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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

Standard	No of Indicators	Yes	Partially	No

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Assessment of Reception Conditions

ARC General Guidance

Information Report

EUAA Assessment of Reception Conditions

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

Housing

1.1. Location

1. Ensure effective geographic access to relevant services, such as public services, school, health care, social and leagal assistance, a shop for daily needs, laundry and leisure services.

1.1. Specific arrangements are in place for applicants with special needs.

Value

Yes

Partially

Comment

1.2 (a) Relevant services are provided within the housing. OR

Value

Yes

Partially

Comment

1.2 (b) Facility is located at reasonable walking distance from relevant services and available infrastructure is safe for walking. OR

Value

Yes

Partially

Comment

1.2 (c) Relevant services are accessible by public transport and duration of journey is reasonable. OR

Value

Yes

Partially

Comment

1.2 (d) Relevant services are accessible through organised transport provided by Member State. OR

Value

Yes

Partially

Comment

1.2. Allocation

2. Ensure that the principle of family unity is respected.

2.1. Family members (in accordance with the definition of Article 2 RCD recast) are accommodated together.

Indicator Value

Yes

Partially

Comment

2.2. Families with children are accommodated together provided that this is in line with the best interests of the child.

Indicator Value

Yes

Partially

Comment

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

Indicator Value

Yes

Partially

Comment

2.4. A maximum of one family is allocated per bedroom.

Indicator Value

Yes

Partially

Comment

3. Ensure that special needs are taken into account when (re-) allocating particular housing to an applicant.

3.1. The allocation of particular housing to applicants is based on an assessment of their special reception needs.

Indicator Value

Yes

Partially

Comment

3.2. There is a possibility to transfer an applicant as a result of identified special reception needs.

Indicator Value

Yes

Partially

Comment

4. Ensure that legitimate reasons linked to individual situation of applicant are taken into account.

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

Indicator Value

Yes

Partially

Comment

1.3. Infrastructure

5. Ensure sufficient space in the bedroom in collective housing.

5.1. A minimum space of 4 m² per person is provided for each applicant.

Indicator Value

Yes

Partially

Comment

5.2. A minimum height of the room of 2,10m is ensured.

Indicator Value

Yes

Partially

Comment

5.3. Sufficient space exists in bedroom to place one bed and one cupboard for each applicant.

Indicator Value

Yes

Partially

Comment

6. Ensure respect for privacy of applicants in collective housing.

6.1. Maximum of 6 single applicants are accommodated in one bedroom.

Indicator Value

Yes

Partially

Comment

6.2. Separate bedrooms for single male and female applicants exist and no access is possible for applicants of the opposite sex.

Indicator Value

Yes

Partially

Comment

6.3. A room creating a private setting (inside or outside the premises) for meetings with legal aid, social worker or other relevant actors is foreseen and available to applicants, when needed.

Indicator Value

Yes

Partially

Comment

6.4. Specific arrangements are in place for applicants with special needs

Indicator Value

Yes

Partially

Comment

7. Ensure that housing is sufficiently furnished.

7.1. (a) The furniture for each bedroom includes, as a minimum one individual bed per person AND

Indicator Value

Yes

Partially

Comment

7.1. (b) One cupboard per person or family, big enough to keep personal belongings (such as clothes, medication, documents, etc.).

Indicator Value

Yes

Partially

Comment

7.2. In bedrooms shared by applicants who are not family members, the cupboard is lockable, without prejudice to security considerations of the reception facility.

Indicator Value

Yes

Partially

Comment

7.3. The furniture in the common/living area includes a sufficient number of tables and chairs.

Indicator Value

Yes

Partially

Comment

7.4. (a) In facilities where applicants are asked to cook for themselves, all of the following is provided and accessible in the kitchen: sufficient refrigerator volume per person; AND

Indicator Value

Yes

Partially

Comment

7.4. (b) Sufficient shelf space per person/family. AND

Indicator Value

Yes

Partially

Comment

7.4 (c) A minimum access to a stove per person/family. AND

Indicator Value

Yes

Partially

Comment

7.4. (d) A minimum number of cooking utensils, and cutlery per person.

Indicator Value

Yes

Partially

Comment

7.5. Specific arrangements are available for applicants with special needs.

Indicator Value

Yes

Partially

Comment

8. Ensure sufficient, adequate and functioning sanitary infrastructure.

8.1 All applicants should have access to a shower/bath, a sink with hot and cold water and a functional toilet.

Indicator Value

Yes

Partially

Comment

8.2. At least one functioning and lockable toilet per 10 applicants is accessible 24/7.

Indicator Value

Yes

Partially

Comment

8.3 At least 1 functioning shower or bath with hot and cold water exists per 12 applicants and is accessible for a minimum of 8 hours/day.

Indicator Value

Yes

Partially

Comment

8.4. At least one functioning sink with hot and cold water per 10 applicants is accessible 24/7.

Indicator Value

Yes

Partially

Comment

8.5. If more than one shower is located in bathroom, visual separation is ensured.

Indicator Value

Yes

Partially

Comment

8.6. Separate toilets, sinks and shower facilities exist according to sex (visibly and understandable marked) except for small housing facilities.

Indicator Value

Yes

Partially

Comment

8.7. With regards to shared housing for applicants who are not family members, arrangements are in place to ensure that applicants may access the facilities safely and that the intimacy of the applicants is at all times respected

Indicator Value

Yes

Partially

Comment

8.8. Arrangements are in place to ensure that clothes and towels can stay dry while applicants are taking a shower.

Indicator Value

Yes

Partially

Comment

8.9. Specific arrangements are in place for applicants with special needs.

Indicator Value

Yes

Partially

Comment

9. Ensure compliance of housing with relevant national regulations.

9.1. Housing is built in compliance with applicable local and national regulations.

Indicator Value

Yes

Partially

Comment

9.2. Housing is maintained and operated in compliance with relevant local and national regulations, taking into account all potential hazards.

Indicator Value

Yes

Partially

Comment

9.3. Sufficient natural light and fresh air enters the bedrooms and common/living areas of the housing while curtains and/or shutters are available to shut out the light when needed.

Indicator Value

Yes

Partially

Comment

9.4. An adequate temperature regulation system exists for all areas of the housing.

Indicator Value

Yes

Partially

Comment

9.5. The bedrooms and common areas are protected from excessive environmental noise.

Indicator Value

Yes

Partially

Comment

10. Ensure infrastructure of housing designated to house applicants with reduced mobility is adapted to their needs.

10.1. (a) Housing is located on the ground floor. OR

Indicator Value

Yes

Partially

Comment

10.1 (b) An elevator adapted for use by persons with reduced mobility exists. OR

Indicator Value

Yes

Partially

Comment

10.1 (c) Stairs are not more than a maximum number, according to the degree of reduced mobility.

Indicator Value

Yes

Partially

Comment

10.2. External approaches such as paths or drives have a firm, level surface.

Indicator Value

Yes

Partially

Comment

10.3. Entrance is designed to allow for the access of applicants with reduced mobility.

Indicator Value

Yes

Partially

Comment

10.4. Doorways and passageways inside of the housing are wide enough for wheelchair users.

Indicator Value

Yes

Partially

Comment

10.5. Grab rails exist for support in all the rooms and corridors that are used by applicants with reduced mobility.

Indicator Value

Yes

Partially

Comment

10.6. Adapted sanitary infrastructure exists, including, for example, walk-in showers, grab rails, sinks, and toilets at appropriate height for wheelchair users, as well as a surface of bathroom and toilet rooms sufficient for wheelchairs.

Indicator Value

Yes

Partially

Comment

1.4. Security

11. Ensure existence of sufficient security measures.

11.1 A risk assessment is carried out on a regular basis, taking into account external and internal factors.

Indicator Value

Yes

Partially

Comment

11.2 Adequate security measures are introduced based on the outcome of the risk assessment.

Indicator Value

Yes

Partially

Comment

11.3 It is possible to report security issues (e.g. theft, violence, threats, hostility from external community) to the responsible personnel in a safe manner.

Indicator Value

Yes

Partially

Comment

11.4 The numbers for emergency calls are displayed in a visible place and a phone is available.

Indicator Value

Yes

Partially

Comment

11.5 Security measures also focus on the detection and prevention of sexual and gender-based violence.

Indicator Value

Yes

Partially

Comment

11.6 Specific arrangements have been made for applicants with special needs.

Indicator Value

Yes

Partially

Comment

1.5. Common areas

12. Ensure applicants have sufficient space to eat.

12.1 All applicants have the possibility to eat in a designated space.

Indicator Value

Yes

Partially

Comment

13. Ensure applicants have sufficient space for leisure and group activities.

13.1 An area which is suitable for leisure activities exists inside the housing or nearby within public space.

Indicator Value

Yes

Partially

Comment

13.2 Where group activities are organised by the Member State, sufficient and adequate space, e.g. in the form of a separate room, is available.

Indicator Value

Yes

Partially

Comment

13.3 If the facility hosts children, a safe room/area exists for them to play and to engage in open air activities in the housing itself or nearby within public space.

Indicator Value

Yes

Partially

Comment

1.6. Sanitation

14. Ensure that private and common areas are maintained clean.

14.1 The housing facility observes a cleaning schedule.

Indicator Value

Yes

Partially

Comment

14.2 The cleanliness of private and common areas of the housing is being checked on a regular basis.

Indicator Value

Yes

Partially

Comment

14.3 The cleanliness is being checked when people move to another room or to a different housing facility.

Indicator Value

Yes

Partially

Comment

14.4 Where applicants are responsible for cleaning, they have access to necessary cleaning products and items as well as protection equipment such as gloves and masks.

Indicator Value

Yes

Partially

Comment

15. Ensure that the kitchen and sanitary areas are maintained clean.

15.1 The cleanliness of the areas is in line with local and national regulations and standards.

Indicator Value

Yes

Partially

Comment

15.2 The areas are cleaned at least daily (in accommodation centres), or as often as necessary.

Indicator Value

Yes

Partially

Comment

15.3 In-depth cleaning of the areas takes place regularly.

Indicator Value

Yes

Partially

Comment

16. Ensure applicants are able to do laundry or have it done on a regular basis.

16.1 When the bed linen and towels are provided in kind and washed by the housing facility, they should be washed on a regular basis.

Indicator Value

Yes

Partially

Comment

16.2 (a) Applicants should be able to do the laundry at least once a week. OR

Indicator Value

Yes

Partially

Comment

16.2 (b) There is a service available so that the laundry can be done for the applicants.

Indicator Value

Yes

Partially

Comment

1.7. Maintenance

17. Ensure the safety and proper functioning of the housing facilities through regular maintenance.

17.1 The good functioning of the housing and its furniture and equipment is assessed on a regular basis.

Indicator Value

Yes

Partially

Comment

17.2 Applicants have a possibility to report the necessity of maintenance and repairs.

Indicator Value

Yes

Partially

Comment

17.3 Repairs and replacements needed within the housing are carried out promptly and with adequate quality.

Indicator Value

Yes

Partially

Comment

1.8. Communication equipment and services

18. Ensure that applicants have adequate access to a telephone to make calls concerning procedural, legal, medical and educational issues

18.1 Access to a telephone is possible at least for calls concerning procedural, legal, medical or educational issues.

Indicator Value

Yes

Partially

Comment

18.2 Applicants have daily access to at least one telephone per housing unit.

Indicator Value

Yes

Partially

Comment

18.3 Applicants can take calls in a private setting, i.e. other applicants cannot hear the conversation.

Indicator Value

Yes

Partially

Comment

19. Ensure adequate access to Internet.

19.1 Applicants have access to the internet in the housing itself or in the nearby public space at least four times a week.

Indicator Value

Yes

Partially

Comment

20. Ensure possibility to charge up devices for communication.

20.1 There is minimum one plug available and accessible per bedroom to charge up electronic devices.

Indicator Value

Yes

Partially

Comment

Food

Placeholder: Sub-Section for Food

21. Ensure access to sufficient and adequate food.

21.1. Food safety standards are observed.

Value

Yes

Partially

Comment

21.2. Minimum three meals are served per day for adults and five for minors of which at least one is cooked and served warm.

Indicator Value

Yes

Partially

Comment

21.3. The meals ensure a balanced and varied diet, including milk for minors and infants when needed.

Indicator Value

Yes

Partially

Comment

21.4. Applicants are informed about the composition of the meal.

Indicator Value

Yes

Partially

Comment

21.5. Specific arrangements are in place for applicants with special dietary needs.

Indicator Value

Yes

Partially

Comment

21.6. The eating preferences and dietary restrictions of specific groups are taken into account.

Indicator Value

Yes

Partially

Comment

22. Ensure access to potable water 24/7.

22.1. Each applicant is provided with a minimum of 2.5 litres of water per day while personal physiology and climate are taken into account.

Indicator Value

Yes

Partially

Comment

22.2.(a) The infrastructure of the housing is adequate for potable water. OR

Indicator Value

Yes

Partially

Comment

22.2.(b) Potable water is distributed in absence of adequate infrastructure.

Indicator Value

Yes

Partially

Comment

Clothing & non-food items

Placeholder: Sub-Section for Clothing and other

23. Ensure that applicants possess sufficient clothing.

23.1. The applicant possesses sufficient underwear for a week without having to do laundry.

Indicator Value

Yes

Partially

Comment

23.2. The applicant possesses at least a minimum number of clothing items.

Indicator Value

Yes

Partially

Comment

23.3. The applicant has at least two different pairs of shoes.

Indicator Value

Yes

Partially

Comment

23.4. Applicants are provided with clothing as soon as possible.

Indicator Value

Yes

Partially

Comment

23.5. If any of the clothes is no longer usable as a result of wear and tear, there is a standardised way to obtain another one in exchange.

Indicator Value

Yes

Partially

Comment

23.6. Applicants possess sufficient clothes for babies and small children for one week without having to do laundry.

Indicator Value

Yes

Partially

Comment

24. Ensure that applicants possess adequate clothing.

24.1. The clothing is reasonably fitting the applicants in terms of size.

Indicator Value

Yes

Partially

Comment

24.2. The clothing is reasonably decent-looking and appropriate to the prevailing standard of the host society and the applicants’ background.

Indicator Value

Yes

Partially

Comment

24.3. Adequate seasonal clothing is available.

Indicator Value

Yes

Partially

Comment

25. Ensure that applicants have access to sufficient and adequate personal hygiene products.

25.1. A list exists specifying which type and quantity of personal hygiene products applicants of certain age and gender are entitled to receive.

Indicator Value

Yes

Partially

Comment

25.2. Necessary personal hygiene products are at the applicant’s disposal, either through regular distribution in-kind on a per capita basis or through the daily expenses allowance.

Indicator Value

Yes

Partially

Comment

26. Ensure that applicants have access to other essential non-food items.

26.1. Sufficient bed linen and towels are provided.

Indicator Value

Yes

Partially

Comment

26.2. Washing powder is available if applicants are responsible for washing their own clothes.

Indicator Value

Yes

Partially

Comment

26.3. Specific arrangements are in place for applicants with special needs.

Indicator Value

Yes

Partially

Comment

27. Ensure that children enrolled in school are provided with adequate clothing and accessories.

27.1. Children who attend compulsory school education are provided with adequate clothing for school activities.

Indicator Value

Yes

Partially

Comment

27.2. Children who attend school receive a school bag (backpack or other) and all items (textbooks etc.) required by the school free of charge.

Indicator Value

Yes

Partially

Comment

Daily expenses allowance

Placeholder: Sub-Section for Daily expenses allowance

28. Ensure that an adequate daily expenses allowance is provided;

28.1. A clear definition of the scope of daily expenses allowance exists.

Indicator Value

Yes

Partially

Comment

28.2. The method for the calculation of the daily expenses allowance is clearly determined.

Indicator Value

Yes

Partially

Comment

28.3. The daily expenses allowance is provided at free disposal (“pocket money”) and allows applicants to reach an adequate degree of autonomy.

Indicator Value

Yes

Partially

Comment

28.4. The amount of daily expenses allowance also reflects as a minimum the following expenses, unless ensured in kind: communication and information, school items, personal hygiene and body care, leisure activities and costs for transport when related to access to health care and obtaining medication, the asylum procedure and legal assistance, and education for children enrolled in school.

Indicator Value

Yes

Partially

Comment

28.5. The daily expenses allowance is provided regularly, and no less than once a month with regards to the ‘pocket money’.

Indicator Value

Yes

Partially

Comment

Health care

Placeholder: Sub-Section for Healthcare

29. Ensure access to necessary healthcare, at least level of emergency care and essential treatment of illnesses and serious mental disorders.

29.1. The applicant has access to all types of necessary health care services.

Indicator Value

Yes

Partially

Comment

29.2. Health care services are provided by qualified medical personnel.

Indicator Value

Yes

Partially

Comment

29.3. Health care is available inside the housing or outside at a reasonable distance.

Indicator Value

Yes

Partially

Comment

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

Indicator Value

Yes

Partially

Comment

29.5. Adequate arrangements are in place to ensure the applicant is able to communicate with the medical personnel.

Indicator Value

Yes

Partially

Comment

29.6. Arrangements are made to ensure access to first aid in emergencies.

Indicator Value

Yes

Partially

Comment

29.7. The applicant is provided with access to his/her medical records, without prejudice to national legislation.

Indicator Value

Yes

Partially

Comment

29.8. Specific arrangements are in place for applicants with special medical needs.

Indicator Value

Yes

Partially

Comment

Information and counselling

Placeholder: Sub-Section for Provision of information

30. Ensure the applicant receives and understands phase-relevant information on benefits and obligations relating to reception conditions.

30.1. Written information is provided in a language that the applicant understands or is reasonably supposed to understand.

Indicator Value

Yes

Partially

Comment

30.2. Where necessary and appropriate the information is provided also orally in a language the applicant understands.

Indicator Value

Yes

Partially

Comment

30.3. Information covers all aspects of reception conditions, including the benefits and obligations under the RCD.

Indicator Value

Yes

Partially

Comment

30.4. Information is provided in a timely manner (maximum 15 days) after lodging an application for international protection application.

Indicator Value

Yes

Partially

Comment

30.5. Information is provided according to the special needs and individual circumstances of applicants.

Indicator Value

Yes

Partially

Comment

31. Ensure provision of information on organisations or groups of persons that provide specific legal assistance and organisations that might be able to help or inform applicants concerning the available reception conditions, including health care.

31.1. Information on the available legal assistance and how to access it is provided to applicants.

Indicator Value

Yes

Partially

Comment

31.2. Information provided to applicants includes the contact details of organisations or groups of persons able to inform applicants concerning available reception conditions, including health care, and how to access them.

Indicator Value

Yes

Partially

Comment

31.3. Written information is provided in a language that the applicant understands or is reasonably supposed to understand.

Indicator Value

Yes

Partially

Comment

31.4. Where necessary and appropriate the information is also provided orally in a language the applicant understands.

Indicator Value

Yes

Partially

Comment

31.5. Information should be provided in a timely manner (maximum 15 days) after lodging an application for international protection.

Indicator Value

Yes

Partially

Comment

31.6. Information is provided according to the special needs and personal circumstances of applicants.

Indicator Value

Yes

Partially

Comment

32. Ensure adequate access of legal advisers or counsellors, persons representing the UNHCR, Red Cross, intergovernmental and relevant non-governmental organisations recognised by the Member State concerned in order to assist the applicants

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

Indicator Value

Yes

Partially

Comment

32.2. The actors listed above are able to meet and speak with the applicants in conditions ensuring adequate privacy.

Indicator Value

Yes

Partially

Comment

33. Ensure access to social counselling for applicants of international protection.

33.1. Social counselling is available to applicants inside or outside the housing facility.

Indicator Value

Yes

Partially

Comment

33.2. Applicants can access social counselling on a regular basis and as per their personal needs.

Indicator Value

Yes

Partially

Comment

Identification, assessment and response to special needs

Placeholder: Sub-Section for Identification and assessment

34. Ensure a mechanism is in place to identify and assess special reception needs.

34.1. A standardised mechanism to identify and assess special reception needs of any applicant is in place.

Indicator Value

Yes

Partially

Comment

34.2. The mechanism clearly prescribes who is responsible for identification and assessment of special reception needs.

Indicator Value

Yes

Partially

Comment

34.3. The mechanism clearly prescribes how identification and assessment are recorded and communicated to the applicant and to relevant actors.

Indicator Value

Yes

Partially

Comment

35. Ensure the mechanism for identification and assessment of special reception needs is effectively applied.

35.1. Sufficient resources are allocated to identify, assess and monitor special needs.

Indicator Value

Yes

Partially

Comment

35.2. The initial identification and assessment of special needs is conducted as soon as possible.

Indicator Value

Yes

Partially

Comment

35.3. Special needs that become apparent at a later stage are adequately identified and assessed.

Indicator Value

Yes

Partially

Comment

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

Indicator Value

Yes

Partially

Comment

35.5. Communication channels and cooperation between the reception authority and the determining authority are established and used.

Indicator Value

Yes

Partially

Comment

35.6. The identification and assessment of special reception needs takes place without prejudice to the examination of the applicant’s need for international protection.

Indicator Value

Yes

Partially

Comment

36. Ensure necessary reception guarantees are put in place in a timely manner.

36.1. Adequate and prompt action is taken to respond to the identified and assessed special needs.

Indicator Value

Yes

Partially

Comment

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

Indicator Value

Yes

Partially

Comment

Staff training

Placeholder: Sub-Section for Staff training

37. Ensure that reception officers are sufficiently qualified.

37.1. Each reception officer has clear terms of reference (job description).

Indicator Value

Yes

Partially

Comment

37.2. Each reception officer is qualified in accordance with national law and regulations concerning his/her particular terms of reference (job description).

Indicator Value

Yes

Partially

Comment

38. Ensure necessary and appropriate training for reception officers.

38.1. Each reception officer has a thorough and timely introduction into his/her role, including on the applicable Code of Conduct.

Indicator Value

Yes

Partially

Comment

38.2. A clear training syllabus including the training requirements for each functional group exists.

Indicator Value

Yes

Partially

Comment

38.3. Training is provided in a regular manner and depending on the need.

Indicator Value

Yes

Partially

Comment

38.4. A minimum of training provided includes gender and age-specific concerns and the situation of applicants with special needs, in particular with regard to child protection and safeguarding standards for children, including unaccompanied children as well as identification of victims of torture and violence.

Indicator Value

Yes

Partially

Comment

39. Promote awareness of other stakeholders who are in regular contact with applicants.

39.1. Regular awareness raising sessions and/or alternative arrangements are in place for persons who are not considered ‘reception officers’, but are nevertheless in contact with applicants due to their profession/function.

Indicator Value

Yes

Partially

Comment

40. Promote process-oriented support for reception officers.

40.1. Different measures are available to help dealing with difficult situations encountered during the reception work.

General details

Housing

Food

Clothing & non-food items

Daily expenses allowance

Health care

Information and counselling

Identification, assessment and response to special needs

Staff training

General Comments

Plain text