20-444-80-1444-01 Community Youth Employment Program (CYEP)

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact: Karrie Rueter, Associate Director
Illinois Department of Human Services
Division of Family & Community Services
Bureau of Positive Youth Development
823 E Monroe, Springfield, IL 60701
Karrie.Rueter@illinois.gov
3. Announcement Type: Continuation
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 444-80-1444
6. Funding Opportunity Title: Community Youth Employment Program
7. CSFA Number: 20-444-80-1444-01
8. CSFA Popular Name: CYEP
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 28
11. Estimated Total Program Funding: $14,000,000
12. Award Range $0 to $1,000,000
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is anticipated that administrative costs, both
direct and indirect, will represent a small portion
of the overall program budget
16. Posted Date: February 26, 2019
17.Application Range: February 26, 2019 to April 8, 2019
18. Technical Assistance Session: No

SECTION I

The following section provides Eligibility and Funding Information & Requirements for the Community Youth Employment Program (CYEP) Application.

  1. Eligibility Information
    1. Eligible Applicants
      This Continuation Application is limited to those public or private, not-for-profit community-based organizations in Illinois, Illinois units of local government, and/or Illinois public school districts who received an award from the Illinois Department of Human Services, Division of Family and Community Services pursuant to DHS Funding Notice (#19-444-80-1444) 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. Pre-Qualification
      Applicant entities will not be eligible to apply 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. Applicants must be pre-qualified, therefore, 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. A screenshot or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified will be required with the application. 

      The Provider's proposed budget must be entered into the CSA system. The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. To do this, the following is required: at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission. Budgets not submitted as described here and by the due date and time will not be considered.
      For more information about submitting a budget in the CSA system, refer to Appendix J and also see: http://www.dhs.state.il.us/OneNetLibrary/27896/documents/Contracts/FY18-GATA-Budgets/DHSBudgetTrainingManual_Revision_3_28_18.pdf.
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp;
      2. provide a valid DUNS number in its application; and
      3. 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.
    4. Mandatory Requirements of Applicant
      The Mandatory Requirements are essential items that must be met by the Applicant. If any Mandatory Requirement is not met, the responding Applicant's entire proposal will not be considered. DHS is not obligated to make an award to any applicant that fails to meet all mandatory requirements.
      1. The provider must be in a position to begin providing services on July 1, 2019.
      2. Technology: Agencies awarded funds through this funding notice must have a computer that meets the following minimum specifications for the purpose of utilizing the required DHS eCornerstone web-based reporting system and the receipt/submission of electronic program and fiscal information:
        • Internet access, preferably high-speed
        • Email capability
        • Microsoft Excel
        • Microsoft Word
        • Adobe Reader
      3. State and Federal Laws and Regulations: The agency awarded funds through this NOFO must 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.).
    5. Additional Requirements:
      1. The Applicant must have the capacity to assume the role of employer of record for the employed youth and process a payroll request every two weeks of the program period if the youth's wage is being temporarily subsidized by the grant.
      2. TheApplicant must have the administrative and fiscal capacity to implement the program on a reimbursement basis.
      3. The Applicant Agency must agree to, over the course of this grant, to demonstrate an ongoing commitment to develop trauma informed capacity within the organization with a goal of achieving Trauma Informed Agency Status as recognized through the CBAT-O Assessment tool.
      4. 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 CYEP program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, Providers are required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
      5. 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 Illinois workNet web-based reporting system for all youth served. Providers will be required to report quarterly regarding program performance measures and outcomes. 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.
      6. 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.
      7. 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.
      8. Background Checks: Background checks are required for all program staff and volunteers (including mentors, job coaches, etc.) who have the potential for contact with youth under 18. These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. 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. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children. Youth should not be placed at a jobsite if the employer does not have an adequate policy for conducting background checks and cannot provide such assurances. 
      9. 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.
      10. 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.
  2. Funding Information  
    1. Funding Information 
      1. Providers are NOT required to provide in-kind and/or financial match as award is funded with State General Revenue funding. 
      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 28 renewal applicants to provide CYEP program services as described for grants under 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 on 7/1/2019 or upon execution of the Uniform Grant Agreement and will continue through June 30, 2020.
      7. 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.
      8. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
      9. 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.
      10. The funding amount requested for FY20 should reflect the actual grant amount required to implement the proposed plan and should be reasonably consistent with FY19 funding levels.
        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.
    2. Grant funds - Use Requirements
      All applicants will use grant funds according to the guidelines, conditions and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
      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.
      1. 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. 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. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
        The following guidelines apply to specific allowable costs:
        1. Youth Wages
          While it is preferred that youth are placed directly in unsubsidized employment, it is allowable, through an agreement with the employer, to partially subsidize the youth's wage for a period not to exceed 3 month (13 weeks).  This includes compensation for services rendered limited to youth wages and benefits to include FICA and workers compensation. Youth must be paid at least the applicable minimum wage for the jurisdiction in which the youth is employed, and the grant may not provide a wage subsidy in excess of the applicable minimum wage for the jurisdiction in which the youth is employed. Full and Part-time wages may be subsidized in whole or in part with grant funding up to 3 months (13 weeks or 90 days) per enrolled youth. This calculation of this 3 month limitation only includes periods during which the youth is earning a subsidized wage. The 3 month limitation is a limitation per participant, not per placement. For example, if a youth's subsidized job placement ends after two months, and the youth receives a new subsidized job placement, the new job placement may only be subsidized for one month. Programs that are able to off-set the wage subsidies with other funds or have the capacity to provide unsubsidized opportunities or step down, or partial subsidies will be able to stretch funding to allow for additional youth to be served in the program.
        2. Program Services
          Includes, but is not limited to, the delivery of services related to youth employment that provides direct linkages to academic and occupational learning, employer coordination and recruitment, and youth supportive services that may include transportation, child care (refer to the Child Care Assistance program guidelines) work-related attire, physicals, and background checks. Case management services, including educational support, life skills development, reducing barriers to employment, and an array of additional services identified through an individualized assessment.
      2. 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, the following costs will be unallowable without specific prior written approval from DHS:
        1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
        2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        4. Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
        5. Deposits for items, services, or space
      3. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2017/ES.pdf.
      4. Indirect cost requirements
        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 must elect to use the De Minimis Rate.
        Every organization that receives an FY2020 state award must make an indirect cost rate proposal or election in the Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs.
        CARS URL: https://solutions.crowehorwath.com/CARS/StateofIllinoisGOMB/Login.aspx
        Indirect Cost Rate Election:
        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 as Attachment 2.
        2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
        3. De Minimis Rate. An organization that has never received a Federal or State 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. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.
          2 CFR § 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
          .
      5. "No Rate": 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.
        Crowe Activity Review System (CARS).
        CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
        1. Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
        2. Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
        3. Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
        4. For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx.
    3. Administrative costs
      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. Indirect costs charged to this grant may not exceed 15%. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
    4. Simplified Acquisition Threshold
      Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2CFR200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying sub award:
      • That the grantee agency, prior to making a sub-award with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
      • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
      • That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.

Section II
The following section provides information and requirements for implementing the CYEP program.

Program Description/Requirements 
The Community Youth Employment Program (CYEP) requires a holistic approach to unsubsidized employment for transition-age youth (16-24). This approach will account for the youth's physical, emotional, social, and mental health needs while helping them to secure and sustain employment and/or achieve higher education ensuring a greater likelihood of success and self-sufficiency. In an effort to foster healthy, safe, well-educated, and self-sufficient transition-age youth in Illinois, the Department of Human Services (DHS) is making this year round grant opportunity available to provide eligible youth with educational enhancement opportunities, full and part-time job placements, and case management services to include life skills, counseling and work readiness for both in-school and out-of-school youth.
Creating a path forward for transition-aged youth requires a holistic approach that considers all aspects of the youth's realities and needs including both employment and education. For youth to successfully connect into the employment and education world there needs to be access to support that is comprehensive and coordinated including addressing an array of basic needs such as housing, healthcare, childcare, transportation, legal support, and connection to the community.
Services must also be developmentally appropriate and tailored to address the unique needs of the youth. Research on adolescent brain development finds that executive functioning and self-regulation skills are not fully developed until youth are in their mid-twenties. These are the critical skills that enable us to plan, focus attention, remember instructions, and juggle multiple tasks successfully. The brain needs this skill set to filter distractions, prioritize tasks, set and achieve goals, and control impulses. CYEP program models must consider these facts when designing how youth will be served in their programs. These youth have unique strengths and challenges that must be embraced as part of their preparation for education and employment opportunities. A developmentally appropriate approach will help to build the protective factors that foster resiliency and increase long-term success.
Once the right services and support are in place, it is essential that youth are placed in long-term employment opportunities that meet their developmental skill level and put them on a path to improved education and economic self-sufficiency.

  1. Program Services
    1. Eligible Youth Participants
      The target population to be served through this grant will be in-school youth ages 16-24, or out of school youth ages 16-24 who are served in or meet one or more of the following:
      1. National School Lunch Program / Free & Reduced Lunch Program
      2. Supplemental Nutrition Assistance Program (SNAP)
      3. Temporary Assistance for Needy Families (TANF)
      4. Other risk factors:
        • At risk of involvement or further involvement in the criminal or juvenile justice system, including ex-offenders
        • At risk of involvement in the child welfare system
        • At risk of education failure (includes risk due to social conditions)
        • Education failure (Dropped Out, Expelled, etc., no GED)
        • Youth with no work experience
        • Youth with a history of employment failure
        • Homeless youth
        • Youth with a disability
        • Family income does not exceed 185% of the Federal Poverty Level (FPL)
          Participants must include documentation to support the above eligibility requirements as well as the following:
        • Illinois residency
        • Completion of an I9 Form: http://www.uscis.gov/files/form/i-9.pdf  
    2. Employment Placements
      The applicant should determine the targeted population (in-school or out-of-school youth ages 16-24) that will be served through this grant and design the program in accordance with the information outlined below.
        • In-School youth are those youth actively pursuing their high school diploma or equivalent, or are enrolled at least half-time in post-secondary education.
        • Out-of-School youth are those youth that have already acquired their high school diploma or equivalent.
          NOTE: Out-of-school youth that are not actively engaged in pursuing their high school diploma or equivalent may still be eligible for the program. These youth must actively re-engage in the pursuit of their Diploma or equivalent.
      1. Part-Time Employment for In-School Youth (ages 16-24)
        Projects targeting in-school youth will provide part-time employment opportunities or full-time employment opportunities for youth during times when the youth is out of school. Eligible youth will be placed in age-appropriate, ability-appropriate, and experience-appropriate employment linked to one of the sixteen career clusters identified below. The objective for in-school youth served is sustained, unsubsidized part-time employment.
      2. Full-Time Employment for Out-of-School Youth (ages 16-24)
        Projects targeting out-of-school youth will provide full-time employment opportunities. Eligible youth will be placed in age-appropriate, ability-appropriate, and experience-appropriate employment linked to one of the sixteen career clusters identified below. The objective for out-of-school youth served is sustained, unsubsidized full-time employment. 
         
        16 Targeted Industries and Careers: All educational enrichment and work readiness projects must be aligned with the career clusters or groups of occupations and industries that have in common a set of foundational knowledge and skills. There are 16 nationally recognized clusters including:

        Agricultural, Food & Natural Resources;  

        Architecture & Construction;

        Arts;

        Finance;

        Government & Public Administration

        Health Science;

        Hospitality & Tourism;

        Human Services;

        Information Technology;

        Audio/Video Technology & Communications;  

        Business Management & Administration;

        Education & Training;

        Law, Public Safety, Corrections & Security;

        Manufacturing;

        Marketing;

        Science, Technology, Engineering & Mathematics; and

        Transportation, Distribution & Logistics. 


    3. Program Requirements
      All projects funded under the CYEP program must also provide case management, supportive services, work readiness skills training, and college and career planning including career education that is focused on Illinois' targeted industries and career clusters.
      1. Project Commitments
        Community Youth Employment applicants agree to meet all program requirements including requirements to:
        1. Operate a year round project to address social-emotional, career, and educational needs of youth while providing the necessary supports for success in these areas.
        2. All youth must register in Illinois workNet or other data system as directed by the Department.
        3. Provide work readiness activities/opportunities for youth.
        4. In school youth will be targeted for minimum part-time employment while out of school youth will be targeted for full time employment or education and part-time employment.
        5. Provide employment placements for all enrolled youth.
        6. Have administrative and fiscal capacity to administer the program according to the Department's requirements.
        7. Conduct outreach to identify eligible youth participants and partner with local organizations for referrals to the program.
        8. Establish proper eligibility documentation for each youth participant including a signed I9 prior to placing in employment. A file that includes the eligibility documentation must be maintained for each youth participant.
        9. Ensure that the youth targeted and served are reflective of the service area and the need presented. In the presence of gender, ethnic and/or racial disparity, the program must work to reduce that disparity.
        10. Ensure standardized youth assessments are completed as necessary to inform case plan. In addition to required work-readiness assessments such as the NOCTI 21st Century Skills Assessment, other tools should be used to assess life skills, risk factors, and other potential barriers to employment. Many assessments may be available at no cost through the Illinois workNet or DHS.
        11. Develop an individualized case plan for the youth that will consider at a minimum the following:
          • Current educational needs
          • Short and Long term Career Educational planning
          • Employment readiness and capacity
          • Short & long term Career Employment planning
          • Barriers to education & employment
          • Housing Barriers
          • Life Skills needs (age appropriate) based on an assessment - to include:

            Daily Living

            Food/Nutrition

            Home cleanliness

            Permanency

            Home Safety

            Home Repairs

            Computer Basics

            Legal Permanency


            Relationships & Communications

            Personal Development

            Developing Relationships

            Communication

            Cultural Competency

            Domestic Violence

            Legal Permanency

            Self Care

            Health

            Personal Benefits

            Personal Hygiene

            Personal Safety

            Sexuality


            Permanent Connections

            Conflict Resolution/Anger Management Skills

            Decision Making Skills

            Mental Health, Substance Use and Trauma Concerns

            Family Stability & Family Responsibilities

            Personal Safety & Health

            Work & Study Life

            Personal Development

            Study Skills

            Time Management

            Employment

            Legal

            Income Tax

            Personal Safety and Health


            Housing & Money Management

            Budgeting/Spending

            Banking/Credit

            Housing

            Transportation

        12. Document case plan activities and results in the youth's file and on the Illinois workNet.
        13. Provide educational enrichment, work readiness, and career education components to all youth.
        14. Recruit employers prepared to offer long-term employment opportunities.
        15. Ensure employers provide an adequate level of supervision and a quality work opportunity related to sixteen career clusters.
        16. A file must be maintained for each worksite and must include among other items, the signed worksite agreement for the worksite location and copies of any participant employment termination forms (see Appendix I).
        17. Background Checks: Background checks are required for all program staff and volunteers (including mentors, job coaches, etc.) who have the potential for contact with youth under 18. These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. 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. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children. Youth should not be placed at a jobsite if the employer does not have an adequate policy for conducting background checks and cannot provide such assurances.
        18. Provide supportive services to facilitate a positive attendance record.
        19. Provide supportive services to ensure youth receive a diploma / GED.
        20. Employers will document youth attendance through time sheets.
        21. Provide oversight of the program through the monitoring of employment and the continuous assessment of program activities and outcomes.
        22. Provide timely reports as required or requested.
        23. Track and report all required data elements on the timeline dictated by the Department.
        24. Meet minimum performance measures/standards.
        25. Ensure representation at mandatory program meetings and trainings convened by or on behalf of the Department.
        26. Receive consultation and technical assistance from authorized Department representatives. The provider and collaborating partners will be required to be in attendance at site visits as required by Department staff.
        27. Establish and maintain cooperative relationship with local DHS Family & Community Resource Center (FCRC) offices in the service area to ensure eligible youth referred by FCRCs are enrolled in the program. Non-FCRC referred youth 18 and older are encouraged to apply through ABE to determine potential benefit eligibility. Successful applicants will maintain a collaborative working relationship with the local DHS FCRCs. This will include outreach to FCRCs to develop awareness of the Community Youth Employment Program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, successful applicants will be required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements. Successful applicants will be required to report
      2. Case Management
        The implementation of an individualized, assessment based case plan that incorporates learning and employment goals as well as goals to address social-emotional barriers to successful and sustained career education & employment.
      3. Supportive Services
        Supportive services may include transportation assistance, day care expenses, work clothes, tools and supplies, or other items that are required for youth to participate in the program. Applicants must submit documentation on how the youth will be assessed for supportive services and the internal controls that will ensure the accountability and appropriate expenditure of grant funds.
      4. Work Readiness Training
        All projects must provide training on the work readiness skills needed for employment using the Illinois workNet portal www.illinoisworknet.com  or other data system as directed by the Department. In addition; work readiness activities may also include hands-on experience aligned with the identified Career Clusters. Note that a subsidized wage may not be paid using CYEP grant funds for work readiness training that occurs prior to actual employment.
      5. Illinois workNet
        All youth applications must be entered in Illinois workNet or other data system as directed by the Department. Once the client has completed an application in Illinois workNet, the case manager will verify eligibility. If eligibility is determined, print the application, have the participant and case manager sign it and maintain it along with the eligibility documentation in the client's file.
        The following tools available through the Illinois workNet will be required for all participants:
        • NOCTI 21st Century Skills Assessment
        • Career Cluster Inventory
        • Employment 101 Curriculum
          • Pre-assessment
          • Educational Activities
          • Post-assessment
        • Individualized Services, Training, and Employment Plan (ISTEP) - In collaboration with individual youth participants, providers will utilize assessment data to develop a comprehensive college and career plan that will address each participant's short term and long term goals for employoment. The provider will use ISTEP to document the following:
          • prior work history
          • prior education, training, and credentials
          • realistic immediate and long-term education and employment goals
          • immediate and long-term steps necessary to achieve education and employment goals.
          • immediate and long-term barriers to achieving education and employment goals.
          • resources and strategies available to help overcome barriers to achieving education and employment goals.
          • plan for maintaining independent sustainable progress toward achieving employment goals after transitioning out of the Community Youth Employment Program
      6. Career Education/Illinois Pathways
        Career education includes training that expands the student's understanding and awareness of career clusters and pathways. Projects will be tied to the courses, work-based learning activities, and credentials/assessments outlined in the Illinois pathways initiative. The objective of these strategies is to provide youth with a structured pathway related to their academic or career interests, as well as resources to fully engage students in their learning and enable them to successfully transition into postsecondary education programs and the workforce.
      7. Targeted Industries and Careers
        All educational enrichment and work readiness activities must be aligned with the career clusters or groups of occupations and industries that have in common a set of foundational knowledge and skills. There are 16 nationally recognized clusters including:

        Agricultural, Food & Natural Resources

        Architecture & Construction;

        Arts;

        Audio/Video Technology & Communications;

        Business Management & Administration;

        Education & Training;

        Finance;

        Government & Public Administration;

        Health Science:

        Hospitality & Tourism;

        Human Services;

        Information Technology;

        Law, Public Safety, Corrections & Security;

        Manufacturing;

        Marketing;

        Science, Technology, Engineering & Mathematics and

        Transportation, Distribution & Logistics.

      8. Employer Agreements
        All youth employment opportunities must have signed Employer agreements.
        • Each agreement must contain, at a minimum, the following items for each worksite included in the agreement:
          • Worksite contact and mailing information;
          • Detailed information on the worksite such as location, working days and hours, activities, job titles, job descriptions, and number of positions under each;
          • Worksite supervisor information;
          • Background check policies and assurances;
          • A detailed set of mutual terms, conditions, promises, and payments that the grantee and contractor have agreed upon;
          • When the employment is fully or partially subsidized, the written agreement must delineate the conditions and terms of successful probationary employment, thereby ensuring that when these terms & conditions are met, the youth's employment will continue under the employer unsubsidized;
          • A listing of participants for each worksite along with their projected start.
          • Commitment on the part of the employer to provide long term employment opportunities and not just subsidized employment;
          • Commitment on the part of the employer to provide weekly documentation (including signed timesheets) to the provider to verify hours worked etc. for each youth employed along with other attendance information and concerns;
          • Commitment on the part of the employer to complete the Illinois workNet Worksite Evaluation for each participant after either 2 months of employment or termination of employment
          • Commitment on the part of the employer to provide employment verification and status information for program youth to the provider at 3 months, 6 months and 9 months following the youth's completion of the program.
          • Commitment on the part of the employer to complete employment termination report (see Appendix I) if participant employment ends within 9 months of hire date.
        • Grantees must ensure that worksites for youth adhere to current workplace safety guidelines.
        • Grantees must ensure that worksites for youth adhere to applicable federal/state wage, labor, and workers compensation laws.
      9. Background Checks
        Background checks are required for all program staff and volunteers (including mentors, job coaches, etc.) who have the potential for contact with youth under 18. These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. 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. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children. Youth should not be placed at a jobsite if the employer does not have an adequate policy for conducting background checks and cannot provide such assurances. 
      10. Job Placements
        The primary objective is to place youth in actual long-term unsubsidized employment. This grant and the subsidies it provides are not intended to create jobs. Since the subsidy is temporary and the expectation is that youth job placements will be long term, it is essential that any job placements are not dependent on the subsidy.
        When the youth's wage is being temporarily subsidized by the grant, the provider may assume the role of employer of record for the employed youth and process a payroll request every two weeks during this subsidized period if this is formally agreed to in writing by both the employer and provider and the job meets all of the following criteria:
        • The job being subsidized is an actual full or part-time job.
        • The position is at an official job site of the employer.
        • The position is a formal position, with a corresponding job description, within the employer organization.
        • The youth's wage is at least minimum wage.
        • The subsidy does not exceed minimum wage.
        • The youth's immediate supervisor is employed by the employer and not the provider.
        • If applicable, the written agreement between the provider and the employer will detail the transition of "employer of record" to the employer immediately following the subsidized period of employment.
        • The written agreement further delineates the conditions and terms of successful probationary employment, thereby ensuring that when these terms & conditions are met, the youth's employment will continue under the employer alone.
          Youth CYEP participants may be employed directly by the Grantee under the following conditions:
        • The job being subsidized is an actual full or part-time job that is anticipated to extend beyond the grant period.
        • The position is a formal position, with a corresponding job description, within the Grantee's organization.
        • The youth's wage is at least minimum wage.
        • The youth's wage is not subsidized by CYEP funds.
        • The youth should continue to receive other services required by the grant program.
      11. Youth Payroll & Timesheets
        The Grantee must submit payroll documentation to the Department using Illinois workNet, or other data system as directed by the Department, including hourly wage and the employer's FICA and workers compensation that is attributed to the participant. Standardized employer timesheets must be used. The Grantee must maintain the signed timesheet to support the grant expenditures for each participant. Timesheets will be reviewed onsite by DHS and may need to be electronically submitted to the Department as directed.
        When recording payroll information in the Illinois workNet, the grantee will be required to document the applicable minimum wage and ensure that the youth's hourly wage is not less than the applicable minimum wage and that the subsidized portion, if any, is not more than the applicable minimum wage.
      12. Reporting
        The Grantee's financial management system shall be structured to provide for accurate, current and complete disclosure of the financial results of the Project funded under this grant program. The general ledger must support costs and revenue reported to the Department and must allow tracing of funds to a level of expenditure adequate to insure funds have been expended appropriately.
        Grantees are required to submit reports to DHS as prescribed by the Department. Grantees submittal of required reports allows DHS to monitor the grantees progress toward grant defined goals and their due diligence in grant fiscal management and recordkeeping. Further, grantees will be required to relate financial data to performance accomplishments in their reporting (2 CFR 200.301).
      13. Participant File
        Each youth participant must have his or her own file and it must be kept securely. It is required to have a minimum of the following in each participant file:
        • Application signed by participant and CYEP grantee agency
        • Proof of eligibility
        • Proof of Illinois residency
        • Completed I9 Form
        • Employer information
        • Document verification of youth wage, FICA, Workers Comp, signed timesheets, etc.
        • Checklist showing completion of required activities
        • Standardized assessment results used for case planning.
        • Case Plan and supporting documentation of service delivery
        • Copies of any termination of employment reports (see appendix I)
      14. Records and Retention / Destruction
        In accordance with the Community Services Agreement, each provider shall maintain full and complete records of program operations in compliance with state records retention requirements. Records are defined as those documents that capture program activity, participant information and outcomes, and fiscal data. CYEP providers shall comply with the Local Records Act, which regulates the destruction and preservation of public records within the State of Illinois. IDHS may require longer retention of records and/or submission of such records to the Department if the records cover a time period still open to audit.
      15. Service Area
        Grant funds will be used to address youth unemployment, poverty, and violence in Illinois' most needy communities, but will be considered for services anywhere in the state.
        While the Department's preference is for youth to be placed in jobs within the state of Illinois, for programs operating near an Illinois border with a neighboring state, it is acceptable to place youth in jobs at worksites in the neighboring state within a reasonable distance. However, it is the responsibility of the Grantee to ensure that any such job placements are in compliance with all local, state, and federal laws which may be applicable to the jurisdiction in which the placement is made.
    4. Performance Measures
      1. Proposed vs. Actual enrolled youth
      2. Proposed vs. Actual Job Placements
      3. % of eligible FCRC referrals enrolled into the program
      4. % of enrolled youth completing NOCTI 21st Century Skills Assessment available through the Illinois workNet
      5. % of youth that completed the NOCTI 21st Century Skills Assessment earning the work readiness certificate
      6. % of enrolled youth completing Career Cluster Inventory available through the Illinois workNet
      7. % of enrolled youth completing Employment 101 pre-assessment in Illinois workNet
      8. % of enrolled youth completing Employment 101 activities in Illinois workNet.
      9. % of enrolled youth completing Employment 101 post-assessment in Illinois workNet
      10. % of assessed youth demonstrating work readiness skills improvement on Employment 101 post-assessment
      11. % of enrolled youth receiving Supportive Services
      12. % of enrolled youth with an individualized case plan
      13. % of case plans that include a college and career plan
      14. % of youth completing case plan goals
      15. % of out-of-school youth re-engaged in education
      16. % of youth with improved educational outcomes
      17. % of subsidized job placements that were converted to unsubsidized employment
      18. % of youth maintaining initial job placement for 3 months or more
      19. % of youth maintaining initial job placement for 6 months or more
      20. % of youth maintaining initial job placement for 9 months or more
      21. % of enrolled youth in unsubsidized job placement at case closure
    5. Performance Standards
      1. 100% of proposed youth will be enrolled/served. Acceptable performance 90%.
      2. 100% of proposed job placements will be filled with unduplicated youth. Acceptable performance is 90%.
      3. 100% of eligible FCRC referrals will be enrolled into the program. Acceptable performance is 80%.
      4. 100% of enrolled youth will complete the NOCTI 21st Century Skills Assessment available through the Illinois workNet. Acceptable performance is 80%.
      5. 100% of youth who complete the NOCTI 21st Century Skills Assessment will earn the work readiness certificate. Acceptable performance is 80%. Considers only those youth completing the NOCTI 21st Century Skills Assessment.
      6. 100% of enrolled youth will complete the Career Cluster Inventory available through the Illinois workNet. Acceptable performance is 80%.
      7. 100% of enrolled youth will complete the Employment 101 pre-assessment in Illinois workNet. Acceptable performance is 80%.
      8. 100% of enrolled youth will complete the Employment 101 activities in Illinois workNet. Acceptable performance is 80%.
      9. 100% of enrolled youth will complete the Employment 101 post-assessment in Illinois workNet. Acceptable performance is 80%.
      10. 100 % of assessed youth will demonstrate work readiness skills improvement on Employment 101 post-assessment. Acceptable performance is 80%. Considers only those youth completing the Illinois workNet pre & post assessment evaluation.
      11. 100% of youth requiring Supportive Services will receive those services. Acceptable performance is 90%. Considers youth assessed and determined to need one or more supportive services compared to those actually receiving that service.
      12. 100% of enrolled youth will have an individualized case plan. Acceptable performance is 80%.
      13. 100% of individualized case plans will include a college and career plan. Acceptable performance is 80%.
      14. 100% of youth will complete case plan goals. Acceptable performance is 80% of youth will complete 50% or more of case plan goals. Considers only those youth with a case plan developed.
      15. 100% of out-of-school youth will re-engage in education. Considers only those out-of-school youth without HS Diploma or GED and compares those who have re-engaged by case closure, does not require attainment of Diploma or GED. Acceptable performance 60%.
      16. 100% of youth will have improved educational outcomes. Acceptable performance is 80%. Considers in-school youth and those out-of-school youth without a HS Diploma or GED. Considers attainment of HS Diploma or GED, Grade level promotion, re-enrollment into HS, enrollment into GED classes, enrollment in Higher Ed or Technical school etc. Considers education status at enrollment compared to case closure.
      17. 100% of subsidized job placements will convert to unsubsidized employment. Acceptable performance is 80%.
      18. 100% of youth will maintain initial job placement for 3 months or more. Acceptable performance is 80%.
      19. 100% of youth will maintain initial job placement for 6 months or more. Acceptable performance is 75%.
      20. 100% of youth will maintain initial job placement for 9 months or more. Acceptable performance is 70%.
      21. 100% of enrolled youth will be in an unsubsidized job placement at case closure. Acceptable performance is 65%.
        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.
        The majority of the above measures are tracked in the Illinois workNet system. Providers are required to use the Illinois workNet system to report data per the Uniform Grant Agreement. The Department's position on program / participant information NOT entered into Illinois workNet: If it is not in Illinois workNet, it did not occur. Further, grant expenditures for direct services to youth not supported by Illinois workNet data will be disallowed expenditures.

Section III
The following section provides instructions for the components that must be included in a complete continuation application.

  1. 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)
  2. FY 2020 CYEP 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 CYEP program will be operationalized in your service area.
    1. Executive Summary
      The Executive Summary will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants it will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. At a minimum, each of the following should be addressed in the Executive Summary:
      1. Applicant's Name
      2. Name of the proposed project
      3. Total amount of funds requested through this grant
      4. Service Area and Description
      5. Highlights of the Identified Need
      6. Description of the target population
      7. Estimated number of youth to be served / placed in employment (# in school; # out of school; total youth)
      8. Estimated cost per youth (Total grant divided by total youth served. If serving both in-school and out-of-school youth provide separate cost estimates.)
      9. Brief description of the overall program model and implementation design
      10. Identification of project partners (service providers and employers) and their roles/responsibilities
      11. Performance Goals and Objectives / Expected Outcomes
    2. Capacity - Agency Qualifications and Organizational Capacity
      Present an accurate picture of the agency's ability to implement a holistic youth employment and career education program that will meet the requirements of this application and will lead to sustained, unsubsidized youth employment. Information in this section should include, but not necessarily be limited to, the following:
      1. Provide an updated organizational chart of the applicant organization, showing where the program and its staff are placed including subcontractors if used. If subcontractors will be used, include the relationship with those organizations in the chart. Please include this as Attachment 2.
      2. Identify any key staff positions that will be responsible for the program. Include evidence that your agency maintains adequate staff coverage and supervision to meet the requirements of the grant. Present the résumés of the Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable) as Attachment 3 of your proposal.
      3. Job descriptions for all employee positions that will be funded in whole or in part with this grant, and an indication of the percent of time or hours those employees will spend in this program. Programs must recruit and hire staff that are qualified for the positions through education, experience, and/or training. Include job descriptions as Attachment 4.
      4. A description of your agency's current programs and activities relevant to the services described in this Notice of Funding Opportunity. Please describe if and how these programs will impact the youth targeted and enrolled in your CYEP program. Describe how and provide assurances that CYEP monies will not supplant existing fund or services.
      5. A description of existing employment partnerships your agency has in place to offer work experience and job placement opportunities. Indicate if these are new placements or on-going placements. 
      6. Describe any financial resources that have been secured to off-set the costs associated with youth wages for the proposed employment placements.
      7. A description of existing service provider partnerships your agency has to other community resources and services essential to the positive development of youth related to this program, including procedures to ensure provision of services to youth. Include copies of signed, current or expected agreements in Attachment 6 of your application. These agreements or letters of commitment must delineate the partner's responsibilities and commitments to the project - letters of "support" will not be considered.
      8. Provide a copy of your policy and procedure for conducting background checks within your organization.
      9. Providers must agree to, over the course of this grant, to demonstrate an ongoing commitment to develop trauma informed capacity within the organization with a goal of achieving Trauma Informed Agency Status as recognized through the CBAT-O Assessment tool. Please indicate if your organization has participated in the CBAT-O Trauma Assessment process. Describe current and planned capacity building activities designed to obtain or maintain Trauma Informed status. 
      10. Include as Attachment 7 the Program Contact Information Form found in Appendix B.
      11. Include as Attachment 8 the Subcontractor Contact Information Form(s) found in Appendix C. Include as Attachment 8a the Subcontractor Information Form(s) found in Appendix D. Also include as Attachment 8b copies of corresponding subcontracts.
      12. Include as Attachment 9 the Program Employment/Work Site Information Form found in Appendix E.
      13. Include as Attachment 10 the Service Delivery Site Information Form found in Appendix F.
    3. Need - Description of Need
      The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within your community and how the proposed project will address these needs. It is necessary for the applicant to demonstrate that it has a thorough knowledge and understanding of the needs of these youth in the specific service area targeted by this application.
      Provide a description of your targeted county/community/service area. Include data to support your description. Examples include: Youth population (16-24 if possible); poverty, unemployment, under-employment; HS graduation rates, drop-out rates; truancy/expulsion; educational attainment levels; violence/crime statistics; homelessness (youth); teen pregnancy rates; substance use/abuse; gang involvement/activity etc.
      If your organization applied for priority points in the original application, please include information describing your successes at serving the proposed homeless and/or justice involved youth. Indicate the percentage targeted in your original application and provide data regarding your success to date. Include data and information regarding the outcomes achieved to date with this population. Describe any barriers in achieving the proposed percentages targeted and plans to overcome those barriers. Include as Attachment 13, any relevant documentation to support your accomplishments in this area.
      Describe how the eligible youth population will be targeted for services based on the identified need. If the data presented suggests that certain gender, racial or ethnic populations are over-represented within these negative data elements, describe the Outreach Plan to ensure that the youth targeted and ultimately enrolled into the program will in fact be representative of that disparity.
    4. Quality - Description of Program Design and Services
      The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design.
      1. Provide a detailed description of the overall program design that clearly reflects a holistic and developmentally appropriate approach and demonstrates how youth will be provided with a structured pathway related to their academic or career interests, as well as resources to fully engage in their learning and enable them to successfully transition into postsecondary education programs and the workforce.
      2. Provide a detailed description of the plan to move youth into long term, unsubsidized sustained employment. Include the projected number of youth that will be enrolled in the program, and the number of youth that will complete the program in sustained, unsubsidized employment.
      3. Provide a detailed description of the plan to ensure youth achieve a basic education:
        • in-school youth are promoting to the next grade level and/or graduating.
        • out-of-school youth that have not received a high school diploma or GED are working toward and achieve such.
      4. Describe in detail how the program design will implement EACH of the Program Requirements identified in Section C3, Program Requirements.
      5. Case Plan and Supportive Services:
        • Describe how the services to be provided will be individualized and based upon an individualized assessment.
        • Describe the planned services that will be provided to meet the individual needs of the youth targeted for this program.
        • Describe how these planned services will be based on research or evidence of demonstrated success.
      6. Describe your strategy for recruiting and/or maintaining worksite placements and ensuring proper levels and quality of supervision.
      7. Describe your strategies for identifying and placing participants in appropriate employment opportunities.
      8. Describe your strategies for supporting those youth in an employment placement to achieve sustained employment.
      9. Program Outcomes
        • Describe how your program design and implementation policies and strategies will ensure the performance measures identified in Section D, Performance Measures and Standards, will be met for FY2020.
        • Describe how the program will ensure the capacity to collect and report the data elements identified in Appendix H.
      10. Past Performance - Provide a brief summary of the FY19 performance and outcomes achieved. Provide data and outcomes on the homeless participants served and the participants served that had current/prior involvement in the juvenile justice or criminal justice systems. Include as Attachment 13 any relevant documentation to support the data and outcomes discussed here.
      11. Describe your plan for monitoring worksites (site visits, phone contact, reports, etc. - include frequency).
      12. Describe your plan for monitoring subcontracted providers and assuring they are meeting the program timelines and requirements (if applicable).
      13. Complete the Project Summary Worksheet found in Appendix G and include it as Attachment 11 of your application.
      14. Include as Attachment 12 a copy of the Applicant's current Federal Form W-9.
    5. Budget Narrative
      In this section of the application/plan narrative, provide a detailed Budget Narrative of the items allocated within your proposed budget. This will include all funds budget for the program, including any match. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals and objectives described in your proposal will be implemented. Illustrate the use of state or federal funds, other than CYEP grant funds, that will be used to support the program. If sub-contractors are planned, please also describe how these funds will be utilized to implement the program.
    6. Continuation Plan Narrative Attachments
      The Attachments should be labeled accordingly and placed in the order below.
      • Attachment 1 - Approved NICRA
      • Attachment 2 - Organizational chart
      • Attachment 3 - Résumés of CYEP Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable)
      • Attachment 4 - Job descriptions
      • Attachment 5 - Blank - No Attachment 5
      • Attachment 6 - Service Provider Partner Agreements
      • Attachment 7 - Program Contact Information Form
      • Attachment 8 - Subcontractor Contact Information Form(s) (if applicable)
      • Attachment 8a - Subcontractor Information Form(s) (if applicable)
      • Attachment 8b - Copies of Subcontract(s) (if applicable)
      • Attachment 9 - Program Employment/Worksite Information Form
      • Attachment 10 - Service Delivery Site Information Form
      • Attachment 11 - Project Summary Worksheet
      • Attachment 12 - Applicant's Federal Form W-9
      • Attachment 13 - FY19 Date/Outcomes Documentation
      • Attachment 14 - Subcontractor Budget(s) (if applicable)
  3. FY 2020 CYEP Continuation Budget
    In addition to the above budget narrative, CYEP continuation budgets must be submitted electronically in the CSA system (Refer to Appendix J for more information). The Budget entered into the CSA system will also include a narrative or 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. This 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. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment D3.
    Please note, your FY 2020 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.
    Refer to Section B, "Funding Information & Requirements" and Appendix 5.
    Subcontractor budgets, budget narratives and actual sub-contracts must be submitted with this application as they need to be pre-approved. Refer to Appendix J for information regarding Subcontractor Budgets. Subcontractor agreements and budgets will be submitted as Attachment D1 of your application.
    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.
    If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment D3.

Section IV
The following section provides instructions for Submitting the complete continuation application


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 Monday, April 8, 2019. 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: "20-444801444-1 Nicolle CYEP". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
    2. All Providers must submit the completed grant application in a single PDF document 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: "20-444801444-1 Nicolle CYEP".
    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.
  2. Other Submission Requirements.
    1. Proposal Format Requirements
      1. 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 15 pages, 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.
      2. The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be submitted in a single PDF document to DHS.YouthServicesInfo@illinois.gov  The subject line of the email MUST state: "20-444801444-1 Nicolle CYEP". 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.
      3. The Department is under no obligation to accept applications that do not comply with the above requirements.
    2. ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
      1. A screenshot or statement indicating the applicant has completed Pre-Qualification steps and is currently Pre-Qualified 
      2. Statement indicating the ICQ and PRA have been completed
      3. Signed Uniform Application for State Grant Assistance
      4. Continuation Proposal Narrative
        • Executive Summary
        • Capacity - Agency Qualifications/Organizational Capacity
        • Need - Description of Need
        • Quality - Description of Program Design and Services
        • Budget Narrative
        • Attachments to Your Application
          • Attachment 1 - Approved NICRA
          • Attachment 2 - Organizational chart
          • Attachment 3 - Résumés of CYEP Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable)
          • Attachment 4 - Job descriptions
          • Attachment 5 - Blank - No Attachment 5
          • Attachment 6 - Service Provider Partner Agreements
          • Attachment 7 - Program Contact Information Form
          • Attachment 8 - Subcontractor Contact Information Form(s) (if applicable)
          • Attachment 8a - Subcontractor Information Form(s) (if applicable)
          • Attachment 8b - Copies of Subcontract(s) (if applicable)
          • Attachment 9 - Program Employment/Worksite Information Form
          • Attachment 10 - Service Delivery Site Information Form
          • Attachment 11 - Project Summary Worksheet
          • Attachment 12 - Applicant's Federal Form W-9
          • Attachment 13 - FY19 Data/Outcomes Documentation
          • Attachment 14 - Subcontractor Budget(s) (if applicable)
      5. Uniform Grant Budget - The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the application.
  3. Unique entity identifier and System for Award Management (SAM) 
    Each applicant is required to: (i) Be registered in SAM before submitting its application; (ii) provide a valid unique entity identifier in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department. The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant. Please refer to Section C. Eligibility Information & Grant Funding Requirements for additional information and detail regarding SAM.
  4. Intergovernmental Review
    This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs,".
  5. Funding Restrictions
    The applicant must develop a budget consistent with program requirements as described in Section A. Program Description and in accordance with Section C. 6 Grant Funds Use Requirements.
    The Department will not allow reimbursement of pre-award costs under this funding opportunity.

Section V
The following section provides Award, Administrative and Contact Information.

Award Administration Information

  1. State Award Notices.
    Providers recommended for continued funding under this Notice of Funding Opportunity following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
    • Grant award amount
    • 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 amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. 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 FY2020 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 Illinois workNet data system on or after the 15th of each month. Providers must ensure all youth referred to and served in the CYEP 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.
  4. Payment Term
    1. An initial prospective payment of 2/12 of the award amount will be issued upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued on a reimbursement basis and will consider all previously submitted documented expenditures.
    2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and 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.
      In the event payments made by the Department to the provider exceed the total amount of provider reported and Department authorized expenditures, the provider will be required to issue a repayment to the Department in an amount equal to the overpayment.
  5. State Awarding Agency Contact(s)
    If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "CYEP FUNDING NOTICE - Nicolle" in the subject line of the email.

Uniform Application for State Grant Assistance (pdf)