Ukraine Resettlement: Stakeholder Reference Group minutes - June 2025

https://www.gov.scot/groups/ukraine-resettlement-stakeholder-reference-group/

Attendees and apologies

• Sabir Zazai, Chief Executive Officer of Scottish Refugee Council (SRC)
• Kaukab Stewart MSP, Minister for Equalities
• Councillor Maureen Chalmers, COSLA Spokesperson for Community Wellbeing
• Andrii Nadych, Community Development Officer, Scottish Refugee Council (SRC)
• Elodie Mignard, Director of Services, SRC
• David Beauchamp, Policy Officer (Ukraine), Migration, Population and Diversity Team, Convention of Scottish Local Authorities (COSLA)
• Larysa Zhdankina Vice Chair,  Association of Ukrainians in Great Britain (AUGB) Glasgow
• John Hawyluk, Edinburgh Voluntary Organisations’ Council (EVOC)
• Hannah Beaton-Hawryluk, Branch Chair, AUGB Edinburgh
• Tanya Balanova, Community Coordinator, AUGB Edinburgh
• Diletta Lauro, Senior Policy and Advocacy Officer British Red Cross (BRC)
• Catherine Brown, Head of Strategic Policy and Engagement, Scottish Government (SG)
• Billy McKenzie, Head of Unit, Asylum and Refugee Integration (SG)
• Olha Maksymiak, Ukrainian Collective (UC)

    Apologies received:

• Rob Murray, Director for Scotland, British Red Cross
• Kirsty Louise Hunt, Senior Policy and Public Affairs Lead, Barnardo’s Scotland
• Kateryna Campbell, Chair, AUGB Glasgow
• Bruce Crawford, Chief Executive, EVOC
• Oleksandra Novatska, Chair of Language and Culture Group, Ukrainian Collective
• Anna Kulish, Chair of the Housing Group, Ukrainian Collective

 

        

Items and actions

Presenters: 

•    David Beauchamp on behalf of the Convention of Scottish Local Authorities (COSLA)
•    Olha Maksymiak on behalf of the Ukrainian Collective (UC)

Secretariat:

•    Roz Britton, Team Leader, Ministerial and Engagement Ukraine, Scottish Government (SG)
•    Claire McKenna, Ukraine Policy Manager, (SG)
•    Ian Maclean, Ukraine Policy Officer, (SG)

Welcome and Opening Remarks

Sabir Zazai (SZ), Chief Executive Officer of the Scottish Refugee Council welcomed everyone to the eighth meeting of the Stakeholder Reference Group (SRG). (SZ) noted the apologies received.

Actions from previous meeting (17 December 2024)

(SZ) stated there were 3 actions from the previous meeting on 17 December and that all are complete.  
Action 1 : EVOC /SG To feed employers concerns back to relevant Home Office team and encourage future discussion between Home Office and SG colleagues around potential resources/information that could be shared with employers ahead of the Ukraine Permission Extension Scheme (UPE) process.
Complete - update

• During the Home Office (HO) outreach events, information was shared verbally on eVisas and using share codes for employers and landlords

Engagement took place between HO and Strategic Migration Partners (COSLA) so this information could be shared with Scottish Local Authorities on Ukrainians using share codes to prove permission to remain in the UK - making the community aware that the scheme was open and eligible Ukrainians could apply from 4 February for an additional 18 months.  

The UK Gov Home Office policy team met with employers’ groups before and after the December meeting to highlight people’s rights and entitlements, and ability to apply for UPE for an additional 18 months

Action 2: Home Office officials to share new comms material with members/Secretariat Complete
Action 3:  AUGB Edinburgh to share details of Home Office sessions in January Complete

John Hawyluk (JH), EVOC queried the status of Action 2 as he had not seen any comms materials from Home Office. 
Catherine Brown, (CB) SG explained that in terms of the actions for the secretariat this has been completed as information was requested from the Home Office.

Presentations – (SZ) invited David Beauchamp (DB), COSLA to share an overview of emerging challenges around UPE.
(DB) stated that although UKG has said the scheme should be straight-forward, the reality is proving to be the opposite. He explained that Scotland is about to approach its peak of applications for UPE and highlighted the main issues: 

• Technical, e.g. form issues, linking code problems, waiting times.
• Difficulties proving status during 3C period.
• Lack of clarity on thank you payments when Homes for Ukraine/UPE is combined with another route.
• Ineligible cohorts such as some third country nationals.
• Overarching issue – still only an 18 month extension and provides no long term certainty.

(DB) also explained that survey data has highlighted that many Ukrainians are intending to apply for other visa routes including asylum – 74% applying for UPE,  8% asylum, 7% skilled visa, 5% family visa routes and 3% student visa. He stressed the shortage of immigration advice, especially at level 2.

He informed the group that COSLA have set up a number of webinars with IOM as well as providing ongoing support to LAs and they continue to ask UK Government for more information.

He also highlighted other sources of support available for Ukrainians; including Scotland’s Migration Service, SRC helpline, CAS, etc. All relevant information can be found on COSLA’s website.

(SZ) thanked (DB) for his presentation and invited Olha Maksymiak (OM) to present on UPE on behalf of the Ukrainian Collective. 

Ukrainian Collective Presentation key points:  

Visa Renewal Uptake: Data presented to the UK Parliament during the Westminster Hall Debate on 21 May 2025 indicated that out of 267,000 eligible individuals, only 20% have applied for the Ukraine Permission Extension (UPE) so far. A significant rise in applications is expected in the next two months, especially in Scotland.

Support from Settled: The charity Settled offers crucial, free support to Ukrainians applying for UPE. Their Level 2 immigration advisor handles over 100 monthly requests—services that would otherwise be very costly. 

Rule Changes from August 4, 2025: Out of time application will no longer be accepted after the 4th of August, unless special circumstances. This could lead to an increase in demand for legal advice. 

Funding Needs: OM emphasised the urgent need for more funding to expand access to free legal advice, particularly for vulnerable individuals.

• Health and Social Wellbeing group of the Ukraine Cross-party Group – recently presented their interim results of the survey ‘Stress and Access to Psychological support Among Ukrainians in Scotland with 261 responses received in 5 days.
• Housing Stability: Encouragingly, 8 out of 10 respondents now live in permanent housing (social or private), which has provided a strong sense of safety and supported successful settlement in Scotland.
• Impact of Visa Uncertainty: Uncertainty around visa status is reported to be the biggest daily stressor for Ukrainians in Scotland—surpassing even the emotional toll of the their war experiences. 
• Letter to UK Government – Settled have written a collective letter to the UK Government including signed by members of the Ukrainian Collective proposing solutions:  Extend UPE from 18 months to 3 years; Count time spent under Ukraine schemes toward settlement and provide long-term clarity and dignity for Ukrainian Displace Persons to rebuild their lives here.
• The Office for National Statistics (ONS) Survey published in June 2024 confirm that 68% Ukrainians wish to stay permanently and 69% are already employed – displaced Ukrainians are asking for a dignified future.

Hannah Beaton-Hawryluk  (HBH) AUGB Edinburgh raised concerns about the upcoming end of 18-month visa extensions and asked if Scotland and Ukraine could collaborate for greater clarity.

(JH) in response to a couple of points Olha raised in her presentation inquired about a previous SRG action related to research around the economic benefit that the people of Ukraine bring to Scotland, in light of similar research undertaken in Poland. 

(CB) reported that there is currently no comparable UK-wide data available that Scotland could draw upon. She noted that when the Warm Scots Future policy position was published, it referenced economic research from 2022. However, no updated figures have been made available since then.

(CB) highlighted that, within Scotland’s broader migration policy, the case for economic migration has been articulated on multiple occasions. The influence of this evidence on shaping wider policy has been both consistent and significant.
Diletta Lauro (DL) British Red Cross added that Olha’s  presentation had echoed that of British Cross service users.

The Minister for Equalities, Ms Stewart explained that multiple Scottish Government Ministers are in ongoing engagement with the UK Government concerning various issues including the (UPE). Despite repeated representations and appeals for certainty to aid planning for affected individuals, unfortunately there has been limited progress. She highlighted that she was pleased the UK Government have decided to allow children to join their parents in the UK and she stressed that she would continue to advocate an approach that will support Ukrainians to build stable lives in Scotland. 

Cllr Chalmers noted her continued engagement in forums and meetings alongside colleagues from England and Wales. She affirmed her intent to keep pressing for improved support and a more coordinated approach.

Tanya Balanova (TB) proposed that further sessions with the Home Office (HO) to discuss the future of the (UPE) schemes would be very helpful. 

(SZ) reaffirmed the commitment of the Co-Chairs to continue raising key concerns through their broad engagement with the UK Government and the Home Office. 

SRG Co-Chairs reflections

(SZ) explained that Co-Chairs would now give their own personal reflections on the Warm Scots Future, what has been achieved and ambitions for the New Scots Strategy.

(SZ) began by acknowledging the challenges we’ve faced, but also emphasised how proud we should be of Scotland’s response to Ukraine. He recognised the incredible skills and knowledge within the SRG, especially the vital contributions of those with lived experience. Their insight has helped shape effective policies and solutions to complex issues. Looking ahead, he welcomed their continued involvement as we carry forward the New Scots work.

The Minister (KS) reflected on the progress made since the launch of Warm Scots Future in September 2023. She praised the strong partnerships built over nearly two years to support Ukrainians in Scotland. She expressed deep gratitude for the lived experience voices within the SRG, whose honesty and insight have helped shape better responses.

Highlighting key achievements, she noted her pride in the delivery of ESOL programmes and the £32 million Ukrainian Long-term Resettlement Fund, which has enabled 1,356 new homes across Scotland. She concluded by acknowledging ongoing concerns around UPE and the need for further dialogue with the UK Government.

Cllr Chalmers (MC) opened by celebrating the fact that over 28,000 displaced Ukrainians have found sanctuary in Scotland. She acknowledged the challenges faced but emphasised the collective effort that made this possible. 

She expressed pride in the strong, trusted partnerships at both local and national levels, and praised the generosity of hosts and community organisations who helped transition guests from crisis accommodation into more stable, long-term housing. A key achievement she highlighted was the dramatic reduction in hotel use—from a peak of 7,000 people in November 2022 to fewer than 100 today. 

Looking ahead, she reaffirmed that local authorities will continue working closely with the Scottish Government and third sector to support new arrivals and address ongoing issues related to the Ukraine Permission Extension (UPE) scheme.

Round table discussion: Warm Scots Future: Delivery against actions and next steps including future of Stakeholder Reference Group 

(SZ)explained that this part of the meeting would be an opportunity to our achievements and set out how partners have delivered against each of the strategic priorities set out in the Warm Scots Future Policy paper and outline next steps for plans for delivery beyond the Warm Scots Future.

(CB) gave a brief overview of the contents of slide pack members had received earlier, ahead of the roundtable discussion.

Roundtable discussion

Strategic priority 1:  A trauma-informed, holistic and rights-based approach to long-term integration.

(CB) highlighted that her team have been supporting and working with partners to deliver the actions set out in the NS Delivery Plan as we are moving from our emergency response to a longer term holistic approach to support Ukrainians.

Strategic Priority 2. Reduce reliance on welcome accommodation 

(JH)  queried given that as very few people are still in welcome accommodation and many Ukrainians have now moved into social housing is this a marker of  a successful completion of this priority?
(CB) emphasised Edinburgh’s unique housing challenges and highlighted positive progress, drawing on successful housing models from outside the city.

(HBH) expressed disappointment over they delay in converting apartments into rental accommodation which Tanya had put forward 2 years ago.

Strategic Priority 3. Boost long-term, settled housing that leaves a legacy for Scotland 

(CB) welcomed the progress made on Tanya’s suggestions, noting with satisfaction that they have now been actioned. She also reflected on how this was the first priority raised at the SRG in March 2023, and linked it to the success of the Ukraine Longer Term Resettlement investment.

(CB) explained that SG are working with various housing providers to explore options for investing the capital funding for this financial year that was published in the budget bill.

SG Action 
(JH) made a point regarding underspend of the ULTRF and (CB) proposed the secretariat take this away as an action.

Strategic Priority 4. Pursue clarity on routes to settlement, family reunification and repatriation 

(SZ) explained that we had covered this section earlier in the meeting. 

Future of SRG

Strategic Priority 5. Continued partnership and collaboration, ensuring good governance and recognising the lived experience of displaced people from Ukraine 

(SZ) began by setting out that the Ukraine Stakeholder Reference Group was established in March 2023 as part of the crisis response, to give a strong voice to Ukrainians who have arrived in Scotland through displacement as a result of Russia’s illegal war against Ukraine and since then, the New Scots Refugee Integration Strategy and Delivery Plan have been published and governance structures have been established. 

As we move from our crisis response to longer-term arrangements, the Warm Scots Welcome programme is commencing formal closure processes with the intention of mainstreaming Ukraine work within New Scots governance and standing down Delivery Board in its current form. 

He explained that SRG co-chairs believe that there is strong rationale for considering the future of the group in favour of folding into New Scots and some of our thinking is included in the slides.  

(SZ)set out that in accordance with the terms of reference for the SRG it is for Co-chairs to make decisions on the group, but they are keen to take views from everyone and get a final view before any decisions are made.

(SZ) opened up discussions for initial feedback:

(JH) expressed his support for the proposal in principle but raised concerns about its timing. He recommended reconvening in 6–8 weeks for one further meeting, once there’s a fuller understanding of the details. He also suggested collaborating with SG on a piece of work on next steps for stakeholder engagement, to ensure future representation in groups to address key local concerns, particularly those affecting Edinburgh continue to be properly captured and addressed and build on the good work already done.

The Minister noted that Parliament will be in recess in 6–8 weeks. She acknowledged the general support for the proposal while recognising the importance of providing reassurance that lived experience voices will continue to be captured effectively. To that end, she proposed that the Secretariat prepare a short paper offering further reassurance, and invited members to submit written responses which co-chairs will review over the recess period before a final decision is made.

• SG Action:  Prepare paper to share with SRG setting out in more detail proposals to close the SRG 
• (SZ) and Cllr Chalmers agreed with the approach the Minister suggested.

AOB

(DL) flagged that the British Red Cross have prepared a report on the Ukraine Response highlighting how lessons from the Ukraine response could enhance refugee accommodation and resettlement strategies.  She asked if lessons learnt is something that Co-chairs are also considering.

(SZ) agreed that there is a need to learn from all approaches and concluded the meeting by thanking everyone for their contributions