Please direct all program related information and questions to:

Sharon Spinks
Domestic Violence and Sexual Assault Unit
Office of Adult Services and Basic Supports
Division of Family and Community Services

Phone: 217-782-0947
Fax: 217-557-9894

I. Introduction/Definition

The Department's Domestic Violence Program is dedicated to assisting individuals to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.

Through a statewide network of community-based providers victims and communities are provided awareness and education about domestic violence, training of professionals and volunteers who deliver support to victims and directly provide victims and their vulnerable family members with quality comprehensive domestic violence services including emergency shelter, crisis, information regarding referrals and resources, counseling, advocacy, transportation and outreach.

The Illinois Criminal Justice Information Authority's Info-Net System is the system by which the state collects and maintains non-identifying client information and information on services provided to these clients by the statewide network of community-based domestic violence providers. The Department uses Info-Net to meet federal reporting requirements, to identify emerging trends and to target limited resources for victim services.

II. Policies & Procedures

Statutes/Rules

The Provider 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

  1. Sections 301-313 of the Family Violence Prevention and Services Act, as amended by Section 201 of the CAPTA Reauthorization Act of 2010, Pub. L. 111-320

State

  1. Illinois Domestic Violence Act of 1986 (750 ILCS 60/227)
  2. Victim Services Administrative Rule 89 Ill. Admin. Code Ch 1, Sub Chapter C, 130.200
  3. Domestic Violence Shelters Act 20 ILCS 1310

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 monthly or quarterly basis, rounded to the nearest $100.00. The final payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of 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 purpose of the Domestic Violence Info-Net System is to provide for the design, implementation and maintenance of a statewide information network (Info-Net) that meets the needs of victim service providers and also meets the needs of the state agencies that provide funding to victim service providers.

The Provider shall provide services as specified in the Info-Net Interagency Agreement between the Illinois Criminal Justice Information Authority and the Department.

Services shall include the following as indicated in Item #3 of the Interagency Agreement: support access to the Info-Net by Department-funded domestic violence victim service providers (Info-Net Users); provide Info-Net training, technical assistance, and support for Info-Net Users; provide systems maintenance necessary to support Info-Net Users; and provide technical assistance and support to the Department.

As specified in Item #11 of the Interagency Agreement, the Provider shall grant the Department a nonexclusive license to use Info-Net software and computer programs.

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

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 monthly or quarterly basis, within 30 days after the end of each calendar month/quarter.
  4. 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 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
  5. 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.