Going on a school trip as a young person from Ukraine (beneficiary of temporary protection)

Last update 11.05.2022

Children who have come to Luxembourg to escape the war in Ukraine and who are enrolled in a school in Luxembourg may go on school trips to another EU Member State or to a country treated as such (Iceland, Liechtenstein, Norway and Switzerland) under certain conditions.

Who is concerned

Pupils from Ukraine enrolled in a school or secondary school may travel to another EU Member State on a school trip under certain conditions. These conditions vary according to the administrative status of the pupil.

Several possible scenarios exist:

1. The pupil has a temporary protection certificate:

  • either the pupil has a temporary protection certificate and a valid travel document (biometric passport). In this case, the pupil can participate in the school trip without having to complete any additional formalities.
    It should be noted that some Ukrainian nationals hold an internal, non-biometric passport, which is not accepted as a travel document for free movement within the Schengen area;
  • or the pupil has a temporary protection certificate, but does not have a valid travel document (biometric passport). In this case, the pupil can only participate in the school trip if he/she is registered on a 'List of Travellers for school trips within the European Union' (see explanation of the procedure below). However, the conditions and procedures for establishing this list vary according to the destination country.
    France does not accept the list for pupils over 18 years of age, so only pupils under 18 years of age can be included in the list.
    The Netherlands does not accept the school trip list at all, so pupils who have a temporary protection certificate but do not have a valid travel document (biometric passport) cannot participate in school trips to the Netherlands.

2. The pupil does not have a temporary protection certificate:

  • either the pupil has a valid travel document (biometric passport), but does not have a temporary protection certificate. In this case, the general rules for short stay travel within the Schengen area apply, i.e:
    • if the pupil is a national of a third country not subject to visa requirements, e.g. Ukrainian nationals, he or she can participate in the school trip without having to complete additional formalities.
    • if the pupil is a national of a third country subject to visa requirements, participation in the school trip is not possible.
  • or the student does not have a valid temporary protection certificate or travel document (biometric passport). In this case, participation in the school trip is not possible.

Schools are requested to contact the Immigration Directorate at the Ministry of Foreign and European Affairs who will verify if a pupil is eligible to take part in a school trip.

Preliminary steps

Preliminary procedure for the establishment of a 'List of Travellers for school trips within the European Union'

Before applying for a 'List of Travellers for school trips within the European Union', the Immigration Directorate should be contacted in order to obtain the necessary documents. This procedure must be carried out in good time (see deadlines below).

Ministère des Affaires étrangères et européennes
Direction de l'immigration
26, route d'Arlon, L-1140 Luxembourg
Nadine Schumacher: tel.: 247-88333; nadine.schumacher@mae.etat.lu

Elvedina Krusko: tel.: 247-74564; elvedina.krusko@mae.etat.lu

Deadlines

Applications to take part in a school trip (the duly completed documents are to be sent to the Immigration Directorate) must be submitted at least 3 weeks before the actual start of the school trip.

Any applications submitted after this deadline will not be processed.

How to proceed

For all European Union Member States, with the exception of France and the Netherlands

You should send the following documents by post to the Immigration Directorate, for the attention of Ms Nadine Schumacher or Ms Elvedina Krusko:

  • a copy of a parental consent certificate for each pupil (the original will be kept by the teacher);
  • the 'List of Travellers for school trips within the European Union' ('blue' form available from the Immigration Directorate), on which the teacher or the person accompanying the trip must provide full details of the following:
    • the surname(s), first name(s), date and place of birth and nationality of pupils applying for international protection;
    • the name and telephone number of one of the accompanying persons;
    • the name and address of the school;
    • the destination and duration of the trip;
  • for kindergartens and primary schools: the list must bear the stamp of the communal administration and be signed by the mayor or their representative;
  • for post-primary education establishments: the list must bear the stamp of the school and be signed by the headteacher;
  • identity photos of the pupils (format 3 x 3.5 cm per child). The pupil's surname and first name should be noted on the back of the photo. The photos must not be attached to the list.

Once the documents have been received, the Immigration Directorate checks the list and certifies (stamp and signature) that the participants are permitted to return to Luxembourg at the end of the school trip. This procedure is free of charge.

For France

You should send the following documents by post to the Immigration Directorate, for the attention of Ms Nadine Schumacher or Ms Elvedina Krusko:

  • a copy of a parental consent certificate for each pupil (the original will be kept by the teacher);
  • the 'List of Travellers for school trips within the European Union' ('white' form 'reference 11/05/2006' available from the Immigration Directorate), on which the teacher or the person accompanying the trip must provide full details of the following:
    • the surname(s), first name(s), date and place of birth and nationality of pupils applying for international protection;
    • the name and telephone number of one of the accompanying persons;
    • the name and address of the school;
    • the destination and duration of the trip;
  • for kindergartens and primary schools: the list must bear the stamp of the communal administration and be signed by the mayor or their representative;
  • for post-primary education establishments: the list must bear the stamp of the school and be signed by the headteacher;
  • identity photos of the pupils (format 3 x 3.5 cm per child). The pupil's surname and first name should be noted on the back of the photo. The photos must not be attached to the list.

Once the documents have been received, the Immigration Directorate checks the list and certifies (stamp and signature) that the participants are permitted to return to Luxembourg at the end of the school trip. This procedure is free of charge.

The accompanying person must, in addition to the above-mentioned formalities, have the school trip list counter-signed at the French Consulate, 8b, boulevard Joseph II, L-1840 Luxembourg (Monday to Friday from 08.30 - 12.30). This procedure is free of charge and must be completed at the Consulate.

The school trip list is valid solely for minors. France does not accept the 'List of Travellers for school trips within the European Union' for pupils of legal age.

For the Netherlands

The Netherlands does not accept the list for school trips. Pupils who are beneficiaries of temporary protection and who do not have a valid travel document (biometric passport) can therefore not participate in school trips to the Netherlands.

Who to contact

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