Section 2.0 - Administration

Illinois Department of Human Services
Bureau of Youth Intervention Services

2.0 - Administration

2.1. eCornerstone

Revised Date:  July 2013

eCornerstone is an internet based application administered by IDHS and used by community providers to deliver IDHS funded services. The system, which incorporates ideas and recommendations of Teen REACH providers, is designed to enhance the effective delivery of services and reduce the reporting burden of programs.

Compliance with eCornerstone data collection procedures is required of all Teen REACH providers. See the current contract for specifics of required equipment necessary for optimal performance of the system.

Teen REACH program staff are required to have daily access to a personal computer with e-mail and internet access for eCornerstone data entry.

2.2.  Community Services Agreement (CSA)

Revised Date: July 2013

The IDHS Community Services Agreement (CSA) is available at www.dhs.state.il.us (click on "for Providers" tab, click "Contracts, click "CSA Attachments and Program Manuals, and click "Youth Intervention Services") ensure the lawful and responsible operation of IDHS programs. The Teen REACH Program Manual presents the stipulations particular to the operation of a Teen REACH program in addition to the CSA. The CSA between the provider and the Department serves as the major legal document obligating both parties to specific roles in the Teen REACH program.

Under the CSA, providers are held accountable for a variety of terms, conditions, and provisions. Adherence is critical to the Teen REACH program.

Any violation of compliance with the requirements of the CSA may be grounds for termination or suspension of the Agreement.

Any sub-contractor providing Teen REACH services must also meet all the conditions as set forth in these agreements.

2.3. Teen REACH Program Plan - Purpose

Revised Date: July 2013

The Teen REACH Annual Program Plan is the blueprint for implementation that will ensure the achievement of specified outcomes. Teen REACH providers will work with IDHS staff to submit a Program Plan, as stated in the contract. The Program Plan will also provide the basis for assessing contractual and program compliance for Teen REACH providers. IDHS staff will use this document, in addition to the Teen REACH Program Standards Assessment Tool, and the PerMS Tool, to evaluate contractual and program compliance. Teen REACH providers are required to complete a program plan annually. It is critical that the program plan reflect the day-to-day operations of the program, as it will be used by Teen REACH staff, partners, and IDHS staff to assess on-going operations and performance of the program.

  1. Program Plan Revisions
    • IDHS realizes that even the best plans can change over the course of the fiscal year. When a change occurs in an approved Program Plan altering the program profile, providers must notify the IDHS personnel as soon as the change is being planned.
    • Changes to the Program Plan will not be allowed in the following areas: program goals, participant outcome measures or decreasing the number of core services provided.
    • Changes in the Program Plan Spending Plan must be submitted in writing to IDHS and pre-approved by the Teen REACH Program Coordinator before implementation. Contract awards are based on the profile of the program and its match to a statewide plan for integration of services. (Changes in an individual Teen REACH program can change the balance of services in a particular community. Any problems or concerns in meeting these contractual parameters should be discussed with IDHS staff, before changes are formulated and referred to the Teen REACH Program Coordinator for approval.)
  2. Spending Plan
    • The provider must submit an annual program Spending Plan. All spending must be in accordance with a Spending Plan approved and on file at the Department.
    • All Teen REACH grant funds must be used for direct costs associated with the provision of program services. Indirect expenses are not allowed under this program.
    • Up to 20% of the Teen REACH funds may be used for administrative costs and services. Administration costs are those activities performed by staff and costs that are supportive of, and required for, the project for which there is no direct client contact. Examples include administrative and fiscal staff, clerical support, rent, utilities, and general office equipment.
    • Funds may not be used to supplant or duplicate existing services. If funds other than Teen REACH will be utilized to support the provision of Teen REACH services, (including in-kind); it will be necessary to detail those expenses and to demonstrate the proper utilization of such funds.
    • Programs are allowed to develop a sliding payment scale for participants. All fees must be used to support direct services for the youth and not to support administrative expenses. No youth is to be excluded based on his or her inability to pay.
    • The program funds may be used to cover reasonable transportation costs for program participants. Teen REACH programs will be required to keep a written plan for transporting youth in their files. This plan should have the approval of the agency's governing body and be available for review by the Department upon request.
  3. Spending Plan Revisions
    • IDHS understands that a provider may have to increase or decrease expenditures in Spending Plan line items for a variety of reasons: staff vacancies, unexpected donation of goods and supplies, loss of partners, decreased use of funds by subcontractors; etc. Cumulative Spending Plan line item shifts of funds exceeding 10% of the Spending Plan line item or 5% of the total program award will require a Spending Plan revision and prior approval of IDHS. IDHS must receive the last and final Spending Plan revision no later than May 15 of the fiscal year (see Appendices & Forms).
    • Per the Community Services Agreement, it is required that the provider notify IDHS Program staff of line item changes. It is further recommended that IDHS staff be notified as the revision is being planned. The IDHS staff can provide technical assistance that will aid in transition or in the development of an alternative plan. If any of the Spending Plan changes alter the information on the Program Profile, input from the Teen REACH Administrator and Policy/Procedures Coordinator will be required.
  4. Field Trips and Educational Excursions
    • If a Teen REACH program coordinates an educational field trip or excursion for Teen REACH participants that is located 60 miles away or more from the Teen REACH site or out of state, and/or exceeds a Spending Plan of $1,000, prior approval of IDHS is required. A Spending Plan justification must list the number of participants attending the field trip and the estimated expenses must be itemized.
  5. Marketing Plan
    • Promoting the Teen REACH programs at the local level is the provider's responsibility. The goal of marketing is to make the program more visible, attract new participants, and engage volunteers and community partners and to raise awareness of positive youth development. Each Teen REACH program is required to develop a comprehensive, written marketing plan. A comprehensive plan will identify the target audience, goals, strategies, and timeline. To be effective, it will include a variety of strategies and delivery methods. The Marketing Plan must include:
      • Hosting and arranging at least one community awareness event on an annual basis. The event should involve community leaders, parents and Teen REACH youth in an effort to promote the positive impact of the program and to create linkages to other agencies serving youth. Teen REACH programs are encouraged to participate in the national "Lights on After-School" Awareness Event. More information on this activity can be found at www.afterschoolalliance.org.  All community awareness events should be described in the annual program plan.
    • Additional outreach strategies may include but are not limited to:
      • Distribution of flyers to agencies, businesses, parents, schools, faith-based organizations and the community to increase participation.
      • Parent newsletters listing events and opportunities to volunteer/participate.
      • Teen REACH youth recruiting other youth through special events or incentive programs.
      • Participation in school registrations and open houses.
      • Presentations at teacher and parent meetings to recruit program participants.
      • Hosting a site open house event to introduce families and community members to the Teen REACH program.
      • Fostering partnerships with schools, regional offices of education, DCFS, Probation, Health Department, Child and Adolescent Local Area Networks, Foster Care Alliance, faith-based agencies and other private agencies to promote referrals of youth who are having academic difficulties; truant, reside in a single-parent home; receive TANF; are latchkey children; have siblings who dropped out of school or are involved with the juvenile justice system, are victims of violent crimes, have parents who are incarcerated or are teen parents.
      • Sending regular press releases and announcements to the media to increase Teen REACH public presence.
      • Recording regular public service announcements on TV and radio- use youth and parents as spokespersons.
      • Sending letters to all participants from the prior school year inviting them to return.
      • Meeting with key members of school systems, including counselors, administrators and teachers to introduce the program and initiate lines of communication.
      • Promotion of Teen REACH through business partnerships.
      • Participation in community events, such as street fairs, parades and other events to promote Teen REACH.

2.4. Records - Purpose

Revised Date: July 2013

In accordance with the Community Services Agreement, each provider shall maintain full and complete records of program operations in compliance with state records retention requirements. Records are defined as those documents that capture program activity, participant information and outcomes, and fiscal data.

Teen REACH providers shall comply with the Local Records Act which regulates the destruction and preservation of public records within the State of Illinois.

IDHS may require longer retention of records and/or submission of such records to the Department if the records cover a time period still open to audit.

Records to be retained include:

  • All fiscal operations
  • Source documentation for program reviews and audits
  • School performance and attendance of participants, and other documents of participant outcomes
  • Program participation of children and youth
  • Equipment purchases
  • Equipment Inventory list
  • Others as required by IDHS

  1. Records-Administrative

    1. Financial Management System
      • Each Teen REACH provider must have an established financial management system which provides complete, separate, and accurate accountability of Teen REACH funds.
      • The provider's accounting system must provide the following original documentation:
        • Transactions;
        • A chart of accounts;
        • Ledgers for posting; and
        • Complete accountability of all obligations, payment, and reimbursements.
      • The State Fiscal Year runs from July 1 through June 30.
    2. Payment Method
      • Teen REACH utilizes the IDHS standard fiscal management system of payment. 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 Department will compare the amount of the 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 payment 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. The third quarter EDF must show a 75% utilization of funds by March 30.
      • Providers can obtain the date in which their next prospective payment is released by the Illinois Office of the Comptroller. The IOC electronic mailing address is illinoiscomptroller.gov.
    3. Expenditure Documentation Forms (EDFs)
      • Expenditure Documentation Forms (EDF) are due to IDHS on a monthly basis. Reports are due 15 days following the last day of the prior month, with the last report, due on or before August 1 (see Appendices & Forms).  Source documents for expenditures must be available for audit, and records of payment must allow for clear audit trails. To qualify for payment, an expenditure must:
        • Be a documented Teen REACH expense.
        • Be an approved Spending Planed line item.
        • Be in compliance with state regulations.
      • Costs must be separated so that expenditures are charged to the fiscal year in which the obligation was incurred. Funds allocated for each year must be expended by June 30; they cannot be carried over to the new fiscal year that begins July 1.
      • It is also critical that the documents are kept on file for at least five fiscal years as these documents are subject to the Grants Recovery Act.
    4. Consolidated Fiscal Reviews (CFRs)
      • IDHS requires annual financial reporting in the form of Consolidated Fiscal  Reviews (CFRs) for providers receiving funding through IDHS programs. Providers must submit financial statements or reports that have been audited or reviewed by an independent certified public accountant. Providers should ensure that the certified public accountant receive a copy of the CFR and all attachments. The CFR will be sent to providers by the Bureau of Policy and Review/Office of Contract Administration. CFRs must be submitted according to the contract.
    5. Equipment, Inventory and Recovery
      • Any item with an acquisition cost of $100 or more and with a useful life of one year or more must have a tag and be listed on the Inventory Sheet (see Appendices & Forms).  Any equipment with an acquisition cost of $500 or more and a useful life of 2 years or more must adhere to the requirements of the Community Services Agreement when it comes to transfer at the termination of the agreement. Any item costing $1200 or more must be approved before purchase by the Teen REACH Program Coordinator.  Refer to the Spending Plan Attachment, Allowable Cost for Reimbursement under Grant Agreement (see Appendices & Forms).
    6. Program Equipment Guidelines
      • Leasing of transportation is allowed on a case-by-case basis. The need to transport participants as a condition of program attendance must appear in the description of the community served by the program in the Annual Program Plan. Other sources of transportation (i.e., schools) should be explored before using Teen REACH funds.
      • Program equipment purchases must reflect the on-going activities of the program and be indicated in the Program Plan. For example, the Life Skills component uses an evidence-based program model that includes videotapes for discussion. Therefore, a TV-VCR would be an appropriate purchase.
        Updating or adding modules to a provider's existing computer center is allowed on a case-by-case basis. Opening a computer lab for participants solely for Teen REACH is discouraged, due to the expense and future maintenance. For computer usage, IDHS encourages Teen REACH programs to contact the participants' schools and other agencies to negotiate use of labs. Software may be purchased and shared with cooperating schools and agencies.
      • Purchase of sports equipment is allowed, as is the purchase of other leisure time supplies, such as board games, ping-pong, football, etc. Camping must appear as an on-going activity in the provider's overall youth program, if equipment is to be purchased. Such equipment requests will be considered on a case-by-case basis.
  2. Reports - Programmatic
    1. Participant Information and Data
      • Each Teen REACH Participant must have a hard copy file. As the participant continues in the program, the file should be cumulative.
    2. Confidentiality
      • The following information relating to participants and their families shall be treated as confidential: names and addresses individually or by list, information contained in program reports and files, information about financial resources, information contained in notes or other documents obtained from or about the participants and their family, records from the school and other institutions. Information shall be kept confidential except in the following cases: with the parent's written consent and if the confidential character of the information is preserved.
    3. Release of Information
      • There must be a signed Release of Information Form (see Appendices & Forms) for each enrolled Teen REACH participant on file with the provider when communicating with a clinical or social service provider. Please note that for children 12 and over, their signature will be required when releasing information to clinical services, including mental health and family planning.
    4. Written Program Consent Form
      • The Program Consent Form gives parental consent to participate in the activities of Teen REACH. The consent form shall include the name and relationship to the participant of the person signing the form, name and address of participant. The form must also include permission for: field trips; photography release; outcome measures; and medical release. There must be a signed Consent Form for each enrolled Teen REACH Participant with a valid signature, no more than 365 days old (see Appendices & Forms).
    5. eCornerstone Informed Consent
      • An eCornerstone Informed Consent Form must be completed and signed for each participant who is new in the program. If the form is not signed, basic demographic data entered into the system will not be shared with other programs (see Appendices & Forms).
    6. Academic Performance Data
      • Grade cards must be collected on enrolled Teen REACH participants, and kept on file. This information is recorded in eCornerstone.
  3. Teen REACH Daily/Sign-In Sheets
    • These sheets keep track of who attends on a daily basis. Sign-In sheets must be kept on file. It is imperative that the method of signing in results in an unduplicated count of enrolled participants.
  4. Destruction of Records
    • After the record retention period expires, Teen REACH records containing participant data must be destroyed by incineration or shredding in accordance with the Local Records Act of the State of Illinois.
  5. Reporting Requirements
    • All Teen REACH providers must meet the following reporting requirements:
      • eCornerstone-data entered per guidelines provided.
      • One Annual Program Plan - Due Date: Within 30 days of the execution of the Community Services Agreement, or an alternate deadline to be set by IDHS staff.
      • One Annual Program Spending Plan.
      • Monthly Expenditure Documentation Forms (EDF) - Due Date: 15 days after the prior month.
      • Spending Plan and Program Revisions - Due no later than May 15th.
      • Fiscal Year Closeout: Consolidated Fiscal Reviews.
    • Filing Documents with IDHS - All documents are to be sent to the following:
      • Illinois Department of Human Services
        Attention: Teen REACH Program
        815-823 E. Monroe Street
        Springfield, IL 62701
    • Please note specifications, as some documents need to be sent to other IDHS offices as well. 

Links & Resources

Program administration and reporting forms, individual file forms, and general program information and resources, are available by calling the Bureau of Youth Intervention Services, Teen REACH at (217) 557-2109 and/or on the DHS Website at www.dhs.state.il.us.