State Letter #11-03
Data Submission Procedures for FY 2011 Social Services and Targeted Assistance Grant Formula Allocations
TO: STATE REFUGEE COORDINATORS
NATIONAL VOLUNTARY AGENCIES
OTHER INTERESTED PARTIES
FROM: Eskinder Negash, Director
Office of Refugee Resettlement
SUBJECT: Data Submission Procedures for FY 2011 Social Services and Targeted Assistance Grant Formula Allocations
This State Letter provides the timeline and requirements for data submission for the FY 2011 Social Services and Targeted Assistance grant formula allocations, via the ORR Data Submission Website. The website will be open for file uploads from February 28 to March 14, 2011.
The ORR Data Submission Website is an OMB-approved data collection instrument. The website allows States to upload data files securely and also permits ORR to provide verification to States of receipt of the data, perform front-end editing to reject invalid data immediately after receipt, and provide reasons for rejection. States may then submit corrected files. This process has ensured that States’ final data submissions are complete and correctly formatted to maximize probability of accurate data matching against ORR’s Refugee Arrivals Data System (RADS).
States will upload the following data files to the Data Submission Website:
- Social Services Secondary Migration data file: For this file, States provide the number of refugees and entrants who were resettled in the United States for 24 months or less as of September 30, 2010, and who had originally been resettled in another State. Asylees are not reported in the Secondary Migration data files; only refugees and entrants are included. The data will be used to determine Social Services formula allocation amounts, which are adjusted for secondary migration.
- Social Services Asylee and Entrant files: States may provide data on asylees and entrants they have served who arrived in the United States between October 1, 2008, and September 30, 2010. These data will be matched against RADS and verified records will be used in determining formula allocation amounts.
- Targeted Assistance Asylee and Entrant files: In FY 2011, ORR will requalify counties for Targeted Assistance grants. Requalification will based on the number of eligible arrivals, including asylees and entrants States have served, who arrived in the United States within 24 months or less as of September 30, 2010, and the concentration of the two-year eligible population in each county. Since FY 2011 is a requalification year, all States may submit data for asylees and entrants they have served who arrived in the United States between October 1, 2008, and September 30, 2010.
ORR will not use secondary migration data in determining county qualification for Targeted Assistance grants or for calculating Targeted Assistance allocations because ORR would need to receive accurate county-level data from all States; and all States have not been able to provide county-level data for matching.
In preparation for the FY 2011 Refugee Social Services and Targeted Assistance formula allocations:
- States should submit the name, email address, and telephone number for a primary and an alternate user of the website to Pete Torres by email at Pete.Torres@acf.hhs.gov by COB February 11, 2011. All prior users who will be submitting data this year must be included in order to be reauthorized to use the website.
- States are invited to submit asylee and entrant data for the FY 2011 Social Services and Targeted Assistance formula allocations, as well as secondary migration data for refugees and entrants, in the two week period from February 28 to March 14, 2011. The website will be open seven days a week during this period.
- The primary and secondary users whose information has been submitted to Pete Torres will receive instructions on the use of the web-based data submission system prior to February 28, 2011, directly from General Dynamics Information Technology (GDIT), ORR’s contractor for RADs and the Data Submission Website.
- The only opportunity to submit data will be from February 28 to March 14, 2011.
Please direct questions on this State Letter to Henley Portner at (202) 401-5363 or Henley.Portner@acf.hhs.gov. Please direct system and data questions to Gary Frost at (703) 852-2221 or Gary.Frost@gdit.com.