- I. Introduction and Definitions
- II. Policies and Procedures
- III. Contract/Amendment Procedures
- IV. Deliverables/Costs/Payment
- V. Provider Responsibility
- VI. Department Responsibility
- VII. Support Services - Not Applicable
- VIII. Billing Instructions
- IX. Program Monitoring
- X. Program Budget
- XI. Forms
I. Introduction and Definitions
- Introduction: This document establishes minimum procedures for all Community Service Provider Agreements with the Illinois Department of Humans Services, Division of Rehabilitation Services (DRS), and is to be used in conjunction with specific DRS program procedure/monitoring manuals, when applicable. Other DRS Manuals include: Secondary Transitional Experience Program (STEP) Standards and Procedures for Implementation and Monitoring, Procedures Manual for the Division of Rehabilitation Services and Community Rehabilitation Programs, Operations Manual for Bureau of Blind Services Field Staff, Centers for Independent Living Manual, Program Administration Manual for Older Blind Purchase of Service Providers, Grants Administration Process Manual, Contract Monitoring Manual, and Equipment Manual for Grant Projects.
- Program Definitions
- Blind Services - Four programs are operated for adults with visual impairments enabling them to work and participate in family and community life. These programs consist of the following:
- Vocational Rehabilitation - Serves individuals with severe visual impairments to assist with preparing for and/or obtaining employment, and assists with determining what assistive technology devices can help people perform tasks on the job.
- Community Based Instructional Program - Independent living skills are taught to people in their homes, at school, in the work place or other community sites.
- Business Enterprise Program for the Blind (BEPB) - This program offers management opportunities in the food service industry to individuals who are legally blind. Certified graduates of the program operate vending facilities throughout the state.
- Services Provided to Individuals Who Are Age 55 or Older - Provide services to individuals who are blind or severely visually impaired and who require assistance to increase their independence and participation in society.
- Education Services - The three residential schools, Illinois School for the Deaf and Illinois School for the Visually Impaired, both in Jacksonville, and the Illinois Center for Rehabilitation and Education-Roosevelt in Chicago, offer fully accredited educational programs, Vocational Rehabilitation and independent skills training for children ages 3-21.
- Client Assistance Program (CAP) - Provides legal assistance to DRS customers who request legal representation in the DRS appeals process, or to appeal through the court system. CAP is an advocacy program established by Section 112 of the federal Rehabilitation Act.
- Community Based Employment Services - Such services may include:
- Assessment - Assists the individual in developing an individual employment plan of job readiness, transferable skills, social and personal characteristics, vocational interest, employment preferences, retention and coping skills, and develop a job match profile.
- Job Development and Placement - Using job match techniques, assists the individual in identifying and securing specific jobs that are available and accessible in the community. Job seeking and retention skills training can be used to develop necessary skills to enable the individual to secure his/her job and to develop an understanding of how to keep a job.
- Training - On-the-job training is provided to the individual if the individual needs to learn specific tasks associated with the job. The training supervision can be provided by the Community Rehabilitation Program or employer.
- Job coaching services - Can be provided when intensive support is needed. However, these services are expected to decrease in frequency and eventually be discontinued as the individual's performance on the job is stabilized.
- Wages - Shall be paid in accordance with the Fair Labor Standards Act (29 U.S.C. 201 et.seq.) and the Illinois Minimum Wage Law (820 ILCS 105).
- Follow-Up - A time limited service which includes direct and indirect support to an employee and or employer to allow for adequate job adjustment and retention or further job development and placement. Follow-up needs should be identified in a follow-up plan which is developed by the individual, the DHS/DRS Counselor, the provider staff and any others designated by the customer (i.e., employer, guardian).
- Home Services Program (HSP)
- Personal Assistance (PA) Referral and Training - provides PA referral and training, customer PA management training, and related services to increase the independence and quality of life of Home Service Program customers.
- Community Reintegration - Provides services and support to individuals to transition from nursing home facilities to their own residences within the community.
- Independent Living Program - Provides programmatic opportunities to people with disabilities that will facilitate their right to control and direct their own lives, to have life choices, and to actively participate in all aspects of society.
- Medical Consultant -Assists Rehabilitation Counselors by reviewing suggested procedures which are offered by physicians and surgeons, including fee reviews, appropriate medical and surgical avenues to pursue on behalf of customers, review of complicated medical recommendations by customer's physician or surgeon, and identifying qualified practitioners, serving as liaison between DRS and community medical organizations and providing training to DRS staff.
- Secondary Transitional Experience Program (STEP) - A training/placement program that prepares students with disabilities for transition to employment and optimum community participation during and after high school. This program serves high school students ages 14 1/2 - 21.
- Services for Persons who are Deaf or Hard of Hearing - Provide accessible programming to persons who are Deaf, Hard of Hearing, Late Deafened or Deafblind, services range from interpreter services to advocacy to post secondary education.
- Supported Employment Program - Time-limited supported employment services are used to assist the customer in obtaining and maintaining competitive supported employment. Time-limited services utilizes a place/train model to serve individuals with most severe disabilities after a thorough job match profile has been developed.
- Transition Specialist Program - Secondary school entities establish positions at the school to carry out transition services. A Transition Specialist serves as a coordinating liaison between DHS/DRS and the schools as the facilitator for the student's transition from school to work.
- Special Project - This category is for funded special or unique activities, not described above. Descriptions are specified in a separate scope of services, also considered part of this contract, on file with DRS.
II. Policies and Procedures
- Indirect Cost
DRS will approve requests for Indirect Costs at no more than 7% of the direct salary cost excluding fringe benefits. Additional amount must be approved by DHS.
- Competitive Placement
DRS requires all employment outcomes obtained during this contract/agreement period to be competitive employment as defined in 89 Ill. Admin. Code 530.1, and to meet the criteria of an integrated setting as defined in the RSA Technical Assistance Circular TAC-06-01. Employment outcomes claimed during this contract/agreement period are subject to verification by DRS.
- Program Specific Policies and Procedures
Reference the appropriate program manual, as applicable. All manuals are available by contacting the Provider's DRS Project Officer or the DRS Contract Unit at 217/557-7764 V/TTY.
III. Contract/Amendment Procedures
- Contract Procedures
- DRS Application Packets are sent to DRS Project Officers who in turn work with providers in completing their packet for the next fiscal year. The Contract Application Packet contains all budget and program information including scope of service, deliverables, and outcomes. The finalized, approved Contract Application Packet is the basis for the development of the Community Service Agreement.
- The contract between DHS/DRS and the provider consists of several parts:
- Community Service Agreement contains the standard contract language and Exhibts A - F used for all DHS contracts
- The Division of Rehabilitation Services Attachment D containing contractual requirements that are specific to DRS
- The Program Manual containing program service provision
- The Department will initiate the Community Service Agreement, notify the Provider that it is ready to be downloaded from the Community Service Agreement Tracking System (CSA) for review and signature, obtain the DHS Secretary's signature and return a copy of the executed contract to the Provider.
- Amendment Procedures
- There are two types of amendments to an executed agreement:
- A two party signed amendment will be initiated when:
- New program services are added to the original agreement
- Language within the existing agreement is changed
- A letter will be sent to the provider when:
- A program's estimated funding amount is increased or decreased
- The Program Manual is revised due to a change in federal or state law or other reason of substance, when warranted
- A program's estimated funding amount is increased or decreased. This in turn changes the budget on CSA Tracking System and the provider must make the adjustment to this on line budget.
- If an amendment is not required, a modification may be deemed appropriate. Modifications do not alter any provisions of the agreement including the total funding amount. Providers may modify existing budget line item amounts per program up to 10% of the program funding total. Providers must send documentation regarding the transaction to the Project Officer for reconciliation purposes.
- Changes in Provider name, FEIN, address, etc., should be submitted to the Project Officer on Provider letterhead as soon as possible. The Project Officer will forward to the DRS Contract Unit who will inform Office of Contract Administration (OCA). This is done to ensure that payments are handled appropriately and are not interrupted.
- Deliverables and Costs
Details on deliverables, cost and specific budget information are contained in the DRS Contract Application Packet . The Provider agrees to execute service and budget forms provided by DRS and submit completed forms to the DRS within time frames specified. Failure to submit the required service and budget forms and obtain DRS approval may result in suspension of payments and/or loss of agreement.
- Payment and Billing Information
Reference the DRS individual program manuals for all payment and billing information. All manuals are available by contacting the Provider's DRS Project Officer or the DRS Contract Unit at 217/557-7764 V/TTY.
- Types of Payment
- Fee-for-Service - A program for which the payments are made on the basis of a rate, unit cost or allowable cost incurred and is based on a statement or bill as required by the Department. Payments made as a fee-for-service are not subject to the Illinois Grants Funds Recovery Act (30 ILCS 705/1 et. seq.).
- Expenditure-driven program - A program for which the payments are made based on an expenditure report from the provider reflecting the actual expenditures incurred. These contracts are subject to the Illinois Grants Fund Recovery Act (30 ILCS 705).
- Payments made to the Provider are based upon services and rates as specified in the approved Contract Application Packet . Billings, with substantial documentation, are submitted by the Provider upon completion of service. The Provider must accurately complete and submit billings in a timely manner. Refer to the DRS Program Manuals for timeframes. The Provider understands that incorrect billings or portions of billings may not be processed in the current monthly cycle and may be returned to the Provider for correction.
- The Provider must submit accurate reports (service or cost, as specified by the Department). Payments may be suspended if reports are not received in the proper format or timely as specified in the Program Manuals.
V. Provider Responsibility
- The Provider must submit accurate reports (service or cost, as specified by the Department). Payments may be suspended if reports are not received in the proper format or timely as specified in the Program Manual.
- Liaison activity with DRS through Project Officer regarding operations of project
- Preparation and delivery of all required reports/materials and payment requests, ensuring program expenditures comply with agreement requirements
- Attend training sessions/meetings held for providers by DHS/DRS
- Cooperate with and assist designated DHS/DRS staff in monitoring, evaluating and/or auditing project
VI. Department Responsibility
- Each program is assigned a Project Officer, who is a DHS/DRS staff member responsible for program specific oversight, technical assistance and monitoring of program.
- Program areas receive administrative, programmatic and budgetary oversight from a Program Administrator, who is a DHS/DRS Central Support staff member.
- DRS will inform provider agencies of any new DRS policies, procedures or guidelines.
VII. Support Services - Not Applicable
VIII. Billing Instructions
Reference the DRS individual program manuals for all payment and billing information, as applicable. All manuals are available by contacting the Provider's DRS Project Officer.
IX. Program Monitoring
- Monitoring consists of two elements: fiscal and program. The DRS Project Officer is responsible for assuring the program is appropriately funded and for determining, through review of reports and contact with the provider, whether the prescribed objectives are being achieved.
- Since monitoring requirements may vary, reference DRS individual program manuals for specific Reporting and Monitoring Requirements, when applicable. All manuals are available by contacting the Provider's DRS Project.
X. Program Budget
The Program Budget is completed as part of the annual application packet process. Refer to the DRS Contract Application Packet or contact the DRS Project Officer.
Refer to Program Manual for specific forms to be used.
All manuals are available by contacting the Provider's DRS Project or the DRS Contract Unit at 217/557-7764 V/TTY.