Please direct all program related information and questions to:

Bureau of Youth Services and Delinquency Prevention
815-823 East Monroe Street
Springfield, IL  62701
Phone:  217-557-2943
Fax:  217-558-5408
Email:  karrie.rueter@illinios.gov

I. Introduction/Definition

This Juvenile Justice program is a categorical grant program funded through the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention.

The Illinois Juvenile Justice Commission is a 25-member body appointed by the Governor. Its role is to administer the implementation of the federal Juvenile Justice and Delinquency Prevention (JJDP) Act in Illinois, to advise the Governor and General Assembly on juvenile justice matters, and to serve as the statewide advisory body to the Secretary of the Department of Human Services on youth issues.

Title II - Formula Grant Program

States must meet four core requirements, all of which govern the secure confinement of juveniles. Funds are used to provide training for Juvenile Justice professionals, provide community-based alternatives to secure detention, transport juveniles, assist jurisdictions in planning for secure detention needs, support community-based services for youth involved in or at risk of involvement in the juvenile justice system and to support statewide planning efforts.  (Please refer to the JJDP Act, 42 U.S. Code 5601, Sec 223 (12,13,14 and 23))

II. Policies & Procedures

Statutes/Rules

The Provider of Juvenile Justice Formula services (hereinafter, referred to as 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

Juvenile Justice Delinquency Prevention Act, 42 U.S. Code 5601

State

DHS Fiscal/Administrative Code - 89 Ill. Admin. Code 509

Department of Human Services Act - 20 ILCS 1305

Illinois Juvenile Court Act - 705 ILCS 405/5-715 (2) (k)

Children and Family Services Act - 20 ILCS 505/17a-4

Abused and Neglected Child Reporting Act - 325 ILCS 5/1 et seq.

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 prospective basis, rounded to the nearest $100.00. Federally funded programs will be prospectively issued 1/12th of the funded amount and General Revenue (State) funded programs will be prospectively issued 3/12th (3 months) of the funded amount. Subsequent prospective payments will be issued based on previously submitted documented expenditures. 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

In accordance with an approved Program Plan / Application, the Provider will develop and implement a local, community-based program or programs designed to prevent juvenile delinquency.

  1. Alternative to Detention: The Provider will develop, enhance and/or implement programs and/or policies to provide alternatives to secure detention for youth involved in the juvenile justice system.
    1. Domestic Battery:  Domestic Battery Focus providers will develop, enhance, and or implement programs and/or policies that offer alternatives to detention for youth charged with domestic battery.
  2. Transportation: In accordance with the program parameters established by the Commission, the provider will provide safe and secure transportation for juveniles from counties without a juvenile detention facility to the juvenile detention facility within the Provider's county upon issuance of a valid court order or other valid directive authorizing secure detention of a juvenile.
    1. Transportation services may include initial pick-up at the referring county, transportation to and from the initial and subsequent detention hearings in the referring county, and appointments and transportation to other facilities, as necessary.
    2. Providers will ensure that no status offender, non-offender or other youth whose detention would constitute a violation of the JJDP Act will be transported with equipment, personnel or other resources procured through this grant. Providers will ensure that no juvenile detained in a jail or lockup facility in violation of the JJDP Act will be transported with equipment, personnel or other resources procured through this grant. (Please refer to the JJDP Act, 42 U.S. Code 5601)
    3. Providers will ensure that no post-adjudication transports are made utilizing the grant funds.  This will not include the return trip from the adjudication hearing if necessary.
    4. Providers will maintain adequate insurance and will be available to transport eligible juveniles 24 hours a day, 365 days a year. Providers will maintain records of all trips for which program equipment or personnel is used. Providers will submit copies of all written inter-county agreements established pursuant to this grant.
    5. Providers will report transportation utilization data through the eJMIS system. At a minimum, data is to be entered monthly by the 10th day of the following month.
  3. Training & Continuing Education: The Provider will develop and provide training for juvenile justice practitioners, including law enforcement, probation officers, detention personnel, youth services providers and/ or judges.
  4. System Improvement: The Provider will develop, implement and/or provide information or services which improve the functioning of the local or the statewide juvenile justice system.
  5. JJDP Act Compliance Monitoring: The Provider will conduct, assist in and facilitate monitoring of temporary juvenile detention facilities, county jails, municipal lockups and any other facilities which may securely detain juveniles.  The Provider will assist in efforts to ensure the State's compliance with the core requirements of the JJDP Act.
    1. The Provider will conduct monitoring site visits to identify facilities which securely detain juveniles and identify and certify facilities which do not securely detain juveniles.
    2. The Provider will provide and certify to the Department, on an annual basis, a listing of all secure and non-secure facilities, as well as facilities which do and do not securely detain juveniles.
    3. The Provider will provide to the Department, upon request, copies of all written reports produced as a result of monitoring activities pursuant to the grant.
    4. The Provider will assist in identifying training and technical assistance needs related to the secure detention of juveniles of staff and management of facilities which securely detain youth.
    5. The Provider will provide basic technical assistance to facilities or agencies monitored pursuant to the grant regarding the core requirement of the JJDP Act.
    6. The Provider will assist in compiling data for and preparing compliance reports to the Office of Juvenile Justice and Delinquency Prevention.
  6. Mental Health:  The Provider will develop programs to analyze, monitor, and/or provide services to address the mental health needs of Juvenile Justice System involved youth.
  7. Gender Specific:  The Provider will develop programs to analyze, monitor, and/or provide services to address gender-specific needs of Juvenile Justice System involved girls.
  8. Aftercare/Reentry:  The Provider will develop programs to analyze, monitor, and/or provide services to address youth returning to communities from secure confinement. 
  9. Sex Offender:  The Provider will develop programs to analyze, monitor and/or provide services to address youth that have been charged and/or adjudicated with a sex offense.
  10. Disproportionate Minority Confinement:  The Provider will develop programs and/or implement strategies to effectively reduce the disproportionately of minority youth in the Juvenile Justice System.

Enhance efforts to assure compliance with one or more of the following core-requirements of the JJDP Act:

  1. Deinstitutionalization of Status Offenders
  2. Separation of Juveniles form Adult Offenders
  3. Removal of Juveniles from Adult Jails and Lockups
  4. Reduction in Disproportionate Minority Contact

Program Plan and Deliverables

  1. Program Plan: In accordance with criteria specified by the Department and the Commission, the Provider will develop and provide a detailed annual Program Plan.
  2. Program Implementation: Unless otherwise provided in the approved Program Plan, programs and projects will be operational within 60 days of the contract effective date. If the program / project is not operational within 60 days, the Provider will inform the Department, in writing, of the delay, steps taken to implement the program / project, reasons for the delay and expected implementation date. If the program / project is not operational within 90 days of the contract effective date, the Provider will submit an additional statement, in writing, detailing the circumstances of the delay. Upon showing of good cause, the Department and /or Illinois Juvenile Justice Commission (IJJC) may, but is not required to, extend the implementation deadline. If a Provider with an existing contract is awarded supplemental grant funds, the above implementation schedule shall become effective upon notification to the Provider of award of supplemental funds.
  3. Individualized Assessments: In accordance with the approved Program Plan, Providers will utilize standardized intake and assessment methods for all youth referred for direct services, including an interview with the youth's parents, guardians or other appropriate family members, when appropriate. This intake and assessment process will be designed to gather sufficient information to determine what further services are appropriate for the youth.
  4. Individual Case Files: Providers will develop and utilize a confidential record keeping system, including a central standardized file for all youth directly served through the grant.
  5. Background Checks: Providers will ensure that all staff who have direct contact with youth pursuant to this grant will undergo criminal background checks and CANTs checks.
  6. Required Meetings: Providers will send a minimum of one staff or management representative to attend all mandated regional and/or statewide meetings convened by the Department / Commission.
  7. Publication of Studies, Reports or other Program Products: Unless otherwise provided in the approved Program Plan, the Provider agrees not to publish, release or otherwise disseminate data in any form without the prior written permission of the Department. If such permission is granted, the Provider agrees to submit to the Department six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release; any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement:

    "Prepared under grants(s) from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, United States Department of Justice. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the United States Department of Justice, the Illinois Department of Human Services or the Illinois Juvenile Justice Commission." 

  8. Performance Measure Data:  The Provider will collect performance measure data as prescribed by the Department. This data will be provided to the Department by the pre-determined due date.
  9. Electronic Documentation:  The Provider agrees to use the eCornerstone system to fully document the provision of services to each client as specified by the Department and within the timeframes specified by the Department.
  10. Progress Reports:  The Provider agrees to submit quarterly written Progress Reports as prescribed by the Department to document progress toward performance measures, outcomes, service provisions, etc.

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 Juvenile Justice
  2. Illinois Department of Children and Family Services
  3. Local probation departments
  4. Local mental health agencies
  5. Local schools
  6. Local substance abuse providers
  7. Other related social services agencies
  8. Local law enforcement 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 must be submitted in the format defined by the Division of Family and Community Services. Expenditures must be received by the Department no later than the 15th day of the month following the month of service. Any change in this schedule must be submitted in writing to the Department. 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, 2nd Floor
      Springfield, IL 62762
      Phone:  217-557-2936
    2. Fax
      217-524-2491
    3. Email
      tom.evering@illinois.gov

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

The Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate services and records. Reporting will be as required by the Department. Monitoring may include but is not limited to:

  1. On site visits to providers including inspection of client files, fiscal records, and interviews with program staff, probation staff, and judges,
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service,
  3. Periodic audits, and
  4. Unannounced visits.

The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.

X. Program Budget

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

XI. Appendices/Forms

Not applicable.