To open a new Immigration and Citizenship file, you must do so from the “Traceability” section of the person's file, clicking on the “New file” option.

A screen will appear to fill in the necessary data. There are fields that will be automatically pre-filled and come from the information registered in the citizen's personal file (country of birth, mother tongue, etc.), others that are pre-filled by the system (ex. no., registered professional) and others that the professional will need to provide:

As we confirm that the person has completed the training (if the course taken is their own, once the mandatory attendance has been passed, a green mark will automatically appear that will accredit their passing) or has provided the relevant accreditations of the training courses required by Decree 150 of 2014, these will be recorded as completed or accredited, as the case may be.

The “Process start date” included in the file is the automatic date of opening the file (it can be modified manually by the professional); therefore, the end date will be exactly 2 years later, as legally required. Although the field will be shaded red once this period has passed, the file will still be operational and data can continue to be saved.

The field referring to the reception certificate allows us to quickly see if the person has obtained the certificate. This field must be reported by the professional.

It is important to remember that it is necessary to have the application for access to the first reception service signed by the citizen. This application can be downloaded using the “First reception application” button.

1. Actions in the Immigration and Citizenship file

As with the other types of files in Hestia, the interventions or actions of professional technicians in the field of immigration that refer to the support they provide to the person must be recorded in the file.

It is very important to record the actions well, since a large part of them are taken into account when preparing Annex 1. It is necessary to rigorously specify the start and end time and the type of action, since the result of the time used is what will appear in the Annex as "accredited hours", along with the data of the person we have assisted, in the event that it is an action attributable to the FSE.

As with the rest of the types of files, we can add other attending professionals, other related actions and appointments, and training actions to which the action refers.

2. “Training” tab of the Immigration and Citizenship file

From this tab we can add the person as an attendee to any of the FSE courses that we have registered in our system. Once the student has been added to the course, a line will be displayed from where the characteristics of the course and the person can be easily viewed, along with their personal attendance calculation for the course (it will change from red to green as 75% attendance is reached) and whether they have Annex 6, “Participant Form”, created (an image of a document is shown) or not (a warning sign is shown).

To generate Annex 6, "Participant Form", simply click on the line of the course for which you want to create the form and, by clicking (one form per participant and course) on it, we will choose the option to generate it pre-filled with the person's data.

Once we save the participant file, the icon will change and the warning will disappear.

3. “Projects” tab

This tab allows us to assign one of the projects that we have registered from the projects section of the immigration and citizenship configuration to the person.

4. “Courses (non-FSE)” tab

This tab allows us to assign one of the courses that we have registered from the “Courses (non-FSE)” section of the immigration configuration to the person.

5. “Application Forms” tab

Initially, only some of the submission forms could be downloaded from this tab, such as the request for access to the first reception service that the professional must send to the Generalitat. Little by little, the rest of the forms that technicians in this field tend to use frequently are being added: the municipal proposal for the social integration document in Catalonia, the municipal proposal for the adaptation of housing to renew residence permits by virtue of family reunification, etc.

6. “Documents” tab

This tab shows all the documents related to this specific file, whether those added by the professional or those generated by the courses assigned to the person.

Immigration and Citizenship Tasks from the Agenda

Professionals in this field often carry out tasks that, although some of them directly refer to the First Reception service (course preparation, attendance at professional training events, travel to training events, bureaucratic management, S1A technical meetings, etc.) and are actions eligible for subsidy by the European Social Fund, cannot be registered directly in the Immigration and Citizenship file of a single person.

These specific tasks have been created to be able to be attributed directly to Annex 1 from the Agenda, as work of the immigration and citizenship professional attributable to the ESF, if applicable. Within the task we can select the type of action (course preparation, bureaucratic management, travel to training sessions, ...) and the date and hours dedicated.

Exploitation of data from the Immigration and Citizenship module

In the exploitation section we will find the lists that were already available in previous versions and the generation of Annexes 1, 2, 3 and 4 with all the data recorded in the new module.

Other lists have also been added that allow for more agile management of professionals, as they allow them to quickly see which people have or have not been assigned training, with a time filter.