Please direct all program related information and questions to:

Penny Roth
815-823 East Monroe Street
Springfield, IL  62701
Phone: 217-782-2116
Fax: 217-785-5247
Email: PENNY.ROTH@illinois.gov

I. Introduction/Definition

The goal of the Illinois Folic Acid Education and Prematurity Campaign is to reduce the risk of birth defects, including neural tube birth defects, in Illinois through increased awareness and outreach on the importance of adequate folic acid for all women of child-bearing age and to establish prematurity as a major health issue among Illinoisans.

II. Policies & Procedures

Policies and Procedures specific to the operation of project may be found in the application for federal or foundation funds that support this project.

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:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Attachment E
  7. 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. 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.
  2. 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 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.

    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

  1. 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.
  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 documentation 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.

V. Provider Responsibilities

  1. The Provider will organize an Illinois Folic Acid Campaign and provide the following services:
    1. Work with the Department and other interested parties to reduce the occurrence of neural tube defects, spina bifida, anencephaly, and to decrease the rate of preterm births.
    2. Organize, implement, staff and evaluate the Illinois Folic Acid Coalition in consultation with staff from the Department's Office of Family Health. The Coalition's activity plan must be provided to the Department.
    3. Develop or obtain and distribute folic acid and prematurity education and promotional materials to health care providers, health centers, local health departments, community-based organizations and others.
    4. Establish a mechanism to determine impact/outcomes of educational materials that have been distributed to Family Planning providers, Special Supplemental Nutrition Program for Women, Infants and Children providers and other provider offices.
    5. Collaborate with local DHS offices and Local Health Departments throughout the state in order to develop and implement a health education and a health promotion campaign targeted at women of childbearing age in Illinois.
    6. Solicit donated television and radio air time in urban and rural markets to run nationally-developed public service announcements.
    7. Establish collaborative relationships and linkages with local DHS offices and Local Health Departments throughout the state in order to develop and maintain local community contacts for folic acid and prematurity outreach education. Establish a mechanism to define outcome  measures of these collaborative efforts.
  2. Reports
    1. The Provider will submit quarterly progress reports along with quarterly fiscal reports to the Department using the Provider's evaluation tool. Such reports will address where successes have occurred and where improvements are still needed. The progress reports are due October 31, January 31, and April 30.
    2. The Provider will submit a final evaluation report which shall cover the total period of this project. The final evaluation report shall be received by the Department by July 31.

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:

  1. The Illinois Medical Assistance Program
  2. Local Health Departments
  3. Neighborhood Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Local Early Intervention Programs for Infants and Toddlers with disabilities
  12. Other related social service agencies

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:

  1. 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.
  2. 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.
  3. 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.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tina Finley
      815-823 East Monroe Street
      Springfield, IL 62701
      Phone:  217-785-2991
    2. Fax
      217-524-2491
    3. Email
      tina.finley@illinois.gov
  5. 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

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.

XI. Appendices/Forms

Not applicable.