Please direct all program related information and questions to:
815-823 East Monroe Street
Springfield, IL 62701
The purpose of the Teen Pregnancy Prevention Program is to reduce first time teenage pregnancy, sexually transmitted infections, and HIV/AIDS through a combination of education, service delivery and referrals appropriate to the youth's age, cultural background and level of sexual experience.
The Teen Pregnancy Prevention Program - Primary is designed to enhance collaborative relationships among community partners and enable them to implement local strategies to enrich primary pregnancy prevention, improve access to health services and increase the role of the schools in health education and services. Services are to be provided on behalf of youth ages 10 through 19 covering sexuality health, reproductive health, contraceptive use, usage and availability of health services, the risks of STDs and HIV infection, and healthy life choices.
The Teen Pregnancy Prevention Program - Primary's intention is to be a community based program to provide services in areas of the state with demonstrated need based on the rates of teen pregnancy and the lack of sufficient pregnancy prevention programming.
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.
- The Teen Pregnancy Prevention-Primary program standards, and changes thereto which may be necessary for Department and Provider program administration. Said Program Standards is hereby acknowledged as being received by the Provider.
- 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 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 Provider shall provide in accordance with the Statutes, Rules and the Teen Pregnancy Prevention - Primary Program Standards as outlined in Section II Policies & Procedures herein. Provider program responsibilities include, but are not limited to, the following:
- Develop and implement a program plan in accordance with the Community Youth Services Program requirements provided in the instruction manual.
The Provider will work collaboratively with programs and services provided by the Department and its Contractors in the Provider's service area.
- The Provider will refer to participants seeking additional health (e.g. family planning) or other human services (e.g. substance abuse treatment services, etc.).
- The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
- Background Checks
Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
- The Provider agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services." Exceptions to this requirement must be requested in writing to the Department and will be considered authorized only upon written notice to the Provider.
- The Provider agrees to maintain program file documentation (e.g. attendance rosters, meeting minutes, etc.) which verifies delivery of services as outlined in the program plan.
Staff responsible for the program must have been trained in service delivery of teen pregnancy prevention programming for targeted youth between the ages of 10 through 19 or be willing to be trained in modalities covering the program components.
- Provider Meetings
The Provider will ensure representation at mandatory program meetings and trainings convened by or in behalf of the Department.
Reports provider shall submit a program plan and spending plan/narrative within the first month of the new fiscal year.
- Provider shall submit quarterly reports as specified by the Department no later than 30 days after the end of each quarter.
- A spending plan and spending plan narrative must be submitted by the dates established by the Bureau/Program. The spending plan identifies how the services will be financed, through identification of specific budget items and funding sources.
- The Provider will participate in data collection and evaluation activities as designated by the Department.
- The Provider shall maintain records and submit data and reports as required by the Department of Human Services, in accordance with Department procedures and time lines.
- Failure to submit the required data, reports and forms timely may result in the Department withholding or suspending funds.
- Fiscal reports shall be provided 30 days after the end of each reporting period to:
Illinois Department of Human Services
Bureau of Community and Youth Programs
Fiscal Support Services
ATTN: Teen Pregnancy Prevention-Primary Program
Program Plan & Deliverables
The Provider will submit an annual program plan and an annual program budget in a format designed by the Division of Community Health and Prevention.
- There will be no exceptions to the contract requirements without prior written approval from program staff.
- Quality Assurance
The Provider shall permit Department staff to conduct reviews of its records of service delivery to clients. The purpose for these reviews shall be:
To ensure that the Teen Pregnancy Prevention-Primary program services are being provided in accordance with the Teen Pregnancy Prevention-Primary Program Community Services Agreement, Teen Pregnancy Prevention-Primary Program Standards, Teen Pregnancy Prevention-Primary program policy and procedure manual and the approved agency program plan and budget; and to ensure that performance standards identified by the Department are being met.
- The Department of Human Services will be collecting data from the Teen Pregnancy Prevention-Primary program via the Program Plan/Spending Plan and Quarterly Reports as the first step in measuring performance indicators.
- Subcontractor Agreement must be pre-approved by the Department.
- Any subcontractors shall be subject to all provisions of this Agreement.
- The Providers shall retain sole responsibility for the performance of the subcontractor.
VI. Department Responsibilities
The Department will provide technical assistance and monitoring for all programs operated under Community Health and Prevention. At a minimum, the Department will conduct an annual guidance and technical assistance site visit.
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
- Vocational Rehabilitation Services
- Regional Perinatal Centers
- Local Early Intervention Programs for Infants and Toddlers with Handicaps
- 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:
- 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 Provider shall permit Department staff to conduct reviews of its record of service delivery to participants. The purpose of the reviews will be to ensure that services are being provided in a manner consistent with items listed in Provider Responsibilities.
X. Program Budget
Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.