USRAP PreScreen Interview Procedure PDF

Control Number: USRAP-PG-RSC-02-v3.8 1.0 Introduction The purpose of the PreScreen Interview is to collect biographic and demographic information for each applicant accepted for processing in...

Control Number: USRAP-PG-RSC-02-v3.8 1.0 Introduction The purpose of the PreScreen Interview is to collect biographic and demographic information for each applicant accepted for processing in the USRAP. During the PreScreen Interview, RSC must inform applicants that their case could be denied by a USCIS Immigration Officer based on a determination they are not admissible for the USRAP according to U.S. law. During the Policy process, each RSC is responsible for informing applicants the USRAP is free of charge. RSCs are required to provide applicants with a USRAP Overview Fact Sheet and a contact address if anyone asks the applicant for money, gifts, or favors (including sexual favors) as part of the USRAP. RSC may provide other information to the applicant during the PreScreen Interview, as necessary. The components of the PreScreen Interview include but are not limited to: Introducing the USRAP and providing applicants with an overview of what to expect Verifying that applicants are who they say they are (their information/appearance matches what was provided in the referral/application documents) Taking photos of all applicants and adding/updating applicant information in START Counseling applicants on resettlement and travel preferences Collecting relevant applicant documents and uploading to START Having applicants sign relevant forms, preferably electronically 2.0 Before Data Collection Complete the steps in each subsection below prior to the PreScreen Interview. If RSC conducts Biometric Verification, refer to the Appendix. 2.1 Schedule Cases for PreScreen Interview Run the pending PreScreen Schedule report/filter, considering the following: Case Creation Date or Received Date Urgency Level Case Group Program Type (P-1/P-2/P-3/P-4) PRM understands it can be difficult to schedule older caseloads, as many applicants are no longer reachable or require significant updates to their cases before being presented to USCIS. Please do your best to prioritize the older cases as the USRAP aims to address old cases. For information on scheduling cases in START, refer to the Scheduling Processing Guide. [Return to Top]  Control Number: USRAP-PG-RSC-02-v3.8 Create a PreScreen calendar. Consider upcoming staff leaves and QC days. Create a matrix mentioning the number of slots and appointment times based on the PreScreen calendar. Refer to section 2.1 in Scheduling Processing Guide for case prioritization requirements. o Prioritize cases with higher urgency (Level 1 or Level 2) o Prioritize P-4 cases RSC Eurasia Ensure the applicant/referrer provided missing/additional documents, and RSC RSC LA reviewed, attached, and entered any data from the documents Ensure RSC has completed the eligibility QC Ensure RSC has reviewed special requirements by adding the Special Interview Arrangements Action Item (i.e. mobility limitations, minor languages/special interpreter, special transportation), or by adding Collect Documentation Action Item to identify any missing documents Flag case composition changes not already updated in START Review case groups - Refer to the General Case Processing Guide Remember to add a case to the active PreScreen interview schedule if the case is interviewed Note but was previously only on a PreScreen Reserve schedule for a circuit ride. 2.1.1 RSC Austria Schedule Cases for Intro Meeting For the Israel Caseload, before scheduling the PreScreen interview, RSC Austria - Israel Office conducts an in-person Introductory Meeting (for cases who reside in Central Israel) or, alternatively a briefing over the phone (for cases who reside outside central Israel or who are unable to attend in person due to special circumstances) to prepare applicants for the Prescreen Interview. The Intro Meeting includes an introduction to case processing procedure and provides each case with a blank Biodata Form for the applicant to complete before the Interview appointment with the RSC caseworker to expedite and streamline the Biodata Collection process. To schedule an Intro Meeting: 1. Follow the same instructions as in Section 2.4, entering the Intro Meeting into the Schedule Name field and using Registration Schedule type. 2. Once the Intro Meeting is complete, update the Israel Case Review Action Item Status to Completed Success. This will indicate the case is ready to be scheduled for a PreScreen Interview. For cases that did not attend the Intro Meeting: 1. Add the Schedule Action Item for PreScreen interview and assign it to the RSC Austria Israel Refer to the Scheduling Processing Guide for instructions to update the Schedule Applicant Status for each applicant following the PreScreen Intro Meeting. 2.1.2 RSC Austria Lautenberg Specter Pre-Travel Vetting & Arrival to Austria Applicants in Iran complete expanded data collection and vetting procedures prior to travel to Vienna, Austria or Zagreb, Croatia. RSC Austria conducts an initial phone call to provide information about the [Return to Top]  Control Number: USRAP-PG-RSC-02-v3.8 USRAP and Lautenberg-Specter processing, ask if applicants want to proceed, and schedule the Pre- Travel Interview. Cases that meet the requirement to be contacted will have Action Item Lautenberg Specter Pre-Travel Vetting with Status Pending Initial Applicant Contact. If the case indicates they do not want to proceed, follow the steps for case closure. If the principal applicant states they do not wish to have their pre-travel vetting interview at this time: Inform the applicant that their case will be put on hold for 90 days. After 90 days, RSC Austria will contact them again; if the case is not ready to proceed, the case will be closed and they can re-apply when they are ready. Add a Contact Applicant Action Item within START with a due date in 90 days. The Program Access Manager will regularly pull reports and assign cases to call after 90 days. If an assigned case to call after 90 days informs the RSC that they are still not ready to continue with the Pre-Vetting process, advise them that the RSC Austria Program Team will send them an email informing them that their case will be closed and they can re-apply when they are ready. Inform Program Access Manager, who will take the next steps. Exceptions to case closure in this instance apply to applicants who must delay due to medical reasons, such as completing medical treatment or Military Service. If applicant must extend another 90 days due to the reasons above: Add the Document Collection Action item to collect medical documents Leave the Lautenberg Specter Pre- Add the Contact Applicant Action Item with the due date, which the applicants say they will be ready. For example, if they are undergoing chemotherapy for 6 months, add a due date of 6 months for follow up. If during the pre-travel vetting interview an applicant requests to add new cases to their case group, or wait for a pre-existing case in their case group which is NOT at the same processing stage (further behind in the application process), inform the applicant that if they wish to do this that their case will be delayed and will not proceed at this moment. The case that they wish to add to their case group will not be expedited. Once informed, if the applicant states that they still want the additional case added to their case group or wait for an already existing case in their case group, which is behind in the process, i.e. not ready for pre vetting, stop the pre vetting interview, inform the Program Access Manager, and do the following steps: Add an Action Item, Case Group Hold General for the ready case for pre- vetting who decides to wait for one or more not ready cases in its Case Group. Add a comment to the comment section in the Case Group Hold Action Item, mentioning that the case wishes to wait for the IR-XXXXXXXX On the case level change the Availability Status to Hold and select the current date as Availability status date and hit save. Leave the Lautenberg Specter Pre- status as Pending Initial Applicant and remove your name from the field assigned to, write in a comment that case is waiting for another case from the case group and hit Save & Return. [Return to Top]  Control Number: USRAP-PG-RSC-02-v3.8 If the applicant states that they wish to continue without the additional case being added to their case group, continue with the pre vetting interview. Regardless of the applicant's decision, all existing cases for the immediate family members must be added to the USCIS case group. If the applicant indicates they want to proceed with processing, RSC will ask a series of questions in order to clarify eligibility and to prepare for the Pre-Travel Interview. 1. Has the case composition changed (in regards to births, deaths, marriages, divorces, etc.) since application/last contact with RSC Austria? If so, applicants are asked to prepare marriage certificates, updated birth certificates, and any other appropriate documents. At this point, RSC adds Action Items, such as New Derivative Under 5 /Over 5, and Collect Documentation with appropriate document type as status. 2. Have the applicants applied for residency or citizenship in any other countries? If yes, make a Note to USCIS for the specific applicant. Change Lautenberg Specter Pre-Travel Vetting AI status to Manager Input Required. Do not schedule the case for Pre-Travel Vetting. End the reviews, the case might need a follow-up call for counseling about external citizenships and participation in the Lautenberg Specter Program. 3. Has the U.S. Tie/family in the US applied for a Green Card for any of the applicants on the case? If so, RSC will ask applicants to prepare their A-number for the Pre-Travel Interview. 4. Do applicants have any major medical issues? If yes, record in Observed Medical Conditions in the Comments Tab for the specific applicant. Additionally, ask applicants to provide a medical report. Document this by adding a Collect Documentation Action Item with the documents the applicant needs to provide. 5. Do all applicants have a valid passport with a validity of 14 months or longer? U.S. Tie Change During the initial phone call, confirm with applicants that their U.S. Tie is the one submitted in the RIF, paid C+M, and matches what is in START. If the UST is the same: continue and arrange a Pre-Vetting interview. Per current instructions, inform the applicant that a future request to change UST will result in a significant delay to case processing. If the UST is not the same: inform the applicant that changing UST may result in a significant delay to case processing. Proceed to ask the applicant if the UST who submitted the original RIF has informed the RA of the change and if the RA sent the US Tie change form to RSC Austria. If the applicant answers yes: inform the applicant that RSC Austra will confirm with our records and will contact them. check for receipt of any UST Change Forms. If the applicant answers no: inform the applicant that the UST who filed the original RIF must contact the RA where the application was submitted and request a change of UST. If the applicant is no longer in contact with the original UST then advise the proposed new UST to contact the closest RA. [Return to Top]  Control Number: USRAP-PG-RSC-02-v3.8 it to the RSC Austria RIF Group. After RSC asks the above questions, next ask the applicants about their availability for a Pre-Travel The last part of the call is preparing applicants for the interview. Go through all the tabs and documents on the case, check if any documents are expired, and ask if applicants have any new documents. Add appropriate Action Items for missing or expired documents and inform applicants what documents they have to provide for their interview, if applicable (such as a newly issued passport or national ID). Finally, explain to applicants what information they need to prepare for their pre-travel interview, including U.S. Tie current address and family tree information including contacts and addresses. Documents necessary during the Pre-Vetting Interview for the Lautenberg program include: Passport copies - all pages for all case members, both current and old (if the old copy is available) Inform applicants that current passports must have over 14 months validity from the time it is estimated they will arrive in Croatia or Austria. Applicants have 90 days to obtain a new passport in the event it expires in less than 14 months from the estimated arrival to Croatia or a due date in 90 days.) Birth certificate for every individual on the case Military ID for all adults on the case who have done military service or the exemption ID if the applicant was exempted from military service Zoroastrian cases as they receive the religious document at the age of 15 and 16 respectively Marriage and divorce certificates as applicable and, if the applicant is single, the marriage and divorce certificates for their parents Death certificate if one of the applicants passes away U.S. Tie ID (it is usually at the end of RIF; re-upload it to START) Only applicable for particular circumstances: handwritten statement that applicant does not have their old passport, military discharge letter, etc Only applicable for particular circumstances: a new, up-to-date medical report from a physician stating the diagnosis, all medications taken (including dosage and frequency that the medication is taken), any additional care required and any necessary specialist doctor visits. Inform the applicants that they will receive an email with a confirmation of remote interview with a list of documents and additional information they need to provide. Ask the applicants to provide the missing documents as soon as possible by replying to the email. After a successful call, send the email to applicants listing all needed documents and information they need to prepare for the interview. Add the case to an appropriate Pre-Travel Vetting Schedule in START and change the status of Lautenberg Specter Pre-Travel Vetting AI to Pre-Travel Interview Scheduled. RSC Austria conducts the Pre-Travel Vetting Interview using a secure web-based video platform (see Appendix G). Collect all biodata as outlined in this Processing Guide. Do not collect Case History information until applicants attend the PreScreen Interview in Vienna. [Return to Top]  Control Number: USRAP-PG-RSC-02-v3.8 1. Meeting Link: number to contacts using Case Number only, in order to make the call. 2. Verify Identity: Ask the applicant(s) to confirm their identity. Verify passport, name, and their appearance with information received in the RIF referral document. 3. Call Connection: If the connection is very bad, at this point the video can be switched off. 4. Collect Information: Collect information from the applicants(s) and check with the information contained in START. Collect all Applicant and Case Tabs information, with the exception of Case History. This will be collected upon arrival in the transit location. 5. Conduct Case Group Counseling for every case. Ask every case if they have any family members in the program. Add the Case Group Counseling Action Item to the case. Update it decision. Provide a short comment explaining the outcome, including a statement that the applicant confirms they have no family members in the program. 6. Ask the applicants the questions included in the Pre-Vetting Questionnaire, located in the internal drive: J:\01- PROGRAM OPERATIONS\1 In Iran\Pre-Vetting Questionnaire. Fill out the questionnaire and save it. Record any notable information in the appropriate section in START. If you are unsure about how to proceed, consult the Program Access Manager. 7. If during the pre-travel vetting interview the applicant provides a new U.S. Tie address with a different city or state to that which is in START, please inform a Program Access Manager at the end of the interview. 8. If the applicant is exempted from military service: ask all applicants who are exempted if they participated in a training period or had any other military service before getting the exemption. If yes, please enter the information into the Military Tab in START. a. Add a second entry to record the exemption part, fill in all mandatory fields and the highest rank attained field. b. Update the start date and end date to be the same date when the applicant was exempted (this can be found on the Exemption ID), branch / organization: None, Country of Service: Iran and the highest rank attained as Exempted. 9. After collecting all information, follow the instructions to record the Scheduled Applicant Attendance for each applicant following the Pre-Travel Vetting Interview. 10. Review that RSC has added all necessary Action Items to the case (Collect Documentation, Contact Applicant, etc). 11. Change Lautenberg Specter Pre-Travel Vetting AI to Pending Post-Interview QC status. Additional Pre-Vetting Questions: RSC Austria Program Access staff will ask the following questions to refugee applicants during pre- vetting interviews to determine if any applicant on the case has an immediate protection concern. Record the responses in the Contact Log. If an applicant indicates they do have an immediate security protection concern, please inform the Program Access Manager at the end of the pre-vetting interview. 1. Can you please tell me about your current security concerns? Membership in a particular social, political, or religious group may be a reason for a concern. 2. Have you recently received direct threats because of your membership in a particular social, political, or religious group? If yes, please provide details, such as why you were threatened, who threatened you, and if you suffered direct harm because of these threats. 3. Do you need to leave Iran urgently? If yes, please provide details. [Return to Top] [ 10 ]  Control Number: USRAP-PG-RSC-02-v3.8 After the Remote Pre-Travel Vetting Interview: 1. Once all documents are received and no missing information is pending as indicated by Action Items, assign the Lautenberg Specter Pre-Travel Vetting AI to RSC Austria Prescreen group to QC the case. When QC is complete, change the Lautenberg Specter Pre-Travel Vetting AI to Pending Pre- Travel Security Checks Request and assign it to the Manager. 2. Request Security Checks (CLASS and IAC). Follow guidance in the Security Vetting Processing Guide. Update the Lautenberg Specter Pre-Vetting AI status to Completed Success. 3. After security checks are completed and have a status of Clear, request Care & Maintenance (C&M) Funds. a. Contact the applicant to request C&M funds, inform them of the deadline. b. Update the Care and Maintenance Task to C&M Requested (or C&M + C&M Rider Requested, if C&M Rider is required) for each applicant. If C&M is paid, but the case requires a Rider, change Care and Maintenance status to C&M Received C&M Rider Requested. c. Update the Contact Log, choosing Care & Maintenance Funds as Reason for contact. d. When RSC receives the C&M Funds, update the Care and Maintenance Task to C&M Fully Received status for each applicant. Applicants can request an extension for paying the C&M Funds. e. If C&M Funds are not received by the requested deadline, change the Care and Maintenance Task status to C&M Failure. Proceed to case inactivation. f. For cases that had paid C&M prior to 2018, send the Care & Maintenance Agreement Addendum to the U.S. Tie and wait for it to be returned, signed, and notarized. 4. Once Security checks are clear and C&M Funds received, RSC will facilitate the schedule for D-Visa Appointments. a. Send an email to applicants asking for their consent to RSC Austria booking an appointment on their behalf on the Austrian Embassy in Tehran website. Call applicants to confirm receipt of the consent email. Allow applicants to reply, giving their consent. Once RSC Austria receives the consent email, send an additional email containing the Document of Understanding to be signed by the principal applicant and returned before the D-Visa appointment. When received, save in START as an RSC Internal Document. Update the Contact Log. b. Go to the Austrian Embassy in Tehran website to book a D-Visa Appointment for each applicant. c. Immediately after booking, add the case to the D-Visa Appointment Schedule for that d. Change the D-Visa Task for each applicant to status Requested. Write D-Visa Appointment dates and times of all applicants except PA in the comments. e. Add all applicants to the D-Visa Appointment spreadsheet on J-Drive, including all needed information. f. When RSC has filled all appointment slots for the month, ahead of the appointments, send this list by encrypted email to the Austrian MFA, Austrian MOI, PRM, and US Embassy, accompanied by Note Verbale. 5. Notify the applicants of the date/time of their D Visa appointment as well as the date of their expected arrival in Vienna by email and a follow-up call. Align the date of registration in Austria with a USCIS circuit ride. Applicants will go to the D-Visa Appointment with a booking for flights to Austria. Update the Contact Log. [Return to Top] [ 11 ]  Control Number: USRAP-PG-RSC-02-v3.8 6. Applicants attend the D-Visa Appointment and collect D Visas from the Austrian Embassy in Tehran a week later. The Austrian Embassy in Tehran will confirm that D Visas have been issued on a monthly basis through a spreadsheet sent by email. a. When the applicant receives the D-Visa, RSC updates the D-Visa Task to Received for each applicant. b. Update the schedule attendance for all cases that attended the D-Visa Appointment, and at the end of the month complete the Schedule. 7. After confirming D Visa receipt, create schedules and add cases to schedules in START for Registration Appointment, PreScreen Interview, Medicals, and USCIS Interview. Schedule applicants in alignment with USCIS circuit rides. Ask applicants to send their date of arrival in Austria to RSC Austria via email; update the Contact Log. 8. Inform applicants of their Registration Appointment date. If the applicant(s) arrive in Austria more than 4 days before their Registration Appointment, inform applicants when they will come to the RSC Austria office. Inform them to bring all required documents and have their case number at hand. Send the final email requesting the applicants obtain medical reports, supply of medication, and vaccination cards. Provide the details of the registration day. after arrival: 1. Collect D-Visa number and expiration and issue date (Expirations Tab in START) 2. Record flight path in Travel Tab based on the entry in their passports a. Country Iran, Status in country of travel Fled from, Departure date: date of arrival to Austria. Leave the date of entry field blank 3. Change the case level County and Location of the case to Austria, Vienna. 4. Update the Fingerprints tab with the information on fingerprints taken at the D-Visa appointment at the Austrian or Croatian Embassy in Tehran. 5. Inform applicants that they need to register their address with the Austrian administration and bring the document (Meldezettel) to RSC Austria. 6. previous address. Shred the copy of the Meldezettel after. 7. Add the end date to the most recently completed employment and/or education to the respective tabs, if applicable. 8. Give each case a Welcome Packet which includes: a. Insurance cards for each applicant b. Appointment slips (case history, medicals, DHS interview, banking information session) c. Care & Maintenance information packet, refund form d. Notice of Confidentiality and Document of Understanding translated into Farsi e. Address registration instructions f. Office address and open hours g. h. Vienna city map 9. Update the attendance for registration Appointment Schedule Within 2 days of the Registration Appointment, or within 6 days of applicant arrival, RSC shares the Austria Arrivals report with the RSC Austria Administration team, listing all applicants that arrived and including information necessary to register applicants for health insurance. Applicants must be registered with the insurance company within 7 days of arrival. If any applicants arrive more than 4 days [Return to Top] [ 12 ]  Control Number: USRAP-PG-RSC-02-v3.8 ahead of registration day, an additional report has to be shared with the RSC Austria Administration team within the required timeframe. 1. Perform QC of an updated Austria arrivals report to ensure travel path has been entered for all applicants. 2. Following the banking session, the program team will confirm with the finance team if the applicants decide to withhold or receive their C&M money while in Vienna. Update the Care & Maintenance task accordingly for each applicant using either of the following statuses: a. C&M Disbursed In-Transit (to Applicant) b. C&M Withheld 2.2 Prepare for the PreScreen Interview Before beginning the PreScreen Interview: 1. Review available information in START. See the subsections below for more details. 2. Only print applicant forms if your RSC does not have sufficient esignature pads. Check the case-level Action Items tab to check for the Special Interview Arrangements Action Item. If the applicant(s) requires special accommodations (e.g., mobility concerns, medical support, request for an interviewer of a specific gender, need for a special interpreter, etc.) for the PreScreen Interview, request support and prepare for the interview as needed. Additionally, check for any Caseworker notes in the Data Collection Applicant Task. 2.2.1 Review Case-Level Statuses and Information Verify the following case-level details and Statuses prior to the PreScreen Interview: Acceptance to Program Processing Stage Status = Completed Success o For AOR and PS interviews scheduled together status can be In Progress PreScreen Processing Stage Status = Not Started or In Progress Case Availability = Active Case Status = New Relevant documents are in the case-level Supporting Documents tab P-2 Lautenberg, Specter, EV - RSC/RPC has completed Eligibility Review Review pending Action Items o (Optional) Schedule Action Item with PreScreen Interview schedule type and a Status Not Started 2.2.2 Review the Referral or Application Data During the PreScreen Processing Stage, verify the information from the referral or application: 1. Receive Date 2. Case-Related Data 3. Applicant Biodata a. Date of Birth (DoB), primary language, and photo i. P-2 Lautenberg and Specter only: religion ii. P-2 Afghan or EV only: occupation 4. Relatives of the Primary Applicant (PA) and spouse a. Relatives are not fully captured in the referral or application, but ensure relatives that are in the referral or application are present in START 5. [Return to Top] [ 13 ]  Control Number: USRAP-PG-RSC-02-v3.8 6. Specific needs assessment (if applicable) - add to the Special Interview Arrangements Action Item 7. Additional remarks (if applicable) 8. Attachments (if applicable) 9. Signatures page is no longer required for UNHCR Referrals 2.2.2.1 UNHCR Resettlement Registration Form For P-1 UNHCR or NGO referred individuals, thoroughly review all sections of the RRF prior to the PreScreen Interview, including Section VII. RRFs also lists other cases linked to the current case in the top right-hand corner of the first page of the RRF (i.e., cases that are added to the Linked by UNHCR Case Group during the Acceptance to Program Processing Stage). Ensure that all linked applicants appear together for the PreScreen Interview. Example of UNHCR RRF and Linked Cases Section 2.2.2.2 Additional UNHCR Referral Review Information The referral or application includes information to verify throughout the PreScreen stage. A UNHCR RRF consist of the following segments: 1. Received Date: The date when the RSC received the referral is located at the top right corner of the referral. 2. Case-Related Data: This is the UNHCR case number that is the External Case ID in START, and other valuable information such as the number for linked UNHCR cases, UNHCR resettlement available (telephone, email). The UNHCR Registration date is the date of case file creation in the RRF. For the RSC LA P-1 caseload, the UNHCR case number is located below the case related data RSC LA section. For Ecuador caseload, the ECUQC case number is for UNHCR internal use. 3. Individual Bio Data: The basic biographical information for the PA and the case members. Including the Date of Birth (DoB), age, religion, occupation, primary language, and photo. 4. : Read this information before preparing the 1-2 sentence persecution claim. [Return to Top] [ 14 ]  Control Number: USRAP-PG-RSC-02-v3.8 Please note that the RSC Case History will be substantially shorter than the UNHCR Note documented claim. 5. Specific needs assessment: Contains information such as the medical and psychological background. If the information is needed for the interviewing staff member, add this information to the Special Interview Arrangements Action Item. 6. Additional remarks: Information that could be relevant to Case History. a. Declaration: Signatures page. The UNHCR RRF Signature Page is no longer required. 7. Attachments: Contains a list of the documentation presented with the case by UNHCR. Among these documents are: a. Best Interest Determination (BID): if a minor is traveling alone or only with one of their biological/legal parents even if married, a BID describes the formal process established for the protection of refugee minors to identify the best resettlement options. If UNHCR has not provided a BID, add the Action Item Deferral, Processing Stage PreScreen, and select the applicant that is missing a BID, Status Documents requested, Assigned to Supervisor, and comment Pending BID. b. Best Interests Assessment (BIA): an assessment of an individual child, designed to ensure that the child's best interests are the foremost consideration. 8. Verify case composition and persecution history and allocate additional time to casework and pre-form filling, if applicable (i.e. Family Tree tab, Contact Tab, Travel Tab, among others). 9. Save information as draft. 2.2.2.3 Proof of Registration (POR) For P-2 Pre-Defined cases, UNHCR collects and attaches a Proof of Registration (POR) form, when submitting a P-2 Pre-Defined case to START. Not everyone included in the POR will be on the case, but everyone on the case must be in the POR. Always check if UNHCR submitted an Informational (Info) Memo the Memo highlights linked cases, special needs, medical concerns, and other useful information. PRM recommends for RSC to conduct the PreScreen Interview for all Linked by UNHCR cases at the same time. For information specific to P-2 CAM or P-3 cases POR, refer to the P-2 CAM/P-3 AOR Processing Guide. All new P-2 or P-3 AORs submitted by the RA to RPC or RSC are expected to include a valid Proof of Registration/Legal Status (POR/LS) for all beneficiaries listed on the AOR (including babies). This can be from UNHCR or the Host Country Government. Note P-2-CAM Caseload: The RA sends the completed AOR Form to the RPC. The AOR must be accompanied by proof of US immigration status for the Anchor and Proof of Registration/Legal Status (POR) (or birth certificate for CAM applications) for each beneficiary. 2.2.2.4 I-730 USCIS includes an I-730 application, which is the referral document for Follow to Join-Refugee (FTJ-R) cases. Review the I-730 and ensure departure records for the petitioner were uploaded to START and that all Case Groups are correctly recorded. Review the I-730 and add a Notes to USCIS comment if the [Return to Top] [ 15 ]  Control Number: USRAP-PG-RSC-02-v3.8 beneficiary has a concurrent case, such as a P-3 case. For more information, refer to the FTJ-R Processing Guide. When an applicant has multiple cases in START, only one will have an Active case Availability. Counsel the PA and have them choose their primary (Active) case and their secondary (Inactive) case. Inform the PA of the implications of choosing one case over the other (i.e., Note implications for travel/case composition) and let them know they can opt to change which case is Active or Inactive at any time. See the Acceptance to Program Guide appendix on Multiple Applications for more information. 2.2.2.5 Affidavit of Relationship (AOR) P-3 cases arrive at RSC with an AOR. Before PreScreen a P-3 case, thoroughly review the most recent AOR and AOR Screening Notes. For P-2/P-3 AOR referred individuals, review all sections prior to PreScreen/AOR Interview. RSC LA Ensure that all linked applicants appear together for the PreScreen Interview. 2.2.2.6 RSC Africa: Kenyan Refugee ID Card Refugees over 18 years old and processing in Kenya require a Kenyan Refugee ID card in order to depart. Applicants under the age of 18 years can depart on the UNHCR/DRS registration only. RSC Africa caseworkers will advise applicants without the Kenyan Refugee ID card to obtain one from the Department of Refugee Services (DRS) formerly known as Kenya Refugees Affairs Secretariat (RAS). RSC Africa will conduct PreScreen interviews regardless of whether the applicant has a DRS ID card or waiting slip. IOM cannot transfer any applicant over the age of 18 from Dadaab to Kakuma without a DRS ID. After USCIS interview, place a case on Hold case Availability if the case does not have DRS IDs, and do not request Medicals. Note Referrals received from UNHCR after June 2014 include DRS IDs for those over 18 at the time of submission, but be aware of individuals who have aged-in to the DRS requirement. 3.0 PreScreen Interview Guidance Developmentally challenged or incapacitated applicants must be interviewed with a parent or guardian, someone else on the case, or a family member in a shared Case Group. The accompanying individual may provide responses for the applicant. See the USRAP Integrity & Compliance Guide for more information on accompanying individuals providing responses for an applicant. Policy The RSC will note in the applicant-level Comments tab using the Observable Medical Conditions and Notes to USCIS categories that the individual was incapacitated, the nature of the incapacitation, and the name and relationship of the person who answered the questions not required in these circumstances. The accompanying individual may sign all official documents on behalf of the incapacitated individual. [Return to Top] [ 16 ]  Control Number: USRAP-PG-RSC-02-v3.8 Typically, the PreScreen Interview is the first time the RSC is interacting with the applicant(s) during the USRAP process. RSCs can conduct in-person interviews, video interviews, or telephonic interviews applicants on a referral or application is not present for the PreScreen Interview, proceed with the Interview unless the missing applicant is the Principal Applicant. During either interview, confirm that the applicant and interpreter can comfortably understand each other; switch interpreters if the answer is no. RSC staff proceed to provide and request the interpreter signature on the USRAP Affiliation Declaration Form only if the interpreter has any affiliation to any applicant on the case (and any other RSC form that requires interpreter signature). For all PreScreen interviews, when one or more applicants on a referral or application is not present for the PreScreen Interview, proceed with the interview unless the missing applicant is the Principal Applicant. 3.1 Telephonic PreScreen Interviews During the interview: 1. The RSC will greet the applicants with a standard welcome speech. See Appendix F: USRAP Introduction Speech with additional content for telephone interviews. 2. RSC will confirm that the applicant received and read the Notice of Confidentiality that was sent when the applicant was scheduled for the PreScreen Interview. a. If the applicant did not receive the NoC or received it but had not read it, the RSC caseworker will review the NoC with the applicant over the phone. b. the NoC and agrees to proceed with the interview. The NoC verbal consent will be captured in the comments of the Data Collection Applicant Task. c. RSC caseworker will inform the applicant that after the interview, the RSC will send the NoC to be signed by email. If the applicant is unable to sign it and send it back, RSC will collect the signature at the next in-person interview. 3. RSC will ensure that all the applicants are available and in a private space. 4. RSC will speak to all applicants on the case ages 13 and over. 5. RSC will verify the applicant's identity with biographical information. If necessary, RSC may address, etc.). After the interview: 1. Download and attach all documents which applicants send to RSC via Whatsapp or email. a. Attach all documents provided by the applicant as evidence of the relationship in START to the case. b. If RSC is using the Collect Documentation Action Item, update the Action item to Document Received. Enter a Contact Log entry that the applicant provided a document. c. If the applicant can not send a document by email, Add Collect Documentation Action Item with the appropriate status and collect prior to USCIS interview. 2. RSC will send documents that applicants need to sign by email. Applicants will sign and send back. If they do not or cannot, applicants can sign documents on the day of the USCIS interview. [Return to Top] [ 17 ]  Control Number: USRAP-PG-RSC-02-v3.8 a. Add Contact Applicant Action Item with status Applicant signature or photo required to track if either or both are needed prior to USCIS interview. In the Action Item comment specify which one is needed. 3. RSC will send instructions on how to take pictures by email. Applicants will send back the pictures by email. If they are not able to or the photos do not meet the requirements, RSC staff will take photos at the USCIS interview. a. Add Contact Applicant Action Item with status Applicant signature or photo required to track if either or both are needed prior to USCIS interview. In the Action Item comment specify which one is needed. 4. Generate I-590 for the applicants (even if photos are not available). 5. RSC will plan to do case group counseling on the day of the USCIS interviews. 3.2 In-Person PreScreen Interviews The RSC will greet the applicants with a standard welcome speech and provide them with the necessary copies of forms. RSCs will conduct the USRAP introduction speech in groups rather than on an individual basis. For any observers present, explain to the applicant the reason why they are observing and that they present during their Interview. 3.3 Data Collection for Case Group Based on application/referral the caseworker proceeds to assess linked cases and their case composition considering the Requested by USCIS Group. The case composition for cases Requested by USCIS might allow for staff to perform Introduction, Form Counseling, and Data Collection of the cases together. Otherwise, interview one case at a time. Introduction Speech, Form Counseling, and Data Collection can be provided for cases within the same referral. Ensure that cases in Requested by USCIS Group are processed together at PreScreen. Exceptions to processing cases in Requested by USCIS Group can be made with Supervisor Note approval i.e., PreScreen at remote locations, cases impacted by illness. At the start of the PreScreen Interview: 1. Ensure all applicants included in referral documents are present at the PreScreen Interview. Verify that the individuals at the Interview match the applicants in the referral photos, if available. If the individuals present are not the same as the applicants in the referral, stop the PreScreen Interview and verify that the correct case was scheduled. Reschedule with the correct case. Report any suspicion of fraud to a supervisor. If an applicant(s) is a No Show, record it in START as detailed in the Scheduling Processing Guide. 2. Navigate to the applicant-level screen for each applicant on the case. 3. Update the Data Collection Applicant Task Status to In Progress for each applicant. [Return to Top] [ 18 ]  Control Number: USRAP-PG-RSC-02-v3.8 SIV cases do not have a Data Collection Applicant Task because data is not collected during a PreScreen Interview. Instead, applicant and case information is provided via email/mail. After Note entering data from documentation into START and ensuring all applicable forms are present in START, complete the steps as described in After Data Collection. 4. Explain the details of refugee processing and confidentiality of personal information to all applicants in a language they can understand. Ask for confirmation of understanding and have applicants electronically sign the Notice of Confidentiality (provide a copy of the document to the applicant and if available 5. Explain to the applicant that the USRAP is free of charge. 6. If refugees bring documents to the PreScreen Interview, directly scan the documents. Attach the documents to the case, if relevant, per instructions below. 7. If English-language documents are not available, add the Document Translation Action Item to the case and assign it to the RSC staff member responsible for translating/obtaining and uploading translated documents. Identify documents relevant to each applicant's identity, case composition, or documents related to claim/access/eligibility, and scan them. Also, compare the ID documents from those in START, and if the document is not already in START, upload the latest following table (consider that this could depend on the caseload or other instructions): Establish Identity Establish Relationships Establish Eligibility Passport Birth Certificate Military ID/Book and Documents National ID Marriage Certificate Legal/Court Documents UNHCR ID* Divorce Certificate Employment ID or Documents** Host Country ID (i.e. Death Certificate Religious Certificates*** Asylum ID) Birth Certificate Adoption/Custody Documents Organizational ID and Documents**** Medical Documents***** Immigration Status Documents****** *Includes Refugee Camp ID, UNHCR Proof of Registration, UNHCR Household document, UNHCR Mandate -2 Employment Verification) ***Only if the case is P-2 Lautenberg or Specter ****See the Organizations Tab for examples of organizations *****Only if aiming to obtain Medical Expedite and the case does not have a UNHCR Medical Assessment Form. See the General Case Processing Guide for more information. ******If an applicant has applied for residency/immigration status in any country. Review documents from the above list for aliases. For Passports, scan all the pages with stamps or visas. Ensure that legal documents are copied in the correct page order. [Return to Top] [ 19 ]  Control Number: USRAP-PG-RSC-02-v3.8 8. Perform the PreScreen Interview. Collect complete and accurate applicant data and enter it in START as specified in this Guide. To the extent possible, RSCs will complete PreScreen in one interview. During the PreScreen Interview, Caseworkers may need to defer the case to the referring Note agency. For more information about deferring referrals and moving applicants, refer to the General Case Processing Guide. If the applicant inquires about transporting a pet, refer to the Travel Processing Guide. stop the Interview and update the case Availability to Hold. RSC notifies the RefCoord to reassess USRAP eligibility. became known, but has not yet been interviewed by USCIS, the RSC must notify the RefCoord and PO by email before scheduling the USCIS Interview. This is not necessary if the applicant has an Action Item of Pre-Interview Check - USCIS Review with a status of Completed by USCIS Note - Not Interviewable. RSC can use the following recommended language when contacting the ence, as documented xxxxx. Please review If RefCoord recommends psychiatric assessment, add the Psychiatric Evaluation Action Item and send the request to IOM. Reconfirm eligibility with PRM after IOM provides the evaluation (PRM Follow Up Action Item; Status = Pending Eligibility Clarification). Follow the guidance in the General Case Processing Guide regarding case closure if PRM assesses to close the case. If the applicant reveals that they had a prior USRAP case during the PreScreen Interview, add the Duplicate Case Action Item (Status = Not Started) and assign it to the appropriate Assignment Group (typically supervisors). Complete the PreScreen Interview and refer to multiple application/re-application guidance in the Acceptance to Program Processing Guide Note Appendix for next steps. Add the USRAP Access Concurrence - USCIS Review AI for any case that was identified during PreScreen interview as having had prior participation in the USRAP. Add notes in the action item with the previous case number and a-number, if available. For additional guidance on conducting PreScreen Interviews in a remote capacity, please refer to Appendix G for protocol. 3.4 Applicant Introduction to PreScreen expression or presentation. For safety reasons, use only the first name. Explain that the RSC has a safe space policy and staff is not permitted to discriminate based on ethnicity, religion, gender identification, [Return to Top] [ 20 ]  Control Number: USRAP-PG-RSC-02-v3.8 sexual orientation, race, or any other grounds, and that they are free to share if they have ever felt discriminated against. Review the following key points with the applicant(s) at the beginning of the interview or at an appointed time before the interview (e.g. an introductory session with all applicants being interviewed that day): 1. Inform case members that all information obtained through their interviews is confidential. 2. Explain that all RSC services are free of charge. At no time in the process will anyone from RSC, UNHCR, or an NGO request payment from them for any of their services. Applicants must report the RSC of any suspicion of fraud, or if anyone has interfered with their application, or forced them to apply. Remind the case members that reporting fraud has no negative effect on their application. 3. Provide RSC contact information to applicants in writing. 4. Encourage applicants to set up a free email account if they do not have one already, so that documents can be transmitted over an official email channel. 5. Explain to applicants that they can forward any questions through their NGO representative or UNHCR, that RSC will not call them at irregular hours, that RSC may call them on a holiday if it falls on Monday-Friday since the RSC works during most of the holidays, and that if someone calls them from an unknown number outside of working hours, and claims that they are from RSC, to please call RSC on the number provided by the RSC. 6. Convey to the case members that USRAP processing is lengthy and could result in a denial by USCIS based on a determination that the applicant(s) is not eligible for the USRAP according to U.S. law. 7. Instruct applicants to bring all identity documents and any other documentation in support of their case. 8. Explain that this is the first step in the USRAP process, and they will be informed of the following steps as they advance through the process. 9. Explain the PreScreen interview: i. The PreScreen Interview will consist of two parts. The first part is to collect basic personal information about you and your family. The second part (see Section 4.2.4 Case History) of the interview will consist of questions about why you are applying to 1. For cases that do not require an additional case history interview, the interview will only consist of data collection. 10. Tell the applicant that during the interview to: i. Answer questions truthfully. It is important to be completely honest and provide reliable information. ii. Never to embellish their experiences. iii. Never answer when they are unsure; It is ok to say you are not sure. iv. Speak the truth always. 11. Explain that USCIS will verify the information provided and may ask additional questions at the time of the USCIS interview. Let the case members know that they may ask questions at any time during the PreScreen Interview. 12. Reiterate fraud policy. Applicants must report the RSC of any suspicion of fraud, or if anyone has interfered with their application, or forced them to apply. Remind the case members that reporting fraud has no negative effect on their application. [Return to Top] [ 21 ]  Control Number: USRAP-PG-RSC-02-v3.8 13. Ask case members if they have been in the United States before and if they brought any documentation with them that has an A-Number, or alien number, listed. Read carefully through the documentation and see that the number matches the name of the case member. If they bring documents with an A-Number, enter that A-Number following the instructions above (refer to Assigning/Editing an Alien Number). If the case member has documents with more than one A-Number contact Program Access or Supervisor for guidance. For the cases counseled on the Welcome Corps program, add the Action Item Private Note Sponsorship Review, and set the Status as Counseled. 4.0 Case and Applicant Data Collection For applicants and non-applicants (family tree members) do not enter dates before January 1, Note 1920 in START. If a date is unknown or unavailable and a required field, enter January 1, 1920. Iranian Case Load Processes: For the period of time that applicants are in Austria, use the RSC address and the phone number from RSC-provided SIM cards. 1. Conduct PreScreen quality check (QC) to confirm all information previously submitted RSC Austria by the applicant and the U.S. Tie and note any changes. 2. Follow the steps below to collect any new information, take photos of all applicants, prepare all forms for applicants, obtain required signatures, including Austria transit visa details. 4.1 Case-Level Tabs Each case in START has two processing levels: the case-level and applicant-level. Information relevant to the entire case is collected at the case-level, while information relevant to a specific applicant is collected at the applicant-level. A case will generally consist of a PA and their spouse and/or unmarried children under the age of 21. Individuals included on the same referral may not necessarily remain together on a USRAP case. For more information on USCIS case composition guidelines, see the Acceptance to Program Processing Guide Appendix. Add and move applicants. Refer to the Acceptance to Program and General Case Processing Guide for guidance on how to add and move applicants, respectively. Refer to the table below for a detailed breakdown of case- vs. applicant-level information: Case-Level Information Applicant-Level Information Active Applicants on the Case Applicant Details: Biographical information, Case History, Addresses, Contact Information, Education, Employment, Organizations, Law Violations, Military Service, Languages, Travel history, Aliases, Minor Questionnaire Case Groups Comments [Return to Top] [ 22 ]  Control Number: USRAP-PG-RSC-02-v3.8 Case-Level Information Applicant-Level Information Contact Log Entries Inactive Applicants (Withdrawn, Deceased, and Missing Applicants) Case-level Supporting Documents Applicant-level Supporting Documents Case-level Tasks Applicant-level Tasks Action Items Applicant Processing Status within Processing Stages U.S. Ties Expirations Scheduled Events Enter all available case data in each case-level tab. Fields marked by an asterisk (*) are required. Failure to add complete and accurate information may result in the need to re-request security checks and may lead to processing delays. Ensure that the current country and location match the location where RSC is conducting the Note interview. 4.1.2 Applicants Tab In the Applicants Tab, users can: 1. See all Active applicants on the case and access their applicant records. Applicant-level tabs are 2. Use the Generate Forms functionality in START to create forms for each applicant and/or the whole case. Submit all relevant applicant data prior to generating forms. [Return to Top] [ 23 ]  Control Number: USRAP-PG-RSC-02-v3.8 4.1.2.1 The Principal Applicant To switch the PA, notify RSC Program Access management prior to doing so in START (for RSC Asia, notify Casework and Program Support Coordinator). E claim is documented in the referral/application. For P-2 UNHCR referrals, defer to UNHCR. This is not necessary for P- 1 UNHCR or NGO referred cases. Conduct additional Eligibility Review (use the Eligibility Review Action Item RSC Review) for the following case types: P-1 Afghan P-2 Afghan P-2 UNHCR referral P-2 Lautenberg FSU P-2 Specter RIF P-2 EV Note P-2 I-130 P-2 CAM P-3 FTJ-R (for RSC Africa, RSC MENA) P-4 If the newly designated PA does not have a claim, update the case Availability to Hold. Update the Principal Applicant field for both applicants (the old PA and the new PA). Review the U.S. Ties tab to ensure all U.S. Ties are associated with the new PA. For UNHCR P-1 cases, if the applicant is not listed as the PA in the RRF (but is still included in the RRF and has a valid claim) but would serve better as the PA (e.g., the listed PA is deaf and cannot effectively communicate with sign language), RSC may use discretion to re-designate the appropriate PA. 4.1.3 Case Groups Tab During the PreScreen Interview, applicants on a case may request to resettle or travel with other cases in the USRAP. Counsel all applicants to understand requests for travel and resettlement to determine in which Case Group(s) to include the cases: Resettlement Case Group: Add cases who wish to resettle in the United States together to a Resettlement Case Group. Limit the number of cases in this Case Group to 6 cases. If more than 6 cases wish to resettle together, submit a Large Resettlement Case Group Request to PRM (see the General Case Processing Guide section on Case Groups for more details). Select the appropriate Resettlement Case Group subtype: Same Household Requested: cases in this Resettlement Case Group Subtype must also be in a Travel Case Group. Same City Requested: cases in this Resettlement Case Group Subtype are not necessarily allocated together, or scheduled to travel together, but the RA will, to the extent possible due to the U.S. Tie placement policies, place the cases together in the same location and to the same RA. [Return to Top] [ 24 ]  Control Number: USRAP-PG-RSC-02-v3.8 RSC will assess the dependency before placing case groups in the Same Household case Note group. If cases are in the Same Household case group then the assumption is that they are dependent on each other and are automatically in the same Travel case group. See below for case group counseling. Travel Case Group: Add cases who wish to travel to the United States together to a Travel Case Group. Any case that shares a Travel Case Group or a Resettlement Case Group must also share a Requested by USCIS Case Group. M4 Minors destined for the URM program (M4 minors) stay in the same Travel Case Group as the guardian in order to maintain care arrangements in the Country of Asylum. RSC will ask applicants to verify any referral related case groups, as there are sometimes missing cases. (This is especially important for P-2 program types such as EV.) If RSC identifies missing cases, communicate the missing case information to the Program Access Unit, for verification with the referring agency. RSC MENA RSC will also ask applicants to verify if they have immediate family members who are also in USRAP processing, as they may have relatives in-process under different priorities who must be placed in a USCIS Case group. For example, a P-2 DAP applicant may file an I-130 for spouse and children, and EV for siblings/extended family. USCIS will want to see all these cases together. If the RSC or USCIS identify two or more cases that exist at separate RSCs, but meet the criteria to belong in a Requested by USCIS Case Group, please submit an ITSM ticket to Note create the Case Group. For example, a husband is on a case in RSC A, and a wife is on a case in RSC B, please submit an ITSM ticket with the case numbers (if available), or names/Dates of Birth if case numbers are not available. RPC staff will create the Case Group. For more detailed information on Case Groups, refer to the General Case Processing Guide. 4.1.3.1 Case Group Counseling RSC will ask applicants whether they would like to resettle together. Ask applicants in a Requested by USCIS, UNHCR referral, Afghan, CAM, P3, LAU case groups to confirm whether they wish to resettle with the cases listed in these other case groups. If yes, add a Case Group Counseling action item to all cases in the case group. Once resettlement preference is confirmed, leave a comment on the action item stating the PA [Return to Top] [ 25 ]  Control Number: USRAP-PG-RSC-02-v3.8 The RSC must consult with applicants prior to putting them in a Resettlement Case Group to ensure the applicants' wishes are respected. Travel Case Group cases are limited to individuals on separate cases that are dependent on others1 (e.g. minor, young adult, elderly adult, otherwise dependent individual). Fully explain all Resettlement Case Group decisions to applicants. Applicants do not need to be family members to be in a Resettlement or Travel Case Group; however, the RSC will ask the applicants to confirm they know and trust the person(s) with whom they would like to resettle. RSC will only link the cases to travel together if there is a strong dependency between the non-family members (i.e. Policy unrelated guardian-minor, two individuals with a strong emotional bond/dependency, such as two young adults). If the relationship appears superficial, the RSC can advise the applicant that linking cases has the potential to delay processing, potentially for long or indefinite periods. The RSC may also provide the option, if available, for the applicants to have a U.S. Tie for the purpose of resettling to the same city. It is discouraged for cases with 10 or more applicants to have additional cases in the Travel Case Group due to the challenge with aligning medical validity and security check validity for all case members. Ensure that any Travel Case Group cases with 10 or more applicants have a dependency. This filter identifies USCIS Approved cases that have 10 or more applicants and are also in a Travel Case Group. Monitor this filter periodically to ensure large cases are moving towards travel. For telephonic interviews, case group counseling may happen before the USCIS Interview. 4.1.3.2 Case Group Counseling Script: about your options for living in the United States, if USCIS approves your case. Do you have any friends or relatives in the United States whom you would like to live near? [pause for response. If yes, collect the U.S. Tie information.] There are a few options for resettling together in the United States. Each option has its advantages and disadvantages. The first option is where you will travel together and live together in the same place. However, the disadvantage is that each case needs to wait for the other cases to be ready to travel. The second option is that each case will resettle as it becomes ready to travel. However, the disadvantage is that we cannot guarantee that your cases will resettle to the same location in the United States. Remember, the United States is a very large country, approximately 4800 kilometers / 3000 miles from the western border to the eastern border. [pause for response.] 1 A physical dependence is defined as an individual who is physically handicapped (absence of limb(s), medical condition that limits one's mobility or daily function, including visually handicapped, developmental disabilities). For individuals with Cl ass A or Class B medical conditions, consult the physician notes or the Activities of Daily Living (ADL) document for if an individual requires support from another family member for daily activities. An emotional dependence is defined as the state of mind where a person is incapable of taking full responsibility for their own feelings or decisions. This may occur between young sibling groups (minors and those who are young adults without another adult relative), between spouses/partners, or individuals who have experienced traumatic events together. This may also include a young adult who continues to be emotionally dependent on a parent(s) for decision making. This category may include individuals with mental health conditions which impact their ability to make decisions and perform daily activities. [Return to Top] [ 26 ]  Control Number: USRAP-PG-RSC-02-v3.8 Do you have other relatives that are also going through the US Resettlement Admissions Program? If yes, we would like to ask if you all prefer to live in the same city. [pause for response.] If the applicants choose the first option: If cases have a dependency: We have noted that X case is dependent on Y case because of [include reason elderly, physically dependent, emotionally dependent, young adult who continues to rely on parents and does not have another family member, etc]. This means that your cases will travel together to the United States. Please note this means your process may be delayed, in that, if one case is on Hold to wait for information or any result from your interviews or appointments, the other case must also wait. Because your cases are dependent on each 2 If the applicants choose the second option: If yes: You have requested to travel separately to the United States. live in the same city in the United States. If your cases are not scheduled to travel together, the U.S.-based agencies will attempt to place your cases together in the same location, and to the same organization to the extent possible. 3 If no: You have chosen not to live in the same city in the United States. Please note that you and your family may be resettled in US cities that are not close to each other. While you have the freedom to move after your arrival, it is in your best interest to live in a community for at least 1 year before moving. This will help you make an informed decision, get familiar with what your community can offer, receive all of your documents, and develop credit and work history. If you decide to move before receiving support from the resettlement agency in your new location, you risk forfeiting benefits and resettlement support. Please note that your cases will move at different speeds in the process. You may travel at different times, if your cases are approved by US Citizenship and Immigration Services. Understand that your cases may be permanently separated whereby one case resettles and the other case does not. Understand that if one of your cases is ultimately denied that case will likely be ineligible to join the others in the United States through the USRAP or other U.S. immigration processes. At the time you and your family members receive the results from the USCIS interview, you will have a chance to consider whether you would like to continue processing for resettlement to the United States separately from others. Please remember, the program If cases in a Resettlement Case Group have different U.S. Ties: Your cases want to live in the same city. However, I noticed that you have the names of different relatives/friends who live in the U.S. [list out the names/relationships]. Please discuss and let me know who is the preferred relative/friend whom you would like to live near.4 Use the Case Group Counseling Action Item to track notes and actions related to counseling. Include counseling. 2 Note to caseworker update cases in the Travel Case Group. Cases may choose either Resettlement Same City Requested or Resettlement Same Household Requested case groups. Update the preference. Document Notes to Resettlement Agency regarding any emotional or physical dependency. 3 Note to caseworker check the U.S. Tie if there are different U.S. Ties on the cases that want to resettle to the Same City, discuss with the applicants. 4 Note to caseworker update U.S. Tie information based on response. Update preference number for U.S. Ties who are not the preferred individual. [Return to Top] [ 27 ]  Control Number: USRAP-PG-RSC-02-v3.8 If there are protection or medical concerns regarding a case not belonging to a Note Resettlement or Travel Case Group, contact the PRM Program Officer. If an applicant's resettlement wishes cannot be accommodated, the RSC must fully counsel the applicants on the implications, alternate arrangements, and any other options. RPC recommends using the following script when conducting Case Group Counseling for existing Travel Case Groups that are on Hold due to one or more cases: Resettlement: Same Household and/or Travel Case Group with Case XX. If your case is on Hold, Case XX will need to be on Hold, too. If you wish to change the case group preference and not travel together with Case XX, RSC will process whichever case that is ready to move forward to the next step. Please note that changes made after your medical examination may cause additional delays to your case. If you choose not to travel together with Case XX, it is important to understand the possibility that you and Case XX may be permanently separated whereby one case resettles and the other case does Document any update in the Action Item activity log comments. If cases are no longer in a Travel Case Group, also update the Resettlement Case Group to the sub-type Same City Requested. Once the applicant has identified their Resettlement Case Group preferences, and RSC has documented the information in START, if any of the cases in a Resettlement - Same City Requested Case Group has a U.S. Tie, add that U.S. Tie to all cases in the case group using the 'Add existing family member' on the Family Tree tab. 4.1.4 Supporting Documents Tab (Case-Level) Supporting Documents tabs appear on the case-level, applicant-level, and Case Group-level screens. Generally, RSC uploads documents that pertain to the case as a whole or to more than one applicant to the case-level Supporting Documents tab. RSC uploads documents that pertain to a specific applicant to the applicant-level Supporting Documents tab. RSC uploads documents that pertain to all cases in a Case Group to the Case Group-level Supporting Documents tab. Generally, RSC only accepts and uploads into START primary documents (i.e., identification documents), identity documents such as Birth Certificate and Marriage Certificate and documents that constitute an alias. RSC must translate all non-English documents and upload them to START. RSCs will not be collecting and re-uploading documents that are already included in the referral documents (RRF, AOR, etc) unless the documents are unreadable or updated. RSC If RSC has documents that are pending translation, add the Action Item Document Eurasia Translation at the case level in START and specify in the Additional Comments section the type of document that is pending translation. [Return to Top] [ 28 ]  Control Number: USRAP-PG-RSC-02-v3.8 If applicants testify to having videos as evidence, counsel applicants to send screenshots to the RSC LA official email: [email protected]. RSC LA For applicants who do or will have Passports or National IDs but did not come to the PreScreen Interview with them, update the case Availability to Hold and add the Collect Documentation Action Item. This guidance does not apply to CAM, PTA/ICP cases. For more information on uploading documents, refer to the section on uploading Supporting Documents and the General Case Processing Guide. 4.1.5 Contact Log Tab At any time during case processing, RSC must record unscheduled communications between the RSC and the applicant in the Contact Log. RSC also records non-routine communications such as those not tracked by a Task or Action Item between the RSC and partner organizations in the Contact Log. Update the Contact Log directly, or if needed, add the Contact Log Update Action Item to the case to indicate that an update is required. For more information about the Contact Log, refer to the General Case Processing Guide. 4.1.5.1 RSC Africa Process Any applicant not scheduled on the upcoming circuit ride inquiring about their case will be directed to write an email ([email protected]) Information about case status updates. However, if RSC will provide case updates during a circuit ride, only the FPS or POC handles these. In Nairobi, alert the Correspondence Unit (refugee communication). Report unsolicited calls and emails received by RSC Field Processing staff to a supervisor and the RSC fraud mailbox immediately ([email protected]). Refer to the USRAP Integrity and Compliance Guide on who is authorized to receive case updates. 4.1.6 Tasks Tab (Case-Level) The case-level Tasks tab displays Case Tasks. Assign Tasks to Assignment Groups or individuals as needed. For more information on assigning Tasks and updating Task Statuses, refer to the General Case Processing Guide and the Task Dictionary. 4.1.7 Action Items Tab Create and assign Action Items as needed. For more information on Action Items, refer to the General Case Processing Guide and the Action Item Dictionary. [Return to Top] [ 29 ]  Control Number: USRAP-PG-RSC-02-v3.8 4.1.8 U.S. Ties Tab family member or friend and who is currently living in the United States. For the purposes of reception and placement, the U.S. Tie is expected to have a close and personal relationship with Policy the refugee and is expected to assist in supporting the refugee after arrival, as necessary. The level of support needed from each U.S. Tie is determined by the relevant local resettlement agency(ies), in consultation with the State Refugee Coordinator and State Refugee Health Coordinator. U.S. Ties (also known as Anchors. or U.S. based petitioners) can be: Spouse Parent Adult child over the age of 21 Sibling over the age of 21 Grandparent Adult relative (for children under the age of 18 who lack a parent or legal guardian) Individual who filed an AOR Individual who filed an Refugee Interest Form (RIF) Individual who filed an I-130 Petition for Alien relative Individual filed an I-30 refugee/Asylee Relative petition Friend Grandchild over the age of 21 In specific situations, a minor U.S. Tie (typically for Afghan cases) Some applicants (e.g., P-1 cases) may have Family Tree members located in the U.S. who they do not wish to resettle with. RSC will not add these Family Members to the U.S. Ties tab. If an applicant no longer wishes to resettle with a U.S. Tie, remove this record from the U.S. Ties tab but do not remove it from the Family Tree tab(s). Applicants are generally limited in their ability to update U.S. Tie information post-USCIS interview. A list of exceptions on when applicants RAs may provide updated U.S. Tie information can be found in the Allocation & Assurance processing guide. Note For information regarding the U.S. Tie process, as well as establishing new messaging and lines of communication via CARE to SIV and refugee applicants prior to their arrival at the Platform, see the UST Resettlement Guide - CARE Platforms Job Aid. [Return to Top] [ 30 ]  Control Number: USRAP-PG-RSC-02-v3.8 For non-AUCA (American University of Central Asia) university placements, RSC will NOT add the university as a UST (unless the applicant can provide a UST in the same location as the university) If the student has a UST other than in the university area, include it as per normal in the UST Tab. RSC will update the comment to the RA to reflect whether the applicant would like to be placed in the same location as the university if possible, even if not in the same location as their UST. Notes to RA comment: Applicant is accepted to [University] (City, State) for the RSC [Spring/Fall] [Year] semester. [Applicant preference for UST placement if outside university Asia area]. Ex: "Applicant is accepted to the University of Maryland (College Park, MD) for the Fall 2024 semester. Applicant has UST in (City, State) but prefers to resettle in university location." Since the university cannot be listed as a UST, it is possible that the case will be allocated to an RA who does not have an office in the university location. It is at the discretion of the RA whether they honor the university placement and transfer the case to an RA in the university location. To create a U.S. Tie: 1. - Family Tree tab. 2. address information. Include the minimum required contact/address information of a current City, State, and phone number or email address. RSCs must abbreviate the street name. The U.S. Tie Family Tree record must have a U.S. address for RSC to add the individual to the U.S. Ties tab. Ensure abbreviations are consistent with the Appendix. 3. 4. Select the Non-Applicant U.S. Tie record. 5. a. If the case has more than one U.S. Tie, select the Resettlement Preference for each Tie, U.S. Tie). The PA decides the Resettlement Preference rankings. No two U.S. Ties on the same case can have the same Resettlement Preference ranking. 6. For OEW Platform and RSC Latin America cases, select whether the applicant states that the U.S. Tie can provide Virtual R&P. Select Yes or No Opted in or Opted out. Refer to the USRAP Introduction Script for counseling notes on Virtual R&P. [Return to Top] [ 31 ]  Control Number: USRAP-PG-RSC-02-v3.8 RSC will ensure the following cases have a U.S. Tie resettlement preference to 0 if the Tie is acting as an anchor (providing applicants access to the USRAP): FTJ-R P-3 AOR P-2 Lautenberg P-2 Specter Note CAM P-2 I-130 The 0 preference is reserved for the anchor preference of the U.S. Ties for programs noted above. If the case wishes to add additional U.S. Ties, please reference the Allocation & Assurance Processing Guide section on U.S.-based Petitioner cases who will not join their Petitioner/Anchor. [Return to Top] [ 32 ]  Control Number: USRAP-PG-RSC-02-v3.8 7. -Applicant Record automatically adjusts across other instances of the U.S. Tie - person container. RSCs may view a record of these changes in the Non-Applicant Activity tab within the Non-Applicant Record. only tab) will automatically appear in the U.S. Tie tab record. If a U.S Tie information is pending, add the Contact Applicant Action Item with the status RSC LA Collect/Update US Tie and assign it to USCIS Assignment Group to request information in the next available appointment. [Return to Top] [ 33 ]  Control Number: USRAP-PG-RSC-02-v3.8 If a U.S. Tie is added in error, or given a Resettlement Preference of "0" (which users cannot Tie by right-clicking the gray banner at the top of the U.S. Ties tab, not the Family Tree tab. When a non-applicant is on the case and is listed as a U.S. Tie, a banner will appear on the non-applicant record indicating as such. If the RSC attempts to remove the U.S. Tie, a confirmation pop-up appears confirming the removal of an active non-applicant record that is Note associated with a U.S. Tie on the case. Removing the non-applicant record also removes the U.S. Tie record. M4 applicants are allowed to add a U.S. Tie to their case even if a URM foster program is not available in that location. Counsel the applicant that their preference is noted but due to the limitations of the URM locations, it may not be possible to resettle them near their U.S. Tie. Note If M4 ages out, then the URM program will no longer be a viable option for resettlement and applicants will be resettled taking into consideration their U.S. Tie. -Applicant Record, click Tip next to the Non- Applicant field. To edit the information, click into the Non-Applicant Record. 4.1.8.1 U.S. Ties and Case Groups If the cases are in a Resettlement: Same City Requested Case Group and have no U.S. Tie, the Arrived case does not need to be listed as the U.S. Tie in order for the cases to resettle together. The Family Tree does not need to be updated to reflect the U.S. address of the Arrived case. U.S. Ties and Resettlement: Same City Requested Case Groups cases within the Resettlement: Same City Requested Case Group. If only one case in the Resettlement: Same City Requested Case Group has a U.S. Tie, then all cases may be resettled in the same city as the U.S. Tie. For same or different U.S. Ties. U.S. Ties and Resettlement: Same Household Required Case Groups [Return to Top] [ 34 ]  Control Number: USRAP-PG-RSC-02-v3.8 All cases in a Resettlement: Same Household Requested Case Group must have the same U.S. Tie or all cases must have no U.S. Tie. For cases in a Resettlement: Same Household Requested Case Group with different Anchor preferences,. If yes, update the Resettlement Case Group to the Same City Requested subtype. Create the Case Group Counseling Action Item to track the case group counseling if needed. 4.1.9 Expirations Tab In the Expirations Tab, add new expiration dates of the passport (for cases that are departing their home country on a passport; i.e. in-country processing cases), and/or criminal records and police certificate (if applicable). Countries/population that require a passport to travel: Vietnamese nationals in Vietnam Thai nationals departing from Thailand Note In Lebanon, Palestinian applicants and Lebanese (female) spouses SIVs Lautenberg Specter cases processing in country P-2 Iraqi processing in Iraq For URMs (M4 minor code), add a manually- - applicant will turn 18. For more information on expirations, refer to the General Case Processing Guide. For Protection Transfer Arrangement (PTA) cases, add Passport, Police Record, Criminal RSC LA Record into the Expirations Tab; set the espiration to False by right- on the gray banner. 4.1.10 Validation Checks Tab The Validation Checks tab only appears when the first Validation Check is run on the case. 4.1.11 Scheduled Events Tab The Scheduled Events tab only appears when the case is scheduled for an appointment in START, such as the PreScreen or USCIS Interview. For more information on scheduling cases, refer to the Scheduling Processing Guide. 4.2 Applicant-Level Tabs Enter all available applicant data in each applicant-level tab. Fields marked by an asterisk (*) are required. Failure to add complete and accurate information may result in the need to re-request security checks and lead to processing delays. [Return to Top] [ 35 ]  Control Number: USRAP-PG-RSC-02-v3.8 4.2.1 Applicant Photo The RSC collection of digital photographs facilitates future photo identification of refugee applicants and is required for all applicants. USCIS requires color photographs of refugee applicants which are then used in all official USCIS-issued documents. RSCs take refugee photos during the PreScreen stage for all applicants. Photograph requirements are: Photo must be 2 x 2 inches (51 x 51 mm) Full face frontal view (applicant must stand (sit, or lay down (babies), if needed) straight and look directly into the camera lens) Eyeglasses can be worn if the refugee normally wears glasses; avoid glare in the photograph Do not wear a hat or head covering that obscures the hair or hairline, unless worn daily for a religious purpose. Your full face must be visible, and the head covering must not cast any shadows on your face. Policy Ensure the entire face is in focus, and fine facial features are discernible (the bottom line of the photo is The background is plain white or off-white Photo file size must be less than 1MB The photograph must be in color within the photo frame The applicant must have both eyes open and a neutral facial expression RSC does not edit the photo, excluding cropping the photo to meet size requirements RSCs do not need to retake pictures of applicants while the case is still processing. If applicants have aged/their appearance has otherwise changed significantly between the PreScreen Interview and the USCIS Interview, RSC Staff may retake photos if the case is being re- PreScreened, or USCIS Officers may retake photos of applicants during the USCIS Interview (the USCIS Interview photo becomes the photo of record). Take a photo of each applicant, even if the referral document/application contained applicant photos, according to the policy requirements above. Request authorization from the applicant prior to taking the photo. See below for examples of applicant photos: Upload the photo in the applicant-level screen in START, as shown below: [Return to Top] [ 36 ]  Control Number: USRAP-PG-RSC-02-v3.8 To download an applicant photo from START: 1. Right-click on the photo. 2. 3. Save image to computer. To ensure RSC staff take EAD photos adhering to policy standards, staff can review this video on taking the perfect passport photo and use this tool to determine whether the photos are acceptable. Additional helpful information regarding U.S. passport photos is available on the Department of State website that can be applied to applicant photos. Tip Examples on the website also help understand what photos are acceptable. Do not run every photo through this tool. Use the tool as a resource for questionable photos or to understand what photos are acceptable. For telephonic PreScreening cases, if the applicant is unable to send photos by email then applicant photos may need to be taken before USCIS interview. 4.2.1.1 RSC TuME Processes The QM&DP unit receives the PreScreen Interview schedule list from Tableau (via email) daily. To receive the list, users first subscribe to the report from Tableau. Print a copy of the list with limited applicant PII and give it to the reception. At the end of the day, shred the list. PreScreen Interviews start at 08:00 am; RSC ideally completes the pre-interview process (taking photos, gathering biometric data) in half-an- and other situational scenarios such as taking photos of children, babies, disabled persons, etc. Follow these extra procedures while taking the photos: The Admin Unit collects the bus/train/taxi tickets and travel permits. After the Unit calculates travel fees, the Admin Unit gives the app