Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) (25-444-80-1411-01) Appendices, Technical Assistance, Questions & Answers

Teen REACH Appendices:

Teen REACH Technical Assistance Session

This technical assistance session will provide participants with an overview of the 25-444-80-1411-01 Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) Program Notice of Funding Opportunity and information on how providers can apply for FY25.

Teen REACH Questions & Answers:

March 19, 2024:

  1. Question:  Why does the checklist request an FY24 Uniform Application for State Grant Assistance?
    Answer:      Our apologies, this is an error. The Teen REACH Appendix NOFO Checklist, item I should request the FY25 not FY24 Uniform Application for State Grant Assistance. The FY25 PDF is available in the list of Appendices. 

March 25, 2024:

  1. Question: We cannot find the Teen REACH Appendices. Can you direct me to that link?
    Answer:     The Teen REACH Appendices can be found here:  Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) (25-444-80-1411-01) Appendices, Technical Assistance, Questions & Answers
  2. Question: I'm working with an agency in Rantoul that has never operated a Teen REACH program before. Do you have a sample linkage agreement we can use as a template?
    Answer:     IDHS does not provide a template linkage agreement. An internet search provides examples.
  3. Question: Is there an entity in Champaign-Urbana, IL that receives or has received Teen REACH funding?
    Answer:     There is one provider in the Champaign-Urbana area.
  4. Question: The NOFO initially states the following: "Approximately $13.25 M will be made available for a 12-month project period (July 1, 2024 to June 30, 2025) An additional $3.5 M is available for one entity to implement a statewide network of Teen REACH programs." However, the NOFO page later also states the following: "Of the approximately $14 million, up to $3.7 million will be granted to one entity for administration of a statewide network of Teen REACH programs." Just to confirm, which is the correct information regarding the funding available for commercial site grants and statewide grants?
    Answer:     We apologize for any confusion, the amounts are approximately $13.25 M will be made available for a 12-month project period (July 1,2024 to June 30, 2025). An additional 3.5 M is available for one entity to implement a statewide network of Teen REACH programs. 
  5. Question: Will we need to reapply for the current TR contracted school we are serving? We have another 2 schools identified to extend services into. Will this be possible to provide services to 3 schools?
    Answer:     No, you do not have to reapply for the current schools. You can modify the schools your program works with. If a provider wants to increase their projected ADA they must demonstrate in the application that they will be able to meet those increased numbers. Past performance will be considered.

April 1, 2024:

  1. Question: Can a program work with a charter school?
    Answer:     Yes, a program can work with a charter school.
  2. Question: Can the same organization in different locations submit more than one application using the same EIN number?
    Answer:     While applicants may submit multiple applications, NO applicant will receive funding for multiple applications in the same county. If one applicant submits two (2) applications for the same county, and both are eligible and score high enough to be recommended for funding, only the highest scoring application will receive further funding consideration.
  3. Question: I want to confirm that existing Teen Reach grantees do need to complete a full application for FY25 for their existing schools.
    Answer:     Yes, all applicants, including current providers, are required to complete a full application.

April 2, 2024:

  1. Question: A Budget Narrative (f) is required under the Program Narrative (II) section. Is this in addition to the narrative attached to the budget from CSA?
    Answer:     Yes, a separate narrative is required for the budget.
  2. Question: Does the Budget Narrative(f) count towards the 20-page narrative limit? 
    Answer:      Yes, the budget narrative counts towards the 20-page narrative limit. The total application may not exceed 20 pages, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, and Uniform Budget are not included in the page limitation.
  3. Question: Do we have to register for CSA Tracking system prior to being funded?  It asks if we already have a budget set up in there. 
    Answer:      Yes, you must be registered in CSA prior to being funded. Please refer to Section C.3 Registration in CSA of the NOFO:
    • "Applicants must be registered in the CSA Tracking System to enable the applicant to submit a signed budget in CSA by the application due date.  For instructions on registering in CSA, refer to IDHS: CSA Tracking System (state.il.us)" 
    • "Successful applicants will NOT be issued an award without a fully approved budget in the CSA System. Furthermore, if the Uniform Grant Budget is not entered, signed, and submitted in the CSA system by the application due date and time, points will be deducted from the Budget Narrative section. "
  4. Where can I find the Q and A for this grant? 
    Answer:      Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) (25-444-80-1411-01) Appendices, Technical Assistance, Questions & Answers

April 4, 2024:

  1. Question: Is there an application format already created? I am also looking at the   NOFO  and I am seeing "Refer to Section A.4.l "Program Evaluation" where am I able to find these sections?
    Answer:     The format of the application is described in Section D Application and Submission Information; 2 Content and Form of Application Submission.
    Program Evaluation is found in Section A Program Description; 4 Required Services and Programming; l Program Evaluation.

April 10, 2024:

  1. Question: I am writing to request the application package for the Teen REACH program.
    Answer:     Go to the FY25 Teen REACH Application IDHS: Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) (25-444-80-1411-01) (state.il.us)
  2. Question: Can a School District/LEA can apply?
    Answer:     Yes, a school district can apply.
  3. Question: Is the statewide grant capped at the 3.5 million?
    Answer:     Yes, the maximum award amount for the state-wide grant is $3.5 million.
  4. Question: Is there a cap on the amount of money that can be asked for?
    Answer:     Award Expectations - The minimum award amount will be $54,000 (ADA=15). The maximum annual award amount will be $360,000 (ADA-100). The Department expects that very few awards will be made at these levels. The average grant award amount will range from $90,000 (ADA-25) to $144,000 (ADA-40).
  5. Question: If my organization applies for the statewide grant and receives it, and we have affiliates that have applied individually, but do not receive a grant, can they come under our statewide grant?
    Answer:     Affiliates cannot also apply if the parent program is applying for statewide. But they can come under the grant if awarded.
    • CLARIFICATION: The answer to this question has been updated; refer to the answer to question #98
      Answer:       A program can apply as an individual program/site, even if the parent agency is applying for the statewide grant. If the parent agency is awarded the statewide grant, the individual program/site that applied separately would have to turn down the offer to be part of the statewide grant.
  6. Question: Is the start date for the grant year now September 1st and not July 1st?
    Answer:     The contract start date begins with the start of the fiscal year, 7/1/24. Program start-up will not exceed 8 weeks in the first year of funding. Implementation will begin on or before 9/1/2024.
  7. Question: Talking to GATA staff - they have stated that if we are pending pre-qualification, we are allowed to apply and be considered for ANY state grant. So - if we are in the process of pre-qualification (awaiting response) and can prove it can our application be considered?
    Answer:     Eligible applicant entities must be registered and prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, available here: Illinois GATA Grantee Portal.
    1. Registration and prequalification are required annually. For assistance navigating government application prequalification procedure, refer to IDHS: Pre-Qualification Instructions and Resources (state.il.us)
    2. Applicants must be prequalified; applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
  8. Question: What percentage of the statewide award can be utilized for administration/indirect costs?
    Answer:     This grant does not have limitations on indirect costs. All grantees receiving awards from Illinois grant making agencies must enter State of Illinois Centralized Indirect Cost Rate Negotiation System (powered by the Crowe Review & Monitoring Platform (CRMP) via the Illinois GATA Grantee Portal to substantiate its organizations' election regarding indirect cost reimbursement. 
  9. Question: eCornerstone has been improved significantly in the past grant cycle, and we are appreciative. Is there any way we can add an option where an organization can indicate that a day is a "training day", and these training days are subsequently counted as a day open (and the "0" attendance NOT be included in the calculation of ADA)?
    Answer:     This proposal will be taken under advisement.
  10. Question: Why is the cost per youth different between YAH and statewide?
    Answer:     Statewide rate is at $3.34 because the statewide grantee has in place a network that would alleviate costs as compared to individual programs.
  11. Question: Is STEM required? If you are focused on sports, job training, and life skills, do you also have to include STEM as a program component?
    Answer:     Yes, STEM is required. Teen REACH programs must include activities in each of seven core service areas. Each youth must participate in activities in all seven core service areas.
  12. Question: Are School Linkage Agreements required or will a letter of support or commitment or a MOU suffice?
    Answer:     They are required, if they are not available by submission date, the missing documents can be submitted later if an award is granted. It would be noted in the contract exhibit language when those documents are due.
  13. Question: Is Act Now going to be reviewing the current Teen Reach competitive Application and or be involved in any part of the application process?
    Answer:     Please see question #28 answer.
  14. Question: Is IDHS going to be using external reviewers for this process?
    Answer:     The Merit Based Review will be conducted by a review team comprised of three or more internal and/or external reviewers. Internal reviewers are individuals employed by the Department, contractual staff or individuals working as interns from an Illinois academic institution. External reviewers are those individuals not employed by the Department who have volunteered to review applications, have subject matter expertise and/or grant reviewing experience and have been screened for any potential conflict of interest with their assigned applications.
  15. Question: The PDF document being submitted will be very large Is it ok to compress the document when submitting it by email?
    Answer:     Yes.
  16. Question: We are previous grant recipients, if we want to add an additional site to our application this year and we do not get the required 15 students at the site, or the site fails to launch what will happen?
    Answer    : If the site fails to meet the minimum performance standards, a corrective action plan will be issued. Regular review of these measures may result in technical assistance, corrective action, suspension of funding, reduction or loss in funding, or contract termination. These decisions will be based on the provider's responsiveness to the corrective action, failure to meet the requirements of the corrective action plan and unwillingness or inability to come into compliance with the corrective action plan and these measures.
  17. Question: If our outreach offers various programs that meet the required days and hours, BUT they are different youth that may be involved in the various programs is that ok or does it have to be the same youth for each day and hour? Example leadership academy, youth constructive boxing, community service… all will meet the requirements still including classroom lessons/ homework help/ stem, but it may not be the same students in the programs…etc.
    Answer:     Teen REACH participants have to be enrolled and tracked in eCornerstone. Youths from different programs cannot be counted towards TR attendance.
  18. Question: Can Teen Reach Advisory Council meetings be counted as parental involvement?
    Answer:     Yes.
  19. Question: Is there a form for site linkage agreements?
    Answer:     There is not a template form IDHS requires.
  20. Question: How long does it take to be awarded and when are the awardees picked?
    Answer:     The aim is to have Notice of State Awards sent out by 6/1/24
  21. Question: Could you expand on service learning as a core services?
    Answer:     Service-learning is a method of teaching and learning that connects classroom lessons with meaningful service to the community. Students build academic skills while strengthening communities through service. Service learning combines service tasks with structured, youth-driven opportunities that link the task to self-reflection, self-discovery, and the acquisition and comprehension of values, skills and knowledge content with service tasks.
  22. Question: Is there a recommended staff: youth ratio?
    Answer    : No requirement on staff: youth ratio.
  23. Question: If I have students who attend sports, like join basketball they are gone most of our program to attend practice and games, we may have them for like one hour a day 3/4 days a week, is there a way to add a note for "sports, drama" cheer so we have a reason they are not present?
    Answer    : If the participant is not at the TR site or under supervision of TR, they cannot count that time for TR.
  24. Question: Can you explain the Cornerstone program. I am not familiar with that.
    Answer:     eCornerstone is a management information system provided by the Illinois Department of Human Services (DHS) to support the department's programs in youth services and juvenile justice aimed at enhancing the health and wellbeing of at-risk populations. Programs currently supported in eCornerstone include Comprehensive Community Based Youth Services (CCBYS) and Teen REACH. The eCornerstone system is essential to the effective  delivery of services and management of these programs. As a web-based system, eCornerstone provides access to program information for qualified users at any location with internet access, and supports a statewide database of program participants, providers, and program  management, with real-time updating and agency-wide access to appropriately shared information.
  25. Question: To confirm we can apply for different communities in the same county if they are at different sites? If so, do we apply for each community separately or do we apply just one time listing the communities?
    Answer:     While applicants may submit multiple applications, NO applicant will receive funding for multiple applications in the same county. If one applicant submits two (2) applications for the same county, and both are eligible and score high enough to be recommended for funding, only the highest scoring application will receive further funding consideration.
  26. Question: Is the funding amount requested given annually for three years or is it the total amount to be used over three years?
    Answer:     The amount requested for this competitive application will be for FY25. Successful applicants may be eligible to receive up to two subsequent one-year grant renewals at the discretion of the department with funding amounts to be determined.
  27. Question: Do you have guidance on multiple sites? ie how close do they have to be geographically? If we have multiple sites, which forms do we need to submit two copies of?
    Answer:     Multiple sites must be within the same county. If an applicant is applying for sites in separate counties, the applicant must submit separate applications for each county. For each site, a Youth Attendance Plan, Site Information Form, and Activity Calendar are required.
  28. Question: Are there any potential modifications to funding amount or expected outcomes for Therapeutic Day School programs serving the most at-risk youth?
    Answer:     No, the funding amounts are for all applicants except for the state-wide
  29. Question: Where do we submit the application?
    Answer:     Via email at dhs.youthservicesinfo@illinois.gov
  30. Question: When will the NOFO be available?
    Answer:     It is available at IDHS: Teen REACH (Responsibility, Education, Achievement, Caring, and Hope) (25-444-80-1411-01) (state.il.us)
  31. Question: Are there page limits per section and overall grant? What is the font size 11 or 12
    Answer:     12 pt font. Black ink. White paper. Single spaced. There ARE page limits. This is found in Section 5, pg. 15.
  32. Question: Is IDHS going to be using external reviewers for the competitive application? Is Act Now going to review the grant applications?
    Answer:     The Merit Based Review will be conducted by a review team comprised of three or more internal and/or external reviewers. Internal reviewers are individuals employed by the Department, contractual staff or individuals working as interns from an Illinois academic institution. External reviewers are those individuals not employed by the Department who have volunteered to review applications, have subject matter expertise and/or grant reviewing experience and have been screened for any potential conflict of interest with their assigned applications.
  33. Question: Is there a YAP spreadsheet like last year or is it just the word document form on the IDHS appendices website?
    Answer:     No spreadsheet, just the Youth Attendance Plan (docx)
  34. Question: Will virtual engagement count towards participation? Many of our youth check in virtually with staff when they are unable to be in the building (illness, sports, etc)
    Answer:     No, virtual engagement was allowed during the pandemic. Virtual enagement will not count for participation.
  35. Question: For summer months can I extend our program for 6 hours instead of 3 to offer more a longer camp to the youth
    Answer    : Yes, you can extend hours during breaks/summer.
  36. Question: Confirming - we need to report on all of the outcomes under each of the areas, correct?
    Answer:     Provider will submit quarterly and final Periodic Performance Reports (PPRs) in the format prescribed by the Department. This report will cover all Performance Measures and  Deliverables.
  37. Question: Are student stipends allowed through this grant?
    Answer:     No.
  38. Question: If students turn 18 during program duration, can they still be captured through the end of the program?
    Answer:     If a participant turns 18 during the year, they can remain in Teen REACH as long as they are still in school.
  39. Question: What are the age ranges for Teen REACH?
    Answer:     Teen REACH is designed to serve youth 6-17 years of age with 70% of youth being served 11-17 years old.
  40. Question: If I'm applying for sites in multiple counties, can I include all of them in a single application?
    Answer:     If you are applying for multiple sites, yes, you can apply in one application. If you are applying for sites in multiple counties, you must submit a separate application for each county.
  41. Question: When are award announcements expected?
    Answer:     Notice of State Awards are anticipated to go out by June 1, 2024.
  42. Question: Is the cost/award per youth determined by total YAH participation projection in accordance to projected ADA for each program day?
    Answer:     The Maximum Annual Grant Amount will be based on the projected Average Daily Attendance times the minimum required program hours (720) funded at a rate not to exceed $5.00. ($3.34 for SW) Funds may be requested at an amount less than the maximum annual grant amount as defined in the funding formula.
    NOTE: If your agency is proposing to offer more than 720 hours of programming, you must still use 720 in your funding calculation. The only number in the above formula that can be adjusted is the projected Average Daily Attendance (ADA).
  43. Question: Are you spreading funding by regions? Will one region get more than another? Are there prioritized community zip codes?
    Answer    : This program that covers the entire state. The goal is to have programs that will provide services in at-risk communities.
  44. Question: Do we have to partner up with a school, or can programming be hosted at a community organization site?
    Answer    : Successful applicants will have developed community partnerships, which, at a minimum, must include strong collaboration with the schools whose students will be attending Teen REACH program activities.
  45. Question: Does it count against the ADA if students are picked up early or attend less than 3 hours?
    Answer:     It does not impact ADA but does impact Youth Attendance Hours.
  46. Question: The Executive Summary is set to 11 point font. Do we need to change it to 12 point font?
    Answer:     No, that is fine, just keep it 11 pt. font in that executive summary.
  47. Question: Is this program for the Chicagoland area?
    Answer:     No, it is available throughout the state.
  48. Question: Can we include field trips as part of our programming?
    Answer:     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 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. Field trip expenditures that meet these criteria but are NOT approved in advance will be disallowed.
  49. Question: How are funds dispersed? Quarterly, reimbursed, advancements, etc.?
    Answer:     Grantees will receive payment by one of the three payment methodologies (Advance Payment, Reimbursement or Working Capital Advance).
    Grantees will automatically be paid via Reimbursement Method unless a request for Advance Payment Method or Working Capital Advance Method is made using the IDHS Advance Payment Request Cash Budget Form IL444-4985.pdf (state.il.us) template.
  50. Question: May 1st is a Wednesday not a Monday. Is the grant due on the 1st or April 29th (Monday)?
    Answer:     The correct date is Wednesday May 1, 2024
  51. Question: Does it count against the ADA if students are picked up early or attend less than 3 hours?
    Answer:     Not ADA but it does impact youth attendance hours
  52. Question: How is the cost per youth determined?
    Answer:     It is a set amount $4.71 for regular applicants, $3.34 for state-side
  53. Question: Could 4 weekday and 1 weekend day satisfy the 5 day a week requirement?
    Answer:     Yes, but is encouraged to be available daily between the hours of 3:00 pm to 6:00 pm
  54. Question: IS there a space usage agreement form/template?
    Answer:     No Template
  55. Question: Can two organizations be funded to provide service for the same service area such as Austin area in Chicago?
    Answer:     Yes. It will depend upon the needs of the communities involved.
  56. Question: What is required on the "Signed School Linkage Agreements?" Could it be a signed letter from the school staff?
    Answer:     The school administrator would have to be someone at the school with the authority to enter into that kind of agreement. The linkage agreement should cover the schools involved, time frame, what will be required from the school (report cards) and who will be involved. That is not all but some of the basics.
  57. Question: Are we able to enroll 125 total kids with an ADA of 100 and still be eligible?
    Answer:     Yes, applicants can enroll 125 total participants, but the award amount will be based on the maximum award amount of 100 ADA.
  58. Question: As a new agency are we required to have staff and place etc to apply? Do you give us time and funds to start up?
    Answer:     Not at the time of application. However, new grantees have until 9/1/24 to begin programming. New grantees can use the time from 7/1/24 to 9/1/24 to hire staff, establish a location, etc. New grantees may charge startup costs to the grant.
  59. Question: Are there any facility requirements?
    Answer:     Not really. Just that is has to be a safe environment. Section D.2.iv.b of the application details the Physical Space Requirements.
  60. Question: For the Attachment P5: Programming Space Linkage Agreement, if we own the building, do we need to include something ?
    Answer:     No
  61. Question: How are weather closures addressed?
    Answer:     Site closure dates cannot be counted towards attendance.
  62. Question: What if we have different kids who attend during the summer vs. the school year?
    Answer:     Kids can participate summer only but they have to be enrolled in ecs and then discharged.
  63. Question: How long is this grant good for during this period?
    Answer:     7/1/2024 - 6/30/2025
  64. Question: If we get awarded the grant and are not able to get the required minimum enrollment of 15, what happens?
    Answer:      If the site fails to meet the minimum performance standards, a corrective action plan will be issued. Regular review of these measures may result in technical assistance, corrective action, suspension of funding, reduction or loss in funding, or contract termination. These decisions will be based on the provider's responsiveness to the corrective action, failure to meet the requirements of the corrective action plan and unwillingness or inability to come into compliance with the corrective action plan and these measures.
  65. Question: Is food included in this grant?
    Answer:     Food is an allowable expense for participants, not for staff.
  66. Question: Can the one statewide network apply for more than the 3.5 million?
    Answer:     Up to $3.5 million will be granted to one entity for administration of a statewide network of Teen REACH programs, with programs in every area of the state.
  67. Question: Will our previous reports/data be taken into consideration when choosing grant awards? Will this affect our points?
    Answer:     Although past performance will not be part of the merit-based review, the applicant can refer to past performance with after-school programming in the application. Section E.2.c states, The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, demonstrated community presence, and agency past performance as a state grantee, etc. and other factors identified under Section A.2 "Intent of the Notice of Funding Opportunity." While the score/recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
  68. Question: For the statewide sites - won't they still have similar costs to non-statewide? They will need to put information into ecornerstone, train staff, manage data, etc.?
    Answer:     The state-wide awardee will have a network in place that helps to alleviate basic costs.
  69. Question: Are college tours allowed for Juniors & Seniors?
    Answer:     Yes, follow the procedure for field trips.
  70. Question: In the NOFO it states …." If the program intends to offer subsidized employment opportunities, provide information regarding your agency's capacity and experience in managing a participant payroll system - particularly for youth employment programs. Explain how your organization will track time and effort and the program and supervisory approvals." It was mentioned earlier in the info session that stipends are not allowed. So is this a typo or am I missing something?
    Answer:     Teen REACH does not provide stipends. There is a difference between employment and a stipend. Stipends are not compensation for work, rather a fixed sum of money provided to support specific activities or needs. If a TR participant is working for a program, they are being paid for their time.
  71. Question: Do programs have to hit all the Outcomes and Developmental Assets in each Core Services, or do we need to pick the outcomes/assets under each core?
    Answer:      All. Some activities will address more than one Outcome or Asset.
  72. Question: Can you clarify if we only need to submit the organization chart (Statewide Agency), or do we need to submit org charts for all our sites?
    Answer:     An organization chart for the Agency will suffice. You do not need to submit for each site. This also pertains to programs with multiple sites.
  73. Question: Where do we access the listed Appendix items such as the school agreement document?
    Answer:     The appendices are listed at the top of this Q and A document.
  74. Question: I have a question about due dates. On April 15, is there something that needs to be completed? I can't seem to find it in the NOFO.
    Answer:     There is nothing due on April 15th related to this NOFO. The only mention of April 15th is related to reporting that is required if an award is granted.
  75. Question: The NOFO clearly states that applicants need to submit a resume for the Teen REACH Coordinator, if known. Otherwise submit a job description. The guidance for other program staff is not clear. Do we need to submit job descriptions for program staff, even if the employees/volunteers who will fill those positions are known?
    Answer:     The applicant needs to provide descriptions for staff that will have key positions responsible for the program.
    Section D.2.b.iv.a.iii.1. States for the agency to "Identify key staff positions that will be responsible for the program. At a minimum, a .5 FTE Teen REACH coordinator must be committed to the program. Include evidence that this individual is qualified based on education and experience to direct the program.
    Present his/her resume or if that individual has not yet been hired, present the Teen REACH Coordinator's job description as Attachment A4- Job Description(s)/Resume(s).
    Include resumes and/or job descriptions of all additional employee positions responsible for implementing this program as Attachment A4: Job Description(s)/Resume(s). Programs must recruit and hire staff who are qualified for their positions through education, experience and/or  training. Job descriptions must also be included for volunteer staff."
  76. Question: Is the 3-page Executive Summary form included in the 20-page limit for the project narrative?
    Answer:     Yes, the 3-page Executive Summary is included in the 20-page limit. Section D.2  Content and Form of Application Submission states ..." The total application may not exceed  20 pages, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, and Uniform Budget are not included in the page limitation.
  77. Question: Question regarding Youth Incentivised Workers. During the past grant cycle, program has paid youth ages 14-18 as peer mentors in support of the Teen Reach program services. Will IDHS no longer be supporting the stipends paid to youths? Does this also affect our use of youth as peer mentors?
    Answer:     You are still allowed it but would have to actually hire them to work in the program. In this case, they would be listed under Personnel and grant funds would pay them. The only catch is they do not count as a participant when they are working. There also needs to be a job description for that position.

April 12, 2024:

  1. Question: (a) On the Youth Attendance Plan it states that "The number of program hours is not just the hours open. If a service delivery site is providing programming in more than one core service at a time, those hours can be counted as program hours. For example: If a site is open from 3:00 pm to 6:00 pm and offers STEM activities from 4 pm to 5 pm to one group of youth and Mentoring to another group of youth, the site can count that as two program hours."
    Does this mean our summer schedule where we have students rotating through three different  core classes/services in the morning and afternoon rather than doing one group program activity  should actually count as triple the program hours? For example, one hour of one class in service  learning, another class in life skills, and another class in STEM all happening at the same time  would equal a total of 3 program hours rather than 1 program hour.
    Answer:     Yes. If you have separate programming taking place, in different spaces, during the  same block of time, for "program hours" you would count both. Example - life skills in one room from 3-4pm and Service Learning in another location from 3-4pm this would total 1 "hour open" and 2 "program hours". A single youth attending 1 session for 1 hour counts as 1 "youth Attendance Hour" if the youth attends 30 minutes in one and 30 minutes in the other  it still counts as 1"youth attendance hour. Further, even if youth partially attends both sessions he still only counts once per day towards "average daily attendance"
  2. Question: On the Youth Attendance Plan it states that "The number of program hours is not just the hours open. If a service delivery site is providing programming in more than one core service at a time, those hours can be counted as program hours. For example: If a site is open from 3:00 pm to 6:00 pm and offers STEM activities from 4 pm to 5 pm to one group of youth and Mentoring to another group of youth, the site can count that as two program hours."
    Does that only apply to elements of the schedule when groups are engaged in different core  services? For example, our academic time in the summer has students rotating through  Reading/Writing and Math, both of which fall under the academic core service umbrella. Would   one hour of two groups rotating between reading and math count as 1 program hour or 2  program hours since it is under the same core service category but differentiated by academic subject?
    Answer:     This is a little trickier. Short answer, possibly. In the example you describe it appears what you are describing is more like tutoring/homework help in which case the subject matter wouldn't really make a difference as you are providing same in both rooms just with different staff to reduce participation size. And if you have simply split groups by subject area but still providing same service - NO. A situation that might allow for both to be counted would be significantly different life skills programs such as anger management/conflict resolution in one space and polydrug education and avoidance skill development.
  3. Question: In calculating the Maximum Grant Amounts for each site, do we use the formula calculating at the $3.34 YAH rate or at the $5.00 rate?
    Answer:     Statewide applicants calculate at $3.34 rate.
  4. Question: Are YAHs calculated by the product of average daily attendance by # of hours open or by # of program hours?
    Answer:     YAH is calculated by ADA x Hours Open
  5. Question: Please provide clarification on what is expected in Attachment P7 - Assessments/Survey Tools and Attachment P8 - Assessment Results/Analysis 3 Understanding the specific requirements will ensure that we provide all the necessary information accurately and efficiently.
    Answer:     The assessment is supplied by the applying agency. A community needs assessment  provides community leaders with a snapshot of local policy, systems, and environmental change  strategies currently in place and helps to identify areas for improvement. With this data, communities can map out a course for improvement by creating strategies to make positive and sustainable changes in their communities. As stated in Section A.4.e Assessment of  Community Need, "This includes local youth, family, school and community surveys and focus groups in addition to reviewing all elevant available data and recently completed community assessments.
  6. Question: Is there a formal application? I looked through summary information/attachments and was unsure if we complete our own template
    Answer:     Applicants complete their own submissions, there is no template. Please follow the instructions in Section D Application and Submission Information, #2 Content and Form of Application Submission.
  7. Question: If my agency applies for a statewide grant - the below answer is inferring that none of our sites that operate in Illinois could apply for an individual grant.
    However - all 43 corporate sites are independently incorporated and governed as their own 501C3s in the state - although they work collectively through the Applicant. We have at least 4 sites that are current Teen REACH grantees and are not able to budget to decrease their program from receiving $5/hr per participant down to $3.34 per participant - so they are looking to apply/reapply as an individual grantee.
    My understanding is that the Statewide Applicant could apply for the statewide grant AND work with YMCAs that are not currently receiving Teen Reach - as long as we would have 45- 65 sites. Is this not accurate? That some can't apply individually if they have had success - while we roll other YMCAs (45-65) sites into our statewide grant?
    Answer:     A program can apply as an individual program/site, even if the parent agency is applying for the statewide grant. If the parent agency is awarded the statewide grant, the individual program/site that applied separately would have to turn down the offer to be part of the statewide grant.
    (NOTE: Question #19 above was updated)

April 15, 2024:

  1. Question: Our agency has been conducting Teen Reach with local school in Chicago for the past few years.
    However, we are hoping to apply to serve two more schools a charter school and another school in Joliet/Will County that we have not yet identified. Will we need to have separate applications for the continuation at our current school in addition to the two new schools we propose to  serve?
    Answer:     While applicants may submit multiple applications, NO applicant will receive funding for multiple applications in the same county. If one applicant submits two (2) applications for the same county, and both are eligible and score high enough to be recommended for funding, only the highest scoring application will receive further funding consideration. If one agency is applying for two separate counties, two applications should be submitted.
  2. Question: We are a local site applying as part of the Statewide grant. In calculating the Maximum Grant Amounts for each site, do we use the formula calculating at the $3.34 YAH rate or at the $5.00 rate? Our organization is a sub-recipient organization under the statewide grantee.
    Answer:     Your organization will use the $3.34 rate.
  3. Question: We have three proposed sites in Cook County. Total counts for our sites (ages 11-7) are:
    Site 1: 24
    Site 2: 140
    Site 3: 144
    I understand we have exceeded the amount of $360,00.00 after tallying the hours and youth.
    In our application, do we only submit a total number of 100 youth only for our application.
    Answer:     That maximum award amount will be $360,000. However, an applicant can propose to serve more than 100. If approved, that program will only be paid for the maximum award amount for 100 participants, $360,000.
  4. Question: We are interested in applying for the Teen Reach grant. We provide programming within the schools. However, by providing programming in the schools, we would not be able to meet the required 240 days of programming at one site due to days off. We would be at 166 days at the school sites. Could we make up the 74 days at our office location?
    Answer:     Yes, it would be considered an off-site location. Assuming your office location has the capacity to house a program/programming commiserate with the size and scope of your program that is acceptable. This would mean that the SAME youth would be participating not new or different program youth and the staff would also continue. while there may be minor change, the core staff should remain. It is essentially "we will meet here for programming today".  Your application should lay out the anticipated plan for when youth would be at which location, such as Summers and school breaks. Your application would also need to submit the name and location of the off-site location and have the necessary attachments for that site.

April 24, 2024:

  1. Question: For TR FY25, can we allocate funds to purchase program-related furniture?
    Answer:     Please refer to 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and  Audit Requirements for Federal Awards, PART 200 Subpart E Cost Principles to determine the  appropriateness of costs. In addition, and specific to this grant, un-allowed costs will also include  the following unless otherwise approved in writing by DHS:
    1. Capital Expenditures
    2. Renovations  or remodeling
    3. Purchase of a vehicle
    4. Food for staff unless authorized as per diem under the State of Illinois Governor's  Travel Control Board.
    5. Deposits for items, services, or space.
      Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200.
  2. Question: Are Grassroot organizations eligible to apply if they can support the admin cost?
    Answer:     Eligible applicants are limited to those public and private nonprofit community- based organizations subject to 26 U.S.C. 501(c)(3) or 501(c)(4) of the tax code (26 U.S.C.  501(c)(3) or 26 U.S.C. 501(c)(4))
    In addition to the above non-profit community-based organizations, eligible applicants are inclusive of units of local government, public schools, districts and Regional Offices of Education.
  3. Question: Please Clarify this section of the funding notice. My understanding of this section is that  if a statewide administrator is awarded, organizations would need to work under that  administration. Would this be correct?
    Answer:     A statewide provider is expected to operate a minimum of 45 to 65 separate programming sites (affiliate sites) located throughout the state. The affiliate sites will be administered by the statewide grantee. Applicant organizations who are not affiliate sites would not work under the statewide provider.
  4. Question: Agencies are required to be in operations 8 weeks after being awarded, will programs be  reimbursed for program supplies purchased for programming.
    Answer:     Yes, purchases for the TR program can be made during the 8 week start up period.
  5. Question: On the Site Information Form, where do we indicate the "Site Name"? In our case,  the three sites are not affiliated with our organization, but rather a school district. Do we list all  three sites under "Collaborating School Names" and only complete one form even though the  instructions state to complete one form for each Teen REACH site?
    Answer:     If you have three sites at three different locations that will be operating Teen REACH at each location, you need to complete a Site Information Form for each site.
  6. Question: When compiling the Teen REACH NOFO, are we to include our CBAT-O letter of verification? If so, where do we include it in the prescribed order of the NOFO?
    Answer:     No, the CBAT O verification does not need to be included.
  7. Question: For submission, the Teen REACH NOFO instructs us to submit "in a single PDF file to DHS.YouthServicesInfo@Illinois.gov." We have previously had issues sending large PDFs via email. What can we do if the PDF is too large to be sent through email?
    Answer    : If applicant is unable to send the application in a single pdf file, applicant must label each document and submit all the documents in a compressed (ZIP) file. These are the only acceptable forms of submission. if you have an issue with the submission, please contact DHS.YouthServicesInfo@Illinois.gov and cc Mike.Sandidge@Illinois.gov.