Comprehensive Community Based Youth Services

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:  217-558-5402
Email:  Karrie.Rueter@illinois.gov

I. Introduction/Definition

The Comprehensive Community Based Youth Services (CCBYS) program serves youth ages 11-17 that are at risk of involvement in the child welfare and/or juvenile justice system, with the overarching goal of family reunification and/or stabilization. CCBYS is authorized by the Children and Family Services Act (20 ILCS 505/17 and 17a), and implements Article 3 of the Illinois Juvenile Court Act of 1987 (705 ILCS 405/3 et seq.) A continuum of services are available and provided to youth in high-risk situations, and to their families when appropriate, according to their needs, in keeping with the goal of family preservation, reunification and/or family stabilization, or independence, dependent upon the youth's needs. A 24-hour crisis intervention response system is available in emergency situations for referrals from youth, parents/guardians, police, courts, and schools, Safe Place and the Illinois Department of Children and Family Services (DCFS).

A. Mandated Programming

The CCBYS program will provide services, statewide, to the following:

  1. Core Population (ages 11-17) - Must Be Served:

    Any minor, 11-17 years of age (1) who is (a) absent from home without consent of parent, guardian or custodian, or (b) beyond the control of his or her parent, guardian or custodian, in circumstances which constitute a substantial or immediate danger to the minor's physical safety; and (2) who, after being taken into limited custody and offered interim crisis intervention services, refuses to return home after the minor and his or her parent, guardian or custodian cannot agree to an arrangement for an alternative voluntary residential placement or to the continuation of such placement.

  2. Lock-outs:  Core Population (ages 11-17) - Must Be Served in collaboration with the Department of Children and Family Services (DCFS):

    In accordance with the DCFS Rule 300.150, Referral for Services and Procedure 300.90 (f) SCR Referrals to Youth Service Agencies, any minor, 11-17 years of age whose parent or caregiver has denied the child access to the home and has refused or failed to make provisions for another living arrangement for the child will be considered a lockout.

B. Discretionary Programming

Discretionary Population (ages 11-17) - Individualized services for youth may be provided as resources allow after ensuring capacity to serve the Mandatory (core) population. Based on the needs of the community, these services may include, but not be limited to:

  1. Station- adjusted - youth who have been station-adjusted (i.e., arrested but not referred to court) or placed on probation supervision to prevent further involvement in the juvenile justice system.
  2. Juvenile justice system referral - Youth who have committed a delinquent offense and are referred by local law enforcement or probation departments.
  3. Youth who have been placed on probation or parole and who are at high risk of violating probation/parole or re-offending.
  4. Risk-taking behavior - youth who are involved in risk-taking behavior (e.g., gang involvement, violence, drugs, etc.).
  5. Child or sibling of a prisoner - youth who have parents or siblings that are incarcerated.
  6. Accompanied homeless youth.
  7. Any/all risk levels - Youth who present as 'medium or low risk' on the Youth Assessment and Screening Instrument (YASI) and require intervention services.
  8. Youth age 10 - Youth, age 10, if provider resources allow and there is a need for such services within the community.
  9. Truancy intervention services.

II.  Statutes/Rules/Standards

The Provider will administer CCBYS Services and agrees to act in accordance with the Illinois statutes, administrative rules and State agency policies listed below, which are applicable to the provision of services pursuant to this Agreement.

  1. DHS Fiscal/Administrative Code - 89 Ill. Admin. Code 509
  2. Delivery of Youth Services Funded by the Department of Human Services - 89 Ill. Admin. Code 310
  3. Administration and Funding of Community Based Services to Youth - 89 Ill. Admin. Code 334
  4. Reports of Child Abuse and Neglect/Referral for Services - 89 Ill. Admin. Code 300.150
  5. Children and Family Services Act - 20 ILCS 505/17a-4
  6. Department of Human Services Act - 20 ILCS 1305
  7. Illinois Juvenile Court Act - 705 ILCS 405/5-715 (2)(k)
  8. Child Care Act of 1969 - 225 ILCS 10
  9. Abused and Neglected Child Reporting Act - 325 ILCS 5/1 et seq.
  10. Illinois Department of Human Services CCBYS Program Standards, and changes thereto which may be necessary for Department and Provider program administration. Said CCBYS Program Standards is hereby acknowledged as being received by the Provider.
  11. Illinois Department of Children and Family Services - Procedures: Services Delivered by the Illinois Department of Children and Family Services, Section 300.90(f) "SCR [State Central Register] Referrals to Youth Service Agencies." III. Contract and Amendment Process

III. 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 the signature page to the Department to obtain the Secretary's signature and the Department will return a PDF copy of the executed signature page of the contract to the Provider via 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. State General Revenue (GR) Grants
    1. Payments to the Provider may be made on a prospective basis, and rounded to the nearest $100.00. State General Revenue funds 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 payment may be greater or lesser than the previous payments due to rounding.
    2. The Department will review documented expenditures, including required match to determine if the expenditures are acceptable. If a sufficient level of match is reported in the expenditure report, the Department will issue a full payment based on the acceptable reported expenditures. If an insufficient level of match is reported, the Department will issue a partial payment based on the reported match. 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. Payments may be withheld or reduced until such time as the documented match reaches the appropriate level when compared to reported grant funded expenditures. 
      • Example 1 - Full Payment:  Total reported expenditures = $20,000.  $17,000 charged to the grant and $3,000 claimed as match.  In this example a payment would be issued for $17,000. 
      • Example 2 - Partial Payment:  Total reported expenditures = $20,000.  $19,000 charged to the grant and $1,000 claimed as match.  In this example a payment would be issued for $10,000.  $19,000 x .10 =$1,900.  The match reported here is only $1,000.  Therefore a payment of $10,000 would be issued:  $1,000 x 10 =$10,000 (Match represents 10% of total).
      • Failure of the Provider to provide timely documentation will result in delayed payments and 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 including match 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.
  2. Federally Funded (FF) Grants
    1. Payments to the Provider will be made on a reimbursement basis.
    2. The Department will review documented expenditures, including required match to determine if the expenditures are acceptable. If a sufficient level of match is reported in the expenditure report, the Department will issue a full payment based on the acceptable reported expenditures. If an insufficient level of match is reported, the Department will issue a partial payment based on the reported match. (Match / .25% = payment). Payments may be withheld or reduced until such time as the documented match reaches the appropriate level when compared to reported grant funded expenditures. Grant funded expenditures must account for no more than 75% of the total reported expenditures.
      • Example 1 - Full Payment: Total reported expenditures = $20,000. $15,000 charged to the grant and $5,000 claimed as match. In this example a payment would be issued for $15,000.
      • Example 2 - Partial Payment: Total reported expenditures = $20,000. $18,000 charged to the grant and $2,000 claimed as match. In this example a payment would be issued for $8,000. (Match amount / .25% = payment).
      •  
        Failure of the Provider to provide timely documentation will result in delayed payments and 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 including match 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 provide a Comprehensive Community-Based Youth Services (CCBYS) program in accordance with the statutes, rules and the CCBYS Program Standards as listed in Section II, Policies & Procedures, and incorporated by reference herein. Provider program responsibilities include, but are not limited to, the following:

  1. The Provider agrees to target and provide CCBYS services to youth as prescribed in the Department's CCBYS Program Standards.
  2. The Provider shall immediately report any alleged child abuse or neglect to the Department of Children and Family Services.
  3. The principles of positive youth development (PYD) at (http://www.=.org/?tabid=16375) and Balanced and Restorative Justice (BARJ) will be incorporated whenever possible into the local service delivery system. For more information on BARJ see: (http://www.ojjdp.gov/pubs/implementing/balanced.html)
  4. The Provider must exhibit cultural competence when serving youth with special needs, including those who are pregnant and parenting youth (including fathers); youth who are gay, lesbian, transgender or questioning their own sexual orientation; delinquent youth; and youth who are physically, emotionally or developmentally challenged. The Provider must demonstrate their ability to provide service to persons who have Limited English Proficiency (LEP), persons who are hard of hearing or deaf, and persons with low literacy. The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines) were developed as a mechanism for improving language and cultural accessibility and sensitivity in State-funded direct human services delivered by human service organizations that receive grants and contracts to serve the residents of the State of Illinois.
  5. Allowable services are limited to enrolled CCBYS clients and services are limited to the following: 24-hour response system; crisis assessment; crisis intervention; family reunification/preservation; temporary living arrangement services; cross-agency case coordination; case management; individual, family and/or group counseling; youth and/or family advocacy; access and coordination with substance abuse treatment and/or mental health treatment.
  6. Crisis intervention services must be available on a 24-hour basis, and the Provider agrees to maintain adequate staff coverage to meet this service requirement. The Provider agrees to maintain a crisis log of all incoming crisis calls. This log will include all items necessary to track each instance and will include at a minimum: who placed the call (name, agency, call-back number and location of crisis), staff name who received/answered the call, date and time of the call, crisis worker assigned to the case, the client's name and initial crisis complaint (lockout, runaway, etc.). Provider also agrees to provide current/updated crisis contact information to the DHS Statewide Hotline at (888) 816-3264.
  7. Temporary living arrangement services must be available on a 24-hour basis. When a temporary living arrangement is necessary, all agencies providing placement services must be licensed as child welfare agencies by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies). Providers must have a sufficient number of licensed foster homes or licensed shelter placements to meet the needs of the youth throughout the service area. This includes the ability to place special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity, or unwilling to place youth.
  8. Family preservation/reunification services are services delivered to the youth and/or family to help the youth and the youth's parents resolve and cope with family problems and disruptive behaviors in order to preserve the youth in his or her family home or to reunite the youth with his or her family. Family preservation services include crisis intervention services, individual and/or family counseling and advocacy.
  9. Counseling is provided to youth and families to assist them in resolving or coping with problems or behaviors which adversely affects the youth and impacts his or her ability to adjust to family, school or community as well as in identifying, obtaining and using community resources and services.
  10. Advocacy services are provided for youth and their families to assist them in resolving personal family and social/institution problems. Advocacy services include, but are not limited to, activity with the youth which provides emotional support, role modeling, personal and family resource development, accompanying the youth and family to appropriate court appearances and appointments with court personnel and providing or arranging for transportation for a youth.
  11. Employment and education assistance are provided to youth in applying for, locating and securing employment and training for employment and in obtaining access to educational programs and achieving educational goals.
  12. Access to substance abuse and/or mental health treatment is provided to youth experiencing problems with poly-drug and alcohol abuse and/or mental health issues.
  13. Providers must ensure that linkages and referral procedures are formed with other community programs which provide needed services not available to the Provider's own program. Agreements should be established with drug, alcohol, mental health treatment programs, and employment and training programs to assure that youth may be referred and have access to such programs. Copies of these agreements are to be kept on file at the provider agency.
  14. Each youth and family served shall have a written case plan established between the Provider and the youth and family served. The case plan will be developed based on the results of the YASI, utilizing the Department's eCornerstone data system. The case plan is individualized to the youth's particular needs and will include goals and outcomes developed with and on behalf of the youth. The case plan will include services necessary to accomplish those goals. Both the YASI and the case plan must be recorded in the eCornerstone system. The case plan must be monitored by a case manager who assumes full responsibility for case management activities. The case plan must be signed and dated by the youth, case manager and available family member and must be kept in the client file.
  15. Upon notification from the Juvenile Court, the Provider shall either prepare or participate in the preparation of court reports in the manner as approved by the Court. Such reports shall be submitted to the Court and a copy kept in the client's file at the agency.
  16. A locked, confidential record keeping system must include a standardized file on all clients. Each client file shall include, but not be limited to supporting documentation for the following:
    1. Initial crisis intervention plan
    2. Intake information
    3. YASI Pre-Screen, YASI Full Assessment, YASI Closing Assessment and any Re-assessments
    4. All placement information including location(s), dates, etc. and either written permission of parent/guardian or a copy of the limited custody agreement
    5. Signed and dated case plan
    6. Other legal documents and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the youth, and
    7. A discharge plan that includes the youth's progress during service and recommendations and measures taken by the Provider for aftercare and follow-up that will ensure family preservation. If family reunification cannot be attained, the plan must contain the reasons for failure to reunify the family and the plan for the youth's living situation and interim objectives that will accomplish an eventual return, if possible.
  17. The timeframes for termination of services are referenced in 89 Ill. Admin. Code 310, Section 16.
  18. The Provider will perform criminal background and CANTS checks on all personnel and volunteers, including interns, PRIOR to coming in direct contact with clients.
  19. 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.
  20. Any agency staff, volunteers, etc., who transport youth must have available in their personnel file current proof of a valid driver's license and proof of insurance.
  21. Each CCBYS Provider will develop/maintain a written Policy and Procedure Manual that contains, at a minimum, the policies/procedures for the following:
    1. Emergency procedures for transportation - bad weather practices, accident procedures, driver requirements.
    2. Serious illness/medical emergencies, assessing medical care for youth in Temporary Living Arrangements. Taking necessary precautions to guard against contagious and communicable diseases.
    3. Procedures for logging and tracking all cases (initial crisis to case termination).
    4. Policy regarding services to "Discretionary Population" cases that are supported by CCBYS funding, such as conditions of acceptance, services to be provided, etc.
    5. Policy for providing appropriate services to Out-of-State Youth in accordance with the Interstate Compact for Juveniles.
    6. Policy for Agency Arranged Placements (AAP - placements arranged without written permission of the parent/guardian) - assuring: limited custody is in place, placement facility is licensed by DCFS, reasonable proximity to youth's homes, maintenance in youth's same school, availability of placement options for special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity or unwilling to place youth.
    7. Providers must ensure that linkages and referral procedures are formed with education and relevant law enforcement agencies within the respective CCBYS service area, e.g. County Sheriff, Probation, and Municipalities. Providers must ensure that all have the appropriate crisis contact information for your CCBYS agency as well as the Department's Statewide Information Line.
    8. Maintenance of client confidentiality.
    9. Non-traditional (off-site) usage of the Department's eCornerstone data system.
    10. Procedure for reporting unusual incidents- maintenance of a log book of incident reports with documentation of contact to the Department, DCFS, etc., as appropriate to the nature of the incident.
    11. Procedures for assuring that all staff are trained and updated on local policies and procedures.
  22. Annual program plans and budgets are submitted in the format defined by the Department.
  23. CCBYS services to each client must be documented using the Department's eCornerstone system. CCBYS crisis intervention staff are mandated to attend YASI and eCornerstone trainings. At a minimum, the following items and time requirements will be followed:
    1. Youth must be enrolled in the eCornerstone data system within 72 hours of the initial contact date (initial crisis).
    2. YASI Pre-Screen must be completed and entered in the eCornerstone data system within 14 days of the initial contact date.
    3. YASI Full Assessment must be completed and entered in the eCornerstone data system within 30 days of the initial contact date.
    4. The Case Plan must be initiated in the eCornerstone data system within 15 days of completing the YASI Full Assessment.
    5. YASI Closing Assessment must be completed and entered in the eCornerstone data system at the youth's exit from the CCBYS program. Inability to complete this assessment must be documented in the youth's file, and therefore, the youth's participation in the program may not be considered successful.
    6. YASI Re-assessments must be completed and entered in the eCornerstone data system every 90 days, as necessary. Any YASI Re-assessment may be considered the closing assessment if it is conducted at case closure.
    7. Enrollment in the eCornerstone data system must be terminated within 72 hours of exiting the CCBYS program and completion of the YASI Closing Assessment. The case plan must also be closed at this time.
    8. Crisis log information will be maintained in eCornerstone,
    9. Service Delivery Sites and Placement Options will be maintained in eCornerstone.
  24. Services funded under this grant may not be used to supplement contracted services for current wards of the Illinois Department of Children and Family Services.
  25. CCBYS grantees must hold a valid Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401, Licensing Standards for Child Welfare Agencies.)
  26. If the Provider subcontracts the direct service delivery of crisis intervention and placement services, the subcontractor, like the Provider, must also hold a valid Child Welfare Agency license issued by the Department of Children and Family Services.
  27. The Provider will remain in compliance with the licensing requirements of the Child Care Act of 1969, as amended, including all applicable rules promulgated by the Department of Children and Family Services pursuant to the Child Care Act with any and all other applicable standards prescribed by State or Federal law or regulations.
  28. The Provider will maintain current, signed linkage agreements that ensure service access and coordination.
  29. Federally Funded Grants, in addition to the above, are required to submit a quarterly narrative report in the format prescribed by the department. This report is required for federal reporting purposes and is intended to collect information on service hours, individuals served, etc. This report will be due on the first of the month following the end of each quarter as follows: July-Sept: Due November 1; Oct-Dec: Due February 1; Jan-Mar: Due May 1; and Apr-Jun: Due August 1. A final Narrative report will also be due on August 1, in a format prescribed by the department.

Performance Measures

  1. MANDATORY CASES 
    1. 100% of mandatory cases will receive a Safety Assessment(YASI pre-screen.)
    2. 80% or greater of mandatory cases will receive a YASI full-screen.
    3. 100% of mandatory cases that receive a YASI full-screen will receive a case-plan.
    4. 80% of YASI closing reassessments will demonstrate increased protective factors.
    5. 100% of mandatory cases that received a YASI full-screen and case-plan will receive a YASI closing reassessment at case termination.
    6. 80% of mandatory cases will be in a family/long term living arrangement at the time of case termination.
  2. DISCRETIONARY CASES
    1. 100% of discretionary cases enrolled in eCornerstone will receive a YASI full-screen.
    2. 100% of discretionary cases enrolled in eCornerstone that receive a YASI full-screen will receive a case-plan. 
    3. 90% of discretionary cases enrolled in eCornerstone will be at medium to high risk according to the YASI full-screen.
    4. 85% of YASI closing reassessments will demonstrate increased protective factors.
    5. 100% of discretionary cases will receive a YASI closing reassessment at case termination.

Special Conditions

Indirect costs are not allowed under this grant. (These are costs that are not directly attributable to and necessary for the implementation of the program.) Funding allocated under this grant is intended to provide direct services to youth. It is expected that administrative costs will represent a small portion of the overall program budget. Administrative means those activities performed by staff and costs which are supportive of and required for project implementation for which there is no direct client contact such as fiscal staff, audit, clerical support, rent, utilities, insurance, general office equipment etc. Annual program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation. Any budget deemed to include inappropriate or excessive administrative costs will not be approved.

Subcontractors

    1. Subcontractor Agreement(s) must be for-approved by the Department.
    2. Any subcontractors shall be subject to all provisions of this Agreement.
    3. The Provider shall retain sole responsibility for the performance of the subcontractor.

Match

Providers are required to provide in-kind and/or financial match from local public or private resources to supplement the CCBYS grant. Funds for this grant will be a mixture of state general revenue (GR) and federal funding. Please read carefully below as the match requirement and approved sources are different for State and Federal funds.

  • State General Revenue (GR) Funded Grants:
  • The state funding requires a 10% match calculated as follows: GR grant amount x .10 = required match for the GR portion/contract. Example: $100,000 GR CCBYS Grant = $100,000 x .10 = $10,000 required match.
  • Approved sources include in-kind or financial match from local public or private resources. This may include federal funding sources but may not include other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source.
  • Federally Funded Grants:
  • The federal portion may not exceed 75% of the total including match. Therefore, a 25% match is required for this federal portion of funds. It is calculated as follows:
  • Federal grant amount / .75 = total amount that must be documented to meet required match. Subtract the federal grant amount from this and you will have the required match. Example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 - $100,000 = required match of $33,333.33.

  • Approved sources of in-kind and financial cash match include local public or private resources. This match may not include federal funding sources or other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source and that the source of the match is from approved sources. 
    • Cash Match Sources: The match may be made up of Mental Health Boards, United Way funds, corporations, local taxes, fund raising, revenue generated through client vocational training activities or certification of expenditures by local government. 
    • In-kind Match Sources: The match can include volunteers, under the supervision of qualified staff, that assist in providing direct services, facility space donated for use and provision of direct services program supplies, goods, and services donated to assist in the provision of direct services, equipment loaned or donated for the provision of direct services, direct services of provider staff after normal work hours - these staff must not be associated with the program.
  • Additional Federal Match Requirements:
  • Of the 25% match required- a portion must be cash and a portion may be in-kind. A minimum of 10% must be a financial cash match. The remaining amount may be in-kind or financial. The in-kind match may NOT exceed 15%.  The 10% and 15% are based on the total grant plus match and are calculated as follows: 
    • 10% example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .10 = minimum required cash match of $13,333.33. 
    • 15% example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .15 = maximum allowed in-kind match of $19,999.99.

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 basis, within 15 days after the end of each calendar month.
  4. The Provider shall follow the expenditure documentation form instructions listed below when completing the expenditure documentation also listed below:
  5. The Provider shall submit the Expenditure Documentation and Certification Form (EDCF) by email to:
  6. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

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 Bureau. 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.

X. Program Budget

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

XI. Appendices/Forms

Not applicable.