State Letter #08-03
TO: STATE REFUGEE COORDINATORS
WILSON/FISH ALTERNATIVE PROJECTS
FROM: Brent Orrell
Acting Director
Office of Refugee Resettlement
SUBJECT: Supplement to State Letter #07-02
States are requested to submit data for FY 2008 formula allocation submissions via the web-based data submission system (as described in State Letter #07-02). The website will be open for file submission from February 11 until February 29, 2008.
In order to streamline and standardize the data submission process for Social Services and Targeted Assistance formula allocations, ORR developed a web-based data submission system in FY 2007 for entry of asylee and entrant data for Social Services formula allocations, Targeted Assistance formula allocations, as well as for ORR-11 Secondary Migration supporting data for refugees and entrants.
For the ORR-11, States detail the number of refugees and entrants who have resided in their State for 36 months or less as of the reporting date (September 30, 2007), and who had initially been resettled in another State (as indicated by the first three digits of their Social Security Number ( SSN)). This same timeframe is used when States report data for asylees and entrants in the Social Services files. However, asylees ARE NOT reported in ORR-11 Secondary Migration data files; only refugees and entrants are included. The Secondary Migration data files from States support the data reported on the ORR-11 forms, which were due January 11, 2008 , to Lula Tiggle (lula.tiggle@acf.hhs.gov) at ORR.
For the Targeted Assistance files, States report data for asylees and entrants who have resided in their State for 60 months or less as of the reporting date (September 30, 2007). Please note that secondary migration is not tracked for Targeted Assistance formula allocations because Targeted Assistance formula allocations are determined at the county level. Secondary migration information for Targeted Assistance should NOT be included in the ORR-11 documentation file.
The web-based data submission system allowed States to upload data files and has given ORR the ability to provide verification to States of receipt of the data, perform front-end editing to reject invalid data immediately after receipt with explanation of reasons for rejection, and allow States to resubmit corrected files. This process has ensured that States’ final data submissions are complete and correctly formatted to maximize probability of accurate data matching and formula allocations.
In preparation for FY 2008 Social Services and Targeted Assistance formula allocations:
- States should submit the name, e-mail address, and telephone number for a primary and an alternate user of the website system to Moushumi Beltangady by e-mail at moushumi.beltangady@acf.hhs.gov by COB January 18, 2008.
- States will be invited to submit asylee and entrant data for Social Services and Targeted Assistance formula allocations, as well as ORR-11 data for refugees and entrants only, between February 11 and February 29, 2008.
- The primary and alternate users identified as a result of this letter will receive instructions on use of the web-based data submission system prior to February 11, 2008, directly from General Dynamics Information Technology, ORR’s contractor for the Refugee Arrivals Data System and the web-based data submission system.
- Data submissions will take place from February 11 through February 29, 2008. This will be the only opportunity for States to submit data for FY 2008 Social Services, Targeted Assistance formula allocations and ORR-11 secondary migration. There will be no second opportunity to submit data in FY 2008, as there was in FY 2007.
Thank you in advance for your help in ensuring that ORR is able to publish timely announcements about FY 2008 Social Services and Targeted Assistance formula allocations. Please direct any questions to Moushumi Beltangady at moushumi.beltangady@acf.hhs.gov or (202) 260-3613.