A how-to guide for basic BALC procedures.
*please note this is a guide for existing providers. For information on how to become a provider please see the DDD website that covers this: IDHS: Becoming A New Developmental Disability Provider or Established Provider Adding Services (state.il.us)
How do I open a New CILA?
Individually Controlled - An Individually Controlled location is a property not owned and operated by the provider agency. Details questions to determine site control are on the Home Control Request Form
To have BALC approve an Individually Controlled site, providers must complete a CILA Individual Home Control Request Form. The form should be completed in Adobe and sent back as a fillable PDF. The form has a digital signature for BALC's approval so the document can be fully verified and uploaded to our state records remotely. This helps BALC serve you better and more accurately during remote work if necessary. The form must have every section completed to include CILA provider agency name and contact, and ISC agency and contact at the bottom.
In addition, control proof documents must be provided, either a copy of a signed lease (if the individual rents) or proof of home ownership documentation such as property tax documents. *Note: Proof of home ownership or lease arrangement if renting is still required if the CILA is the family home of the person receiving CILA services.
Agency Controlled - An Agency Controlled location is a property owned and operated by the provider agency.
If your new CILA site is Agency Controlled, it will require a proximity requirement check (Rule 115.310.f.1), a Fire Marshal Inspection and a BALC Survey Inspection before occupancy is granted.
To begin the process, request an proximity check with BALC before home purchase, then complete and submit a Fire Inspection request form to BALC when you are ready to pass a fire inspection.
After the site passes fire inspection, please request a BALC survey inspection to confirm you are ready for an occupancy inspection from BALC. A BALC surveyor will then be assigned and contact you directly to schedule a walk through to finalize licensing the home. If passed the BALC surveyor will issue you a site approval letter.
Host Family Setting - All Host Family settings/arrangements are considered Agency Controlled regardless of property ownership per CMS
If your new CILA is a Host Family site, it will require a proximity check, a Fire Marshal Inspection, and a BALC Survey Inspection before occupancy is granted.
To begin the process, request an proximity check with BALC before moving forward, then complete and submit a Fire Inspection request form to BALC when you are ready to pass a fire inspection.
After the site passes fire inspection, please request a BALC survey inspection to confirm you are ready for an occupancy inspection from BALC. A BALC surveyor will then be assigned and contact you directly to schedule a walk through to finalize licensing the home. If passed the BALC surveyor will issue you a site approval letter.
How do I open a New CDS?
A new CDS location requires a Fire Marshal Inspection and a BALC Survey Inspection before occupancy is granted.
To begin the process, complete and submit a Fire Inspection request form to BALC when you are ready to pass a fire inspection.
After the site passes fire inspection, please request a BALC survey inspection to confirm you are ready for an occupancy inspection from BALC. A BALC surveyor will then be assigned and contact you directly to schedule a walk through to finalize certification of the CDS site. If passed the BALC surveyor will issue you a site approval letter.
How do I open a New CMHC?
Contact the Department of Mental Health to open a new CMHC location or relocate an existing CMHC. DMH will walk you through the enrollment documentation requirements and BALC will request and review the required Fire Marshal inspection as part of the process.
How do I remove a closed location from my site listing?
The primary process to update your agency's info in BALC's records is via the Renewal/Annual Update Application you are required to review and submit on an annual basis. If you wish to have a closed CILA or CDS site deleted/removed from BALC records, you may also email your BALC representative with the full address and effective date of closure.
*Note: to close a CMHC and have it removed from your certificate as a service location you must contact the Division of Mental Health (DMH).
How can I receive a fully renewed License or Certificate?
In order to receive a fully renewed license your program must be in 100% compliance with the Fire Marshal with all licensed site locations having passed a OSFM fire inspection within the program guidelines. OSFM fire inspections are good for 4 years for CILA and CDS and 3 years for CMHC.
In addition, your program must have a recent BALC survey review in good standing to include a submitted and approved Plan of Correction (POC) for any issued citations during your survey.
If these requirements are not met before your program expiration, a letter of continuation may be available while you come into full compliance. Programs in need of a continuations will be reviewed in the month of expiration.
How do I transfer ownership or operation of a CILA Home?
In the event that an active agency controlled CILA home is sold to another agency, or that a Host Family CILA Setting is transferring services to another provider, a transfer must be completed. In order for a CILA home to be transferred and change from one agency's site listing to another in BALC records and system, a memorandum signed by both agency's directors must completed and emailed to BALC. It should state the full address and effective date.
If an Individually Controlled site is transferring, in addition to the above letter a new CILA Individual Home Control Request Form must be completed and submitted by the new agency and current proof provided.
If a CILA site has already been de-licensed, you can open the home as a new site and the standard new site process would apply.
What is the process to request a Rule Waiver?
Requests for waivers should be formally sent to dhs.balc@illinois.gov in letter form with the specific rule indicated and a detailed explanation of why the waiver is being requested. It will then be reviewed by the Bureau Chief, Director and COO. Not all rules are subject to be waived and not all waivers are approved. *Please review written Rule closely before requesting a wavier. Only rules that specifically reference a waiver option in written Rule can be considered for a waiver. Even is a waiver is allowed by Rule the waiver determination is still BALC's decision based on the specific circumstances and rationale the requesting agency provides.
How can I increase CILA licensed Capacity?
Any increase of licensed capacity will require a fire inspection and a BALC site survey review to determine new licensed capacity. If you have made changes that will increase the licensed capacity of a CILA, such as adding bedrooms or bathrooms, please complete and submit a Fire inspection Request form to BALC with new desired capacity indicated.
After initial licensed capacity is determined during site approval, a decrease in capacity is generally not encouraged unless you have physically removed or altered rooms that were inspected during initial approval inspection. If a decrease in licensed capacity is necessary, it would be a permanent change. Any subsequent increase capacity would require additional fire inspection and BALC inspection and subject to wait times determined by limited staffing.
Can I check in on my Fire Inspection request?
Wait times vary by region and a month to three month wait is not uncommon for some locations. Once submitted BALC does not have access to the fire marshal's calendar or influence on the fire marshal's schedule.
I have question about a Fire Inspection citation, where do I go?
Any questions about the specifics of the report itself or fire code citations would need to be addressed with the state fire marshal or the inspector that reviewed your site. BALC is not an authority on the life safety code and the OSFM's inspection standard, that is a function of the fire marshal's office and BALC does not provide fire code guidance in order to avoid contradicting an inspectors determination.
How do I update my Agency's Information with BALC?
The primary process to update your agency's info in BALC's records is via the Renewal/Annual Update Application you are required to review and submit on an annual basis. If contact information changes through the year, you may notify BALC via email with the specific change and eff. date.
BALC's records are organized to designate a primary email contact for each agency. This is intended to be the Director or CEO of the provider agency as high-level mass communications may be necessary and are intended for agency's leadership. Directors need to be aware that they will receive important email communications such as certification letters and licenses and need to distribute these to any other necessary staff.
*Please Note: these are BALC guidelines only. In many cases a separate process is required with DDD for changes related to supported individuals, placement, or specific services and programs.
