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ORR-6 Performance Report

Published: October 14, 2011

ORR-6 PERFORMANCE REPORT
INSTRUCTIONS
Due
March 1
June 30
October 31

The Paperwork Reduction Act of 1995 (P.L. 104-13)
Public Reporting burden for this collection of information is estimated to average 3.875 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection information.
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General Overview

The Office of Refugee Resettlement (ORR) is authorized by the Refugee Act of 1980 [Immigration and Nationality Act, Title IV, Chapter 2 Section 412 (e)] to require that States and State-alternative Wilson/Fish refugee programs submit performance reports for refugee assistance and services provided to eligible populations. In addition, 45 CFR 400.28 says “ A state must submit statistical or programmatic information that the Director determines to be required to fulfill his or her responsibility under the Act on refugees who receive assistance and services which are provided….” In an effort to streamline reporting mechanisms and time frames across all ORR self-sufficiency programs, ORR has revised the ORR-6 Trimester Performance Report (TPR), to provide refugee programs an instrument that captures participation and performance statistics on a trimester reporting basis. The first report submission requiring the use of the revised ORR-6 Performance Report will be for the second trimester period of FY 2013, due June 30 for the reporting period February 1 – May 31. Subsequent reports are due October 31, 2013 for the reporting period June 1, 2013 – September 30, 2013 and March 1, 2014 for the reporting period October 1, – January 31.

The revised trimester ORR-6 Performance Report should be submitted for the following mandatory refugee benefits and assistance programs: Refugee Cash Assistance (RCA), Refugee Medical Assistance (RMA), formula social services (SS), formula targeted assistance program (TAP), and targeted assistance discretionary grants.

ORR uses data gathered from the ORR-6 Performance Report to determine RCA and RMA use. State-by-State RCA and RMA utilization rates derived from the ORR-6 are calculated for use in formulating program initiatives, priorities, standards, budget requests, and assistance policies. The revised ORR-6 Performance Report is intended to provide participation and performance data and does not request program expenditures for the reporting period. Also, medical screening data are used in the Annual Report to Congress to document the number of newly arrived refugees and other eligible populations accessing medical screening during the year.

Eligibility for refugee social services includes refugees, Cuban and Haitian entrants, asylees, certain Amerasians from Viet Nam who are admitted to the U.S as immigrants, certain Amerasians from Viet Nam who are U.S. citizens, and victims of a severe form of trafficking who receive certification or eligibility letters from ORR and Iraqi and Afghan Special Immigrants. Hereafter the term “refugee” is used to encompass all eligible persons participating in ORR refugee program services. Eligibility for the Unaccompanied Refugee Minors (URM) program includes refugees, as defined here, and Special Immigrant Juveniles who were in ORR’s Unaccompanied Alien Children (UAC) program or were receiving services as Cuban or Haitian entrants when they became dependent on a juvenile or family court.

SCHEDULE A: PROGRAM NARRATIVE

Please keep narrative concise and answer all applicable questions. Additional information should be included in an addendum, if necessary. The following information should be included:

  1. Report on activities undertaken during the reporting period, specifically activities intended to accomplish the annual outcome goals and objectives that the State has proposed as well as any interim objectives achieved within the reporting period. List all activities, accomplishments and challenges in the format provided.
  2. Discuss any new program initiatives, plans for program improvement and service enhancement.
  3. Discuss any data elements reported on Schedules B and C which warrant an explanation, such as noticeable increases or decreases from previous periods. Discuss any significant changes in refugee employment or other service outcomes, in regards to the numbers of refugees accessing RCA/RMA.
  4. Provide detailed breakdown of new RCA enrollments in the reporting period by entering the number of new refugee arrivals, secondary migrants, Matching Grant clients who exited the program and applied for RCA, and refugees who may have been self-sufficient, but lost their job and re-applied for RCA.
  5. Provide number and reasons for any exemptions from registration for employment services by RCA recipients during the reporting period.
  6. Discuss any results in medical screening and health assessments (e.g. timeliness, best practices and innovative methods and procedures). Respondents should include in both the narrative and on supplemental charts additional information about initial health assessments, medical screenings (number of refugees screened in given timeframes, broken down by gender and the main reasons if not screened), treatments, follow up (numbers of adult refugees referred for follow up and number of refugee non-URM children referred to primary care) and other information that profiles the health and medical conditions of the refugee population (provide top health issues for all refugee health referrals), high cost medical events covered by RMA,  as well as plans and initiatives to address specific health issues to improve health services to refugees (training, new procedures and protocols, etc.).
  7. Discuss any planning and preparation activities for emergency operations and continuity of operations in the event of a pandemic influenza or other disaster, including date of the last update of the plan and any activities in the reporting period.
  8. Indicate what outcome measures the State uses to measure performance among vendors, such as performance targets, performance improvement measures, etc.
  9. List monitoring activities undertaken during the reporting period, including agency names, programs, locations, dates, and purposes. Attach summaries or copies of monitoring reports and any corrective action plans required by the State and provide reasons if not including monitoring reports.
  10. Discuss results of corrective action plans implemented during previous periods.

SCHEDULE B: CASH AND MEDICAL ASSISTANCE, MEDICAL SCREENING

Period
Indicate the numbered period (1, 2, 3) that corresponds to the reporting period represented in the report.

Fiscal Year
Enter the last two digits of the Federal fiscal year represented in the report.

State/Grantee
Enter the name of the State, or name of grantee if not a State, that is providing the data.

Date
Enter the date the form is completed.

I. Refugee Cash Assistance (RCA)

Item I.A. Previous RCA recipients still active in this reporting period
Enter both the number of cases and the number of persons who were reported as RCA recipients in the previous reporting period and are still receiving RCA in this reporting period, even for a portion of the reporting period.

Item I.B. New RCA recipients during this reporting period
Enter the unduplicated number of both persons and cases added to RCA during this reporting period who were not reported in the previous reporting period.

Item I.C. Total number of RCA recipients during this reporting period
Enter both the number of persons and the number of cases who were on RCA at any time during this reporting period.

Please Note:  A + B should equal C.

II. Refugee Medical Assistance (RMA)

Item II.A. Previous RMA recipients still active in this reporting period
Enter the number of persons who were reported as RMA recipients in the previous reporting period and are still RMA recipients in this reporting period.

Item II.B. New RMA recipients during this reporting period
Enter the unduplicated number of persons added to RMA during this reporting period who were not reported in the previous reporting period.

Item II.C. Total number of RMA recipients during this reporting period
Enter both the number of persons and the number of cases who were on RMA during this reporting period.

Please Note:  A + B should equal C.

III. Medical Screening

Data reported on Schedule B for Medical Screening represent the total number of individuals accessing medical screening during the reporting period. Medical screening is defined as an evaluation for specific diseases or disorders included in the State's screening protocol applied by State, county or local medical services. Although Schedule B is intended to capture data pertaining to Refugee Cash and Medical Assistance, ORR is also interested in the total number of refugees receiving medical screening in the reporting period. Therefore, States and Wilson-Fish agencies are requested to report on the total number of medical screenings as well as the number of medical screenings funded by RMA. 

Item III.A. Total number of recipients of medical screenings during reporting period
Enter the total number of recipients of medical screening during the reporting period regardless of funding source.

Item III.B. Recipients of medical screenings during reporting period funded by RMA
Enter the number of recipients of medical screening during the reporting period funded by RMA. 
Note: This number should be a subset of Item III.A.

SCHEDULE C: SERVICES REPORT: EMPLOYMENT SERVICES

Numbers of participants in On-the-Job Training (OJT), English Language Training (ELT), vocational and skills training activities as well as all other services are to be reported on Schedule C: Employability Services. States should report Refugee Social Services, Targeted Assistance Formula, and Targeted Assistance Discretionary on separate Schedule C’s (e.g. there should be a separate Schedule C for Refugee Social Services Program and a separate Schedule C for Targeted Assistance Formula , etc.)

Employment Services
Schedule C: Page 1 is used to report outcomes from employment services funded by ORR to eligible populations under 45 CFR 400.154 (a) ONLY. This report includes employment services outcomes from each ORR grant that has an employment services component – namely, the social services formula program, the formula targeted assistance program (TAP), and some employment-focused discretionary grants (e.g. targeted assistance discretionary grant). The term “Employment Services” includes “development of a family self-sufficiency plan and an individual employability plan, world-of-work and job orientation, job clubs, job workshops, job development, referral to job opportunities, job search, and job placement and follow up”, as stated in 45 CFR 400.154 (a). The employment services outcomes reported on this form are those directly related to job placements (e.g. direct services provided in accordance with employability plans to enable an individual to obtain employment).

Period
Indicate the numbered period (1, 2, 3) that corresponds to the reporting period represented in the report.

Fiscal Year
Enter the last two digits of the Federal fiscal year represented in the report.

State/Grantee
Enter the name of the State, or name of grantee if not a State, that is providing the data.

Date
Enter the date the form is completed.

Grant # and Name
Enter the grant number and grant name corresponding to the caseload data provided. If the services reported are funded by formula programs, only the name of the grant is needed. If reporting caseload and outcomes data for a discretionary grant program, provide the grant name and number.

A. RCA Employment Data

Item A1. Total Number
Enter the total number of RCA recipients who received RCA at any point during the first 240 days since arrival and who reached 240th day of arrival during this reporting period.

Item A2. Grant Terminations due to income from employment prior to the eight month limit
Enter the total number of RCA terminations due to income from employment only for RCA recipients that reached their 240th day in the reporting period weather termination occurred in the reporting trimester or at any point earlier. Do not include any other termination, such as sanction, out-migration, time expiration, etc. Since refugees reach only once their 240th day, this data should be unduplicated throughout the fiscal year. If a refugee has obtained a job in the last month before the 240th day, but has already received RCA payment for that month, then refugee would not be counted for this report area. A grant termination is defined as the closing of a cash assistance case due to earned income from employment in an amount that exceeds the State's eligibility standard for the case based on family size, rendering the case over-income for cash assistance.

B. Entered Employment and Cash Assistance Status

Entered Employment is defined as the entry of an active employment services participant into unsubsidized employment for at least one day during the period. As described above, an active participant is defined as a person with whom the provider has direct, regular contact for the purpose of providing employment services during the reporting period. Data reported in this item should be unduplicated for the reporting period. States/grantees should report only one entered employment during the period in this item for each active employment services participant. Include in this item those active participants who were placed directly by a service provider through a documented referral, those who obtained employment on their own, and those who entered unsubsidized employment as a result of On-the-Job Training (OJT). An individual participating in OJT may not be counted in “entered employment” until the period of subsidized employment is completed and the employer has agreed to retain the individual in an unsubsidized permanent position. Unsubsidized job placements that occur while an active participant is enrolled in English Language Training (ELT) or when an active participant completes Vocational Training (VT) are counted as entered employments in the reporting period in which they occur.

Remember: At the time an active employment services participant is placed in employment, verification of the individual's cash assistance status and date of arrival is required. Time elapsed from arrival in the U.S. to the “Entered Employment” date is to be calculated at this time for each job placement.

The State/grantee may count only one placement per period for any client, but the State/grantee may enter another placement for the client in a subsequent period.

Item B.1. Total Number
Enter total number of employment services participants for each B.a., B.b., B.c., B.d. The sum of B.a. through B.d. should total in line B.e. representing total employment services caseload at the time of this report. The caseload consists of only active employment services participants as defined in 45 CFR 400.154 (a) ONLY. An active participant is defined as a person with whom the provider has direct, regular contact for the purpose of providing employment services as defined in 45 CFR 400.154 (a). For example, according to 45 CFR 400.75 (a) 1., an RCA client, unless exempt from employment services as detailed in the State Plan, is required to enroll in employment services [as defined in 45 CFR 400.145 (a)], and, therefore, should be included in the total caseload. Information on Matching Grant Program clients should not be reported in the Total Employment Caseload count.

Item B.2. Full-time
Enter the number of full-time job placements during the reporting period by cash assistance status (RCA, TANF, Other CA, and No CA, as described below), and  time elapsed from date of entry in the U.S. to date of entered employment. Full-time is defined as 35 hours or more per week.

Item B.3. Part-time
Enter the number of part-time job placements during the reporting period by cash assistance status (RCA, TANF, Other CA, and No CA, as described below), and  time elapsed from date of entry in the U.S. to date of entered employment. Part-time employment is defined as fewer than 35 hours per week.

Item B.4. Grant Terminations
Enter the number of grant terminations achieved through entered employments by cash assistance status (RCA, TANF, Other CA, and No CA, as described below), and  time elapsed from date of entry in the U.S. to date of entered employment.

A grant termination is defined as the closing of a cash assistance case due to earned income from employment in an amount that exceeds the State's eligibility standard for the case based on family size, rendering the case over-income for cash assistance.

If the net earned income exceeds the eligibility standard, the case should be considered a grant termination.

Item B.1. 2. 3. 4 c. 1-4 Other CA (cash assistance)
Other cash assistance refers to financial assistance programs existing in a State or local jurisdiction which: (a) is funded entirely by State and/or local funds; (b) is generally available to needy persons residing in the State or locality who meet specified income and resource requirements; and (c) consists of a one-time emergency, or ongoing assistance intended to meet basic needs of recipients, such as food, clothing, shelter, medical care, or other essentials of living.

Item B.1. 2. 3. d. 1-3 No Cash Assistance
No cash assistance is used to distinguish refugees who enter employment before receipt of cash assistance, such as refugees in their first month after arrival and others who are no longer eligible for assistance such as working clients who receive a job upgrade, clients who follow their spouses into the workforce after benefits are terminated, and clients who do not find work until after termination of assistance. For example, a refugee who finds full-time employment in the first month would be reported in item B.1.d.1., as would a Targeted Assistance Program (TAP) client no longer receiving cash assistance but accessing targeted employment services for job upgrades, etc.

Total
At the bottom of Item B. on the Total line; enter the sum of each vertical column numbered 2-4.

C. Average Hourly Wage at Employment Entry
Enter the average hourly wage at the time employment begins for all full-time and part-time individuals entering employment in the reporting period. 

To calculate this wage, add the hourly wage for all individuals placed in full-time, unsubsidized employment as reported in the Total for Item B.2. and divide the sum by the total number of individuals who entered full-time employment as reported in Item B.2. Use the same methodology to calculate average hourly part-time wages using the data reported in the Total for Item B.3. (part-time).

Note: If the refugee is placed in multiple jobs during the reporting period, you may use the highest wage earned. Hourly wages may be converted from monthly wages or from piece rates or a combination of both. If piece rates are used, determine the expected number of items to be produced in an hour and multiply it by the piece rate quoted by the employer at the time of placement.

D. Health Benefits Available
Enter the number of refugees entering full-time employment where health benefits are offered.

This item captures data on the availability of health benefits for those individuals who entered full-time employment. This is not a measure of how many individuals elect to enroll in health benefits, but rather how many jobs offer this option, either at placement or within 6 months of placement. Benefits should be considered available if self-only coverage is available to the employee even if coverage is not extended to the employee's family members. Benefits are considered available without regard to whether the employee must contribute to the premium.

Note: If the refugee is placed in multiple jobs during the reporting period, you may count any employment opportunity that offered health benefits. 

E. Employed 90 Days Later
Enter the number of individuals by category of employment (full- or part-time) and cash assistance status (RCA, TANF, Other CA, or No CA), as verified at the time of the original placement, who were employed on the 90th day after entering employment.

This item is a measure of continued participation in the labor market, not retention of a specific job. "Employed 90 Days Later" means that an individual is working for wages on the 90th day after having entered employment at any unsubsidized job. Where there have been multiple placements with the same individual within the same reporting period, the date of the first employment entry is the start date for calculating the 90-day follow-up. An individual who is on strike on the 90th day is considered employed. An individual who has been laid off and does not anticipate returning to the same employer within 30 days is considered unemployed.

The data on 90-day retentions are reported in the same categories as the original entered employments based on the category of cash assistance that the individual was reported as receiving at the time of entry into employment. Cash assistance status is not to be re-verified at the 90th day from date of entered employment.

Total
At the bottom of Item E. on the Total line, enter the sum of each vertical column numbered 1-2 by category of assistance (1. Full-time entered employment and 2. Part-time entered employment).

SCHEDULE C: SERVICES REPORT: EMPLOYABILITY SERVICES

Remember: A separate Schedule C: EMPLOYABILITY SERVICES should be completed for each ORR funding source.

Reporting Period
Indicate the period (1, 2, 3) that corresponds to the reporting period represented in the report.

Fiscal Year
Enter the last two digits of the Federal fiscal year represented by the report.

State/Grantee
Enter the name of the State or name of grantee if not a State that is providing the data.

Date
Enter the date the form is completed.

Grant # and Name
Enter the grant number and name. A separate Schedule C: EMPLOYABILITY SERVICES should be used for each funding source.

Items 1-5: Employability Services
Enter information on numbers of participants in ELT, OJT, skills training, case management and other employability services in sections 1-5.

A. Total unduplicated active participants for this reporting period
Active participant means a person with whom the provider has direct, regular contact for the purpose of providing the service contracted during the reporting period. Count and report each active participant once per period. “Months in the U.S.” are calculated as the time elapsed from the date of entry in the U.S. (or eligibility conferred by grant of asylum or certification for victims of trafficking) to the date of service provision.

B. Completions
Enter the unduplicated number of individuals who completed a structured course of instruction or the unsubsidized portion of OJT employment during the reporting period.

Employability Services
Schedule C: EMPLOYABILITY SERVICES is to be used to report information on participation levels of employability services. “Employability Services” means “services as specified in 45 CFR 400.154, designed to enable an individual to obtain employment and to improve the employability of work skills of the individual.” These services may be any of the employability services described in 45 CFR 400.154 (b) - (k). The definition of these services is as follows:

English Language Training (ELT):English language training for non-native English speakers is a course of instruction in English with an emphasis on acquisition of survival and employment-related reading, writing, listening, and speaking skills. Enter total number of participants, and breakdown by number of participants by age group, type of service and time elapsed from date of entry in the US.

On-the-Job Training (OJT): On-the-Job Training is placement of an employable adult refugee in subsidized employment funded by ORR for a period of time after which the employer has agreed to hire the OJT trainee in permanent unsubsidized employment. Enter total number of participants, and breakdown by number of participants by age group, length of training they participate in, and time elapsed from date of entry in the US.

Skills Training: Skills training is training of a short-term duration designed to teach refugees specific job-related skills that prepare them for a specific job or type of employment, such as nurse’s aide, electronic assembly, or power sewing. Enter total number of participants, and breakdown by number of participants by age group, length of training they participate in, and time elapsed from date of entry in the US.

Case Management: Case management is defined as the determination of specific service(s) to which to refer a refugee in accordance with an employability plan, referral to such service(s), and tracking of the refugee’s participation in such services. Enter total number of participants, and breakdown by number of participants by age group, type of service and time elapsed from date of entry in the US.

Other Employability Services: Other employability services include activities outlined in 45 CFR 400.154 (b), (g), (h), (i), and (k) – namely, employability assessment, child care, transportation, interpretation/translation, and assistance obtaining an Employment Authorization Documents (EAD). Enter total number of participants, and breakdown by number of participants by type of service and time elapsed from date of entry in the US.

Schedule D:  Unaccompanied Refugee Minors (URM) Program

This schedule should only be filled out by states who currently operate a URM program approved in their State Plan pursuant to 45 CFR 400.5(e). 

When referring to "minors" or “youth” this schedule means both children under the age of 18 and youth over the age of 18 who are receiving and/or have received placement and/or services (including independent living and education or training benefits and services) funded by the ORR Cash and Medical Assistance grant. 

Do not include care for children in federal custody, or care provided for refugee children by Title IV-E funds in this schedule.

I. Current Population – Submit a separate Schedule I for each URM program location.

  1. Youth in URM funded placement and/or services at end of previous reporting period: Enter the number of youth whose placement and/or services was funded by ORR at the end of the previous reporting period (e.g. the number from Item 4 of the previous reporting period).
  2. Entered URM program: Enter the number of youth who were placed in the URM program during the reporting period. Also include youth who were previously enrolled, terminated and then re-entered URM-funded placement and/or services (including independent living and education or training benefits and services) during the reporting period; such youth must be eligible to return to the program according to the State’s Title IV-B plan. If including re-entered youth, provide a narrative explanation in line one of Section III (Narrative) of Schedule D.
  3. Left URM program: Enter the number of youth who left care during the reporting period. Do not include youth who left the URM program during the reporting period but whose case remains open because the state, county or agency must retain legal responsibility according to state child welfare laws, regulations or Title IV-B plan (i.e. a child under the age of 18 who ran away).
  4. Youth in URM funded placement and/or services at end of this reporting period: Enter the number of youth in a placement and/or receiving services (including independent living and education or training benefits and services) funded by ORR at the end of the current reporting period (e.g. 1 + 2 – 3 = 4).

II. Placement Capacity Chart

Submit a separate Schedule I for each URM program location. Provide a narrative explanation of any data elements that warrant explanation in line 2 of Section III (Narrative) of Schedule D, including any  numbers placed in the “other” column (describe what “other” means).

  1. Youth currently in URM program: Enter the number of youth currently in URM funded placement and/or services (including independent living and education or training benefits and services) broken down into the following categories: foster homes, therapeutic foster homes, group homes, semi-independent living, independent living, residential treatment centers and other.

    For independent living, include only those youth who manage their own living arrangements and are no longer receiving placement via the URM program, but continue to receive an ORR-funded independent living service or benefit, including education or training vouchers. For example, the independent living category could include youth who receive an ORR-funded living allowance or stipend and live in an apartment, with a former foster family, or in another living arrangement. Or it could include a youth who receives only an education or training voucher, without a stipend specifically for living expenses. If a youth has aged out of foster care but the state, county or URM provider agency itself arranges and directly pays for his or her placement, including in an apartment or with a family, count that youth as in a semi-independent placement.

    If a youth has been in more than one location during the reporting period, only list the placement that the youth is currently in.  Do not report more than one placement for one youth.   The number in the “total” column is the same as in the last cell of the table in Section I, “Current Population.”
     
  2. Available placements: Enter the number of open and available placements in the following categories, as of the end of the reporting period. Do not include placements which are currently in use by youth represented in line one of the Placement Capacity Chart. Include only those placements which are open and available to serve URM youth.

    If the URM provider agency has a pool of foster homes which are used for URM youth as well as children in ORR’s Unaccompanied Alien Children (UAC) program and children referred by the state or county child welfare agency, do not include the full pool of possible placements when reporting “available placements.” Provide a best estimate for the number of placements which could realistically be used to serve URM youth.  For instance, if the URM provider agency has a contract or a plan to place a certain number of UACs, or children referred by the state, subtract the estimated number of children from other referral sources who are likely to be served from the total of “available placements.” Report the remainder as placements that are open and available for the placement of URM youth.

    Include the number of open and available placements that could be used for URM youth (i.e., placements that are not reserved or needed for other children), even if it exceeds the number that the URM provider agency expects to receive in referrals of URM youth.

    List all placements that are open and available for the placement of URM youth, even if there are administrative or other constraints to using some of the placements at this point in time (i.e. a cap in the agency’s contract or child-placing license, budget limitations, insufficient staff to meet required staff to child ratios, foster family schedules or preferences, etc). Provide, in line 2 of Section III (Narrative) of Schedule D, an explanation of how such constraints affect the number of URM youth that can be served in the near future, and any efforts to remove constraints and facilitate placement of URM youth. 
     
  3. Placements in development: Enter the number of placements which are in development as of the end of the reporting period, and which could possibly become available to serve URM youth in the next couple of trimesters.  For example, include an estimated number of placements from the pool of families who are actively involved in the training and licensing process, and who may eventually serve URM youth.  However, do not count individuals who have called to inquire about becoming foster parents, but who have not yet started the training and licensing process.

    If a URM provider agency is developing a group home, list the number of potential placements on line 3 once planning is sufficiently advanced so that children may be placed in the group home within the next couple of trimesters.  If a state, county or URM provider agency is making arrangements with a group home or RTC to place a certain number of URM youth (via sub-contract or another mechanism), include the number in the appropriate column for line 3 for “placements in development” once it is likely that URM youth could be placed within the next couple of trimesters.

    If the state has just begun discussions with a potential provider and needs much more time for planning before prospects are known, provide an update in line two of Section III (Narrative) of Schedule D but do not provide an estimated number of placements on line 3 of the Placement Capacity Chart for “placements in development.”
     
  4. New placement capacity:  Enter the number of new placements that were added for URMs during the reporting period, to include the number of placements available in newly licensed foster or groups homes, as well as placements made available through new service providers during the reporting period, such as through memoranda of understanding or other mechanisms. Placements listed in line four for “new placement capacity” may be counted in line one for “youth currently in URM program” or line two for “available placements,” but should not be counted on line three as a “placements in development” (i.e., they are no longer in development).

III. Narrative Section - Respond to the questions in Schedule D narrative section.

  1. Discuss data elements reported in Section I of Schedule D (Current Population) that warrant an explanation. Provide detail by program location. Include noticeable increases or decreases from previous periods. State the number of youth who, at the end of the reporting period, were no longer receiving placement services but only independent living benefits and/or services funded by ORR, such as education and training benefits. Indicate if either of the following occurred during this period: 1) a youth left a URM program but the case remains open because state, county or agency must retain legal responsibility i.e. a child under the age of 18 who ran away), or 2) a youth re-entered care after a prior termination. Additionally, regarding youth who left care, have they left care for reasons other than permanency or emancipation? If so, discuss emerging trends (i.e. lack of employment opportunities, no vocational programs, etc.).
     
  2. Discuss data elements reported in Section II of Schedule D (Placement Capacity Chart) that warrant an explanation, including any numbers placed in the “other” column. Provide detail by program location. Discuss recent progress or obstacles in developing placement capacity (i.e. diversifying placement types, recruiting foster families, networking or developing memoranda of understanding with new service providers, etc.). Describe recent efforts to add therapeutic or specialized group home placements, and to recruit foster homes reflective of the ethnicities, religions, cultures and languages of the youth being referred to the URM program. Describe languages and cultures represented among existing foster families. Describe administrative and other constraints to using open and available placements (i.e. a cap in the agency’s contract or child-placing license, budget limitations, insufficient staff to meet required staff to child ratios, foster family schedules or preferences, etc). Explain how such constraints affect the number of URM youth that can be served in the near future, and describe any efforts to remove constraints and facilitate placement of URM youth.
     
  3. Discuss significant developments in the administration of your program (i.e. program staff turnover, administrative changes in counties, the local courts ability to establish legal responsibility, changes in state child welfare law, amendments to the State's Title IV-B plan, etc.). Discuss significant increases or decreases in program expenditures, as well as trends contributing to these changes.  Provide detail by program location.
     
  4. Discuss program initiatives and accomplishments in the reporting period (i.e., establishing a youth council, developing an administrative review system for children in private custody, securing relevant training for staff or foster parents).  Provide detail by program location.  Include success stories of youth in the program.
     
  5. Discuss emerging problems or challenges that affect the operation of the URM program (i.e. enrolling URM youth in school; lack of access to interpreters, culturally appropriate mental health service providers, pro-bono attorneys, etc.). Describe ideas or plans for addressing challenges, as well as barriers to resolution on the state or program level. Provide detail by program location. 6. List monitoring and/or licensing activities occurring during the reporting period including the date, monitoring agency’s name, location and purpose. Attach summaries or copies of monitoring reports and any corrective action plans required by the State or county. Discuss recent results of corrective actions implemented during previous periods; provide detail by program location. If applicable, attach documentation of license renewal.