Please direct all program related information and questions to:

Shantel High
823 East Monroe
Springfield, IL  62701
Phone:  217-524-5854
Fax:  217-524-3603
Email:  Shantel.High@illinois.gov

I. Introduction/Definition

The Enforcing Underage Drinking Laws Program (EUDL) provides resources to support programming that prohibits the sale of alcoholic beverages to, or the consumption of alcoholic beverages by a minor.

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.States must meet four core requirements, all of which govern the secure confinement of juveniles.

Federal

Office of Juvenile Justice and Delinquency Prevention (OJJDP).

Provider will comply Federal regulations pertaining to the development of an Equal Employment Opportunity Plan (EEOP), 28 CFR 42.301-.308.

Upon discovery, provider will immediately notify the Bureau of any potential fraud, waste, abuse or misconduct as it pertains to this grant.

Prohibited Expenditures

Award funds, with the exception of State General Revenue Funds associated with approved Pooled Loan Agreement, may not be used:

  1. To provide inpatient hospital services, except as determined to be medically necessary in accordance with federal guidelines;
  2. To make cash payments to intended recipients of health services except in the case of program outcome evaluations;
  3. To purchase or improve land, purchase, construct, or permanently improve (other than minor remodeling) any building or other facility, or purchase major medical equipment;
  4. To satisfy any requirement for the expenditure of non-Federal funds as a condition for the receipt of Federal funds without prior approval;
  5. To provide individuals with hypodermic needles or syringes so that such individuals may use illegal drugs, unless the Surgeon General of the Public Health Service determines that a demonstration needle exchange program would be effective in reducing drug abuse and the risk that the public will become infected with the etiologic agent for AIDS;
  6. To provide financial assistance to any entity other than a public or non-profit private entity;
  7. To expend more than the amount prescribed by Section 1931 (a)(3) of the PHS Act for the provision of treatment services in penal or correction institutions of the State.
  8. Directly or indirectly, in support of any contract or subaward to either the Association of Community Organization for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of Office of Justice Programs (OJP).
  9. Provider shall not use funds in a manner that would result in the State's ineligibility to receive any portion of its OJJDP formula grant funding.

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/Payment

  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

  1. The Provider will provide services that prohibit the sale of alcoholic beverages to, or consumption of alcoholic beverages by a minor.
  2. The funds provided through this grant shall be used to provide service to the Provider's designated target population and/or geographic area and as outlined in the approved work plan/proposal.
  3. In administering the programs, services and activities funded hereunder, the Provider shall:
    1. Assure that evidence-based approaches/strategies are being promoted and/or implemented with a focus on environmental prevention approaches that address underage drinking.
    2. Assure that prevention activities and programs provided by the Provider convey a clear message promoting no use of alcohol, rather than limited or allowable usage.
    3. Participate collaboratively in other substance abuse prevention programming, where applicable.
    4. Agrees to maintain program documentation which verifies the delivery of services as outlined in the work plan/proposal.
    5. Participate in evaluation activities, where applicable.
    6. Provide the Bureau with data related to underage drinking laws or consumption, where applicable.
  4. Agree to include in all publications, announcements, reports, flyers, brochures, and all other printed materials, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Office of Juvenile Justice and Delinquency Prevention". Exceptions to this requirement must be requested in writing to the Department and will be considered only upon written notice from the Provider.
  5. Providers will assure compliance with the core requirements of the OJJDP act:
    1. Deinstitutionalization of Status Offenders
    2. Separation of Juveniles from Adult Offender
    3. Removal of Juveniles from Adult Jails and Lockups
    4. Reduction of Disproportionate Minority Contact
  6. Obtain Department approval prior to issuing public announcements or press releases about work done pursuant to this Agreement, or funded in whole or in part by this Agreement, and cooperate with the Department in joint or coordinated releases of information.
  7. Background Check

    Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.

  8. Reporting Requirements

    The Provider will submit the following reports to the Bureau and to other parties as designated by the Bureau.

  9. Progress Reports

    The Provider will submit semi-annual and annual Progress Reports, due to the Department by January 15 and June 14. The semi-annual report will cover the time period from July 1 - December 31 and the annual report shall cover the time period of July 1 - May 30. The Provider will report on identified performance measures, objectives as established by The Office of Juvenile Justice and Delinquency Prevention. The Provider will also report on the geographical location of grant activities. The Bureau will provide information regarding the content, number of copies needed and reporting format on an annual basis. The Bureau may request additional information as updates are provided by the Office of Juvenile Justice and Delinquency Prevention.

  10. Budget

    The Provider will submit a budget by a date specified by the Bureau. The budget identifies how the services will be financed, through identification of specific budget items and funding sources.

  11. The Bureau may conduct random audits to determine the accuracy of the data provided by the Provider. The Provider must be able to verify any request concerning data reported. The Department may delay, suspend, or terminate funding immediately without prior notice if the Provider produces late of substandard reports. The Division of Family and Community Services will provide written notification to the Provider that such delay, suspension or termination is imminent.
  12. The provider will submit to the Bureau a completed Subgrant Information Form within 20 days of award. The Subgrant Information Form shall be submitted to Shantel High via email at Shantel.High@illinois.gov.  
  13. Training Requirements
    1. The Provider is encouraged to participate in the annual Office of Juvenile Justice and Delinquency Prevention meeting addressing underage drinking sponsored by the Pacific Institute for Research and Evaluation (PIRE). Funds may be used to support staff attending this national conference.
    2. The Provider will participate in any meeting(s) or training program(s) designated by the Bureau.

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

Participate collaboratively in other substance abuse prevention programming where applicable; e.g. school/community collaborative efforts youth surveys, ATOD focused media campaigns and with other community sectors, institutions in your defined geographic area (law enforcement agencies, treatment centers, public health departments, etc.) as needed.

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 must be submitted in the format defined by the Division of Family and Community Services. Expenditures must be received by the Provider no later than the 15th day of the month following the month of service. Expenditures received without proper documentation will be returned to the Provider for resubmission.  Final billings must be received by the 15th day of the month following the end of the Agreement period.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tom Evering
      100 S. Grand Ave., Harris Building - 2nd floor
      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

The service Provider, 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.