The Student Refugee Program. Guide for Local Committees

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1 The Student Refugee Program

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3 TABLE OF CONTENTS ACRONYMS... v TERMINOLOGY... v ACKNOWLEDGMENTS... viii PREFACE... ix CHAPTER 1 : INTRODUCTION TO SPONSORSHIP... 0 Refugee Sponsorship in Canada : An Overview... 0 What is private sponsorship?... 0 Who may sponsor a refugee?... 0 : An Introduction... 1 Historical Timeline... 1 Candidate Selection... 2 Candidate Selection... 3 Why the age limit?... 3 Profiles of Refugee Camps... 4 Kenya... 4 Malawi... 4 Thailand... 5 CHAPTER 2 : ROLES & RESPONSIBLITIES... 6 The Sponsorship Cycle... 6 Roles & Responsibilities... 7 Sponsored Student... 7 WUSC s National Office... 7 Overseas Partners... 8 Canadian Immigration Authorities (in Canada and overseas)... 8 University/College Administration... 8 Local Committee... 9 Monthly Checklist of Local Committee Responsibilities Reporting Schedule CHAPTER 3 : ENGAGING PEOPLE Strengthening Your Local Committee Engaging Your Institution Engaging the Community CHAPTER 4 : BUDGETING Cost of Sponsorship Establishing Your Budget Mandatory Support for a 12-Month Sponsorship Recommended Support Optional Support Reviewing Your Budget Financial Management Yearly Funding Review CHAPTER 5 : SECURING FUNDING i

4 Developing a Strategy Levies and Referendums Donations (Cash & In-Kind) Events Saying Thank You CHAPTER 6 : COMMITTING TO SPONSORSHIP Intent to Sponsor Form SRP Contribution Fund Candidate Dossiers The Selection Process Immigration Forms Confidentiality CHAPTER 7 : ARRIVAL & ORIENTATION Communication Prior to Arrival Welcome Package Preparing for Arrival Late Arrivals Cancellations Greeting the Student Permanent Resident Card Delivering an Orientation First Days in Canada Orientation to the SRP on Your Campus Campus & Academic Orientation Community Orientation Healthcare Orientation CHAPTER 8 : ACADEMIC ADJUSTMENT Setting Realistic Academic Goals Course Selection Academic Status Language, Essay Writing, and Study Skills Bursaries & Student Loans CHAPTER 9 : SOCIAL ADJUSTMENT Adapting to Life in Canada Building a Community Culture Shock Respecting Privacy Trauma & Torture Counselling Racism CHAPTER 10 : BEYOND THE FIRST WEEKS Exams, Holidays, and the Summer Months ii

5 Employment Travel Loan Income Tax Return Traveling Outside Canada Supporting Family and Friends Overseas CHAPTER 11: THE ROAD TO INDEPENDENCE Creating Space for Autonomy End of Year Sponsorship Assessment Relocating to Another City and/or Campus Deciding to Return or Settle in Canada Sponsoring Friends & Family to Canada Keeping Records CHAPTER 12 : PUBLIC ENGAGEMENT Why Engage the Public? Involving the Sponsored Student Working with the Media APPENDICES APPENDIX I : APPENDIX II : APPENDIX III : APPENDIX IV : APPENDIX V : APPENDIX VI : BACKGROUND INFORMATION NATIONAL AND INTERNATIONAL ORGANIZATIONS CAMPUS ENGAGEMENT RESOURCES SRP RESOURCES DOCUMENTARY FILMS PUBLIC ENGAGEMENT iii

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7 ACRONYMS CCR CHC CIC IELTS IFH IOM ITS JRS LC NGO PSR RSTP SAH SIN SRP TOEFL UNHCR WT WUSC Canadian Council for Refugees Canadian High Commission Citizenship and Immigration Canada International English Language Testing System Interim Federal Health Program International Organization for Migration Intent to Sponsor form Jesuit Refugee Service WUSC Local Committee on a university or college campus Non-governmental organization Private Sponsorship of Refugees Program Refugee Sponsorship Training Program Sponsorship Agreement Holder Social Insurance Number Student Refugee Program Test of English as a Foreign Language Office of the United Nations High Commissioner for Refugees Windle Trust World University Service of Canada TERMINOLOGY SRP candidate Sponsored student Refugee student A refugee who has applied to the SRP and is living in a country of asylum A student who is being sponsored through the SRP and has arrived in Canada Avoid this term whenever possible, since an individual who has arrived in Canada through the SRP is no longer a refugee they are now a Permanent Resident in Canada with a home and a future. There is much stigma attached to being labelled a refugee, and labelling them as such after arrival is no longer accurate. v

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9 ACKNOWLEDGMENTS This year, WUSC is celebrating the Student Refugee Program s 30 th anniversary and the arrival of the 1000 th sponsored student. Fittingly, the list of those who deserve our gratitude is extensive and far-reaching. Therefore, we collectively thank all those who have helped us, directly or indirectly, to reach these important milestones. We would like to extend special thanks to the following groups, who have been instrumental in the development and success of the Student Refugee Program: All current and former WUSC sponsored students, Local Committee members, and staff & faculty advisors who have shared their valuable experiences with us and who offer the face of WUSC at the community level. WUSC s partners, overseas and in-canada: Citizenship and Immigration Canada, the UNHCR, the Canadian Council for Refugees, Jesuit Refugee Service, Windle Trust Kenya, WUSC-Malawi, and the International Organization for Migration. All past and present WUSC staff and volunteers who have assisted the Student Refugee Program in one way or another. The governments, foundations, corporations, and private donors who have funded the program from its inception to the present day. Extra appreciation goes to our current funders: the Ontario Ministry of Training, Colleges and Universities; the Trillium Foundation; the Canadian Auto Workers Social Justice Fund; and the Local Committee network. The 2009 writing and revisions of this guide were done by Sarah Angus. The design and layout was carried out by Bozena Serafin. For more information, or to give us feedback, please contact: WUSC-SRP 1404 Scott St. Ottawa, ON, K1Y 4M8 (613) or srp@wusc.ca vii

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11 PREFACE Dear Local Committee leader, Through Local Committees like your own, Canadian students from coast to coast have become leaders in refugee sponsorship. Though your experiences are diverse, you are united in your commitment to youth engagement, and your belief in WUSC s dream of changing the world through education. WUSC s engagement on refugee issues has a storied past. Through WUSC and its predecessor organizations, Canadian students helped refugee students flee Eastern Europe in the 1930s. In the 1940s, following the Second World War, they provided assistance to displaced persons. In the 1950s, they responded to the urgent needs of refugees from Hungary and Czechoslovakia. In the 1960s, many African students came to Canada through WUSC. And in the 1970s and 1980s, the focus shifted to assisting refugees in the anti-apartheid movement. The current format of the Student Refugee Program was developed by a small group of students at Carleton University who, in 1978, sponsored a young Zambian refugee to Canada and enabled him to resume his post-secondary education in an environment free of violence and fear. Since then, WUSC Local Committees have sponsored refugees from such war-torn countries as Afghanistan, Angola, Bosnia, Burma, Burundi, the Democratic Republic of Congo, Ethiopia, Iran, Liberia, Poland, Rwanda, Sierra Leone, Somalia, and Uganda. In every generation, Canadian students have responded to students in need, and have made a difference. is currently active on over 50 campuses across Canada, with over 55 refugees sponsored every year. In 2008, the Student Refugee Program marked its 30 th anniversary and we celebrated the arrival of the 1000 th sponsored student. What tremendous milestones! With the commitment and passion of student volunteers on campuses across Canada, we have helped many reach their dreams. transforms the lives of its participants and enriches the communities they live in. It is a program that harnesses the commitment and dedication of volunteers to bring about change, raise awareness, and ultimately create a new generation of conscientious, caring and engaged leaders. It is a program of which Canadians should be extremely proud. Building on this tradition of engagement we are pleased to look to the future. In the coming years, WUSC will undertake new work in the refugee camps to ensure more girls and women are eligible for sponsorship and to improve the educational opportunities of those who will not resettle to Canada. Your involvement with the Student Refugee Program is a chance to continue this remarkable story. Thank you for being a part of this journey! WUSC ix

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14 CHAPTER 1 : INTRODUCTION TO SPONSORSHIP Refugee Sponsorship in Canada: An Overview Every year, millions of people around the world are forced to flee their homelands to escape persecution, war or severe human rights abuses. Often these people are never able to return home. 1 According to the 1951 United Nations Convention Relating to the Status of Refugees, a refugee is: Any person, who by reason of a well-founded fear of being persecuted for reasons of race, religion, nationality, membership of a particular social group, or political opinion, i) is outside the country of his nationality, and is unable or, owing to such fear, is unwilling to avail himself or the protection of that country, or ii) not having a country of nationality, is outside the country of her/his habitual residence and is unable or, reason of that fear, is unwilling to return to that country. Canada has three different avenues for granting permanent resident status to refugees. Firstly, refugees can come to Canada directly from abroad through government sponsorship. Secondly, refugees may be privately sponsored with the help of family members, under the auspices of a faith-based group, or via an organization such as WUSC. Both of these avenues involve the refugees being selected, screened and issued travel documents directly from their country of asylum, outside of Canada. Finally, some refugees come directly to a Canadian border and claim refugee status upon arrival. What is private sponsorship? Unique to Canada, the Private Sponsorship of Refugees (PSR) Program provides an opportunity for Canadians and permanent residents to get actively involved in resettling refugees. The program is a partnership between the Government of Canada, the Government of Quebec and organizations across the country such as WUSC, faith-based groups, community associations, humanitarian organizations, unions, and groups of five or more individuals who decide to take on the challenge. Under the PSR Program, Citizenship and Immigration Canada will facilitate a refugee s arrival in Canada, and private sponsors will provide the individual with housing, financial support, settlement assistance, for the first year of his/her residence in Canada. After this time, the individual is expected to become independent. 2 Who may sponsor a refugee? In most countries, only governments can sponsor refugees. Through Canada s Private Sponsorship of Refugees Program, however, the Canadian public can become actively involved in refugee sponsorship: both established organizations and groups of individuals may sponsor refugees. Sponsoring groups must be made up of Canadian citizens or permanent residents who are at least 18 years old. There are three types of Sponsoring Groups: 1) Sponsorship

15 Agreement Holders (SAH) and their Constituent Groups; 2) Groups of Five; and 3) Community Sponsors. 3 WUSC and its Local Committees fall under the Sponsorship Agreement Holders (SAH) and their Constituent Groups category. A number of organizations across Canada have signed sponsorship agreements with the Government of Canada and the Government of Quebec to facilitate the private sponsorship process. These organizations may sponsor refugees themselves or via their constituent groups. As a SAH, WUSC is able to facilitate the sponsorship of refugees to Canada via its network of Local Committees. While Local Committees finance the sponsorships and help the students integrate into Canadian society, the national WUSC office acts as the official sponsor of each refugee student. : An Introduction Since 1978, WUSC s Student Refugee Program (SRP) has enabled over 1000 refugees to settle in Canada as permanent residents and pursue post-secondary education. During the program s history, students have been sponsored from 35 countries of origin, including Afghanistan, Burma, Burundi, Czechoslovakia, the Democratic Republic of the Congo, Ethiopia, Iran, Liberia, Rwanda, Sierra Leone, Somalia, South Africa, Sri Lanka, Sudan, and Uganda. WUSC is unique to all other Sponsorship Agreement Holders because the private sponsorships offered with the SRP enable the sponsored refugees to access post-secondary education. The SRP is further a unique program because it actively engages young Canadians in the sponsorship process. Historical Timeline 1920s 1930s Every year, over 55 refugees enter Canada as permanent residents through the SRP and immediately begin their post-secondary education. WUSC ensures the success of the program by facilitating the overseas selection of the refugees in cooperation with international agencies and the Canadian government, placing them at a Canadian university or college, and providing training and guidance to the Local Committees. Each refugee is sponsored by a campus-based WUSC Local Committee which raises the necessary funds ahead of time and provides the student with at least 12 months of financial, social and academic support. Following the First World War, the European Student Relief takes on a highly successful campaign to supply the basic needs of postsecondary students in Europe. Campus-based committees of students in over 40 countries around the world raise funds and collect donations of clothing and books for European students in desperate need. Educational assistance is also offered to prisoners of war. WUSC s predecessor, the International Student Service, provides material assistance to students coping with natural and man-made calamities, as well as helping refugees fleeing oppression in Germany, Austria, and Czechoslovakia. In 1939, a group of students and professors form the first Canadian committee of 3 1

16 ISS at the University of Toronto, and help to resettle Jewish academics to Canada through various academic exchanges. 1940s 1950s 1960s 1970s Following the Second World War, ISS student volunteers provide assistance to displaced persons and help to receive and resettle refugees to Canada. ISS changes its name to World University Service in order to reflect the involvement of the whole university community as well as to capture its shift in focus from relief and rehabilitation operations in Europe to those in the Middle East and Asia. In 1957, World University Service of Canada (WUSC) is incorporated as a non-profit, non-governmental organization. Through WUSC, Canadian students respond to the urgent needs of refugees from Hungary and Czechoslovakia, including by helping these refugees resettle in Canada. In the 1960s, many African students come to Canada through WUSC. The focus shifts to supporting the anti-apartheid movement, with Local Committee activism on campus and facilitating access to education for antiapartheid activists Canada establishes the Private Sponsorship of Refugees Program, and WUSC sponsors its first student to Canada. The student is originally from Zambia and is sponsored at Carleton University WUSC becomes a Sponsorship Agreement Holder (SAH) by signing a Master Agreement with Citizenship and Immigration Canada (CIC) WUSC signs a Sponsorship Agreement with the province of Quebec WUSC celebrates 30 years of sponsorship and the arrival of the SRP s 1000 th sponsored student. The SRP in Perspective (2007 figures) 11.4 million Refugees around the world 237,000 Immigrants to Canada 28,000 Refugees to Canada 7,600 Refugees resettled to Canada through government sponsorship 3,600 Refugees resettled to Canada through private sponsorship 58 Refugees privately sponsored through the Student Refugee Program 2

17 Candidate Selection WUSC presently accepts applications from three countries of asylum: Kenya, Malawi and Thailand. Applications to the Student Refugee Program are only accepted through WUSC s partner organizations in these countries. To be admitted to the SRP, candidates must be recognized as refugees by the UNHCR and be accepted by WUSC, the Canadian immigration authorities, the Registrar s Office at the college or university, and by a sponsoring Local Committee. To be selected for the program, the applicant must: Be between the ages of 17 and 25. Have completed secondary school. (Preference is given to refugee students who meet the "O" level requirements. Having a diploma is an additional advantage.) Be a recognized refugee in his/her country of asylum (e.g. a UNHCR convention refugee). Express the need to be resettled. Be proficient in English or French. Be single, without dependents and able to resettle in Canada. Be self-reliant and mature. The SRP is highly competitive: WUSC receives hundreds of applications every year and can only sponsor approximately 55 of those individuals who apply. Once refugees are identified as potential candidates (i.e. they meet the above criteria), they are evaluated on their secondary school grades, their English and/or French language skills, and on their perceived ability to successfully resettle in Canada. Before being accepted, candidates must also successfully undergo in-depth interviews with WUSC, CIC and partner officials, and they must pass medical and security tests organized by CIC. Once refugees have been selected, WUSC matches each successful candidate with a particular Local Committee and post-secondary institution, taking into account the refugee s personal needs and preferences, the sponsoring Local Committee s capacity, and the institution s admission requirements. Why the age limit? WUSC requires that candidates be between 17 and 25 years old when applying for the SRP because the program is rooted in the idea of youth sponsoring youth. The vast majority of Local Committee members are undergraduate students in this age range, and since sponsorship involves committing to socially and emotionally support, it is important that the sponsored student and Local Committee are able to relate to and learn from each other. Ideally, with youth sponsoring youth, friendship will develop between the sponsored student and the members of the Local Committee. 3

18 Profiles of Refugee Camps WUSC presently recruits SRP candidates from two refugee camps in Kenya, one camp in Malawi, and various camps in Thailand. Kenya Kakuma Refugee Camp 4 is located in north-western Kenya, in the Turkana District, along the Sudanese border. Kakuma is one of the world s largest and oldest refugee camps. The camp was established in 1992 to address the massive inflow of south Sudanese refugees, and at its peak, it housed over 90,000 people. The vast majority of refugees in Kakuma are from southern Sudan, but the camp also houses sizable Somali and Ethiopian populations. Other nationalities represented are from Burundi, the Democratic Republic of the Congo, Eritrea, and Uganda. In 2005, a peace agreement was signed in south Sudan, so since then, southern Sudanese refugees have gradually been returning home. WUSC has been selecting SRP candidates from Kakuma since the early 1990s, and currently sponsors approximately 40 refugees annually from this camp. Dadaab Refugee Camp 5 is located in northeastern Kenya, about 100 kilometers from the Somali border. Dadaab is composed of three refugee camps: Dagahaley, Hagadera, and Ifo. The camps house a total population of approx. 160,000 refugees, 97% of whom are from Somalia. Refugees have been housed there since 1991, when civil war erupted in Somalia, however, new asylum seekers continue to stream across the border to Kenya. WUSC works in Dadaab in collaboration with Windle Trust Kenya, and currently sponsors approximately 10 refugees annually through the SRP from this camp. Malawi In the 1990s, violence and civil unrest broke out in the Great Lakes Region of Africa, and refugees fled into Malawi. Refugees were housed in two camps, Dzaleka and Luwani, up until 2007 when the government closed the latter camp. When this happened, the population at Dzaleka swelled from approximately 5,000 refugees to over 8, The vast majority of refugees in Dzaleka are now from Rwanda, Burundi, and the Democratic Republic of the Congo 7. Most refugees, although from francophone countries, have been raised in the camp and have learned English. Many of them know very little French

19 Few refugees in Malawi are being repatriated to their country of origin, and local integration is not being offered by the Malawi government. As such, resettlement overseas remains an important option. WUSC has been sponsoring refugees from Malawi since 1998, with approximately candidates now being selected annually for the program. Locating original documentation for these candidates has been a challenge, and especially for students from the DRC, for which it can take up to three years to receive original documentation of their secondary school certificates. Thailand Refugees from Myanmar (Burma) began entering Thailand during the 1980s and gradually established 10 camps along the Thai-Myanmar border. 8 Refugees have sought asylum in Thailand as a result of ethnic conflicts in Myanmar, as well as human rights abuses against political opponents and some religious minorities. Together, the camps house over 120,000 people, mainly from the following ethnic groups: Karen (61%), Karenni (17%), and Tenassarim (7%) 9. WUSC has been sponsoring refugees from Thailand since 1989 and currently partners with Jesuit Refugee Services Thailand to recruit and select candidates for sponsorship

20 CHAPTER 2 : ROLES & RESPONSIBLITIES The Sponsorship Cycle operates both overseas and in Canada to ensure the success of the sponsorships. While your Local Committee is welcoming and integrating the sponsored student onto your campus, WUSC and its overseas partners are active in the field, recruiting, training, and preparing SRP candidates for resettlement in Canada. While sponsorships last only 12 months from the time an individual arrives in Canada, the overall sponsorship cycle is a minimum 2.5 year process. The following diagram illustrates the sponsorship cycle, both overseas and in-canada, before the arrival of the sponsored student in Canada: 6

21 Roles & Responsibilities WUSC relies on the support of many parties in order to ensure the success of the Student Refugee Program. These include: Sponsored student. WUSC national office. Overseas partners. University/college administration. And, of course, WUSC Local Committees! The roles and responsibilities of each partner are vital to the long-term success of the SRP. The following chapter provides an overview of each party s responsibilities during the sponsorship process. For a detailed SRP sponsorship calendar, please visit the WUSC website. Sponsored Student The role of each sponsored student is to: Submit an application to WUSC s overseas office or to WUSC s overseas partner organization in the refugee camp. Undergo selection interviews, security and medical clearances, and language testing. Attend a pre-departure orientation. Once in Canada, plan his/her immediate and longterm academic studies with the help of a Local Committee. Report regularly to WUSC, especially upon arrival and during the transition to postsponsorship. Take steps to become self-reliant once the sponsorship period has ended. Complete the Mid-Sponsorship and End of Sponsorship evaluations. WUSC s National Office As the organization that holds the Sponsorship Agreements with the Government of Canada and the Government of Quebec, WUSC s roles are to: 1) select qualified candidates for the SRP; 2) facilitate the placement of students at post-secondary institutions; 3) guide, train, support, and monitor the Local Committees and the sponsored students. As such, WUSC s responsibilities are to: Review applications, and arrange and conduct interviews with potential candidates. Forward candidates dossiers to Local Committees and coordinate the placement of sponsored students to Canadian post-secondary institutions. Act as a liaison between key players involved in the sponsorship process (Local Committees, CIC, IOM, JRS, Windle Trust, etc.). Develop resources for use by Local Committees, sponsored students, and partner organizations. 7

22 Provide organizational assistance, advice, expertise and training to Local Committees. Network with other refugee and immigrant agencies. Monitor and evaluate the SRP. Seek funding and other support to ensure the SRP s sustainability. Report to CIC, the Government of Quebec, WUSC s Board of Directors, WUSC s membership, and the SRP s donors. Promote the SRP across Canada. Overseas Partners To facilitate the sponsorships, WUSC relies on the cooperation of many overseas partners, including the UNHCR, Windle Trust Kenya, Jesuit Refugee Service (Thailand), and the International Organization for Migration (IOM). In Malawi, WUSC works in collaboration with its own overseas office. These partners: Promote the SRP in the refugee camps. Post the call for applications, shortlist candidates, and conduct initial selection interviews. Organize language proficiency tests, and deliver predeparture orientations. Organize and facilitate the travel arrangements of the refugee students. Liaise between WUSC, the SRP candidates, the IOM, and overseas visa offices. Canadian Immigration Authorities (in Canada and overseas) As with any other private sponsorship, sponsorships through WUSC s SRP must be approved and processed by the Government of Canada and/or the Government of Quebec (see Ch.1). The Canadian immigration authorities: Evaluate and process the immigration undertaking forms. Interview candidates overseas to determine their eligibility. Organize medical and security clearances overseas, issue travel visas to Canada, and authorize the students travel loans. Liaise with IOM offices to secure the students travel arrangements to Canada. Manage the repayment of the travel loans (see Ch.10). Provide information about local agencies and services available for newcomers to Canada. University/College Administration To be accepted for sponsorship, an SRP candidate must also have a strong academic record, so that s/he will be accepted to a university or college in Canada. The role of the university/college administration is to: 8

23 Determine the academic requirements necessary for admission. Confirm and process the sponsored student s application for admission. Provide the student with access to academic and financial counselling services. In some cases, provide the Local Committee with a faculty advisor. In some cases, provide cash and/or in-kind donations to help finance the sponsorship (e.g. waived tuition, residence, books and/or meal plan fees). Local Committee To sponsor a student for the first time, your Local Committee must: Communicate to WUSC s national office an interest in sponsorship and work closely with WUSC staff to develop a strategy to engage in sponsorship. Recruit a core group of Local Committee members interested in sponsorship. Research the sponsorship process by reading and consulting online resources on the WUSC website, and by talking to former sponsored students and sponsoring Local Committees active in your region. Recruit a faculty or staff advisor. Prepare a budget. Educate key parties within the institution about the SRP and get their support (e.g. administration, students union, etc.). Develop and implement a fundraising strategy by securing such things as student levies; tuition, residence and/or meal plan waivers; and/or donations. Attend SRP training workshops wherever possible, e.g. at WUSC s Annual Assembly or through online workshops. Identify resources within the community (e.g. settlement organizations). Assess your capacities for sponsorship (e.g. 1 student every 3 years to 3 students per year). Set up the SRP so that it is sustainable! Develop and implement a public awareness strategy, to educate and get the support of your student population and campus community. Every time a Local Committee sponsors, it must: Commit to providing the sponsored student with financial, moral, and emotional support for at least 12 months. Secure the support of the university/college. Establish a budget and raise funds to support the student for the duration of the sponsorship. Help the sponsored student prepare for independence after the sponsorship period is over. 9

24 Monthly Checklist of Local Committee Responsibilities MONTH August September October November December January February March April May June July SUPPORTING CURRENT SPONSORSHIP Welcome sponsored student to Canada! Send WUSC student s contact info Deliver orientation and apply for government documents Review budget Confirm registration for classes Support the sponsored student s social and academic adjustment Equip sponsored student with warm clothing Sponsored student completes Mid- Sponsorship Evaluation Confirm student s holiday plans Review budget with sponsored student Confirm course selection for second semester Confirm sponsored student s plans for Reading Week Confirm status of travel loan Help student find a summer job Confirm summer housing Review budget for summer and modify if necessary Help student apply for student loan, if necessary Confirm summer employment Confirm that student has furnishings for off-campus apartment, if applicable Complete End of Sponsorship Evaluation Submit Financial Assessment report Provide on-going support as needed PREPARING FOR NEXT SPONSORSHIP Submit Intent to Sponsor form to WUSC Submit SRP Contribution Fund Review and rank dossiers Confirm admissibility with administration Send Sponsoring Group Selection form to WUSC Complete Immigration Undertaking form Register the student at the university/college Send Welcome Package Prepare for arrival of new sponsored student 10

25 Reporting Schedule To ensure accountability for the program, WUSC submits a yearly report to CIC. WUSC is also accountable to its Board of Directors, the program s donors, and the organization s membership at large and therefore prepares regular program reports. To measure the SRP s success, WUSC relies on regular reports from sponsoring Local Committees and the sponsored students. These reports educate WUSC about any difficulties the sponsored student or Local Committee is facing, so that WUSC can provide targeted assistance or intervention if necessary. The reports also provide WUSC with suggestions about how to modify and improve the overall functioning of the SRP over time. A Local Committee must contact WUSC at least three times during the sponsorship year: REPORT #1 When: Upon arrival of the sponsored student (usually August) What: 1. The Local Committee s the SRP Sr. Program Officer, Asni Mekonnen (asni@wusc.ca), to confirm that the sponsored student has arrived safely and that an orientation is being carried out. 2. The sponsored student s Asni his/her new contact information (mailing address, address, and telephone number). REPORT #2 When: December What: 1. The sponsored student completes a Mid-Sponsorship Evaluation to assess how the sponsorship is going, through an online survey which is ed to him/her by WUSC. 2. The sponsored student receives a monitoring phone call from the SRP Sr. Program Officer, Asni Mekonnen. 3. The Local Committee receives ongoing monitoring and support by Ottawa-based staff and by regionally-based Campus Engagement Liaison Officers. The Local Committee confirms how the sponsored student is doing and what his/her plans are for the holidays. The committee updates WUSC on any challenges being experienced that might strain the relationship between the Local Committee and sponsored student. REPORT #3 When: August (or end of 12-month sponsorship) What: 1. Both the Local Committee and the sponsored student complete an End of Sponsorship Evaluation, which is ed to them through an online survey. These evaluations inform WUSC about how the sponsorship went and offer an assessment of the sponsored student s progress and his/her plans for the future. 2. The Local Committee completes the online Financial Assessment report and s it to the Regional Campus Engagement Liaison Officer. The report summarizes the committee s revenue, expenses, and operating balance for the year. 11

26 CHAPTER 3 : ENGAGING PEOPLE Strengthening Your Local Committee The first step toward sponsorship is building a strong and effective Local Committee. You need committed members, a sound organizational structure, clear and distinct division of responsibilities, and a plan of action. Before committing to sponsorship, evaluate your capacity by reviewing the Local Committee handbook, available online. The most effective sponsorships engage students, a staff/faculty advisor, the university/college administration, and the wider community. If you haven t already, identify one or two SRP Coordinators on your Local Committee who will be responsible for taking charge of the sponsorships. Also ensure that there is a designated treasurer on your committee who will oversee finances. Engaging Your Institution WUSC strongly recommends that every Local Committee engage a staff or faculty advisor. Advisors can help ensure the long-term sustainability of the Student Refugee Program by providing continuity and guidance, by helping to oversee and monitor the sponsorship process, and by transferring information from year to year. For more information about how to recruit and engage a staff or faculty advisor, please consult Module #2 of the Local Committee Handbook 10. When sponsoring, your Local Committee must also engage with staff in your university/college admissions office and ensure that the office understands how the SRP works. After reviewing and ranking SRP candidates dossiers, Local Committees must consult their admissions offices to confirm that the desired sponsored student is admissible to the institution. In certain cases, WUSC may request that a Local Committee negotiate flexibility with respect to the admissions requirements of the proposed sponsored student. By developing an open, transparent, and trusted relationship with the registrar s office, your Local Committee will have an easier time in bringing sponsored students to your campus. The President s Office of your university or college can be an invaluable resource for the SRP on your campus. By educating and gaining the support of the President s Office, many doors will open for your Local Committee. The office may be a source of tuition, residence or meal plan waivers, as well as an ally when your Local Committee looks for support elsewhere on campus. Before asking for funding, however, begin by educating the office about WUSC and the SRP, and highlight your successes on campus. If you already have their support, make sure to thank the office for its help in making the SRP a reality and a success

27 The International Students Office can also be a tremendous resource for the SRP. The staff in this office are knowledgeable about the experiences of newcomers to Canada, and they can help your committee plan an orientation, fill out key government documents (e.g. applications for Permanent Resident cards), and offer guidance and support to the sponsored student. The student union on your campus can be an important ally for the SRP. Registering your Local Committee as an official club can help to raise your profile among students and can help you access key resources (e.g. office space, materials, club funding). You should also develop a relationship with the student union because it decides when to hold referendums around student levies, and it can choose to support your Local Committee s bid for an SRP levy or not. A student union can often make or break a referendum campaign, so make sure to understand their policies and procedures, and make sure they re on your side when you re hoping to establish an SRP levy! Engaging the Community The wider, off-campus community has an important role to play in the success of the Student Refugee Program. Many smaller urban centres struggle with attracting new immigrants, and as such, they may be especially interested in supporting the SRP. Whether this is the case for your Local Committee or not, consider the following groups as important allies for your sponsorships: Immigrant, refugee, and multicultural organizations. Ethnic organizations. Church and faith-based groups. Local interest organizations, e.g. Rotary Club. Local Committee and former sponsored student alumni. These groups may be able to contribute to and engage in the following activities to support the SRP on your campus: Public education (i.e. awareness activities and events). Consultation. Financial support. Social and emotional support. Service provision. Providing access to contacts and networks. Work experience/ co-op placements. For more suggestions about how to collaborate with community groups, please consult the Local Committee Handbook (Module #8: Engaging the Community) and the Campus and Community Partners tip sheet and the Community Partnerships Guide, available online

28 Cost of Sponsorship CHAPTER 4 : BUDGETING Financially supporting the student is an integral part of the sponsorship. By committing to the sponsorship, you are agreeing to provide the student with at least 12 months of financial support. According to Canadian legislation, the minimum amount accepted by Citizenship and Immigration Canada for a one-year private sponsorship of an individual refugee anywhere in Canada is $9,500. This amount can be calculated from both cash and in-kind donations. The amount for a WUSC sponsorship is always higher than this, because WUSC sponsorships also include tuition and other school-related expenses. Depending on the structure of the sponsorship and the cost of living in your community, an SRP sponsorship generally costs between $15,000 and $25,000. All Local Committees must fill out a budget in their Intent to Sponsor form, which must be approved by WUSC before the sponsorship begins. Each committee must have the necessary finances in place, or a sound strategy to fundraise for them, before the arrival of the student. Establishing Your Budget To help you establish a realistic budget, WUSC has broken down items into mandatory support, recommended support and optional support. To be approved for sponsorship, Local Committees must have funds in place for the mandatory items, while the other two categories are non-compulsory. Note that every sponsorship is different, so there is no single budget model that applies to all WUSC committees. The cost of living in different communities varies, as does the cost of going to school at different institutions. Many factors will affect the overall cost of sponsorship. To guide your planning, WUSC has developed a series of sample budgets 12 that offer case studies of various sponsorships. Review these budgets and see how your Local Committee s SRP budget compares. Then, use the practice budget to prepare your own sponsorship budget. Once you have designed your budget, calculate your available funds, including those generated by student levies, in-kind donations (tuition waivers, meal plan waivers, etc.), and fundraising events. Funds that are raised must be equal to or greater than the mandatory budget items. Before approving a sponsorship, your Local Committee must prove to WUSC that it has enough money to cover all mandatory expenses. 12 The Sample Budgets are available online: 14

29 Mandatory Support for a 12-Month Sponsorship Local Committees must budget for the following items when preparing for sponsorship: BUDGET ITEM NOTES AMOUNT SRP Contribution Fund Mandatory for all committees that wish to sponsor Must be submitted with Intent to Sponsor (see Ch.6) $2500 Welcome Package Initial settling in Food Rent and utilities Personal expenses Clothing Transportation Emergency funds Tuition 13 Sent to student in camp Cost of mailing package overseas Should include towels, sheets, toiletries, and other basic furnishings Q: Can you get these items donated in-kind? Monthly allowance for off-campus food and/or cost of the campus meal plans Budget may change during holidays and summer Q: Is a meal plan waiver available? Residence and off-campus housing costs vary significantly depending on city/town Residences may not be open in the summer so budget for summer accommodation Q: Is a residence waiver available? A monthly stipend to cover things such as toiletries, phone cards, stamps, etc Student should not have to account for this money Allowance to buy clothing A one-time allowance to cover the cost of buying winter clothes Bus pass, bicycle, etc. Depends on cost of commuting to school E.g. for medical or dental care not covered by provincial health care, the Interim Federal Health Program, or university/college health insurance plan Cost depends on number of courses taken, program in which registered, and school Q: Is a tuition waiver available? $20-$50 $50-$300 $2000-$4000 $4000-$8000 $1000-$2500 $500-$800 $100-$800 $200-$500 $1000-$7000 Books and school supplies Q: Is a bookstore waiver available? $750-$ The sponsored student will be a Permanent Resident upon arrival in Canada, so should NOT be paying international student fees. 15

30 Recommended Support The following items are not mandatory but are items that WUSC strongly encourages Local Committees to provide for their students: BUDGET ITEM NOTES AMOUNT Travel loan repayment Some committees have the capacity to cover the student s travel loan to Canada in full. Other groups provide the funds for monthly payments while the student is being sponsored $1500-$3000 Long distance phone cards Sponsored students will want to call home, so budget for this item if possible $100-$200 Optional Support The following items are not mandatory but are included by some committees as part of their sponsorship: BUDGET ITEM NOTES AMOUNT Orientation in Canada Orientations by Local Committee may be supplemented by orientations provided by settlement agencies in your community and/or the international students office $100-$250 Computer Not a necessity, but definitely an asset Q: Can this be purchased second-hand or donated? $200-$1000 Support beyond 12-months If funds are available, some committees provide funding for a second year or longer -- Funds sent back to student s family in country of origin/asylum Many sponsored students feel pressure to send money home to family and friends; however, budgeting for this is at the discretion of the Local Committee -- Reviewing Your Budget Shortly after the sponsored student s arrival in Canada, review the budget with him/her and explain how the sponsorship is funded. Explain that you are working from a fixed budget that has limited flexibility. Emphasize that every Local Committee s situation is different and that no two sponsorships are identical. No matter how well a budget is planned, it usually will require adjustment. Take time to sit with the sponsored student on a quarterly basis to discuss the budget and reassess whether it is meeting both parties needs. Determine a process for renegotiating the budget if need be. 16

31 Moderating Expectations Funding can be a contentious issue because of several factors: the amount of money available and how it is allocated; the student s expectations for his/her standard of living; the student s spending choices; and the Local Committee s notions of what amount of funding is adequate for the sponsorship. Money can become a source of tension if the sponsored student feels that his/her spending is being monitored too closely, so that s/he is made to feel childlike and dependent. Another problem may be that the sponsored student feels pressure to send money home to family or friends who have been left behind, leaving him/her with inadequate funds to pay for school. Be sure to include a weekly/monthly allocation to the student that is for him/her to spend freely. If the student feels that this is not enough, explore different options with him/her. The student may be willing to take on a part-time job during the school year in order to have more discretionary funds. Emphasize the importance of learning how to budget. This is a vital life skill that the student should learn as soon as possible! Financial Management All Local Committees, regardless of their setup, must ensure fiscal responsibility. Each committee must identify a treasurer who will be responsible for the bank account, the yearly budget, monitoring expenses and revenues, and keeping financial records up to date. In some cases, a staff or faculty advisor will act as the Local Committee s treasurer, with student members in a supporting role. To ensure transparency and fiscal responsibility, we suggest that you follow the financial management tips outlined in Module #5 of the Local Committee Handbook. 14 The module touches on the role of the treasurer, budgeting, the importance of good record keeping and financial reporting. It is important that you be diligent and transparent in how you manage your money because you must be accountable to your funders for how it is spent. Get advice from your student union about setting up a bank account for the Student Refugee Program. Given the special nature of the SRP, your Local Committee may choose to have two bank accounts one for the Local Committee s general activities, and a second exclusively for funds related to the sponsorships. These bank accounts may be handled internally, by the student union or university/college administration, or externally, by the Local Committee. Ensure that there are at least two signatories on every bank account and that cheques require two signatures to be valid. One signatory should be the Local Committee treasurer, and we recommend that the second be a faculty/staff advisor. By working with a faculty/staff advisor, you will ensure that financial knowledge is retained from year-to-year. The Local Committee s spending on the SRP will also be legitimized. 14 Available online: 17

32 Yearly Funding Review If your levy is managed internally by your university/college, then auditing will happen automatically, as part of the university or college s own auditing process. If your Local Committee is given a cheque for the value of the student levy and you deposit it in an external bank account, the auditing process will be more difficult. Auditing can be very expensive, so try to have it covered by the student union or the university/college administration. Beginning 2008 WUSC is requiring that all Local Committees submit a financial report at the end of each sponsorship year. This is meant to challenge Local Committees to carefully review the balance in their bank accounts and to compare their projected revenue and expenses to their actual yearly cash flow. It is also meant to encourage Local Committees to ensure information is transferred between departing and incoming members. The Local Committee Financial Report is available online and should be ed to the SRP Program Officer every August. 15 Extra money in your SRP account? Your SRP financial resources will vary from year to year due to changes in the number of students paying into the levy (i.e. enrolment levels at your school), the number and value of donations you receive, the sponsored student s particular needs, and the cost of inflation. This means that each year your Local Committee will have to re-assess its finances to determine if it has enough funding to cover its projected expenses, or if it is accumulating excess funding in its accounts. There are many options if your Local Committee has extra money in its SRP account. Weigh your priorities, and assess where you can make the biggest difference: Consider supporting each sponsored student beyond 12 months, e.g. by funding tuition or residence in subsequent years. Save up to sponsor an additional student in alternate years. Invest in refugee-related projects that support students still in the camps. Local Committees should NOT be accumulating large sums of money in their bank accounts without a sound and transparent plan of how it is to be used. 15 The Financial Report is available online: 18

33 Rates of Sponsorship: Where does your school fit in? Rates of sponsorship vary between schools. The numbers presented are approximate figures from recent sponsorships across Canada, so that you may see where your institution fits in. 52 Local Committees are active in the Student Refugee Program (2008) 27 in Ontario 4 in Quebec 13 in the Prairies & West Coast 8 in the Maritimes Rates of sponsorship vary dramatically from committee to committee: 2 committees sponsor 3 students/year 10 committees sponsor 2 students/year 28 committees sponsor 1 student/year 9 committees sponsor 1 student every 2 years 3 committees sponsor 1 student every 3 years 27% of Local Committees provide each sponsored student with multiple years of funding. (Note the level of this funding ranges significantly.) 19

34 Developing a Strategy CHAPTER 5 : SECURING FUNDING If you re just getting involved in the Student Refugee Program, the thought of fundraising for a 12-month sponsorship can be daunting. Nevertheless, don t be discouraged. There are tried and true ways to fundraise for the SRP. The important thing, however, is to be strategic! The most effective SRP fundraising strategies are the following: 1. Student and/or faculty levies once established, they generate guaranteed income for the SRP on an annual basis. 2. Donations: a. In-Kind instead of fundraising $5,000 to pay for tuition or $300 for a bicycle, see if someone can donate these items. b. Cash individuals and groups on- and off-campus may be rallied to support the sponsorships on your campus through cash donations. 3. Events whether by selling products/services or by organizing fundraising events, this strategy can both bring in cash and raise awareness about the Student Refugee Program. Start by defining your fundraising goals. Are you: Fundraising for your first sponsorship? Increasing funds for existing sponsorships? Securing more sustainable funding sources? Looking for cash only, or also in-kind donations? Looking to combine fundraising with a public education campaign? The wealth of financial resources within your community is often greater than imagined. Publicizing the need often brings forth many eager and unexpected responses from within and beyond the campus. Make direct contacts within the community and let people know exactly what is needed. Give people a list of specific options and let them decide how they wish to help. The sponsored student may also wish to be involved in the fundraising effort. To learn more about fundraising strategies, please refer to the Local Committee Handbook, Module #6 Fundraising and #7 Event Planning, available on WUSC s website. 16 To learn what other Local Committees have done, check out the Fundraising Success Stories tip sheet, also available online. 16 See 20

35 Levies and Referendums Student levies are an excellent way to secure stable and lasting funds for the Student Refugee Program, and many of you have figured this out! The number of Local Committees that have passed referendums for the SRP increased from 25% in 1998 to 90% in To establish a student levy for the SRP, a Local Committee will usually have to run a referendum campaign, asking the student body to vote on having a compulsory levy for the SRP added to their annual student fees. The levy operates like a student tax: just as our government collects taxes, the student government can establish and collect student levies. Often these fees are introduced to cover an annual bus pass for each student, the campus radio station, or the student newspaper. They can also go to campus-based initiatives such as the SRP! The benefits of an SRP student levy are significant: Financial resources for sponsorship are guaranteed from year-to-year. Funds are available in cash. Students are helping students. Referendum campaigns engage the campus on refugee issues. When students demonstrate their commitment to the SRP, the university/college administration is more likely to support the program and match funding. When funding is in place, a Local Committee can focus on other aspects of the sponsorship, such as supporting the sponsored student and raising awareness on campus about refugee issues. Thinking about holding a referendum campaign? 1. Find out your student union s rules & regulations for holding a referendum campaign. 2. Communicate your plans to WUSC staff we can send you materials and resources such as posters, bags, pamphlets, buttons, and a t-shirt graphic. 3. Consult the Guide to Planning a Winning Referendum, available online Network with other committees in your area who have recently held successful referendums. 5. Determine what kind of levy you want: undergraduate, graduate, faculty or both? 6. Plan, plan, plan, and PLAN! Want to increase your levy? Local Committees may wish to increase the amount of an existing SRP levy in order to address rising costs of sponsorship or to increase the frequency of their sponsorships. Several Local Committees have gone to referendum again recently, and have been able to double or triple their rates of sponsorship. If you go back to referendum, however, make sure that your proposed question does not jeopardize your existing SRP levy. Should your 17 See: 21

36 referendum campaign fail, you don t want to undermine any existing support that you have already secured! Faculty Levies If you have strong faculty support on campus, consider approaching your university/college faculty association about establishing a faculty levy and/or payroll deductions for the SRP. This option may be most easily achieved by committees that work closely with a faculty advisor who is a strong supporter of the program. Donations (Cash & In-Kind) Securing donations can be a great way to engage various on- and off-campus groups in the Student Refugee Program. Some people may donate cash to fund your sponsorships, while others may offer in-kind donations, e.g. by waiving tuition fees or by offering bookstore credits. Consider approaching the following on-campus groups for donations: University/college administration: bursaries, tuition waivers, etc. Student union: cash donations, help with campaigning for a student levy, etc. Housing services: residence waiver. Food service provider: full or partial meal plan waivers, etc. Bookstore: donations of books and/or school supplies, Round Up campaign 18. Faculty/staff associations: cash donations, bursaries, etc. Information services: used computer. Consider approaching the following off-campus groups for donations: Businesses: Local businesses may be interested in offering in-kind donations (e.g. bicycle, computer) and/or participating in a campaign such as Round Up. Individuals: Develop your network of fellow students, parents, community members, WUSC alumni, etc. and engage them in the SRP. Remember that individual donors can receive tax receipts when they support the SRP. 19 Local organizations: Consider contacting your local Rotary or Lions Club service organization for support. They may be able to help you organize an event in your community, or offer grants to support your sponsorships. For more information about soliciting donations, please refer to the following documents on the WUSC website: 18 For more information on Round Up, please see Module #6 of the Local Committee Handbook. 19 See Charitable Donations: Local Committees FAQs, online: 22

37 Modules #6 and #7 of the Local Committee Handbook. Soliciting Donations by Letter tip sheet. Charitable Donations: Local Committees FAQs. Events This is where your creativity can come in! Fundraising events for the Student Refugee Program can range from high profile galas to Feast or Famine dinners, from garage sales to concerts. By reaching out to the campus and wider community, you can raise both money and the profile of your Local Committee and the SRP, and have a lot of fun! While an event may not provide a renewable source of funding, don t underestimate the impact of raising the profile of the SRP it may pay off in the long run, when you approach the student body with something like a proposed SRP levy. For event ideas and suggestions about how to make your event a success, check out Module #7 of the Local Committee Handbook. Saying Thank You The success of the Student Refugee Program depends on the cooperation and effort of many different parties, including both financial donors and people who offer their time and energy. Foster a good relationship with your supporters and make it a priority to express your thanks every year whether through a card, a photo of your Local Committee, a letter, or a personal visit from the sponsored student. Little gestures pay off! By thanking your supporters and showing them that you recognize and appreciate their contributions, they will be more likely to continue supporting your work, and will be more open to investing in new proposals you put forward. Funding Models Across Canada: Where does your school fit in? Funding models for the Student Refugee Program vary between schools. The numbers presented here are approximate figures from recent sponsorships across Canada: 90% of sponsoring LCs collect student levies (undergraduate, graduate, faculty) o Overall average (mean) student levy: $2.51/student/year o Maximum levy: $12.00/student/year o Minimum levy: $0.50/student/year In-kind donations o 86 % of institutions received tuition waivers o 76% of institutions received residence waivers o 52% of institutions received meal plans o 24% of institutions received bookstore waivers Other donations and events o 43% of institutions sought donations or held events to raise money for the SRP 23

38 CHAPTER 6 : COMMITTING TO SPONSORSHIP Once you ve put the foundation for sponsorship in place, it s time to commit! Whether you are a brand new Local Committee looking to sponsor with the Student Refugee Program for the first time, or simply a new member on a well-established committee, read through this next chapter carefully to learn how to begin the sponsorship process. Intent to Sponsor Form The Intent to Sponsor form (ITS) is the application that a Local Committee must fill out every time it wishes to engage in sponsorship. In the ITS, a Local Committee formally indicates to WUSC its interest in sponsoring one or more refugee students. To be eligible for sponsorship, your Local Committee must demonstrate in the ITS that you have the human and financial resources in place to sponsor a refugee for a minimum of 12 months. The Intent to Sponsor form is due every year in November, and it is imperative that this form be submitted on time. If your Local Committee misses the deadline, WUSC cannot guarantee that your Local Committee will receive a sponsored student the following academic year. WUSC uses the information provided in the ITS as an indicator of how many refugees to recruit and prepare for sponsorship. The Intent to Sponsor form can be accessed through the My Committee database available through WUSC s website. 20 SRP Contribution Fund Local Committees interested in sponsoring a refugee student must send WUSC $2,500 for each student they wish to sponsor ($2,500 x # of sponsored students). This money is referred to as the SRP Contribution Fund, and it is used to cover the costs associated with the selection and preparation of the SRP candidates overseas, as well as the in-canada support offered to Local Committees. If funding will be a challenge for your Local Committee, please let WUSC know so that our staff can explore fundraising strategies with you. Unfortunately, Local Committees that do not submit the $2,500/sponsored student along with their Intent to Sponsor form will not be eligible to sponsor a student. Please make your cheque payable to WUSC and write your Local Committee s name and SRP Contribution Fund on the memo line. When mailing the cheque to WUSC, please write Attn: Student Refugee Program on the envelope. Please note that, while the vast majority of sponsored students arrive in Canada as planned, in exceptional cases an SRP candidate may withdraw from the program at the last minute. WUSC will not refund the SRP Contribution Fund to your Local Committee if this occurs, since the money has already been invested in preparing the said candidate for resettlement to Canada. For more information, please refer to the SRP Contribution Fund FAQ document on WUSC s website

39 Candidate Dossiers Once WUSC and its overseas partners have recruited and selected candidates for the SRP, each successful candidate chosen for the program is asked to prepare a dossier, to be sent to Local Committees for review. Each dossier contains the candidate s post-secondary transcripts, English or French language test scores (e.g. TOEFL), biographical information, and a note about what they are looking for in a post-secondary degree (e.g. what program they would like to pursue). WUSC distributes the dossiers to Local Committees in February and March, and tries to match the needs of the Local Committees and the SRP candidates. Local Committees are asked to rank their preference of candidates and to send this information back to WUSC. Ultimately, all candidates selected for the SRP are guaranteed a sponsorship to Canada. The Selection Process The following is an overview of how your Local Committee should go about candidate selection. Please note, however, that when WUSC sends you candidates dossiers, WUSC will also send you a letter with detailed instructions about how to rank the candidates. This letter should be read in full and should be regarded as the official guidelines for selection. Step #1: Establish a subcommittee WUSC will send your Local Committee 2-5 dossiers for review, depending on the number of students your committee has asked to sponsor. Since the dossiers contain highly personal information, your Local Committee must establish a subcommittee responsible for candidate selection. This subcommittee should be composed of 2-3 individuals, including your staff/faculty advisor (if one exists). Members of the subcommittee must agree to maintain confidentiality throughout the process. Step #2: Dossier selection Before ranking the dossiers, the subcommittee should identify criteria for selection, in order to fairly assess the candidates. Every committee s criteria for selection will be different. WUSC will provide your Local Committee with a form on which you should indicate your choice of candidates. After you have ranked the candidates, verify with your Registrar s Office that your preferred candidate(s) are admissible to your university/college. Local Committees are requested to get this confirmation in writing and to fax this confirmation to WUSC in Ottawa. It is also imperative that you tell us if certain candidates are not admissible when you send us your ranking of the dossiers. Step #3: Confirmation of placement WUSC will assign a sponsored student to your campus based on your ranking of the dossiers, but also in consideration of the larger goal of successfully placing all sponsored students. Local Committees are usually provided the name of their sponsored student in the spring. Do not announce the name of the sponsored student publicly until all immigration processing has been cleared and it is certain the student will be coming to Canada. WUSC will notify you when this has happened. 25

40 Step #4: Registration for university/college Please follow your institution s procedures for securing an official admission letter for the student. Provide your institution with the address of WUSC in Ottawa as the mailing address for your student. A copy of the admission letter should be mailed or faxed to WUSC s national office, attention Asni Mekonnen. Communicate with us regarding any important deadlines regarding confirmation of enrolment. Immigration Forms Once the placement of the sponsored students has been confirmed, WUSC will mail you an official letter of authorization that will allow your Local Committee to assume a refugee sponsorship via WUSC s private sponsorship agreements with the Governments of Canada and Quebec (See Ch.1). WUSC will also send you immigration forms and guides issued by CIC or Quebec s Ministère d Immigration et Communautés culturelles. Upon receipt of the WUSC package, it is imperative that you read the instructions carefully and immediately present your immigration undertaking form and a copy of your Intent to Sponsor form to your local immigration office. The immigration undertaking form not only indicates your commitment and readiness to support a refugee student but is also the official document that seals the contract. The sponsored student s travel documents will only be issued when this information has been provided to your local immigration office and sent to the Canadian High Commission overseas. Late submission of the CIC form may jeopardize your student s timely arrival. Confidentiality WUSC has an ethical responsibility to protect the privacy of all refugees who apply for the Student Refugee Program. This responsibility extends to all members of a Local Committee. Since dossiers contain highly personal information, they should be treated as highly confidential documents: 1. Dossier content should not be disclosed to persons outside of the selection committee. This includes other members of the Local Committee, boyfriends, girlfriends, parents, professors, peers, former sponsored students, etc. 2. All records containing personal information should be kept in a secure location, and protected against unauthorized access (preferably in your staff/faculty advisor s office). 3. All documents about potential sponsored students who have been deselected should be shredded and disposed of after you receive final confirmation of the name of the candidate who will be sponsored on your campus. Note: Do not shred the dossier of the student(s) who will be sponsored on your campus, as you will need this information when registering them for classes. 26

41 CHAPTER 7 : ARRIVAL & ORIENTATION Communication Prior to Arrival WUSC s national office assumes responsibility for liaising between SRP candidates and Local Committees until the candidates have been approved for resettlement. SRP candidates undergo medical and security clearances at the same time that Local Committees are reviewing their dossiers. While the vast majority of candidates are approved for immigration, in exceptional cases a candidate may be delayed or denied entry to Canada. As such, WUSC requests that Local Committees refrain from contacting their candidate until WUSC has confirmed that s/he has been approved for immigration. WUSC has developed the above policy because inaccurate or unconfirmed information sent to SRP candidates can have an impact on their emotional wellbeing. WUSC does not want to falsely raise the candidates expectations for resettlement before all outstanding processes have been resolved. Welcome Package Once WUSC has confirmed that official immigration processes have been completed, WUSC will invite your Local Committee to mail your sponsored student(s) a welcome package prior to their arrival in Canada. Information about how to send the student a welcome package is mailed to Local Committees in May or June. Potential things to include in the welcome package are: letters from the Local Committee and former sponsored students, photographs, brochures about your city and university/college, and information about classes. Keep the package small and lightweight and do not include anything of monetary value (e.g. a camera), as WUSC s overseas partner organization will be forced to pay taxes on these items when the package arrives. Preparing for Arrival In the weeks leading up to the student s arrival, your Local Committee should: 1. Confirm that the student is registered and enrolled in classes. Base your course selection on the information provided in his/her dossier and what program s/he wishes to pursue. Ensure that tuition has been paid. 2. Arrange for the student s accommodation. WUSC tries to have students arrive two weeks before classes begin, but this is not always possible. If the student is to arrive early, arrange for a homestay with a family for a few days before his/her move into residence or an apartment Set up a meal plan or funds to buy groceries and cooking utensils, etc. 22 Local Committees are fully responsible for their sponsored students accommodation from the time of their arrival in Canada. WUSC s national office will not assume any costs associated with providing a homestay to a sponsored student. 27

42 4. Assemble items to help the student settle in. Presume that the student will arrive with almost nothing. Gather items needed by a student going away to school for the first time (e.g. toiletries, bedding, a backpack, school supplies, etc.). 5. Prepare a community orientation kit for the student with information on the city or town, transportation options, postal information, community services, etc. Consult a local settlement agency for information relevant to newcomers to your area. 6. Enrol the student in a campus orientation. Check with the International Students Office to find out about special orientation sessions for international students, and learn what other programs and services the office provides. Although the sponsored student will be a permanent resident, s/he will face similar obstacles to international students when entering university/college life. 7. Obtain application forms for key government documents: a Social Insurance Number (SIN), provincial health care, etc. Information about these can be found on federal and provincial government websites. 8. Await notice from WUSC of the student s arrival date. While WUSC requests that sponsored students arrive in mid to late August, travel arrangements are ultimately coordinated by the International Organization for Migration. WUSC will immediately notify your Local Committee when this information has been received. Late Arrivals Refugee sponsorship is always an uncertain process, with many variables that are beyond WUSC s control. Although the vast majority of sponsored students arrive in Canada on time to start September classes, in certain cases this is not possible. WUSC will notify your committee if your sponsored student will be delayed as soon as information is available. Cancellations The vast majority of selected SRP candidates arrive in Canada and are successfully sponsored by Local Committees. Unfortunately, however, sponsored students arrival in Canada is never assured and, on exceptional occasions, SRP candidates may withdraw from the program at the last minute. These are usually for reasons unforeseen by WUSC: they ve received a scholarship offer elsewhere, their family is resettling to another country, or they simply have changed their mind. While extremely frustrating, these last-minute decisions are beyond WUSC s control. Local Committees will be notified immediately upon news of a cancellation, and WUSC will do its best to find the committee a replacement candidate, if available. Unfortunately, however, this cannot be guaranteed and the Local Committee may have to wait until the following year to receive a new sponsored student. For this reason, Local Committees should not publicly announce the name of their incoming sponsored student until that student has actually arrived in Canada and has given permission for his name to be released. 28

43 Greeting the Student A sponsored student s arrival in Canada is always an exciting time. WUSC will send you the student s travel schedule as soon as this information becomes available. WUSC requests that the IOM schedule sponsored students travel so that they arrive in mid-august, in time for the beginning of school; however, this is not always possible. Most students travel through Toronto or Montreal and take connecting flights within Canada to their final destinations. Make sure to confirm when and where the student will be arriving so that you are there to meet her/him. Bring a small welcoming party to the airport, and if possible have a former sponsored student present. Be on time, bring a camera to record the event, and carry a sign so that the student can easily identify you! Immediately after the student s arrival: 1. Give the student some time to breathe! The student has just spent over 18 hours traveling and is likely very tired. Give him/her time to settle in before planning a social activity. 2. Look after the student s basic needs: food, a shower, and sleep. Keep in mind that you may have to explain things like how to operate appliances. 3. Enable the student to contact relatives back home. Help the student access , or if s/he would rather use a phone, give her/him a phone card. 4. Provide the student with contact information for several members of the Local Committee and for WUSC s national office. 5. Inform WUSC of the student s safe arrival by sending an to Asni Mekonnen (asni@wusc.ca). Ask the student to personally get in touch with Asni too, to touch base. Please advise him/her to look for a welcome letter from Asni in the coming weeks. 6. Confirm that the student has applied for a Permanent Resident card by sending his/her new contact information to CIC. Permanent Resident Card The Permanent Resident card is the sponsored student s most important piece of governmentissued identification, since it provides proof of his/her status in Canada and includes his/her Record of Landing. As a permanent resident, the student can receive most social benefits given to Canadian citizens, including health care coverage and access to student loans. After several years of living in Canada, s/he can also apply for citizenship. Upon entry into Canada, sponsored students are given a package that includes information about their travel loan (see Ch.10) and about how to apply for a Permanent Resident card. If the student already knows his/her new Canadian mailing address, s/he may provide this information to the immigration officer upon arrival. In this case, the student should expect to receive a PR card in the mail within 4-6 weeks. If the student does not know his/her Canadian mailing address upon arrival, s/he will need to phone or fax their Canadian residential address to CIC as soon as possible, in order to receive a PR card. Please confirm with your sponsored student that s/he has applied for and received a PR card. For more information, please consult CIC s website: 29

44 Delivering an Orientation Expect to spend significant time with the sponsored student during his/her first days and weeks in Canada. During this time, the Local Committee plays the important role of information provider, not only providing resources but also explaining how to use them and where to find additional support. As time passes, the sponsored student will gradually become independent, in preparation for life after sponsorship. Tips for an effective orientation: Involve various members of the Local Committee. Be flexible in terms of timing and content. Let the student express what s/he is curious about. Build on what the student already knows. Listen carefully and respond to his/her immediate needs. Ask open-ended questions instead of yes and no questions since s/he may be hesitant to answer no. Remember that humour is culturally specific and some humour may not be understood or may cause offence. Be aware that social/cultural norms differ especially in respect to gender roles, sexuality, etc. If possible, get former sponsored students on your campus to assist in the orientation session. An orientation should enable a sponsored student to: Make informed decisions. Access services available on campus and in the greater community. Take action that leads to increased independence. Learn about his/her rights and options. Include social events in your orientation, so that it is informative and fun! First Days in Canada The student s first few days in Canada will be exciting and busy. Keep in mind that the student will be recovering from jet-lag as you begin orienting him/her to his/her new life in Canada. Give the student some petty cash and explain Canada s bank notes and coins. Explain where and how to access food, whether through the campus meal plan or by buying food from local supermarkets and cooking from home. Confirm that the student knows how to operate microwaves, stoves, and other cooking appliances. Explain the telephone system and the need to use phone cards when making long distance calls. The student will be eager to call home, but will end up with large phone bills unless s/he uses phone cards. Confirm that the student has applied for a Permanent Resident card. To receive one, the student must provide CIC with his/her new mailing address in Canada. 30

45 Confirm the student s registration for classes. Ensure that the university or college registration is complete and that everything is finalized with the course schedule. Explain that the courses can be changed once the semester starts. Apply for a Social Insurance Number (SIN). It is essential that the student do this as quickly as possible, since this is a main form of identification for Canadian residents and is required in order to secure employment in Canada. It is also helpful when applying for a bank account, student loans, etc. Download the SIN application at Apply for provincial health insurance. Visit the main website for your province/territory to determine how the student should apply. Determine eligibility for the Interim Federal Health Program. Help the student contact your local CIC office to determine if s/he is eligible for IFH coverage. Orientation to the SRP on Your Campus In most cases, sponsored students will have learned how the SRP operates during an orientation session prior to their departure for Canada. They will also likely have read WUSC s Pre- Departure Orientation Guide for WUSC Sponsored Students. Nevertheless, sponsored students are often unclear about WUSC itself, and they will not have been briefed on the particulars of your Local Committee. Since each sponsorship is unique, it is very important that you explain the nature of the SRP as it exists on your campus. The sponsored student may have the impression that the Local Committee is a wealthy organization, may feel intimidated by the whole process, or may have little knowledge of his/her responsibilities and relationship to the Local Committee. Indeed, each committee has a distinct structure and makeup, and operates differently from all the others. In order to help the student understand the process, review the roles and responsibilities of the Local Committee, WUSC s national office, and the sponsored student. Explain that the sponsorship will include social, financial, and academic support for 12 months. Explain finances and the monthly allowance, in particular how and when the student can access money. Explain how the sponsorship is funded and review both the Local Committee s and the sponsored student s responsibility for budgeting (see Ch.4). Introduce key staff and faculty. Arrange for the sponsored student to meet with the faculty/staff advisor (if one exists) and those individuals that contributed to the student s sponsorship, e.g. in the International Students Office (see Ch.3). Explain how WUSC is active on campus and how, if interested, the student may get involved. Introduce former sponsored students. They can often help the new student adapt to life in Canada and explain Canadian social norms. Introduce the Local Committee. Consider doing this though a social activity such as a potluck. 31

46 Campus & Academic Orientation If possible, get support from the International Students Office and an academic advisor from your college or university when giving the sponsored student a campus and academic orientation: Give a campus tour. Show the student where and how to access services such as libraries, computer labs, and cafeterias. Invite the student to participate in a campus orientation for international students, should one be offered by the International Students Office. This can enable the student to meet other newcomers to Canada. Meet with an academic advisor to confirm course selection. This will help the student feel involved in his/her academic and career path. Choosing and/or confirming the courses taken for his/her first academic year will enhance the student s confidence and motivation to succeed. Schedule a follow-up meeting for later in the semester to confirm how classes are going. Offer an online tour of the university/college website. Significant resources for students are offered via an institution s website, including academic timetables, grade reports, accounts, etc. Introduce these resources and help the student register for an account. Buy necessary textbooks and school supplies. Show the student where to buy used textbooks, if available. Meet with a student financial aid officer. Have the student confirm that his/her course selection will not interfere with access to future student loans. Each province operates differently, so verify that the student is registered for the minimum and/or maximum number of courses required to be eligible for student loans in second year. Identify extra language classes, exam preparation or essay workshops that the student might find useful. Inform the student about the last day to add/drop classes. Make sure the student is clear on his/her last day to drop or add classes without penalty. It is important to educate the student that dropping out of a course does not mean a failure, but will rather help him/her focus more attention on fewer courses and help increase the overall grade point average (GPA). Inform the student about clubs and societies on campus, as these could provide him/her with the opportunities to meet many people, from Canada and other countries. The sponsored student may want to have contact with others from the same country or ethnic group, for example. Community Orientation An orientation to Canadian society and to your community can be done by the Local Committee and with the help of a local settlement organization In almost all cities and towns there are associations for newcomers to Canada. To find resources in your community, visit 32

47 Show the student around town. The student is in a new country, with limited understanding of how to travel, what to eat, where to go. The first few days are crucial in going through a typical routine of doing chores such as grocery shopping, eating at a restaurant, using kitchen appliances, etc. Help the student open a bank account. Explain how debit cards work. Visit a grocery store. Try to find shops that sell food that is familiar to the student so that s/he can cook favourite foods. Take the student shopping and explain how to find sales. Introduce the student to stores where goods can be bought cheaply (e.g. good quality second hand stores, bargain shops, etc.). Explain the non-bargaining nature of Canadian stores, the concept of self-serve shopping, GST and PST, and the various methods of payment. Buy weather-appropriate clothing. Show the student where to buy affordable, warm clothing. Assist in finding a place of worship, if the student expresses interest. Explain social customs of dating, the laws surrounding sexual harassment, and who to talk to for more information. Review the Pre-Departure Guide for WUSC Sponsored Students and answer any questions s/he may have. Explain the transit system: routes, fares, bus passes vs. tickets, etc. Also, explain the risks of hitchhiking in Canada since in some countries it is a very normal means of transportation. Explain police, ambulance, and fire fighting services. Point out emergency sirens. Explain that police services are mandated and monitored to protect the public. Explain how to access emergency services on- and off-campus, e.g. by calling 911. Healthcare Orientation As part of the sponsored student s orientation, highlight medical services available in your community and explain how they can be accessed. In addition to the local health clinic, make sure to identify dental facilities, personal counselling services, pharmacies, and sexual health centres. Ensure that the sponsored student gets registered for all available health care plans and has a general check up soon after arrival. Provincial Health Insurance The student should register for provincial health insurance as soon as possible after arrival in Canada. Provincial health care plans vary, but on average the student should be covered within three months. In some provinces the student is eligible for health care coverage immediately upon arrival. Information about applying for health care can be found on your provincial government s website. The student should be informed that most medical services in Canada are free of charge and that Canadians usually go for an annual check-up and see a doctor whenever they encounter a health 33

48 problem. Advise her/him of the availability of campus medical and dental facilities, as well as personal counselling services. Emphasize that Canadians seek immediate treatment and take preventative measures. Medical care is very expensive in some countries and so a newcomer may not be used to seeking treatment unless they are very sick. Interim Federal Health Program The Interim Federal Health (IFH) Program provides emergency and essential healthcare coverage for refugees during their settlement period in Canada, prior to their qualification for provincial health insurance plan. Once provincial coverage has started, the IFH Program also provides refugees with supplementary dental, vision, and pharmaceutical care for 12 months. The Local Committee experience with the IFH Program varies from one province to the next. If you are in a province where no health care coverage is offered for the first few months after arrival in Canada, then we recommend that you apply for IFH immediately. By signing up for IFH, the Local Committee ensures that it will not be faced with unexpected medical bills. Please note that IFH will only reimburse the medical practitioner or dispenser, and never the patient or the Local Committee. When the student is covered by IFH, the Local Committee should NEVER pay out-of-pocket for health care. To determine a sponsored student s eligibility for IFH, please contact your local CIC office or call for general inquiries. You can also get information about IFH by going to and clicking on Client Info and then Interim Federal Health Program. University or College Health Insurance Private health insurance may be included in the student fees charged to full-time students at your college/university. Often coverage will extend to prescription drugs, vision care, dental work, life insurance, etc. Review coverage available for the sponsored student and explain how to submit claims. Confirm if the student should or shouldn t be paying out-of-pocket for any medical expenses. Family Planning During your orientation, explain where the sponsored student can find information and resources related to family planning and sexual health. Discussion about these issues may be a delicate due to the life experiences and/or religious beliefs of either Local Committee members and/or the sponsored student; however, the information you impart to the student should be inclusive. Encourage the sponsored student to access sexual health centres on campus or in the community and to visit websites such as Changes to the Immigration Act Since 2002, federal legislation governing immigration to Canada has stated that refugees are exempt from the inadmissibility clause of the Act which prevents people immigrating to Canada on the basis of having medical conditions that are deemed to be excessively demanding on Canada s health care system. (IRPA: 38 (2)). This means that since 2002, refugees are admissible to come to Canada even if they have medical conditions that require substantial medical treatment, such as HIV/AIDS. A sponsored student s medical information is private and, thus, a Local Committee will not be told if a sponsored student has a medical condition or what that condition is. However, a new resettlement form has recently been introduced which would give a Local Committee information about how often and what kind of medical treatment (one time, specialized, etc.) the sponsored student might require upon arrival to Canada. 34

49 CHAPTER 8 : ACADEMIC ADJUSTMENT Setting Realistic Academic Goals The purpose of a WUSC sponsorship is to give an SRP candidate an opportunity to continue his/her education in relative safety and security. In the beginning, the sponsored student may experience as many difficulties in adapting to the Canadian academic system as s/he will encounter with social and cultural adaptation. Therefore, good academic counselling upon arrival is absolutely essential to the student s likelihood of success. Sponsored students often form unrealistically high expectations about their academic and job prospects in Canada. You can assist them greatly by explaining the reality of the Canadian job market and by helping them to develop realistic academic goals and timeframes for establishing their desired careers. Canadian professors may misinterpret the style or manner of a sponsored student s or vice versa. If the student is upset about getting low marks in his/her first semester, assure him/her that this is not necessarily an indication of her/his ability. You can help by trying to trace the misunderstandings, but it is likely you will just have to be patient and supportive, and let the student work out for herself/himself an academic style with which s/he is comfortable and successful. Monitor the student s ability to understand the content of courses and the language spoken by his/her professors. Professors often come from all over the world and speak with various accents. The sponsored student may not have been exposed to these differences. Common challenges experienced by sponsored students include: A faster pace and intensity of academic expectations and workload. Having unrealistic expectations. Being unable to understand professors accents. A change in professor-student communication (e.g. formal and hierarchical vs. more informal and approachable). Course Selection Remember your first year of college or university? Like many new students, the sponsored student will not be aware of the full range of educational opportunities available at your institution, and the possible careers that various academic programs might lead to. Your help in this matter, by directing the student to an academic and career counsellor, can make all of the difference to the student s future. The student may rely on your assistance for course selection and registration, and you should keep in mind that this whole process can be quite difficult for a newcomer. Since the ultimate responsibility for course selection lies with the student, s/he should read and understand the course calendar. Ensure that the student understands the difference between compulsory and elective courses, and that s/he is aware of which courses are required to fulfill degree requirements. 35

50 It will probably make the student s adjustment to life in Canada an easier and more rewarding experience if s/he takes a reduced course load during the first year of study: it is better if s/he takes a manageable course load and succeeds with higher marks, than if s/he takes too many courses and does poorly. When choosing the number of courses to take, however, keep in mind that the sponsored student s course load in first year can impact his/her ability to apply for student loans in second year. Some provinces have a minimum course load that students must take in order to be eligible for loans in their second year. Emphasize to the sponsored student that the first year can be considered a trial year and that below-average performance in this year is usually a reflection of adjustment factors, not of academic ability. Inform the student of the options, if any, of class changes (add, drop, withdrawal), and on the necessary procedures and important deadlines. In time, the student can switch programs if s/he finds another discipline better suited to her/his interests and strengths. However, this should be done in consultation with the student s department or faculty, as well as an academic advisor. Academic Advising Soon after arrival, introduce the sponsored student to an academic advisor at your university/college or to a faculty member who may serve in this role. If the student ever feels overwhelmed by work, disappointed by his/her marks, or just confused about an aspect of his/her coursework, having an established relationship with an academic advisor will be important. The student should meet with an academic advisor several times during the year: upon arrival in Canada and registration for courses; before the last day to drop/add courses; and at the end of the year, to assess performance and set goals for the following academic year. Academic Status As well as ensuring that the sponsored student is aware of the educational options available, the Local Committee should also make sure that the student understands the implications of her/his academic status. This is particularly important if your student has been accepted as a special student, or a qualifying year student. Problems have arisen in the past when students did not understand that they were not in a regular degree stream in their first year. The special student status is similar to mature student status, and a university or college may accept a student on this basis if there is a lack of documentation about previous education or lack of prerequisite classes. Special or qualifying year students are usually on academic probation until they prove themselves. Language, Essay Writing, and Study Skills Although WUSC makes every effort to ensure that the candidates selected for sponsorship are fluent in the working language of the university or college that they will be attending, some sponsored students may experience problems with the language, either as it is written or spoken in Canada. If this is the case with the student you have sponsored, arrange for remedial language classes. Nothing is more frustrating for a student than taking courses without really understanding them. 36

51 Check in with the student several times during the semester about how classes are going. The sponsored student shouldn t feel obliged to share his/her marks with the Local Committee; however, it is important that the Local Committee provide academic support as needed. If the sponsored student is frustrated by low marks, introduce him/her to workshops or seminars on campus that teach study skills, essay writing, exam anxiety reduction, time management, career decision making, résumé writing, and job search. Check your local Student Services center for information on the assistance available. Bursaries & Student Loans Bursaries and study grants (non-repayable) are available in some provinces and through many universities/colleges. Encourage the sponsored student to apply for any that are available at your institution, as a way to supplement the support being offered by your Local Committee. As permanent residents, sponsored students are eligible for a Canada Student Loan; however, these should not be required during the sponsored student s first year in Canada, since the Local Committee should be covering academic-related expenses. In the sponsored student s second year, however, s/he may have to take out a student loan in order to continue his/her postsecondary studies. Generally speaking, to be eligible for a Canada Student Loan, a student must: Be a Canadian citizen or a permanent resident (landed immigrant); Have a valid Social Insurance Number; Be a resident of the province, i.e. have lived in the province for the previous 12 consecutive months; Be pursuing full-time studies in the coming year for which s/he is applying for the loan; Not be in default of previous loans; Be able to demonstrate financial need. Since each province has its own regulations governing basic eligibility for student financial assistance, please ensure that the student consults a financial aid officer to confirm whether s/he will meet the requirements for a student loan in his/her second year. For more information about student loans, please consult the Canada Student Loans website: 37

52 CHAPTER 9 : SOCIAL ADJUSTMENT Just imagine, suddenly, you lose everything you have worked for all your life all the people and things you cherish and love. The experience reduces you to a child and the response of others intensifies it. All of a sudden you have to learn the basics of life again: how to speak, behave, how to interact with people, find a job, learn a skill as if your past education was a slate wiped clean. Whatever you have learned before, all your previous achievements are worth nothing in the country of refuge. Resettlement is like trying to walk again only you are a lot heavier. Adapting to Life in Canada -- Haideh Moghissi, Queen s University, Kingston -- Resettled refugee As permanent residents in Canada, sponsored students are building new lives in a new country. Settlement and integration into Canadian life is a big adjustment and can involve many unforeseen challenges. During his/her first years in Canada, the sponsored student will be bombarded with new experiences, and the adjustment process will present a tricky obstacle course. In particular, sponsored students identify the following issues as challenging: Canada s cold climate and winter season. Different food. New cultural norms, values, ways of behaving. Homesickness. Loneliness. Your Local Committee can help your sponsored student overcome these challenges by encouraging him/her to: Anticipate that loneliness and homesickness will occur. Foresee that misunderstandings and challenges will arise due to cultural differences. Get involved in some aspect of Canadian culture. Make new friends and develop new relationships. Maintain contact with people back home as a source of emotional support and continuity. Sponsored students will have read about these topics in the Pre-Departure Guide for WUSC Sponsored Students, during their pre-departure session overseas. Once arrived in Canada, however, it can be helpful to review this guide with your sponsored students, as it may raise the opportunity for discussion on various aspects of Canadian culture and the sponsored student s adaptation to his/her new life The Pre-Departure Guide is available online: 38

53 Over time, sponsored students like any new immigrants to Canada discover that successful adjustment involves adopting some aspects of Canadian culture while maintaining a degree of their own culture. Building a Community By committing to sponsorship, a Local Committee agrees to provide social and emotional support to a sponsored student for at least 12 months. Offering sincere emotional support and providing the sponsored student with opportunities to make new friends will lessen any adjustment problems the student may encounter. The relationship that exists between the sponsored student and the group of people who sponsor can be very rewarding when both sides have mutual understanding and respect. Ideally, at least one member of the Local Committee will become a close friend to the student and will be able to offer important and trusted advice when needed. The sponsored student will need to build a new community of friends in Canada, and many opportunities exist at colleges and universities to do this. Introduce the sponsored student to your Local Committee and to former sponsored students who are still on campus. Encourage the sponsored student to participate in frosh week, so that s/he can immediately get involved in campus life and meet other first-year students. Introduce the sponsored student to activities organized by the International Students Office, so that s/he can meet other students who are new to Canada. Expose the sponsored student to clubs and societies on your campus, which will provide him/her with the opportunities to meet many people from Canada and abroad, and enable the student to explore new opportunities and areas of Canadian life. Help the student connect with a religious community, if desired (church, mosque, etc.). Most cities and towns have associations and settlement organizations for newcomers to Canada. To find such an organization in your community, visit or Culture Shock 25 Local Committees should be sensitive to the effects of transition that the sponsored student experiences in terms of everything from climate and physical landscape to culture. Culture Shock is a term used to describe the stress brought on by these changes, and the psychological disorientation most people experience when they move for an extended period of time into a culture markedly different from their own. Culture shock doesn t result from a specific event; rather, it results from being immersed in a different culture that challenges an individual s perceived ways of doing things, their assumptions and values about what is right and natural. Culture shock is cumulative, building up gradually from a series of small events and experiences. 25 This section is adapted from: Khol, L. Robert. (2001). Survival Kit for Overseas Living (Fourth Edition). London: Nicholas Brealey Publishing. 39

54 Some individuals experience only a short bout of culture shock, whereas in others it can be severe and lead to intense feelings of loneliness and alienation, constant fatigue, the desire to remain withdrawn, difficulty holding a normal conversation, frustration, and anger. Though the stages of culture shock can be predicted in a fairly accurate time sequence, for some individuals the sequence does not begin until many months after the initial separation from their country of origin or asylum has taken place. The four stages of cultural adaptation: 1. Honeymoon Phase: immediately after arrival Initial euphoria, energetic, optimistic, stimulated, preoccupied, hopeful 2. Emptiness Phase Critical, depressed, overwhelmed, anxious, homesick, withdrawn, irritable, nostalgic. Negative feelings about host country and host culture. Spending time only with members of own culture. Treat small problems as major catastrophes. 3. Gradual Adjustment More confident and new life starts to make sense. Host culture becomes more familiar. Perspective. Acceptance of new surroundings. 4. Adaptation / Biculturalism Adopting aspects of host culture while maintaining degrees of own culture. Ability to function in both cultures with confidence. Responding to Culture Shock Local Committees may find it hard to know how to comfort and guide a sponsored student through culture shock. The important thing for you is to recognize that the behaviour of the student may be the result of stress and physical reactions to adjustment, rather than his/her typical behaviour. As time passes, sponsored students will find different ways of coping with their new life in Canada. The most successful are those who achieve mobility between the old and new cultures and both sets of values. When experiencing culture shock, it is important that the sponsored student find ways of reaching out to others. At first, the student might only want to talk to you or a former sponsored student about what s/he is experiencing. You cannot solve the student s problems, but you can listen to his/her concerns and be there as a friend to offer advice and empathy. If the student feels comfortable talking, discuss the meaning of culture shock, and help her/him accept it as a normal experience. Remember, too, to engage in time-out periods when you refrain from deep or complicated discussions, from teaching new customs and from introducing additional stress. Culture shock usually disappears over time, but in exceptional cases it can persist and disrupt an individual s ability to engage in his/her new environment. If you are concerned about your sponsored student s mental health, it is important that you seek outside help and support. 40

55 Encourage the sponsored student to access medical or counselling services and/or to seek support from your staff/faculty advisor and/or a counsellor from the International Students Office. Remember that the SRP staff at WUSC s national office are always available for consultation and need to be informed in extreme situations. Part of being a responsible Local Committee is knowing when to seek additional help. Respecting Privacy You will probably be curious about why the student you are sponsoring was forced to flee from her/his country of origin; however, please respect the sponsored student s right to privacy regarding his/her history. Some sponsored students will be very open about their past, while others will wish to remain discreet and will not want to disclose any personal information. Your Local Committee will have received information about the student s background when you reviewed candidates dossiers (see Ch.6). However, only a very few individuals should have had access to these dossiers, and members of the selection committee should not have disclosed any of their content. If the sponsored student chooses to disclose information to the committee at large after arrival, this should be at his/her discretion. If your Local Committee is curious about the student s past, consider researching the political context that caused the student to flee his/her country of origin. To one degree or another, political circumstance has affected the student you are sponsoring. Some will have fled because of widespread oppression or persecution of the ethnic group of which they are a part. Others will have fled because of a more direct personal involvement in political activities in their country. The latter kind of refugee has probably suffered from direct persecution (harassment, imprisonment, torture, etc.) and may be especially reluctant to discuss the personal circumstances that led to his/her departure from his/her homeland. The sponsored student s experiences in her/his country of asylum (see Ch.1) will also have had a significant impact on his/her life. According to the UNHCR, the average of major refugee situations has increased from nine years in 1993 to 17 years at the end of Thus, it is possible that the student you are sponsoring has spent many formative years living in a refugee camp. If you are curious about life in a camp, consider researching information about refugee camps on the Internet or consulting the list of resources provided in Appendix I. Trauma & Torture 27 People who have lived as refugees may encounter additional challenges adapting to Canada because of emotional and/or physical traumas experienced prior to resettlement. Some sponsored student may have developed Post-Traumatic Stress Disorder, an anxiety disorder caused by a psychologically traumatic event involving actual or threatened death or serious injury to oneself or others. Stressors such as violent personal assault, car or plane accidents, military combat, industrial accidents, and natural disasters have caused some people Information cited here about PTSD has been taken from the Canadian Mental Health Association s website: 41

56 to suffer from PTSD. In certain cases, seeing another person harmed or killed, or learning that a close friend or family member is in serious danger can cause the disorder. Characteristics of PTSD include: Re-experiencing the traumatic event through recurrent and intrusive recollection or nightmares or by suddenly acting or feeling as if the event were recurring again. Numbing of responsiveness to or involvement with the external world, manifested by less interest, a feeling of detachment from other people, and/or reduced emotional response. Other symptoms, such as hyper alertness, insomnia, survivor guilt, depression, anxiety, increased irritability, loss of memory or trouble concentrating or completing tasks, phobic avoidance of situations that bring back memories of the trauma, and worsening of the symptoms or exposure to situations that resemble the traumatic event. In some cases, PTSD may have been brought on by a sponsored student s experience of torture in one form or another. According to the Canadian Centre for Victims of Torture, 30% of all refugees experience some kind of torture. The effects, which can include both physical and psychological symptoms, may appear later in a way most people cannot understand. If you are concerned that the sponsored student on your campus is suffering from the aftereffects of mental or physical trauma, inform the student of the counselling services on campus or in the community that can help her/him. Consult an international student advisor, a local immigrant settlement agency, the Canadian Centre for Victims of Torture ( and/or the Canadian Mental Health Association to find out about support and resources available in your community. As Local Committee members, you cannot solve all of the sponsored student s problems, but you should help the student identify and access available resources. Counselling Newcomers to Canada who have or develop psychosomatic or other psychological problems due to the considerable stress they are under require professional treatment. Individual and group counselling is available on campuses in strict confidence. Let the student know that talking to a professional is a helpful way to work out problems, and that many Canadians seek counselling for a variety of problems. Counselling services can also be accessed through: Student health and wellness centres on campus. Family doctor. International Students Office Psychiatrists / psychologists. Immigrant-serving organizations. Ethno-specific organizations. Religious institutions. 42

57 Socio-Cultural Barriers to Mental Health Care (Adapted from: Newcomer Orientation to the Health Care System: A Resource Manual for Settlement Workers, Service Providers, and Community Volunteers, The Four Villages Community Health Centre, Pilot Project, March, Toronto, 2000). Socio-cultural barriers are apparent in the area of mental health. Many cultures and societies, including Canada, stigmatize mental and emotional health issues and mental illness. In Canada, however, there is a certain degree of recognition of the roles that psychiatrists, social workers, self-help groups, psychotherapists and counselors play in this area. Some newcomers welcome suggestions about where to go for counseling and support, but others are reluctant to share their personal story with a stranger. If you suspect the student you have sponsored may need professional health care but is reluctant to go, contact WUSC for advice. Racism Racism is usually defined as intolerance, hatred, prejudice, stereotyping or discrimination against individuals or groups on the basis of racial or ethnic background or skin colour. Despite Canada s reputation for tolerance, racism is prevalent in Canadian society in many different forms. Some racism is overt, such as name-calling, impoliteness, or racist jokes or comments. Some comments are intentional, and others are made without an understanding of their offensiveness. Other forms of racism are more subtle, and sometimes it can be difficult to know whether discrimination is occurring on the basis of race or not. Systemic racism is supported by institutional and other deep-rooted societal or community structures in Canadian institutions. This type of racism, for example, results in fewer visible minorities being employed in high status, high paying, or powerful positions. A sponsored student s adjustment to life in Canada can be hampered by encounters with racism or intolerance. This may lead some sponsored students to develop stereotypes about Canadian characteristics on the basis of personal experience or the behaviour of individual Canadians. There is no foolproof response to a situation that you feel involves racism, as each situation is different and each person is different. Many things that the student may feel stem from racism may result from ignorance, misunderstanding, or miscommunication. In Canada, there are community and campus groups that are leading anti-racism campaigns, as well as government initiatives to eradicate discrimination. As a Local Committee, part of your work is to educate and help dispel many of the baseless stereotypes associated with refugees. If your Local Committee and/or the sponsored student are concerned about racism, you may wish to join or initiate an anti-racism group on campus or in your community. For more information on anti-racism education, consult Appendix VI. 43

58 CHAPTER 10 : BEYOND THE FIRST WEEKS Exams, Holidays, and the Summer Months As a Local Committee, your task is to financially and emotionally support your sponsored student for a minimum of 12 months. During this time, be aware that certain periods of the year are more stressful than others. Exam times, the holiday season, and the summer months can be particularly challenging for a sponsored student, and your Local Committee may have to take extra initiative to ensure that the student is supported during these periods. Exams Exam time is stressful for all students; however, this may be especially true for the sponsored student who is just getting adjusted to the Canadian academic system. Although your own schedules may be very busy, make sure to check in with the sponsored student. Ensure that s/he is clear about his/her exam schedule and where the exams are taking place. If the student is unsure about how to prepare for certain exams, encourage him/her to reach out to other students in the class and to a peer tutoring centre. In addition to the academic stress, also be cognisant that the exam period can be an especially lonely time for the sponsored student, so phone calls and visits to touch base can be much appreciated. Holidays Thanksgiving, the December holidays, and Reading Week can be especially difficult for sponsored students. While most Canadian students head home to spend time with their families during these periods, sponsored students do not have this option. Furthermore, many residences will close during these times, so the student may have to find alternative accommodation. Talk with the sponsored student in the weeks leading up to the holidays, to confirm whether s/he has made arrangements to stay with friends. If s/he hasn t, take the opportunity to invite the sponsored student home with one of your committee members or link him/her with local events where s/he could connect with other newcomers to Canada. In doing so, the sponsored student will get the opportunity to see how a family in Canada might spend the holidays and, thus, will be exposed to various Canadian customs and traditions. Conversely, the Local Committee member may have the chance to get more closely acquainted with the sponsored student and develop a deeper friendship. Whatever the arrangements made, ensure that the sponsored student s budget reflects any increased expenses s/he is expected to incur during the holidays. If the student buys most food through a meal plan, be aware that the cafeteria may be closed during the holidays and s/he will need to purchase food off-campus. Also, consider giving the sponsored student some extra spending money during the holiday season, so that s/he can participate in gift exchanges. Summer Months The summer months are often a period of transition, as the sponsored student gains more independence. While still being financially supported by the Local Committee, the student may move out of residence and into accommodation off-campus. Some sponsored students take 44

59 summer courses and work part-time, while others secure full-time employment, either in the city where they were sponsored or in another location. Whatever your sponsored student s plans, be clear about your commitment as a Local Committee. If the sponsored student is planning to move off-campus, you may help him/her secure furniture, kitchenware, and basic items to set up an apartment. If the sponsored student is traveling to another province to secure employment, however, be clear about the limitations of your support. During the summer, many Local Committees stop holding regular meetings and many members leave town. Nevertheless, your responsibilities to support the sponsored student remain. Ensure that your student has the contact information for committee members, and that an individual who will be remaining in town during the summer has been identified as an emergency contact person. Also, make sure to check in with the sponsored student several times during the summer, to ensure that his/her time is going well and that the student isn t encountering any major challenges. Many sponsored students find the transition to off-campus living very difficult, especially when Local Committee members aren t available for support. Employment As a permanent resident in Canada, the sponsored student is entitled to work anywhere in Canada, and is not limited to campus jobs like an international student. Whether the student works part-time during the school year or during the summer months, s/he is likely to be employed at some point during the sponsorship year. While the sponsorship should be comprehensive, the student may wish to work part-time to supplement his/her monthly stipends or to save for the following year s tuition. Regardless of his/her motivation, gaining Canadian work experience is an invaluable asset for the sponsored student. Your Local Committee may have already secured part-time employment for the student ahead of his/her arrival in Canada. Some committees secure an agreement whereby, for example, the campus library or international student centre holds a position for the sponsored student during his/her first year in Canada. If such a job isn t available on your campus, however, your Local Committee can still provide the sponsored student with important advice about how to find a job in Canada: Guide the student to a career services centre on campus and set up a meeting with an employment counsellor. Help the student write a resume and covering letter. Provide him/her with references. Explain what to expect in an interview and which qualities are sought by employers. You can also offer suggestions about where to find employment. Direct the student to employment-related websites, either for jobs in the community or on campus, and explain how to apply for positions. Also, be cognisant that many jobs are not advertised and instead are filled through word of mouth. The sponsored student will have very limited social capital upon arrival and won t have the same networks as Local Committee members. Consider using your own networks to find potential employment opportunities for the sponsored student. 45

60 If the sponsored student gets frustrated by a discouraging job search, encourage him/her to explore volunteer opportunities. Many sponsored students arrive with high expectations about Canadian job prospects, and it may be necessary to explain that Canadian students often volunteer or take on menial labour in order to gain experience. Encourage the sponsored student to seek out volunteer opportunities on campus as a way to further his/her personal interests and as a stepping-stone towards future employment. Travel Loan Refugees resettling in Canada are responsible for covering the cost of their medical examinations overseas as well as their travel to Canada. Since most refugees cannot pay for these costs upfront, the Government of Canada issues refugees a loan, which they are responsible for repaying soon after their arrival in Canada. This is called their transportation loan or travel loan. 28 Upon entry into Canada, each sponsored student is given a package by CIC that includes information about his/her travel loan. At this point, the exact bill won t yet have been calculated, so students are given an approximate total that the Government of Canada has incurred on their behalf. The student is instructed to hold onto this document for reference. Approximately four to six months after the sponsored student s arrival, CIC will send the student the final invoice for the travel loan. The total will depend on multiple factors but usually varies from $1500 to $2500. Upon receiving the final invoice, the sponsored student must immediately contact CIC s loan centre to negotiate a repayment schedule. Even if the student can only afford a small amount every month, the student should get in the habit of making payments. The travel loan is the student s responsibility; however, Local Committees should add the travel loan into the sponsorship budget whenever possible. It is much easier for the Local Committee to fundraise to cover the amount than for the student to pay on his/her own. If the committee cannot repay the loan in full, the committee should still factor travel loan payments into the sponsored student s monthly allowance. This will ease the sponsored student s debt load and help the student to gain financial independence more quickly. Loans are interest-free for a limited time only, and failure to repay the loan in due time can result in the account being sent to a collection agency. This can have a longstanding impact on a sponsored student s efforts to secure future bank loans. Furthermore, if the travel loan hasn t been repaid, CIC may choose not to issue the sponsored student travel documents, so that s/he can travel outside of Canada. CIC will also not process any of the student s applications to sponsor other family members to Canada. If a sponsored student has questions about his/her travel loan, s/he should contact CIC s Collection Services office in Ottawa, at Not to be confused with the SRP Contribution Fund (see Ch.6). 46

61 Income Tax Return WUSC s strongly encourages Local Committees to work with their sponsored student to submit an income tax return during his/her first year in Canada. The tax return must be filed on or before April 30 th. By doing so, the sponsored student will become aware of the process involved in completing the form, and will know what to do the following year. Furthermore, as a student on a fixed income, the sponsored student will likely be eligible for a GST rebate and can claim a refund. Sponsored students receiving financial support exclusively through the Local Committee do not need to claim any cash or in-kind donations as income on their tax form. For instance, cash or in-kind donations provided for tuition, residence, meal plans, and monthly allowances should not be claimed. However, sponsored students who earn money through part-time jobs MUST complete an income tax form whenever T4 slips have been issued to them. 29 If your Local Committee isn t equipped to help the sponsored student complete an income tax return, locate an immigration and settlement organization in your community, as these organizations offer assistance to newcomers looking to complete their forms. 30 Traveling Outside Canada Before traveling outside of Canada, a sponsored student must secure proper travel documentation. S/he must have a Permanent Resident card (see Ch.7). In addition, a sponsored student must have a passport from his/her country of origin OR a Travel Document issued by Passport Canada. Travel Documents are issued to persons living in Canada with protected-person status, including convention refugees. They enable the bearer to apply for travel to all countries, except the bearer s country of origin. (In effect, if someone comes to Canada as a refugee and then returns to their country of origin, they would be demonstrating that they are no longer in need of protection.) For information on securing a Travel Document, call or visit Passport Canada s website ( Please note that a sponsored student wishing to travel outside of Canada should apply for their Travel Document several months in advance of any planned trip. Supporting Family and Friends Overseas Many sponsored students face high expectations from family and friends who expect them to send money home, and many sponsored students do send funds on a regular basis. Local Committees, however, are not expected to budget for this as part of the sponsorship. If the sponsored student chooses to send money, this is his/her prerogative. This being said, Local Committees should understand that the pressure to send money overseas can be a source of tension and strain for a sponsored student, as family and friends may not recognize the financial limitations facing the sponsored student. In some situations, a sponsored student may feel compelled to drop out of his/her studies after the first year in order to work and send money to family living overseas. WUSC, however, strongly encourages sponsored students to finish their studies, with the belief that the students will be more useful to their families in the long run if they have obtained post-secondary degrees in Canada. 29 For information about completing an income tax form, visit the Canada Revenue Agency website: 30 To find an organization in your community, visit: 47

62 CHAPTER 11: THE ROAD TO INDEPENDENCE Creating Space for Autonomy Sponsored students should begin thinking constructively about their future at the earliest possible time. The goal of the sponsorship is to get the student equipped and on their feet by the end of the 12-month period, so that they are independent and on the road to success in Canada. Sponsored students can find their own ways to independence if they realize the importance of doing so, and if they can count on help and guidance along the way. The goal is to offer the support and encouragement required to make the students independent of the Local Committees, and confident in their own ability to control their future. For a sponsorship to be successful there needs to be a balance between orienting someone to a new country, a new education system, and a new culture, and letting that person lead an independent life. A famous Chinese poem says: Go to the people, live with the people Learn from them, love them. Start with what they know Build on what they have. But with the best leaders, when the work is done The people all say, We have done it ourselves. ~ Lao Tsu, 700 BC ~ End of Year Sponsorship Assessment At the end of each sponsorship cycle, it s important to reflect on the successes and challenges that you experienced in sponsorship and learn from them as you start to plan for the next cycle. WUSC distributes an End of Sponsorship Evaluation to both Local Committees and sponsored students at the end of the 12 months, to invite them to reflect on their experience of sponsorship with the SRP and to suggest ideas of improvement. Sections include: sponsored student information, Local Committee information, finances, communication, resources & training, and highlights and challenges. The surveys given to sponsored students and Local Committees differ slightly, and are meant to complement each other to provide WUSC with a complete picture of the sponsorship. General trends reported in the surveys are then shared back through WUSC s campus e-newsletter, World.Wide.WUSC. 48

63 Relocating to Another City and/or Campus Sponsored students are strongly encouraged to remain with their sponsoring institution to complete their postsecondary studies. Nevertheless, some students choose to relocate to another community and/or switch between institutions. Some students are inspired to move to be with family or friends living elsewhere in Canada, while others may feel that employment or academic prospects are better in another city. WUSC generally encourages sponsored students to remain studying in the same city, because of the ongoing support and community that they develop through the sponsorship. This social capital can be invaluable to a sponsored student s successful integration and can provide opportunities that are not available should s/he choose to move to another location. Deciding to Return or Settle in Canada is not only an educational opportunity but also a resettlement program; thus, sponsored students are entitled to stay in Canada once the 12-month sponsorship period is over. As permanent residents, they are able to stay in Canada indefinitely, and many decide to become Canadian citizens after being in Canada for the required number of years. Ultimately it is up to the sponsored student where s/he would like to live following the sponsorship. Sponsoring Friends & Family to Canada The student you are sponsoring may have relatives or close friends who are also refugees and who wish to immigrate to Canada too. Refugees who are still overseas can make an independent application to the nearest Canadian High Commission or embassy. Local settlement organizations can also be contacted for advice and assistance. Citizenship and Immigration Canada s website, provides information on all aspects of refugee sponsorship, including everything you need to know about private and government sponsorship. For specific information on sponsorship in Quebec, visit the Government of Quebec s website at and follow the links. Another excellent resource is the Refugee Sponsorship Training Program s website ( which includes an extensive list of resources for those interested in understanding how private sponsorship of refugees works. Keeping Records During the sponsorship process, your Local Committee will come across a number of documents that are important to keep available on file and in a common place. These may include agreements you have with the administration for tuition waivers, copies of CIC immigration forms, bank statements, referendum questions, confirmation of admission letters, minutes from Local Committee meetings, contact information for staff and faculty advisors, and information about important events. 49

64 It is important to keep all this information together in one secure location, in order that it can be easily referenced when required. You may choose to create an SRP binder for your Local Committee, where all information is stored. This will also help in transferring information to new executives, and particularly to a new SRP coordinator. Further, keeping this information readily available is important to have when communicating with WUSC and when confirming arrangements for an incoming sponsored student. New SRP coordinators may not know who to contact in the Registrar s Office, for example, so having the contact person s name on file is very important. In addition to an SRP binder, you should also have a secure location where confidential documents can be stored. If you are working with a staff or faculty advisor, ask if s/he has a secure file where information relating to candidates dossiers can be kept (see Ch.6). You may also want to have the advisor retain copies of important documents relating to the sponsorship, such as agreements you ve made with the administration to secure support for the sponsorships. To complement these strategies, your Local Committee should record information in WUSC s My Committee database. Accessed through the WUSC website, My Committee provides a location for Local Committees to save their contact information and a record of their activities. My Committee enables WUSC s Campus Engagement team to support your efforts throughout the year, communicate effectively with your members, and capture the overall impact of WUSC s Local Committee network. It is also where you will find the Intent to Sponsor form. To access My Committee, visit: If you are missing your username and password, contact a member of WUSC s Campus Engagement team. 50

65 CHAPTER 12 : PUBLIC ENGAGEMENT Why Engage the Public? Around the world, 11.4 million people were living as refugees at the end of 2007, having fled their countries due to civil wars and ethnic and religious violence and unable to return home. Since 9/11 many wealthy nations have closed ranks and put up barriers that create needless difficulties for refugees. Many refugees are now viewed suspiciously or seen as intruders. Contrary to many misconceptions, however, refugees all over the world are vibrant, intelligent, and resourceful persons negotiating the challenges that they have to overcome. Like other social justice or human rights groups, Local Committees often undertake public education campaigns to raise awareness, advocate, and educate to focus attention on refugee and development issues, and to highlight the interconnectedness between local and global concerns. This is a very important part of WUSC s public engagement mandate. As Local Committees work through the sponsorship process, they often become acutely aware of the challenges facing refugees and immigrants who come to Canada, and what the situation is like for those who live in countries of asylum. This prompts many committees to organize campus-based public engagement activities relating to refugees, international development and cross-cultural dialogue. These types of activities are not only educational for those who research, plan and organize them, but for the wider public who is the target group or audience. By educating and engaging your campus and community in refugee issues, you will raise understanding and concern for the challenges facing refugees, and will increase support for the Student Refugee Program on your campus. Step #1: Identify your goal(s) At the start of the year, identify some concrete goals for your public engagement activities. Do you want to promote WUSC and the SRP on your campus? Celebrate the arrival of new sponsored students? Raise awareness about global refugee trends or refugees access to education? Dispel myths and take a stand against racism on your campus? Encourage local action to support newcomers in your community? Whatever you decide, choose a goal that you are passionate about! Step #2: Pick a date Choose a date that works with your schedule, but also factors in your target audience. A benefit concert in late January might attract a big crowd of students, whereas one in mid-april might have a very limited turnout. Consider, also, days in the calendar year that mark related issues: International Day of Peace: September 21 International Day for the Eradication of Poverty: October 17 International Day of Tolerance: November 16 Human Rights Day: December 10 SRP Awareness Day: last Thursday in January 51

66 International Development Week: first full week in February International Women s Day: March 8 International Day for the Elimination of Racial Discrimination: March 21 Refugee Rights Day: April 4 World Refugee Day: June 20 Step #3: Choose a strategy WUSC Local Committees have been tremendously creative in their public engagement strategies. Here are a few tried and true ideas to get you started. Hold a movie night to explore the refugee experience overseas and/or in Canada. See Appendix V for a list of suggested documentaries. Invite a former sponsored student to talk about his/her experience of having come to Canada through the SRP. Contact WUSC for potential speakers in your area. Present myths and facts about refugees (e.g. refugee vs. immigrant) in an info booth on your campus. See Appendix I for details. Volunteer for a local settlement organization that helps newly-arrived refugees. Write an article for your campus or local newspaper about the SRP on your campus. Hold a speakers panel composed of former refugees, settlement workers, and/or academics. Organize a feast-or-famine dinner or hunger banquet to raise money for a refugeerelated cause. Set up a mock refugee camp and entertain discussion on the experience of people living in the camps. Hold a potluck supper featuring foods from around the world, and entertain discussion about your committee members ancestral roots and how they or their families came to Canada. Organize an anti-oppression or anti-racism workshop, with help from local expert facilitators. See Appendix VI for details. Organize a refugee awareness or simulation game. See Appendix VI for examples. Host a gala dinner or cultural evening in collaboration with other groups on campus or in the community. Hold a silent auction with donations from local businesses, with proceeds going to WUSC s in-camp education strategy. See Appendix IV for details. Encourage your peers to join WUSC s online campaign. For more suggestions about how to engage the public in refugee issues, consult the SRP Awareness Day activity sheet and review the attached Appendices. Involving the Sponsored Student Often, the most effective and inspiring person to engage the public in the SRP is the sponsored student on your campus. WUSC encourages you to approach and involve the student in your awareness campaigns on campus and in the community, for example through presentations, media interviews, and involvement in your Local Committee activities. Be respectful of the sponsored student s comfort level, however; some sponsored students will be very open to 52

67 speaking about their experience, while others will wish to remain anonymous and keep their experiences private. While encouraging the student to participate in public education, no student should ever feel obliged to make a presentation or do anything else in relation to the promotion of the program. Regardless of the student s past, try to be sensitive to the need for privacy by not pressing too much for background details. Some students will not appear to be overly concerned about events in their country of origin once they have arrived in Canada, while other will make great efforts to publicize the humanitarian situation in their homeland. As a general rule, however, sponsored students should be encouraged to share their knowledge of the present situation in their country of origin to the extent that they are comfortable with. It is the intention of the SRP that Canadians involved in the sponsorship learn something about the realities of refugees in countries around the world. In the past, problems have arisen when some sponsored students felt put on show by their Local Committees. It is one thing to explain where the student is from and how the student arrived in Canada (ie. as a privately sponsored refugee) but avoid the term our refugee student because s/he is no longer a refugee but a permanent resident with a home and a future. A note about Facebook and social networking sites Facebook and other social networking sites are an increasingly popular and highly effective medium for publicizing your Local Committee activities and drawing attention to the SRP. Use discretion, however, when posting photos and personal information online! Ensure that you have the sponsored student s permission before displaying his/her picture and personal information. Many sponsored students do not want to be labeled as the refugee student and choose to remain completely anonymous on campus. Respect their decision and exercise caution when publicizing your committee s activities so as not to violate their wishes for privacy. Working with the Media The media is an effective tool to use for promoting your events and activities on campus and making WUSC and your Local Committee more visible. Use campus media as well as local newspapers, radio and television stations to tell your Local Committee s story and to publicize the SRP. When talking to the media, highlight the SRP s accomplishments nationally and also the success of the program on your campus. Remember, however, to never disclose personal information about sponsored students without their explicit permission. If your sponsored student wishes to remain anonymous on campus, it is important to respect this. Your approach with the media should always reflect the student s wishes. WUSC has developed various resources to help you engage the media 31. These include: Local Committee Handbook, Module #4: Media and Communications. 31 To access these resources, visit: 53

68 Profiles of former sponsored students. SRP factsheet. Evaluation of WUSC s Student Refugee Program (2007). SRP Press Release template. If you have questions about how to deal with the media, contact your Campus Engagement Liaison Officer, who can put you in touch with WUSC s Communications Department. Also, if you know of an upcoming news piece profiling the SRP, please let WUSC know! We are always thrilled to hear of upcoming attention given to the SRP. Beyond the SRP - WUSC s Online Campaign WUSC s membership wants to have an even greater impact beyond the annual sponsorship of students. Through it s in camp strategy and online Shine a Light Campaign, WUSC aims to improve the quality of primary and secondary education in the camps as well as increase the access, retention and success of girls at the primary and secondary school levels. The Shine a Light Campaign is a new initiative designed to increase the rate of educational attainment of girls. Help Shine a Light on what girls can achieve if they overcome the challenges they face in accessing education in the refugee camps. The initiative is developed to raise awareness and funds to provide solar lamps, remedial classes, school supplies and scholarships for girls who have had to drop out of school for a variety of reasons. Together, we can provide these girls with the tools they need to learn, to strive, and to succeed. For more information visit 54

69 APPENDICES 55

70 S R 1 P APPENDIX I : BACKGROUND INFORMATION Anatomy of a Refugee Camp CBC Digital Archives: Immigration Access decades of CBC radio and television history relating to immigration in Canada. Confronting Myths About Refugees Canada s History of Refugee Protection Talking About Refugees and Immigrants: A glossary of terms Refugee Rights Day: April 4 th celebrations State of Refugees in Canada: An introduction to refugee and immigration issues in Canada Backgrounder: Dadaab Refugee Camps in Kenya Refugees in Canada: Government of Canada overview Integration-Net: A great resource to connect with like-minded organizations in your community, see event listings of upcoming conferences, forums, and workshops across the country. Also provides information for newcomers, and access to local and national resources. 1

71 Office of the United Nations High Commissioner for Refugees (UNHCR): A great resource for the latest news, stats and information on refugees around the world. The 1951 Refugee Convention: An introduction RefWorld: A vast collection of reports relating to situations in countries of origin, policy documents and positions, and documents related to legal frameworks. Search for country reports, news, maps, regions, etc. 2

72 APPENDIX II : NATIONAL AND INTERNATIONAL ORGANIZATIONS Canadian Council for Refugees (CCR): A non-profit umbrella group committed to the rights and protection of refugees in Canada and around the world, and to the settlement of refugees and immigrants in Canada. WUSC is a member of the CCR. CARE International: CARE operates three refugee camps in Dadaab, Kenya, which are home to over 160,000 refugees, mostly from neighboring Somalia. Centre for Refugee Studies: The Centre for Refugee Studies (CRS) is an organized research unit of York University. This site provides information on events, publications and resources relevant to refugees. Citizenship and Immigration Canada (CIC): The federal department responsible for resettling, protecting, and providing a safe haven for refugees. International Organization for Migration: Works with partners in the international community to assist with the operational challenges of migration management. Coordinates the travel of WUSC sponsored students coming to Canada. Jesuit Refugee Service: An international Catholic organization with a mission to accompany, serve and defend the rights of refugees and forcibly displaced people. WUSC s partner in Malawi and Thailand. Office of the United Nations High Commissioner for Refugees (UNHCR): The UN agency mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. Windle Trust Kenya: This non-governmental organization provides education and training to refugees and displaced persons from the Eastern and Horn of Africa. It is WUSC s implementing partner for the SRP in Kenya. 3

73 APPENDIX III : CAMPUS ENGAGEMENT RESOURCES The following WUSC resources can be found at: WUSC on Campus Poster WUSC poster with logo Uniterra poster Local Committee Handbook Module #1: Overview of WUSC and Local Committees My Committee tip sheet Module #2: (Re)Building a Local Committee WUSC Local Committee registration form Module #3: Running a Local Committee Engaging a Faculty Staff Advisor Module #4: Media and Communications Module #5: Managing Money Local Committee Financial Report Catalyst Fund Application Catalyst Fund Information Module #6: Fundraising Charitable Donations: Local Committees FAQs Donation Form Module #7: Event Planning Planning Your Calendar of Events Module #8: Engaging the Community Campus and Community Partners Community Partnerships Community Service Learning and the SRP 4

74 APPENDIX IV : SRP RESOURCES The following SRP resources can be found at: SRP General Information SRP Pre-departure Guide for Sponsored Students (2007 Edition) SRP Pre-Departure Cycle Sponsorship Calendar SRP Press Release Template Refugee Camp Education Support SRP Promotion Materials SRP Awareness Day activity Sheet SRP Factsheet SRP Poster Evaluation of WUSC's Student Refugee Program (2007) Engaging Minds, Fostering Gobal Citizenship Diaspora and Development Discussion Forum (2007) Profiles of former sponsored students "I support the SRP" t-shirt template "I support the SRP" buttons CBC documentary "The Lucky ones" Budgeting and Fundraising for the SRP Sample Budget SRP Contribution Fund FAQ SRP Fundraising Strategies Fundraising Success Stories Guide to planning a winning referendum Round Up Campaign Soliciting Donations by letter Sample letter to bookstore Sample letter to President for support WebTrain Session: Planning a Referendum (Dec.4, 2008) Sample letter in support of referendum Sample newspaper article in support of referendum 5

75 APPENDIX V : DOCUMENTARY FILMS Below is a short list of films that document the experience of refugees. For an updated list, please refer to: Documentaries specific to WUSC s Student Refugee Program: The Lucky Ones (2007) This CBC mini-documentary profiles two WUSC sponsored students from Dadaab as they leave Kenya and are welcomed to Canada by their respective Local Committees. Available online: Life in the Camps (2007) Led by a former WUSC local committee member at l Université Laval, this film documents the experience of refugees living in Kenya s Dadaab and Kakuma refugee camps. Produced by the Carrefour international de Presse universitaire francophone. Contact WUSC to receive a copy. Once a Refugee (1998) Produced by WUSC, this video follows the progress of hopeful young African refugees in Kenya from the initial application procedures, through Canadian immigration clearance, to their arrival and first months in Canada. Available by request from WUSC s national office. Additional documentaries that touch on the refugee experience: Bledi, This is Our Home (2006) Fleeing their war-torn homeland, forty thousand Algerians come to Montreal in the 1990s. Many were refused refugee status and were not allowed to study or work normally. Years went by, children were born and Canada became home. Then came 911. Deportations began. The non-status Algerians decided to fight to stay in Canada. Dramatic and personal, this film raises crucial questions about Canada s refugee policies and its treatment of Muslims and Arabs. God Grew Tired of Us: The Story of the Lost Boys of Sudan (2006) This film follows three Lost Boys from the Sudan who leave their homeland, triumph over seemingly insurmountable adversities and move to America, where they build new lives but remain deeply committed to helping the friends and family they have left behind. 6

76 Human Cargo (2004) Produced by CBC, this critically acclaimed 6 part mini-series won seven Gemini awards. A riveting thriller, Human Cargo is an unflinching look at the world of refugees in the post 9/11 world and of the people who sacrifice their lives to help or hinder them. The Lost Boys of Sudan (2004) This Emmy-nominated documentary follows two young Sudanese refugees on an extraordinary journey from Africa to America. Refugees of the Blue Planet (2006) This film sheds light on the little-known plight of environmental refugees, who are constantly growing in number and often have no legal status, even though their right to a clean and sustainable environment has been violated. Sierra Leone s Refugee All-Stars (2005) Winner of over a dozen international film awards, this documentary tells the inspiring story of a group of musicians who form a band in a West African Refugee Camp after being forced from their homes by a brutal civil war. The Canadian Council for Refugees (CCR) Video List 7

77 APPENDIX VI : PUBLIC ENGAGEMENT Against All Odds: Refugee Simulation Game The Kit: A Manual for Youth to Combat Racism Through Education Passages: Refugee Simulation Game Refugees A Canadian Perspective: Teachers Guide UNHCR World Refugee Day Toolkit UNHCR Teachers Toolkit UNHCR Teachers Corner Canada 8

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