Arrival
Some university programmes provide support to help defenders adjust to relocation even before arrival, for example by putting defenders who will be participating in the programme in touch with each other, or by offering language and cultural orientation programmes in the lead up to arrival. Planning for arrival itself should include thinking about who will welcome participants, often by collecting them from the train station or picking them up from the airport. Also, what will be provided on arrival? It will help defenders settle in if you provide food, toiletries, and importantly money as many defenders may not be in a position to bring any money with them. As participants are unlikely to be able to set up a bank account in advance of their arrival, you will need to provide them with enough cash to last until they are able to make other arrangements.
“From my experience in the international programmes I have participated in, the first people I met at the airport left a lasting impression, making me feel respected and warmly welcomed. For human rights defender fellows new to the city, a thoughtful welcome at the airport or main station is essential. It sets a positive tone for their journey and integration into the university community.”
Once human rights defenders are settled in their accommodation, you should offer some form of orientation and induction. In addition, some providers have comprehensive handbooks with arrival information that can be sent to participants in advance so that they can familiarise themselves with life in the host country.
Welcome checklist
Send out a pre-arrival handbook
Arrange collection from airport / train station
Provide the following key information:
Map of the city, useful apps
Supermarkets
Hospitals
Provide university orientation:
Host centre or department
Campus tour
Library
Email address and IT and other access requirements (university ID card)
Arrange mentoring / peer support, and provide key contact numbers
Discuss wellbeing and psychosocial support options
Discuss security in relation to programme and communication
Plan for health insurance
Provide an agenda for the first week
Organise a welcome activity / event
Arrival procedures
Protective Fellowship Scheme, University of York
The University of York has a network of volunteers who play a key role in arrival procedures (more information on this voluntary ‘Friends Scheme’ is in the section on Social Support). These volunteers meet the human rights defender at the train station, along with the Programme Coordinator who will bring enough money to cover the first few days of the stay. The Friends then take the defender to their accommodation and help them settle in, explaining how equipment works, where they can find the nearest shops, and also providing a prepared vegetarian meal. Over the next few days, the Friends help orient the defenders, showing them the city, explaining how the buses work, providing extra clothing if necessary, taking them to get a SIM card if needed, giving directions to international supermarkets and shops that stock halal food, etc. The welcoming role of the Friends is especially important if defenders arrive at the weekend when university staff are not always available to provide support.
More information
‘Arrival and adjustment’ in SAR’s How to host – A handbook for higher education partners (pages 26 to 27).