UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 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 AGENCIES: Ethiopian Community Development Council, Inc. LOCAL AFFILIATE: Alliance for African Assistance LOCATION: San Diego, California MONITORING DATES: June 13-14, 2016 PRM MONITORS: Suzanne Paszly and Berta Romero STAFF INTERVIEWED: Jimmy Dervishi, Director Joanna Oboza, Program Coordinator Evelyn Chalaby, Case Manager Elizabeth Speech, Case Manager FINDINGS Summary of Findinzs Monitors found the Alliance for Africait Assistance (Alliance) compliant with Reception and Placement Program (R&P) requirements. Refugees had frequent contact with knowledgeable staff members who ensured timely core services. Case files contained the required documentation and provided a detailed record of basic needs support and core service delivery with one exception. Housing visited by monitors appeared safe, sanitary, and affordable, with some exceptions. Frequent coordination among local service providers and stakeholders occurs with participation from required invitees in quarterly community consultations (QCC); and there is extensive collaboration with service providers, county officials, and other stakeholders at the county level.1 R&P Prozram Overview According to information provided by the affiliate in a written questionnaire, the Alliance has been resettling refugees in San Diego since 1989, as an affiliate of the Ethiopian Community Development Council (ECDC). Thirteen staff members, a total of 7.5 FTEs provide R&P services. Resettlement staff members speak Amharic, Arabic, Burmese, Chaldean, Dari, Farsi, French, Ffilfulde, Karen, Kirundi, Kiswahili, Lingala, Luganda, Luo, Mashi, Pashtu, Serbo-Croatian, and Swahili. In addition, the Alliance has an inhouse interpretation service, Global Village Languages, with over 200 languages available. According to Department of State fiscal year (FY) 2016 data, as of May 19, the affiliate resettled 140 refugee cases comprising 424 individuals. Of this caseload, 33 percent were from Iraq, 20 percent from' the Democratic Republic of Congo, 12 percent from Afghanistan, 11 percent from Somalia and smaller percentages of refugees from Burma, Burundi, Eritrea, Ethiopia, and Rwanda. Forty-five percent of the caseload had U.S ties. REVIEW AUTHORITY: Charles Lahiguera, Senior Reviewer 1 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 In addition to R&P services, the Alliance offers refugees in-house employment and extended case management services through two programs funded by the Office of Refugee Resettlement (ORR), the Matching Grant (MG) Program and the Wilson-Fish Program (WF): Customer service job training is provided through the agency-owned Safari Thrift Store. Other on-site skills development supPort includes computer education and financial literacy classes. Both the Micro-Business and Individual Development Account programs provide support services to refugees as needed. Refugees receive their health screening and immunizations through the on-site Alliance Health Clinic. This clinic also provides primary health care and behavioral health services and, pending a final state license, dental services.. Alliance offers an English as a Second Language (ESL) class five-days-a-week on-site. Refugees also have access to on-site immigration services. The affiliate has over 90 volunteers who assist with donations, shopping, setting up apartments, transportation, school enrollment, and administrative office work. Volunteers who serve as family advocates and mentors meet with refugees in their home for two hours once a week to help with any basic needs and to answer questions, and employment mentors assist with employment searches and job skills development. Volunteers also assist staff in ESL and supplemental cultural orientation (CO) classes. Eighteen intern positions provide support to R&P case management staff. Interns serve as case management assistants responsible for updating client files and other administrative tasks, and family self-sufficiency assistants who conduct job searches and job readiness activities. All volunteers are supported and supervised by the volunteer coordinator after completing background checks, program orientation, and volunteer training. The affiliate receives donations from individuals, schools, private companies, universities, faith-based communities, community service groups, and corporate foundations, such as Shell and Wells Fargo. The Safari Thrift store provides clothing, furnishings, and other basic necessities, and also employs some refugees. An annual Adopt-A-Family program generates both cash and in-kind donations during the holiday season. Additional resources augmenting the R&P Program include five agency-owned vehicles used to transport furniture to apartments and refugees to appointments. Community Coordination The Alliance reports a collaborative relationship with state, county, and local public officials; social service agencies; health care providers; schools; and refugee communities. The state refugee coordinator (SRC) convenes QCCs via conference call with all of the required participants, including the state refugee health coordinator (SRHC), the San Diego county refugee coordinator, county refugee health coordinator, resettlement agencies, social service providers, health care providers, schools, government representatives, and other stakeholders in California. The QCC agendas focus on arrivals, projections, demographics for arriving refugee populations, service capacity, and addressing challenges. In San Diego, the county-level coordinators convene quarterly meetings that alternate with the state-level meetings. Participants include the resettlement agencies, social service providers, health and mental health care providers, schools, employment services, representatives from local government, and 2 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 other stakeholders. The director described frequent communication with the county SRC and the Alliance health clinic director is working with the county refugee health coordinator to develop service plans for refugees with challenging medical or mental health needs. The director also participates in monthly meetings of the San Diego Refugee Forum (SDRF), a community of service providers from health care, education, resettlement agencies, social services, and community-based organizations, to share information, collaborate on services, and address common challenges for refugees in the area. The local congressional representative and other elected officials are active participants in SDRF meetings and occasionally participate in the QCC meetings. The affiliate works closely with the three other local resettlement agencies through the WF Collaborative Project, meeting monthly to review issues and coordinate delivery of services. Staff Understanding Monitors interviewed the director, serving in this position since 1999 and program coordinator, who was hired as a case manager. in November 2013 and promoted to his current position in August 2014. Both the director and coordinator reported regular participation in ECDC webinars and attending annual national conferences and trainings. Monitors also interviewed two case managers, one hired in March 2014, and one hired in February 2016. Both described a new staff training process which included reviewing the R&P Program requirements, the Alliance R&P training manual, shadowing peers, completing ECDC webinars, and attending the agency orientation. On-going training throughout the year includes webinars, on-site training sessions, and weekly.staff meetings that incorporate on-going R&P Program training. The coordinator reviews R&P files at 30-days and 90-days and staff use an R&P services timeline tool to track deadlines for each case. All four staff members had a thorough understanding of R&P Program requirements. Monitors reviewed the affiliate's new staff training plan, FY 2016 individualized staff training plans, and policy relating to protection from sexual exploitation and abuse. All were found to be consistent with requirements in the Cooperative Agreement. Hoine Visits Monitors visited four refugee families who arrived in February and March 2016. One family had a U.S. tie. A11 four families were met at the airport with appropriate language interpretation, received culturally appropriate ready-to-eat food, pocket money, and housing and personal safety orientation. Housing appeared safe, sanitary, and affordable, with a few exceptions. In the first home visited, the smoke detector was beeping indicating it needed a new battery. Monitors were told by the single refugee that he had moved in with his uncle and his family, from his previous home that he shared with another refugee. Monitors observed that five people were living in a one-bedroom apartment. The case file documented that staff had conducted a home visit at the new location, provided counseling to the refugees regarding the need for a larger apartment,. and were looking for a new apartment for the family. The third home visited had a cracked kitchen window and two stove burners that did not work properly.. The landlord had been notified, and the case file documented the affiliate's follow-up with the apartment management. Three families had received the required food supplies, 3 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 furnishings, and basic necessities. However, the third home visited was missing three chairs, a dining table, and two box springs. The case file documented the family's U.S. tie would purchase the furnishings, as well as staff s counseling about the required furnishings. This was substantiated by the refugees during the home visit. --s Refugees told monitors they received frequent home visits to assess their well-being and needs. They all knew how to use public transportation; one family had purchased a car and obtained a driver learner's permit, and the U.S. tie was providing driving lessons. All the families reported receiving community orientation and could recall several things they learned. The adults in each family knew their phone number and address, how to ask for an interpreter, and how to use public transportation. Refugees visited understood the requirement to inform immigration about address changes and only one refugee did not know where to go to get help to file for family members to come to the U.S. This refugee reported he had missed the CO class where this was discussed and explained he had not followed-up as he did not have any family for whom to file. All refugees knew whom to call in an emergency, and where to go if someone in the family became sick. All families reported timely health assessments at the Alliance Health Clinic. Two families with school-aged children were enrolled and attended school within 30 days. A third family reported their children started school after 30 days, and the case file documented that school attendance was delayed due to a three-week spring break. Two families had one adult working full-time with monthly income meeting current and future household expenses. One refugee reported she did not plan on working, however her husband was attending English language and job readiness classes through the Welfareto-Work (WTW) program. The fourth family visited reported the wife was attending English language and job readiness'classes through the WTW program, but her husband explained he had dropped out of the program due to health concerns and had applied for social security disability benefits on his own. The husband was participating in the Alliances' mental health counseling program, and the case manager was following up on the benefits. Documentation of Services Monitors reviewed 20 case files. All requested files were available. Files contained all required documentation, including copies of Form 1-94, records of public assistance applied for and received or denied with start dates, evidence of intake, individualized service plans, selective service registration for eligible males, personal and safety orientation, cultural orientation and evidence of understanding, social security applications, employment services, and school enrollment. R&P Period Reports were found in all applicable files and accurately recorded the provision of services. All but two files contained required documentation regarding assistance with access to enrollment in English language classes. Financial records were complete and included signed receipts for all funds and in-kind support. The case notes provided a clear record that showed the date, mode, and substance of basic needs support and core service delivery provided to all refugees during the R&P period. Case notes also indicated when staff used interpreters and car seats. Although captured in the R&P Period Report, case notes did not clearly indicate the connection to ongoing support programs beyond the R&P period. Six files contained unrelated names in the Department of Health and 4 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 Human Services benefits notification form, and one file contained an unrelated name and case number regarding expenses on a financial summary sheet. Outcomes Refugee is in a Safe, Stable Environment Home visits, case file review, and staff interviews confirmed that refugees were met at the airport by the U.S tie or case manager with appropriate language interpretation, and documented the use of car seats for small children when transported from the airport to the home. With the exceptions noted above, refugees visited lived in housing that is safe, sanitary, and affordable and received the required furnishings and supplies. Case files and home visits documented that refugees received at least two home visits. Refugee Can Navigate Appropriate and Relevant Systems Home visits established that refugees received bus/trolley training and use public transportation, walk, or drive to obtain their own food and basic necessities. Home visits, case files, and staff interviews indicate that refugees obtain their social security cards and other identification soon after arrival. Refugees visited knew how to contact emergency services and knew where to go should someone in the family become sick. Home visits and case files established that refugee children are enrolled in school within 30 days of arrival with the reason for delays clearly documented. All refugees visited knew how to ask for an interpreter, and all but one refugee knew where to get assistance to file paperwork to bring eligible family members to the U.S. Refugee Is Connected to Means of Ongoing Support for Self/Family Home visits, case files, and staff interviews confirmed that refugees are enrolled in eligible services within the required tiineframes. All families visited were financially supported, and understood the source and duration of their income and how they would meet future household expenses. All families visited knew about the affiliate's services beyond the R&P Program. Refugee Understands Surroundings and Situation Home visits confirmed all refugees knew their address, phone number, and understood the effects of moving. All refugees demonstrated-a basic understanding of U.S. laws and cultural practices. Case files included evidence of cultural orientation and understanding of orientation topics. Home visits and staff interviews indicate refugees understand their role as well as the affiliate's role in the resettlement process. RECOMMENDATIONS Unless otherwise specified, the following recommendations are to be implemented immediately. Reference is to the FY 2016 Cooperative Agreement. 1. The affiliate shall ensure that housing issues identified in the home visits be corrected; the broken window, two stove burners, and smoke detector to be good repair, as required by the Cooperative Agreement, Section 16.g.4.a. ii. and iv. 5 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017 2. The affiliate shall ensure that each case file is treated as confidential, in accordance with Immigration and Nationality Act Sec. 222(f), documentation for refugees outside of the case should not be present in the case file, as required by the Cooperative Agreement, Section 16.g.2. 6 UNCLASSIFIED U.S. Department of State Case No. F-2016-04483 Doc No. C06334620 Date: 06/15/2017