TRAINING SERIES FOR PERMANENT MISSONS AND OBSERVER OFFICES

Transcription

1 UN Protocol and Liaison Service (PLS) UNITED NATIONS PROTOCOL AND LIAISON SERVICE TRAINING SERIES FOR PERMANENT MISSONS AND OBSERVER OFFICES WORKSHOP IN REGISTRATION PROCESSES UNHQ New York

2 Workshop in Registration Processes Registration, termination, building pass issuance and renewal Checklist 2

3 UN Protocol and Liaison Service (PLS) Registration, termination, building pass issuance and renewal INDEX Checklist for Members of Permanent Missions and Observer Offices, Intergovernmental Organizations and Specialized Agencies I - Registration 1. Registration of Diplomatic Personnel 4 2. Registration of Administrative, Technical and Support Staff 5 3. Registration of Household Employees 5 4. Registration of Interns: Outside the United States 6 Already in the United States 7 II Changes and Movements of Personnel 10 III - UN Building Passes Issuance and Renewal 5. Issuance for Members of Permanent Missions and Observer Offices Renewal for Members of Permanent Missions and Observer Offices Issuance for Former Permanent Representatives First Time Issuance for Members of Specialized Agencies Renewal for Members of Specialized Agencies Lost passes 11 IV - Termination 11. All Categories of Personnel, Family Members and Employees 14 V - Procedure for Temporary Meetings eaccreditation 16 VI - About Letters and Notes Verbales 16 VII - Change of Visa Status 12. Required US immigration forms to be submitted 16 ***** NOTE: Please allow a minimum of 2 business days for grounds pass forms to be available from the Protocol and Liaison Service. 3

4 Workshop in Registration Processes I - Registration All members of permanent missions (diplomatic and non-diplomatic), respective families and household employees must be registered upon their arrival. For this purpose, the following documents as applicable should be sent to the Protocol and Liaison Service. Please note that Citizens of the United States of America may provide photocopy of their passport instead of the original document. Permanent residents in the USA need to submit their original passport plus a photocopy of their Permanent Resident Card (also known as green card). 1. Registration of Diplomatic Personnel 1.1. Cover letter 1 a) addressed to the Secretary-General... b) signed by the Permanent Representative or Chargé d Affaires... c) stating name, diplomatic rank, functional title and date of appointment... d) requesting the corresponding diplomatic privileges and immunities... e) stating order of precedence at the Mission... f) requesting the adjustment of visa status, if applicable Registration form SG.5 a) duly completed... b) include all family members and employee(s) residing with the diplomat... c) signed by the Head of chancery or Principal administrative officer d) displaying the Mission s official seal Photos.... (passport size, in colour, taken within past six months) a) diplomat: two (2)... b) spouse: two (2)... c) children: two (2). d) household employees: one (1) Passport Diplomatic a) principal... b) family members residing with the principal 2... Regular a) diplomat s household employee(s) Printed I-94 (Please see pg. 16 for link to form I-94) a) principal. b) family members residing with the principal c) diplomat s household employee(s) 1.6. UN building pass form SG.32 (only for principals and spouses) 1 Diplomatic movements, appointments, promotions, departures, as well as any personnel movements and procedures described in this document must be announced in a letter, not in a note verbale. 2 If in possession of other (non-diplomatic) passports, family members should also submit such passports to the Protocol and Liaison Service at the time of registration. 4

5 UN Protocol and Liaison Service (PLS) a) duly completed... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal Registration of Administrative, Technical and Support Staff (without diplomatic status) 2.1. Cover letter a) addressed to the Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer c) stating name, functional title and date of appointment Registration form SG.5 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer.. c) including all family members and employee(s) residing with the principal d) displaying the Mission s official seal Photos: one (1)... (passport size, in colour, taken within last six months) 2.4. Passport a) principal (staff member). b) family members residing with the principal.. c) household employee(s) residing with the principal Printed I-94 (Please see pg. 16 for link to form I-94) a) principal (staff member). b) family members residing with the principal.. c) household employee(s) residing with the principal UN building pass form SG.32 (only for staff members) a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal Registration of Household Employees (if registered separately) 3.1. Cover letter a) addressed to the Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer c) stating name, occupation and date of employment Registration form SG.5 a) duly completed..... b) signed by the employer c) including all family members of employee residing with him/her.. d) displaying the Mission s official seal Photo: one (1) (passport size, in colour, taken within last six months) 3.4. Passport Printed I-94 (Please see pg. 16 for link to form I-94).. 5

6 Workshop in Registration Processes 3.6. Copy of the employment contract in English Registration of Interns: Interns must be registered with the United Nations Protocol like any other member of the Mission and should be at least 18 years of age at the time of registration. Internship is for a short term period and the appointment letter must specify the duration of the internship and whether the intern will be remunerated or not. Permanent Mission Interns at the Permanent Missions should have an appropriate visa status (i.e. G-2/F-1/J-1). Please note that in most cases the Host Country will not accept the registration of interns at the Permanent Mission admitted to the United States on B1/B2 visa status or under Visa Waiver Program. Observer Office Interns should secure the type of visa status appropriate for and/or applicable to full-time Observer personnel. From outside the United States G-2 visa status (the intern should secure this visa status prior to the registration process) 4.1. Cover letter a) addressed to the Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer.. c) stating name, functional title and exact duration of internship 4.2. Registration form SG.5 a) duly completed. b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal Photo: one (1) (passport size, in colour, taken within last six months) 4.4. Passport a) with applicable visa type Printed I-94 (Please see pg. 16 for link to form I-94) 4.6. UN building pass form SG.32 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal... 6

7 UN Protocol and Liaison Service (PLS) Already in the United States F-1 visa status (student) A currently matriculated, full-time student on valid F-1 status may be eligible to participate in an internship program while retaining his/her visa status, provided that the individual s program permits that type of training (form I-20). If the student does not plan to continue his/her studies full-time during the internship, then at the time of registration, the Permanent Mission must request a change of visa status. For exceptional cases, please consult the United States Mission Accreditations Section Cover letter a) addressed to the Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer.. c) stating name, functional title and duration of internship Registration form SG.5 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal Photo: one (1)..... (passport size, in colour, taken within last six months) Passport Printed I-94 (Please see pg. 16 for link to form I-94) Copy of form I For students granted Optional Practical Training (OPT) status: a copy of his/her valid employment authorization card or his/her approval notice (form I-797) from the United States Citizenship and Immigration Service UN building pass form SG.32 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal... J-1 visa status (exchange visitor) An exchange visitor may be eligible to participate in an internship program while retaining his/her visa status, provided that the individual s program permits that type of training (form DS-2019). If the exchange visitor s program does not allow for an internship at the Permanent Mission, please consult the United States Mission Accreditations Section Cover letter a) addressed to the Chief of Protocol.... b) signed by the Head of chancery or Principal administrative officer.. c) stating name, functional title and duration of appointment Registration form SG.5 a) duly completed b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal.... 7

8 Workshop in Registration Processes Photo: one (1).... (passport size, in colour, taken within last six months) Passport Printed I-94 (Please see pg. 16 for link to form I-94) Copy of form DS-2019 or DS An original letter from the exchange visitor s program sponsor, indicating the sponsor s approval of the internship. The letter should indicate the start and end dates of the internship UN building pass form SG.32 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal... 8

9 UNITED NATIONS REGISTRATION OF MEMBERS OF PERMANENT MISSIONS OR OBSERVER OFFICES (Please note that all dates must be in DAY/MONTH/YEAR format) Please state below information regarding the Principal Name of Principal (Last): (First) (Middle) Permanent/Observer Mission of : Diplomatic Rank: FORM SG.5 Local Permanent Address: Date of Birth: Place of Birth (City, Country): Date of Appointment to Mission: Title and Function in Mission: Private Telephone No. in the USA: Office Telephone/Extension No.: Marital Status: Type of Passport: Passport No.: Nationality at Birth: address: Type of Visa: Visa No.: Nationality at Present: Name: (Last, First, Middle) (Last name must be in uppercase) Relationship: Please state below information regarding immediate family members residing with Principal. Date of Birth: Place of Birth: (City) Nationality at Birth: Present Nationality: Type of Passport and No.: Type of Visa and No.: Please state below information regarding household employees of the principal (A copy of the employment contract must acompany this form) Name: (Last, First, Middle) (Last name must be in uppercase) Date of Birth: Place of Birth: (City) Nationality at Birth: Present Nationality: Type of Passport and No.: Type of Visa and No.: Date of Appointment: Official Seal of Mission or Organization: Signature: Date: (Head of Chancery or Principal Administrative Officer)

10 II Changes and Movements of Personnel Workshop in Registration Processes All missions and offices are requested to promptly notify the Protocol and Liaison Service, in a letter (not in a note verbale), of any changes and movements affecting diplomatic and non-diplomatic members of the missions, such as: promotions, change of designation, change of marital status, change of address and telephone number (both official and private), etc. III UN Building Passes Issuance and Renewal A United Nations building pass is required for entry into Headquarters. Passes for all members of permanent missions and observer offices differ as to their colour symbols and have space provided for a photograph of the bearer. 5. First Time Issuance for Personnel of Permanent Missions/Observer Offices Issuance of a UN Building Pass is contingent upon completion of all requirements for registration as stated in SECTION I Registration. For Diplomatic Personnel see page 4 and for Administrative, Technical and Support Staff see page Renewal for Members of Permanent Missions/Observer Offices 6.1. Cover letter a) addressed to the Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer 6.2. UN building pass form SG.32 a) duly completed. b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal Issuance of passes for Former Permanent Representatives and Spouses 7.1. Cover letter a) addressed to the Chief of Protocol... b) from current Permanent Representative or Chargé d Affaires... c) stating name and requesting the pass UN building pass form SG.38 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal... 10

11 UN Protocol and Liaison Service (PLS) 8. First Time Issuance for Members of Specialized Agencies 8.1. Cover letter a) addressed to the Chief of Protocol... b) from the Head of chancery or Principal administrative officer. c) stating name, functional title and expiration date of contract UN building pass forms SG.34 and SSS.73 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal Photo: one (1) (passport size, in colour, taken within last six months) 8.4. Copy of contract Renewal for Members of Specialized agencies 9.1. Cover letter a) addressed to the Chief of Protocol... b) from the Head of chancery or Principal administrative officer. c) stating name and functional title and expiration date of contract 9.2. UN building pass form SG.34 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal Copy of contract Lost Passes Cover letter a) addressed to Chief of Protocol... b) signed by the Head of chancery or Principal administrative officer UN building pass form SG.32 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer.. c) displaying the Mission s official seal... After obtaining the authorized SG.32 form from Protocol and prior to the processing of the UN building duplicate pass at the Pass & ID Unit, the applicant must first fill out the lost grounds pass form. 11

12 Workshop in Registration Processes FORM SG.32 UNITED NATIONS REQUEST FOR UNITED NATIONS BUILDING PASS FOR MEMBERS OF PERMANENT MISSIONS OR OBSERVER OFFICES ISSUANCE RENEWAL DUPLICATE PROMOTION COUNTRY/ORGANIZATION: PRINCIPAL S NAME: DIPLOMATIC RANK / FUNCTIONAL TITLE: (First) (Last) NAME OF SPOUSE: (Diplomats Only) (First) (Last) Head of Chancery / Principal Administrative Officer: (Please print name) SIGNATURE: DATE OF REQUEST: (day/month/year) REQUIRED DATES: Expiration of Current Pass Desired Expiration of Pass to be Issued DO NOT MAKE ANY ENTRIES BELOW THIS LINE (For Protocol use only) Expiration date: Official seal of Mission / Organization Signature: Liaison Officer Date: Code: PR DPR GD DE PO AD PS PC OS OC 12

13 UN Protocol and Liaison Service (PLS) FORM SG.38 UNITED NATIONS REQUEST FOR UNITED NATIONS BUILDING PASS FOR FORMER PERMANENT REPRESENTATIVES ISSUANCE RENEWAL DUPLICATE COUNTRY: PRINCIPAL S NAME: (First) (Last) POSITION: FORMER PERMANENT REPRESENTATIVE NAME OF SPOUSE: Head of Chancery / Principal Administrative Officer: SIGNATURE: (First) (Please print name) (Last) DATE OF REQUEST: (day/month/year) Official seal NOTE: This form must be accompanied by a signed letter from the current Permanent Representative or Chargé d Affaires DO NOT MAKE ANY ENTRIES BELOW THIS LINE (For Protocol use only) Expiration date: Signature: Liaison Officer Date: Code: Former Permanent Representative 13

14 Workshop in Registration Processes IV - Termination Upon the final departure from the mission of diplomatic personnel, administrative, technical and support staff, their families and household employees, either for abroad or for another address in the United States, the mission should submit the following documents, as applicable, to the Protocol and Liaison Service. 11. All Types of Personnel, Family Members and Employees Cover letter a) addressed to the Chief of Protocol... b) from the Head of chancery or Principal administrative officer Final departure form SG.8 a) duly completed..... b) signed by the Head of chancery or Principal administrative officer c) displaying the Mission s official seal... d) stating the principal, family and/or household employees... e) stating the date of end of duty from the Mission. f) stating the date of departure from the USA. g) enclosing the documents to be returned to Protocol: - US State Department ID card(s) - United Nations building pass(es) US Department of State Tax Exemption Card(s).. Note: Please ensure that both dates (departure from the Mission and departure from the USA) are accurately stated in your SG.8 form. 14

15 UN Protocol and Liaison Service (PLS) FORM SG.8 UNITED NATIONS NOTIFICATION OF END OF DUTY OF MEMBERS OF PERMANENT MISSIONS OR OBSERVER OFFICES TO THE UNITED NATIONS The Permanent Mission/Observer Office of announces the end of duty of who is: a Diplomatic/Staff member a dependent of (Last) (First) (M.I.) or (Title or function in Mission) (Name and Title of Principal) Date of end of duty within the Mission: Date of final departure from the United States: *If Principal is not departing for whatever reason, please provide ongoing status below* Documents returned to Protocol: (Required) 1. U.S. State Department Identification Card, No.: 2. U.S. State Department Tax Exemption Card, No.: 3. United Nations Building Pass, No.: NOTE: a) Diplomatic License Plates should be returned to the Office of Foreign Missions. b) UN Parking Decals should be returned to Garage Administration. Dependent s Information (family and/or household employees of Principal): *If dependent is not departing for whatever reason, please provide ongoing status below* SIGNATURE: New York, Signature of Head of Chancery/Principal Administrative Officer DATE (day/month/year) Official seal Note: This form should be filled out and returned to the Protocol and Liaison Service, Room S-0201, immediately upon the end of duty of each member of the Permanent Mission/Observer Office, his/her family and his/her household employees. 15

16 Workshop in Registration Processes eaccreditation V PROCEDURE FOR TEMPORARY MEETINGS Permanent missions, observer offices, specialized agencies and associate members of regional commissions are requested to inform the Protocol and Liaison Service about the forthcoming arrival of members of official delegations and/or support staff who will attend meetings of United Nations organs at Headquarters by following the eaccreditation procedure: go to VI - ABOUT LETTERS AND NOTES VERBALES (a) Letters: Information related to personnel matters like: movements, appointments, promotions, departures, renewal of passes, etc., as well as any personnel movement and changes, should be announced in a letter [not a note verbale]. Any official communication containing important information regarding the Governments of Member States should also be communicated in a letter by the head of the mission. (b) Notes verbales: are only used to communicate routine administrative matters other than personnel matters. They should be addressed to the Protocol and Liaison Service and should bear the official seal and the initials of the responsible officer. For more information about letters and note verbales, kindly consult our Manual of Protocol. ***** VII CHANGE OF VISA STATUS 12. Required forms Submit US immigration forms: (Please see pg. 43 for links to forms) a) I-566 (two originals)... b) I-539 (one original). c) DS-1648 (confirmation page printout)... NOTE: You can print the copy of your I-94 FORM on the following link: 16

17 UN Protocol and Liaison Service (PLS) Registration, termination, building pass issuance and renewal Forms The forms listed below apply to the personnel serving at the Permanent Missions or Observer Offices based at the seat of the United Nations Organization in New York only. 17

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19 UN Protocol and Liaison Service (PLS) FORM SG.8 UNITED NATIONS NOTIFICATION OF END OF DUTY OF MEMBERS OF PERMANENT MISSIONS OR OBSERVER OFFICES TO THE UNITED NATIONS The Permanent Mission/Observer Office of announces the end of duty of who is: a Diplomatic/Staff member a dependent of (Last) (First) (M.I.) or (Title or function in Mission) (Name and Title of Principal) Date of end of duty within the Mission: Date of final departure from the United States: *If Principal is not departing for whatever reason, please provide ongoing status below* Documents returned to Protocol: (Required) 1. U.S. State Department Identification Card, No.: 2. U.S. State Department Tax Exemption Card, No.: 3. United Nations Building Pass, No.: NOTE: a) Diplomatic License Plates should be returned to the Office of Foreign Missions. b) UN Parking Decals should be returned to Garage Administration. Dependent s Information (family and/or household employees of Principal): *If dependent is not departing for whatever reason, please provide ongoing status below* SIGNATURE: New York, Signature of Head of Chancery/Principal Administrative Officer DATE (day/month/year) Official seal Note: This form should be filled out and returned to the Protocol and Liaison Service, Room S-0201, immediately upon the end of duty of each member of the Permanent Mission/Observer Office, his/her family and his/her household employees. NO MODIFICATION TO THIS FORM IS ALLOWED. MODIFIED FORMS WILL NOT BE ACCEPTED. 19

20 Workshop in Registration Processes FORM SG FORM SG.32 UNITED NATIONS REQUEST FOR UNITED NATIONS BUILDING PASS FOR MEMBERS OF PERMANENT MISSIONS OR OBSERVER OFFICES ISSUANCE RENEWAL DUPLICATE PROMOTION COUNTRY/ORGANIZATION: PRINCIPAL S NAME: DIPLOMATIC RANK / FUNCTIONAL TITLE: (First) (Last) NAME OF SPOUSE: (Diplomats Only) (First) (Last) Head of Chancery / Principal Administrative Officer: (Please print name) SIGNATURE: DATE OF REQUEST: (day/month/year) REQUIRED DATES: Expiration of Current Pass Desired Expiration of Pass to be Issued DO NOT MAKE ANY ENTRIES BELOW THIS LINE (For Protocol use only) Expiration date: Official seal of Mission / Organization Signature: Liaison Officer Date: Code: PR DPR GD DE PO AD PS PC OS OC NO MODIFICATION TO THIS FORM IS ALLOWED. MODIFIED FORMS WILL NOT BE ACCEPTED. 20

21 UN Protocol and Liaison Service (PLS) FORM SG FORM SG.38 UNITED NATIONS REQUEST FOR UNITED NATIONS BUILDING PASS FOR FORMER PERMANENT REPRESENTATIVES ISSUANCE RENEWAL DUPLICATE COUNTRY: PRINCIPAL S NAME: (First) (Last) POSITION: FORMER PERMANENT REPRESENTATIVE NAME OF SPOUSE: Head of Chancery / Principal Administrative Officer: SIGNATURE: (First) (Please print name) (Last) DATE OF REQUEST: (day/month/year) Official seal NOTE: This form must be accompanied by a signed letter from the current Permanent Representative or Chargé d Affaires DO NOT MAKE ANY ENTRIES BELOW THIS LINE (For Protocol use only) Expiration date: Signature: Liaison Officer Date: Code: Former Permanent Representative 21

22 Workshop in Registration Processes NO MODIFICATION TO THIS FORM IS ALLOWED. MODIFIED FORMS WILL NOT BE ACCEPTED. FORM SG Registration, termination, building pass issuance and renewal Sample letters 22

23 UN Protocol and Liaison Service (PLS) These sample letters serve as templates to guide you in preparing an appropriate communication. Please accord your letter to your situation and your mission. His Excellency Mr. António Guterres Secretary-General United Nations New York, NY Excellency, SAMPLE LETTER REGISTRATION (Diplomatic Personnel) [ LETTERHEAD ] [ Date ] I have the honour to inform you of the arrival and appointment of [ Mr./Ms./Mrs. ] [ full name of diplomat ] as [ diplomatic rank and functional title ] effective [ date of appointment ]. I would like to request, therefore, that the privileges and immunities under the Headquarters Agreement between the United Nations and United States of America be extended to [ Mr./Ms./Mrs. ] [ surname of diplomat ] as a member of our [ Mission/Office ]. [He/She ] is to be listed in the Blue Book immediately after [ Mr./Ms./Mrs. ] [ full name of diplomat ], as follows: [ full name of diplomat ] [ phone number ] [ diplomatic rank and functional title] [ name of spouse, if any] I would appreciate for the necessary steps to be taken to ensure that [ Mr./Ms./Mrs. ] [ surname of staff ] is registered along with the members of [ his/her ] family and [ his/her ] household employees. Attached are enclosures that would facilitate the processing of this request: 1. Form SG.5 2. Diplomatic Passport(s) with visa 3. Two (2) passport-size photos for principals and all dependents 4. Printed I-94 Form(s) 5. Form SG.32 Please accept, Excellency, the assurances of my highest consideration. [ authorized signature ] Permanent Representative or Chargé d Affaires Protocol and Liaison Service United Nations New York, NY

24 Workshop in Registration Processes SAMPLE LETTER REGISTRATION (Support Staff) [ LETTERHEAD ] [ Date ] Dear Sir, I hereby informs you of the arrival and appointment of [Mr./Ms./Mrs. ] [ full name of staff ] as [ functional title ] effective [date of appointment]. I would appreciate for the necessary steps to be taken to ensure that [ Mr./Ms./Mrs. ] [ surname of staff ] is registered along with the members of [ his/her ] family and household employee. Attached herewith are enclosures that would facilitate the processing of this request: 1. Form SG.5 2. Passport with visa 3. Two (2) passport-size photos for principal and all dependents 4. Printed I-94 for principal and all accompanying dependents 5. Form SG.32 Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

25 UN Protocol and Liaison Service (PLS) SAMPLE LETTER REGISTRATION (Intern F1 visa) [ LETTERHEAD ] [ Date ] Dear Sir, I hereby inform you of the arrival and appointment of [Mr./Ms./Mrs. ] [ full name] as an [ intern ] effective from [date of appointment] to [ expiration date of appointment ]. I would appreciate for the necessary steps to be taken to ensure that [ Mr./Ms./Mrs. ] [ surname of staff ] is registered along with the members of [ his/her ] family, if applicable. Attached herewith are enclosures that would facilitate the processing of this request: 1. Form SG.5 2. Passport with F-1 visa 3. One (1) passport-size photo 4. Printed I Copy of Form I Form SG.32 Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr Peter Van Laere Chief of Protocol United Nations New York, NY

26 SAMPLE LETTER REGISTRATION (Intern J1 visa) [ LETTERHEAD ] Workshop in Registration Processes [ Date ] Dear Sir, I hereby inform you of the arrival and appointment of [Mr./Ms./Mrs. ] [ full name ] as an [ intern ] effective from [date of appointment] to [expiration date of appointment]. I would appreciate for the necessary steps to be taken to ensure that [ Mr./Ms./Mrs. ] [ surname of staff ] is registered along with the members of [ his/her ] family, if applicable. Attached herewith are enclosures that would facilitate the processing of this request: 1. Form SG.5 2. Passport with J-1 visa 3. One (1) passport-size photo 4. Printed I Copy of Form DS Form SG.32 Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

27 UN Protocol and Liaison Service (PLS) SAMPLE LETTER INFORMATION UPDATE (CHANGE OF ADDRESS) [ LETTERHEAD ] [ Date ] Dear Sir, I have the honour to communicate to you the following updated information. The updated information is regarding the change of address of [Mr./Ms./Mrs. ] [ full name of staff ], a [ functional title ] at our [ Mission/Office ]. The details are as follows: Old Address: New address: [ details about old address ] [ details about new address ] I would appreciate if you can update your records in accordance with this new information. Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

28 SAMPLE LETTER INFORMATION UPDATE (EXTENSION OF CONTRACT) [ LETTERHEAD ] Workshop in Registration Processes [ Date ] Dear Sir, I have the honour to communicate to your office the following updated information. The updated information is regarding the extension of contract of a temporary staff in our [ Mission/Office ]. Kindly take note that [ Mr./Ms./Mrs. ] [ full name of staff ], a [ functional title ], has been extended from [ old expiration date of contract ] to [ new expiration date of contract ]. I would highly appreciate if you can update your records in accordance with this new information. Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer mm Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

29 UN Protocol and Liaison Service (PLS) SAMPLE LETTER INFORMATION UPDATE (EXTENSION OF INTERSHIP) [ LETTERHEAD ] [ Date ] Dear Sir, I have the honour to communicate to your office the following updated information. The updated information is regarding the extension of contract of an intern in our [ Mission/Office ]. Kindly take note that [ Mr./Ms./Mrs. ] [ full name of staff ], has been extended from [ old expiration date of contract ] to [ new expiration date of contract ]. I would highly appreciate if you can update your records in accordance with this new information. Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer mm Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

30 Workshop in Registration Processes SAMPLE LETTER INFORMATION UPDATE (PROMOTION) [ LETTERHEAD ] [ Date ] Dear Sir, I have the honour to communicate to your office the following updated information. The updated information is regarding the promotion of [ Mr./Ms./Mrs. ] [ full name of diplomat or staff ], a [old diplomatic rank or functional title ] at our [ mission/office ], was promoted to [details of promotion ] as of [ date ]. I would highly appreciate if you can update your records in accordance with this new information. For diplomats only: [He/She] is to be listed in the Blue Book immediately after [ Mr./Ms./Mrs. ] [ full name of diplomat ]. Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr Peter Van Laere Chief of Protocol United Nations New York, NY

31 UN Protocol and Liaison Service (PLS) SAMPLE LETTER TERMINATION (END OF DUTY) [ LETTERHEAD ] [ Date ] Dear Sir, I kindly inform you that [ Mr./Ms./Mrs. ] [ full name of staff ] has concluded their duties at the [ mission/office ] as [ functional title ] on [ date of departure from mission/office ]. [ He/She ] departed from the United States of America on [ date of departure from the United States of America ] [ If Principal is not departing for whatever reason, please provide ongoing status. ] Attached herewith are the enclosures in relation to this termination request: 1. SG.8 form 2. United Nations grounds passes 3. US State ID cards 4. Personal and mission tax exemption cards The members of [ his/her ] family and household employees are included in the SG.8 form. Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

32 Workshop in Registration Processes SAMPLE LETTER GROUND PASS ISSUANCE (Permanent Missions/Observer Offices) [ LETTERHEAD ] [ Date ] Dear Sir, I kindly request the issuance of the United Nations Ground Pass for the following person: [ Mr./Ms./Mrs. ] [ full name of staff ], [ functional title ] Attached herewith are the enclosures in relation to this issuance request: 1. SG.32 Form Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

33 UN Protocol and Liaison Service (PLS) SAMPLE LETTER CONFERENCE PASS ISSUANCE (Permanent Missions/Observer Offices) [ LETTERHEAD ] [ Date ] Dear Sir, I would like to request an issuance of the United Nations building pass with Conference designation for the following person: [ Mr./Ms./Mrs. ] [ full name of staff ] Attached herewith are the enclosures in relation to this issuance request: 1. SG.32 Form Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

34 Workshop in Registration Processes SAMPLE LETTER ADVISOR PASS ISSUANCE (Permanent Missions/Observer Offices) [ LETTERHEAD ] [ Date ] Dear Sir, I would like to request an issuance of the Advisor-category United Nations building pass for [ Mr./Ms./Mrs. ] [ full name of staff ], as he/she will be called upon to attend and participate in the United Nations meetings as required by the Permanent Mission. Attached herewith are the enclosures in relation to this issuance request: 1. SG.32 Form Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

35 UN Protocol and Liaison Service (PLS) SAMPLE LETTER PASS RENEWAL (Permanent Missions/Observer Offices) [ LETTERHEAD ] [ Date ] Dear Sir, I kindly request the renewal of the United Nations Ground Pass for the following person: [ Mr./Ms./Mrs. ] [ full name of staff ], [ functional title ] Attached herewith are the enclosures in relation to this renewal request: 1. SG.32 Form 2. Copy of the current pass Sincerely yours, [ authorized signature ] Head of Chancery/Principal Administrative Officer Mr. Peter Van Laere Chief of Protocol United Nations New York, NY

36 Workshop in Registration Processes Registration, termination, building pass issuance and renewal FAQ 36

37 UN Protocol and Liaison Service (PLS) Questions FAQ 1. What is registration and what is accreditation? registration All personnel of the permanent missions/observer offices and specialized agencies, their families and household employees, have to be registered with Protocol and Liaison Service, so that their information can be processed and communicated in timely manner to the Host Country. accreditation to meetings To accredit means to furnish members of official delegations with credentials. Permanent missions/observer offices, specialized agencies and associate members of regional commissions are requested to accredit the members of official delegations and/or support staff who will attend meetings of United Nations organs at Headquarters, or meetings with Secretariat officials, through the online accreditation system eaccreditation: 2. Should I be accredited or registered? You should be accredited if: You are a member of a delegation attending a temporary meeting or a meeting with UN senior officials; You should be registered if: You are a full time member of the mission/office personnel diplomat or clerical. You are an intern or a temporary member of the mission/office personnel and you are not part of a delegation mentioned above on point 1. Please note: when both spouses are appointed to a mission as individual staff members, both should be registered as staff members through individual registration process. 3. Is there a minimum amount of time to get registered? You, your family and your household employees, should be registered immediately upon arriving at a mission and beginning your employment. If you are working for a mission, you should be registered. 4. My spouse and children are American citizens, should I register them? Yes, when residing with you, they should be registered even if they are American citizens. 37

38 Workshop in Registration Processes 5. I am a permanent resident (green card holder) do I need to submit my original passport? Yes, you need to submit your original passport together with a copy of your green card. 6. May my children have a UN badge? Neither the children of diplomatic nor clerical staff may obtain a UN badge. 7. May my spouse get a UN badge? Only spouses of diplomats may obtain a UN badge. 8. What is the difference between Diplomatic rank and Functional title? A diplomat is a person appointed by a state to conduct negotiations between representatives of other states. Their letters of accreditation, enable him or her to carry out duties on behalf of the country or institution that has accredited them. The diplomatic rank is given to a diplomat by the government as an indicator of their level in the diplomatic service. It does not convey a particular function, but instead indicates the status of the diplomat among his/her peers. Such ranks include Ambassador, Counsellor, First Secretary, or Attaché among others. The functional title is a description of the diplomat's specific portfolio, if any, at a particular diplomatic station. Not every diplomat may have a functional title. Examples of such titles include Permanent Representative, Military Adviser or Legal Officer. Adviser is not a function. When register as adviser, please specify the field of expertise. The functional title is also the description of a non-diplomatic staff member's assignment. Such personnel do not have diplomatic ranks, and serve in functional capacities at the Missions. Examples of such titles include Secretary, Chauffeur, Intern, or Security Officer. Diplomatic rank (exhaustive list): Ambassador Extraordinary and Plenipotentiary Ambassador Minister Plenipotentiary Minister Minister Counsellor Counsellor First Secretary Second Secretary Third Secretary Attaché Assistant Attaché Functional title (non-exhaustive list) Diplomatic personnel Permanent Representative Deputy Permanent Representative Military Advisor Non-diplomatic personnel Financial Officer Secretary Receptionist Assistant Driver Intern Interpreter Etc... 38

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40 Workshop in Registration Processes 9. I have a new passport but my visa is in my expired passport, which passport do I have to submit to the Protocol Office? Both passports have to be submitted. 10. I am a student with authorized Optional Practical Training (OPT), for being registered do I have to present a photocopy of my I-20 or a photocopy of my Employment Authorization Card? You have to present both. F-1 visa students eligible for Optional Practical Training (OPT) work authorization by the U.S. Citizenship and Immigration Services (USCIS), have to present a copy of his/her I-20 plus a copy of his/her Employment Authorization Card. 11. How many pictures are needed for registration? Two photos are needed. Photos must be in colour, passport size, taken within last six months. 12. Why should I write a cover letter for any request for personnel matters? (very important) Diplomatic movements, appointments, promotions, departures, etc., as well as any personnel matters, should be announced in a letter [not in a note verbale]. As a rule of thumb letters are needed for any request of action regarding personnel matters: Registration, termination, pass renewal, change of data, correction of data, etc. Any official communication containing important information regarding the Governments of Member States should also be communicated in a letter by the head of the mission/office. Notes verbales are used only to communicate routine administrative matters other than personnel matters, i.e. closing of the Mission due to National Holiday. For more information, please refer to the distinction between letters and notes verbales on page 1. Also our Manual of Protocol might be very useful. 13. In which cases do I need a letter addressed to the Chief of Protocol? A letter addressed to the Chief of Protocol is needed in the following cases: Registration/termination of: o Administrative, Technical and Support Staff o Household employee(s) o Special Agencies personnel o Interns o And family members of all of the above that reside with the principal Renewal of passes for Members of Permanent Missions / Observer Offices and Specialized Agencies 38

41 Issuance of passes for Former Permanent Representatives Lost pass Information updates 14. When do I need to contact my Protocol Officer? (Non-exhaustive list) - Visit of VIP - Absence of the Permanent Representative/Observer - Presentation of credentials - Change of government, name of country or flag - Changes regarding the Mission/Office personnel (address, visa, marital status, etc.) and the Mission/Office itself (address, phone number, general address, etc.). 15. Where can I find the address of the UN Protocol and Liaison Service, forms, notes verbales, the Blue Book, or the List of UN Senior Officials? You can find all of this information on the website of the Protocol and Liaison Service: Address: Room S-0201 United Nations New York, NY Tel: (212) , (212) Fax: (212) Who is the desk officer responsible for my Permanent Mission/Observer Office? Permanent missions: Observers: ***** 39

42 Workshop in Registration Processes Definitions Principal The Principal is the person who is employed by the mission/office, whether in a diplomatic or non-diplomatic capacity. Dependents are family members of the principal, or household employed by the principal (NOT the mission/office). Local Permanent Address Address where the Principal and their dependents reside while working at the Mission/Office. This address must be within the tri-state area local to New York (New York, New Jersey and Connecticut). This address may NOT be the Permanent mission, unless the mission also functions as a full-time residence for its staff. Letter / Note verbale A letter is a formal communication from an individual (e.g. the Permanent Representative or the Head of Chancery) addressed to another individual (e.g. the Secretary-General, or the Chief of Protocol). It is signed by the author of the letter. The letter is normally signed by the Permanent Representative or Observer of the State concerned or, in his or her absence, the Charge d Affaires e.g. in the Mission or Office. A note verbale is a general communication that may be directed to an organization (third person) or large group of organizations (e.g. the United Nations, or all Permanent Missions). It is sent by a Permanent Mission or an Observer Office and is unsigned. It is initialed by the author. 40

43 Which form is for what? Form For Where to find the form US Immigration I-94 Registration of: Diplomatic personnel Support and Technical staff Household employee(s) University Interns I-20 Registration of Interns that are already in the USA and have a student F-1 visa DS.2019 UN SG.5 Registration of interns that are already in the US and have an exchange visitor J-1 visa The student must obtain this form from the administration of the School or University in which he/she is enrolled. DS 2019, Certificate of Eligibility for Exchange Visitor Status. Registration: Diplomatic personnel Administrative, Technical and Support staff Household employee(s) Interns Family members of all the above SG.8 Termination SG.32 Issuance of a UN pass for Permanent Missions and Observer Offices : Diplomatic personnel and spouse Administrative, Technical and Support staff (principal only) Interns Renewal of passes : Personnel mentioned above 41

44 Workshop in Registration Processes Lost passes SG.34 Issuance of a UN pass for Specialized Agencies personnel : Pass request for new personnel Renewal of passes Lost passes SG.38 SSS.73 Issuance of passes for Former Permanent Representatives Registration of Special Agencies personnel U.S. Immigration VISA FAQ Change of visa status: Which forms do I need and where can I find them? Forms DS-1648 Where to find the form I I

45 Registration, termination, building pass issuance and renewal I-94 43

46 Workshop in Registration Processes I-94 (Arrival/Departure record) 3 What is an I-94? The I-94 is the Arrival / Departure Record, issued by a Customs and Border Protection (CBP) Officer to foreign visitors entering the United States. Customs and Border Protection has automated Form I-94 but, since automation only affects air and sea arrivals, a paper Form I-94 is still issued at the land border ports of entry. The paper form will no longer be provided to a traveler entering the USA by air or sea upon arrival, except in limited circumstances. After April 30, 2013, most Arrival/Departure records are being created electronically upon arrival. Instead of a paper form, the visitor will be provided with an annotated stamp in the foreign passport The following information below is required to retrieve your Admission (I-94) number. Enter the information as it appears on the travel document you used to enter the United States. NOTE: Where the name format is ambiguous on a passport, the Machine Readable Zone at the base of the details page should be referenced. These will always follow the ISO standard convention. 3 SOURCE: U.S. Customs and Border Protection official website: 44

47 How can I get a printout of my I-94 Form? The I-94 website is public website travelers may visit in order to retrieve their electronic I-94 number and print a copy of the form. To print your I-94 please visit: I can't locate my I-94 online. What should I do? If you tried to retrieve your I-94 from the cbp.gov online system and you receive a response that your I-94 is "Not Found", please read the following questions to help you check for mistakes and try to enter the information again: 1. Did you enter your first and last name the same way it appears on your passport? Please do not use dashes or titles. If there is any concern about the name to use - please refer to the Machine Readable Zone on the passport. That is in most cases the name that will be used. 2. Did you enter the passport number that appears on the upper right hand side of your passport? The passport number may contain numbers and/or letters. Please closely distinguish between the two. Some commonly confused characters are the number zero (0) and letter 'O' and the number one (1), and the letters 'I'. 3. Did you enter your country of citizenship (country that issued the passport, not where you currently live)? The passport country of issuance is your country of citizenship as it appears on your passport. The country of citizenship on your passport is the passport issuing authority, regardless of the country the passport was physically obtained in. 4. Under Class of Admission, did you enter the visa classification that appears on your U.S. visa? Your class of admission can be found on the admission stamp in your passport. 5. If you entered your first and middle name and it is not found, try one name or the other. Also try entering your first and middle name in the first name box. 6. Try entering either your most recent date of entry or your original date of entry into the U.S. 45

48 Workshop in Registration Processes Registration Quick Guide Forms Termination 46

49 Building Pass Issuance I. Registration: Form SG.5 1. Diplomatic Ranks Ambassador Extraordinary and Plenipotentiary Ambassador Minister Plenipotentiary Minister Minister Counsellor Counsellor First Secretary Second Secretary Third Secretary Attaché Assistant Attaché Former Permanent Representatives II. Types of Information Updates 1. Changes Address Promotion Immigration status Functional title Change of name Extension on contract Phone number (PR, DPR) Permanent Mission Contact information Marital Status 2. Corrections *Please note: Adviser is not a Diplomatic Rank 2. Functional Titles Diplomatic Address Immigration status Functional title Name Relationship Birth date Permanent Representative Deputy Permanent Representative Military Advisor Non-Diplomatic Financial Officer Secretary Receptionist Assistant Driver Intern Interpreter Etc. 3. Passport Types Diplomatic Official/Service Regular/Ordinary NOTES: 1. Please remember: The Permanent Mission/Observer Office address is not accepted as the Local Permanent Address unless the Principal actually resides on the premises of such Mission/Office. An apartment or room number should then be communicated. 2. Please note that diplomatic rank is not a function. When do I need to contact my Protocol Officer? (non-exhaustive list) - Visit of VIP - Absence of the Permanent Representative/Observer - Presentation of credentials - Change of government, name of country or flag - Changes regarding personnel of the Mission or Office (address, visa, marital status, etc.) and the Mission or Office itself ( address, phone number, address, etc.) 47