December 7, 2015

USCCB/MRS

Migration & Refugee Information System Resource Guide

R&P Remote Placement Program (RPP) Guide Pre-Arrival Case Management

This MRIS Instructional Guide highlights the various requirements in MRIS for RPP pre-arrival case management, including submitting your agency’s Placement Assessment, verifying a case, tracking arrivals, and navigating a number of pre-arrival case management reports.

1. Placement Assessment ………………………………………………… …………………………………………..2

2. Verifications …………………………………………………………………………………………………………..…..10

3. Reverifications ………………………………………………………………………………………………………….. 26

4. Assurance Report …………………………………………………………………………………………….….….… 28

5. Arrival Reconciliation and Flight Information ……………………… ……..….…………………….30

6. Anomaly Reports ………………………………………………………………………………………………………. 37

7. US Tie Forms Tab …………………………………………………………………………………………………….. 41

8. Pre-Arrival Reports …………………………………………………………………………………………………… 42

With support of the United States Department of State.

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1. Placement Assessment

The Placement Assessment is the primary tool used by USCCB in placing non-U.S. Tie cases to sub-recipients participating in the Reception and Placement (R&P) program. Because the Remote Placement Program (RPP) serves only R&P cases with U.S. ties in remote locations, the Placement Assessment is less of a placement tool for the RPP program and more of a mechanism to gather information about RPP sub-recipient capacity, such as caseload, language and ethnicity capacity. RPP sites are encouraged to complete the Placement Assessment each year they have a signed MOU with USCCB, and update the assessment throughout the year as capacity changes. Each fiscal year, USCCB will request a new Placement Assessment via an alert.

User Roles The Administrative User and Case Supervisor can submit the Placement Assessment.

The Finance User and Case Manager cannot submit a Placement Assessment.

User Instructions Administrative Users and Case Supervisors – Placement Assessment Each fiscal year an announcement will be made to submit your agency’s Placement Assessment. Follow the instructions below to complete and submit the assessment. Original Placement Assessment

1) Search for the assessment in your alerts by typing “Placement” in the “Form Name” box. Double click on the alert to open the form.

2) Utilize the navigation tab at the top of the form to work your way through the Placement Assessment. Please note that options for saving or submitting the assessment are available on the “Submit Form” page. Also note that fields with red asterisks are required for submission.

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3) General Information: If the “Title” and “Telephone Number” fields are not filled out, complete

these mandatory fields providing information for the person who will submit the Placement Assessment. You will also note that fiscal year and whether or not you are submitting an original or updated assessment for the given year on this page.

4) Caseload Capacity: All questions on this page are mandatory and include information regarding specific case types (family size), vulnerable case types (Elderly, LGBTI, etc.), expedited cases, limitations, and in-migration. If you indicate your diocese has experienced significant in-migration you will be asked to indicate nationalities of in-migrating refugees. Below is a screenshot of the top portion of the Caseload Capacity section. Not all questions are shown.

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5) Medical and Mental Health Capacity: Indicate your capacity around frequent medical and mental health conditions seen in arriving refugees, Class A and B medical conditions, other medical conditions, Class A and B mental health conditions (required), and other mental health conditions. Below is a screenshot of the top portion of the Medical and Mental Health Capacity section. Not all questions are shown.

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6) Language Capacity: Indicate your in-person capacity to accommodate refugees who speak languages identified as the most common languages of arriving refugees and any other languages. Click “Insert Language” to indicate more than one language capacity for each question. The list of most common languages is expected to change each year.

7) Nationality & Ethnicity Capacity: Indicate your capacity to resettle refugees with nationalities identified as the most common for currently arriving refugees. Click “Insert Item” to add additional nationalities. For each nationality selected a corresponding ethnicity is required. If you have the capacity to serve all ethnicities relating a particular nationality, select “All”. The nationalities listed in this section will be those nationalities identified by MRS as the most common nationalities expected for the current fiscal year. You can identify capacity for other nationalities in the “Additional Capacity” section. The list of most common nationalities is expected to change each year.

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8) Additional Capacity: If you have capacity to serve refugees from nationalities not listed in the

“Nationality & Ethnicity” tab, indicate that capacity here. Within each region, select the nationalities for which you have capacity and select a corresponding ethnicity. Ethnicity is required for each nationality selected. If you have the capacity to serve all ethnicities relating a particular nationality, select “All”. Click “Insert Item” to add more nationalities and ethnicities within each region.

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9) Submit Form: Click “Submit Form” to be direct to the form submission page. Click “Submit” to send the assessment to USCCB or “Save for Later” to work on it at a later time.

Updating the Placement Assessment As your capacity or information regarding your agency changes within a given fiscal year, you are encouraged to submit updates to your original Placement Assessment. Updates are permitted after USCCB has approved your original Placement Assessment. To update your Placement Assessment, first locate it under the “Capacity Survey & Profile” tab, then double click to open the form.

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When you open the Placement Assessment from the Capacity Survey & Profile tab you will notice that the assessment is now an update rather than original.

After completing your updates to the assessment, click “Submit Form” and provide a brief summary of the updates to your Placement Assessment in the mandatory “Update Summary” field. Click “Submit” to send the assessment to USCCB or “Save for Later” to work on it at a later time.

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Placement Assessment Revisions If your assessment is returned to you by USCCB for revision, you will receive an “alert” with instructions for what action needs to be taken for approval. In the “Alerts” grid, the alert type will say “revisions needed for” and the form name will be “placement assessment”. Any notes from USCCB regarding the revisions will appear in the “Note from USCCB” column. Revise the Placement Assessment and resubmit it following the steps above. Printing the Placement Assessment Previously submitted Placement Assessments can be printed from the Capacity Survey & Profile tab. Double click on the capacity survey and then click on the printer icon in the bottom left-hand corner of the form. A full version of the Placement Assessment is available in this MRIS Mentor which can be printed to see all questions prior to submission.

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2. Verifications The verification process in MRIS allows a sub-recipient to accept or reject a R&P case. Contact MRS at 202-541-3115 and ask for the Remote Placement Coordinator for questions about RPP Verifications.

User Roles The Administrative User and Case Supervisor can verify all cases.

The Case Manager can re-verify a case that has already been assigned to him/her.

The Finance User cannot verify a case.

Verification Tip: If your office has a change in address or telephone number, or in staffing, Administrative Users should immediately update this information in the “Contact Information” section of the Administration tab as well as notify the Remote Placement Coordinator. Not updating this information could cause RPC to reject the case verification.

Verification Tab Overview Verification of a case within MRIS happens within the “Verification” tab. When you select R&P, the following tabs will be available:

Incomplete: This tab includes all cases that have been assigned to you by USCCB and are pending your verification. Within this grid, the “Pending USCCB Approval” column will indicate whether or not your verification has been submitted to USCCB (“No” = the verification is still pending your verification. “Yes” = your verification is still pending USCCB approval.). Once the verification has been approved by USCCB and accepted by RPC, the case will move from the Incomplete tab to the Verified tab.

Re-Verify: This tab includes all cases that have already been verified but require a re-verification due to a change in the case. This would include an amended (change in case size, split case, new US Tie, or a change in the cross reference, for example) or expired assurance. You will receive an alert for re-verifications.

Verified: All cases that have been verified by you, approved by USCCB, and accepted by the Refugee Processing Center (RPC) will appear in this tab.

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Rejected: This tab includes cases that have been rejected either by you or your verification has been rejected USCCB.

Transferred: Cases that have been transferred from your site to another Voluntary Agency (VOLAG) or to another USCCB resettlement site will appear here. Cases that have been transferred to your agency are included in the “Incomplete” tab in order for you to verify the case. You will receive a new verification alert if a case is transferred to you.

On Hold: Cases whose verification has been put on hold can be found in this tab. You will receive an alert when the case is ready to be verified or re-verified, and the case will be moved to the “Incomplete” tab in order to begin the verification process.

Closed: This tab includes cases that have been closed.

At the bottom of the Verification Screen, you will see the “Export to CSV” button. This allows you to export the data within a specific tab to excel to manipulate or sort it according to your needs.

User Instructions Administrative Users and Case Supervisors – Verification Package Notice of a needed verification or re-verification will appear in your alerts on the home page. Access the case verification process by clicking on the alert within the alerts tab. The alert type will read “new verification for case XXXXX” and the form name will be “verification”. The due date will also appear in the alert grid. The entire alert will turn red if the verification is past-due. Double click on the alert to open the Verification Information Screen.

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Once on the Verification Information Screen you will see any attachments related to the case (special instructions or correspondence from USCCB, medical forms or Best Interest Determinations, for example) and the necessary forms included in the case’s verification package. To view the attachments, double click on the item under the “Attached Documents” grid. The Bio Data Acceptance/Rejection form will appear in the “Submitted Forms” grid, as will the Pre-Arrival Suitability Determination and Addendum to Assurance if they are required for the case. All required forms make up the “Verification Package”. The Verification Package must be completed in its entirety and each form submitted individually in order to complete the verification process. If a form is not listed on the Verification Information Screen then it is not required as part of the Verification Package for a particular case.

*** Once you click “submit” on each individual form you will be redirected to the Verification Information Screen where a reminder will appear in red at the top of the screen reminding you to hit the “Submit Verification” button at the bottom of the screen. This button will only be available once you have successfully submitted each individual form in the Verification Package. Click on this button to submit your verification for the case. ***

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Once you click “Submit Verification” you will notice that the status under the column “Pending USCCB Approval” will be “yes” indicating that you have verified the case and it is pending approval from USCCB. The date the verification was sent to USCCB will also display.

Accepted Cases Once USCCB has approved and RPC has accepted your verification, your case has been assured. Please allow three-five days for this process. Once your case has been assured it will move from the “Incomplete” tab to the “Verified” tab on the Verification Screen and it will also move to the R&P Case Information Screen under Cases and Refugees. It is from the Case Information Screen that you can view and print the Case Assurance Report. Please see section 4 below for more details on this process.

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Rejected Cases If your agency rejects the case or USCCB does not accept your verification, the case will move from the “Incomplete” tab to the “Rejected” tab under Verifications. Rejected cases do not appear in the “Cases & Refugees” tab, and so the only way to access verification documents for rejected case is in the “Rejected” cases tab. *** In the RPP Program agencies are eligible to receive reimbursement for the suitability determination home visit and associated mileage and interpretation costs for the home visit (subject to USCCB approval) for cases with M2, M3, M5, and M6 codes . If your agency rejects a case that required a pre-arrival suitability determination, reimbursement is still allowed. You will receive an alert for the reimbursement request after USCCB processes the pre-arrival suitability determination. See the MRIS RPP Financial Forms Guide for more information on this process. However, because the case was rejected and does not move to the “Cases & Refugees” tab, you will not have access to view any previously submitted reimbursement requests. Please print a copy for your records.*** Revisions Needed If USCCB sends verification back for revision, you will receive an alert notifying you of what changes need to be made. Click on the alert to make those changes.

The Verification Package Bio Data Acceptance/Rejection Form Completion of this form is the first step for verifying a case and is the only form that will always be a part of the Verification Package. It allows you to accept or reject a case and update US Tie information, if applicable. To complete the form:

Bio Data Section – The imported bio data information appears at the top of the form and is read-only (case information, case member, minor questionnaire, comments, cross-reference). The “Projected Arrival Date Range” provides a date range for when the refugee may arrive. Each member of the case will have a dedicated section of the form which includes biographical information about the member, reported or identified health conditions and special needs, and details about his or her language, education and employment/skills. If the member is a minor, the minor questionnaire will also be completed. If information in the minor questionnaire is difficult to read or not completely visible, please check the attachments section on the Verification Information Screen for a Best Interest Determination or contact USCCB at 202-541-3247 and ask for the MRS Refugee Child Protection Coordinator. Any cross references for the members will also display in this section of the form.

Possible US Tie Section – US Tie information will appear here. If necessary, update information to existing US Ties (address change, relationship clarification, etc.) or add a new US Tie to the case in this section of the form. Click “insert item” to add additional US Ties. If you add a new US Tie to the case his/her name will appear in the Acceptance portion of the form below.

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Acceptance Section – This section allows you to accept or reject a case.

o Accept a case: Indicate you will accept a case by selecting “yes”.

Provide comments in the comment box if you would like to notify USCCB of any

other information. Please also use the comment box to inform USCCB of any changes you made to the US Tie information (updates to existing US Ties or addition of new possible US Ties).

Select airport of final destination. This is a required field if you accept a case.

Select a US Tie for the case. If you added a US Tie to the case in the previous

section of the form, that information will be available for you to select.

Click “Submit” to initiative submission of the Verification Package to USCCB. Don’t forget to also click on the “Submit Verification Package” button after you have completed all forms. You can also save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

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o Reject a case: Select “no” in the accept/reject field.

Additional Comments are optional.

You will get prompted to accept the case as a Free Case. RPP agencies should

answer “No” to this question. This option is only appropriate for non RPP agencies.

You will also be prompted to select a reason for rejecting the case from a drop-

down menu and also to provide an explanation for rejecting the case. Both fields are mandatory.

Click “Submit” to initiative submission of the Verification Package to USCCB.

Don’t forget to also click on the “Submit Verification Package” button after you have completed all forms. You can also save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

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After you click submit on the Bio Data Acceptance/Rejection Form you will see a message that indicates that the form has been successfully submitted. After you close this screen you will be redirected to the Verification Information Screen to submit any other form that is required as part of the Verification Package for this case. If no other form is required you will see a reminder message in red at the top of the screen that says “Don’t forget to submit verification.” The “Submit Verification” button will be accessible at the bottom of the screen. It is clicking this button that submits the Verification Package to USCCB for consideration. The button will be greyed out until all forms required for that case have been individually submitted. *** Please note, clicking submit on the Bio Data Acceptance/Rejection Form DOES NOT complete the verification process. You will not have verified a case until you completed the entire Verification Package and clicked “Submit Verification” at the bottom of Verification Information Screen. See the screen shot in the section above for more information on this process. *** Suitability Determination This form will appear as part of the Verification Package if a case member is a minor categorized as a M5 or M6, and in some instances M3. See the Refugee Minors Code List on the MyMembership Web site for a description of these codes or contact USCCB at 202-541-3247 and ask for the MRS Refugee Child Protection Coordinator with any questions. Each minor in the case with a M code of M5, M6 and in some instances M3 will require his or her own pre-arrival suitability determination.

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When completing the Suitability Determination keep in mind that fields with red asterisks are required.

Child and Sub-Recipient Identification Information - Much of this section will auto-populate with biographical information on the child and information about the sub-recipient. Provide the Case Worker’s Email, information about who can be contacted for follow-up, and the date of the home visit. The home visit date cannot be a future date.

Responsible Adult Questions - Indicate at least one identification document that the Responsible Adult (RA) provided to verify his/her identity and complete the RA’s personal and housing information.

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If any other individuals live in the RA’s home, list each individual in the designated area. Provide their name, age, sex and relationship to the Responsible Adult. To add another individual to the list, click “Insert Item” and complete the information for that individual. Continue to add individuals to the list until all individuals living in the RA’s home are accounted for.

Suitability Determination Questions - All questions in this section of the Suitability Determination are required. Provide as much text as necessary to answer the questions. For question 12, if the child is living with someone other than his/her legally adoptive parents and guardianship has not been established there will be additional questions to answer regarding guardianship.

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Case Worker Recommendation - The caseworker will be asked to make a recommendations around placement and also provide a written explanation for the recommendation. Both questions are required.

Submission - Click “Submit”, or you can save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

Second Signature - Suitability Determinations require a second signature or approver signature because they are for Attached Refugee Minors. Once the “submit” button is clicked an alert will go to Case Supervisors assigned to the R&P/RPP program and Administrative Users. The alert can be found by typing the case number in the “Alert Type” box or “Suitability” in the Form Name box. Case Supervisors and Administrative Users have the option to send the form back for revisions or to submit it to USCCB.

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After the Suitability Determination has been approved, you will be able either submit the entire Verification Package or complete any additional forms if required. You will have not verified a case until you complete the entire Verification Package and click “Submit Verification” at the bottom of the Verification Information Screen. In rare instances, USCCB may override the requirement to have a secondary or approver signature. In instances of a second signature override, an alert for second signature will not be generated and the Suitability Determination can be submitted as part of the Verification Package as is. Text will generate on the form after the initial submit button is clicked indicating that diocesan second signature was overridden by USCCB. When the second signature is not required in MRIS, please print a copy of the submitted Suitability Determination, have a supervisor sign it and email the signed copy to lstepp@usccb.org. Addendum to Assurance The Addendum to Assurance is required for all members of a case who have a Class A medical condition. It is required as part of the Verification Package if the bio data form is accepted and a member within the case has such a condition. When completing the Addendum to Assurance please provide the name of the clinic, health facility, local health department or physician that will provide the necessary treatment and counseling for the Class A refugee. Also provide the contact information for that facility. Click “submit”, or you can save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

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After clicking submit on the Addendum to Assurance you will be redirected to the Verification Information Screen. Please complete all other forms included in the Verification Package. You will have not verified a case until you complete the entire Verification Package and click “Submit Verification” at the bottom of the Verification Information Screen.

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Printing the Verification Package Each form included in the Verification Package is available to print before and after verification. To print the forms prior to verification, open the forms within the Verification tab and click print preview in the upper left-hand corner of the form.

To print the forms after a case has been verified, open the form within the Verification tab (under “Verified”), and click the printer icon in the lower left-hand side of the form.

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The Verification Package documents for accepted cases are also available for viewing and printing in the Cases and Refugees Tab. Select “R&P” from the program drop down, and locate the case under the Cases Tab. Scroll towards the bottom of the Case Information Screen and locate the forms under the Forms Submitted Grid. Double click on the form to open it and click on the printer icon in the lower left-hand corner of the screen.

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3. Reverifications

Cases will be submitted to you for reverification when a change in the case occurs. Case changes will include an amended or expired assurance or an amended Bio Data Acceptance/Rejection Form.

User Roles The Administrative User and Case Supervisor can re-verify all cases.

The Case Manager can re-verify a case that has already been assigned to him/her.

The Finance User cannot re-verify a case.

User Instructions Administrative Users, Case Supervisors and Case Managers – Reverification Notice of a needed reverification will appear in your alerts on the home page. Access the case reverification process by clicking on the alert or by going to the “Verification” tab, clicking the “Reverification” tab, and then clicking on the case. You will then be directed to the Verification Information Screen. Or, simply click on the alert within the alerts tab. Amended Assurance notes will appear in the “Comments” section of the Bio Data Acceptance/Rejection Form on the case verification screen.

Once on the Verification Information Screen you will see a list of all forms that are required in order to reverify a case, in most cases this will only be the Bio Data Acceptance/Rejection Form. Double click on the Bio Data Acceptance/Rejection form and either accept or reject the case following the instructions noted in section 2 of this guide. Click “submit” or you can save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab. After you click submit on the Bio Data Acceptance/Rejection Form you will see a message that indicates that the form has been successfully submitted. After you close this screen you will be redirected to the Verification Information Screen where you will see a reminder message in red at the top of the screen that says “Don’t forget to submit verification.” The “Submit Verification” button will be accessible at the bottom of the screen. It is clicking this button that submits the Verification Package to USCCB for

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consideration. The button will be greyed out until all forms required for that case have been individually submitted.

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4. Assurance The Assurance is the official documentation between USCCB and the Department of State/Bureau of Population, Refugees and Migrants that authorizes USCCB via your agency to provide services in accordance with the Reception and Placement Cooperative Agreement.

User Roles The Administrative User and Case Supervisor can view the assurance report for all cases.

The Case Manager can view the assurance report for a case that has already been assigned to him/her.

The Finance User cannot view the assurance report.

User Instructions Administrative Users, Case Supervisors, and Case Managers – Assurance Report After USCCB has approved your verification and it has been accepted by RPC the case will appear on the R&P Cases and Refugees Screen. To print the assurance report, click on the case and then click “Assurance Report” at the top of the Case Information Screen. You will not receive an alert when this report is available. Generally the report will be available three-five days after submitting your verification.

Portal Assurance by Date Report In addition to the Assurance Report located in the Case Information Screen, you have the ability to run a report on assurances by date in the Portal Assurance by Date Report. Select that report in the drop down menu under the “Reports” tab. Enter the date range for which you would like to run the report and click “View Report.” The report will generate a list of cases and members for each case within that date range that have been assured and accepted for resettlement under your auspices. The assurance report can be exported and printed.

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5. Arrival Reconciliation and Flight Information

User Roles The Administrative User and Case Supervisor reconcile a case.

The Case Manager can reconcile a case that has already been assigned to him/her.

The Finance User cannot reconcile a case.

Flight Information Overview: Arrivals Tab After a case has been assured and has been scheduled to arrive the flight information is updated in your arrivals tab. When you click on the arrivals tab you will be directed to the Arrivals Screen and a calendar will appear. Find flight information for cases scheduled to arrive on a certain day by clicking on that day within the calendar. Arrival information will appear in the Individuals Information Grid. Flight Information Codes Within the calendar you may also notice three different lines underneath specific dates. The lines indicate the following:

Yellow – Domestic flight information is not yet available.

Red – Both international and domestic flight information is available, but the case has not yet arrived.

Blue – The case should have arrived and your reconciliation of the case is pending. Because you can have multiple cases arriving on one day, you must click on the day to determine what information is available for a specific case. The details for a given day will appear in the chart below the calendar. Medical Escort Codes In addition to flight information, you will also see additional case information related to travel including notice of whether or not a medical escort is required. The medical escort codes are as follows:

DN – Doctor or Nurse

DR – Doctor

NM – Non-Medical

NM2 – Two Non-Medical

NO – No Escort Required

NU – Nurse

PS – Psychiatrist Itinerary Notes Notes from USCCB regarding a case itinerary are available in multiple locations in MRIS, including the individual’s travel details in the arrivals grid, the printed arrival notification, and the Portal Arrival Notification Report.

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Printing Arrival Notices: Arrivals Tab You can print an arrival notice for a specific time period by clicking “Print Arrival Notification.” Select the time frame for which you would like to run the report and click “select.” There are also options for how the data will be sorted in the report (Flight date, Case ID and Case Manager). At the bottom of the new report page, click the printer icon to print the arrival notice report.

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Printing Arrival Notices: Case Record The option to print an individual arrival notice is also available in the Case Information Screen. Locate the case within the Cases and Refugees Tab and open the Case Information Screen. Click on the grey button at the top of the screen labeled “Arrival Notification.”

Printing Arrival Notices: Portal Arrival Notice Report You can also run a report to print individual case arrival notices. Select “Portal Arrival Notice” from the drop-down menu in the “reports” tab. Enter the date range for arrival notices you would like to print, and select domestic or international flight. *** Tip: If you would like to print one individual case’s arrival notice, just enter their arrival date, to reduce the number of notices that are generated in the report.***

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You can search the report by entering the case number in the white search box next to the words “Find/Next”. To print this report, click the printer icon in the grey navigation area. The report will print one arrival notice per page.

User Instructions – Managing Arrival Notices Administrative User – Email Notifications Arrival notifications are emailed to various users rather than displaying as an alert in the “Alerts” tab or on the home page. (These alerts are to notify you of forms to be submitted, rather than informational items for your records or interest.) There are two types of email notifications: 1) an automatic weekly email notifying users of the number of cases arriving within the week (Weekly Proflight Notification) and 2) a case-specific email regarding a flight change (Proflight Change Notification). The Administrative User can determine which users receive each email by editing the email notification settings under the “Administration” tab. The Proflight Change Notification can be emailed to the users at a time determined by the Administrative User. The Administrative User can determine how many days in advance of a flight email notification is sent regarding a change in the flight information. Currently, the default is set to 21 days. This means that email notifications will be sent for any change within 21 days from the current day. If you wish for more real time notification, you can increase that time frame (up to 365 days). The farther out that notification is set the more emails related to new and changing flight information will be received. You can also decrease the number of days in advance of a flight email notification is sent regarding a change in the flight information.

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For example, today is October 20th and the notification is set to alert the Case Manager of any flight change within 2 days of arrival. A case is scheduled to arrive on October 25th. A Proflight change is made and the domestic arrival date is now October 24th. No email notification is set because the change is not within 2 days of today’s date. In a second example, today is October 20th and the notification is set for 2 days. A case is scheduled to arrive on October 21st, however a Proflight change is made and the case is now scheduled to arrive on October 31st. An email notification will be sent because the case moved out of the 2-day notification window.

User Instructions – Arrival Reconciliation Administrative Users, Case Supervisors, and Case Managers – Arrival Reconciliation It is recommended that you reconcile cases within 24 hours after arrival. Reconciling a case before it arrives will alter MRIS’ records of the case and may result in you not receiving any arrival notification for the case, including changes to flight details. Reconciliation informs MRS and the database system that the case has arrived. At the top of the Arrivals Screen there is a button that says “Notify USCCB of Case Arrivals” with a number next to it. This number indicates the number of individuals that require your reconciliation. Click on that button to reconcile the arrivals.

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A list of all individuals that require reconciliation will appear on the “Sub-Recipient Case Arrivals Screen”. *** Please note, within MRIS you must reconcile each individual that has arrived, rather than a case. ***

Within each individual’s arrival information, you will notice the estimated international arrival date (port of entry) which auto-populates based on the Proflight information, and the “Actual International Arrived Date” (port of entry). Select whether or not the individual arrived and then update the actual date of arrival if it was different than the estimated international arrival date. Note, it is the port of entry date that you should reconcile, not the date of the domestic flight or date of arrival at the resettlement location. When selecting if the individual has arrived, you have the option to mark “N/A”. Select N/A if you do wish to reconcile this case yet. You can also provide comments to USCCB if there was a change in the date or if you are not yet reconciling a case. After indicating whether or not each individual arrived and making any needed updates to the actual international arrival date (port of entry date), click “submit” at the bottom of the page. *** Please note if an individual did not arrive, in addition to selecting “no” within MRIS as part of the reconciliation process, you must also contact 202-541-3115 and ask for the Data Analyst QC Specialist/Travel to inform USCCB/MRS that there was no arrival. ***

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6. Anomaly Reports The Anomaly Report is used to report any anomalies or unexpected circumstances with cases, such as case size, case composition, inaccurate relationship codes, etc. The Medical Anomaly Report is used to report medical anomalies for a specific member of a case, such as medical needs not included in the Bio Data Report.

User Roles The Administrative User and Case Supervisor can submit anomaly reports.

The Case Manager can submit an anomaly report for a case that has already been assigned to him/her.

The Finance User cannot submit an anomaly report.

User Instructions Administrative Users, Case Supervisors, and Case Managers – Anomaly Reports Anomaly Report – The Anomaly Report can be found under the Cases & Refugees tab, and then within a specific case’s Case Information Screen. A grey button labeled “Submit an Anomaly Report” will be available at the top of the Case Information Screen. Click on that button to open the Anomaly Report. Complete the report, including providing a brief narrative within the Summary of Circumstances, and click “submit”. Be sure that R&P is selected in the drop-down menu on the Cases & Refugees tab and that you look in the “Cases” tab, and not the “Refugees” tab, when navigating to find the Anomaly Report. The Anomaly Report is case-specific, not refugee-specific, so only the Principal Applicant’s name and information will appear on the report.

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When completing the Anomaly Report, complete all contact information for the sub-recipient and Primary Applicant and provide a summary of the circumstances as well as any other remarks and relevant information. Click “submit” or you can save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

Medical Anomaly Report – To submit a Medical Anomaly Report, click on the refugees tab within the Cases & Refugees tab and click on the individual refugee for whom you would like to submit the report. Because this is a refugee-specific report, and not a case-specific report, the report is found on Refugee Information Screen. Click “Submit a Medical Anomaly Form” to open the report. Complete the form, including whether or not a medical escort was required and also the Summary of Circumstances. Click “submit” or you can save the form to continue to work on later by clicking “Save for Later.” To access a saved form, click on it under the “Saved Forms” tab.

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On this form, you will note that the patient information will be in regards to the individual refugee for whom you are submitting the report. Case Information will also appear as identifying information.

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In some circumstances, USCCB may send either of these reports back to you for revisions. It will appear as a “revisions needed” alert in your alerts tab. Printing Anomaly Reports Anomaly reports that have been submitted can be viewed and printed in either the R&P Case Information Screen or the R&P Refugee Information Screen depending on the report (The Anomaly Report will be on the Case Information Screen and the Medical Anomaly Report will be available on the Refugee Information Screen). On either page, scroll towards the bottom of the screen and locate the report in the Submitted Forms Grid. Double click on the report to open it and click on the printer icon to print.

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7. US Tie Forms Tab This section of the MRIS portal site was originally intended to house AORs for the P2 and P3 program. However, the process for submitting AORs is not currently available in MRIS. Please continue to submit them to MRS as you have been.

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8. Pre-Arrival Reports A number of reports are available in MRIS to assist in R&P pre-arrival functions and also data tracking. They are located in the “Reports” tab.

Portal Assurance by Date Report In addition to the Assurance Report located in the Case Information Screen, you can run a report on assurances by date in the Portal Assurance by Date Report. Select that report in the drop down menu under the “Reports” tab. Enter the date range for which you would like to run the report and click “View Report.” The report will generate a list of cases and members for each case within that date range that have been assured and accepted for resettlement under your auspices. The assurance report can be exported and printed.

Portal Arrival Notification You can also run a report to print arrival notices. Select “Portal Arrival Notification” from the drop-down menu in the “reports” tab. Enter the date range for arrival notices you would like to print, select domestic or international flight and then click “View Report”.

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