Summary of revisions to the ORR-3 Report Form

ORR-3 Report Form Summary of Revisions

What is the ORR-3 Report? The ORR-3 Report Form collects basic identifying data, immigration, placement, and legal responsibility data on participants in the Unaccompanied Refugee Minors (URM) Program. There are four types of ORR-3 reports – initial placement, change of status, termination, and re-entry.

History and purpose of revisions: The ORR-3 Report Form went through a major revision in 2010. The ORR-3 was then incorporated into the Office of Refugee Resettlement’s (ORR) Refugee Arrivals Data System in 2013. For the 2013 and 2016 Office of Management and Budget (OMB) approvals, the form remained mostly the same and was approved with no substantial changes. Based on review of trends, states’ feedback on report form submissions, and data quality concerns, ORR is proposing revisions to improve clarity, secure outcome-based data, increase compliance with reporting requirements, and reduce burden. The proposed changes to the ORR-3 will reduce estimated burden of data collection by 19 percent¹ for URM states and providers.

Revision Highlights

• Elimination: Response options determined as rare in occurrence, data elements that were not being used by ORR, and data collected by ORR through other means were eliminated. These include estimated emancipation/termination dates, development of safety plan, certain immigration statuses, and funding sources for independent living services.

• Addition: Data elements that are part of ORR’s new focus on outcome-based data collection and assessment were added. These include caseworker/provider assessment on personal functioning of the youth and receipt of work authorization.

• Consolidation: A major consolidation relates to Section VI. Independent Living Residence and Services, on the current form. While funding source information was eliminated, other data elements in this section were moved into Section IV. Placement. Other consolidated data elements are noted in the chart, below.

• Modification: Phrasing of section titles or data elements were modified to simplify or improve clarity.

All proposed changes, including justifications, are outlined in the following table:

Section in Current ORR-3 Form	Section in Proposed ORR-3 Form	Changes	Justifications
I. Report Action Change of Status -Change in placement type and address -Change in placement cost	I. Report Action Change of Status -Change in placement type, placement cost, or youth’s address	Consolidated	Combined into one data element.
I. Report Action Change of Status -Absent from program but legal custody retained	IV. Placement 1.Placment Type -Absent from program but legal custody retained	Moved	Improve clarity; the current location of this data element often caused confusion among providers/states.
I. Report Action Change of Status -Change in immigration/eligibility data	I. Report Action Change of Status -Change in immigration data	Modified	Simply and improve clarity, as eligibility and immigration status are distinct data elements.
I. Report Action Change of Status -Emancipated from placement services but receiving ORR-funded IL/education services	IV. Placement 1.Placment Type -Living independently but receiving ORR-funded services/benefits	Moved / Modified	Improve clarity; the current location of this data element often caused confusion among providers/states.
I. Report Action Change of Status -Change in identifying data, e.g., age redetermination, name, received A#, or development of a safety plan	I. Report Action Change of Status -Change in identifying data (e.g., age, name, or A#)	Modified	Simplify.
N/A	I. Report Action Change of Status -Change in work authorization	Added This is associated with the addition of this element in Section III. Immigration	This is an outcome-related data element that ORR is starting to track.
I. Report Action Termination of ORR-funded services and benefits	I. Report Action Termination	Modified	Simplify.
I. Report Action Termination of ORR-funded services and benefits -Reunified with parents overseas	N/A	Eliminated	It is extremely rare for URMs to be reunified with a parent overseas. Destination at case closure can be explained in the comment box.
I. Report Action Termination of ORR-funded services and benefits -Unification with relative granted legal responsibility	I. Report Action Termination -Unification with relatives	Modified	Based on past 10 years of data collection, URMs tend to reunify with relatives after the age of 18 when establishment of legal responsibility is unnecessary. Any information on unification can be explained in the comment box.
I. Report Action Termination of ORR-funded services and benefits -Unification with non-relative granted legal responsibility	N/A	Eliminated	It is extremely rare for URMs to be reunified with a non-relative who is granted legal responsibility. In fact, no single case has been reported in the past 10 years. Any information on unification can be explained in the comment box.
I. Report Action Termination of ORR-funded services and benefits -Voluntary termination	I. Report Action Termination -Left program voluntarily	Modified	Improve clarity. Also reflects a change rather than a concept.
I. Report Action Termination of ORR-funded services and benefits -Dismissed from program	I. Report Action Termination -Not compliant with State/Program requirement(s)	Modified	Improve clarity. The phrasing “dismissed from program” was too vague and subject to interpretation across providers/states, based on past years’ data.
I. Report Action Termination of ORR-funded services and benefits -Citizenship	I. Report Action Termination -Became a U.S. Citizen	Modified	Improve clarity. Also reflects a change rather than a concept.
I. Report Action Termination of ORR-funded services and benefits -Conclusion of ORR-funded IL/Education	I. Report Action Termination -Concluded ORR-funded services/benefits	Modified	Improve clarity. Also, due to First Family Prevention Services Act, ORR has phased out the term “independent living.” The new term is also inclusive of ORR-funded medical coverage.
I. Report Action Termination of ORR-funded services and benefits -Loss of eligibility	N/A	Eliminated	Improve clarity. Data element was too vague and subject to interpretation across providers/states, based on past years’ data. Also, loss of eligibility is covered in other termination reasons such as Not compliant with State/Program requirement(s), Departed from U.S. (Removal or Voluntary Departure), and Became a U.S. Citizen.
I. Report Action Termination of ORR-funded services and benefits -Adoption -Emancipation	I. Report Action Termination -Adopted -Emancipated	Modified	Consistency with other terms in this section, which reflect changes rather than concepts.
I. Report Action Termination of ORR-funded services and benefits -Emancipation with State/Chafee-funded IL/Education services	N/A	Eliminated	This termination option is unnecessary and often caused confusion among providers/states. This is essentially the same as “Concluded ORR-funded services/ benefits.”
I. Report Action Re-entered for ORR-funded placement or services -Independent living services	I. Report Action Re-entered for ORR-funded placement or services -Services/Benefits only	Modified	Improve clarity. Due to enactment of First Family Prevention Services Act, ORR has phased out the term “independent living”.
II. Identifying/ Basic Data 5.a.Estimated Emancipation from placement 5.b. Estimated date of termination from ORR-funded IL/Education services	N/A	Eliminated	These data elements were often incorrectly calculated by providers, so reports were returned for correction, creating burden. Furthermore, ORR was not using this data. If ORR wants this data, it can be calculated in a Tableau report using the client’s date of birth.
N/A	II. Identifying/ Basic Data 8. Caseworker/Provider Assessment on Personal Functioning of the Youth -English Language Skill -Education other than English) -Health Condition -Mental Health	Added	Secure baseline data at initial placement; ORR will track how youth functioning changes over their duration of care in the program by comparing the same data elements that ORR collects annually from ORR-4 Outcomes Report.
II. Identifying/ Basic Data 9. Development of youth safety plan	N/A	Eliminated	Reduce burden. ORR was not using this data element, as many youth do not need or have a safety plan. In addition, safety planning is captured at the program level, if ORR has interest in gathering data on this.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data	III. Immigration 1. Immigration	Modified	Simplify section headings. Also, removed reference to eligibility in this section since eligibility type is covered in Section II, and eligibility for the URM Program does not always correlate to the immigration status of youth.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Legal Permanent Resident	III. Immigration 1. Immigration -Lawful Permanent Resident	Modified	Corrected for consistency with U.S. Department of Homeland Security/U.S. Citizenship and Immigration Services’ terminology.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Victim of Trafficking-No immigration status	III. Immigration 1. Immigration -Victim of Trafficking-No immigration status (OTIP letter only)	Modified	Improve clarity.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Amerasian	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Parole	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -U.S. Citizen	N/A	Eliminated	U.S. Citizen is a data element under Termination in Section I.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Relief under convention against torture	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Deferred action	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Revocation of Trafficking Eligibility Letter with/without immigration status	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Ordered removed	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Victim of Trafficking with U-Visa	N/A	Eliminated	Eliminated this option that is rarely or never used, based on past years’ data. Kept “Other” category for rare immigration statuses.
III. Immigration Data and Immigration Assistance 1. Immigration/ Eligibility Data -Victim of Trafficking with T-Visa	III. Immigration 1. Immigration -T-Status Recipient	Modified	In consultation with ORR Refugee Policy Unit staff, it was determined that T-Status Recipient is the more appropriate terminology for URM population.
III. Immigration Data and Immigration Assistance 2. Is youth receiving immigration assistance? -Yes -No -Not Applicable	III. Immigration 2. Youth is receiving immigration assistance -Yes -No	Modified	Simplify.
III. Immigration Data and Immigration Assistance 2. Is youth receiving immigration assistance? -Pro bono attorney -Pro bono accredited representative -Social or legal service provider -Other	III. Immigration 2. Youth is receiving immigration assistance -Yes -No	Modified / Eliminated	Reduce burden. ORR does not use or need to collect breakdown of immigration assistance sources.
N/A	III. Immigration 3. Youth has work authorization/ Employment Authorization Document	Added	This is an outcome-related data element that ORR is starting to track. Receipt of work authorization is crucial for youth to transition to live independently and is tied to economic self-sufficiency.
IV. Placement Data	IV. Placement	Modified	Simplify section headings.
N/A	IV. Placement 1. Placement Type -Absent from program but legal responsibility retained	Moved	As mentioned previously, this data element was moved from Section I to Section IV. The location of this data element in Section I often caused confusion among providers/states.
IV. Placement Data 1. Placement Type -No placement (enter youth living independently in Sec. VI: IL Residence and Services)	IV. Placement 1. Placement Type -Living independently but receiving ORR-funded services/benefits	Consolidated	Improve clarity.
IV. Placement Data 1. Placement Type -Semi-independent Living	IV. Placement 1. Placement Type -Supervised Independent Living	Modified	Improve clarity. Supervised independent living is the term more widely used by Federal and state agencies.
IV. Placement Data 1. Placement Type -Inpatient psychiatric hospital	IV. Placement 1.Placement Type -Long-term hospitalization (more than 2 weeks)	Modified	Broaden data element. Includes hospitalization for more than 2 weeks for medical, as well as psychiatric reasons.
IV. Placement Data 3. Caregiver Residence	IV. Placement 3. Youth’s Residence	Modified	Improve clarity. Youth’s residence includes information on relation of caregiver, if applicable.
VI. Placement Data 4. Provider Agency for Placement -Name -Address	IV. Placement 4. Provider Agency for Placement -Placement via Subcontract	Modified	The name and address of the subcontracted placement will be provided under Youth’s Residence.
IV. Placement Data 4. Provider Agency for Placement -Same as placement agency	IV. Placement 4. Provider Agency for Placement -Same as URM Provider	Modified	Improve clarity.
V. Legal Responsibility Data	V. Legal Responsibility	Modified	Simplify section headings.
V. Legal Responsibility Data -Date petition filed	V. Legal Responsibility 1. Legal responsibility has been petitioned - Yes, it was petitioned within 30 days of enrollment. - Yes, it was petitioned past 30 days of enrollment. - No, it hasn't been petitioned.	Modified	Enhance compliance with regulatory requirement on petitioning legal responsibility within 30 days of the minor’s arrival to the URM Program.
V. Legal Responsibility Data -Date legal responsibility established -Pending	V. Legal Responsibility 2. Legal responsibility has been established in accordance with applicable State law. -Yes; Date -No -Pending	Modified	Improve clarity and enhance compliance with regulatory requirement on establishing legal responsibility in accordance with applicable State law, in order to enter foster care in that state.
V. Legal Responsibility Data 4. Voluntary Placement Agreement: -Yes; Date -No	V. Legal Responsibility 2.a. In lieu of legal responsibility, youth has signed a Voluntary Placement Agreement: -Yes; Date -No	Modified	Improve clarity around voluntary placement agreements and the connection to establishment of legal responsibility. This data element was often incorrectly completed by providers so reports were returned for correction, creating additional burden. The most important use of this data is related to voluntary placement agreement in lieu of establishment of legal responsibility, which is now reflected in 2.a.
V. Legal Responsibility Data 1. Court with jurisdiction: -Name -Address	V. Legal Responsibility 3. Court name with jurisdiction	Modified	Reduce burden. ORR does not need address of court.
V. Legal Responsibility Date 2. Agency to whom legal responsibility assigned: -Name -Address	V. Legal Responsibility 4. Agency name to whom legal responsibility assigned	Modified	Reduce burden. ORR already has agency addresses (e.g., state, provider agency) on file.
V. Legal Responsibility Date 2. Agency to whom legal responsibility assigned: -Same as placement agency	V. Legal Responsibility 4. Agency name to whom legal responsibility assigned: -Same as URM Provider	Modified	Improve clarity.
VI. Independent Living Residence and Services 1. Youth Residence 2. Independent Living – URM placement ended and Stipend Amount 3. Independent Living Services and Funding Sources	N/A	Eliminated / Moved	Section VI was eliminated to reduce burden and improve clarity. Some data elements in this section were moved into Section IV. Placement. Funding source data was eliminated as ORR collects this information through the State Plan and ORR-1.

1 Based on the difference in estimated burden hours from 2016 OMB renewal and proposed burden hours for this renewal.

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