Positive Youth Development Program Manual

Helping Families. Supporting Communities. Empowering Individuals.

Bureau of Positive Youth Development

The information below represents the grant programs housed in the Bureau of Positive Youth Development. All terms and conditions as stated in this Program Manual are relevant to all grant programs unless otherwise noted.

I. Introduction/Definition

Substance Abuse Prevention Program (SAPP)

The Substance Abuse Prevention Program (SAPP) provides resources to support four types of grant programs, a multi-tiered substance abuse prevention system for the State of Illinois. The substance abuse prevention system consists of four grant types: Local Capacity Building, Direct Service, Strategic Prevention Framework, and State Capacity Building.

  • Local Capacity Building Grants provide funds to public and private organizations with little or no experience in delivering substance abuse prevention services. The Local Capacity Building Grant supports assessment and delivery of prevention services in a defined geographic service area. Services may target a defined geographic area with emphasis on impacting the environments in which youth, ages 11-18 years old, live. Strategies target youth, their peers and families. Emphasis is placed on building local partnerships to implement strategies that change community conditions and increase the community's capacity to sustain effective efforts.
  • Direct Service Grants provide funds to support the delivery of evidence-based substance abuse prevention direct services that target individuals and families in a defined service area. Direct Services include one or more of the following four core Direct Service approaches: Youth Prevention Education, Parent/Family Education, Mentoring and Communication Campaigns.
  • Strategic Prevention Framework Grants are designed to support the use of the Strategic Prevention Framework (SPF). The SPF is a structured planning process utilizing a data driven approach developed by the Substance Abuse and Mental Health Administration (SAMHSA).
  • State Capacity Building Grants are intended to target unique populations throughout the State of Illinois. The program supports unique populations in large geographic areas.

The services to be provided under the Addiction Prevention program will be identified by and referred to by the following titles:

  1. Local Capacity Building (LCB)
  2. Direct Service (DS)
  3. Strategic Prevention Framework (SPF)
  4. State Capacity Building (SCB)

All terms and conditions as stated in this document are relevant to all four Substance Abuse Prevention Programs; Local Capacity Building, Direct Service, Strategic Prevention Framework, and State Capacity Building unless otherwise noted.

Partnerships For Success

The purpose of the grant is to reduce underage drinking and build capacity and infrastructure at the community level. Local communities must adhere to and use the Strategic Prevention Framework (SPF) to address the aforementioned goals. The Framework is to be implemented in the following phases: assessment, capacity building, the development of a comprehensive strategic plan, implementation of evidence-based programs, practices and policies and evaluation. Cultural competence and sustainability are at the foundation of the Framework.

Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP)

The purpose of the Illinois Teen Pregnancy Prevention Program is to reduce teenage pregnancy, sexually transmitted infections, and HIV/AIDS. The Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP) is designed to support the implementation of direct services (evidence-based curriculum/a, work with a coalition and supplemental activities) that target youth who are 11-18 years old or in grades 6 through 12 and, a geographic area with a high demonstrated need and serve a population of at least 50% or more African-American and/or Hispanic youth (inclusive of multi-racial youth) and their parents/guardians.

Community Youth Services

The Community Youth Services program is designed to prevent and reduce juvenile delinquency. The program is built on organizing community members into committees and the committees address community conditions effecting youth, young adults and their families. The community committees are independent, autonomous units comprised of community volunteers and youth, at minimum, working towards changing the community environment and improving the lives of all community residents. Through an assessment, issues are identified and activities (e.g. tutoring, homework help, community service projects, peer leadership, recreation, parent education, etc.) are selected to address the issues and conditions. The providers also conduct advocacy activities in coordination with the community that will benefit the well being of youth and families.

AmeriCorps Administration

The AmeriCorps Administration grant providers support to the Serve Illinois Commission and its Programs, such as AmeriCorps. The Commission promotes the involvement of individuals as volunteers, supports volunteer recognition programs, as well as through citizenship training and leadership development for national service participants. AmeriCorps and other traditional volunteerism programs, funded or promoted by the Commission, help communities by providing direct service and involving volunteers in program activities.

AmeriCorps (Formula, Competitive, Fixed Rate, Education Award and School Turnaround Grant)

The mission of the Serve Illinois Commission (Illinois Commission on Volunteerism and Community Service) is to improve Illinois communities by supporting and enhancing volunteerism and administering the AmeriCorps*State program. The Commission is a Governor-appointed board with up to 25 members. Commissioners represent education, youth programs, service providers, the private sector, older adults, law enforcement, higher education, youth, local government, and other sectors.

The Serve Illinois Commission helps communities and community-based organizations meet the needs of Illinois residents through national service programs, such as AmeriCorps. The Commission promotes the involvement of individuals as volunteers, supports volunteer recognition programs, as well as citizenship training and leadership development for national service participants.

AmeriCorps, and other programs funded by the Commission, help communities by providing direct service and involving community volunteers in program activities.

The general purpose of the AmeriCorps program is "Getting Things Done" in communities, strengthening the ties that bind communities together, and developing the citizenship and skills of AmeriCorps Members. Activities funded through this Agreement are intended to help engage Americans of all backgrounds as Members in community-based service that provides a direct and demonstrable benefit that is valued by the community.

AmeriCorps Disability Outreach

The Serve Illinois Commission's Disability project supports the recruitment of, or the reasonable accommodation for, persons with disabilities as AmeriCorps Members or as potential Members.  The Commission's goal is to increase the number of persons with disabilities participating in the AmeriCorps program.

Bureau of Positive Youth Development Special Projects

The Division of Family & Community Services may have many Special Projects with individual agencies, the details of which are on file. These projects are generally operated by a small number of providers and are often supported by short-term federal grants.

The Department will designate the scope of services for the special project that the Provider is authorized to conduct by means of a letter. If the Provider is funded for more than one special project, the letter will detail the scope of services by special project.

II. Policies & Procedures

Providers shall adhere to Federal Rules, Federal Statutes, Executive Orders, Illinois Administrative, State Rules, State Regulations listed in Section XI. - Applicable Rules and Statues in the Program Manual and the Exhibit for the grant program found in the Community Service Agreement.

III. Deliverables/Costs/Payment

  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 retroactive 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.

IV. Provider Responsibilities

Substance Abuse Prevention Program (SAPP)

  1. The Provider will provide alcohol, tobacco and other drug (ATOD) abuse prevention services in accordance with the conditions and terms set forth herein. Services and activities may be inclusive one of more of the following prevention strategies: information, education, community-based process, alternatives, referral and identification and environmental process.
  2. The funding provided through this grant shall be used to support the full time staff, in accordance with the requirements for Sub-Grants A, B and C in your approved site plan and for Sub-grant D, the full-time equivalents outlined in your approved budget.
  3. The Provider will provide approved substance abuse prevention services in the designated service area in accordance with approved proposal and, if applicable, site plan.
  4. The State must give priority to prevention programs for at-risk populations. If the Provider has prevention programs for such a priority population, the Provider will develop and maintain community-based strategies for the prevention of such abuse, including strategies to discourage the use of alcohol beverages and tobacco products by individuals to whom it is unlawful to sell or distribute such beverages or products.
  5. 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.
  6. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  7. In administering the programs, services, and activities funded hereunder, the Provider shall:
    1. Assure that prevention activities and program services provided by the Provider convey a clear message promoting no use of alcohol, tobacco and other drugs by minors, and no illegal use of drugs by adults, rather than limited or allowable usage.
    2. Participate collaboratively in other substance abuse prevention programming where applicable; e.g. tobacco inspections.
    3. Agrees (at a minimum) to maintain linkage agreements with any programs, organization, or agencies outlined in your proposal, if applicable.
    4. Maintain a directory and refer program recipients to substance abuse treatment service providers, mental health treatment providers and other social service organizations, when needed.
    5. Agree to include in all publications, announcements, reports, flyers, brochures, and all other printed materials, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Substance Abuse and Mental Health Services Administration (SAMHSA)".
    6. Participate in outcome evaluation services provided by the SAPP or its contractor.
  8. Reporting Requirements - The Provider will submit reports as outlined in the Exhibit, and:
    1. Maintain process evaluation data (e.g. rosters, agendas, meeting minutes, etc.) related to the delivery of services that verifies information shared in reports established by the Substance Abuse Prevention Program (SAPP).
    2. The Bureau may conduct random audits to determine the accuracy of the data provided by the Provider. The Provider must be able to verify any request concerning data reported. The Department may delay, suspend, or terminate funding immediately without prior notice if the Provider produces late or substandard reports. The Division of Family and Community Services will provide written notification to the Provider that such delay, suspension or termination is imminent.
  9. The Provider will make available to the full-time staff assigned to the grant staff development and continuing education concerning its prevention services and activities.

Partnerships for Success

  1. The Provider and its coalition will use the Strategic Prevention Framework (SPF) Process. The SPF components are: assessment, capacity building, strategic planning, implementation and evaluation. Cultural competency and sustainability are expected to be included in every component of the framework.
    1. The Provider and its coalition will adhere to the local strategic plan submitted and approved by the Department. The provider and its coalition will carry out the plan for the implementation and evaluation of at least two evidence-based environmental strategies that address the local priority in a culturally competent and sustainable manner.
    2. The implementation of Department's approved evidence-based environmental programs, practices and/or policies that adhere to the best practice standards and demonstrate reductions for the stated local priority and intervening variables.
    3. The Provider and its coalition will work within their targeted community area.
  2. The Provider shall continue to work in partnership with a community coalition (identified in the proposal submitted in response to the Partnerships for Success support letter to the Governor, April 2009).
    1. The Provider will maintain a Memorandum of Understanding (MOU) with the coalition identified in the proposal submitted in response to the Partnerships for Success participation request.
    2. The coalition will be a reflection of the community's culture (including, but not limited to, race and ethnicity).
    3. If the coalition's mission and vision does not include substance abuse prevention, then a sub-committee or workgroup will need to be formed to provide this focus. The workgroup will adhere to the requirement mentioned above.
    4. The Provider will engage the coalition in the implementation of the work plan, implementation of at least two environmental strategies, and evaluation of activities.
  3. The Provider and its coalition will carry out the work plan approved by the Department to address underage drinking.
    1. The Provider will engage the coalition in the planning for sustaining the targeted priority outcome and proposed evidence-based program, practices and policies beyond FY14.
    2. If the Provider wants to change its approved work plan, the request must be submitted in writing to the Department for approval. The Department will evaluate if the proposed change is justified (i.e., the Provider and its coalition have explored and exhausted all appropriate alternatives to ceasing the strategy and that the proposed strategy is selected based on the community's local assessment and targets the local priority).
      1. The proposed replacement strategy must be in accordance with the guidelines for approved strategies including fitting appropriately into the strategic plan's logic model.
      2. The provider cannot proceed with the delivery of new services or re-direction of resources until the revision has been approved by the Department in writing.
  4. The implementation plan for Partnerships for Success program will include adherence to the following:
    1. The Provider will assure that prevention activities and services provided convey a clear message promoting no use of alcohol, tobacco and other drugs by minors, and no illegal use of drugs by adults, rather than limited or allowable usage.
    2. The Provider agrees to, at a minimum, maintain linkage agreements with any program, organization, or agency that delivers or plays a significant role in the interventions (e.g. an organization provides a place for service delivery).
    3. The Provider agrees to maintain documentation related to the implementation of strategies (e.g., sign-in sheets, certificates, products, etc.) and activities of the coalition (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the Department throughout the fiscal year.
    4. The Provider agrees that any changes required by the Department, or reach by means of Provider and Department negotiations regarding the services, activities, and programs contained in the work plan, will be reflected in a revised local strategic plan and spending plan and spending plan narrative.
    5. Subcontracting of service delivery is prohibited without the prior approval of the Department. The subcontractor, if approved by the Department, shall be subject to all provisions of this Contract. The Provider will retain responsibility for the performance of its subcontractor(s).
  5. The Provider will participate in all mandatory evaluation activities: submit all reports/information in accordance with formats prescribed and by the deadlines established by the Department.
    1. The Provider will report annually the National Outcome Measures (NOMs) relevant to their work plan. The Department must approve all instruments and methods to collect the NOMs.
      1. a. If the Provider chooses to use a youth survey other than the Illinois Youth Survey, then all IYS requirements are applicable to that survey (i.e., items and the sub-points below).
    2. The Provider will collect all relevant process evaluation information as prescribed by the Department or its contractor. This includes but is not limited to: pre and post tests, sign-in sheets, proof of strategy implementation, satisfaction surveys, training handouts, certificates of participation, etc.
    3. The Provider will report using the POST system. Reports will be submitted according the guidance provided by the Department and by the established deadlines.
    4. The Provider will complete other reports / forms deemed necessary for documenting implementation of the SPF process, strategies and the work plan.
    5. The Provider will participate in in-person interviews, phone interviews, site-visits, on-line surveys, paper/pencil surveys, or other data collection activities conducted by the Department or its contractor.
    6. The Provider will assure that the 2014 Illinois Youth Survey (IYS) will be conducted in school buildings that possess 6th, 8th, 10th and 12th grade students within the targeted community area. Exceptions include: magnet schools, parochial schools, alternative schools, and private schools. Coalitions can include exempt schools upon approval by the Department.
    7. The Provider will produce Memorandum of Understanding (MOUs) with all 6th, 8th, 10th and 12th grade school buildings in the targeted community area regarding 2012 and 2014 collection of the Illinois Youth Survey or the Provider's Department approved alternative survey.
      1. The memorandum will contain an agreement from each school's administration that the school's data will be aggregated with other participating local schools to create a community report. This report will not identify the individual school results. If the identity of one school cannot be protected, or the identity of race or ethnic groups, then the data will not be reported as such. This community report will be shared annually with the Provider for use in the assessment and evaluation of the project.
      2. The memorandum will highlight the understanding that each school's data results are provided to the coalition and/or Provider only with the consent of school's administration. The Department's contractor will not supply the Provider or its coalition data for individual schools.
  6. Staff and Equipment Requirements:
    1. The Provider will hire, at minimum, a .5 FTE who will serve as the Project Coordinator. The Project Coordinator is responsible for the day-to-day operations of the activities associated with the grant. The Project Coordinator's salary will not exceed $50,000 excluding benefits.
    2. The Provider may not use grant funds to support the purchase alcohol, tobacco or related products (e.g. for alcohol compliance checks, drug paraphernalia), clothing for workers within the organization (e.g., tee-shirts, jackets or hats bearing the agency's name / logo), items that advertise the agency (e.g., pens, pencils, water bottles, mugs, tee-shirts, hats, etc.), provide coalition / program incentives, give-always and prizes to the provider's employee or their immediate families.
  7. The Provider may use grant funds to support additional training for the Project Coordinator and / or coalition members' continuing education concerning the components of the Strategic Prevention Framework.

Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP)

  1. Implement services in accordance with defined target population: at a minimum, 50% or more of the youth population served must be African-American and/or Hispanic youth (inclusive of multi-racial youth) and their parents/guardians.
  2. Deliver services in the designated geographic area with a demonstrated need approved in your original proposal.
  3. The Provider must deliver information that is inclusive of both an abstinence and comprehensive sexual health education approach.
  4. The Provider must deliver information that is culturally-relevant, age and developmentally appropriate and medically accurate.
  5. The Provider will work collaboratively with programs and services provided by the Department (e.g. family planning clinics, etc.) and its Contractors in the Provider's defined service area.
  6. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  7. 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.
  8. 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 Administration for Children and Families." Exceptions to this requirement must be requested in writing to the Department and will be considered authorized only upon written notice to the Provider.
  9. The Provider agrees to maintain program file documentation (e.g. attendance rosters, meeting minutes, etc.) which verifies delivery of services as outlined in the program plan.
  10. Staff implementing and overseeing the teen pregnancy prevention program must have been trained in the evidence-based curricula and service delivery of teen pregnancy prevention programming for targeted youth between the ages of 11 through 18.
  11. The Provider will participate in mandatory program meetings and trainings convened by or on behalf of the Department.
  12. The Provider must participate in evaluation activities as identified by the Program.
  13. The Provider shall not use funds provided hereunder for inherently religious activities, such as worship, religious instruction or proselytization.
  14. Reporting Requirements - The Provider will submit the following reports to the Bureau and to other parties as designated by the Bureau:
    1. Maintain process evaluation data (e.g. rosters, agendas, meeting minutes, etc.) related to the delivery of services that verifies information reported through reports as established by the Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP).
    2. The Bureau may conduct random audits to determine the accuracy of the data provided by the Provider. The Provider must be able to verify any request concerning data reported. The Department may delay, suspend, or terminate funding immediately without prior notice if the Provider produces late or substandard reports. The Division of Family and Community Services will provide written notification to the Provider that such delay, suspension or termination is imminent.

Community Youth Services

  1. The provider shall submit an annual program plan in accordance with the Community Youth Services Program requirements provided in the instruction guide and by the deadlines and in formats defined by the Department.
  2. The Provider shall conduct Organizing, Direct Services and Advocacy services addressing delinquency prevention in their designated service area.
  3. The Provider shall conduct community organizing activities, in cooperation with individuals and groups indigenous to the community being served, to prevent juvenile delinquency in accordance with Department rules and requirements.
  4. The Provider will work collaboratively with programs (e.g. Comprehensive Community-based Youth Services, etc.) and services provided by the Department and its Contractors in the Provider's service area.
  5. The Provider will refer participants seeking additional health (e.g. family planning) or other human services (e.g. substance abuse treatment services, etc.).
  6. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  7. The Provider agrees to maintain program file documentation (e.g. attendance rosters, meeting minutes, etc.) which verifies delivery of services as outlined in the program plan.
  8. 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.
  9. 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."

AmeriCorps Administration

  1. The Provider will provide and deliver services outlined in the scope of services.
  2. The Provider will support the National Service Recognition Day and be on site for the event to be held in Springfield, Illinois.
  3. The Provider will submit an Annual Report summarizing the activities conducted 30 days after the end of the fiscal year.

AmeriCorps (Formula, Competitive, Fixed Rate, Education Award and School Turnaround Grant)

  1. The Provider will provide, in the designated service area, and deliver program services as described in the proposal as accepted and approved by the Department, the Serve Illinois Commission and the Corporation for National and Community Service.
  2. The Provider will recruit and retain AmeriCorps Members, the number and slot types (e.g. eight full-time Members), as described in the proposal accepted and approved by the Department, the Serve Illinois Commission and the Corporation for National and Community Service.
  3. Service activities must result in a specific identifiable service or improvement that otherwise would not be provided with existing funds or volunteers and that does not duplicate the routine functions of workers or displace paid employees.
  4. The Provider will allocate AmeriCorps funds to support any grantee fees associated with the OnCorps system or as determined by the Department.
    1. Programs must obtain written approval from the Commission prior to entering and approving a change of status form in the AmeriCorps Portal or the new reporting system required by the Department. Programs shall submit a written correspondence requesting approval.
    2. Final Reports
      1. A Provider completing the final program year of activities under this grant must submit, in addition to the AmeriCorps Progress Report due October 31, a final Progress Report that is cumulative over the entire project period. This report is due March 1, 2016.
      2. A Provider completing the final program year of activities under this grant must submit a final FSR that is cumulative over the entire project period. This FSR is due March 1, 2016.
      3. A Provider completing the final program year of activities under this grant must submit a Supply Inventory form and an Equipment Inventory form due March 1, 2016.
  5. Special Conditions Provider Match Requirements
    1. AmeriCorps programs receiving grants under the National Service Trust program shall meet an overall minimum share requirement of 24% for the first three years that they receive AmeriCorps funding, and thereafter shall meet the overall minimum share requirement as provided in section 2521.60 of title 45, Code of Federal Regulations, without regard to the operating costs match requirement in section 121(e) or the member support Federal share limitations in section 140 of the National and Community Service Act of 1990, and subject to partial waiver consistent with section 2521.70 of title 45, Code of Federal Regulations
    2. Cash or in-kind matching contributions that exceed the required minimum will be considered voluntary cost share. Providers that cannot meet the amount of voluntary cost share proposed must submit a written request to reduce the amount of cost-share with sufficient justification for such change. These requests will be reviewed by Commission staff and then forwarded to the federal Corporation for National and Community Service for approval. Providers will not be allowed to reduce their cost share/match below the minimum percentages indicated above.
    3. Administrative costs cannot exceed 5.26% of total grant funds actually expended. Administrative costs which exceed the 5.26% limit but which otherwise would have been allocable to the grant are allowable as matching share under the Administrative costs budget line item.
    4. Payments may be withheld and/or the grant may be reduced for failure to meet the minimum match requirements or for exceeding the 5.26% cap on Administrative funds.
  6. Member Slot Conversion/Refill
    1. Prior written approval is required to change awarded slots. Revised or converted slots cannot exceed the original slot education award amount.
      1. Refill slots are available when a member exits without an award and has completed less than 30% of their service areas. Refill slots are not available until all awarded slots have been filled.
  7. Communication
    1. Information requested by the Department/Corporation for National and Community Service may require a short turnaround time. Programs are required to address requests by the established deadlines.
    2. The Department will send Program updates regarding important AmeriCorps program information (e.g. new regulations). Programs are required to confirm their receipt of the information. By confirming receipt, Programs are acknowledging that they will incorporate the information shared as required.
  8. Training
    1. Programs are required to participate in Commission-sponsored trainings, monthly calls and meetings as designated by the Department or its contractor. The Commission will notify Programs of the staff that need to attend prior to each event.

AmeriCorps Disability Outreach

  1. The Provider will provide coordinate and the implement the AmeriCorps Disability Outreach Project to assist AmeriCorps Programs with their efforts to recruit and place potential members with disabilities in current AmeriCorps programs in Illinois.
  2. Activities identified as priorities by the state Department of Human Services, including outreach, recruitment and placement activities will serve as the main focus of the project.
  3. The Provider will develop a system for applying for, responding to, and tracking reasonable accommodation requests.
  4. The Provider will coordinate the development of accessible recruitment brochures, other program materials, and ensure that AmeriCorps program websites are accessible.
  5. The Provider will promote the AmeriCorps program on college campuses, with disability organizations, rehabilitation services agencies, and with its extensive network of affiliate members and partner agencies to inform them about the opportunities of AmeriCorps for persons with disabilities.
  6. The Provider will work with agencies that are placing a person with a disability to ensure that the needs of the member can and will be met in a reasonable manner.
  7. The Provider will monitor programs that have members with disabilities to improve retention rates.
  8. The Provider will develop and implement a system to receive and process reasonable accommodation requests from current or potential members, including the creation of a reasonable accommodation request form.
  9. The Provider will provide training and individual technical assistance to AmeriCorps programs to help them understand their legal obligations in relation to the recruitment, placement, and accommodation of persons with disabilities.
  10. Progress Reports: The Provider must submit Progress Reports during and at the end of the federal and state fiscal years. The first report is due October 30 for the period ending September 30. The second report is due July 30 for the period ending June 30. Updates toward meeting progress may be requested at the end of other quarters.

Bureau of Positive Youth Development Special Projects

The Department will designate the scope of services for the special project that the Provider is authorized to conduct by means of a letter. If the Provider is funded for more than one special project, the letter will detail the scope of services by special project.

Subcontractors - Applied to All Grant Programs

  1. Subcontractor Agreements 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.

V. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement. The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Services.

VI. Support Services

Utilization of Community Resources - It shall be the responsibility of funded-staff to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Local health departments
  2. Local hospitals
  3. Local law enforcement agencies
  4. Local schools and colleges

Other related health and social service agencies:

  1. National Service Projects
  2. Comprehensive Community Based Youth Service providers
  3. Local Federally-Qualified Health Centers
  4. Local School-based Health Centers
  5. Local Hospitals
  6. Local Family Planning Clinics

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VII. Billing Requirements and Reporting

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

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.

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.

For Substance Abuse Prevention Program, Partnerships for Success, Teen Pregnancy Prevention Program-Personal Responsibility Education Program, and Community Youth Services expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services. Expenditures must be received from the Provider no later than the 15th day of the month following the month of service. Expenditures received without proper documentation will be returned to the Provider for resubmission. Final billing must be received by the 15th day of the month following the end of the Agreement period.

The Provider shall submit expenditure documentation by one of the following means to the designated grant program's contact as listed below:

  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. For Substance Abuse Prevention Program, Partnerships for Success, Teen Pregnancy Prevention Program-Personal Responsibility Education Program and Community Youth Services, expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services. Expenditures must be received from the Provider no later than the 15th day of the month following the month of service. Expenditures received without proper documentation will be returned to the Provider for resubmission. Final billing must be received by the 15th day of the month following the end of the Agreement period.
  4. The Provider shall submit expenditure documentation by one of the following means to the designated grant program's contact as listed below:
    • Substance Abuse Prevention Program
    • Partnerships For Success
    • Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP)
      • Mailing Address:
        • Mary White, PREP Administrator
          823 E. Monroe Street
          Springfield, IL 62701
          Phone: 217-524-5993
          Fax:  217-524-3603
          Email:  mary.d.white@illinois.gov
    • Community Youth Services
      • Mailing Address:
        • Thurman Byrd
          401 S. Clinton Street, 4th Floor
          Chicago, Illinois 60607
          Phone: 312-793-2755
          Fax:  312-793-4666
          Email:  Thurman.Byrd@illinois.gov
    • AmeriCorps Administration and Disability Outreach
      • Mailing Address:
        • Scott McFarland
          Serve Illinois Commission on Volunteerism and Community
          Office of Governor Pat Quinn
          815 E. Monroe Street
          Springfield, IL 62701-1915
          Fax:  217-557-0515
          Email:  Scott.McFarland@illinois.gov
    • Bureau of Positive Youth Development Special Projects
      • Mailing Address:
        • Kim Fornero
          Illinois Department of Human Services
          Bureau of Positive Youth Development
          401 South Clinton, 4th Floor
          Chicago, IL  60607
          Fax:  312-793-4666
          Email:  kim.fornero@illinois.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  6. Note on Provider Audit Requirements - The State General Revenue Funds disbursed through the Department of Human Services, Division of Family and Community Services, are usually Maintenance of Effort (MOE) or matching funds. Therefore, these funds are generally treated as FEDERAL FUNDS at the end of the fiscal year. Such treatment of State General Revenue Funds as Federal Funds may cause the Provider to fall under the audit requirements of OMB Circular A-133. This knowledge can be used to avoid unnecessary additional costs when requesting year-end fiscal audits. The Provider is therefore advised to notify their independent auditor (CPA) of this possibility.

AmeriCorps Programs Only

Providers shall use the following methodology to document the use of all AmeriCorps grant 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, through OnCorps, as defined by the Division of Family and Community Services, to the Department on a monthly basis, within 20 days after the end of each month.
  4. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

VIII. Program Monitoring

The service Provider, sub-grantee and fiscal agent will make available to the Secretary of the Department of Human Services or the Secretary's designee, 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.

IX. Program Budget

A budget must be submitted in the format provided in the Community Service Agreement website and by the established deadline. A budget narrative must be submitted to the Program in a format provided by the grant program and by the established deadline. The budget identifies how the services will be supported, through identification of specific budget items and funding. The Provider will submit revisions to its budget and budget narrative with a rationale.

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

For AmeriCorps Only

The Provider shall submit a budget into the Corporation for National and Community Service's portal called eGrants. The budget must outline the AmeriCorps and match funds.

X.  Special Conditions

AmeriCorps Programs (State Formula, Competitive, Education Award only, Fixed Rate Amount, School Turnaround Grants) Only:

  • CNCS-Fixed Percentage Method:  One Percent Fixed Administrative Costs - The Serve Illinois Commission will retain a share of 5% of federal funds available to programs for administrative costs, that decision is identified within each subgrant's budget.  For more information regarding how to calculate the share, see the Bureau of Positive Youth Development Program Manual, Section IV. Providers Responsibilities.

XI.  Applicable Rules and Statues

The Provider shall provide services as set forth in the pertinent portions of the FCS Program Manual and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services, including, but not limited to the following:

Federal Rules:

  1. 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
  2. 42 CFR Part 50, Subpart C: Policies of General Applicability, Abortions and Related Medical Services in Federally Assisted Programs of the Public Health Service
  3. 42 CFR 54.1 et seq.: U.S. Department of Health and Human Services provisions regarding Charitable Choice
  4. 45 CFR Part 16: Procedures of the Departmental Grant Appeals Board
  5. 45 CFR 74 and 45 CFR 75: U.S. Department of Health and Human Services provisions regarding Administration of Grants
  6. 45 CFR Part 79: Program Fraud Civil Remedies Act
  7. 45 CFR Part 96: Substance Abuse Prevention and Treatment Block Grant (SAPT) Regulations
  8. 45 CFR Part 96: Tobacco regulations for SAPT (SYNAR Amendment)
  9. 2 CFR Part 225 - Cost Principles for State, Local and Indian Tribal Governments
  10. 45 CFR Part 16 - Procedures of the Departmental Grant Appeals Board
  11. 45 CFR Part 30 - Claims Collection
  12. 45 CFR Part 76 - Debarment and Suspension from Eligibility for Financial Assistance (Nonprocurement)
  13. 45 CFR Part 80 - Nondiscrimination Under Programs Receiving Federal Assistance through the Department of Health and Human Services, Effectuation of Title VI of the Civil Rights Act of 1964
  14. 45 CFR Part 81 - Practice and Procedure for Hearings Under Part 80 of this Title
  15. 45 CFR Part 82 - Government wide Requirements for Drug-Free Workplace (Financial assistance)
  16. 45 CFR Part 84 - Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving Federal Financial Assistance
  17. 45 CFR Part 86 - Nondiscrimination on the Basis of Sex in Education Programs and Activities Receiving or Benefiting from Federal Financial Assistance
  18. 45 CFR Part 87 - Equal Treatment for Faith-Based Organizations
  19. 45 CFR Part 91 - Nondiscrimination on the Basis of Age in HHS Programs or Activities Receiving Federal Financial Assistance
  20. 45 CFR Part 92 - Uniform Administrative Requirements for Grants and Cooperative Agreements to State, and Local, and Tribal Governments
  21. 5 CFR Part 93 - New Restrictions on Lobbying
  22. 45 CFR Part 95, Subpart E - Cost Allocation Plans

Federal Statutes:

  1. 7 U.S. Code 3007: Farm Security and Rural Investment Act
  2. 20 U.S. Code 1431: Individuals with Disabilities Education Act, Part C
  3. 22 U.S. Code 7102 et seq.: Victims of Trafficking and Violence Protection Act
  4. 42 U.S. Code 290aa et seq.: Public Health Service Act
  5. 42 U.S. Code 300 et seq.: Block Grant Regarding Mental Health and Substance Abuse
  6. 42 U.S. Code 701 et seq.: Maternal and Child Health Services Block Grant
  7. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
  8. 42 U.S. Code 5601 et seq.: Juvenile Justice and Delinquency Prevention Act
  9. 42 U.S. Code 10401 et seq.: Family Violence Prevention and Services Act
  10. 42 U.S. Code 12501 et seq.: National and Community Service Act of 1990 as amended by the National and Community Service Trust Act of 1993
  11. 42 U.S. Code Chapter 7, Subchapter V, Section 701: Authorization of Appropriations
  12. 42 U.S. Code 713 - authorizing the Personal Responsibility Education Program (PREP) Section 2935 of the Patient Protection and Affordable Care Act of 2010, new Section 513 to Title V of the Social Security Act

State Rules: Title 77 Illinois Administrative Code

  1. Part 2030: Award and Monitoring of Funds

State Rules: Title 89 Illinois Administrative Code

  1. Part 310: Delivery of Youth Services Funded by the Department of Human Services
  2. Part 313: Community Services
  3. Part 507: Audit Requirements of DHS
  4. Part 509: Fiscal/Administrative Recordkeeping and Requirements
  5. Part 511: Grants and Grant Funds Recovery

State Statutes:

  1. 5 ILCS 420/1-101 et seq: Illinois Governmental Ethics Act
  2. 5 ILCS 430 et seq: State Officials and Employees Ethics Act
  3. 20 ILCS 301: Illinois Alcoholism and Other Drug Dependency Act
  4. 20 ILCS 405/405-300 Civil Administrative Code of Illinois
  5. 20 ILCS 505/17: Children and Family Services Act
  6. 20 ILCS 710: Illinois Commission on Volunteerism and Community Services Act
  7. 20 ILCS 1305: Department of Human Services Act
  8. 20 ILCS 1310: Domestic Violence Shelters Act
  9. 20 ILCS 2310/55.05: Civil Admin. Code of Illinois
  10. 30 ILCS 105/9.04: State Finance Act
  11. 30 ILCS 105/15a: State Finance Act
  12. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
  13. 30 ILCS 435/15: Human Services provider Bond Reserve Payment Act
  14. 30 ILCS 500/1-15.60: Illinois Procurement Code
  15. 30 ILCS 500/20-80: Illinois Procurement Code
  16. 30 ILCS 540/1 et seq: State Prompt Payment Act
  17. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
  18. 30 ILCS 705/1: Illinois Grant Funds Recovery Act
  19. 225 ILCS 60: Medical Practice Act of 1987
  20. 225 ILCS 460/1: Solicitation for Charity Act
  21. 325 ILCS 5: Abused and Neglected Child Reporting Act
  22. 705 ILCS 405: Illinois Juvenile Court Act
  23. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
  24. 760 ILCS 55/1: Charitable Trust Act
  25. 805 ILCS 5: Business Corporation Act