Please direct all program related information and questions to:

Teresa Tudor
Domestic Violence and Sexual Assault Unit
Office of Adult Services and Basic Supports
Division of Family and Community Services

Phone: 217-558-6192
Fax: 217-557-9894

I. Introduction/Definition

The Department's Sexual Assault Prevention and Response Program provides statewide comprehensive, community-based services to victims of sexual assault and their significant others through a contract with the Illinois Coalition Against Sexual Assault (ICASA), a not-for-profit corporation of 33 community-based sexual assault crisis centers.

In conjunction with this program the Department was awarded a federal grant through the Department of Justice's Office on Violence Against Women (OVW) to create a statewide model for integrated community response to sexual assault of women with physical disabilities, developmental disabilities and mental illness. Until this project, there was little integrated community response to the sexual assault of persons with physical disabilities, developmental disabilities and mental illness. This project will become the model for the state's response.

The project's components include development of a best practices model for both disability service providers and rape crisis centers; testing of model policies, practices, and products in model communities; review and enhancement of administrative supports; project roll-out statewide; conducting responsiveness reviews; and providing technical assistance for model communities and the roll-out plan.

In the federally approved program plan, ICASA is the Department's primary collaborative partner. ICASA will work with the Department and other state and community partners to implement the initiatives in the approved plan. In addition ICASA will serve as the financial fiduciary to facilitate meeting arrangements, pay consultant fees, community stipends, interpreters and personal assistants and compensate nongovernment participants for travel.

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.

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 Service Agreement*

      An amendment to extend the service dates of the Community Service Agreement must contain the following information: -Agreement number as it appears on the original Community Service 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 Service 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 Service 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 as prescribed by the Department.
  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 Provider shall work with the Department and other partners to implement the initiatives in the federally approved plan.

The Provider shall assist the Department's Project Director as financial fiduciary for the grant, and pay consultant fees, community stipends, interpreters and personal assistants and compensate non-government participants for travel expenses and approved stipends.

The Provider shall host monthly planning meetings and shall facilitate arrangements for community and statewide meetings/trainings, focus groups and statewide rollout activities as approved for implementation and shall provide for reasonable accommodation to allow attendees to attend and participate in meetings.

The Provider shall work with the Project Director to develop other trainings, products, documents and or reports on an as-needed basis and as approved in the implementation plan.

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.