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Norsk
Attention Repealed and outdated documents

UDI circulars

RS 2010-038
Document-ID : RS 2010-038
Case-ID : 09/4919
Documentdate : 22.12.2010
Receiver :

Chiefs of Police
The foreign service missions

Guidelines for preparing applications for travel documents pursuant to the Immigration Act section 64 first and second paragraphs

1. Introduction

2. Application form

3. Case preparation

3.1. Personal data

3.1.1. Citizenship

3.1.2. Change of name

3.2. Current travel document

3.3. If the applicant does not have a travel document

3.4. Application for renewal of a travel document due to loss or damage

3.5. Application for renewal of a travel document after violating travel restrictions

3.6. Consent to applications for travel documents for children

3.6.1. Consent in the case of joint parental responsibility

3.6.2. Consent for children where the child welfare services have care and control of the child in accordance with the Act concerning child welfare services section 4-8, cf. section 4-12

3.6.3. Consent for unaccompanied minors

4. Immigrant’s passport for a single journey

5. Application for a laissez-passer (emergency travel document) for entry into Norway if travel documents are lost abroad

1. Introduction

The Directorate of Immigration (UDI) shall implement Norway’s refugee and immigration policy in cooperation with other parts of the immigration administration. To ensure high quality in case processing, this circular sets out minimum requirements for the police and the foreign service missions’ preparation of cases involving applications for travel documents for refugees or immigrant passports.

The purpose of the circular is to highlight the roles of the police and the foreign service missions in case processing, and to ensure that the applications are properly filled in and that all necessary documentation has been submitted before the applications are sent to the UDI. The goal is to reduce, as far as possible, the need to obtain further information and documentation after the application has been sent to the UDI.

2. Application form

Application for a travel document (GP-7037) must be used for applications for travel documents pursuant to the Immigration Act section 64. The application form is available on the UDI’s website. The form provides information about what documentation may be relevant to the application.

3. Case preparation

The applicant must tick the type of travel document the application concerns, and the police must ensure that all relevant sections of the application form are filled in as accurately as possible.

The police will open a case and register the application information in the computer system for immigration and refugee cases (DUF).

3.1. Personal data

This section concerns item 1 in the application form.

The police must ensure that the personal data entered in the application form correspond to the data in the population register, DUF and the applicant’s travel document.

3.1.1. Citizenship

The police will inform parents of different nationalities whose children were born in Norway that parents/guardians are responsible for correctly registering the child’s citizenship in the Central Population Register. The parents/guardians must be referred to the Tax Office if it is necessary to change the registered information.

3.1.2. Change of name

If the applicant has changed his/her name in the Central Population Register, the following shall be enclosed with the application:

  • Confirmation of the name change from the Tax Office
  • An explanation for the name change from the applicant. The police shall obtain such explanation. In the statement, it should be made clear why the applicant has changed his/her name, why the name change was made at this point in time and why the new name was chosen. The names of relatives such as the father, grandfather and mother are also relevant information in this context.

3.2. Current travel document

This section concerns item 2 in the application form. The applicant must tick the appropriate box for whether he or she already holds a travel document. A passport or other travel document in the applicant’s possession must be submitted together with the application, cf. the Regulations section 12-11 third paragraph.

The police must also copy all the used pages in the immigrant’s passport or travel document and enclose them with the application. Old immigrant passports or travel documents will be revoked when a new travel document is issued, cf. the Regulations section 12-12 sixth paragraph.

The police must register in DUF the date on which the travel document is handed in to the police under the section concerning ‘personal documents’.

3.3. If the applicant does not have a travel document

If the applicant has attempted to obtain a travel document from his or her home country, this must be documented.

In cases where documentation is not presented, the police are asked to assess whether information should be obtained about why the applicant has not been in contact with the authorities in his/her home country.

If the applicant has received a rejection of his/her application for a travel document from his/her home country, this must be documented. In cases where the applicant does not present such documentation, the applicant must be asked to explain why the rejection is not documented and why he or she was not issued a passport from his/her home country.

3.4. Application for renewal of a travel document due to loss or damage

If a travel document has been lost, the following must be enclosed with the application for renewal:

  • Notification of loss to the police.
  • A detailed written statement describing when, where and how the travel document was lost or otherwise misplaced, cf. the Regulations section 12-13 second paragraph.

The UDI requests the police to obtain a detailed statement, cf. the Regulations section 12-13 second paragraph, which must include the applicant’s statement on the following:

  • the last time the travel document was used at a border crossing
  • the last time the applicant saw the travel document
  • when the applicant discovered that the travel document had been lost
  • the time, place and situation when the actual loss took place
  • the background to why the holder was carrying the passport in the situation in question

Reference is also made to the procedures described in circular RS 2010-156 ‘Applications for renewal of travel documents and immigrants’ passports – case processing in cases of doubt and loss, cf. the Immigration Regulations sections 12-3 and 12-7’.

The police are also requested to obtain a statement if the travel document has been damaged.

The police must register loss of a travel document in DUF under the section ‘personal documents’.

3.5. Application for renewal of a travel document after violating travel restrictions

In cases where the police, when dealing with applications for the renewal of travel documents, discover that the applicant has violated the travel restrictions stipulated in the document, a statement must be obtained from the applicant explaining the background to why he/she has travelled in violation of the limitations stipulated in the passport.

3.6. Consent to applications for travel documents for children

Before a travel document or an immigrant’s passports is issued to an applicant under the age of 18, consent must be obtained from the parents or other persons who have parental responsibility for the applicant, cf. the Regulations section 12-12 first paragraph.

3.6.1. Consent in the case of joint parental responsibility

If the parents have joint parental responsibility, both of them must consent to a passport being issued to the child, cf. the Regulations section 12-12 first paragraph. As a rule, at least one of the parents with parental responsibility must accompany the child when he/she submits the application for a travel document. The parent who accompanies the child must be able to identify himself/herself. If the parents have joint responsibility, the parent accompanying the child must bring along written consent and identification (or a copy of the identification) from the other parent.

If consent from one of the parents has not been obtained, the police must attempt to obtain such consent. If the police do not receive the consent of the other guardian by a deadline stipulated by the police in a letter to the guardian, the case will be sent to the UDI. We ask the police to inform the guardian that the UDI may reject the application on the basis of lacking consent without considering whether the other requirements have been met.

If one of the parents can document sole parental responsibility, the consent of this parent is sufficient.

3.6.2. Consent for children where the child welfare services have care and control of the child in accordance with the Act concerning child welfare services section 4-8, cf. section 4-12

If the child welfare services have taken over care and control of the applicant in accordance with the Act concerning child welfare services section 4-8, cf. section 4-12, the child welfare service must consent to such an application being submitted, cf. the Regulations section 12-12 first paragraph.

If the child lives with foster parents, the consent of the foster parents is neither sufficient nor necessary.

In such cases, the police must obtain:

  • consent from the child welfare services that travel documents may be issued to the applicant
  • documentation that care and control has been taken over pursuant to the above-mentioned provisions

If the child welfare services have initiated measures pursuant to other provisions of the Act than section 4-8, cf. section 4-12, the main rule is that consent must be obtained from the party with parental responsibility as explained in 3.6 and 3.6.1 above.

3.6.3. Consent for unaccompanied minors

In the case of applications from unaccompanied minors, consent shall be obtained from the applicant’s (provisional) guardian.

4. Immigrant’s passport for a single journey

If the case concerns an application for an immigrant’s passport for a single journey, the applicant shall indicate this on the front page of the form. The police shall inform the applicant that the UDI will only issue an immigrant’s passport for a single journey if special circumstances exist that mean that the applicant cannot wait to travel. The need for an immigrant’s passport for a single journey must be documented, and the documentation forms the basis for the UDI’s assessment of whether special reasons exist, cf. the Regulations section 12-5 fourth paragraph.

The police shall ask the applicant to obtain the documentation that is relevant to the application:

  • If the need to travel is claimed to be due to acute serious illness in the applicant’s immediate family abroad, a medical certificate for the family member in question documenting this illness must be enclosed. The patient’s diagnosis, condition and treatment should be described in the medical certificate. The applicant must ensure that the medical certificate is translated into Norwegian or English by an authorised translator. For guidelines and information about the form and content of medical certificates, the police can refer to the Ministry of Health and Care Services’ circular, SHDIR IS-2006/09.
  • Applications for travel documents for participation in school trips must include documentation from the school.
  • An application for an immigrant’s passport for a single journey for the purpose of obtaining a passport from the applicant’s home country’s nearest foreign service mission abroad must, as a rule, include documentation of the appointment at the embassy.

The police can stipulate a deadline for the submission of such documentation. The police shall inform the applicant about the deadline for submission of the documentation and the fact that, if the documentation is not received by the deadline, the case will be sent to the UDI, which may then reject the application due to insufficient documentation.

5. Application for a laissez-passer (emergency travel document) for entry into Norway if travel documents are lost abroad

When a Norwegian foreign service mission receives an application for a travel document due to loss of an immigrant’s passport or travel documents abroad, the foreign service mission can issue a laissez-passer for entry into Norway with the consent of the UDI, cf. the Regulations section 12-9. The UDI’s decision regarding such consent must be in writing, cf. circular RS 2010-067.


As soon as possible, the foreign service mission must take a detailed statement from the applicant concerning the loss, cf. the Regulations section 12-13 second paragraph. See also 3.4 above concerning the loss of documents. The statement must be signed by the applicant and sent via email to the Managed Migration Department, the Travel Documents Unit, together with notification of loss to the police in the country where the applicant lost his/her travel document, if relevant.

When the police district in which the person is registered receives notification of loss of a travel document abroad, the police must register the loss in DUF as soon as possible.

 

Karl Erik Sjøholt
Head of Department

 

Contact: The Managed Migration Department, Section for permanent residence permits, citizenship and travel documents (OPROS)

 

Norwegian Directorate
of Immigration
Utlendingsdirektoratet
P.O. box 2098 Vika
NO-0125 Oslo
Norway

Editor in Chief: Stephan Mo