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Case File Documents
Services and Timelines
Required Supplies
Changes to the 2023 Cooperative Agreement
Miscellaneous
100

For which clients do we need a service plan on file?

All of them, even the kids!

100

How long is the R&P period?

90 days from arrival

100

How do you complete a Home Supply List?

Note the number of all of the supplies on the form present in the home, whether LFS supplied it or it was donated/already there!

100

When are we required to provide clients with information about how to contact their case worker and 911?

Upon arrival

100

Who funds the R&P program?

US Department of State Bureau of Population, Refugees, and Migration --> Lutheran Immigrant and Refugee Service (LIRS) --> LFS

200

What is the assurance form?

A written commitment that we will ensure the provision of the core services specified in the cooperative agreement for the refugee(s) case. We submit this information in IRIS and the finalized form must be in the case file.

200

Are we required to provide transportation to job interviews and job training during the R&P period? 

Yes!

200

What are we required to an R&P client on arrival?

Transportation to fully furnished living quarters, culturally appropriate ready to eat meal, seasonal clothing, emergency contact information, appropriate language interpretation.

200

What is the new minimum amount of R&P that we are required to spend per client?

$1075

200

Name 4 cultural orientation topics.

  • Role of the Affiliate/Agency
  • Refugee Status
  • English
  • Public Assistance
  • U.S. Laws
  • Your New Community
  • Employment
  • Health
  • Budgeting and Personal Finance
  • Housing
  • Hygiene
  • Safety
  • Cultural Adjustment
  • Education
  • Transportation
300

What is the Promissory Note?

When refugees are admitted to the United States for resettlement, their travel is arranged under a loan program by the International Organization for Migration. Refugees sign a promissory note stating that they will repay the interest-free loans to cover the cost of airline tickets over a predetermined period. A copy of this form must be included in the case file.

300

What are the requirements for "“Appropriate language interpretation/translation" (who can interpret, in what languages, and how long is this required)?

Interpretation/translation which allows for communication with the refugee in his/her native language, if possible, or in a common language in which the refugee is fluent. 

Appropriate language interpretation/translation that promotes gender equality shall be provided by an individual who is not associated with the refugee (i.e., family member, U.S. tie). A U.S. Tie can interpret if necessary for airport pickup.

In-person interpretation is preferred, although telephonic interpretation may be used, if necessary.

Required throughout the R&P period.

300

How much food do we have to provide to a newly arrived case?

1. Culturally appropriate, ready-to-eat food available on arrival, plus one (1) day’s additional food supplies and staples (including baby food as needed).

2. Within one (1) day of arrival, food or food allowance at least equivalent to the prorated food stamp allocation for the family unit and continued food assistance until receipt of food stamps or until the individual or family is able to provide food for himself, herself, or themselves.

300

Do we have to do a Home Supply List for temporary housing?

Yes. If all furniture and household items cannot be provided for temporary housing, Home Supply Lists must clearly note the missing items, and then either on the form or in a case note explain the reason why the item was missing. Beds, bath towels, toiletries, and baby items must always be available to refugees at arrival.

300

What is the Quarterly Consultation (QCC)?

A quarterly meeting with the resettlement agencies and state and local government officials concerning the intended distribution of refugees before their placement in those localities. 

Local participation should include, at minimum, representation from the following offices: state refugee coordinator; state refugee health coordinator; local governance (city and/or county, as applicable); and local and/or county public health, welfare and social services, public safety, and public education.

400

What is a Suitability Determination for minor cases, and when does it need to be completed?

An assessment (that must be reported directly to LIRS) of:

  • the nature and extent of any previous relationship between the child and the family unit prior to the minor’s arrival in this country
  • the nature and extent of the current relationship between the child and others in the family unit
  • whether the family unit is willing and able to provide ongoing care and supervision of the child, and how the family plans to provide for the child
  • the family unit’s understanding of and intentions regarding securing legal responsibility for the child
  • the requirements of state law, including whether the family unit must be licensed as a foster care provider or must acquire legal custody or guardianship so that the child may legally remain in the household.

The suitability determination shall be conducted prior to submitting a sponsorship assurance for minors whose designated caregivers are already in the U.S. (codes M5, M6, M3) and within seven (7) days of arrival for minors who are traveling with relatives or other caretakers.

400

SIVs are able to travel to the US independently and walk in to our office to request services. What is the timeline for R&P services for a SIV walk-in, after LIRS has approved their R&P benefits?

Date of assurance should be considered as date of arrival for provision of core services. R&P funds must be distributed by 90th day from arrival.

400

Name 5 required supplies for a new home setup.

  • Beds (bed frame and spring, and mattress) appropriate for age and gender composition of family; one set of sheets for each bed; blanket or blankets for each bed as seasonally appropriate; and one pillow and pillowcase for each person.
  • A set of drawers, shelves, or other unit appropriate for storage of clothing in addition to a closet in each bedroom, unless each bedroom closet has adequate shelving to accommodate clothing.
  • One kitchen table per family and one kitchen chair per person.
  • One couch, or equivalent seating, per family, in addition to kitchen chairs.
  • One lamp per room, unless installed lighting is present and adequate, and light bulbs.
  • One place setting of tableware (fork, knife, and spoon) and one place setting of dishes (plate, bowl, and cup or glass) per person.
  • Food preparation utensils to include at least one saucepan; one large pot; one frying pan; one baking dish; mixing/serving bowls; one set of kitchen utensils (such as spatula, wooden spoon, knife, serving utensils, etc.); and one can opener per family, and additional items appropriate to family size and composition.
  • One bath towel per person
  • One alarm clock (cell phone alarm meets requirement).
  • Paper, pens, and/or pencils.
  • Cleaning supplies to include: dish soap, bathroom/kitchen cleanser, sponges, cleaning rags and/or paper towels, laundry detergent, two waste baskets, mop or broom, and trash bags.
  • Toiletries to include: toilet paper, shampoo, soap, one toothbrush per person, toothpaste, and other personal hygiene items as appropriate. These items should be new.
  • Baby items as needed.
400

Who in a family can we expect to share the same bed?

Married couples or young children of the same gender. Clients can also express a preference for other family members to share a bed, but we cannot expect them to.

400

What are R&P flex funds, and how much flex funds do we receive per client?

$200 in additional R&P funds per client, which can be spent on ANY R&P case. At LFS Denver, we give more flex funds to smaller cases (single cases get $1550 in R&P), and larger cases don't receive flex funds (families 4 people or larger receive only the minimum $1075/person).

500

What is an R&P Period Report? When does it have to be completed?

A report to LIRS for each R&P case reporting:

  • if all R&P core services were made available to the refugee in accordance with the Cooperative Agreement
  • whether the refugee household had income in excess of expenses at the end of the R&P period
  •  if each refugee was enrolled in state-funded or other appropriate social services
  • the social security number for each refugee in the case

R&P reports are due on the 15th of the month in the month following the R&P 90th day.

500

Name the correct due date/timeline for 5 of the following services:

  • Home visits
  • Intake
  • Social security card application
  • Application for cash assistance
  • Application for health insurance
  • Application for food stamps
  • Enrollment in other relevant services (WIC, SSI, LEAP)
  • Enrollment in ESL
  • Enrollment in employment services
  • School registration
  • Registration for selective service (for eligible male clients)
  • Providing information on AR-11 requirements
  • Filing AR-11, USPS, selective service change of address
  • Provide information on LPR status and family reunification options, and assist with AOR application
  • Completion of service plan
  • Health screening (general)
  • Health services (class A)
  • Cultural orientation
  • Home visits (24 hour for each housing change, 30 day)
  • Intake (5 working days)
  • Social security card application (7 working days after receipt of EAD - need to assist clients earlier if EAD delayed)
  • Application for cash assistance (7 working days)
  • Application for health insurance (7 working days)
  • Application for food stamps (7 working days)
  • Enrollment in other relevant services like WIC, SSI, LEAP (90 days)
  • Enrollment in ESL (30 calendar days)
  • Enrollment in employment services (30 calendar days)
  • School registration (30 calendar days)
  • Registration for selective service for eligible male clients (30 calendar days)
  • Providing information on AR-11 requirements (within 10 days of moving)
  • Filing AR-11, USPS, selective service change of address (within 10 days of moving)
  • Provide information on LPR status and family reunification options, and assist with AOR application (90 days)
  • Completion of service plan (30 calendar days)
  • Health screening (general) (30 calendar days, or 90 days with documented reason for delay)
  • Health services (class A) (7 calendar days for physical disorder, 30 calendar days for mental disorder)
  • Cultural orientation (90 days)
500

Give 3 requirements for decent, safe, and sanitary housing.

  • Free of visible health and safety hazards and in good repair
  • Include identified and accessible emergency escape route(s); fire extinguishers in accessible locations where required; working locks on all windows and outside doors; appropriate number of working smoke detectors; windows in working order; adequate heat, ventilation, lighting, and hot and cold running water in working order; electrical fixtures in good repair.
  • Minimum habitable area for each occupant, including number of bedrooms or sleeping areas.
  • Has stove, oven, refrigerator, sink, flush toilet, and shower or bath in good repair.
  • Has easily accessible storage or disposal facility for garbage.
  • Free of rodent and insect infestation.
  • In cases with disabilities, housing is free of, or permit the removal of, architectural barriers and otherwise accommodate known disabilities, to the extent required by law.
  • To the extent possible, the family should be able to assume payment of rent at the end of the R&P period, based upon projected family income from all sources. The family should be left with sufficient resources for other essential expenses (food, transportation, utilities, etc.) after rent payments made.
500

What documentation do we need on file for compliance with social security applications, and within what timeline?

Application for, or tracking of, social security card(s) within seven (7) working days of after receiving the Employment Authorization Document (EAD) from USCIS. Delays in tracking the issuance of and/or applying for the social security card(s) due to the issuance of the EAD cards should be documented in the case file. Affiliates will be required to maintain the following within case files: Copies of the EAD receipt of application notification must be placed in the case file as proof of documentation.

500

Name two of the R&P performance outcomes.

1. Refugee is in a safe, stable environment.

2. Refugee can navigate appropriate and relevant systems

3. Refugee family is connected to means of ongoing support for self/family

4. Refugee understands surroundings and situation.