Remember, as soon as you have an arrival date, please contact the local authorities. For West Sussex email Communities@westsussex.gov.uk or call 0330 222 7980. They will take your and your guests' names and dates-of-birth and contact details.
Then, as soon as your guests arrive, contact your local authorities again.
This page contains information about what you should do as soon as possible after your guests arrive. The first thing to do, as per above, is to contact your local authorities (e.g., West Sussex County Council). As you will see below, they will handle a lot of the most important administrative work to help your guests settle.
NB: These steps do not include applying for school places, as WSCC discourages hosts from applying for (state) school places themselves, preferring them to wait for the WSCC School Admissions team. Admittedly, there are delays: but they are working as hard as possible, and independent applications can slow things up for everyone else. Some information about schools is available in the FAQ section of this page, below.
Step 1: Get your guests a UK SIM card
The following mobile phone companies have offered discounted/free services:
Three is offering free Pay-As-You-Go (PAYG) SIM cards, pre-loaded with unlimited domestic calls/texts and data, as well as with free calls to/from Ukraine (to be charged but then re-credited). This can only be obtained in-store, and is subject to availability, so it is worth checking your local Three store first. Your guests will need to bring proof of refugee status, e.g., a welcome letter from the Government.
Vodafone has announced that they are offering SIM cards with 20GB data, plus free calls and texts every month for six months. Access to these is via selected charities. Sanctuary in Chichester has now receive 140 of them. If you live near Cocking, please contact 07799271913.
giffgaff is offering customers free calls/texts to and from Ukraine.
EE has also offered free calls etc. to/from Ukraine.
O2 has also offered free calls to/from Ukraine are free; this will be reviewed after March 31. [NB: Our experience with O2 has not been very positive]
Please note that "free" calls to Ukraine may appear to be charged, and then later credited back.
Step 2: Apply for BRPs
The visa that permitted your guest to arrive will not let them stay for very long. It is therefore important to help them apply for a Biometric Residence Permit, which will let them stay for three years.
Your guest—with your help—can start applying for their BRP here: https://apply.visas-immigration.service.gov.uk/product/ukraine-scheme-brp
At the end of the form, your guests will have to book an in-person appointment. These are limited, and may not be very nearby to you. If you are in West Sussex, so far the closest venues for the appointment are in Croydon or Southhampton.
In our experience, the BRPs will be sent out 7-10 days after the in-person meeting.
There is rumour of an online/app option for submitting biometrics (eg photograph, fingerprints), but we have not been able to substantiate this.
At this point, you will have heard about National Insurance numbers for your guests. See Step 5 for this.
Step 3: Sign your guests up with a GP
Your guests will have access to the NHS, and their GP will be their first port of call for this. The GP will likely quickly offer screening and vaccines.
Please note there are significant differences between the healthcare systems in the UK and Ukraine, which are associated with cultural differences about healthcare expectations. It is worth having a conversation with your guests about how our healthcare systems work. Here are some salient points:
The first port of call is either to call the NHS 111 helpline, or to make an appointment with the GP. And necessary tests and treatments will be recommended by them.
Culturally, the UK is not (unlike e.g., the US) very keen on subjecting patients—and especially children—to tests and treatments unless deemed necessary by doctors. This is in part to preserve limited resources, but it is also because tests are sometimes invasive and can be harmful.
We have had very little luck with dentists, many of whom are not taking new NHS patients or have very long wait times.
Step 4: Sign your guests up with a UK bank account
This is important for receiving Government aid, but also for employment. So far, our best experience with banks have been with:
NatWest (e.g., in Chichester). So far, a few of our guests and hosts have had very positive experiences applying in branch.
Monzo, online application. Similarly, very positive (read: efficient) experiences so far.
You will need your guests' passports in most cases.
Step 5: Go to a JobCentre
You may not get to this in the first week. But do try to do this as soon as your guest has a UK bank account set up. Our experience with JobCentres have been...patchy, but they have been tasked with helping your guests with (a) National Insurance numbers (NINo), (b) benefits/financial aid, and (c) employment. You can just turn up at a JobCentre. In our experience, the JobCentre "help"line is poorly named.
NINos can be applied for online. If your guests have a BRP, they might already have a NiNo. They do not need a NiNo for benefits like Universal Credit (below), but usually do need one to work.
Similarly, financial aid—chiefly Universal Credit—can be applied for online. If you feel comfortable doing this with your guest, please visit this website. You may also find Citizens Advice a helpful resource.
Besides Universal Credit proper, your guests are also eligible for Child Benefits. When applying for this, the government advice is to say that your guest is "single" even though they are married, if their husbands are still in Ukraine. You are also advised to note clearly on the form or email that this application is foe a Ukrainian.
Step 6: Make an Appointment for BRP
Again, you might not get to this in the first week, but do prioritise it. The visa that permitted your guest to arrive will not let them stay for very long. It is therefore important to help them apply for a Biometric Residence Permit, which will let them stay for three years. (Please also see our Visa & BRP page for more information.)
This is done by appointment. A link to book an appointment should be in the visa letter.
This letter and their passports should be taken to the appointment. There are various locations for these appointments, including Portsmouth and Croydon: where you will do depends on available slots.
The appointment will involve taking fingerprints and photographs. It should take around 30 minutes.
You may begin the process of submitting information here: https://apply.visas-immigration.service.gov.uk/product/ukraine-scheme-brp
Step 7: Apply for a Bus Pass
In West Sussex, Metro, Stagecoach, and Compass have offered free travel for the first twelve weeks. To apply for this send an email to ukrainesupport@westsussex.gov.uk with the subject line of ‘Free Bus Travel’, giving the full names of those who require a bus pass, the address in the UK and which bus company the application is for (this will depend on your location): they will forward the information to the company.
Step 8: Get Your Community Involved
You (and your family) should not have to do this alone. This is why we have set up support groups for hosts, based in various parts of West Sussex. Unfortunately, our network beyond West Sussex is very limited.
However, you should also get your wider local social network involved. Your village/town may have a WhatsApp or Facebook group. That's a good place to meet people, and ask for practical help. Your local church is likewise a good place for this; if you would like someone to help you find a church, please contact 07799271913.
If your village/neighbourhood does not have a local WhatsApp group, we recommend that you start one! Local village/neighbourhood WhatsApp groups are incredibly useful for all kinds of things, and enables us to watch out and care for one another. If you would like tips for doing this, contact 07799271913.
Step 9: Set Expectations
There are many important conversations to have with your guests. Some of these will be about what it will be like to live with you; see also our recommendation re: House Rules on our Arrival page. Some of these will be about what it is like to live in the UK more generally; see our Integration page for more information, as well as our Some Interesting Cultural Differences page.
As with all relationships, communication is key. The UK and Ukraine are not exactly Venus and Mars, but—as you may know from your own experiences living abroad—sometimes even small cultural differences can lead to trouble.
Frequently Asked Questions
Do my guests have access to schools?
Yes, the West Sussex County Council (WSCC) has set up a Schools Admissions team, who will be given advance notice of the families arriving. However, please call WSCC (see above) when you have an arrival date and again when your guests arrive.
You may apply for schools independently from the WSCC. However, WSCC discourages this in the case of state schools, as it leads to communication inefficiencies for everyone else. If you insist on applying for state school places independently, please let WSCC know via the phone number above, as they will have begun to make arrangements.
If you apply for places at private schools for your guest children, please also inform WSCC.
Do ensure that you think about picking the right school for the right child and family. Imagine that this is your child!
NB: It is worth considering starting them in the year below what you might expect for their age. This is for a variety of reasons, including the way schools work in Ukraine!
Do my guests have access to financial aid?
Yes, the local authorities will provide this. Again, call WSCC when you have an arrival date. The WSCC Refugee Resettlement Team will arrange for a £200 pre-paid card for the family upon arrival.
WSCC will also arrange for sponsors to be given £350 per month: this may be used to offset costs, or may be passed on to the guests. We recommend that sponsors do apply for the £350: your receiving these funds do no really come at the expense of other sponsor families. These funds will be paid in arrears into the sponsors' bank accounts.
Your guests will also have access to Universal Credit. Upon their arrival, and after they have a bank account, you may help them apply for this, either online or at a Job Centre, preferably the latter. They will apply the same way as a British national would. Job Centres should also help your guests obtain National Insurance numbers, though there is also an online application form. This guide from the Red Cross is also quite helpful.
It is worth saying that Universal Credit is not a lot of money, roughly £300-600 per month, depending on your guests' particular situation.
Do my guests have the right to work?
Yes. You should bring them to a Job Centre as soon as possible to obtain a National Insurance Number. NINos can be applied for online, but we strongly recommend turning up in person.
We are currently trying to provide more help with seeking employment, which we will post on this website.
What else do the local authorities offer?
A variety of services, including access to English classes, mental health services, employment advice, and benefits.
WSCC also has a Community Hub, where items such as food, clothing, pushchairs etc. can be obtained.
We are also independently fundraising to fill any gaps in government support.
You may donate to this effort here.
Contact 07799271913 for more information.