Basic Support/Domestic Violence Program Manual

Bureau of Basic Support
Domestic Violence Prevention/Intervention (DVPI) & Partner Abuse Intervention and Prevention (PAIP)

Please direct all program related information and questions to:

Karin Manning (DVPI)
Domestic Violence and Sexual Assault Unit
Office of Adult Services & Basic Supports
Division of Family and Community Services
Phone: (217) 782-0592
Fax:(217) 524-6248
Email:  Karin.Manning@illinois.gov
Teresa Tudor (PAIP)
Domestic Violence and Sexual Assault Unit
Office of Adult Services & Basic Supports
Division of Family and Community Services
Phone:  (217) 558-6192 
Fax: (217) 524-6248
Email: teresa.tudor@illinois.gov

I. Introduction/Definition

The Illinois Department of Human Services Domestic Violence Victim and abuser services are dedicated to assisting individuals and families to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.

Domestic Violence Prevention and Intervention Program

The Program supports community-based providers which provide awareness and education about domestic violence, training to 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.

Partner Abuse Intervention Program

The Department of Human Services funds partner abuse intervention programs across the state. These programs provide domestic violence perpetrator services such as assessment, group education, and case coordination with referral sources. Other supplemental services can include information and referral, and systems advocacy. These services help perpetrators accept responsibility, modify abusive attitudes and beliefs, and give them tools to become and remain, healthy, non-abusive partners and parents. In addition to these intervention services, partner abuse intervention programs also provide primary prevention services such as anti-violence programs in schools, public awareness campaigns, community education and collaboration.

II. Policies & Procedures

Statutes/Rules

The Provider will provide the following services and agrees to act in accordance with all state and federal statutes and administrative rules applicable to the provision of services pursuant to the CSA Agreement and the Program Manual.

III. Deliverables/Payments

The Community Service Agreement details requirements for deliverables in Exhibit B and payments in Exhibit C.

IV. Provider Responsibilities

The Provider's Responsibilities are described in the Community Service Agreement in Exhibit B. In addition to those responsibilities, the Provider shall:

  1. Ensure that Sub Grantees perform criminal background and CANTS checks on personnel providing direct services to children.
  2. Obtain approval from the Department for all materials produced pursuant to this Agreement. If materials are produced by the Provider without prior approval by the Department, production costs may be disallowed.
  3. Ensure that all staff and volunteers report suspected abuse, neglect and maltreatment according to the Illinois Abused and Neglected Child Reporting Act (ANCRA).
  4. Ensure that all staff and volunteers report suspected abuse, neglect, and exploitation of persons 60 and over who are unable to report for themselves. The reports are required by the Elder Abuse and Neglect Act (320 ILCS 20/1 et. seq.).
  5. Ensure representation at mandatory program meetings, management and program trainings convened by or in behalf of the Department. Providers will be notified of any such meetings and required staffing levels.
  6. Cooperate and participate in any research and survey efforts which have been approved by the Department. Cooperate and participate in the Departments' program evaluation and strategic plan initiatives. The Department agrees to consider requests for waiver or modifications of a research participation mandate from individual providers.

Domestic Violence Prevention and Intervention Program

Definitions

On-Site Programs are programs that provide:

  1. emergency shelter for victims and their vulnerable family members in a provider-operated, on-site facility, and
  2. all of the comprehensive domestic violence services, and
  3. outreach and prevention services to the community.

Off-Site Programs are programs that provide:

  1. emergency shelter for victims and their vulnerable family members at an off-site facility such as hotels/motels, safe homes, and
  2. all of the comprehensive domestic violence services, and
  3. outreach and prevention services to the community.

Specialized Programs do not provide emergency shelter for victims. Their primary purpose is the provision of specialized but limited domestic violence services. A Specialized Program is required to provide:

  1. information and referral,
  2. and at a minimum one of the following services: counseling, advocacy, Illinois Domestic Violence Act advocacy, and
  3. maintain memorandums of understanding to refer victims for shelter.

Comprehensive Domestic Violence Services include:

  1. shelter
  2. 24 hour response to calls from the statewide help line
  3. information and referral
  4. counseling
  5. advocacy
  6. Illinois Domestic Violence Act advocacy, and
  7. transportation

Purpose

Providers shall provide a safety net to assist victims and their children. The goals of services are to meet the immediate crisis and long-term needs of victims and their vulnerable family members and to prevent domestic violence.

Program Administration

In administering the programs and activities, the Provider shall:

  1. Provide Domestic Violence Comprehensive Services to clients who are or have been victims of or threatened with domestic violence or abuse, whether physical, sexual, or emotional. Persons eligible as clients are adults and minors and their vulnerable family members. Eligibility for service is based on the victim's self-reported current needs and ability to benefit from such service.
  2. Provide services in accordance with the Illinois Domestic Violence Service Guidelines.
  3. Help each victim and vulnerable family member identify their immediate crisis and long term needs and develop an individualized service plan to meet the identified needs.
  4. Shall not charge victims, their children, or vulnerable family member's fees for comprehensive domestic violence services. The Provider shall make no direct payments to victims or their dependents.
  5. Shall not discriminate in the provision of services on the basis of age, race, creed, sex, ethnicity, color, national origin, the county of origin, marital status, sexual orientation, citizenship status, spoken language, disability, or religion.

Services

  1. The Provider shall provide a domestic violence program as outlined below and defined in the Provider's Program Plan. Services are to be available for the entire funding period.
  2. Emergency shelter for victims of domestic violence and their vulnerable family members.
  3. On-Site and Off-Site Programs must be able to accommodate/accept shelter clients 24 hours per day, 365 days per year. Providers shall notify the Bureau when interruptions in shelter services occur.
  4. On-Site Program staff must be present at the shelter at all times when victims are present.
  5. On-Site and Off-Site Programs must have trained staff and/or trained volunteers available on a 24-hour basis to answer calls directly from the statewide hotline and others for immediate crisis intervention. No answering machines or services are permitted.
  6. Specialized programs must have trained staff and/or trained volunteers available to answer calls directly from the statewide hotline and others for information and referral and crisis intervention. Voice mail systems are permitted when a program is closed.
  7. Provide information and referral services by staff/volunteers who meet the 40-hour training requirements.
  8. Provide individual and/or group counseling which includes emotional support, guidance, education, problem solving, listening, discussion of rights and options, safety planning, service planning and related services.
  9. Individual and group counseling must be provided by staff/volunteers who meet the 40-hour training requirements.
  10. Provide advocacy - contact by a staff/volunteer with a third party on behalf of a victim.
  11. Advocacy must be provided by staff/volunteers who meet the 40-hour training requirements.
  12. Illinois Domestic Violence Act advocacy - an explanation of the Illinois Domestic Violence Act and how to obtain a civil or criminal Order of Protection (OP) and assistance in obtaining an OP, including intervention/contact on the victim's behalf with representatives of the civil or criminal justice system and law enforcement personnel.
  13. On-Site and Off-Site Programs must provide transportation assistance or provide direct transportation for victims.
  14. On-Site and Off-Site Programs are required to provide outreach and prevention services to the community.
  15. Providers may choose to provide or purchase supplemental services - episodic child care, child visitation, civil legal assistance, educational assistance, emergency medical care, employment assistance, housing assistance, mental health counseling, substance abuse counseling, and translation for those receiving comprehensive domestic violence services from the Provider.

Health and Safety

  1. All Providers are required to assure the health and safety of the victims that they serve.
  2. Providers are required to meet all federal, state and local requirements related to health, safety and zoning.
  3. Providers are required to develop and observe written security and safety procedures designed to protect victims and staff from abusers.
  4. Providers will perform criminal background and CANTS checks on personnel coming in direct contact with children served by the Provider.

Partner Abuse Intervention Program

Purpose

Partner abuse intervention programs (PAIPs) work with perpetrators of domestic violence to assist them in recognizing and understanding attitudes and behaviors that lead to violence directed at their intimate partners. Within group settings, programs teach perpetrators skills that promote nonviolence and non-violent ways of communicating and facilitate personal accountability.

Program Administration

In administering the programs and activities funded hereunder, the Provider will:

  1. Provide partner abuse intervention services to program clients who, because of their abuse of their intimate partners, have been convicted of crimes, those who could have been convicted had they been prosecuted, or those who could have been prosecuted had they been arrested. Program clients have been court-ordered or mandated by DCFS to attend a PAIP or have voluntarily chosen to attend.
  2. Comply with the Illinois Protocol for Partner Abuse Intervention Programs. The Provider must be approved by the Department as protocol compliant and remain in good standing with protocol requirements.
  3. Develop and maintain policies and procedures in key areas of PAIP programming: intake, group, service coordination, and system collaboration.

Service Delivery Model

The service delivery model reflects the safety of victims and children as programs' priority; respects the authority and autonomy of adult victims to direct their own lives; and holds perpetrators responsible for the abusive behavior and for stopping the abuse. Victim safety is paramount when determining operational policies and procedures. Program staff should work closely with domestic violence victim services programs to encourage victims to follow safety plans and seek assistance as often as it is necessary to keep their children and themselves safe to coordinate services, to promote public education, and to enhance program accountability for the safety of victims.

Providers are expected to work closely with the courts, law enforcement agencies, probation offices, children and family services and local family violence coordinating councils to promote abuser accountability. Efforts include reporting progress and recommendations on program participants as appropriate, conducting educational activities to build a better understanding of domestic violence and partner abuse intervention, and participating in strategies geared toward reducing intimate partner violence.

Services

The provider shall provide a Partner Abuse Intervention Program as outlined below and defined in the Protocols for Partner Abuse Intervention Programs. Services are to be available for the entire funding period.

  1. Conduct assessments to determine eligibility for and appropriateness of clients referred to the program. Assessments must include all required elements outlined in the protocols.
  2. Facilitate PAIP groups for clients deemed appropriate through the assessment process.
  3. Educational content, format, structure, and staffing must adhere to the protocol standards.
  4. Communicate and coordinate services with referral source. Provide written and verbal communication as appropriate to ensure abuser accountability and victim safety.
  5. Make referrals to appropriate services when client needs are identified beyond the scope of PAIP. Priority should be given to those client needs that potentially impact the effectiveness of participation in PAIP or jeopardize victim safety.

V. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement.

VI. 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 Corrections Juvenile Division
  2. Illinois Department of Children and Family Services
  3. Local probation departments
  4. Local mental health agencies
  5. Local disability service providers
  6. Local schools
  7. Local substance abuse providers
  8. Other related social services agencies
  9. Local law enforcement agencies
  10. Domestic Violence services agencies
  11. Sexual Assault service agencies
  12. Partner Abuse Intervention Programs

VII. Billing Instructions and Match Requirements

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.
  5. The Provider shall submit expenditure documentation via email to the following:
  6. Instructions and form:

Provider Match Requirements

The Provider shall provide matching funds paid from unrestricted state, federal or private monies donated to the Provider and shall certify such matched funding to the Department as set forth below. The rate of match shall be a weighted average based on the total level of each funding source and the required match for each source. The rate of match shall be designated by the Department and shall not exceed 25% of the total cost of the program being funded. The total cost of the program being funded shall be the combined total of the grant award and the required match. Funds designated by the Provider as match under this Attachment shall not be used to match other contracts or grants.

By accepting this grant and by executing this Agreement, the Provider hereby certifies that the required matching funds shall be secured and shall be made available for the support of the activities described herein.

VIII. Program Monitoring

The service Provider, sub grantees and fiscal agent will make available to the Secretary of the Department of Human Services or the Secretary's designee, access to data, records and all facilities in which service or administrative operations are performed to ensure compliance with the terms and conditions of the Agreement.

IX. Spending Plan

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

A copy of the annual spending plan must be submitted with the program plan.

X. Applicable Rules and Statutes

The Provider shall provide services as set forth in the pertinent portions of the FCS Program Specific Manual and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services, including, but not limited to the following:

Federal Rules:

  1. 45 CFR 74 and 45 CFR 75: U.S. Department of Health and Human Services provisions regarding Administration of Grants
  2. 45 CFR 260: General Temporary Assistance for Needy Families (TANF) Provisions

Federal Statutes:

  1. 20 U.S. Code 1431: Individuals with Disabilities Education Act, Part C
  2. 22 U.S. Code 7102 et seq.: Victims of Trafficking and Violence Protection Act
  3. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
  4. 42 U.S. Code 10401 et seq.: Family Violence Prevention and Services Act
  5. 42 U.S. Code 13701 et seq.: Violent Crime Control and Law Enforcement Act of 1994

State Rules:

State Rules: Title 89 Illinois Administrative Code

  1. Part 130.200: Administration of Social Service Programs, Domestic Violence Shelter and Service Programs
  2. Part 501: Partner Abuse Intervention
  3. Part 507: Audit Requirements of DHS
  4. Part 509: Fiscal/Administrative Recordkeeping and Requirements
  5. Part 511: Grants and Grant Funds Recovery

State Statutes:

  1. 5 ILCS 420/1-101 et seq: Illinois Governmental Ethics Act
  2. 5 ILCS 430 et seq: State Officials and Employees Ethics Act
  3. 20 ILCS 405/405-300 Civil Administrative Code of Illinois
  4. 20 ILCS 505/17: Children and Family Services Act
  5. 20 ILCS 1305: Department of Human Services Act
  6. 20 ILCS 1310: Domestic Violence Shelters Act
  7. 20 ILCS 2310/55.05: Civil Admin. Code of Illinois
  8. 30 ILCS 105/9.04: State Finance Act
  9. 30 ILCS 105/15a: State Finance Act
  10. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
  11. 30 ILCS 435/15: Human Services provider Bond Reserve Payment Act
  12. 30 ILCS 500/1-15.60: Illinois Procurement Code
  13. 30 ILCS 500/20-80: Illinois Procurement Code
  14. 30 ILCS 540/1 et seq: State Prompt Payment Act
  15. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
  16. 30 ILCS 705/1: Illinois Grant Funds Recovery Act
  17. 225 ILCS 10: Child Care Act of 1969
  18. 225 ILCS 460/1: Solicitation for Charity Act
  19. 305 ILCS 5/4-12, 9-1, 12-4.5 through 12-4.7, and 12-13: Illinois Public Aid Code
  20. 325 ILCS 5: Abused and Neglected Child Reporting Act
  21. 410 ILCS 250: Developmental Disabilities Prevention Act
  22. 415 ILCS 20/3: Illinois Solid Waste Management Act
  23. 740 ILCS 110: Mental Health and Developmental Disability Confidentiality Act
  24. 750 ILCS 30: Emancipation of Minors Act
  25. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
  26. 760 ILCS 55/1: Charitable Trust Act
  27. 805 ILCS 5: Business Corporation Act

Note on Provider Audit Requirements

The State General Revenue Funds disbursed through the Department of Human Services, Division of Family and Community Services, are usually Maintenance of Effort (MOE) or Temporary Assistance for Needy Families (TANF) matching funds. Therefore, these funds are generally treated as FEDERAL FUNDS at the end of the fiscal year. Such treatment of State General Revenue Funds as Federal Funds may cause the Provider to fall under the audit requirements of OMB Circular A-133. This knowledge can be used to avoid unnecessary additional costs when requesting year-end fiscal audits. The Provider is therefore advised to notify their independent auditor (CPA) of this possibility.