Please direct all program related information and questions to:

Ana Maria Accove
401 South Clinton, 4th Floor
Chicago, IL  60607
Phone:  312-793-2748
Fax:  312-793-4666
Email:  AnaMaria.Accove@illinois.gov

I. Introduction/Definition

The Provider will work with the Department to develop a community-based system of health and human services for families with young children, birth to eight years old.

II. Policies & Procedures

Maternal and Child Health Services Code, 77 Illinois Administrative Code 630 (77 ILL. Adm. Code 630)

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. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. 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.

  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

The Provider will work with the Department to develop a community-based system of health and human services for pregnant women, children birth to five years old and their parents/caregivers.

The Provider will hire one (1.0) FTE local All Our Kids (AOK) Early Childhood Network Coordinator to develop and maintain a community collaboration (the AOK Network) representing local agencies, organizations, and individuals with interests and services for pregnant women and families with young children within the geographically assigned area.

The Provider will promote the professional development and provide support to the local AOK coordinator in any of the following ways:

  1. attend training together
  2. respond to funder requests for information
  3. provide assessment and planning support
  4. cover for coordinator during any leaves of absence

The Provider will provide a copy of the program budget to the AOK State Coordinator during the first month of the contract period.

The Provider will furnish quarterly expenditure documentation forms (EDF) to the Department and a copy to the AOK State Coordinator.

The provider will submit mandatory reports by the due dates to update the Department on the network's progress on the local strategic initiatives identified on the strategic plan.

The provider will participate in process and outcome evaluation services provided by the designated contractor as determined necessary by the Department.

It is an expectation of the grant that health department Administrators/Directors and on-site supervisors of AOK coordinators attend an annual AOK update meeting.

Local Network Coordinator's Qualifications

The AOK Network Coordinator is charged with leading the local 0-5 community through a planning and implementation process to improve the system of care for all families with young children.  To perform this systems building work, a coordinator must possess the following qualifications and experiences:

  1. Understanding and familiarity with the various sectors of the 0-5 service community (i.e., maternal and child health, early intervention, early care and education, mental health, prevention services)
  2. Understanding of local community assessment processes
  3. Strategic planning skills
  4. Data analysis
  5. Collaboration building skills and experience
  6. Group facilitation skills
  7. Leadership development skills
  8. Understanding of systems development
  9. Program development and management skills

Local Network Coordinator's Responsibilities

  1. Establish and maintain a community collaboration (the Network) representing all sectors of the early childhood development system and individuals with interest and services for families with young children to work on improving access, equity, quality, and capacity of local service delivery by developing and implementing strategic initiatives that incorporate system-building strategies such as, but are not limited to:
    • Public Information and Education;
    • Early Identification;
    • Information and Referral;
    • Coordination of Care;
    • Workforce Development;
    • Parents as Leaders;
    • Policy.
  2. Conduct, every five years in conjunction with the local IPLAN, a mandatory planned community assessment utilizing primary and secondary data sources to identify a minimum of three local strategic initiatives to be addressed over the next five years resulting in annual plans to be approved by IDHS.
  3. Utilize local primary and secondary data to monitor and evaluate progress on strategic initiatives.
  4. Conduct self assessments to include the Wilder survey, local coordinator questionnaire, parent and provider surveys provided by Department and submit as indicated.
  5. Engage parents/caregivers involvement in the Network through periodic parent cafes, parent boards, parent councils, participation in Network meetings and community events, written surveys, and public education campaigns.
  6. Participate in all mandatory statewide meetings with the Department held three times a parent; attend AOK sponsored regional trainings, teleconferences and webinars; promote the experience and lessons learned of the AOK initiative at state or national conferences, and attend professional development opportunities recommended by the Department.
  7. Develop and maintain resource directories/cards with an inventory of local early childhood services (and related services to families with children from birth to five) and post on the Network's local webpage at (www.aoknetworks.org); updating this information bi-annually.
  8. Participate in a statewide AOK Network effort to promote children's mental health public awareness by connecting with the National SAMHSA website at (www.samhsa.gov/children) for resources and conducting local events to address children's mental health issues/topics that are specific to your community.  (These events may include open houses, health fairs, in-service trainings, etc.)
  9. Update quarterly the Network's local webpage on the AOK website at (www.aoknetworks.org) by providing information such as network accomplishments, community events and resources, AOK meeting minutes, and posting meeting dates on the AOK website calendar.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under Family and Community Services.

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 Handicaps
  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 on a monthly basis in a format, defined by the Division of Family and Community Services.
  4. The Provider shall submit expenditure documentation by one of the following means: 
    1. Mailing Address
      Tom Evering, Accountant
      100 South Grand Ave East 2nd FL
      Springfield, IL  62762
      Phone:  217-557-2936
    2. Fax
      217-524-2491
    3. Email
      tom.evering@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 (pdf)

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 that supports Network activities and has been approved by the Provider's Board of Directors.

XI. Appendices & Forms

Not applicable.