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

Homeless youth programs provide housing and needed services and supports to persons enrolled into the program prior to their 21st birthday who are currently without permanent housing or who are in imminent danger of losing permanent housing, and who are not wards of the State. Many of the female homeless are pregnant and/or have children of their own.

DHS funded homeless youth programs are administered by community-based agencies and provide any or all of the following services for homeless youth:

  1. Emergency/Interim Housing - Either through placement in a shelter, group home or by purchasing lodging, youth receive a safe, clean, dry place to sleep.
  2. Transitional Living - These programs focus on developing skills necessary to support oneself, including education, employment services and subsidized housing.
  3. Outreach - These programs seek to find homeless youth and access their needs. Program staff may attempt to reunite them with family or refer them to transitional services.

In addition, funds are provided to some local agencies to enhance special services to pregnant and parenting homeless youth in the areas of health care, parenting skills training, social services, educational and/or job skills training and life skills training.

II. Policies & Procedures

Statutes/Rules/Standards

The Provider will administer the Homeless Youth services and agrees to act in accordance with the following:

  1. All state and federal statutes and administrative rules listed below which are applicable to the provision of services pursuant to this Agreement.

    State

    1. DHS Fiscal/Administrative Code - 89 Ill. Admin. Code 509
    2. Department of Human Services Act - 20 ILCS 1305
    3. Child Care Act of 1969-225 ILCS 10
    4. Abused and Neglected Child Reporting Act -325 ILCS 5/1 et seq.
  2. Department Homeless Youth standards and changes thereto which may be necessary for the Department and Provider program administration.  Said Homeless Youth standards is 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 prosepctively issued 1/12th of the funded amoutn and General Revenue (State) funded programs will be prospectively issued 1/12th (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. The Provider will provide services to homeless youth, defined as persons found within the state who are under the age of 21 years upon enrollment into the program, are not in a safe and stable living situation and cannot be reunited with their families. The goals of the homeless youth program are to assure that youth immediately find safe shelter and that they become self-sufficient.
  2. Services provided to homeless youth may include, but are not limited to: outreach, emergency shelter, and transitional services to single and parenting youth as specified by the Department.
  3. Services funded under this Attachment may not be used to supplement contracted services for current wards of the Illinois Department of Children and Family Services or for placement services available through CCBYS.
  4. The Provider will perform criminal background and CANTS checks on personnel and volunteers coming in contact with clients.
  5. The Provider will issue a 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.
  6. The case plan shall be developed on the results of the Ansell-Casey Life Skills Assessment, utilizing the Casey website.  The plan is individualized to the youth's particular needs and includes goals developed with and on behalf of the youth and services necessary to accomplish those goals.  It must be signed and dated by the youth, staff and any others present at the meeting and recorded in e-Cornerstone.
  7. A confidential record keeping system, which includes a central standardized file on all clients will be developed, maintained and kept in a locked file cabinet. 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.
  8. Policy and Procedure Manual - each agency will develop/maintain a written local policy and procedure manual that contains at a minimum, the policies/procedures for the following:
    1. Emergency procedures for:
      1. transportation - bad weather practices, accident procedures, driver requirements
      2. serious illness/medical emergencies
      3. assessing medical care for youth in agency placement
      4. taking necessary precautions to guard against contagious and communicable diseases
    2. Maintenance of personnel files for all staff, including volunteers and interns
    3. Monitoring of staff who serve as child transporters for possession of a valid Illinois driver's license, good driving record documented by Secretary of State transcript, and current proof of insurance.
    4. Maintenance of client confidentiality-both on paper and electronically. 
    5. Non-traditional (off-site and after hours) usage of the Department's e-Cornerstone system.
    6. Notifying the local CCBYS agency about any youth who is a minor away from home, who has run away, or whose parents will not allow him/her to return home.
    7. Providing Training of all staff who administer the Ansell-Casey in the Ansell-Casey process.
    8. Methods for assuring that staff are trained and updated on local policies.
    9. Maintenance of a central record for reporting unusual incidents that includes documentation of contact with DHS at a minimum and DCFS (as appropriate to the nature of the incident).
    10. Agency plan for outreach to local social service provider community to educate them about Homeless Youth and facilitate referrals (minimally with schools). Agency maintains documentation that outreach activities occur a minimum of annually.
    11. Handling DCFS ward who are not program eligible.
    12. If agency conducts outreach: a policy for determining how and where outreach activities will be offered. Policy should include how data is used to support decision, as sell as information from other community entities or agencies such as law enforcement, faith-based organizations, etc. Agency has a methodology to determine "where youth are known to congregate."
    13. If agency offers emergency/interim shelter: availability of staff on a 24/7 basis.
    14. A policy addressing the review and updating of the Policy and Procedure Manual including the frequency with which it is done.
  9. 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.
  10. Program Plan & Deliverables
    1. The Provider shall submit an annual program plan in the format defined by the Department.
    2. The Provider agrees to use the Department's eCornerstone system to fully document the provision of services to each client. This will include the following items and time requirements:
      1. Clients in emergency shelter or transitional living programs must be enrolled in eCornerstone within 24 hours of initial contact
      2. An Ansell-Casey Assessment must be conducted within 30 days of accepting a client into the emergency shelter or transitional living programs.
      3. Within 45 days of enrollment into the program and after completion of the Ansell-Casey Assessment, the provider agency must develop a case plan with the youth.
      4. The case plan must be reviewed with the youth and adjusted as necessary every 30 days.
      5. An Ansell-Casey Assessment must be conducted upon discharge from program and recorded in e-Cornerstone.
      6. The client's eCornerstone enrollment must be terminated within 72 hours of exiting the program.
  11. Performance Measures
    Emergency Shelter Program
    1. 80% of Homeless Youth participants will have had a completed safety assessment. 
    2. 90% of Homeless Youth participants with a completed Safety Assessment will have an Emergency Care Plan developed.

    Transitional Living Program 

    1. 90% of Homeless Youth participants will have a completed Ansell Casey Assessment. 
    2. 90% of Homeless Youth participants with a completed Ansell Casey Assessment will have a Case Management plan developed.
    3. 95% of Homeless Youth participants Case Management Plans will include the strategies used to encourage employment and/or education (High School, GED, Vocational).
    4. 100% of Homeless Youth participants Case Management Plans will include strategies to increase living skills.
  12. A current record shall be maintained for each youth receiving services. Records for each child shall include, but not be limited to supporting documentation for the following:
    1. Initial assessment
    2. Intake information
    3. Ansell-Casey Assessment including subsequent timely Assessments.
    4. Signed and dated client case plan with any subsequent revisions, updates, etc.and documentation that copy of case plan was provided to youth.
    5. Other legal documents, and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the child.

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

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
  9. It shall be the responsibility of each Provider agency to have on file linkage agreements. These agreements should include:
    1. Specific items to be provided by each party.
    2. Evidence that they are reviewed and updated annually
    3. Dated signatures of agency Executive Directors or Designees.

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. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied. 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 62702
      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 Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate service and records. Reporting will be as required by the Department. Monitoring may include but is not limited to:

  1. On site visits to providers including inspection of client files, fiscal records, and interviews with program staff, probation staff, judges or other appropriate entities.
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
  3. Periodic audits.
  4. Unannounced visit.

X. Program Budget

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

XI. Appendices/Forms

Not applicable.