Open A Case

Once you have decided to open a case for a client, consider the following steps to onboarding a client.

STEP 1: Explain and sign a Client Representation Agreement

In order to clarify the role of your organization, set clear expectations for what you will and will not do for the client, and protect the organization legally, you should sign agreements with your clients as appropriate. You may choose to start with a preliminary representation agreement, signed upon the first client meeting, and then sign additional agreements as the scope of your services to that specific client expands.

Sample Client Representation Agreement

Agreement between [INSERT ORG.] and the Client-First Instance

[INSERT ORG.] : _____________________

NI: _______________________

I, the undersigned, approached [INSERT ORG.] on _____________________ (date) and instructed by my lawyer, ___________________________, to act on my behalf regarding my first instance interview with UNHCR.

I understand that [INSERT ORG.] is giving me, in good faith, the best advice available to help me seek international protection from forcible return to my country of origin.

I authorize [INSERT ORG.] to release confidential information in relation to, and in connection with, my claim for international protection to UNHCR. [INSERT ORG.] will not disclose other confidential information about me to other organizations or individuals without my further consent.

This Agreement was read and explained to me in a language I understand, and I agree with its terms. I understand that it is my right to cancel the terms of this agreement at any point in time and by informing [INSERT ORG.] by writing.

Printed Name of Client: ________________________________

Client Signature: _________________________________    Date: _______________

INTERPRETER CERTIFICATION

I certify that I have honestly and accurately translated the content of this Agreement to the client into a language the client understands.

Language:

Printed name of Interpreter: ________________________________

Signature: _________________________________    Date: _______________

STEP 2: Explain and sign a Confidentiality Waiver

You will probably need two forms of confidentiality waivers to fulfill your duties to your client: one that authorizes you to disclose the client’s confidential information to other parties such as UNHCR, and another that authorizes other relevant parties (UNHCR, doctors, etc.) to disclose the confidential information to you.

Below are three different sample confidentiality waivers. The first is a general confidentiality waiver that authorizes your organization to release confidential information to UNHCR in relation to your client’s refugee claim and to act on the client’s behalf. The second is a specific confidentiality waiver that authorizes your organization to release confidential information to specifically named individuals and organizations. The third is a sample UNHCR Authority, which UNHCR to disclose client information to your organization.

Sample General Confidentiality Waiver

I, the undersigned _______________ (name), with UNHCR ID ______, authorize ________________________ (organization) to act on my behalf in seeking international protection from forcible return to my country of origin.

I authorize ____________________ (organization) to release confidential information in relation to, and in connection with, my claim for international protection, to the UNHCR.

______________________ (organization) will not disclose other confidential information about me to other organizations or individuals without my further consent.

I have had this Authority read and if applicable, translated to me, and I understand and agree with its terms.

_______________________    ___________________________    __________________

Printed Name of Client                  Client’s Signature                                   Date

INTERPRETER CERTIFICATION

I certify that I have honestly and accurately translated the content of this Agreement into the following language for the client named above: __________________.

______________________     __________________                 ________________

Printed Name of Interpreter       Signature                                                Date

 

Sample Specific Confidentiality Waiver

I, the undersigned ________________________________ (name), with UNHCR ID ___________, authorize _________________________ (organization) to release and/or receive confidential information in relation to, and in connection with, my claim for international protection, to the organizations and/or individuals listed below.

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I have had this Agreement read and if applicable, translated to me, and I understand and agree with its terms.

____________________________     ___________________    ________________

Printed Name of Client                         Client’s Signature                   Date

INTERPRETER CERTIFICATION

I certify that I have honestly and accurately translated the content of this Agreement into the following language for the client named above: _________________________.

________________________     _____________________     __________________

Printed Name of Interpreter          Signature                                            Date

Sample UNHCR Authority

Regional Office for Thailand, Cambodia, Laos and Vietnam
P.O. Box 2-121,

 

Tel.: (66-2) 288-1234(662) 2882180
Rajdamnern Avenue

 

Fax: (66-2) 280-0555,281-6100(662) 2800555
Bangkok 10200 Email: [email protected]
THAILAND

27 November 2003

 

 

Re:

 

Authorization To Act As Legal Representative

To be completed by the applicant

Name of Applicant:

UNHCR Registration No.:

Date of Notification:

This is to certify that ______________________________ (organization), is acting as my legal representative for all matters relating to my application for refugee status with the United Nations High Commissioner for Refugees.

I hereby authorize UNHCR to disclose to the above-named individual information or documents that I have provided directly to UNHCR, and to inform the above-named organisation of decisions taken by UNHCR regarding my application for refugee status.

This authorization is valid until a final determination in my refugee claim has been made by UNHCR, or the date upon which I give notice to UNHCR that the organization named above is no longer authorized to act as my legal representative.

Applicant’s Signature: …………………………

Date: ……………

STEP 3: Review the Nairobi Code Obligations

STEP 4: Create Pedagogy Tools or Slides

STEP 5: Photocopy/ Scan Relevant Documents