RSS PROPOSAL ORR REQUIREMENTS 8.13.2024-COMPRESSED-PART-1.pdf

Data Outcomes Due Date Objective Tasks Documentation Requirements

ORR – 1

Refugee Cash Assistance

(RCA)

Log/Tracker (See Attachments A)

August 15 Annually

• Provide number of Refugee Cash Assistance (RCA) Recipients

• Obtain refugee arrival estimates from the Department of State/PRM and local voluntary resettlement agencies for all projected NEW arrival numbers, sponsored cases, and formulate estimates for other populations expected to be served (asylees, entrants, trafficking victims) based on historical data for the federal fiscal year beginning

• The contractor will track the number of recipients receiving RCA between October 1st and August 1st.

• Note the actual number of months that the recipient used RCA by noting a start date and end date.

• Track the recipients that carried over from the previous year.

• Note the case size from smallest to largest.

• Provide a narrative noting if the number of recipients receiving RCA increased or decreased and factors that may have impacted either.

• Note if there is an expected increase or decrease of arrivals.

• Use a client-loading chart to calculate average monthly numbers of recipients as they enter the RCA program.

• Include the existing caseload anticipated to roll over from previous year.

• Document the number of RCA recipients currently enrolled whose RCA eligibility will cross 2 federal fiscal years

Data Outcome Due Date Objective Tasks Documentation

ORR – 2

Cash and Medical Assistance Program Quarterly Report on Expenditures and Obligations

Attachments B)

January 30 April 30 July 30 October 30 Quarterly

• In order to receive quarterly grants for cash assistance, medical assistance, assistance for unaccompanied refugee minors, and related administrative costs (Cash and Medical Assistance: “CMA” grants), whether on a formula or discretionary basis, a state or state-replacement agency must submit quarterly reports on expenditures and obligations, no later than 30 days after the end of the quarter (45 C.F.R.

§400.11(c)). Expenditures and obligations must be identified by the type of expense.

• The contractor will track the number of recipients receiving MCA between October 1st and September 30th.

• Note the actual number of months that the recipient used MCA by noting a start date and end date.

• Track the recipients that carried over from the previous year.

• Provide a narrative noting if the specific recipients receiving

MCA.

• Use a spreadsheet to track the number of recipients receiving CMA.

ORR – 3

Unaccompanied Minors Placement (See Attachments C) *Information currently provided by the URM contractor

Initial Placements:

Due within 30 days of initial placement in the URM program.

Change of Status:

Due within 60 days of reportable changes.

Termination from ORR-funded services:

Due within 60 days of case closure.

Re-entry for

ORR-

funded services:

Due within 60 days of re-entry.

• Document initial placement, change of status, termination, or re-entry report for minors and youth in the URM Program.

• Provide basic identifying data, as well as immigration, placement, and legal responsibility data.

• Provide the Office of Refugee Resettlement (ORR) with the youth’s current location and status, which meets requirements of the Immigration and Nationality Act (8 U.S.C. 1522(d)).

• Document feedback related to the program’s effectiveness and broader planning for the URM Program.

• The URM provider completes the report form in the URM module of ORR’s Refugee Arrivals Data System

(RADS).

• Once the report form is completed, the URM provider submits it to the State Agency.

• The State Agency then reviews the report and submits it to

ORR.

Provide a spreadsheet that tracks all placement, status changes, termination, and re-entry.

The following should also be captured in the spreadsheet:

• Report Action

• Identifying Data

• Immigration

Status

• Placement

• Legal

Responsibility

• Submission

Authority

ORR – 4

Unaccompanied Minors Progress Outcomes Report (See Attachments D) *Information currently provided by the URM contractor

• Annual Outcomes Report:

completed for current

URM

clients who are receiving

ORR-

funded services.

• Follow-up Annual Report:

completed for former

URM

clients who are 17 to 21 years old and who terminated all ORR-funded services and benefits after the age of 17.

• Both types of ORR-4 Reports are due annually:

On the anniversary of the initial placement date, up until the youth’s 21st birthday.

• Document annual progress and outcome report for minors and youth in the URM Program.

• Provide information on education, personal functioning of youth, and family reunification.

• Provides information on transition to adulthood services and outcomes similar to information tracked on other foster youth and former foster youth, via the National Youth in Transition Database.

• Aid the Office of Refugee Resettlement (ORR) to assess the youths’ progress toward adulthood. Also meets reporting requirements of the Immigration and Nationality Act (8 U.S.C.

1522(d)).

• Assists ORR in understanding program effectiveness and broader planning for the URM Program.

• The URM provider completes the report form in the URM module of ORR’s Refugee Arrivals Data System

(RADS).

• Once the report form is completed, the URM provider submits it to the State Agency.

• The State Agency then reviews the report and submits it to

ORR.

Provide a spreadsheet that tracks URM Progress and Outcomes. The following information should be captured:

• Report Action

• Identifying Data

• Education and

Personal Functioning of the Youth

• Family Reunification

• Transition to Adulthood Services

• Outcomes

• Report

Submission Authority

ORR – 5

Refugee Data Submission System for Formula Funds Allocations

Attachments E)

January 1st – 15th Annually

The purpose of these instructions is to describe the standardized process and format for data submission by states and replacement designees (hereinafter referred to as ‘states’), to the Office of Refugee Resettlement (ORR) for the Refugee Data Submission System for Formula Funds Allocations and Service Analysis (ORR-5) data collection.

The ORR-5 data submission provides ORR invaluable data that helps establish resource allocation for the Refugee Support Services (RSS) grant, including set-asides;

overall service information for Refugee Cash Assistance (RCA), Refugee Medical Assistance (RMA), Medical Screening, and RSS; and outcomes in the RSS program for clients and their family members with a Family Self-Sufficiency Plan (FSSP).1 States are required to submit data to ORR through the ORR data collection website system, Refugee Arrivals Data System (RADS). Once data are submitted, ORR will match the data against federal sources of information, per an established procedure.

The contractor will complete Sections I & II (see chart below)

Provide a spreadsheet that tracks Refugee Data ( see chart below)

ORR – 6

Performance Report and Annual Service Plan

Attachments F)

November 30

In order to receive Refugee Support Services (RSS) grant funding, states and Replacement Designees must submit an Annual Services Plan (ASP) in accordance with 45 CFR § 400.11(b)(2).

The information required to be reported includes the following:

• Previous year participants (ORR-eligible populations).

• The ORR grant for each category of services (categorized by RSS base or RSS set-asides, including RSS and RSS set-aside services funded by the Afghanistan Supplemental Appropriations Act, 2022 and the Additional Afghanistan Supplemental Appropriations Act, 2022 (hereinafter “ASA”), and Additional Ukraine Supplemental Appropriations Act, 2022 (hereinafter

“AUSAA”)).

• The amount contracted for service provision only.

• The target number of program participants for each service based on their time in the U.S.

• The type of agency providing the services.

• The percentage of funding to each type of agency for each category of service.

The contractor will complete a fiscal report that will capture the following.

Part I:

• Refugee

Medical Assistance Recipients ans Benefits

• RMA caseload

• RMA

termination and reason

• RMA Recipient use by cost range

Part II:

• Medical

Screening Recipients

• Timeliness if Medical Screenings

• TB Screening Completions

• Funding Source of Medical Completions

• Medical Screening Recipients Completions by Eligibility Status

Part III

• Medical

Screening Service

• Lead Screening

• Domestic

Mental Health Screening

• Parasite Screening

• Domestic Presumptive Treatment

Provide a spreadsheet that tracks Refugee Medical Assistance and Medical Screening Programs

• HIV Screening

• Domestic TB

Screening

• Domestic

Hepatitis B & C Screening

• Domestic Syphilis Screening

• Chlamydia Screening

• Domestic Gonorrhea Screening

• Primary Care Referrals

Annual Outcome Goal Plan

Attachments G)

November 30

When setting Goals, States/agencies should establish targets aimed at improving upon the previous year’s Actuals while maintaining a realistic approach to possible outcomes based upon knowledge of your state’s job market and economic environment. Other considerations include employability characteristics and/or limitations of the anticipated caseload for employment services and the various forces that impact a client’s entering employment.

A Final Completion Checklist is attached to these instructions for your convenience. This is a tool to assist you in ensuring proper completion of the Annual Outcome Goal Plan. It is for your use only and does not need to be submitted with your Annual Outcome Goal Plan: Performance Goals and Actuals and Performance Narrative.

The completed Annual Outcome Goal Plan: Performance Goals and Actuals and Performance Narrative should be submitted to RADS database.

The contractor will complete a report that will capture the following information:

• Caseload of active employable adults enrolled in employability services.

• Date that employment was entered.

• # of Refugees terminating federal cash assistance due to earnings from employment.

• # of Refugees reducing federal cash assistance due to earnings from employment.

• # of Refugees with full time employments where health benefits are offered within the first six months.

• Average hourly Wage of Refugee with full-time employment.

• # of Refugees with a 90-Day Retention Rate of Employment.

Provide a spreadsheet that tracks the Annual Outcome Goals.