Client Case Closure

Trafficking Victim Assistance Program (TVAP) Data

FY24 TVAP Reporting Reference Guide_Clean

Client Case Closure

OMB: 0970-0467

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Office on Trafficking In Persons (OTIP)

TVAP Grant Recipient Reporting Reference Guide:

Data Elements and Operational Guidance

The Trafficking Victim Assistance Program (TVAP) is inclusive of four distinct programs: the Trafficking Victim Assistance Program (TVAP), Aspire: Child Trafficking Victim Assistance Demonstration Program, Victims of Human Trafficking Services and Outreach Program – Pacific Region Demonstration Program (VHT-SO Pacific Program), and Lighthouse: Services, Outreach, and Awareness for Labor Trafficking (Lighthouse) Demonstration Program. The performance indicators and data collection instruments described within this reporting reference guide are applicable to all four TVAP programs. TVAP award recipients must provide program performance indicator data to OTIP on a quarterly and annual basis, as indicated. Award recipients will be provided with the following information when requesting data:

PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) STATEMENT OF PUBLIC BURDEN: The purpose of this information collection is to gather data on the grant program to assess program performance, inform evaluation efforts, tailor technical assistance for recipients, respond to inquiries from stakeholders, and inform policy and program development. Public reporting burden for this collection of information is estimated to average XX hours per grant recipient, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. This collection of information is required to retain a benefit (22 U.S.C. 7105, Trafficking Victims Protection Act). An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information subject to the requirements of the Paperwork Reduction Act of 1995, unless it displays a currently valid OMB control number. The OMB # is 0970-0467 and the expiration date is 2/28/2026. If you have any comments on this collection of information, please contact Vera Soto, Office on Trafficking in Persons, by email at [email protected].

Victim Assistance Reporting

Key Performance Measures:

  • Increase the number of victims of trafficking served by a network of grant recipients

Victim Assistance—Client Characteristics and Program Entry

Reporting Expectations:

The grant recipient is expected to collect on the following data elements on a rolling basis during the first three months after an individual is enrolled into the Trafficking Victim Assistance Program. Aggregated information should be reported to OTIP on a quarterly basis:

  • Quarter 1 Reporting Period: October 1 – December 31 (due January 30)

  • Quarter 2 Reporting Period: January 1 – March 31 (due April 30)

  • Quarter 3 Reporting Period: April 1 – June 30 (due July 30), and

  • Quarter 4 Reporting Period: July 1 – September 31 (due October 30)

Victim Assistance—Client Characteristics and Program Entry

Data Element

Response Options

Operational Guidance

Intake Date

mm/dd/yyyy

Record the TVAP enrollment date.

Referral Date

mm/dd/yyyy

Record date service agency received referral.

Referral Source

Child Protective Services/Child Welfare

Court

District Attorney/State's Attorney/Victim Assistance

Defense Attorney/Public Defender/Legal Aid

Domestic Violence Agency/Shelter

Educator/Teacher/School

Employer

Family Member/Guardian

Friend/Peer/Acquaintance

Health Care Provider

Housing Assistance Agency/Shelter

Juvenile Justice

Law Enforcement

National Human Trafficking Hotline (NHTH)

Other National Hotline

Psychiatric Treatment Facility

State/Local Hotline

Religious Organization

Self

Other (specify)

Select one which best describes the entity or individual referring the client for services.

Type of Trafficking

Sex

Labor

Sex and Labor

Unknown

Select one which best describes the potential trafficking situation.

Does client have family members receiving services from grant recipient?

Yes

No

Select one which best describes the household being served.

Service Eligibility Status

Pre-Certified Foreign National

Certified Foreign National

U.S. Citizen/Lawful Permanent Resident

Select one as identified by client.

Country of Origin

Country

Record country where client is from.

Age

01-99

Record age of client at intake.

Gender Identity

Male

Female

Transgender

Client uses a different term: [free text]

(Unknown)

(Prefer not to answer)

Select one or more as identified by the client.

Sexual Orientation

Straight or heterosexual

Gay

Lesbian

Bisexual

Client uses a different term: [free text]

(Unknown)

(Prefer not to answer)

Select one or more as identified by the client.

Race/Ethnicity

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Hispanic or Latino

Other (specify)

Unknown

Select one or more as identified by client.

Living Situation at Intake

Emergency Housing

Institutional Housing

No Housing/Place not meant for habitation

Permanent Housing

Transitional Housing

Unknown

Select one which best describes the current living situation of the client. See definitions.

If client is a minor, are they enrolled in school?

No

Yes

Select one as known at time of intake.

Location of Services

State/Territory

Remote

Record location of organization that will be providing services to the client


Location of Trafficking

State/Territory, Country

If known, record the location of the trafficking incident.

Exploitation Industry/Venue1

Agriculture/Field Labor

Auto-Mechanic/Auto-Shop/Car Repair

Arts/Entertainment

Bar/Cantina/Nightclub

Begging/Peddling

Carnival

Carpentry/Woodworking

Cobbling

Commercial Cleaning

Commercial Sex

Construction

Domestic Work

Elder Care

Escort Services

Factories/Manufacturing

Fishing

Forced Criminal Activities

Forestry/Logging

Garment/Textiles

Herding/Livestock

Health/Beauty

Health Care

Herding Livestock/Animal Husbandry

Hotel/Hospitality

Illicit Massage/Health

Landscaping

Mining/Quarrying

Other (specify)

Personal Sexual Servitude

Production of Child Sexual Abuse Material (CSAM)

Recreation/Sports

Religious Institution

Restaurant/Food Service

Retail Sales

Stripping/ Dancing

Transportation

Traveling Sales Crew

Waste Management/Recycling

Not Reported

Select one or more as best describes the potential trafficking situation. Mark unknown if information was not disclosed by client.

Commercial Sex Venue

Commercial Space-Based

Institution-Based

Technology-Based

Outdoor/Street-Based

Residence-Based

Not Reported

Select one or more as best describes the potential trafficking situation. Mark unknown if information was not disclosed by client.



Victim Assistance—Client Case Closure

Reporting Expectations:

The grant recipient is expected to collect the following data elements on a rolling basis as clients exit the Trafficking Victim Assistance Program. Aggregated information should be reported to OTIP on a quarterly basis:

  • Quarter 1 Reporting Period: October 1 – December 31 (due January 30)

  • Quarter 2 Reporting Period: January 1 – March 31 (due April 30)

  • Quarter 3 Reporting Period: April 1 – June 30 (due July 30), and

  • Quarter 4 Reporting Period: July 1 – September 31 (due October 30)



Victim Assistance – Client Case Closure

Data Element

Response Options

Operational Guidance

Case Closure Date

mm/dd/yyyy


Record the month, day, and year the client’s case was closed.

Reason for Case Closing

Client relocated

Client unable to meet program expectations

Determined not eligible

Incarcerated and out of contact with program

Lost contact

No longer in need of services

Time limitations of the program

Transfer to another service program

Other (specify)

Select one or more reasons for client’s case closing as known at the time of exit.

Living Situation upon Case Closing

Emergency Housing

Institutional Housing

No Housing/Place not meant for habitation

Permanent Housing

Transitional Housing

Unknown

Select one which best describes the current living situation of the client at time of exit from program. See definitions.

Did the client obtain Continued Presence or a T Visa?

Continued Presence

Bona Fide T Visa

T Visa

None

Select the type of documentation the client received from the Department of Homeland Security (DHS).

Did the client obtain HHS Certification or Eligibility?

Yes

No

Select whether the client received a certification letter while in the program.

Did the client receive a referral for continued case management services?

Yes

No

Select whether the client received a referral to continue receiving services.

Victim Assistance—Barriers to Service Delivery

Reporting Expectations:

The grant recipient is expected to submit data on the barriers experienced during the course of service delivery on a quarterly basis:

  • Quarter 1 Reporting Period: October 1 – December 31 (due January 30)

  • Quarter 2 Reporting Period: January 1 – March 31 (due April 30)

  • Quarter 3 Reporting Period: April 1 – June 30 (due July 30), and

  • Quarter 4 Reporting Period: July 1 – September 31 (due October 30)

Victim Assistance—Barriers to Service Delivery

Data Element

Response Options

Operational Guidance

Barriers to Service Delivery

Feelings of No Support and Isolation

Ineffective Coordination with Federal Agencies

Ineffective Coordination with Local Agencies

Lack of Adequate Funding

Lack of Adequate Resources

Lack of Adequate Training

Lack of Cooperation of Client

Lack of Formal Rules and Regulations

Lack of In-House Procedures

Lack of Knowledge of Victims’ Rights

Language Concerns

Public Health Concerns

Safety Concerns

Victims’ Legal Status

Other Services (specify)

None

Select all barriers to service delivery that were encountered during the reporting period.

Victim Assistance—Client Service Use and Delivery

Reporting Expectations:

The grant recipient is expected to submit data on all of the services and public benefits the client accessed during the reporting period annually with the fourth quarter report, due on October 30.

Victim Assistance—Client Service Use and Delivery

Data Element

Response Options

Operational Guidance

Services Received

Basic Necessities

Case Management

Child Care

Crisis Intervention

Education Assistance

Employment Assistance

Family Reunification

Financial Assistance

Healthcare

Housing/Shelter Services

Interpreter/Translator Services

Legal Advocacy and Services

Life Skills

Mental/Behavioral Health Services

Peer-to-Peer Support/Mentoring

Safety Planning Services

Substance Use Assessment/Treatment

Transportation

Victim Advocacy

Other Services (specify)

None

Unknown

Select one or more services that the client received either directly by the organization or through a referral. Do not include referrals that did not result in the client accessing the service or benefit.

Benefits Received

Child Care Subsidy

General Assistance

Medicaid

ORR Match Grant

ORR Targeted Assistance Grant (TAG)

ORR Unaccompanied Children (UC) Program

ORR Unaccompanied Refugee Minors (URM) Program

ORR Wilson/Fish Program

Refugee Cash Assistance

Refugee Medical Assistance

Refugee Social Services

Section 8/Permanent Housing Assistance

SNAP (Food Stamps)

State-specific Health Benefits

Social Security Disability (SSI or SSDI)

Temporary Assistance for Needy Families

Unemployment Insurance

WIC

Other (specify)

None

Unknown

Select one or more benefits that the client received either directly by the organization or through a referral. Do not include referrals that did not result in the client accessing the service or benefit.





Victim Outreach Reporting

Key Performance Measures:

  • Increase the number of victims of trafficking identified

Reporting Expectations:

The grant recipient is expected to submit data on outreach activities and impact on a quarterly basis:

  • Quarter 1 Reporting Period: October 1 – December 31 (due January 30)

  • Quarter 2 Reporting Period: January 1 – March 31 (due April 30)

  • Quarter 3 Reporting Period: April 1 – June 30 (due July 30), and

  • Quarter 4 Reporting Period: July 1 – September 31 (due October 30)

Victim Outreach Reporting

Data Element

Response Options

Operational Guidance

Public Awareness Activities Conducted

(number)

Report the total number of public awareness activities conducted during the reporting period.

Outreach Activities Conducted

(number)

Report the total number of outreach activities conducted during the reporting period.

Outreach Settings

Agricultural Settings

Casinos

Commercial Establishments

Consulates

Court-Based Settings

Day Labor Settings

Detention Settings

Digital: Social Media

Digital: Other

Education Settings

Factories

Health Care Settings

Homeless Encampments

Hotel/Hospitality Settings

Massage Parlors

Shelter Settings

Street Settings

Strip Clubs

Youth Care Settings

Other (specify)

Select the site or venue where outreach was conducted during the reporting period.

Target Population(s)

2SLGBTQIA+ Populations

Alaska Native/Indigenous Populations

Asian American/Pacific Islander Populations

Black Populations

Boys and Men

Direct Care Workers

Hispanic or Latino Populations

People with Disabilities

People who Live in Rural Communities

Religious Minority Populations

Runaway Homeless Youth Populations

Select the population(s) targeted over the course of outreach activities conducted during the reporting period.

Number of Victims Identified

(number)

Record the number of victims identified by grant recipient through outreach activities, including funded partners.



Subrecipient Enrollment Reporting

Key Performance Measures:

  • Increase the diversity of services available to victims of trafficking

Reporting Expectations:

The grant recipient is expected to collect data elements only on subrecipients or entities/organizations with whom the grant recipient has a formal contractual relationship to provide services. This data should be updated as entities/organizations are enrolled into the grant recipient’s network on a rolling basis. Any updates are to be reported on a quarterly basis.

Subrecipient Enrollment Reporting

Data Element

Response Options

Operational Guidance

Name of Subrecipient Organization

(text)

Record name of partnering organization.

Location of Subrecipient Organization

City, State

Record location of organization.

Type of Subrecipient Organization

Advocacy

Behavioral Health

Child Welfare

Education

Employment

Faith Based

Government

Health Care

Housing

Law Enforcement

Legal

Other Criminal Justice

Private Sector

Public Health

School (K-12)

Service Provider

Other (specify)

Select the sector that best describes the type of organization entering into the partnership.

Subrecipient Service Sites

(number)

Record the total number of service site locations of the partner.

Services Provided by Subrecipient

Basic Necessities

Case Management

Child Care

Crisis Intervention

Education Assistance

Employment Assistance

Family Reunification

Financial Assistance

Healthcare

Housing/Shelter Services

Interpreter/Translator

Legal Advocacy and Services

Life Skills

Mental/Behavioral Health Services

Medical Services

Peer-to-Peer Support/Mentoring

Safety Planning Services

Substance Use Assessment/Treatment

Transportation

Victim Advocacy

Other Services (specify)

None

Unknown

Select one or more services that are provided through the partnership.

Enrollment Date

mm/dd/yyyy

Record month, day, and year when entity partnered with grant recipient network.

Exit Date

mm/dd/yyyy

Record month, day, and year when entity ended their partnership with grant recipient network.

1 Polaris. The Typology of Modern Slavery. Defining Sex and Labor Trafficking in the United States. March 2017.

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