VII. Rapid Re-Housing

A. Purpose and Terminology

The Rapid Re-Housing (RRH) is permanent housing that provides short-term (up to three months) and medium-term (4-24 months) tenant-based rental assistance and supportive services to households experiencing homelessness.

Program Participant Eligibility Requirements

  1. Program participants must be currently homeless (HUD definition at 76 FR 75994).
  2. Program participants must be selected through the local Continuum of Care's (CoC's) established processes for evaluating and prioritizing households for rapid re-housing as is required by the Federal Department of Housing and Urban Development (HUD).
  3. Under 8 USC 1621(d), states are required to have specific statutory authority to provide public benefits, including housing, to certain non-citizens. This program is only able to serve non-citizens who meet the definition of "qualified alien" under 8 USC 1641.

The following terminology is used in the Rapid Re-Housing Program:

Advocacy: Intervening on behalf of program participants to assist in the receipt and use of services.

Alcohol Abuse Services: Providing or arranging services for participants to AA (Alcoholics Anonymous) or other programs that address alcohol abuse issues.

Case Management: Coordinating the acquisition, delivery, and use of supportive services. Case management must include individual assessments that are used to develop individual service plans.

Child Care: Providing or arranging child-care services.

Children's Services: Providing or arranging services for child-specific services, such as child abuse counseling or preschool programs.

Counseling: Providing or arranging for individual or group counseling to alleviate physical abuse, mental health issues, substance abuse, and/or familial obstacles that are preventing a return to self-sufficiency.

Domestic Violence: Providing or arranging services for victims of domestic violence.

Education: Providing or arranging services for participants to complete a course of study leading to a diploma or specific skill certificate.

Employment Services: Providing or arranging services for participants to complete job preparation and/or to secure job interviews or employment. This may include acquiring special tools or clothing to perform the job in which the participant is placed or receiving training.

English as a Second Language: English language services available to persons who seek to improve their English language skills.

Follow up: Assessing the need and providing additional services upon completion of, and discharge from the program.

Health/Dental Services: Providing or arranging services for participants and assuring use of needed medical and dental services.

HIV/AIDS Related Services: Supportive services related to the needs of participants diagnosed with HIV (Human immunodeficiency Virus - is a virus that attacks cells that help the body fight infection, making a person more vulnerable to other infections and diseases) and AIDS (Acquired Immunodeficiency Syndrome - the late stage of HIV infection that occurs when the body's immune system is badly damaged because of the virus).

Housing/Location Inspection: Locating and/or initial inspection of rental property on behalf of participants to ensure that the housing is decent and adequate for the household and meets general health and safety standards prior to tenant occupancy.

Legal Services Referral: Referrals to any legal services which may be needed by participants.

Mental Health Services: Providing or arranging services that address serious and persistent mental disabilities.

Outreach: Locating and contacting homeless persons in the community and informing them of available services.

Overnight/Emergency Shelter: Providing overnight sleeping accommodations for 12 or fewer hours that provides access to at least one meal and provides supportive services. Maximum length of stay to be determined by Provider.

Substance Abuse Services: Providing or arranging services for participants to attend NA (Narcotics Anonymous) or other programs to address substance abuse issues.

Transitional Shelter: Providing shelter, food, and supportive services for up to 24 months.

Transportation: Transporting or purchasing transportation services, such as bus tokens or taxi fares, for participants to obtain medical care, public assistance, education, training and other services not provided on site.

Voucher Shelter: Providing emergency shelter on a per diem basis at a nearby hotel or motel when other overnight shelter is not available. And also provides supportive services and may provide food.

B. Policies and Procedures

  1. Funding: All funds awarded to a provider must be obligated by the end of the agreement period and expended by the end of the lapse period. Funding is based on the submission and approval of an annual Funding Application. Plans for funding are evaluated on the basis of provider experience, administrative capacity, need in the geographic area, program service plans and budget. Program funding typically runs from July 1 to June 30. The Illinois Department of Human Services determines which plans will be funded, the funding amounts, and has final approval on all funding amounts distributed to providers.
  2. 501(c)(3): If the provider is not a governmental entity, the provider must be a federally tax exempt, non-profit agency legally authorized to operate in the State of Illinois with a Not-for-Profit Corporation Charter from the Illinois Secretary of State and verification from the Internal Revenue Service of exemption from federal income tax liability under the applicable Section 501(c)(3) or 501(c)(4) of the Internal Revenue Code. Each provider must submit documentation of not-for-profit status and their 501(c)(3) status. Each provider must certify that it complies with all provisions of the Federal Internal Revenue Code, the Illinois Revenue Act, and all rules promulgated thereunder, including withholding provisions and timely deposits of employee taxes and unemployment insurance taxes. Also, an annual report must be on file with the Secretary of State that the provider is a not-for-profit provider. This report will be sent, by the Secretary of State, to each provider's registered agent 45 to 60 days in advance of the date of the provider's incorporation. A provider can contact the Secretary of State, Office/Annual Report Section at (217) 782-6961 with any questions or conflict resolutions.
  3. Records: The provider must maintain written policies and procedures regarding its fiscal activities, including but not limited to, payroll, purchasing, cash management, relevant fee schedules, contracts, and risk management. The provider must submit and have on file a copy of their Annual Report to the Internal Revenue Service Form 990 and an Annual Report to the Attorney General Form AG 990. The provider must show proof that its governing body has approved a budget at least annually. All fiscal records are to be maintained for at least five years after the end of the fiscal year to which they relate. Failure to maintain adequate records to document the expenditure of IDHS funds creates a presumption in favor of the Department for recovery of the funds. The provider must have on file the by-laws, policies and procedures and a current organization chart. The provider must maintain policies concerning the hiring, termination, evaluation, and discipline of staff. Also, the provider must have policies on non-discrimination in hiring, employment, sexual harassment as well as written job descriptions of employee's duties and responsibilities.
  4. Participant Information and Data: Each provider is required to submit quarterly participant outcome data regarding demographics, population and services using the Periodic Performance Report (PPR). Providers report quarterly on the number and characteristics of the people served and the services provided. The reports include information on the demographic characteristics of the participants, the causes of homelessness and conditions or problems of each participant such as substance abuse.
  5. Participant Intake and Assessment Forms: Each provider is required to submit annually for review by IDHS all participant intake forms and assessment forms. Each provider is required to have completed intake and assessments for each participant upon entry into the program.
  6. Participant Files: Each provider is required at a minimum to keep participant files with regard to supportive services, case management, participant intake forms, assessment forms, participant outcomes, life skills data and other information involving the participants for a five-year period.
  7. Centralized Repository Vault (CRV): Each provider is required to upload appropriate documents to the CRV.

C. Program Deliverables and Outcomes

All deliverables will be verified by on-site monitoring visits, and/or through review of data in the required web-based reporting system or by other means as the Department deems necessary.

Performance Measures

  • Number of persons served (by household type)
  • Number of persons served who moved into housing (by household type)
  • Number of households served (by household type)
  • Number of households who moved into housing (by household type)
  • Physical and mental health conditions at start (by household type)
  • Living situation (prior to program entry, by household type)
  • Cash income - ranges by start and annual assessment/exit status
  • Client cash income change - income source - by start and exit
  • Length of participation for leavers and stayers
  • Length of time between project start date and housing move-in date (by household type)
  • Exit destination (by household type)

Performance Standards

100% of households will be tracked in HMIS or a comparable database

100% of households entering program will meet HUD's definition of homelessness 80% of households will have a move-in date within 30 days of start date

65% of households will assume a lease or maintain other permanent, stable housing upon exit 35% of households will increase income from program entry at exit

Reporting

  • This program was designed for compatibility with HUD's Annual Performance Report (APR) data reporting standards that are required by HUD to be exported from HMIS (or a comparable database for victim service providers). Grantees are responsible for ensuring the completion and maintenance of all data fields required for HUD-funded Continuum of Care RRH projects as well as meeting all requirements of their local Continuum of Care's HMIS and Coordinated Entry policies, procedures, processes, and/or standards. IDHS may require submission of exported APR reports to verify compliance, performance measures, and demographic information for those served through this program.
  • Periodic Financial Reports will be required on a monthly basis and must be submitted no later than 20 days after the end of the reporting month.
  • Periodic Performance Reports will be required on a quarterly basis and must be submitted no later than 20 days after the quarter ends.
  • Other Unique Programmatic Reporting Requirements: Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

D. Contracts and Amendment Procedures

  1. Contract Procedures and Approvals: Providers to be awarded funding will be notified, in writing, of annual contract award submittal dates and procedures for contracting.
  2. Amendment, Submittals and Approvals: If necessary, a provider may file a modification to the Funding Application. Modifications or amendments to the funding and services plan must be submitted by the provider, in writing, and are subject to approval by the Illinois Department of Human Services, Bureau of Housing and Supportive Services. All sub-contracts or pass-through funding agreements must meet all terms and conditions of the Uniform Grant Agreement (UGA) and must be approved by IDHS prior to entering into any sub-contractual or pass-through funding arrangement.
  3. Contract Budget Line-Item Transfers: Providers are allowed to transfer up to a total of $500 among any Direct Service line items without having to obtain written permission from IDHS. The provider should keep a record of the transfer in the event that a monitoring review is conducted.

E. Program Budget

  1. Annual Program Budget: The annual Program budget establishes how funding is utilized for program implementation during the fiscal year. Several categories are defined within the Program budget including direct cost, direct program cost and payments on behalf of participants. Providers are required to identify the relevant funding sources and the percent of funding used in each budget category. Providers are required to track all IDHS funds by program and budget line item.
  2. Financial Management System: Providers must have an established financial management system which provides complete, separate, and accurate accountability of funds. The provider's accounting system must be well-maintained, up to date, and provide the following original documentation:
    1. Bank reconciliations;
    2. Trial balance;
    3. Separate identification of program expenses in a general ledger;
    4. Complete accountability of all obligations, payment, and reimbursements; 
    5. Justification of allocations;
    6. Written administrative and accounting procedures;
    7. Segregation of duties for internal control; and
    8. Maintain an accounting system that isolates IDHS funds and allows tracking of IDHS expenditures.
  3. Budget Revisions - Amendment Process:
    1. Letters of increase or decrease; A computer-generated e-mail is sent to the provider stating the intent to increase or decrease dollars to a contract.
    2. Formal amendments; An agreement executed by the provider and IDHS constitutes a formal amendment. The following is required for a formal amendment to be processed:
      1. Adding new program services: An amendment to add a new program service must contain a detailed summary of service to be provided under the amended contract and the method of payment.
      2. Extending the service date of the contract: An amendment to extend the service date of the contract must contain the following information: Agreement number as it appears on the original contract; provider name; clause stating the new term; signatures of the provider and the Secretary of the Illinois Department of Human Services.
      3. Extending the service dates of an existing program: An amendment to extend the service dates of a specific program in the existing contract must contain the following information: Agreement number as it appears on the original contract; provider name; clause stating the new term of the agreement; signatures of the provider and the Secretary of the Illinois Department of Human Services.
      4. Changing the language within an existing program attachment only: An amendment to change the language of a specific program attachment of an existing contract must contain the following information: Agreement number as it appears on the original contract; provider name; clause(s) stating the new language of the agreement; signatures of the provider and the Secretary of the Illinois Department of Human Services.
  4. Fiscal Audits: If deemed necessary, a program and fiscal audit will be conducted by the IDHS Office of Contract Administration.
  5. Recovery: The Office of Contract Administration (OCA) is responsible for financial reconciliation and financial recovery of unspent funds. As part of the funds recovery procedure, the Office of Contract Administration will send to each provider an "Informal Notice" letter containing the state fiscal year, the provider's name, and FEIN number and the amount of IDHS funds provided to each provider. The letter will also include a Grant Reconciliation Report to be completed by each provider. The provider will have fifteen days from the receipt of the informal notice to request, in writing, an informal hearing on lapsed funds or a plan of correction dealing with other violations. If the informal hearing does not result in a resolution of the lapsed funds, a "Formal Notice to Recover Lapsed Funds" letter will be sent by registered mail to the provider. The provider will then have thirty-five days to request, in writing, a Formal Hearing. At the end of thirty-five days, if no request has been received, the OCA may proceed to recover the amount of funds. If the provider does not have an upcoming fiscal year contract from which to deduct the lapsed funds owed, the Bureau of Collections will establish a collection account in the name of the provider. The Bureau of Collections will generate an invoice and mail it to the provider for payment. The provider will then receive monthly billing statements. The debt may also be referred by the IDHS to the Attorney General's Office if the debt remains unpaid for one year.
  6. Program Payments: Payments for the Program will be made as prescribed by the IDHS.
    • IDHS reserves the right to advance additional funds to the agency beyond the prescribed method when it is in the best interest of the provider to do so.
  7. Provider Responsibilities: The provider must submit, on a timely basis, complete and accurate fiscal and participant service reports. Access to a computer is required for electronic reporting to IDHS. Providers are required to submit quarterly participant service and monthly fiscal reports on the IDHS web-based reporting system. Each is due no later than 20 days after the end of each reporting period. The State of Illinois' fiscal year operates from July 1 to June 30 each year. Participant service reports provide details as to the number and characteristics of the people served and the services provided. Fiscal reports provide detailed line-item expenditures documented for each period. The participant service reports must be submitted quarterly and are due on October 20, January 20, April 20, and July 20. Fiscal reports must be submitted on or before the 20th of each month.

F. Services

Eligible Service Costs

NOTE: This section is eligible services costs. Other eligible costs may be included in the program budget (including staff training, direct administrative costs, indirect costs, etc.) according to GATA provisions. No additional program restrictions are being placed on these funding categories since each grantee will be required to provide leasing or rental assistance to a minimum number of newly created units for this program.

Rental Assistance -provide tenant-based rental assistance to pay a portion of the rent on behalf of program participants for individual housing units for RRH. Under rental assistance, the lease for the unit is between the program participant and the property owner. Rent must be reasonable in relation to rents charged for comparable units in the area. Rent may not exceed the lower of 120% of Fair Market Rent (FMR) or the rent reasonableness limit for the unit, but the rent can never exceed what is considered reasonable to support that unit. For more information, see Leasing and Rental Assistance Requirements. Rental Assistance funds can pay for the following activities:

  • Rental assistance for the unit
  • Security deposits for up to 2 months
  • First and last month's rent (up to one month each, allowed as an advanced payment)
  • Vacancies (30 to 90 days depending upon the circumstances)

Landlord Incentives - if necessary, to obtain a housing unit for a program participant, the following incentives may be paid on behalf of the program participant at the time the owner is paid the security deposit and the first month's rent:

  1. The Security deposit may be increased by an additional (third) months' rent - must still be refundable to the program participant as stipulated in the lease agreement as an additional incentive for the program participant to care for the property;
  2. A one-time, non-refundable signing bonus that is equal to no more than 2 months' rent; and/or
  3. Paying the cost to repair damages or remediate conditions (such as infestations incurred/caused by the actions of a program participant) that are clearly documented, not covered by the security deposit, and are incurred while the program participant is still residing in the unit (must not exceed 1 months' rent per lease per year or 2 months' rent per lease over a 2 year period).

Supportive Services - All eligible supportive services provided must help program participants obtain and maintain housing. Funds may be used to pay the salary and benefits of grantee staff who directly deliver eligible supportive services. It can also cover eligible services contracted with and performed by another agency. Additionally, any overhead costs directly related to providing supportive services are eligible. Grantees are required to make available supportive services to program participants for the entire duration of their residence in the project. Eligible supportive services are:

  • Moving costs - reasonable one-time costs are eligible and include truck rental and hiring a moving company. Up to 90 days of storage costs may also be included if necessary to prevent loss of personal belongings. Moving costs may only be offered at initial program move-in - costs for subsequent moves while program participants are enrolled in the program may only be paid if approved in advance in writing by authorized FCS staff.
  • Basic household provisions - other necessary and reasonable costs associated with placement into an assisted unit under this program are one-time, capped at $1500 total, must be paid for directly by the grantee (not the program participant), may only be offered at initial program move-in (subsequent moves while remaining in the program are ineligible), and may include:
    • Basic living and storage furniture;
    • Window AC units (when not provided under lease for housing units with no central air conditioning);
    • Basic kitchenware, dishes, and utensils necessary for food preparation, storage, and consumption;
    • Linens necessary for bedding and hygiene; and/or
    • Other basic supplies needed for hygiene, garbage disposal, and cleaning/disinfecting.

Grantees must make a good faith effort to cover/minimize these costs and/or acquire necessary furnishings through other resources and describe those efforts and/or lack of other resources in their case files.

  • Basic internet service - monthly costs associated with connecting households with basic internet service is an allowable expense under this program.
  • Case management - costs of assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant(s) are eligible costs. Component services and activities consist of:
    • Counseling;
    • Developing, securing, and coordinating services;
    • Using the centralized or coordinated assessment system as required;
    • Obtaining federal, State, and local benefits;
    • Monitoring and evaluating program participant progress;
    • Providing information and referrals to other providers;
    • Providing ongoing risk assessment and safety planning with victims of domestic violence, dating violence, sexual assault, and stalking; and
    • Developing an individualized housing and service plan, including planning a path to permanent housing stability.
  • Childcare - costs of establishing and operating childcare, and providing child-care vouchers, for children from families experiencing homelessness, including providing meals and snacks, and comprehensive and coordinated developmental activities, are eligible:
    • The children must be under the age of 13, unless they are disabled children.
    • Disabled children must be under the age of 18.
    • The child-care center must be licensed by the jurisdiction in which it operates in order for its costs to be eligible.
  • Education services - costs of improving knowledge and basic educational skills are eligible:
    • Services include instruction or training in consumer education, health education, substance abuse prevention, literacy, English as a Second Language, and General Educational Development (GED).
    • Component services or activities are screening, assessment and testing; individual or group instruction; tutoring; provision of books, supplies, and instructional material; counseling; and referral to community resources.
  • Employment assistance and job training - costs of establishing and operating employment assistance and job training programs are eligible, including classroom, online and/or computer instruction, on-the-job instruction, services that assist individuals in securing employment, acquiring learning skills, and/or increasing earning potential.
    • Learning skills include those skills that can be used to secure and retain a job, including the acquisition of vocational licenses and/or certificates.
    • Services that assist individuals in securing employment consist of:
      • Employment screening, assessment, or testing;
      • Structured job skills and job-seeking skills;
      • Special training and tutoring, including literacy training and pre- vocational training;
      • Books and instructional material;
      • Counseling or job coaching; and
      • Referral to community resources.
  • Housing search and placement services - costs of assisting eligible program participants to locate, obtain, and retain suitable housing are eligible:
    • Component services or activities are tenant counseling; assisting individuals and families to understand leases; physically inspecting units to ensure compliance with housing quality standards; securing utilities; and making moving arrangements.
    • Other eligible costs are:
      • Mediation with property owners and landlords on behalf of eligible program participants;
      • Credit counseling, accessing a free personal credit report, and resolving personal credit issues; and
      • The payment of rental application fees.
  • Legal services - eligible costs are the fees charged by licensed attorneys and by person(s) under the supervision of licensed attorneys, for advice and representation in matters that interfere with the homeless individual or family's ability to obtain and retain housing.
    • Eligible subject matters are child support; guardianship; paternity; emancipation; legal separation; orders of protection and other civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking; appeal of veterans and public benefit claim denials; landlord tenant disputes; and the resolution of outstanding criminal warrants.
    • Component services or activities may include receiving and preparing cases for trial, provision of legal advice, representation at hearings, and counseling.
    • Fees based on the actual service performed (i.e., fee for service) are also eligible, but only if the cost would be less than the cost of hourly fees. Filing fees and other necessary court costs are also eligible. If the grantee is a legal services provider and performs the services itself, the eligible costs are the grantee's employees' salaries and other costs necessary to perform the services.
    • Legal services for immigration and citizenship matters and issues related to mortgages and homeownership are ineligible. Retainer fee arrangements and contingency fee arrangements are ineligible.
  • Life skills training - costs of teaching critical life management skills that may never have been learned or have been lost during the course of physical or mental illness, domestic violence, substance use, and homelessness are eligible. These services must be necessary to assist the program participant to function independently in the community. Component life skills training are the budgeting of resources and money management, household management, conflict management, shopping for food and other needed items, nutrition, the use of public transportation, and parent training.
  • Mental health services - eligible costs are the direct outpatient treatment of mental health conditions that are provided by licensed professionals. Component services are crisis interventions; counseling; individual, family, or group therapy sessions; the prescription of psychotropic medications or explanations about the use and management of medications; and combinations of therapeutic approaches to address multiple problems.
  • Outpatient health services - eligible costs are the direct outpatient treatment of medical conditions when provided by licensed medical professionals including:
    • Providing an analysis or assessment of an individual's health problems and the development of a treatment plan;
    • Assisting individuals to understand their health needs;
    • Providing directly or assisting individuals to obtain and utilize appropriate medical treatment;
    • Preventive medical care and health maintenance services, including in-home health services and emergency medical services;
    • Provision of appropriate medication;
    • Providing follow-up services; and
    • Preventive and non-cosmetic dental care.
  • Substance use treatment services - costs of program participant intake and assessment, outpatient treatment, group and individual counseling, and drug testing are eligible. Inpatient detoxification and other inpatient drug or alcohol treatment are ineligible.
  • Transportation - Eligible costs are:
    • The costs of arranging and providing program participant's travel on public transportation, through ride share services (such as Uber, Lyft, etc.), or in a vehicle provided by and operated by the grantee to and from services eligible under this section.
    • Gas cards/vouchers may be provided to program participants operating their own vehicles under the stipulation that that the cards/vouchers being utilized can only be used for gas and are not general gas station gift cards or vouchers that would allow people to buy other items from gas station convenience stores (must be clearly documented).
    • Mileage allowance for service workers to visit program participants and to carry out housing quality inspections;
    • The cost of gas, insurance, taxes, and maintenance for a vehicle in which staff transports program participants and/or staff serving program participants;
    • The costs of grantee staff to accompany or assist program participants to utilize public transportation; and
    • If public transportation options are not sufficient within the area, the grantee may make a one-time payment on behalf of a program participant needing car repairs or maintenance required to operate a personal vehicle, subject to the following:
      • Payments for car repairs or maintenance on behalf of the program participant may not exceed 10 percent of the Blue Book value of the vehicle (Blue Book refers to the guidebook that compiles and quotes prices for new and used automobiles and other vehicles of all makes, models, and types);
      • Payments for car repairs or maintenance must be paid by the grantee directly to the third party that repairs or maintains the car; and
      • The grantee may require program participants to share in the cost of car repairs or maintenance as a condition of receiving assistance with car repairs or maintenance.
  • Utility deposits - This form of assistance consists of paying for utility deposits. Utility deposits must be a one-time fee, paid to utility companies.
  • Direct provision of services - if the supportive service described in this section is being directly delivered by the grantee, eligible costs for those services also include:
    • The costs of labor or supplies, and materials incurred by the grantee in directly providing supportive services to program participants; and
    • The salary and benefit packages of the grantee staff who directly deliver the services.

Utility Allowances - eligible costs include electricity, gas, heating oil or other heating/cooling costs, water, sewer, and trash removal for any tenant-paid utilities (not included in the lease and paid for by the owner or designated agent). Providers are responsible for ensuring that all program participants complete applications for the Low-Income Home Energy Assistance Program (LIHEAP) on an ongoing basis. Utility arrearages are not an eligible cost for this program. Grantees may provide utility allowance payments on behalf program participants.

Utility arrearages are eligible for a one-time payment not to exceed $1500.

  • Utility allowances are meant to cover the approximate cost of tenant-paid utilities (not actual cost) and must be based on the utility allowance schedule developed by the Public Housing Authority (PHA) covering the geographic location where the property is located.
  • Utility allowances must be deducted from a program participant's rent responsibility (where the participant is responsible for a portion of the rent based on their income); or, in the case where a utility allowance exceeds a program participant's monthly rental contribution, a utility payment may be made directly to the utility provider on the program participant's behalf.

HMIS - costs directly related to contributing and maintaining data in HMIS or a comparable database (for victim service providers) as is required for this program are eligible and include:

  • Obtaining technical support
  • Paying for travel to, and attending, CoC-required or CoC-approved trainings
  • Paying for HMIS licenses and/or participation fees charged by the HMIS Lead

G. Program Monitoring

Representatives of the IDHS may perform periodic monitoring reviews, during normal business hours to review the management practices, fiscal procedures or other aspects of the provider's operations to ensure compliance with IDHS, State and Federal rules, regulation and policies. Providers must maintain all participant and fiscal records on site to facilitate program monitoring by IDHS.

  1. Notification: The IDHS will send a written notification thirty days prior to visiting a provider, if at all possible. Official notice will include a monitoring review sheet that must be completed before the IDHS representative arrives.
  2. Initial Site Visit: Once a new grant is awarded by the IDHS a representative from or designated by the IDHS may conduct a site visit to advise the provider of the IDHS program standards and reporting documents. The visit is to help the provider understand and follow IDHS rules and regulations. The initial visit to the site is also to make sure all State rules and regulation are followed. The IDHS, when doing a site visit, will review a sampling of all case files to determine service availability and utilization. Included in the case files for example are: intake forms, assessment forms, case management, short and long term goals, referrals, and medical information.
  3. Program Review: Whenever problems or issues are identified during monitoring, the IDHS may issue a Corrective Action Plan. Technical assistance may be provided by appropriate staff from the IDHS. The IDHS may also make recommendations to the provider.
  4. Corrective Action Plans: Problems of continuing or serious nature may result in a Corrective Action Response from the IDHS. If a site has a serious violation, the provider will be notified in writing within ten days. The provider will then have thirty days to respond with a mandatory written plan of action to the violation. If necessary, the IDHS will conduct a follow-up visit to the provider to ensure implementation of the approved Corrective Action Plan.
  5. Technical Assistance: The IDHS will provide technical assistance to the providers, if needed. Upon request, the IDHS will respond to questions pertaining to fiscal reports, policy and procedures, rules and regulations and Federal and State laws.
  6. Fiscal Reporting: Throughout the year, the IDHS will be available to help with questions pertaining to quarterly fiscal reporting that is required by the IDHS.
  7. Program: The IDHS is available to advise the provider, if needed, on the policy and procedures of the program.
  8. Training: The IDHS may conduct mandatory training sessions throughout the year. If feasible, and to the extent possible, the IDHS will notify agencies at least 30 days in advance of a mandatory training. These training seminars will cover areas such as fiscal reporting, participant reports and other areas designed to help agencies meet State and Federal guidelines and requirements. The agencies are required to attend mandatory training sessions.
  9. Desk Reviews: In addition to on-site reviews, IDHS staff will likely conduct at least one off-site Desk Review during the grant year. Grantees will be given at least 30 days notice if at all possible. A Desk Review entails the Grantee providing IDHS with records such as case files, financial records, intake forms, and referrals, but does not involve a site visit. A Desk Review helps IDHS staff assess the provider's program standards and to ensure that rules and regulations are being followed.