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

    This Juvenile Justice program is a categorical grant program funded through the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention. The Illinois Juvenile Justice Commission is a 25-member body appointed by the Governor. Its role is to administer the implementation of the federal Juvenile Justice and Delinquency Prevention (JJDP) Act in Illinois, to advise the Governor and General Assembly on juvenile justice matters, and to serve as the statewide advisory body to the Secretary of the Department of Human Services on youth issues.

    Title V - Community-Based Delinquency Prevention Programs

    Title V grants must be made only to general purpose units of local government and may be made only to communities in compliance with the four core requirements of the JJDP Act. These grants require the creation or designation of a local Prevention Policy Board and the provision of a 50% ($1 for $1) cash or in-kind match.

    II. Policies & Procedures

    Statutes/Rules

    The Provider of Juvenile Justice Community-Based Delinquency Prevention services (hereinafter, referred to as 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.

    Federal

    Juvenile Justice and Delinquency Prevention Act, 42 U.S. Code 5601

    State

    DHS Fiscal/Administrative Code - 89 Ill. Admin. Code 509

    Department of Human Services Act - 20 ILCS 1305

    Illinois Juvenile Court Act - 705 ILCS 405/5-715 (2)(k)

    Children and Family Services Act - 20 ILCS 505/17a-4

    Abused and Neglected Child Reporting Act - 325 ILCS 5/1 et seq.

    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

    In accordance with an approved Program Plan / Application, the Provider will develop and implement a local, community-based program or programs designed to prevent juvenile delinquency which fulfill one or more of the following program goals/categories as established in the approved program application for services and approved program plan.

    1. School Programs. Education programs and/or related services to prevent truancy, suspension, and expulsion. School safety programs may include support for school resource officers and law-related education.

      Truancy Review Boards:  The establishment of a truancy review board and the implementation of a truancy review process consistent with Public Act 094-1011.

      PA 94-1011 defines a "community truancy review board" as a local community based board comprised of but not limited to: representatives from local comprehensive community based youth service agencies, representatives from court service agencies, representatives from local schools, representatives from health service agencies, and representatives from local professional and community organizations as deemed appropriate by the office of the regional superintendent of schools, or, in cities of over 500,000 inhabitants, by the Office of Chronic Truant Adjudication. The regional superintendent of schools, or, in cities of over 500,000 inhabitants, the Office of Chronic Truant Adjudication, must approve the establishment and organization of a community truancy review board and the regional superintendent of schools or his or her designee, or, in cities of over 500,000 inhabitants, the general superintendent of schools or his or her designee, shall chair the board.

      Truancy Review Board providers are funded to develop and maintain a functioning Truancy Review Board (TRB) as detailed in the RFP and in their corresponding application.  The TRB will develop policies and procedures for functioning as well as identifying, reviewing and accepting cases.  The Board will meet at a frequency necessary to review individual cases.  The Provider will develop overall Board and individual youth outcomes and a data collection and tracking system to measure progress toward those outcomes.  The Provider's TRB will develop and implement a self evaluation designed to improve the quality of the Board and its services to youth by the end of the grant period.

      Grantees will adhere to Public Act 94-1011 and are required to maintain compliance with the Juvenile Justice and Delinquency Prevention Act core requirements throughout the entire grant period.  Grantees will be required to submit the following items in accordnace with the formats and time lines specified by the Department:

      1. Performance Measure Report
      2. Final Program and Outcomes Report
      3. Evidence of the data collection and tracking system
      4. Self-evaluation design
      5. Participant data via the eCornerstone system
      6. Quarterly Exenditure Documentation Forms (EDFs), in the format provided by the Department, and
      7. any additional data and information requested throughout the year as determined necessary by the Department
    2. Child Abuse and Neglect Programs. Programs that provide treatment to juvenile offenders who are victims of child abuse or neglect and to their families to reduce the likelihood that such at-risk youth will commit violations of law.
    3. Children of Incarcerated Parents. Services to prevent delinquency or treat first time and nonserious delinquent juveniles who are the children of incarcerated parents.
    4. Delinquency Prevention. Programs to prevent or reduce the incidence of delinquent acts and directed to youth at risk of becoming delinquent to prevent them from entering the juvenile justice system or to intervene with first-time and nonserious offenders to keep them out of the juvenile justice system. This program area excludes programs targeted at youth already adjudicated delinquent, on probation, in corrections, and those programs designed specifically to prevent gang-related or substance abuse activities undertaken as part of other program areas.
    5. Disproportionate Minority Contact. Delinquency prevention programs primarily to address the disproportionate number of juvenile members of minority groups who come into contact with the juvenile justice system, pursuant to Section 223(a)(22) of the JJDP Act of 2002.
    6. Diversion. Programs to divert juveniles from entering the juvenile justice system.
    7. Gangs. Programs to address issues related to preventing juvenile gang activity.
    8. Gender-Specific Services. Services to address the needs of at-risk girls and first-time and nonserious female offenders.
    9. Hate Crimes. Programs to prevent hate crimes committed by juveniles.
    10. Job Training. Projects to enhance the employability of at-risk juveniles and/or first-time and nonserious juvenile offenders or prepare them for future employment. Such programs may include job readiness training, apprenticeships, and job referrals.
    11. Mental Health Services. Psychological and psychiatric evaluations and treatment, counseling services, and/or family support services for at-risk juveniles and/or first-time and nonserious juvenile offenders.
    12. Mentoring. Programs to develop and sustain a one-to-one supportive relationship between a responsible adult age 18 or older (mentor) and an at-risk juvenile and/or first-time and nonserious juvenile offenders (mentee) that takes place on a regular basis.
    13. Rural Area Juvenile Programs. Prevention services in an area located outside a metropolitan statistical area as designated by the U.S. Bureau of the Census.
    14. Substance Abuse. Programs to prevent and treat the use and abuse of illegal and other prescription and nonprescription drugs and the use and abuse of alcohol among at-risk juveniles and/or nonserious juvenile offenders.
    15. Youth Courts (also known as teen courts). Juvenile justice programs in which peers play an active role in the disposition of first-time and nonserious juvenile offenders. Most communities use youth courts as a sentencing option for first-time offenders charged with misdemeanor or nonserious, nonviolent offenses who acknowledge their guilt. The youth court serves as an alternative to the traditional juvenile court.

    Special Conditions

    1. Funds for Local Delinquency Prevention programs are granted to general purpose units of local government.
    2. 50% ($1 for $1) cash or in-kind match is required for all Title V grant funds.
    3. All units of local government must be in compliance and maintain compliance throughout the contract period, with the core requirements of the federal Juvenile Justice and Delinquency Act in the following areas:
      1. Deinstitutionalization of status offenders or non-offenders,
      2. Sight and sound separation of juvenile and adult offenders,
      3. Removal of juveniles from adult jails and lockups, and
      4. Assessing and addressing the disproportionate confinement of minority youth.
    4. The Provider shall convene a local Prevention Policy Board (PPB) with at least 15 and no more than 21 members from the targeted community. The PPB membership must fulfill the requirements of Title V of the JJDP Act.

    Program Plan and Deliverables

    1. Program Plan: In accordance with criteria specified by the Department and the Commission, the Provider will develop and provide a detailed, annual Program Plan.
    2. Program Implementation: Unless otherwise provided in the approved Program Plan, programs and projects will be operational within 60 days of the contract effective date. If the program / project is not operational within 60 days, the Provider will inform the Department, in writing, of the delay, steps taken to implement the program / project, reasons for the delay and expected implementation date. If the program / project is not operational within 90 days of the contract effective date, the Provider will submit an additional statement, in writing, detailing the circumstances of the delay. Upon showing of good cause, the Department and /or Illinois Juvenile Justice Commission (IJJC) may, but is not required to, extend the implementation deadline. If a Provider with an existing contract is awarded supplemental grant funds, the above implementation schedule shall become effective upon notification to the Provider of award of supplemental funds.
    3. Individualized Assessments: In accordance with the approved Program Plan, Providers will utilize standardized intake and assessment methods for all youth referred for direct services, including an interview with the youth's parents, guardians or other appropriate family members, when appropriate. This intake and assessment process will be designed to gather sufficient information to determine what further services are appropriate for the youth.
    4. Individual Case Files: Providers will develop and utilize a confidential record keeping system, including a central standardized file for all youth directly served through the grant.
    5. Background Checks: Providers will ensure that all staff who have direct contact with youth pursuant to this grant will undergo criminal background checks and CANTs checks.
    6. Required Meetings: Providers will send a minimum of one staff or management representative to attend all mandated regional and/or statewide meetings convened by the Department / Commission.
    7. Publication of Studies, Reports or other Program Products: Unless otherwise provided in the approved Program Plan, the Provider agrees not to publish, release or otherwise disseminate data in any form without the prior written permission of the Department. If such permission is granted, the Provider agrees to submit to the Department six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release; any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement:

      "Prepared under grants(s) from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, United States Department of Justice. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the United States Department of Justice, the Illinois Department of Human Services or the Illinois Juvenile Justice Commission." 

    8. Performance Measure Data:  The Provider will collect performance measure data as prescribed by the Department. This data will be provided to the Department by the pre-determined due date.
    9. Electronic Documentation:  The Provider agrees to use the Department's eCornerstone system to fully document the provision of services to each client as specified by the Department and within the timeframes specified by the Department.
    10. Progress Reports:  The Provider agrees to submit quarterly written Progress Reports as prescribed by the Department to document progress toward performance measures, outcomes, service provisions, etc.
    11. Truancy Review Board providers are funded to develop and maintain a functioning Truancy Review Board (TRB) as detailed in the RFP and in their corresponding application.  The TRB will develop policies and procedures for functioning as well as identifying, reviewing and accepting cases.  The Board will meet at a frequency necessary to review individual cases.  The Provider will develop overall Board and individual youth outcomes and a data collection and tracking system to measure progress toward those outcomes.  The Provider's TRB will develop and implement a self evaluation designed to improve the quality of the Board and its services to youth by the end of the grant period.

      Grantees will adhere to Public Act 94-1011 and are required to maintain compliance with the Juvenile Justice and Delinquency Prevention Act core requirements throughout the entire grant period.  Grantees will be required to submit the following items in accordnace with the formats and time lines specified by the Department:

      1. Performance Measure Report
      2. Final Program and Outcomes Report
      3. Evidence of the data collection and tracking system
      4. Self-evaluation design
      5. Participant data via the eCornerstone system
      6. Quarterly Exenditure Documentation Forms (EDFs), in the format provided by the Department, and
      7. any additional data and information requested throughout the year as determined necessary by the Department

    VI. Department Responsibilities

    The Department and the Illinois Juvenile Justice Commission 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

    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 Avenue
        2nd Floor 
        Springfield, IL  62762
        Phone:  217-557-2936
      2. Fax
        217-524-2491
      3. Email
        tom.evering@illinois.gov
    5. The Provider shall submit match information on a form specified by the Department, on a monthly basis, documenting the matching of funds required by the program.

    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, and judges.
    2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
    3. Periodic audits.
    4. Unannounced visit

    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.

    X. Program Budget

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

    XI. Appendices/Forms

    Not applicable.