Phase II Phase II is to input all contact data into the database. The current plan is to allow all case managers or clinicians to have access for data entry. We should anticipate that this may not be possible and should, therefore, have a contingency plan. Our contingency plan is to ask that you identify two principal staff who can coordinate calls and input data into the database. Due to the short time span to meet our current mission to reconnect children and parents those staff will likely need to work overtime and during the weekend. By Thursday, June 28, 12:00 Noon EST, send the names and contact information for the two designated staff for your program. Send their information to The subject line of the email should be title: Family Reunite Project Contact Staff. Thank you all for your hard work and assistance in meeting our mission objective! If you have any questions please reach out to your local FFS. Senior Federal Field Specialist Supervisor Office of Refugee Resettlement Division of Children?s Services Mary E. Switzer Building, 5th Floor (Room: 5223) 330 Street SW Washington, DC 20201 Director of Case Management Please find this message as an update to current events related to children separated from their detained parents. Please allow me to share that our current primary task is to reconnect every separated child in our network of care to his or her detained parent by the close of business 5:00 PM EST. July 2, 2018. As many of you know. ORR is currently tasked with reuniting separated children with their parents. During the past weekend some of you worked with ORR staff to focus\prioritize your case management efforts towards reconnecting separated UAC with their detained parents. Since that time we asked some of you to begin tracking information to capture past and present efforts to connect children with his or her parent(s). The [1118 Secretary?s Office has identi?ed an improved way to track our efforts to reconnect families. The 11118 Secretary?s of?ce is designing a database that will eliminate the need to track information on spreadsheets. To prepare for the new tracking system we need your help to prepare to respond in two separate phases. Phase 1 Phase I is for your program is to prepare to implement a new database. Preparation will include for you to: 1. Have an organized list of children separated from his or her parent. The list should include the child?s name The child?s A number Identify the location of the child?s parent that is in detention Have the list of detention centers and contact numbers necessary to connect with a parent in detention. (You can obtain this from your FFS and FFS Supervisor) 2. You should know how many cases you need to complete by Monday and work with your staff to develop an operational plan that will help you reach our mission objective by July 2. This might include assigning staff to work on the weekend and overtime. 3. Contact with a parent should last for at least 10 minutes per call and include parent to child conversation via phone, skype, or other medium for conversation. 4. Keep a log of all current efforts to connect children to families so that your program can upload child to parent conversations as soon as the database is available. do not wait for the database to go live to initiate contact with parents! Contact should have already been initiated and should continue. Phase II Phase ll is to input all contact data into the database. The current plan is to allow all case managers or clinicians to have access for data entry. We should anticipate that this may not be possible and should. therefore. have a contingency plan. Our contingency plan is to ask that you identify two principal staff who can coordinate calls and input data into the database. Due to the short time span to meet our current mission to reconnect children and parents those staff will likely need to work overtime and during the weekend. By Thursday. June 28. 12:00 Noon EST. send the names and contact information for the two designated staff for your program. Send their information tom. The subject line of the email should be title: Family Reunite Project Contact Staff. Thank you all for your hard work and assistance in meeting our mission objective! If you have any questions please reach out to your local FFS. James S. De La Cruz 2. When you discover that a UAC separated from a parent IS NOT actually separated from a parent. after having stated this to DHS. an SIR stating the facts and circumstances should be written and elevated. FFS Make sure to report the case to DHS by sending a copy to Copy the assigned CFS as well. Make sure to update the tacker to show that Non-Relationship was con?rmed. ln Share Point this is the column ?Method of Con?rmation.? In this column select, ?Not a Parent Continued.? Please note that this data is now being captured and reported out to ORR Senior Management other external parties. Accuracy is very important Thank you. James S. De La Cruz Senior Federal Field Specialist Supervisor Of?ce of Refugee Resettlement Division of Children?s Services Mary E. Switzer Building. 5th Floor (Room: 5223) 330 Street SW Washin vton DC 20201 It . ac f. s. From: De LA Cruz. James Sent: Monday. June 04. 2018 10:43 PM Subject: SIR Related Gui ance [or Separated [mm a Parent Hello FPS and CPS, Please forward this email message to your providers. (?are provider staff. as many ofyou are aware, we are currently receiving an increased volume ofllAC? minors separated from a parent. Please find guidance to address two specific areas of SIRS for these cases. 1. If you become aware of a UAC separated from his or her parent and the separation was not previously reported by DHS to ORR. the care provider should write an 81R and route this according to ORR Procedures. 2. When you discover that a separated from a parent IS NOT actually separated from a parent, after having stated this to DHS. an SIR stating the facts and circumstances should be written and elevated. For all such SIRS it is extremely important that you copy both your FPS and CFS to the email when notifying parties per ORR reporting procedures. 'I?hank you. James S. De La Cruz DH SKA RREDCS Senior Federal Field Specialist Supervisor Of?ce of Refugee Resettlement Division of Children?s Services Mary li. Switzer Building 5th Floor (Room: 5223) 330 Street SW Washin iton. [)Cf 2020l wwzue 9) If an investigation is opened for the reported allegation, FFS will notifythe FFS Supervisor, Project Officer and CFS. 10) If an investigation is opened for the reported allegation,then the FFS Supervisor, FFS and CFS cooperate fully duringthe investigative process providing any information or documentation requested by investigative agency). 11) For Human Trafficking Allegations?follows up with ice.dhs.gov within ten (10) business days to determine ifthe reported allegation will be investigatedfurther. 12) If the allegation involves care providerstaff: Follows up with local USICE HSI agent withinten (10) business days to determine ifthe reported allegation will be investigatedfurther. Instructs the care providerto follow theirlocal licensingguidelines regarding reports of inappropriate employee behavior and to informtheirlocal licensing agency that the case was referred to USICE HSI. 0 Provide the care providertechnical assistance. 0 If applicable, issues corrective action findings and requiresthe care providerto take appropriate action. -) ORR Policy Guide, Section 5.5.2 Follow Up and Corrective Actions I Program should submit/have internal disciplinary protocolsto address Fraud Scheme involving care providerstaff. 5.8.4 Reporting Allegations that Occurred in DHS Custody 9 ORR Policy Guide, Section 5.3.4 Allegations ofAbuse hat Occurred in DHS Custody Checking for Potential Allegations of Abuse that Occurred in the Department of Homeland Security (DHS) Custody The Department of Homeland Security Office of Inspector General DIG) Hotline is a resource for Federal employees andthe publicto report allegations of employee corruption, civil rights and civil libertiesabuses, program fraud and financial crimes, and miscellaneous criminal and non-criminal activity associated with waste, abuse or fraud affectingthe programs and operations of DHS. The DHS Office for Civil Rights and Civil LibertieleRCL)'s Compliance Branch investigates and resolves civil right and civil liberties complaints regarding DHS policies and activities. CRCL works in coordination with the entirety of DHS to address civil rightsand civil liberties concerns, includingthe DHS OIG. Types of allegationsthatshould be reported to OHS OIG for investigation: 0 Conditions of Detention: Includes, but not limitedto, not receivingfood, drink, access to sanitary items diapers, feminine hygiene products) or access to bathroom or medication; discarding personal items birth certificate, money, medication); overcrowded hold room cells; or unsanitary hold room cell. Section 5: Program Management 33 Version 2 [Effective 0 Disability Accommodation (Section 504 of the Rehabilitation Act): Includes, but not limited to, not providing appropriate assistance for a UC with a hearing impairment or not providing assistance for a UC with a mobility - Excessive Force or Inappropriate Use of Force: Includes, but not limited to, inappropriate use of taser or baton; use of weapon; inappropriate shackling/handcuffs; inappropriate physical abuse. Particularly after the subject has been apprehended or subdued or when medical attention was needed after the use of force incident. 0 Fourth Amendment (Search and Seizure): Includes, but not limitedto, confiscation of identity documents and property that is then not returned. - Intimidatioanhreat/Improper Coercion: Includes, but not limited to, threateningto deport the UC, if he/she does not admit to being an adult. 0 Legal Access/Due Process: Includes, but not limited to, when the UC states that while in DHS custody they claimed crediblefearof returning to home country, or that they are a human traffickingvictim, but the information was not documented or communicated in the initial placement request. Also, includes denial of phone call, the UC was in DHS custody over 72 hours, or improper age determination. - Separation from a sibling or parent/legal guardian, but the information was not documented or communicated in the initial placement request. - Medical/Mental Health care: Includes, but not limitedto, incidents of not receiving medical attention for an injuryor upon request. - Violation of Privacy: Includes, but not limitedto, medical privacy was violated or the UC was strip searched by or in front of an officerof the opposite gender. 0 Religious Accommodation: Includes, but not limited to, not providing reasonable accommodation for religious dietary restrictions. - Retaliation: Includes, but not limited to, punishment by beingforced to clean toilets or retaliation as a results of reporting an allegation againsta DHS employee. - Reporting Sexual Assault/Abuse allegations that occurred in DHS custody NOTE: Allegations of sexual abuse/assault that occurred in DHS custody must be reported to DHS OIG, DHS CRCL, CBP and ICE ERO. Section 5: Program Management 34 Version 2 [Effective