ORR-4 Instructions
Unaccompanied Refugee Minors (URM) Program
Outcomes Report
What the ORR-4 Report is:
· The ORR-4 Report is an annual outcomes report for children and youth in the Unaccompanied Refugee Minors (URM) program.
· It provides information on the status and personal functioning of youth.
· It also provides information on services received and youth outcomes, similar to information tracked on other foster youth and former foster youth via the National Youth in Transition Database (NYTD).
· The ORR-4 Report assists the Office of Refugee Resettlement (ORR) to assess the youths’ progress and to meet reporting requirements in the Immigration and Nationality Act (8 U.S.C. 1522, Section 412(d)).
· It also assists ORR in understanding program effectiveness and broader planning for the URM program.
Note 1: Failure to provide these reports may result in delay, suspension, or termination of grant support.
Note 2: When referring to “minors” or “youth,” this ORR-4 report form and instructions means both children under the age of 18 and youth over the age of 18 who are receiving and/or have received placement including independent living and ETV benefits and services funded by ORR.
Who fills out and submits the ORR-4 Report:
The form needs to be filled and reviewed by both the URM Provider and the State Agency.
· A caseworker or program manager fills out the report form initially.
· Once it is completed, it is then sent to the State Refugee Coordinator (SRC).
· The SRC reviews, endorses and submits the report to ORR.
When the ORR-4 Report is to be submitted:
· Annual Outcomes Report: Submitted annually on or around the anniversary of initial placement for youth, while the youth receives ORR-funded placement and/or services. This annual report includes submission for youth receiving ORR-funded independent living benefits and services consistent with the State’s Title IV-B or IV-E plan, including the equivalent of an education or training voucher, even if they have emancipated from placement services.
o Sections V: Independent Living Services, and VI: Independent Living Outcomes, are not required in standard reports for youth who have not yet turned 17 years old.
· Baseline report -- Youth 17 and above: Submitted within 30 days of placement into the URM program, in conjunction with an ORR-3 initial placement report for youth who enter the program at age 17 and above, in order to establish a baseline of information for the youth. Please complete all sections as best as possible in this baseline report.
· Follow-up Annual Report -- Former URM clients who are 17 to 21 years old and have terminated all ORR-funded services: Submitted annually on or around the anniversary of initial placement for youth age 17 to 21 years old who have terminated all ORR-funded services, including placement, independent living services, and education or vocational benefits. The goal is to gather information on how youth transition to independence. Such youth may be receiving independent living services and/or education and training benefits from a State Title IV-B/IV-E agency rather than through URM funding, or may have chosen to terminate all services. Efforts should be made to locate and obtain information from such former URM clients through the age of 21[1]. If it is not possible to locate a former URM or the former URM declines to participate, report these circumstances under this option (yes or no) and make sure the same is listed in Section VI, Independent Living Outcomes under ‘1. Outcomes reporting status.’
o Sections III: Education, Medical Coverage and Personal Functioning, and IV: Family Reunification Activity, are not required in follow up reports.
INSTRUCTIONS FOR COMPLETING THEORR-4 OUTCOMES REPORT
SECTION I: REPORT ACTION
Select the appropriate box to indicate the type of report being submitted:
1. Annual Outcomes Report – All current clients that are receiving ORR funding and/or services.
2. Baseline report -- Youth 17 and above and submitted in conjunction with an initial ORR-3 placement report.
3. Follow-up Annual Report -- Former URM clients who are 17 to 21 years old and have terminated all ORR-funded services. Please indicate youth’s participation by selecting ‘yes’ or ‘no’.
*Enter date data was collected in the field provided.
Ø This field will determine which parts of the form will remain open for editing purposes.
Ø If this date does not match the date in Section VI, for youth 17 and above, please provide explanation in the Approval Comments section.
SECTION II: IDENTIFYING DATA
1. Date of Birth: This data is now auto populated from the ORR-3 Initial Placement Report.
2. Sex: This data is now auto populated from the ORR-3 Initial Placement Report.
SECTION III: EDUCATION, MEDICAL COVERAGE and PERSONAL FUNCTIONING of the YOUTH
1. Education Information
a. Current school grade level: Provide the youth's school grade level in the available space. If the youth is not currently in school, give most recent grade level.
b. Current school level: Check the appropriate box for primary (pre-k to 6th grade), middle school/junior high (7th to 8th grade), secondary education (9th to 12th grade) and provide additional curricular information, as appropriate, in the space provided. ‘College Bound’ should be selected for youth that are on track to graduate from a traditional high school. If the youth is in a post-secondary (college/university) placement, please list the type of degree program and the estimated completion date. If the youth is not in school, please explain.
c. Check the appropriate box to indicate if the youth required and received educational remedial services, defined as additional educational services, including special testing, tutorial, bilingual or translation services, etc. Check the appropriate box. If the response is “yes,” specify the services received by the youth during this reporting period.
d. Educational or vocational skills, certificates or diplomas: Check the appropriate box indicating “yes” or “no.” This question is to be completed for youth age 16 and below; Section V will capture this information for youth 17 and older. If the response is “yes,” provide specific educational accomplishments achieved during this reporting period.
2. Medical Coverage: Check the appropriate box for medical coverage and provide more information if “Other” is checked.
· Medicaid
· ORR-funded medical coverage: Select if URM funds are used to cover medical coverage for the youth, this may include private insurance or reimbursements to Medicaid.
· Other
· None
3. Caseworker/Provider Assessment: Provide an age-appropriate assessment of the youth’s personal functioning in the reporting period, based on the following scale: 1 for poor, 2 for below average, 3 for average, 4 for above average, and 5 for excellent. Rate the youth’s functioning in the following areas:
· English Language Skill
· Education (other than English language)
· Social Adjustment
· Health
· Mental Health
· Preservation of Ethnic and Religious Heritage
· Youth’s Adherence to Safety Plan (Leave blank if youth does not have or need a safety plan.)
Note: If indicating that the child has either poor or excellent functioning, enter in the space provided an explanation of impediments to the youth’s progressive development in the areas in question, and actions detailed in the youth's plan to support improvement in these areas.
SECTION IV: FAMILY REUNIFICATION ACTIVITY[2]
Describe efforts in the reporting period to reunify a youth with his or her parents or other relatives, and to maintain or develop family connections. Continue to reassess family reunification options over time, as a relative’s ability to provide care for a youth may change.
Refer to ORR policy guidance in ORR’s Statement of Goals, Priorities, Standards and Guidelines for the Unaccompanied Minor Refugee and Cuban/Haitian Entrant Programs regarding reunification with parents who arrive in the U.S. following a youth’s placement in the URM program (see section III. Program Standards, Legal Considerations, B. Family Reunion), and assistance to youth applying for their parents’ admission to the U.S.
Note that per 45 CFR 400.113, URM services terminate if a youth reunifies with a parent or non-parental adult willing and able to provide care and to whom legal custody and/or guardianship is granted under State law.
For this section, when providing information on relationships with family, please be specific if possible; for example, aunt, grandfather, cousin. If the relationship is not clear to the youth and URM provider agency, indicate ‘female family member,’ or ‘male family member.’ Also include reunification efforts with unrelated adults; describe the relationship as well as possible; for example, friend of mother, former neighbor, etc. To the extent possible when providing locations, specify the city and state for family members in the U.S., or the city or refugee camp name and country for family members in other countries.
1. Current Permanency Plan
Indicate whether the youth has a current permanency plan by checking “yes” or “no,” and provide the date of the most recent permanency plan review. If the youth has emancipated from placement services and is in independent living, please check the box for emancipated.
2. Family Reunification Efforts in the U.S.
a. Provide information parents or relatives in the U.S. who were being assessed, in the reporting period, for reunification. Indicate whether such assessment was conducted by checking “yes” or “no.” Provide the name(s), relationship(s), and location(s) of parents or relatives contacted.
b. Indicate if there have been significant developments, in the reporting period, in family reunification efforts with parents or relatives in the U.S., by checking “yes” or “no.” Describe efforts and significant developments in the reporting period.
c. Explain any explicit decisions or outcomes in the reporting period not to reunify a youth under the age of 18 with a parent or relative in the U.S.
3. Family Tracing and Reunification with Relatives in Other Countries
a. Provide information on contacts with parents or relatives in other countries who were being assessed, in the reporting period, for reunification. Indicate whether such assessment was conducted by checking “yes” or “no.” Provide the name(s), relationship(s), and location(s) of parents or relatives contacted.
b. Indicate if there have been significant developments, in the reporting period, in family reunification efforts with parents or relatives in other countries, by checking “yes” or “no.” Describe efforts and significant developments in the reporting period, including any efforts of the youth to assist a relative to obtain immigration status to come to the U.S.
c. Explain any explicit decisions or outcomes in the reporting period not to reunify a youth under the age of 18 with a parent or relative outside of the U.S.
4. Communication with Family Members
Indicate if the youth is in communication with parents or relatives, in the U.S. or other countries, with whom reunification is not feasible or appropriate at this point in time by checking “yes” or “no.”
· Include contact with siblings or relatives who are too young to serve as caregivers.
o Provide the name(s), relationship(s), location(s) and the youth’s frequency of contact with the relatives in question.
o When describing frequency of communication between a youth and family members, select the best fit from among the following options: weekly, monthly, quarterly, semi-annually (once every six months), and annually.
o If a youth is in communication with more family members than the available space allows, include any communication with parents and then select the relatives with whom the youth communicates most frequently.
SECTION V: INDEPENDENT LIVING SERVICES
This section must be completed regardless of whether the youth is in foster care or not, and is designed to collect information on a follow-up basis, including youth who have left URM foster care and are no longer receiving URM-funded independent living services. Such youth may be receiving independent living services and benefits from a State title IV-B/IV-E agency rather than through URM funding, or may have chosen to terminate all services. This should be completed for youth 17 and older only.
This section should be completed based on the URM provider agency’s knowledge of services provided to the youth. If the youth has terminated all ORR-funded services, the URM provider may ask the youth for information about services provided through a State title IV-B/IV-E agency or other source, in order to respond.
1. Youth residence: Provide the residential address for youth no longer in foster care or other placement but continuing in ORR-funded educational or independent living services, or for youth who have terminated all ORR-funded services but are 17-21 years old and in the follow-up progress reporting period. If the youth is currently in care or receiving ORR funded educational and independent living services and this is a new address, please ensure the most recent ORR-3 for the URM is up-to-date. Leave this field blank if youth remains in foster care.
2. Services Types: Select funding source(s) for the following services.
a. Youth remains in foster care. The youth receiving services is in foster care under the placement and care responsibility of the State, county or URM provider agency in a 24-hour substitute care placement on the date of outcomes data collection. Placement includes but is not limited to foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, and child care institutions. Indicate whether the youth is in foster care.
b. Adjudicated delinquent. Adjudicated delinquent is when a State or Federal court of competent jurisdiction has adjudicated the youth as a delinquent.
c. Special education. Special education, at no cost to parents, has been specifically designed to meet the unique needs of a child with a disability.
d. Independent living needs assessment. Independent living needs assessment is a systematic procedure to identify a youth’s basic skills, emotional and social capabilities, strengths, and needs to match the youth with appropriate independent living services. An independent living needs assessment may address knowledge of basic living skills, job readiness, money management abilities, decision-making skills, goal setting, task completion, and transitional living needs.
e. Academic support. Academic support includes services designed to help a youth complete high school or obtain a General Equivalency Degree (GED). Such services include: academic counseling; preparation for a GED, including assistance in applying for or studying for a GED exam; tutoring; help with homework; study skills training; literacy training; and help accessing educational resources. Academic support does not include a youth’s general attendance in high school.