Please direct all program related information and questions to:

Scott McFarland
815 East Monroe
Springfield, IL  62701
Phone:  217-720-4716
Fax:  217-557-0515
Email:  Scott.McFarland@illinois.gov

I. Introduction/Definition

The mission of the Serve Illinois Commission is to improve Illinois communities by supporting and enhancing volunteerism and community service and administering the AmeriCorps*State program. The Commission is a Governor-appointed board with up to 25 members. Commissioners represent education, youth programs, service providers, the private sector, older adults, law enforcement, higher education, youth, local government, and other sectors.

The Commission helps communities and community based organizations meet the needs of Illinois residents through national service programs, such as AmeriCorps, and through training, resource manuals, and other professional development opportunities. The Commission promotes the involvement of individuals as volunteers through collaboration with volunteer connector organizations from around the state as well as through citizenship training and leadership development for national service participants.

The Serve Illinois Commission's Disability Outreach Grant, received from the Corporation for National and Community Service (CNCS), must be used in conjunction with the recruitment of, or the reasonable accommodation for, persons with disabilities as AmeriCorps Members or as potential Members.

Following this CNCS directive for the use of Disability Outreach grant funding, the Commission has made increasing the number of persons with disabilities participating in the AmeriCorps program a goal in the three-year State Service Plan it is required to submit to the CNCS.

II. Policies & Procedures

Statutes/Rules

The 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

National and Community Service Act of 1990 as amended by The Edward M. Kennedy Serve America Act of 2009, 42 U.S. Code 12501 et seq.By accepting funds under this grant, the Grantee agrees to comply with all terms and conditions of the grant that are on the Corporation's website (pdf) :  (https://egrants.cns.gov/provisions/2012_AdminPDATDisability_Provisions.pdf), all assurances and certifications made in the Grant application, and all applicable federal statutes, regulations and guidelines.

By accepting funds under this grant, the Grantee agrees to comply with all terms and conditions of the grant that are on the Corporation's website (pdf) at:  (http://egrants.cns.gov/provisions/2007_AdminPDATDisability_Provisions.pdf), all assurances and certifications made in the Grant application, and all applicable federal statutes, regulations and guidelines.

State

20 ILCS 710.01 Illinois Commission on Volunteerism and Community Services Act

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

Deliverables: All are expected to have functional and measurable data concerning services provided by the funds awarded.

Payments to the Provider will be made on a monthly reimbursement basis for services rendered.

V. Provider Responsibilities

  1. The Provider will provide planning, organization and the delivery of the AmeriCorps Disability Outreach Project to assist AmeriCorps Programs with their efforts to recruit and place potential members with disabilities in current AmeriCorps programs in Illinois.
  2. Activities identified as priorities by the state Department of Human Services, including outreach, recruitment and placement activities will serve as the main focus of the project. The Provider will develop a system for applying for, responding to, and tracking reasonable accommodation requests. In addition, the Provider will coordinate the development of accessible recruitment brochures, other program materials, and ensure that AmeriCorps program websites are accessible.
  3. The Provider will promote the AmeriCorps program on college campuses, with disability organizations, rehabilitation services agencies, and with its extensive network of affiliate members and partner agencies to inform them about the opportunities of AmeriCorps for persons with disabilities. In addition, the Provider will work with agencies that are placing a person with a disability to ensure that the needs of the member can and will be met in a reasonable manner. The Provider will monitor programs that have members with disabilities to improve retention rates.
  4. The Provider will develop and implement a system to receive and process reasonable accommodation requests from current or potential members, including the creation of a reasonable accommodation request form.
  5. The Provider will provide training and individual technical assistance to AmeriCorps programs to help them understand their legal obligations in relation to the recruitment, placement, and accommodation of persons with disabilities.
  6. Reporting Requirements
    1. Progress Reports
      Providers must submit Progress Reports during and at the end of the federal and state fiscal years. The first report is due October 30 for the period ending September 30. The second report is due July 30 for the period ending June 30. Updates toward meeting progress may be requested at the end of other quarters.
    2. Fiscal Reports
      Expenditure documentation must be submitted, in a format defined by the Division of Family and Community Services.  Expenditures must be received by the Provider no later than the 15th day of the month following the month of service.  Expenditures received without proper documentation will be returned to the Provider for resubmission.  Final billings must be received by the 15th day of the month following the end of the Agreement period.  The Provider will submit summary expenditure documentation forms as required by the Division of Family and Community Services and as described in Section VIII Billing Instructions.

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. Other national service programs
  2. Local organizations serving people with disabilities
  3. Local colleges and universities
  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 a format defined by the Division of Family and Community Services.  Expenditures must be received by the Provider no later than the 15th day of the month following the month of service.  Expenditures received without proper documentation will be returned to the Provider for resubmission.  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
      Scott McFarland
      815 East Monroe Street
      Springfield, IL 62701
      Phone:  217-720-4716
    2. Fax
      217-557-0515
    3. Email
      Scott.McFarland@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

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.