State Arrival and Service Data Collection Process for Fiscal Year 2018

Dear Colleague Letter 19-02

Publication Date: November 27, 2018

November 27, 2018

Dear Colleague:

This DCL provides an overview of the FY2018 ORR-5 data submission process.  Detailed instructions will be sent to states and state replacement agencies1 at a later date.  

ORR continues to work toward enhancing its focus on data and program outcomes.  In the past year, the FY2017 ORR-5 data submission proved an invaluable process by providing context for the first time on the populations enrolled in Refugee Cash Assistance (RCA), Refugee Medical Assistance (RMA), Refugee Medical Services (RMS) and Refugee Support Services (RSS).  This data was especially important in ORR’s ability to better assess cash and medical assistance utilization and the continuum of services post arrival.   We appreciate all the efforts states have made to improve ORR-5 data collection in the past year and we hope that this data provides enhanced context for your oversight of the program. 

The FY2018 ORR-5 has two primary purposes:

  1. Refugee Programs Service Data Collection and Analysis
  • ORR will use the FY2018 ORR-5 to collect service data for all ORR populations for the following refugee programs:  Refugee Medical Screening (RMS), Refugee Support Services (RSS), Refugee Cash Assistance (RCA), and Refugee Medical Assistance (RMA).
  1. FY 2019 Refugee Support Services (RSS) Allocations
  • For allocation purposes, ORR will use Cuban/Haitian Entrants and Asylee arrival data (including an indication of the service provided) submitted by states and state replacement agencies and matched against federal source data.2  See below for detailed instructions about service data submission requirements for Cuban/Haitian Entrant and Asylee records for the purpose of allocations. 
  • For initial arrival refugees and Special Immigrant Visa holders (SIVs), as well as Victims of Human Trafficking (VOT), ORR will use federal source arrival data ONLY for FY2019 RSS allocations.  Arrival and services records submitted for these populations in the ORR-5 will not be used for FY2019 allocations.  However, records for these populations are required for service data collection and analysis.
  • For secondary migrants, states and state replacement agencies must submit arrival records for all ORR eligible populations (including an indication of the service provided).  See below for detailed instructions about service data submission requirements for Secondary Migrant records for the purpose of allocations. 

Submission Requirements Summary
Detailed instructions will be made available at a later date.  Below are submission requirements highlights.  Please see the appendix for the full chart of the data collection fields.

  • As with the previous data match process, states and state replacement agencies will upload one file into the RADS application.
  • The ORR data submission website allows states and state replacement agencies to upload data files securely.  The website also permits ORR to provide verification to states and state replacement agencies of receipt of the data, performs front-end editing to reject improperly formatted or otherwise invalid data immediately after receipt, and provides reasons for rejections.  States and state replacement agencies should make corrections to the data and then submit the revised file.  This process is designed to ensure final submissions by the states and state replacement agencies are complete and accurate for data matching in RADS.

Arrival Data Fields

  • Arrival data (fields 1-10) must be fully completed for each record in order for the file to be uploaded into RADS.  If one of these fields is not completed the file will be rejected during the submission process and returned to the user to be corrected and re-uploaded into RADS. 
  • When submitting data for U.S. - born children receiving ORR benefits, do not enter the child’s social security number or parent’s Alien Number in the Alien Number field. For these cases, states and state replacement agencies should list the 9-digit number “201800xxx,” where xxx corresponds to an incremental number based on the number of cases of U.S. - born ORR recipient children served by the state. For example, if a state has three cases of U.S. - born children receiving ORR benefits, the alien number for each child should be: 201800001, 201800002, and 201800003. Enter “Other” for this persons in the “Status” field of the ORR-5 form.
  • States and state replacement agencies should report foreign-born children that do not have an Alien Number but are receiving ORR benefits on the ORR-5 form. When submitting data on foreign-born children receiving ORR-benefits, states and state replacement agencies should list the 9-digit number “201801xxx,” where xxx corresponds to an incremental number based on the number of cases of foreign-born children who do not yet have an alien number. Enter “Other” for these persons in the “Status” field of the ORR-5 form.
  • Consistent with the FY2017 data submission, ORR will not reject individuals based on their immigration status (example: individual submitted by a state or state replacement agency as Cuban/Haitian Entrant will not be rejected if the same individual is reported as Asylees by the Federal Source. This individual will be moved into the Asylee category and the state or state replacement agency will receive a credit for such individual as an Asylee instead of Cuban/Haitian Entrant).

Service Data Fields

  • All fields must be filled out as appropriate to the individual’s service utilization per OMB approved form: OMB No. 0970-0034.
  • States and state replacement agencies should submit initial service enrollment dates and exit dates for all eligible ORR populations, including Refugees, Asylees, Cuban/Haitian Entrants, SIVs, and VOTs, that received RMS, RSS, RCA, and RMA services during FY2018 (October 1, 2017 to September 30, 2018).
  • At least one service enrollment date (field 11, 13, 15, or 17) must be completed. Any record that does not contain a service enrollment date will not be rejected during the submission process when uploading to RADS; however, ORR will not accept the record as valid when reviewing data for service analysis or RSS allocations for Cuban/Haitian Entrants, Asylees and Secondary Migrants.
     
    • A minimum of at least one service data enrollment date, in addition to all arrival data, must be included in each Cuban/Haitian Entrant, Asylee and Secondary Migrant record in order for ORR to validate the record during the processing of data for FY2019 allocation purposes. Cuban/Haitian Entrant, Asylee and Secondary Migrant records without service dates will not be rejected during the submission process when uploading into RADS, however they will not be used for allocation purposes. 
     
  • ORR will send states and state replacement agencies ORR-5 rejection letters detailing which records which records were not used for ORR allocation and service data analysis purposes.
     
  • If clients have multiple initial service enrollment and exit dates for the same service in FY2018, please provide the earliest initial enrollment date and latest exit date. If the last date that they received a service is after September 30, 2018, then leave the exit date field blank (and only reflect an enrollment date). The end date should either be the last day the individual received the service before September 30, 2018, or blank if they were still receiving the service as of the end of the reporting period.  Service enrollment dates must be provided for every service received.  Service exit dates must be provided if an individual exited service during FY2018.
  • Service data on the ORR-5 regarding U.S. - born children for all ORR populations should be included in the data match if both parents (or one parent in a one-parent household) are ORR-eligible and the child received benefits listed on the ORR-5 form. However, if one parent is not ORR-eligible, then the U.S. - born child is not eligible for the services on the ORR-5, and data on the child should not be submitted.

Secondary Migration Field Data

  • States and state replacement agencies should report Secondary Migration information containing data on Refugees, Asylees, Cuban/Haitian Entrants, SIVs, and VOTs who were resettled in the U.S. for 12 months or less as of the reporting date of September 30, 2018 (between October 1, 2017 and September 30, 2018). Secondary Migration data should be reported in the Migration Status and Date of Migration fields (fields 19-20).

Timeframe and Next Steps
In preparation for the FY2018 Data Match Process, States and state replacement agencies must submit the name, email address, and telephone number for a primary and an alternate user of the website to Khalil Ali by email at Khalil.Ali@acf.hhs.gov by COB Wednesday, December 5, 2018. Both prior and new users who plan to submit data this year must submit a point of contact in order to access this website.

The primary and secondary users will receive instructions on the use of the web-based data submission system by Monday, December 10, 2018 directly from General Dynamics Information Technology (GDIT), ORR’s contractor for RADS and the data submission website.

RADS will be open for file uploads from December 15, 2018 to January 31, 2019.  All submissions must be successfully uploaded by close of business on January 31st.  The website will be open 24 hours per day, 7 days a week during this period. Timely submission of the ORR-5 will help ensure the timely allocation of the FY2019 RSS award.

Contact Information
If you have questions about FY2018 State Match process, please email Khalil Ali, Data Analyst, Division of Budget and Data Analysis, at Khalil.Ali@acf.hhs.gov, or contact your Regional Representative.  Additional contact information is provided below. 

Procedure Contact Name Email address Phone number
DCL inquiries Khalil Ali khalil.ali@acf.hhs.gov (202) 401-5445
DCL inquiries (back up) lulia Kramar iulia.kramar@acf.hhs.gov (202) 401-5686
Technical issues Chris Cox Christopher.Cox@gdit.com (703) 995-1992
Technical issues (back up) Ken Rohrer Kenneth.Rohrer@gdit.com (703) 995-1949


Thank you for your support with this important step in improving our ability to serve refugees and other ORR-eligible populations.

Sincerely,
Jonathan Hayes, Acting Director
Office of Refugee Resettlement


Appendix 1: FY2018 Data Match Form

FIELD DATA NOTES
1 Alien Number

8 or 9 digits

2 Status Refugee, SIV, VOT, Asylee, C/H Entrant, Other
3 Name Last, First, Middle
4 Date of Birth mm/dd/yyyy
5 Gender M, F, or U for Unknown
6 State State Code
7 County County Name
8 Nationality Country of Birth
9 Organization providing the support State Name or Replacement Designee Name
10 Date eligible for ORR benefits (Date of Arrival in Qualifying Status, Date of Grant of Qualifying Status, Date of Certification based on status in line #2) mm/dd/yyyy 
11 Medical Screening Initial Enrollment Date mm/dd/yyyy or Null if not enrolled
12 Medical Screening Exit Date mm/dd/yyyy or Null if not enrolled or still active
13 Refugee Social Services Initial Enrollment mm/dd/yyyy or Null if not enrolled
14 Refugee Social Services Exit Date mm/dd/yyyy or Null if not enrolled or still active
15 RCA Initial Enrollment Date mm/dd/yyyy or Null if not enrolled
16 RCA Exit Date mm/dd/yyyy or Null if not enrolled or still active
17 RMA Initial Enrollment Date mm/dd/yyyy or Null if not enrolled
18 RMA Exit Date mm/dd/yyyy or Null if not enrolled or still active
19 Migration Status In, Out, or No Change
20 Date of Migration In/Out date based on Migration Status
 

Footnotes:

1. State replacement agencies refer to Replacement Designees and Wilson-Fish agencies.
2. For Cuban/Haitian Entrants, the state-submitted date of eligibility will not be used as a match against federal source data for allocation purposes. Only the name and Alien Number of the Cuban/Haitian Entrant will be used to match federal sources.  If the state-submitted date of eligibility falls within FY2018 (October 1, 2017 – September 30, 2018) and if the Alien Number has not previously been credited as having been served, ORR will use the record for allocations.  

Current as of: