Case Rounds: Notes from 6/17/2025
Introduction
Weekly Legal & Advocacy Collaboration Session
These weekly meetings are designed to support cross-organizational collaboration, build shared legal knowledge, and strengthen collective advocacy efforts.
Format and Participation Guidelines:
Participation is open to legal and advocacy professionals.
Speaking order is based on arrival time unless you indicate a time constraint and need to speak early.
Everyone shares once before anyone shares twice. Please begin by offering a question, update, or insight, and engage with responses from others.
Before speaking, please introduce yourself and the organization or role you represent.
No client-specific discussion. We do not provide individual legal advice or discuss identifiable case details. All conversation is general and practice-based.
Not open to DHS or DOJ (including DVT) personnel or affiliates.
Meeting Structure:
Hour 1: Legal professionals speak freely and use technical legal terminology.
Hour 2: The pace slows to ensure accessibility for non-attorney advocates and broader community members. All are welcome to stay.
This is a confidential, collaborative space for mutual learning, skill-building, and issue-spotting across Vermont’s immigration legal and advocacy ecosystem.
AI Note-Taking & Information Sharing
We use AI-assisted tools (Microsoft Copilot) to generate anonymized summaries of key insights and systemic trends.
No personal or client information is recorded.
Notes are securely stored and shared with participants upon request.
The goal is to reduce redundancy, track evolving best practices, and ensure access for colleagues who cannot attend in real time.
Please let us know if you prefer your contributions not be summarized in shared notes.
Key Updates & Announcements
Key Discussions:
Pro bono attorneys requested technological help and information on translation services for closing letters. Development of systems for translation assistance and pairing interns with pro bono attorneys for tech support.
Discussed connecting paralegal interns with supporting another attorney with asylum cases and the importance of documenting casework in Clio.
Raised questions about the impact of the revocation of CHNV parole status and the value of pending asylum cases. Insights on the long-term benefits of pursuing asylum and SIGIS cases despite current challenges.
Asked about the best practices for FOIA requests. Recommended electronic submissions for better tracking and faster responses.
Raised concerns about the safety of attending the upcoming Mexican consulate visit to VT. Suggested asking organizers about safety measures and provided guidance on risk assessment and know-your-rights information.
Asked about the safety of students traveling to summer camps and what documents to show if questioned by immigration officers. Provided advice on carrying copies of asylum application documents and assessing risks.
Expressed concerns about the impact on children if their parents lose permanent residency. Explained the relevance of SIJS in such cases.
Action Items:
- Translation Assistance: Help with emailing the interpreter and translation volunteer base and sharing template closing letters.
- Tech Support: Pairing interns with pro bono attorneys for technological integration and support.
- FOIA Requests: Consider electronic submissions for FOIA requests for better tracking and faster responses.
- Safety Measures for Consulate Visit: Inquire about safety measures from event organizers and provide informed guidance to clients.
- Summer Camp Travel Safety: Advise students on carrying copies of asylum application documents and assessing risks.
- SIJS Screening: Provide further information on SIGIS eligibility for children in DCF custody.
Safety Measures for Attending Public Events:
- Assess the Event's Organization: Verify who is organizing the event and what safety measures they have in place to protect attendees, especially if the event involves under-documented individuals.
- Know Your Rights: Attendees should be informed of their rights, including the right to remain silent and the right to not consent to searches.
- Carry Documentation: If applicable, carry copies of any documentation that proves immigration status or pending applications. Avoid carrying original documents to prevent loss or confiscation.
- Use Technology for Safety: Utilize smartphone features or apps that can record interactions discreetly and send location updates to a trusted contact. For example, iPhones can use the "Siri, I'm being pulled over" command to start recording.
- Travel with a Buddy: If possible, travel with someone who has legal status and can act as a witness in case of any encounters with law enforcement.
- Inform Someone: Let a trusted person know where you are going and when you expect to return. This ensures someone is aware of your whereabouts in case of an emergency.
- Rapid Response Networks: Engage with local rapid response networks that can provide support and legal assistance if needed. These networks often have trained volunteers who can assist in case of detentions or other issues.
Guidance for Naturalized Citizens and Permanent Residents:
- Naturalized Citizens: Naturalized citizens can continue to exercise their rights and freedoms without fear. The risk of losing citizenship or civil rights is extremely remote and would require a significant systemic failure. It is important to stay informed and engaged, but there is no need to chill speech or avoid travel based on current laws and protections.
- Permanent Residents: Permanent residents will not lose their status without due process. Any change in status would require a full and fair hearing before an immigration judge. If there are concerns about the potential loss of status, it is advisable to seek legal counsel to understand the specific circumstances and any necessary actions.
- Special Immigrant Juvenile Status (SIJS): For children who cannot reunify with one or both parents due to abuse, abandonment, or neglect, SIJS may be an option. This status provides a pathway to legal residency and is available even if the child is already in DCF custody.
- Standby Guardianship: Vermont has passed H.98, which allows under-documented parents to secure standby guardianship for their children in case of detention or deportation. This ensures that children have a designated guardian and can maintain stability.
Overview of Administrative Bond Relief and Judicial Habeas Relief:
- Administrative Bond Relief: Administrative bond relief is requested from the immigration court, which is an administrative body. This relief is sought when a detainee is eligible for bond, meaning they are not a recent arrival within the last two years, not post-final order, and not mandatorily detainable due to a serious conviction. The immigration court can decide that ICE's custody determination was excessive and release the detainee back into the community.
- Judicial Habeas Relief: Habeas corpus is a constitutional and statutory remedy sought in federal district courts. It challenges the legality of a person's detention and requests the court to order the government to produce the body and justify the detention. Habeas relief is used to stop ICE from moving detainees around in illegal ways, separating them from their families and counsel. The process involves filing for a temporary restraining order (TRO) to prevent immediate harm, followed by seeking a preliminary injunction for longer-term relief. Incident to habeas litigation, detainees can request a bail hearing from the federal judicial court, similar to bond hearings in immigration court, but under the jurisdiction of the federal court.
Support Offered by VAAP to Embedded Pro Bono Attorneys:
- Technological Help: VAAP is developing systems to provide technological assistance to pro bono attorneys, including setting up email domains and integrating practices into the VAAP case management system. Interns and paralegal interns are available to help with technological integration and support.
- Translation and Interpretation Assistance: VAAP has a list of interpreters and translators and is developing workflows to make it easy for pro bono attorneys to request translation assistance. Templates for closing letters and other documents are being shared to support pro bono attorneys in their practice.
- Case Management and Documentation: Pro bono attorneys are encouraged to document their casework in the VAAP case management system (Clio) to ensure continuity and transparency. VAAP is transitioning to Salesforce, which will require detailed documentation of all casework and project work to support timekeeping and auditing.
- Mentorship and Supervision: VAAP pairs pro bono attorneys with interns or paralegal interns to provide mentorship and supervision, ensuring they have the support needed to integrate into the VAAP ecosystem.
Management of VAAP's General Incoming Communication Lines:
- Maggie is currently managing VAAP's main inbox and phone number. She is working remotely through the end of the calendar year on a part-time basis to ensure coverage of communications.
Notable Updates on New Requests for Help:
- The intake line has been receiving general guidance requests from individuals seeking input on how to best file their cases. Maggie is focusing on addressing WhatsApp messages, which primarily consist of people asking for general guidance and input on their cases.
Patterns and Practices of ICE Arrests and Detentions in Vermont:
- ICE has been conducting roadside stops and detentions, with a pattern of targeting individuals with criminal legal histories or those violating terms of their parole. There have been instances of ICE detaining individuals violently, even when they assert their 4th Amendment rights. ICE is moving quickly to transfer detainees out of Vermont to facilities in other states, making it difficult for families and counsel to maintain contact. There is an effort to fill Vermont detention facilities with out-of-state detainees while transferring Vermonters out of state.
Detailed Law and Procedures:
- CHNV parole termination interactions with TPS litigation: The Biden administration had created a discretionary form of protection from deportation and permission to work under the parole statute for individuals from four countries for geopolitical reasons. The Trump administration has been revoking this status and terminating employment authorization under that category. Individuals with revoked CHNV parole status face uncertainty regarding their employment authorization. The revocation of status can lead to confusion and fear among affected individuals. Legal representatives must assess each case individually to understand the specific impact on their clients. Clients should be informed that work permission is tied to their immigration pathway, and issues with that pathway can affect their work authorization. Legal representatives should reassure clients that they are addressing their specific situation and provide guidance on available options.
Translation Assistance:
- Law: Pro bono attorneys must ensure effective communication with clients, including providing translation services when necessary.
- Procedures: Develop a list of interpreters and translators. Create a workflow for requesting translation assistance. Pair interns with pro bono attorneys to support technological integration and facilitate translation requests.
Documenting Casework:
- Law: Attorneys must maintain accurate and comprehensive records of all casework to ensure continuity and accountability.
- Procedures: Document all casework in Clio, even if the case is closed. Use shorthand notes or reference documents saved in Clio. Ensure there is a paper trail for anyone who may pick up the work later.
FOIA Requests:
- Law: The Freedom of Information Act (FOIA) allows individuals to request access to federal agency records.
- Procedures: Submit FOIA requests electronically for better tracking and faster responses. Request FOIA immediately after retainer to avoid delays if the client gets detained. Use resources like ILRC guides for FOIA requests.
Safety at Public Events:
- Law: Individuals have the right to assemble and participate in public events, but must be aware of the risks associated with ICE enforcement.
- Procedures: Inquire about safety measures from event organizers. Assess the urgency of the need to attend the event. Provide clients with know-your-rights information. Consider the risk of traveling outside Vermont, where local law enforcement may cooperate with ICE.
Guidelines for Documenting Casework in Clio:
- Document All Casework: Ensure that every action taken on a case is documented in Clio, even if the case is closed. This includes notes on meetings, phone calls, and any other interactions related to the case.
- Use Shorthand Notes: If detailed notes are not possible, use shorthand notes to capture the essential information. Reference any documents saved in Clio to avoid duplication.
- Maintain a Paper Trail: Create a comprehensive record that allows anyone who picks up the work later to understand the case history without needing to contact the original attorney. This is crucial for continuity and accountability.
- Close and Open Matters Appropriately: When a case is closed, ensure it is marked as such in Clio. If there is a new relationship with the client, such as pro bono mentorship, open a new matter to document this ongoing support.
- Contemporaneous Timekeeping: Enter notes contemporaneously with the actions taken to ensure accuracy and completeness. This practice is essential for building a reliable timesheet and for compliance with best practices.
Travel Safety for Students:
- Law: Students with pending asylum cases have certain protections but must be aware of the risks during travel.
- Procedures: Carry copies of asylum application documents and other relevant paperwork. Assess the risks and benefits of traveling to summer camps. Consider having a person with status accompany the student or be on call during travel. Use apps or shortcuts to record interactions with law enforcement discreetly.
SIJS Eligibility:
- Law: Special Immigrant Juvenile Status (SIJS) provides a pathway to legal status for children who cannot reunify with parents due to abuse, abandonment, or neglect.
- Procedures: SIJS is relevant for children who cannot reunify with parents due to abuse, abandonment, or neglect. Children in DCF custody may be eligible for SIGIS. Ensure children with permanent residency are aware of their rights and the process for maintaining their status.
