Please direct all program related information and questions to:

Victoria Jackson
535 W. Jefferson Street
Springfield, IL  62701
Phone:  217-524-5992 
Email:  VICTORIA.JACKSON@illinois.gov

I. Introduction/Definition

The School Health Program provides grants for the development/implementation of school health centers. The purpose of a school health center is to improve the overall physical and emotional health of students by promoting healthy lifestyles and by providing available and accessible preventive health care when it is needed.

Some school health center providers receive funding from the Donated Funds Initiative (DFI). Providers will receive notice under separate cover if their grant includes DFI funding. Providers receiving DFI funding must meet matching fund requirements. DFI matching requirements are detailed under Section VII, Billing Instructions.

II. Policies & Procedures

The School Health Centers must follow the criteria for a center as specified in the School-Based/Linked Health Center Standards (Title 77: Chapter IV: Subchapter J: Standards for School-Based/Linked Health Centers).

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 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

  1. The Provider will provide the following services either directly or through referral, to students (and their children, when applicable) enrolled in school who have obtained written parental consent or are otherwise able to give their own consent (as outlined in applicable state and federal law), to receive health center services. Services to be provided include, but are not limited to:
    1. Routine medical care
    2. Physical examinations for school or sports
    3. Laboratory screenings and other laboratory services
    4. Sexually transmitted disease testing and treatment
    5. Immunizations
    6. Gynecological examinations
    7. Pregnancy testing
    8. Prenatal care
    9. Nutrition education
    10. Health Risk Assessment and health education, including sex education and promotion of abstinence
    11. Alcohol, tobacco, drug and substance abuse counseling
    12. Mental health counseling
    13. Other general counseling
    14. Dental Services
    15. Other support services
  2. If the student is in need of more intensive services or ancillary services which the Provider is not able to provide, the student shall be referred to the appropriate private/public agency. The Provider shall maintain appropriate case management follow-up.
  3. The Provider shall maintain a school health advisory committee.
  4. Program Reporting
    1. The Provider shall submit to the Department quarterly performance reports as prescribed by the Department within 30 days after the end of the quarter.
    2. The Provider shall submit to the Department an annual report, in a format as required by the Department, within 30 days after the end of the contract year in a format to be determined by the Department.
    3. The Provider shall submit Program Budget as required by the Department.
  5. The Provider shall incorporate additional program objectives into the program plan as indicated and required by the Bureau of Maternal and Child Health.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under the Division of Community Health and Prevention.

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. The Illinois Medical Assistance Program.
  2. Local Health Departments.
  3. Neighborhood Health Centers.
  4. Local Child Development Clinics.
  5. Division of Specialized Care for Children.
  6. Local Hospitals.
  7. Local Children and Family Services Programs.
  8. Local Schools.
  9. Vocational Rehabilitation Services.
  10. Regional Perinatal Centers.
  11. Local Early Intervention Programs for Infants and Toddlers with Handicaps.
  12. Other related social service agencies.

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits 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. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Charlotte Heberling
      100 South Grand Avenue East 2nd FL
      Springfield, IL  62762
      Phone:  217-524-5835
    2. Fax
      217-524-2491
    3. Email
      charlotte.heberling@illinois.gov
  4. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  5. DFI funded Providers Only -- Matching Fund
    1. Local Matching Funds and Administrative Expense
    2. The Provider is required to provide matching funds paid from private funds donated to the Provider and certified to the Department. By accepting this grant and executing this Attachment, the Provider hereby certifies that the required matching funds can be secured and will be made available for the support of the activities described herein.
    3. The required match rate for this program is 25%. Private funds shall be recorded in the Provider's books of account for the monthly costs attributable to this program.

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

Programs operated by the Provider under this contract will be subject to administrative monitoring and clinical review in a schedule as determined by the Department to review the program's progress according to stated goals, measurable objectives, administrative operations and adherence to their spending plan and compliance with all State and Federal statutes.

X. Program Budget

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

XI. Appendices/Forms

Not applicable