RESOURCE GUIDE FOR CITIZENSHIP AND IMMIGRATION FORUMS 1st edition

Transcription

1 RESOURCE GUIDE FOR CITIZENSHIP AND IMMIGRATION FORUMS 1st edition Neighborhood Centers Inc. offers this resource as a practical guide for the organization and implementation of Citizenship and Immigration Forums. Naturalization. Prepared by Frances Valdez, Neighborhood Centers Inc. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 1

2 A special thank you to the T.L.L. Temple Foundation for their investment in our Citizenship and Immigration efforts, including the financial support to create this resource guide. Neighborhood Centers Inc Neighborhood Centers Inc. grants permission to copy all or any portion of this work, so long as such copies are used solely for non-commercial purposes. Permission to copy is further conditioned on the prominent display on each copy for the following phrase: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 2 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

3 CITIZENSHIP AND IMMIGRATION FORUM RESOURCE GUIDE TABLE OF CONTENTS PART ONE- INTRODUCTION p.5 Agency Profile p.6 Background p.7 Goal of a Citizenship and Immigration Forum p.8 Purpose: Citizenship and Immigration Forum Resource Guide PART TWO- CITIZENSHIP AND IMMIGRATION FORUM OVERVIEW AND PLANNING p.10 Citizenship and Immigration Forum Model and Services p.11 Planning the Citizenship and Immigration Forum p Building Successful Partnerships p.13 Pre-Registration p The Day before the Citizenship and Immigration Forum PART THREE - DURING THE FORUM p. 17 Naturalization Volunteer Training p Station 1: Registration p Station 2: Pre-Screening /Intake p. 21 Station 3: Filling Out Naturalization Application p. 22 Station 4: Passport Pictures (Optional) p.23 Station 5: Checkout p.24 Education, Resources and Services Track p.25 Attorney Consultation Track p.26 Citizenship and Immigration Forum Resource Guide Appendix APPENDIX p.27 APPENDIX A: Citizenship and Immigration Forum Planning Checklist and Toolkit p.28 APPENDIX B: Citizenship and Immigration Forum Site Visit Checklist p.29 APPENDIX C: Citizenship and Immigration Forum Volunteer Jobs p APPENDIX D: Citizenship and immigration Forum Volunteer Attorney Questionnairep. p.32 APPENDIX E: Sample Citizenship and Immigration Forum Flyer p.33 APPENDIX F: Citizenship and Immigration Forum Document and Material Checklist p.34 APPENDIX G: Forum Participant Registration Form p APPENDIX H: Sample Volunteer Attorney and Resource List p.37 APPENDIX I: Sample Citizenship and Immigration Forums Calendar p.38 APPENDIX J: What to Expect at the Citizenship and Immigration Forum p.39 APPENDIX K: Citizenship and Immigration Forum Procedures for Intake Volunteers p.40 APPENDIX L: Citizenship and Immigration Forum Limited Legal Service Agreement p APPENDIX M: Citizenship and Immigration Forum Intake p APPENDIX N: Citizenship and Immigration Forum Checkout Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 3 p.45 APPENDIX O: Citizenship and Immigration Forum Filing Checklist

4 INTRODUCTION PART ONE 4 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

5 AGENCY PROFILE Neighborhood Centers Inc. is a 501(c) 3 nonprofit organization where resources power opportunity, an organization that builds vibrant communities and capitalizes on diversity by bringing resources, education, and connection n to emerging neighborhoods. Founded in 1907 in the spirit of the Settlement t House Movement to support the integration n of new immigrants, the agency evolves as Houston grows, maintaining its commitment to providing essential services in an efficient and effective capacity. Today, the neighborhood community center serves as the nucleus where people come together to participate in the social, political and economic viability of their communities. With a network of six community centers and another one in the making, complemented by schools and operations in more than 60 locations throughout the Houston metropolitan region and the Texas Gulf Coast, Neighborhood Centers has become one of the largest and most successful community development organizations in Texas. The agency serves more than 340,000 residents annually, placing Neighborhood Centers nationally in the top 1% among non-profit organizations. The Citizenship and Immigration Program at Neighborhood Centers Inc. provides connection to a broad array of comprehensive services, education, and resources. We strive for the full civic integration of all those seeking a better life by ensuring they strategically move forward with immigration processes and achieve individual community success. Neighborhood Centers offers workshops, direct services and referrals that empower individuals to learn English, prepare for naturalization, and gain access to legal and social services. This holistic framework serves as a model to the greater community and is the basis for a robust volunteer and client engagement. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 5

6 BACKGROUND The Citizenship and Immigration Forum model presented in the following pages is one of the most valued and yet misunderstood components of Neighborhood Centers thriving immigration program. Developed in 2006 under a storm of controversy and divisiveness on the subject of immigration reform, the forums have steadily delivered quality citizenship and immigration services free of charge to more than 30,000 Legal Permanent Residents (LPRs) and immigrants without documentation under one roof. Over the years, through many trials and successes, through observation and conversations with local and national partners, volunteers, and clients, we have refined our practice and developed the tools for delivering a highly efficient and inclusive format of group processing workshops for citizenship. Accomplishing this enormous task required a deliberate shift from the standard practices of workshops targeting low-income LPR s communities in Houston. Key factors that influenced the program: Undocumented immigrants were underserved by local workshops, primarily due to lack of capacity and controversy surrounding the subject. The undocumented population had equal, if not more benefit to gain from learning the process of citizenship, its rights and responsibilities, as well as how to avoid costly, and sometimes irreversible errors. Leveraging volunteer and partner resources avoids duplication of services and facilitates serving targeted numbers consistently. Developing replicable processes that can be tailored to many settings and locations in order to build local capacity for citizenship services. This document presents a step by step guide to advise the implementation of the Immigration and Citizenship Forum developed by Neighborhood Centers with partners NALEO Educational Fund and the City of Houston s Office of International Communities. The format can be adjusted to the community and capacity of the organization to best fit its needs. 6 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

7 GOAL OF A CITIZENSHIP AND IMMIGRATION FORUM 1. Provide naturalization applicants information about the citizenship process. 2. Complete applications and review documents for approximately 100 people during a one-day forum. 3. Connect applicants with other social service agencies where they can access other social service support(s). 4. Provide information to naturalization applicants and other participants about their rights and responsibilities once they become naturalized citizens. 5. Provide immigrants who are not currently eligible for naturalization a free consultation with an immigration attorney so they may better understand their legal situations Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 7

8 PURPOSE: CITIZENSHIP AND IMMIGRATION FORUM RESOURCE GUIDE This Citizenship and Immigration Forum (the Forum) has provided monthly workshops to the Houston community since It took a great deal of research, trial and error to discover the best practices for the Forum. The resource guide is designed to provide context and practical tools to assist organizations with implementing group processing workshops and forums. Alongside organizing partners, the National Association of Latino Elected Officials (NALEO) Educational Fund and the City of Houston s Office of International Communities (OIC), Neighborhood Centers offers a series of monthly immigration and citizenship forums with the intent to increase local capacity for citizenship and connect individuals to vital resources. Since their inception in 2006, these forums have successfully served more than 30,000 individuals throughout the Greater Houston area. This publication shares the significant research and lessons learned along the way to support others in delivering a productive workshop session in their own communities. The Citizenship and Immigration Forum is grounded in key principles of Neighborhood Centers Inc. s community development approach, which seeks to identify opportunities and build capacity for greater community engagement. A number of citizenship workshops operating today provided invaluable context to shape this program model, as did the unique characteristics of Houston s community and that of our partner organizations. This resource guide highlights current best practices of leading organizations and offers practical ideas and tools that have been tested and proven in our community. We especially recognize the contributions of Claudia Hogue, Texas Director of Civic Engagement of the NALEO Educational Fund, who brought the NALEO citizenship workshop toolkit to our partnership. The process of filling out the naturalization applications is largely based on the NALEO toolkit. Also, we would like to recognize the contributions of the City of Houston s Office of International Communities towards the Citizenship and Immigration Forum model, which creates the foundation for this citizenship resource guide. 8 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

9 CITIZENSHIP AND IMMIGRATION FORUM OVERVIEW AND PLANNING PART TWO Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 9

10 PURPOSE: CITIZENSHIP AND IMMIGRATION FORUM MODEL AND SERVICES The Citizenship and Immigration Forum consists of three components: 1. The Naturalization Application Track; 2. The Citizenship Education, Resources and Services Track; and 3. The Legal Consultation Track. The Naturalization Application Track provides applicants with an assessment of their eligibility for citizenship. If the Forum can adequately meet their legal needs, their applications are completed by trained volunteers. The applications and supporting documents are then reviewed by attorneys and specialized volunteers and/or staff. At the same time, the participants are given a thorough overview of the naturalization process as well as the study materials to support the process. The Citizenship and Immigration Forum is the Citizenship Education, Resources and Services Track, which provides participants with information regarding citizenship. This element is essential in providing information to the community once you have reached capacity in the application process. Applicants walk away with invaluable information about their particular situation and, at minimum, are connected to resources that they can call upon in the future. In addition, other organizations and service providers provide resources and information on social services relevant to all participants, whether they are ready to apply for citizenship or if they just want information about immigrant rights and other relevant issues. The third component Legal Consultation Track allows participants to consult with experienced immigration attorneys about any questions regarding their case or any other issues about immigration law. This component is vital for all those who want information on how to broaden their pathways to citizenship. Participants in all tracks can visit service providers tables and listen to presentations by the service providers while they transition through different tracks. 10 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

11 PLANNING THE CITIZENSHIP AND IMMIGRATION FORUM Providing a successful event is a huge endeavor. The first step in the planning process is for your organization to have a realistic conversation about its capacity to hold a forum. You might not be able to provide all components of the forum. However, even a workshop without the educational session or service providers still requires a large space, legal expertise, materials, a large number of volunteers, and many other resources. BUILDING SUCCESSFUL PARTNERSHIPS Partnerships are essential to a successful Citizenship and Immigration Forum. Once you have determined your capacity, you can search for partners who might provide resources that you lack. Partnerships may take different forms depending on the assets and needs of each community. The four main partners of the Houston Citizenship and Immigration Forums are the City of Houston Office of International Communities, NALEO Educational Fund, Neighborhood Centers and Univision, our media partner. Each organization brings unique assets to the forum. Partnering with a city or government institution helps provide legitimacy to your event and also helps gain access to city facilities and resources such as the local police department. Partnering with an organization with expertise in citizenship workshops and civic engagement like the NALEO Educational Fund helps provide the practical knowledge needed. Univision, our media partner, has provided great support through their Public Service Announcements, phone banks and outreach initiatives. The key to a successful partnership is communication and collaboration. Successful partnerships allow for all partners to feel as though they contributed and gained something valuable from the partnership. Partners should define their roles and expectations through a memorandum of understanding (MOU). One extremely important issue to establish as an organization, either working alone or with partners, is whether or not you will charge a fee for your forum. Charging a fee will depend on your resources, funding sources and partnerships. If you utilize partnerships effectively, you might be able to provide forums free of charge. However, if you do not have a great deal of partners with resources, you might have to charge a nominal fee in order to cover your costs. Note that some partners and service providers will not be able to participate in an event that charges a fee due to various restrictions from funders. Regardless of the decision, partners should resolve this issue at the beginning of the planning process. Preparing a Citizenship and Immigration Forum takes a great deal of planning and foresight. The following section provides the planning process that has worked best for the Houston Citizenship and Immigration Forums. The actual forms that will guide you through the planning process are provided as appendices to this guide. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 11

12 Citizenship and Immigration Forum Planning Checklist and Tool See Appendix A Tips: Start planning the Citizenship and Immigration Forum no less than three months in advance. Make sure that the Citizenship and Immigration Forum does not conflict with major events in the city. Adjust the timeline according to your situation. Site Visit Checklist See Appendix B Tips: When selecting a location, choose a space large enough to hold at least 200 people. You will need access to bathrooms, parking, and multiple rooms (or the ability to section off one large space) for each section of the forum. You will need access to the site the day before the forum, one hour before training begins and a couple hours after the forum ends. Volunteer Jobs See Appendix C Tips: The Citizenship and Immigration Forum requires a large number of volunteers. The number of volunteers varies according to the crowd you wish to serve. In order to serve 100 applicants, you need approximately 60 volunteers and 20 volunteer attorneys. You can recruit volunteers by starting with your own community base. Talk to schools, colleges, law schools, and reach out to student organizations interested in immigration issues. Reach out to companies or organizations that have a broad volunteer program. Make it personal. Frequent communication is essential. Send an invitation one month before the event as well as reminder s two weeks and one day before the event. You will also need to keep your volunteers engaged---send updates on the impact of their contribution, prepare an appreciation event, communicate with them and take the time to know them. Volunteer Attorney Questionnaire See Appendix D Tips: Volunteer immigration attorneys provide an essential service to the forum. Building relationships with reputable immigration attorneys takes time. You should speak to your local bar associations and connect to the American Immigration Lawyers Association (AILA) in your area. Most immigration attorneys are selfless human beings who choose to practice immigration law because of their desire to serve low-income and disempowered communities. Unfortunately, not all immigration attorneys are alike. In order to ensure that the Citizenship and Immigration Forum connects the community to reputable immigration attorneys who will treat the community with fairness and respect, you should have all attorneys fill out a volunteer attorney questionnaire. Once you receive the questionnaire, communicate with and meet the attorney. Convey to him or her that the Citizenship and Immigration Forum is a community event that serves to provide a free, quality service to clients. 12 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

13 Many immigration attorneys are willing to volunteer at your Citizenship and Immigration Forum. A number of individuals at the forum might need private attorneys because their cases will be too complicated for a Citizenship and Immigration Forum. The immigration attorneys can grow their businesses and reputations by assisting in your forums. One way to ensure growth in attorney commitments to your forums is to tell lawyers that you will add them to your referral list after they have volunteered at your forums a certain number of times in a year. Depending on the frequency of your Citizenship and Immigration Forums, three to five volunteering sessions per year is a fair requirement. Sample Citizenship and Immigration Forum Flyer See Appendix E The Flyer is a promotional document that lets the community know more details about the event. Tips: Describing a brief overview of what is expected at the forum as well as clear time, date and location is helpful when designing a flyer. Document and Material Checklist See Appendix F Tips: Review the Document and Material Checklist a few days before the forum. Many of the forms in the Checklist have PRE-REGISTRATION Another important question to consider when planning the forum is whether or not you will allow applicants to sign up the day of the event or if you will require pre-registration. Pre-registration is recommended if you have a large number of staff that can provide screening and an appointment over the phone. If you do decide to do pre-registration, keep in mind that this requires some planning and one organization s commitment to accepting all pre-registration calls. All flyers and information regarding the Citizenship and Immigration Forum should provide a phone number and/or address where an individual may contact the organization to pre-register. The Citizenship and Immigration Forum will quickly reach capacity. Thus, you should have future Forums scheduled so that you may pre-register for those events as well. If you will not hold future events, make sure you have a resource list that provides information about trusted non-profit legal service providers and immigration attorneys in your area. Despite your pre-registration efforts, individuals who do not pre-register will attend your event. Depending on your capacity and space, the Citizenship Education, Resources and Services Track could be useful when dealing with an overflow crowd. You could provide these services in a separate space from the application area. This way everyone who attends your event will walk away with valuable information. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 13

14 THE DAY BEFORE THE CITIZENSHIP AND IMMIGRATION FORUM Tips: Visit the Forum site the day before the event and make sure that it is arranged accordingly: 1. Training room/hospitality room Volunteers who fill out the citizenship applications will be trained in this room. Arrange the room in a classroom style with tables and chairs facing the instructor. If your instructor is using a PowerPoint, make sure that equipment is set up. The room can also serve as the breakfast and lunch area for your volunteers. Set up one or more tables where you can place breakfast and lunch. 2. Station 1: Registration The registration area is the space where you will greet participants, gather their names and other pertinent information and direct them to the proper area. This is also the area where your volunteers will check in. Also, make sure that your registration table has relevant information about your organization and other events. You will need at least one table and a few chairs for a couple of volunteers to sit. 3. Station 2: Intake Participants who register for the Naturalization Application Track will be sent to a waiting area in front of the intake table(s). The intake table(s) should be set up so that intake volunteers sit on one side and participants sit on the other side of the table. 4. Main seating area for panel presentations The main seating area should comfortably accommodate participants waiting for the volunteers to fill out their citizenship applications or for attorney consultations. For 100 expected participants, at least 50 chairs are recommended. Most participants will be accompanied by loved ones, who may choose to wait in the main seating area. It should be set up in front of an area where service providers can address the participants. Set up a microphone and speaker if available. This is where the Citizenship, Resources and Services Track Area will take place. 5. Station 3: Citizenship application area This area takes up the most space. You need at least one volunteer for every three applications you plan to complete during a typical three-hour workshop. Depending on the size of your tables, you should be able to seat approximately two volunteers and two applicants at each table. The volunteers and the applicants should face each other. Frequently, loved ones will accompany the applicant to the volunteer table and will also need chairs. Prepare ahead of time to have additional chairs at several tables. 6. Station 4: Attorney consultation area The size of this area will depend on how many volunteer attorneys have confirmed their participation with you. You will need to have as many tables as you have confirmed attorneys. Please make sure that you have enough space between the tables to provide a level of confidentiality. 14 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

15 7. Station 5: Picture area You need one digital camera, a tripod, a photo printer and paper. You will need a table and two chairs. You will also need a small waiting area nearby specifically for people having their pictures taken. 8. Station 6: Checkout area with waiting area The set-up of the checkout station with waiting area will look similar to the intake area. The difference is that it will be set up after the citizenship application area. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 15

16 DURING THE FORUM PART THREE 16 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

17 NATURALIZATION VOLUNTEER TRAINING Before the event takes place, the Naturalization application volunteers will be directed to the training room. The training room may also serve as the hospitality room, the location where breakfast and lunch is served. If, for example, your Citizenship and Immigration Forum begins at 10:00 am, the training session should begin at 8:00 am. For every 100 applications you wish to complete, you should recruit 20 volunteer attorneys and 60 other volunteers. It is best to recruit an experienced immigration attorney or accredited representative to give the training. STATION ONE: REGISTRATION Naturalization Volunteer Training Before the event takes place, the Naturalization application volunteers will be directed to the training room. The training room may also serve as the hospitality room, the location where breakfast and lunch is served. If, for example, your Citizenship and Immigration Forum begins at 10:00 am, the training session should begin at 8:00 am. For every 100 applications you wish to complete, you should recruit 20 volunteer attorneys and 60 other volunteers. It is best to recruit an experienced immigration attorney or accredited representative to give the training. Station 1: Registration At the registration area, volunteers and participants will be greeted and asked their names, addresses and telephone numbers. Depending on your needs, you will want to capture certain biographical information from each applicant. The registration volunteers will determine if the participant will go through the N-400 Track or the Attorney Consultation Track. Those who will participate in the Attorney Consultation Track will be given a resource list with a sticker that has a black number on it. The black number corresponds to the order of arrival of each participant to the event. Its purpose is to keep track of how many participants we can serve depending on the number of attorneys that are available. Those participants will also be led to the main waiting area and will be called by the MC (master of ceremonies) once the event has started. Those who are going through the Naturalization Track will be given the NALEO N-400 Worksheet and will be lead to the intake waiting area. They can begin completing the worksheet while they wait to be served. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 17

18 The registration table will also contain extra materials for participants who want information only about the resource list, next events or any other relevant information. Sample Participant Registration Form See Appendix G Sample Volunteer Attorney and Resource List See Appendix H Sample Citizenship Events Calendar See Appendix I What to Expect at the Citizenship Forum See Appendix J Tip: This document should be given to the applicant early in the process. It helps to prepare the applicant with enough time to review the application and reduce frustration that can arise during a large and crowded forum. 18 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

19 STATION 2: PRE-SCREENING/INTAKE Intake is one of the most important stages in the process. Intake volunteers serve as the first point of contact for applicants. The goal of Intake is to ensure that you do not fill out an application for anyone who is ineligible could be referred to immigration court or who needs individual representation because of any other possible issues. The intake station should consist of five to ten specialized and trained volunteers. The best scenario is for all volunteers to be immigration attorneys. However, that can be difficult for some organizations. Thus, the Forum has developed an intake system that, if used correctly, will provide quality assurance. You must have at least one immigration attorney who is experienced in naturalization and citizenship law to be in charge of Intake. First, a participant must meet the minimum requirements for naturalization. The biggest struggle in this area will be those who do not meet the language requirements. Asking the intake questions in English is the best way to establish English-speaking ability. Intake volunteers must ask the questions in English unless the participant qualifies for an exemption from the English requirement. The volunteers may speak slowly and use other words to help the applicant. However, if the applicant does not understand the majority of the questions, they will be given a resource list and referred to English and citizenship courses in the area. The applicants are encouraged to return to the forum after completing an English and/or citizenship course and feeling comfortable with their language skills. We want to be sure that everyone who applies for naturalization will pass their examination and become a naturalized citizen. The N-400 costs $680; we do not want people to lose their money. Second, and the most important part of intake, is to make sure that you do not fill out an N-400 for anyone who might be at risk for being placed in immigration court and removed from the U.S. The naturalization application is the last chance that the U.S. Citizenship and Immigration Service has to review an applicant s immigration history. For a number of reasons, someone might have become removable from the U.S. since becoming a lawful permanent resident. The Citizenship and Immigration Forum is not an appropriate place for this type of applicant. They need individual attention by an immigration attorney with experience in immigration court. The purpose of the forum is to give quality assistance to as many individuals as possible. The intake volunteers, in coordination with the immigration attorneys participating in the workshops, should decide what types of cases they wish to take. I would suggest only taking cases that do not require a great deal of consultation or evaluation. This does not mean that if an applicant is not assisted at a citizenship forum that they will not be eligible for citizenship. It just means that the Citizenship and Immigration Forum is not the appropriate type of assistance for his/her case. The Citizenship and Immigration Forum is not an appropriate setting for an applicant with a complicated issue. We would like to be able to serve everyone. However, given the large numbers of people served at a citizenship forum, it becomes impossible to give a great deal of individualized attention to any one person. Furthermore, the service provided through the forum does not create an attorney-client relationship between the participants Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 19

20 and the volunteer attorneys. Thus, attorneys will not assist if the applicants receive a request for evidence, an interview or denial from the government. Immigration law is an extremely complex area of law. For this reason, this resource guide will not delve into the complexities of the law. There are numerous trainings for attorneys and accredited representatives in this area. This resource guide is also not meant to give legal training. We do not want to give anyone the false sense that by reading this alone, he/she would be able to represent an individual or provide assistance with immigration matters. Citizenship and Immigration Forum Procedures for Intake Volunteers See Appendix K Tips: Have all intake volunteers read the procedures before beginning intake. Citizenship and Immigration Forum Limited Legal Service Agreement - See Appendix L Tips: Make sure that the applicant reads and understands the waiver. You might want to translate it into his/her native language if needed. Citizenship and Immigration Forum Intake - See Appendix M Tips: This intake takes a very strict approach in determining which cases are appropriate for the Citizenship and Immigration Forum. Your legal experts should decide the standards for your forum. 20 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

21 STATION 3: FILLING OUT THE NATURALIZATION APPLICATION Once the volunteers complete their training on how to fill out the Naturalization application, they will be seated in the large area that you have arranged for this purpose. The area should consist of tables and chairs that are situated to where the participant can face the volunteer. Table sizes vary; however, you can usually seat two participants and two volunteers at each table. Try to provide enough space between participants to allow for some degree of privacy. In this area you should also set up one or two tables that hold extra copies of the applications, extra sheets of blank paper for addenda, small notepads, paper clips and any other materials that your volunteers might need. The Citizenship and Immigration Forum provides the volunteers with colored and laminated pieces of construction paper. One color designates when the volunteer is ready for a new applicant and the other color designates when the volunteer has a question. An immigration attorney or accredited representative should be assigned to this area to answer volunteer questions. Designate someone as the master of ceremonies (MC) who will call the numbers in order. Call enough numbers to fill all the spaces available. The amount of time it takes a participant to fill out the application will vary. However, it will usually average about one hour to fill out the application. Once the application is complete, the volunteer will direct them to the station to have their passport pictures taken (optional). Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 21

22 STATION FOUR: PASSPORT PICTURES (OPTIONAL) The N-400 application requires two passport-style pictures of the applicant. The passport picture station is an optional service that you can provide for the applicants. This station requires at least two volunteers. One volunteer can take the picture and cut it while the other volunteer deals with crowd control. The section consists of one table, a digital camera, a photo printer and small envelopes to hold the pictures. You will also need a chair for the applicant to sit on and a white backdrop. Set up five to ten chairs for applicants waiting for their pictures to be taken. The instructions to the N-400 states: Photographs. You must submit two identical passport-style color photographs of yourself taken within 30 days of the filing of this application. The photos must have a white to off-white background, be printed on thin paper with a glossy finish, and be unmounted and unretouched. The photos must be 2 x 2 and must be in color with full face frontal view on a white to off-white background. Head height should measure 1 to 1 3/8 from top of hair to bottom of chin, and eye height is between 1 1/8 to 1 3/8 from bottom of photo. Your head must be bare unless you are wearing a headdress as required by a religious order of which you are a member; however, your face must be visible. Using pencil or felt pen, lightly print your name and Alien Registration Number on the back of each photo. NOTE: Any digital photo submitted needs to be produced from a high resolution camera with at least 3.5 mega pixels of resolution. Once the applicant s pictures have been taken, the pertinent information has been written on the back, and the pictures have been placed in the small envelopes, send the applicant to the checkout area. 22 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

23 STATION 5: CHECKOUT The checkout area should be arranged similarly to the intake area. You need approximately ten immigration attorneys and/or trained volunteers. In addition to the forms listed below, make sure that you provide checkout volunteers with pens, self-stick notes and flags, and extra paper. The volunteer should follow the Citizenship and Immigration Forum Checkout Form while reviewing the applications and documents. If the applications or documents require more attention, explain clearly what the applicant must do before filing the documents. This can be written on the Citizenship and Immigration Forum Filing Checklist that will be given to the applicant at the end of checkout. Citizenship and Immigration Forum Checkout - See Appendix N Citizenship Filling Checklist - See Appendix 0 The applicant has now completed the Naturalization Track! NOTE: The information contained in this packet may be revised to reflect additional guidance from the Department of Homeland Security (DHS) as it becomes available. To ensure prompt access to future revisions, please forward comments and contact information to immigration@neighborhood-centers.org. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 23

24 EDUCATION, RESOURCES AND SERVICE TRACK The Citizenship and Immigration Forum utilizes every moment that the participants spend at the forum as an opportunity to educate the community. While participants wait for their applications to be completed, they wait in a large waiting area. A speaking area with a microphone is provided for your agency or USCIS to speak about the naturalization process and the rights and responsibilities of new citizens. In addition, service providers and other social agencies take this time to inform the community about their organizations. If possible, establish a relationship with your USCIS local office. They will have a community liaison who can speak to the forum participants. The panelists that you choose to include will depend on the needs and interests of your community. Some examples of relevant providers might be high school counselors, immigrant rights organizations and social service agencies. The forum also provides an area where the service providers can sit at a table, speak to participants and gather information about the provider. ATTORNEY CONSULTATION TRACK The Attorney Consultation Track is one of the most important components of the Immigration and Citizenship Forum. This track provides free quality legal information regarding a participant s specific case or questions about their immigration status. Furthermore, participants are empowered to to ask questions to experts in a safe and inclusive environment. If an organization decides to include this track as part of the Immigration and Citizenship Forum, it is advised that relationships with immigration attorneys are developed in advance of the event. 24 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

25 NATURALIZATION: RESOURCE Neighborhood Centers Inc. offers this resource as a practical guide for the organization and implementation of Citizenship and Immigration Forums. GUIDE FOR THE CITIZENSHIP AND IMMIGRATION Prepared by Frances Valdez, Neighborhood Centers Inc. FORUMS APPENDIX Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 25

26 Citizenship and Immigration Forum Resource Guide Appendix Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Appendix K Appendix L Appendix M Appendix N Appendix O Citizenship and Immigration Forum Planning Checklist and Tool Citizenship and Immigration Forum Site Visit Checklist Citizenship and Immigration Forum Volunteer Jobs Citizenship and Immigration Forum Volunteer Attorney Questionnaire Sample Citizenship and Immigration Forum Flyer Citizenship and Immigration Forum Document and Material Checklist Sample Citizenship and Immigration Forum Participant Registration Form Sample Volunteer Attorney and Resource List Sample Citizenship and Immigration Forums Calendar What to Expect at the Citizenship and Immigration Forum Citizenship and Immigration Forum Procedures for Intake Volunteers Citizenship and Immigration Forum Limited Legal Service Agreement Citizenship and Immigration Forum Intake Citizenship and Immigration Forum Checkout Citizenship and Immigration Forum Filing Checklist 26 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

27 APPENDIX A: CITIZEN AND IMMIGRATION FORUM PLANNING CHECKLIST AND TOOLKIT Location: Event Date: Task Deadline (prior to event) Status Person(s) Responsible Comments Site visit (see enclosed checklist) Confirm location Confirm location (2) Flyer distribution to general public Flyer/PSA distribution to media event information to networks for web posting to host about volunteer roles and responsibilities Call to volunteer to attorneys and general volunteer database Reminder to volunteers (attorneys and volunteer database) Distribution of talking points to presenters and host Reminder to host about volunteers and food Confirmation to attorneys, volunteers and service providers Final update to organizers with any new developments ASAP ( / / ) 6 weeks ( / / ) 3 weeks ( / / ) 1 month ( / / ) 1 month ( / / ) 1 month ( / / ) 1 month ( / / ) 3 weeks ( / / ) 1 week ( / / ) 1 week ( / / ) 1 week ( / / ) 2 days ( / / ) 1 day ( / / ) I. II. III. IV. V. VI. VII. VIII. IX. X. XI. XII. Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 27

28 APPENDIX B: CITIZENSHIP AND IMMIGRATION FORUM SITE VISIT CHECKLIST Contact(s) at Host Location Phone Number Task Status Person(s) Responsible A/C and/or Heater Adequate parking and security Comments Adequate restroom facilities Adequate space and furniture Food and beverages for volunteers Location-clearly marked street address Set-up and breakdown Snacks and beverages for public Volunteer recruitment 28 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

29 APPENDIX C: CITIZENSHIP AND IMMIGRATION FORUM VOLUNTEER JOBS Location: Event Date: Assignment Volunteers Needed Volunteers Confirmed Set-up (day before) 10 Registration 3 Intake (attorneys) 10 Application assistance 30 Crowd monitoring (inside) 3 Food assistance (set-up, refills, etc.) 2 Check-out (attorneys) 10 Survey 2 Traffic control (outside) 3 Breakdown (same volunteers as above) 10 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 29

30 APPENDIX D: CITIZENSHIP AND IMMIGRATION FORUM VOLUNTEER ATTORNEY QUESTIONNAIRE Thank you for your interest in volunteering your time and talents to our Citizenship Forums. The Citizenship and Immigration Forums are free to the public and are offered at several locations throughout Harris County. The purpose of the Citizenship and Immigration Forum is to provide free citizenship application assistance and review, citizenship information sessions and access to service providers. We certainly could not provide the forum without your help! We ask that you attend the forums in the spirit of community service. Your time at the forum will be pro bono. A community spirit also entails flexibility and willingness to assist us in areas where we most need attorney volunteers. We understand that many of the participants at our forums will ask for your business cards. We do not have a problem with your sharing your business cards with individuals who ask for it. Also, if you assist us three times in twelve months, we will add you to our referral list. We do not attempt to mandate how you run your private law practice. However, if you are referred clients from the forum, we do ask that you charge a reasonable fee. Unfortunately, from time to time, community members do complain about specific attorney practices. We investigate all complaints thoroughly. If after investigating the complaint we find that an attorney has not volunteered in the spirit of community at a forum or has used disreputable practices with a community member referred to their office, we might be forced to remove that attorney from our referral list. The community trusts us to refer them to reputable attorneys. We must maintain that trust. By filling out and returning this questionnaire, you are stating that you understand and accept the terms outlined above. In order to learn more about you and make this experience more beneficial to you, please complete the questionnaire below at your earliest convenience. Acceptance of your application will be confirmed via . Name of firm Where you work Address Phone number/ Your specialization What you do Experience practicing immigration law 1-3 years 3-5 years 5-10 More than 10 Comment: Estimated monthly percentage of work dedicated to immigration law 10% 30 % 50% 80%+ 30 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

31 Primary language Your skills and talents Other languages (speak, read or write) Would you be interested in facilitating trainings or presentations on immigration or citizenship? (i.e. public speaking, community events, teaching, coaching, mentoring etc.) Any other interests or skills you would like to share if given the opportunity? From time to time, Neighborhood Centers Inc. will have other volunteer opportunities available. If you would ike to hear from our volunteer coordinator to learn about the agency and these opportunities, please let me know. You may return this form by to or fax:. If you would like to forward your resume, please do so. Thank you! Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 31

32 APPENDIX E: SAMPLE FLYER Deferred Action Workshop The Monty & Ramirez LLP Firm will sponsor a Deferred Action for Childhood Arrivals workshop for 20 eligible participants. Free application assistance for those that qualify! Wednesday, May 22, 6 pm Baker Ripley Neighborhood Center 6500 Rookin St. Houston, TX To pre-register please us at immigration@neighborhood-centers.org or call us at (713) By appointment only. FREE ADMISSION Admisión Gratis 32 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

33 APPENDIX F: CITIZENSHIP AND IMMIGRATION FORUM DOCUMENT AND MATERIAL CHECKLIST DOCUMENTS Attorney Registration Form Volunteer Attorney and Resource List Citizenship and Immigration Forums Calendar Limited Legal Service Agreement What to Expect at the Citizen and Immigration Forum Citizenship Training PowerPoint Participant Registration Form Program Talking Points Service Provider Registration Form Procedures for Intake Volunteers Check-Out Filing Checklist, Sample Cover Letter Sample Cover Letter Volunteer Registration Form Volunteer Jobs STATUS Materials Naturalization Application Assistance Labels ( red numbers ) Clipboards First-Aid Kit Markers Notepads Pencils Pens Post-It Notes Signage (i.e. bandit signs, posters) Tape Volunteer Badges Volunteer Table Signs ( Next and Question ) Status Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 33

34 APPENDIX G: SAMPLE FORUM PARTICIPATION REGISTRATION FORM 34 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

35 APPENDIX H: SAMPLE VOLUNTEER ATTORNEY RESOURCE LIST Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 35

36 APPENDIX H: SAMPLE VOLUNTEER ATTORNEY RESOURCE LIST 36 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.

37 APPENDIX I: SAMPLE CITIZENSHIP AND IMMIGRATION FORUM CALENDAR 2012 Citizenship and Immigration Forums Events Calendar July 2012 Sun Mon Tues Wed Thu Fri Sat Partners Name of location Deferred Action Forum Date and time Address City, state, zip code Contact: Partners Name of location Deferred Action Forum Date and time Address City, state, zip code Contact: Partners Name of location Deferred Action Forum Date and time Address City, state, zip code Contact: August 2012 Sun Mon Tues Wed Thu Fri Sat September 2012 Sun Mon Tues Wed Thu Fri Sat October 2012 Sun Mon Tues Wed Thu Fri Sat November 2012 Sun Mon Tues Wed Thu Fri Sat Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission. 37

38 APPENDIX J: WHAT TO EXPECT AT THE CITIZENSHIP AND IMMIGRATION FORUM [Logo of other partners] APPENDIX J: What to Expect at the Citizenship and Immigration Forum Purpose: The purpose of the citizenship forum is to complete naturalization applications and review supporting evidence for eligible individuals, provide information and resources pertaining to citizenship, and provide access to service providers. What to Expect at the Citizenship and Immigration Forum: I. We will only be able to serve approximately 100 people at the forum. II. Due to the large numbers of people being served at one time, the whole process could take up to three hours or more. III. Volunteers will ask you personal information relating to your background. Volunteers do not retain this information and will maintain confidentiality. However, please understand that the forums serve numerous individuals at once, and, therefore, conversations must be held in a public space. If you do not feel comfortable providing personal information to our volunteers, please call and make an appointment with one of the organizations or attorneys on the resource list. Consultation fees will be charged. IV. We cannot guarantee that your application will be completed at the forum. We will only serve individuals eligible for naturalization. Even if you are eligible for naturalization, we will not serve individuals whose cases are inappropriate for the citizenship forum. We attempt to determine eligibility for service at the forum during Intake. However, if we discover that your case is better dealt with in another setting at a different point in the process, please be patient with us. We hope that you understand we are attempting to serve you in the best manner possible. iii. Your case is appropriate for the forum if you do not have any issues in your past that make you ineligible or potentially ineligible for naturalization. Issues include, but are not limited to criminal issues, fraud issues and absences from the United States. o Your case is inappropriate for the forum if your case has any sort of potential issues. That does not mean that you might not be able to still hire an attorney and continue with your case. It just means we will not complete your application at the Citizenship and Immigration Forum. 38 Naturalization: This material is copyrighted by Neighborhood Centers Inc. and reproduced by permission.