Responding to inquiries from the media
Why do facilities generally do not do media tours when children are present?
To maintain the privacy, security, and well-being of the children.
TRUE OR FALSE: The minor's legal team must inform them of their right to contact their consulate and give each child reasonable access to a telephone and contact information for their consulate.
False; ORR policy states that the care provider must do this. (5.4.2)
Complete the Sentence: Care providers must establish an __________ to periodically (once per quarter, at the minimum) review individual case files for completeness and accuracy.
internal file review system
What does the acronym CLE stand for?
Child Level Event
UAC Bureau records are the property of WHOM???
ORR
P&As (Protection and Advocacy) represent what party?
Children in care that have a disability. Every state has one!
If a child requests a visit with their consulate who arranges it?
Their case manager!!!
What is Desk Monitoring and why is it important?
Ongoing oversight based on the HHS grants management model, which includes monthly check-ins with the care provider’s ORR/Project Officer (PO), regular record and report reviews, financial/budget statements analysis, and communications review.
It ensures compliance with policies and procedures, and it allows people to follow-up on SIRs, ORR staff can also request facility case files and spot check them for accuracy and completeness.
Are all CLE's fully verified events? Yes or no, please explain
Unless otherwise stated, the information may not be fully verified. It could be ongoing and may require addendums.
What must requesters complete in order to obtain their records?
Authorization for Release of Records (ARR) (PDF) and submit the form and any required supporting documentation to UCRecords@acf.hhs.gov for ORR approval in advance of receiving records.
Complete the sentence: ORR is committed to public ____ and ______.
transparency; accountability
Fill in the blank: Consulate access to a child depends on whether the child is from a country requiring “_______”
mandatory notification
ORR monitoring activities include what?
Desk Monitoring, Routine Site visit monitoring, site visits in response to PO or other requests, and monitoring visits.
What is the difference between a CLE and a PLE?
A CLE are incidents, events, and observations that affect individual children, while PLEs affect the entire care provider facility and/or children and staff within.
Can a child in ORR custody request their own case file? If so how?
YES; they or their care provider must fill out the ARR form
What is the difference between a tour and a visit?
A tour is a presentation of the physical ORR care provider facility, accompanied by program staff. A tour does not include interactions with children at the facility unless previously approved.
A visit refers to an approved party meeting with specific children in ORR care. Visits do not involve a tour of the facility.
If the child is from a country not requiring mandatory notification, the care provider must attempt to make contact with the ________________ to seek permission for the child to meet with a consulate official.
the child’s parent or legal guardian
Name 5 items that a child's case file MUST include
Unaccompanied Child Information, Placement Documents, Legal Information, Medical Records, Educational Services, Case records, Clinical/Mental health Records, Incident Reports, and Discharge/exit INFO
ORR defines significant events as...
Significant incidents are...
1. Situations that may immediately affect the safety and well-being of an unaccompanied minor
2. observations that may affect how a care provider can best meet a child’s needs while in care.
How long does it take for ORR to fulfill case file requests?
Within 40 calendar days of receiving the complete request. However, that might be extended if they have a high volume of requests
What is best practice for talking to the media? Please name two!
Develop talking points, direct media to the ORR website, and prepping individuals who are handing press inquiries to answer common questions
According to ORR policy, if the parent or legal guardian is unavailable or unable to respond within 72 hours of the request, the care provider may presume the visit is authorized. What happens if the child refuses or is claiming credible fear/seeking asylum?
The care provider must deny the consulate access to the specific child
True or False: Records cannot be accessed outside of the United States by any entity within or outside of ORR
True
When must the care provider must automatically disclose the type of SIR or Emergency SIR requiring the referral (but not the SIR itself) in the email referral to the LSP or attorney of record.
When the child is 13 years old or younger, or has a diagnosed developmental disability
Why might ORR process an expedited records request within 7 calendar days? State at least 3 reasons why!