The Teen REACH Annual Program Plan is the blueprint for implementation that will ensure the achievement of specified outcomes. Teen REACH providers will work with IDHS staff to submit a Program Plan, as stated in the contract. The Program Plan will
also provide the basis for assessing contractual and program compliance for Teen REACH providers. IDHS staff will use this document, in addition to the Teen REACH Program Standards Assessment Tool, and the PerMS Tool, to evaluate contractual and program
compliance. Teen REACH providers are required to complete a program plan annually. It is critical that the program plan reflect the day-to-day operations of the program, as it will be used by Teen REACH staff, partners, and IDHS staff to assess on-going
operations and performance of the program.
2.3.A. Program Plan Revisions
IDHS realizes that even the best plans can change over the course of the fiscal year. When a change occurs in an approved Program Plan altering the program profile, providers must notify the IDHS personnel as soon as the change is being planned.
Changes to the Program Plan will not be allowed in the following areas: program goals, participant outcome measures or decreasing the number of core services provided.
Changes in the Program Plan Spending Plan must be submitted in writing to IDHS and pre-approved by the Teen REACH Program Coordinator before implementation. Contract awards are based on the profile of the program and its match to a statewide plan for
integration of services. (Changes in an individual Teen REACH program can change the balance of services in a particular community. Any problems or concerns in meeting these contractual parameters should be discussed with IDHS staff, before changes are
formulated and referred to the Teen REACH Program Coordinator for approval.)
2.3.B. Spending Plan
The provider must submit an annual program Spending Plan. All spending must be in accordance with a Spending Plan approved and on file at the Department.
All Teen REACH grant funds must be used for direct costs associated with the provision of program services. Indirect expenses are not allowed under this program.
Up to 20% of the Teen REACH funds may be used for administrative costs and services. Administration costs are those activities performed by staff and costs that are supportive of, and required for, the project for which there is no direct client
contact. Examples include administrative and fiscal staff, clerical support, rent, utilities, and general office equipment.
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), it will be necessary to detail those expenses and to demonstrate
the proper utilization of such funds.
Programs are allowed to develop a sliding payment scale for participants. All fees must be used to support direct services for the youth and not to support administrative expenses. No youth is to be excluded based on his or her inability to pay.
The program funds may be used to cover reasonable transportation costs for program participants. Teen REACH programs will be required to keep a written plan for transporting youth in their files. This plan should have the approval of the agency's
governing body and be available for review by the Department upon request.
2.3.C. Spending Plan Revisions
IDHS understands that a provider may have to increase or decrease expenditures in Spending Plan line items for a variety of reasons: staff vacancies, unexpected donation of goods and supplies, loss of partners, decreased use of funds by
subcontractors; etc. Cumulative Spending Plan line item shifts of funds exceeding 10% of the Spending Plan line item or 5% of the total program award will require a Spending Plan revision and prior approval of IDHS. IDHS must receive the last and final
Spending Plan revision no later than May 15 of the fiscal year. (See Appendix)
Per the Community Services Agreement, it is required that the provider notify IDHS Program staff of line item changes. It is further recommended that IDHS staff be notified as the revision is being planned. The IDHS staff can provide technical
assistance that will aid in transition or in the development of an alternative plan. If any of the Spending Plan changes alter the information on the Program Profile, input from the Teen REACH Administrator and Policy/Procedures Coordinator will be
required.
2.3.D. Field Trips and Educational Excursions
If a Teen REACH program coordinates an educational field trip or excursion for Teen REACH participants that is located 60 miles away or more from the Teen REACH site or out of state, and/or exceeds a Spending Plan of $1,000, prior approval of IDHS is
required. A Spending Plan justification must list the number of participants attending the field trip and the estimated expenses must be itemized.
2.3.E. Marketing Plan
Promoting the Teen REACH programs at the local level is the provider's responsibility.
The goal of marketing is to make the program more visible, attract new participants, engage volunteers and community partners and to raise awareness of positive youth development. Each Teen REACH program is required to develop a comprehensive, written
marketing plan. A comprehensive plan will identify the target audience, goals, strategies, and timeline. To be effective, it will include a variety of strategies and delivery methods.
The Marketing Plan must include:
- Hosting and arranging at least one community awareness event on an annual basis. The event should involve community leaders, parents and Teen REACH youth in an effort to promote the positive impact of the program and to create linkages to other
agencies serving youth. Teen REACH programs are encouraged to participate in the national "Lights on After-School" Awareness Event. More information on this activity can be found at www.afterschoolalliance.org All community awareness events should be
described in the annual program plan.
Additional outreach strategies may include but are not limited to:
- Distribution of flyers to agencies, businesses, parents, schools, faith-based organizations and the community to increase participation.
- Parent newsletters listing events and opportunities to volunteer/participate.
- Teen REACH youth recruiting other youth through special events or incentive programs.
- Participation in school registrations and open houses.
- Presentations at teacher and parent meetings to recruit program participants.
- Hosting a site open house event to introduce families and community members to the Teen REACH program.
- Fostering partnerships with schools, regional offices of education, DCFS, Probation, Health Department, Child and Adolescent Local Area Networks, Foster Care Alliance, faith-based agencies and other private agencies to promote referrals of youth who
are having academic difficulties; truant, reside in a single-parent home; receive TANF; are latchkey children; have siblings who dropped out of school or are involved with the juvenile justice system, are victims of violent crimes, have parents who are
incarcerated or are teen parents.
- Sending regular press releases and announcements to the media to increase Teen REACH public presence.
- Recording regular public service announcements on TV and radio- use youth and parents as spokespersons.
- Sending letters to all participants from the prior school year inviting them to return.
- Meeting with key members of school systems, including counselors, administrators and teachers to introduce the program and initiate lines of communication.
- Promotion of Teen REACH through business partnerships.
- Participation in community events, such as street fairs, parades and other events to promote Teen REACH.
