Please direct all program related information and questions to:
401 South Clinton, 4th Floor
Chicago, IL 60607
The Provider will work with the Department to expand the Health Systems Development in Child Care, Healthy Child Care America, Healthy Child Care Illinois project in carrying out the activities described below.
II. Policies & Procedures
Maternal and Child Health Services Code, 77 Illinois Administrative Code 630 (77 Ill. Adm. Code 630).
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 only 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
- The Child Care Nurse Consultant will be employed by the Provider, but the work site will be located at the local Child Care Resource and Referral (CCR&R) office. The local CCR&R site will provide administrative support, i.e., office space, supplies, postage, etc. for the Child Care Nurse Consultant.
- The Provider will be financially responsible for the Child Care Nurse Consultant's salary, fringe benefits, travel (lodging, mileage, per diem), and professional development.
- In collaboration with the designated CCR&R, the Provider will hire one (1.0) FTE Registered Nurse to work as a Child Care Nurse Consultant within a geographically assigned service delivery area. Interviewing, hiring, supervising and evaluating will be done jointly with the CCR&R agency. The nurse consultant's responsibilities include, but are not limited to:
- Establish local healthy child care coalitions, or add Healthy Child Care Illinois to the agenda of an existing community coalition;
- Guided by the U.S. DHHS "Blueprint for Action" from the Healthy Child Care America campaign, work with the local coalitions to identify the health care needs of child care providers, and evaluate the available community resources necessary to meet those needs;
- Facilitate health and safety training for infant and toddler caregivers;
- Facilitate training of Registered Nurses who have contracted to work with child care centers that serve infants less than fifteen months of age;
- Promote enrollment in All Kids, Women, Infants and Children (WIC), Family Case Management and other Department programs;
- Assist the CCR&R agencies in health outreach to licensed and license-exempt providers of care to children birth to five (5) years old;
- The Child Care Nurse Consultant will attend all training programs mandated by the Department that are relative to the Child Care Nurse Consultant role. This may include out-of-state training;
- Attend Child Care Nurse Consultant Network Meetings; and the annual DHS Consultant Summit.
- Assist with quality assurance plans in assigned service delivery area. Submit identified key indicator data as required in the INCCRRA "Activity Report Procedures", and as required through the HCCI logic model," including but not limited to enrollment into All Kids, Immunization status, and injury prevention;
- The Provider, the designated CCR&R agency, and the CCNC will conduct regularly scheduled meetings to evaluate program progress and Child Care Nurse Consultant activities;
- The Provider and the designated CCR&R agency will provide for community and physician participation in the operation of the program, such as participation on local Healthy Child Care Illinois Coalitions or adding Healthy Child Care Illinois to an existing agenda of a community coalition; and
- Ensure attendance and successful completion of the DHS Pediatric Assessment class, attendance at scheduled CCNC workdays and other educational training as required.
- Collaborate and partner with other professionals who are serving and working with local child care providers.
- Each CCNC will be approved as an Illinois Trainer Network (ITN) trainer for the following two trainings: ITN Developmental Screening and ITN Special Care Training. This will be considered as part of their regular job duties within their service area.
- In collaboration with the designated CCR&R agency, the CCNC is required to offer the following training annually:
- a minimum of one training each on the Standardized Core HCCI trainings ·
- a minimum of one training on Childhood Obesity and Healthy Lifestyle Alternatives
- The Provider shall collect and submit the monthly reporting form to entities defined by the Department.
VI. Department Responsibilities
The Department will provide technical assistance and monitoring for all programs operated under Community Health and Prevention.
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:
- The Illinois Medical Assistance Program
- Local Health Departments
- Neighborhood Health Centers
- Local Child Development Clinics
- Division of Specialized Care for Children
- Local Hospitals
- Local Children and Family Services Programs
- Local Schools: Project Head Start
- Vocational Rehabilitation Services
- Regional Perinatal Centers
- Local Early Intervention Programs for Infants and Toddlers with Handicaps
- Other related social service agencies
- Licensed and Unlicensed Child Care Providers
Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.
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.
IX. Program Monitoring
Programs operated by the Provider under this contract will be monitored by the Department to review the program's progress according to stated goals, measurable objectives and administrative operations.
X. Program Budget
Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.