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Unified Delinquency Intervention Services

Please direct all program related information and questions to:

Bureau of Youth Services and Delinquency Prevention
815-823 East Monroe Street
Springfield, IL 62701
Phone: 217-557-2943
Fax: 217-558-5408
Email: karrie.rueter@illinois.gov

I. Introduction/Definition

The Unified Delinquency Intervention Services (UDIS) program provides intensive, community-based services to divert young people from deeper involvement in the criminal justice system.

Eligible youth are: 1) those who have been adjudicated delinquent at least once and are in violation of probation for another delinquent act; 2) youth who have had at least two delinquent adjudications in the juvenile court; or 3) youth who have committed an extremely serious offense warranting their commitment to the Department of Juvenile Justice.

UDIS programs are driven by referrals from the local court system. The contractors are local community-based agencies. Providers rely heavily on their ability to get cooperation from other agencies serving their communities as they advocate for youth and their families.

II. Policies & Procedures

Statutes/Rules/Standards

The Provider will administer the UDIS related intervention services and agrees to act in accordance with the following:

All state and federal statutes and administrative rules listed below which are applicable to the provision of services pursuant to this Agreement.
1. DHS Fiscal/Administrative Code - 89 Ill. Admin. Code 509
2. Children and Family Services Act - 20 ILCS 505/17a-4
3. Department of Human Services Act - 20 ILCS 1305
4. Illinois Juvenile Court Act - 705 ILCS 405/5-715 (2)(k)
5. Abused and Neglected Child Reporting Act - 325 ILCS 5/1 et seq.
Department UDIS standards and changes thereto, which may be necessary for Department and Provider program administration. Said UDIS standards is hereby acknowledged as being received by the Provider.

III. Contract and Amendment Process

Contract 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.

Amendment Process

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:
1. 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.
2. 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.
3. 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
4. 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

IV. Deliverables/Costs/Payments

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

The purpose of the Unified Delinquency Intervention Service (UDIS) program is to work with juvenile delinquents to:
1. Divert youth from further penetration into the criminal justice system,
2. Demonstrate the feasibility of short-term community-based corrections, and
3. Provide a normalizing experience by using local resources.
Through UDIS, a network of services has been developed which allows for very intensive work and interaction with chronic delinquent offenders. The services network provides UDIS youth nonresidential programs including but not limited to:
1. individualized assessment, as defined by the Department,
2. cognitive behavioral skills,
3. life skills,
4. advocacy,
5. individual,
6. family and/or group counseling,
7. mentoring,
8. educational assistance, and
9. wilderness stress
Service delivery systems must include strong verifiable linkages to the juvenile justice system in the Provider's geographic catchment area. Projects must measurably demonstrate that youth accepted into the UDIS program are able to remain with their own family, in their own school, and in their own community.
Target Population
1. The target population includes only those youth who:
  1. Are 13 -17 years of age and,
  2. Have been found to be delinquent, or who are in violation of probation for a delinquent act, or who would be sentenced to the Department of Juvenile Justice by a judge, and for whom there are no other available resources to meet the youth's needs or,
  3. Have had at least two delinquent petition findings in the juvenile court or have committed an extremely serious offense for which the youth would be sentenced to the Department of Juvenile Justice. Petitions that are dropped (DWOP's) with no findings are not considered as delinquent petitions or,
  4. Are committable to the Department of Juvenile Justice.
2. Funds provided under this grant may not be used for any youth who does not meet the target population criteria or who is a ward of the Illinois Department of Children and Family Services. Documentation of the appropriateness of each case will be in the case record for monitoring and auditing purposes.
Intake Criteria /Procedures
1. Youth referred to the Provider are referred as a condition of probation by the Juvenile Court Judge. If the youth meets the criteria outlined in the target population above, the judge may refer him/her for assessment for UDIS and for development of a service plan by either:
  1. Entering a hold-in-custody order, or
  2. Allowing the youth to return home for the assessment period.
2. A referral for assessment can be made during either of the following periods:
  1. After a supplemental social investigation or clinical study has been presented to the court, or
  2. At the same time that a supplemental social investigation or clinical report is ordered by the court, or when supplementals are ordered on petitions not appearing in court on that date. The referral for UDIS assessment can be ordered simultaneously in these instances in order to diminish their time in a detention center, but only if it is likely that the court is considering commitment.
Intake and Assessment Criteria
1. Pre-Screening
  
  Probation Officers will be expected to call the Provider regarding a potential referral before a judicial referral is actually made. This call might come before a trial, while a trial is in process, at the time that the Probation Officer is completing a social or supplemental social investigation, or just before a dispositional hearing. The purpose of the Pre-Screening call is to review referral criteria and confirm a youth's potential acceptability into UDIS. Communication at this time enables the Provider to become aware of the potential referral and to gather basic information regarding the situation. During this time, the worker shall relate the concept, purpose, and methodologies of UDIS to the Probation Officer. The Provider should describe possible program options, but should not make any promises regarding special programs, nor make an ultimate acceptance of the youth into UDIS.
2. Referrals for Assessment
  
  Probation Officers will be expected to call the Provider within half a day after a judicial referral and before an assessment has been made. Ideally, the Provider will already be aware of the particular youth's situation and will confirm that at least two weeks have been allowed for the assessment process, and that the court date and time are clearly specified. If less than a two week period has been allowed for the assessment/orientation process, the Provider shall send a letter to the Probation Officer, with a copy to the judge, to confirm the request, and to inform the court that the assessment is being processed. The Provider will not appear in court to request continuances in such cases.
3. Assessment Orientation
  After the Provider has picked up and screened the referral materials, a determination shall be made regarding the youth's eligibility for the UDIS program based on the court's written material. If the youth is eligible, the Provider will set up an appointment to meet and assess the client and family. The Provider shall develop a case plan after discussing problems and goals with the client, family, teachers, probation officer and any other individual(s) who may be helpful. The Provider shall appear at the sentencing court hearing.
4. Program Planning
  It is the responsibility of the Provider to appear at the sentencing hearing to present a Performance Services Agreement, which has been signed by the appropriate parties, including the youth's signature which commits him/her to a specific plan. If the plan is accepted, the Court will place the youth on a period of probation with a stipulation that the youth's probation is linked to participation in the UDIS program.
5. Cook County
  All referrals will flow through the Court Liaison Unit. The Westside Association for Community Action will provide court liaison service for Cook County.
Egression from UDIS
Services to youth in their own homes shall continue from intake to a maximum of six months or until a termination of services by the court, whichever comes first. Youth who determine to withdraw from the program will be referred to Juvenile Court for redisposition.

The following procedures shall be used when clients leave the program:
1. The Provider is responsible for the final court appearance at the conclusion of the youth's involvement in UDIS. A final report must be given by the Provider which summarizes the youth's involvement, highlights of the youth's progress, and recommendations for aftercare.
2. If the above procedures have been exhausted, administrative egression shall be implemented solely by the Provider.
3. Exceptions to UDIS's six-month intervention policy are to be infrequent; however, when an exception is indicated, the Provider must submit a "Request for Extension" form to the Department.
4. The Provider agrees to formulate an Egress Plan for each youth who has received services that contain the following:
  1. The youth's progress during service.
  2. Recommendation for aftercare/follow-up that will ensure preservation.
  3. Measures taken by the Provider to ensure that all necessary aftercare and follow-up services will take place to ensure family preservation.
5. The closure code must be indicated on the services report submitted for each youth at the termination of service. A copy of the Plan must be made available in the case record for monitoring and auditing purposes.
Case Management and Client Record Keeping
Case management will be done by the Provider under the direction of the Department. Written reports will be kept to document the following case management responsibilities:
1. Intake and screening of prospective referrals.
2. Liaison with probation and police.
3. Development of community resources needed by the youth.
4. Referral of youth to agencies/individuals or contractors for services needed.
5. Maintenance of records on all services delivered to youth and on case progress.
6. Coordination with other agencies under contract with documentation of required billings and other forms, as appropriate.
7. Decision making in case termination.
8. Coordination/supervision/performance of court liaison work, including appearances in court on behalf of the youth, screening of youth in court and acceptance/rejection of youth in UDIS cases.
Criminal Background Checks
The Provider will perform criminal background and CANTS checks on their personnel and volunteers.
Integration with Other Youth Services

The Provider will participate in a written plan for service integration with the Comprehensive Community-Based Youth Services programs(s) (CCBYS) in the area.
Expected Average Duration and Level of Service

The level of service will be determined by the risk level demonstrated by the YASI assessment. Over the six months they are in the program, low risk youth shall receive a minimum of 60 hours of service, medium risk youth shall receive a minimum of 120 hours of service and high risk youth shall receive a minimum of 240 hours of service. For purposes of determining this service level, services are defined as:
1. Travel time to and from the youth, family, police, courts, collateral contacts or the Department.
2. Direct face to face contacts with the youth, family, police, courts, collateral contacts or the Department.
3. Telephone contacts with the youth, family, police, courts, collateral contacts or the Department.
4. Reporting time
5. Attempts to visit and/or contact the youth and/or family.
  The Provider may request to extend the 6 month service time pursuant to Department guidelines.
6. More than one half of the hours should represent direct service to the youth.
Meeting Attendance
The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.
eCornerstone
The Provider agrees to use the eCornerstone system to fully document the provision of units of service to each client. A current record shall be maintained for each youth receiving services. Records for each child shall include an intake and all assessments, case plan, number of service hours provided (as defined above), legal documents, and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the child.
Case Plan
The case plan shall be developed based on the results of the YASI, utilizing the eCornerstone system. The plan is individualized to the youth's particular needs and includes goals developed with and on behalf of the youth and services necessary to accomplish those goals.

YASI reassessment should be completed a minimum of three months from the initial case plan acceptance date (lockdown of the case plan on eCornerstone). ECornerstone will include documentation of case plan revisions as applicable in the case plan screens.
Program Plan and Deliverables
1. The Provider shall submit an annual program plan and program reports in the format defined by the Department.
2. The Provider agrees to use the Department's eCornerstone system to fully document the provision of services to each client. This will include the following items and time requirements:
  1. Clients must be enrolled in eCornerstone as either A (Active) or W (wait list)
  2. A full YASI must be completed in eCornerstone within 30 days of program status date.
  3. Provider must develop a case plan for the youth within 15 days of the completion date of the full YASI assessment.
Reporting Data
The Provider will report participant, case planning and service delivery data, etc. to DHS utilizing the eCornerstone system.

The Provider will keep a record of all direct service hours provided to the youth or performed on behalf of the youth. This should be a cumulative total of all hours for the calendar year since date of intake. More than one half of the hours should represent direct service to the youth.
Policies and Procedures

Each agency will develop/maintain a written local policy and procedure manual that contains at a minimum, the policies/procedures for the following:
1. Maintenance of personnel files for all staff, including volunteers and interns
2. Monitoring of staff who serve as child transporters for possession of a valid Illinois driver's license, good driving record documented by Secretary of State transcript, and current proof of insurance.
3. Maintenance of client confidentiality.
4. Non-traditional (off-site and after hours) usage of the Department's e-Cornerstone system.
5. Providing Training of all staff who administer the YASI
6. Methods for assuring that staff are trained and updated on local policies.
7. Maintenance of a central record for reporting unusual incidents that includes documentation of contact with DHS at a minimum and DCFS (as appropriate to the nature of the incident).
8. A policy addressing the review and updating of the Policy and Procedure Manual including the frequency with which it is done.
A current record shall be maintained for each youth receiving services. Records for each child shall include, but not be limited to supporting documentation for the following:
1. Initial assessment
2. Intake information
3. YASI Assessment including subsequent timely Assessments.
4. Signed and dated client case plan with any subsequent revisions, updates, etc. and documentation that copy of case plan was provided to youth.
5. Other legal documents and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the child.
6. Record of Service Provision.

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 Juvenile Justice
Illinois Department of Children and Family Services
Local probation departments
Local mental health agencies
Local schools
Local substance abuse providers
Other related social services agencies
Local law enforcement agencies
It shall be the responsibility of each Provider agency to have on file linkage agreements. These agreements should include:
1. Specific items to be provided by each party.
2. Evidence that they are reviewed and updated annually
3. Dated signatures of agency Executive Directors or Designees.

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:
1. Mailing Address
  Charlotte Heberling
  815-823 East Monroe Street
  Springfield, IL 62701
  Phone: 217-524-5835
2. Fax
  217-524-2491
3. Email
  charlotte.heberling@illinois.gov
All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
Agency should have written subcontracts on file (where applicable) which are:
1. Current - executed by all parties within at least the past year.
2. Signed and dated by Executive Directors or Designees with authority to enter into subcontract agreements.
3. Include detail of what service is being purchased and the cost of each.
No more than 20% of the total DHS grant may go to cover administrative costs.

Expenditure Documentation Form Instructions

Expenditure Documentation Form

IX. Program Monitoring

The Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate service and records. Reporting will be as required by the Department. Monitoring may include but is not limited to:

On site visits to providers including inspection of client files, fiscal records, and interviews with program staff, probation staff and judges.
Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
Periodic audits.
Unannounced Visits.

X. Program Budget

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

XI. Appendices/Forms

Not applicable.

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