Refugee resettlement in the Commonwealth of Pennsylvania requires the successful coordination of a complex set of inter-related services provided by a large number of diverse public and private agencies.  It is the responsibility of the designated RRP office to carry out the planning, administration and coordination of the resettlement services.

The State Refugee Coordinator has been delegated the lead responsibility to ensure overall coordination and integration of the RRP and is responsible for the day-to-day overall management and coordination of this program. 

DPW’s overall objectives for the RRP are to:

1.      Assist refugees in attaining self-sufficiency as soon as possible after arrival; 

2.      Provide culturally and linguistically appropriate employment and support services;

3.      Coordinate cash and medical assistance with employment and support services to promote early employment and economic self-sufficiency;

4.      Assure effective use of available public and private resources; and,

5.      Assist refugee community-based organizations to develop greater organizational capacity so that they are able to assume a larger role in the resettlement and adjustment of refugees, also to promote economic development efforts in refugee communities, where possible.

In order to meet these goals, DPW contracts with a single private agency to provide the following direct services.

1. With the approval of DPW, the contractor prepares and executes subcontracts containing appropriate program components, eligible clients, anticipated service outcomes, related performance requirements, and appropriate fully justified budgets.  Subcontracts are in compliance with federal and state refugee regulations, policy and procedures, as well as cost allocation guidelines.  Subcontracts provide all legal assurances that are required by federal and state regulations.

2. The contractor assists DPW in facilitating a range of meetings and in the upkeep of Pennsylvania’s refugee website, www.refugeesinpa.org.

As the arrival numbers and demographics for refugees and asylees change, Pennsylvania’s RRP must take advantage of special expertise in cultural, organizational, business, health, legal and technical matters in order to ensure flexibility, appropriateness, and where possible, advocacy in its planning and implementation of services for refugees and asylees seeking self-sufficiency through employment.

Recognizing the need for this additional expertise, a Refugee Advisory Council (RAC) was formed and will meet on a quarterly basis to discuss issues affecting refugees in the Commonwealth of Pennsylvania and present recommendations to the State Refugee Coordinator for possible resolutions of those issues.  In addition, the RAC is also responsible to provide advocacy on issues affecting the rights of refugees and asylees.  The RAC is chaired by a current or former refugee.  DPW allows for reasonable reimbursement of actual costs for participation in the RAC. 

DPW coordinates regional collaborative meetings throughout the Commonwealth.  At a minimum, these meetings must meet the federal requirement for quarterly consultations with volunteer agencies, federal agencies, service providers, community-based organizations, and others involved in refugee resettlement.  DPW coordinates and arranges meetings of these various groups.  Minutes are taken at each meeting and included in the Quarterly Performance Report to the Office of Refugee Resettlement (ORR).

In addition, DPW coordinates and facilitates an annual statewide consultation to provide networking opportunities and training on current issues affecting refugees in Pennsylvania. 

DPW performs all required on-site monitoring of subcontracts to verify accuracy of performance data, completeness of case files, and reporting compliance with the subcontracts.  Monitoring assures compliance relative to contract performance standards.  Any subcontractors with program deficiencies will be required to submit corrective action plans.  DPW staff will ensure that approved corrective action plans are implemented.

DPW also ensures that all federal and state record keeping and reporting requirements are met.  These include, but are not limited to, Quarterly Performance Reports, Annual Service Plan, Annual Goal Plan, ORR 1, ORR 11, quarterly financial status reports, and Unaccompanied Refugee Minors’ Placement and Progress Reports.

DPW provides or provides for technical assistance and training to agencies under subcontract, as required. 

The State Coordinator assures that all contracts and subcontracts meet the Requirements of 45 CFR §92.36b (8).

DPW contracts, through its prime contractor, with service providers in the City of Philadelphia to provide the services of the Targeted Assistance Program (TAP) for Philadelphia County. 

The electronic mail system assures the proper receipt and transmittal of all appropriate federal regulations, policies, directives, and guidelines to all appropriate offices within the state.  Applicable state regulations, directives and guidelines are reviewed by the State Refugee Coordinator to ensure compliance with applicable federal statutes and regulations.  Regular meetings and communications take place and will continue with all refugee liaisons and coordinators. 

In addition, Refugee Program Guidelines have been developed to ensure that services are provided in a consistent way and according to Federal regulation and State requirements.  Guideline training is provided at least once per year. 

The Commonwealth of Pennsylvania’s RRP includes the following components related to refugee cash and medical assistance, employment service and social services:

Cash and Medical Assistance includes:

• Refugee Cash Assistance (RCA)
• Refugee Medical Assistance (RMA)

Refugee Employability Social Services must include the following:

• A Family Self-Sufficiency Plan
• An Individual Employability Plan

Refugee Employability Social Services may include the following:

• Employment services
• On-the-job training
• English language training
• Vocational training
• Skills recertification
• Day care for children
• Transportation for employment service or for the acceptance or retention of employment
• Employment case management
• Interpretation and translation services
• Assistance with self employment, if a self-sufficiency plan indicates that this is viable

Other Social Services may include:

• Information and referral services
• Outreach services to facilitate access to services
• Emergency services to persons or families in a crisis
• Health-related services and referrals, including domestic violence
• Home management services
• Day care 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)
• Case management services (when necessary for participation in a service other than in connection with employment or an employability service)
• Citizenship services

Unaccompanied Refugee Minors Program may include:

• Custodial Foster Care
• Child Welfare
• Case Planning
• Case Management Services

Targeted Assistance Program

Due to the high number of refugee arrivals, Targeted Assistance formula funds are received to provide employment services in Philadelphia County.  Services include:

• Intake/screening
• Assessment
• Job preparation
• Direct placement and job retention counseling
• Referral to English as a Second Language (ESL) classes  
• General Equivalency Diploma (GED) Programs
• Pre-vocational training
• On-the-job training

All services listed above are provided by contracted refugee service providers. 

The Commonwealth of Pennsylvania assures that the RRP will comply with all specific requirements of Title IV of the Immigration and Nationality Act, with all official issuances of the Director of the ORR, and with the regulations in 45 CFR 400.

The Commonwealth of Pennsylvania assures compliance with all applicable Federal regulations that are in effect during the time the state is receiving grant funding.  The Commonwealth of Pennsylvania agrees to amend this plan as needed to comply with standards, goals and priorities established by the Director of the ORR.

The Commonwealth of Pennsylvania assures the maintenance of all operational records that are necessary for federal monitoring of the State’s Refugee Program in accordance with 45 CFR 400.28.

The Commonwealth of Pennsylvania assures that it will provide services to all refugees without regard to race, religion, country of origin, sex, or political opinion, and will provide services in full compliance with Title VI, Section 601 of the Civil Rights Act of 1964 (42 U.S.C. §2000d et.seq.), Title V, Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §701 et.seq.), and in all applicable state and local civil rights requirements.

RCA and RMA benefits are provided through the Office of Income Maintenance.  Local County Assistance Offices (CAOs) use bilingual caseworkers for appropriate Limited English Proficiency (LEP) clients and the language line for other interpretation services.  Portions of the Common Application Form for CAO benefits, including RCA and RMA, have been translated into Vietnamese, Russian, and Spanish.  Tag lines have been translated into six languages for inclusion with notices that are electronically generated.  An OIM workgroup has been established to continue with the development and implementation of all LEP policy and procedure. 

Refugee Social Services are provided through contracts, grants, and subcontracts with agencies throughout the state and are required by contract to comply with Title VI of the Civil Rights Act.  DPW provides LEP training to all refugee service providers at least once per year.  All service providers are monitored yearly for LEP compliance including the identification and assessment of the language needs of newly arriving refugees, how interpretation is provided or secured for these refugees, how notices are provided to refugees, and how the agency’s staff is trained on the LEP policy and Title VI requirements.

The Commonwealth assures that it will conduct quarterly meetings with the voluntary agencies (VOLAGS), local community service agencies, and other agencies that serve refugees to plan and coordinate the appropriate placement of refugees in advance of the refugees’ arrival as required by 45 CFR §400.5(h) (see Section I (B)).