Please direct all program related information and questions to:
401 South Clinton, 4th Floor
Chicago, IL 60607
Asthma is the most common chronic disease among children, and when left untreated limits childhood activities, increases school absenteeism, and contributes to overuse of emergency
health care. Successful management of asthma requires a working partnership between parents and health care providers. In order to improve the management of childhood asthma, the resulting burden of acute care on health care facilities, and the costs to the child's education due to absenteeism, the Department of Human Services supports a demonstration project for children with asthma, called the Childhood Asthma Initiative, and managed by the University of Illinois at the Chicago School of Public Health.
Asthma is a chronic inflammatory disease of the airways, and is the most common of all lung diseases in childhood. Approximately half of all childhood asthma begins before age three, and children under five years of age are at greater risk of having severe asthma attacks that result in major complications or death. Asthma is the leading cause of absenteeism from school, and contributes to overuse of emergency room services.
Services provided under the "Childhood Asthma Program" will be identified and referred to by the title. Childhood Asthma Initiative or Childhood Asthma Demonstration Project.
The Provider will receive notice from the Department under separate letter, specifying which of the service types listed above are to be provided under this contract.
II. Policies & Procedures
Policies and Procedures specific to the operation of a project may be found in the application for federal or foundation funds that support the project.
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.
Community Based Organization
- 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
Childhood Asthma Initiative
The Provider, through its School of Public Health, Division of Epidemiology and Biostatistics will conduct a Childhood Asthma Initiative. The Provider's activities will include, but are not limited to:
- Developing and providing education and training programs for TANF-eligible parents of children with asthma as peer educators. These parents then assist other parents of children with asthma to successfully manage their children's illness. This training also provides them with a marketable skill, which helps them achieve financial self-sufficiency. Preference will also be given to parents who reside in the communities that will be served by the program.. The peer educators or community health workers will have contact with each student approximately every two weeks; with parents approximately every two months (with materials sent home with the student(s) between these contacts), and will make periodic home visits.
- The UIC School of Public Health will ensure that the peer health educators and community health workers are properly supervised and provide accurate information to the parents they assist.
- The program will be targeted to high risk communities in Chicago and work through schools and community-based organizations in those communities that are willing to cooperate with the Provider for this project.
- Educational activities are conducted at several schools, community sites, and the TCA clinic in the Altgeld community.
- UIC widens the scope of community education through screening and referral activities at Chicago public Schools through MOBILE CARE. These services are available because UIC augments the Department's financial support with grant funds from the US Centers for Disease Control and Prevention.
- The Childhood Asthma Initiative provides school-based services including screening and medical follow-up for children, as well as training for teachers, administrators, and medical providers on the proper identification of symptoms and management of children with asthma. School-based services are provided at seven (7) selected schools in the Chicago Altgeld community.
- Community-based activities are designed to reduce asthma morbidity in the Altgeld Gardens/Murray Homes Communities.. These include in-house asthma case management and treatment at the TCA clinic directed by a health care provider, outreach program, consisting of initial Respiratory surveys, indoor/outdoor assessment of triggers, allergens and pest control education, screening and referral at 7 area schools,
- UIC School of Public Health will submit written quarterly progress and fiscal reports to the Department. Reports are due by October 31, January 31, April 30, and July 31.
- 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:
- 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
- Controlling Asthma in American Cities Project
- IDPH Illinois Asthma Partnership Initiative
- Local Asthma Consortia
Please refer to Maternal and Child Health Services Code, 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
Tom Evering, Accountant
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
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.