UDI 2016-010V2 Guide to the foreign mission on the control form

1. Introduction

Purpose

To prepare cases in to an automated process the foreign mission will register the control they do in a separate step in DUF or Norvis (the control form). The control consists mainly of preparatory check points that is already part of the tasks the foreign mission performs. UDI has established the control form to be able to save the results in a structured way. UDI do not ask the foreign mission to take a position to information that can be collected from other sources (i.e., from other government agencies as the National Registry). UDI will use the registration from the foreign mission into the automating process as one of several sources, to decide if a case should be automated or not. UDI will use many other sources into the automation system, and information from the foreign mission will not alone determine if a case can be automated.

If the foreign mission needs to write a message to UDI, this will appear from the control form by selecting «not ok» and writing a message in the comment field. It is possible to refer to a report connected to the case through the comment field in the control form. If a case is automated this is because the foreign mission has not ticked ok, and UDI will not see the other comments registered other places than the control form.

This document will act as a guide to the control form and will describe what to expect from the foreign mission by each check point and what is the preconditions for the check point to occur in the dynamic control form. By each

Relationship between the application and the checklist

If the applicant has selected a wrong application form or answered wrong in one or several questions, it might be that check points that is not relevant for the applicant will show up or that some relevant check points are missing that was supposed to be filled out by the foreign mission. If it is obvious for the foreign mission that the applicant has applied from a wrong application form, the foreign mission should ask the applicant to fill in the right application form and deliver a new application. The foreign mission should not map if the right check points are shown in the control form. If the applicant has answered wrong on simple questions in the application form, there will not be possible for the foreign mission to change the control form. In these cases, UDI automation solution will identify missing answers, and the foreign mission do not need to put in remarks. The consequence of a wrong control form presented for the foreign mission is that the case will not be automated and will be treated manually, not that the case will be wrongly automated.

Relationship between the checklist and the control form in Norvis

It is the check list that the applicant has been presented that is the key to which documents the applicant are to deliver, not the control list. It might therefore be that some of the check points in the control list are shown even if the applicant has not been asked to deliver it. In these cases, the foreign mission is not to ask for the documents based on the control form but only if the documents appear in the check list and the applicant has not delivered it as expected. The foreign mission must create the case to be able to see which documents the applicant is supposed to deliver. If the case turns out not to be complete, the foreign mission should give the applicant a deadline for delivering the documents. The deadline must be considered reasonable to be able to provide documents that are missing. If the documents are not delivered within the deadline the case can be transferred to UDI.

Other issues

In cases where UDI demand documents to be presented in original it will be described in each case, both in the applicants check list and in this guideline. If it is not mentioned, copies are to be accepted.

If a check point is not evaluated it is important that the foreign mission does not choose «ok». If there are condition making some points difficult to evaluate (i.e., lack of competence or equipment) the foreign mission must choose «not ok» and comment on why the check point are not evaluated.

The service mission is supposed to be able to evaluate all the check points. If the foreign mission e.e.g., choose all “not OK” when considering check points regarding passports and ID-cards because of lack of equipment, the UDI will have to return the case to the foreign service mission because the UDI do not have the proper equipment.

2. In general

• The control form is opened as a separate step in the Postklient from Norvis

• All check points in the list must be considered, but it is not mandatory before the case is sent to UDI. This means that it is possible to open the control form several times during case preparation to make necessary changes.

• If the foreign mission chose «not ok», a comment field is opened. It is mandatory to write a reason for the choice before the case is sent to UDI. This comment will be stored as a case document.

• When the foreign mission has decided on a check point (ticked off for “ok” or “not ok”)it is possible to reset the decision (i.e., make it look like the check point has not been ticked off) by pressing “ Cancel” instead of “ OK”.

• It is possible to change the answer from “ok” to “not ok” as many times as necessary until the case is sent to UDI. When the case is sent to UDI, the foreign mission must consider the case evaluation finished.

• Apply only for the first check point “Presented passport from native country”: If the foreign mission chose that applicant has presented passport, several check points will be shown regarding document control. If the foreign mission sees that all checkpoints are “ok” it is possible to use a shortcut by clicking on top of the column “ok”. All checkpoints will be ticked off as “ok”.

3. Check points connected to ID-documents

The applicants identity should be checked in all applications regarding Norwegian citizenship, see UDI 2016-010, punkt 3.4.

These check points will always be shown on top of the control form since these checks normally are being performed in the beginning of the process and in all cases.

3.1 Presented passport from native country

The foreign mission must choose “ok” if the applicant has presented passport from the native country or original foreign alien passport.

If the applicant's only has presented Norwegian travel document or Norwegian alien passport; the foreign mission must choose “not ok” in this check point. UDI will gather information on Norwegian travel documents directly from DUF.

If the applicant has presented an EU ID-card, the foreign mission must choose “not ok” in this check point and write “EU citizen” in the mandatory comment field.

Preconditions for the check point to occur

• The check point will occur independent of which application form the applicant has filled out

• The check point will occur even if the applicants have chosen that they do not have a passport. The reason for this is that the applicants might have obtained a passport before they meet up for handing in the application

3.2 Minimum control

For more information regarding minimum control: UDI 2011-040 Control of persons and checks of original identity documents in connection with applications for visas and residence permits.

All the check points must be evaluated even if the current passport has been controlled at an earlier stage.

If the foreign mission quickly would like to tick off all the check points as “ok” it is possible to click in the column on top of “ok”. This will act as a “select all” button.

For foreign missions

• “Tiltakskortet” are to be used for minimum control. If the control is ok according to “tiltakskortet” the foreign mission must choose «ok» in top column and all check points are set as “ok”.

• Foreign mission stations without access to Norvis are not to control the check points which refers to Norvis. These check points must be decided upon at a foreign mission station with Norvis access.

Preconditions for the check point to occur

• The check point will occur independent of which application form the applicant has filled out

• The check point will occur if the foreign mission chooses “ok” in the check point “Presented passport from native country”

• If the foreign mission chose “not ok” in the check point “Presented passport from native country” no check points from the minimum control will appear.

3.3 Extended control

For more information regarding extended control: UDI 2011-040 Control of persons and checks of original identity documents in connection with applications for visas and residence permits.

Preconditions for the check point to occur

• The check point will occur independent of which application form the applicant has filled out

• The check point will occur if the foreign mission chooses “not ok” in at least one of the check points in the minimum control.

• If the foreign mission chooses “ok” in all check points in the minimum control, no check points from extended control will occur.

3.4 ID-card for EU/EEA/UK citizen presented and appear genuine

If the applicant is citizen of an EU/EEA country or UK, ID-card is accepted as travel document instead of passport as documentation on identity.

The foreign mission should choose “ok” if the applicant has presented ID-card approved as travel document, and the document appear genuine.

Preconditions for the check point to occur

• The check point will occur independent of which application form the applicant has filled out

• The check point will occur if the foreign mission chooses “not ok” in the check point

• “Presented passport from native country” and

  The applicant is citizen of an EU/EEA country or UK

3.5 National ID-card presented and appear genuine

If the applicant is a citizen of Iraq, UDI require presentation of supporting documentation for the passport.

The foreign mission is to choose “ok” if the applicant has presented national ID-card from Iraq and it appear genuine. The ID-card must match the identity as registered on the applicant in Norvis.

Preconditions for the check point to occur

• The check point will occur independent of witch application form the applicant has filled out.
• The check point will occur if the applicant is citizen of Iraq

3.6 Certificate of nationality presented and appear genuine

If the applicant is citizen of Iraq, UDI require presentation of supporting documentation for the passport.

The foreign mission is to choose “ok” if the applicant has presented certificate of nationality from Iraq and it appear genuine. The certificate must match the identity as registered on the applicant in Norvis.

Preconditions for the check point to occur

• The check point will occur independent of witch application form the applicant has filled out.

• The check point will occur if the applicant is citizen of Iraq

3.7 Birth certificate in original presented

The foreign mission must be able to answer if the applicant has presented birth certificate. This information will be used into the automation process and is needed since applicants normally do not exist in the National Registry. 

The foreign mission is to choose “OK” if the applicant has presented a birth certificate showing who is the child’s father, and that the person is the same as in other presented documents and in the application. The certificate must show the same date of birth as informed in the application form. The birth certificate must be presented in original and it must appear genuine.

Preconditions for the check point to occur

• The check point will only occur if the applicant has filled out notification that the child has a Norwegian father

The check point will not occur in the control form in other application forms since UDI only need the birth certificate if there are other reasons connected to identity making the case unsuited for automation. Persons who have handed in a birth certificate at an earlier stage do not need to deliver this again when applying for citizenship (see applicant’s checklist). If the birth certificate is missing; the foreign mission is not to inform UDI in the control form. UDI will ask for the birth certificate directly to the applicant if needed. The foreign mission can ask applicants who have a birth certificate at home to send it to UDI. It is not needed to send in an original, birth certificate.

4. Other control points

In the following we will describe the control points in the remaining form. These are independent of ID-documents presented.

4.1 Applicant’s signature

If applicants are 12 years or older they must give their consent to apply for Norwegian citizenship (see UDI 2016-010 item 3.2).

The foreign mission must choose “ok” if the applicant has presented a signed and dated form of consent. The foreign mission must check this against applicant’s identification and make sure the signature appears genuine.

Preconditions for the check point to occur

• The check point will occur independent of witch application form the applicant has filled out.

• The check point will occur for all applicants that are 12 years or older.

4.2 Signature by parents with parental responsibility

As a main rule for children applying for Norwegian citizenship, parents with parental responsibility must give their consent to the application.

The foreign mission must open the National Registry and check who has the parental responsibility for the child to evaluate this.

The foreign mission must choose “ok” if parents with parental responsibility has delivered a signed and dated consent form. The foreign mission must check the signature against the applicant’s identification and make sure it appears genuine. If it is not clear from the information in the National Registry who has the parental responsibility for the child, the foreign mission must choose “not ok” in Norvis, even if the persons registered as mother and father in Norvis has given their consent. The foreign mission must also choose “not ok” if a guardian has given their consent.

Preconditions for the check point to occur

• The check point will occur independent of witch application form the applicant has filled out.

• The check point will occur for all applicants under 18 years of age.

4.3 The child has been heard

All children over 7 years has the right to express their meaning of becoming a Norwegian citizen.

The foreign mission must choose “ok” if the parents has ticked off that the child has been heard in the consent form following the child’s check list. There must be no sign that the child opposes being a Norwegian citizen.

Preconditions for the check point to occur

• The check point will occur independent of witch application form the applicant has filled out.

• The check point will occur for all children from 7 – 11 years old. For children over 12 year it is enough with own signature.

4.4 No punishable offences in Norway of consequence to the case

The foreign mission must choose “ok” if the applicant has presented an exhaustively criminal record certificate from Norway showing no criminal offences. If historically criminal offences are shown in the history, the foreign mission must choose “not ok”. This will also apply if the person is charged or prosecuted.

Preconditions for the check point to occur

• The check point will only occur in notifications of citizenship for those who have previously been Norwegian citizens and application of citizenship applied from abroad. For notifications or applications handed in in Norway, the conduct step in DUF must be used.

• The question will only occur for applicants that is 15 or older.

4.5 Acquisition of citizenship in other country documented

The foreign mission must choose “ok” if the applicant has delivered documentation showing acquisition of citizenship in other country after the applicant became Norwegian citizen (either from birth or from decision date)

That the applicant has been a Norwegian citizen and from what time can be found by the foreign mission by looking up in the National registry. If the applicant is not registered in the National Registry; they will have been asked to document how the applicant became a Norwegian citizen. Examples on documentation of acquisition of citizenship in other country can be decisions on citizenship from another country’s authority. Documentation accepted in these cases are the same as the documentation requirements to apply for Norwegian passport, ref. pass- og ID-kortforskriften section 2-3, second paragraph (external link).

Public documents from other countries authority must be legalized / applied Apostille. It must be made the same requirements for registering of children and parenthood in the National register (children born abroad)

Preconditions for the check point to occur

• The question will only occur in notification of citizenship for those who has previously been Norwegian citizens that has answered in the application form that they lost their Norwegian citizenship because they became citizen of another country.

4.6 Documented that the applicant is not a citizen of another country

The foreign mission must choose “ok” if the applicant has presented documentation showing that the applicant is not a citizen of another country than Norway.

This must be documentation from the authorities in the country one or both parents are citizen of, and the country the applicant is living in, showing that the person is not a citizen of this country/these countries. As an example, this can be a permanent residence permit.

Public documents from other countries authority must be legalized / applied Apostille. It must be made the same requirements for registering of children and parenthood in the National register (children born abroad)

Preconditions for the check point to occur

• The question will only occur in applications for retention of citizenship, for applicants that in the application form has answered they are only Norwegian citizens.

4.7 No information on punishable offences outside Norway

The foreign mission must choose “ok” if the applicant has not presented documentation showing punishable offences are committed outside Norway and the foreign mission have no information of punishable offences committed outside Norway from other sources. See UDI 2016-010 item 3.7.5. For notification of citizenship for those who has previously been Norwegian citizens see UDI 2016-010 item 3.8.5.

Public documents from other countries authority must be legalized / applied Apostille. It must be made the same requirements for registering of children and parenthood in the National register (children born abroad).

Even if the document is not legalized/applied Apostille, the foreign mission must choose “Not Ok” if a document indicating criminal offence is presented.

Preconditions for the check point to occur

• The question will occur for all applying for Norwegian citizenship, used notifications for Nordic citizens or notification of citizenship for those who has previously been Norwegian citizens

• The question will only occur for applicants that is 15 or older

4.8 Documentation that applicant was Norwegian at birth presented

The foreign mission must choose “ok” if documentation is presented showing that the applicant was Norwegian at birth. Example of documentation is copy of Norwegian passport for the parent that the applicant inherits the Norwegian citizenship from, birth certificate for the Norwegian parent or a copy of resident/work permit to the Norwegian parent from the country where he or she lives. The same documentation is to be accepted as when the passport authority is to evaluate if a person was Norwegian at birth in connection with application for Norwegian passport.

If the applicant has not presented documentation, but it appears in the National registry that the applicant was Norwegian at birth, the foreign mission must choose “not ok” in this check point. The question is all about documentation presented. UDI will collect information on Norwegian citizenship at birth registered in the National registry.

Preconditions for the check point to occur

• The question will occur for all applicants that have used notification form for citizenship for those who have previously been a Norwegian citizen, and for those who have applied for retention of Norwegian citizenship

• For notification for citizenship for those who has previously been Norwegian citizens the check point will only occur if the applicant has answered in the application form that they were Norwegian at birth.

4.9 The foreign mission has not discovered grounds for further investigations after transfer (e.g., pro forma marriage, revocation, FNI - cf. RS 2016-010)

The foreign mission must choose “OK” unless conditions are detected as described in UDI 2016-010, item 3.5 og 3.6. It must be specific conditions about the applicant that trigger “Not ok” in this check point.  

The foreign mission must comment on the concrete reason for choosing "not ok" in the comment field in the control form. lf the foreign mission has written a report about the reason for choosing "not ok" it is possible to refer to this document in the comment field. lf the foreign mission thinks there might be a reason for investigating revoking of a citizenship, or a security assessment that the applicant has travelled to specific countries shown in stamps in the passport or from the applicants travel overview, the foreign mission must choose "not ok"

All cases ticked off for “not ok” will be taken out from the automating process and be handled manually by UDI, and it is important that the foreign mission not choose “not ok” in more cases than necessary. The foreign mission must i.e., not choose “not ok” if there is doubt about terms not linked to UDI 2016-010 item 3.4 and 3.5. If for example the applicant has not enough residence time in Norway or not have taken the Norwegian test, UDI will collect these data from other sources.

Preconditions for the check point to occur

• The check point will occur for all types of applications and notifications and have no age limit

4.10 Stamps in travel documents correspond with the travel overview in the application summary

In the application form, the applicant must state all trips outside Norway that have a total duration of more than 60 days per calendar year. The foreign mission must check that there are no obvious deviances in the applicant's travel overview. This could be, for example, that the applicant has not stated any trips, but there are stamps in the applicant's passport that show that there have been travels abroad of a longer duration than 60 days. The foreign mission does not need to make an exact calculation of all arrival and departure dates that appear in the applicant's passport. It is the applicant's own responsibility to provide a correct travel overview. Neither the foreign mission nor the UDI can check journeys for which there are no stamps in the passport.

The foreign mission must select "Ok" if it is not obvious that the travel overview which the applicant has filled out in the application form has deviances.

If the applicant states at the time of attendance that they have filled in the travel overview incorrectly (either too many or too few trips), the foreign mission must select "Not OK". A new travel overview must then be filled out and attached to the application as a document. It is up to the foreign mission to assess whether the applicant should prepare a new travel overview at the foreign mission, or whether the applicant must be asked to send it directly to UDI.

The foreign mission can still choose "Ok" if the applicant states journeys that were not significant (i.e., journeys that do not add up to more than 60 days in one calendar year).

Preconditions for the check point to occur

• The check point will occur for people who have completed an application for citizenship (not for notifications for Nordic citizens, reacquisition of Norwegian citizenship, etc.).

4.11 Name change is due to the applicant having taken the spouse's name

Applicants must state in the application form whether they have changed their name since they came to Norway or not. If the person concerned answers yes to this question, he/she must answer whether the change was due to marriage. UDI does not want this to be a reason why the case cannot be automated.

The foreign mission must select "Ok" if the applicant has the same surname as their spouse.

Preconditions for the check point to occur

• The check point occurs if the applicants have answered "yes" in the application form to the question whether they have changed their name and "yes" to the question whether the change was due to marriage.

• The question is only found in forms for applications for Norwegian citizenship and for citizens of non-Nordic countries.

4.12 Declaration of relationship submitted

Applicants must state in the application form whether they have a Norwegian cohabitant. This is asked because cohabitants are not a category in the Norwegian National Registry. We do not ask whether the person has a Norwegian spouse in the application form, as this is obtained from the Norwegian National Registry.

The foreign mission must select "Ok" if the applicant has submitted a completed declaration of cohabitation which can be found on the UDI's website (external link). The partner's birth number must appear on the form and both the applicant and the partner must have signed and dated it. Identity documents for cohabitants must be presented in original, but cohabitants do not need to appear in person. Applicants who must submit a declaration of cohabitation will have this listed on their checklist.

Preconditions for the check point to occur

• The check point occurs for people who have answered yes to questions about whether they have a Norwegian cohabitant in the application form.

• The question is only found in forms for applications for Norwegian citizenship and for citizens of non-Nordic countries.