Practices by Stakeholder 3

Type of Practices by Stakeholder: 
States of origin
Description: 

Registration systems for citizens abroad

States of origin can use registration systems to communicate with citizens abroad and provide them with information. Systems can allow for single-entry registrations or be interactive systems that allow citizens to create personal profiles that can be updated when circumstances change. Ways to implement registration systems include:

  • Through paper, in-person, or electronic systems;
  • Registration prior to departure or after arrival in a host State;
  • Through voluntary recommendations or mandatory obligations; 
  • Through overseas consular posts.

Information that could be collected include:

  • Biographic information, such as name, date of birth, nationality, gender, and where necessary biometric data on the citizen and accompanying family members;
  • Contact details;
  • Travel details, including country, place of residence, and duration of stay;
  • Emergency contacts;
  • Passport and visa information, including expiration dates.

Measures to encourage citizens to register

Registration systems work when citizens traveling abroad register and keep their information updated. States can raise awareness of available registration systems and increase registration rates by:

  • Designing user-friendly, simple to update, online registration systems rather than paper forms and in-person procedures;
  • Limiting the extent to which personal information, including on immigration status, needs to be submitted;
  • Providing information on the purposes for and importance of registration;
  • Providing clear instructions (with accessible links to registration systems) on how and when to register;
  • Providing clear guidance on how data and information will be protected and handled;
  • Offering registered citizens benefits, including updates on risks and conditions in host States;
  • Disseminating information about registration systems through websites, social media, emails, traditional media, posters in airports, and travel centers;
  • Providing information about systems during pre-departure training or post-arrival orientation.

Mapping citizens abroad

A comprehensive and up-to-date understanding of the number and characteristics of citizens abroad can enable States to plan and respond more effectively when a crisis hits. Mapping exercises can include:

  • Collecting first-hand data from relevant agencies in host States, such as the interior ministry, immigration department, labor ministry, and census and statistics department;
  • Mapping organizations, groups, and associations established by citizens abroad;
  • Meeting with community leaders and groups who maintain data on citizens abroad;
  • Coordinating with representatives of employers, recruiters, and placement agencies;
  • Visiting worksites in host States;
  • Undertaking mapping and profiling at the local level in host States. 

The types of information that can be collected on citizens abroad through mapping includes:

  • Full name;
  • Passport, travel document, if available, or any document for purposes of identification;
  • Contact details;
  • Address in the host State;
  • Employer details and contact;
  • Address and contact details in the State of origin;
  • Details of emergency contacts, including in the State of origin and in the host State;
  • Social media or other platforms (whether websites, SMS, social media, applications) commonly used to access information.