Basic Support/Statewide Helpline, Infonet & Sexual Assault Program Manual

Helping Families. Supporting Communities. Empowering Individuals.

Bureau of Basic Support
Statewide Helpline, Infonet, and Sexual Assault Services

Please direct all program related information and questions to:

Karin Manning, Sexual Assault Services

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

I. Introduction/Definition

The Department's Domestic Violence Prevention and Intervention Program is dedicated to assisting individuals to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.

Statewide Helpline

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.

The Domestic Violence Statewide Help Line is part of the Department's response to domestic violence. The Help Line provides statewide, toll-free, 24-hour, 7 day-a-week, multi-lingual, confidential services to victims and perpetrators of domestic violence, and information to people calling on behalf of a victim including friends or family of the domestic violence victim and first responders such as the police. The Help Line provides victims' access and direct referrals to the Department's funded domestic violence providers via a three-way phone linkage.

Help Line staff make referrals to domestic violence service agencies, identify non-traditional domestic violence services, provide safety planning or tips, and help victims explore service options. The Help Lines' trained domestic violence advocates help provide a safety network for Illinois residents living in remote areas of the state and for those for whom English is not their primary language. Additionally, the Statewide Help Line also increases access to domestic violence services for the deaf and hard of hearing by providing the most up to date technology.

InfoNet

The Department's Domestic Violence Program is dedicated to assisting individuals to live free from domestic violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.

Through a statewide network of community-based providers victims and communities are provided awareness and education about domestic violence, training of 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.

The Illinois Criminal Justice Information Authority's Info-Net System is the system by which the state collects and maintains non-identifying client information and information on services provided to these clients by the statewide network of community-based domestic violence providers. The Department uses Info-Net to meet federal reporting requirements, to identify emerging trends and to target limited resources for victim services.

Sexual Assault Services

Through statewide prevention education and direct services to survivors, the Illinois Department of Human Services' Sexual Assault Prevention and Response Program reduces the incidence of rape and other forms of sexual assault and ensures that survivors of sexual assault have access to appropriate crisis intervention, supportive services, advocacy, counseling and medical care.

For this program, the Department provides grant funds to the Illinois Coalition Against Sexual Assault (ICASA) and its network of community based Rape Crisis Centers and the Centers provide prevention education in their communities and comprehensive direct services to survivors of sexual assault and their significant others.

The following services are provided in at least one location in each of the Department's administrative regions of the State: direct crisis intervention through a 24-hour-a-day sexual assault crisis hotline, advocacy through support services to sexual assault victims by trained staff or trained volunteers during the medical examination, police investigation and/or court proceedings, individual and/or group supportive counseling for victims and their families, information dissemination, training of professionals and paraprofessionals, community education, and referrals to social service agencies, private therapists, physicians, etc.

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 in 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.

State Help Line

The Help Line shall provide toll-free, 24 hour, 7 day a week, confidential and multi-lingual assistance to callers throughout the State of Illinois and function as a clearinghouse for domestic violence services and information.

The Help Line shall maintain an extensive database of statewide resources and shall link callers to the most appropriate and accessible resource.

The Help Line shall be staffed by trained and certified domestic violence advocates known as Victim Information and Referral Advocates (VIRAs).

VIRAs shall be onsite and available to answer calls 24-hours a day, 365 days a year. Spanish speaking VIRSs shall always be available to answer calls and staff shall access the A T & T Language Line for additional language support.

The Help Line shall accept calls and provide assistance and information to all callers throughout the State of Illinois.

Callers shall be provided with immediate information about their rights and options and upon request, shall be offered a direct three-way link to community-based domestic violence resources to include shelter, counseling, legal advocacy, and children's services.

InfoNet

The purpose of the Domestic Violence Info-Net System is to provide for the design, implementation and maintenance of a statewide information network (Info-Net) that meets the needs of victim service providers and also meets the needs of the state agencies that provide funding to victim service providers.

The Provider shall provide services as specified in the Info-Net Interagency Agreement between the Illinois Criminal Justice Information Authority and the Department.

Services shall include the following as indicated in Item #3 of the Interagency Agreement: support access to the Info-Net by Department-funded domestic violence victim service providers (Info-Net Users); provide Info-Net training, technical assistance, and support for Info-Net Users; provide systems maintenance necessary to support Info-Net Users; and provide technical assistance and support to the Department.

As specified in Item #11 of the Interagency Agreement, the Provider shall grant the Department a nonexclusive license to use Info-Net software and computer programs.

Sexual Assault Services

Ensure that Sub Grantees perform criminal background and CANTS checks on personnel providing direct services to children.

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.

Ensure that all staff and volunteers are mandated reporters according to the Illinois Abused and Neglected Child Reporting Act (ANCRA).

Ensure that Providers must 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.).

The Provider will 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.

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.

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. Expenditure documentation forms shall be submitted to the Domestic Violence and Sexual Assault Unit by email to karin.manning@illinois.gov

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.