ _ _ _ _/_ _ _ _

Annex 16(e): Page 1

HANDBOOK FOR REGISTRATION Annex 6(e)
Annexes RSD Application Form

Part C – Occupation (Most recent in the home country)

Name of Employer Place/Country From To Job Title

(mm/yyyy) (mm/yyyy)
_ _/_ _ _ _ _ _/_ _ _ _
_ _/_ _ _ _ _ _/_ _ _ _

Part D – Identification Documents / Other Documents Provided

Document Type, Number Place Date of Date of Original

of Issue Issue Expiry Provided?
(dd/mm/yyyy) (dd/mm/yyyy)
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
_ _/_ _/_ _ _ _ _ _/_ _/_ _ _ _ ‰ Yes ‰ No
Documents Obtained Illegally:
If any of the documents listed above were not issued legally, please explain how they were obtained.

Missing Documents:
If you are missing identity documents or other documents that are relevant to your claim, please explain why
you do not have these documents.

If you are missing documents, will you be able to obtain these documents in the future? If not, please explain
why.

Part E – Applicant’s UNHCR Registration History

1. Have you already been registered by UNHCR? ‰ Yes ‰ No

If yes, where were you registered? Registration #: Date of registration:

(dd/mm/yyyy):
_ _/_ _/_ _ _ _
2. Have you ever applied for refugee protection with UNHCR or a Government? ‰ Yes ‰ No

If Yes,
Where? When? Decision and/or status
obtained:

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Part F – Family/Household Composition

(Family Members and Dependants Accompanying the Applicant)

Full Name Individual Relationship to Sex Date of Birth
Registration # Applicant (M/F) (dd/mm/yyyy)
01 _ _/_ _/_ _ _ _
02 _ _/_ _/_ _ _ _
03 _ _/_ _/_ _ _ _
04 _ _/_ _/_ _ _ _
05 _ _/_ _/_ _ _ _
06 _ _/_ _/_ _ _ _
07 _ _/_ _/_ _ _ _
08 _ _/_ _/_ _ _ _
09 _ _/_ _/_ _ _ _
10 _ _/_ _/_ _ _ _

Part G – Close Family Members and Dependants in Home Country

Full Name Relationship Date of Birth Citizenship Occupation

to Applicant (dd/mm/yyyy)
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _

Part H – Non-Accompanying Family Members and Dependants Living Outside Home Country

Full Name Relationship Date of Birth Address Status Citizenship

to Applicant (dd/mm/yyyy) there
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _
_ _/_ _/_ _ _ _

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Annexes RSD Application Form

Additional Information for Mandate RSD

Parts I to K must be completed for every adult and child Applicant, including family members
and dependants who are accompanying a Principal Applicant.

Part I – Details of Travel

1. Date of Departure from Home Country (dd/mm/yyyy): _ _/_ _/_ _ _ _

2. Means of Travel out of Home Country:

3. Exit Point from Home Country:

Period
4. Countries of Transit: From To Travel Document Used
(mm/dd/yyyy) (mm/dd/yyyy)
_ _/_ _/_ _ __ _ _/_ _/_ _ __
_ _/_ _/_ _ __ _ _/_ _/_ _ __
_ _/_ _/_ _ __ _ _/_ _/_ _ __
_ _/_ _/_ _ __ _ _/_ _/_ _ __
5. Entry point in Host Country:

6. Date of arrival in Host Country (dd/mm/yyyy): _ _/_ _/_ _ _ _

7. Have you been to Host Country before? ‰ Yes ‰ No
If yes, please provide date and duration of stay:

Part J – Sex of Interviewer / Language(s) of Interview

Do you have a preference to be interviewed by a staff member and interpreter of a particular sex?
‰ Yes ‰ No

If yes, indicate which sex: ‰ Male ‰ Female

What language(s) do you prefer for UNHCR interviews?

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HANDBOOK FOR REGISTRATION Annex 6(e)
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Part K – Written Statement

When answering the questions below, you should tell us everything about why you believe
that you are in need of refugee protection. You should provide as much detail as possible,
including the date the relevant events occurred. It is important that you provide full and
truthful answers to these questions. If you need more space, please attach a page(s) with the
details.

1. Why did you leave your home country?

2. What do you believe may happen to you, or members of your household, if you return
to your home country? Please explain why.

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Declaration

To be signed by the Applicant

I declare the information I have supplied on and with this form is complete, correct and current
in every detail.

I understand that if I have given false or misleading information, my application for refugee
status may be refused, or, if I have been recognized as a refugee, the recognition may be
cancelled.

I undertake to inform UNHCR of any significant changes to my circumstances while my

application is being considered, including any changes to my address and contact numbers, the
arrival or departure of members of my household or other changes in the composition of my
household.

Signature of Applicant:

Date:

Place:

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Annexes Standard UNHCR Codes and Categories for Registration Information

Annex 7: UNHCR Standard Categories and Codes

UNHCR Standard Age Cohorts (standard age groupings)

Category Description Code
0 – 4 years Persons between 0 and 4 years of age (all persons less than five years of age) A1

5 – 17 years Persons between 5 and 17 years of age (all person who are at least five years of
A2
age and less than 18 years of age)

18 – 59 years Persons between 18 and 59 years of age (all persons who are at least 18 years
A3
of age and less than 60 years of age).
60 or greater Persons who are 60 years of age or older. A4

UNHCR Standard Categories for Recording Sex

Category Description Code
Female Females of all ages F
Male Males of all ages M

UNHCR Standard Categories for Recording Family and Household Relationships

Category Description Code

Household This is usually the individual within the family or household who is considered by
Representative 1 the members of the family or household as their primary representative. It is HR1
normally a man, but could be a woman as well.
This is normally the female in the household or family who has the primary
Household responsibility within the family. It could be the spouse, mother or daughter of the
HR2
Representative 2 head of household. The relationship between this person and the other head of
household must also be recorded.
Spouse Legal or common-law spouse. SPO
Child (Son/Daughter) Natural or legal offspring. Includes birth, adopted or step children. May or may
CHI
not include foster children depending on situation in country.
Parent (Father/Mother) Birth, adoptive, or step parents. Does not include parent in-laws which have a
PAR
separate category.
Legal or natural siblings. Includes adopted and step brothers and sisters. May
Sibling
include foster brother or sisters depending on the situation in the country. Does SBR
(Sister/Brother)
not include in-laws (i.e. bother or sister in-law).
Grandparent Direct blood grandparent, either grandmother or grandfather. Includes great-
GPR
grandparents. Does not include in-laws, which should be listed as parent-in-laws.
Grandchild Birth, adopted, or step grandchildren. Includes great-grandchildren. GCH
Uncle/Aunt Birth, adoptive, or step brothers or sisters of parents of the individual (household
AOU
representative or head of household).
Natural, adoptive, or step children of uncle or aunt of individual (household
Cousin representative or head of household). Does not include in-laws, i.e. cousins of CUS
spouse.
Nephew/Niece Natural, adoptive, or step children of brother or sister of one of the parents. NEP
Child-in-law Spouses (legal or common law) of children. ILC
Parent-in-law Parents of spouse. ILP
Other in-law Other relationship established through marriage, such as spouse of sibling. ILO
Other blood/kin Other birth relation of head of household or household representative not covered
OFM
relation by one of the above categories.
No blood relation Household member not related by blood or marriage. UNR
Unknown relationship Relationship is unknown. UNK

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UNHCR Standard Categories for Recording Marital Status

Category Description Code
Single Only persons never married should be indicated as single. SN
Refers to engagements that are legally or formally recognized within a
Engaged community, implying that the couple may need to be considered as such for EG
purposes of protection, assistance, and durable solutions.
Married Includes common-law relationships, and life partnerships. MA

Separated Refers to legal separation or equivalent, implying that the couple should not be
SR
considered together for purposes of protection, assistance, and durable solutions.
If divorced and still unmarried, individual should be indicated as divorced. If
Divorced DV
remarried, individual should be indicated as married.
Widowed Widowed persons who later remarry should be indicated as married. WD

UNHCR Standard Categories for Recording Educational Level

Category Description Code
No Education No structured education beyond pre-primary level. NE
1 year (or Grade 1) Completed at least one year of structured education. 01
2 years (or Grade 2) Completed at least two years of structured education. 02
3 years (or Grade 3) Completed at least three years of structured education. 03
4 years (or Grade 4) Completed at least four years of structured education. 04
5 years (or Grade 5) Completed at least five years of structured education. 05
6 years (or Grade 6) Completed at least six years of structured education. 06
7 years (or Grade 7) Completed at least seven years of structured education. 07
8 years (or Grade 8) Completed at least eight years of structured education. 08
9 years (or Grade 9) Completed at least nine years of structured education. 09
10 years (or Grade 10) Completed at least 10 years of structured education. 10
11 years (or Grade 11) Completed at least 11 years of structured education. 11
12 years (or Grade 12) Completed at least 12 years of structured education. 12
Any studies related to preparation for specific occupations to employment, self-
Technical/Vocational employment or livelihood supplementation. May also include skills training and TC
apprenticeships.
Refers to post-secondary university level education. Includes some or extensive
University Level university level education. Normally university level education is to be considered UG
a higher level than vocational/technical education.
Refers to graduate university level education, such as graduate and post-
Post University Level graduate level work. Normally post university level education is to be considered PG
a higher level than university level education.
Informal Education Refers to non-formal schooling, such as at home schooling, self-teaching, and
IN
religious education without a structured secular curriculum.
Unknown Education level unknown. UN

UNHCR Standard Categories for Special Protection and Assistance Needs

Category Description Code
Disabled Physically or mentally disabled. Maybe either male or female. DS
Special Legal and Persons not falling into the other categories that are considered as vulnerable in
Physical Protection the particular context. For example, survivors of violence or particular ethnic or LP
Needs religious groups.

Woman at Risk Woman especially at risk. May include single women or members of family or
WR
household, as well as women that are survivors of violence.
Maybe either a man or a woman. Also may be girl or a boy under the age of 18
Single Parent years. Includes those households and families where the second parent is not on SP
the territory of asylum.
Unaccompanied and
May be either a boy or girl under the age of 18 years. U/SC
Separated Child

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Annexes Standard UNHCR Codes and Categories for Registration Information

May be either male or female, normally over the age of 59 years. However,
Unaccompanied Elder cultural norms should apply in the designation of who is an elderly member of the UE
community.
Malnourished An infant, girl, boy, woman, or man whose nutritional status requires follow-up or
MN
further monitoring.
Refers to a particular medical condition that requires follow-up, or particular
Serious Medical
consideration such as in repatriation or resettlement. May include TB or other SM
Condition
specific conditions that offices wish to monitor.
Pregnant Pregnant woman or girl. PT

UNHCR Standard Categories for Recoding Religion*

Category Description Code
Ahmadiyyah Also spelled Ahmadiyah (Ahmadis) AHM
Anglo-Catholicism (Anglican) ANG
Animism (Animists). ANI
Ancestor Worship ANC
Atheism (Atheist) ATH
Baha’i Faith (Baha’i) BAH
Baptist Church (Baptist) BAP
Buddhism (Buddhist) BUD
Caodai CAO
Christianity Other Christians not covered by categories in this list. CHR
Christian Scientism (Christian-Scientist) CSC
Confucianism (Confucian) COF
Eastern Independent Includes Armenian, Assyrian, Chaldean, Ethiopian, Coptic EAS
Falun Gong FLG
Hinduism (Hindu) HIN
Islam Other Islamists not covered by other categories in this list. MUS
Isma’ili (Ismailian) ISM
Jehovah's Witness (Jehovah’s Witness) JEH
Jainism (Jainist) JAI
Judaism (Jew) JDS
Lutheranism (Lutheran) LUT
Mormonism Also known as Church of Jesus Christ of Latter Saints (Mormon) MOR
Orthodox Christian Includes Greek, Russian and Serbian Orthodox. ORT
Parsee PAR
Pentecostal Church (Pentecost) PEN
Protestant Reformed (Protestant). Any one of a number of Protestant branches of Christianity PRO
Roman Catholicism (Roman Catholic) ROM
Sikhism (Sikh) SIK
Scientology SCI
Shinto (Shintoist) SHI
Spiritualism (Spiritualist). Also known as Spiritism (Spiritist) SPI
Sunni (Sunnite) SUN
Shiah (Shiite). SHI
Taoism (Taoist) TAO
Zoroastrianism (Zoroastrian). ZOR
Yezidis (Yezidi) Also spelled Yazidis YAZ
No religion NON
Other OTH
*Spellings from the Collins English Dictionary, Millennium Edition, Haper Collins Publishers, London, 1998

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UNHCR Standard Categories for Recording Status of Ownership of Property

Category Description Code
Yes Property owned Y
Lost Property formerly owned but then expropriated or permanent lost through other
L
measures
No Property not owned N

UNHCR Standard Categories for Recording Condition of Property

Category Description Code
Available Property or accommodation available for occupation by owner AV
Occupied Occupied without permission or agreement of owner OC
Damaged Property damaged or destroyed DM
Mined Property mined MN
Do not know Condition of property unknown NK

UNHCR Standard Categories for Recoding Types of Locations

Category Description Code

Urban - Camp Camps located in urban environments (locations where the national resident
UCP
population is less than 5,000 inhabitants)

Urban - Centre Collective centers, transit centers, prisons, hospitals, and other collective type
UCT
institutions in urban environments (pop > 5,000 inhabitants)

Rural - Camp Camps located in rural environments (locations where the national resident
RCP
population is less than 5,000 inhabitants)
Collective centers, transit centers, prisons, hospitals, and other collective type
Rural - Centre institutions in rural environments (those locations where the national resident RCT
population is less than 5,000 inhabitants)
Urban - Individual Individual accommodated, dispersed populations in urban environments
UIA
Accommodation (population > 5,000 inhabitants)
Rural - Individual Individual accommodated, dispersed populations in rural environments (those
RIA
Accommodation locations where the national resident population is less than 5,000 inhabitants)

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Annexes Standard UNHCR Codes and Categories for Registration Information

ISCO Standard Categories for Recoding Occupations

Level 2 of ISCO-88
Level 3 of the ISCO-88 Standards Sub-categories Code
Standard
Legislators and Senior Legislators; Senior Government Officials; Traditional Chiefs and Heads of
Officials Villages; Senior Officials of Special Interest Organisations 11
Directors and Chief Executives; Production and Operation Department
Corporate Managers Managers; Other Department Managers. 12
General Managers General Managers 13

Physical, Mathematical Physicists, Chemists, and related Professionals; Mathematicians, Statisticians

and Engineering and related Professionals; Computing Professionals; Architects, Engineers, and
Science Professionals related Professionals 21
Life Science and Health
Professionals Health Professionals (except nursing); Nursing and Midwifery Professionals. 22
College, University, and Higher Education Teaching Professionals; Secondary
Education Teaching Professionals; Primary and Pre-Primary Education Teaching
Professionals; Special Education Teaching Professionals; Other Teaching
Teaching Professionals Professionals. 23
Business Professionals; Legal Professionals; Archivists, Librarians, and related
Information Professionals; Social Science and related Professionals; Writers
Other Professionals and Creative or Performing Artists; Religious Professionals 24
Physical and Physical and Engineering Science Technicians; Computer Associate
Engineering Science Professionals; Optical and Electronic Equipment Operators; Ship and Aircraft
Associate Professionals Controllers and Technicians; Safety and Quality Inspectors. 31
Life Science Technicians and Related Associate Professionals; Modern Health
Life Science and Health Associate Professionals (except Nursing); Nursing and Midwifery Associate
Associate Professionals Professionals; Traditional Medicine Practitioners and Faith Healers. 32
Primary Education Teaching Associate Professionals; Pre-Primary Education
Teaching Associate Teaching Associate Professionals; Special Education Teaching Associate
Professionals Professionals; Other Teaching Associate Professionals 33
Finance and Sales Associate Professionals; Business Services Agents and
Trade Brokers; Administrative Associate Professionals; Customs, Tax and
related Government Associate Professionals; Police Inspectors and Detectives;
Other Associate Social Work Associate Professionals; Artistic, Entertainment and Sports
Professionals Associate Professionals; Religious Associate Professionals 34
Secretaries and Keyboard-Operating Clerks; Numerical Clerks; Material-
Recording and Transport Clerks; Library, Mail, and Related Clerks; Other Office
Office Clerks Clerks 41
Customer Service
Clerks Cashiers, Tellers, and related Clerks; Client Information Clerks 42
Travel Attendants and Related Workers; Housekeeping and Restaurant Service
Workers; Personal Care and related Workers; Other Professional Services
Personal and Protective Workers; Astrologers, Fortune-tellers and related Workers; Protective Services
Services Workers Workers 51
Models, Salespersons Fashion and other Models; Shop Salespersons and Demonstrators; Stall and
and Demonstrators Market Salespersons 52

Market-Oriented Skilled Market Gardeners and Crop Growers; Market-Oriented Animal Producers and
Agricultural and Fishery Related Workers; Market-Oriented Crop and Animal Producers; Forestry and
Workers Related Workers; Fishery Workers, Hunters and Trappers 61
Subsistence Agricultural
and Fishery Workers Subsistence Agricultural and Fishery Workers 62
Extraction and Building Miners, Shot-firers, Stone Cutters and Carvers; Building Frame and Related
Trades Workers Trades; Building Finishers and Related Trades Workers 71
Metal Molders, Welders, Sheet-Metal Workers, Structural-Metal Preparers, and
Metal, Machinery and Related Trades Workers; Blacksmiths, Tool-Makers, and Related Trades
Related Trades Workers; Machinery Mechanics and Fitters; Electrical and Electronic Equipment
Workers Mechanics and Fitters 72
Precision, Handicraft, Precision Workers in Metal and Related Materials; Potters, Glass-Makers and
Printing and Related Related Trades Workers; Handicraft Workers in Wood, Textile, Leather and
Trades Workers related Materials; Printing and Related Trades Workers 73
Food Processing and Related Trades Workers; Wood Treaters, Cabinet-Makers,
Other Craft and Related and Related Trades Workers; Textile, Garment, and Related Trades Workers;
Trades Workers Pelt, Leather and Shoemaking Trades Workers 74
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Mining- and Mineral-Processing Plant Operators; Metal-Processing-Plant

Operators; Glass, Ceramics and Related Plant Operators; Wood-Processing- and
Papermaking-Plant Operators; Chemical-Processing-Plant Operators; Power-
Stationary-Plant and Production and Related Plant Operators; Automated-Assembly-Line and
Related Operators Industrial-Robot Operators 81
Metal- and Mineral-Products Machine Operators; Chemical-Products Machine
Operators; Rubber- and Plastics Products Machine Operators; Wood-Products
Machine Operators; Printing-, Binding- and Paper-Products Machine Operators;
Textile-, Fur-, and Leather-Products Machine Operators; Food and Related
Machine Operators and Products Machine Operators; Assemblers; Other Machine Operators and
Assemblers Assemblers. 82
Locomotive-Engine Drivers and Related Workers; Motor-Vehicle Drivers;
Drivers and Mobile- Agricultural and other Mobile Plant Operators; Ship's Deck Crews and Related
Plant Operators Workers. 83
Street Vendors and Related Workers; Shoe Cleaning and Other Street Services
Elementary Occupations; Domestic and Related Helpers, Cleaners, and
Sales and Services Launders; Building Caretakers, Window and Related Cleaners; Messengers,
Elementary Porters, Doorkeepers, and Related Workers; Garbage Collectors and Related
Occupations Laborers 91
Agricultural, Fishery and
Related Laborers Agricultural, Fishery and Related Laborers 92
Labors in Mining,
Construction,
Manufacturing and Mining and Construction Laborers; Manufacturing Laborers; Transport Laborers
Transport and Freight Handlers 93
Armed Forces Armed Forces 01

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Annexes Standard Data Set

Annex 8: Standard Data Set for Registration

BD = if data element is considered as basic bio-data CR = if data element is considered as core
registration data

Part I: Elements to be gathered about Groups of persons of concern (households,

families and cases) (See Section 5.4 – Families, households, and cases –for more information.)

Category of Data Level of Detail/Options Household Case Family

Type of Group Type of grouping (household, family, or
Level 1 Level 2 Level 2
Record case)
Reason for grouping (text) Level 1 Level 2 Level 2
Group number (unique identifier) Level 1 Level 2 Level 2
Date of registration/creation of group
Level 1 Level 2 Level 2
(start date)
Date when group no longer in use (end
Level 2 Level 2 Level 2
date)

Category of Data Level of Detail/Options Household Case Family

Location/Address BD
1 Level 1 Level 3 Level 2
of Group Country CR
First Administrative Unit CR Level 1 Level 3 Level 2
City/Town/Village CR Level 1 Level 3 Level 2
Street Address/Camp CR Level 1
Block/Sector/Plot-Hut CR Level 1
1
For households, exact address is required. For other groups, this refers to the location of the person(s) who are
recognized as the representatives for the group.

Category of Data Level of Detail/Options Household Case Family

Group Members Household Representative – Male: BD
Level 1 Level 2
Name* CR
Household Representative – Female: BD
Level 1 Level 2
Name* CR
Principle Applicant/Concerned
Level 3
Individual: Name* BD
Group Members – Names* CR Level 2 Level 3 Level 2
Individual Registration Numbers (if
Level 2 Level 3 Level 2
registered)*
Relationship to Head(s) or Principle
Level 2 Level 3 Level 2
Applicant* CR
Roles within Group (if different) Level 2 Level 3 Level 2
Names of Family Members Not Present Level 3 Level 3
DOB of Members not Present (if
Level 3 Level 3
known)
Location/Address of Members no
Level 3 Level 3
Present (if known)
Persons not of concern, but living in
Level 2
same household

Category of Data Level of Detail/Options Household Case Family

2
Group Composition Total Group Size BD Level 1 Calculated Calculated
Breakdown by age cohort (0 - 4, 5 -17,
Level 1 Calculated Calculated
18 – 59, 60 and over)
Breakdown by sex (number of males,
Level 1 Calculated Calculated
number of females)
Breakdown by sex/age cohort Level 1 Calculated Calculated

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Annexes Standard Data Set

2
This information is only gathered in Level 1 registration, and only for households. At higher levels of registration it is
calculated from the individual registration information (date of birth and sex) collected for the members of the household,
case, or family.

Category of Data Level of Detail/Options Household Case Family

Property Type (Housing or Land) Level 3
Location (what is the level of detail?) Level 3
Status (standard categories) Level 3
Condition (standard categories) Level 3
Related documents Level 3
Registered owner Level 3

Part II: Elements to be gathered about Individuals of Concern – Basic Personal Data

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

BD Household
Name Legally recognized name CR Reps All persons All persons
Name commonly used All persons All persons
Maiden name (for women) If applicable
Other names (alias, nicknames, other
names ) If applicable

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Registration Token
Numbers Individual registration number CR numbers All persons All persons
At group
Family and household numbers level All persons All persons
Case numbers or other groups As applicable

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

BD At group
Sex Male or female CR level All persons All persons
BD At group
Date of Birth Year/Age* CR level All persons All persons
BD
Month CR If available All persons
BD
Day CR If available All persons
BD
Place of Birth Country of Birth CR
City/Town/Village CR
Birth registration information If applicable If applicable
Marital Status UNHCR standard categories CR All persons
Date (if changed during registration life
span) All persons
Date of Death Year / Month / Day CR If applicable If applicable

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Special Needs Standard special needs categories CR As applicable
Locally defined categories

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Annexes Standard Data Set

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

BD
Current Location Country CR All persons All persons
BD
First Administrative Unit CR All persons All persons
BD
Second Administrative Unit CR All persons All persons
BD
City/Town/Village CR As applicable As applicable
Street Address/Camp CR (Camp) As applicable As applicable
as
Block/Sector/Postal Code CR applicable All persons As applicable
as
Plot/Hut/House Numbers CR applicable All persons All persons

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Date/Means of Group
Arrival Date of arrival in location of asylum CR level All persons All persons
Place of entry RSD
Countries transited/port of entry RSD
Means of transport RSD

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Place of
Origin/Home Group
Country Country CR level All persons All persons
Group
First Administrative Unit CR level All persons All persons
City/Town/Village CR All persons All persons
Street Address CR RSD
Citizenship Household
Reps and
BD others if
Sometimes referred to as “nationality” CR different All persons

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

BD Special
Photograph Date taken CR cases All persons
Biometric Reason for recording biometric If needed
Date taken If needed
Signature Permission to share information All adults As applicable
Agreement to terms of durable solution As applicable As applicable
Existing Personal Document type CR All persons
Documents Document number CR All persons
Document place of issuance CR As applicable
Document validity period CR As applicable
Comments field As applicable

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Religion Standard UNHCR categories CR
Ethnic Origins CR
Occupation/skills Standard categories CR All persons
UNHCR/ILO agreed categories As applicable
Recent employment history RSD

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Annexes Standard Data Set

Job titles RSD

Educational Level UNHCR standard categories CR All persons All persons
Degrees earned As applicable
Language Languages known to individual CR All persons
Skill level All persons

Part III - Elements to be gathered about Individuals of Concern – Family Member Data

Category of Data Level of Detail/Options Core Level 1 Level 2 Level 3

Family members Father - Name CR All persons
Mother - Name CR All persons
Spouse - Name CR All persons
Families and households of which
individual is a member All persons All persons
Accompanying household members -
Name (at time of registration) All persons All persons
Family members still in country of origin As applicable
- Name (at time of registration)
Family members outside country of
origin - Name (at time of registration) As applicable

Part IV - Elements to be gathered about Individuals of Concern – Registration and

Status

Category of Data Level of Detail/Options Core Level 1 Level 2 Level 3

Current
Registration
Record Status UNHCR standard categories group level All persons All persons
Date of
Registration Initial Registration: Year / Month / Day CR group level All persons All persons
Latest update/verification: Year / Month
/ Day All persons All persons
Type of UNHCR standard registration
Registration categories group level All persons All persons
Registering party/entity group level All persons All persons
Quality of registration against standards group level If applicable If applicable
Type of Person of
Concern UNHCR standard categories CR group level All persons All persons
Date of validity of status group level All persons All persons
Reasons for Flight UNHCR standard categories
Narrative Text RSD
Refugee
Determination
Status RSD Status Standard Categories RSD
Year (Date) of Prima Facie
Determination As applicable
Year (Date) of Individual Determination RSD
Legal Basis For
Status UNHCR standard categories As applicable
Comment if necessary As applicable
Preference for
Interviewer Male or Female As applicable As applicable

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Part V - Elements to be gathered about Individuals of Concern – Durable Solutions

Information

Category of Data Level of Detail/Options Level 1 Level 2 Level 3

Status for
Voluntary
Repatriation Current Voluntary Rep Status Vol Rep
Date of Application for Return Vol Rep
Reasons for Return/Non-Return Vol Rep
Place of Intended
Return Country if applicable
First admin unit if applicable
City / Town / Village if applicable
Street Address if applicable
Date of Intended
Return Day / Month / Year Vol Rep
Place of Actual
Return Country Vol Rep
First Administrative Unit Vol Rep
City / Town / Village Vol Rep
Street Address Vol Rep
Date of Actual
Return Day / Month / Year Vol Rep
Place of Intended
Local Settlement Country Local Settlement
First admin unit Local Settlement
City / Town / Village Local Settlement
Street Address Local Settlement
Place of Actual
Local Settlement Country Local Settlement
First admin unit Local Settlement
City / Town / Village Local Settlement
Street Address Local Settlement
Resettlement Standard criteria as per Annual
Criteria Statistics If applicable
Resettlement
Status Current Resettlement Status If applicable
Applied to (Country, Date) Resettlement
Accepted to (Country, Date) Resettlement
Departed to (Country, Date) Resettlement

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HANDBOOK FOR REGISTRATION Annex 9
Annexes Sample Protocol/Agreement

Annex 9: Sample Protocol for Registration Activities

[PROTOCOL OF AGREEMENT
or
MEMORANDUM OF UNDERSTANDING]1

On the organization of a registration operation for refugees and asylum seekers in

[name of country]

Between

The Government of ….. and the Office of the United Nations High Commissioner for
Refugees

The Government of [name of country] (hereinafter referred to as “the Government”)

on the one hand and the Office of the United Nations High Commissioner for
Refugees (hereinafter referred to as “UNHCR”) on the other hand, hereinafter jointly
referred to as the Parties;

Considering the Convention Relating to the Status of Refugees of 28 July 1951, in

particular the provisions of Article 27;

Considering the OAU Convention of 10 September 1969 governing matters pertaining

to refugees in Africa, and in particular the provisions of Article VIII;2

Recalling Conclusion 91 (LII) of the Executive Committee of the High

Commissioner’s Programme on the registration of refugees and asylum seekers of 5
October 2001;

Noting that the registration of refugees and asylum seekers forms an integral part of
the mandate of UNHCR;

Considering the Law ….. of ….. granting status to refugees in [name of country];3

Mindful of the need to make available to the Government and to UNHCR reliable
statistical data to enhance the management of the refugee situation;

Have agreed as follows:

Article 1

1
The name and type of agreement will depend on the situation; use a name appropriate for the
particular context.
2
This paragraph should only be included in agreements with governments of African States.
3
It is UN Secretariat practice not to refer to any national laws in its agreements about which we do not
know and which may change without our knowledge. When including this paragraph pay attention to
the period for which the memorandum or agreement should be considered as valid.

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1.1 In order to proceed with the issuance of identity documents to refugees and
asylum seekers, the Parties have decided to work in close collaboration to ensure the
success of the operation.

1.2 The Registration Form [(Annex 1)], the Refugee Family Card [(Annexes 2a
and 2)], the Asylum-Seeker Family Card [(Annex 3)] and the Individual Identity Card
[(Annex 4a and 4b)], will conform to the samples attached to the present [name of
agreement].

Article 2

The Registration Form [(see Annex 1)] should contain the following information:

- the identity of family members of the refugee or asylum seeker;

- their respective places of origin and residence;
- the dates on which they entered [name of country];
- the main occupation of each member of the family;
- the type(s) of document(s) in the possession of the family.

Article 3

The Individual Identity Card corresponding to [Annex 4] of the present [name of

agreement] may be issued only to refugees. It confers the right [to remain and the
right to work]4 and is valid for a renewable period of [two years].5

Article 4

A Joint Technical Committee (JTC) consisting of experts designated by the Parties

shall be established to oversee the implementation of the operation.

Article 5

The responsibilities of the JTC are as follows:

- organization of information and sensitization campaigns targeting the

population of concern;
- training of trainers and any temporary personnel;
- the design of a registration strategy and methodology, including overall
guidance for the registration operation;

4
Whenever possible or prudent, make specific reference to rights or privileges associated with the
identity documents. See Chapter 19 of the UNHCR Handbook for Registration (Provisional Release,
September 2003) for more information.
5
Whenever possible, the length of validity of the identity documents should be specified. See Section
19.3 of the UNHCR Handbook for Registration for more information on managing expiration and
renewal of documents.

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- monitoring the issuance of identity documents to refugees and asylum seekers;

- taking of photographs and specimen signatures of refugees and asylum
seekers; and
- data entry.

Article 6

6.1 For logistical and security reasons, UNHCR will provide technical support for
the production of Refugee Identity Cards.

6.2 Refugee Identity Cards will be issued by the Government.

Article 7

The Government shall undertake to distribute samples of the documents described

under Article 1 of the present [name of agreement] to the competent local authorities,
and ensure that both the central and regional civil and military authorities are fully
informed of the rights and obligations pertaining to the Refugee Identity Card.

Article 8

The Convention and Privileges of the United Nations of 13 February 1946 to which
[name of the State] became a party on [date] is fully applicable to the present [name of
agreement] [as well as (insert reference to UNHCR Co-operation Agreement, if
applicable)].6

The Convention shall also apply to persons performing services on behalf of UNHCR
under the present [name of agreement].

Article 9

9.1 UNHCR undertakes to provide logistical support to the implementation of the

operation through the contribution of the necessary equipment and supplies subject to
availability of funds.7

9.2 UNHCR will also provide training to and cover the cost of salaries for the
clerical personnel of the Government engaged in data collection. The number of
persons benefiting there from requires UNHCR’s prior approval.8

6
The regularly updated Annex to IOM/FOM/25/2003 of 17 March 2003 contains this information.
7
This restriction is absolutely necessary, in particular since the “necessary equipment and supplies” is
nowhere defined.
8
This restriction is absolutely necessary in order to control the costs of each individual operation
conducted under such an agreement/MOU.

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9.2 UNHCR shall assume responsibility for the protection, analysis and daily
management of the database compiled in the course of the operation. UNHCR shall
share statistical data with the Government.

Article 10

The Parties hereby undertake to protect the data gathered during the course of the
operation, in accordance with the guidelines on confidentiality of information relating
to refugees and asylum seekers.9 They further undertake not to share the information
on registered persons with any third party.

Article 11

All consumable and non-consumable goods used in the operation shall remain the
property of UNHCR, unless UNHCR decides otherwise. In this case, the transfer of
ownership shall be in accordance with the established UNHCR rules and procedures
governing the transfer of assets.

Article 12

Any dispute relating to the interpretation or the application of the present [name of
agreement] shall be resolved on an amicable basis. If no amicable solution can be
found, the dispute shall be submitted to arbitration.

Article 13

The present [name of agreement] enters into effect on the date of signature by the
parties.

Signed in two originals.

For UNHCR For the Government of …

Place: Place:

Date: Date:

9
UNHCR Confidentiality Guidelines on the Sharing of Information on Individual Cases were issued
under cover of memorandum IOM/71/2001-FOM/68/2001 of 24 August 2001. These are internal
guidelines for UNHCR staff.

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HANDBOOK FOR REGISTRATION Annex 10(a)
Annexes Sample SOPs for Reception

Annex 10(a): Sample Standard Operating Procedures for Reception

Office Ruritania: Reception SOP
Version Information
Last modified on 29 April 2003
Prepared By A. Mister, Protection Officer

1 Applicable Standards
ƒ UNHCR Handbook for Registration (2003)
ƒ UNHCR Procedural Standards for Mandate RSD (2003)
ƒ UNHCR SGVB: Guidelines for Prevention and Response (2003)
ƒ UNHCR Resettlement Handbook (1997, revised 2002)
ƒ UNHCR Security Awareness Aide Mémoire (1995)
ƒ UNHCR Code of Conduct
ƒ [complete with other standards as appropriate]

2 Reception Hours and Processing Schedule

Reception of applicants takes place between 9:00am and 12:30pm and 2:00pm and 4:30 pm according to the
schedule below. Reception should start no later than 9:00am. Two interpreters should be on duty at the reception
from 9:00 a.m., under the supervision of a UNHCR staff member.
Reception Services Mon Tues Wed Thurs Fri
AM PM AM PM AM PM AM PM AM PM
Reception - New Refugee Applicants - - X X - - X X X X
Registration - New Refugee Applicants - - X X - - X X X X
RSD Interview X X X X - - X X X X
RSD – Family Unity Interview X X X X - - X X X X
RC Collection/Orientation - - - - - - X X X X
Protection Counseling* X X - - - - - - - -
Resettlement Interview X X X X X X X X X X
Voluntary repatriation Interview - - - - - X X - -
Exit clearance X - X - X - X - X
Medical Bills - - - - - - - X - -
Departure Grants* - - - X - - - - - X
* 1 for emergency cases & cases with exceptionally booked appointments on other days will be admitted

3 Reception Setup and Personnel Duties

The reception windows are supported by two PC workstations one of which will be fully dedicated to scheduling
purposes and the other will be used for reception functions [e.g. verification of individual identities, responding to
queries, initial registration, etc.] according to the above schedule.
The reception is supported by 3 telephones of which 2 are located behind the front windows with the receptionist
and the scheduler and one is located behind the partition. Refugee calls directly diverted by the switchboard will
only be received on the telephone set located behind the partition. This is to ensure dignified and orderly service of
refugees at the window.
The Community Services Assistant is designated as the ‘Receptionist’ and is responsible for the day to day activities
at the reception. The Receptionist is to be assisted by refugee interpreters. The receptionist should attend to all
queries at the reception personally. Refugee interpreters may assist in basic phone and in-person counselling
functions.
The Registration Clerk (the ‘Scheduler’) is assigned the responsibilities for maintaining the schedule of all
appointments for refugees and others persons of concern. The Clerk also assists the Receptionist in attending to
refugee queries at the reception.
In the absence of the receptionist, the ‘scheduler’ is the designated backup who should supervise the reception.
Refugee interpreters should never be left in charge of the reception desk without proper supervision.
On Mondays, a protection staff member is designated to be on-duty for "reception-counselling". All other

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protection staff will support the staff member on duty in this major task. The schedule for duty protection staff is
prepared by the receptionist on a rotational basis and circulated three months in advance. Difficulties in securing the
presence of the staff member on duty should be referred to the Deputy Representative (Protection).

4 Admission to the premises

4.1 Persons of concern with fixed appointments
The following categories of persons with fixed appointments will be admitted to the premises as scheduled:
ƒ refugee applicants with an RSD appointment
ƒ refugees with a durable solution appointment
ƒ refugees with a documentation appointment [to collect refugee certificate]
ƒ new asylum applicants with registration appointment

4.2 Persons of concern without appointments (walk-ins)

Persons without appointments will normally be seen only on Mondays. However, the following categories of
persons will also be admitted to the reception area other days of week during opening hours:
ƒ Pre-registration: first contact with persons who are new asylum applicants.
ƒ Exit clearance: Persons holding plane tickets, travel itinerary, transit pass &/or letters from embassies
attesting their departures
ƒ Referrals: Persons holding referral letters/slips from implementing partners or other government authorities

In addition, persons with serious legal or protection problems requiring emergency intervention will be brought to
the attention of UNHCR receptionist by the guards as per standing OCM instructions. The receptionist or a
protection staff member will immediately meet such persons at the security window. The receptionist will record
the basic facts of the problem and transmit them to protection staff who will decide how the case should be handled.

5 Processing persons at reception

5.1 Preparing for the Interview:
The scheduler should:
ƒ Review the schedule one day in advance;
ƒ Ensure that appropriate interpreters are available as scheduled;
ƒ In case of appointments booked by the phone notify the guards on the day of the interview (as the persons
concerned will not have appointment slips to show to the guards for admission to the reception area).

The filing clerk should:

ƒ Print the interview schedule one day in advance;
ƒ Prepare the physical files one day in advance;
ƒ Place relevant files in interviewers’ in trays on the day of the scheduled interview.

All interviewers should:

ƒ Check their interview schedules in the morning (no interview schedules will be circulated by the filing
clerks/receptionist.)

5.2 Receiving persons for fixed appointments:

On the day of the scheduled interview, persons of concern will be admitted to the reception area after being checked
by metal detector by the guards according to the UNHCR security guidelines. Those individuals listed as ‘specific
security cases’ will be frisked prior to their admission.
Upon admission to the reception area:
The Scheduler will verify that the person is indeed scheduled for that day and that the interview will take place as
scheduled, i.e. no rescheduling, no reallocation of case to another interviewer is needed.
In case of rescheduling or to re-allocation to a different interviewer, the scheduler/concerned legal officer will
ensure that the case record is updated to reflect the reallocation of the case to the new interviewer.

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ƒ The Scheduler will mark the appointment as ‘show’ on schedule.

ƒ The Scheduler will take the appointment slip from the person of concern and will give person of concern a
token.
ƒ The Scheduler will pass the appointment slip to the filing clerk. The filing clerk will check it and will notify
the interviewer that the person of concern has arrived.
ƒ The person of concern will then exit the reception area, and give the token to the guards.
ƒ The guards will frisk the person of concern in line with UNHCR security guidelines, take the token, and admit
person of concern to the waiting area of the premises through the rotating door.
5.3 Recording ‘no show’ for appointments
In case of Persons of concern not showing up for the interview as scheduled,
ƒ The scheduler will mark the person of concern as ‘No Show’ on the schedule.
ƒ In the end of the day, the protection secretary will draft appropriate letters if required [e.g. ‘No Show’ for
RSD Appeal].
ƒ The interviewer will write on the ‘File Action Sheet’ that person of concern as a ‘No Show’ for the interview
ƒ The interviewer will put the labeled physical file in the out tray for the action of the filing clerk.
ƒ The protection secretary will collect all ‘No Show’ case files and pass them on to the filing clerk who would
return them back to cabinet as appropriate.
5.4 Receiving Persons of concern without scheduled appointments (walk-ins)
On Mondays, the office will receive refugees and asylum seekers on a walk-in basis for protection counselling. A
Protection Officer will be at the reception window in order to provide protection counselling to persons of concern.
Counselling may entail scheduling appointments on ad-hoc basis with the relevant units.
Persons of concern seeking protection counselling on Mondays will be:
ƒ Will be checked by the guards in line with UNHCR security guidelines [cases listed as ‘specific security cases’
will be subject to frisking by the guards];
ƒ Admitted to the reception in an orderly manner in groups of 10 to avoid overcrowding the limited space of the
reception area
ƒ Given tokens to allow attending to them in an orderly manner by the protection officer at the window.

6 Appointment Scheduling
The Schedule is in charge of booking all the appointments and logging them into the schedule. Before scheduling
an interview appointment, the scheduler must check the availability of appropriate staff members. Interview
schedules should take into consideration leave plans, scheduled meetings, and overall workload of each interviewer.
All newly recognised cases should be scheduled for orientation and collection of refugee certificate on Thursdays.

Scheduling interviews for RSD First Instance and RSD Family Unity should take place on Tuesdays, Thursdays, and
Fridays.
Persons of concern identified as potential resettlement cases will be scheduled for Resettlement interviews by the
resettlement clerk and will be notified by letter or telephone of the interview date.

The scheduler gives a copy of the appointment record to the person of concern, showing the date, time and reason
for the appointment.

7 Exiting the office

Following the interview, the interviewer should escort the person of concern to the waiting area and ensure that the
person of concern exited the office premises through the back door. In case there is further action to be taken after
the interview [e.g. under consideration letter given to person of concern], the person who last handles the case
should ensure that the person of concern exited the office premises.

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8 Intervention of Security Focal Point

Any person of concern that poses a security threat to UNHCR premises, UNHCR staff members, UNHCR
interpreters, other persons of concern, or him/herself, should be immediately brought to the attention of the security
focal point. The protection staff member should provide the security focal point with background information on
the case and circumstances leading to the incident. The security focal point will then take full responsibility of
action in accordance with UNHCR security guidelines.

Duties of the ‘Receptionist’

The receptionist’s primary duties are:
1. Early identification and appropriate referral of vulnerable/emergency cases
2. Pre-registration and counseling of new asylum applicants on application procedures
3. Registration of new asylum applicants and receiving registration form and attachments
4. Supervise efficient admission to office premises of individuals with interview appointments
5. Logging in contacts of asylum seekers and refugees who approach the office without pre-booked interview
appointment & ensuring referral to appropriate staff
6. Overall supervision of the refugee interpreters in order to ensure their adherence to standard operating
procedures
7. Providing regular, timely and accurate statistical reports as required
8. Supervising the scheduler

Duties of the ‘Scheduler’

The Scheduler’s primary responsibility lies in:
1. Scheduling interview appointments
2. Checking the availability of interviewers and keeping track of scheduled leave and meetings for each
interviewer to avoid erroneous scheduling of persons of concern
3. Ensuring efficient admission to premises of individuals with interview appointments
4. Verifying the interview appointment information before giving a token clearing the admission of a refugee into
the premises
5. Ensuring timely conveying of appointment slips to interviewers
6. Regular update of ‘show’, ‘no show’, ‘rescheduled’ or ‘cancelled’ in file records
7. Providing regular, timely and accurate statistical reports as required
8. Day to day supervision of routine duties of interpreters

Duties of ‘Refugee Interpreters’

The role of refugee interpreters at the reception is limited to:
1. Interpretation of interviews and other contacts with persons of concern
2. Translation of refugee documents
3. Photocopying refugee documents
4. Delivering written messages b/w the reception and eligibility & durable solutions units
5. Conveying appointment slips to interviewers and notifying interviewers of arrival of Persons of concern
6. In general, the role of interpreters in receiving refugee phone calls for protection queries, is limited to noting a
summary of the telephone query and consulting with the receptionist and then relaying a translation of the reply
to the Persons of concern on the phone.
7. A senior refugee interpreter is in charge of receiving refugee calls and providing immediate replies for Persons
of concern regarding the following queries:
- Address/Telephone number of implementing partners
- Bank payment dates
- Office reception schedule

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HANDBOOK FOR REGISTRATION Annex 10(b)
Annexes Sample SOPs for Registration

Annex 10(b): Sample Standard Operating Procedures for Registration

Registration SOPs for Branch Office Ruritania
Version Information
Last modified on 29 April 2003
Prepared By A. Madame, Programme Officer

1 Registration Hours
Asylum seekers approaching HCR for the first time seeking application for refugee status will be received on
Tuesday, Wednesday and Thursday at the following hours: 8:00am to 11:00am as per the reception schedule.
The following categories of cases could be exceptionally registered out of the a/m schedule:
1. Detention cases
2. Stowaway cases
3. Urgent special protection or assistance needs

2 Procedure of Registration of Asylum Seekers

This registration procedure is to be followed in case of ‘regular’ registration. Detention, stowaway and special cases
should be tackled differently [relevant section of SOP is yet to be developed]. The registration of asylum seekers
approaching HCR for the first time seeking application for refugee status will take place as follows:

2.1 Pre-Registration Preparation

On the prior day:
The Staging Manager:
a. Prepares the tokens for managing registration flows;
b. Photocopies registration forms;
c. Prepares physical files;
d. Ensures that there is enough photocopy paper and other needed stationary in the staging area.
The Receptionist:
a. Photocopies the next day schedule.
2.2 Reception and Application/Registration Form Completion
Asylum seekers approaching HCR for the first time are received during registration hours on the specified
registration days.
The front desk admits asylum seekers to the reception area in an orderly manner, and each asylum seeker is given a
numbered, two-part token (each nationality/language group in a separate running series);
The receptionist calls asylum seekers in groups of 25-30 based on their different language groups, and in the order
of their arrival token number, for briefing on: UNHCR mandate and asylum application procedures, emphasizing;
x That all UNHCR services are free of charge;
x The procedure of individual registration;
x The right to individual registration interviews;
x The significance of the asylum seeker certificate;
x The use of registration numbers in all future correspondence with UNHCR.

The receptionist then distributes an RSD Application Form to all asylum seekers - 1 form per individual including
minor dependants. All applicants and dependants are expected to be present for registration unless there is a valid
reason to register declared dependants in absentia such as 1 day old child, 9 months pregnant wife, or seriously ill
family members.
As early as possible in the reception process, the receptionist identifies vulnerable persons, brings them to the
attention of the registration clerks for immediate registration and referral. Such cases are also brought to the
attention of the ‘RSD Supervisor’ for appropriate handling.
Asylum seekers are divided into three categories:
a. Asylum seekers who are able to fill the forms on their own: this category is given time to do so at the reception
area.

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b. Asylum seekers who request assistance with filling in of the forms: This category is asked to give the first part
of their token, remain seated in the reception area waiting for their turn according to the numbers on the tokens
handed out upon arrival to be called in for assistance to fill the form by UNHCR interpreters.
c. Applicants with special protection needs: This category are given immediate priority in registration, and
referred to a protection officer.
The receptionist collects completed application forms and the first part of the token in the order of their completion,
staples the application form and the first part of token together, and passes them on to the staging manager in the
waiting area of the registration centre.

2.3 Registration
The staging manager:
a. Reviews the application forms in batches of ten, checks that all data fields are filled in properly, ensures that
dependants listed on the forms are indeed dependants accompanying the asylum applicant, ensures that attached
documents are as indicated on the form.
b. Calls asylum seekers by the token number in the order of received application forms. Ten applicants are called
at a time.
c. Admits 2 applicants (with their dependants if applicable) at a time to the registration room.
d. Photocopies all relevant documents provided by the asylum seekers, if any, and gives the originals and
photocopies back to the asylum seekers.

The registration clerks:

a. Register each application in the database and allocate a case number to it.
b. Capture a photo for each registered individual.
c. Prepare the appropriate letter (at a minimum the UNHCR Asylum Seeker Certificate) for each registered
individual.
d. Book an appointment on the shared excel sheet referring to registration or case numbers.
e. Prepare an appointment card for each.
f. Gives the stamped Certificate and the appointment card to the asylum seeker.

Note on Registration of Absent Dependants: Applicant should be advised that s/he will be registered on the spot,
but that dependants declared as absent will have to come for registration on the next registration day unless they are
absent for valid reasons noted above. The registration clerk registers the applicant in the database but not the absent
dependants. Asylum Seeker Certificates are printed for the present persons only, and a note is made on the
registration form. When the dependants present themselves for registration, they are registered individually but as
part of the same family, case or household.

The staging manager:

a. Ensures exit of the registered asylum applicants and their dependants;
b. Calls the next applicants for staging.

3 Filing
At the closure of each registration day, the Staging Manager and the Receptionist:
a. File all registered applications in individual files.
b. Transfer all physical files to the filing cabinets in the main office.
c. Update the filing cabinet drawer’s labels as appropriate.

4 Registration Reports/Statistics
Daily Reports/Statistics: At the closure of each registration day, the Registration clerks:
a. Run validation reports to check the registration data of the day;
b. Run the Daily Registration Statistics by Ethnic Origin report, broken down by demographic profile.
c. Run Daily Registrar report.

Weekly Statistics: On Fridays, the Registration clerks:

a. Run the Weekly Registration Statistics report;
b. Circulate the report to all concerned staff and HQ.

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HANDBOOK FOR REGISTRATION Annex 11(a)
Annexes Sample Announcement – General Information

Annex 11(a): Sample Announcement for General Information

INFORMATION FOR REFUGEES ON UNHCR REGISTRATION

This notice on registration aims to inform refugees about how UNHCR assists refugees and
asylum seekers through registration.

WHAT IS REGISTRATION?
- Registration is a process of recording, verifying and constantly updating information on
persons identified to be refugees or otherwise of concern to UNHCR.
- Registration aims to protecting refugees, identifying and implementing durable solutions
for them.
- Registration is conducted by States (governments) and/or UNHCR in conjunction with
competent partners and in full consultation with the refugees
- Registration must fully respect the confidential nature of the relationship between the
protecting agent (government or UNHCR) and the refugees

WHY SHOULD I BE REGISTERED?

Being registered and documented as an asylum seeker or refugee allows UNHCR and
governments to protect you. To properly provide this protection, registration information about
you and your family needs to be accurate and up to date. The documents provided to you as a
result of registration protect you from being forcibly returned to your country of origin or prevent
you from being arrested or detained for no reason. Registration allows you to access UNHCR
and other services that are critical to your well being. It can also help separated children and
missing persons to be re-united with their families.
If your family status has changed (married, divorced, newborn, death, etc.) you should inform
UNHCR about this as soon as possible.

WHAT DO I HAVE TO BRING TO GET REGISTERED?


¾ When you are called, bring all your family members residing with you
¾ Bring all documents relating to you and your family members
¾ OPTIONAL Bring food and water for you and your family members

REGISTRATION AND FRAUD!

¾ All UNHCR services, information and documents are free.

¾ Any individual who offers to register refugees in return for money or other forms of
compensation is committing fraud and is breaking the law.
¾ Only refugees and asylum seekers can be registered by UNHCR.
¾ Misrepresenting facts about family links during an interview is a form of fraud and may
prevent you from being assisted by UNHCR.
¾ Any individual found misrepresenting UNHCR, or a government authority, selling identity
documents, ration cards or producing fraudulent documents will be reported to the authorities
and will be dealt with according to the full force of the law.

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Annexes Sample Announcement – Registration Activities

Annex 11(b): Sample Announcement for Registration Activities

REGISTRATION WITH UNHCR 1 June 2003

UNHCR wishes to announce that as of 21 June 2003 it will conduct regular registration
activities and the continual verification of already gathered information about persons of
concern. The purpose of these activities to collect and verify information about you and your
family members in order to provide you and your family with identity cards and so that you may
be known as a person of concern to UNHCR. As part of this process we will be collecting
photographs of all your family members.
WHY SHOULD I BE REGISTERED?
Being registered and documented as an asylum seeker or refugee allows UNHCR and
Governments to protect you. To properly provide this protection, registration information about
you and your family needs to be accurate and up to date. The documents provided to you as a
result of registration can protect you from being forcibly returned to your country of origin or
prevent you from being arrested or detained for no reason. Registration allows you to access
UNHCR and other services that are critical to your well being. It can also help separated
children and missing persons to be re-united with their families.
WHAT DO I HAVE TO BRING TO BE REGISTERED?
On the appropriate day, please bring all your family members residing with you. Bring all your
documents relating to you and your family members. Bring food and water for you and your
family members.
INTERVIEWS & PHOTOGRAPHS
A registration officer will ask questions about you and you family members. You and you
family members should be prepared to provide clear and prompt information about your name,
your date of birth and the relationships to other family members.
In order to have a record of what you look like UNHCR will take a photograph of you and your
family members. UNHCR asks that you do not wear any jewellery or make up during the
registration day. UNHCR will also ask you to remove any head coverings when the photo is
taken.
As part of verifying current registration information, you and your family may be visited at your
residence by a registration officer. Please respond any questions that you may be asked
about your name, your address, your country of origin, your date of birth, your relationship to
the other members of your family, or other questions related to registration information that you
may have already provided to UNHCR.
REGISTRATION AND FRAUD!
¾ All UNHCR services, information and documents are free.
¾ Any individual who offers to register refugees in return for money or other form of
compensation is committing fraud and is breaking the law.
¾ Only refugees and asylum seekers can be registered by UNHCR.
¾ Misrepresenting facts about family links during an interview is a form of fraud and may
prevent you from being assisted by UNHCR.
¾ Any individual found misrepresenting UNHCR or a government authority, selling identity
documents, ration cards or producing fraudulent documents will be reported to the
authorities and will be dealt with according to the law.

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HANDBOOK FOR REGISTRATION Annex 12
Annexes Sample Referral Form for Special Needs

UNHCR REFERRAL FOR ASSISTANCE

1. Services Requested For:

MEDICAL COUNSELLING EDUCATION TRANSPORT

PROTECTION OTHER

2. Referred by (please print name in full) Title

Signature________________ Date:__________ Time:_________

3. Section & Officer Responsible for Follow-up Action:

4. Name of Refugee (or Person of Concern)

Date of Birth UNHCR No. Gender Nationality

5. Names of Accompanying Persons

1._________________________ 6._________________________
2._________________________ 7._________________________
3._________________________ 8._________________________
4._________________________ 9._________________________
5._________________________

6. Reason for Referral (please give details)

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HANDBOOK FOR REGISTRATION Annex 13(a)
Annexes Sample Refugee Identity Card

Govt. Coat of arms or State flag should Use a smaller font for static titles. Variable Issuing Authority: Heading should appear
conform to national standards data should appear in larger, bold, in the language and script of the country of
uppercase typeface to facilitate visibility. asylum. (Script used here is fictitious).

The Registration number must be unique for Since refugee protection through ID
each individual registered. For specific documentation remains the ultimate
instructions on individual numbering, please responsibility of the State, the UNHCR logo
see section 14.4 of this Handbook. is not usually required. In offices where
UNHCR plays a major role in ID card
issuance, the logo can be used. Note that
Name order should be standardized. UNHCR enforces strict regulations
regarding the format of its logo.
Use the standard date format.
This photo was taken during actual
Issuance date is optional. registration activities using a simple web
cam. Ensuring good lighting, close camera
Operations should carefully consider the proximity and accurate focus ensures that
inclusion of country of origin information on ID the subject will be recognizable when the
cards. In some countries, authorities may ID card is printed. For specific instructions
compromise the rights of a refugee if this on taking photographs, please see section
information is included. 16 of this Handbook.

Barcodes can assist in helping lookup an Refugee’s signature can be scanned or

individual quickly in a registration database. captured digitally for inclusion on the card.
However, considerable technical capacity is
needed to use them effectively.

Forgery proof, embedded security features

using complex graphics and media such
A clear, direct statement regarding the rights as ultra violet ink (for demonstration
of the refugee under the relevant legal purposes, see the “invisible” UNHCR logo
instruments (national law, 1951 Convention, seen in yellow here) and/or holograms
OAU Convention etc.). Other statements should be standard features of the ID card
may apply depending on the country of
issue.

Expiry date will help ensure that cards have Ministry within the government with the
not fallen into the wrong hands over a designated authority for refugee related
protracted period. This will also provide an affaires.
opportunity to renew photographs and
revalidate existing records as cards expire.

The above Refugee Identity Card should be issued with an explanatory note to the refugee regarding its
use. The following is a text which could be adapted and built upon for this purpose to meet local
requirements:

This Refugee Identity Card is an identity document issued by the authorities of

Ruritania in order to facilitate all administrative formalities in connection with the
protection of refugees and their families while residing in Ruritania.

It is the duty of each person in possession of a Refugee Identity Card to ensure that
proper care is taken of the card and of those issued to accompanying family members.

Any theft or loss of a Refugee Identity Card should be reported in writing to the
following address:

OFFICE OF THE PRESIDENT

MINISTRY OF THE INTERIOR
National Refugee Commissioner
IBORIA – RURITANIA
TEL 9932 93 87 77

In case of departure from Ruritania, this card must be relinquished to the Ministry of Interior at the above
address.

Annex 13(a): Page 1

 HANDBOOK FOR REGISTRATION Annex 13(b)
Annexes UNHCR Asylum Seeker Certificate

UNITED NATIONS NATIONS UNIES

HIGH COMMISSIONER HAUT COMMISSARIAT
FOR REFUGEES POUR LES RÉFUGIÉS
[adresse de la Délégation]
[address of Country Office]

Telephone:
Fax:
E-mail:

Reference number: Date of Issue:

UNHCR ASYLUM SEEKER CERTIFICATE

Name of Applicant: photograph

UNHCR Registration no.:
(with UNHCR stamp)
Date of birth:
Place of birth:
Nationality:
Date of entry in (host country):
Place of entry:

T O WHOM IT MAY CONCERN

This is to certify that the above-named person, national of [insert country of

nationality], is an asylum seeker whose claim for refugee status is being examined by the
United Nations High Commissioner for Refugees. As an asylum seeker, [he/she] is a person
of concern to the United Nations High Commissioner for Refugees, and should be protected
from forcible return to a country where [he/she] would face persecution, pending a final
decision on his or her refugee status. Any assistance accorded to the above-named
individual would be most appreciated.

Questions regarding the information contained in this document may be directed to the
United Nations High Commissioner for Refugees at the address above.

(Signature of designated UNHCR Officer)

This document is valid until: (period of validity not to exceed one year from date of issue)

This document is only valid in the original when bearing official UNHCR stamp.

Annex 13(b): Page 1

 HANDBOOK FOR REGISTRATION Annex 13(c)
Annexes UNHCR Refugee Certificate

UNITED NATIONS NATIONS UNIES

HIGH COMMISSIONER HAUT COMMISSARIAT
FOR REFUGEES POUR LES RÉFUGIÉS
[adresse de la Délégation]
[address of Country Office]

Telephone:
Fax:
E-mail:

Reference number: Date of Issue:

Date of Expiration:

UNHCR REFUGEE CERTIFICATE

Name of Applicant: photograph

UNHCR Registration no.:
(with UNHCR stamp)
Date of birth:
Place of birth:
Nationality:

T O WHOM IT MAY CONCERN

This is to certify that the above-named person has been recognized as a

refugee by the United Nations High Commissioner for Refugees, pursuant to its mandate. As
a refugee, [he/she] should be protected from forcible return to a country where [he/she] would
face persecution. Any assistance accorded to the above-named individual would be most
appreciated.

Questions regarding the information contained in this document may be

directed to the United Nations High Commissioner for Refugees at the address above.

(Signature of designated UNHCR Officer)

This document is only valid in the original when bearing official UNHCR stamp.

Annex 13(c): Page 1

HANDBOOK FOR REGISTRATION Annex 14
Annexes Standard Entitlement Documents

Annex 14: Standard Entitlement Documents

Family Card

This card can be used as a temporary registration and entitlement card.

Ration Card

Plastic family ration card normally used as entitlement card. It has a unique serial number linking
the family to the registration database and the registration form. Can be punched to record distribution
of food and non-food items, or other services.

Annex 14: Page 1

HANDBOOK FOR REGISTRATION Annex 15
Annexes Standard Registration Materials

Annex 15: Standard Registration Materials

STOCKPILE OF STANDARD REGISTRATION MATERIALS
UNHCR HEADQUARTERS, GENEVA
The Population and Geographic Data Section (Division of Operational Support) at Headquarters maintains a stockpile of standard registration materials as specified
in the "UNHCR Handbook for Registration" (Geneva, September 2003) and subsequent guidance on registration by PGDS and Project Profile.

Offices in the field should address their requests for registration materials, preferably by E-mail, to the respective Desk, with copy to the (senior) registration
officer at Headquarters. Field offices in the regions covered by a regional registration officer (such as Central and West Africa, East and Horn of Africa and Great
Lakes) should obtain clearance for their registration strategies and materials prior to contacting Headquarters. Regional stocks of materials may be available.

The request should contain:

- the precise specifications and quantities required (it will be useful to attach the registration plan and/or methodology)
- relevant authorised budget code, sub-projects and sector activity (normally O.22) for the replenishment of the stock including freight costs; and
- shipping (pouching) address and contact person (name / title of responsible admin. or logistics officer in the receiving field office).

Standard items listed in this annex will be shipped immediately upon clearance by the Senior Registration Officer at Headquarters. The Mail & Stationary Unit is
responsible for releasing the registration materials from the UNHCR stockpile in Geneva and for dispatch of goods to field offices. This Unit will notify the
requesting field office of the shipping arrangements and expected date of arrival. It will also copy the Airway Bill to the field office for smooth customs procedures.

All items taken from the stockpile must be replenished immediately. To ensure that the HQ stocks are readily available for field operations, the respective Desk is
responsible for raising Purchase Requests (PR) to the Supply Management Service (SMS).

Materials can normally be released immediately (same day for requests received a.m. and next working day for p.m.) and pouched (small quantities up to 15 kgs) at
regular pouch dates or shipped (large quantities) at earliest convenience depending on air traffic, connections and availability of freight capacity. Official travellers
may be requested by the respective Desks to carry limited amounts of materials as part of their accompanied luggage if other arrangements would take considerably
more time.

Field offices are encouraged to place their orders well ahead of planned registration/verification exercises and to replenish their local stocks as applicable and
needed. Feedback on the field offices' use of these materials is appreciated.

Annex 15: Page 1

HANDBOOK FOR REGISTRATION Annex 15
Annexes Standard Registration Materials

ANNEX 1: LIST OF STANDARD ITEMS AND THEIR BASIC SPECIFICATIONS

Item number
Item Use Unit cost Specifications
in Purreq
Manual counter Facilitates counting of individuals in large flows, 74056 USD 4.00 Metal; 5-digit counting to
at border crossing points, embarkation or max. 99,999 with reset
disembarkation, convoy management etc. function.

Fixing token Facilitates the fixing of a population as refugees. 72070 USD 0.06 Good quality paper; size 90 x
Used at border, transit or reception centers, or for 40 mm, with forge-proof
emergency food distributions etc. pattern, colours as shown in
photograph; with serial
numbers and UNHCR logo

Control sheet Used to capture names of household 72076 USD 0.08 A4 format
representatives when individual registration is not Three self-carbonising copies
feasible and basic demographic refugee data at the Max. number of families: 20
household level.

Corresponds to Level 1 registration as described

in Chapter 5 of the Handbook for Registration.

Annex 15: Page 2

HANDBOOK FOR REGISTRATION Annex 15
Annexes Standard Registration Materials

Family card Used in conjunction with the control sheet (see 72072 USD 0.06 130 x 105 mm; UNHCR logo;
previous item), as a temporary registration card. cardboard paper; serial
numbers; punchable areas for
distribution of food and other
commodities

Single hole puncher Used to punch different parts of cards. 72073 USD 5.00 Forged steel; diamond pattern

Wristbands Used for the fixing of the population when 72074 USD 0.09 Flexible plastic; with strong
recycling and mixing with non-eligible plastic one-way fixture
individuals is common (such as in case of (breaks when opened); with
proximity of refugee settlements to local serial number and UNHCR
populations etc.). logo

Registration form Used for level 2 registration as described in 72075 USD 0.09 A4 format
Chapter 5 of the Handbook for Registration Three self-carbonising copies
(September 2003). Normally used for prima facie Bilingual (E/F)
protection arrangements).

Annex 15: Page 3

HANDBOOK FOR REGISTRATION Annex 15
Annexes Standard Registration Materials

Registration card Plastic family registration card normally used as 72071 USD 0.07 PVC which does not tear;
entitlement card. It has a unique serial number forge proof pattern on back;
linking the family to the registration database and with UNHCR logo; serial
the registration form. numbers (not shown on
photograph).
Can be punched to record distribution of food and
non-food items, or other services.

Invisible/indelible ink Used for marking of processed individuals to 72088 USD 7.00 Non-toxic liquid in spray
avoid “same-day” recycling. bottles of 100 ml.

UV lamps for ink Used to check for indelible ink (see previous 72089 USD 9.00 Ultra violet fluorescent lamp
detection item) verify if an individual has been processed battery powered hand-held,
before complete with wrist strap and
set of 4 AA batteries.

Megaphones Crowd control and public address tool. 46370 USD 100.00 Max. output 25W; complete
with handgrip, shoulder strap
and batteries; audible range of
1.1 km, urban areas 0.4 km.

Annex 15: Page 4

HANDBOOK FOR REGISTRATION Annex 15
Annexes Standard Registration Materials

ANNEX 2: PROCEDURE FOR ORDERING REGISTRATION MATERIALS

Responsible Entity/Unit Responsibilities for Standard Materials Responsibilities for Customised Materials
Branch Office / Field Office Plan and design of registration activities Plan and design of registration activities
Protection and Programme staff Budget for registration items Design customised registration materials
Identify the correct budget line and project to charge Budget for registration items
Request the Desk to for release of standard materials Identify the correct budget line and project to charge
from stockpile and initiate replacement purchase Request the Desk to initiate procurement
Desk Review request from field and forward it to Registration Review request from field and forwarded it to
Officers (DOS/PGDS) registration officers (DOS/PGDS).
(Senior) Desk Officer
Raise purchase request to replenish HQ stockpile Raise purchase request including specifications as
Programme Assistant (consignee: UNHCR Geneva) confirmed by PGDS
Population & Geographic Data Section Review the registration strategy and plans Review and clear registration strategy and plans
(Senior) Registration Officers Authorise release of registration materials from the HQ Confirm necessity for and specifications of customised
stockpile items with Desk and SMS
Follow-up with Desk and SMS on order and delivery of Follow-up with Desk and SMS on order and delivery
materials of materials
Maintain and control HQ stockpile
Supply Management Service Issue purchase order for replenishment of HQ stockpile Obtain quotation
(Senior) Purchasing Officer Proof-check sample (if applicable) with PGDS and
field.
Responsible buyer
Issue purchase order for procurement of materials
Follow-up with vendor and inform field office of
arrival date of the materials
Mail and Stationery Unit Release and initiate shipment of items to final field [No involvement.]
Storekeeper destination
Inform field office of estimated time of arrival (ETA) for
the materials

Annex 15: Page 5

HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports

Annual Statistical Report

Year covered:
Country of asylum /
residence being reported:

Name of focal point:

Table I. Refugees and others of concern to UNHCR -- Summary

End
Type of Begin of
population Data element Source year(*) year

1. Refugees Total refugee population Table II -

2. Asylum-seekers Total pending applications Table V -

Table
3a. Returned refugees Total returns during past 2 years VI.A -
Table
3b. Returned IDPs Total IDP returns during past 2 years VI.B -
Total IDP population (of concern to Table
4a. Internally displaced UNHCR) VI.B -
Table
4b. Others of concern Total Others (of concern to UNHCR) VI.C -

Total population of concern -

(*) Should equal End-of year previous Annual Statistical Report.

Annex 16(a): Page 1

HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

Table II. Refugee population and changes(1)

Basis: (_)
Registration/census;
(_) Estimate; (_)
Survey; (_)
Source: (_) Government; (_) UNHCR; (_) NGO; (_) Various/Other Various/Other

Pop. end-
Pop. begin year Increases during the year Decreases during the year year(4)
Spont. Vol.
arrivals repatriation(3) Resettlement
of which: Indiv. Resettle- of which: of which: of which:
UNHCR- Prima recogn. ment Other UNHCR- UNHCR- Natura- Other UNHCR-
Origin Total assisted facie (2) arrivals (explain) Total Total assisted Total assisted Cessation lization (explain) Total Total assisted

- - -

- - -

- - -

- - -

- - -

Total - - - - - - - - - - - - - - - - -
-%
female

Notes
(1) This table should provide an overall estimate of all refugees in the country, including 1951 UN/1969 OAU Convention refugees, Mandate refugees and those granted humanitarian status and temporary protection.
Include both prima facie and individually recognized refugees. Asylum-seekers who have yet to undergo individual status determination should NOT be reported in this Table, but in Table V.

Annex 16(a): Page 2

HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

Table III. Populations of concern to UNHCR:
demographic characteristics and location by end-year (*)

Basis: Registration (R), Estimate (E), extrapolation from survey(S): (indicate basis in this box)

Name Type Female Male Grand

of (ref/idp/ 60 and Total 60 and Total total
18- 18-
location etc.)(a) Origin 0-4 5-17 59 over (b) 0-4 5-17 59 over (b) (b)

- - -

- - -

- - -

- - -

- - -

- - -

- - -

Total camps - - - - - - - - - - -

- - -

- - -

- - -

- - -

- - -

- - -

Total urban - - - - - - - - - - -

- - -

- - -

- - -

- - -

- - -

- - -

Total rural/dispersed/other - - - - - - - - - - -

GRAND TOTAL - - - - - - - - - - -

Notes
(*) As a minimum, the demographic characteristics should be provided for the entire UNHCR-assisted refugee population.
If no recent census (registration) has been held, an estimate should be provided and the way of estimation explained in a cover note.
(a) Indicate whether the population concerns refugees (REF), IDPs (IDP), asylum-seekers (ASY), returnees, (RET), etc.

(b) If a breakdown by age (sex) is not known, just indicate the total by location in this column.
(c) If a breakdown by type of location (camps, urban, rural) is not known, use this box to report the sex and age of the population by origin and/or
location.

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HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

Table IV. Refugee population as at end-year by legal status
and type of recognition(*)

A. Legal B. Type of
status recognition
1951
UN Other/
1969
Conv./ OAU UNHCR unknown Prima Indiv. Other/
1967 Total Total
Nationality Prot. Conv. Mandate (1) (2) facie recogn. Unknown (2)

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

- -

Other - -

Stateless - -

Total - - - - - - - - -
- % female

Notes
(*)This Table provides a breakdown of Table II, Population end-year by legal status.
Therefore, the totals in this Table and in Table II should be the same.
(1) Including humanitarian status (mostly limited to industrialized countries, also known as "B-status", "de facto", etc.)
(2) The Totals of (A) and (B) should be the same.

Annex 16(a): Page 4

HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

Table V. Individual asylum applications and refugee status determination (*)

Please indicate in box on right:

Data refer to refugee status determination by UNHCR (U) or by Government (G). (Use two forms in case of two procedures.)
For Government procedure: applications refer to "new" applications only (N) (preferred); or include re-opened applications (R)
For Government procedure: decisions refer to first instance only (FI), include administrative review/appeal (AR) (preferred);
include judicial review/appeal (JR). (If separate statistics are available for each level, please submit them separately.)
Applications refer to number of persons (P) (preferred); or number of cases (C). If cases, provide ave. no. of persons per case.
Decisions refer to number of persons (P) (preferred); or number of cases (C). If cases, provide ave. no. of persons per case.

Pending
appl. Pending appl.
Decisions during end-year
begin year (a) year (f)
of which: Applied Recognized Otherw. Total of which:
Nationality UNHCR during Conv./ Other closed decided UNHCR
(1) Total assisted(b) year Mandate (c) Rejected (d) (e) Total assisted(b)
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
Other - -
Stateless - -

Total - - - - - - - - - -
- % female

Notes
(*) This form can be replaced in part or wholly by a copy of original government statistics with a translation of the main concepts into English.
Use a second copy of this sheet when reporting on both UNHCR and Government procedures. Do NOT mix both procedures on one sheet.
(1) If there are more nationalities than the number of lines available, this format should be enlarged with additional lines or a second copy can be filled out.
(a) Same as Pending applications end-year as reported the year before. Possible differences should be reconciled under Otherwise closed.
(b) All urban asylum-seekers assisted by or through UNHCR. If asylum-seekers have been recognized, they should be reported under Refugees (Table II.)
(c) Including humanitarian status (mostly limited to industrialized countries, also known as "B-status", "de facto", etc.)
(d) Application closed with no substantive decision taken, usually as a result of "no-show" (asylum-seekers who have "disappeared"),
rejection on formal grounds, etc.
(e) Total decisions should normally equal total Recognized plus rejected plus Otherwise closed.
(f) Pending applications end-year should normally equal Pending applications begin year plus Applied during year minus Total decisions during year.

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 HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

Table VI. Returnees and Others of concern to UNHCR (IDPs; Others)

A. Returnees (= returned ex-refugees)

Source: (_) Gvt.; (_) UNHCR; (_) NGO; (_) Var/Oth. Basis: (_) Registration/census; (_) Estimate; (_) Survey; (_) Various/Other

Returns during Total returns Total returns

Returns during year during since Percentage female
prior to reporting start of
reporting year year past two years (1) movement Year
From of which: of which: of which: of which: During prior to
(country
of UNHCR- UNHCR- UNHCR- UNHCR- reporting reporting
asylum) Total assisted Total assisted Total assisted Total assisted year year
- -
- -
- -
- -
- -
- -
- -
Other - -
Total - - - - - - - - - -
-%
female
(1) Total returns during past two years constitute the returned refugee population as at end-reporting year.

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 HANDBOOK FOR REGISTRATION Annex 16(a)
Annexes Annual Statistical Reports

Annex 16(a): Annual Statistical Reports (continued)

B. Internally displaced (of concern to/assisted by UNHCR only)

Source: (_) Gvt.; (_) UNHCR; (_) NGO; (_) Var/Oth. Basis: (_) Registration/census; (_) Estimate; (_) Survey; (_) Various/Other

Population begin Newly displaced Returned ex-IDPs Population end-

year IDPs (3) Resettled IDPs year
of which: of which: of which: of which: of which:
Year Total female Total female Total female Total female Total female
X (1) -
X-1 (2) -
(1) Year X = year on which is reported. (2) Year X-1 = year prior to reporting year.
(3) Total IDP returns during X plus X-1 constitute the returned IDP population as at end-reporting year.

C. Others of concern

Source: (_) Gvt.; (_) UNHCR; (_) NGO; (_) Var/Oth. Basis: (_) Registration/census; (_) Estimate; (_) Survey; (_) Various/Other

Pop. begin year Pop. end-year

of which: of which:
UNHCR- New Other Other UNHCR-
Description Total assisted arrivals increases Returns decreases Total assisted
-
-
-
-
-
-
Total - - - - - - - -
- % female

Annex 16(a): Page 7

 HANDBOOK FOR REGISTRATION Annex 16(b)
Annexes Quarterly Statistical Reports

Annex 16(b): Quarterly Statistical Reports

Quarterly Statistical Report (cumulative as from 1/1)(*)

Country Reporting period: Focal point:
: 1 January _____ to:_______________

A. Refugee population and changes

Include all refugees, regardless of status (Convention, UNHCR Mandate, humanitarian status, temp. protection), type of recognition
(prima facie, individual), basis (registration or estimate) or source (UNHCR, Gvt.). Asylum-seekers should be reported under B.
Population Increases Decreases since 1 Jan. Population
1 Jan. since 1 Jan. Vol. repatriation Resettlement end-quarter
of Other of of Other of
which: which: which: which:
UNHCR New increas UNHCR UNHCR decreas UNHCR
- e - - e -
Origin Total assisted arrivals (explain Total(1) assisted Total assisted (explain Total assisted
) )

Total
%
female
(1) Ensure consistency with reporting on returns by country of origin.

B. Individual asylum applications and refugee status determination (indiv. Cases) (*)
Procedure:(_)UNHCR/(_)Government; (_) First instance, (_)incl. appeal; (_)Persons, (_)Cases
Pending appl. Pending appl.
1 January Decisions since 1 January end-quarter (2)
of Applied Recognized Total of
which: which:
Natio- UNHCR since Conv./ Otherw. decided UNHCR
nality Total assisted 1 Jan. Mandat Other Rejecte closed (1) Total assisted
e d

Total
(*) This Table should normally also cover urban asylum-seekers. (1) Equals Recognized + Rejected + O/w closed.
(2) Equals pending applications 1/1 plus Applied during period minus Total decided.

Annex 16(b): Page 1

HANDBOOK FOR REGISTRATION Annex 16(b)
Annexes Quarterly Statistical Reports

C. Returned refugees
(To be reported by country of return)
From Returns during current year Descrip Displac Returne Resettl
- ed d ed
(asylum First Second Third Fourth tion/ Total since since since
country quarter quarter quarter quarter Total location as at 01-Jan 01-Jan 01-Jan
) 1/1

Total Total

Annex 16(b): Page 2

HANDBOOK FOR REGISTRATION Annex 16(c)
Annexes Guidelines for Standard Statistical Reports

Annex 16(c): Guidelines for Standard Statistical Reports

Guidelines on
GENERAL POPULATION STATISTICS
(from Section 6.8 of Chapter 4 of the UNHCR Manual)

1. Introduction

1.1 Accurate and up-to-date statistics on refugees and others of concern to UNHCR are
required by Field Offices and by Headquarters for operations planning, monitoring and
evaluation, for official reporting purposes (Executive Committee, ECOSOC) and to satisfy
general information needs (public information, fund raising, speeches, research, maps,
etc.). This section provides information on the type and frequency of the minimum data
required and the procedures, guidelines and formats to be followed. [Note: For some
regions/operations, e.g. the industrialized countries, special requirements may exist.
Please consult the Statistical Unit, Division of Operational Support for non-standard
reporting requirements as well as for any question relating to this Section.] This section
covers: the Annual Statistical Report and the Quarterly Statistical Report.

2. Accuracy and consistency

2.1 As the forms are used for the compilation of many reports, all efforts must be made to fill
out these forms as accurately as possible. Particular attention should be paid to the Annual
Statistical Report as this Report is used as the basis for numerous internal and external
purposes.

2.2 Except in the case of emergency situations, where the reporting frequency is much higher
(i.e. daily or weekly), all statistics provided for internal or external use, including those
used in EXCOM reports, Country Operations Plans (COP) and Country Operations
Reports (COR), implementing instruments, appeal documents, public information
activities, maps, etc. should be based on statistics reported on the above forms. The
statistical forms should be considered as the only source for official statistical reporting.
Therefore, only these forms should be used (i) for field offices to report statistics, (ii) for
various parts of UNHCR to use statistics. This will ensure the necessary consistency
between the various documents issued by the Office, both at Headquarters and in the field.

2.3 Statistics cover both protection and assistance activities, while they have a significant
external relations function. It is therefore imperative that the statistics are compiled in
close consultation with various parts of the Office before they are submitted to
Headquarters.

3. Drafting statistical texts

3.1 With the increased availability of statistics, an increasing number of sections and services
at Headquarters are using statistics, summarizing data, providing statistics to third parties,
etc. This Section provides guidelines for the use of reported statistics and the drafting of
statistical texts.
Annex 16(c): Page 1
HANDBOOK FOR REGISTRATION Annex 16(c)
Annexes Guidelines for Standard Statistical Reports

3.2 One of the main challenges facing the Office in the area of statistics is the use of non-
standard concepts to describe the population of concern to UNHCR. When drafting texts
concerning refugees and others of concern to UNHCR, special attention should, therefore,
be paid to the proper use of the standard terminology, as provided in this Section. As the
columns on each form are clearly described in the Guidelines, the use of the standard
forms as the basis for all statistical texts will ensure that standard concepts and definitions
are respected.

3.3 The following subjects are often a source of confusion:

a) Type of population of concern. Each statistical text should be very clear about the
type of population of concern to UNHCR. Four main types are distinguished:
refugees (recognized refugees), asylum-seekers (persons who have to undergo
individual refugee status determination, but whose asylum requests have not yet
been approved), returned refugees (refugees who have returned to the reporting
country (=country of origin) over the past two years) and Others of concern
(including IDPs, returned IDPs and Various).

b) Whether the population benefits from UNHCR assistance. The preferred

terminology is UNHCR-assisted refugees, etc.

c) The issue of women and children. When drafting texts describing programmes for
women and children, a statement such as “x per cent of the population are women
and children” should generally be avoided. First, there is no reason to combine
these two different population groups (not all women and children are “vulnerable”).
Second, providing a percentage on women or children refugees is very confusing if
the precise age breakdown is lacking. See Table III of the Annual Statistical Report
for standard terminology in using statistics by age and sex.

d) Reconciliation of voluntary repatriation and returnee statistics. One major source of

discrepancies is the lack of reconciliation of voluntary repatriation statistics between
UNHCR Offices in countries of asylum and the returnee statistics reported by
Offices in the country of origin (return). Every effort should be made to reconcile
the statistics provided in Table VI.A (returnees as reported by the country of
origin/return) and those provided in Table II (voluntary repatriation as reported by
the country of asylum) of the Annual Statistical Report.

e) The use of standard reporting periods (dates). This is critical in reporting and
drafting texts using refugee statistics. On the statistical forms, the reporting periods
are clearly indicated, generally on the top of each form. When using refugee
statistics, the standard periods are calendar years, quarters and months.

Examples of standard texts or boxes

3.4 The following examples may be used when drafting statistical texts. To avoid an overly
descriptive paragraph, small boxes are often to be preferred (see below).

x Example A (Refugees and Others of concern to UNHCR)

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“At the end of 1999 [By 31 December 1999], {country of asylum} hosted 11,050 refugees,
some 9,010 of whom were assisted by UNHCR. Most refugees originate from {country of
origin 1} (10,350), {country of origin 2} (400) and {country of origin 3} (260). During
1999, {country of asylum} registered some 220 prima facie refugee arrivals, most of
whom arrived from {country of origin 1}. Some 150 refugees repatriated to {country of
origin 2 and another 40 to {country of origin 3}, all of whom with UNHCR-assistance.
During the year, 73 refugees were resettled.

Some 55 per cent of the refugees are female, whereas 16.4 per cent of the refugee
population is under five years of age. The country is also hosting some 2,000 asylum-
seekers and some 3,000 former refugees who have returned to {country of asylum} since
January 1997.”

The first paragraph of the above text may be summarized in the following box:

Ref. pop 1/1 Spont. Other Vol. Resettle- Other Ref. pop 31/12
Origin Total Assisted arrivals incr. Rep. ment decr. Total Assisted
Origin 1 10,100 8,000 200 150 - 25 80 10,345 8,200
Origin 2 580 580 - 10 150 30 7 403 580
Origin 3 300 250 - 10 40 10 - 260 200
Other 65 65 18 1 28 8 5 43 25
Total 11,045 8,895 218 171 218 73 92 11,051 9,005

x Example B (Asylum applications and refugee status determination)

“During 1999, 162 persons applied for asylum in {country of asylum}. Most asylum-
seekers originated from {country of origin 2} (58), {country of origin 1} (50) and
{country of origin 3} (49). During the year, a total of 236 adjudication decisions were
taken by the Government [by UNHCR], 24 of which were positive, 32 of which were
rejected, whereas 18 applications were closed for other reasons. The number of pending
cases decreased from 109 as at 1 January to 35 as at 31 December. The annual refugee
recognition rate amounted to 10.2 per cent.”

The above text may be summarized in the following box:

Pending Recog- Otherw. Total Pending Recogn.

Origin 1/1 Applied nized Rejected closed decisions 31/12 rate (%)
Origin 1 34 50 5 8 2 15 69 33.3
Origin 2 25 58 8 9 4 21 62 38.1
Origin 3 10 49 5 3 4 12 47 41.7
Other 40 5 6 12 8 26 19 23.1
Total 109 162 24 32 18 236 35 10.2

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x Example C (Voluntary repatriation and return)

“From year X to Y, x persons are estimated to have returned to country A. (The word
“return” should only be used by the Office in the receiving country (country of origin,
return.) “During the first quarter of year Z, x persons repatriated with UNHCR-
assistance.” (The word “repatriated” should only be used by the Office in the sending
country (country of asylum).

The following box could be used in texts describing refugee returns:

From Returns during yr. X Returns during yr. X-1 Returns during yr. X-2 Returns during yr. X-3 Total returns
(country of which: of which: of which: of which: of which:
of UNHCR- UNHCR- UNHCR- UNHCR- UNHCR-
asylum) Total assisted Total assisted Total assisted Total assisted Total assisted
Country 1
Country 2
Country 3
Country 4
Total

4. Frequency and Submission of Statistical Forms

The Annual Statistical Report (ASR)

4.1 The Annual Statistical Report is the authoritative statistical report on refugees and others
of concern to UNHCR during a particular year and should be submitted once a year, no
later than 31 January following the reporting year. In case Field Offices cannot meet this
deadline (i.e. countries located in the industrialized countries where Offices have to await
the compilation by Governments) they must inform Headquarters in writing about the
expected date of submission.

4.2 The Annual Statistical Report is included as Appendix 1 of this Chapter, and is available
electronically as [Link]. The file contains six worksheets: Sum, Ref, Demo,
Status, Rsd and Other. Each worksheet corresponds to a different statistical form. All
statistics should be submitted, where possible, in electronic format using e-mail. Do not
submit any other electronic format than the ones provided. Do not change the format in
any way, except to add lines in case there are more nationalities to report than provided
for.

4.3 When submitting the forms, the following file name conventions should be followed. Use
position 1-3 for the standard UNHCR 3-digit standard country code, position 4-6 should
not be changed, and use position 7-8 to indicate the year. For instance, the 2000 Annual
Statistical Report submitted by (on) the Maldives should be named [Link].

The Quarterly Statistical Report (QSR)

4.4 UNHCR Field Offices should submit four quarterly statistical reports per calendar year:
the first covering the period January to March, the second covering January to June, the
third covering January to September and the fourth covering January to December. The
Quarterly Statistical Report should be sent as soon as possible, normally no later than by
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the 15th of the month following the reporting period. Generally, the form should
accompany the monthly SITREP in the form of a separate (EXCEL) file. Bureaux should
forward the forms to the Statistical Unit for compilation. While statistical information
may be summarized in SITREPs under the heading “Statistics/Registration”, the Quarterly
Statistical Report will be considered as the only official source for statistics. In case
monthly statistics are required, the QSR may be used on a monthly basis.

4.5 When submitting the Quarterly Statistical Report, use position 1-3 of the filename for the
three standard UNHCR 3-digit country code, use position 4-6 to indicate the relevant
quarter (QU1, QU2, QU3, QU4) whereas position 7-8 should be used to indicate the year.
For instance, the Quarterly Statistical Report for the Maldives covering the period January
to June 2000 should be submitted as [Link]. Do not change the format in any
way, except to add lines in case there are more nationalities to report than provided for.

Industrialized countries

4.6 Offices located in industrialized countries (essentially countries in North America,

Western and Central Europe as well as Australia, New Zealand, Japan) may replace the
submission of the Quarterly Statistical Report by monthly or quarterly reporting of
relevant Government statistics (mostly asylum and refugee status determination statistics
by country of origin), either by sending the original Government statistics or by means of
a form or electronic file agreed with by the Statistical Unit.

5. Guidelines for the completion of the forms

5.1 The forms should not be changed in any way, except to add lines in case there are more
nationalities to report than there is room. Thus, no columns may be added (deleted) and no
headings may be changed. Please note in particular:

5.2 When reporting on the origin or nationality, either state the standard UNHCR three-digit
country code (see Annex .. of this Chapter or write the name in full. No other country
codes than those provided herewith should be used).

a) Use a zero (0) if the value is zero, use a double dot (..) if the information is not
available, use N/A for not applicable. All estimated figures must be rounded to the
nearest 10, 100 or 1,000, as appropriate.

b) In most forms, a breakdown by nationality is requested. If this breakdown is not

available, at least the bottom line stating Total should be filled out.

c) In principle, all statistics should refer to the number of persons. In case the number
of persons is not available, the number of families (cases, decisions, etc.) should be
stated. This should be clearly marked in a cover note, and the average number of
persons per family (case) should also be provided.

d) The information reported at the beginning of the reporting year should be consistent
with the information reported at the end of the previous reporting year. This applies
in particular to Table II (Population begin year), Table V (Applications pending
begin year), Table VI.B (Population begin year) and Table VI.C (Population begin

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year). Information provided in Table VI.A, requesting information on more than

one year ago, should also be consistent with statistics submitted earlier.

e) The term “UNHCR-assisted” normally refers to the number of beneficiaries of

UNHCR programmes (i.e. emergency, care and maintenance, voluntary repatriation,
local settlement, resettlement).

f) Refugee population statistics are not available in most industrialized countries. The
refugee population estimate for these countries is based on cumulative number of
recognized asylum-seekers and refugee arrivals over the past five (for countries of
permanent settlement) or ten (for the other relevant countries) years. Particularly in
industrialized countries, an effort should be made to adhere as closely as possible to
statistics published/made available by the relevant authorities.

Table I. Refugees and Others of concern to UNHCR-- Summary

6. The information in this summary table is automatically generated once all other forms
have been filled out.

Table II. Refugee population and changes

7.1 This Table should include all refugees in the country. List in this table all refugees
recognized by the Government and/or UNHCR, including (a) persons recognized as
refugees by Governments having ratified the 1951 United Nations Convention Relating to
the Status of Refugees, and/or its 1967 Protocol; (b) persons recognized as refugees under
the 1969 Organization of African Unity (OAU) Convention Governing the Specific
Aspects of Refugee Problems in Africa; (c) those recognized in accordance with the
principles enshrined in the Cartagena Declaration; (d) persons recognized by UNHCR as
refugees in accordance with its Statute (otherwise referred to as “mandate” refugees); (e)
those who have been granted a humanitarian (i.e. non-Convention) status in Europe, North
America and Oceania and (f) persons, particularly in Europe, who have been granted
temporary protection on a group basis (e.g. citizens of the former Yugoslavia). See Table
IV for a breakdown of refugees by legal status.

7.2 This Table should cover both prima facie and individually recognized refugees. See Table
IV for a breakdown of refugees by type of recognition. Please note:

x Asylum-seekers, that is, persons who should apply individually for asylum, but whose
refugee claims have not yet been adjudicated should not be listed in Table II, but in Table
V (under Applications pending end-year).

x Rejected asylum-seekers who may exceptionally (e.g. in South-east Asia) be of concern

to/assisted by UNHCR should be reported in Table VI.C.

a) Population begin year. State here the refugee population at the beginning of the
year. The population at the beginning of the year should always equal the total
population reported at the end of the previous year. Discrepancies between the
population as was reported at the end of the previous year and the population as at
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the beginning of the current year should be stated under “Other increases” or “Other
decreases” as appropriate. Note that each Quarterly Statistical Report covering the
same year should continue to start with the same population figures each time.

b) Spontaneous arrivals. List here: (a) “prima facie” refugees who physically crossed
the border into the country of asylum during the year, and (b) refugees who may
have entered the country earlier but who first registered with the government or with
UNHCR during the reporting period. State under “Indiv. Recognized” the number
of refugees who were recognized during the year (Table V, Recognitions).

c) Resettlement arrivals. State here the number of refugees who arrived during the year
in the country under a resettlement programme.

d) Other increases (explain). State here increases in the refugee population other than
through spontaneous arrivals or resettlement, including (a) persons who already
resided in the country and who became refugees as a result of changed conditions in
the country of origin (refugees "sur place"); (b) population increases as a result of a
registration, census, survey or estimate, and (c) births.

e) Voluntary repatriation. Indicate under "Total" the total number of refugees who are
estimated to have repatriated during the year. This includes refugees who have not
officially de-registered (i.e. "spontaneous departures"), but for whom it can be
reasonably assumed that they have returned to their country of origin. Returns are
usually reported both by the country of asylum (Table II, Voluntary repatriation) as
well as by the country of origin (Table VI.A.). Every effort should be made to
ensure that these two sources correspond. In case of discrepancies, the country of
origin reporting will generally supersede the country of asylum reporting.
Population decreases due to a new registration, census, survey or estimate should be
reported here if it can be assumed that most of the population decrease is due to
unregistered returns. Indicate under "UNHCR-assisted" the number of refugees who
have repatriated with UNHCR-assistance, including persons who were provided
with a repatriation grant, a repatriation package and/or with transportation provided
by or through UNHCR.

f) Resettlement. State under "Total" the total number of refugees who have left the
country of first asylum for a resettlement country and under "UNHCR-assisted"
those who were resettled by or through UNHCR.

g) Cessation. State here the number of refugees whose refugee status ended as a result
of cessation (Article 1 (C) 5 of the 1951 Convention).

h) Naturalization. State here the number of refugees whose refugee status ended as a
result of naturalization.

i) Other decreases (explain). State here other decreases in the refugee population (e.g.
refoulement, deaths, and local integration other than through naturalization).

j) Population end-year. State here the refugee population at the end of the year. Note
that the "Population end-year, Total" equals the "Population begin year, Total" plus
the total of "Increases during the year" minus the total of "Decreases during the
year".
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Table III. Population of concern to UNHCR: demographic characteristics and

location by end-year

8. The coverage of this Table has been changed compared to previous versions of this form.
Whereas up to 1998, the demographic breakdown of the UNHCR-assisted refugee
population was requested, the current Table allows to record refugees (UNHCR-assisted
or not) as well as Others of concern. As a minimum, however, a breakdown by sex and
age groups must be provided for all UNHCR-assisted refugees. If no (recent) census or
registration has been carried out, the breakdowns should be estimated on the basis of
surveys, field assessments, etc. Please make sure that the boxes in the heading of the
Table are adequately ticked.

a) "Urban" refers to asylum-seekers and refugees living in urban areas, often assisted
by UNHCR. Please refer in this context to IOM/90/97-FOM/95/97 dated 12
December 1997 on “UNHCR Policy on Refugees in Urban Areas”. Note that urban
asylum-seekers who are registered with UNHCR and are awaiting the determination
of their refugee status claim, should be reported in Table V. (Applications pending
end-year). "Camps" refer to refugees living in camps or transit centers, whereas
"Rural/dispersed/other" concerns refugees who are living in rural areas, but not in
camps or centers, often amongst the local population. Populations that are not
classified by camp. urban or rural areas should also be reported here.

b) Name of location. Indicate the name of the location of the assisted refugee
population (e.g. name of camp/center, urban area, province or district, etc.).

Table IV. Refugee population as at end-year by legal status, type of recognition and
gender

9. In this Table the total refugee population as at end-year (see also Table II, Population end-
year) should be broken down by legal status and type of recognition. Thus, each three
breakdowns should add up to the same total.

Table V. Asylum applications and refugee status determination

10. This form is to be used for asylum applications and refugee status determination both
under the UNHCR Mandate as well as by the Government. Clearly indicate at the top of
the Table to which of the two processes the information refers. In case of both Mandate
and Government procedures, two copies of Table V. should be used. In the case of
Government procedures, copies of official Government documentation may replace the
Table entirely or in part.

a) Pending applications begin year. The number of persons whose asylum claim was
pending (submitted, but not yet decided) at the beginning of the year. This should
equal the number of pending claims as reported at the end of the previous year.

b) Applied during year. State the number of persons who applied for asylum/refugee
status during the year.
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c) Recognized. State the number of persons whose application for asylum/refugee

status was accepted. The column "other" should only be used for Government status
determination in those countries where a humanitarian (i.e. non-Convention) status
is granted (usually in some industrialized countries only).

d) Rejected. State the number of persons whose asylum application was rejected.

e) Otherwise closed. List the number of persons whose asylum application was closed
for other reasons than a substantive decision (thus, not recognized or rejected). Such
reasons may include “no-show”, “disappearance”, death, etc.

f) Total decided. This must equal the number Recognized, Rejected and Otherwise
closed.

g) Pending applications end-year. State here the number of persons whose application
was pending (submitted, but not yet decided) at the end of the year. Note that
"Applications pending end-year" equals "Applications pending begin year" plus
"Applications submitted during year" minus "Total decisions" during the year.

Table VI. Returnees and Others of concern to UNHCR

9. When filling the table, please take note of the following definitions and instructions:

A) Returnees (returned refugees). Persons who were of concern to UNHCR when

outside their country of origin and who remain so for a limited period after their
return. For operational/statistical purposes, a maximum cut-off period of two years
(24 months) is applied (see footnote 1 of Table VI.A.).

B) Internally displaced (of concern to/assisted by UNHCR only). This group refers to
persons displaced within their own country for reasons that would make them of
concern to UNHCR if they were outside their country of origin, and who have
become of concern to UNHCR as a result of a request from the Secretary-General or
a competent organ of the United Nations. In addition, IDPs may become of concern
to UNHCR because of their proximity to assisted refugee and/or returnee
populations. Similar to refugees, IDPs remain of concern for a limited period after
their return. For operational/statistical purposes, a maximum cut-off period of two
years (24 months) is applied (see footnote 1 of Table VI.B.).

c) Newly displaced. State the number of IDPs who became displaced during the year.

d) Returned. State the number of IDPs who have returned to their place of origin
during the year.

e) (Re-)settled. State the number of IDPs who were (re-)settled (in their country)
during the year.

f) Others of concern. Certain specific groups of persons not coming within the
ordinary mandate of UNHCR, but to whom the Office extends protection and/or
assistance in pursuance to a special request by a competent organ of the United
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Nations. (IDPs of concern to/assisted by UNHCR, which also fall under this
definition, should be reported in Table VI.B.).

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