- I. Introduction
- II. Applicable Rules
- III. Program Services
- IV. Program Plan and Deliverables
- V. Payment
- VI. Eligibility Criteria
- VII. Reporting Requirements
- VIII. Special Conditions
This document serves as an attachment to the Illinois Department of Human Services Community Services Agreement and sets forth supplemental contractual obligations between the provider and the Department. The Attachment provides contractual requirements beyond those in the Agreement and is intended to clarify programmatic areas of the Bureau of Refugee and Immigrant Services programs.
II. Applicable Rules
- 45 CFR 400, et. seq. (Refugee Resettlement Program)
- OMB circular A-133.
- Laws and Regulations
- Review contract Articles II, IV, V, VI, and XVII for budget and management regulations which might pertain to your program.
III. Program Services
A. Program Descriptions
The following is a brief listing of services funded by the Bureau of Refugee and Immigrant Services. The program or work plan submitted by each provider specifies service design, methodology, and targeted population. Policy or research agreements specify deliverables and timelines.
- Refugee Resettlement: Agencies are responsible for comprehensive, bilingual adjustment and employment services as well as family-focused case management for those clients entering the United States with refugee status, asylees, and Cuban or Haitian new arrivals (with any status) as well as certified victims of trafficking. Adjustment includes a full range of orientation, counseling, and mediation services. Employment services include assessment, job readiness training, job application support, job referral, job follow-up, and job upgrading. The overall goals are economic self-sufficiency and social self-reliance.
- English As A Second Language: Refugee specific ESL is generally provided as an integral part of resettlement services. Instruction is competency based and geared to promote successful job performance. Classes are open-entry and open-exit so as to promote early entered employment.
- Cultural Adjustment: In addition to refugee family needs for economic stability, new arrivals need assistance in adapting to their new surroundings as well as life in the United States. This initiative provides for the following:
- Initial Case Management - services for refugees resident 0-12 months regardless of Public Aid status.
- Medical Case Management - services for refugees resident 0-24 months regardless of Public Aid status which focuses on clients who demonstrate an inability to access mainstream health services on their own. Eligible refugees have been diagnosed with a severe medical condition(s) requiring frequent hospitalization and ongoing care.
- Vocational Training: Training is provided through mainstream programs if the client's English ability will permit successful achievement. A small number of refugee-specific training programs are funded that accommodate limited English proficiency: workplace, vocational ESL supplements skills Training.
- Refugee Health Screening: A comprehensive health assessment is provided (when possible) with the support of bilingual staff to new refugee arrivals. An agreement with the Illinois Department of Public Health procures Administration, including coordination, data collection, training, and securing interpreters or bilingual staff at local clinics. Contracts with local health clinics provider client based fees for service.
- Mental Health: Refugee-specific mental health services are provided with the assistance of bilingual co-therapists. Special concern is devoted to survivors of torture.
- Unaccompanied Minors: Refugees under the age of 18 arriving without adult guardians become wards of the state or legal guardian. Case management and child welfare services are provided through agreement with the Department of Children and Family Services.
- Special Projects: Discretionary Federal Funding supports a number of projects that supplement core refugee services.
- K-12: The school impact aid grant enables bilingual services to support refugee students, their parents, and schools. Students are eligible for a range of tutorial, recreational, counseling and mediation services. Parents are provided orientation to American education and support with school communications. Schools are provided cultural orientation and interpreter services.
- MAA/Community Development: The Department supports the development of Mutual Assistance Associations or refugee administered community based organizations in an effort to promote self-help and community cohesion, as well as to establish a community resource that will exist after refugee specific funding is no longer available. Services may cover the full range of resettlement services, community outreach and education, and/or small business development or capacity building.
- Domestic Violence: Resettlement places extraordinary stress on the family unit. The cultural mores of many newly arriving refugee groups include a subservient role for women. Once in America prevailing practice and the economic need for women to enter the work force conflict with traditional values. A second area of generational conflict might arise when children become more self-reliant than the parents. Bilingual program services aim to prevent conflict and to support victims of abuse if conflict results in violence.
- Seniors Services: Specialized outreach and service delivery addresses the needs of senior citizen refugees. One goal is to assure that the refugee accesses mainstream resources and benefits for which he or she is eligible. Second, refugees are prepared for citizenship through language and civics instruction. (Refugees are eligible for Food Stamps and SSI for seven years, and then only after citizenship has been obtained). Refugees terminated from SSI after year seven are eligible for approximate equivalent state-funded benefits under AABD.
- Citizenship: IDHS promotes the naturalization of eligible immigrants. Services include community outreach and education, ESL and civics instruction, and application assistance. Legal services, teacher training, liaison with the U.S. Citizenship and Immigration Service, and information sharing enhance the overall effort.
- Immigrant Family Resource Program: A network of community based organizations perform outreach to the immigrant communities in the effort to assure that limited English proficient people are aware of IDHS services and benefits. Community based organizations also provide interpreter service thus serving as a support to both the client and the local IDHS office. IDHS fact sheets have been translated into nine languages to facilitate outreach.
- Research/Policy: The Illinois Immigrant Policy Project is devoted to research and policy analysis concerning the impact of immigration on Illinois.
- Capacity Building: IDHS endeavors to promote leadership development and capacity building through technical assistance and resource support, in an effort to expand culturally appropriate community based service delivery.
B. General Requirements
- The provider will use the referral forms and the coordination and communication processes detailed in the Program Plan.
- The provider must develop linkages and coordination of service delivery with other service providers as appropriate to ensure that the needs of the individual are met.
- The provider will not give or receive compensation or make financial arrangements with employers for hiring or retaining clients.
- No fees may be imposed upon program participants by the provider for costs reimbursed by the Department.
- The provider is prohibited from assessing fines on clients for any reason, but may be required to report non-cooperation to IDHS when appropriate to the workplan.
- The provider is prohibited from assigning clients to participate in political activities during the term of this Agreement.
- The provider will ensure that children receiving service are adequately supervised and that the physical environment is appropriate and safe and meets all applicable standards set by State and Federal laws, rules and regulations.
- The provider is responsible for ensuring that funds are spent only on individuals eligible for services under the conditions of this Attachment.
- Nothing in this Attachment shall prevent the provider from performing similar services for other parties. However, the provider warrants that at no time will the compensation paid by the Department for services rendered under this Attachment exceed the rate the provider charges for the rendering of similar services elsewhere.
- The provider agrees to directly authorize supportive service payments to program participants or arrange for such authorization by the local Family and Community Resource Center for those supportive services that may only be issued by the Department.
- Supportive service payments to program participants will be authorized at the Department's standard rates as established in the Program Plan.
- The Provider will not duplicate services. The Provider will maintain a discreet and clear audit trail of expenditures under this contract when program services will be supplemented by other funding sources.
- In the event the Provider, its parent or related corporate entity becomes a party to any litigation, investigation or transaction that may reasonably be considered to have a material impact on the ability to perform under this Agreement, the Provider will immediately notify the Department in writing. Failure to notify the Department constitutes a breach of this Agreement that can result in immediate cancellation.
- The Provider will notify the Department in writing within 24 hours if there is a change in the Provider's legal status, Federal Employer Identification Number (FEIN) or address.
- The Provider will provide the Department with written notification of negative incidents involving or impacting clients within 48 hours. The Department will assume no responsibility for the inappropriate conduct of clients. The Provider has the right to pursue legal remedies against clients for misdeeds with no involvement on the part of the Department.
The Provider will attend meetings held by the Department to discuss issues related to the contracting process.
The Provider will require appropriate project staff to attend Department arranged training sessions.
The Provider will establish procedures to train new hires on Department policy and procedures.
- News releases pertaining to this contract or the program and services to which it relates shall not be made without prior approval by, and in coordination with, the Department, subject however, to any disclosure obligations of the Provider under applicable law, rule, or regulation. The parties will cooperate in connection with media inquiries and in regard to media campaigns or media initiatives involving the program services specified in this contract.
- It accepts and will act in accordance with the discrete performance standards (by services area), sanctions, and incentives defined in the document.
- It will document program performance in an accurate and timely manner in accordance with the guidelines prescribed by the Department and/or its administrative agents.
- Interagency agreements submitted as supportive to its proposal will be honored in letter and in spirit as described.
IV. Program Plan and Deliverables
The Provider must have an approved program plan on file with the Bureau of Refugee and Immigrant Services. The program services, deliverables and budget are detailed in the Program Plan. As a part of the Contract and this Attachment, the provider is required to comply with all of the conditions and provisions of the Program Plan.
Provider will assure native language/interpreter services to the extent possible, when serving Limited English Proficient individuals.
The Department may, after consultation with provider, make changes to the Program Plan during the service period and shall notify the provider in writing of such changes in advance of the changes.
- When appropriate to the direct service program plan, all contractors must have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program(s) they administer for IDHS. Each contractor must have available for inspection linkage agreements or memorandums of understanding with other community services agencies, IDHS local offices, and other outreach entities. IDHS must approve any publication and distribution of flyers, printed materials and brochures that are part of the IDHS funded program. All contractors (when appropriate to the work plan) must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Food Stamps, KIDCARE, medical and disability assistance, as well as other resources that address the needs of the population targeted for service.
- The provider will provide the services as outlined in the proposal which are incorporated into the Program Plan. The terms of this Program Plan and subsequent changes made by the Department shall prevail over those of the proposal.
A. Payment and Billing Information
The Department will utilize one (1) of the funding methods outlined below. The provider's funding method is specified in Exhibit C. The provider's billing and reporting requirements are as detailed in the Program Plan.
B. Types of Payment
- Grant - A program that receives all or part of the funding in advance of the actual delivery of services. This includes prorated prospective payments and payments made by the Department on an estimated basis or any other basis when the Department does not know the actual amount earned by the Provider. This does not include advance payments made under the authority of the Illinois Finance Act (30 ILCS 105/9.05). All funds paid as a grant are subject to the Illinois Grant Fund Recovery Act (30 ILCS 705/1 et. seq.).
All funds disbursed by the Department on a grant basis are subject to reconciliation and the recovery of lapsed funds. Grant funds recovery activity is based on the Illinois Grant Funds Recovery Act (30 ILCS 705). The reconciliation will be based on one of the following methods at the election of the Department:
Eligible Expenditures vs. Program Revenue - This method compares the eligible expenditures to the total Department grant revenues by program. An independent audit and associated supplemental revenue and expense schedule may be required from the Provider. Eligible expenditures will be determined based on 89 Ill. Adm. Code 509.20, Allowable/Unallowable Costs, and specific program requirements, if applicable.
Eligible Services Delivered vs. Services Projected - Compares the actual eligible services delivered to the services projected in the Agreement. If the services were based on a rate or unit of cost methodology, the number of eligible service units delivered times the rate or unit is compared to the total of all grant payments for that service.
Fee for Service - A program for which the payments are made on the basis of a rate, unit cost or allowable cost incurred and is based on a statement or bill as required by the Department. Payments made as a fee-for-service are not subject to the Illinois Grants Fund Recovery Act (30 ILCS 705/1 et.seq.).
Payments made to the Provider are based upon services and rates as specified in the approved Program Plan. Billings, with substantial documentation, are submitted by the provider upon completion of service. The provider must accurately complete and submit billings in a timely manner. The provider understands that incorrect billings or portions of billings may not be processed in the current monthly cycle and may be returned to the provider for correction.
VI. Eligibility Criteria
Programs are to be administered in whole or in part by state or local public agencies, private non-profit agencies, or private for-profit firms.
Any agency who has not previously held a contract with IDHS must submit papers showing agency incorporation; 501(c)3 status if appropriate; a list of current Board members; and the previous fiscal year's audit. Agencies that can not meet these requirements but who wish to apply are encouraged to seek an established sponsoring agency to serve as fiscal agent.
B. Refugee Services
Alienage: To be a client eligible for services, an individual must have been awarded U.S. Citizenship and Immigration Service status as follows:
- Individual paroled as a refugee; individual granted political asylum or conditional entry status (admission pursuant to section 203(a)(7) as indicated by USCIS Form I-94).
- Individual who entered the country with refugee status designation as indicated on USCIS Forms I-551, I-151 or I-94 or holds permanent resident status as a result of adjustment of status under PL 96-212.
- Refugees resettled through the voluntary agency Matching Grant program with the exception of employment services during months two through four in the United States.
- Cuban/Haitian Entrants identified as such on the USCIS Form I-94.
- Cubans/Haitians arriving in the U.S. after October 10, 1980, and who have been released by the Department of Homeland Security pursuant to USCIS regulations, and otherwise qualify under any of the categories specified in the Fascell-Stone Amendment.
- Individuals who are victims of trafficking, are provided a "T" visa and thus are certified as eligible for refugee services.
- Individuals from Iraq and Afghanistan holding special immigrant Visas
NOTE: REFUGEES RESIDENT MORE THAN FIVE YEARS ARE NOT ELIGIBLE FOR CORE SERVICE. HUMANITARIAN PAROLEES, PUBLIC INTEREST PAROLEES, ASYLUM APPLICANTS, AND IMMIGRANTS ARE ALSO INELIGIBLE FOR SERVICE UNDER FEDERAL GUIDELINES.
C. Immigrant Services
Foreign born residents of Illinois may be served as appropriate. Client eligibility is as specified in the approved program plan.
VII. Reporting Requirements
The accuracy and completeness of records are essential. Contracting agencies must maintain record keeping systems which are organized in such a way that a logical progression from service delivery to reimbursement may be ascertained. It must be possible to aggregate all reports submitted and trace the data back to source documents. Source documents might include intake/assessment forms, casework notes, client attendance records, worker time sheets, or other documents. Contractors will be asked to report individual and/or aggregate data on a regular basis. Forms used to report program data will be provided.
Case notes will serve as verification of on-going services provided to the client. The services can include both personal contact and phone contact. It is necessary that all case notes be in chronological, narrative form detailing all services provided. Correspondence to the client that indicates a proactive service delivery model must also be included.
VIII. Special Conditions
The Department will evaluate the provider's outcomes against those stated in the Program Plan.
The Department or its designated representative will monitor the provider's operations. The Monitoring guidelines are contained in the Program Plan.
C. The provider
will establish and maintain monitoring and other controls as are necessary to ensure and certify that all monthly program billings and/or reports submitted represent documented, verifiable program activities.
D. The provider
must implement a Corrective Action Plan in response to Monitoring findings within the timeframe specified by the Monitoring Section. The provider will report on the progress of the corrective action(s) on the schedule provided by the Monitoring Section.
The provider will use the billing process and forms as detailed in the Program Plan.
F. Accounting/Budget Adjustment
Generally accepted accounting principles will be used for all fiscal records. Within the total amount of the budget, the provider may adjust any line item in the contractual budget not to exceed 10% and will notify the Department of the revision. A change in a budget line item above 10% must be requested and receive prior approval in writing by the Department. All Personnel line item changes must be approved by the Department.
G. Approved Budget
The Department is not liable for costs incurred by the provider that are not contained in the approved program budget. Except as otherwise stated or provided for in this Attachment or in the approved Program Plan, no payment for extra charges, supplies or expenses shall be made without prior approval from the Department.
H. Computation of Error
The Department reserves the right to correct or return to the provider for correction any documents with mathematical or computational errors in payment subtotals or total contractual obligation.
I. Close Out Reports
The provider is required to complete a close out report as directed in the Program Plan.
J. Funding Reserve
Reductions in Amounts Payable: The amount(s) payable, or estimated amount(s) payable, to vendor/provider under the agreement and this attachment may be subject to a reduction as necessary or advisable, based upon actual or projected budgetary considerations, at the sole discretion of the Illinois Department of Human Services.