Community Sponsorship Manual
Community Sponsorship Manual
Commonwealth Catholic Charities 1601 Rolling Hills Drive Richmond, VA 23229 804.285.5900 www.cccofva.org
Table of Contents Abbreviations ..........................................................................................................
4
Welcome .................................................................................................................
5
About Us ..................................................................................................................
6
Refugee Resettlement ............................................................................................
7
Getting Started .......................................................................................................
14
Expectations and Guidelines .................................................................................
18
Communication .......................................................................................................
22
Core Services through CCC’s Refugee Resettlement Office ...............................
23
Community Sponsor Roles and Core Areas of Support ......................................
24
Community Sponsorship Levels ............................................................................ ▪ Level 1 Sponsorship .................................................................................... ▪ Level 2 Sponsorship .................................................................................... ▪ Level 3 Sponsorship ....................................................................................
28 29 31 33
Administrative Reports ...........................................................................................
35
Additional Resources ..............................................................................................
36
Appendices ▪ Appendix A: Welcome Kits ......................................................................... ▪ Appendix B: Furniture and Household Items Checklist ........................... ▪ Appendix: Forms and Documents ............................................................. Community Sponsorship Questionnaire ........................................ Memorandum of Understanding .................................................... Core Team Contact Form ................................................................
37 38 39 39 41 45
46 47
Cash and In-Kind Contributions Record ........................................ Volunteer Services Record ..............................................................
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Resettlement Abbreviations CCC CRP CW DD DOS EdS ELT ES ESL FSS FSSP HL IOM ISL MRS NIECP ONS OPE ORR PRM R&P RA RPC RPM RS RSC RSS RSup SIV SL UNHCR USCCB USCIS USRAP VDSS VRSAP
Commonwealth Catholic Charities Comprehensive Resettlement Plan Case Worker Division Director Department of State Education Specialist English Language Training Employment Specialist English as a Second Language Family Stabilization Specialist Family Self-Sufficiency Plan Health Liaison International Organization for Migration Immigrant School Liaison (USCCB’s) Migration and Refugee Services Newcomer EL/Civics Program Office of Newcomer Service Overseas Processing Entity Office of Refugee Resettlement Bureau of Population, Refugees, and Migration Reception and Placement Refugee Resettlement Agency Refugee Processing Center Resettlement Program Manager Resettlement Services Resettlement Support Center Refugee Social Services Resettlement Supervisor Special Immigrant Visa School Liaison United Nations High Commissioner for Refugees United States Conference of Catholic Bishops United States Citizenship and Immigration Services United States Refugee Admissions Program Virginia Department of Social Services Virginia Refugee Student Achievement Project
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Dear Sponsor, Thank you for volunteering to participate in Commonwealth Catholic Charities’ Community Sponsorship program. We are grateful for your assistance in helping us welcome our refugee neighbors. Your guidance as families acclimate to not only a new home but a new language and culture is invaluable. There are many challenges ahead for the families we serve, but with the help of volunteers like you, we can work together to make sure refugee families have the resources they need to overcome obstacles and thrive in our communities. This manual will guide you through the Community Sponsorship program, highlighting resources and information to better inform your work with refugee families. Please ensure all volunteers review it in its entirety. Refugees have arrived here because horrific circumstances have forced them from their home countries. We may never be able to understand or relate to what they have experienced in the past, but we can welcome each person with open arms. Thank you for honoring individual cultures and traditions, affirming each person’s talents and strengths, and giving families the opportunity to flourish and grow. Your generosity and commitment are vital to the people we serve. On behalf of Commonwealth Catholic Charities, thank you for being committed to providing quality compassionate human services to all people, especially the most vulnerable, regardless of faith. With gratitude,
Jason “Jay” Brown Chief Executive Officer Commonwealth Catholic Charities | 5
About Us Since 1923, Commonwealth Catholic Charities has provided life-changing human services to vulnerable individuals and families throughout the Commonwealth of Virginia. CCC offers quality and compassionate human services to all people, especially the most vulnerable, regardless of faith.
225 STAFF
31
PROGRAMS
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LOCATIONS
1
MISSION
Refugee Resettlement The Office of Refugee Resettlement (ORR) within the United States Department of Health and Human Services, provides new populations with the opportunity to achieve their full potential in the United States. It provides critical resources to assist individuals in integrating into U.S. society. ORR benefits and services are available to eligible persons from the following groups. Unless otherwise noted in this manual, the term refugee refers to anyone who falls into any of the following categories: Refugee - any person who is outside any country of such person's nationality or, in the case of a person having no nationality, is outside any country in which such person last habitually resided, and who is unable or unwilling to return to, and is unable or unwilling to avail themselves of the protection of that country because of persecution or a well-founded fear of persecution because of race, religion, nationality, membership in a particular social group, or political opinion. Eligible participants hold the legal immigration status of a refugee, which is granted before their arrival in the U.S. Asylee - a person who, either after arrival in the U.S. or at a border station, demonstrated that they qualified under the ‘refugee’ definition. An asylee does not enter the U.S. with the legal status of a refugee, but applies to the United States Citizenship and Immigration Services (USCIS) for asylum after arrival. Once granted asylum, they are eligible for the same services and support as a refugee. Cuban/Haitian Entrant - a person from Cuba or Haiti who has been admitted (or paroled) into the U.S. or obtains that immigration status after arrival. Amerasian - a person of American and Asian descent, especially one whose mother is Asian and whose father is American. Certain Amerasians from Vietnam are admitted to the U.S. as immigrants under the provisions of specific federal laws. These individuals were born in Vietnam after January 1, 1962, and before January 1, 1976, and were fathered by U.S. citizens. Eligible spouses, children, and parents or guardians also qualify for this program. Special Immigrant Visa (SIV) Holder - a person from Afghanistan or Iraq who was granted SIV status. A person with SIV status is eligible for refugee benefits/services for the same time period as refugees. SIV holders are eligible for Reception and Placement (R&P) funds even if they do not travel through International Organization for Migration (IOM). If a SIV did not travel through IOM, the Resettlement Supervisor (RSup) should send a copy of their Visa to processing at USCCB for approval. Victim of Human Trafficking - a person who has been certified by the federal Office of Refugee Resettlement (ORR) as a victim of a severe form of human trafficking. The Trafficking Victims Protection Act of 2000 defines trafficking as a modern form of slavery primarily of women and children for sexual exploitation, but also of people for forced labor. Parolee - Certain at risk Afghan nationals who were granted humanitarian parole into the U.S. are eligible for the U.S. Department of State’s Afghan Placement and Assistance (APA) Program which offers temporary legal status and work authorization in the U.S. Most parolees are housed in “Safe Havens,” or military bases temporarily set up as housing facilities. While there, Afghans complete medical screenings, apply for work authorization, and are matched with a resettlement agency in communities across the country. The APA Program provides certain Afghans granted parole with initial relocation services for 30 to 90 days after arrival as they begin to rebuild their lives in the U.S. Commonwealth Catholic Charities | 7
Groups not eligible for refugee services include, but are not limited to: •
persons who formerly held refugee status and have become naturalized U.S. citizens
•
persons who were admitted to the U.S. as immigrants and do not have a U.S. immigration status listed above
•
persons who have been granted legal resident status under the Immigration Reform and Control Act of 1996
An individual meets refugee status if the individual is lawfully admitted under any of the provisions of the Immigration and Nationality Act: •
an individual admitted as a refugee under section 207 of the INA (8 U.S.C. 1157)
•
an individual granted asylum under section 208 of the INA (8 U.S.C. 1158)
•
Cuban and Haitian entrants in accordance with requirements in 45 CFR part 401
•
an individual paroled as a refugee/asylee under section 212(d)(5) of the Immigration and Nationality Act (8 U.S.C. 1182(d)(5)). For purposes of this section, “Lautenberg” parolees, humanitarian interest parolees, and other public interest parolees do not qualify
•
an Amerasian from Vietnam who is admitted to the U.S. as an immigrant pursuant to section 584 of the Foreign Operations, Export Financing, and Related Programs Appropriations Act, 1988 (as contained in section 101(e) of Pub. L. No. 100-202 and amended by the 9th proviso under Migration and Refugee Assistance in title II of the Foreign Operations, Export Financing, and Related Programs Appropriations Acts, 1989 (Pub. L. No. 100-461 as amended))
•
a “victim of a severe form of trafficking in persons” certified under the Victims of Trafficking and Violence Protection Act of 2000, Pub. L. No. 106-386, 114 Stat. 1464 (2000), as amended
•
a family member of a victim of a severe form of trafficking in persons who holds a Visa, for family members authorized by the Trafficking Victims Protection Reauthorization Act of 2003, Pub. L. 108-193, 117 Stat. 2875 (2003)
•
Iraqi and Afghan aliens granted special immigrant status under section 101(a)(27) of the Immigration and Nationality Act
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United States Conference on Catholic Bishops According to statistics from the United Nations High Commissioner for Refugees, there are more than 20.7 million refugees in the world today. The number of refugees accepted into the U.S. annually is set by the President, in consultation with Congress. The Bureau of Population, Refugees, and Migration, a program within the Department of State, provides funding and contracts with the United States Conference of Catholic Bishops (USCCB) and other national resettlement agencies to provide initial resettlement and placement (R&P) services to refugees. CCC receives R&P funding from USCCB and provides certain services and financial support to refugees for the first 90 days of arrival. The Office of New Americans (ONA) was established in 2020 to promote the economic and civic success of Virginia’s diverse immigrant communities. The Office is comprised of an Immigrant Service unit and Refugee Services unit (formally known as the Office of Newcomer Service). ONA provides funding for service delivery beyond the initial R&P period. Through this state funding, resettlement agencies can serve refugees, Special Immigrant Visa Holders (SIVs), Parolees, Asylees, and Cuban and Haitian Entrants. Services include employment, English language assistance, and medical and school liaison services. USCCB is one of nine national refugee resettlement agencies in the United States. Church World Service Ethiopian Community Development Council Episcopal Migration Ministries HIAS International Rescue Committee
Lutheran Immigration and Refugee Services U.S. Conference of Catholic Bishops U.S. Committee for Refugees and Immigrants World Relief
Unclassified
FY 2020 Reception and Placement Program Affiliate Sites July 2020 Seattle Tacoma
Portland
SeaTac Kent
Spokane
WASH.
Vancouver
Richland
Missoula
NORTH DAKOTA
MONTANA OREGON
Saint Cloud
IDAHO Boise
Reno
Los Gatos
Salt Lake City
NEVADA
Greeley
Modesto Turlock
Denver
UTAH
COLORADO CALIFORNIA
Las Vegas
Glendale Los Angeles
ARIZONA Glendale
San Diego
Phoenix
Tucson
Albuquerque NEW MEXICO
Worcester
Colchester
MICH. WISCONSIN Saint Paul
VT. Florence Syracuse Utica Albany Rochester
MICHIGAN
Portland N.H. Concord Manchester Lowell
South Boston Roxbury Providence West Springfield CT. Springfield Lansing Troy New Haven Erie Madison Bridgeport Dearborn Ann Arbor Elizabeth New York PA. Cleveland Rockford Cedar IOWA Rapids Cleveland Heights Highland Park Lancaster Wheaton Fort N.J. Akron Harrisburg NEBRASKA Chicago Wayne Philadelphia Des Omaha Pittsburgh Moline OHIO Moines INDIANA Baltimore MD. Arlington Lincoln Columbus Hyattsville Dayton Fairfax Silver Spring Indianapolis W.V. Manassas Dale City Cincinnati Harrisonburg ILLINOIS Columbia Charlottesville Richmond Kansas City Louisville KANSAS Lexington Saint VIRGINIA Newport News Louis Roanoke KY. MISSOURI Owensboro Wichita CWS: Church World Service Bowling Green Durham Greensboro ECDC: Ethiopian Springfield Raleigh High Point Community Development Knoxville N.C. Nashville New Bern Council Charlotte TENNESSEE EMM: Episcopal Migration Fayetteville Chattanooga OKLAHOMA Greenville Ministries Memphis Amarillo HIAS Columbia ARKANSAS IRC: International Rescue S.C. Atlanta Committee Richfield
Rochester
Sioux Falls
WYOMING
Sacramento
Minneapolis
SOUTH DAKOTA
Twin Falls
Walnut Creek Oakland
MAINE MINNESOTA
Fargo
Appleton
Milwaukee
MISSISSIPPI Abilene
HAWAII
Fort Worth
Dallas
Anchorage
GEORGIA
LIRS: Lutheran Immigration and Refugee Service
Savannah
USCCB: United States Conference of Catholic Bishops
Jacksonville
USCRI: U.S. Committee for Refugees and Immigrants
Tallahassee
Austin
ALASKA
ALABAMA
NEW YORK
LOUISIANA
TEXAS
San Antonio
Buffalo
Grand Rapids
WR: World Relief Multiple sites
Houston Clearwater
Tampa FLORIDA
Palm Springs
Miami
Source: Bureau of Population, Refugees, and Migration, U.S. Department of State
There are no affiliate sites in American Samoa, Guam, or Puerto Rico.
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https://www.unhcr.org/en-us/figures-at-a-glance.html
Refugee Pre-Arrival Resettlement Process
Referral by UNCHR/OPE
Pre-screening RSC
Referral by UNCHR/OPE
Allocations (RPC)
Medical Exam/ Cultural Orientation (IOM/RSC)
Security Checks
(Federal Government)
Verification & Assurance (RA)
Travel/Arrival to the U.S. (IOM)
Welcome by RA Affiliate (USCCB/CCC)
•
United Nations High Commissioner for Refugees (UNCHR) and other overseas entities identify and make referrals for resettlement in the U.S.
•
Resettlement Support Centers (RSC) submit cases ready for allocation to RPC.
•
Refugee Processing Center generates the allocations packet, which includes new cases ready to be assured by Refugee Settlement Agencies (RA).
•
RA representatives attend the allocations meeting and select cases for their agencies. RAs then assign cases to their network of local affiliates, i.e. the USCCB assigns cases to CCC.
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Commonwealth Catholic Charities welcomes every individual, regardless of race, religion, or country of origin, empowering those escaping persecution to begin new lives with dignity through early economic self-sufficiency. The Resettlement program is grounded in a service philosophy that encourages and enables refugees, and those with refugee-related status, to take control of their lives as they become active participants in their new communities. The Resettlement program includes, Refugee Resettlement, Interpreter Services, and Immigration Services. These programs collaboratively help resettle newly arriving refugees, who often have very few belongings and are unprepared linguistically, culturally, and economically for life in the U.S. Refugee Resettlement services include case management, education, employment, medical and school liaising, immigration, and interpreter services. Employment services and English language training are priorities as refugees move towards self-sufficiency. The program’s multilingual, multicultural staff anticipate client needs by providing assistance, interpretation, and adjusting to cross-cultural differences. With offices in Newport News, Richmond, and Roanoke, CCC’s Resettlement program has assisted thousands of refugees as they integrate into their new communities.
Resettlement Services Objectives •
Identify the specific needs of each individual and determine which services will meet those needs to coordinate service provision and case management
•
Provide case management to each employable adult from enrollment to the achievement of self-sufficiency, quickly identifying and resolving problems while monitoring progress
•
Provide timely, appropriate, and adequate employment services so adults can begin working as soon as possible
•
Provide access to appropriate language training, work orientation, job development and placement, and other support services to meet the goals of early employment and financial self-sufficiency
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Arrival in the United States While refugees are undoubtedly safer in the United States, they still face many challenges after arrival.
Mental Health • • • •
Anxiety Post-traumatic Stress Disorder Fear of not belonging Missing home and family
Daily Life • • • • • • •
New technology Finance & budgeting Education gaps Language Housing Transportation Employment
Culture • • • • •
Changes in family roles Changes in gender roles Different majority religion New sense of time and appointment Different laws
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What challenges might you face being forced to abruptly leave your home without your belongings?
Refugee Resettlement Public assistance and assistance provided by CCC are limited and benefits vary across agencies, locations, and cases. There are a number of organizations that work alongside CCC to assist with access to locally available programs and services.
• •
Federal Government (DOS/ORR) Administers federal grants provides program guidance
Virginia State Government Provides service enhancement funds • Administers federal funds •
• • • •
Local Community Volunteers Individual donors Local businesses Community foundations & United Way
Volunteers are a crucial part of the resettlement process. Funds and resources are limited, so community sponsorship equips refugees with additional tools to become self-sufficient and thrive. Community sponsors will assist with basic needs and integration into a refugee’s new community. Sponsors can assist with: •
meeting refugees at the airport and transporting them to their living quarters
•
securing appropriate, safe, and sanitary housing
•
providing essential furnishings
•
providing food or a food allowance and other necessities after arrival
•
providing necessary clothing upon arrival
•
providing transportation when necessary
•
acclimating refugees to their new home and introducing them to the community through activities and social events
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Getting Started Recruit core team members and decide commitment level
Each team can consist of three to five core members (members must be over 18 and should reside in same community), and complete the Contact Form in Appendix C. Core team members have direct contact with individuals/families. Because of the sensitive nature of refugees’ situations, confidentiality is essential. Each team member must complete a background check and any trainings required by CCC. The Community Sponsorship Questionnaire in the addendum can be used to discuss commitment levels.
Complete Memorandum of Understanding (MOU) in Appendix C. As representatives of
their group and of CCC, all group members are held to the same expectations as stated in the MOU.
Background checks will depend on volunteer duties and could include: education verification, criminal record check, child protective service investigation, drug screening, DMV driving records, and a credit check. References contacted will only be those listed; and inquiries will be limited to information that can be substantiated.
Set up Q&A session with CCC staff to discuss any outstanding questions or concerns. Attend an in-person meeting with assigned family, CCC staff, core ream members, and interpreter.
Start serving family. Attend monthly core team leadership meetings with CCC staff and other core team leaders to discuss policy updates, successes, and challenges.
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Building Relationships Community Sponsors join refugees on a journey that began long before they arrived in the
United States. As a community sponsor, you will teach them how to navigate the systems to become self-sufficient and thrive in their new home. It is important to understand the potential power dynamic of the relationship and to avoid paternalistic attitudes by dictating what you think is best for them.
DO
DON’T
•
Build relationships based on support, hope, and care.
•
Acknowledge the power dynamic. Uphold human dignity and use power responsibly.
•
Balance power by teaching and equipping refugees with tools and skills for daily living.
•
Resort to paternalism by limiting a refugee’s autonomy by doing what you think is best.
•
Use words or phrases like “adopt” or “my family.” You are a partner and mentor, not a parent.
Walking in Solidarity
You may not personally know the trauma of displacement or persecution but you can empathize with the long-term impact these experiences have on those you are working with. With patience and humility, attune yourself to their needs and struggles. Understand that culture, language, and religion are a source of strength and stability during this time of uncertainty. Learning more about these aspects of their life will give you a broader perspective and allow you to walk in solidarity with them.
DO
•
Help refugees integrate not assimilate. Cultural identity is integral to personal identity and must be respected.
•
Be flexible and open-minded. Consider cultural differences before jumping to conclusions.
• Respect religious beliefs, culture, and traditions while still coaching about the new environment and environmental standards.
DON’T
•
Interact and judge from your own cultural perspective.
•
Proselytize or attempt to convert refugees to your faith. Funding requirements strictly prohibit CCC from proselytizing. Any CCC volunteer or group found to be proselytizing to clients will immediately be terminated from this program.
•
Wear clothing that could be offensive to certain cultures. Commonwealth Catholic Charities | 15
Advocating and Empowering
Refugees come from all walks of life with various degrees of education and employment. As they become accustomed to their new environment, it is important that they are a part of the decision-making process because they are the ones who will be most affected. At times, it will be necessary for you to assist and advocate for them; listening to refugees and understanding what they need will help you teach and empower them to advocate for themselves. At times, volunteers may want to help because of an “I am here to save you” mindset. This unhealthy behavior is called saviorism. It is using a position of power to dominate a relationship that should be based on mutual sharing and understanding. Other times, it is tempting to do rather than teach because it is faster and easier. However, teaching life skills is much more empowering.
DO
• Be patient and trust that refugees are willing and able to learn. • Meet them where they are and set realistic goals and expectations. • Understand their strengths so that they can speak and act for themselves whenever possible. • Encourage autonomy and give them the opportunity to do what they can for themselves. • Advocate when they need someone on their side.
•
DON’T
Do more than your assigned role.
• Run personal errands for them without their presence. • Enable them by doing tasks because it is easier or faster for you. • Be afraid to say “no” to tasks that enable or are beyond your purview.
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Moving Towards Self-Sufficiency and Flourishing
Although there will be times when goals will be tangibly measured, the main goal of self-sufficiency will look uniquely different for each refugee. Journeying with them as a partner, mentor, and friend will enable them to thrive when the sponsorship ends. The relationships you build will not cease but will transform. By aspiring for integration instead of assimilation, refugees can maintain their cultural identity and traditions, which will help ground them and allow them to flourish in their new community.
• Re-evaluate goals if necessary. • Embrace uncertainty and ask a CCC staff member if unsure about something. • Understand your measure of success may be different than a refugee’s measurement.
DO
•
DON’T
Doubt the impact of your sponsorship because refugees will continue to thrive with the knowledge and skills you have helped them acquire.
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Expectations and Guidelines Volunteers can ensure a safe and trusting environment by adhering to the following expectations and guidelines when sponsoring families or individuals. Volunteers must review the CCC Volunteer Manual which they can obtain through the volunteer coordinator.
Confidentiality and personal information
Refugees’ circumstances vary, but one thing they share is that they have left their native country due to threat of harm or violence against themselves or their families. This is an ongoing threat, so it is extremely important that their identities and location be kept confidential. •
Personal data and information must be kept confidential and cannot be shared by anyone who has not been authorized access. Personally identifiable information includes information regarding the: agency, staff, other volunteers, and clients (name, date of birth, address, etc.).
•
Confidential information must be shredded before disposal and cannot be shared over personal email.
•
Only core team members should handle client personal information to maintain confidentiality.
Healthy Boundaries •
Do not give or lend personal funds or valuable goods to refugee clients without first clearing it with CCC staff.
•
If you see a client’s needs are not being met (housing, food, money, employment), consult CCC before acting.
•
Do not give out your personal phone number. Communicate by email or use an alternate number that can be obtained through a mobile phone app like Whats App.
•
Say “no” if you are asked to do a task for which you are not equipped.
•
Know when to ask for help.
•
Abide by the Code of Conduct found in CCC’s Volunteer Manual.
Cultural Understanding
Refugees are integrating into a culture that may be drastically different from their own. They are not only having to secure housing and basic needs, but they are also learning a whole new language and culture. Understanding a refugee’s culture can help explain certain behaviors or ways of doing things (for example, gender roles and punctuality). In addition, what may be normal and acceptable in one culture may not be in another, so it is important to learn about the culture of the individual or family, to avoid unintentional offence.
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Teaching Instead of Doing
The goal of sponsorship is self-sufficiency. As a sponsor you will see your role transition from being task-oriented to becoming more of a friend and neighbor. In the beginning, there will be things that you will need to do for refugees to show them, but once you have done so, empower them to do the task themselves and offer advice or assistance only when necessary. Assisting, guiding, and empowering is different than controlling, coddling, and enabling. Below are some examples:
Enabling/Doing
Empowering/Teaching
Drive individual to all of their appointments
Take the bus together or explain how to use Uber/Lyft
Call the rental office for maintenance issues
Submit an apartment maintenance request together
Shop for and deliver their groceries to them each week
Go to a grocery store together so they can shop and pay for food
COVID-19
Because sponsoring requires tasks in which safe social distancing may not be possible, volunteers can request a partnership with individuals or families who are fully vaccinated with the COVID-19 vaccine. CCC asks that all clients, volunteers, and guests follow the recommended precautions and risk-assessment guidelines from the CDC which are available at www.cdc.gov.
Print, Social Media, and Advertising
Social media includes all means of communicating or posting content of any sort on the internet, including to your own or someone else’s blog, personal web site, social networking site, bulletin board, or other electronic communication. •
For the safety and protection of refugees, their information MUST BE KEPT PRIVATE.
•
Any advertisements or promotional materials (for example, flyers in church bulletins), must be approved by CCC’s marketing department before distribution.
•
Any information for social media must be submitted to CCC staff to approve and post through CCC channels.
•
Clients MUST HAVE a signed MEDIA RELEASE form on file.
No personal information such as names, addresses, location, or any identifying information must ever be shared on print or social media.
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Safety and Risk Management •
Be responsible for your safety and for the safety of others.
•
Keep areas safe and secure and follow safety protocols (e.g. Is everyone wearing seatbelts?).
•
Be aware of your surroundings (e.g. Are you alone in a house with a child?).
•
Do not attempt to perform a task for which you are untrained or unfamiliar.
•
The use of drugs and alcohol are prohibited.
Authorized Drivers
All CCC volunteers who will be driving clients using their own personal vehicle or a CCC vehicle must hold a valid license, be 21 years of age or older, complete all CCC required background checks, complete the defensive driving course, and complete a VIRTUS training if traveling with children. For the defensive driving course: • Visit www.cmgconnect.org • Select RICHMOND for the Diocese • Follow the steps to register a new account • Print a certificate for their volunteer file or complete a training log For VIRTUS training go to www.virtusonline.org.
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Sexual Harassment/Abuse
CCC is committed to providing an environment that is free from all forms of discrimination and conduct that is considered harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, or any other protected characteristic will not be tolerated. Any complaints about violations to this policy should be made to Human Resources or to the executive director. All core team members must attend VIRTUS, which is sexual abuse awareness and prevention training. VIRTUS trains volunteers to be aware of the signs of sexual abuse of children and vulnerable adults. To ensure the safety and well-being of children or adults in your care, it is important to follow the protocols below: •
In the presence of children, there should be two unrelated adults over the age of 18 and the ratio of children to adults should be low.
•
No adult should be alone with a child(ren) under 18 years old.
Mandated Reporting
If you see something, you must say something. Although disciplinary practices vary from culture to culture, domestic violence and abuse are unacceptable. If you witness abuse of a child or vulnerable adult within the family you are sponsoring, it must be reported. Certain professionals such as social workers, teachers, doctors, nurses, lawyers, and case workers are required to report suspected or confirmed child abuse and neglect. If anyone in your group is in a profession and classified as a mandated reporter, he or she must report abuse or neglect. The mandated reporter may report anonymously so that the investigation can proceed without his or her direct involvement or his or her reporting is not known to the offending family member. If a member of your core team is unsure if an incident should be reported to authorities, consult your CCC case manager. If it is deemed that the incident should be reported, the person who witnessed the abuse or neglect would be advised to contact the local Department of Social Service Child Protective Services Division directly since first-hand accounts are critical in an investigation.
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Communication Sponsors will have a Point of Contact (POC) within CCC. It may be the case manager or another staff member. Communication is vitally important so if you have any concerns regarding a client, please do not to hesitate to reach out to your POC. Refugees are working with many different people and agencies from case workers to doctors, to school staff and ESL instructors. They are managing many new things and sometimes, with very limited English. It is important to be patient and clarify to minimize miscommunication and assumptions. If miscommunication does occur refer to CCC for guidance or clarification and keep in mind the following: •
CCC staff may already be aware of a concern and have already taken steps to address it.
•
CCC staff may not be doing a task because they want the refugee to accomplish it on their own.
•
A refugee may request assistance from multiple sources as reassurance that a concern or situation will be addressed.
•
Help keep track of the many people that a family is working with—including individual and agency names, phone numbers, and services they are providing, as well as notating important conversations.
Miscommunication may also occur in the beginning of the relationship if interpreters are not always available. Below are tips to help communicate, and you may discover other creative ways of communicating such as visually or kinesthetically to convey your message.
Communication Tips •
Speak clearly, not louder.
•
If you are not understood, try to use different words.
•
Use your phone to show pictures. For example, show photos of a grocery store when asking if the family would like to go.
•
Be aware that phone translation apps are not perfect and can sometimes be confusing.
•
Write messages down. Many newly arrived refugees have friends or relatives in the community who will help translate.
•
Know if the person you are speaking with has a relative or friend whom you can call for assistance when you MUST have interpretation (remember that translation is laborious for the person you are asking).
•
Be mindful to not ask a child to interpret. Source: Church World Service Community Sponsorship Manual
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Core Services through CCC’s Refugee Resettlement Office
90 Days Intensive Case Management • Airport pick-up • Housing search • Benefit enrollment • Food • Social security number • Driving to appointments
Up to Five Years after arrival Employment • Job seeking • Résumé building • Training Physical & Mental Health • Health insurance, • Billing • Making appointments • Referrals • Education on Western health Youth Programs • Enrollment in school • Social activities • Academic assistance • Mentorship ESL & Education • Provide English classes and job-specific training on site
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Community Sponsor Roles and Core Areas of Support Team Member Roles
The core team members are instrumental in helping refugees become acclimated to a new culture and environment and to make their initial connections with the community. They assist CCC in resettling refugees and are crucial to the process, expanding the reach of CCC’s services. Sponsors provide the services in part or comprehensively depending on the sponsorship level. Each month, CCC staff and the core teams will meet virtually to discuss progress and address problems or challenges. All core team members can communicate with CCC staff. Any other volunteers will need to work with the core team leaders and cannot have access to a client’s confidential information.
Core Areas of Support
Teams will assist with three to five core areas of support depending on the sponsorship level. Core team members can divide the core areas of support in various ways based on their work experience, cultural backgrounds, network relationships, and ability to access resources. This enables members to use their strengths effectively and efficiently. Committees within a team can be formed based on the sponsor services that follow. Here are some tips to keep in mind:
Grocery shopping: •
Walk individuals through the grocery store and show them how to find items by pointing out aisle signs.
•
Explain things like “best by,” “sell by,” and expiration dates.
•
Demonstrate how to use self-checkout and credit card machines.
•
When finished, show them where to return carts.
Be mindful that the abundance of food in a grocery store can be overwhelming for a refugee who has experienced food insecurity.
Clothes shopping: •
Take them to stores that offer culturally appropriate clothing.
•
Show them how to read price tags (e.g. MSRP versus sales price).
•
Tell them to look out for sensors that a cashier may forget to remove.
•
If they need to return an item, go with them to ensure they understand the process (money may not be immediately available if a credit/debit card is used).
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ESL Enrollment or Tutoring •
Find no-cost or low-cost programs conducive to the refugee’s language capacity that are easily accessible such as community centers, places of worship, adult learning centers, and local colleges. If there is a cost, ask if the program offers discounts for refugees.
•
Find out what class times would best work for the individual’s schedule. Online classes can be an option for those who have internet access. For online classes, ensure the individual knows how to connect to the internet, log-in, and use the platform (e.g. mute/unmute, stop/start Zoom video).
•
Determine necessary class materials and if assistance is needed to purchase them. Class items may include laptop, pens/pencils, notebook, and reading materials.
•
ESL classes can be challenging and overwhelming. Check-in with the individual to find out how
Cultural Orientation •
Walk through the home to see if refugees have any questions about any appliances or electronics. You can also do this when you take them shopping or to an unfamiliar place.
•
Take them on a welcome tour and show them landmarks and popular places people like to visit.
•
Explain idioms and expressions that may be taken literally.
•
Create a list of things to do or places they would like to visit
Additional resource: Refugee Training and Orientation: A Guide for Service Providers by Center for Applied Linguistics and Cultural Orientation Resource Center
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Health and Wellness
CCC will ensure refugees receive their immunizations, health screenings, lab work, primary care appointments, and any other necessary referrals upon arrival. It is important for the refugee to become familiar with the process so they can handle future medical needs. For health and wellness, teach basic health practices in the United States such as: • ✓ •
Explain when to visit a primary care physician and when to go to the emergency room. Help set up a calendar with upcoming medical appointments.
•
Explain how to call 911 and provide emergency numbers such as Poison Control.
•
Teach basic nutrition in the United States.
•
Explain how to safely store medication and keep out of reach of children.
Make a list of important phone numbers and emergency contacts and post on refrigerator.
Sponsors should be trauma-informed and recognize behaviors that could be coping mechanisms in reaction to trauma such as: •
Being late or missing appointments
•
Not answering phone calls.
•
Asking multiple people to help on the same problem. This may occur because the refugee might be seeking reassurance in the solution to the problem.
•
Holding back information from someone trying to help.
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Financial Literacy
Pre-Arrival • Arrange for volunteers who can teach budgeting and personal finance skills. Post-Arrival • Have refugees create a binder and include a simple budget sheet to keep track of monthly expenses and store current bills due; help them find a place to file previous months’ bills and statements. •
Show them how to navigate online banking, make deposit, read paystubs and banking statements.
•
Point out bill due dates and the importance of paying on time because of possible late fees and penalties they may incur.
•
Review income and expenses to ensure they do not overextend themselves or live above their means. Set savings goals as they become more self-sufficient should they want to purchase a car or their own home.
•
Teach them about taxes, why it is important to file their taxes and when, and what documents they need to keep throughout the year to file.
Career Planning and Interview Preparation •
✓ •
If a refugee is employable, it is important to have a conversation about job goals and expectations and to learn about their skills and educational experience. If a job comes along that does not appeal to their skills or strengths, it does not have to be accepted. The situation and decision is unique to each person. Recruit a volunteer to help build a résumé or use a free online template.
•
Search for potential jobs by reaching out to employers and using the core team and volunteer networks.
•
If the refugee is invited to an interview, ensure they are qualified for the job.
•
Help them prepare for the interview by discussing reliable transportation and being on time, appropriate interview clothing, and practicing possible interview questions.
•
Congratulate a refugee when they are offered a job and then help them prepare. Review how to request vacation and sick days and provide resources in case of harassment or abuse on the job. Contact CCC for additional resources.
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Community Sponsorship Levels As part of a collaborative effort, sponsors support refugees by choosing a level. LEVEL 1 • Set-up apartments (per PRM, State Department Guidelines) • Collect donations and/or supply welcome kits to include all household items refugee families must be given upon arrival • Airport reception (optional) • Provide culturally appropriate meal upon arrival (can be purchased from restaurant—see resource guide for local options) Time commitment: one-two weeks Suggested financial contribution: $500 - $1,000 per family LEVEL 2 • Inclusive of Level 1 responsibilities • Ensure family has transportation to/from appointments for first 90 days (can include training and financial support to use public transportation system) • Complete weekly check-in with family and updates case manager • Provide three additional core areas of support (pages 24-27) as outlined by the agency and based on the refugee’s goals (ESL enrollment or tutoring, cultural orientation, financial literacy, career planning, attaining educational goals, grocery shopping, clothes shopping, job interview prep, etc.) • Representative from the core team required to participate in monthly leadership calls Time commitment: three months Suggested financial contribution: $1,000 - $2,500 LEVEL 3 • Inclusive of Level 1 • Ensure family has transportation to/from appointments for first 90 days (can include training and financial support to use public transportation system) • Complete weekly check-in with family for first 90 days; afterwards, complete monthly check-ins and provides updates to case manager • Provide five additional core areas of support (pages 24-27) as outlined by the agency and based on the refugee’s goals (ESL enrollment or tutoring, cultural orientation, financial literacy, career planning, attaining educational goals, grocery/clothes shopping, job interview prep, etc.) • Representative from the core team required to participate in monthly leadership calls • Financial responsibility for up to three months of rent and utilities, to assist until family is employed and self-sufficient • Mentorship is heavily emphasized. Sponsorship teams are expected to be proactive in support the refugee in connecting with civic opportunities, community groups and community events. Time commitment: one year Suggested financial contribution: $2,500 - $5,000
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Level I Sponsorship Time commitment: one-two weeks Financial Contributions: $500-$1,000
Donations Pre-Arrival Procure funds to purchase items or cover expenses based on the sponsor level your group has selected. Collecting and storing items take about one month. If storage is available, collect new and gently used items prior to arrival. Have trucks readily available to transport items and track donations since they are tax-deductible to donors. CCC can provide tax form.
Not sure about a donation?
Note that there are some items that must be new such as mattresses, bedding, car seats, undergarments, etc. Also avoid any items that have been exposed to pets or smoke or have stains.
Ask yourself, Would I want this in my house?
Welcome Kits Purchase items for Welcome Kits (Appendix A, page 37) and have them sent directly to CCC. Visit www.cccofva.org/donate for Amazon wish lists. Food Collection Prepare a bag of culturally appropriate groceries for a refugee family. Use this as an opportunity to educate your congregation or community about the language and culture of the family. Storage If you are limited on space, ask families to collect items and store them until they receive notification of your group’s specified collection weekend and have them bring at that time. Make sure you have a delivery truck ready to go or schedule one with CCC. Post-Arrival Because refugee agencies receive federal funds, tracking donations and volunteer hours is vital to resettlement program. Remember to complete the forms and have the recipients sign where needed. Volunteer and donation forms can be found in Appendix C, page. 46.
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Housing Pre-Arrival Housing must be clean, accessible, and safe. It should be based on federal housing quality standards or local or state standards if local or state standards are higher than federal standards, and should include the following: All areas and components of the housing (interior and exterior) should be free of visible health and safety hazards and in good repair, including no visible bare wiring, no peeling or flaking interior paint for dwellings built before 1978, no visible mold, and no detectable dangerous or unsanitary odors. Housing should include identified and accessible emergency escape route(s); fire extinguishers in accessible locations where required; working locks on all windows and outside doors; appropriate number of working smoke detectors; windows in working order; adequate heat, ventilation, lighting, and hot and cold running water in working order; and electrical fixtures in good repair. Housing should provide a minimum habitable area for each occupant, including number of bedrooms or sleeping areas. Each residence shall be equipped with a stove, oven, and refrigerator in good repair and sink, flushing toilet, and shower or bath in good repair. Each residence shall have easily accessible storage or disposal facility for garbage and be free of rodent and insect infestation such as bed bugs and roaches. In cases of refugees with disabilities, housing should be free of, or permit the removal of, architectural barriers and otherwise accommodate known disabilities, to the extent required by law. To the extent possible, the family should assume rent payment by the end of their initial 90 days after arrival, based upon projected family income from all sources. The family should be left with sufficient resources for other essential expenses (food, transportation, utilities, etc.) after rent payments. Furniture and household items need not be new but must be clean, functioning, and in good condition. See Appendix B, page 38, for a checklist of furniture and household items. Post-Arrival • Provide a culturally appropriate meal upon arrival (meals can be ordered from a local restaurant) • Review landlord information and explain how to contact for maintenance requests • Demonstrate how to use small and large household appliances and other kitchen equipment • Change batteries in smoke alarm to ensure they are new • Show families how to dispose of trash and recyclables and where and when to place bins curbside • Provide any initial yard work such as mowing the grass or shoveling snow to allow for a clear walkway
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Level 2 Sponsorship Time Commitment: three months Financial Commitment: $1,000 – 2,500 Inclusive of Level 1 as well as the following services: •
Weekly check-in with refugees and updates to the case manager
•
A representative from the core team is required to participate in monthly leadership calls.
•
Provide three additional core areas of support based on the individual’s goals. The additional ares of support must be discussed with the case manager and should be provided in tandem with CCC services.
Transportation
Transportation is a doorway to the community, giving individuals a way of exploring their surroundings. Coordinate transportation to/from appointments for the first 90 days. Transportation includes navigating public transportation, driver’s education lessons, and utilizing bicycles or Uber and Lyft while also teaching safety and etiquette. Learning to get around independently is essential Without these skills, access to employment, school, and basic needs and services is limited. Pre-Arrival Recruit volunteers to provide transportation to initial necessary appointments. Volunteers should become familiar with the area and public transportation. Post-Arrival Introduce refugees to available transportation options such as: •
Ride services like Uber or Lyft and explain how to call or schedule a ride
•
Introduce bicycle safety, including traffic laws and guidelines for bicyclists
•
Explain public transportation and provide financial support if initially needed
•
Walk with them to places that are accessible on foot
•
Discuss street safety like traffic lights, crosswalks, and street signs
•
Review child passenger safety requirements and guidelines
Coordinate volunteers through an online site like SignUpGenius.
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Driver’s Licenses and Permits For those interested in obtaining a driver’s license or permit, discuss how to learn to drive and become licensed at the DMV. You should also discuss car ownership and what it entails such as where to buy a car, how much money is needed, and the costs involved (gas, insurance, and maintenance). Contact CCC for driving resources in various languages. Public Transportation Public transportation may be a refugee’s main transportation for the first few weeks or months. Knowing how to navigate transit schedules, pay fares, reload bus cards, and ask for assistance are crucial skills. A sponsor should explain public transportation options and allow individuals to practice on their own and become self-sufficient. Public Transportation Etiquette Boarding and exiting - When boarding, allow passengers inside to exit first. Stand to the right or left of the doors to make room for people exiting. seniors and parents with strollers to exit first. Escalators - When using escalators, stand to the right on the left. One seat per person - Hold bags or personal items under your seat without blocking the aisle. Do not place them in an empty seat because this takes a seat away from someone else.
The Four No’s of Public Transportation When exiting, allow No Food or Drinks Do not eat or drink while on public to allowtransportation. people to walk No Pushing Formlap an or orderly when your placeline them boarding public transportation and do not push to board first.
Share the pole - If standing on a bus or train, do no lean on the pole, so others can use it too.
No Blocking Blocking doors inside a bus or train can cause delays and safety concerns.
Priority seating - Priority seating is located near bus and metro doors and is indicated by a sign. Anyone can sit there if unoccupied but be prepared to give up your seat to passengers who are elderly, disabled, or pregnant.
No Loud Music Keep your music at a low volume and always wear headphones.
Keep personal business personal - Avoid loud phone or personal conversations on the bus or train.
Adapted from arlingtontransportationpartners.com
Germ prevention. Always follow CDC guildelines regarding wearing a face mask in public places. Do not cough or sneeze in your hand as germs can be transferred to poles, door handles or seats; instead, cough or sneeze into a tissue or your arm. 32 | Community Sponsorship Manual
Level 3 Sponsorship Time Commitment: 1 Year Financial Commitment: $2,500 - $5,000 Inclusive of Level 1 •
Weekly check-in with refugees and updates to the case manager for first 90 days
•
Monthly check-ins after first 90 days and continued updates to case manager
•
A representative from the core team is required to participate in monthly Leadership Calls
•
Ensure the individual or family has transportation to/from appointments for the first 90 days. This can include training and financial support for using the public transportation system
•
Provide funds for rent and utilities for up to three months which will assist until family is employed and self-sufficient
•
Provide three additional core areas of support based on the individual’s goals. The additional ares of support must be discussed with the case manager and should be provided in tandem with CCC services
Mentorship and Community Engagement
Mentorship is heavily emphasized. Sponsorship teams are expected to be proactive in supporting the refugee by connecting them with civic opportunities, community groups, and community activities.
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Mentorship and Community Engagement
Community Groups, Activities, and Events • • • • • • • •
Find religious organizations Explore recreational clubs and sports teams Attend local festivals Walk around the neighborhood, to the park, grocery store, or farmer’s market Visit state and national parks Find free local events to attend together like outdoor concerts Attend a sporting event Go apple or berry picking
Social Activities • Learn about and celebrate holidays that are special to the family • Share culture with each other through a meal and music • Play sports or games that are popular in their culture • Do a craft or garden together • Color or play board games with young Civic Engagement • Attend city council and/or town hall meetings • Explain voting and election process if it’s an election year
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Administrative Reports Refugee agencies (USCCB) and their local network of affiliates (CCC) receive federal grants to fund resettlement services. Federal funding is based on several factors including donations and volunteer hours, therefore it is critical that volunteers to submit the forms below.
Reporting Donations •
Add the value of in-kind donations if it is known.
•
Recipients must sign the form; however, core team members can turn in unsigned forms to CCC and CCC staff can secure signature from clients.
•
A copy of Form ABA-06A can be found in Appendix C on page 46.
Tracking Volunteer Hours •
Hours may also be emailed to the CCC point of contact.
•
It is not necessary to complete the monetary value of your time, but please include the time you spent on services or activity.
•
Only one form needs to be completed per group.
•
Submit at least monthly.
•
A copy of Form APA-06B can also be found in Appendix C on page 47.
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Additional Resources Commonwealth Catholic Charities
Commonwealth Catholic Charities Volunteer Manual
Afghan Refugees
Culturally & Linguistically Appropriate Services for Afghans: A Practical Handbook for Clinical & Educational Settings
Information about Immigration and Refugees
U.S. Citizenship and Immigration Services: www.uscis.gov
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Appendix A Welcome Kits
HELP GIVE A FRESH START TO A REFUGEE FAMILY IN YOUR COMMUNITY! Adult Bedroom Starter Kit: $55 Full sheet set: flat & fitted sheets and pillowcase (1)
Full comforter (1) Pillows (2)
Children Bedroom Starter Kit: $40 Twin sheet set: flat & fitted sheets and pillowcase (1)
Twin comforter (1) Pillow (1)
Bathroom Starter Kit: $45 Bath towel set: 1 bath, 1 hand, 1 wash cloth (1)
Toothpaste (1)
Shampoo (1)
Women’s deodorant (1)
Soap (2 pack)
Toilet paper (4 pack) Men’s deodorant (1)
Toothbrush (1)
Kitchen Starter Kit: $90 Forks, knives & spoons set (1)
Baking dish (1)
Plates, bowls & cups set of 4 (1)
Can opener (1)
Spatula & mixing spoon (1)
Mixing bowl (1)
Frying pan (1)
Kitchen towel (1)
Saucepan (1)
FURNITURE ACCEPTED BY LOCATION: Newport News: couches, dining tables and chairs, new twin and full mattresses Richmond: new twin and full mattresses Roanoke: couches, dining tables and chairs, new twin and full mattresses
Planning to drop off furniture donations or have any questions? Newport News and Richmond: at kathleen.mccormac@cccofva.org Contact MarnieKathleen Mills, McCormac marnie.mills@cccofva.org. Roanoke: Marnie Mills at marnie.mills@cccofva.org V i s i t w w w. c c c o f v a . o rg / d o n a t e t o l e a r n m o re .
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Appendix B Furniture and Household Items Checklist
🔲 Beds (bed frame and spring, or equivalent, and mattress) appropriate for age and gender
composition of family. Only married couples or small children of the same gender may be expected to share beds. one set of sheets for each bed one pillow and pillowcase for each person blanket or blankets for each bed as seasonally appropriate
🔲 🔲
🔲
🔲 One set of drawers, shelves, or other unit appropriate for storage of clothing in addition to a closet, unless the closet has shelving to accommodate clothing, per family.
🔲 One kitchen table per family and one kitchen chair per person. 🔲 One couch, or equivalent seating, per family, in addition to kitchen chairs. 🔲 One lamp per room, unless installed lighting is present and adequate, and light bulbs. 🔲 One place setting of tableware (fork, knife, and spoon) per person. 🔲 One place setting of dishes (plate, bowl, and cup or glass) per person. 🔲 Food preparation utensils to include at least: 🔲 one saucepan 🔲 one frying pan 🔲 one baking dish 🔲 mixing/serving bowls 🔲 one set of kitchen utensils (spatula, wooden spoon, knife, serving utensils, etc.) 🔲 one can opener per family 🔲 One bath towel per person 🔲 One alarm clock. 🔲 Paper, pens, and/or pencils 🔲 Cleaning supplies: 🔲 soap 🔲 bathroom/kitchen cleanser 🔲 two waste baskets 🔲 laundry detergent 🔲 sponges or cleaning rags and/or paper towels 🔲 mop or broom 🔲 trash bags 🔲 Toiletries (new): 🔲 toilet paper 🔲 shampoo 🔲 soap 🔲 one toothbrush per person 🔲 toothpaste 🔲 Baby items as needed 🔲 other personal hygiene items as appropriate 38 | Community Sponsorship Manual
Appendix C
Forms and Documents COMMUNITY SPONSORSHIP QUESTIONNAIRE Thank you for your interest in being a part of the CCC Community Sponsorship Program. These questions will help us assess your interests and create a mutual agreement. It will be a resource for CCC staff who are responsible for services to the family. This questionnaire will be a good source of discussion for your group to decide what commitments you can make. NOTE: The agreements can be adjusted and expanded if anything changes. Once a family is identified, you will decide what support you wish to provide. General Interests (check all that apply) We are able to:
🔲 Sponsor a refugee family 🔲 Sponsor an Afghan family 🔲 Work with multiple families (provide welcome services to all new arrivals) 🔲 Work with only one family 🔲 Provide/find housing for a new arrival 🔲 Engage in face to face contact with family/families 🔲 Provide donated items (clothing, furniture, laptop, car seats, household items, school supplies) 🔲 Transport adults and children to doctors, job interviews, grocery store, etc. for 90 days 🔲 Set-up apartments and move or pick up furniture 🔲 Provide furniture (new or donated) 🔲 Provide airport transportation 🔲 Tutor and/or teach ESL to adults and/or children 🔲 Provide cultural orientation and financial literacy using CORE materials 🔲 Help with employment needs (job search, job applications and résumés, interview prep, and transportation to job interviews)
🔲 Connect family with community and civic opportunities 🔲 Provide a welcome meal 🔲 Provide orientation to the U.S. medical system 🔲 Assist with school enrollment 🔲 Demonstrate how to use public transportation (page 1 of 2)
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If you checked any of the above:
🔲 Are five people in your group willing to attend a volunteer orientation, submit applications, and go through background process? 🔲 Are one to three people in your organization willing to undergo the above and willing to be main contacts for CCC staff? 🔲 Will your group make a three month commitment? 🔲 Will your group make a six month or longer commitment? Financial Interests: (check all that apply) We are able to:
🔲 Provide financial support to a new family/families 🔲 Co-sign a one-year lease to secure housing for a new family or individual 🔲 Provide initial rent, utility, or security deposit assistance 🔲 Supplementing rent 🔲 Provide three months of rental assistance if needed 🔲 Provide six months of rental assistance if needed 🔲 Provide Welcome Kits (see Appendix A) 🔲 Provide one week of culturally appropriate food Additional comments or questions:
(page 2 of 2)
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MEMORANDUM OF UNDERSTANDING BETWEEN COMMONWEALTH CATHOLIC CHARITIES AND <Name of Community Sponsorship Group> This MEMORANDUM OF UNDERSTANDING is hereby made and entered into by and between the _____________________ community sponsor group, hereinafter referred to as CS and Commonwealth Catholic Charities hereinafter referred to as CCC (the “Party” or “Parties”). This document sets forth the intentions, roles, and terms under which both Parties agree to operate/manage the collaboration. A. PURPOSE AND SCOPE: The purpose of this memorandum of understanding is to establish, in writing, the current relationship between CCC and CS, who will provide Catholic Charities support and assistance the resettlement of families approved for the Resettlement program within the service areas of CCC. B.
ROLES AND RESPONSIBILITIES: a.
CCC SHALL: (1) Provide all required training to CS. (2) Match CS with a family; provide as much information about the family as possible (3) Complete program requirements with family, per state and federal requirements (4) Provide interpretation for initial visits if CS cannot secure interpreter. (5) Enroll clients who qualify into Medicaid or the Refugee Medical Assistance program (6) Enroll clients, as needed, into employment services. (7) Enroll clients in the financial programs they qualify for such as Refugee Cash Assistance (RCA), Temporary Assistance Needy Families (TANF), Match Grant (MG). (8) Complete school enrollment process, including appointments for school physicals and immunizations. (9) Ensure each client has a primary care physician appointment and other medical appointments as required in medical pre-departures (10) Manage and distribute all client direct assistance available through federal and state sources.
b.
CS SHALL: (1) Meet requirements in enrolled Level 1, 2, or 3 (2) Complete online trainings and attend required Q&A session with CCC staff (3) One Core team member should attend a monthly leadership meeting with other Community Sponsors and CCC staff to discuss strengths, challenges, policy updates, etc. (4) Establish and inform CCC of Core Team members who will be the primary contacts between CS and CCC. (5) Submit monthly activity log to CCC for the first 6 months of the match (6) Core Team members must complete the VIRTUS training, background checks, defensive driving courses (if members plan to drive clients) (7) Provide interpretation during interactions with families as needed at the CS expense.
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C.
IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT:
1.
MODIFICATION OR TERMINATION. The Memorandum of Understanding may be modified, revised, extended, or renewed by mutual written consent of all parties, by the issuance of a written amendment, signed and dated by all parties prior to any changes being performed. Either party of the Memorandum of Understanding may terminate their participation in this Memorandum of Understanding by giving a 2-week written notice of intent to terminate to each of the participating parties. Once written notice is given participating parties will discuss termination proceedings. Two weeks after the written notice is submitted activities related included in memorandum will cease for both parties. In some situations, termination of volunteer assignment would take place immediately prior to written notice or termination proceedings. These special circumstances may include misconduct outlined in the MOU.
2.
PARTICIPATION IN SIMILAR ACTIVITIES. This agreement in no way restricts CCC or CS from participating in similar activities with other public or private agencies, organizations, and individuals.
3.
PRINCIPAL CONTACTS. The principal contacts for this instrument are: CS: Name, Title, Organization, email, CCC: Laura Murphy Director of Refugee and Immigration Services Commonwealth Catholic Charities laura.murphy@cccofva.org
4.
NON-FUND OBLIGATING DOCUMENT. This agreement is neither a fiscal nor a funds obligation document. Any endeavor or transfer of anything of value involving reimbursement or contribution of funds between the parties to this agreement will be handled in accordance with applicable laws, regulations, and procedures. Such endeavors will be outlined in separate agreements that shall be made in writing by representatives of the parties and shall be independently authorized by appropriate agency authority. This agreement does not provide such authority. Each Party shall be fiscally responsible for their own portion work performed under the Memorandum of Understanding.
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5.
CONFIDENTIALITY NON-DISCLOSURE. a. For purposes of this Agreement, “Confidential Information” shall mean any and all non-public information, including, without limitation, technical, developmental, marketing, sales, operating, performance, cost, know-how, business plans, business methods, and process information, disclosed to or by the CS. For convenience, the Disclosing Party may, but is not required to, mark written Confidential Information with the legend “Confidential” or an equivalent designation. b.
All Confidential Information disclosed to the CS will be used solely for the MOU Purpose and for no other purpose whatsoever. The CS agrees to keep the Disclosing Party’s Confidential Information confidential and to protect the confidentiality of such Confidential Information with the same degree of care with which it protects the confidentiality of its own confidential information, but in no event with less than a reasonable degree of care. CS may disclose Confidential Information only to its employees, agents, consultants, and contractors on a need-to-know basis, and only if such employees, agents, consultants, and contractors have executed appropriate written agreements with CS sufficient to enable Recipient to enforce all the provisions of this Agreement. CS shall not make any copies of Disclosing Party’s Confidential Information except as needed for the Programming Purpose. At the request of Disclosing Party, the CS shall return to Disclosing Party all Confidential Information of Disclosing Party (including any copies thereof) or certify the destruction thereof.
c. The obligations and limitations set forth herein regarding Confidential Information shall not apply to information which is: (a) at any time in the public domain, other than by a breach on the part of the CS; or (b) at any time rightfully received from a third party which had the right to and transmits it to the Recipient without any obligation of confidentiality. 6.
COMPLIANCE. The parties agree to be bound by applicable state and federal rules governing Equal Employment Opportunity, Non-Discrimination, and Immigration as well as all other applicable laws.
7.
LIABILITIES. It is understood that neither Party to this Memorandum of Understanding is the agent of the other and neither is liable for the wrongful acts or negligence of the other. Each Party shall be responsible for its negligent acts or omissions and those of its officers, employees, agents, or clients (if applicable), howsoever caused, to the extent allowed by their respective state laws.
8.
COMPLIANCE TO POLICIES. All parties to this Memorandum of Understanding agree to abide by COVID-19 safety and security protocols when providing services at or meeting with CCC staff and clients. Applicable policies will be communicated to each Party prior to the delivery of services or commencement of visitations.
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9.
INTELLECTUAL PROPERTY. All intellectual property brought by a Party to the relationship under this Memorandum remains in the ownership of that Party.
10.
DATA MANAGEMENT SHARING. Pertinent data will be collected as specified in the roles and responsibilities section.
11.
BRAND AND LOGOS. Each Party agrees not to use the other Party’s brand or logo as part of a marketing campaign or included on any public facing media without the written consent and agreement of the other Party.
12.
NON-BINDING MEMORANDUM OF UNDERSTANDING. The Parties enter this Memorandum of Understanding while wishing to maintain their own separate and unique missions and mandates, and their own accountabilities. Unless specifically provided otherwise, the cooperation among the Parties as outlined in this Memorandum of Understanding shall not be construed as a partnership or other type of legal entity or personality. Each Party shall accept full and sole responsibility for all expenses incurred by itself relating to this Memorandum of Understanding. Nothing in this Memorandum of Understanding shall be construed as superseding or interfering in any way with any agreements or contracts entered into among the Parties, either prior to or subsequent to the signing of this Memorandum of Understanding. Nothing in this Memorandum of Understanding shall be construed as an exclusive working relationship. The Parties specifically acknowledge that this Memorandum of Understanding is not an obligation of funds, nor does it constitute a legally binding commitment by any Party or create any rights in any third party.2
13.
COMMENCEMENT/EXPIRATION DATE. This agreement is executed as of the date of last signature and is effective for one year thereafter at which time it will expire unless extended by both parties in writing.
14.
SIGNATURES: We, the undersigned, confirm that we are ready, willing and able to participate in this Memorandum of Understanding. We as a group have read and agreed to the above terms and agree that the signature of our chosen point of contact within our group is on behalf of the entire Community Sponsor group. _____________________________ __________________________ [DATE] [DATE] Laura Murphy Authorized Signatory Director, Refugee Resettlement and CS Group Name Immigration Services _____________________________________ CCC Representative Signature
44 | Community Sponsorship Manual
____________________________________ CS Representative Signature
Core Team Members Contact Information Form Team name:______________________________________________________________ Sponsored by: ___________________________________________________________ Parish/Community Group/Business (if applicable) Neighbor Support Team Representatives: Name: __________________________________________________________________ Phone Number: __________________________________________________________ Email Address: ___________________________________________________________ Name: __________________________________________________________________ Phone Number: __________________________________________________________ Email Address: ___________________________________________________________ Name: __________________________________________________________________ Phone Number: __________________________________________________________ Email Address: ___________________________________________________________ Name: __________________________________________________________________ Phone Number: __________________________________________________________ Email Address: ___________________________________________________________ Name: __________________________________________________________________ Phone Number: __________________________________________________________ Email Address: ___________________________________________________________
Commonwealth Catholic Charities | 45
46 | Community Sponsorship Manual
APA-06A 10/2021
APA-06B 10/2021
Commonwealth Catholic Charities | 47
740 Thimble Shoals Blvd., Suite F Newport News, VA 23606 757.247.3600 www.cccofva.org
1601 Rolling Hills Drive Richmond, VA 23229 804.285.5900
820 Campbell Avenue, SW Roanoke, VA 24016 540.342.7561
