Positive Youth Development Program Manual

Helping Families. Supporting Communities. Empowering Individuals.

Program Manual FY 2017

The information below represents the grant programs housed in the Bureau of Positive Youth Development. All terms and conditions as stated in this Program Manual are relevant to all grant programs unless otherwise noted.

I. Introduction/Definition

Substance Abuse Prevention Program (also referred to as Addiction Prevention)

The Substance Abuse Prevention Program provides resources to support four types of grant programs, a multi-tiered substance abuse prevention system. The substance abuse prevention system consists of four grant types: Local Capacity Building, Direct Service, Strategic Prevention Framework, and State Capacity Building.

  • Local Capacity Building Grants provide funds to public and private organizations with little or no experience in delivering substance abuse prevention services. The Local Capacity Building Grant supports prevention services in a defined geographic service area and prevention services target youth, ages 11-18 years of age. Prevention services target youth, their peers and families. Emphasis is placed on building local partnerships to implement strategies that change community conditions and increase the community's capacity to sustain effective efforts.
  • Direct Service Grants provide funds to support the delivery of evidence-based substance abuse prevention direct services that target individuals and families in a defined service area. Direct Services include one or more of the following four core Direct Service approaches: Youth Prevention Education, Parent/Family Education, Mentoring and Communication Campaigns.  A multi-sector coalition must be maintained.  Illinois Youth Survey recruitment and supplemental services are also supported.
  • Strategic Prevention Framework Grants are designed to support the use of the Strategic Prevention Framework (SPF). The SPF is a structured planning process utilizing a data driven approach developed by the Substance Abuse and Mental Health Administration (SAMHSA).  The Provider must work in partnership with a multi-sector coalition and deliver evidence-based prevention services that impact change at the community level in a defined geographic service area.  Illinois Youth Survey administration and coalition capacity development are also supported.
  • State Capacity Building Grants are intended to target unique populations throughout the State of Illinois. The program supports unique populations in large geographic areas.

The services to be provided under the Substance Abuse Prevention Program will be identified by and referred to by the following titles:

  1. Local Capacity Building (LCB)
  2. Direct Service (DS)
  3. Strategic Prevention Framework (SPF)
  4. State Capacity Building (SCB)

All terms and conditions as stated in this document are relevant to all four Substance Abuse Prevention Programs; Local Capacity Building, Direct Service, Strategic Prevention Framework, and State Capacity Building unless otherwise noted.

Strategic Prevention Framework-Partnerships For Success (SPF-PFS)

The Strategic Prevention Framework-Partnerships for Success (SPF-PFS) grant supports providers and their multi-sector coalitions in using the Strategic Prevention Framework (SPF) process to reduce past 30-day alcohol use rates and negative consequences of underage drinking among 8th to 12th graders.

The SPF is a five-step planning process to guide the selection, implementation, and evaluation of effective, culturally appropriate, and sustainable substance abuse prevention activities. The effectiveness of this process begins with a clear understanding of community needs and depends on the involvement of community members in all stages of the planning process. The SPF components are assessment, capacity building, strategic planning, implementation, and evaluation. Cultural competency and sustainability are expected to be included in every component of the framework.

The SPF-PFS program supports providers and their multi-sector coalitions in planning for and delivering services in communities that have higher rates of underage drinking compared to the state average. Providers and their coalitions develop local strategic plans to address underage drinking within their targeted community areas.

Sub-recipients will use a data-driven process in FY17 to reduce underage drinking at the community level by (1) working with a local, multi-sector coalition, (2) completing a needs assessment process that will inform the development of a strategic plan, (3) developing a local strategic plan, and (4) delivering evidence-based strategies. In future years, the evidence-based strategies will continue to be implemented along with related prevention activities that include working toward sustainability, recruiting and securing participation of schools in the administration of the Illinois Youth Survey, and participating in all evaluation aspects of the project.

The goals of the SPF-PFS project are

  1. Decrease past 30 day alcohol use among 8th-12th grade youth and among identified vulnerable populations (where applicable).
  2. Reduce the following consequence: the number of alcohol-related emergency department visits.
  3. Reduce one or more of the following outcomes: perception of parental disapproval/attitude of underage drinking (UAD), perception of peer disapproval/attitude of UAD, perceived risk or harm of use of UAD, and family communication about alcohol use.
  4. Impact one or more contributing factors (also referred to as risk and protective factors) for underage drinking among 8th-12th grade youth:
  • Perceived risk of harm associated with daily drinking and binge drinking
  • Personal disapproval of youth alcohol use
  • Perceived peer attitudes (norms) associated with youth alcohol use (e.g., how "cool" they would be perceived by peers if they used alcohol)
  • Perceived parental disapproval of youth alcohol use
  • Perceived community (adult) disapproval of underage drinking
  • Parental communication regarding their disapproval of youth alcohol use
  • Parental monitoring of alcohol-related behavior (likelihood their parents would catch them if they drank alcohol, attended a party where alcohol is served, etc.)
  • Family rules about alcohol and drug use
  • Perceived ease of access to alcohol
  • Access to different alcohol sources among past year alcohol users (e.g., retail, social or parent supply source)

Teen Pregnancy Prevention-Personal Responsibility Education Program (TPP-PREP)-Program in Teen Pregnancy Prevention

The Personal Responsibility Education Program (PREP) has a statewide focus, targeting counties and communities with demonstrated risks: high teen birth rates, high rates of sexually-transmitted infections (STIs), and poor socio-economic status. PREP uses many approaches in its effort to reduce teenage pregnancy, STIs and HIV/AIDS. PREP targets two under-represented populations, African American and Hispanic youth 10-19 years of age. The grant program also targets the following vulnerable populations through targeted pilot programs: wards of the state housed in facilities located in the central and southern part of Illinois, homeless and runaway youth under the age of 20, pregnant and parenting mothers under the age of 21 who are recipients of Temporary Assistance for Needy Families (TANF), and youth under the age of 20 in Department of Juvenile Justice centers.

Community Youth Services

The Community Youth Services program is designed to prevent and reduce juvenile delinquency. The program is built on organizing community members into committees and the committees address community conditions effecting youth, young adults and their families. The community committees are independent, autonomous units comprised of community volunteers and youth, at minimum, working towards changing the community environment and improving the lives of all community residents. Through an assessment, issues are identified and activities (e.g. tutoring, homework help, community service projects, peer leadership, recreation, parent education, etc.) are selected to address the issues and conditions. The providers also conduct advocacy activities in coordination with the community that will benefit the well-being of youth and families.

Office of Adolescent Health-Tier 1B:Teen Pregnancy Prevention Program

The Replicating Evidence-Based Teen Pregnancy Prevention Programs to Scale in Communities with the Greatest Need (Tier 1B) grant is designed to reduce the rates of teen pregnancy and existing disparities by replicating evidence-based teen pregnancy prevention programs to scale in at least three settings. Providers are required to deliver curricula in three settings: 1) in-school middle schools/junior highs, 2) in-school high schools and 3) alternative schools and/or community-based afterschool programs. Providers will target youth ages 12-18 in designated service areas. The program is also comprised of the following major components, all of which are aimed at reaching youth to achieve the goal of decreasing teen birth rates. Providers will: 1) deliver the evidence-based curricula in three settings, 2) identify and make referrals to youth-friendly organizations and providers for the purpose of linkage, 3) develop and work with Community Advisory Group (Coalition), 4) develop and work with a Youth Leadership Council (YLC), and 5) develop and implement a strategic dissemination and communication plan.

II. Policies & Procedures

Providers shall adhere to Federal Rules, Federal Statutes, Executive Orders, Illinois Administrative, State Rules, State Regulations listed in Section XI. - Applicable Rules and Statues in the Program Manual and the Exhibit for the grant program found in the Community Service Agreement.

III. Deliverables/Costs/Payment

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of the retroactive payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

IV. Provider Responsibilities

Substance Abuse Prevention Program (SAPP)

  1. The Provider will provide alcohol, tobacco and other drug (ATOD) abuse prevention services in accordance with the conditions and terms set forth herein. Services and activities may be inclusive one of more of the following prevention strategies: information, education, community-based process, alternatives, referral and identification and environmental process.
  2. The funding provided through this grant shall be used to support the full-time staff, in accordance with the requirements for Sub-Grants A, B and C in the approved site plan and for Sub-grant D, the full-time equivalents outlined in the approved budget.
  3. The Provider will provide approved substance abuse prevention services in the designated service area in accordance with approved proposal and, if applicable, site plan.
  4. Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  5. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  6. In administering the programs, services, and activities funded hereunder, the Provider shall:
    1. Assure that prevention activities and program services provided by the Provider convey a clear message promoting no use of alcohol, tobacco and other drugs by minors, and no illegal use of drugs by adults, rather than limited or allowable usage. 
    2. Participate collaboratively in other substance abuse prevention programming where applicable.
    3. Agrees (at a minimum) to maintain linkage agreements with any programs, organization, or agencies outlined in your proposal, if applicable.
    4. Maintain a directory and refer program recipients to substance abuse treatment service providers, mental health treatment providers and other social service organizations, when needed.
    5. Agree to include in all publications, announcements, reports, flyers, brochures, and all other printed materials, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Substance Abuse and Mental Health Services Administration (SAMHSA)".
    6. Participate in process and outcome evaluation services provided by the SAPP or its providers.
    7. Deliver services that are culturally and linguistically-relevant as well as age and developmentally appropriate.
  7. Reporting Requirements - The Provider will submit reports as outlined in the Exhibit, and:
    1. Providers delivering one or more of the Sub-grants (A, B, C and/or D) must report data regarding their services in the Prevention Hub on a quarterly basis: 1st Quarter - October 31, 2016; 2nd Quarter - January 31, 2017; 3rd Quarter - April 28, 2017; and 4th Quarter - July 31, 2017.
    2. Maintain process evaluation data (e.g. rosters, agendas, meeting minutes, etc.) related to the delivery of services that verifies information shared in reports established by the Substance Abuse Prevention Program (SAPP).
  8. The Provider will participate in required training and make available to the full-time staff assigned to the grant staff development and continuing education concerning its prevention services and activities.

 Strategic Prevention Framework-Partnerships for Success

  1. The Provider and its coalition must use the Strategic Prevention Framework (SPF) Process. The SPF components are: assessment, capacity building, strategic planning, implementation and evaluation. Cultural competency and sustainability are expected to be included in every component of the framework.
  2. The Provider must work in partnership with a multi-sector community coalition in their defined service area.
    1. The coalition's mission and vision must address underage drinking prevention.  If the coalition does not address this focus area, then a sub-committee or workgroup must be formed to address this focus area. The workgroup must adhere to the requirements associated with the coalition.
  3. The Provider will adhere to the following:
    1. The Provider must assure that prevention activities and services provided convey a clear message promoting no use of alcohol, tobacco and other drugs by minors, and no illegal use of drugs by adults, rather than limited or allowable usage.
    2. The Provider agrees to maintain documentation related to strategic planning (e.g., sign-in sheets, certificates, products, etc.) and activities of the coalition (e.g. coalition meeting minutes, agendas, coalition rosters, etc.). This documentation is subject to random audits by the Department throughout the fiscal year.
    3. The Provider must participate in all mandatory evaluation activities: submit all reports/information in accordance with formats prescribed and by the deadlines established by the Department.
    4. The Provider must deliver services that are culturally and linguistically-relevant as well as age and developmentally appropriate.
  4. The Provider must maintain a 100% full-time project coordinator except the Chicago provider (Chicago must designate a staff member as the project coordinator).
  5. The Provider must maintain a directory and refer program recipients to substance abuse treatment service providers, mental health treatment providers and other social service organizations, when needed.
  6. The Provider must agree to include in all publications, announcements, reports, flyers, brochures, and all other printed materials, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Substance Abuse and Mental Health Services Administration (SAMHSA)".
  7. The Provider may not use any grant funds for the delivery of evidence-based strategies until the provider has an approved local strategic plan. Additionally, funds may not be used for the purchase alcohol, tobacco or related products (e.g. for alcohol compliance checks, drug paraphernalia), promotional items that advertising the agency (e.g., pens, pencils, water bottles, mugs, tee-shirts, hats, etc.), or coalition incentives, give-always and prizes.

Teen Pregnancy Prevention Program-Personal Responsibility Education Program (TPPP-PREP)

  1. Implement services in accordance with defined target population as outlined in your approved Work Plan Application.
  2. Deliver services in the designated geographic area and/or setting with a demonstrated need approved in your approved Work Plan Application.
  3. The Provider must deliver their approved evidence-based curriculum and deliver at least 3 adult preparation subjects activities during school or in out-of-school time settings. Youth served must have participated in the school or in evidence-based curriculum programming delivered during the school day.
  4. The Provider must deliver information that is inclusive of both an abstinence and comprehensive sexual health education approach.
  5. The Provider must deliver information that are culturally and linguistically-relevant, age and developmentally appropriate and medically accurate.
  6. The Provider must refer participants seeking additional health (e.g. family planning clinics, etc.) or other human services.
  7. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  8. Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Providers are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  9. The Provider agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and Administration for Children and Families." Exceptions to this requirement must be requested in writing to the Department and will be considered authorized only upon written notice to the Provider.
  10. Staff implementing and overseeing the teen pregnancy prevention program must have been trained in the evidence-based curricula and other topics related to the delivery of teen pregnancy prevention programming.
  11. The Provider must participate in evaluation activities required by the federal funding agency and collected by the Program's evaluation provider.
  12. The Provider must not use funds provided hereunder for inherently religious activities, such as worship, religious instruction or proselytization.
  13. The Provider must submit information about the implementation of their evidence-based curriculum and other required activities on a quarterly basis in a format determined by the Department or its evaluation contractor. The Provider must submit quarterly reports on the 15th day of the month after the quarter: 1st quarter - October 14, 2016, 2nd quarter - January 13, 2017, 3rd quarter - April 14, 2017 and 4th quarter - July 14, 2017.
  14. The Provider must submit annual performance and narrative reports regarding their coalition, referral and referral guides (positive youth development and/or service learning) and other important programmatic information on an annual basis in a format and deadline determined by the Department.

Community Youth Services

  1. The Provider must deliver Organizing, Direct Services and Advocacy services outlined in their approved program plan that address delinquency prevention.
  2. The Provider must deliver services in their approved designated service area.
  3. The Provider must conduct community organizing activities, in cooperation with individuals and groups indigenous to the community being served, to prevent juvenile delinquency in accordance with Department rules and requirements.
  4. The Provider must work collaboratively with programs (e.g. Comprehensive Community-based Youth Services, etc.) and services provided by the Department and its Contractors in the Provider's service area.
  5. The Provider must refer participants seeking additional health (e.g. family planning) or other human services (e.g. substance abuse treatment services, etc.).
  6. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  7. The Provider must submit information about the implementation of Organizing, Direct Service and Advocacy activities on a quarterly basis in a format determined by the Department. The Provider must submit quarterly reports on the last business day of the month after the quarter: 1st Quarter - October 31, 2016, 2nd Quarter - January 31, 2017, 3rd Quarter - April 28, 2017 and 4th Quarter - July 31, 2017.
  8. Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  9. The Provider agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services."

Office of Adolescent Health-Tier 1B Teen Pregnant Prevention Program (OAH-Tier 1B)

  1. Implement all prevention services in accordance with defined target population (middle school/junior high and high school students or youth ages 12-18) as outlined in your approved plans.
  2. Deliver teen pregnancy prevention services in the designated geographic area(s) with a demonstrated need as outlined in your approved Plan.
  3. Deliver evidence-based curriculum in at least 3 settings:  in-school middle school, in-school high school and alternative school/community-based settings. In-school delivery of the evidence-based curriculum programming must be delivered during the school day via classes.
  4. Deliver information that is inclusive of both an abstinence and comprehensive sexual health education approach.
  5. Deliver information that is culturally and linguistically-relevant, age and developmentally appropriate and medically accurate.
  6. Refer participants seeking additional health (e.g. family planning clinics, etc.) or other human services.
  7. Make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  8. Conduct background checks with all program staff and volunteers who have one-on-one contact with children and youth. The Provider is required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  9. Agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services and the Office of Adolescent Health." Exceptions to this requirement must be requested in writing to the Department and will be considered authorized only upon written notice to the Provider.
  10. Staff implementing and overseeing the teen pregnancy prevention program must have been trained in the evidence-based curricula and other topical trainings supportive of the other services associated with the project.
  11. Participate in national cross-site evaluation activities.
  12. The Provider must not use funds provided hereunder for inherently religious activities, such as worship, religious instruction or proselytization.
  13. The Provider must submit information about the implementation of their evidence-based curriculum and other programmatic activities on a quarterly basis in a format determined by the Department or its evaluation provider. The Provider must submit quarterly reports on the following dates: July 31, 2016, October 31, 2016, January 31, 2017, April 28, 2017 and July 31, 2017.

Subcontractors - Applied to All Grant Programs

  1. Subcontractor Agreements must be pre-approved by the Department.
  2. Any subcontractors shall be subject to all provisions of this Agreement.
  3. The Providers shall retain sole responsibility for the performance of the subcontractor.

V. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement. The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Services.

VI. Support Services

Utilization of Community Resources - It shall be the responsibility of funded-staff to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Local health departments
  2. Local hospitals
  3. Local law enforcement agencies
  4. Local schools and colleges
  5. Local family support agencies

Other related health and social service agencies:

  1. Comprehensive Community Based Youth Service providers
  2. Local Federally-Qualified Health Centers
  3. Local School-based Health Centers
  4. Local Hospitals
  5. Local Family Planning Clinics

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VII. Program Reporting

  1. Program Plan Forms and Instructions

    All programs within BPYD are required to submit an Annual Program Plan each year unless otherwise noted by the Program/Bureau. Program Plan guidance and submission instructions will be provided. Questions relating to the Program Plan Forms or Instructions; please email your Program Administrator.

  2. Budget Narrative/Forms and Instructions

    All programs within BPYD are required to submit a Budget Narrative using the Department's form. The Budget Narrative will be due by the deadline established by the Department. Questions relating to the Budget Narrative Form or Instructions; please email your Program Administrator.

VIII. Billing Requirements and Reporting

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.

For Substance Abuse Prevention Program (SAPP), Strategic Prevention Framework-Partnerships for Success (SPF-PFS), Office of Adolescent Health: Tier 1B Teen Pregnancy Prevention Program (OAH-Tier 1B),Teen Pregnancy Prevention-Personal Responsibility Education Program (PREP) and Community Youth Services (CYS) expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services. Expenditures must be received from the Provider no later than the 15th day of the month following the month of service. Expenditures received without proper documentation will be returned to the Provider for resubmission. Final billing must be received by the 15th day of the month following the end of the Agreement period.

The Provider shall submit expenditure documentation by one of the following means to the designated grant program's contact as listed below:

  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. For Substance Abuse Prevention Program, Strategic Prevention Framework-Partnerships for Success, Office of Adolescent Health-Tier 1B Teen Pregnancy Prevention, Teen Pregnancy Prevention Program-Personal Responsibility Education Program and Community Youth Services, expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services. Expenditures must be received from the Provider no later than the 15th day of the month following the month of service. Expenditures received without proper documentation will be returned to the Provider for resubmission. Final billing must be received by the 15th day of the month following the end of the Agreement period.
  4. The Provider shall submit expenditure documentation by one of the following means to the designated grant program's contact as listed below:
    •  Substance Abuse Prevention Program
      • Mailing Address:
      • Shantel High, SAPP Administrator
      • 823 E. Monroe Street
      • Springfield, IL 62701
      • Phone:(217)524-5854
      • Fax: (217)524-3603
      • Email: Shantel.High@illinois.gov
    • Strategic Prevention Framework-Partnership For Success
      • Mailing Address:
      • Roseann Solak, SPF-PFS Project Coordinator 
      • Illinois Department of Human Services
      • Bureau of Positive Youth Development
      • 401 South Clinton, 4th Floor
      • Chicago, IL 60607
      • Phone:(312)793-7956
      • Fax: (312)793-4666
      • Email: Roseann.Solak@illinois.gov
    • Teen Pregnancy Prevention-Personal Responsibility Education Program (TPP-PREP)
      • Mailing Address:
      • Mary White, PREP Administrator
      • 823 E. Monroe Street
      • Springfield, IL 62701
      • Phone:(217)524-5993
      • Fax: (217)524-3603
      • Email: mary.d.white@illinois.gov
    • Community Youth Services
      • Mailing Address:
      • Thurman Byrd, CYS Administrator
      • 401 S. Clinton Street, 4th Floor
      • Chicago, Illinois 60607
      • Phone:(312)793-2755
      • Fax: (312)793-4666
      • Email: Thurman.Byrd@illinois.gov
    • Office of Adolescent Health - Tier 1B:  Teen Pregnancy Prevention Program
      • Mailing Address:

        Kimberly Fornero, Acting OAH-Tier 1B Project Coordinator 

        Illinois Department of Human Services

        Bureau of Positive Youth Development

        401 South Clinton, 4th Floor

        Chicago, IL 60607

        Phone:(312)793-1628

        Fax: (312)793-4666

      • Email: Kim.Fornero@illinois.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  6. 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 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.

VIII. 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 Program/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, etc.
  2. Telephone monitoring of services with providers.
  3. Compliance and Quality Assurance reviews.
  4. Periodic audits.
  5. Unannounced on-site visits.
  6. Desk Reviews.

IX. Program Budget

A Budget must be submitted in the format provided by the Department and by the established deadline. The Budget identifies how the services will be supported, through identification of specific budget items and funding.

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

X.  Program and Budget Narrative Modifications

If necessary, a Provider may request a modification to the approved plan and/or approved budget. Modifications or amendments to program services and/or budget must be submitted by the Provider, in writing, and are subject to approval by the Program and Bureau.

  1. Program Plan Modifications: Providers are not allowed to make program plan modification without pre-approval. Program plan revisions include items such as those that would impact service delivery model, changes to the specific services offered, number of participants to be served, service delivery sites, changes in sub-contractors or their services, deliverables, etc. The provider must submit a written request including, at minimum: rationale for the change, detailed information regarding the new service(s) (e.g. number served, service, site, etc.), a plan to transition out of services, if applicable, information related to the service ending and any other important information related to the modification. Submit the written request to the Program Administrator and Bureau Chief for consideration.
  2. Budget Narrative Modifications: Providers seeking a budget narrative modification must submit a request in writing and adhere to the guidance in the Community Service Agreement regarding the transfer of funds from other budget categories and detailed line items greater than ten percent (10%). In such case, a budget narrative modification request must be submitted in writing to the Program. 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. If a provider makes multiple budget revisions, please note that the 10% rule applies to the most recently approved budget and NOT your most recent modification unless that modification was approved by the Bureau in writing. The provider must submit a written request including, at minimum: rationale for the change, budget category(s) and line item(s) targeted for a reduction, budget category(s) and line item(s) targeted for an increase and any other important information related to the modification. Submit the written request to the Program Administrator and Bureau Chief for consideration.
  3. The provider cannot proceed with the delivery of new services or re-direction of resources until the revision has been approved by the Department in writing.

Questions regarding program and budget narrative modifications and when they are necessary should be sent by email to the Program Administrator.

XI. Applicable Rules and Statues

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 Part 50, Subpart C: Policies of General Applicability, Abortions and Related Medical Services in Federally Assisted Programs of the Public Health Service
  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 Part 79: Program Fraud Civil Remedies Act
  6. 45 CFR Part 96: Substance Abuse Prevention and Treatment Block Grant (SAPT) Regulations
  7. 2 CFR Part 225 - Cost Principles for State, Local and Indian Tribal Governments
  8. 45 CFR Part 16 - Procedures of the Departmental Grant Appeals Board
  9. 45 CFR Part 30 - Claims Collection
  10. 45 CFR Part 76 - Debarment and Suspension from Eligibility for Financial Assistance (Nonprocurement)
  11. 45 CFR Part 80 - Nondiscrimination Under Programs Receiving Federal Assistance through the Department of Health and Human Services, Effectuation of Title VI of the Civil Rights Act of 1964
  12. 45 CFR Part 81 - Practice and Procedure for Hearings Under Part 80 of this Title
  13. 45 CFR Part 82 - Government wide Requirements for Drug-Free Workplace (Financial assistance)
  14. 45 CFR Part 84 - Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving Federal Financial Assistance
  15. 45 CFR Part 86 - Nondiscrimination on the Basis of Sex in Education Programs and Activities Receiving or Benefiting from Federal Financial Assistance
  16. 45 CFR Part 87 - Equal Treatment for Faith-Based Organizations
  17. 45 CFR Part 91 - Nondiscrimination on the Basis of Age in HHS Programs or Activities Receiving Federal Financial Assistance
  18. 45 CFR Part 92 - Uniform Administrative Requirements for Grants and Cooperative Agreements to State, and Local, and Tribal Governments
  19. 5 CFR Part 93 - New Restrictions on Lobbying
  20. 45 CFR Part 95, Subpart E - Cost Allocation Plans

Federal Statutes:

  1. 7 U.S. Code 3007: Farm Security and Rural Investment Act
  2. 20 U.S. Code 1431: Individuals with Disabilities Education Act, Part C
  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 300 et seq.: Block Grant Regarding Mental Health and Substance Abuse
  6. 42 U.S. Code 701 et seq.: Maternal and Child Health Services Block Grant
  7. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
  8. 42 U.S. Code Chapter 7, Subchapter V, Section 701: Authorization of Appropriations
  9. 42 U.S. Code 713 - authorizing the Personal Responsibility Education Program (PREP) Section 2935 of the Patient Protection and Affordable Care Act of 2010, new Section 513 to Title V of the Social Security Act

State Rules: Title 77 Illinois Administrative Code

  1. Part 2030: Award and Monitoring of Funds

State Rules: Title 89 Illinois Administrative Code

  1. Part 313: Community Services
  2. Part 507: Audit Requirements of DHS
  3. Part 509: Fiscal/Administrative Recordkeeping and Requirements
  4. 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 301: Illinois Alcoholism and Other Drug Dependency Act
  4. 20 ILCS 405/405-300 Civil Administrative Code of Illinois
  5. 20 ILCS 505/17: Children and Family Services Act
  6. 20 ILCS 1305: Department of Human Services Act
  7. 20 ILCS 1310: Domestic Violence Shelters Act
  8. 20 ILCS 2310/55.05: Civil Admin. Code of Illinois
  9. 30 ILCS 105/9.04: State Finance Act
  10. 30 ILCS 105/15a: State Finance Act
  11. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
  12. 30 ILCS 435/15: Human Services provider Bond Reserve Payment Act
  13. 30 ILCS 500/1-15.60: Illinois Procurement Code
  14. 30 ILCS 500/20-80: Illinois Procurement Code
  15. 30 ILCS 540/1 et seq: State Prompt Payment Act
  16. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
  17. 30 ILCS 705/1: Illinois Grant Funds Recovery Act
  18. 225 ILCS 60: Medical Practice Act of 1987
  19. 225 ILCS 460/1: Solicitation for Charity Act
  20. 325 ILCS 5: Abused and Neglected Child Reporting Act
  21. 705 ILCS 405: Illinois Juvenile Court Act
  22. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
  23. 760 ILCS 55/1: Charitable Trust Act
  24. 805 ILCS 5: Business Corporation Act