Please direct all program related information and questions to:
222 South College, 2nd Floor
Springfield, IL 62704
The Illinois Department of Human Services Domestic Violence Prevention and Intervention Program is dedicated to assisting individuals to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.
The Program supports community-based providers which provide awareness and education about domestic violence, training to professionals and volunteers who deliver support to victims and directly provide victims and their vulnerable family members with quality comprehensive domestic violence services including emergency shelter, crisis, information regarding referrals and resources, counseling, advocacy, transportation and outreach.
II. Policies & Procedures
The Provider will provide the following services and agrees to act in accordance with all state and federal statutes and administrative rules applicable to the provision of services pursuant to this Agreement.
- Family Violence Prevention and Services Act Title II, Public Law 98-457, as amended by the Violent Crime Control and Law Enforcement Act of 1994, Public Law 103-322; the Child Abuse Prevention and Treatment Act of 1996, Public Law 104-235; and The Victims of Trafficking and Violence Protection Act, Public Law 106-386, dated October 28, 2000
- Public Law 103-322, dated September 13, 1995
- Illinois Domestic Violence Act of 1986 (750 ILCS 60/227)
- Victim Services Administrative Rule 89 Ill. Admin. Code Ch 1, Sub Chapter C, 130.200
- Domestic Violence Shelters Act 20 ILCS 1310
III. Contract and Amendment Process
The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:
- Community Service Agreement, containing the standard contract language used for all Department contracts
- Exhibit A, containing Scope of Services/Purpose of Grant
- Exhibit B, containing Deliverables
- Exhibit C, containing Payment Information
- Exhibit D, containing Contact Information
- Attachment E
- The Program Manual, attached by reference to the Agreement, contains the program service provisions.
The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.
There are two types of amendments to an executed Community Service Agreement.
- Letters of increase or decrease
A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
- Formal amendments A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
- Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
- Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: -Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services
*NOTE: A Community Services Agreement end date should be June 30, due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.
- Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: -Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
- Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: -Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services
- Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
- The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
- The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
V. Provider Responsibilities
- On-Site Programs are programs that provide:
- emergency shelter for victims and their vulnerable family members in a provider-operated, on-site facility, and
- all of the comprehensive domestic violence services, and
- outreach and prevention services to the community.
- Off-Site Programs are programs that provide:
- emergency shelter for victims and their vulnerable family members at an off-site facility such as hotels/motels, safe homes, and
- all of the comprehensive domestic violence services, and
- outreach and prevention services to the community.
- Specialized Programs do not provide emergency shelter for victims.Their primary purpose is the provision of specialized but limited domestic violence services. A Specialized Program is required to provide:
- information and referral,
- and at a minimum one of the following services: counseling, advocacy, Illinois Domestic Violence Act advocacy, and
- maintain memorandums of understanding to refer victims for shelter.
- Comprehensive Domestic Violence Services include:
- 24 hour response to calls from the statewide help line
- information and referral
- Illinois Domestic Violence Act advocacy, and
Providers shall provide a safety net to assist victims and their children. The goals of services are to meet the immediate crisis and long-term needs of victims and their vulnerable family members and to prevent domestic violence.
- Service Delivery Model
Providers' service delivery model shall encourage and support victims' efforts to regain control over and decrease the violence in their lives. The Provider shall increase the safety of victims, their children, and vulnerable family members; respect and support the authority and autonomy of adult victims in directing their own lives, and hold perpetrators, not victims, responsible for the abusive behavior and for stopping the abuse. Victim safety shall be paramount in all operational policies and procedures including eligibility and shelter admission. Victims shall be encouraged to follow safety plans and seek assistance as often as it is necessary to keep their children, themselves, and vulnerable family members safe.
- Program Administration
In administering the programs and activities, the Provider shall:
- Provide Domestic Violence Comprehensive Services to clients who are or have been victims of or threatened with domestic violence or abuse, whether physical, sexual, or emotional. Persons eligible as clients are adults and minors and their vulnerable family members. Eligibility for service is based on the victim's self-reported current needs and ability to benefit from such service.
- Provide services in accordance with the Illinois Domestic Violence Service Guidelines.
- Help each victim and vulnerable family member identify their immediate crisis and long term needs and develop an individualized service plan to meet the identified needs.
- Shall not charge victims, their children, or vulnerable family members fees for comprehensive domestic violence services. The Provider shall make no direct payments to victims or their dependents.
- Shall not discriminate in the provision of services on the basis of age, race, creed, sex, ethnicity, color, national origin, the county of origin, marital status, sexual orientation, citizenship status, spoken language, disability, or religion.
The Provider shall provide a domestic violence program as outlined below and defined in the Provider's Program Plan. Services are to be available for the entire funding period.
- Emergency shelter for victims of domestic violence and their vulnerable family members.
- On-Site and Off-Site Programs must be able to accommodate/accept shelter clients 24 hours per day, 365 days per year. Providers shall notify the Bureau when interruptions in shelter services occur.
- On-Site Program staff must be present at the shelter at all times when victims are present.
- On-Site and Off-Site Programs must have trained staff and/or trained volunteers available on a 24-hour basis to answer calls directly from the statewide hotline and others for immediate crisis intervention. No answering machines or services are permitted.
Specialized programs must have trained staff and/or trained volunteers available to answer calls directly from the statewide hotline and others for information and referral and crisis intervention. Voice mail systems are permitted when a program is closed.
- Provide information and referral services by staff/volunteers who meet the 40-hour training requirements.
- Provide individual and/or group counseling which includes emotional support, guidance, education, problem solving, listening, discussion of rights and options, safety planning, service planning and related services.
Individual and group counseling must be provided by staff/volunteers who meet the 40-hour training requirements.
- Provide advocacy - contact by a staff/volunteer with a third party on behalf of a victim.
Advocacy must be provided by staff/volunteers who meet the 40-hour training requirements.
- Illinois Domestic Violence Act advocacy - an explanation of the Illinois Domestic Violence Act and how to obtain a civil or criminal Order of Protection (OP) and assistance in obtaining an OP, including intervention/contact on the victim's behalf with representatives of the civil or criminal justice system and law enforcement personnel.
- On-Site and Off-Site Programs must provide transportation assistance or provide direct transportation for victims.
- On-Site and Off-Site Programs are required to provide outreach and prevention services to the community.
- Providers may choose to provide or purchase supplemental services - episodic child care, child visitation, civil legal assistance, educational assistance, emergency medical care, employment assistance, housing assistance, mental health counseling, substance abuse counseling, and translation for those receiving comprehensive domestic violence services from the Provider.
- Health and Safety
All Providers are required to assure the health and safety of the victims that they serve.
- Providers are required to meet all federal, state and local requirements related to health, safety and zoning.
- Providers are required to develop and observe written security and safety procedures designed to protect victims and staff from abusers.
- Providers will perform criminal background and CANTS checks on personnel coming in direct contact with children served by the Provider.
The Provider is required to comply with the confidentiality clause of the Illinois Domestic Violence Act of 1986 (750 ILCS 60/227).
The Provider shall inform each victim of the victim's right to confidential communications with the Provider. The Provider shall obtain signed authorization from a victim prior to a release of information about the victim or the victim's vulnerable family members. All documentation specific to a client's confidential communications or releases of information shall be placed in the client's designated file. The Provider shall have in place and follow appropriate written policies and procedures on client confidentiality and the release of client information. These policies and procedures shall include, but shall not be limited to, all requirements as set forth above.
- 40-Hour Training
The Provider shall ensure that employees or volunteers who provides domestic violence services to victims, either through face-to-face contact or via the phone or internet, and their supervisors shall have completed at a minimum the 40 Hour Domestic Violence Training. Providers are required to obtain and keep on file documentation that staff and volunteers have met the training requirements as set forth above.
Employees or volunteers providing services which are covered by client-attorney privilege are exempt from the 40 Hour Domestic Violence Training requirement.
Providers shall document services provided, maintain and timely submit accurate and complete service records, and submit service documentation using InfoNet and provider reports, as directed by the Department.
- Documentation shall include, but shall not be limited to, documenting clients' eligibilities and their identified needs and the types and amounts of direct services provided to clients.
- The Provider shall maintain a designated file for each client and shall place documentation specific to each client in each client's file.
- The Provider shall submit service documentation reports to the Department on a monthly basis, within 25 days after the end of each calendar month. Within 60 days of the end of the contract year, the Provider shall submit a report, as directed by the Department, detailing the Provider's services and activities for the fiscal year. Failure of the Provider to provide accurate and timely reports may result in the withholding of payments until such time as the Provider submits the required reports to the Department.
- The Provider shall submit Performance Measure Outcomes on a quarterly basis, as specified by the Department, within 25 days after the end of each quarter. Within 60 days of the end of the contract year, the Provider shall submit a report, as directed by the Department, detailing the results of the specified Performance Measures. Failure of the provider to provide accurate and timely reports may result in the withholding of payments until such times as the Provider submits the required reports to the Department.
All Provider staff and volunteers are mandated reporters according to the Illinois Abused and Neglected Child Reporting Act (ANCRA).
Providers must report suspected abuse, neglect, and exploitation of persons 60 and over who are unable to report for themselves. The reports are required by the Elder Abuse and Neglect Act (320 ILCS 20/1 et seq.)
- Linkages with the Community
All Providers shall establish and maintain linkages with community agencies and individuals for the provision of those services which are required by the victim(s) and/or their family members, but which are not provided directly by the Provider.
- Cooperation with Research Efforts
All Providers shall cooperate and participate in any research and survey efforts which have been approved by the Department. All Providers shall cooperate and participate in the Department's program evaluation and strategic plan initiatives. The Department agrees to consider written requests for waiver or modifications of a research participation mandate from individual providers.
The Provider will ensure representation at mandatory program meetings, management and program trainings convened by or in behalf of the Department.
- Program Plan & Deliverables
As directed by the Department, submit the Program Plan to the Department 60 days after receipt. The Provider shall notify the Department of changes in the Program Plan within 30 days.
- Special Conditions
Provider Match Requirements
- The Provider shall provide matching funds paid from unrestricted state, federal or private monies donated to the Provider and shall certify such matched funding to the Department as set forth below. The rate of match shall be a weighted average based on the total level of each funding source and the required match for each source. The rate of match shall be designated by the Department and shall not exceed 17% of the total cost of the program being funded. The total cost of the program being funded shall be the combined total of the grant award and the required match. Funds designated by the Provider as match under this Attachment shall not be used to match other contracts or grants.
- By accepting this grant and by executing this Agreement, the Provider hereby certifies that the required matching funds shall be secured and shall be made available for the support of the activities described herein.
VI. Department Responsibilities
The Department will respond to the needs of the Provider as required within the full scope of the Agreement.
VII. Support Services
Utilization of Community Resources
It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:
- Illinois Department of Corrections Juvenile Division
- Illinois Department of Children and Family Services
- Local probation departments
- Local mental health agencies
- Local disability service providers
- Local schools
- Local substance abuse providers
- Other related social services agencies
- Local law enforcement agencies
- Partner Abuse Intervention Programs
- Sexual assault services agencies
VIII. Billing Instructions
Providers shall use the following methodology to document the use of these funds:
- The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
- Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
- Expenditure documentation shall be submitted, in a format defined by the Division of Community Health and Prevention, to the Department on a quarterly basis, within 30 days after the end of each calendar quarter. However, the Provider shall have the option to report monthly.
- The Provider shall submit expenditure documentation by one of the following means:
- Mailing Address
815-823 East Monroe Street
Springfield, IL 62701
- All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
Expenditure Documentation Form Instructions
Expenditure Documentation Form
IX. Program Monitoring
The service, sub-grantee and fiscal agent will make available to the Secretary of the Department of Human Services or the Secretary's designee, access to data, records and all facilities in which service or administrative operations are performed to ensure compliance with the terms and conditions of the Agreement.
X. Program Budget
Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.
A copy of the annual budget must be submitted with the Program Plan. The administrative costs budgeted must be less than or equal to 20% of the total DHS award.