Youth Intervention Services Program Manuals

Bureau of Youth Intervention Services (BYIS)
Program Manual FY 2015

I. Introduction/Definition

This document serves to provide additional requirements, guidance and forms necessary to implement the programs within the Bureau of Youth Intervention Services (BYIS) and serves as the Program Manual to the Illinois Department of Human Services (DHS) Community Services Agreement. This Program manual provides program implementation requirements beyond and in addition to those in the Agreement and applies to the programmatic areas of BYIS.

The Bureau of Youth Intervention Services (BYIS) ) implements several programs throughout the state in partnership with local communities and community based organizations to ensure the safety of youth, to support families in crisis, prevent juvenile delinquency, to encourage academic achievement and to divert youth at risk of involvement in the child welfare, and juvenile justice systems. BYIS provides support to the Illinois Juvenile Justice Commission and the Illinois Redeploy Oversight Board.

II. Program Services

The following is an overview of service programs funded within the Bureau of Youth Intervention Services (BYIS). The provider will provide the service program(s) specified in the CSA in accordance with the CSA exhibits, BYIS Program Manual and corresponding Program Plan and Budget.

A. Comprehensive Community Based Youth Services (CCBYS)

The Comprehensive Community-Based Youth Services (CCBYS) program was created by a 1982 state statute (20 ILCS 505/17) and serves youth, ages 11-17, and their families when appropriate, who are at risk of involvement with the child welfare and/or the juvenile justice system. This includes runaways, lockouts, unaccompanied homeless youth as well as youth beyond the control of their parents. The program is a statewide network of supports and services that ensure eligible youth access to needed community, prevention, diversion, emergency and independent living services. The primary purpose of CCBYS is providing youth in high risk situations, and their families, with a continuum of services according to their needs with the overreaching goal of family preservation, reunification and/or family stabilization. CCBYS services are delivered by community agencies throughout the state.

B. Homeless Youth (HY)

The Homeless Youth program serves those youth who are 14 to 21 years of age who cannot return home and/or lack the housing and skills necessary to live independently. The program strives to meet the immediate survival needs of youth (food, clothing, and shelter) and to provide services that help homeless youth transition to independent living and become self-sufficient. Services provided are emergency shelter, outreach and transitional living. These services are available to youth in these programs include: housing, food, needed goods, and assistance in obtaining and maintaining available entitlements support sand services, educational services, life skills/independent living skills, employment and/or vocational training.

C. Release Upon Request (RUR)

The Release Upon Request (RUR) program serves youth 12-17 years of age who have been ordered released from the Cook County Temporary Juvenile Detention Center, but who remain there because a parent, guardian or custodian has failed to accept custody. This program is available only in Cook County. The purpose of the RUR program is to ensure that youth are removed from detention within 24 hours of referral. Once that is accomplished, the focus of the program turns to efforts to reunify the family.

D. Teen Reach (TR)

Teen REACH (Responsibility, Education, Achievement, Caring and Hope) provides services to at-risk youth between the ages of 6 and 17. The purpose of the program is to expand the range of choices and opportunities that enable, empower and encourage youth to achieve positive growth and development, improve expectations and capabilities for future success and avoid and/or reduce risk-taking behavior. Teen REACH services are delivered by community-based agencies throughout Illinois.

E. Redeploy Illinois (RI)

Redeploy Illinois funding gives counties the financial support to provide comprehensive services to delinquent youth, ages 13 to 18, in their home communities instead of sending youth to the Illinois Department of Juvenile Justice (IDJJ). The funds provided to the Redeploy Illinois sites help fill the gaps in the existing continuum of programs and services for delinquent youth, allowing counties to cost effectively serve youth locally and reduce their reliance on IDJJ. Prior research provides solid evidence that community-based services for delinquent youth are more effective and less expensive than a sentence to secure confinement for a certain profile of youth offenders who are deemed likely to benefit from such services, since the cost of community-based programs is lower than the cost of incarceration. Through Redeploy Illinois, counties can link each youth to a wide array of needed services and supports within his or her home community, as indicated through an individualized needs assessment. Services are provided in the least restrictive manner possible, and include, but are not limited to, case management, court advocacy, education assistance, individual, family and/or group counseling, and crisis intervention.

F. Illinois Second Chance

Illinois Second Chance provides services to male and female youth age 17 1/2 and younger, with co-occurring substance abuse and mental health issues that are being released from secure correctional facilities to Cook County. The purpose of the program is to provide individualized, comprehensive aftercare planning and services for high-risk, high need youth that will support them as they transition from incarceration into the community. Illinois Second Chance creates a reentry infrastructure that incorporates evidence-based intervention techniques and community-based health and human services, beginning two months prior to release and continuing four months post-release. A partnership between the IDHS and IDJJ provides each youth with an aftercare plan that addresses the individual and his/her family's assessed needs, provides a service based case plan, and identifies the community placement requirements. Illinois Second Chance uses Family Integrated Transitions (FIT) as the primary strategy to reduce recidivism among juvenile offenders with mental health and chemical dependency disorders. Illinois Second Chance services are currently delivered in Cook County.

G. Title II Juvenile Justice Formula Grants Program

This federally funded program is authorized under Sections 221-223 of the Juvenile Justice and Delinquency Prevention (JJDP) Act and is conditioned upon compliance with 4 core requirements of the JJDP Act: 1) deinstitutionalization of status offenders; 2) sight and sound separation of juveniles from adult offenders; 3) jail removal; and 4) reducing disproportionate minority contact. The program supports state and local efforts to plan, establish, operate, coordinate, and evaluate projects directly or through grants and contracts with public and private agencies for the development of more effective education, training, research prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency and programs to improve the juvenile justice system. The Title II Program places a strong emphasis on the use of data and evidence in policy making and program development, and on the implementation of evidence-based practices. Projects funded under this program must address one of the following program areas:

  • Aftercare/Reentry - Programs to promote successful return to the community after incarceration
  • Alternatives to Detention - Community-based alternatives to secure confinement
  • Child Abuse and Neglect Programs - Prevention based programs for victims of child abuse and neglect
  • Compliance Monitoring - Programs to monitor state compliance with core requirements of the JJDP Act
  • Disproportionate Minority Contact (DMC) - Reducing DMC as a core requirement of the JJDP Act
  • Gender - Specific Services for Female Juvenile Offenders
  • Transportation/Jail Removal Grants - To maintain state compliance with core requirements of the JJDP Act
  • Juvenile Justice System Improvement - Programs and research to examine issues and improve juvenile justice system practices, policies or procedures
  • Mental Health and Substance Abuse Programs
  • Sex Offender Programs - Programs and research around best practices for juvenile sex offender treatment
  • Youth Advocacy - Activities focused on improving services, enhancing engagement and protecting rights of juvenile justice involved youth

H. Juvenile Accountability Block Grants (JABG) Program

This federally funded program is designed to help communities implement accountability-based programs that focus on both juvenile offenders and the juvenile justice system. These programs focus on providing juvenile offenders with individualized consequences through which they are made award of held responsible for the impact of their actions on a victim; and on increasing the juvenile justice system's capacity to develop youth competence, efficiently track youth through the system, and provide enhanced alternative and restorative justice sanctions. Projects funded under this program must address one of the following program areas:

  • Law Enforcement and Court Personnel Training Programs - Aimed at preventing and addressing juvenile crime
  • Interagency Information Sharing Programs to Aid Informed Decision Making Regarding Juvenile Offenders
  • Accountability-Based Programs Designed to Reduce Recidivism
  • Programs to Provide Risk and Needs Assessments and Treatment for Juvenile Offenders
  • Restorative Justice Programs

I. Special Projects

Special Project contracts provide services to Illinois citizens when special needs are identified. Programs are negotiated individually. Services may be restricted to target populations, specified communities or geographic areas.

III. Applicable Rules and Statutes

The Provider shall provide services as set forth in the pertinent portions of the FCS Program 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. 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
  2. 42 CFR 431.300 - 431.307: Medicaid provisions of Title XIX of the Social Security Act and its rules, specifically provisions regarding "Safeguarding Information on Applicants and Recipients"
  3. 45 CFR Part 16: Procedures of the Departmental Grant Appeals Board
  4. 45 CFR 74 and 45 CFR 75: U.S. Department of Health and Human Services provisions regarding Administration of Grants
  5. 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. 20 U.S. Code 6301: Safe and Drug Free Schools and Communities Act, Title IV
  3. 22 U.S. Code 7102 et seq.: Victims of Trafficking and Violence Protection Act
  4. 42 U.S. Code 290aa et seq.: Public Health Service Act
  5. 42 U.S. Code 11431 et seq.: McKinney Vito Act of 2011
  6. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
  7. 42 U.S. Code 5601 et seq.: Juvenile Justice and Delinquency Prevention Act
  8. 42 U.S. Code 10401 et seq.: Family Violence Prevention and Services Act
  9. 42 U.S. Code 13701 et seq.: Violent Crime Control and Law Enforcement Act of 1994
  10. 42 U.S. Code Chapter 7, Subchapter V, Section 701: Authorization of Appropriations

Executive Orders

  • (http://www2.illinois.gov/gov/Pages/ExecOrders.aspx)

Illinois Administrative Code

  • (http://www.ilga.gov/commission/jcar/admincode/titles.html)

ILL Constitution (1970 act. 1, sec. 17, Fair Employment Practices)

  • (http://www.ilga.gov/commission/lrb/con1.htm)

SAMS (Section 11) (pdf) - Expenditure Authority

  • (http://www.apps.ioc.state.il.us/ioc-pdf/SAMSManualMaster.pdf) (pg.392)

SAMS Procedure 15.20.95 (pdf) - Contract Signatures

  • (http://www.apps.ioc.state.il.us/ioc-pdf/SAMSManualMaster.pdf) (pg.665)

State Rules: Title 77 Illinois Administrative Code

  1. Part 2030: Award and Monitoring of Funds

State Rules: Title 89 Illinois Administrative Code

  1. Part 130.200: Administration of Social Service Programs, Domestic Violence Shelter and Service Programs
  2. Part 300: Reports of Child Abuse and Neglect
    1. 300.90: Timeframes for the Investigation
    2. 300.150: Referrals for Serves
  3. Part 310: Delivery of Youth Services Funded by the Department of Human Services
  4. Part 313: Community Services
  5. Part 334: Administration and Funding of Community-Based Services to Youth
  6. Part 401: Licensing Standards for Child Welfare Agencies
  7. Part 407: Licensing Standards for Day Care Centers
    1. 407.360: Medications
  8. Part 507: Audit Requirements of DHS
  9. Part 509: Fiscal/Administrative Recordkeeping and Requirements
  10. Part 511: Grants and Grant Funds Recovery
  11. Part 600: Interstate Compact for Juveniles
  12. 42 U.S. Code Chapter 147: Prison Rape Elimination Act

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 2310/55.05: Civil Admin. Code of Illinois
  7. 30 ILCS 105/9.04: State Finance Act
  8. 30 ILCS 105/15a: State Finance Act
  9. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
  10. 30 ILCS 435/15: Human Services provider Bond Reserve Payment Act
  11. 30 ILCS 500/1-15.60: Illinois Procurement Code
  12. 30 ILCS 500/20-80: Illinois Procurement Code
  13. 30 ILCS 540/1 et seq: State Prompt Payment Act
  14. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
  15. 30 ILCS 590/1 et seq: State Agency Employees Child Care Services Act
  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 210/3: Consent by Minor to Medical Procedure Act
  22. 705 ILCS 405: Illinois Juvenile Court Act
  23. 705 ILCS 5/3-12-7: Unified Code of Corrections
  24. 720 ILCS 5/33E-9 Criminal Code
  25. 730 ILCS 110/16.1: Unified Code of Corrections, Probation and Probation Officers Act
  26. 750 ILCS 30: Emancipation of Minors Act
  27. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
  28. 760 ILCS 55/1: Charitable Trust Act
  29. 805 ILCS 5: Business Corporation Act

Additional Certifications and Acknowledgements

The following programs receive funding from a federal grant that requires additional certifications and acknowledgements:

  1. Illinois Second Chance
  2. Juvenile Justice Title II Programs
    1. Transportation
    2. Domestic Battery
    3. Juvenile Reentry
    4. Disproportionate Minority Contact
    5. Compliance Monitoring
    6. Systems Improvement
  3. Juvenile Accountability Block Grant Programs
    1. Formula Grants
    2. Discretionary Grants

This section applies to the above programs and is in addition to certifications, assurances and statements found elsewhere in the Community Services Agreement. These additional certifications and acknowledgements are as follows:

  1. Provider certifies that each education program or activity it operates will be conducted in compliance with Title IX of the Education Amendments of 1972 and that it does not discriminate on the basis of sex in employment or in the delivery of services or benefits. See 28 CFR §§54.115(a), 54.140(a).
  2. Provider acknowledges that it may be subject to the nondiscrimination provisions in one or more of the following statutes: the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, as amended, 42 U.S.C. §3789d(c); the Juvenile Justice and Delinquency Prevention Act (JJDPA) of 1974, as amended; 42 U.S.C. §5672(b); the Victims of Crime Act (VOCA) of 1984, as amended, 42 U.S.C. §10604(e). See also 28 CFR Part 42, Subpart D.
  3. Provider acknowledges that it must comply with the U.S. Department of Justice's regulations regarding an Equal Employment Opportunity Plan (EEOP) (see http://ojp.gov/about/ocr/eeop.htm ). 28 CFR Part 42, Subpart E.
  4. Provider acknowledges that it will notify both its employees and program beneficiaries that they may file a complaint of discrimination directly with the Office for Civil Rights at the Office of Justice Programs, U.S. Department of Justice, 810 7th Street, NW, Washington, DC 20531. 28 CFR §31.202(b)(3); Part 42, Subparts C, D, G, I; Part 54.
  5. Provider certifies that it will not discriminate either in employment or in the delivery of service or benefits based on actual or perceived race, color, national origin, sex, gender identity, sexual orientation or disability. Violence Against Women Reauthorization Act of 2013, P.L. 113-4, § 3(b)(4), 127 Stat. 54, 61-62 (2013) (to be codified at 42 U.S.C. §13925(b)(13)); see also DOJ's Frequently Asked Questions, April 9, 2014, regarding it (available at http://ojp.gov/about/ocr/pdfs/vawafaqs.pdf ).
  6. Charitable Choice: Provider certifies that it is compliant with Department of Justice rules regarding Equal Treatment for Faith-Based Organizations, 28 CFR Part 38; and
  7. Provider acknowledges that it will complete the Federal Civil Rights Questionnaire annually and submit completed questionnaire to their DHS program contact.

IV. Program Specific Standards

The following BYIS Programs have Program-Specific Standards that are referenced within the CSA Exhibits. Those standards represent a set of directives as to how the particular program is to be implemented. These standards do not replace any directives outlined this BYIS Program Manual or the CSA. They are instead in addition to those components of the contract.

  1. Comprehensive Community-Based Youth Services (CCBYS)
  2. Teen REACH (TR)

V. Program Specific Logic Models

The following BYIS Programs have Program-Specific Logic Models that represent a logical framework that will be used by BYIS to evaluate the effectiveness of the identified program model. These Logic Models depict the intended outcomes expected as a direct result of the Provider successfully implementing the Strategies and associated Activities. Providers will be held accountable for implementing the identified program Strategies a combination of 1) desk audits; 2) on-site reviews; and through program performance measures (found in the program specific Exhibits of the CSA).

These Logic Models do not replace any directives outlined this BYIS Program Manual or the CSA. They are instead in addition to those components of the contract. The following programs have Logic Models depicted below:

  1. Comprehensive Community-Based Youth Services (CCBYS)
  2. Homeless Youth (HY)
  3. Redeploy Illinois
  4. Teen REACH (TR)

VI. Program and Spending Plan/Budget Modifications

If necessary, a provider may request a modification to the approved program plan and/or approved Spending Plan/Budget. Modifications or amendments to the program and/or spending plan must be submitted by the provider, in writing, and are subject to approval by BYIS.

  1. Program Plan Modifications
    Providers are not allowed to make program plan modifications without pre-approval. Program plan revisions include items such as those that would impact the service delivery model, changes to the specific services offered, numbers of youth to be served, service delivery sites, changes in sub-contractors or their services, deliverables, days open, etc. Modifications not needing pre-approval include staffing.
  2. Spending Plan/Budget Modifications
    Providers are allowed to transfer up to 5% of their total budget within line items without pre-approval from the Department provided that in no circumstance does the amount per line item being revised increase or decrease 10% or more from the original approved spending plan. In such case, a spending plan/budget modification request must be submitted in writing to the Bureau. Any such modification that does not meet the 5% and 10% rule must be pre-approved. If the modification does meet the rule, the provider should keep a record of the transfer in the event that a monitoring review is conducted. Please note, that if a provider makes multiple spending plan/budget revisions, please understand that the 5% and 10% rule apply to the most recently approved budget and NOT your most recent modification unless that modification was approved by the Bureau in writing.

Questions regarding program and spending plan modifications and when they are necessary should be sent by email to: DHS.YouthServicesInfo@illinois.gov; include "Question" and the "Program Name" in the subject line; or call (217) 557-2943.

VII. Department Responsibilities

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

VIII. Support Services

Utilization of Community Resources: It shall be the responsibility of each provider 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

IX. 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. 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.
  3. The Provider shall utilize the appropriate expenditure documentation forms and follow the corresponding instructions for completion and submission. Links to these forms can be found below in Section XI.
  4. The Provider shall submit the required Expenditure Documentation forms by email to: DHS.YouthServicesInfo@illinois.gov with the Program Name/Acronym; Contract number and Month in the Subject Line. If there are any questions, please contact the Bureau at: 217-557-2943.

X. 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 and will be conducted to ensure compliance with all applicable Laws, Rules etc as well as contract requirements. Particular attention will be paid to service delivery and program specific performance measures/standards. Please refer to the program specific "Exhibits" in the CSA for additional detail. 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, contractors, probation staff, county and municipal law enforcement, judges etc.
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
  3. Compliance and Performance Measure reviews.
  4. Periodic audits.
  5. Unannounced visits.
  6. Desk Reviews.

XI. Program Reporting

  1. Program Plan Forms and Instructions
    All programs within BYIS are required to submit an Annual Program Plan each year. Program Plans for new providers/programs will be submitted no later than 30 days following the start of the contract. Program Plans for all other continuing programs are due May 31st of each year for the upcoming program year. Program Plan guidance and submission instructions will be sent to providers under separate cover 30 days prior to the submission due date each year. Please refer to the program specific "Exhibits" for additional program content. Questions relating to the Program Plan Forms or Instructions; please email: DHS.YouthServicesInfo@illinois.gov; include "Question" and the "Program Name" in the subject line; or call (217) 557-2943.
  2. Spending Plan/Budget Forms and Instructions
    All programs within BYIS are required to submit a Detailed Spending Plan/Budget and corresponding Narrative each year along with their Program Plan. The Spending Plan/Budget will be due on the same timelines as the Program Plan above. Please refer to the program specific "Exhibits" for additional instruction regarding the program spending plan/budget. Providers agree to establish and utilize a budget approved by the Provider's Board of Directors. Questions relating to the Spending Plan/Budget Forms or Instructions; please email: DHS.YouthServicesInfo@illinois.gov  ; include "Question" and the "Program Name" in the subject line; or call (217) 557-2943.

C. Program Data Reporting

The following programs are required to enter program and service specific data into the Web-based eCornerstone system. Please refer to the program specific "Exhibits" of the CSA for more detailed instructions and timelines. The eCornerstone programs are:

  1. Comprehensive Community Based Youth Services
  2. Release Upon Request
  3. Homeless Youth
  4. Teen REACH
  5. Redeploy Illinois
  6. Juvenile Reentry

The above providers are also required to ensure that staff utilizing the eCornerstone system has access to a computer with the following minimum specifications:

  • Windows XP
  • Pentium 233 megahertz (MHZ) processor or faster (300 MHZ is recommended)
  • At least 64 megabytes (MB) of RAM (128 MB is recommended)
  • At least 1.5 gigabytes (GB) of available space on the hard disk
  • Requirements not related to the operating system include: Internet Explorer 8; Internet access, preferably high-speed; Email capability
  • In addition, programs are required to stay current with all new software releases, service packs and updates.

The following programs are required to provide program and service specific data in a paper format as prescribed by the Department. Please refer to the program specific "Exhibits" of the CSA for more detailed instructions and due dates.

  1. Homeless Youth
  2. Redeploy Illinois
  3. Illinois Second Chance
  4. Juvenile Justice Title II Programs
    • Transportation
    • Domestic Battery
    • Juvenile Justice Councils
    • Juvenile Reentry
    • Disproportionate Minority Contact
    • Compliance Monitoring
    • Systems Improvement
  5. Juvenile Accountability Block Grant Programs
    • Formula Grants
    • Discretionary Grants

D. Expenditure Reporting Forms by Program

Questions relating to the Expenditure Documentation Forms or Instructions; please email: DHS.YouthServicesInfo@illinois.gov; include "Question" and the "Program Name" in the subject line; or call (217) 557-2943.

  1. Comprehensive Community Based Youth Services
  2. Release Upon Request
  3. JABG
  4. All other BYIS Programs: Teen REACH; Homeless Youth; Redeploy Illinois; Illinois Second Chance; and JJ Title II programs