Methods of Verification

The Case Management Provider may receive most verifications via biographical data provided to it by the U.S. Department of State as part of Reception and Placement process. When verifications are not available from Reception and Placement documents, unless otherwise specified, the following in order of preference, may be used as verification. Refugee status must be verified in accord with 121 CMR 2.420. (1) Original Documents. When the verification is an original document, a clear and legible photocopy of the document shall be made, if possible. If circumstances prevent the photocopying of a document and a copy is not available, the Case Management Provider shall record in the case record the date and source of the document, a summary of its contents and the date the summary was made. The case manager shall date and sign the description. A photocopy should be obtained as soon as possible. The applicant or participant shall be permitted to keep the original document. (2) Collateral Contact. Third-party contact is verbal or written confirmation of an applicant or participant's circumstances by a third party, and it may be used to verify certain types of information. The Case Management Provider shall obtain written consent from the applicant or participant for each contact, except as specified in 121 CMR 2.625(4): Information from Government Sources and Banks and except for information from MRRP providers serving the applicant or participant. If the applicant or participant refuses to allow ORI to verify information by contacting a third party, assistance shall be denied, terminated, or reduced unless the applicant or participant provides alternative verification. Statements from third parties may be accepted in person, through the mail, and over the phone. The Case Management Provider shall evaluate the acceptability of the statement as verification of the particular information. The Case Management Provider shall record in the case record the date on which the statement was made, the information, the name, address, telephone number, and position of the person making the statement. (3) Self-declaration. A self-declaration is a written statement of fact that may be given by the applicant or participant or by a third party who has first-hand knowledge of the circumstances of the applicant or participant. When the applicant or participant and the case manager have taken all necessary steps to obtain through third party contact documentary evidence, and it is not available, a self-declaration may be accepted as verification of the following eligibility factors: (a) Date of Birth; (b) Family Relationship; and (c) Factors otherwise specified in 121 CMR 2.000. (4) Information from Government Sources and Banks. The Case Management Provider shall inform the applicant or participant that the Case Management Provider and ORI may request information from other sources for purposes of verifying eligibility. These include, but are not limited to, banks and other financial institutions, the Massachusetts Executive Office of Labor and Workforce Development, the Registry of Motor Vehicles, the Bureau of Vital Statistics, the Department of Revenue, the Bureau of Special Investigations, the Internal Revenue Service, the Social Security Administration, the U.S. Citizenship and Immigration Services, the U.S. Department of State, and the Massachusetts Department of Transitional Assistance. The Case Management Provider and ORI are not required to obtain the prior approval of the applicant or participant to acquire and use information from banks or government sources to verify eligibility. (5) Case Manager's Observation. A case manager may verify information by personal observation, noting the observation in the case record.