Please direct all program related information and questions to:

Karin Manning
Domestic Violence and Sexual Assault Unit
Office of Adult Services and Basic Supports
Division of Family and Community Services

Phone:  217-782-0592
Fax:  217-557-9894
Email:  KARIN.MANNING@illinois.gov

I. Introduction/Definition

Through statewide and local prevention education, the Illinois Department of Human Services-Rape Crisis and Rape Prevention program works to reduce the incidence of rape and other forms of sexual assault. The program also seeks to ensure that survivors of sexual assault have access to quality emergency medical care, crisis support, advocacy and counseling services.

The program supports community sexual assault prevention and response programs that provide direct services to sexual assault victims and their significant others, prevention education to Illinois residents and training to professionals and volunteers who deliver support services to sexual assault victims.

II. Policies & Procedures

Statutes/Rules

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.

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 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 monthly or quarterly basis as prescribed by the Department.
  2. The Department will compare the amount of 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 provide statewide comprehensive, community-based services to victims of sexual assault and their significant others through subcontracts with community based sexual assault crisis centers.
    1. The Provider assures that the following services are provided in at least one location in each of the Department's administrative regions of the State: 
      1. direct crisis intervention through a 24-hour-a-day sexual assault crisis hotline, 
      2. 24 hour in person advocacy services to sexual assault victims by trained staff or trained volunteers during the medical examination, police investigation and/or court proceedings,
      3. individual family and/or group counseling for victims and their families,
      4. information dissemination,
      5. training of professionals and paraprofessionals,
      6. community education, and
      7. referrals to social service agencies, private therapists, physicians, etc.
      8. advocacy to promote changes in community institutions that respond to victims (e.g., hospitals, police departments, courts)
  2. The Provider shall require subgrantees to document services provided, maintain accurate and complete service records, and submit service documentation using InfoNet.  These reports shall provide information about the services provided in the following categories:
    1. number of persons assisted (victims and significant others),
    2. number of persons served by prevention/education programs,
    3. number of persons served by training programs for law enforcement/support personnel,
    4. number of hours of services provided (counseling and advocacy), and number of hours of telephone counseling.
  3. The Provider shall electronically submit service documentation reports to the Department on a Quarterly basis, within 25 days after the end of each Quarter. Within 60 days of the end of the contract year, the Provider shall submit a report, as directed by the Department, detailing the subgrantees' services and activities for the fiscal year. Failure of the Provider to provide accurate and timely reports may result in the withholding of payments until such time as the Provider submits the required reports to the Department.
  4. Submit an annual program plan as specified by the Department and providing at a minimum contact, subcontracts, program information and budget.
  5. Cooperate and participate in any research and survey efforts which have been approved by the Department. Cooperate and participate in the Departments' program evaluation and strategic plan initiatives. The Department agrees to consider requests for waiver or modifications of a research participation mandate from individual providers.
  6. Mandated Reporters

    All Provider staff and volunteers are mandated reporters according to the Illinois Abused and Neglected Child Reporting Act (ANCRA).

    Providers must report suspected abuse, neglect, and exploitation of persons 60 and over who are unable to report for themselves. The reports are required by the Elder Abuse and Neglect Act (320 ILCS 20/1 et. seq.).

  7. Subgrantees will perform criminal background and CANTS checks on personnel providing direct services to children.

VI. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement.

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. Illinois Department of Corrections Juvenile Division
  2. Illinois Department of Children and Family Services
  3. Local probation departments
  4. Local mental health agencies
  5. Local disability service providers
  6. Local schools
  7. Local substance abuse providers
  8. Other related social services agencies
  9. Local law enforcement agencies
  10. Domestic Violence services agencies
  11. Sexual Assault service agencies

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 Family and Community Services, to the Department on a monthly or quarterly basis, within 30 days after the end of each calendar month/quarter. 
  4. 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

The service Provider, subgrantee and fiscal agent will make available to the Secretary of the Department of Human Services or the Secretary's designee, access to data, records and all facilities in which service or administrative operations are performed to ensure compliance with the terms and conditions of the Agreement.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

A copy of the annual budget must be submitted with the program plan.

XI. Appendices/Forms

Not applicable.