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 HIV Testing and Prevention Project expands current HIV education and testing to clients at funded sites. Services include HIV risk assessment, education, HIV testing, post-test counseling and referral for treatment, if necessary.

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 - 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/Payment

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100. 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 HIV Testing and Prevention Project ensures all family planning clients served at funded sites receive assessment of HIV risk behaviors, education about HIV infection and how it can be prevented. Clients are offered a HIV test, post-test counseling and referral to treatment services.

Providers will administer projects as submitted in approved grant application and work plans.

  1. Reports
    1. The Provider shall submit to the Department, semi-annual and annual reports of progress toward reaching work plan objectives.
    2. The Provider shall submit the data reporting forms required by the Office of Population Affairs - Minority AIDS Initiative HIV / AIDS Integration Project.
    3. The Provider shall submit additional reports as deemed appropriate per the Department to comply with DHHS requirements, such as the annual FPAR, annual budget, and quarterly Expenditure Documentation forms (EDF).
    4. 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 in order to comply with DHHS reporting requirements.

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. HIV / AIDS Testing and Treatment Programs
  2. STD Clinics
  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 in a format, defined 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

The Department will monitor program operations in accordance with federal regulations.

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