In some cases, we want to talk to the person the case concerns. If we do, we will call you in for a preparatory meeting (also called an administrative meeting).
The goal of the meeting is to make sure we have as much information about your case as possible before we start considering it. We might, for example, have questions about documents or new information you have provided that we’d like to discuss with you before making a decision in your case.
You or any of the other people involved in the case can also ask to have a meeting with us, but you cannot demand it. The decision is up to us. UNE usually processes cases in writing.
We will contact you
If we believe we should have a preparatory meeting with you, we will contact you or your lawyer, or another representative in the case. We will agree on when the meeting should take place and how it will be conducted. At the same time, we will clarify if there are special expenses you need to have covered.
After we have agreed on the meeting, we will send you a letter with more information. If you have a digital mailbox, that’s where you’ll get the letter. If not, we’ll send it to your postal address.
You don’t have to attend if we call you in for a meeting. If you don’t want to have a meeting with us, it’s important that you let us know.
Most meetings are digital
Usually, the meeting takes place digitally using Microsoft Teams. In our experience, a digital meeting works just as well as a physical meeting. To have the meeting digitally, we need you to be able to sit undisturbed in a room without anyone listening. Sometimes it will take place at a lawyer’s office or somewhere similar. In some cases, we can also talk on the phone.
There are various reasons why the meeting should still be held as a physical meeting at our offices. You can also ask for the meeting to take place in person yourself. In such case, we will try to make it happen, but we cannot guarantee it.
Does not replace board hearing
A preparatory meeting is not the same as a board hearing. If we have any doubts about the correct outcome of a case, we will conduct a board hearing. This applies regardless of whether you have had a meeting with us. You can read more about board hearings here.
Children have the right to be heard in matters that concern them. It is often easier for children to express themselves verbally than in writing, and a meeting can be a good way to hear children’s point of view. Therefore, children can sometimes be offered a meeting with UNE, also in matters that concern their parents or other relatives.
We will consider on a case-by-case basis whether to ask for a meeting. A child can also request a meeting themselves. The decision is nonetheless up to UNE. In any case, children are never obliged to make a statement or talk to us.
At the meeting, the child will have a guardian, an appointed representative, or a support person of their choice with them. The child should first receive information from their parents/guardian about what the case concerns. We have a duty of confidentiality and cannot disclose information about the parents’ case or anyone else’s. Here you can watch a video about children’s right to be heard.
Before the meeting, you will receive a letter from us with information about what we’re going to talk about and any special topics or questions you need to be prepared for. It’s important that you read the letter carefully and come prepared. Remember to bring any documents we have asked for.
Children cannot attend the meeting unless they have been called in. You have to arrange for a babysitter yourself if your children need it.
- We will send you a calendar invitation by email in addition to the information letter.
- To send the invitation, we need to have registered your email address.
- The calendar invitation will include the time of the meeting and a Microsoft Teams link.
- Click the link before the meeting starts.
- Make sure you won’t be disturbed and that no one else is listening.
Everyone who attends the meeting has a duty of confidentiality. This means that they are not allowed to talk about your case in other places.
It will usually be the chair of the board who leads the meeting. In addition, the following may attend:
- your case officer
- your lawyer or authorised representative
- an interpreter
- For children: a guardian, an appointed representative or other support person
We can do audio and video recording of case preparatory meetings. It is stated in § 16-15 of the Immigration Regulations (external link). This is determined by the chair of the board in the individual case.
- First, everyone introduces themselves. If the conversation takes place on Teams, we will check that everyone can hear each other, that no one will be disturbed, and that all the technical equipment works.
- Usually, we will ask you to speak freely about the subject of the meeting. Sometimes the meeting can be a bit like an interview, where we ask questions and you answer.
- If your lawyer, guardian or other representative is with you, they will be given an opportunity to ask questions.
- We’ll take notes from the meeting. At the end of the meeting, we will go over the main points we’ve been through.
- After the meeting, we will send the notes to you. If you have a lawyer, guardian or representative, we will also send the notes to them.
UNE will cover expenses for the person who has been called in if we requested the meeting. For example, we will cover travel expenses to and from our offices. Sometimes we will also cover overnight stays if needed.
We can also cover the cost of digital meetings and phone calls, for example necessary travel to your lawyer’s office or to a foreign service mission.
If you have asked for the meeting yourself, we will usually not cover your expenses. The same applies to expenses for persons who have not been called in. If you want us to cover any of these costs, you must clarify it in advance with UNE’s Board Hearing Administrations Office. In such case, you must describe what you need in detail.
We will not cover legal expenses in connection with the meeting. If you have a lawyer, we can cover the lawyer’s expenses for travel and any necessary overnight stays.
If you have the right to have travel expenses covered, please complete the travel expense form and send it together with your travel receipts to email@example.com. You can also send it by post to our postal address. We will cover expenses for travel by bus, train and metro, but usually not by taxi. If you need to use a taxi, it must be arranged with UNE’s Board Hearing Administrations Office in advance.
If you are travelling by plane or regional train, you need to book tickets from the travel agency Egencia by calling (+47) 23 15 04 30. Give them the code and personal reference number stated in the letter from us.
If the meeting is being held on UNE’s premises and you need to stay overnight, please contact UNE’s Board Hearing Administrations Office at firstname.lastname@example.org.
We have an agreement with Clarion Collection Hotel Gabelshus at Gabels gate 16 in Frogner. The hotel offers breakfast, lunch packs and supper. It takes about 35 minutes to walk from the hotel to UNE’s offices. You can also take the tram, for example number 13 from Skillebekk and get off at Dronningens gate.
Lawyers who have to travel by plane or regional train can have their travel expenses and any necessary overnight stays covered. The lawyer must then book their travel and accommodation via the travel agency Egencia. Travel and hotel must be booked at the same time and as soon as possible after you have received notice of the meeting. The person making the booking must give the code and personal reference number stated in the letter from us.
UNE has an agreement with certain hotels that the travel agency uses, currently Comfort Hotell Børs and Comfort Hotell Karl Johan. It is not possible to choose other hotels, except when these hotels are full. The lawyer must use the cheapest, fastest and most environmentally friendly means of travel under the Norwegian Government Travel Allowance Scheme.
Egencia is the travel agency UNE has an agreement with. You must book your flights/trains/hotels through this travel agency. You can book by phone or email:
Phone: (+47) 23 15 04 30 (open 24/7)
Bookings should be made within normal working hours when possible.