4.6 Completing the Resettlement Registration Form (RRF)

General safeguards for completing the RRF

Following Resettlement Interview, if the caseworker finds that the Case qualifies for resettlement submission, an RRF is prepared.

The RRF should be:

• completed by a UNHCR caseworker, not by an interpreter or other individual;
• clear and concise, without jargon;
• accurate and complete, with all relevant information and required documents included, and
• without contradictions in the different sections in the RRF and/or between the RRF and supporting documents.

RRF section 1: Resettlement Case information

RRF section 2: Case members and contact details

RRF section 3: Relatives

RRF section 4: Basis of refugee status recognition

The refugee status recognition should be summarized by reference to the established facts of the case and the legal analysis of inclusion and exclusion considerations. Sufficient information should be provided regarding individual protection needs and experiences of Resettlement Case members other than the Principal Applicant, either by using inclusive statements or by separate paragraphs for each family member.

The established facts of the case include the profile, experiences, events and circumstances relevant to eligibility for international protection and refugee status:

• Relevant facts related to the individual’s profile may include, for example, ethnicity, religion, occupation, sexual orientation and gender identity, membership in clan, family or tribe, place of origin. If the individual was affiliated with a political or other group or served in the military, provide details regarding any title or rank held and responsibilities assigned or performed. Information on draft evasion/desertion should be provided as well.
• Relevant experiences, events and circumstances may include, for example, activities in which the individual was engaged, opinions expressed, events attended or witnessed, and threats received. Provide contextual information regarding these experiences, including how, when or where they took place, the surrounding circumstances and other people involved. Indicate if the individual is unable to recall exact dates or sequences of experiences or events, and any reasons, if relevant. Experiences of others, including family members or individuals with a similar profile, may be relevant in demonstrating risk of harm to the Applicant. If the profile or claim is particularly complex, it can be useful to provide more information in the summary of claim.
• Claims which, at the RSD stage, gave rise to potential exclusion considerations, but where exclusion was determined not to be applicable, should be set out in detail, including with respect to the relevant facts related to the individual’s activities, their consequences and the circumstances in which they occurred. Otherwise complex profiles, including where the facts of the case may raise issues of inadmissibility, should similarly be set out in more detail in the summary of the claim. 

• It is also relevant to explain the travel routes used by Resettlement Case members, including how international borders were crossed, documentation used, any assistance provided by smugglers and/or armed groups, as well as significant time spent in other countries and the circumstances of any returns to the country of origin. Relevant information should be provided where a Resettlement Case member left the country of origin at a different time or under different circumstances than the Principal Applicant.

The legal analysis should be summarized and presented in a concise manner. Sufficient information should be included on how the recognition was granted, namely by whom (UNHCR or State authorities), the type of procedure (e.g. regular RSD, simplified procedures, etc) and the legal basis (e.g. 1951 Convention), with the following key elements briefly presented:

• Well-founded fear – Summarize the harm considered to be reasonably possible were the Resettlement Case member/s to return to the country of origin; including reference to the lack of effective protection by State authorities.
• Persecution – Explain how the harm identified, individually or cumulatively, amounts to persecution, highlighting the relevant international human rights standards, as appropriate.
• Link to a Convention ground – Articulate the applicable nexus between the harm faced by the Resettlement Case member/s and one or more of the 1951 Convention grounds (i.e. race, religion, nationality, membership of a particular social group and political opinion). The need to establish a link to a Convention ground in the RRF also applies where a Resettlement Case was recognized under broader refugee criteria.

Section 4 of the RRF must be consistent with the refugee claim and legal analysis in the RSD Assessment Form, where available. Resettlement colleagues may, however, amend the language and structure of the claim and/or explain in more detail certain elements, where this is considered to strengthen the account or respond to expectations and individual approaches to adjudication of a resettlement State. In order to preserve the integrity of the refugee status determination process, substantive changes to the legal analysis, for example adding new material elements or changing the Convention ground should not be made without consultation and authorization by RSD/ protection colleagues, according to SOPs. See Verify the refugee claim in 4.4 The Resettlement Interview for guidance in relation to claims recognized under government procedures.

Where a detailed exclusion assessment with respect to Article 1F was conducted, a summary of the assessment and the conclusion that the Resettlement Case member does not fall within the scope of Article 1F must be provided as part of the legal analysis in the RRF. The summary of the exclusion assessment conducted should be approached in the same way as the legal analysis for inclusion: rather than reproducing the exclusion assessment from the RSD Assessment Form, the summary should focus on the key details and critical issues, with support from RSD colleagues, if needed. Although long extracts of COI should be avoided, information that is relevant to the specific individual and related events should be included.

If no exclusion issues were triggered, provide a simple statement that there is nothing in the facts of the case to indicate that the Resettlement Case member/s has/have been associated with any acts that may fall within the scope of Article 1F.

Inadmissibility

Resettlement States may apply admissibility or “public interest” criteria by which refugees can be denied admission to the country on account of their activities, affiliations and/or circumstances, even if they may fall well outside the scope of the exclusion clauses of Article 1F. See the resettlement Country Chapters for related criteria.

Certain activities, affiliations and/or circumstances that could constitute grounds for inadmissibility for resettlement may have already been addressed in the context of an exclusion assessment and reflected in the relevant parts of the legal analysis in the RRF. Other times, issues that are potentially relevant to admissibility for a specific resettlement State may not have been addressed at the RSD stage, for example, because they were not material facts of a claim and/or were not relevant to exclusion and/or occurred after the RSD was conducted. Resettlement caseworkers should anticipate and be alert to these issues and provide explanatory information as necessary and appropriate in section 4 and/or section 7 of the RRF, according to SOPs. A Case in which events or activities relevant to admissibility occurred after the RSD was conducted may need to be referred (back) to RSD for further assessment.

If, following a denial decision from a resettlement State, new adverse information comes to light regarding inadmissibility (including, for example, via a national security assessment), the Denial Review should consider the most appropriate course of action. This may include referring the Resettlement Case to RSD/protection colleagues for a more in-depth inclusion or exclusion assessment.

RRF section 5: Resettlement needs and submission priority

In this section, the caseworker explains the basis for the identification and prioritization of the case for resettlement and the resettlement submission categories selected. This should be explained by reference to the individual circumstances of the Resettlement Case member/s and their protection situation in the host country.

Relevant information about the individual circumstances and protection situation of the Resettlement Case member/s in the country of asylum include:

• Access to legal and civil documentation;
• Risk of detention due to (lack of) immigration status;
• Access to adequate, safe, and dignified housing;
• Access to safe livelihood opportunities;
• Access to health care;
• Access to primary and secondary education;
• Information about specific incidents, physical threats, or additional protection needs arising from personal experiences and/or profile linked to a resettlement submission category (e.g. if submitted under “Survivors of Violence and Torture”, explain the effects of the violence, and the needs which cannot be met in the country of asylum).

In addition, specific and severe socio-economic conditions, climate shocks and other indicators of extreme hardship can be relevant to highlight the lack of local solutions in the country of asylum. However, general descriptions of the protection environment in the country of asylum are not usually necessary or encouraged. Experiences mentioned in section 4 should not be repeated in this section.

For urgent or emergency submissions, a short explanation as to why UNHCR is recommending expedited processing should conclude this section. For normal priority submissions, no explanation is necessary.

Relevant information about an individual’s experiences in the country of asylum not related to resettlement needs may be provided in section 7 of the RRF, in accordance with data protection principles of necessity and proportionality, and purpose specification. This information may be relevant, for example, on account of the Applicant’s long stay in a country of asylum or their specific profile and activities.

RRF section 6: Specific needs

Since the information in sections 4 and 5 is not authorized for onward sharing with service providers involved in departure and reception arrangements, integration, and post-arrival support, it is important to include relevant information on specific needs in section 6, even if it has already been mentioned elsewhere in the RRF.

Where medical reports are available, a summary of the report may be provided here. If no medical reports are available, the caseworker should describe specific needs and related symptoms or consequences suffered, as reported by the individual concerned and/or their family/ caregiver.

Specific needs reported by Resettlement Case members should be recorded in this section according to data protection and privacy principles, notably necessity and proportionality related to a specific purpose. The purposes here include helping the resettlement country in the selection process as well as pre-departure orientation, travel support and reception arrangements. Providing specific needs data here also helps to ensure that refugees who may benefit from information about available services in the resettlement country, for example, relating to health care, disability support, family reunification, legal aid, remedial education, will receive it upon arrival. For guidance on data protection and privacy principles in relation to specific needs, refer to 2.3 Data protection in resettlement.

Where a member of the Resettlement Case is pregnant, related information should be recorded in this section, with an expected due date.

Individuals must be notified during the interview of the reports and recommendations, for example medical reports, to be included in the resettlement submission, and summarized here. (see Closing the interview in 4.4 The Resettlement Interview).

RRF section 7: Additional remarks

Linked cases, particularly family members living in the same household who have been split into separate cases to meet resettlement State requirements or for any other reason, must be recorded in section 1, listed as connected relatives in section 3 and the relevant dependency explained in section 7. To ensure consistency of information on family links, the relationship of such cases should also be checked and updated in proGres, as required.

Other Resettlement Cases, whether they are still to be submitted, already submitted or already departed, may also be referred to in this section where resettlement to the same destination is desired and may facilitate arrival and orientation in the resettlement country. This may include, for example, the Cases of distant relatives, close friends and community members.

Note that a distinction should be maintained between linked Cases based on dependency, which should be submitted and considered together, and other linked Cases where resettlement to the same destination or community is recommended or requested.

Other information that may be relevant to record in this section may include the following, in accordance with data protection and privacy principles:

• Whether the UNHCR resettlement interview was conducted in person or remotely, the language in which the interview was conducted and the preferred language of refugees.
• An explanation of discrepancies in documentation or biodata, e.g. alias, inconsistencies in date or place of birth, registration dates, and other data in sections 1-3.
• The names of close relatives who are deceased (parents, siblings, children, spouse), and who consequently do not appear in section 3.
• A summary of Best Interests Procedures (BIP), where applicable, including BIA, BID and/or family tracing efforts undertaken. See 3.5 Children and Adolescents at Risk.
• A summary of other documents, for example, Medical Assessment Form (MAF) and/or other health-related reports, custody documents and supporting documentation. See 3.7 Medical Needs.
• Relevant information on the inclusion of dependent non-refugee Case members.
• Relevant information about an individual’s activities and experiences in the country of asylum, especially in complex cases and/or where the individual has spent a long time there. 
• Relevant information on Case members who are in different locations.
• Relevant information on previous marriage and/or divorce, including if a Case member was married as a minor.
• Specific justification for lack of identity documents.
• Information on previous submissions, including the reasons for withdrawal or denial (if available), and the subsequent review conducted by UNHCR prior to resubmission.
• Specific challenges or anticipated delays related to exit visas and departure arrangements.

RRF section 8: Declaration

The Declaration page is signed by adult Resettlement Case members at the end of the interview. See Closing the interview in 4.4 The Resettlement Interview. If the resettlement submission (or resubmission) is delayed beyond six months, the refugee(s) should be asked to sign a new Declaration. For guidance on communicating the Information Notice before a Case member signs, see Introductory counselling in 4.4 The Resettlement Interview, and 2.3 Data protection in resettlement.

If the Resettlement Interview was conducted remotely, such that refugees cannot sign or fingerprint the Declaration in the physical presence of the caseworker, the relevant regional bureau may be consulted and an agreement reached with the relevant resettlement country. It may be sufficient to simply document the remote interview situation in section 7.

RRF section 9: Attachments

Supporting documentation included in the submission is listed in this section. See 2.3 Data protection in resettlement for guidance on data protection and privacy principles, in particular purpose specification, proportionality and necessity.

Depending on the case, supporting documentation may include:

• identification documents from country of origin and/or any other country, including UNHCR-issued documents;
• birth, death, marriage certificates, divorce papers and legal custody documents;
• Best Interests Determination (BID) or Best Interests Assessment (BIA) reports (see 3.5 Children and Adolescents at Risk for when a BIA or a BID is required);
• Medical Assessment Forms (MAF) that is no older than six months (mandatory for 3.7 Medical Needs submission category);
• other medical reports (e.g. x-rays, scans, etc.) as relevant for the submission;
• other documents referred to in the RRF where necessary and proportionate for the resettlement submission (e.g. police reports or witness reports related to incidents, medical reports related to injuries or dependencies, other reports), and
• authorized English translations of supporting documents. Original documents which are not in English must be labelled clearly with a description of the nature of the document.

Ensure that each file name includes the Resettlement Case number.