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@illinois.gov

I. Introduction/Definition

The Release Upon Request (RUR) program is operational in Cook County only and is the result of a consent decree. The program serves youth who have been ordered released from the Cook County Temporary Juvenile Detention Center but remain there because a parent, guardian or custodian has failed to accept custody.

Community-based providers see that the young person is removed from detention within 24 hours of referral and then focus on reunifying the family. Youth may be placed in group homes or foster care for up to 21 days, but remain in the legal custody of the parent or guardian. Local providers work closely to coordinate services with the court, the detention center, probation officials and the family.

II. Policies & Procedures

Statutes/Rules

The Provider of RUR 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.

State

Illinois Juvenile Court Act 20 ILCS 405/5-5-501, Section 6

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 may be made on a prospective basis, and rounded to the nearest $100.00. State General Revenue funds 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 payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will review documented expenditures, including required match to determine if the expenditures are acceptable. If a sufficient level of match is reported in the expenditure report, the Department will issue a full payment based on the acceptable reported expenditures. If an insufficient level of match is reported, the Department will issue a partial payment based on the reported match. 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. Payments may be withheld or reduced until such time as the documented match reaches the appropriate level when compared to reported grant funded expenditures. 
    • Example 1 - Full Payment: Total reported expenditures = $20,000. $15,000 charged to the grant and $5,000 claimed as match. In this example a payment would be issued for $15,000.
    • Example 2 - Partial Payment: Total reported expenditures = $20,000. $18,000 charged to the grant and $2,000 claimed as match. In this example a payment would be issued for $8,000. (Match amount / .25% = payment).
      Failure of the Provider to provide timely documentation will result in delayed payments and 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 including match 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. Release Upon Request program includes the following services:
    1. Pre-adjudicatory youth who are released upon request to a designee of the Department, who cannot be placed in alternative placements agreed to by the youth's parent or guardian, will be placed in licensed foster or group homes that have been specially trained to deal with this population of youth. Placement may be made for up to 21 days. Placements may be extended beyond the 21 day period with the approval of the Court Liaison.
    2. Standardized intake and assessment on all youth referred for service including an interview with the youth's parents or guardians and other appropriate family members. During this interview, the worker is expected to gather sufficient information to determine what further services will be appropriate.
    3. A client service plan shall be developed within 48 hours following placement of the youth. The plan will be monitored by the Court Liaison. Each youth and family served shall have a written client service plan established between the service provider, youth, and family served. The service plan shall be extended for more than 21 days and shall include a recommended plan for after-care.
    4. The service provider will call the Court Liaison with a progress report on each case on a weekly basis and will submit a Service Report on each case monthly. When a case has been closed, the service provider will notify the Liaison and submit the closing Service Report.
    5. A confidential record keeping system, which includes a central standardized file on all clients, will be developed and maintained. Files on each client shall include the intake/assessment, legal documents, care plan, agreements for care, and case notes reflective of the ongoing care and services to the youth.
    6. The target population includes any youth under age 17 years, who:
      1. is the subject of a delinquency petition but not yet adjudicated; and who,
      2. subsequent to a detention hearing, has been released by the court by an order to release the youth upon request to a parent, guardian, or custodian; but,
      3. remains in detention because no one has appeared within seven (7) days of the RUR order to accept custody. 

        Youth meeting the eligibility criteria will be accepted, with the exception of youth who are illegal aliens.  Youth who are illegal aliens will be referred to the U.S. Immigration and Naturalization Services.

    7. The implementation of the client service plan shall include the following:
      1. Counseling is provided to youth and families to assist them in resolving or coping with problems, as well as identifying, obtaining and using community resources and services. Problems addressed include, but are not limited to:
        1. unsatisfactory parent-child relationships,
        2. marital discord,
        3. inadequate home management,
        4. housekeeping or childcare practices,
        5. parental illness,
        6. handicap,
        7. desertion or absence, and
        8. physical or mental handicap; or behavior of the youth which adversely affects his\her ability to adjust to family, school, or community.
      2. Advocacy services are provided for youth and their families to assist them in resolving personal, family and social/institutional problems. Advocacy services include activity with the youth that provides: emotional support; role modeling; personal and family resource development; accompanying the youth and family to appropriate court appearances and appointments with court personnel; and providing or arranging for transportation for a youth.
    8. Providers of youth services will ensure that linkages and referral procedures are formed with other community programs which provide their own program. Agreements should be established with drug, alcohol and mental health treatment programs, and with Comprehensive Community-Based Youth Services (CCBYS) providers.
    9. The Provider will develop a plan of aftercare for the youth and family. The plan may recommend the continued involvement of the current service provider or may suggest that the case be followed-up by the local service provider of the CCBYS system or other social service agencies.
    10. The Provider will make a diligent effort to assure that the youth continues to attend classes in the school he/she regularly attends. If the youth is not currently attending school, the Provider will develop suitable educational options for the youth, and/or assist the youth in re-enrolling in school.
  2. Time frames and terminations
    1. Services must be short-term. Generally, no service longer than 30 days will be authorized. Agencies must demonstrate why goals cannot be achieved within the 30-day period and what would be achieved by providing longer services; and obtain permission from the Court Liaison for service beyond 30 days. An aftercare period up to an additional 90 days may be allowed, if indicated.
    2. Cases will be closed under the following circumstances:
      1. Successful reunification;
      2. Lack of cooperation on the part of the youth and/or family;
      3. Youth is arrested while in placement;
      4. Youth runs away;
      5. The youth has been referred back to court on a new petition;
      6. The youth returned to court on the original delinquency petition; or,
      7. The case is transferred to the full responsibility of another agency.
  3. The referral procedures shall consist of the following:
    1. Initial Contact 

      If an RUR order is entered, and a parent, guardian or custodian does not appear to assume custody of the youth within 24 hours, the court will set a date for a rehearing, no later than seven (7) days after the original order, and will issue a summons to the youth's parent, guardian, or custodian to appear. If a parent, guardian or custodian does not appear to assume custody of the youth by the day prior to the re-hearing, the court will alert the Court Liaison of the case's status. At the request of the Court Liaison, contact with the youth and family can be initiated, up to a maximum of six (6) hours of service prior to the re-hearing. The Liaison will notify the appropriate service provider of the pending case and the date and time of the re-hearing.

    2. Order for Temporary Service

      If the youth's parent, guardian, or custodian does not appear to assume custody at the second hearing, the judge may enter an Order for Temporary Service releasing the minor upon request to a designated service provider authorized by the Department to provide placement and other services for the youth. A probation officer will contact the Court Liaison who will then refer the case to the appropriate service provider. Within 24 hours of the referral, the service provider will appear at the Juvenile Temporary Detention Center to pick up the youth and transport him/her home or to a designated foster or group home.

      Each Order for Temporary Service will contain a date and time for a hearing, within 72 hours of the issuance of the Order, scheduled to determine whether parental consent for placement has been obtained. If parental consent is obtained within 48 hours of placement, the Provider will contact the Court Liaison who will inform the Office of the State's Attorney that the hearing will not be necessary.

      If parental consent has not been obtained or, after diligent effort on the part of the Provider, the Court Liaison determines that reunification is not likely, the Liaison will appear at the scheduled hearing to advise the court of the matter and to seek further direction from the court.

    3. Materials to be Provided

      Prior to the re-hearing, a probation officer will be assigned to prepare a release report to be presented at the hearing. When a youth is to be released to the Department's designated Provider, the officer will provide a copy of the release report, the Order for Temporary service, any medical information, the release order from the Juvenile Temporary Detention Center and any other pertinent information to the Court Liaison. The Liaison will assure that copies of these reports are distributed to the Provider when the youth is picked up at the Juvenile Temporary Detention Center.

  4. Services are directed toward helping the youth and his/her parents resolve and cope with family problems and disruptive behaviors in order to return the youth to his/her family home after placement.
  5. The expected outcomes are as follows:
    1. 100% of youth referred to the Department, pursuant to an Order for Temporary Service, will be removed from the Juvenile Temporary Detention Center within 24 hours of referral.
    2. Demonstration that a high proportion of families and youth served achieved the goals of their service plan, including the goal of family reunification.
  6. In the case where the service provider determines that reunification is not likely, the Provider will contact the Court Liaison. The Liaison will contact the Department and the Office of the Cook County State's Attorney, Juvenile Justice Bureau, and they will review the case and determine what further action will be taken.

    The Provider will make a written report to the Court Liaison relative to the findings which lead to the conclusion and will participate in all staffings convened relative to the development of a plan.

  7. The court has made provision to return the case to court in the event that parental consent cannot be obtained. The Provider will notify the Court Liaison if parental consent for placement has not been obtained within 48 hours. The Liaison will then appear at the scheduled hearing to advise the court of the matter and to seek further direction from the court.
  8. Youth who are ordered released upon request to a designee of the Department and who are subject to the interstate compact agreement will be referred to an agency designated to work with such referrals. That agency, along with the Court Liaison, will work towards reunification.
  9. Youth placed in the RUR program remain in the legal custody of the parent(s) or guardian during the period of service. Consent to medical care of youth in the RUR program remain the right and responsibility of the youth's parent(s) or guardian. When the youth's parent(s) or guardian refuses to consent to emergency medical care or when the parent(s) or guardian cannot be contacted, a hospital or physician licensed to practice medicine in all its branches may render emergency treatment per "An act in relation to the execution of consents by minors to the performance of medical or surgical procedures." (Illinois Rev. Stat. 1983, ch. 111, par. 4503).
  10. For the purposes of program monitoring and reporting:
    1. The Court Liaison will serve as program and fiscal monitor.
    2. The Provider will provide the Department with requested monitoring and evaluation information and understands that the appropriate Department staff and the Court Liaison may monitor and evaluate services of the program.  Monitoring may include: 
      1. On-site visits to providers, including inspection of client files and fiscal records.
      2. Telephone monitoring of service via contact with providers and a sample of youths and families receiving service.
      3. Periodic audits.
    3. Records will include at least the following: 
      1. A written Client Service Plan signed by the agency worker and, preferably, the youth and family.
      2. A copy of each Service Report (CFS-375) filed with the Court Liaison at the end of each month or partial month of service.
      3. Written copy of a report filed with the Court Liaison at the time services are terminated to a youth and family, which includes a brief statement relative to the service provided, the service outcome(s) and the recommendation(s) for aftercare/follow-up to the youth and family. 
  11. The Provider will perform criminal background and CANTS checks on personnel coming in direct contact with the clients.
  12. 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.
  13. Program Plan and Deliverables

    The Provider shall submit an annual program plan and program reports in the format defined by the Department.

  14. The Provider will report participant, case planning and service delivery data to DHS utilizing the eCornerstone system.

Special Conditions

  1. Indirect costs are not allowed under this grant. (These are costs that are not directly attributable to and necessary for the implementation of the program.) Funding allocated under this grant is intended to provide direct services to youth. It is expected that administrative costs will represent a small portion of the overall program budget. Administrative means those activities performed by staff and costs which are supportive of and required for project implementation for which there is no direct client contact such as fiscal staff, audit, clerical support, rent, utilities, insurance, general office equipment etc. Annual program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation. Any budget deemed to include inappropriate or excessive administrative costs will not be approved.
  2. Subcontractors
    1. Subcontractor Agreement(s) must be pre-approved by the Department.
    2. Subcontractor Agreement(s) and budgets must be on file with the Department.
    3. Any subcontractors shall be subject to all provisions of this Agreement.
    4. The Provider shall retain sole responsibility for the performance of the subcontractor.
  3. Match
    Providers are required to provide in-kind and/or financial match from local public or private resources to supplement the grant.
    The state funding requires a 10% match calculated as follows: grant amount x .10 = required match for the contract. Example: $100,000 Grant = $100,000 x .10 = $10,000 required match. Approved sources include in-kind or financial match from local public or private resources. This may include federal funding sources but may not include other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source.

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 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.