Phase 2 PDF

Control Number: USRAP-PG-RSC-02-v3.8 4.2.19 Family Tree Tab Capture a during the PreScreen Interview, regardless of whether the family members are in the USRAP. Specific rela...

Control Number: USRAP-PG-RSC-02-v3.8 4.2.19 Family Tree Tab Capture a during the PreScreen Interview, regardless of whether the family members are in the USRAP. Specific relationships that must be captured and entered into START include: Spouses (current and all former; includes marriages that meet the USCIS informal marriage exception) whether alive, deceased, or have unknown whereabouts Informal marriages that do not meet the USCIS informal marriage exception and fiancés/fiancées (current and all former) whether alive, deceased, or have unknown whereabouts Parents (biological, step, adoptive) whether alive, deceased, or have unknown whereabouts. Step-parent if the marriage happened with the applicant was under 18 years old. Siblings (full, half***, step*, adopted**) whether alive, deceased, or have unknown whereabouts Children (biological, step*, adopted**, foster****) whether alive, deceased, or have unknown whereabouts Sponsors for cases assured to a Private Sponsorship Group (START-generated only) -Applicant Status (e.g., Deceased). Policy For familial relatives by marriage (in-law relationships), RSC will use the appropriate options, -in- -in- not In addition to the above relationships, RSCs will Tree. A U.S. Tie is a friend or other extended family member currently in the United States. If an applicant has a Family Tree Member with a U.S. address but the applicant is not interested in resettling with or near them, add a Notes to Resettlement Agency comment. *Stepchild **Adopted child: a child who has been legally adopted by the PA and/or spouse prior to the age of 16. ***Half sibling: Siblings who share one biological parent. ****Foster Child: a child under the age of 18 that is ward of the state placed with another Foster Son Foster Daughte Legally Adopted Child -590. While this data mapping needs to be fixed, the Unrelated Tab and add a note about the foster child for USCIS review. Record former relationships of an applicant if the relationship produced a child, even if the couple were not married, as an additional comment in Notes to USCIS. RSCs do not need to Note include this relationship or information on the family tree or I-590 unless it requires inclusion for another reason outlined in current guidance. [Return to Top] [ 101 ]  Control Number: USRAP-PG-RSC-02-v3.8 For Ukrainian nationals enter the last, first, and patronymic names based on the Ukrainian transliteration. For nationals of other FSU-countries enter last, first, and patronymic names (if any) per Russian transliteration if spelling in Roman alphabet is not available. For example, the RSC Eurasia parents' names can be checked and obtained from the applicant's Birth Certificate, while the ex-spouse's name can be checked and obtained from Marriage or Divorce Certificates. For U.S. Ties, check their legal documents in the U.S. for correct name spelling. When adding a family tree member, caseworkers must perform an initial search on linked cases or this filter (search on name, date of birth) to identify possible existing non- If the Family Tree Member has an existing applicant or non- Family Tree tab (Figure 1). Users can add existing applicant records from any case at the RSC. Certain information such as marriage information will need to be re-entered once the applicant record is copied Tip Users can add applicants from a Closed or Stateside case to a Family Tree by clicking the same Note button shown in Figure 1 below. Figure 1: Add Existing Family Member When adding an existing case member to an applicant's Family Tree record using the "Add Existing Family Member" button, do not update the address or contact information. However, do update marriage information as it is a requirement. If this information is already in the record, do not delete it. Update contact information; it will prevent Validation Check from running if left blank. [Return to Top] [ 102 ]  Control Number: USRAP-PG-RSC-02-v3.8 Users are able to update a family tree member (non-applicant record) for an applicant that is also associated with another applicant's family tree on the case and the system will cascade the update to all records on the same case so that data consistency is maintained. Updates do not need to be carried over to all existing Family Tree records (i.e., Non-Applicant Records) of the applicant (e.g., if Applicant A on Case A is a Family Tree member of Applicant B Note y Tree tab if Applicant B reports the update as well. For example, if Applicant A passes away, only update reports that Applicant A has died). However, if the family tree member is a U.S. Tie, update the address, phone number, and email across all non-applicant records. Update to Original Applicant Record on other non- tabs only if reported or confirmed by non-case members or the family tree member is a U.S. Tie. If the Family Tree Member does not have an existing applicant or non-applicant record in START, click Figure 2). Figure 2: Add Family Member [Return to Top] [ 103 ]  Control Number: USRAP-PG-RSC-02-v3.8 4.2.19.1 Family Tree Member Names, DOB, & Place of Birth If the applicant knows they have a relationship as listed in the policy note above with a non-applicant individual, but they do and last name, do not create a Family Tree record. Include this information in a Notes to USCIS comment. For non-applicants, the earliest DOB for a family tree member is 01-01-1920. If a date is Note unknown or unavailable, leave it blank. guess as to where the Family Tree Member was born. If that is not possible, RSC Staff may make an educated guess based on the country of birth of other Family Tree Members. Add a Notes to USCIS comment 4.2.19.2 Family Tree Member (Non-Applicant) Status The Non-Applicant Status in START is an indicator of whether the applicant is known to be alive, dead, or missing. It does not correlate to the Applicant Status. Deceased RSC may opt not to enter current address information for deceased family members in the family tree. The date deceased, country, state/province and city (which will be populated when non-applicant status is updated to deceased), if available, is sufficient. RSC can leave the Birth Date empty if the date is unknown. Missing A Family Tree Member is considered missing only if the applicant reports that an event occurred such country of origin alongside their spouse and their spouse was kidnapped during the flight, the Unknown Whereabouts Tree Member to be Deceased or Missing as defined above), the Non-Applicant Status field must remain Active If the applicant only knows the first or last name of the Family Tree Member, fill in the known name and [Return to Top] [ 104 ]  Control Number: USRAP-PG-RSC-02-v3.8 Never Met Tree record. Instead, enter a Notes to USCIS comment explaining these circumstances. 4.2.19.3 Marital Status & Relationship to Applicant Record the current marital status of the Family Tree Member. If the applicant does not know the Family , the Appendix. If the Family Tree Member is an ex- Status as Divorced If the Family Tree Member is part of an informal marriage that is recognized as a common law marriage in their country of marriage, select Common Law. Applicants may provide an estimated date and location of marriage. Use the status of Common Law if applicants have a Common Law relationship with no valid certificate. - the Relationship to Applicant is Union Female/Union Male, and the estimated date and location of marriage. If the relationship between partners who are not Unrelated. If the ex-partner is a non-applicant, enter the ex- Status in their Family Tree record. If the date of marriage/divorce for an ex-spouse or Union with Male/female is unknown, provide an 1 If an applicant remarries their spouse with whom they previously divorced, only add the most Note recent marriage dates as a single record. Record the former marriage dates in a Note to USCIS, indicating the couple divorced and then remarried. Polygamous marriages are not considered valid for U.S. immigration purposes even if recognized by local law. Only the marriage between the PA and the first spouse is legally recognized, if valid in the place where the marriage occurred. Enter Family Tree Members for all subsequent sp is Union with Male/Female and their Marital Status is Single). For LGBTQIA+ couples whose union cannot be/is not legally recognized in their country of origin or Union with Male/Female and their Marital Status = Single. [Return to Top] [ 105 ]  Control Number: USRAP-PG-RSC-02-v3.8 4.2.19.4 Contact Information & Current Address The contact information section of the Family Tree Member record only appears after the initial record entry is saved or submitted. Applicants must provide all available and current phone number(s) and email address(es) used to contact the Family Tree Member. Enter the Start and End Dates, if known. Note individual who is a case member on the existing case. If the Family Tree Member does not have contact information, or if the applicant does not know, or cannot reason. If the Family Tree Member does not have a current address, or if the applicant does not know or 4.2.19.5 Travel and Resettlement Case Groups For cases within a Travel or Resettlement Case Group, add the applicant records of the Principal Applicant of each case in the Travel Case Group as a Family Tree Member on all other Principal data to the Family Tree. For example, if Case A, Case B, and Case C are in a Travel or Resettlement Case Group together, Case A 4.2.19.6 Removing Family Tree Members Only remov if created or added in error. To remove a Family Tree Member, Family Tree Admin users must right-click in the gray banner at the top of the Family Tree Member (Non- 4.2.19.7 Private Sponsorship Family Tree Records for Sponsors -4 referral in the Family Tree tab. These non-applicant records have the Relationship to applicant=Sponsor and State=Submitted and hold sponsor information required for USRAP vetting partners. START [Return to Top] [ 106 ]  Control Number: USRAP-PG-RSC-02-v3.8 automatically generates these records based on information provided by CSH and the P-4 referral; the system will also capture any updates to sponsor information and will trigger biodiffs accordingly. -only to Note RSCs, and RSCs do not have the ability to select the sponsor relationship type when creating non-applicant records. 4.2.20 Tasks Tab (Applicant-Level) Assign Tasks to Assignment Groups or individuals for the next Tasks that are ready to action based on responsibility area as directed by your workstream lead. For more information on assigning Tasks and updating Task Statuses, refer to the General Case Processing Guide and the Task Dictionary. 4.2.21 Processing Stages Tab 4.2.22 Minor Questionnaire Tab This tab only appears when the Minor Code field within the Biographical tab is M2-M7 and the Date of Birth of the minor applicant signifies that the applicant is under the age of 18. For more information on Minor Codes, refer to the table and Appendix C: Minor Processing. Code Definition M1 Minors attached to, traveling with, and resettling with biological or legally adoptive parents. M2 Minors attached to, traveling with, and resettling with blood relatives other than biological or legally adoptive parents. M3 Minors attached to, traveling with, and resettling with non-relatives. M4 Minors destined for foster care. M5 Minors traveling apart from but destined to join biological or legally adoptive parents. M6 Minors traveling apart from blood relatives, other than parents they are destined to join. M7 Minors who are married regardless of their traveling companions or with whom they are resettling. [Return to Top] [ 107 ]  Control Number: USRAP-PG-RSC-02-v3.8 An adoption creates a legally recognized parent and child relationship between a child and an adult. Legal guardianship of a minor on a case does not meet this definition and does not Note equate to the M1 minor code unless the adult can provide documentation indicating a legal adoption exists. Accompanied minors requesting to be interviewed alone interview without the presence of a parent or legal guardian and the reason why. Do not conduct -level Supporting Documents tab. RSCs can use the following recommended format ts to have an interview without [select one: 5.0 PreScreen Forms Applicant Signatures Minors are allowed to sign their own forms if they are 14 years old or older. Generally, a - Even when a guardian signs a form, caseworkers will explain the form to the minor in a language they understand, taking their age and maturity into consideration. The principal applicant must sign the Form I-590 on behalf of the add-on RE-1 grandchild, when possible. For minors who appear at RSC interviews without a guardian, the minor may sign his/her own forms at any age if they are able to sign or write their name. If the child does not have a eworker will write If a minor is the PA, the minor applicant or guardian will sign the UAD (if applicable) and NOC. No retroactive action is required if these minors have already completed a USCIS interview. The principal applicant must sign all official documents on behalf of an incapacitated Policy derivative applicant or RE-1 grandchild, when possible. A third-party privacy waiver is not required in these circumstances. If the applicant does not have an accompanying individual, record a comment in the Comments tab using the Notes to USCIS comment category. Include a comment using the Observable Medical Conditions category if necessary. E-signatures may be collected for the forms below, during either remote or in-person PreScreen (using an e-pad), including for the I-590 Form. If an applicant refuses to sign a required form: 1. Update the case Availability to Hold. 2. Add the Collect Documentation Action Item and update the Action Item Status to Documents Requested. Note that the applicant is refusing to sign required forms in the General Case Processing Guide. 3. General Case Processing Guide. 4. If this fails, consider the applicant has abandoned their case. [Return to Top] [ 108 ]  Control Number: USRAP-PG-RSC-02-v3.8 Complete all applicable forms listed in the table below. Ensure signatures are present where necessary. Generated forms that require a signature must be generated in START. Use electronic signature pads to collect application signatures on all forms. It is best practice to delete unsigned forms from START. Re- generate forms if the relevant case or applicant information has changed. For more information on generating forms, document naming conventions, and scanning and uploading documents to START, refer to the General Case Processing Guide. Forms that cannot be generated in START are available in START Knowledge. If a necessary form is not available in START, submit a ticket to the ITSM Help Desk. [Return to Top] [ 109 ]  Control Number: USRAP-PG-RSC-02-v3.8 5.1 Electronic Signatures A valid signature does not need to be legible or in English, and may be abbreviated as long as this is consistent with how the person signing normally signs his or her name. A valid signature does not have to be in cursive handwriting. A person may use an An electronic signature is a handwritten signature that is electronically captured and applied to a document. The signer agrees to the terms of the document. In contrast, a digital signature is a unique element created by a software and algorithm, using a Public Key Infrastructure, to ensure data is transferred securely. Digital signatures are not allowed. For example, acceptable signatures include: reproduced (including a picture of the document) an applicant writes their original signature on an electronic signature pad or tablet. Unacceptable Signatures include: Typed name on a signature line Signatures created by a typewriter, word processor, stamp, auto-pen, or similar device Photocopy or image of a signature pasted on the signature line Regardless of how the document is transmitted to USCIS, the copy must be of an original document containing an original handwritten signature, unless otherwise specified. The regulations do not require request to USCIS. 6.0 Conclude PreScreen Interview Once all information is collected and required forms are completed and signed, inform the applicant that their next interview will be with a U.S. Citizenship and Immigration Services (USCIS) Officer. RSC will inform the applicants once that Interview is scheduled and that applicant communicates with RSC if anything changes regarding their availability, contact information, case composition, or needed interview arrangements/accommodations. Ask the applicant if they have any questions and end the interview. 6.1 RSC Africa Processes Applicants communicate with RSC Africa via the RSC email (point to the email on the RSC Africa folder they have been given) or through UNHCR. Emphasize that they must immediately report to RSC any new email addresses or phone numbers obtained after the PreScreen interview. Remind the Applicant that s/he will send an email to [email protected] for case status updates. Note: Do not give an estimated timeline of the USCIS interview date as the USCIS schedule depends on USCIS. USCIS CRs can be canceled last minute and in some locations, USCIS only completes a CR once a year. [ 113 ]  Control Number: USRAP-PG-RSC-02-v3.8 At case review, confirm that appropriate Action Items have been added and updated, and Notes to USCIS are added in the comments section. 7.0 After Data Collection After the PreScreen Interview and data collection process in START are complete, follow the guidance in the sections below in order of appearance. Proceed to complete PreScreen process and ensure the following: 1. Record Applicant Attendance click on Schedule Events to update Record of Completion 2. Run Validation Checks and Resolve any errors. 3. Go to Action Item Tab and check all applicable Action Items, update accordingly 4. Go to Individual Task Tab per applicant and ensure: a. Data Collection is set to Completed Success b. Request Security Checks, as applicable 7.1 Record Applicant Attendance If a follow-up appointment is required to collect additional applicant data or documentation, create the Schedule Record applicant attendance for the PreScreen Interview (and Call Back appointment). For more information on recording applicant attendance, refer to the Scheduling Processing Guide. 7.2 Upload Supporting Documents Upload documents to the case-level or applicant-level Supporting Documents tab. Ensure that all documents are in PDF or JPEG (for pictures) format. Forms generated through the Generate Forms function will automatically appear in the applicable Supporting Documents tab. For more information on generating forms, scanning and uploading documents, and naming conventions, refer to the General Case Processing Guide. Refer to the START Document Type & Naming Convention Dictionary and select the appropriate Document Type. If the correct Document Type is not listed, submit an ITSM ticket. Leave records in draft state until further guidance is provided. 1. Upload copies of all documentation provided by applicants, as well as completed forms listed in PreScreen Forms, to START. 2. Ensure required translations are present in the online case record. Use the Document Translation Action Item as needed. 3. If documents are missing, regardless of whether the applicant(s) will return for a follow-up interview, create the Collect Documentation Action Item associated with the PreScreen Processing Stage in the case-level Action Items tab. Note which documents are missing and contact the applicant to obtain the document. Update the Action Item Statuses accordingly. 4. Update the Document Scanning Case Task to Completed. [ 114 ]  Control Number: USRAP-PG-RSC-02-v3.8 7.3 Perform Manual Quality Control Check Perform a manual quality control check (QC) to review and verify all applicant data. Create additional Action Items as needed. 1. Add the Manual Case QC Action Item associated with the PreScreen Processing Stage in the case- level Action Items tab. Assign it to the appropriate Assignment Group. 2. Optional: Once the Manual Case QC begins, update the Action Item Status to In Progress. 3. Ensure that all applicant information (biodata, Case History, comments in the Comments tab, generated forms, signatures on forms, etc.) is present and accurate in START. 4. Update the Action Item Status to Completed Success. Caseworkers who create the Manual Case QC Action Item on a case will assign the action item to themselves. Once the caseworker has completed updating the case, change the action item status to Ready for Review and assign it to the RSC Asia Senior Caseworker Assignment Group. The Assignment Group will update the status to Review Complete when the review is RSC Asia complete. If there is a need for a supervisor to review the case, the Senior Caseworker will change the status to Flagged for Supervisor Review and assign it to the RSC Asia Caseworker Manager Assignment Group and the relevant supervisor. 7.4 Update Data Collection Applicant Task Status Update the Data Collection Applicant Task Status to Completed for each applicant. RSC staff set Data Collection Completed if all applicants were processed. If any linked applicants/cases are pending Data Collection, update the Case Availability to Hold for the completed cases; the case pending PreScreen remains Active. Add the Schedule Action Item, aligned to the PreScreen Processing Stage and the Call Back Schedule Type to the pending case or applicant. Add the Case Group Hold Action Item Status Pre-USCIS Case given the RSC LA pending PreScreen interview of the missing applicant. Assign the Schedule Action Item to the supervisor to schedule PreScreen for the remaining cases. Once all cases have completed PreScreen, set the Case Availability status to Active for all to continue processing. 7.5 Perform Validation Check The Validation Check Case Task allows users to verify that the case- and applicant-level information meets program requirements. Prior to initiating the Validation Check Case Task, ensure the following system and policy requirements are met: 1. All available and necessary applicant data and documents are entered in/uploaded to START in accordance with guidance in this Guide. Incomplete (not including applicant-level tabs intentionally left blank) or incorrectly entered applicant data may prevent the Validation Check from initiating. If a specific value is not present in START, submit an ITSM Ticket. Do not run the Validation Check Case Task until this issue is resolved or further guidance is received from PRM/A/RPC. [ 115 ]  Control Number: USRAP-PG-RSC-02-v3.8 2. All records are submitted. For more information on submitting records in START, refer to the General Case Processing Guide. Note The PreScreen Validation Check is not applicable for SIV, Amcit/LPR, or Afghan Parolee cases. To complete the Validation Check Case Task, follow the steps below: 1. In the case-level Tasks tab, select the Validation Check Case Task. 2. [ 116 ]  Control Number: USRAP-PG-RSC-02-v3.8 3. Confirm the initiation of the check. 4. If records are left as a draft state, or if there is a partially completed entry, error messages will appear at the top of the screen. Complete and submit all applicant records and then perform Steps 1-3 above again. Validation Checks exclude Active = False records. 5. Once the Validation Check is correctly executed (i.e., there are no empty or draft records and START no longer displays the red error messages), the Validation Checks tab will appear on the case-level screen (for the first Validation Check; subsequent successful Validation Checks will [ 117 ]  Control Number: USRAP-PG-RSC-02-v3.8 appear as new records). 6. (VALXXXX) in the case-level Validation Checks tab. Continue to Step 10. 7. Resolve validation errors as possible and then override errors which cannot be resolved in the Validation Check tab as shown below. Provide an Override Justification if overriding the error. If a Validation Check is run in error, users do not have to resolve or override the errors run a new Validation Check when the case is ready. If a Validation Check error continues to appear (and cannot be overridden), submit a ticket to the ITSM Help Desk Portal. [ 118 ]  Control Number: USRAP-PG-RSC-02-v3.8 Resolve Validation Error: Step 1 Resolve Validation Error: Step 2 Override Validation Error: Step 1 [ 119 ]  Control Number: USRAP-PG-RSC-02-v3.8 Override Validation Error: Step 2 8. Once all listed errors are resolved, re-submit applicant records. 9. Perform Steps 1- 10. Re-run the Validation Checks if: Applicant data is added or updated Applicant is moved to a new case Applicant is moved to an existing case A new applicant is added to the case Applicant Status is updated to Deceased or Withdrawn A case is reactivated A closed case is reopened Once the Validation Check has run, then the task status will become Read Only. A list of validation errors are here. 7.5.1 Performing Validation Check during other Processing Stages The Validation Check tool may be used to perform a semi-automatic QC on case and applicant data during any Processing Stage (i.e., at any point during case processing). RSC Eurasia/RSC Asia: Once the PreScreen interview is completed in accordance with procedures listed in this Processing Guide, add the Action Item Manual Case QC to the case, set the Processing Stage to PreScreen PreScreen (RSC Asia: Senior Caseworker)" Add the following comment in the Additional - PreScreen manual QC. In this way the case will be flagged for manual post-PreScreen interview QC to Project Associates (RSC Asia: Senior Caseworkers). Project Associates assign the cases for QC to Field Team Project Assistants in START. At RSC Asia that case remains with Senior caseworkers. Once the Manual case QC is completed by the assigned caseworker, request CLASS, add Action Item = USCIS Interview and set the Action Item status to USCIS Interview. Refer to Security Vetting Processing Guide for further information. Caseworkers can also request CLASS after completing Data Collection. Senior Caseworkers RSC Asia performing Quality Control before USCIS Interview will request for Travel Fingerprint and IAC [ 120 ]  Control Number: USRAP-PG-RSC-02-v3.8 A post-PreScreen manual QC is usually performed every Friday. Project Associates of the Field Team (RSC Asia: Supervisors) must perform regular spot checks that include unannounced monitoring of the PreScreen interview of each caseworker in the team and randomly performing manual quality checks of several completed cases. Project Associates (RSC Asia: Supervisors) must record observations in the Observation Feedback Form and submit a written report to the staff member observed and the Management. Submitted report must include QC comments, suggestions on improvement to the staff member and the Observation Feedback Form. The Report must be saved in the respective RSC Eurasia shared folder for tracking purposes. Such monitoring spot checks must be executed bi-annually, however Project Associates (RSC Asia: Supervisors) are encouraged to conduct regular unannounced check-ups to ensure the quality of cases produced follows RSC requirements and respective Processing Guides. 7.6 Generate the I-590 Form The I-590 may be generated at any point before the USCIS Interview. Before generating the I-590, ensure the following are complete: PreScreen Interview Enter and submit applicant data in START Complete the Manual QC Perform the PreScreen Validation Check and resolve the errors Re-run the check after staff have updated the data in START Recommended: Perform the Allocation & Assurance Validation Check and resolve U.S. Tie and case group related errors Re-run the check after staff have updated the data in START The case record on the PreScreen Interview schedule contains the Caseworker and Interpreter (see the Scheduling Processing Guide). As of May 2021, the I-590 only reflects the relationship between the PA and the U.S. Tie. For Note now, RSC will manually correct this information. Data mapping from START to the I-590 form is outlined in Job Aid: I-590 in START Knowledge. Once the above actions are complete, follow the steps below either prior to or after the USCIS Interview: 1. Generate the I-590 for all applicants An unsigned version of the I-590 will appear in each Supporting Documents tab. RSC staff will stop collecting electronic or wet signatures for part 10 of the I-590 for any cases that are undergoing PreScreen interview and will have a USCIS interview in October 2023 or later. This guidance applies to all signatures in part 10 (i.e., applicant, interpreter, and preparer signatures). USCIS will be responsible to collect signatures on part 10 of USCIS Form I-590. If the digital form review application fails in the field and USCIS is forced to revert to paper Form I- [ 121 ]  Control Number: USRAP-PG-RSC-02-v3.8 Part 10, Certification Of The Registrant, Interpreter, And Preparer, and the For Government Use Only -590. Consistent with the eSign guidelines, RSC staff are not responsible for collecting interpreter or RSC staff signatures on Part 10 if USCIS reverts to paper Form I-590 review. However, with the exception of signatures, USCIS still expects RSC staff to have Part 10 information completed on the Form I-590. IMPORTANT: RSC Staff are still required to collect signatures for Part 10 of the Form I-590 in the following scenarios: Remote newborn adjudication. RSC must collect signatures for Part 10 of the -590. This includes remote adjudication of newborn RE-1 Note grandchildren. USCIS reinterviews to add a new spouse and/or child to the refugee case. Due to Global system limitations, USCIS cannot collect eSignatures on the Form I-590 for the new case member. This guidance does not apply to FTJ-R cases. 2. When there is a new case member on a case that has already completed a USCIS interview, then the RSC will collect applicant, preparer, and interpreter signatures for part 10 of the I-590 for that new case member. 3. Upload the signed I-590 to START only if there is a new case member on a case that has already completed a USCIS interview. Ensure the Naming Convention matches the guidance in the Document Type & Naming Convention Dictionary. Delete the unsigned version. RSC may separate and keep previous signature pages to avoid the need for RSC preparers and interpreters to re-sign the I-590. 7.7 RPC Compliance Reviews RPC Compliance Team conducts reviews using internal reporting mechanisms to identify applicants who might have an existing case/record/document in START. In order to flag instances of duplicate Passports or National IDs in START discovered by the Compliance Team, RPC may associate a new action item called Duplicate Passport or National ID to an affected applicant. This action item will contain the below statuses: 1. Not started 2. In progress 3. Acceptable duplicate (Parent Status = Completed Success) 4. Fraudulent (Parent Status = Completed Failure) Caseworkers will also request CLASS after completing Data Collection. Senior Caseworkers RSC Asia performing Quality Control before USCIS Interview will request for Travel Fingerprint and IAC 1. If a duplicate document is identified, the RPC Compliance Team will add the Duplicate Passport or National ID action item to the case, and associate it with the appropriate applicant If the RPC Compliance Team identifies an applicant with a suspect or fraudulent form of identification, RPC will flag the record for the PRM/A Fraud Team. 2. After PRM review, if a record is deemed fraudulent, RPC will update the action item status to Fraudulent. If a duplicate is discovered, but is deemed to be acceptable, RPC will update the action item status to Acceptable duplicate. No action is required of the RSC if the action item status is In progress, or Acceptable duplicate. RPC will update the Activity Log with specific instructions on follow-up actions for RSC if there is a fraudulent duplicate discovered. [ 122 ]  Control Number: USRAP-PG-RSC-02-v3.8 3. RPC Compliance Team will only assign the action item to RSC when follow-up actions are required (RSC maintains a filter to check the Action Item Statuses and check frequently). When appropriate, the RPC will also create a Duplicate Case Action Item. The RSC completes the follow-up actions and reassigns the relevant Action Item to the RPC Compliance Team if further action from RPC is required. 4. Once the Duplicate Passport or National ID action item displays Completed Success, continue processing. If the Duplicate Passport or National ID action item reads Fraudulent, update the case Availability to Inactive using the Non-Primary Application Inactivation Reason (see the General Case Processing Guide for instructions on inactivating a case). See the Acceptance to Program Processing Guide Appendix for more information on how to proceed. 5. If RPC discovers a duplicate case through their Name Search reporting mechanisms, they will assign the Duplicate Case Action Item to RSCs when appropriate if their action is required. The status of the action item will be set to Suspected Duplicate, and RPC will add an activity log comment detailing the duplicate, and creation of the multiple applications case group. 8.0 Next Steps Proceed to the Security Vetting Processing Guide to complete the next stage of refugee processing. [ 123 ]  Control Number: USRAP-PG-RSC-02-v3.8 Appendix A: Validation Errors For more information on Validation Checks, refer to the section above. See the table below for a list of validation error reasons and actions START users with the Caseworker role can take to resolve them: Validation Error Actions to take in START Reference Message Case is missing an active Indicate which applicant is the Principal Applicant by Identifying Principal Applicant Information Biographical Information section of the applicant-level Biographical tab). Case must have an NGO Upload the NGO Referral to the case-level Supporting Supporting Referral attached (P-1 Documents tab. Documents NGO Case) tab field. Applicant is missing an The External Case ID is automatically populated for UNHCR Acceptance External Case ID and P-4 referrals. For FTJ-R, P-2, and P-3 cases, enter the to Program Partner ID from the referral documents. This field is not Processing required for other caseloads. Guide Applicant is missing a Identifying specified Religion section of the applicant-level Biographical tab. Information Applicant is missing a Identifying specified Ethnicity Information section of the applicant-level Biographical tab. Information Applicant is missing a Identifying specified Nationality Identifying Information section of the applicant-level Information Biographical tab. Applicant is missing a Birth Birth State/Province Information section of the applicant-level Biographical tab. Information This is not a required field. If the information is unknown, leave this field blank and override the validation error. Applicant is missing a Birth specified Birth City section of the applicant-level Biographical tab. This is not a Information required field. If the information is unknown, leave this field blank and override the validation error. Applicant must provide Provide employment history for the past 5 years. Do not Employment employment history for record periods of unemployment. tab the past 5 years leave this tab blank and override the validation error. [ 124 ]  Control Number: USRAP-PG-RSC-02-v3.8 Validation Error Actions to take in START Reference Message Applicant must have the Education tab highest level of formal education completed If the applicant has not attended and/or completed formal schooling, leave this tab blank and override the validation error. Applicant must have 1 one Languages Language recorded as language. tab the Native Language Applicant requires 5 Applicants must provide 5 years of address history. Address tab years of residential address history Applicant must not have Address records cannot have a gap of more than 30 days. Address tab more than 30 day gap between address records Applicant must indicate In the Address tab, at least one address record contains the Address tab one mailing address as following: Current Current Applicant In the Address tab, at least one address record contains the Address tab must have a current following: residential address Applicant is missing a Add an applicant photo. A photo must be included on the Applicant photo applicant profile. Photo Case must have an Upload the Embassy Referral to the case-level Supporting Supporting Embassy Referral Documents tab. Documents Document attached tab (Embassy Referral) Document Type field. Case must have an AOR Upload the AOR and Proof of Residency to the case-level Supporting and Proof of Residency Supporting Documents tab. Documents Document attached (P-3 tab Case) Document Type field (two separate entries). [ 125 ]  Control Number: USRAP-PG-RSC-02-v3.8 Validation Error Actions to take in START Reference Message Case must have an I-730 Upload the I-730 and Visa 93 Bio Data form to the case-level Supporting and Visa 93 Bio Data Supporting Documents tab. Documents form attached (FTJ-R tab Case) - Document Type field (two separate entries). Case must have a DS- Upload the DS-0234, Visa Foil, and RBEF to the case-level Supporting 0234, Visa Foil, and Supporting Documents tab. Documents Refugee Benefits tab Election Form (RBEF) - attached (SIV Case) separate entries). Case must have an Upload the Expression of Interest form to the case-level Supporting Expression of Interest Supporting Documents tab. Documents form attached (P-2 I-130 tab Case) Document Type field. Case must have an RRF The RRF automatically uploads to START upon case ingest. Supporting attached (P-1 UNHCR Ensure the RRF is in the case-level Supporting Documents Documents Case) tab There is a Passport or Add an Alias record for the Passport and/or National ID Alias tab National ID that is not (each document is a separate record). Within the Alias linked to an Alias record record, select the Source field. Select Passport or National for the same applicant ID. Current Applicant Contact tab & must have a current. If the applicant does not have an email, Declarations email address select. If the validation error remains after a declaration is entered, disregard the error and continue processing. Current Applicant Contact tab & must have a current Declarations phone number number,. If the validation error remains after a declaration is entered, disregard the error and continue processing. [ 126 ]  Control Number: USRAP-PG-RSC-02-v3.8 Validation Error Actions to take in START Reference Message Incomplete Contact Applicant requires 5 years of contact information history. If Contact tab & Applicant requires 5 the applicant does not have 5 years of contact information Declarations years of contact history information history, record a Declaration. If the validation error remains after a declaration is entered, disregard the error and continue processing. An applicant must Confirm there is at least one record in the Travel tab where Travel tab provide all relevant travel information, Override validation error for in-country processing including information applicants (e.g., applicants born in the Country of Asylum). regarding their flight path Principal Applicant must All questions on the Case History tab must be completed on Case History provide all relevant Case the PA record. tab History details Applicant must provide Complete all questions in the Additional Information tab. Additional all relevant additional Information information details tab Applicant has a Country If it is an in-country processing case, override by adding the Address tab value that matches their comment "Case is being processed in their country of Nationality or a Country value that doesn't match one or more of their current addresses. Applicant does not have If the applicant is 10 years of age or older, at least 5 years of Address tab the required amount of documented Address History is required. If the applicant is documented Address younger than 10 years of age, documented Address History History for their age. equivalent to age of applicant is required, and if not available a Declaration is required. Applicant does not have If the applicant is 10 years of age or older, at least 5 years of Contact tab the required amount of documented Contact History is required. If the applicant is documented Contact younger than 10 years of age, documented Contact History History for their age. equivalent to age of applicant is required, and if not available a Declaration is required. [ 127 ]  Control Number: USRAP-PG-RSC-02-v3.8 Validation Error Actions to take in START Reference Message This case is in at least Match all US Tie information across the resettlement Case Groups one resettlement case groups. Tab group. Other cases within this case group have U.S. Ties whose current address is in a different city than this case. U.S. Tie does not have a Record a current US Address for US Tie. U.S. Ties Tab current address in the United States. U.S. Ties's non-applicant Correct the non-applicant status of the US Tie. Family Tree record has a non- Member applicant status of (Non- 'Deceased' or 'Missing'. Applicant) Status U.S. Tie does not have One of these values are missing: US Tie Tab & completed contact Current address fields: Country, city, and 4.2.19 Family information. state/province Tree Tab Non-Applicant: active, current, phone contact OR both the current street address and postal code populated Record the correct and complete contact information for the US Tie. U.S. Tie does not have a US Tie Tab & non-applicant record on 4.2.19 Family the principal applicant's Tree Tab family tree. Validation Error Override Recommended language that RSCs can use for validation error override: 1. Employment: a. Applicant has never been employed. b. Applicant has not worked for over 5 years (i.e., retired). c. Applicant is a minor. 2. Education: a. Applicant has no formal education. b. Applicant is a minor. 3. Contact History a. Applicant does not have contact information. [ 128 ]  Control Number: USRAP-PG-RSC-02-v3.8 b. Applicant does not remember their contact information. c. Applicant only remembers their contact information for the prior period of fewer than 5 years. d. Applicant only has contact information for the prior period of fewer than 5 years. e. All contact information provided by the applicant is recorded. 4. Travel: a. Applicant is born in the country of asylum. b. Case is being processed in their country of origin. 5. Referral: a. (RSC Asia: Thailand camp specific): Verification document received from UNHCR in lieu of the UNHCR referral form. All new P-2 submissions for the Thailand Camp will have a 2023 verification document in place of an RRF. [ 129 ]  Control Number: USRAP-PG-RSC-02-v3.8 Appendix B: Minor Counseling The Caseworker is responsible for holding the Minor Counseling Session with the minor and their caregiver during the PreScreen Interview. The purpose of Minor Counseling is to give information and present options (1) Family Unity or (2) URM foster care program so applicants can make an informed decision on the best care arrangement for the child upon resettlement to the United States. Minor Counseling is typically completed during the first PreScreen Interview, but RSC may update it during a follow-up PreScreen Interview or at the time of the USCIS Interview. During the Minor Counseling Session, RSC staff must complete the Minor Questionnaire tab to provide a record of the counseling session with the minor and/or the guardian. While RSC must conduct the counseling with the child and caregiver together, the caseworker must collect the views of the child, in addition to the views of the guardian. All minors who are not attached to, or traveling and resettling with a relative or non-relative, will receive an M4 minor code (destined for URM foster care program). In such cases, RSC will include an overview understanding of the URM program. Even if a minor is unlikely to depart before their 18th birthday, RSC will still complete minor counseling and the questionnaire. RSC will advise minors that if they do not travel to the US before their 18th birthday, they will not enter the URM Program and will instead be resettled without the URM Program support, which means they will not be placed in a foster care arrangement and will be responsible for providing for themselves. Minors who are destined to join the URM program in the United States, and whose guardian has a USRAP case, may remain in a Travel case group in order to maintain the care arrangement in the country depart separately from the minor. Cases in this scenario must not be in a resettlement same household case group. However, they may be added to a Resettlement Same City Requested case group in order to maintain family unity as much as possible upon arrival. When situations arise where there is a split decision (disagreement between the minor and the guardian) about the URM program, please consider the following questions: 1. Why do the guardian and minor not agree? 2. Should RSC have offered the URM program to the minor and guardian? Do not hesitate to seek input from the Child Protection Specialist when determining this. 3. Do all members understand the options available to them? 4. Are there any issues that raise concerns -being? While the majority of disagreements occur because of a simple misunderstanding, there is also the potential that a disagreement may be an indication of a possible concern. In cases of concern, the Caseworker will contact the Child Protection Specialist for further guidance. As RSC Asia does not have a Child Protection Specialist, the caseworkers will reach out to the RSC Asia Senior Casework Manager or Casework Coordinator. If a Caseworker feels that a minor is at risk of imminent harm, contact the Child Protection Specialist immediately. Separate the minor from the caregiver, and do not allow either the caregiver nor the [ 130 ]  Control Number: USRAP-PG-RSC-02-v3.8 minor to leave the RSC work site. The Child Protection Specialist will liaise with the referring agency and other child protection partners to intervene, keeping Refugee Coordinator in copy. The guardian wants the minor to accept the URM program, but the minor wants to decline: In general, if a guardian understands the basics of resettlement and the URM program, they are able to determine if they are willing and able to provide care and support to the minor upon resettling to the United States. If a guardian does not believe they will be able to provide enough support for the child, or does not have the commitment to meet the basic needs to ensure the child receives adequate nutrition, educational opportunities and emotional support, it may in the best interest of the child to be fostered by a family that can provide them with their basic needs. While family unity versus the URM program is a joint decision between the minor and caregiver, the caregiver ultimately decides whether they are able to maintain family unity upon resettlement. The guardian wants the minor to decline the URM program, but the minor wants to accept: Situations in which a minor wants to accept the URM program and the guardian wants to decline have a potential for concern. While in most cases this disagreement may be caused simply by a lack of understanding, in other rare, but more serious cases, it can be an indication that the guardian is not taking adequate care of the minor. To mitigate these potential risks, it is important to determine the causes for the minor wanting to accept the program. If the minor is directly reporting abuse or the suspected abuse is severe, the Caseworker will elevate the issue to the appropriate staff at their RSC. Minors on the same referral select different decisions about the URM program: Generally, if minors on the same referral disagree on accepting (i.e. one wants to accept the URM program, other wants to decline) there are usually two primary causes: first, the minors may not understand the details of the program or be aware that they can live in the same house; second, siblings that have large age differences, grew up separately, or simply do not get along may not want to resettle together. As long as the minors have all the information necessary to make an informed decision, it is ok for them to make a different choice. RSC will have all linked minors attend minor counseling together, so they receive the same information and so they can make decisions together. If minors are assigned to separate Caseworkers, the Caseworkers will coordinate to conduct minor counseling and fill-in Minor Questionnaire tabs together in order to maintain consistency. If two minors accept the URM program, relevant RAs will make all efforts to find one foster home for both children. Additionally, the guardian will be resettled to the same city as a URM unless there are extenuating circumstances. Such circumstances might include the guardian having a priority U.S. Tie or serious medical condition which necessitates them to be resettled to a specific area where specialized medical treatment is available. For larger minor case groups, it is important that the children understand that while preferences to live in the same foster home will be noted, it may not be possible for all minors to live together upon resettlement. If the Resettlement Agency must split minors amongst foster homes, they will be placed within the same city. If the child does not know the true identity of his/her biological parents, RSC staff must encourage the caregiver to disclose this information. The RSC staff member must explain the multiple interview process [ 131 ]  Control Number: USRAP-PG-RSC-02-v3.8 (RSC/USCIS) to the caregiver/adult relative and how not disclosing the information will make processing their case(s) very difficult. RSC staff will also explain the guardianship court process the family will need to go through upon resettlement, and inform the caregiver/adult relative that almost all guardian courts in the US require disclosure of the biological parents for children over 14 years of age. However, RSC will inform the caregiver/adult relative that disclosure will not be required at any step of the pre-arrival resettlement process. If disclosure occurs at RSC interviews and the referring agency is unaware the child is a non-derivative, the case must be deferred to UNHCR for UNHCR to assess the best interest of the child (BIA or BID). [ 132 ]  Control Number: USRAP-PG-RSC-02-v3.8 Appendix C: Minor Processing Tip RSCs may find helpful additional tips on how to work with minors in this job aid. A child (minor) is a human being below the age of 18 years unless, under the law applicable to the child, majority is attained earlier. An unaccompanied minor is a child who has been separated from both parents and other relatives and is not being cared for by an adult who, by law or custom, is responsible for doing so. A separated minor is a child separated from both parents, or from their previous legal or customary primary care-giver, but not necessarily from other relatives. A separated minor may, therefore, include children accompanied by other adult family members. An orphan is a child whose parents are known to be deceased. In some countries, however, a child who has lost one parent is also called an orphan. A child can be an orphan as well as an unaccompanied and/or separated minor. Minor Code Wheel When populating information for the minor, the RSC must include a Minor Code. In addition to the chart in the Minor Questionnaire section, the Minor Codes Wheel provides information about each minor code. BID and BIA The following assessments are commonly used when processing unaccompanied minor applicants: [ 133 ]  Control Number: USRAP-PG-RSC-02-v3.8 Best Interests Determination (BID): Definition A BID describes the formal process established for the protection of refugee minors to identify the best resettlement options. If UNHCR/NGO/Designated RSC Staff Member has not provided a BIA or BID for a UNHCR referred M2-M7 minors, defer the referral and update the case Availability to Hold. A group of siblings may be on a shared BID. For more information on deferrals, refer to the General Case Processing Guide. BIDs are required if the minor is: On a P-1/P-2 case (UNHCR Referral or Afghan Referral) P2 EV and The Minor Code is M2-M6 or The Minor Code is M7, the minor and their spouse are both under 18, and they are traveling without their parents. o Minors married to spouses who are over 18 years of age do not generally require a BID. USCIS may request a BID if the case falls outside the norm and the officer would like a closer examination of the best interests of the child. For P-3 AOR cases, a BID is not required for M5 minors; M2-4 and M6 minors, please consult PRM to determine if a BIA or BID is required on a case-by-case basis BIDs are NOT required for: P-2 CAM cases P-2 I-130 cases P-2 Lautenberg Specter Private Sponsorship (Refer to the USRAP Policy Guide for specific information on minor eligibility in P-4 processing). SIV FTJ-R cases M7 whose spouse is over 18 M7 traveling with at least one set of parents Afghan Parolee cases The referring agency (UNHCR, NGO) is responsible for submitting the BID with the refugee referral. For a US Embassy referral case or applicant requires a BID or BIA, if the RSC protection officer is available, they will conduct the BID/BIA. If an RSC protection officer is not available or does not exist at RSC, RSC will request UNHCR to conduct a BID/BIA for the minor child. Afghan P-1/P-2 cases will not have a BID/BIA with the referral; a designated RSC staff member Note will conduct the BID/BIA. It is a best practice for the assessor and reviewer to sign the BID. If RSC staff members are unsure if the care arrangement is confirmed by the assessor and reviewer, follow up by email. Attach, at the end of the BID, the correspondence from the assessor and reviewer which confirms their recommendation on the best interests of the child with regards to resettlement. If a BID is included inside the RRF, copy this section in a Word document, save as a PDF, use the BID naming convention, and upload/link to the corresponding applicant. If a BID applies to more than 1 applicant, duplicate the document and link to all corresponding applicants. If two copies of the BID are provided (one in English and one in another language), the [ 134 ]  Control Number: USRAP-PG-RSC-02-v3.8 preferred practice is to merge both and have 1 BID document. If a BID is provided for a M1 minor, follow the above steps as well. Best Interests Assessment (BIA): Definition An assessment by UNHCR of an individual child that is done alone or in consultation with others by staff with the relevant expertise and requires participation by the child. when a child is considered for resettlement with one parent. In these instances, the BIA may accompany the resettlement submission as an attached document or in Section 7 of the UNHCR Resettlement Registration Form (RRF). The process also provides including a summary of the tracing efforts of the other parent (if applicable), and UNHCR/NGOs recommendation(s). Additionally, in situations where a child is seeking refugee or asylum status with just one parent, RSCs can continue processing the case and do not need to defer for a BIA, and USCIS does not need a parental release from the absent parent. However, in some circumstances for overseas cases, the RSC does require such a release based on the laws or regulations of the host country. This requirement does not affect the USCIS adjudication. Inclusion of BIAs in RRFs is a UNHCR requirement, not a USRAP requirement. Do not defer USRAP cases, which are not Afghan P-1/P-2 referrals or UNHCR referrals, for a BIA unless specifically requested by USCIS. For USRAP cases which are UNHCR referrals, RSCs can inform UNHCR of the missing BIA through an info memo and can follow-up internally by obtaining an Acknowledgement of Resettlement Proceedings from the non-resettling parent as applicable. Note Afghan P-1/P-2 cases require a BIA due to the high number of unaccompanied minors. If two minors are married to each other and processing separately from their parents, each requires a BID. Married minors who are both under age 18 and are traveling with at least one set of parents do not require BIDs. The married minors must have their own case, which RSC will link with a Note Married couples where one spouse is under age 18 (i.e., a minor) and the other spouse is over age 18 (i.e., an adult) require a completed Minor Questionnaire tab for the minor spouse, but do not require a BID. USCIS may request a BID for the case for scenarios such as suspected abuse, or a large age difference between spouses, etc. If the minor ages out during processing, do not make amendments to the Minor Questionnaire tab. The Minor Questionnaire tab will no longer be visible once the minor turns 18. Follow the steps below to process minors: 1. Review the BID (if applicable) and the RRF/ARR/I-730/AOR/Other Referral for any references to the minor, as well as any other documents related to the minor and caregiver. 2. Conduct a Minor Counseling Session. If the applicant is an Unaccompanied Refugee Minor (URM) that cannot resettle with a U.S. Tie, provide a full explanation. If the placement decision after the [ 135 ]  Control Number: USRAP-PG-RSC-02-v3.8 Minor Counseling Session differs from the BID recommendation for M2-M7 minors, document the reasons clearly in the Minor Questionnaire tab in START, and a Notes to RA comment. 3. US Embassy LV2 Burmese in Thailand specific guidance for minors with only one parent (this does not impact any other caseload): After the PreScreen interview is complete, and before presenting the case to USCIS, defer the case to UNHCR for a BIA (not a BID)* when: The case has an LV2 BM minor who has been submitted with only one parent; and Defer the case for a BIA if the other parent is contactable, but they are in Burma If the other parent is in Thailand and contactable, RSC will obtain an ARP (as per RSC Asia usual guidelines). RSC will obtain the ARP before the USCIS interview. When deferring for a BIA, please make sure it is clear to UNHCR that we do not need a BID, just a BIA. Use the RMA-approved template when deferring a LV2 case for a BIA: non-USRAP father is. Given this, our guidance from RMA is to request a BIA from UNHCR. Kindly note that our guidance from RMA is to not Latin America Unaccompanied Minors (M2-M7), where applicable: PRM will permit official court/custody documentation in lieu of a UNHCR-issued BID on a case-by- case basis for cases in Latin America. If other RSCs believe they have a compelling circumstance that would necessitate a waiver to a BID, they must contact their RefCoord and Domestic Team (Jennifer C. Gillyard and Sumitra Siram) to discuss. In order for PRM to consider accepting alternative documentation in lieu of a UNHCR BID, the RSC must review the existing case documentation to ensure it includes host country government-issued records, official custody rulings (if any), and testimony from the minor and/or caregiver(s) regarding 1. 2. 3. Assessment of the nature (relation, duration within same household, care, contact 4. caregiver supports the age/maturity, physical/health, emotional/psychological and economic situation of the child and indicate any evidence of abuse and/or neglec 5. [ 136 ]  Control Number: USRAP-PG-RSC-02-v3.8 6. Professional recommendations specific to the resettlement needs and best interest of the child. Sometimes a BIA is included in the case. If the BIA (along with any supporting documents) addresses the six topics above, RSC may present the case to RefCoord for their approval to waive the BID requirement. Note RSC will create the Deferral Action Item with the status BID/BIA requested. The case can continue processing and, if USCIS did not request for BID, the RSC will request a waiver from PRM. The case will be placed on Hold if the waiver is still pending approval at the point of the Assurance Request. If PRM waives the BID requirement, update the Deferral Action Item to Completed Success with an explanatory additional comment. If the available documentation is written in a language other than English, translate the documents Note After completing the above review of documentation, the RSC will: 1. Update the case Availability to 2. Add the PRM Follow Up Action item with the status of PRM Follow up Required 3. Assign the Action Item to the PRM/A Domestic Team to inquire if the case can continue tag RefCoord, Program Officer and Jennifer Gillyard. In the comment, RSC will identify the alternate documents that need to be reviewed. 4. If the Domestic Team determines that the case can continue processing with alternate documentation, update the case availability to Active and continue processing. 5. If the Domestic Team determines that the case requires a UNHCR BID beyond the existing Missing Parent(s) partners and, if the missing parent is a refugee, also check its own database (i.e. UNHCR database) to confirm that the location of the missing parent is unknown. The referring agency may also consider checking with neighbors, other family, local authorities, or others as appropriate to verify the claims of the present parent. The referring agency must document these efforts in the referral. The length of time a parent has been missing does not affect the required due diligence to locate a parent. Documentation is required to explain the timeline and measures that were taken by the referring agency to find the parent(s), even if results are inconclusive. UNHCR will initiate/conduct family tracing in locations where tracing is possible. RSC will defer a case to the referring partner for clarification of tracing (and update case Availability to Hold) only if formal tracing for parents has not been initiated, and family tracing is available in the location. Once RSC receives a deferral response from the referring partner, the case cannot proceed [ 137 ]  Control Number: USRAP-PG-RSC-02-v3.8 with post-USCIS processing until the requisite four months have passed from the date tracing was initiated. Custody Disputes In general, it is expected that the custody of the child is determined prior to case submission to the U.S. traveling with the child, and their location is known, the referring agency consults the parent(s) and includes a signed ARP Form with the referral if such contact with the parent who is not traveling does not put the child or the parent traveling with the child at risk. The referring agency must document (in the referral, BIA, or BID) efforts to contact the parent, or the reasons that contact was not attempted due to protection concerns. In instances where RSC staff are conducting the assessment, the RSC staff member will document this information. If RSC/referring agency cannot obtain an ARP Form, the referrer will include in the Referral/BID/BIA the reasons that the case can continue without it. If custody of the child is disputed or if one parent refuses to allow the child to travel to the U.S., the referring agency documents reasons why they recommend for the child to travel with the custodial parent despite the objection of the other parent. [ 138 ]  Control Number: USRAP-PG-RSC-02-v3.8 Unaccompanied Refugee Minors PRM is responsible for ensuring appropriate placement of Unaccompanied Refugee Minors (URMs) resettled in the United States without a parent or legal guardian traveling with them. The Minor Questionnaire tab assists RSCs to clarify guardianship status and facilitate resettlement placement planning for the children. RAs will refer to the information when conducting home visits to petitioning parents or caregivers prior to the minor's resettlement. RSCs will conduct a Minor Counseling Session with all M2-M7 minors in addition to completing the Minor Questionnaire tab. The Minor Counseling Session will cover information about resettling with a caregiver/relative when applicable, and, if two or more of the following circumstances apply, the Minor Counseling Session may also cover information about resettling through the URM program. The caregiver(s) is under the age of 20 or over the age of 65; OR The caregiver(s) is a non-blood relative of the minor; OR The caregiver(s) has been the primary caregiver to the minor for less than 50% of the The caregiver is single, has more than two dependents, and does not have an adult Policy cross-reference or U.S. Tie that can assist with care of the minor in the United States.; OR The caregiver has medical conditions or cares for additional dependents with serious medical or mental issues; OR An exceptionally vulnerable situation as identified by the RSC that does not meet the above criteria may also trigger the Minor Counseling Session. When there are capable relatives to care for a minor, only counsel minors on the URM program in rare instances. Review the above circumstances in conjunction with the BID recommendation when determining if RSC will counsel the minor regarding the URM program. If the placement decision after the Minor Counseling Session differs from the BID recommendation, the reasons must be clearly detailed in the Minor Questionnaire tab, and a Notes to RA comment. If additional information becomes known after the assurance process, RSCs must update the Minor Questionnaire tab in START, and process an amended assurance. If a BID is required, ensure that the caregiver is the same as the individual listed as the caregiver in the BID. For information on blanket expedites for minors, refer to the General Case Processing Guide. Guardian Denied and Minor Accepted If the guardian of the minor receives a USCIS Result of Denied, but the minor receives an USCIS Result of Refugee (Approved), RSC will send a deferral to the referring agency explaining the situation and requesting an updated BID if the only recommended care arrangement is for the minor to resettle with the guardian. The minor Hold, with the Deferral Action Item, status Pending BID/BIA until the BID is received. After the BID is received, proceed with the following to determine if the minor would like to proceed with resettlement and enter the URM program: 1. Conduct an updated Minor Counseling session with minor and guardian, AND 2. Update the Minor Questionnaire tabs [ 139 ]  Control Number: USRAP-PG-RSC-02-v3.8 If the minor decides to continue with the resettlement process separately, the guardian will need to sign the relevant ARP form. Update the case Availability to Active once these steps are complete. Guidance on Stateside Minors with Parents Resettling to the U.S. Note This guidance primarily applies to Afghan Minors who resettle to the U.S. ahead of his/her parent(s). 1. Determine if a stateside minor is an Unaccompanied Refugee Minor (URM) or Unaccompanied Child (UC)/Unaccompanied Alien Minor (UAM) by writing to [email protected]. 2. If the stateside minor is a URM, list the minor as the UST. 3. If the stateside minor is a UC/UAM: a. Determine if the family has their own strong UST b. If yes, list the individual as the UST c. If no UST is identified, do not add the minor as the UST. The case will proceed as a NUST case. 4. The RPC will provide the RA with information on the UC/UAM to ensure this is tracked through the Allocation and Assurance process. 5. Make comments in Notes to RA flagging any stateside minor for the RPC and RA awareness 6. -applicant records 7. Contact for PRM guidance: Gillyard, Jennifer C [email protected] [ 140 ]  Control Number: USRAP-PG-RSC-02-v3.8 Appendix D: Entering U.S. Addresses U.S. Address Format [Street #] [Street Name] [Street Suffix] or [P.O. Box #] [Unit/Suite/Apartment #] [City], [State] [Zip Code] Example: 123 Address Lane Suite 3000 Washington, D.C. 20001 U.S. Street Suffixes Primary Street Suffix Name U.S. Postal Service Standard Suffix Abbreviation Avenue AVE Circle CIR Court CT Drive DR Lane LN Place PL Road RD Square SQ Street ST Way WAY Use this START filter to look up Cities or States. To narrow the field to show a specific U.S. the name of the state. Tip To confirm U.S. zip codes, go to the U.S. Postal Service website. [ 141 ]  Control Number: USRAP-PG-RSC-02-v3.8 Appendix E: Biometric Verification biometric data and systems to verify the identity of individuals referred by UNHCR. The purpose of the ntity with UNHCR biometric data thereby ensuring the person submitted on the UNHCR Resettlement Registration Form (RRF) is the person who is being processed for USRAP. This check ensures a continuity of identity from UNHCR registration to the USRAP. Management System, or BIMS. applicant can depart even if RSC/START has not received a BIMS result from UNHCR. Do not Note However, RSC will place a case on Hold availability if the BIMS result indicates that the identity is Not Confirmed; RSC will not permit the case to depart. Caseworkers will follow up with UNHCR for applicants pending Biometric Verification. If RSC does not receive any response from UNHCR for a case and the case has turns RFD, cancel the RSC Asia anceled as Important Terms Iris: The iris is the colored ring of muscle that opens and shuts the pupil of the eye. Iris scan: The colored pattern of irises is determined genetically. It comes from a pigment called melanin more melanin gives you browner eyes and less produces bluer eyes. Although we say people have "blue eyes," "green eyes," "brown eyes," in reality the color and pattern of people's eyes is extremely complex and completely unique. The patterns of one person's two eyes are quite different from each other and even genetically identical twins have different iris patterns. Fingerprint scan: Fingerprints are unique, even between twins, and last for a lifetime. Difficulties may be encountered in matching against previously collected records, if there has been any trauma to the hand or if the individual has been involved in hard manual work, degrading the fingerprints over time. A challenge may also occur if the original record was collected when the individual was a very young (small) child and the fingerprints have not been updated over time. UNHCR collects biometrics during initial registration and uses the data to verify the identity of applicants during normal processing; for example, prior to document renewals or food distributions. In some country operations the addition of biometrics to the registration data set is relatively new, so UNHCR is retroactively collecting biometrics for applicants who have already been registered and in some cases already submitted to USRAP for consideration. UNHCR aims to collect biometrics of all individuals aged five and older, and to update the biometric records of children at least every three years until they reach 18 years of age. [ 142 ]  Control Number: USRAP-PG-RSC-02-v3.8 Biometric verification is currently performed during the following stages: RSC PreScreen USCIS Medical Prior to Departure Interview Interview RSC MENA (Jordan) X X X RSC Asia (Thailand) RSC Asia (Malaysia) X X X* RSC Africa (Kenya) X* X RSC Africa (South Africa, Tanzania) RSC TuME RSC Latin America RSC Eurasia RSC Austria *Indicates pilot location UNHCR BIMS Focal Points: RSC Asia Lake Keen Kee: [email protected] Nur Khairunnisa Abdul Hisham: [email protected] Eligibility When possible, RSCs will collect biometric identification on all applicants aged 5 79 during the PreScreen or USCIS Interview. Collecting BIMS during decision letter distribution or any other appointment at the RSC is optional. Applicant biometrics are verified during every instance of applicant contact with UNHCR. If a child in the case turned 5 years old after their last contact with UNHCR, they will not appear in the BIMS database. The following information will need to be sent in an encrypted email to the UNHCR BIMS focal point: UNHCR number/START case #/full name of the child/DOB The UNHCR BIMS focal point will come to the RSC to collect the child and one parent/guardian, take them to UNHCR to register their identity in BIMS, and then escort them back to the RSC worksite. [ 143 ]  Control Number: USRAP-PG-RSC-02-v3.8 Add the Biometric Verification Action Item. Once the BIMS focal point and applicants return, RSC Verification Action Item Status to Confirmed. Due to the extensive backlog at many RSC MENA sites, these actions are only taken for RSC MENA individuals whose identities must be confirmed for country exit permits and clearances. Refer to Section 7 of the RRF for comments regarding BIMS. Before PreScreen RSC is responsible for sharing the following information with UNHCR in regards to biometric checks: Names of RSC staff who will be conducting BIMS verifications: Names must be shared no later than four weeks before the start date of the planned PreScreen Interview. This will enable UNHCR to ensure that user accounts are created and staff are biometrically enrolled prior to the CR. Location of Interview and expected camp/UNHCR site where the applicants are registered: This is to ensure that RSC staff are given access by UNHCR to the correct geographic catchment in BIMS prior to the PreScreen Interview. Since BIMS is being completed at PreScreen Interview, RSCs do not collect BIMs at USCIS Notes Interview. For cases where UNHCR is responsible for the preparation, UNHCR will: Confirm that aged-in children are enrolled or will be scheduled for enrollment following the Interview. individuals could not be enrolled). RSC staff will attach the communication for unenrolled cases in the Supporting Documents tab and create a Contact Log entry. Provide the name and contact information of the UNHCR BIMS and Resettlement Officer Points of Contact (POC). The RSC POC for the Interview will liaise with the UNHCR BIMS POC and Resettlement Officer prior to the start of the Interview. For an Interview schedule with expedited cases or cases where applicants must be transported from camps and stay overnight in the processing location, RSC will share the processing dates with the UNHCR BIMS POC and ensure that the BIMS POC will be available to address any unexpected outcome. The UNHCR BIMS POC and the Resettlement Officer will be on standby to address any issues that UNHCR has authorization to immediately resolve (e.g., aged-in enrollment, photo and biometrics issues, etc.). In case of any unresolved issues, attach all correspondence related to follow-ups in the Supporting Documents tab in START for reference. Add a Contact Log entry for these scenarios. Biometric Identity Verification Before beginning the PreScreen Interview, collect applicant biometrics using retinal scan or fingerprints. If using fingerprints, use the two thumb or four-point fingers verification. Follow the general procedure below: [ 144 ]  Control Number: USRAP-PG-RSC-02-v3.8 Log on to BIMS. Select fingerprints or Iris Scan from the BIMS Identification screen. Take applicants fingerprints or Iris Scan. o and try again. o o If using the Iris Scan method, the applicant holds the iris scanner and looks into the scanner until the red light disappears. If irises are not available (e.g., eye injury), use the fingerprint scanner. If not already present on the case-level, add the Biometric Verification Action Item for each applicant (i.e., create multiple Action Items and associate each one with a different applicant) and update the Status to Confirmed for all applicants between the ages of 5 79 which have been verified in BIMS. The following fields are returned by BIMS and need to be compared to the information in START and confirmed: o UNHCR Individual Number o Name o DOB o Sex o Nationality o Photo By default, BIMS expects to collect all biometrics in each scan type. For example: all four fingers in a four finger slap both eyes in an iris scan both thumbs in a two thumb slap A minimum of two biometrics must be collected in order for BIMS to perform an identity check. For example, if the applicant only has one eye and this is collected by BIMS, at least one finger must also be collected before the check can continue. If certain biometrics are missing (e.g., one amputated finger), bandaged, or is otherwise unable to be captured, this needs to be reflected in the BIMS user interface prior to scanning. Scanning Outcomes All applicants referred by UNHCR for resettlement consideration are biometrically verified by UNHCR on numerous occasions prior to being verified for the first time by the RSC. Therefore, it is not expected to enarios. See the diagram, table, and sections below for more information on each potential outcome: [ 145 ]  Control Number: USRAP-PG-RSC-02-v3.8 Outcome 1: Identity Confirmed If applicant biometrics are successfully scanned and identified and the biographic data and photo returned by BIMS matches the applicant data and photo in START, update the Biometric Verification Action Item Status to Confirmed. If BIMS confirms an applicant and returns the following message, follow the steps in Outcome 2 below: Outcome 2: Identity Not Confirmed If applicant biometrics are successfully scanned but the biographic data and/or the photo returned by BIMS does NOT match the identity of the applicant in START, follow the below steps: 1. Try and collect additional biometrics up to the full 10 fingers and two iris scans. If BIMS is still applicant on the UNHCR RRF matches the applicant in front of the RSC staff member performing the verification, as well as the photo in START. 2. Continue processing activities, but do not schedule the applicant for USCIS Interview/do not request Travel booking. 3. Update Biometric Verification Action Item Status to Not Confirmed. 4. Update the case Availability to Hold, add Deferral Action Item with the Pending UNHCR Clarification Status. 5. Contact the UNHCR BIMS Focal Point and Resettlement (and/or other referring agency), RSC Fraud mailbox, and [email protected] and note the following fields in an encrypted email: UNHCR Biometric Identity Number, as identified in BIMS Unexpected UNHCR Individual Number, as identified in BIMS Expected UNHCR Individual Number, as per referral from UNHCR observed on the BIMS identity match s