First of all, we would like to thank all IDP Councils that actively keep their documents up to date on the IDP Councils Portal. We highly appreciate your cooperation and openness. Your transparent and well-documented work receives positive feedback from partner organizations that use the Portal.
To help us process and publish your documents more efficiently, we kindly ask you to follow the requirements below before submitting materials for publication.
Document Format (Required)
✅ PDF (a single file) — accepted format
❌ JPG / PNG / photos of documents — not accepted
❌ Individual scanned pages submitted as separate files — not accepted
Why are photos and separate scans not accepted?
Documents submitted as image files (JPG/PNG) cannot be processed efficiently because they prevent administrators from reviewing the document as a complete file and significantly complicate document processing.
Document Quality
Please make sure that:
- the text is clear and legible;
- all pages are combined into a single PDF file and arranged in the correct order;
- preferably, the PDF is searchable (text-based rather than image-only), allowing text to be copied.
File Naming (Required)
File names should clearly reflect the document’s content. We recommend using the following naming conventions:
📄 Decisions
Decision dated [date] No. [number] “On [title]”
Example: Decision dated 15 March 2026 No. 12 “On Approval of the Work Plan of the IDP Council under…”
📄 Meeting Minutes
Minutes No. [number] of the meeting of the IDP Council [full council name], dated [date]
Example: Minutes No. 3 of the meeting of the IDP Council under the Executive Committee of …, dated 10 March 2026
📄 Rules of Procedure
Rules of Procedure of the IDP Council [full council name]
📄 Annual Work Plan
Work Plan of the IDP Council [full council name] for [year]
Document Content
Before submitting documents, please make sure they include:
- the full name of the IDP Council;
- the date and document number (where applicable);
- a clear title;
- signature and/or approval, where required.
Email Subject Line (Required)
Please use the following format for the subject line of your email:
IDP Councils: [Full Council Name]
Example:
IDP Councils: IDP Council under the Boryslav City Council
Using a consistent subject line helps Portal administrators process requests more quickly and organize incoming correspondence.
Frequently Asked Question
You may ask: Why is this checklist and standardized format necessary?
Using a unified document format and consistent file naming helps us:
- find and process documents more quickly;
- avoid confusion caused by unclear or inconsistent file names;
- improve the user experience on the IDP Councils Portal;
- reduce the time required for technical processing.
In practice, Portal administrators spend a considerable amount of time working with files that have non-descriptive names, consist of multiple photo files, or do not reveal their content without being opened individually. As a result, processing such documents takes much longer.
These requirements have therefore been introduced to make the publication process as efficient as possible for both your Council and the Portal team.
Thank you for your cooperation and for your commitment to keeping the public informed about the work of your IDP Council. Please send materials for publication on the IDP Councils Portal to: rady-vpo@sss-ua.org.
This publication was made with the support of UNHCR, the UN Refugee Agency in Ukraine. The content of the publication is the sole responsibility of the Charitable Organization “Charity Foundation “Stabilization Support Services” and does not reflect the views of UNHCR.
