Coordinated School Health - Technical Assistance

Please direct all program related information and questions to:

Victoria Jackson
535 W. Jefferson Street
Springfield, IL 62701
Phone: 217-524-5992
Email: VICTORIA.JACKSON@illinois.gov

I. Introduction/Definition

The School Health Program provides grants for the Coordinated School Health Program Technical Assistance to fund development of a system for data collection and analysis related to the coordinated school health, school centers and school health technical assistance projects.

The Provider will receive notice from the Department under separate specifying which of the service types listed above are to be provided under contract.

II. Policies & Procedures

The Provider will provide the following services and agrees to act in with all state and federal statutes and administrative rules applicable to provision of the services pursuant to this agreement.

The Provider will develop a web-based data collection and analysis system, accommodate health risk assessment, patient encounter and coordinated school health activities data.

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 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/Payments

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. 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

Coordinated School Health Technical Assistance

Technical assistance will be provided to the School Health Program to facilitate implementation of the Coordinated School Health and collection and analysis of data.  Technical assistance to School Health Program Staff and Coordinated School Health providers will be provided as needed by email or phone contact throughout the state.

  1. The Provider shall submit to the Department quarterly performance reports within 30 days after the end of each quarter.  These quarterly performance reports shall include: a narrative description of activities performed; measurable outcomes; and the unduplicated number of students served, including race/ethnicity.
  2. The Provider shall submit to the Department an annual within 30 days after the end of the contract year in a format as prescribed by the Department.  The annual report shall summarize year's activities, including an unduplicated number of students, and community members served.
  3. The Provider shall incorporate additional program into the program plan as indicated and required by the Division of Family and Community Services, Bureau of Maternal and Child Health.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Health and Prevention.

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. The Illinois Medical Assistance Program
  2. Local Health Departments
  3. Neighborhood Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Local Early Intervention Programs for Infants and Toddlers with Handicaps
  12. Other related social service agencies

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits 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 Record keeping 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. For Coordinated School Health program, the Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tina Finley
      100 South Grand Ave East 2nd FL
      Springfield, IL 62762
      Phone: 217-785-2991
    2. Fax
      217-524-3603
    3. Email
      tina.finley@illinois.gov
  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

IX. Program Monitoring

Programs operated by the Provider under this contract will be monitored on a schedule as determined by the Department to review the program's progress according to stated goals, measurable objectives, and administrative operations and adherence to their spending plan.

X. Program Budget

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

XI. Appendices/Forms

Not applicable.