Please direct all program related information and questions to:

Kimberly Fornero
401 South Clinton, 4th Floor
Chicago, IL 60607
Phone: 312-793-1628
Fax: 312-793-4666
Email: Kim.Fornero@illinois.gov

I. Introduction/Definition

The Enforcing Underage Drinking Laws (EUDL) Discretionary University initiative will reduce drinking among underage university students in selected campuses and adjacent communities by systematically implementing evidence-based enforcement of underage drinking laws and enhancing evidence-based underage drinking prevention planning and programming, while emphasizing an environmental strategies approach.

II. Policies & Procedures

Statutes/Rules/Standards

  1. The Provider will provide the following services and agrees to act in accordance with all state and federal statutes and administrative rules applicable to the provision of services pursuant to this Agreement.  States must meet four core requirements all of which govern the secure confinement of juveniles.
  2. Enforcing Underage Drinking Laws Discretionary University Initiative standards, and changes thereto which may be necessary for Department and Provider program administration. Said Enforcing Underage Drinking Laws University Initiative Program Standards is hereby acknowledged as being received by the Provider.

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Attachment E
  7. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign.  The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
  2. Formal amendments - A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
    1. Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services
      • *NOTE: A Community Services Agreement end date should be June 30, due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.
  3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
  4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: - Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

The Provider shall provide the Enforcing Underage Drinking Laws University Initiative in accordance with the Statutes, Rules and the Enforcing Underage Drinking Laws University Initiative Program Standards as outlined in Section II Policies & Procedures herein. Provider program responsibilities include, but are not limited to, the following:

Services

  1. Collaboration
    The Provider will work collaboratively with other programs and services provided by the Department and its Contractors in the Provider's service area for The Enforcing Underage Drinking Laws University Initiative.
  2. The Provider agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Office of Juvenile Justice and Delinquency Prevention". Exception to this requirement must be requested in writing to the Department and will be considered authorized only upon written notice to the Provider.
  3. The Provider must make available to the EUDL Local Coordinator a computer and internet access.  In addition, programs are required to stay current with all new software releases, service packs and updates.
  4. Background Checks
    Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  5. The Provider agrees to, at minimum, plan, deliver and evaluate all aspects of the Enforcing Underage Drinking Laws University Initiative in coordination with the locally designated coalition and campus and community partners.
  6. The Provider will establish and /or strengthen a community coalition that includes, at minimum, the following representation:
    1. Local and campus law enforcement
    2. Campus Alcohol and Other Drug Coordinator
    3. Campus and community justice system
    4. Campus Residence Director
    5. Local health agency
    6. Youth
  7. The Provider assures that its designated coalition will, during the course of the grant:
    1. Provide a list of coalition members upon the Departments request.
    2. Assure that a minimum of four meetings per year are held during the course of each fiscal year.
    3. Maintain coalition files that include the membership list (including sector representation), the total number of meetings held, the number of meetings each member attended and agenda/meeting content and meeting minutes.
    4. Adopt a mission that focuses on preventing underage drinking.
  8. The Provider agrees to hire a part or full time local program coordinator with EUDL University Initiative funds. The coordinator is responsible for day-to-day operation of the activities associated with the grant.
  9. The Provider will seek innovative joint campus and community ways to affect positive change in enforcing underage drinking laws and reducing underage drinking behavior, including innovative partnerships comprised of but not limited to campus administration, a variety of enforcement types, students groups, and faith-based and community organizations.
  10. The Provider, in collaboration with the coalition, community and campus, will implement the following program components, as identified through the review of local data and a work plan approved by DHS and OJJDP:
    1. Compliance checks
    2. Strategies to reduce social availability of alcohol to minors
    3. Policy changes related to underage drinking
    4. Driving While Intoxicated (DWI) enforcement with an emphasis on underage youth
    5. Other environmental strategies for reducing underage alcohol consumption
  11. In administering the programs, services and activities funded hereunder, the provider shall:
    1. Maintain program file documentation that verifies delivery of services as outlined in the approved program plan.
    2. Assure that program services and activities convey a clear No Use message promoting no use of alcohol by minors.
    3. Obtain prior approval from DHS for any policy related activities.
  12. Programmatic Reporting Requirements
    1. The Provider agrees to submit to the Department a work plan in the format as determined by DHS and OJJDP.
    2. The Provider agrees to submit quarterly progress reports and any other information determined by DHS staff and OJJDP.
    3. The Provider agrees to track and report data relevant to the project and determined by DHS and OJJDP.
    4. The Provider will work collaboratively with OJJDP, DHS and the Pacific institute of Research and Evaluation on work plan development and evaluation.
  13. Training Requirements
    • The Provider agrees to make EUDL local coordinator available to attend all required training /meetings regarding the EUDL University Initiative Project. The Provider will ensure local participation at the OJJDP National Leadership Conference. Additional training requirements will be determined by DHS. Notification of required trainings will be communicated by DHS to provider.
  14. Providers will assure compliance with the core requirements of the JJDP act: 
    1. Deinstitutionalization of Status Offenders
    2. Separation of Juveniles from Adult Offender
    3. Removal of Juveniles from Adult Jails and Lockups
    4. Reduction of Disproportionate Minority Contact

Reporting Requirements

  1. Data collection and reporting
    1. Required data will be collected and maintained on all participants enrolled in the EUDL University Initiative program.
    2. The Provider will submit required fiscal and program reports in the format designated by the Department.
    3. The Provider will participate in data collection and outcome evaluation activities as designated by the Department.
    4. The Provider will report participant, planning and service delivery data to DHS utilizing the format designated by the Department.
  2. The Provider will ensure representation at mandatory program meetings and trainings convened by or in behalf of the Department. The Provider will ensure local coordinator participation in the annual OJJDP National Leadership Conference.
  3. The Provider shall maintain records and submit data and reports as required by the Department of Human Services, in accordance with Department procedures.
  4. Failure to submit the required data, reports and forms timely may result in the Department withholding or suspending funds.
  5. Fiscal reports shall be provided 30 days after the end of each reporting period to:
    Illinois Department of Human Services
    Bureau of Community and Youth Programs
    Fiscal Support Services

    Springfield, IL 62701-1824
    ATTN: Anna Austin

Program Plan & Deliverables

The Provider will submit a program plan and an annual program budget in a format designed by the Division of Community Health and Prevention.

Special Conditions

  1. There will be no exceptions to the contract requirements without prior written approval from program staff.
  2. Quality Assurance

    The Provider shall permit Department staff to conduct reviews of its records of service delivery to clients. The purpose for these reviews shall be:

    To ensure that EUDL University Initiative services are being provided in accordance with the EUDL University Initiative Community Services Agreement, EUDL University Initiative Program Standards, EUDL University Initiative policy and procedure manual and the approved agency program plan and budget; and to ensure that performance standards identified by the Department are being met.

  3. The Department of Human Services will be collecting data from EUDL University Initiative Programs via the EUDL University initiative Quarterly Report as the first step in measuring performance indicators.

Subcontractors

  1. Subcontractor Agreement must be pre-approved by the Department.
  2. Any subcontractors shall be subject to all provisions of this Agreement.
  3. The Providers shall retain sole responsibility for the performance of the subcontractor.

VI. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Illinois Department of Corrections Juvenile Division
  2. Illinois Department of Children and Family Services
  3. Local probation departments
  4. Local mental health agencies
  5. Local schools
  6. Local substance abuse providers
  7. Other related social services agencies
  8. Local law enforcement agencies
  9. Community Coalitions

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation shall be submitted, in a format defined by the Division of Community Health and Prevention, to the Department on a quarterly basis, within 30 days after the end of each calendar quarter. However, the Provider shall have the option to report monthly.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tom Evering
      815-823 East Monroe Street
      Springfield, IL  62701
      Phone:  217-557-2936
    2. Fax
      217-524-2491
    3. Email
      Tom.Evering@illinois.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

Expenditure Documentation Form Instructions

Expenditure Documentation Form

IX. Program Monitoring

The service, sub-grantee and fiscal agent will make available to the Department, access to data, records and all facilities in which service or administrative operations are performed to ensure compliance with the terms and conditions of the Agreement, efficient service delivery, effective resource management and successful outcomes.

X. Program Budget

All spending must be in accordance with a budget approved and on file at the Department. Funds are intended to be used for direct services.

XI. Appendices/Forms

Not applicable.