Posting
Service Manual - Fredskorpset Youth Programme
Practical information concerning North participants | Practical information concerning South participants in Norway
The service manual contains practical and administrative information concerning participants.
1. Practical information concerning North participants
1.1 Residence and work permits in the host country
Under normal circumstances, the Secondary Partner is responsible for obtaining residence and work permits for Norwegian participants who are to reside in the host country. This is typically a time-consuming process, and Norwegian participants will need to complete the necessary forms as directed by the Secondary Partner well in advance of departure. A supporting letter from the Primary Partner may be required. Forms, documents and procedures will vary from country to country. Should insurmountable problems arise when trying to obtain residence and work permits for Fredskorpset’s participants in a host country, the Norwegian embassy/consulate may be contacted in exceptional cases to try to solve the problem through diplomatic channels. Such contact is not to be made without Fredskorpset's consent.
1.2 Allowances
Participants receive no pay as such. The allowance is intended to ensure a basic standard of living for participants in the host country, and is calculated on the basis of the general costs of board and lodging in the host country. A basic standard of living might, for example, be accommodation with a host family, in student housing, a boarding house (pension) or a flat-share.
1.3 Booking tickets
Fredskorpset does not refund actual expenses, but allocates funds to the project, according to the Collaboration Agreement. This in turns means that the participants' travel to and from the host country, and any other travel by the participants during the posting abroad (see the participant agreement) is to be covered by the grant. The principal rule is that all travel must be undertaken by the cheapest possible means. Partners will need to book tickets well in advance in order to be sure of finding the cheapest travel option. Combining outward/homeward bound travel to and from the host country with private stopovers or destinations en-route is not allowed.
1.4 Health
Medical check-up
Under the participant agreement, participants are required to have a general medical check-up and the necessary vaccinations prior to departure. A general medical check-up can benefit the individual and the partners by ascertaining the participant's suitability for living and working under the conditions of the posting abroad. It may also serve as useful documentation in any subsequent insurance claim. The cost of the medical check-up is to be covered by the travel grant.
Vaccinations
Many countries have vaccination regulations for persons entering the country. The participants will need to be able to present a valid international vaccination certificate showing receipt of the prescribed vaccinations. In Norway, the district health service and health clinics that deal with travel medicine will have up-to-date information about essential and recommended vaccinations in the individual countries. Vaccination costs are to be covered by the travel grant.
Health and safe conduct
All North participants are given an introduction in the preparatory course on how to deal with health and safety issues in the South.
The National Insurance Scheme’s provision
Membership of the Norwegian National Insurance Scheme (Folketrygden) is compulsory for Fredskorpset participants. Fredskorpset participants are required to retain membership of the National Insurance Scheme, with full medical and pension entitlements, during the posting abroad.
Local medical facilities
The partnership is required to arrange for adequate local medical facilities for participants at the posting location. Participants must be able to make direct contact with the doctor themselves.
Contact with a Norwegian doctor
In the event of any uncertainty as to whether a serious medical condition should be treated locally in the host country, Fredskorpset has an arrangement with Dr. Lie of the Atlas Medisinske Senter, for consultation over the telephone, by fax or by e-mail. This arrangement should only be used in special cases where no local expertise is available. The participant/local doctor may make contact with Atlas Medisinske Senter, with the assistance of the Primary Partner if required.
Dr. Lie
Atlas Medisinske Senter
Tel. +47 22 47 30 10
Fax. +47 22 47 30 11
E-mail: atlasmed@atlasmed.no
Emergency assistance for psychiatric disorders
Fredskorpset has an arrangement with Dr. Lie at Atlas Medisinske Senter, for assistance in the event of any acute psychiatric problem during the posting abroad. Dr. Lie will then advise, and arrange contact with relevant health personnel to follow the case up. It is stressed that this arrangement applies to emergency assistance only, and may not be used for ordinary consultations.
1.5 The State Educational Loan Fund (Statens lånekasse)
For participants with study loans in the State Educational Loan Fund it is possible to apply for exemption from paying interest and/or deferment of payment.
To apply for exemption from paying interest and/or for deferment of payment, use application form
no. I, which may be ordered from the State Educational Loan Fund’s automatic phone line: +47 22 80 19 00 or from Nettsvar. See also the Fund’s Rules (in particular Chapters 6 and 7), forms and brochures: The State Educational Loan Fund (Statens lånekasse), PB 195 Økern, 0510 Oslo, Norway, www.lanekassen.no
Fredskorpset's grant allocation disregards any interest charges which the participants may risk incurring, and which will be entirely dependent on the individual's financial situation, and the result of the individual application for exemption. Ultimately, it will be up to the individual participant to consider his or her financial position and whether the allowance paid through the Primary Partner will be sufficient. This should be settled at the recruitment stage.
1.6 Language
Participants are required to have adequate knowledge of the primary language used in the host country. However, a language course grant can be allocated where necessary to enable for North participants to function in the workplace in the host country. This may be relevant in countries where Portuguese, Spanish or French is the language of the workplace. Grants are not normally provided for countries where English is the normal working language. The grant may also be used to learn the local language, for example Swahili. The grant budget allows for any language training expenses.
Language is vital for communication. Fredskorpset recommends that participants build their language proficiency by reading newspapers, periodicals and books in the language they will be using at work abroad.
2. Practical information concerning South participants in Norway
2.1 Residence and work permits in Norway
Under Section 4a, subsection 1(h) of the Norwegian Immigration Regulations, work permits for up to 4 years may be granted to Fredskorpset participants employed by Fredskorpset’s Norwegian development partners in accordance with Fredskorpset’s Statutes. The Regulations stipulate that the applicant is to return to his/her home country on completion of the contracted term of employment, and that the circumstances at the time of application are consistent with return.
Residence and work permits must be obtained before Fredskorpset participants come to Norway. South participants should contact the Norwegian embassy/consulate to obtain an application form, Arbeidstilbud/Offer of employment. The application must be submitted on the designated form to the Norwegian embassy/consulate in the applicant's home country.
The processing time for applications is normally 4 months, sometimes longer. It is therefore important to apply well in advance of intended departure. The application will be considered initially by the embassy/consulate, which makes a recommendation. The final decision rests with the Norwegian Directorate of Immigration (UDI). It is important to apply for a work permit to cover the entire period of time the participant will be in Norway, as it may be difficult to get this extended whilst the participant is still in residence. However, if it should prove necessary to apply for a new work permit, the application should be sent to the police, enclosing the same documentation as for the original application. Fredskorpset will issue a letter of endorsement to be enclosed with the application for residence and work permits. For that purpose, it is important to provide the participant’s name, assigned Norwegian national identification number and passport number. The applicant will need to document his/her identity in the form of identity papers issued by an official body, usually a passport.
Note that connecting flights in countries outside the Schengen area may require possession of airport transit visas. This must be checked well in advance of departure.
2.2 Arrival in Norway: formalities and practical matters
Documentation; reception at airport
Participants from the South will, generally speaking, have to change flight in another country within the Schengen area before coming to Norway. This means that there will be limited opportunity for the Primary Partner to be present to clear up any possible difficulties at passport control in countries within the Schengen area. It is therefore important that the participants carry with them all the correct essential documentation. Essential documentation will consist of details of the Norwegian place of residence, contacts in Norway including telephone numbers, employment contract, passport and tickets. The documentation must be in English.
All participants should be met at the airport on arrival in Norway. In addition, the partner contact should send a fax in advance of arrival to Grensekontrollen (Border Control), Gardermoen police station, fax. no. 64 81 98 01, to give notification of:
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the participant’s name, and that the person is travelling to Norway as a Fredskorpset participant'
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date, time and flight number
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name of referee/contact person with a telephone number to receive calls round the clock
On arrival in Norway during the autumn and winter seasons, participants should receive prompt loan of/assistance in purchasing suitable clothing for their stay. Warm clothes should be brought to the airport for participants. The grant calculation can accommodate this.
Alien registration
Participants from the South must present themselves at the local police station for registration within 7 days of arrival in Norway. Participants must bring with them their passport and proof of permission to reside and work in Norway. Participants must also be able to document their permanent address in Norway. The police will then stamp the participant's passport and he/she will receive a copy of the proof of permission to reside and work in Norway. Note that in the cities there may be long queues for this kind of procedure.
Just as Norwegian participants have to register with the Norwegian embassy/consulate during their posting abroad, it may be necessary for participants from the South to do the same with their embassy/consulate here.
2.3 Allowances
Payment to participants
The allowance for the stay in Norway is paid as a fixed sum intended to cover the cost of subsistence and daily expenses. The amount is paid in NOK to South participants in Norway.
The Primary Partner determines how payment is to be made – in cash, or by setting up a bank account with a bank card. The partnership also determines the time of the payment and the amount, but participants should not have to advance their own money for day-to-day living expenses. A payment plan with a minimum of one month’s disbursement in advance is recommended. South participants will in all events require cash from the day of arrival.
Participants are responsible for their own personal finances.
2.4 Booking tickets
Fredskorpset does not refund actual expenses, but allocates funds to the project, according to the Collaboration Agreement. This in turns means that the participants' travel to and from the host country, and any other travel by the participants during the posting abroad (see the participant agreement) is to be covered by the grant. The principal rule is that all travel must be undertaken by the cheapest possible means. Partners will need to book tickets well in advance in order to be sure of finding the cheapest travel option. Combining outward/homeward bound travel to and from the host country with private stopovers or destinations en-route is not allowed.
2.5 Health
There are no special health or vaccination requirements in Norway for non-Norwegian nationals who have been granted work and residence permits. However, the person concerned must not be in evident need of treatment prior to entry.
According to the participant agreement, participants are required to have a general health check before departure from their home country. The partnership is responsible for ensuring that the participants coming to Norway are in sufficiently sound physical and mental health to enable them to perform the tasks they are assigned. Fredskorpset will advise the partners to obtain information about any chronic conditions and medication requirements before the person concerned arrives.
All participants are obliged to contact the district health centre where they are to reside within 14 days of arrival in Norway, to be examined for tuberculosis. For Oslo and Akershus, participants should be referred to the Diagnostics Centre (Diagnosestasjonen). The examination includes a Pirquet skin test and a chest X-ray. The district health service may also request additional medical checks, as deemed appropriate. Note that in Norway a general practitioner has to make a written recommendation before a person can see a medical specialist. Certain specialists may have very long waiting lists. Medicines are usually available only on prescription, and, although subsidised under the National Insurance Scheme, are subject to a prescription fee. Dental care costs are not covered by the National Insurance Scheme, and must be met by the individual.
In the preparatory course, participants are given a lecture on physical and mental health.
In the event that emergency medical assistance is required in Norway, it will be helpful to have all relevant health information readily available. It will be necessary to know where in the South participant’s home country such information may be obtained.
All South participants should have a list of the emergency numbers in Norway:
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110 Fire
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112 Police
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113 Ambulance
2.6 Accommodation
It is vital that participants have a proper and permanent place to stay from the day they arrive. The process of finding accommodation should begin as soon as possible, and be concluded well in advance of the participant’s arrival. Participants might experience loneliness and a sense of isolation. In part, this can be prevented by finding accommodation that provides not only basic comforts but also a social setting. On the other hand, ideal solutions for some may be poor choices for others. Accommodation should therefore cater to the participant's individual needs, with special attention to cultural background, sex and age. The following provides a few suggestions for accommodation:
Host family:
This form of accommodation prevents social isolation, while providing a good introduction to the culture. The host family should, however, be helped to prepare well in advance. In addition, the participant and host family should agree on what they expect from each other on arrival.
Housing collective:
Young people with common interests may feel that a housing collective (often arising out of the partner’s own environments) is a good option. It must, however, be ascertained that the atmosphere of the collective does not conflict with the participant’s personal values.
Student accommodation:
This form of accommodation offers both privacy and opportunities for socialising. Most participants will fit in well in this form of accommodation.
Room/flat in a private institution:
Many institutions (parish, hospital, company, etc) have their own housing units linked with other work that the organisation performs. For this arrangement to work, others assigned to the partner should be living in similar rooms/flats in the vicinity.
Folk High School (Folkehøyskole):
This will be an option for young participants. Most of those who attend folkehøyskole are under 20 years of age.
2.7 Work situation
A clear job description/activity schedule must be prepared, which also sets out what the participant and the partner each expect from their working relations. The job description should be reviewed as soon as possible following arrival.
Each participant should be assigned a contact person to discuss any practical, professional and other matters. This should be a person whose job position allows the time necessary to counsel and support the participant during the initial period of residency. Initially, the coordinator and participant should meet on a weekly basis. Work experience from the South may not always be transferable to the North and vice versa.
Participants should have access to a computer with e-mail, for ease of communications. We recommend that an agreement be made with participants concerning use of the telephone for international calls, as soon as possible.
2.8 Social network
The best results are achieved when participants have the opportunity to become part of various environments. Partners play an important role in introducing participants to the partner organisation's own social environment.
Sponsor/mentor
A sponsor should be assigned to be available to participants outside the normal work situation. It may be an advantage to have sponsors of the same sex and of similar ages. The sponsor should introduce the participant to environments outside the workplace, and assist the participant as the need arises. It may also an idea to assign the participant a mentor. A mentor has the role of confidant - someone who can counsel and assist the participant in social as well as professional matters. This should preferably be a person with some authority.
Cultural and religious events
Christmas, New Year and Easter celebrations might be difficult periods for participants. The Primary Partner should ensure that participants receive invitations to. The Primary Partner may wish to take the initiative to organise joint events for participants during such celebrations, or organise facilities for the participant's own events. Many participants will appreciate being invited to take part in celebrations together with Norwegians. Partners should be aware that some participants have different celebrations, religious holidays and customs than those observed in Norway. Flexibility on both sides is important. Participants should have the opportunity to hold their own celebrations and religious festivals as they wish.