OMB Control No: 0970-0351                                                            Expiration Date: 06/30/2024 

I.  ADMINISTRATION

A.  Organization - 45 CFR Parts 75 and 400 Subpart C, 45 CFR § 400.5-, and Policy Letter (PL) 16-01

            1.  Designate the state agency responsible for developing and administering or supervising the administration of the State Plan.

Oklahoma Human Services (OKDHS)

 2.  Provide the name and title of the State Refugee Coordinator (SRC) designated by the Governor or the Governor’s designee.  Provide copies of the signed documentation showing the chain of designation from the Governor, through the Governor’s designee, if applicable, to the SRC.

Ronda Tucker, Programs Administrator, Refugee Assistance assumed the State Refugee Coordinator (SRC) position effective 10-07-2024. 

In Executive Order 95-6, the Honorable Frank Keating, then current Governor of the State of Oklahoma, designated OKDHS, through its Director, as the single State agency responsible for the development and administration of the Oklahoma Refugee Plan as required under Title IV of the Immigration and Nationality Act.  Also, in correspondence dated December 11, 1995, Governor Keating designated the then current Director of OKDHS, George A. Miller, as State Coordinator for the Refugee Resettlement Program (RRP) in Oklahoma.  The Director, in turn, designated responsibility for coordinating the State’s Refugee Resettlement Program to Family Support Services (Adult & Family Services) Division of OKDHS.  To date, the designation and role of SRC remains within the division.  The division’s current SRC role is filled by Mark Chan, See Attachments A and B.

                       3.  Provide the name, title, and agency of the State Refugee Health Coordinator (SRHC), as applicable.  

Ronda Tucker Programs Administrator, Refugee Assistance assumed the interim SRHC role effective 10-07-2024. 

Historically, the SRHC role in Oklahoma has always been filled by the SRC.  This has primarily been because Oklahoma has not been a large resettlement State.  As such, the SRC has been able to accomplish both roles.  This has included oversight of RMA, medical screening, and RHP administration/coordination. The SRHC in Oklahoma has access to EDN and disseminates refugee medical information to sub-recipients and partners as appropriate.       

Due to the recent growth of the refugee program in Oklahoma, OKDHS is planning on separating the SRC and SRHC roles in the near future.  This will include hiring an additional person for the SRHC role.

4.  Describe the organizational structure and functions of the state agency or RD.

OKDHS administers many of the social services available to the people of the State.  These services include various cash assistance programs, as well as numerous social services.  Cash assistance programs include Temporary Assistance for Needy Families (TANF) and State Supplement Payment (SSP) for the aged, blind, and disabled. The Supplemental Nutrition Assistance Program (SNAP), formerly known as the Food Stamp Program, is also administered through OKDHS.

OKDHS is led by its Director and Chief Executive team that oversee the operations of six service divisions and 16 support divisions who jointly serve nearly one million Oklahomans every month.

5.  Describe the State’s or RD’s process for leading or co-leading with local resettlement agencies in the state, no less frequently than quarterly, in active coordination with the SRHC, the consultations described in § 400.5(h), which must address:

OKDHS, in conjunction with local resettlement agencies (LRAs), schedules and conducts quarterly meetings with state and local governance and private stakeholders to inform and discuss statewide refugee resettlement.  The meetings are scheduled virtually, and invitees include, but are not limited to, local governance, Refugee Support Services (RSS) providers, public health, public assistance, medical providers, local schools, faith-based leaders, law enforcement, refugee volunteers, and non-resettlement organizations.

a.  assessing community capacity for placement and service provision and planning for appropriate placement and arrival planning.

Recent and projected arrival numbers are reviewed to provide insight into what resources/capacity are needed at the community level to appropriately plan for and place new arrivals. This data is collected, analyzed, and presented in an organized way that creates shared understanding of the local resettlement landscape for all stakeholders. This includes stakeholders, beyond traditional resettlement actors (e.g., ethnic based community-based organizations, advocacy groups), who help to bring unique perspectives and an understanding of what appropriate placement should be for planned arrivals.

b.  assessing needs of refugees for services and assistance; and

Meetings include regular needs assessments to better understand particular situations and conditions faced by various arriving populations (e.g., availability of resources, sources of problems and their impact on certain effected population...including older women and men, persons with disabilities, persons belonging to minority groups, LGBTQIA+; and others).

c.  using the best available data to gauge the projected refugee services and benefits needs;

Good information is required to make difficult prioritization decisions in light of constraints in resource allocation.  As such, OKDHS uses data from the full spectrum of sectors when gauging projected services and benefits needs.  This includes data from city, state, county, and local sources as well as information from UNHCR, the U.S. State Department and ORR.

and which are encouraged to address:

d.  coordinating supports and services for refugees;

Coordination is based on resource mapping of local materials, services, and support.  Coordination of effort includes clearly identifying which organizations/entities are responsible for those materials, services, and support and how refugees can connect or be referred. The resource mapping helps to provide a complete picture of the availability of resources to assist newly arrived refugees at the local level increasing OKDHS’ ability to identify gaps or target areas of need.

e.  ensuring that benefits and services are neither omitted or duplicated; and

Meetings include a review of benefits/services provided within the community and how they align with refugees’ needs. Discussion includes highlights of various benefits/services and how programs intersect and or complement the other. If/when duplications and or omissions are identified, stakeholders engage in brainstorming to determine the best way to eliminate and or add identified benefits/services.

f.   developing a community strategy to support refugee integration and participation in civic life.

A strategy will be created for the state in the upcoming QC’s to address integration and participation in civic life.  This plan will be implemented in FFY 25 for FFY26.

6.  Describe program and fiscal oversight for the overall RRP delineating individual components as applicable - Refugee Cash Assistance (RCA), Refugee Medical Assistance (RMA) and Medical Screening, and Refugee Support Services (RSS), and RSS Set-Aside programs.  Include a detailed description of the state’s or RD’s protocol to monitor and evaluate subrecipient operations. 

Fiscal Monitoring

OKDHS is responsible for overall program and fiscal oversight of the RRP.  This includes ensuring funds are contracted out as necessary, reviewing, and authorizing invoices from contracted providers monthly for payment by Finance.  OKDHS also works with AFS Comptroller and Finance Comptroller to ensure funds are utilized timely and accurately and to ensure Financial Reporting is submitted to ORR.  

Programmatic Monitoring

1.  For each program, OKDHS creates/identifies subrecipient program goals and objectives
2.  OKDHS defines indicators for tracking progress towards achieving those goals\
3.  OKDHS defines data collection methods and timeline
4.  OKDHS identifies monitoring & evaluation roles and responsibilities
5. OKDHS creates an analysis plan and reporting templates
6. OKDHS conducts monitoring activities

Program and fiscal oversight of Refugee Cash Assistance (RCA), RSS, and RSS Set-Aside programs are overseen through coordinated review of monthly reporting and annual on-site monitoring with program grant recipients.  This includes case file reviews, fiscal and administrative review, as well as staff/client interviews and program activity observations as appropriate.  Documented non-compliance and or recommendation(s) are communicated through after-action reports with corrective action plans mandated as necessary.

7.   Describe the procedures the state or RD uses to verify client immigration status or category to ensure initial and continued client eligibility for ORR funded refugee assistance and services. 

Documentation from the United States Citizenship and Immigration Services (USCIS) is required.  Applicant must have one of the following statuses.  ORR PL 16-01 and PL 22-02 are following for documentation requirements.

a.  Paroled as a refugee or asylee under Section 212(d)(5) of the INA.
b.  Admitted as a refugee under Section 207 of the INA.
c.  Granted asylum under Section 208 of the INA.
d.  Admitted as a Cuban or Haitian Entrant in accordance with requirements in 45 CFR part 401.|
e.  Admitted as an Amerasian from Vietnam pursuant to Section 584 of the Foreign Operations, Export Financing, and Related Programs Appropriations Act, 1988 (as contained in section 101 (e) of Public Law 100-202 and amended by the 9^th proviso under Migration and Refugee Assistance in Title II of the Foreign Operation, Export Financing, And Related programs Appropriations Acts, 1980, (Public Law 100-461 as amended).
f.   Admitted for permanent residence, provided the individual previously held one of the Statuses identified above.
g.  Certified as a victim of a severe form of trafficking pursuant to section 107(b) of the Trafficking Victims Protection Act of 2000.
h.  Iraqi admitted under special immigrant status pursuant to Section 525 of Division G of Public Law 110-161.  
i.   Afghan admitted under special immigrant status pursuant to Section 525 of Division G of Public Law 110-161.
j.   Children approved for refugee status through the Central American Minors Program (CAM).
k.  Afghan Humanitarian Parolee per Afghanistan Supplemental Appropriations Act 2022.
l.   Ukrainian Humanitarian Parolee (UHP) and non-Ukrainian who last habitually resided in Ukraine and received humanitarian parole per the Additional Ukraine Supplemental Appropriations Act, 2022 (AUSAA).

SRC and OKDHS staff also have access to USCIS Systematic Alien Verification for Entitlement (SAVE) to verify status.   

8.  Describe the procedures the state or RD uses to safeguard the disclosure of client information.                                                                                                             

Per 45 CFR 400.27, information shared between contracted refugee service providers and OKDHS is always kept confidential. Even when information is transferred, it is always sent via secure email and encrypted for security’s sake. “Consent to release/obtain confidential information” forms are used by OKDHS contracted partners for the purpose of releasing confidential client information on a need-to-know basis only. This is typically done for assisting clients with obtaining services and benefits.  An example of this might be a client allowing their resettlement agency case manager access to personally identifiable information so they can help in proxying a SNAP application.  Clients have the right to sign and/or not sign consent-to-release forms.                                                                                                                 

9.  Describe data systems used by the state or RD to collect and maintain records necessary for federal monitoring and how the state or RD reviews data to ensure accurate and timely submission of reports, including, but not limited to, the ORR-5 and ORR-6.

OKDHS currently does not have a data system that is used to collect data from providers/contractors.  At this time, providers submit spreadsheets associated with the ORR-5 and ORR-6.  Data submitted is collected and then stored on ORR’s Refugee Arrivals Data System (RADS).

Spreadsheets are manually checked for accuracy and any potential client duplications.  OKDHS understands that it is vulnerable to potential client duplications due to human error and or in/out-migration activity being included or absent from the current spreadsheets.  As such, it is currently working on incorporating the use of a database for refugee data tracking. Funding has been requested in the ORR-1 for FFY25 to accomplish this.

For ORR-1 and ORR-2 purposes:

OKDHS finance system is used to track expenditures paid to each contracted refugee provider using purchase authorization, purchase order numbers, as well as operational units. 

SRC receives information from contracted refugee providers which is used to submit reports such as ORR-5 and ORR-6.  Providers typically utilize Excel spreadsheets to corroborate data.

SRC compiles data and submits reports as required.  Electronic copies are maintained for 5 years.  Contracts with subrecipients include reporting requirements.  SRC utilizes email reminders to subrecipients for upcoming reporting deadlines.  

10.   Provide the location of the state or RD headquarters.                                                                                                                                                                                                                          

The SRC office is located on the 4^th Floor, Sequoyah Building in the State Capital Complex at 2400 N. Lincoln Blvd., Oklahoma City, OK 73125.  

11.   Describe how the state’s or RD’s procurement process to acquire services supports a transparent (1) merit-based selection of subrecipients, and (2) distribution of funding between subrecipients based upon objective factors.

As a rule, OKDHS uses an open competitive bidding process to acquire services.  Open competitive bidding ensures opportunity equality and shows transparency. The competitive bid process fosters competition and allows for no favoritism.  In a competitive bid, vendors and contractors are evaluated on predetermined criteria, including the quality of goods and services supplied, pricing rates and best ROI.  Evaluators assess proposals solely on factors specified in the solicitation(s), not on connections/relationships or other unrelated determinants.

The allocation / distribution of funding for refugee specific services is strictly determined by geographic need (based on refugee arrival figures) and the availability of service providers to provide services.

12.   Describe the State’s or Replacement Designee’s efforts to practice and encourage inclusion, through purposeful collaboration and engagement with ethnic communities and with individuals with lived experience, to inform service design and delivery. 

OKDHS works closely with sub-recipient providers to encourage the use of an equity lens to    review existing programming and develop any new programming.  A key factor in reviewing existing programming is the observation, participation, and advisement of cultural brokers representing cultures in the resettled community. OKDHS believes an integral part of its program design is to have an ongoing and thorough feedback loop from those who have experienced forcible displacement and/or those who can speak to the culturally competence of the programming and activities. Feedback may include insight on integrating/honoring cultural practices in programs/services, how to include parents and elders well, and how to ensure clients feel free to be themselves fully representing their home cultures. OKDHS also urges sub-recipients to ensure ethnic, gender, gender identity, and sexual orientation are all considerations when evaluating if aprogram is inclusive and safe for all participants. Finally, while not mandated, OKDHS exhorts sub-recipients to recruit/hire individuals who have experienced some form of       immigration, especially those who have experienced forced migration as a way of mitigating blind spots.

RDs should address items #12 and #13, per PL18-03.

13. Briefly describe the RD’s written code of conduct to ensure that administrative decisions, including the monitoring of a provider that is part of the same 501(c)(3) organizational structure as the RD, do not result in a conflict of interest that unduly benefits the RD.  

N/A.   Not an RD.

14.  Briefly describe the RD’s policy for resolving disputes that may arise between the RD and subrecipient agencies, as well as between the RD, providers that are part of the same 501(c)(3) as the RD, and clients.

N/A.   Not an RD.

       B. Assurances - 45 CFR § 400.5

          In its operation of the Refugee Resettlement Program, OKDHS will:

 1. Comply with the provisions of Title IV, Chapter 2 of the Refugee Act (8 U.S.C. § 1522), and official issuances of the ORR Director (Director).
2. Meet the requirements in 45 CFR Part 400.
3.  Comply with all other applicable federal statutes and regulations in effect during the time that it is receiving grant funding.|
4.  Amend the State Plan (as needed) to comply with ORR standards, goals, and priorities established by the Director.
5. Provide that access to and provision of assistance and services funded under the plan will be provided equitably to refugees without discrimination on the basis of age, disability, ethnicity, race, color, religion, nationality, sex, sexual orientation, gender identify, political opinion, and category of eligible population.
6.  Convene, not less often than quarterly, meetings where representatives of local resettlement agencies, local community service agencies, and other agencies that serve refugees meet with representatives of state and local governments to coordinate the appropriate services for refugees in advance of the refugees’ arrival.  Such meetings shall include outreach and invitation to, at a minimum, public school officials, public health officials, welfare and social service agency officials, and police or other law enforcement officials, for jurisdictions in which refugees resettle.   
7.  Act in accordance with 45 CFR §§ 75.351-75.360 and 400.22(b) (2) with regard to subrecipient monitoring and management.
8. Act in accordance with 45 CFR §§ 75.371-75.380 for remedies for subrecipient noncompliance.

II. ASSISTANCE AND SERVICES

A. Coordination and Access - 45 CFR § 400.5

1.  Describe how the state or RD will coordinate Cash and Medical Assistance (CMA) with support services to promote employment and encourage economic self-sufficiency for ORR-eligible populations.

Refugee Cash Assistance

The RCA program, while a cash assistance program, is principally designed for refugees to obtain economic self-sufficiency within the shortest possible time after entering the   U. S., with a strong emphasis on early employment.

Therefore, non-exempt members of a family unit MUST participate in an employment plan developed by the refugee and the RSS employment services provider in order to be eligible for RCA.  The employment plan will list an employment goal, the barriers that need to be addressed and the plan to remove the barriers in order for the employment goal to be met.

Refusal to complete the employment plan, participate in the activities detailed in the plan, to accept appropriate employment or to voluntarily terminate employment without good cause will result in the individual in the family unit being ineligible for RCA. As such OKDHS works with RCA and RSS sub-recipient providers to ensure they enforce participation in employment services to promote employment and encourage economic self-sufficiency for clients. To this end, OKDHS reviews monthly sub-recipient program reports to verify RCA clients are registering and participating in RSS employment services within 30 days of receipt of aid (45 CFR § 400.75). In cases wherein clients are not enrolled in RSS employment services, OKDHS works with RCA sub-recipient provider to make sure timely and adequate written notices are being sent or provided (45 CFR § 400.54(a)(1)).

Medical Assistance

OKDHS works with sub-recipient providers to ensure employment assistance is situated in locations geographically convenient to ORR-eligible populations. Clients in outlying areas may access employment assistance via RSS providers virtually, if more        convenient.

2.  Describe how assistance and services will be coordinated among resettlement agencies, state and county agencies, and service providers in the community, and how the state or RD will communicate with subrecipients.

Coordination w/ Resettlement Agencies

OKDHS coordinates with LRAs operating in the state on a regular basis via phone, email, and through virtual and in-person meetings to discuss arrival planning (e.g., NOFO, capacity planning), updates (e.g., Quarterly Consultations), and outreach (e.g., community assessments, resources).  OKDHS regularly makes itself available for advisement and technical assistance. OKDHS further coordinates with RAs to ensure arrivals are being referred to and enrolled in RCA, RSS, and RSS set-asides as applicable.

Coordination w/ County Offices

OKDHS coordinates with its network of county offices to distribute updated information on ORR-eligible populations and benefits for which they may be eligible. OKDHS directs all its county offices to initiate benefit enrollment (e.g., SNAP/Medicaid) and submit them to the OKDHS Centralized Refugee Unit which is responsible for assisting with eligibility determinations.  County offices further refer eligible individuals for additional benefit enrollment (e.g., RCA, RSS) to OKDHS contracted community partners. In county offices with high refugee volume, the CRU strategically embeds workers to fast-track enrollment/eligibility determinations.

Coordination w/ Service Providers in the Community

OKDHS coordinates with service providers to ensure provision of services for ORR-eligible populations is both available and accessible.  OKDHS works with service providers to address interpretation, transportation and capacity issues, engages in efforts to remove barriers to service, and educates providers on culturally and linguistically appropriate service standards. 

Coordination w/ Subrecipients

OKDHS communicates with subrecipients on a regular basis to insure proper interpretation and uniform application of policies and procedures.  OKDHS conducts frequent on-site (or desk-audit) reviews of local records, files, and other documents; observes work activities of local staff to determine quality and quantity of work performed. Prepared written reports and recommendations are communicated regarding the general status and progress of each program for which the subrecipient is responsible; presents findings about relevant problems or issues and works towards.

3. Describe how ORR-eligible populations residing in the state or applicable region will have reasonable access to ORR cash assistance and services, including access to remote services.

ORR-eligible populations residing in the state must be afforded an opportunity to apply for cash assistance and services.  The majority reside in the Oklahoma City Metro area or the Tulsa Metro area and can easily access OKDHS ’s contracted RCA/RSS providers in person in those locations.  However, ORR-eligible populations in other areas can still access RCA/RSS providers through other means including via mail, virtually, electronically, or by phone etc.  All sub-recipient RCA/RSS providers provide virtual/remote services as required to serve clients within their designated service area(s).

4.  Describe how ORR-eligible populations will have access to other programs in the community, such as childcare, older adult services, and other support programs for working families and individuals.       

LRAs, RSS providers and local OKDHS staff assist/refer ORR-eligible populations to access other programs in the community.  Be a Neighbor and 211 directories are convenient tools used to connect populations to other programs in the community.

5.  Describe how the state or RD will ensure that language training and employment services are made available to ORR-eligible populations, including efforts to actively encourage registration for employment services.

Language Training and Employment Service Enrollment

 RSS service providers are contracted to assess clients upon intake to determine their employment and English language needs & goals.  This occurs via the following:

 - RSS Family Self-Sufficiency Assessment

If during the assessment, employment is determined to be a need, clients are subsequently enrolled into RSS employment services. If during assessment, English language learning is determined to be a need, clients are registered in RSS English Language Training (ELT).  If clients determine that RSS ELT or employment services programming is not a fit for them, clients are provided information and/or referral to other (non-ORR funded) community-based providers.

6. Describe how the state or RD will prepare itself and subrecipients to continue services to the highest level possible in an emergency, including plans for collaboration with state emergency response agencies to ensure refugees’ ongoing access to mainstream services during emergencies.  Within your description, indicate if the state or RD is requesting to waive selected requirements of 45 CFR § 400.43 and ORR PL 16-01 regarding confirmation of applicants’ eligibility, in cases of emergency or disaster, as per ORR PL 22-05.  Also indicate if the state or RD is requesting to waive the 60-month eligibility period for RSS base and set-aside funds under 45 CFR § 400.152(b) to facilitate the provision of extended or additional support services and/or emergency assistance for ORR-eligible individuals in case of extreme circumstances, as per ORR PL 22-05.   

Emergency Operations

In the event of a federal, state, or local declared emergency or upon identification of an emergency or disaster, OKDHS, Resettlement Agencies, and the RSS providers, will connect impacted ORR populations with available federal, state, and local emergency assistance. 

B.   Refugee Cash Assistance (RCA) and Employment Services - 45 CFR 400 Subparts E and F

1. Indicate whether RCA is publicly administered or is administered through an ORR-approved public/private partnership (PPP) program. 

The RCA is administered through a public/private partnership (PPP) program.

2.  If RCA is administered differently across the state, list the geographic service areas in which RCA is publicly administered and the geographic service areas in which RCA is administered under the PPP program.  

RCA is administered uniformly across the state.

           3. Describe how the state or RD will ensure that RCA participants are informed about the program in a language they understand.

RCA participants are informed about the program in a language they understand through the provision of oral interpretation via bi-lingual RCA program staff, contract interpreters and/or the usage of telephonic language lines.

 Written translation of routine RCA materials are made available when warranted by the significance of the document and the number of clients served.

4. Describe how the state Temporary Assistance for Needy Families (TANF) program considers the State Department’s Reception and Placement cash assistance when determining eligibility for TANF and payment levels.

It is considered a lump sum payment and any remaining part of a lump sum received by a non-recipient prior to the date of application is considered as a resource when determining eligibility for TANF.  Resource maximum for TANF is $2,250.

  5.  Describe how the state or RD will follow the mediation and fair hearing standards and procedures outlined at 45 CFR § 400.83.    

All mediation and hearings will be provided in a fair, timely, and communicative way. (as outlined in 45 CFR § 400.83)

6.  Describe the criteria for an exemption from registration for employment services, participation in employability service programs, and acceptance of appropriate offers of employment.

7. Eligibility and payment levels

8. Notification to local resettlement agency

9. Eligibility and payment levels - 45 CFR §§ 400.56-400.63 and ORR’s Guidance for Public-Private RCA Programs

a.  Describe how the state or RD will determine initial eligibility for RCA, and the program’s process for determining continued eligibility each month, on the basis of compliance with the client’s Family Self-Sufficiency Plan and on the basis of the client’s income from employment.

7. If non-exempt and it is determined that the client is still not employed:

 

b.          Indicate and justify the income eligibility standard established by the state or RD after consultation with local resettlement agencies in the state. Describe how the standard meets the RCA program objective of economic self-sufficiency, indicate how the standard compares to the state TANF income eligibility standard, and whether the income eligibility standard will disqualify ORR-eligible populations for other means-tested benefit programs (e.g., SNAP, Medicaid). If the income eligibility standard will disqualify ORR-eligible populations for other means-tested benefit programs, thoroughly describe how the establishment of the standard represents the effective coordination of public and private resources in refugee resettlement in the state (45 CFR § 400.5(d)) and how the disadvantages to clients of being disqualified from those other means-tested benefit programs will be outweighed by the advantages of the proposed income eligibility standard.

The income eligibility standards established were done in consultation with the local refugee resettlement agencies in the state. 

The RCA income eligibility standard meets the RCA program objective of                            economic self-sufficiency in as much as it emphasizes and incentives early-                       employment.

The State’s income eligibility standard for RCA is within line of TANF eligibility standards.

The RCA income eligibility will not disqualify ORR-eligible populations for other means-tested benefit programs (e.g., SNAP, Medicaid).

The income eligibility standards established were done in consultation with the local refugee resettlement agencies in the State. 

Included in determining the initial and continuing monthly financial eligibility for a family unit is all countable gross income to be received by the family unit for the month of application or month of re-determination. Oklahoma does not have reduction plan in place at this time for income.

A family unit consists of an adult (over 17 years of age or emancipated), his/her spouse, and all minor (17 years of age and below) children for whom the family assumes financial responsibility.  Adults living alone or with other adults are considered as single or separate family units.  Legal spouses living together must be considered as being in the same family unit.

Countable monthly income must be less than the payment standard for the number of eligible members.  The maximum monthly benefit amount that a family unit can receive (excluding bonus incentives) is the payment standard for the number of eligible members in the family unit.  This amount will be determined on a month-by-month basis until eligibility ends for all family unit members.

The maximum total benefit amount (RCA plus incentive bonuses for the time eligibility period) that any family unit may receive is the payment standard amount times the number of months in the period of time eligibility as established by the Office of Refugee Resettlement Director (45 CFR 400.60 (a)).

Per DCL 22-12, the eligibility period for RCA is expanded from 8 months to 12 months for those whose date of eligibility for ORR benefits is on or after October 1, 2021.

For example, the maximum benefit amount for a twelve-month time eligibility period for a one-person family unit would be $2,280 ($190 x 12 months), for a two-person family unit, $2,858 ($238 x 12 months), etc.  Once the maximum benefit amount is reached, the family unit is no longer eligible for cash assistance or incentive bonuses.

OKDHS is considering increasing the RCA rates in the future, to adjust for inflation and increased cost of living but will not exceed the payment ceiling described in DCL 22-01 Increase in Public Private Partnership (PPP) Refugee Cash Assistance Monthly Payment Ceilings.

c.          Provide the RCA and TANF payment standards for case sizes 1-5.

          Number of eligible                        Monthly Payment       Monthly Payment

Members in family unit                         RCA____________TANF_________

1                                                                                       190                            180

2                                                                                       238                            225

3                                                                                       307                          292

4                                                                                       380                            361

5                                                                                       445                          422                      

 

d.         Provide an assurance that the State or RD will consider resources and income as outlined in 45 CFR § 400.66(b)-(d).           

OKDHS assures it will consider resources and income as outlined in 45 CFR § 400.66(b)-(d).

e.          If the PPP program received prior approval from ORR to provide a differential RCA payment to TANF clients, describe how the state or RD will administer the differential program.  

N/A

f.         Describe the state’s or RD’s policy and procedures regarding the beginning of RCA eligibility, the timing and frequency of RCA payments throughout the client’s eligibility period, how payment levels will be structured (including whether incentive payments and/or income disregards will be used), types of payment (e.g., direct cash, vendor payments), the method of distribution of RCA payments (e.g., check mailed, electronic benefits transfer, direct deposit), and the (optional) use of proration.

RCA payments shall be made monthly after establishing general and financial eligibility of the family unit using the date of application as the date RCA begins. The application date will be the date a refugee makes the request to apply. Therefore, initial month of RCA is most often prorated.  Alternative payment schedules may be implemented for initial payments, emergency situations, or for payment of incentive bonuses.

If an eligible applicant is determined to have an urgent need for cash assistance,   the application will be processed as quickly as possible (i.e. within 3 business   days, and the initial payment will be issued on an emergency basis).

Earned income received during the first six months after arrival in the United States is disregarded.

Method of Distribution of Payments

Payments are made to clients (either via check or debit card) at RCA provider offices in Oklahoma City and or Tulsa.  Clients normally go in person to sign a receipt statement (voucher) for any/all cash assistance payments.  In return, clients receive a check and/or debit card.   In the instance when transportation is a barrier, the cash assistance payment and voucher may be mailed to the client.  The client(s) will be held responsible for returning the signed voucher(s).  Mailing payments will be utilized only if deemed necessary and will be determined on a case-by-case basis.

Early Job Acceptance Bonus

When the client obtains employment during the first 150 days after their date of arrival, a vendor payment(s) of up to $750 will be awarded to further assist the refugee with work related expenses.

The client submits to their RCA provider verification of their employment (such as a paycheck) and the employment related expenses(s) necessary for them to perform and maintain the job successfully.  Such expenses include but are not limited to: automobile down payment, tools, uniforms, driving lessons, automobile insurance, etc.  If expenditure(s) is appropriate, the bonus is issued to the client. The bonus does not have to be paid out directly to a vendor.

The request must be made within 60 days from the date of employment. Requests that are over 60 days from the date of employment will not be honored.

Job Retention Bonus

A bonus of up to $100.00 per person in the household will be awarded to clients who became employed during the first 150 days and retain their employment through the end of the 10^th month without re-applying for cash assistance.

The client submits to the RCA Provider verification they were still employed through the 10^th month (such as a paycheck).

The request must be made within 60 days from the end of the 10^th month.

RCA job retention bonuses are issued directly to the client. 

g.         Describe the systems that ensure the state or RD does not exceed prescribed client cash assistance levels and eligibility timeframes.

RCA provider utilizes an RCA Financial Record form for tracking which shows the maximum cash assistance for the household size and the eligibility timeframes and is updated monthly to show any/all cash assistance payments made. These are submitted monthly and are reviewed by contract monitors to ensure client cash assistance levels are not exceeded prior to processing invoices through OKDHS Accounts Payable.

h.         Describe the monitoring timeframes for regular review and the reconciliation of RCA payments found not to be in compliance.

RCA providers submit invoices monthly to the OKDHS SRC office along with RCA Disbursement Vouchers and Disbursement List outlining all RCA payments made for the month. This is reviewed before approving invoice for payment. Any ineligible RCA payments made will be deducted from the invoiced amount.

In instances of over or ineligible payments made because of errors by the RCA provider, the agency shall attempt to recover the amount of the over or ineligible payment from the recipient but will be responsible for any non-allowable payments made and not recovered.

In instances of over or ineligible payments made because of the applicant’s or recipient’s failure to provide accurate information, the RCA provider should withhold any payments due to the recipient until full payment of ineligible RCA is recovered, giving a minimum of thirty days for restitution.

In instances of under-payments, adjustments in the benefit amount shall be made upon discovery of the error.

i.          List the geographic service area(s) of the state that PPP-administered RCA service providers cover.  If RCA is administered differently across the state, disregard this question, as states and RDs will already have provided this response to II.B.2.

OKDHS, through it contracted program providers, uniformly administers RCA across all 77 counties of the state.

States that operate a publicly administered RCA program, and states and RDs that operate a PPP program, should address item #10.   

10.            RCA program administration - 45 CFR § 400.13

a.         Indicate which agency is responsible for determining RCA eligibility (e.g., state TANF office, private resettlement agency).

             Contracted RCA service providers of OKDHS are responsible for determining eligibility.

b.         If eligibility determinations occur at the state level, describe how staff is allocated between TANF and RCA.   

N/A

c.         Indicate which agency is responsible for distributing RCA benefits (e.g., state TANF office, private resettlement agency).

Contracted RCA service providers of OKDHS are responsible for distributing RCA benefits.

d.         Describe how many full-time equivalents (FTE) are allocated to RCA administration (e.g., RCA eligibility determinations, RCA distribution).

9.5 FTE are designated to the administration of RCA.

e.         If the agency is charging indirect costs to CMA, provide the rate and describe how the rate is determined, what it covers, and if HHS is the cognizant agency.

N/A

      C.               Refugee Medical Assistance (RMA) - 45 CFR 400 Subpart G

1.     Describe the administration of the RMA program (e.g., agency responsible for RMA administration and distribution of benefits, SRC and/or SRHC responsibilities).

OKDHS is responsible for RMA administration with the SRC/SRHC overseeing the distribution of benefits. 

2.         Applications, eligibility determinations, and furnishing medical assistance

a.         Describe the process for determining eligibility for Medicaid and CHIP.

Individuals under 138 percent of the federal poverty level are eligible for SoonerSelect with higher income thresholds for children and pregnant women. Eligibility for SoonerSelect is always determined upon application. Because refugees arrive unemployed and do not have income, they are normally deemed eligible for coverage.

b.         Describe how new arrivals apply for RMA.  Include a description of any procedural or programmatic changes to the administration of RMA that resulted from changes in federal, state, or local laws, regulations, or policies.

Oklahoma is an expanded Medicaid (a.k.a., SoonerSelect) state, therefore, all individuals upon arrival are first screened for SoonerSelect eligibility.  All SoonerSelect applications are completed by OHCA. However, in the event that a refugee receiving SoonerSelect becomes ineligible, they must be afforded an opportunity to apply for medical assistance, per 45 C.F.R. § 400.93. In this instance, refugees make RMA application via OKDHS. Any sub-recipient/community partners assisting refugees with RMA enrollment may reach out to the OKDHS Centralized Refugee Unit for enrollment help.

3.         Eligibility for RMA

a.         Describe the income standard and income methodology used to determine RMA eligibility.  Income standard is the maximum income one can make and still qualify for RMA.  Income methodology is the method used to count income (e.g., Aid to Families with Dependent Children (AFDC), Modified Adjusted Gross Income (MAGI)).

For RMA, only income and resources available on the application date are considered.  Refer to OKDHS Appendix C-1, Schedule XIV (See Attachment C) for income standards per household size and the resource standard per family unit.  No consideration is given to:

(A) in-kind services and shelter provided by a sponsor or a local resettlement agency;

(B) cash assistance payments; or

(C) earnings that start after RMA approval.

4.         Scope of medical services

a.         Does the State assure that RMA will cover at least the same services in the same manner and to the same extent as Medicaid?  Indicate Yes or No.

Yes.

b.         Describe the RMA health coverage delivery system (e.g., managed care, fee-for-service). 

Oklahoma operates a fee-for-service delivery system.

c.         Does the State provide interpretation as part of the RMA health           coverage?

No

d.         Does the State provide transportation as part of the RMA health          coverage?

            No

e.          Does the State provide any other non-medical services as part of the RMA health coverage? If yes, provide description of other non-medical services.

No

f.          Does the State provide any additional medical services in accordance with 45 CFR § 400.106?  If yes, justify the need to provide such services.  If the service is provided as part of the Medical Screening program, describe it in the Medical Screening section of the state plan. 

No

RDs that collaborate with ORR’s Medical Replacement Designee (MRD) for the provision of RMA should address item #5.

5.         RD collaboration with the MRD for the provision of RMA

a.              Describe the process to determine eligibility for Medicaid and CHIP.

Not applicable.  Not an RD.

b.              Does the RD assure that it will subcontract with local resettlement agencies for initial RMA eligibility determinations and monitor subcontract activities to ensure adherence with federal and MRD policies and procedures pertaining to RMA? 

Not applicable.  Not an RD.

c.              Does the RD assure that it will coordinate with the MRD regarding RMA policies and procedures to ensure refugees are enrolled in RMA in a timely manner, including establishing a process to identify refugees who are categorically ineligible for Medicaid?

Not applicable.  Not an RD.

d.             Does the RD assure that RMA eligibility determinations will be conducted in accordance with 45 CFR §§ 400.100-400.104, as applicable, and PL 16-01?

Not applicable.  Not an RD.

      D.               Medical Screening - 45 CFR §§ 400.5(f), 400.107

 

 1.        Coordination of the Medical Screening program

a.         Describe the administration of the medical screening program (e.g., RHC responsibilities).

Oklahoma does not have a Medical Screening program. It is, however, taking into consideration the addition of a Medical Screening program in FFY25.

b.         Describe the procedure for identifying new arrivals in need of medical screenings and/or immediate medical care.  Describe the procedure established to monitor any necessary treatment, observation, or follow-up care.

N/A

c.         Describe the access that the state or RD and clinic(s) have to the Centers for Disease Control and Prevention’s Electronic Disease Notification (EDN) system and how this information is used during medical screening.

The SRC has access to EDN.  Approved personnel at local county health departments also have access to EDN.  This information is used to see medical history including vaccines received, medical follow up that is needed etc. 

d.         Describe the state’s or RD’s coordination of medical screenings with screening providers (e.g., contracts with providers).  Describe any coordination that is provided to facilitate the medical screenings and how the coordination is funded.

N/A

e.         List the location and types of medical screening clinics:

N/A

Location (City or county)	Type (e.g., FQHC, private clinics, local public health departments, university affiliated)
--	--
--	--
--	--
--	--
--	--

2.         Indicate if the state or RD is requesting to operate a medical screening program with RMA funding pursuant to 45 CFR § 400.107.  This may either be a request to continue operating a medical screening program or a first-time request to use RMA funding.

OKDHS is not requesting to operate a medical screening program or utilization of medical screening funds.

3.         Scope of Medical Screening services - 45 CFR § 400.107

 

a.         Does the State or RD assure that the Medical Screening program is operated in accordance with the requirements prescribed by the Director?  Indicate Yes or No.

N/A

b.         Does the State or RD assure that medical screening costs are reasonable (e.g., comparable to Medicaid rates)?  Indicate Yes or No.

N/A

c.         Describe the medical screening payment model (e.g., flat rate, fee-for-service). 

N/A

d.         Describe how the State or RD will ensure that medical screenings will be completed in the first 90 days after initial date of entry or eligibility, if any part of the screening is billed to RMA.

N/A

e.         Does the State or RD have a medical screening protocol that they recommend screening clinics follow? Indicate Yes or No and briefly explain.

N/A

f.          Does the State medical screening follow the recommendations in CDC’s Guidance for the U.S. Domestic Medical Examination for Newly Arriving Refugees? Indicate Yes or No and briefly explain.

N/A

g.         Indicate which medical screening components are routinely offered as part of the medical screening in your state:

                        N/A

Medical Screening Component	Indicate Yes if part of the medical screening protocol; enter No if not done during the medical screening
Complete Blood Count (CBC)	--
History and Physical	--
HIV Testing-	--
Hepatitis B Testing	--
Hepatitis C Testing	--
LTBI/TB Testing	--
Malaria Testing	--
Syphilis Testing	--
Chlamydia Testing	--
Gonorrhea Testing	--
Mental Health Screening	--
Lead Screening	--
Adult Immunizations	--
Child Immunizations	--
Presumptive Parasite Treatment	--
Presumptive Malaria Treatment	--
Schistosoma Testing	--
Strongyloides Testing	--
Soil-Transmitted Helminth Testing	--
Referrals	--

h.         Does the State or RD routinely provide additional medical services during the medical screening beyond those outlined in the CDC domestic medical examination guidance? If yes, list and justify the need to provide such services.       

N/A

i.          Describe services recommended in the CDC domestic medical examination guidance and included in the State or RD screening that are not covered by or billed to Medicaid.  Describe why Medicaid is not aying for these services, if known.

N/A

Indicate Yes or No to items j-l below.

j.          Does the State or RD provide interpretation as part of the Medical Screening program?

N/A

k.         Does the State or RD provide transportation as part of the Medical Screening program?

N/A

l.          Does the State or RD provide any other non-medical services as part of the Medical Screening program? If yes, list and justify the need to provide such services. 

N/A

       E.               Refugee Support Services (RSS) - 45 CFR 400 Subpart I

1.              List and describe the support services the state or RD provides.  List services outlined in 45 CFR § 400.154, 45 CFR § 400.155, or PL 16-07, then any support services that are not outlined in policy.  For all services, outline the strategy for service delivery, addressing program structure, procurement timeframes, the roles of contracted providers, geographic service areas projected, target population(s), and activities. 

All support services will follow the outline service structure in 45 CFR § 400.154, 45 CFR § 400.155, or PL 16-07 and the below:

Refugee Support Services

Support Services provided by OKDHS contracted providers in accordance with 45 CFR 400.154 and 45 CFR 400.155:

Employability Services

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through contracted RSS sub-recipient providers. In every case, employment services take into consideration client strengths including past experience, education, and career goals, with the aim to mitigate any barriers to employment.

2.     Program Structure

The program is structured to help clients make every reasonable effort to move into a job as soon and early as possible to achieve economic self-sufficiency after arrival in the United States

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for RSS employability services.  The contract with the YWCA began on 7-1-2023 and has a finite end date of 9-30-2027. In the Oklahoma City and Guymon, OK areas, OKDHS is contracted with The Spero Project for RSS employability services.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028.

4.     Roles of contracted providers:

Role of provider(s) is to deliver resettlement services geared to empower refugees towards early employment, which fosters self-sufficiency and participation in their communities. 

5.     Geographic areas

 Oklahoma City, Guymon, and Tulsa are the three (3) geographic areas where RSS contracted providers are located and provide in-person services.  Outside the Oklahoma City, Guymon, and Tulsa, clients are served virtually through RSS contracted providers.

6.     Target population

The target population is/are all ORR eligible adults, within their first five years of eligibility, who have identified employment as a pressing economic need and goal.  The predominant populations served over the last 5 years have included Burmese refugees, Vietnamese Amerasians, Cuban/Haitian Entrants, as well as a large number Afghans through Operation Allies Welcome.

Services will be provided to refugees in the following order of priority, except in certain individual extreme circumstances:

1^st.  Newly arrived refugees with in their first year in the U. S. who apply for services.

2^nd  Refugees who are receiving cash assistance.

3^rd  Unemployed refugees who are not receiving cash assistance.

4^th  Employed refugees in need of services to retain employment or to attain economic                  independence.

7.     Activities

·       Assisting registrants in obtaining Employment Authorization Documents (EAD’s).

·       Employment Assessments to determine registrants’ job aptitude and job skills.

·       Development of a Family Self-Sufficiency Plan to address the employment related service needs of the employable family members in a family, with the goal of enabling the family to become self-supporting through the employment of one or more family members.

·       Development of an Employability Plan, as a written plan for a refugee registered for employment services, which sets forth a program of services intended to result in the earliest possible employment of the refugee. 

·       Job orientation, job clubs & workshops, job development, referral to job opportunities, job search, placement, and follow-up. 

·       Case management to determine which services to refer a refugee, referral to such services, and tracking of refuge’s participation in such services. 

·       Childcare for children when necessary for participation in an employability service. 

·       Transportation when necessary for participation in an employability service.

·       Translation and interpreter services when necessary for participation in an employability service.

·       Childcare for children when necessary for acceptance or retention of employment

·       Transportation when necessary for acceptance or retention of employment

·       Translation and interpreter services when necessary for acceptance or retention of employment.

English Language Training (ELT)

1.     Strategy for Service Delivery

 The delivery of services provided by the program is made available through contracted RSS sub-recipient providers.  In every case, ELT is provided to the fullest extent feasible outside normal working hours in order to avoid interference with refugee employment.  It is provided in a concurrent, rather than sequential, time period with employment or other employment related services.

2.     Program Structure

Program structure is client-centered, linguistically, and culturally appropriate, and responsive to the individual needs of the refugees.  Effective language assessment ensures that refugees receive language training appropriate to their level, which is critical to their chances of success, assessing the diverse strengths, needs and goals of each individual. 

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for RSS English Language Training.  The contract with the YWCA began on 7-1-2023 and has a finite end date of 9-30-2027. In the Oklahoma City and Guymon, OK areas, OKDHS is contracted with The Spero Project for RSS English Language Training.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028.

4.     Roles of contracted providers:

Role of provider(s) is to provide English language training as it relates to obtaining and retaining a job. 

5.     Geographic areas

Oklahoma City, Guymon, and Tulsa are the three (3) geographic areas where RSS contracted providers are located and provide in-person services.  In areas outside of Oklahoma City, Guymon, and Tulsa, other (non-ORR funded) education programs are referred to for ELT needs.

6.     Target population

The target population is/are all ORR eligible adults, within their first five years of eligibility, who lack English proficiency.  The predominant populations served over the last 5 years have included Burmese refugees, Vietnamese Amerasians, and Cuban/Haitian Entrants, as well as a large number Afghans through Operation Allies Welcome.

Services will be provided to refugees in the following order of priority, except in certain individual extreme circumstances:

1^st.  Newly arrived refugees with in their first year in the U. S. who apply for services.

2^nd  Refugees who are receiving cash assistance.

3^rd  Unemployed refugees who are not receiving cash assistance.

4^th  Employed refugees in need of services to retain employment or to attain economic  independence.

7.     Activities

·       Assess client’s English language proficiency and English literacy

·       List ELT goals and steps that will be taken to attain those goals

·       Determine the appropriate level of ELT to be provided by the refugee service provider

·       Provide English language training programs designed to develop listening, speaking, and writing skills essential for securing and maintaining employment in the United States.

·       Arrange English Language instruction using varied approaches depending on the needs of the refugee.

·       Arrange instruction at times and places convenient to refugees.

·       Provide for ELT concurrent with employment and coordinated with employment services for employable adults

Other Support Services  

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through contracted     RSS sub-recipient providers. 

2.     Program Structure

Program structure is client-centered, linguistically, and culturally appropriate, and responsive to the individual needs of the refugees.  Effective case management ensures that refugees receive family self-sufficiency planning with SMART goals that led to long-term integration. Program management is provided at the local level by contracted sub-recipient program leads.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for RSS other support services.  The contract with the YWCA began on 7-1-2023 and has a finite end date of 9-30-2027. In the Oklahoma City and Guymon, OK areas, OKDHS is contracted with The Spero Project for RSS other support services.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028.

4.     Roles of contracted providers:

The roles of providers are to promote the social acceptance, acculturation, and integration of refugees in their new community.  This is achieved by assisting refugees in: Acquiring the cross-cultural information, skills, and a social support network needed to gain stability, making a positive personal and social adjustment, and maintaining family connections and well-being.

5.     Geographic areas

Oklahoma City, Guymon, and Tulsa are the three (3) geographic areas where RSS contracted providers are located and provide in-person services.  Outside the Oklahoma City, Guymon, and Tulsa, clients are served virtually through RSS contracted providers.

6.     Target population 

The target population is/are all ORR eligible individuals, within their first five years of eligibility, with ongoing social adjustment needs.  The predominant populations served over the last 5 years have included Burmese refugees, Vietnamese Amerasians, and Cuban/Haitian Entrants, as well as a large number Afghans through Operation Allies Welcome.

Other Support Services will be provided to refugees in the following order of priority, except in certain individual extreme circumstances:

1^st.  Newly arrived refugees with in their first year in the U. S. who apply for services.

2^nd  Refugees who are receiving cash assistance.

3^rd  Unemployed refugees who are not receiving cash assistance.

4^th  Employed refugees in need of services to retain employment or to attain economic independence.

7.     Activities

·       Outreach services that include activities designed to familiarize refugees with available services, to explain the purpose of these services, and facilitate access to these services.

·       Information and referral services to connect refugees with resources in their community.

·       Health-related services which entail; information, referral to appropriate resources, assistance in scheduling appointments and obtaining services; counseling to individuals or families to help them understand and identify their physical and mental health needs, as well as maintain or improve their physical and mental health.

·       Home management services that include formal or informal instruction to individuals or families to manage household budgets, home maintenance, nutrition, housing standards, tenants’ rights, and other consumer education services.

·       Childcare for children when necessary for participation in a service other than an employability service.

·       Transportation when necessary for participation in a service other than an employability service.

·       Translation and interpreter services when necessary for participation in a service other than an employability service.

·       Case management services when necessary for participation in a service other than an employability service.

·       Citizenship and naturalization preparation services, which include civics instruction to prepare refugees for citizenship, application assistance for adjustments to legal permanent resident status and citizenship status, assistance to disabled refugees in obtaining disability waivers from English and civics requirements for naturalization, and the provision of interpreter services for the citizenship interview.

2.              Describe the plan for ensuring the completion and use of a Family Self-Sufficiency Plan (FSSP) for all refugees receiving RSS-funded employment-related services (and their family members living in the same household) to include initial assessment, referral, and follow-up, as delineated in ORR PL 21-06.

RSS providers are required to complete and use a Family Self-Sufficiency Plan (FSSP) for all refugees receiving RSS funded employment related services (and their family members living in the same household) which will include initial assessment, referral, and follow up as outlined in ORR PL 21-06.  

Annual monitoring by OKDHS SRC office staff will be conducted which includes consultation with provider staff and examination of case records to ensure FSSP’s are completed and in case records.

3.              If the state or RD receives RSS set-aside funding for specific services or populations (e.g., Refugee School Impact, including Early Refugee School Impact services, if applicable; Services to Older Refugees; Youth Mentoring; and/or Refugee Health Promotion, including the Refugee Mental Health Initiative), describe those services, as outlined at 45 CFR § 400.155 and in the relevant policy letter(s) (e.g., ORR PLs 22-07, 22-08, 22-09, 20-05 and 22-06, or any subsequent policy letter pertaining to an RSS set-aside).  Describe each set-aside’s administrative structure, procurement timeframes, the roles of contracted providers, geographic service areas projected, target population(s), and services.  

All set aside services will follow the outline service structure and service delivery per 45 CFR § 400.155 and ORR PLs 22-07, 22-08, 22-09, 20-05 and 22-06, or any subsequent policy letter pertaining to an RSS set-aside and the below:

Complementary Services (Set-aside & RSS base)

RSS Base funding, while wholistic in nature, is provided for direct services focused on key areas of resettlement:

·       Employability Services

·       English Language Training

·       Other (Social Adjustment Services)

Set-aside funding allows base funding to be preserved for key resettlement / self-sufficiency services all while accomplishing other targeted service goals through niche and/or subject-matter-area providers (e.g., RSI – educational tutors).

In this way, base funding providers are not encumbered and spread thin across many additional areas. And set-aside funding can provide complementary value with adjacent-type activities in resettlement.

Refugee School Impact (RSI)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through collaboration and cooperation with state and local education departments and local school districts to meet the unique challenges that ORR-eligible families face when trying to access the U.S. education system.

2.     Administrative Structure

OKDHS contracts programming out to local education agencies (LEAs) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort. OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure

3.     Procurement timeframe

In the Tulsa, OK area, OKDHS is contracted with the Tulsa Public Schools for the RSI program.  The contract with Tulsa Public Schools began on 7-1-2024 and has a finite end date of 9-30-2028. In the Jenks, OK area, OKDHS is contracted with Jenks Public Schools for the RSI program.  The contract with Jenks Public Schools began on 10-1-2023 and has a finite end date of 9-30-2028.

In the Western half of OK area, OKDHS is contracted with the Putnam City, Edmond and Stillwater Schools for the RSI program.  OKDHS is contracted with Putnam City, Stillwater, and Edmond Public Schools for the RSI program.  The contract with the Public Schools began on 10-1-2023 and has a finite end date of 9-30-2028.

4.     Roles of contracted providers

The role of providers is to promote academic performance and successful integration of ORR-eligible children and youth ages 5 (or the age at which they enter school) until the age of 18 through facilitating education access, and increasing school districts’ capacity to support children, youth, and families.

5.     Geographic areas

RSI programming is available in both the Tulsa and Jenks Public School Districts. Both are impacted districts within the larger Tulsa, OK metro area.

6.     Target population 

The target population for RSI program services is all ORR-eligible individuals, from  birth until the age of 18.  ORR-eligible youth 18 or older are eligible if the individual is enrolled in high school or a high school equivalent GED program.

 

Services will be provided to refugees in the following order of priority, except in certain individual extreme circumstances: 1^st - Children, youth, and their parents (if applicable) who have been in the United States for 1 year or less.  

 

7.     Services

·       Tutoring

·       Newcomer student orientation

·       After-school programs

·       Mentoring program

·       Staff training on cultural awareness

·       Interpretation services for parents at school events (e.g., parent-teacher conferences)

Services to Older Refugees (SOR)

1.     Strategy for Service Delivery

The delivery of services provided by this program will be through regular elder meetings to support the distinct acculturation needs of older clients

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  . OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

In the Tulsa Oklahoma area, OKDSH is contracted with the YWCA for the SOAR program. They YWCA began on 10-1-2024 and has a finite end date of 9-30-2018. No contract in place at this time in OKC or the western half of the state. OKDHS is currently in contract discussions with several providers for a potential FFY25 start date. 

3.     Procurement timeframe:  

4.     Roles of contracted providers:

The role of providers is to assist seniors to live healthy, independent lives while working towards becoming naturalized U.S. citizens.

5.     Geographic areas

Provider is currently in the Tulsa area with a potential 2^nd contract in Oklahoma City in FFY25.  This is where the preponderance of refugee arrivals resettle in the state.  Moreover, these two (2) geographic areas lend themselves to more services for older individuals including social groups, ESL opportunities, as well as citizenship & naturalization support.  

6.     Target population

The target population is all ORR-eligible individuals aged 60 or above who are within the first 5 years of their eligibility.  The program is designed to prioritize services for those who have been in the U.S. for 1 year or less.

7.     Services

·       Citizenship preparation

·       Cultural orientation

·       English Language Training

·       Social support (e.g., weekly gatherings)

Youth Mentoring (YM)

1.     Strategy for Service Delivery

The delivery of services provided by this program will be through a committed mentoring relationship whereby mentees set goals, gain deeper insight into American culture, explore and engage with their new community, and work towards self-sufficiency. 

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  . OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the YM program.  The contract with the YWCA began on 10-1-2023 and has a finite end date of 9-30-2028. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the YM program.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028.

4.       Roles of contracted providers:

The role of providers is to match eligible youth with mentors who will support them towards successful integration in the U.S.

5.     Geographic areas

OKDHS has YM programming in the Oklahoma City and Tulsa, OK areas. Both are large resettlement sites, and the metro areas are ideal as a base for Youth Mentoring activities with large volunteer pools and many educational/vocational options for young people.  

6.     Target population

The target population is ORR eligible individuals, within their first five years of eligibility, between the ages of 15 and 24 who are needing additional academic, vocational, social, or emotional support. Services will be prioritized for those who have been in the United States for 1 year or less.

7.     Services

·       Providing academic support, such as helping with homework

·       Teaching life-skills (e.g., financial literacy)

·       College readiness (e.g., ACT/SAT prep, scholarships, how to fill out applications)

·       Career Prep (e.g., resume building, interview prep)

·       Supporting the development of social skills (e.g., host or sponsor civic and community engagement activities)

Refugee Health Promotion (RHP)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through local social service agencies, under RSS service contracts.  Services are conducted through targeted outreach to those with the most persistent, pressing, or underserved health needs.

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  . OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the RHP program.  The contract with the YWCA began on 10-1-2023 and has a finite end date of 9-30-2028. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the RHP program.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028.

4.     Roles of contracted providers:

The role of providers is to promote the health and well-being of refugees through health assessments, education, provider navigation, and support.

5.     Geographic areas

OKDHS has  RHP programming in the Oklahoma City and Tulsa, OK areas. Both are large resettlement sites with convenient access to large health care systems.

6.     Target population

The target population is ORR eligible individuals, within their first five years of eligibility, who have the most persistent, pressing, or underserved health needs.  Most recently, Burmese refugees have been our most predominant RHP recipients. Vietnamese Amerasians, and Cuban/Haitian Entrants have also been included as well.

7.     Services

·       Health education classes and targeted health outreach to individuals including:

o   selecting a primary care physician

o   current public health concerns

o   mental health

o   immunizations

o   home care and safety

o   medical insurance

Medical and mental health navigation and support, and

o   follow-up on conditions identified in the Refugee Health Assessment

o   on-going support through home visits and phone calls

o   referral to mainstream health care services

o   translation and interpretation services

o   access to health insurance plans

o   Navigate payments for health services

·       Adjustment groups, skill-building networks, or peer support meetings

o   Meet with clients to set goals on Individual Health Plans

o   Support clients in reaching the goals set out in their Individual Health Plans through group meetings

o   Provide training and education sessions connected to common/shared goals across multiple Individual Health Plans

o   Lead peer-support groups based on common/shared challenges across multiple Individual Health Plans

4.              List and describe the RSS services the state or RD provides using Afghanistan Supplemental Appropriations Act, 2022 and additional Afghanistan Supplemental Appropriations Act (ASA) funds.  List services outlined in 45 CFR § 400.154, 45 CFR § 400.155, PL 16-07, PL 22-03, PL 22-11, or any subsequent policy letter pertaining to ASA RSS, and any support services that are not outlined in policy.  For all services, outline the strategy for service delivery, describing program structure, procurement timeframes, the roles of contracted providers, geographic service areas projected, and activities, including any initiatives, and the related plans to distribute funding, for addressing emergency/short-term and long-term housing needs.

Afghan RSS (ASA RSS)

1.     Strategy for Service Delivery

The service delivery strategy for the ASA RSS program is the same as the RSS program. 

2.     Program Structure

The program structure for the ASA RSS program is the same as the RSS program. 

3.     Procurement timeframe

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the ASA RSS program.  The contract with the YWCA began on 7-1-2023 and has a finite end date of 9-30-2027. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the ASA RSS program.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-2028. In the Stillwater, OK area, OKDHS is contracted with Oklahoma State University (OSU) for the ASA RSS program.  The contract with OSU began on 10-1-2023 and has a finite end date of 9-30-2026.

4.     Roles of contracted providers

The role of providers for the ASA RSS program is the same as the RSS program. 

5.     Geographic areas

Oklahoma City (CCAOKC), Tulsa (YWCA), and Stillwater (OSU) are the three (3) geographic areas where ASA RSS contracted providers are located and provide services.  In areas outside of Oklahoma City, Tulsa, and Stillwater, RSS contracted providers are authorized to provide virtual services. 

6.     Target population

ASA RSS Employability Services - The target population are Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA) who have identified employment as a pressing economic need and goal. 

ASA RSS English Language Training - The target population are Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA) who lack English proficiency. 

ASA RSS Other Services- The target population are Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA) with ongoing social adjustment needs. 

ASA RSS Services will be provided to eligible Afghans in the following order of priority, except in certain individual extreme circumstances:

1.     Newly arrived Afghans with in their first year in the U. S. who apply for services.

2.     Afghans who are receiving cash assistance.

3.     Unemployed Afghans who are not receiving cash assistance.

4.     Employed Afghans in need of services to retain employment or to attain economic independence.

7.     Activities

The activities for the ASA RSS program are the same as the RSS program:

·       Activities related to Employability Services

·       Activities related to English Language Training

·       Activities related to Other Support Services

8.     Emergency Food & Housing Support

Under ASA RSS (per ORR P.L. 22-03), funding will be used to provide food to eligible Afghan arrivals in the short-term as well as short-term housing support. Since the end of the Afghan Placement and Assistance (APA) program in 2022, however, emergency funding has not been used on a large scale. 

·       Provide short-term housing support while in temporary housing. (e.g., hotel).

o   Pay hotel stays for Afghans until long-term housing can be secured.

·       Provide food for Afghans while in temporary housing.

o   Pay for meals for Afghans arrivals (a) until they are able to access SNAP benefits and (b) have housing that will allow them to prepare food and cook.

Emergency funding will also be used to provide backstop assistance with long-term housing costs for Afghans.

·       Cover the gap in rental payments on an as needed basis

o   Pay rent in cases where a tenant is unable to pay due to underemployment or a lack of income to cover their bills and where not paying may jeopardize their living situation.

Afghan Legal Assistance

1.     Strategy for Service Delivery

Strategy for delivery is to work with ORR ASA-funded grantees and other immigration legal assistance providers within the state to coordinate immigration-related legal assistance so that all ASA-eligible clients are served and to ensure efforts are not being duplicated.

2.     Program Structure

The program is structured to provide immigration-related legal assistance as a backup to existing community resources that include pro-bono or low-bono legal networks.  Wherein individuals have an unmet legal assistance need that can’t be met by the community, services are provided through existing RSS providers and can be accessed via referral or inquiry.  

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the ASA Afghan legal assistance program.  The contract with the YWCA began on 10-1-2023 and has a finite end date of 9-30-28. In the Oklahoma City, OK area, OKDHS is contracted with CCAOKC for the ASA Afghan legal assistance program.  The contract with CCAOKC began on 10-1-2023 and has a finite end date of 9-30-28.

4.     Roles of contracted providers

The role of providers is to provide immigration-related legal assistance to ASA-eligible clients.

5.     Geographic areas

Oklahoma City and Tulsa are the two geographic areas where RSS contracted providers are located and are providing in-person ASA legal services.  Afghans in outlying areas are likewise being served by the same contracted providers, albeit virtually.  

6.     Target population

The target population is Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA), within their first five years of eligibility, who need immediate immigration-related legal assistance.

7.     Activities

·       Provide legal orientation and workshops on immigration-related legal assistance

·       Assisting with drafting and filing immigration related forms

·       Providing interpretation services to help in filling out relevant immigration forms

·       Translating relevant documents into a client’s preferred language to provide the client with a greater understanding of the forms and the U.S. immigration system

·       Explaining relevant forms to the client

·       Physically filling out relevant forms 10. Retrieving and/or preparing supporting documentation for relevant forms

·       Providing guidance on fee waivers

·       Assisting in the logistics of securing fee waivers for forms

·       Representing the client in an affirmative asylum interview or other mandatory in person immigration-related legal assistance appointment

·       Responding to immigration-related inquiries from the U.S. Department of State Bureau of Population, Refugees, and Migration

·       Responding to U.S. Citizenship and Immigration Services (USCIS) inquiries, including requests for evidence or notices of intent to deny

·       Providing transportation and/or lodging, in support of immigration-related legal assistance, when necessary to ensure that a client can attend their affirmative asylum interview or other mandatory appointment with USCIS.

·       Paying for eligible fees related to the filing of allowable immigration-related forms.

·       Pay for the administration of, and associated fees for, the I-693 Report of Medical Exam and Vaccination Record required an application for Legal Permanent Residency for ASA-eligible individuals.

5.              If the state or RD receives ASA set-aside funding for specific services or populations (e.g., Refugee School Impact, including Support to Schools (S2S) and Early Refugee School Impact services, if applicable; Services to Older Refugees; Youth Mentoring;  and/or Refugee Health Promotion, including the Refugee Mental Health Initiative), describe those services, as outlined in the relevant policy letter(s) (e.g., ORR PLs 22-07, 22-12, 22-08, 22-09, 22-12, 20-05 and 22-06, or any subsequent policy letter pertaining to an ASA-funded RSS set-aside).  Describe each ASA-funded set-aside’s administrative structure, procurement timeframes, the roles of contracted providers, geographic service areas projected, target population(s), and services.

Afghan Refugee Health Promotion (ARHP)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through local social service agencies, under ARHP service contracts.  Services are conducted through targeted outreach to those with the most persistent, pressing, or underserved health needs.

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the ARHP program.  The contract with the YWCA began on 10-1-2023 and has a finite end date of 9-30-28. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the ARHP program.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-28.

4.     Roles of contracted providers:

The role of providers is to promote the health and well-being of refugees through health assessments, education, provider navigation, and support.

5.     Geographic areas

Oklahoma City and Tulsa are the two geographic areas where ARHP contracted providers (The Spero Project, YWCA) are located and are providing in-person services.  Afghans in outlying areas are likewise being served by the same contracted providers, albeit virtually.

6.     Target population

The target population is Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA) who have the most persistent, pressing, or underserved health needs. 

7.     Services

·       Health education classes and targeted health outreach to individuals including:

o   selecting a primary care physician

o   current public health concerns

o   mental health

o   immunizations

o   home care and safety

o   medical insurance

·       Medical and mental health navigation and support, and

o   follow-up on conditions identified in the Refugee Health Assessment

o   on-going support through home visits and phone calls

o   referral to mainstream health care services

o   translation and interpretation services

o   access to health insurance plans

o   Navigate payments for health services

·       Adjustment groups, skill-building networks, or peer support meetings

o   Meet with clients to set goals on Individual Health Plans

o   Support clients in reaching the goals set out in their Individual Health Plans through group meetings

o   Provide training and education sessions connected to common/shared goals across multiple Individual Health Plans

o   Lead peer-support groups based on common/shared challenges across multiple Individual Health Plans

Afghan Youth Mentoring (AYM)

1.     Strategy for Service Delivery

The delivery of services provided by this program will be through a committed mentoring relationship whereby mentees set goals, gain deeper insight into American culture, explore and engage with their new community, and work towards self-sufficiency. 

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort. OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with the YWCA for the AYM program.  The contract with the YWCA began on 10-1-2023 and has a finite end date of 9-30-28. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the AYM program.  The contract with The Spero Project began on 10-1-2023 and has a finite end date of 9-30-28.

4.     Roles of contracted providers:

The role of providers is to match eligible Afghan youth with mentors who will support them towards successful integration in the U.S.

5.     Geographic areas

Oklahoma City and Tulsa are the two geographic areas where AYM contracted providers (The Spero Project, YWCA) are located and are providing in-person services.  Afghans in outlying areas are likewise being served by the same contracted providers, albeit virtually.

6.     Target population

The target population is Afghans eligible under the Afghanistan Supplemental Appropriations Act, 2022 and Additional Afghanistan Supplemental Appropriations Act, 2022 (ASA) between the ages of 15 and 24 who are needing additional academic, vocational, social, or emotional support. Services will be prioritized for those who have been in the United States for 1 year or less.

7.     Services

·       Providing academic support, such as helping with homework

·       Teaching life-skills (e.g., financial literacy)

·       College readiness (e.g., ACT/SAT prep, scholarships, how to fill out applications)

·       Career Prep (e.g., resume building, interview prep)

·       Supporting the development of social skills (e.g., host or sponsor civic and community engagement activities)

Afghan Refugee School Impact (ARSI)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through collaboration and cooperation with local school districts to meet the unique challenges that ORR-eligible families face when trying to access the U.S. education system.

2.     Administrative Structure

OKDHS contracts programming out to LEAs who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  . OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe

ARSI contracts with Tulsa Public Schools, Stillwater Public Schools, and Putnam City Public Schools were all established 7-1-222 and will expire 9-30-2024. OKDHS is currently in the process of establishing new contracts with these schools, all of which will have an initial contract date of 10-1-2024.  Jenks Public schools contract began on 10-1-2023 and has a finite end date of 9-30-2028.  Edmond Public Schools contract began on 10-1-2023 and has a finite end date of 9-30-2026.

4.     Roles of contracted providers

The roles of providers are to promote academic performance and successful integration of eligible Afghan children and youth ages 5 (or the age at which they enter school) until the age of 18 through facilitating education access, and increasing school districts’ capacity to support children, youth, and families.

5.     Geographic areas

Tulsa, OK (Tulsa Public Schools), Jenks, OK (Jenks Public Schools), Stillwater, OK (Stillwater Public Schools), Putnam City, OK (Putnam City Public Schools), and Edmond, Ok (Edmond Public Schools) are five geographic areas heavily impacted by recent OAW Afghan arrivals and the five school districts that OKDHS has contracted with as ARSI providers.  OKDHS annually reviews resettlement numbers to determine newly impacted school districts (if any) where additional RSI funding may be applied. 

6.     Target population

The target population for RSI program services is all Afghan-eligible individuals, from school-age until the age of 18.  Afghan-eligible youth 18 or older are eligible if the individual is enrolled in high school or a high school equivalent GED program.

Services will be provided to Afghans in the following order of priority, except in certain individual extreme circumstances:

1^st - Children, youth, and their parents (if applicable) who have been in the United States              for 1 year or less

7.     Services

·       Tutoring

·       Newcomer student orientation

·       After-school programs

·       Mentoring program

·       Staff training on cultural awareness

·       Interpretation services for parents at school events (e.g., parent-teacher conferences)

Afghan Refugee School Impact: Support to Schools Initiative (ARSI S2S)

1.     Strategy for Service Delivery

The delivery of services provided by this program are strategically directed to LEAs.  All funding awards are directed to localities with the greatest need for S2S services. This determination is made in coordination with Title III directors to identify areas of critical need.  Finally, the delivery of services will be made to ensure they complement rather than supplant existing programming for ARSI S2S eligible populations.

2.     Administrative Structure

OKDHS contracts programming out to LEAs who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe

No ARSI S2S contracts are currently in place.  OKDHS was in active contract negotiations with the State Education Agency (SEA) until May 1, 2023, when the SEA made the decision to not contract to distribute S2S funding.  ORR Regional Rep was notified of this in writing (5/1/23). OKDHS is subsequently working directly with local LEA’s (Jenks, Stillwater, Tulsa, Putnam City, Edmond) to obligate S2S funding for FY25.  On 08/29/2024 $1,750,000 of S2S funding was transferred to ASA Base funding to continue with other Afghan Specific programming.

4.     Roles of contracted providers

The roles of providers are to enhance LEA capacity to promote the academic performance and successful integration of eligible populations.

5.     Geographic areas

Geographic area will cover the five school districts that OKDHS is already contracted with for ARSI programming.  S2S funding will be used to complement and extend Afghan school impact programming in those districts.

6.     Target population

The target population for the ARSI S2S program is the same as the ARSI program.                     

                   7.     Services

·       Implementing parent engagement and orientation activities

·       Purchasing additional educational resources (e.g., classroom materials, computers)

·       Hiring additional teachers, tutors, and/or counselors

·       Adding English Language Learner supports

·       Renting temporary classrooms/facilities as needed (e.g., portable classrooms)

6.     List and describe the RSS services the state or RD provides using Additional Ukraine Supplemental Appropriations Act, 2022 (AUSAA) funds.  List services outlined in 45 CFR § 400.154, 45 CFR § 400.155, PL 16-07, PL 22-15, or any subsequent policy letter pertaining to AUSAA RSS, and any support services that are not outlined in policy.  For all services, outline the strategy for service delivery, describing program structure, procurement timeframes, the roles of contracted providers, geographic service areas projected, and activities.

Ukrainian RSS (AUSAA RSS)

1.     Strategy for Service Delivery

The service delivery strategy for the AUSAA RSS program is the same as the RSS program. 

2.     Program Structure

The program structure for the AUSAA RSS program is the same as the RSS program. 

3.     Procurement timeframe

In the Tulsa, OK area, OKDHS is contracted with YWCA for the AUSAA RSS program.  The contract began on 4-1-2023 and has a finite end date of 9-30-27. In the Oklahoma City, OK area, OKDHS is contracted with The Spero Project for the AUSAA RSS program.  The contract began on 10-1-2023 and has a finite end date of 9-30-28.

4.     Roles of contracted providers

The role of providers for the AUSAA RSS program is the same as the RSS program. 

5.     Geographic areas

Most Ukrainians are resettling in/around the Tulsa metroplex with lesser numbers locating in the Oklahoma City area. Contracted AUSAA RSS providers are located in both Tulsa and Oklahoma City to meet the target population.

6.     Target population

AUSAA RSS Employability Services - The target population are eligible individuals under the Additional Ukraine Supplemental Appropriations Act, 2022 (AUSAA) who have identified employment as a pressing economic need and goal. 

AUSAA RSS English Language Training - The target population are eligible individuals under AUSAA who lack English proficiency. 

AUSAA RSS Other Services - The target population are eligible individuals under AUSAA with ongoing social adjustment needs. 

Services will be provided to eligible AUSAA individuals in the following order of priority, except in certain individual extreme circumstances:

1^st - Newly arrived within their first year in the U. S. who apply for services.

2^nd - AUSAA individuals who are receiving cash assistance.

3^rd - Unemployed AUSAA individuals who are not receiving cash assistance.

4^th - Employed AUSAA individuals in need of services to retain employment or to attain                          economic independence.

7.     Activities

The activities for the AUSAA RSS program are the same as the RSS program:

·       Activities related to Employability Services

·       Activities related to English Language Training

·       Activities related to Other Support Services

Other notable activities allowable under AUSAA RSS (per ORR P.L. 22-15) include:

·       Activities related to providing food to arrivals in the short-term

·       Activities related to providing emergency/short-term housing support if/when long-term housing is unavailable

7.     If the state or RD receives AUSAA set-aside funding for specific services or populations (e.g., Refugee School Impact, including Early Refugee School Impact services, if applicable; and/or Refugee Health Promotion, including the Refugee Mental Health Initiative), describe those services, as outlined in the relevant policy letter(s) (e.g., ORR PLs 22-07, 20-05 and 22-06, or any subsequent policy letter pertaining to an AUSAA-funded RSS set-aside). Describe each AUSAA-funded set-aside’s administrative structure,  roles of contracted providers, geographic service area(s) projected, target population(s), and services.

Ukrainian Refugee Health Promotion (URHP)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through local social service agencies, under URHP service contracts.  Services are conducted through targeted outreach to those with the most persistent, pressing, or underserved health needs.

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effortOKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

3.     Procurement timeframe:

In the Tulsa, OK area, OKDHS is contracted with YWCA for the URHP program.  The contract began on 10-1-2023 and has a finite end date of 9-30-28.

4.     Roles of contracted providers:

The role of providers is to promote the health and well-being of refugees through health assessments, education, provider navigation, and support.

5.     Geographic areas

Most Ukrainians are resettling in/around the Tulsa, OK metroplex. This has been determined through reviewing Uniting for Ukraine Form I-134 sponsor applications filed by zip code/county, along with feedback/confirmation from local RA and refugee service providers. As a result, URHP services are centered in the Tulsa, OK area with virtual services available for those in outlying areas.

6.     Target population

The target population consists of AUSAA-eligible individuals who have the most persistent, pressing, or underserved health needs. 

7.     Services

·       Health education classes and targeted health outreach to individuals including:

o   selecting a primary care physician

o   current public health concerns

o   mental health

o   immunizations

o   home care and safety

o   medical insurance

·       Medical and mental health navigation and support, and

o   follow-up on conditions identified in the Refugee Health Assessment

o   on-going support through home visits and phone calls

o   referral to mainstream health care services

o   translation and interpretation services

o   access to health insurance plans

o   Navigate payments for health services

·       Adjustment groups, skill-building networks, or peer support meetings

o   Meet with clients to set goals on Individual Health Plans

o   Support clients in reaching the goals set out in their Individual Health Plans through group meetings

o   Provide training and education sessions connected to common/shared goals across multiple Individual Health Plans

o   Lead peer-support groups based on common/shared challenges across multiple Individual Health Plans

Ukrainian Refugee School Impact (URSI)

1.     Strategy for Service Delivery

The delivery of services provided by the program is made available through collaboration and cooperation with local school districts to meet the unique challenges that AUSAA-eligible individuals face when trying to access the U.S. education system.

2.     Administrative Structure

OKDHS contracts programming out to local community provider(s) who are responsible for direct client service provision. The service scope of work, program outlay, program processes, goal setting, task-identification etc., is determined through formal agreement and includes an approved budget.  The location of provider agency(s) are identified/maintained under agreement with OKDHS.  Providers coordinate services with RSS so there is no duplication of effort.  . OKDHS is responsible for program training, monitoring, and oversight to ensure compliance with all state and federal policy/procedure.

 

3.     Procurement timeframe

Contract in place as of 12-1-2023 with Jenks Public Schools in the Tulsa metro that includes a finite end date of 9-30-2

4.     Roles of contracted providers

The roles of providers are to promote academic performance and successful integration of eligible Ukrainian children and youth ages 5 (or the age at which they enter school) until the age of 18 through facilitating education access, and increasing school districts’ capacity to support children, youth, and families.

5.     Geographic areas

Most Ukrainians are resettling in/around the Tulsa, OK metroplex. This has been determined through reviewing Uniting for Ukraine Form I-134 sponsor applications filed by zip code/county, along with feedback/confirmation from local RA and refugee service providers. As a result, URSI services are centered in/around the Tulsa, OK area (that includes the Jenks Public School District).

6.     Target population

The target population for URSI program services is all AUSAA-eligible individuals, from school-age until the age of 18.  AUSAA-eligible youth 18 or older are eligible if the individual is enrolled in high school or a high school equivalent GED program.

URSI Services will be provided to Ukrainians in the following order of priority, except in             certain individual extreme circumstances:

1^st - Children, youth, and their parents (if applicable) who have been in the United States for 1 year or less

7. Services

·       Tutoring

·       Newcomer student orientation

·       After-school programs

·       Mentoring program

·       Staff training on cultural awareness

·       Interpretation services for parents at school events (e.g., parent-teacher conferences)

F.                     Unaccompanied Refugee Minors (URM) Program - 45 CFR 400 Subpart H, ORR Guide to Eligibility, Placement, and Services for Unaccompanied Refugee Minors (URM)

States and URM Replacement Designees (URDs) receiving funding to operate a URM program must address all items in this section, as applicable. 

Oklahoma does not receive funding for this program.

1.     Administrative structure and state oversight - 45 CFR §§ 400.28, 400.117, 400.120

a.              Describe administrative arrangements for the URM program in the state. Identify key state, county, URM provider agencies, and other private entities with which the state or URD coordinates to ensure proper administration of the URM program.  (Provide a high-level description here.  States and URDs can use cross-references to the legal responsibility, placement, and services sections below, where additional details are required.)

i.               Briefly describe the roles of each agency identified;

ii.         Indicate if the State or URD maintains a formal agreement with each agency identified, and if the agreement includes a budget that must be negotiated; and

iii.            Identify the location(s) of URM provider agencies, including sub-office locations, under agreement with the state or its designee (e.g., county).

b.              If a URD, describe coordination with any other RDs in the state, with a focus on how URM activities will be coordinated.

c.              Does the State or URD assure that it assumes accountability for all aspects of the program, including fiscal and program reporting? Indicate Yes or No.

d.              Does the State or URD assure that it has a procedure to ensure, on an ongoing basis, that URM provider agencies are licensed according to state requirements? Indicate Yes or No.

e.              Describe how URM provider agencies are assessed for compliance with state foster care standards.

f.               Describe program and fiscal oversight for the URM program.  Include a detailed description of the State’s or URD’s protocol to monitor and evaluate subrecipient operations and compliance with ORR regulations and policy at least annually.

g.              Does the State or URD assure that it consults with URM provider agencies and other key stakeholders annually, regarding each URM site or sub-site on the following topics?

i.               Alignment between proposed and actual caseload (average per month, new arrivals, and types of cases) and capacity (placement options and numbers) in the past year;

ii.             Trends in referrals not accepted/assured;

iii.            The process in the state for reviewing referrals and placing new URM cases, including efficiency and timeliness of responses to ORR referrals;

iv.            Alignment between proposed and actual services and benefits in the past year;

v.              Changes in capacity and/or program development needed to meet ORR’s priorities and ensure that all populations eligible for the URM program can benefit from placement and services in the state; and

vi.            Projections for average monthly caseload, types of cases, anticipated terminations, and the number of new cases to be served in the next fiscal year.

Indicate Yes or No in response to item g. above.

h.              Describe how the State or URD exercises oversight responsibility for the care of URMs.

i.               Describe the State’s or URD’s quality review process for the data URM provider agencies submit via URM placement (ORR-3) and outcome (ORR-4) reports, to ensure accuracy and timely submission to ORR.

j.               Indicate the frequency with which the State or URD conducts case-specific oversight activities for the care of URM clients.  Respond with a 1, 2, or 3, based on the following scale:

1.              State or URD engages in case-specific oversight activities on an ad hoc basis, as issues arise and generally less often than once a month.

2.              State or URD routinely engages in multiple case-specific oversight activities on a monthly basis.

3.              State or URD routinely engages in multiple case-specific oversight activities on a weekly basis, or more frequently.

Examples of case-specific oversight activities may include, but are not limited to, participating in case staffings, providing input on placement decisions or access to services or benefits, reviewing case/service plans or reports, approving client-specific cost requests (e.g., maintenance rates, stipends, additional service costs), and providing technical assistance or coordinating with public agencies to resolve client needs (e.g., medical coverage, education and training vouchers, Interstate Compact for the Placement of Children, etc.).  Exclude ORR-3 and ORR-4 reporting from consideration for this scale.

2.              Legal responsibility - 45 CFR § 400.115      

a.              Describe State’s or URD’s procedures for initiating, within 30 days of a minor’s arrival, the process of establishing legal responsibility.  Include the:

i.               Roles of individuals and/or entities involved in the process and the name of the entity that assumes legal responsibility of URM cases (e.g., state, county, private agency);

ii.             The type(s) of legal authority allowed by the State or URD (e.g., custody, guardianship, conservatorship) for URM enrollment;

iii.            Name(s) of court(s); and

iv.             Typical range of time to establish legal responsibility for URM cases.

b.              Procedure for establishing legal responsibility and placing a child in foster care:

i.      Indicate the option which best applies:

1.     State law requires court action to place a child in foster care in the state.

2.     State law allows an alternative procedure, which does not require action by the court, for placing a child into foster care in the state.

States and URDs which select option 1. under i. should indicate that item ii. below is not applicable. States and URDs which select option 2. under i. should provide a descriptive response to ii. below.

ii.     Describe any alternative procedure, which does not require action by the court, for placing a child into foster care in the state.

c.              Describe ongoing court oversight and supervision of URM cases after legal responsibility has been established.

d.              Indicate the maximum age at which legal responsibility and/or court oversight ends for URMs in the state.

3.         URM services - 45 CFR §§ 400.113, 400.116, 400.118

a.              General URM Assurances

Indicate Yes or No in response to items i., ii. and iii. below.

i.               Does the State or URD assure it offers URMs the same range of benefits and services as available to other foster children in the state, including benefits and services identified under the State’s Title IV-B and IV-E plans?

ii.             Does the State or URD assure it addresses the following elements in case plans: family reunification, placement, health screening and treatment, mental health needs, social adjustment, education/training, English language training, career planning, preparation for independent living and the transition to adulthood, and preservation of ethnic and religious heritage?

iii.            Does the state or URD assure it will cease providing services and benefits to a URM child or youth, in the event the child or youth loses eligibility for the program?  Specifically, that the child or youth:

1.     No longer has an eligible immigration status or category (e.g., the youth has acquired U.S. citizenship);

2.     Has reached the maximum age for all ORR-funded URM services and benefits indicated in the state plan;

3.     Has reunited with a parent;

4.     Has been adopted; and/or

5.     Has united with a non-parental adult through legal custody or guardianship under state law.

b.              Placement

i.               Describe the roles of the State or URD, subrecipients, and other stakeholders in reviewing and responding to case referrals from ORR, identifying available capacity, deciding on the most appropriate initial placement available for URM applicants, and providing a timely assurance of placement.  Include an alternative process for urgent cases.

ii.             Describe placement options available to URMs in the state following the placement type prompts below (items 1-5). 

For each placement type, describe options provided by the State or URD and its subrecipients (e.g., URM provider agencies).  Also describe placement options that are routinely available to URMs via agreements with other child-placing or supervised independent living agencies in the state, including any congregate setting where more than 50 percent of the capacity is supported by ORR through the CMA grant.  Name the agencies which provide the identified placements.  As applicable, such as for group care and supervised independent living, identify the focus and/or target population (e.g., behavioral therapy, medical needs, substance abuse treatment, trafficking victims, parenting teens, transition to independence) and licensing or other restrictions (e.g., age, history of assault) for each placement option.

1.     Foster Family Home

2.     Therapeutic Foster Home

3.     Group Home

4.     Supervised Independent Living

5.     Residential Treatment

iii.            Describe the process for extending foster care beyond the age of 18 years, and case-specific access to supervised independent living, as follows:

1.              Describe state criteria and procedures for youth to access extended foster care and/or supervised independent living.  Include the maximum age for access to extended foster care and/or supervised independent living.

2.              Describe any provisions in the state that allow a youth who has left extended foster care and/or supervised independent living to return to placement.

3.              Does the state or URD assure that extended foster care and/or supervised independent living are administered in accordance with state criteria and procedures, with the exception of variances approved by ORR? Indicate Yes or No.

4.              Identify any proposed variances from the state’s criteria and procedures for extended foster care and/or supervised independent living, for review by ORR.

5.              Describe the State or URD’s plan for administering or overseeing the administration of extended foster care and/or supervised independent living.

c.     Health Coverage

i.               Describe how medical assistance is provided to URMs, including the process to determine eligibility for Medicaid and CHIP.  Identify any known gaps in Medicaid or CHIP coverage for URM youth, specifying eligibility type and age parameters.  Include the state’s or URD’s arrangements for providing medical assistance to URM youth who are ineligible for Medicaid or CHIP in accordance with ORR policy.

ii.             Does ORR’s Medical Replacement Designee (MRD) provide medical assistance to URMs in the state, in collaboration with the state or URD? Indicate Yes or No. States which select No under ii. should indicate that iii. below is not applicable.

iii.            In states where the MRD provides medical assistance to URMs, does the state or URD assure the following statements? That:

1.              Eligibility for Medicaid/CHIP and ORR-funded medical assistance is determined for all URMs in accordance with ORR regulations and policies;

2.              Written agreements hold URM provider agencies responsible for conducting initial eligibility determinations for ORR-funded medical assistance;

3.              The State or URD monitors URM provider agency activities to ensure adherence with federal and MRD policies and procedures pertaining to medical assistance for URMs; and

4.              The State or URD coordinates with the MRD regarding policies and procedures for ORR-funded medical assistance to ensure URMs are enrolled in a timely manner.

Indicate Yes, No or Not Applicable in response to item iii. above.

d.              Transition to Adulthood Services

i.               Indicate the option which best applies:

1.         URMs have access to services and benefits provided through the state’s Chafee Foster Care Program for a Successful Transition to Adulthood, including education and training vouchers (ETVs), and the state does not use ORR funding for such services and benefits;

2.         URMs are eligible for the state’s Chafee Program, but due to documented funding barriers, the state anticipates using ORR funding to provide some of the services and benefits; or

3.         URMs are not eligible for the state’s Chafee Program; therefore, comparable services and benefits, including ETVs, are provided with the use of ORR funding.

States which select option 1, under i. should indicate that items iii. and iv. below are not applicable, when responding to said items.

ii.             Describe the array of services and benefits to support a successful transition to adulthood available in the state, including ETVs. Identify which services and benefits are funded by ORR.  Indicate the maximum age for the availability of each of the indicated services and benefits, and other key criteria.  (A description is required for ORR-funded services and encouraged for Chafee-funded services.)

iii.            Does the State or URD assure that any ORR-funded URM services and benefits to support a successful transition to adulthood, including ETVs, are administered in accordance with state criteria and procedures, with the exception of variances approved by ORR? Indicate Yes or No.

iv.            Identify any proposed variances from the state’s Chafee and ETV criteria and procedures, for review by ORR.

v.              Describe the State’s or URD’s plan for administering or overseeing the administration of ORR-funded services/benefits and ETVs, if applicable, or how the state ensures that URMs have access to the state’s Chafee Program and ETVs.

e.              Additional information (optional)

i.               Provide additional information on benefits and services available to URMs in the state.

4.         Case review - 45 CFR § 400.118

a.         Does the state or URD assure that each URM case is reviewed every 6 months, at a minimum, to assess the continuing appropriateness of the URM’s placement and services? Indicate Yes or No.

b.         Describe the state’s or URD’s arrangements for permanency plan reviews that address the full range of permanency options, including but not limited to adoption.

            5.         Interstate movement - 45 CFR § 400.119

a.         Describe procedures in the state for the movement of a URM to another state, after an initial placement and the establishment of legal responsibility.

PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) STATEMENT OF PUBLIC BURDEN: The purpose of this information collection is to ensure that a state or Replacement Designee administering an ORR-funded refugee assistance program has prepared a plan that meets the requirements of title IV, Chapter 2, of the Immigration and Nationality Act and of 45 CFR 400 Subpart B – Grants to States for Refugee Resettlement.

Public reporting burden for this collection of information is estimated to average 18 hours per grantee, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information.  This is a mandatory collection of information, per 45 CFR § 400.4(a).

An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information subject to the requirements of the Paperwork Reduction Act of 1995, unless it displays a currently valid OMB control number.  The OMB # is 0970-0351 and the expiration date is 2/28/2027. If you have any comments on this collection of information, please contact draprograms@acf.hhs.gov.