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Norsk

UDI circulars

RS 2010-164
Document-ID : RS 2010-164
Case-ID : 09/2120-24
Last modified : 21.05.2012
Documentdate : 05.04.2010
Receiver :

Chiefs of Police
The Governor of Svalbard
The foreign service missions
The Ministry of Foreign Affairs
The Ministry of Justice and the Police attn. the Polar Affairs Department

Use of the visa sticker, cf. the Immigration Regulations section 3-15 third paragraph first sentence

1. Introduction

The purpose of the circular is to provide guidance to issuing authorities, i.e. the foreign service missions, the police and the Governor of Svalbard, about the use of the visa sticker. The guidelines in circular RS 2010-115 have mainly been replaced by the guidelines in Regulation (EC) No 810/2009 of the European Parliament and of the Council of 13 July 2009 establishing a Community Code on Visas (Visa Code) with annexes and pertaining handbooks.

The visa handbooks are called ‘Handbook for the processing of visa applications and the modification of issued visas’, hereinafter called Visa Handbook 1, and ‘Handbook for consular organisation and local Schengen cooperation’, hereinafter called Visa Handbook 2.

The issuing authorities shall use the visa sticker when issuing visas, including visas issued on the border (emergency visas), cf. the Immigration Regulations section 3-18, and when issuing extended visas and visas for new entry, cf. the Immigration Regulations section 3-19.

One visa sticker shall be affixed per applicant. This means that when children or spouses are entered in their parents or spouse’s travel documents, there will be two or more visa stickers in the same travel document.

2. Exemptions

2.1 Offline printing program

The foreign service missions/the police/the Governor of Svalbard must use the Norvis or DUF case processing tools to print visa stickers with photos.

The foreign service missions/the police/the Governor of Svalbard may, in exceptional cases, i.e. in cases where Norvis/DUF is not available or other technical problems arise, fill in and print the sticker using a special offline printing program.

At the foreign service missions, only seconded, authorised personnel shall have access to this program, which means that not everyone who is authorised to use Norvis has access to the offline printing program. At the police, border control personnel will have access to the program. Authorised persons are responsible for ensuring that unauthorised persons do not gain access to the program.

When a visa has been issued using an offline printing program, the visa information must be registered in Norvis/DUF as soon as possible.

2.2 Handwritten visas

In accordance with the Visa Code Part II, Article 27(4), visa stickers may be filled in manually only in the event of technical force majeure.

In exceptional cases where it is necessary to fill in visa stickers by hand, i.e. if neither Norvis/DUF nor the offline printing program is available, Norway must inform the General Secretariat of the Council of the European Union about this. The foreign service mission notifies Service Desk at the UDI  which notifies the Council Secretariat. The notification(s) must contain information about the date on which the foreign service mission starts writing visa stickers by hand, and the date on which the foreign service mission returns to printing stickers.

If the police/the Governor of Svalbard issue handwritten visa stickers, they must follow the same procedure as mentioned above.

3. Filling in the sticker

Guidelines for filling in visa stickers are included in the Visa Code Part II, Article 27 with Annex VII and Visa Handbook 1, Part II, section 11.1 and Annexes 19 to 22.

4. Stamping the sticker

The visa sticker shall be stamped in the Comments section, see the Visa Code Annex VIII ‘Affixing the visa sticker’, plus Visa Handbook 1, Part II, section 11.1 and 11.2.2 with Annex 19-21.

5. Affixing the sticker to the travel document or a separate sheet

The Visa Code Part II, Article 29 stipulates that the printed visa sticker shall be affixed to the travel document or a separate sheet in accordance with the provisions stipulated in Annex VIII to the Visa Code, plus Visa Handbook 1, Part II, section 11.2 with Annexes 23 and 24.

The photo must be left to dry for 10-20 seconds before the visa sticker can be affixed to the travel document.

6. Invalidation of visa stickers

Guidelines for invalidation of visa stickers are included in the Visa Code Part II, Article 28 and Visa Handbook 1, Part II, section 11.3.

The foreign service mission/the police/the Governor of Svalbard shall have procedures for registering and documenting invalidated visa stickers.

7. Filing arrangements

7.1 Control numbers

Pursuant to the Visa Code Part II, Article 37(2) about the organisation of visa sections, each consulate shall keep an account of its stock of visa stickers and register how each visa sticker has been used.

Each visa sticker has a control number. The Ministry of Foreign Affairs, represented by the Division for Property Management and Operations at the Service Department, shall at all times maintain an overview of which series of control numbers the foreign service missions, the police and the Governor of Svalbard have in their possession. For control purposes, it is therefore important that the control number is registered in the local archives of the foreign service missions, the police and the Governor of Svalbard.

See also Visa Handbook 1, Part II, section 14.1 second paragraph, which among other things stipulates that a copy of the page of the travel document with the affixed visa sticker shall also be kept.

7.2 Storage requirements

Pursuant to the Visa Code Part II, Article 37(2), the storage and handling of visa stickers shall be subject to adequate security measures to prevent fraud or loss.

Visa stickers are security documents. The foreign service missions/the Chiefs of Police/the Governor of Svalbard are responsible for storing the stickers in a bolted safe. Only a limited number of authorised persons shall have access to the safe. The foreign service mission/the police/the Governor of Svalbard must not have more stickers than they need for a limited period of time.

8. Ordering

To order new visa stickers, contact the Service Department at the Division for Property Management and Operations at the Ministry of Foreign Affairs. The Ministry of Foreign Affairs shall ensure that visa stickers are sent to the foreign service missions, the police and the Governor of Svalbard in a secure manner and in accordance with orders received.

9. Responsibility for equipment, lines of communication and printers

The Ministry of Foreign Affairs is responsible for the communication lines with the foreign service missions and for the technical equipment that is necessary for correctly filling in/ printing stickers, including scanners and printers with pertaining software.

Correspondingly, the National Police Directorate/the Ministry of Justice and the Police represented by the Polar Affairs Department are responsible for communication with the police districts/the Governor of Svalbard and for the police/the Governor of Svalbard’s technical equipment.

It is the UDI’s task to ensure that applications used to process and issue visas have functions that are sufficiently equipped to perform these tasks.

10. Briefing

We request that subordinate foreign service missions authorised to grant visas be briefed.

The embassy/general consulate must notify the Ministry of Foreign Affairs of the amount and number series of visa stickers sent to subordinate missions that are authorised to issue visas.

We also request that Chiefs of Police make this circular known to senior officials and civil servants working on cases concerning foreign nationals, and in particular to civil servants carrying out border control.

 

Karl Erik Sjøholt
Head of department

 

Latest changes
  • Archived: RS 2010-164V1 Skriver for utskrift av visumetiketter (2/9/2015)

    The annex is repealed.

  • Changed: RS 2010-164 Use of the visa sticker, cf. the Immigration Regulations section 3-15 third paragraph first sentence (5/28/2013)

    The circular on the use of the visa sticker is updated. Signing the visa sticker is no longer a requirement according to the Schengen regulations.

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

Editor in Chief: Stephan Mo