Please direct all program related information and questions to:

Glendean Sisk, Project Director
401 South Clinton, 4th floor
Chicago, IL  60607
Phone: 312-814-1354
Fax: 312-793-4666
Email:  glendean.sisk@illinois.gov

I. Introduction/Definition

The Male Reproductive Health Project is designed to provide male family planning and related health information, education and clinical services to males of any age. Program elements may include education related to male development and reproductive health, relationships, fatherhood and clinical services, including contraceptive services and STD prevention and testing.

II. Policies & Procedures

Policies and Procedures specific to the operation of a special project may be found in the application for federal funds that support the special project.

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 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 only 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. 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 Male Reproductive Health Project providers must have a linkage agreement with a current DHS Title X Delegate agency. Providers will administer projects as submitted in the approved grant application and work plans.

The Male Reproductive Health Project providers must have a linkage agreement with a current DHS Title X Delegate agency.  Providers will administer projects as submitted in the approved grant application and work plans.

  1. Services
    1. All clients enrolled in Male Reproductive Health project must be referred to the participating Delegate Agency for comprehensive reproductive health services.  These services include a physical exam, STD testing and treatment, contraceptives and reproductive health education.
    2. Clinic Services performed are to be documented in the Delegate Agency Clinic Visit Records to Ahlers & Associates on a monthly basis.
    3. Clinic Service data is to be captured and reported in the Delegate Agency FPAR.
  2. Reports

    The Provider shall submit to the Department semi-annual and annual performance reports. The performance reports shall include, but not be limited to:

    1. a narrative description of activities performed based on the project workplan objectives and the number of males participating in individual activities,
    2. the unduplicated number of clients served including services provided, and
    3. the age, gender, income level, LEP status, race and ethnicity of the clients served.
  3. Client demographics and the services provided must be captured on a Clinic Visit Record and submitted to the Department's Family Planning Program billing contractor, Ahlers & Associates, on a monthly basis.
  4. The Provider shall submit additional reports as deemed appropriate per the Department to comply with DHHS reporting requirements, such as the Family Planning Annual Report (FPAR) and an annual budget.
  5. All reports shall be submitted on forms provided by the Department or DHHS.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under Family and Community Services.

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. STD Clinics
  2. HIV/AIDS Testing and Treatment Programs
  3. The Illinois Medical Assistance Program
  4. Local Health Departments
  5. Neighborhood Health Centers
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Other related social service agencies

Please refer to Maternal and Child Health Services Code 77 Illinois Administrative Code Chapter X, Subchapter i, Section 630.160 and Section 630.170; and other Applicable Rules for additional requirements.

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 on the Expenditure Documentation form (EDR) provided by the Division of Family and Community Services, to the Department on a quarterly basis, within 30 days after the end of each calendar quarter. However, the Provider shall have the option to report monthly.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Michele Landers
      100 S. Grand Ave., East, 2nd floor
      Springfield, IL  62762
      Phone:  217-782-0896
    2. Fax
      217-524-2491
    3. Email
      michele.landers@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

Programs operated by the Provider under this contract will be monitored by the Department to review the program's progress according to stated goals, measurable objectives and administrative operations.

X. Program Budget

The Provider is required to submit a categorical budget annually. Budget revisions are to be submitted if the Provider is notified of an increase or decrease in award.

XI. Appendices/Forms

Not applicable