Bureau of Basic Support
System Change Initiatives Program Manual
Fiscal Year 2015
Please direct all program related information and questions to:
Domestic Violence and Sexual Assault Unit
Office of Adult Services & Basic Supports
Division of Family and Community Services
Phone: (217) 558-6192
Fax: (217) 557-9894
Table of Contents
- I. Introduction/Definition
- Systems Change Initiatives
- II. Policies & Procedures
- III. Deliverables/Payments
- IV. Provider Responsibilities
- V. Department Responsibilities
- VI. Billing Instructions and Match Requirements
- VIII. Program Monitoring
- IX. Spending Plan
- X. Applicable Rules and Statutes
The Department's Domestic and Sexual Violence efforts are dedicated to assisting individuals with disabilities to live free from domestic and sexual violence by promoting prevention and by working in partnership with communities to advance safety, equality and respect for all.
Systems Change Initiatives
The Department's Systems Change Initiatives are dedicated to improving the identification of and response to domestic and sexual violence against people with disabilities by examining the intersection of violence and disabilities.
Through a collaborative approach between victim services and disability service providers, barriers to survivors with disabilities accessing services are addressed, outreach and education efforts are enhanced and trauma-informed support systems are strengthened.
These system change initiatives are supported through grants from the Department of Justice, Office of Violence Against Women. The Department provides funding to the Illinois Coalition Against Domestic Violence and the Illinois Coalition Against Sexual Assault to support OVW approved grant activities.
II. Policies & Procedures
The Provider will deliver services as described in the Community Services Agreement 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.
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:
- Participate in state planning meetings and related sub-committees, provides expertise on violence against women, and connects collaborative efforts to its network of providers.
- Promote systems change through training, service standards, and resource development.
- Ensure that involvement of people with disabilities in project activities is supported by arranging accommodations.
- Provide staff, logistical and fiscal support for OVW required grant activities and approved workplan activities.
- Arranges meeting/training logistics, reimburses non-IDHS committee member expenses, and manages subcontracts.
- 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 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. Billing Instructions and Match Requirements
Providers shall use the following methodology to document the use of these funds:
- 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.
- 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 or quarterly basis, within 30 days after the end of each calendar month/quarter.
- All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
- Expenditure documentation forms shall be submitted to the Domestic Violence and Sexual Assault Unit by email to firstname.lastname@example.org.
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.
X. Applicable Rules and Statutes
The Provider shall provide services as set forth in the pertinent portions of this Program Specific and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services, and provide required certifications and acknowledgements, including, but not limited to, the following:
- 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).
- 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.
- 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.
- 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.
- 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).
- 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
- Provider acknowledges that it will complete the Federal Civil Rights Questionnaire annually and submit completed questionnaire to their DHS program contact.