Please direct all program related information and questions to:

Bureau of Youth Services & 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

Over the past 8 years, approximately 1,600 youth are committed to the Illinois Department of Juvenile Justice each year, costing the state over $100.0 million. Many of the youth are sent for purposes of a "court evaluation" (a short-term commitment, typically 90 days) during which the youth's needs are evaluated. The average annual cost to serve a youth in the Illinois Department of Juvenile Justice is over $86,000. Research demonstrates that many non-violent youth who remain in their home communities with appropriate services available to address their underlying needs, are less likely to be involved in delinquent or criminal behavior. These services would address for example, untreated mental illness, substance abuse, learning disabilities, or unstable living arrangement. Treatment of juvenile offenders using community-based services is generally less expensive than institutional care at the Illinois Department of Juvenile Justice.

However, from the fiscal perspective of a county, there is an incentive to commit the youth to the Illinois Department of Juvenile Justice: while a community-based program may be more cost-effective, the county must pay the cost; however, a commitment to the Illinois Department of Juvenile Justice is paid by the state - nothing is paid by the county. Redeploy Illinois is a strategy to change these incentives and enable counties to build a continuum of care for youth in the juvenile justice system.

Redeploy sites are responsible for reducing juvenile commitments to the Illinois Department of Juvenile Justice by at least 25% as compared to their baseline, each year of pilot implementation. The Public Act allows for authorization of a smaller reduction if certain criteria are met.  Redeploy sites are responsible for developing policies that include treating juveniles in the least restrictive manner possible while maintaining safety; affirming local responsibility for services in the community; and defining the role of the state and local jurisdictions in the care of youth in the justice system. Funds are be used by the county for purposes of serving, in community-based settings, youth involved in the juvenile justice system.

II. Policies and Procedures

Statutes/Rules

The Provider of Redeploy Illinois will provide 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

730 ILCS 110/16.1

This is of particular importance as 16.1 defines the Redeploy Illinois program.

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

  1. Redeploy sites are responsible for reducing juvenile commitments to the Illinois Department of Juvenile Justice by at least 25% as compared to their baseline.  The Public Act allows for authorization of a smaller reduction if certain criteria are met. This minimum reduction from the baseline must be achieved each year of implementation.
  2. Redeploy sites are responsible for developing policies that include treating juveniles in the least restrictive manner possible while maintaining safety; affirming local responsibility for services in the community; and defining the role of the state and local jurisdictions in the care of youth in the justice system. Funds are be used by the county for purposes of serving, in community-based settings, youth involved in the juvenile justice system.
  3. The Provider is responsible for developing and managing a continuum of services designed to intervene with youth involved with the juvenile justice system. The services may be provided directly by the provider or subcontracted out to other community organizations. Redeploy Illinois projects will use the graduated sanctions model as described by OJJDP. The graduated sanctions model is based upon the premise that each time a youth commits a crime there should be quick consequences to their behavior. As the seriousness or frequency of the crime increases then the consequences should also be more severe.

    The other guiding principle of Redeploy Illinois projects is the use of Balanced and Restorative Justice strategies. Redeploy Illinois related services should address one of the three components of Balanced and Restorative Justice: 1) accountability to the victim, 2) developing competencies in the youth, 3) community safety.

  4. Redeploy Illinois services are designed to divert youth from the Illinois Department of Juvenile Justice (IDJJ) without increasing commitments to detention. Therefore, the target population are those youth who are at high-risk for commitment to IDJJ.

    Secure detention shall not be utilized as an alternative to IDJJ commitments. This will not be an acceptable practice. As part of the evaluation process, counties will be asked to demonstrate that the juveniles involved with Redeploy Illinois did not experience excessive secure detention stays.

  5. Redeploy Illinois programs have agreed to reduce their juvenile commitments to IDJJ by 25%. The Public Act allows for authorization of a smaller reduction if certain criteria are met.  This reduction is figured over a full 12 consecutive month time period. This project period will match either the state fiscal year or a calendar year and will be agreed upon by the sites as part of their application/annual plan. The baseline is to-determined and will be set for future years of Redeploy implementation. This baseline figure is calculated by averaging the number of Redeploy eligible commitments over a 3-year period. The data used to calculate these rates is data provided by the Illinois Department of Juvenile Justice.
  6. Redeploy eligible commitments exclude minors sentenced based upon a finding of guilt of first degree murder or an offense which is a Class X forcible felony as defined in the Criminal Code of 1961.
  7. The Redeploy Illinois Oversight Board may impose a penalty for each youth committed to IDJJ that exceeds the approved reduction requirement of the sites baseline number. The maximum penalty for each court evaluation/bring back order may not exceed $2,000 for each commitment. The maximum penalty for each full commitment may not exceed $4,000. No penalty may be imposed on any site unless they exceed the approved reduction requirement of their baseline in any single 12 consecutive month project period. Each excess commitment will be reviewed to ascertain commitment type. This would be the basis upon which any penalty may be calculated. The data used to calculate commitments for a given project period will be provided by the Illinois Department of Juvenile Justice.
  8. Each Redeploy Illinois site, when asked, must participate in a program evaluation as prescribed by the Department. The program site may be required to meet with evaluators regularly, submit data and assist the evaluators in having access to juveniles and their families for follow-up surveys.
  9. Each Redeploy Illinois site must submit a monthly progress report in the format prescribed by the Department.
  10. Each Redeploy Illinois site must submit an annual program plan in the format prescribed by the Department. 
  11. Information provided to DHS may be shared with the Redeploy Illinois Oversight Board and may be included in the annual report to the Governor and General Assembly, or any other publication deemed appropriate by the Board.

Special Conditions

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.

Subcontractors

  1. Subcontractor Agreement(s) must be for-approved by the Department.
  2. Any subcontractors shall be subject to all provisions of this Agreement.
  3. The Provider 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

Redeploy Illinois Oversight Board

The Department has convened an Oversight Board which includes, but is not limited to designees from the Department of Juvenile Justice, the Administrative Office of Illinois Courts, the Illinois Juvenile Justice Commission, the Illinois Criminal Justice Information Authority, the Department of Children and Family Services, the State Board of Education, the Cook County State's Attorney, and a State's Attorney selected by the President of the Illinois State's Attorney's Association, the Cook County Public Defender, a representative of the defense bar appointment by the Chief Justice of the Illinois Supreme Court, a representative of probation appointed by the Chief Justice of the Illinois Supreme Court, and judicial representation appointed by the Chief Justice of the Illinois Supreme Court.

The Oversight Board shall, among other things, report to the Governor and the General Assembly on an annual basis on the progress of Redeploy Illinois.

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 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.