UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 AFFILIATE MONITORING REPORT RECEPTION AND PLACEMENT PROGRAM OFFICE,OF ADMISSIONS BUREAU OF POPULATION, REFUGEES, AND MIGRATION U.S. DEPARTMENT OF STATE RELEASE IN FULL NATIONAL AGENCY: International Rescue Committee LOCAL AFFILIATE: International Rescue Committee San Diego LOCATION: San Diego, California MONITORING DATES: June 13-14, 2016 PRM MONITORS: June Tancredi and Makenzie Brookes STAFF INTERVIEWED: Erica Bouris, Deputy Director, Programs Ross Fackrell, Resettlement Program Supervisor , Safiullah Alemi, Resettlement Caseworker Amina Farah, Resettlement Caseworker FINDING Summary of Findinks Monitors found International Rescue Committee San Diego (IRC San Diego) compliant with Reception and Placement Program (R&P) requirements. Refugees are generally receiving basic needs support and core services in a timely manner. Housing visited appeared safe, sanitary, and affordable, although some maintenance is required and some basic necessities are missing. Case file documentation shows that federal housing quality standards are not always followed. Case note logs are generally complete. Affiliate staff members are well-trained and knowledgeable REVIEW AUTHORITY: Charles Lahiguera, Senior about R&P requirements. Reviewer R&P Prokram Overview According to information provided by the affiliate in a written questionnaire, IRC San Diego has been resettling refugees in the San Diego area since 1975. The El Cajon office was opened in 2011 to accommodate the large number of Iraqi refugees coming to join their U.S. ties, many of whom reside in El Cajon. Eighteen staff members provide R&P services at the San Diego and El Cajon offices with 10.8 FTEs supported by R&P funds. Current R&P staff members speak Arabic, Bosnian, Chaldean, Dari, Dinka, Farsi, French, Karen, Kizguwa, Nuer, Somali, Spanish, Swahili, and Vietnamese. IRC San Diego relies on interpreters from the language program at the Alliance for African Assistance resettlement agency for languages not spoken by IRC San Diego staff members. According to Department of State data, as of May 24 in fiscal year (FY) 2016 IRC ' 1 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 San Diego resettled 86 refugee cases comprising 313 individuals, and 30 special immigrant visa (SIV) cases comprising 136 individuals. Of this total caseload, 29 percent are Iraqi, 27 percent Somali, 26 percent Afghan, 12 percent Syrian, six percent Congolese, and one family is from Iran. Approximately 69 percent of this caseload has U.S. ties. A volunteer coordinator is responsible for recruiting, vetting, training, and monitoring the estimated 300 volunteers and interns who help carry out the many service programs offered at IRC San Diego. FY 2016 four volunteers and one intern assist the R&P staff in delivering refugee core services. Volunteers and interns generally assist with finding and setting-up housing, picking-up refugees at the airport, providing bus orientation and transportation to appointments, helping refugees get to know their new community, and providing administrative assistance at the IRC San Diego office. In addition to R&P services, IRC-San Diego provides early employmerit services through Matching Grant and Wilson Fish programs and VESL Plus, a comprehensive vocational English language and work readiness program available to all refugees living in San Diego County. IRC San Diego also operates programs for health and wellness, microenterprise development, financial education and counseling, tax services, youth services, U.S. immigration services, job training courses, and career development and employment initiatives. IRC San Diego also receives cash and in-kind donations for refugees from various private and community sources. Community Coordination The deputy director reports that IRC San Diego has a strong working relationship with the state refugee coordinator (SRC), the state refugee health coordinator (SRHC), and their San Diego County representatives. The IRC San Diego executive director currently coordinates quarterly community consultation calls for the SRC. Participants on these calls include the SRC, the SRHC, their county counterparts, the other resettlement agencies in San Diego, and representatives from county health and human services, school districts, and other comtnunity partners. IRC San Diego also participates in quarterly meetings of the Community Action Partnership (CAP), whose " attendees include county officials mentioned above along with the other resettlement agencies, and on occasion the county supervisor and other elected officials from El Cajon and the community. The issues discussed at the CAP meetings are relayed to the SRC and SRHC and comply with quarterly community consultations requirements as specified in the Cooperative Agreement. IRC staff also take part in the monthly meetings of the San Diego Refugee Forum where refugee service providers and ethnic and faith-based community support groups come together to share information and address issues relating to refugee resettlement in the area. The four resettlement agencies in San Diego maintain a close working relationship to ensure that all refugees receive the services and support they need to become self-sufficient as quickly as possible. ,) Staff Understandinz Monitors interviewed the deputy director who has been employed by IRC San Diego since 2011, the resettlement program supervisor hired in 2015, and two resettlement caseworkers, one hired in 1999 and the other in 2016: All have a sound understanding of R&P requirements and participate in IRC's e-learning training modules, courses, and webinars on a variety of subjects relating to R&P processing and staff development. The director and supervisor attend IRC annual 2 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 conferences and provide the R&P staff quarterly, and as needed, training sessions on relevant topics throughout the year. Monitors reviewed the affiliate's annual and new employee training plans, quality assurance practices, and policy on protection from sexual exploitation and abuse and found them adequate. Home Visits Monitors visited four refugee families who arrived between January and March 2016. A11 refugees were met at the airport by affiliate staff members or U.S. ties, with appropriate language interpretation, and transported to furnished living quarters where they were provided culturally appropriate, ready-to-eat food, and immediate basic necessities. Three out of the four families reported that they had received orientation regarding housing and personal safety matters and at least two home visits. One family stated that their housing and personal safety orientation and first home visit were conducted ten days after their arrival at the home of their U.S. tie, that they moved into their current apartment about four weeks after their arrival, and that an IRC staff member visited them in the apartment one time, five days before the monitors' visit. A review of this family's case file revealed that the family had received two home visits and a housing and personal safety orientation within required timeframes. Housing visited appeared safe, sanitary, and affordable, although monitors found an unsanitary odor and missing floor tiles in the kitchen of one apartment and in another apartment one burner on the stove was inoperable. Two apartments lacked lighting in each room. One apartment did not have sufficient beds for all refugees living in the apartment and a bedframe was missing in another apartment. Three out of four families visited were not certain about their financial public benefits and when they would end. One family did not know the length of their lease or how to pay their utility bills. Another family ieported that they did not have sufficient funds to pay rent, that the family food stamp allowance ran out by the 20th of each month, and that there was no money to buy laundry detergent. A11 families reported that they received their social security and medical insurance cards but one family did not know where to go if a family member became sick. All had attended cultural orientation but one family could not recount any information provided at orientation. Refugees were walking and using appropriate transportation to obtain food and basic necessities. The families with children reported that children were enrolled in school within 30 days of their arrival and if eligible, were receiving Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) benefits. Two families had members currently enrolled in English language programs and two did not because of childcare and health issues. One family visited had a family member working, one was receiving Supplemental Security Income (SSI), and two families were participating in employment service programs. Documentation of Service Monitors reviewed 19 case files. A11 requested files were available. Files generally contained case note logs, copies of Form 1-94, completed service plans, records of public assistance applied for and received with start dates, evidence of intake interviews, and R&P Period Reports, when required. Financial records were complete and included signed receipts for all cash and in-kind support received. Case note logs šhowed regular affiliate contact with refugees throughout the R&P period. However, in at least ten files the case notes failed to include dates refugees were 3 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 assisted with applying for social security cards or enrolling in employment services or English language programs; receipt and start dates were generally documented as occurring within the first few weeks of arrival. All files contained evidence that at least two home visits were conducted, but in one case, the home visit required on the next calendar day after arrival was conducted late. Two files lacked evidence of compliance with housing quality standards and allocation of required furniture and household items for each residence occupied by the refugee families. In at least two case files, evidence of housing provided did not show sufficient bedrooms or sleeping areas for all family niembers. All files generally contained evidence of assistance with applying for food stamps and cash and medical assistance, enrolling children in school, as well as obtaining health screenings within required timeframes. When required, evidence of selective service registration and assistance with applying for other services such as SSI and WIC was included in the files. All case files contained evidence of orientation but in one file the individual assessments documenting understanding were missing and in another file the assessments were completed late. The case file reviewed for a refugee minor was readily identified as a minor's file and included all required documentation, evidence of timely home visits, and a record of IRC San Diego regular and personal contact with the minor for 90 days following arrival. Outcomes RefuRee Is in a Safe, Stable Environment Home visits and case files reviewed indicate that refugees are receiving appropriate reception services with language interpretation, when needed. Housing visited appeared safe, sanitary, and affordable, although some maintenance is required and some basic necessities are missing in two apartments. Case files show that federal or local housing occupancy standards are not always applied. Refugees are receiving at least two home visits. Reftwee Can Navizate Appropriate and Relevant Svstems Case files, home visits, and staff interviews confirmed that refugees are using appropriate transportation to obtain food and basic necessities. Children are enrolled in schools within thirty days of arrival. Refugees visited had obtained social security cards and other necessary identification. All families visited knew how to contact emergency services. One family did not know where to go if a family member became sick. Two families did not know where to get assistance to file paperwork to bring family members to the U.S. One family had a member who did not know how to ask for interpretation services. RefuHee Family Is Connected to Means of OnHoin2 Support for Self/Familv Home visits and case files reviewed established that refugees are generally receiving food stamps, cash and medical assistance, and are enrolled in eligible services. Three families visited did not fully understand the terms of their financial benefits and one family was concerned about paying rent. Refu2ee Understands Surroundino and Situation All families visited had members who did not know their phone numbers and were not able to recite their home addresses in English but two members stated that they carried this information with them when outside their homes. Families were generally aware of their roles and responsibilities and those of the affiliate. One family was not able to demonstrate some 4 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017 understanding of U.S. laws and cultural praptices. Two families did not know whom to notify when changing addresses. RECOMMENDATIONS Unless otherwise specified, the following recommendations are to be implemented immediately. Reference is to the FY2016 Cooperative Agreement. 1. The affiliate should address issues noted by monitors in homes visited to ensure that the unsanitary odor is eliminated, kitchen flooring and stove are repaired, and that missing basic necessities are provided, so that the housing conforms to requirements outlined in the Cooperative Agreement, Section 16. g.4) a) i., iv., b) i., v. 2. The affiliate should ensure that refugees are provided decent, safe, and sanitary housing based on federal housing quality standards, that housing should provide minimum habitable area, including number of bedrooms or sleeping areas, and that each case file includes evidence that housing was provided in accordane with this agreement, as required by the Cooperative Agreement, Sections 16 g.4) a), a) iii. and 16 g. 2) e). 3. The affiliate should ensure that refugees are able to demonstrate or achieve the following R&P performance outcomes: know where to access health care, know where to get assistance to file paperwork to bring family members to the U.S., know how to ask for interpreter services, are financially supported, can explain where the household money will come from when the initial assistance is finished, know their address, know how to make a phone call, understand the effects of moving, and have a basic understanding of U.S. laws and cultural practices, as required by the Cooperative Agreement, Section 16 b.1) b) iv.,vii.,viii., c) d) i.,,ii., iv. 4. The affiliate should ensure that each case file includes a clearly legible case note log which shows the date, mode, and substance of regular affiliate/refugee contact throughout the R&P period and which includes a detailed record of basic needs support and core service delivery, as required by the Cooperative Agreement, Section 16.g.2) a). 5 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334615 Date: 06/15/2017