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Refugee Form


The Refugee form (also known as a RAP form for iCARE users) allows for the collection of client and service information delivered by service provider to refugees. This includes meeting the refugee at the airport or port of entry, temporary accommodation, help in finding permanent accommodation, basic household items, and general orientation to life in Canada. Generally a client should receive all of their refugee services within the first 4-6 weeks of arrival in Canada.

The Refugee Forms are included in all Reports

Start Here

After you have created a Direct Service Session form and added a Client you will be able to fill out a Refugee Form.                  

Instructions and Definitions

A Refugee Form is usually completed the first time you provide a Service to a Client. Generally a client should receive all of their Refugee Services within the first 4-6 weeks of a newcomer’s arrival in Canada.                   

A Direct Service Session must be created first. Once you have completed the Session form you will be able to add Service forms to the Session.

A Refugee Form must be added to the clients & forms section by clicking + and find the Refugee Form in the drop down menu.

If the Clients & Forms section is blank see Adding one or more Clients to a Session - Adding Multiple Clients to a Session Form.

The first time a form is displayed it will be in pink to indicate that it is incomplete. Click Edit to begin entering information in the form.

Form Overview

Follow the instructions below to fill out the Refugee Form and register it to OCMS. All fields shaded in Green are mandatory to save the data to OCMS.

NOTE: Generally a client should receive all of their Refugee services within the first 4-6 weeks of a newcomer’s arrival in Canada

Each family member receiving Services in the same Session will be added as a client and will receive a separate Service form.

You can now make any Service Form ‘private’, even within a Program. If the Form is designated as Private, only that staff person and Agency Coordinators can see the information.

Tasks and Referrals. This section will be done at the end of the Refugee Form if you select Yes to any of the Needs on the form. The Tasks and Referrals section help you build a Settlement/Action Plan.

refugee form selection


OCMS Requirements (the green fields)   

  • Agency Program: Click on the drop-down arrow and select the Program.
  • Service Funded By: Click on the drop-down arrow and choose the Funder.
  • Referred By: Click on the drop-down arrow and select how the Client found out about your Services.
  • Arrival Date at City: Click on the drop-down arrow and chose the date the client arrived.
  • Accommodation From: Click on the drop-down arrow and chose the date to and from.

Services Provided to the client

In each section, only open the services you provided the client. Click + under the service you provided and select your answer from the drop-down menu. You only need to select the services you provided.

  • Accommodation: Accommodation or help finding accommodation was provided by you the Service provider.       
 Note: Normally a client will be in temporary accommodation for a maximum of 29 days
  • Orientation: Initial meeting with client and providing general information to help develop the skills to live safely and independently.
  • Enhanced Orientation: Provide intensive and short term life skill support to newly arrived, higher needs clients. These clients have life skill issues beyond the scope of the basic suite of services.
  • Assessment: understanding the client’s immediate needs and potential barriers to learning.
  • Linkages: Mandatory federal and provincial programs: The client is registered for all appropriate mandatory federal and provincial programs and understands what each is and how it works.
  • Linkages: IRCC Settlement Services: Inform and assist client in accessing IRCC funded settlement services.
  • Linkages Other:  Inform and assist client applying for access to education or other services. Higher needs clients may require more intensive support before being ready to access settlement services.
  • Linkages Assistance in Urgent Medical Services: assist client applying for access to health services and emergencies. Emergencies are anything that cannot wait for the client to go to a regular doctor or clinic, e.g. broken bones, excessive bleeding, severe difficulty breathing, etc. Non-emergency situations are not included, e.g. short-term fever, rashes, minor cuts or burns, etc.

Support Services Received

Record any support services that your agency provided so you could complete the service with your client.

Save the Refugee Form

Press Save at the top of the page to ensure all information is recorded.

Next Steps

Once you have completed filling in the necessary information, you can add any Tasks or Referrals provided during this session by pressing the Tasks and Referrals button.


Video Instructions

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Related articles Types of Sessions and Service Forms
Refugee Service Form Overview
Needs Assessment Service Form
Article details
Article ID: 103
Category: Direct Services
Date added: 2017-01-12 16:11:54
Views: 186
Rating (Votes): Article rated 5.0/5.0 (1)

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