UDI 2010-035V2 Instructions for Embassy personnel collecting DNA samples

1.  Notification

The Embassy that received the application is responsible for DNA testing. When UDI has decided that a DNA analysis is necessary, the Embassy must give the person to be tested (hereafter referred to as “donor”) an appointment to provide a DNA sample at a specific time and date. The family member in Norway will be asked to provide a DNA sample at the local police district in Norway.

If the donor fails to attend the scheduled appointment, the Embassy should notify the donor one more time with a new appointment date. If the donor still does not appear at the appointed time, we ask the Embassy to inform UDI of this. In such cases, we request to be informed of how and when the donor was notified, and, if known, the reason for their absence. The UDI will then proceed to process the case based on the available information.

2.  Information to the donor

The Embassy should give the donor written information about the DNA process when the Embassy notifies the donor of the DNA-testing. A letter to the applicant about the DNA process is attached in appendix 5. The Embassy should also inform the donor orally when he or she presents themselves at the Embassy for DNA testing.

The donor should receive the following information:

• that a DNA analysis is requested, including the purpose of the analysis

• the DNA analysis will be able to reveal whether the stated relation to the reference person and/or other applicant is correct

• how the sample will be collected from the donor

• that the donor must bring a valid passport or other identity document, and a recent passport-sized photograph

• that the result of a DNA-analysis will have bearing on the outcome of the application

• that the donor is required to provide a DNA sample. The donor can still choose not to take the test, but if he or she does not have a particular reason for not taking the DNA test, the application will most likely be rejected.

3.  Identity control

The donor must (if possible) identify him- or herself. The test personnel must ensure that the person undergoing DNA testing is the same as the applicant. In case the donor is not the applicant, or the Embassy suspects the donor is not the applicant, we ask the Embassy to inform us of this fact. The UDI would like information as to why the Embassy reached this conclusion along with a statement from the donor and/or the proxy (the person showing up instead of the applicant).

The Embassy must ensure that photocopies of any ID documents are attached to the Sample Declaration Form (SDF), see further bellow. Photocopies must be legible and the picture(s) must be clear, also when photocopied and/or scanned.

We need one recent passport-sized photos of each donor. The donor can be asked to bring that to the appointment or the Embassy can take the photo, or a photo can be printed out from DUF. Most important is that the Embassy make sure that the person undergoing DNA testing is the same as the applicant.

The photo should be stapled onto to the SDF in the designated space, and copies of ID documents should also be attached to the Sample Declaration Form, along with a copy of the passport and/or other identity documents (if any).

4.  Sample Declaration Form

One (1) Sample Declaration Form (SDF) must be filled out for each donor.

You will find the Sample Declaration Form as a word document on UDI 2010-035V1. 

Please note that it is highly important that the Sample Declaration Form is completed correctly, as the information on the form directly affects the analysis conducted using the sample(s). If the Sample Declaration Form is not properly completed, it will prolong the case processing time and in worst case you will have to redo the test.

The Sample Declaration Form must be filled out, dated and signed by the test personnel. For further instructions of how to complete the Sample Declaration Form, see the back of the form.

If the donor shows up for the appointment but refuses to give a DNA sample, the Embassy must take a statement from the donor as to why he or she does not want to undergo DNA testing. The UDI will then proceed to process the case based on the existing information.

5.  The DNA equipment

The UDI will send the equipment needed to perform DNA sampling to the Embassy.

Each sampling kit includes the following: 

• Sampling instructions

• Nucleic-card (sample card)

• A swab (referred to as "lollipop" in the instructions)

• Stickers with QR codes (to be placed on the SDF and the Nucleic Card envelope)

• Sealing stickers

• One small envelope for the nucleic card, one padded envelope and one A4 envelope for return

We will ask the Embassy to buy plastic gloves and send the invoice to UDI.

If you are missing or are running low on the necessary equipment, we ask that you contact dna@udi.no.

6.  The DNA sample process

The donor will be asked to give a sample from the mouth. Before collecting the first DNA sample using Eurofins’ kit, we advise that the sampler reads the instructions included in the kit carefully and watches Eurofins’ instructional video (external link).

Please note that the swab must be firmly rubbed against the inner cheeks, as the objective is to obtain cells from the oral cavity rather than saliva alone. 

Make sure that you place the sticker with a QR code on both the SDF and the nucleic card envelope. The envelope with the sample card, along with the SDF, photo and copy of the submitted ID document should be placed inside the pre-addressed A4 envelope. 

In cases where more than one donor is being swabbed, please finalize each sample and close the envelope before initializing the swab for the next donor to ensure swabs will not be mixed up or tampered with. The sample cards from Eurofins have no required drying time. 

The samples should be sent to Eurofins TMFI, in the Netherlands. The envelope is pre-addressed. Please use a courier (DHL or equivalent) to send the samples to Eurofins TMFI. 

The invoice for the cost of the carrier should be sent to UDI as an e-invoice.

• UDI’s organization number: 974760746

• Invoice address: Utlendingsdirektoratet, Fakturamottak DFØ, Postboks 4746 Torgarden, 7468 Trondheim

• The invoice should be marked with the UDI reference stated in the request for DNA samples.

7.  Feedback and notification

After having sent the samples to Eurofins-TMFI, we ask that you register that the sample has been collected, including the date, as a note in NORVIS. This way the UDI may be able track the case progress.

We ask that any messages and notifications regarding the sampling be sent the UDI electronically by using the post registration - internal message - external message in NORVIS.

8. Further information

If you require further information regarding DNA, please see UDI 2010-035.

You are also welcome to contact the UDI with any DNA-related questions via e-mail at dna@udi.no.