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:  217-524-3603
Email:  karrie.rueter@illinois.gov

I. Introduction/Definition

In 1998, the Illinois Department of Human Services implemented the Teen REACH program (Responsibility, Education, Achievement, Caring and Hope) in an effort to provide positive youth activities during non-school hours. Through prevention-focused activities, Teen REACH programs seek to expand the range of choices and opportunities that enable, empower and encourage youth from ages 6 through 17 to achieve positive growth and development, improve expectations and capacities for future success and avoid and/or reduce risk-taking behavior.

II. Policies & Procedures

Statutes/Rules/Standards

  1. 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.
  2. Department Teen REACH Program Standards, Teen REACH Policy and Procedures Manual and changes thereto which may be necessary for Department and Provider program administration.  Said Teen REACH Program Standards and Teen REACH Policy and Procedures manual are hereby acknowledged as being received by the Provider.

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

The Provider shall provide a Teen REACH program in accordance with the Statutes, Rules, the Teen REACH Program Standards and the Teen REACH Policy and Procedures Manual as outlined in Section II Policies & Procedures herein.  Provider program responsibilities include, but are not limited to, the following:

Services

Programs are to establish linkages with schools, and are encouraged to establish linkages with DHS local offices, local businesses, and other community service providers. 

Programs are to establish linkages with schools, and are encouraged to establish linkages with DHS local offices, local businesses, and other community service providers. 

  1. Programs are to establish linkages with schools, and are encouraged to establish linkages with DHS local offices, local businesses, and other community service providers. 
  2. Teen REACH programs must provide the following core services and may
    include additional services appropriate to community and participant needs. Core Services include: 
    1. improving academic performance,
    2. recreation, sports, and cultural and artistic activities,
    3. positive adult mentors,
    4. life skills education, and
    5. parental involvement
    6. Service Learning
  3. The Provider must use the Teen Reach funds to support Teen REACH services as described in the approved program plan.
  4. Programs may serve children ages six through seventeen years. A minimum of 85% of the total youth served must be at least 11 to 17 years of age. Thus, no more than 15% of the total youth served may be under age 11. The Provider will design outreach strategies to attract high risk youth.
  5. Additional program services

    The Provider will provide at least one annual community awareness event at a Teen REACH program site.

  6. The Provider must use program models that have been or have a high potential to be effective with the target population and in community settings. The Provider should budget for materials and training related to the evidence-based program models of their choice. The Provider must use program models as identified by DHS in the Policy and Procedures manual, or they may propose a strategy not on the list if it can be demonstrated that it is consistent with commonly accepted guidelines for effectiveness in implementation.
  7. Collaboration

    The Provider will work collaboratively with other programs and services provided by the Department and its Contractors in the Provider's service area for Teen REACH. The Provider will be required to collaborate with schools that will have students attending Teen REACH program activities and from each partnering agency participating in the Teen REACH program.

  8. Service Hours & Days of Operation

    The Provider should operate after school hours based on their community needs, in particular the early evening hours (especially 3 p.m. to 7 p.m.). Providers are encouraged to implement programs that will operate on Saturdays and Sundays.

    1. Model A

      This is a twelve-month, 240 day program.  Each program site must be open a minimum 240 days per year.  The Provider must offer programming every month, including summer vacation and other recognized school breaks as appropriate.  Each program site must provide a minimum 720 hours of programming per year.

    2. Model B - FOCUS

      The Teen REACH FOCUS program is a twelve-month, 240 day program.  Each program site must be open a minimum 240 days per year. The Provider must offer programming every month, including summer vacation and other recognized school breaks as appropriate.  Each program site must provide a minimum 720 hours of programming per year.

    3. Model C - Statewide

      This is a twelve-month, 240 day program.  Each program site must be open a minimum 240 days per year.  The Provider must offer programming every month, including summer vacation and other recognized school breaks as appropriate.  Each program site must provide a minimum 720 hours of programming per year.

      The Provider must administer a statewide Teen REACH program through an established network that will provide services in every area of the state as described in the approved program plan. The provider must ensure that the comprehensive Teen REACH program with its six core elements is provided to youth throughout the state.

  9. The Provider must make available to each Teen REACH program a computer that meets the following minimum specifications for the purpose of utilizing the Department's e-Cornerstone system:
    1. Windows XP 
    2. Pentium 233 megahertz (MHZ) processor or faster (300 MHZ is recommended)
    3. At least 64 megabytes (MB) of RAM (128 MB is recommended)
    4. At least 1.5 gigabytes (GB) of available space on the hard disk
    5. Requirements not related to the operating system include:  Internet Explorer 6; Internet access, preferably high-speed; Email capability
    6. In addition, programs are required to stay current with all new software releases, service packs and updates.
  10. Background Checks

    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.

Performance Measures

All providers must meet the following performance measures :

  1. Days Open - 240 days per year. Acceptable performance is 90%.
  2. Youth Attendance Hours - 100% of Youth Attendance Hours as projected in the Youth Attendance Plan will be achieved. Acceptable performance is 80%.
  3. Actual Average Daily Attendance - 100% of projected Average Daily Attendance will achieved. Acceptable performance is 80%.
  4. Actual Population Served - 85% or more youth receiving services will be 11 to 17 years.
  5. Program Dosage (Days) - 100% of enrolled youth will attend on average 5 days per week. Acceptable performance is 50% enrolled youth will attend on average 3 days per week.
  6. Average cost per Youth per Hour / $4.50 per youth attendance hour.

Reporting Requirements

  1. Data collection and reporting
    1. Required data will be collected and maintained on all youth enrolled in the Teen REACH program.
    2. The Provider will submit required fiscal and program reports in the format designated by the Department.
    3. The Provider will participate in data collection and outcome evaluation activities as designated by the Department.
    4. The Provider will report participant, case planning and service delivery data to DHS utilizing the e-Cornerstone system daily.
  2. The Provider will ensure representation at mandatory program meetings and trainings convened by or in behalf of the Department.
  3. The Provider shall maintain records and submit data and reports as required by the Department of Human Services, in accordance with Department procedures, which shall include:
    1. unduplicated number and demographic characteristics of program participants, annual enrollment data,
    2. participant attendance data,
    3. hours of operation,
    4. program service activity,
    5. participant outcomes in accordance with the goals and objectives specified for Teen Reach, and
    6. academic outcomes
  4. Failure to submit the required data, reports and forms timely may result in the Department withholding or suspending funds.
  5. Fiscal reports shall be provided 15 days after the end of each reporting period to:

    Mailing Address:
    Charlotte Heberling 
    Fiscal Support Services 
    100 S Grand Avenue, 2nd Floor
    Springfield, IL 62762
    charlotte.heberling@illinois.gov 
    ATTN: Teen REACH
    Phone:  217-524-5835
    FAX:  217-524-2491

Program Plan & Deliverables

  1. The Provider will submit an annual end of year summary report in the format provided by the Department.
  2. The Provider will submit an annual program plan and an annual program budget in a format designed by the Division of Family & Community Services.

Special Conditions

  1. Administrative Costs
    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. Exceptions
    There will be no exceptions to the contract requirements without prior written approval from program staff.
  3. Quality Assurance

    The Provider shall permit Department staff to conduct reviews of its records of service delivery to clients. The purpose for these reviews shall be:  to ensure that Teen REACH services are being provided to youth in accordance with the Teen REACH Community Services Agreement, Teen REACH Program Standards, Teen REACH Policy and Procedure Manual and the approved agency program plan and budget; and to ensure that the following performance standards identified by the Department are being met:

    1. Days Open - 240 days per year. Acceptable performance is 90%.
    2. Youth Attendance Hours - 100% of Youth Attendance Hours as projected in the Youth Attendance Plan will be achieved. Acceptable performance is 80%.
    3. Actual Average Daily Attendance - 100% of projected Average Daily Attendance will be achieved.  Acceptable performance is 80%.
    4. Actual Population Served - 85% or more youth receiving services will be 11 to 17 years.
    5. Program Dosage (Days) - 100% of enrolled youth will attend on average 5 days per week.  Acceptable performance is 50% enrolled youth will attend on average 3 days per week.
    6. Youth Employment - up to 15% of the total grant award may be dedicated to providing youth employment.
    7. Average cost per Youth per Hour / $4.50 per youth attendance hour.

More detailed information on these performance standards may be found in the Teen REACH Policy & Procedure Manual. 

The Department of Human Services will be collecting data from Teen REACH Programs via the e-Cornerstone system as the first step in measuring the above performance indicators.

Performance Based Funding (PBF) criteria: 

In order to assure accountability at all levels of service provision, the Illinois Department of Human Services is implementing the practice of performance-based contracting with its Teen REACH provider agencies.  Successful applicants will be monitored for achievement of the number of Days Open and their projected Youth Attendance Hours.  This information will be tracked via the Department's e-Cornerstone system and monitored at least quarterly.

  1. Days Open - 240 days per year. Acceptable performance is 90%.
  2. Youth Attendance Hours (YAH) - 100% of YAH as projected in the Youth Attendance Plan. Acceptable performance is 80%.

The Department will consider a program to be open any day that attendance for a youth is recorded in e-Cornerstone. The Department will measure the achievement of a YAH by the number of minutes of attendance recorded for a youth in the e-Cornerstone system.

Decisions to increase or decrease funding will be made each year at the end of the fourth quarter and will be based on the Provider's performance for that previous 12 month period.  The Department will compare the 12 months of e-Cornerstone data to the provider's projected 12 month Youth Attendance Plan.  A determination will be made as to compliance for that 12 month period.

If the Provider meets the PBF criteria above, no increase or decrease will occur in funding.  If the Provider's performance exceeds that of the PBF criteria, the Department will determine what amount each provider is eligible to receive.  Then, if sufficient funds are available, that amount will be offered to the eligible Providers.  If the available amount falls short, all eligible Providers will receive an equal percentage of their eligible amount, based on the funds available to distribute.  If excess funds are still remaining, the Department may choose to similarly increase awards for Providers exceeding the PBF criteria by a percentage less than the required variance.

If the Provider falls below the PBF criteria above, the Provider will receive a cut in funding equal to the percentage by which the Provider failed to meet the PBF criteria. If the Provider falls below the acceptable range in both PBF categories, the grant will be reduced by the greater percentage; the two will not be added together to determine the level of reduction.

The Provider's funding will be adjusted for the subsequent year of programming, not the 12-month period in which performance was assessed.

The Department reserves the right to adjust funding any time a Provider fails to meet the PBF criteria.  The Department has also established Performance Measurement Standards that address both quantity and quality of program services.  Failure to consistently meet and/or demonstrate improvement in these measures may result in the Department taking corrective action up to and including termination of the contract.

Subcontractors

  1. Subcontractor Agreement must be pre-approved by the Department.
  2. Any subcontractors shall be subject to all provisions of this Agreement.
  3. The Providers shall retain sole responsibility for the performance of the subcontractor.

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 Corrections Juvenile Division
  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 shall be submitted, in a 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 schedulre 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
      Charlotte Heberling
      100 S Grand Avenue, 2nd Floor 
      Springfield, IL  62762
      Phone:  217-524-5835
    2. Fax
      217-524-2491
    3. Email
      charlotte.heberling@illinois.gov

Expenditure Documention 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

All spending must be in accordance with a budget approved and on file at the Department. Funds are intended to be used for direct services.

XI. Appendices/Forms

Not applicable.