FY 25 Immigrant Legal Support Program Grant Application Program Narrative Template 25-444-80-3403-01

Program Narrative Template

• Program Narratives are limited to 25 pages total and must contain the following sections: Executive Summary, Agency Qualifications/Organizational Capacity, Community Identification and Client Projection, Equity and Racial Justice Commitment, Program Design and Implementation, and Budget Costs and Justifications. Eligible applicants may also submit a Priority Consideration section.

  1. Executive Summary (1 page) - 10 points

     • The Executive Summary will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of the proposed project. It will also be scored for completion. Therefore, applicants should be concise and direct in their description and include the following information:
       1. Total number of subgrantees included in the grant application
       2. Describe the specific areas of expertise of the subgrantees.
       3. Geographic coverage of the entire application (e.g., statewide, specific communities)
       4. Language(s) covered (available in-house)
       5. Estimated total number of clients expected to be served through this program during the grant period.
          1. Break down the client projections by service type, such as legal screenings, workshops, limited scope legal services, referrals, and full representation. (At least 50% of cases taken to case completion should be identified through this program's activities, all other cases should have been identified through previous IDHS programming or other established referral channels.)
          2. Provide a brief basis for these projections, (e.g. factors such as community demographics, the agency's service capacity, and historical data on client needs and service utilization).
       6. Specific qualitative and quantitative deliverables for the grant period and a brief explanation of how the collected data will be utilized for program evaluation and improvement

  2. Agency Qualifications/Organizational Capacity - 25 points

     1. Provide a brief history of the prime grantee organization and accomplishments. Discuss why the agency is qualified to provide the proposed services specific to this program area and how those services fit within the overall agency mission. Discuss any appropriate certifications that apply. Describe the organization's cultural and linguistic capacity.
     2. Provide a brief description of the qualifications of prime grantee's key staff who will be responsible for the delivery of the services, including their educational background, years of experience, and other relevant information. Attach current resumes of key staff.
     3. List all subgrantees that are expected to be funded under this grant and provide a brief description of their legal services track record.
        1. Include a partnership letter from each anticipated sub-recipient in the appendix.
     4. Describe the work to be done by subcontractors/subgrantees and how the prime grantee anticipates the work will be distributed between the applicant and the subcontractors/subgrantees.
        1. Describe how the collaboration with subgrantees will improve the overall service delivery to communities and meet the Subcontractor Eligibility Requirements detailed in Section III of this NOFO.
     5. Describe plans to recruit legal and non-legal volunteers, including a detailed outreach plan with a proposed timeline and potential recruitment partners (law firms, private practices, bar associations, and/or law schools).
        1. Explain how volunteer recruitment will be managed and staffed within the prime grantee's organization.
        2. Outline the process for ensuring all volunteers comply with ethical and confidentiality rules, including any specific training, agreements, or oversight measures to be implemented.
     6. Detail the plans for training legal and non-legal volunteers on relevant immigration legal matters, focusing on preventing the Unauthorized Practice of Law (UPL).
        1. Describe how volunteers will be informed and updated about changes in federal immigration policy and migration flows that impact their work.
        2. Describe the measures to ensure volunteers are aware of and compliant with UPL regulations and the scope of their responsibilities.
     7. Describe the plans for providing ongoing technical support to volunteers delivering immigration legal services to clients under a pro bono model.
        1. Explain the types of technical assistance to be offered, such as access to legal resources, guidance on complex cases, or mentorship from experienced attorneys.
        2. Describe how the prime grantee's organization will ensure the quality and consistency of the technical support provided to volunteers.
     8. Detail the prime grantee's plans for collecting and maintaining accurate and comprehensive data on program activities, client demographics, and outcomes for ongoing monitoring and evaluation, ensuring transparency and accountability, and informing future program planning and resource allocation.
        1. Describe the specific data points to be collected, the methods for data collection, and the systems or tools to be used for data management.
        2. Explain how the collected data will be analyzed and used to measure program effectiveness, comparing actual activities and outcomes against intended goals and objectives.
        3. Outline how insights from data analysis will inform program planning, evaluation, and continuous improvement efforts, such as identifying areas for refinement, allocating resources, or adapting service delivery models.
        4. Describe how programmatic data will be shared with the state, subgrantees, and program partners (e.g., shared dashboards, reports, presentations) to ensure effective collaboration.
        5. Describe the data systems the prime grantee's organization uses to track legal services internally.
     9. Describe the prime grantee's plans to ensure equitable access to services for clients with limited English proficiency (LEP) and those with communication-related disabilities.
        1. Detail the specific strategies and resources, such as partnering with professional interpretation and translation services, recruiting bilingual staff or volunteers, or providing access to sign language interpretation and other accessibility services.

  3. Community Identification and Client Projection - 20 points

     1. Provide a detailed description of the immigrant/refugee community that would be served by this proposal, including:
        1. Countries of origin
        2. Languages spoken
        3. Estimated population size
        4. Age distribution
        5. Economic status and prevalent employment sectors
     2. Describe the prime grantee(s) current work and experience serving this specific community, highlighting any unique challenges, strengths, or cultural considerations.
        1. Describe proposed subgrantees' current work and experience serving this specific community.
     3. Identify and describe the priority populations within the immigrant/refugee community, to be served through this program, that are most in need of legal services, such as:
        1. Recent arrivals
        2. Individuals with limited English proficiency
        3. Low-income families
        4. Survivors of violence or trauma
        5. Individuals who identify as LGBTQ+
     4. Discuss the common barriers these priority populations face when attempting to access legal services, which may include:
        1. Language and cultural barriers
        2. Lack of awareness about available services and legal rights
        3. Financial constraints and limited transportation options
        4. Fear or mistrust of legal systems and government institutions
     5. Based on the prime grantee's experience and understanding of the target community, identify the specific legal services that are expected to be in high demand during the grant period.
        1. Describe why these particular services are critical for the immigrant/refugee community and how they address the most pressing legal needs.
        2. Discuss any services that may require a high level of attention or specialized expertise due to the complexity of the cases or the vulnerability of the clients.
        3. Describe how the collaboration with subgrantees will improve overall service delivery to communities for high demand and/or specialized services.
     6. Describe the prime grantee's strategies to reach and attract clients in need of legal assistance, including a detailed outreach plan.
        1. Describe the tools and methods to be used for client outreach, such as community events, targeted advertising, utilizing technology and social media platforms or partnerships with local organizations.
        2. Explain how client recruitment efforts will be managed and staffed within your organization.
        3. Identify potential outreach partners, such as community leaders, faith-based organizations, or social service providers, and describe how these partnerships will be leveraged to reach clients in need.
     7. Explain how the prime grantee will ensure that outreach and recruitment efforts effectively reach the priority populations and address any barriers to access.
     8. Describe how prime grantee's organization will collaborate with other organizations and programs to expand upon these existing services.

  4. Equity and Racial Justice Commitment (1 page maximum) - 5 points

     • The purpose of this section is for the applicant(s) to demonstrate understanding of the history and impact of racism and inequity on Immigrant, refugee, asylee and LEP communities and to describe the organization's response to address racial inequity. The applicant(s) should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.
       1. Describe the applicant(s) commitment and actions to address equity and racial justice. Examples of commitment and activities may include but are not limited to,; having a Diversity, Equity, and Inclusion (DEI)/equity and racial justice plan that outlines how the organization ensures equity in access to its supports/services as well as equity in outcomes; having a plan to identify and address implicit bias in all areas of the organization, including programming; having an equity and racial justice training plan.
       2. If no equity and racial justice efforts are currently being practiced, describe the applicant(s) plan to implement those efforts, including a timeline of activities.
       3. Identify and describe some of the potential root causes of racial inequity within the targeted communities; address and/or include how historical factors have contributed to the conditions of the communities as appropriate. Include recommendations on how to address inequities.
       4. Describe how the applicant(s) will use an equity lens when creating and implementing programming. An equity lens is a process that analyzes the impact of policies and practices on marginalized communities to inform and ensure equitable outcomes. Include applicant(s) organization's written commitment to advancing equity and racial justice. If one is not yet written, please detail when and how such a statement will be institutionalized.
       5. Describe how the applicant(s) will intentionally and deliberately analyze the delivery and/or impact of the program on underserved and marginalized groups (including communities of color, people with disabilities, gender nonconforming people, etc.), and how barriers to program participation will be addressed.

  5. Program Design and Implementation (10 pages maximum) - 25 points

     • This section aims for the applicant(s) to provide a comprehensive, clear, and accurate picture of its intended program design. At a minimum, the proposal must describe how the prime grantee will provide the proposed services and activities in the four core areas: Screening, Workshops, Legal Aid, and Referral Networks.
       1. 1. Service Delivery Design Overview:
             1. Provide an overview of how clients will be guided through the service delivery process, from initial contact to case resolution. Detail which services are available in-house, and which are likely to be referred out. Describe the follow-up protocol for referred cases.

       2. Scalable Intake and Screening

          1. Describe the tools and processes that will be used to conduct legal screenings, including any software, questionnaires, or assessment frameworks.
             1. Explain how these tools will enable efficient and accurate screening of applicants' legal needs and eligibility for services.
          2. Estimate the number of screenings your organization(s) / subgrantee(s) aims to conduct during the grant period. And identify the target populations for screenings, such as specific immigrant communities, age groups, or geographic areas.
          3. Describe how screening results will be assessed to determine the appropriate level of legal assistance required and how the legal consultation will ensure applicants understand their screening results and potential next steps.
          4. Detail the process for communicating screening results to applicants in a clear and accessible manner.
          5. Describe how your organization(s) / subgrantee(s) will empower clients to use their screening results to make informed decisions and manage their immigration cases effectively.
          6. Identify any subgrantees that will be involved in the screening process and describe their specific roles and responsibilities.
          7. Describe your organization(s) / subgrantee(s) data storage and management protocols for screening information and ensuring the security and confidentiality of client data.
             1. Explain what screening data, if any, will be shared with referral partners and how data sharing will comply with relevant privacy regulations.
          8. Outline the criteria and process for referring clients to external services based on their screening results and needs.
          9. Describe how your organization(s) / subgrantee(s) will guide clients through the referral process and follow up to ensure they receive the necessary assistance.
          10. If pro bono attorneys or non-legal volunteers will be involved in the screening process, describe the training and supervision they will receive to ensure high-quality and consistent screenings.
              1. Explain how your organization(s) / subgrantee(s) will provide ongoing technical support and resources to volunteers involved in screening activities.

       3. Workshops

          1. Describe the process for scheduling eligible applicants for workshop appointments.
          2. Describe the types of services and applications that will be supported through the workshop model: Change of Address, Change of Venue, Temporary Protected Status, Employment Authorization, Asylum, Humanitarian Parole, and Permanent Resident Applications (I-485).
          3. Estimate the total number of applicants to be served through workshops during the grant period.
             • Break down this estimate by workshop type or service category, if applicable.
          4. Identify any subgrantees that will be involved in delivering workshops and describe their specific roles and responsibilities.
          5. Describe workshop staffing plans, and explain how your organization(s) / subgrantee(s) will leverage volunteers, including pro bono attorneys, to expand workshop capacity and provide services at scale.
             1. Detail the training, supervision, and support that will be provided to workshop staff and volunteers to ensure high-quality service delivery at scale.
          6. Describe the criteria and process for referring workshop participants to additional services or resources based on their individual needs.
          7. Describe data management protocols for workshop participant information, ensuring the security and confidentiality of client data.
          8. Explain what workshop data, if any, will be shared with partners and how data sharing will comply with relevant privacy regulations.
          9. Detail how data will be used to track workshop outcomes, evaluate program effectiveness, and inform ongoing improvements.

       4. Legal Aid and Information Resources

          1. Legal Aid
             1. Identify the subcontractors or subgrantees that will support legal aid activities and describe their specific roles and responsibilities.
                1. Explain how these partners will integrate their services with your organization(s) screening and workshop activities to provide a seamless client experience.
             2. Describe and define the types of limited-scope legal services that will be provided, such as: ?
                1. Screening
                2. Consultation
                3. Referral
                4. Document review
                5. Case review
                6. Freedom of Information Act (FOIA) requests
                7. Requests for Evidence 
                8. Brief Services
                9. Representation in Administrative Proceedings
             3. Describe how your organization(s) / subgrantee(s) intends the to deliver services such as:
                1. in-person consultations
                2. phone or video-based assistance
                3. group clinics.
             4. Estimate the number of individuals to be served through each type of limited-scope legal service.
             5. Detail your organization(s) / subgrantee(s) staffing plan for legal aid services, including the roles and qualifications of key personnel.
             6. Explain how volunteers will be engaged and utilized, such as pro bono attorneys, to expand the reach and impact of the Immigrant Legal Support Program.
             7. Describe the training, supervision, and support provided to legal aid staff and volunteers to ensure high-quality and consistent service delivery. *
          2. Immigration Information Resources:
             1. Describe the types of information resources to be developed or curated, such as fact sheets, self-help guides, or videos.
             2. Explain how these resources will be designed to be accessible, culturally relevant, and easy to understand for target audiences.
             3. Detail the channels and methods that will be used to share these resources with clients, partners, and the broader community.
             4. Identify the common barriers that immigrants face when trying to access legal information, such as language differences, complex legal jargon, or lack of trust in official sources, and explain how information resources will be designed to overcome these barriers and provide meaningful, actionable guidance to clients.
             5. Describe the process for selecting and vetting existing legal information resources for inclusion in your program.
             6. If your organization(s) / subgrantee(s) plans to create new educational materials, explain the content development process and how you will ensure the information's accuracy and relevance.
             7. Detail the staffing plan for developing, maintaining, and disseminating information resources, including the roles and qualifications of key personnel. o Describe the tools, platforms, and inputs that will be used to effectively create, store, and share information resources.
             8. Describe how your organization(s) / subgrantee(s) will evaluate the efficacy of the information resources planned for dissemination.
                1. Describe the specific metrics, feedback mechanisms, and data points that will be used to gauge the effectiveness of information resources, such as:
                   1. Number of individuals accessing or downloading resources
                   2. Client satisfaction surveys or feedback forms.
                   3. Rates of successful self-help or problem resolution among resource users.
                   4. Referral source tracking to identify how clients found your resources.
                2. Detail how evaluation findings will be analyzed and acted upon to iteratively improve the design, content, and distribution of information resources over time.
          3. Data Management and Sharing Protocols:
             1. Describe your organization(s) / subgrantee(s) data management protocols for legal aid and information resource activities, ensuring the security and confidentiality of client data.
             2. Explain how data will be collected, stored, and analyzed to track program outcomes and inform ongoing improvements.
             3. Detail what data, if any, will be shared with partners engaged in legal aid and information resource activities.
             4. Explain how data sharing will comply with relevant privacy regulations and ethical standards for legal services.
       5. Referral Networks
          1. Briefly describe the history of providing referrals for legal services, including the main stakeholder groups and community providers you have collaborated with.
          2. Describe plans to establish and maintain a robust referral network for immigration-related issues that extends beyond the scope of services provided directly by your organization(s).
             1. Identify key partners and stakeholders across the diverse service area, such as other legal service providers, community organizations, and government agencies, that will be engaged to create a comprehensive referral network.
             2. Describe how you will engage subgrantees and other stakeholders in the referral process to ensure clear expectations, consistent communication, and a smooth handoff of clients and outline your organization's process for developing and updating referral policies in collaboration with existing and new partners.
             3. Explain how you organization will identify cases that require referrals for additional services.
          3. Explain how your organization(s) / subgrantee(s) will identify cases that require full representation based on factors such as case complexity, client needs, or resource constraints.
             1. Estimate the number of cases that will be taken on for case completion/full representation
             2. Describe how cases taken for case completion/full representation will be divided among sub-recipients.
          4. Describe how referrals will be prioritized ensure an equitable distribution of referrals among prime grantee, subgrantees or partner organizations.
          5. Explain how your organization(s) will manage referrals on an ongoing basis, including tracking referral outcomes, monitoring partner capacity, and troubleshooting any challenges that arise. Describe your process for following up with clients and referral partners to ensure that referred individuals have successfully accessed the intended services.
          6. Describe how funding for these services will be allocated among subgrantees or partners, based on factors such as case complexity, partner capacity, or geographic distribution of clients.
          7. Explain what client data will need to be shared with referral partners to facilitate effective service delivery and case management.
          8. Describe how your organization(s) will ensure data sharing complies with relevant privacy regulations and ethical standards, using secure communication channels and data protection protocols.

  6. Budget Cost and Justification - 10 points

     • Applicant needs to submit a budget for the period for which the services are anticipated to be delivered, within the State Fiscal Year 2025. The budget must include:
       1. Thorough and clear justification for all proposed line-item expenditures.
       2. All expenditures and program costs are reasonable and allowable.
       3. Proposed staffing is sufficient to address client projections and client language needs.
       4. Where available, supplemental or companion funding is clearly identified.
       5. Budget Narrative is clear and provides context. In this section provide a detailed Budget Narrative of the items allocated within your proposed budget. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals, and objectives described in your proposal will be implemented. If you plan to use additional state or federal funds, or other funds to support the program, please also describe how these additional funds will be utilized to implement the program.
     • Note: Applicants must enter their budget into CSA and attach a PDF IDHS: Uniform Grant Budget Template (state.il.us) form to application.

  7. Priority Considerations - 5 points

     • Applications from not-for-profit community-based organizations (501c 3) may submit a "Statement of Priority" if they are led* by immigrant, refugee, and/or LEP individuals that share the same linguistic and cultural background of the community being served.

       Include a "Statement of Priority" as Appendix 10 for review and consideration as part of the application process.

       If the applicant organization(s) is an otherwise qualified applicant under this funding notice and is able to demonstrate and attest to being led by immigrants, refugees, and/or LEP individuals that share the cultural background of the community being served, the application will receive up to 5 priority points as part of the review/scoring process.

       *Immigrant, refugee, and/or LEP "led" is defined by the total composition of the organization's Board of Directors, CEO, and executive leadership being more than 50% immigrants, refugees, and/or LEP individuals that share the cultural background of the community being served.