The Dossier, part 2

As I mentioned in part one of our dossier saga, when we began collecting the necessary items to complete our dossier, our agency provided us with a few resources to help us along—a packet really. This included three versions of a checklist, each laid out a bit differently, depending on how you prefer to organize. (I’m telling you, it’s like these people know me!) On top of that, the woman who runs the Haiti program spent time talking us through the process on two different occasions. 
I tell you this to highlight how complex creating the dossier can be, due to the multiple steps that must be done in just the right way. And although I feel confident that I followed the checklists to the letter, there is still a distinct possibility that something will not be quite to the liking of IBESR, we’ll receive notice of a mistake, and we'll need to scramble to re-order, re-translate, re-certify, and re-submit something.

But, I digress.

Picking back up from the last post, I’ll briefly outline the steps that are required to finalize a Haiti dossier. This process varies greatly from country to country.

Note: as a clarifying caveat, not all of the items gathered require these steps, but about 85% of them did.

Notarization

We had notarization completed by a multitude of people—the bank, a very kind partner at work, the police department, workers at the agency. These did not come at extra cost to us (one of the few steps in which we can say that).

For this, we received a fancy stamp and signature.

Secretary of State (SOS) verification of said notarizations, also sometimes referred to as Apostille

This step meant we had to send documents to the office of the Secretary of State in which the notary is authorized, for another level of approval. There is a per document fee. We were held up by about a week in this process because I forgot that one of our referral letters was notarized in OR, and sent it with everything else to the WA SOS office. Fortunately, a very kind lady at the WA office called me to inform me of the mistake, and even included instructions for the OR SOS process when she returned all of the documents. Bless her; she didn’t need to call or include these steps for us!

For this, we received a fancy cover sheet with a shiny gold seal and the SOS’ signature.

Translation of documents, including notarization and SOS verification

Our agency provided us a few names of people who translate official documents as a side-job, for a nominal price. We had been forewarned that because this was not their full-time job, it could take some time to be completed. By the grace of God, one of the women had something come up, and told the agency that she was open to receive translation work en masse for a short time. I quickly reached out to her and she finished our translations in a matter of a week and a half, for a decent bulk fee. We did this entirely over email, which made me just a bit uncomfortable, sine I was sending copies of highly personal documents a stranger that I'll never meet.
She was incredibly kind and patient as I sent her batches of documents, and then sent her the SOS cover sheets for translation. I sent her a thank you card when we were done, because her part of the process was undoubtedly the smoothest and least stressful for me.

Department of State and Haitian consulate verification-the last step  

Here we reach the most nerve-racking part of the dossier. While we did send all of the original documents to the SOS, I felt (perhaps with delusion) that it was just a few cities away, and that this meant there was less chance of the paperwork being displaced or damaged. Once we’d arrived at this step, it struck me that we had spent months with these documents, and now we had to relinquish them into no-mans-land (aka the United States government).  Oh, and of course there is a pretty hefty per document fee associated with this.

We were given a few options for getting our documents to these two agencies in DC.

1.  Send them ourselves—mailing the packet first to the Dept. of State, waiting for them to come back home, and then mailing them back to the Haitian consulate, and waiting for them to come back home. The longest, most stressful option.

2.  Deliver them by hand to each office, in DC.
We could do this (uh, if we were in DC, which we clearly are not); we could ask people we might know in DC (family, friends, etc.); or we could hire someone.
We opted for the latter option, which to us felt most secure, and hired a courier service that handles this type of work regularly. I will admit, I was picturing Joseph Gordon Levitt as a bike courier (a la Premium Rush), and that may have added to my sense of security. We mailed off our documents, a bunch of money, and a pre-paid return envelope and essentially held our breath for two weeks.  The couriers literally walked our documents into the Dept. of State office, returned to pick them up when they were done, walked them down to the consulate, and picked them up to mail back home to us when this was completed.  This is how our government works, people.

For this, we received from a fancy cover sheet on each document from the DOS, complete with old-timey language like “To all to whom these presents shall come, Greetings” (I couldn’t make that up), and John Kerry’s signature (by way of Matthew, the Assistant Authentication Officer).

From the Haitian consulate, we received a third and final fancy cover sheet on each document, written in French Creole, and affixed with a long red ribbon and a large gold seal sticker. Again, not even kidding. It’s like we won first place! First place in what? Who knows.

So, what’s next?

Our dossier arrived in Haiti the week of June 20^th. At this time, we’re waiting for it to formally accepted by IBESR, which could take a month or two. Then, we wait for an official referral, which is when IBESR lets us know that they believe they’ve found our match--our daughter. It’s very difficult to know how long until this time: it could be a few months; it could be 9 months, or a year. I am part of a Haiti adoption group online, which has about 1,700 members, and only a handful of I800A families on that page have received referrals, as the country continues to close out adoptions under the old I600 process, before Haiti joined the Hague convention. 

Please join us in praying for speed and accuracy into the next steps ahead of us, on this journey (or sending good vibes, or whatever suits your fancy. Anything is appreciated my friends!)