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State Letter 13-08

Updated Report Forms ORR-3 and ORR-4 for Unaccompanied Refugee Minor (URM) Program and New Information Collection Method

Published: July 2, 2013

To: State Refugee Coordinators
      URM Programs
      Other Interested Parties

From: Eskinder Negash
           Director
           Office of Refugee Resettlement

Subject: Updated Report Forms ORR-3 and ORR-4 for Unaccompanied Refugee Minor (URM) Program and New Information Collection Method

Purpose

The purpose of this State Letter is to announce the new version of Report Forms ORR-3 and ORR-4 approved by the Office of Management and Budget (OMB), and the imminent access to a new web-based system for the URM report forms’ data collection.  Implementation of the new report forms is effective October 1, 2013. 

Background

Forms ORR-3 and ORR-4 (OMB No. 0970-0034)were designed to provide the Director of the Office of Refugee Resettlement (ORR) with information on all children in the Unaccompanied Refugee Minor (URM) program, pursuant to Section 412 (d)(2)(B)(iv) of the INA (8 U.S.C. 1522). ORR currently requires grantees to submit two reports:

  • Form ORR-3, the Unaccompanied Refugee Minor Placement Report, is submitted upon initial placement of the child in the State and whenever there is a change in the child’s status, including termination of the program, and
  • Form ORR-4, the Unaccompanied Refugee Minor Outcome Report, is required annually to indicate the child’s progress toward established goals in the case plan and the agency’s efforts toward family reunification.

Since publication of the regulations at 45 CFR Part 400 Subpart H, there have been significant changes in the program due to new Federal Legislation and the presence of newly eligible minor populations.  These changes, which have been shared through ORR-issued policy guidance, have made it necessary to revise both the ORR-3 and ORR-4 forms to ensure collection of accurate and useful information on children in the URM program.

New Information Collection Method: ORR-3 and ORR-4 through iRADS Web-System

Along with minor changes to both report forms, ORR is implementing the iRADS URM web-based data system for the ORR-3 and ORR-4 data collection process through which States and providers will submit the information online instead of by email.  This implementation will simplify information collection and review by States, ensure rapid information collection by ORR, standardize data entry, and improve data integrity and long-term analysis of program quality.

You will receive further instructions from ORR when the IRADS system for URM data becomes available.  ORR strongly encourages States and their providers to submit the ORR-3 and ORR-4 reports through the iRADS system.

OMB-approved report forms and accompanying instructions are attached to this letter and can be also found on the ORR website at this link: 
https://www.acf.hhs.gov/programs/orr/resource/report-forms

Please email your questions to urmprogram@acf.hhs.gov with NEW URM REPORT FORMS in the subject line. 

Attachments:

  1. ORR-3 Placement Report (OMB No. 0970-0034) (xls 93KB)
  2. Instructions for ORR-3 Placement Report (doc 113KB)
  3. ORR-4 Outcomes Report (OMB No. 0970-0034) (xls 127KB)
  4. Instructions for ORR-4 Outcomes Report (doc 44KB)