444-80-1411 Teen REACH FY19 Continuation Grant Application

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: Karrie Rueter
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 444-80-1411
6. Funding Opportunity Title: Teen REACH
7. CSFA Number: 444-80-1411
8. CSFA Popular Name: Teen REACH
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 53
11. Estimated Total Program Funding: $12,000,000
12. Award Range Varies
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No  
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is expected that administrative costs, both direct and indirect, will represent
a small portion of the overall program budget.  Maximum allowed indirect cost
rate is 15% per TANF MOE
16. Posted Date: March 27, 2018
17.Application Range: Posting date through April 27, 2018 at 12:00pm (Noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

Eligibility Information

  1. Eligible Applicants
    1. This Continuation Application is limited to those public or private, not-for-profit community-based agencies who received an award from the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Teen REACH program in the past 12 months pursuant to DHS Funding Notice (#18-444-80-1411) AND continue to meet the additional eligibility criteria below. Failure to provide the requested information as outlined herein to demonstrate these criteria are met will result in the application being removed from funding consideration.
    2. Applicant entities will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov  Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. A Programmatic Risk Assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. At this time, the FY2019 ICQ is not available. To allow for flexibility and sufficient time for Grantees to complete all other required documents for the FY2019 Grant application process, the FY2018 ICQ will be accepted until the FY2019 is available.
    3. Applications will not be considered complete until a proposed budget has been entered into the CSA system. It is essential that, at a minimum, the applicant agency's executive director (or equivalent) and/or the CFO (or equivalent) must be registered in the CSA system in order to approve the required budget documents prior to submission (see Appendix F for more information and instructions).
  2. Funding Information
    1. This award is funded with State General Revenue funding and does NOT have a match requirement.
    2. This Continuation Application is considered an application for renewal funding.
    3. All funding is subject to appropriation by the General Assembly.
    4. The Department anticipates funding 53 renewal applicants to provide Teen REACH program services as described in this funding announcement.
    5. Funding under this grant will be utilized by the Department to meet federal match requirements. Therefore, the Provider should not plan to use these funds as match for other grants AND per the federal guidelines, indirect costs charged to this grant may not exceed 15%.
    6. Subject to appropriation, the grant period will begin upon execution of the Uniform Grant Agreement and will continue through June 30, 2019.
    7. Funding will not be awarded in excess of the funding formula below, and may not exceed the applicants currently approved ADA.
    8. Funding Formula - The Maximum Annual Grant Amount will be based on the projected Average Daily Attendance times the minimum required program hours (720) funded at a rate not to exceed $4.50.
      • ADA x 720 = MYAH
        MYAH x $4.50 = $

        ADA = Projected Average Daily Attendance
        720 = Minimum hours of programming per site
        (240 days x 3 hours per day)
        MYAH = Minimum Required Youth Attendance Hours
        $4.50 = Maximum cost per required Youth Attendance Hour 
        ($3.00 per required YAH for Statewide Provider)
        $ = Maximum Grant Amount
        Funds may be requested at an amount less than the maximum annual grant amount as defined in the funding formula.
        NOTE: If your agency is proposing to offer more than 720 hours of programming, you must still use 720 in your funding calculation. The only number in the above formula that can be adjusted is the projected Average Daily Attendance (ADA).
    9. Funding allocated under this grant is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget.
    10. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
    11. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful Applicant Agency shall retain sole responsibility for the performance of the subcontractor.
      The release of this funding notice does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department. 
      • Administrative Cost Rate Requirements:
        Funding allocated under this grant is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved negotiated indirect cost rate agreement (NICRA) be exceeded under this agreement. Documentation will be required to verify the approved NICRA. If indirect costs are included in the budget, a copy of the approved Federal or State NICRA must be included as Attachment D3.
        In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or elect to use the De Minimis Rate, and in any case must make and indirect cost rate proposal or election in the Crowe Activity Review System (CARS).
        1. Federally Negotiated Rate. Organizations that receive direct federal funding, may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA.
        2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of the award. If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS - otherwise indirect costs will be subject to disallowance.
        3. De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate.
      • It is critical that proposed budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions:
        § 200.68 Modified Total Direct Cost (MTDC).
        MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
        78 FR 78608, Dec. 26, 2013
      • Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
      • Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
        Each applicant is required to: Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://www.sam.gov/portal/SAM/#1;
        1. provide a valid DUNS number in its application; and
        2. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
          DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.

Program Description

  1. Required Programming
    Illinois' youth and families face a staggering array of economic demands and social challenges that often make it difficult for young people to reach their full potential. In 2012, 29% of Illinois children had parents who lacked secure employment and 21% of Illinois children lived in poverty. In recent years, there have been dramatic changes in the family structure; 34% of Illinois children in 2012 were in single-parent homes and increased numbers of parents are working outside the home. In 82% of households headed by single mothers with children ages 6 to 17, the mother is employed outside of the home. In 64% of all two-parent households with children in this age group, both parents work outside the home. With so many parents working away from home, many young people lack adult supervision during the late afternoon and early evening hours on school days - hours during which, research has shown, most risk-taking behavior by youth takes place.
    There are increased pressures to address gaps in academic achievement from one community or school to another and high rates of crime and violence in many of our communities. Out-of-school-time programming has been identified as a key strategy for addressing these challenges and helping our young people to build upon their assets and become productive members of society.
    The 2011 Youth Behavior Risk Survey conducted in Illinois indicated that 38% of youth report marijuana use, 70% report alcohol use and nearly 44% report sexual activity. These behaviors are of particular concern for youth between the ages of 11 to 17. According to the Illinois Department of Public Health, in 2010, 9.1% of all births in Illinois were to teenage mothers, of whom 98.7% were between the ages of 15 and 19. In 2012, there were 12,098 births to teen mothers, a rate of 28 per 1,000. A record 51,638 Illinois students were identified as homeless in the 2012 - 2013 school year, ten years ago, that number was less than 12,000.
    Many youth live in communities with high rates of crime and violence both in and outside of the home. Nearly 180,000 persons die each year from unintentional injuries or from acts of violence, and one in 10 sustain a nonfatal injury serious enough to require treatment in a hospital. The homicide rate in Cook, Kane and Peoria counties in 2005 and 2006 for the ages of 15-19 years olds was 25.6 in the 3 counties, according to data from the Illinois Violent Death Reporting System. In 2010 there were a reported 887 child and teen deaths in Illinois. That is a rate of 27 youth per 100,000. Additionally in 2012, 16% of 15-19 year olds represented violence-related admissions to the Illinois Trauma Registry. In the U.S., 42.2% of female rape victims were first raped before age 18 while 29.9% of female rape victims were first raped between the ages of 11-17. Statistics like these underscore the need for increased positive alternatives and programs for youth.
    Children in Illinois' academics are of concern as well. 414,000 Illinois children live in a household without a high school diploma. 47% of eligible children do not attend pre-school. 66% of fourth graders are not proficient in reading and 64% of eighth graders are not proficient in math. During the 2011/2012 school year, 18% of high school students did not graduate on time.
    A growing body of literature suggests that out-of-school-time programs are effective in addressing many of these challenges and provide youth with enrichment opportunities to build positive life skills. Research has shown that out-of-school-time programs can make a difference in areas such as academic achievement, social-emotional development, and the avoidance of delinquent or high-risk behavior. Parents support these programs in part because the programs are addressing their most basic need - that is, the need for safe environments for their children and youth during the otherwise unsupervised after-school hours.
    1. The Department is seeking Continuation Applications from organizations currently receiving funding under Funding Opportunity #18-444-80-1411 through the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Teen REACH program AND continue to meet the additional eligibility criteria below. In particular, the intent of this funding is to serve:
      1. Older Youth - Current research indicates that older youth are more likely than younger ones to spend out-of-school time unsupervised, and that there is a greater need for out-of-school time programming for older youth. In order to meet the needs of this group, the Department will ensure that all funded Providers and intend to serve youth ages 11 to 17. Agencies serving both younger and older age groups must provide no more than 15% of their services to children ages 6 to 10 (i.e., at least 85% of their services to youth ages 11 to 17). For agencies operating the program at multiple sites, these percentages apply to the total population served by the agency, across all sites, not the number at any individual program site. This will be measured by considering the age of the youth at the time of enrollment into the program.
      2. At-Risk Youth - Providers must target and serve youth determined to be at risk. This will include youth at risk for academic failure, at risk for involvement in the child welfare system, at risk of involvement in the juvenile justice systems and youth experiencing homelessness. Refer to Section A, 3B - "Target Population" below for a listing of targeted individual and/or family risk factors.
      3. High-Need Communities - Providers must target services to these at-risk youth residing in high-risk communities, as identified through a community needs assessment. (Refer to Section Program Description, 3E, "Assessment of Community Need", below).
    2. Goals to be Achieved
      The goal of the Teen REACH program is to expand the range of choices and opportunities that enable, empower and encourage youth to achieve positive growth and development, improve expectations and capacities for future success, and avoid and/or reduce risk-taking behavior. Specifically, this means providing youth with safe environments and caring adults, and guiding them toward educational success, marketable skills and opportunities to serve their communities.
      The program provides the following prevention-focused core services; additional services appropriate to the youth and/or his community may also be provided:
      • Improving academic performance
      • Life skills education
      • Parental involvement
      • Recreation, sports, and cultural and artistic activities
      • Positive adult mentors
      • Service learning
        For additional information regarding the Teen REACH program and expectations, please refer to Appendix 7, Teen REACH Program Standards and Appendix 8, Teen REACH Logic Model.
    3. Services to be Performed - Following is information about important aspects of the Teen REACH program, with which Providers will be expected to comply:
      1. CORE SERVICES - Teen REACH programs must include activities in each of six core service areas. Each youth must participate in activities in all six core service areas. These core services, the outcomes they are designed to achieve, and the developmental assets that are associated with them are as follows:
        1. Improving Academic Performance -- This includes time to do homework, tutoring in basic skills, and enrichment programs that encourage creativity.
          1. Outcomes
            • Participant will maintain or improve school attendance.
            • Participant will maintain or improve grades or progress reporting in school.
            • Participants will develop or improve career aspirations and choices.
          2. Developmental assets
            • Participants are actively engaged in learning.
            • Participants are motivated and strive to do well in school
            • Participants are optimistic about a personal future and career
        2. Life Skills Education -- This encompasses training and education that promotes the development of healthy lifestyles, and encourages abstinence from risk-taking behaviors in the areas of alcohol and/or substance use, criminal activity, violence and sexual activity.
          1. Outcomes
            • Participants will increase knowledge of harmful effects of substance use and abuse.
            • Participants will increase knowledge of harmful effects of early sexual activity and pregnancy.
            • Participants will increase anger management and conflict resolution skills.
            • Participants will increase decision making and problem solving skills.
            • Participants will increase healthy nutritional choices
          2. Developmental assets
            • Participants believe it is important not to use alcohol and other drugs.
            • Participants believe it is important not to be sexually active.
            • Participants seek to resolve conflict nonviolently.
            • Participants know how to plan ahead and make choices.
        3. Parental Involvement - Programs must provide opportunities for parents and/or guardians to meet with staff to discuss their children's activities, and to participate in events that strengthen parent/child bonds and community involvement.
          1. Outcomes
            • Increase in parental monitoring of academic performance.
            • Increase in understanding of child and adolescent developmental stages and appropriate expectations.
            • Increase in positive and effective communication with children and teens regarding alcohol, tobacco and other drug use, sexual activity, abstinence and other life skills.
            • Increase structured activities that promote positive family interaction.
          2. Developmental assets
            • Parents are actively involved in helping the child succeed in school.
            • Parents understand child and adolescent developmental stages and have appropriate expectations.
            • Families have clear and consistent rules and consequences.
            • Parents and children communicate positively regarding alcohol, tobacco and other drug use, sexual activity, abstinence and other life skills.
            • Parents foster resilience.
            • Parents plan and spend time in structured activities that promote positive family interaction.
        4. Recreation, Sports, and Cultural/Artistic Activities - This includes providing activities and arranging safe outlets for youth to try new skills and develop new interests, to build friendships, find their place in a group, and gain developmentally relevant experiences.
          1. Outcomes
            • Provide opportunities for participants to engage in cultural enrichment and fine art activities.
            • Provide opportunities for participants to demonstrate sportsmanship and athletic skills.
            • Provide opportunities for participants to increase their level of activity.
          2. Developmental assets
            • Participants demonstrate sportsmanship.
            • Participants believe it is important to follow rules.
            • Participants respect the ability and contribution of others.
            • Participants engage in activities that foster creativity and spirituality.
            • Participants demonstrate positive relationships with peers.
        5. Positive Adult Mentors - Programs must allow opportunities for youth to develop and maintain positive, sustained relationships with caring adults through mentoring and other programs that emphasize one-on-one interactions.
          1. Outcomes
            • Increase support to youth during times of personal or social stress.
            • Increase support for decision making.
            • Increase access to support with academic tasks and/or homework.
            • Increase opportunities for career awareness and mentoring.
          2. Developmental assets
            • Participants have a connection with a caring adult.
            • Participants believe they can be successful.
            • Participants believe they can make good decisions.
            • Participants believe they have a future.
        6. Service Learning Activities - Service-learning is a method of teaching and learning that connects classroom lessons with meaningful service to the community. Students build academic skills while strengthening communities through service. Service learning combines service tasks with structured, youth-driven opportunities that link the task to self-reflection, self-discovery, and the acquisition and comprehension of values, skills and knowledge content with service tasks.
          1. Outcomes
            • Youth determine and meet real, defined community needs.
            • Youth learn beyond the classroom through active participation in service experiences.
            • Youth develop and use skills and knowledge in real-life situations.
            • Youth increase the amount of time spent to reflect by thinking, discussing and/or writing about service experiences.
            • Youth experience a sense of belonging to a community and an awareness of their responsibility to that community.
          2. Developmental assets
            • Youth experience opportunities for experiential learning.
            • Youth are empowered to assume leadership roles.
            • Youth are involved in the decision making process.
            • Youth place a high value in helping others.
            • Youth develop empathy for others.
            • Youth believes that his/her life has a purpose.
            • Youth engage in productive activities that build job and life skills and reinforce community-mindedness.
              Providers will evaluate these objectives and developmental assets through self-developed annual surveys administered to youth and their parents. The provider will report the results to the Department annually. (Please refer to Section Program Description, 3L, "Program Evaluation by Local Agency", below.)
      2. TARGET POPULATION - Teen REACH program services are provided for at-risk children and youth ages 6 to 17, or any subset within that age range. Accepted age group subsets are 6-10, 11-13, and 14-17. Because the Department only intends to fund applications targeting services to youth ages 11-17, agencies serving both younger and older age groups must provide no more than 15% of their services to children ages 6 to 10 (i.e., at least 85% of their services to youth ages 11 to 17). This will be measured by considering the age of the youth at enrollment into the program. For agencies operating the program at multiple sites, these percentages apply to the total population served by the agency, across all sites, not the number at any individual program site.
        The individual and/or family risk factors of youth targeted by the Teen REACH program include but are not limited to the following:
        • Youth living in a single parent household Youth has witnessed or been a victim of family violence
          Youth residing in a household receiving TANF funds Youth identifies as LGBTQ
          Youth experiencing academic difficulties Youth with siblings who dropped out of school
          Youth is in danger of or has been previously held
          back to repeat one or more academic years
          Youth with siblings who are teen parents
          Youth experiencing truancy concerns Youth with siblings who are involved in the juvenile justice system
          Youth is reported to have behavior issues Youth with one or both parents who are incarcerated
          Youth is reported to be a victim of bullying Youth with siblings who are gang involved
          Youth is reported to be a perpetrator of bullying Youth with siblings reported to be gang involved
          Youth is unsupervised after school Youth is homeless
          Youth is pregnant
          Youth is parenting
      3. DAYS AND HOURS OF OPERATION - Programs must be operational for 12 consecutive months, minimum 240 days and provide, on average, 3 hours of programming each day open minimum 720 hours. This will be demonstrated in the agency's Youth Attendance Plan submitted as Attachment C2. A day/hour open is determined by recording attendance in the e-Cornerstone system.
        Please note that agencies may use ten (10) of the 240 days of program operation for staff training, however, the minimum hours of programming may not be less than 720.
        Programs must operate during out-of-school hours, based on the needs of the community. Programs are encouraged to operate the program during the critically important late-afternoon/early evening hours, from 3:00 p.m. to 6:00 p.m. Programs may operate later in the evening if a need is determined based on the community assessment. Programs may operate before school and/or after school. Agencies are encouraged to offer programming on Saturdays and Sundays, and during school breaks.
        Programs are required to maintain the level of service identified in their Youth Attendance Plan or risk non-compliance with the program contract, which may result in a reduction or loss of grant funds. Level of service will be monitored by the Department utilizing the e-Cornerstone system.
      4. ENROLLMENT AND ATTENDANCE - Each Teen REACH participant must be enrolled in the program via the eCornerstone system. Drop-in services will not be supported with Teen REACH grant funds. Required program data will be collected and maintained on all youth enrolled in the program in accordance with Department guidelines.
        Programs are required to maintain attendance at the level for which funding is requested, projected in the Youth Attendance Plan, or risk non-compliance with the program contract, which may result in a reduction or loss of grant funds. Attendance will be monitored by the Department utilizing the e-Cornerstone system.
      5. ASSESSMENT OF COMMUNITY NEED - Teen REACH programming must be designed to meet the specific needs of the community in which it is located. Each Provider must have a plan to conduct / update their community needs assessment or at a minimum, part of their community needs assessment, annually. This includes local youth, family, school and community surveys and focus groups in addition to reviewing all relevant available data and recently completed community assessments. These will be analyzed to determine the level of need in the community and to provide a foundation for developing carefully planned and thoughtful service provision. The results of the assessment/updates will be presented and supported in the application. A thorough description of youth, family, and community risk-factors that demonstrate that programming is intended to target services to at-risk youth residing in high-risk communities. There should also be a direct correlation of needs with the activities planned and described in the program description section of the application and in the activities indicated in the completed Activity Calendar(s).
      6. COMMUNITY-CENTERED PROGRAMMING - Programming should be comprehensive and holistic in its approach, offering a range of services designed to have a positive impact on youth participants' social, creative, physical and cognitive development. Programs must be designed around the six core services described in Section A, 3A "Core Services", above.
        Agencies are encouraged to utilize established, evidence-based programming models that have a high potential to be effective with at-risk youth in at-risk community settings. Best practice or promising practice programming models should be utilized, if these models meet community needs and can be implemented. Best practice models are those known to be research-based and proven to be effective at preventing and/or delaying risk-taking behaviors. Promising practices are those for which some data has shown positive effects on delaying risk-taking behaviors, but the data are insufficient to support generalized outcomes. (Please see Appendix 1 for a list of best and promising practices relevant to out-of-school time programs.)
        The Department recognizes that communities have a unique perspective on what works and what is needed in their own community. Therefore, Providers may adapt best or promising practice models as necessary to meet the unique needs of the community. However, it should be noted that any modifications to established program models might reduce the likelihood of achieving the predicted outcomes. Providers may also propose programming not included in Appendix 1, if it can be clearly demonstrated that the proposed activities are consistent with commonly accepted guidelines for effectiveness and that those activities are aligned with the specific needs of the community.
      7. ACTIVITY CALENDAR - Teen REACH activities must be age-appropriate, conducted in an organized manner, and carried out on a regular, periodic basis. Activities chosen should also be supported by youth, family and/or community needs. A sample Activity Calendar is included as Appendix 2 of this Funding Notice, and must be completed for each site and submitted as Attachment C1 of your application. The completed Activity Calendar(s) will demonstrate that planned program activities will address all six core services and will be carried out on a regular basis. Please note that if a site is planned to have a varied scheduled, please complete additional activity calendars to demonstrate that planned variance. Example: School-Year schedule vs. a Summer schedule.
      8. COMMUNITY ADVISORY COUNCIL - Programs must form and utilize a Community Advisory Council or board in conducting Teen REACH activities in order to integrate active partners who can devote time and resources to the program. Existing councils may be utilized if they properly represent the positive youth development concept of Teen REACH. The Community Advisory Council must include at least two youth who are current or former Teen REACH participants. The Advisory Council must meet, at a minimum, on a quarterly basis. Minutes, agendas and attendance lists must be maintained on file to evidence this activity. The Community Advisory Council membership list (including anticipated members as appropriate) must be included as Attachment A6 of your Application.
      9. TRAINING AND TECHNICAL ASSISTANCE - Programs must agree to receive consultation and technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits by Department staff. Programs will be required to attend regular meetings and specific trainings as required by the Department and should budget accordingly. It is anticipated that this will include three regional meetings, approximately two regional trainings, and one (overnight) statewide conference.
      10. PERFORMANCE MEASURES - Each Teen REACH program's performance on the measures listed below will be assessed using data gathered from the e-Cornerstone system, the projected information provided by the agency in their Continuing Application, their Youth Attendance Plan, and the total Teen REACH grant amount. These measures have been selected to reinforce the quality findings from various out-of-school time at-risk youth programming research and evaluations.
        1. Days Open (Pro-rated) - 240 days open per year. Acceptable performance is 90%.
        2. Youth Attendance Hours (Pro-rated) - 100% of Youth Attendance Hours as projected in the Youth Attendance Plan will be achieved. Acceptable performance is 80%.
        3. Actual Average Daily Attendance - 100% of projected Average Daily Attendance will be achieved. Acceptable performance is 80%.
        4. Actual Population Served - 85% or more youth receiving services will be 11-17 years old.
        5. Program Dosage (Days) - 100% of enrolled youth will attend on average 5 days per week. Acceptable performance is 50% enrolled youth will attend on average 3 days per week.
        6. Cost per Youth per Hour - $4.50 per youth attendance hour.
        7. Statewide Program Cost per Youth per Hour - $3.00 per youth attendance hour.
      11. PROGRAM EVALUATION BY LOCAL AGENCY - Providers may be required to participate in the formal evaluation of the program developed by the Department and must cooperate in the collection of data for this purpose. Toward this end, programs will be required to administer parent and youth surveys in the spring of the year, in a format provided by the Department. These surveys are designed to measure progress toward the objectives and developmental assets detailed in Section Program Description, 3A, "Core Services", above.
        Other data will be collected from programs via the eCornerstone system, including, at a minimum, the following data elements:
        • unduplicated number of program participants
        • Intake and demographic information of program participants
        • individual and family risk factor data
        • Participant status data (Education, Employment, Living Arrangement)
        • Future aspirations
        • annual enrollment data
        • participant attendance data
        • program service activities
        • participant academic information
        • Discharge Information, including status data
        • Participant outcome information (promotion/graduation, school attendance, homework completion, improved grades etc. as well as measured change in the other core service areas.
        • Provider agency administrative information; staff information; site information; subcontractor information; and other program plan information as required.
          Please note that some records and other information obtained by programs concerning the individuals served under this agreement may be confidential pursuant to state and federal statutes and/or administrative rules, and shall be protected from unauthorized disclosure.
      12. STAFFING - At a minimum, a .5 FTE (full-time equivalent) Teen REACH Coordinator must be committed to the program and identified in the organizational chart. Programs must recruit, hire, and take necessary steps to retain staff that are qualified for their positions with the Teen REACH program through education, experience and/or training. The organizational chart must be included as Attachment A1 of the application.
      13. SNACKS AND MEALS - Teen REACH programs must offer nutritious snacks to the participants. All food must be served in accordance with relevant local and state health standards for food preparation and handling and meet the standards of the National Afterschool Association.
        While program funds may be used to purchase food, programs must demonstrate that they researched and applied for assistance through the food programs sponsored through the U.S. Department of Agriculture (USDA), found at http://www.usda.gov; the Illinois State Board of Education (ISBE), found at http://www.isbe.state.il.us; or through Feeding America, found at http://www.feedingamerica.org
      14. TRANSPORTATION - Program funds may be used to cover reasonable transportation costs for program participants, with the exception of transportation across state lines. In addition, transportation across state lines will require prior approval from the Department.
        If transportation is provided, the agency will be required to develop a written transportation plan directly related to project activities and to maintain the plan on file at the agency. This plan should have the approval of the agency's governing body and be available for review by the Department upon request.
      15. COLLABORATION - The importance of community collaboration cannot be overemphasized. Working together, youth, families, and community entities can design programs that are best suited to meet the needs of local youth and to connect out-of-school time programs with community resources. Community-based agencies, government, faith-based organizations, civic organizations, businesses, foundations, youth and their families, working together, can provide a wide range of resources to support high-quality out-of-school time programs. The issues and concerns of the entire community can best be addressed by drawing upon diverse resources. The key to successful programming is collaborative planning and implementation.
        In particular, providers are encouraged to collaborate with schools in planning program services, in an effort to address state standards for academic achievement. Programs will be required to submit information about students' progress, based on grade reports and attendance and suspension records, to the Department. Copies of signed linkage agreements with every school where participants are attending must be included with your Application as Attachment A7, indicating an acknowledgment of the schools' willingness to provide copies of information about students' progress, based on grade reports and attendance and suspension records. Please note that schools will need to obtain parental/guardian consent before school records can actually be submitted to the Teen REACH program.
        Additionally, youth and families can play a key role in the development of out-of-school time programming. Programs that include families and youth in the planning draw greater support in the long run and tend to be more culturally relevant. Parents should be involved in all phases of program development and implementation.
        Teen REACH also encourages collaboration with other youth serving programs in the community.
      16. PROGRAM PARTICIPATION FEES - Programs may develop a sliding scale for payment of program registration fees. If this is done, programs must develop written policies that ensure that inability to pay a fee will not preclude participation by any eligible youth. In addition, any fees secured must be put back into the Teen REACH program and utilized for direct services activities to youth. This must be demonstrated in the proposed Spending Plan. Fees collected should be captured as "Non-State Funds".
  2. Additional Requirements
    1. Collaboration with local Family and Community Resource Centers (FCRCs): Providers will maintain a collaborative working relationship with the local DHS FCRCs. This will include outreach to FCRCs to develop awareness of the Teen REACH program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, successful Providers will be required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
    2. Program Evaluation Reporting Requirements: Providers will be required to participate in evaluation efforts as directed by the Department and/or its subcontractor(s) and collect and report data accordingly. All Providers are required to utilize the Department's eCornerstone web-based reporting system for all youth served. Providers will be required to report quarterly regarding program performance measures and outcomes. Providers will be required to participate in a Department directed Performance and Standards Assessment review. A year-end program and performance measures and outcomes report will also be required. Additional data and information may be requested throughout the year as determined by the Department
    3. Training and Technical Assistance: Programs must agree to receive consultation technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits. Programs will be required to attend regular meetings and training as provided by the Department or a subcontractor of the Department and should budget accordingly.
    4. Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the Provider organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
    5. Background Checks: Background checks are required for all program staff and volunteers who have the potential for one-on-one contact with children and youth. These background checks must be completed in advance of individuals working directly with youth and kept on file. Funded programs will be required to have a written protocol in place detailing the requirement for background checks; evidence of their completion; the protocol for reviewing and making determinations regarding results; etc.
    6. Child Abuse/Neglect Reporting Mandate: Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
    7. Hiring and Employment Policy: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  3. Service Area
    The Illinois Department of Human Services is interested in gathering information about the service delivery area for each Teen REACH agency (or each site, if an agency has multiple program sites). This geographic analysis helps us to assure that services are being delivered in the areas of greatest need, in the most efficient and effective manner possible.
    Appendix 3 of this Funding Notice is a Site Information Form, which provides space for you to enter your proposed service area by site. The Site Information Form must be completed for each site, if your agency will have more than one program site.
  4. Funding Formula - The Maximum Annual Grant Amount will be based on the projected Average Daily Attendance times the minimum required program hours (480) funded at a rate not to exceed $4.50.
    ADA x 720 = MYAH
    MYAH x $4.50 = $
    ADA = Projected Average Daily Attendance
    720 = Minimum hours of programming per site
    (240 days x 3 hours per day)
    MYAH = Minimum Required Youth Attendance Hours
    $4.50 = Maximum cost per required Youth Attendance Hour 
      ($3.00 per required YAH for Statewide Provider)
    $ = Maximum Grant Amount
    Funds may be requested at an amount less than the maximum annual grant amount as defined in the funding formula.
    NOTE: If your agency is proposing to offer more than 720 hours of programming, you must still use 720 in your funding calculation. The only number in the above formula that can be adjusted is the projected Average Daily Attendance (ADA).
    Award Expectations - The minimum award amount will be $48,600 (ADA=15).
    The maximum annual award amount will be $324,000 (ADA-100). The Department expects that very few awards will be made at these levels. The average grant award amount will range from $81,000 (ADA-25) to $129,600 (ADA-40). The Department anticipates awarding approximately 100 TR grant awards.
    Of the approximately $12 million, up to $2.2 million will be granted to one entity for administration of a statewide network of Teen REACH programs, with programs in every area of the state.
    The Statewide Provider must maintain the same number of program sites as in FY18. Further, each site must have met the same minimum participant ADA per site (15). If an FY18 Statewide site failed to meet the minimum ADA requirement, the Statewide provider must identify a replacement site that will meet the minimum requirement. If the Statewide provider exceeded the overall FY18 projected ADA, the Statewide may request increased funding accordingly. However, the FY19 funding request may NOT exceed a combined actual ADA of 2,300.
  5. Performance Based Funding
    In order to assure accountability at all levels of service provision, the Illinois Department of Human Services will implement performance-based funding with all of its Teen REACH grantee agencies.  The six primary performance measures / standards will be tracked via the Department's eCornerstone data system.
    • Days Open
    • Average Cost per Youth Attendance Hour
    • Youth Attendance Hours
    • Population Served
    • Average Daily Attendance
    • Program Dosage
      Data will be analyzed quarterly. Providers not meeting the minimum acceptable performance levels will receive a contact either by phone or in person to discuss performance. Technical assistance will be provided by staff and a three-month corrective action plan developed and implemented to increase performance.
      If the provider is unable to sufficiently increase performance in the subsequent three-month period, additional action will be taken including but not limited to: additional technical assistance; decreased funding; termination of the agreement.
  6. Use of Grant Funds
    Funding allocated under these grants is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. At no time shall indirect costs be charged to the grant at a rate that exceeds 15%. Program budgets and narratives must detail how all proposed expenditures are directly necessary for program implementation and must distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved negotiated indirect cost rate agreement (NICRA) be exceeded. Documentation will be required to verify the approved NICRA.
    In order to charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
    1. Federally Negotiated Rate. Organizations that receive direct federal funding, may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA.
    2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of a state award. If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS - otherwise indirect costs will be subject to disallowance.
    3. De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate.
      It is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions:
      § 200.68 Modified Total Direct Cost (MTDC).
      MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.78 FR 78608, Dec. 26, 2013

      Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
      Unallowable Costs
      Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine allowed/un-allowed costs. Unless separately approved in writing by DHS program staff, un-allowed costs will also include:
      1. Capital Expenditures
      2. Renovations or remodeling not separately approved in writing by DHS program staff and necessary to meet safety standards
      3. Purchase of a vehicle
      4. Food for staff unless authorized as per diem under the State of Illinois Governor's Travel Control Board.
      5. Deposits for items, services, or space
  7. Performance Measures
    1. Percent of seniors graduating
    2. Percent of youth promoted to the next grade level or graduating
    3. Percent of youth demonstrating improved anger management/conflict resolution skills
    4. Percent of youth with improved school attendance
    5. Percent of youth with improved grades
    6. Percent of youth with improved homework completion
    7. Percent of youth that were safe from violence during program hours
    8. Percent of youth served from the target population
    9. Days open
    10. Youth Attendance Hours
    11. Average Daily Attendance
    12. Population Served
    13. Program Dosage (Days)
    14. Average cost per Youth per hour
    15. Number of DHS Family & Community Resource Center (FCRC) Service Provider meetings attended.
    16. Number of provider agency job vacancy announcements shared with local FCRC.
  8. Performance Standards
    1. Percent of Seniors Graduating - Considers all youth in the program 6 months or longer. 100% of youth will graduate, 90% acceptable.
    2. Percent of Youth Promoted - Considers all youth in the program 6 months or longer that were promoted to the next grade level or graduated. 100% of youth will be promoted to the next grade level, 90% acceptable.
    3. Improved Conflict Resolution Skills - Considers those youth who participated in anger management and/or conflict resolution, 80% of youth demonstrating improved skills. 100% of youth will demonstrate improved skills, 80% acceptable.
    4. Improved School Attendance - Considers percent of youth tracked with improved school attendance in one or more periods during the report year. 100% of youth will have improved attendance, 70% acceptable.
    5. Improved Grades - Considers percent of youth tracked with improved grades in one or more periods during the report year. 100% of youth will have improved grades, 60% acceptable.
    6. Improved Homework Completion - Considers percent of youth tracked with improved homework completion in one or more periods during the report year. 100% of youth will have improved homework completion, 75% acceptable.
    7. Safe from Violence - Considers the number of youth injured during program hours as a direct result of violence. Includes acts between youth and acts between youth and adults. 100% of youth will be safe from violence.
    8. Target population served - 100% of youth served will be from the target population. Acceptable performance is 85%. Considers all youth that meet one or more of the Youth and/or Family Risk Factors as identified in Section A, 3B above.
    9. Days Open - TR Program sites will be open 240 days per year. Acceptable performance is 90%.
    10. Youth Attendance Hours - Compares proposed vs. actual youth attendance hours. 100% of Youth Attendance Hours as projected in the Youth Attendance Plan will be achieved. Acceptable performance is 80%.
    11. Average Daily Attendance - Number of youth attending the program divided by the number of days the program is open. 100% of projected Average Daily Attendance will be achieved. Acceptable performance is 80%.
    12. Population Served - Considers age of youth at time of enrollment (youth are enrolled each year). 85% or more youth receiving services will be 11 to 17 years old.
    13. Program Dosage (Days) - 100% of enrolled youth will attend on average 5 days per week. Acceptable performance is 50% enrolled youth will attend on average 3 days per week.
    14. Average cost per Youth per Hour - Grant amount divided by total youth attendance hours. $4.50 per youth attendance hour. $3.00 per youth attendance hour.
    15. Minimum of 2 DHS Family & Community Resource Center (FCRC) Service Provider meetings attended.
    16. Provider agency supplies evidence one or more job vacancy announcements were shared with local FCRC.
      The majority of the above measures are tracked in eCornerstone. Providers are required to use the eCornerstone system to report data per the Uniform Grant Agreement. The Department's position on program / participant information NOT entered into eCornerstone: If it is not in eCornerstone, it did not occur. Further, grant expenditures for direct services to youth not supported by eCornerstone data will be disallowed expenditures.

The following sections provide instruction for the components that must be included in a completed continuation application. 

Uniform Application for State Grant Assistance
Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. The 3 page application may be found at this link. (pdf)

FY 2019 Teen REACH Continuation Plan Narrative
Continuation applicants must submit an application that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. If the Applicant believes that the subject has been adequately addressed in another part of the application narrative, then a cross-reference to the appropriate part of the narrative must be provided. The narrative portion must be in the order requested. This application, if approved, will become the local program plan and budget. The program plan/application will be the basis for monitoring compliance by DHS. Please provide a detailed response as directed to each of the following items in an effort to fully describe how the Teen REACH program will be operationalized in your service area.

  1. Proposal Narrative will serve as a stand-alone document for providers that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, providers should be concise and direct in their description. At a minimum, each of the following should be addressed in the summary:
    1. Description of the target community(ies) and identified needs from the Community Assessment(s)
    2. Target population, including projected total enrollment, average daily attendance, race/ethnicity breakdown, and the percentage/number of youth anticipated in each age category and risk factors targeted.
    3. Number and location of service delivery sites
    4. Anticipated days and hours of operation
    5. Total anticipated Youth Attendance Hours
    6. Overview of core services and anticipated outcomes
    7. Total amount of funds requested through this grant
  2. Agency Qualifications/Organizational Capacity
    For items 1, 2 and 3, please provide any updates and include requested information where there have been changes. Describe why these changes have occurred and how the program has been/will be impacted as a result. If there have been no changes over the past year please indicate such. If no changes, it is not necessary to resubmit Attachments A1, A2 or A3. A4 will still be required. Information in this section should include, but not necessarily be limited to, the following:
    1. An organizational chart of the Provider organization, showing where the program and its staff will be placed. If subcontractors will be used, include the relationship with those organizations in the chart. Please include this as Attachment A1-Organizational Chart.
    2. Identify key staff positions that will be responsible for the program. At a minimum, a .5 FTE Teen REACH coordinator must be committed to the program. Include evidence that this individual is qualified on the basis of education and experience to direct the program. Present his/her resume as Attachment A2 of your Application. If that individual has not yet been hired, present the Teen REACH Coordinator's job description as Attachment A2- Coordinator's Job Description/ Resume. Please also complete the Contact Information Form(s) found in Appendix 4 and include it as Attachment A4.
    3. Job descriptions for all employee positions that will be funded with this grant, and an indication of the percent of time those employees will spend in this program. Programs must recruit and hire staff who are qualified for their positions through education, experience and/or training. Job descriptions must also be included for volunteer staff. Include the job descriptions in Attachment A3- Job Descriptions (Grant Funded).
    4. A description of your agency's readiness for service provision commencing July 1, 2018 - June 30, 2019 taking particular note of the following:
      1. Discuss your readiness in terms of the physical space where Teen REACH program activities will be carried out. Describe whether this is space your agency currently occupies (and/or pays for), whether it is under construction, if arrangements to rent/lease/buy or build a physical facility are or are not yet final. Include in Attachment A5- Programming Space - Linkage Agreements/Documents of your application copies of any linkage agreements or other documents (lease, rental agreement, etc.) to illustrate your situation with regard to physical space.
    5. A description of the Community Advisory Council (CAC) or board that will be involved in conducting Teen REACH activities. Include a description of how you have ensured a diversity of perspectives, including those of parents, youth (minimum 2), community members, business leaders and others. Please include as Attachment A6 - Community Advisory Council Members a list of CAC members and indicate which sector of the community they represent. The member list included in Attachment A6 must also indicate which of the current/projected members have participated in one or more meetings to provide input into this application.
    6. A description of existing linkages your agency has to other community resources and services essential to the positive development of youth, as detailed in Section A, 3P "Collaboration", of this Funding Notice. Include copies of existing linkage agreements in Attachment A7- Signed School Linkage Agreements of your application. At a minimum, your Attachment A7 of your Application must include linkage agreements with every school where Teen REACH participants attend, indicating their willingness to provide copies of student grade reports and attendance and suspension records. If significant linkages do not currently exist, explain why and include a plan to establish those linkages.
    7. Describe your policy & procedure for conducting background checks.
    8. Include as Attachment A8 - Site Information Forms the Site Information Form(s) found in Appendix 3 of this Funding Notice. If your agency has more than one program site, a separate Site Information Form must be completed for each site.
  3. Quality - Description of Program/Services
    At a minimum, the Provider must address each of the following components:
    1. Describe the age group(s) for whom services will be provided. Agencies serving both younger and older age groups must provide no more than 15% of their services to children ages 6 to 10 (i.e., at least 85% of their services to youth ages 11 to 17). For agencies operating the program at multiple sites, these percentages apply to the total population served by the agency, across all sites, not the number at any individual program site. This information will also be captured on the Site Information Form(s) and included with your application as Attachment A8-Site Information Forms. This form is found as Appendix 3 of this Funding Notice.
    2. Describe how your program will ensure that with the targeted individual and family risk factors will be served in your program. Describe how the need(s) identified through the community assessment are consistent with your targeted population.
    3. Describe your program design for an integrated, comprehensive out-of-school-time program. Indicate whether you are adopting an established best or promising practice models (specifically name any such model), designing your own models or a combination thereof. Describe the basis/justification for your intended programming. If something other than a best or promising practice is proposed, provide the basis for the decision and programming.
    4. Include a description of the specific activities that will be carried out to meet each of the core service areas, as detailed in Section a, 3A "Services to be performed - Core Services". Discuss the ways in which those activities were selected and describe how they will address the outcomes and developmental assets for each core service area. Submit as Attachment C1- Site Activity Calendars of your Application a completed Activity Calendar to demonstrate that planned program activities will address all six core services and will be carried out on a regular basis. An Activity Calendar must be completed for each program site. Please note that if a site is planned to have a varied scheduled, please complete additional activity calendars to demonstrate that planned variance. Example: School-Year schedule vs. a summer schedule.
    5. Describe how the program design and the activities selected to address each core service area are appropriate and have a direct correlation to the needs identified in the previous section.
    6. Describe the agency's plan for providing snacks and meals as described in Section A, 3N "Snacks and Meals".
    7. Provide a description of established or proposed linkages with other youth-serving resources within your community, and how your program will collaborate with those entities to provide services to youth.
    8. Identify other out-of-school time programs in the community and how your proposed program will provide services not otherwise met and reach youth not otherwise served.
    9. Describe outreach strategies that will be used to recruit program participants. Include a discussion of how your agency will work with schools, faith-based and other programs to reach youth who are at risk, as indicated by the risk factors listed in Section A, 3B "Assessment of Community Need", above.
    10. Describe whether transportation will be provided to participating youth and families with program funds.
    11. Provide the projected total number of youth that will be enrolled in the program as well as the projected Average Daily Attendance (ADA). Include a discussion of how you intend to maintain attendance at the level for which you are requesting funding, and the activities planned to enhance enrollment retention. Additionally, the total enrollment and ADA projections by site will be included on the Site Information Form and included as Attachment A8- Site Information Form of your application. This form is found as Appendix 3 of this Funding Notice.
    12. Complete the Annual Youth Attendance Plan (YAP) found as Appendix 5 in this Funding Notice. A YAP must be completed for each site. Complete a YAP Cover Page found as Appendix 5 in this Funding Notice. Complete a YAP Narrative found as Appendix 5 in this Funding Notice. These items will be included as Attachment C2-Youth Attendance Plan of your Application. Instruction is provided in Appendix 5 regarding how to complete the YAP, Days Open etc. for the FY19 award period.
  4. Evaluation
    1. Providers must make a clear statement of their intention to participate in any formal evaluation of the program that may be conducted by the Department or any of its contractors as described in Section Program Description, 4B "Program Evaluation Reporting Requirements".
    2. Providers must include a clear statement indicating that the agency has sufficient number of computers with internet service to access the eCornerstone web-based data reporting system.
    3. Providers must include a clear statement indicating their ability to collect participant data and report it via the eCornerstone system as described in Section Program Description, 3L "Program Evaluation by Local Agency".
    4. Providers must include a clear statement indicating their intention and ability to collect survey data from parents, teachers and youth as directed by the Department.
    5. Describe in detail the capacity and the plan to track, evaluate and report performance measures, outcomes and developmental assets.

FY 2019 Teen REACH Continuation Budget
Based on the funding formula, refer to Section B, 8 "Funding Formula", and your completed Appendix 5 - Annual Youth Attendance Plan, please prepare a budget for the FY19 grant period. The budget will cover the period of July 1, 2018 - June 30, 2019.
Budgets must be submitted electronically in the CSA system (see Appendix 7 for more information and instructions). The narrative will be based on the budget and will include a detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. The narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget should be electronically signed and submitted in the CSA system. The budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
Please note, your FY 2019 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted is as detailed as possible.

  1. If local, state or federal funds, other than Teen REACH grant funds, will be utilized to support the program they may be identified in the budget. If identified in the budget, Providers will be required to document these expenditures to the Department along with grant expenditures. If identified, these funds will be held to all requirements of the agreement and must also be justified as described in item 4 above.
  2. Submit as Attachment D2 - a copy of Federal Form W9 for the Provider Agency. It is critical that the Agency name, address and FEIN number matches the information provided on the Uniform Application for State Grant Assistance submitted as part of the total Application package.
  3. If subcontractors are utilized, a corresponding Budget must be included. Subcontractor Budget(s) will be included as Attachment D1. Subcontractor budgets will NOT be entered into the CSA system. Subcontractor budget forms can be found in Appendix 6.
  4. If participant fees are collected, ensure they are accounted for in the Budget. They should be captured as "Non-State Funds" and described in the Budget justification. Any such funds received from the collection of participant fees MUST be spent on direct Teen REACH program services for youth.
  5. Note that Teen REACH funds may not be used by your agency for federal matching purposes. Please do not plan to use these funds to match other federal awards your agency may have now or in the future.
  6. The total amount requested may not exceed the funding formula. Refer to Section A, 5 "Funding Formula" and Appendix 5.
  7. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment D3.
  8. Indirect costs may NOT be charged to the grant in excess of 15%.
    Although the Provider may be eligible to request funding at the maximum amount indicated in the Funding Formula, the Provider is not mandated to request funding at that level, they may request fewer funds, but they may not request additional funds.

    Refer to Section B8, "Funding Formula" and Appendix 5.

Funding Restrictions

Funds may not be used to supplant or duplicate existing services. If funds other than Teen REACH will be utilized to support the provision of Teen REACH services, including in-kind support, it will be necessary to detail those expenses and services in the application to demonstrate the proper utilization of such funds.

Program Participation Fees - Programs may develop a sliding scale for payment of program registration fees. If this is done, programs must develop written policies that ensure that inability to pay a fee will not preclude participation by any eligible youth. In addition, any fees secured must be put back into the Teen REACH program and utilized for direct services activities to youth. This must be demonstrated in the proposed Spending Plan. Fees collected should be captured as "Non-State Funds".

At no time shall indirect costs be charged to the grant at a rate that exceeds 15%. In order to charge indirect costs to this grant, the Provider organization must have an annually negotiated indirect cost rate agreement (NICRA). Refer to Section C. Administrative Costs Requirements this document.

  1. Allowable/Unallowable Costs
    1. Unallowable Costs
      Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, un-allowed costs will also include the following unless otherwise approved in writing by DHS:
      1. Capital Expenditures
      2. Renovations or remodeling
      3. Purchase of a vehicle
      4. Food for staff unless authorized as per diem under the State of Illinois Governor's Travel Control Board.
      5. Deposits for items, services, or space
    2. Allowable Costs
      Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200.
  2. Subcontractors
    1. Subcontractor Agreement(s) and budgets must be pre-approved by the Department.
    2. Subcontractor Agreement(s) and budgets must be on file with the Department.
    3. Any subcontractor shall be subject to all provisions of this Agreement.
    4. The Provider shall retain sole responsibility for the performance of the subcontractor.

FY 2019 Teen REACH Continuation Plan Attachments

  1. The Attachments should be labeled accordingly and placed in the order below.
    1. Attachment A1 - Organizational Chart (as needed)
    2. Attachment A2 - Coordinator's Job Description/Resume (as needed)
    3. Attachment A3 - Job Descriptions (Grant Funded as needed)
    4. Attachment A4 - Contact Information
    5. Attachment A5 - Programming Space - Linkage Agreements/Documents
    6. Attachment A6 - Community Advisory Council Members
    7. Attachment A7 - Signed School Linkage Agreements
    8. Attachment A8 - Site Information Form(s)
    9. Attachment B1 - Assessments/Survey Tools etc.
    10. Attachment B2 - Assessment Results/Analysis
    11. Attachment C1 - Site Activity Calendars
    12. Attachment C2 - Youth Attendance Plan (Cover, Forms & Narrative)
    13. Attachment D1 - Copy of Subcontractor agreements and budgets
    14. Attachment D2 - Copy of Federal Form W9 for the Provider Agency & Subcontractors
    15. Attachment D3 - Copy of currently approved NICRA if indirect costs are included for Provider Agency & Subcontractors

APPLICATION AND SUBMISSION INSTRUCTIONS

  1. Submission Format, Location and Deadline
    1. Applications must be received at the location below no later than 12:00 p.m. (noon) on FRIDAY, APRIL 27, 2018. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.YouthServicesInfo@Illinois.gov . The subject line of the email MUST state: "444801411 Mike Teen REACH". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
      Providers are required to notify the Department by Tuesday, May 1st at noon, if they did NOT receive an email notifying them that their application was received. If the Provider does not receive an email and does not notify the Department by Tuesday, May 1st at noon, their application will be considered a late submission and will NOT be reviewed or scored. The Provider will NOT have the right to protest the submission/receipt of their application to the Department after Tuesday, May 1st at noon.
    2. All Providers must submit the completed grant application utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp SUBMIT THE COMPLETED GRANT APPLICATION TO: DHS.YouthServicesInfo@illinois.gov The subject line of the email MUST state: "444801411 Mike TR-1".
    3. Please follow the instructions to attach your application. Don't forget the subject line above. Unless otherwise specified in writing, to be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the Provider bears the burden of proof that the application was received on time at the email location listed above. See bolded sections above.
    4. OTHER SUBMISSION REQUIREMENTS
      1. Proposal Container and Format Requirements
        All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support, the entire application should be typed in black ink on white paper. The application must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The applications must not exceed 12pages, including the Executive Summary, Qualifications, Quality - Description of Program/Services, Evaluation and Budget Narrative. The Uniform Application for State Grant Assistance, Attachments, Checklist, and Uniform Budget Template/Narrative forms are NOT included in the page limitation.
        The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below in Section D. "Mandatory forms/attachments". The complete application must be submitted in a single PDF document to DHS.YouthServicesInfo@illinois.gov The subject line of the email MUST state: "444801411 Mike TR-1". Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
        The Department is under no obligation to review applications that do not comply with the above requirements.
        The entire application, including attachments, should be sequentially page numbered and must be compiled in the order specified below in Section D 6B. The complete application must be submitted in a single PDF document to the email address identified in Section D 4 above, Submission Dates and Times.
        ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
        1. Screenshot verifying Pre-Qualification
        2. Signed Uniform Application for State Grant
        3. Continuing Plan Narrative
        4. Attachments to Your Application
        5. Uniform Grant Budget submitted in CSA

Award Administration Information

  1. State Award Notices
    Providers recommended for continued funding under this Continuing Application following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
    • The terms and condition of the award.
    • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
      Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov
      A written Notice of Denial shall be sent to the Providers not receiving awards.
      The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
  2. Administrative and National Policy Requirements
    The agency awarded funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
    To review a sample of the FY2019 DHS Uniform Grant Agreement, please visit the DHS Website at http://www.dhs.state.il.us/page.aspx?item=29741.
    The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
  3. Required Reporting
    1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
    2. Quarterly data reports will be pulled from the eCornerstone data system on or after the 15th of each month. Providers must ensure all youth referred to and served in the Redeploy program are entered into the Departments eCornerstone data system as required to ensure accurate reports.
    3. Quarterly Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 15th of the month immediately following the quarter for the preceding quarter.
    4. Year-End Financial, Narrative and Performance Data reports will be submitted by email in a format prescribed by the Department, no later than 30 days following the end of the fiscal year.
    5. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

State Awarding Agency Contact(s)
Questions and Answers
If you have questions relating to this Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov with "TR FUNDING NOTICE - Mike" in the subject line of the email.

Mandatory Forms -- Required for All Agencies

Uniform Grant Application(pdf)

Teen REACH Continuation Application (pdf)