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Data Submission Procedures for FY 2016 Social Services and Targeted Assistance Grant Formula Allocations

State Letter 15-12

Published: August 31, 2015

To: State Refugee Coordinators

From:  Robert Carey
            Director
            Office of Refugee Resettlement

Subject: Data Submission Procedures for FY 2016 Social Services and Targeted Assistance Grant Formula Allocations

This State Letter provides the timeline and requirements for data submission for the FY 2016 Refugee Social Services and Targeted Assistance Grant formula allocations, via the ORR data submission website.

All States should report county data (for Targeted Assistance Grant formula allocations please see Appendix A) for asylees and Cuban/Haitian entrants served by the state who have a date of grant of qualifying status or date of admission to the U.S. in qualifying status between October 1, 2013 and September 30, 2015.

The ORR data submission website allows States to upload data files securely. The website also permits ORR to provide verification to States of receipt of the data, perform front-end editing to reject improperly formatted or otherwise invalid data immediately after receipt, and provide reasons for rejections.  States should make corrections to the data and then submit the revised files. This process is designed to ensure final data submissions by the States are complete and accurate for data matching in ORR’s Refugee Arrivals Data System (RADS) and formula allocations.

The website will be open for file uploads from November 16 to December 31, 2015.  This ORR State Letter sets a reporting schedule for States that will facilitate more timely information on the allocation of FY 2016 funds.

In preparation for the FY 2016 Refugee Social Services and Targeted Assistance formula data submissions:

States must submit the name, email address, and telephone number for a primary and an alternate user of the website to Anna Earles by email at anna.earles@acf.hhs.gov by COB October 1, 2015.  Both prior and new users who plan to submit data this year must submit a point of contact in order to access the website.

The primary and secondary users will receive instructions on the use of the web-based data submission system by October 15, 2015, directly from General Dynamics Information Technology (GDIT), ORR’s contractor for IRADs and the data submission website.

States should submit asylee and Cuban/Haitian Entrant data for the FY 2016 Social Services and Targeted Assistance formula allocations, as well as secondary migration data for refugees, asylees, SIVs, and Cuban/Haitian Entrants. Data must be submitted during the period November 16 to December 31, 2015 in accordance with the instructions.  The website will be open five days a week during this period (Monday through Friday).

The only opportunity to submit data will be from November 16 to December 31, 2015.

Contact Information:

Procedure Contact Name Email address Phone number
State letter inquiries Anna Earles anna.earles@acf.hhs.gov (202) 401-9250
State letter inquiries (back up) Iulia Kramar iulia.kramar@acf.hhs.gov (202) 401-4646
Technical issues Gary Frost gary.frost@gdit.com (703) 852-2221
Technical issues (back up) Benjamin Tett benjamin.tett@gdit.com (703) 852-2251

 

Last Reviewed: February 13, 2019