Please direct all program related information and questions to:

Lisa Fernandes
815 East Monroe
Springfield, IL  62701
Phone: 217-558-7126
Fax: 217-558-9548
Email: Lisa.Fernandes@illinois.gov

I. Introduction/Definition

The mission of the Serve Illinois Commission (Illinois Commission on Volunteerism and Community Service) is to improve Illinois communities by supporting and enhancing volunteerism and administering the AmeriCorps*State program. The Commission is a Governor-appointed board with up to 25 members. Commissioners represent education, youth programs, service providers, the private sector, older adults, law enforcement, higher education, youth, local government, and other sectors.

The Serve Illinois Commission helps communities and community-based organizations meet the needs of Illinois residents through national service programs, such as AmeriCorps, and through training, resource manuals, and other professional development opportunities. The Commission promotes the involvement of individuals as volunteers, volunteer recognition programs, as well as through citizenship training and leadership development for national service participants.

AmeriCorps, and other programs funded by the Commission, help communities by providing direct service and involving community volunteers in program activities.

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.

Federal

National and Community Service Act of 1990 as amended by The Edward M. Kennedy Serve America Act of 2009, 42 U.S. Code 12501 et seq.By accepting funds under this grant, the Grantee agrees to comply with all terms and conditions of the grant that are on the Corporation's website at:  https://egrants.cns.gov/provisions/2012_AdminPDATDisability_Provisions.pdf, all assurances and certifications made in the Grant application, and all applicable federal statutes, regulations and guidelines.

State

20 ILCS 710.01 Illinois Commission on Volunteerism and Community Services Act

Program/Procedures

The Provider will act in accordance with all policies and procedures and other requirements applicable to the provision of services pursuant to this Agreement.

Federal

AmeriCorps Grant Provisions

The AmeriCorps Provisions are binding on the Grantee. By accepting funds under this Grant, the Grantee agrees to comply with the AmeriCorps Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The Grantee agrees to operate the funded Program in accordance with the approved Grant application and budget, supporting documents, and other representations made in support of the approved Grant application. The Grantee agrees to include in all subgrants the applicable terms and conditions contained in this award. The AmeriCorps Grant Provisions can be located at: (http://americorps.gov/for_organizations/manage/index.asp)

State

Illinois AmeriCorps Program Director Policy and Procedure Manual

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

Deliverables: All are expected to have functional and measurable data concerning services provided by the funds awarded.

  1. Payments to the Provider will be made on a reimbursement basis. Any payment questions should be directed to:
    Lisa Fernandes
    815 East Monroe
    Springfield, IL  62701
    Phone: 217-558-7126
    Fax: 217-558-9548
    Email: Lisa.Fernandes@illinois.gov
  2. The Department will compare the amount of the reimbursement 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 are revised and do not justify the level of reimbursement made to the Provider, future payments may be withheld or reduced until such time as the services documentation submitted by the Provider equals the amount of reimbursement previously forwarded 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, in the designated service area, and deliver program services as described in the proposal as accepted and approved by the Department, the Serve Illinois Commission, and the Corporation for National and Community Service.
  2. The general purposes of this award are "Getting Things Done" in communities, strengthening the ties that bind communities together, and developing the citizenship and skills of AmeriCorps Members. Activities funded through this Agreement are intended to help engage Americans of all backgrounds as Members in community-based service that provides a direct and demonstrable benefit that is valued by the community. Service activities must result in a specific identifiable service or improvement that otherwise would not be provided with existing funds or volunteers and that does not duplicate the routine functions of workers or displace paid employees.
  3. The Provider will attend National Services Recognation Day Opening Day and pay for the transportation of their members to this event in Springfield, Illinois.
  4. The Provider will allocate AmeriCorps funds to support any grantee fees associated with the OnCorps  system or as determined by the Department.
  5. Programs with members (18 years and over) and grant-funded employees who, on a recurring basis, have access to children (usually defined under state or local law as un-emancipated minors under the age of 18) or to individuals considered vulnerable by the program (e.g., the elderly or individuals who are either physically or mentally disabled), shall, to the extent permitted by state and local law, conduct a National Service Criminal History Check on members or employees as part of the overall screening process. A National Service Criminal History Check consists of: 1) a State criminal registry check, which involves a search of State law enforcement and court records (by name and/or fingerprint); 2) a National Sex Offender Public Registry (NSOPR) check; and, 3) an Illinois Child Abuse and Neglect Tracking System (CANTS) check; and 4) FBI finger print check. Program should budget for background checks accordingly.  Background checks need to be completed/initiated prior to members beginning service.  Results must be kept in the member files for verification purposes.  Hours served prior to completion of the NSOPR will be disallowed per Federal guidelines.  Members MUST be supervised 100% of the time until all of the remaining background results have been verified.  Members' supervision must be documented and approved by the Program Director prior to being placed in members' files.
  6. Reporting Requirements

    Unless otherwise stated by the federal Corporation for National and Community Service, reporting requirements are as outlined below.

    1. AmeriCorps Progress Reports

      All Providers must submit at least two AmeriCorps Progress Report (APR) for each program year. The first APR for each program year shall be due as part of the continuation proposal. If a continuation proposal is not submitted, the first APR shall be due on April 30th for the period ending March 31st. The second APR for each program year shall be due October 31st for the period ending September 30th. All APRs must be submitted in the OnCorps or the reporting system identified and required by the Department.

    2. Member Forms
      1. If a Provider enters into a commitment with a potential Member to serve, the Provider must enter said Member into the AmeriCorps Portal and onCorps within 30 days of the commitment.
      2. Member enrollment forms must be completed in the AmeriCorps Portal and OnCorps for all Members. All Member enrollment forms must be entered and approved within 30 days of a Member enrolling in the program. For each program year, providers may enroll Members through October 31st of that year without permission from the Commission. Programs must receive approval from the Commission prior to enrolling Members after October 31st. To request approval, programs must submit a letter stating the number and type of positions to be filled, expected start and end date for the Member, how the Member will be trained, and how many hours per week the Member will need to serve. No full-time Members may be enrolled after December 31, 2012.
      3. All Member exit forms must be entered and approved in the AmeriCorps Portal and OnCorps within 30 days of a Member exiting the program. Members need to complete within one year (365 days) of their enrollment date.  All members must complete their year of service prior to December 31, 2012. 
      4. Programs must have approval from the Commission prior to entering and approving a change of status form in the AmeriCorps Portal or the new reporting system required by the Department. Programs shall submit a written correspondence requesting approval. 
    3. Fiscal Reports
      1. Providers must submit a Periodic Expense Report (PER) in OnCorps no later than the 20th day of each month of the program year. A report must be submitted for EACH active program year until a "Final" FSR has been submitted for that program year (see below).
      2. Providers must submit the Aggregate Financial Report (AFR) 20 days after the end of the semi-annual reporting period on October 20 and April 20. A report must be submitted for EACH program year. A "Final" AFRs for each program year must be submitted in OnCorps by January 20th following the end of the program year.
    4. Final Reports
      1. A Provider completing the final program year of activities under this grant must submit, in addition to the AmeriCorps Progress Report due October 31, a final Progress Report that is cumulative over the entire project period. This report is due March 1, 2016.
      2. A Provider completing the final program year of activities under this grant must submit a final FSR that is cumulative over the entire project period. This FSR is due March 1, 2016.
      3. A Provider completing the final program year of activities under this grant must submit a Supply Inventory form and an Equipment Inventory form due March 1, 2016.
  7. Special Conditions Provider Match Requirements
    1. AmeriCorps programs receiving grants under the National Service Trust program shall meet an overall minimum share requirement of 24% for the first three years that they receive AmeriCorps funding, and thereafter shall meet the overall minimum share requirement as provided in section 2521.60 of title 45, Code of Federal Regulations, without regard to the operating costs match requirement in section 121(e) or the member support Federal share limitations in section 140 of the National and Community Service Act of 1990, and subject to partial waiver consistent with section 2521.70 of title 45, Code of Federal Regulations
    2. Cash or in-kind matching contributions that exceed the required minimum will be considered voluntary cost share. Providers that cannot meet the amount of voluntary cost share proposed must submit a written request to reduce the amount of cost-share with sufficient justification for such change. These requests will be reviewed by Commission staff and then forwarded to the federal Corporation for National and Community Service for approval. Providers will not be allowed to reduce their cost share/match below the minimum percentages indicated above.
    3. Administrative costs cannot exceed 5.26% of total grant funds actually expended. Administrative costs which exceed the 5.26% limit but which otherwise would have been allocable to the grant are allowable as matching share under the Administrative costs budget line item.
    4. Payments may be withheld and/or the grant may be reduced for failure to meet the minimum match requirements or for exceeding the 5.26% cap on Administrative funds.
  8. Member Slot Conversion/Refill
    1. Prior approval is required to change awarded slots. Revised or converted slots cannot exceed the original slot education award amount.
      1. Refill slots are available when a member exits without an award and has completed less than 305 of their service areas.  Refill slots are not available untill all awarded slots have been filled.
  9. Communication
    1. Information requested by the Department/Corporation for National and Community Service may require a short turnaround time.  Programs are required to address requests by the established deadlines.
    2. The Department will send Program updates regarding important AmeriCorps program information (e.g. new regulations).  Programs are required to confirm their receipt of the information.  By confirming receipt, Programs are acknowledging that they will incorporate the information shared as required.
  10. Training
    1. Programs are required to participate in Commission-sponsored trainings, monthly calls and meetings as designated by the Department or its contractor.  The Commission will notify Programs of the staff that need to attend prior to each event.

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. National Service Projects
  2. Local mental health agencies
  3. Local schools
  4. Local substance abuse providers
  5. Other social services agencies
  6. Local law enforcement agencies

VIII. Billing Instructions

Providers shall use the following methodology to document the use of all AmeriCorps grant 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, through OnCorps, as defined by the Division of Family and Community Services, to the Department on a monthly basis, within 20 days after the end of each month. 
  4. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

IX. Program Monitoring

The service, sub-grantee 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.

XI. Appendices/Forms

Not applicable.