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About EUAA Assessment of Reception Conditions

Welcome to the EUAA Practical Tool for the Assessment of Reception Conditions (ARC)

The ARC tool is addressed at national reception authorities and reception operators working within national reception systems such as NGOs, National and Local Authorities, Private contractors or International Organisations.
The ARC tool has been developed by EUAA in close cooperation with a working group of experts from national reception authorities specialised in quality management, auditing, monitoring and assessment of reception conditions within their reception systems.
The content of the tool is based on the EUAA standards and indicators publicly available within the EUAA Guidance on Reception conditions and the EUAA Guidance on reception conditions for unaccompanied children.
It is fully in line with Directive 2013/33/EU of the European Parliament and of the Council of 26 June 2013 laying down standards for the reception of applicants for international protection (“The Reception Conditions Directive”)
For more information on how to use the tool, please consult our tutorial video under documentation.

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Section Statistics

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Assessment of Reception Conditions

ARC Guidance on Unaccompanied Children

Information Report

EUAA Assessment of Reception Conditions

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General details

Placeholder: Sub-Section for General details

Assessment details

Full official name of reception centre

City

Address

Country

Number of staff

Target Group

Operator

Date

Operating since

Type of centre

Capacity

Occupancy

Type of visit

Announced

Unannounced

Assessor name

Assessor function

Assessor organisation

Remarks

Information, participation & representation

Information

1. Ensure unaccompanied children receive relevant information.

1.1. Information has to be provided within a reasonable time not exceeding 15 days after the application for international protection has been lodged, of at least any established benefits and of the obligations with which they must comply relating to reception conditions.

Value

Yes

Partially

Comment

1.2. Information should be provided free of charge.

Indicator Value

Yes

Partially

Comment

1.3. The information provided should address the questions of the unaccompanied child or the representative.

Indicator Value

Yes

Partially

Comment

1.4. Information covers all aspects of reception conditions concerning unaccompanied children, and as a minimum the right to reception, the form of provision of material reception conditions (housing, food, clothing and daily expenses allowances), access to healthcare, education, leisure activities, and specific arrangements for applicants for international protection with special needs, if relevant.

Indicator Value

Yes

Partially

Comment

1.5. Information is provided according to the special needs and individual circumstances of the unaccompanied children.

Indicator Value

Yes

Partially

Comment

1.6. Information covers the roles of staff working with unaccompanied children.

Indicator Value

Yes

Partially

Comment

1.7. Information should explain the obligation of appointing a representative in order to assist unaccompanied children on procedural issues and in their everyday life.

Indicator Value

Yes

Partially

Comment

1.8. Information covers the main aspects of the procedure for international protection, incl. access to asylum procedure, available legal assistance and how to access it, possibilities for family tracing, family reunification, voluntary return and to appeal procedures that are relevant to his/her case.

Indicator Value

Yes

Partially

Comment

2. Ensure that unaccompanied children understand the relevant information.

2.1. The information is provided in a child-friendly, age-appropriate and culturally sensitive manner.

Indicator Value

Yes

Partially

Comment

2.2. Information must be provided systematically during the process and evidence of this information provision should be documented (when it was provided, by whom, etc.).

Indicator Value

Yes

Partially

Comment

2.3. Interpreters and/or language mediators need to be available in reception facilities to allow communication with unaccompanied children in their native language.

Indicator Value

Yes

Partially

Comment

Participation

3. Ensure that children’s views / opinions are considered and acted upon, according to their age and maturity.

3.1. Unaccompanied children are given safe and inclusive opportunities to express their views/opinions and for their views to be considered in line with age and maturity.

Indicator Value

Yes

Partially

Comment

3.2. A well-publicized, confidential and accessible procedure for internal complaints is established for unaccompanied children within the reception facility.

Indicator Value

Yes

Partially

Comment

3.3. Unaccompanied children are provided with feedback explaining how their input was considered and influenced actions at least once a month.

Indicator Value

Yes

Partially

Comment

Representation

4. Ensure the appointment of a representative as soon as possible but no later than within 15 working days from when the application for international protection was made and enable him or her to provide assistance to the unaccompanied child with actions related to his/her legal obligations.

4.1. Ensure that the representative is able to verify if the accommodation and residential care arrangements are adequate for the child’s physical, mental, spiritual, moral and social development.

Indicator Value

Yes

Partially

Comment

4.2. Enable the representative to report any issues to the reception staff providing housing to the child; involvement and consultation with cultural mediators should be provided, where appropriate.

Indicator Value

Yes

Partially

Comment

4.3. Enable the representative to provide the child with information on his/her rights and duties in relation to accommodation and material assistance and in this connection to assist the child to lodge a complaint where necessary.

Indicator Value

Yes

Partially

Comment

4.4. Enable the representative to verify if the child is informed about the role and responsibilities of the personnel and the caregivers in accommodation facilities.

Indicator Value

Yes

Partially

Comment

4.5. Enable the representative to verify that the child has effective access to the education system and that the child regularly attends classes.

Indicator Value

Yes

Partially

Comment

4.6. Enable the representative to promote the child’s access to leisure activities, including play and recreational activities appropriate to his/her age, maturity and interests.

Indicator Value

Yes

Partially

Comment

5. Ensure that legal advisers or counsellors, persons representing international and the relevant NGOs recognised by the EU+ State concerned have adequate access to reception structures in order to assist unaccompanied children.

5.1. The access of the actors above is only limited on grounds relating to the security of the premises and of the unaccompanied children, provided that it is not thereby severely restricted or rendered impossible.

Indicator Value

Yes

Partially

Comment

5.2. The actors listed above are able to meet and speak with the unaccompanied children in conditions ensuring adequate privacy.

Indicator Value

Yes

Partially

Comment

6. Ensure that a procedure is in place to start tracing the members of the unaccompanied child’s family as soon as possible after arrival and identification, where necessary with the assistance of international or other relevant organisations, whilst protecting the child’s best interests.

6.1. Reception authorities and/or other responsible staff including the representative initiate or start the family tracing based on the information given by the child and according to the best interests of the unaccompanied child.

Indicator Value

Yes

Partially

Comment

Special needs & safety risks

Special needs

7. Ensure an initial procedure is in place to identify and assess special needs for unaccompanied children.

7.1. A standardised mechanism/procedure to systematically identify and assess special needs for unaccompanied children is in place.

Indicator Value

Yes

Partially

Comment

7.2. The mechanism clearly prescribes who is responsible for the identification and assessment of special needs.

Indicator Value

Yes

Partially

Comment

7.3. The mechanism clearly prescribes how the identification and the assessment of the needs are recorded and communicated to the unaccompanied child and to relevant actors.

Indicator Value

Yes

Partially

Comment

8. Ensure that the mechanism/procedure for identification and assessment of special needs is effectively applied as soon as possible after arrival.

8.1. Sufficient resources are allocated to systematically identify and assess the special needs of each unaccompanied child.

Indicator Value

Yes

Partially

Comment

8.2. The initial identification and assessment of obvious vulnerability to allocate special needs is conducted during the reception intake on the first day upon arrival, at the latest within 24 hrs.

Indicator Value

Yes

Partially

Comment

8.3. Special needs that become apparent at a later stage are adequately identified and assessed, addressed and documented.

Indicator Value

Yes

Partially

Comment

8.4. Where relevant, specialised actors are involved in the assessment of special needs.

Indicator Value

Yes

Partially

Comment

8.5. Communication channels and cooperation between the reception authority and the determining authority are established and used within the limits of confidentiality.

Indicator Value

Yes

Partially

Comment

8.6. The identification and assessment of special needs takes place without prejudice to the examination of the unaccompanied child’s need for international protection.

Indicator Value

Yes

Partially

Comment

9. Ensure that identified special needs are addressed in a timely manner.

9.1. Adequate action is taken to respond to the identified and assessed special needs. The urgency of the response will depend on the identified need.

Indicator Value

Yes

Partially

Comment

9.2. In case special needs have been identified, there is a mechanism in place to ensure their regular monitoring.

Indicator Value

Yes

Partially

Comment

Safety Risk

10. Ensure that staff working with unaccompanied children in a reception facility identify early safety risks and risks to children’s welfare.

10.1. A standard risk assessment to identify the safety risks around unaccompanied children is in place.

Indicator Value

Yes

Partially

Comment

10.2. Safety risks of unaccompanied children are assessed in the first week upon arrival and this is repeated regularly at least every six months.

Indicator Value

Yes

Partially

Comment

10.3. Safety risks are systematically assessed.

Indicator Value

Yes

Partially

Comment

10.4. The outcome of the risk assessment is discussed in a multidisciplinary context.

Indicator Value

Yes

Partially

Comment

11. Safety risks are reduced to an absolute minimum.

11.1. The necessary care and appropriate reception facility based on the risk assessment is provided within a week after arrival.

Indicator Value

Yes

Partially

Comment

11.2. Immediate action in acutely unsafe situations is taken by the reception authorities in order to eliminate the unsafe situation.

Indicator Value

Yes

Partially

Comment

11.3. Reception facilities have an alert instrument and ensure the systematic reporting and immediate response of missing unaccompanied children.

Indicator Value

Yes

Partially

Comment

12. Ensure knowledge is provided to unaccompanied children on the subject of radicalisation and that staff share signals related to the (potential) radicalisation of unaccompanied children with responsible authorities.

12.1. The subject of radicalisation is discussed with unaccompanied children where necessary by staff working with unaccompanied children.

Indicator Value

Yes

Partially

Comment

12.2. Reception facilities have an alert instrument in order to report signals of radicalisation to the responsible persons and authorities.

Indicator Value

Yes

Partially

Comment

Allocation

Placeholder: Sub-Section for Allocation

13. Specific and objective reasons (e. g. age, maturity and special needs) linked to the individual situation of the unaccompanied child, the specific care offered by the reception facility and the type of facility and possibilities of non-institutionalised forms of care are taken into account when allocating the unaccompanied child.

13.1. A mechanism is in place to consider whether there are specific and objective reasons for the allocation of a particular housing.

Indicator Value

Yes

Partially

Comment

14. Ensure that family unity is respected, in line with the principle of the best interests of the child.

14.1. Unaccompanied children who are siblings (in accordance with the definition of Article 24 (2) RCD) are accommodated together with their agreement.

Indicator Value

Yes

Partially

Comment

14.2. Unaccompanied children, their spouses and their children can be accommodated together if this is in line with the best interests of the unaccompanied child and in accordance with relevant national law.

Indicator Value

Yes

Partially

Comment

14.3. Where possible and appropriate, family unity should be respected with regard to members of the broader family.

Indicator Value

Yes

Partially

Comment

15. Ensure that special needs are taken into account when (re-)allocating a particular housing to an unaccompanied child.

15.1. The allocation of particular housing to unaccompanied children is based on an assessment of their special reception needs.

Indicator Value

Yes

Partially

Comment

15.2. There is a possibility to transfer an unaccompanied child as a result of identified special reception needs.

Indicator Value

Yes

Partially

Comment

15.3. Transferring unaccompanied children should be limited to a minimum and only occur when they service the best interests of the child, for example better access to family members or educational services.

Indicator Value

Yes

Partially

Comment

15.4. Unaccompanied children turning 18 should be allowed to stay in the same place /area if possible. Special measures should take place when transferring an unaccompanied child turning 18 to an adult reception facility. The transfer should be carefully organised together with both reception facilities and the unaccompanied child.

Indicator Value

Yes

Partially

Comment

Day to Day Care

Placeholder: Sub-Section for Day-to-Day care

16. Ensure the day-to-day care of the unaccompanied child in the accommodation centre (a) or in individual housing (b).

16.1 (a). Qualified staff is present in the accommodation centre 24/7.

Indicator Value

Yes

Partially

Comment

16.1 (b). Qualified staff is specifically present when unaccompanied children are in the accommodation centre meaning before and after school hours, during weekends and school holidays.

Indicator Value

Yes

Partially

Comment

16.1 (c). If members of staff present at night are not qualified staff, they must as a minimum, be trained in child protection and the rights of the child and have the necessary information on the specific situation of the unaccompanied children in the accommodation centre.

Indicator Value

Yes

Partially

Comment

16.1 (d). The presence of unaccompanied children in the accommodation centre is monitored at least once a day to be sure the child has not absconded.

Indicator Value

Yes

Partially

Comment

16.2 (a). When unaccompanied children live in individual housing, qualified staff are contactable 24/7.

Indicator Value

Yes

Partially

Comment

16.2 (b). Child reception staff visits unaccompanied children accommodated in individual housing at least twice a week.

Indicator Value

Yes

Partially

Comment

16.2 (c). The presence of unaccompanied children in individual housing is monitored during the home visits to be sure the children have not absconded.

Indicator Value

Yes

Partially

Comment

16.3. Unaccompanied children are supported in their everyday life and activities.

Indicator Value

Yes

Partially

Comment

16.4. Unaccompanied children are provided with help with homework and tutoring.

Indicator Value

Yes

Partially

Comment

17. The day-to-day care is organised according to a specific method for the care of unaccompanied children.

17.1. The method for the care of unaccompanied children is outlined in a handbook, known and applied by all child reception staff responsible for the day-to-day care in the reception facility.

Indicator Value

Yes

Partially

Comment

17.2. The handbook contains at least a description of the objectives of the day-to-day care and of a conversation cycle in which these objectives and the outcome for the unaccompanied child are discussed with the child, as well as for his/her safety, future perspectives, skills and special needs.

Indicator Value

Yes

Partially

Comment

17.3. The child reception staff discusses the objectives of the day-to-day care and the outcome on a regular basis with the representative and the unaccompanied child.

Indicator Value

Yes

Partially

Comment

18. The unaccompanied child is prepared to become autonomous and to live an independent life later on.

18.1. Skills related to autonomy are assessed on a regular basis.

Indicator Value

Yes

Partially

Comment

18.2. The unaccompanied child is provided with support and training on home budget management and the responsible consumption of energy.

Indicator Value

Yes

Partially

Comment

18.3. The unaccompanied child is provided with support and training on cleaning and how to do laundry.

Indicator Value

Yes

Partially

Comment

18.4. The unaccompanied child is provided with support and training on cooking skills.

Indicator Value

Yes

Partially

Comment

19. Safeguard and promote the unaccompanied child’s health and wellbeing, and strengthen resilience.

19.1. The unaccompanied child’s psychological well being and mental health is taken into account and safeguarded during day-to-day care.

Indicator Value

Yes

Partially

Comment

19.2. The unaccompanied child has access to awareness raising activities on the risks of drugs and alcohol use, according to its age and maturity.

Indicator Value

Yes

Partially

Comment

19.3. The unaccompanied child has access to awareness raising activities on sexual and reproductive health, and on gender roles, according to its age and maturity.

Indicator Value

Yes

Partially

Comment

19.4. The unaccompanied child is provided with a minimum of information and training aiming at strengthening it against all forms of mental and sexual or other forms of physical abuse and neglect.

Indicator Value

Yes

Partially

Comment

20. Support and follow up the mental and social development of the unaccompanied child through a standardised care plan.

20.1. The background, needs, skills and future prospects of the unaccompanied child are assessed by the child reception staff as standard elements of the unaccompanied child’s care plan, with its participation.

Indicator Value

Yes

Partially

Comment

20.2. The mental and social development of the unaccompanied child is discussed among relevant caretakers from different disciplines (multidisciplinary approach).

Indicator Value

Yes

Partially

Comment

20.3. Information on the mental and social development of the unaccompanied child is exchanged with the representative on a regular basis.

Indicator Value

Yes

Partially

Comment

20.4. When the unaccompanied child is transferred to a new reception facility, the care plan is transmitted before or no later than the day of transfer, with respect of the principle of confidentiality.

Indicator Value

Yes

Partially

Comment

21. Ensure effective access to leisure activities, including play and recreational activities appropriate to unaccompanied children’s age.

21.1. There is a daily access to a variety of leisure activities, both indoor and outdoor, according to age and after consultation with the unaccompanied children.

Indicator Value

Yes

Partially

Comment

21.2. Leisure activities are organised and supervised by child reception staff and/or other responsible adults involved in childcare.

Indicator Value

Yes

Partially

Comment

21.3 (a). Unaccompanied children 0-12 can play daily in a safe space adapted to their age and under supervision. AND

Indicator Value

Yes

Partially

Comment

21.3 (b). A minimum range of sport activities appropriated to the unaccompanied child’s age are regularly provided.

Indicator Value

Yes

Partially

Comment

21.4. Internet access and its duration is age appropriate and is regulated and supervised by the staff.

Indicator Value

Yes

Partially

Comment

Staff

Placeholder: Sub-Section for Staff

22. Ensure sufficient qualified staff is provided for the day-to-day care of unaccompanied children.

22.1. The reception facility has to provide for sufficient qualified staff to carry out the day-to-day care of unaccompanied children.

Indicator Value

Yes

Partially

Comment

23. Ensure that staff is sufficiently qualified.

23.1. Staff working with unaccompanied children in the reception context has clear terms of reference (job description).

Indicator Value

Yes

Partially

Comment

23.2. Staff working with unaccompanied children in the reception context is qualified in accordance with national law and regulations concerning his or her particular terms of reference (job description).

Indicator Value

Yes

Partially

Comment

23.3. Staff working with unaccompanied children in the reception context do not have a record of child-related crimes and offences, or crimes and offences that lead to serious doubts about their ability to assume a role of responsibility with regard to children.

Indicator Value

Yes

Partially

Comment

24. Ensure staff is provided with the necessary and appropriate training.

24.1. Without prejudice to the need to provide specific training to staff working with unaccompanied children in the reception context, all training should be aligned to the broader framework of a Code of Conduct specifying the key concepts and principles underlying the work in the reception context.

Indicator Value

Yes

Partially

Comment

24.2. Staff working with unaccompanied children in the reception context has a thorough and timely introduction into the role.

Indicator Value

Yes

Partially

Comment

24.3. A clear training curriculum including the training requirements for each functional group exists for assessing, determining, documenting and addressing special reception needs as soon as possible and throughout the reception period.

Indicator Value

Yes

Partially

Comment

24.4. Training is provided in a regular manner and depending on the needs of staff.

Indicator Value

Yes

Partially

Comment

24.5. Training provided includes gender and age-specific concerns, cultural training, conflict management, initial and specialised training on the identification of persons with special needs, awareness of mental health issues, recognising signs of radicalisation, and identification of victims of human trafficking as well as first aid and fire safety.

Indicator Value

Yes

Partially

Comment

25. Ensure and promote effective cooperation, information sharing and awareness.

25.1. Special needs recorded should be communicated to the relevant stakeholders in order to provide the necessary guarantees and support.

Indicator Value

Yes

Partially

Comment

25.2. Regular cooperation, information sharing and awareness raising sessions and/or alternative arrangements are in place among those who are in contact with unaccompanied children due to their profession and/or function, including social workers, education and health-care staff, registration officers, interpreters, facility managers, administration/coordination staff as well as representatives.

Indicator Value

Yes

Partially

Comment

25.3. Representatives are informed by and inform other relevant actors working with unaccompanied children on the mental and social development of unaccompanied children on a regular basis.

Indicator Value

Yes

Partially

Comment

25.4. Confidentiality rules provided for in national and international law, in relation to any information those working with unaccompanied children obtain in the course of their work are respected.

Indicator Value

Yes

Partially

Comment

26. Provide support for staff working with unaccompanied children in the reception context.

26.1. Different measures are available to help deal with difficult situations encountered during the reception work.

Indicator Value

Yes

Partially

Comment

27. Ensure management, supervision and accountability via regular – at least yearly – monitoring and adequate support to staff is taken into account.

27.1. The reception facility has to provide for a regular monitoring mechanism of staff performance to ensure day-to-day care of unaccompanied children.

Indicator Value

Yes

Partially

Comment

Health care

Placeholder: Sub-Section for Healthcare

28. Ensure access to medical screening and health assessment and the prevention of health related issues at an early state of the reception process. Information about the right to healthcare service, the purpose and meaning of medical screening, health assessment and vaccination programmes should be given to unaccompanied children immediately after arrival in the reception centre.

28.1. Information about the right to healthcare service, the purpose and meaning of medical screening, health assessment and vaccination programmes should be given to unaccompanied children immediately after arrival in the reception centre.

Indicator Value

Yes

Partially

Comment

28.2. A medical screening and health assessment should be conducted, if consented by unaccompanied children, as soon as possible after arrival in the reception centre.

Indicator Value

Yes

Partially

Comment

28.3. If vaccination programmes are not part of the general mandatory health programmes, necessary vaccinations should be provided to the unaccompanied children.

Indicator Value

Yes

Partially

Comment

28.4. Unaccompanied children are provided with age-appropriate and sufficient sexual and reproductive health information and services.

Indicator Value

Yes

Partially

Comment

28.5. Unaccompanied children are provided with contraceptives.

Indicator Value

Yes

Partially

Comment

29. Ensure access to necessary healthcare, equal to that of nationals including preventive, mental, physical and psychosocial care.

29.1. Unaccompanied children have access to all types of necessary healthcare services.

Indicator Value

Yes

Partially

Comment

29.2. Qualified medical personnel provide healthcare services.

Indicator Value

Yes

Partially

Comment

29.3. Healthcare is available within reception facilities or within a reasonable distance on foot or via public transport and if needed unaccompanied children are accompanied by staff or the representative.

Indicator Value

Yes

Partially

Comment

29.4. Necessary healthcare, including prescribed medication, is provided free of charge or economically compensated for through the daily expenses allowance.

Indicator Value

Yes

Partially

Comment

29.5. Arrangements for safe storage and distribution of prescribed medication are in place within the reception facility.

Indicator Value

Yes

Partially

Comment

29.6. Adequate arrangements are in place to ensure that unaccompanied children are able to communicate effectively with the medical personnel.