Private Sponsor Group Welcome Plan

The Welcome Plan is a tool for Private Sponsor Groups to prepare to welcome refugee
newcomers to their community through Welcome Corps. See additional information about the
program and sponsor requirements here.

This Welcome Plan offers guiding questions and resources to help you and your Private
Sponsor Group members consider how you will support refugee newcomers your group
welcomes during the initial sponsorship period of 90 days. Each community is unique, and
this tool is intended to guide your group in identifying resources in your community. You may
access other resources to support you in preparing and welcoming refugee newcomers here.

✏ TIP: For a comprehensive list of Private Sponsor Group activities and responsibilities,
see Core Private Sponsorship Services.

A. Private Sponsor Group

Private Sponsor Group Name:_____________________________________________________________________________

City: ____________________________________________ State: ____________________ Zip Code_____________________

Private Sponsor Group Coordinator Name:________________________________________________________________

Private Sponsor Group Coordinator Email:________________________________________________________________

In a few sentences, briefly summarize your Private Sponsor Group’s motivation to welcome:

Please note the number of individuals you are capable of sponsoring below.

Family size: _____________________

🗒 NOTE: You will need to demonstrate sufficient financial capacity to support each refugee
newcomer in your Private Sponsor Group application.

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B. Welcome Plan
a. Airport Reception
You will greet the refugee newcomer(s) at the airport and transport them to initial housing. Use the
space below to consider how you might support that transport, including securing car seats if
necessary/appropriate.

✏ TIP: The refugee newcomer(s) will likely be exhausted following many hours of travel. Consider
only having the Private Sponsor Group members who are driving present at the airport.

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b. Housing

You will need to ensure that the individual(s) you are welcoming has safe, sanitary, and affordable
housing for the duration of the sponsorship period. To the extent possible, the refugee newcomer(s)
should be able to assume the payment of rent at the end of the sponsorship period. Use the space
provided to describe your plans for housing and/or the resources you have identified within the
community related to identifying and securing appropriate housing.

✏ TIP: Factors you might consider are the anticipated number of rooms, estimated rental and
utilities rates, and access to employment, education, transit and shopping. Check out this tip sheet
for guidance on how to secure temporary and permanent housing for the refugee newcomer(s)
you will support. If you need access to temporary housing credits through Airbnb.org, be sure to
indicate this in your Private Sponsor Group application.

c. Basic Necessities

You will need to ensure the refugee newcomer(s) have basic start-up necessities. Use the space
provided to describe your plans for purchasing or securing commitments for donated furniture
and household goods, seasonally appropriate clothing, baby and/or children’s items as needed,
and pocket money for the first 30 days. Please also describe your plans for ensuring access
to groceries and utilities (telephone, electricity, internet) until access to benefits is secured or
refugee newcomer(s) are able to provide for themselves, e.g., through employment.

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d. Documentation

Social Security Cards are applied for overseas and arrive after the refugee newcomer lands in the
United States. Employment Authorization Documents (EADs) are similarly applied for overseas
through an I-765 form. EADs are expected to arrive within three weeks of the refugee newcomer’s
arrival. If the card does not arrive in that time frame, you may submit an inquiry with USCIS. If
the Social Security card does not arrive within 7-10 business days of the delivery of the EAD, it is
recommended that you reach out to your local social security office, which you can find here.

Please check to confirm that you have reviewed the Form I-765.

To ensure that the U.S. government is aware of a refugee newcomers’ residence until they have
obtained citizenship, refugee newcomer(s) must complete a change of address form and submit
that form to the U.S. Department of Homeland Security (DHS) each time they move.

Please check to confirm that you have reviewed the DHS change of address form.

Males ages 18 – 25 must register for Selective Service. This does not mean that they will need to serve.

Please check to confirm that you have reviewed the Selective Service registration form.

Each refugee newcomer should be supported in obtaining a state ID and/or driver’s license.
Because this process varies by location, we encourage you to research what this looks like in your
community. Use this space to detail the process.

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e. Services and Benefits

You will need to guide refugee newcomers through the process of accessing any available services
and benefits for which they are eligible.

At minimum, you are required to assist the refugee newcomer(s) in accessing the following essential
mainstream federal and Office of Refugee Resettlement (ORR)-funded benefits. Eligibility may vary
based on age, income, location, and other factors:

• Medical insurance: Medicaid, Children’s Health Insurance Program (CHIP), or Refugee Medical
Assistance (as applicable)
• Income and cash assistance: Supplemental Security Income, Refugee Cash Assistance,
Temporary Assistance for Needy Families (as applicable)
• Nutrition assistance: Supplemental Nutrition Assistance Program

These benefits are administered by various departments and agencies, including local departments
of social services and resettlement agencies.

You will also support the refugee newcomer(s) in accessing other available services for which the
newcomer(s) may be eligible that support long-term integration. Services may include extended
case management, women’s empowerment programming, and other support services. These
services are often provided by local resettlement agencies; however, they may not have the
resources to serve the newcomer(s) you will be welcoming.

Use the space provided on the next page to describe your plan to help refugee newcomers enroll
in available benefits and services. Be specific about the benefits and services available in your
area and the steps you have taken to identify available benefits and services, including those
available through relevant local/state/federal authorities.

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e. Services and Benefits continued

✏ TIP: Navigating available services and benefits can be a challenge. There are resources to
support you. Depending on your state, you may find information regarding available benefits and
services on your state government’s website. You can also refer to https://www.benefits.gov/ for
information.

Other resources include United Way’s 2-1-1 service (find your local 2-1-1 here), which can be a
great place to start to learn about community resources in your area, and the USA Hello’s Find
Hello service. Your State Refugee Coordinator’s office may have public information available on
resources in your area. You can find a list of all State Refugee Coordinators and State Refugee
Health Coordinators here. Note: State Refugee Coordinators, State Refugee Health Coordinators,
and resettlement agencies are knowledgeable of available benefits and resources; however, given
their other responsibilities, they should not be relied upon to guide your group.

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f. Health and Mental Health Services

Refugee newcomers receive a health screening prior to their arrival to the United States; however,
a health screening after arrival is also required. You will be responsible to support the refugee
newcomer(s) you are welcoming in completing this screening. Typically, health screenings are
conducted through a designated health clinic or designated provider. Your State Refugee Health
Coordinator (SRHC) may have publicly available information that can assist you in determining the
process for completing health screenings. You can find their contact information here. In the space
provided, describe your efforts to identify the location where the refugee health screening
will be conducted. Please be as specific as possible, listing the name and address of the service
provider.

You will also need to support the refugee newcomer(s) in identifying a primary care physician and
other desired health and mental health providers covered through their medical assistance. In the
space provided, describe your plan to identify relevant health and mental health providers and
support the refugee newcomer(s) in accessing health care. Note that this will likely require you
to first determine the healthcare plan available to refugees in your community.

✏ TIP: Refugee newcomers are eligible for Medicaid or Refugee Medical Assistance. These
benefits are typically administered by a local department of social services. In addition, local
community health care centers, also called Federally Qualified Health Care Centers or FQHCs,
are funded by the federal government to offer affordable health care in communities across the
United States. FQHCs cannot turn anyone away for an inability to pay or for lack of insurance. Each
community has one. Local public health departments may also have low or no cost resources
available to all residents.

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g. Education and Childcare

Children are required by law to attend school (consult your local school district or state specific
regulations for specific ages and requirements). You will need to support refugee newcomers in
enrolling any school-aged children in the public education system. In the space provided, list your
district’s local point of contact for school enrollment and briefly describe the enrollment process
in your community, including any needed immunizations.

For families with young children, child development programs and affordable childcare are
important. Briefly describe available child development programs or affordable childcare options
for your community as relevant.

✏ TIP: Some school districts may have newcomer centers or community school programs that
help students transition to a new learning environment. Many school districts offer school choice,
which means refugee newcomer families can explore what learning environment may be best suited
for their student’s strengths and interests. Many state and county human service agencies can help
refugee newcomer families understand options for child development programs and affordable
childcare, such as here. Information about Head Start and Early Head Start that provide low-income
families with free learning and development services for their children from birth to age 5 is also
available here.

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h. Language

You will support refugee newcomers in language acquisition, which may include English language
learning opportunities in your community (e.g., English language classes, conversation circles at
libraries, tutoring through local literacy council) and/or informal language learning through regular
conversational practice. Use the space provided to describe your plans to support language
acquisition.

✏ TIP: Federal and state governments fund English as a Second Language classes (ESL). Visit
your state’s adult education program online (commonly in Departments of Education) to get a list of
providers in your area. USA Hello’s Find Hello site is also a good resource.

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i. Interpretation and Translation

While many activities may be completed without formal interpretation (spoken) or translation (written),
you will need to ensure appropriate interpretation/translation when communicating with the refugee
newcomer(s) regarding critical issues such as those surrounding health and core private sponsorship
services. You will need to ensure that refugee minors are not relied upon in these instances.

Use the space provided to describe how you will communicate with the refugee newcomers
you are supporting. If you intend to use professionals/volunteers, include the names of those
individuals/companies and their contact information.

✏ TIP: Potential sources of low-cost or free interpreters are colleges/universities, churches, and
cultural groups. A best practice is to ensure professional and/or trained individuals are used for
health and core services, whether in person, virtual, or telephonic. Note that agencies that receive
federal funds, such as hospitals or health departments, are responsible for ensuring language
access. If professional interpretation comes at a cost, you will need to budget for this in advance.

j. Cultural Connections

It is important to feel connected to one’s culture. Use the space provided to describe how you will
facilitate cultural connections for refugee newcomers, including access to culturally appropriate
foods, houses of worship, and/or compatriots.

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k. Community Orientation

Refugee newcomers will benefit from a basic introduction to their new home, community, and life in
the United States. This will include a review of topics such as home and personal safety orientation,
rights and responsibilities, laws, navigating public transportation, banking and community supports.
Use the space provided to describe how you will provide this introduction including any
resources you might use such as those listed below.

✏ TIP: The Cultural Orientation Resource Exchange and USA Hello offer information for refugee
newcomers about life in the United States. United Way’s 2-1-1 service and the FindHello app can
help you find resources in your area. County or state human services departments, local city offices
for immigrants, and statewide Offices for New Americans can also be great first stops in your
exploration of available services.

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l. Employment

You will want to support the refugee newcomer(s) in preparing to enter the U.S. workforce.
This preparation may include English language learning, orientation to the American workplace,
connection to workforce development services in your community, development of short- and
long-term employment goals, resume preparation, and interview practice. Once authorization is
received, you will want to support them in securing employment. Use the space provided to outline
employment opportunities in your community and personal networks you might leverage to
support the securing of early employment.

✏ TIP: The Job Readiness Curriculum empowers newcomers to find and succeed in jobs and
offers tools to help them understand their documents and their rights as workers, career path
options, and personal finances. Employment opportunities are often listed through workforce
services, your local library, and job boards such as Welcome Employment.

m. Transportation

You will guide the refugee newcomer(s) in accessing available transportation in their community,
identifying how the refugee newcomer(s) might travel (e.g., bus, metro, rideshare, taxi, walk) to and
from possible employment, schools, healthcare, faith community, shopping, and grocery stores.
Use the space provided to describe available transportation in your community.

✏ TIP: Some municipalities may offer discounts on public transportation passes. You will want to
orient yourselves to any possible transportation benefits that might be available in the community.

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n. Financial Support

You will provide each refugee newcomer with basic financial supports during the initial 90-day
sponsorship period, $2,275 per sponsored individual. Financial supports may include cash or other direct
funding as well as in-kind supports (e.g., donated housing). Use the table below to calculate your Private
Sponsor Group’s minimum financial requirement and the total estimated expenses for the first 90 days.

Minimum Financial Requirement

Family Size the Private Sponsor Group is Prepared to Support
FINANCIAL REQUIREMENT ( 2275 PER PERSON) 0

Estimated Living Costs for the First 90 Days

If estimated costs are reduced due to the availability of in-kind donations, indicate by writing “+ in-kind”
next to estimated cost.

ITEMS ESTIMATED COSTS

Monthly Cost of Living in Welcoming Community
Rent
Utilities (electric, water, gas, oil as applicable)
Food
Phone and internet
Transportation (public transit)
Pocket money ($40 weekly per adult suggested)
Other costs
Monthly Total 0
TOTAL LIVING COSTS FIRST 90 DAYS (MONTHLY X 3 ) 0

One-Time Start-Up Costs

Furniture and household items
Clothing
Food staples and welcome meal
Housing security deposit
Hook-up costs for utilities, phone, and internet
School supplies
Other costs
One-Time Total 0

TOTAL ESTIMATED EXPENSES FOR THE FIRST 90 DAYS 0

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n. Financial Support continued

You may find that you have sufficient income and resources or that you need to fundraise. To provide
for basic supports during this period, you will likely want to have additional resources on hand. Use the
space provided to detail how you will ensure adequate resources.

✏ TIP: Check out these fundraising tips and tools.

o. Transition from Sponsorship

It will be important to plan for the transition from the initial 90-day sponsorship period. The Private
Sponsor Group and refugee newcomer(s) will discuss the conclusion of sponsorship supports and
plans for economic self-sufficiency and long-term integration. Part of this plan includes ensuring
refugee newcomers have access to supports and services during the ongoing integration process.
Use the space below to describe how your Private Sponsor Group will plan for long-term
integration and a transition from the initial 90-day sponsorship period.

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p. Reporting Requirements

Your group will be required to complete 30- and 90- day reports as well as 6- and 12-month
surveys following the arrival of refugee newcomer(s). Refugee newcomer(s) will also be asked
to complete surveys within the first month of arrival and at the 6- and 12-month marks after
arrival. The purpose of the reports and surveys are to ensure your Private Sponsor Group is able
to complete core private sponsorship services, to identify areas where you may need additional
support and guidance, and to provide the program with feedback and data on program results.
They will also provide opportunities to share information about the impact of sponsorship on your
Private Sponsor Group and on the refugee newcomer(s).

Please check to confirm that you agree to complete the 30- and 90- day reports.

Please check to confirm that you agree to complete the 6- and 12- month surveys.

Please check to confirm that you agree to encourage the refugee newcomer(s) your group has
sponsored to complete surveys (baseline within 30 days of arrival, 6- and 12-month post arrival
surveys).

Use the space below to describe who will lead on reporting at 30 and 90 days, and plans to ensure
your Private Sponsor Group has the information needed for required reporting and surveys.

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q. Group Roles

While Private Sponsor Groups are encouraged to organize according to what makes sense for their
Private Sponsor Group and the refugee newcomer(s), below are common roles and responsibilities.
Beside each role or responsibility, write the name(s) of the member(s) leading, coordinating, or
facilitating access in that area.

✏ TIP: The Sample Private Sponsor Group Structure and Roles worksheet provides a possible
structure for sponsor group members to understand their various roles.

ROLES AND RESPONSIBILITIES PRIVATE SPONSOR GROUP MEMBER(S)

Private Sponsor Group Coordinator

Housing

Food and clothing

Furniture and household goods

Services and benefits

Health and mental health services

Legal assistance

Education

Language

Employment

Transportation

Finance

Fundraising

30- and 90-day reports

6- and 12-month surveys

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