630 Youth Personal Support Program (25-444-22-3478)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name 630 Youth Personal Support Program
Agency Contact

Rob Putnam

DHS.DMHGrantApp@illinois.gov
Announcement Type Non-Discretionary/Exception
Funding Opportunity Title 630 Youth Personal Support Program
Funding Opportunity Number 25-444-22-3478
Application Posting Date October 23, 2024
Application Closing Date November 21, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-3478
Catalog of State Financial Assistance (CSFA) Popular Name 630 Youth Personal Support Program
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA

A. Program Description

1. Program Summary

  • The Personal Support Program funds a new paraprofessional role, a Behavioral Support Worker, to provide in-home interventions to youth ages 11-17 with a diagnosis of autism spectrum disorder and serious emotional disturbance, serious mental illness or another behavioral health condition, and their caregivers. This program will provide the necessary skills and support to the youth and their caregiver to improve the youth's independent functioning and ability to remain residing at home (and reduce hospitalizations and need for higher levels of care).

2. Funding Priorities or Focus Areas

  • IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize diversity throughout its service provision process. This work involves addressing existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all regardless of race, gender, religion, sexual orientation, or ability.

3. Authorizing Statutes or Regulations

  • 59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
  • Mental Health Community Services Act (405 ILCS 30/ Section (f))
  • Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act

4. Project Description

  • Through the Children's Behavioral Healthcare Transformation Initiative, the State of Illinois Governor's Office is leading a comprehensive and coordinated effort to strengthen and improve behavioral health services for children and youth. The Department of Human Services/Division of Mental Health (DHS/DMH) is piloting a new Personal Support Program, aligned with the goals and objectives of the Children's Behavioral Healthcare Transformation Initiative, to address the following gaps in our current system:
    • Expand the behavioral health workforce and professional pathways for serving youth with complex behavioral healthcare needs, through the recruitment, hire, and training of paraprofessionals (referred to below as Behavioral Support Workers) to provide short-term, youth-centered, in-home interventions to eligible youth.
    • Increase parity among systems supporting youth with developmental disabilities and youth with serious emotional disturbances/serious mental illness. Currently the DHS Division of Developmental Disabilities (DDD) provides in-home support to youth with developmental disabilities through their Home-Based Services waiver program. The Department of Healthcare and Family Services (HFS) Pathways to Success program provides intensive home-based services for Medicaid-enrolled children and youth under the age of 21 in Illinois who have complex behavioral health needs and could benefit from additional support.
    • Address gaps in services, particularly for youth who have a diagnosis of autism spectrum disorder and receive behavioral health services who are not eligible for DDD or HFS services.
    • Provide behavioral health support in the least restrictive environment and prevent youth with behavioral health conditions from needing to access higher levels of care, such as crisis care and hospitalization.
    • Prevent "lock-outs" resulting in unnecessary state custody because parents are in need of additional in-home supports for high-need youth.
  • Personal Support Program is planned as a three-year pilot program for the purpose of demonstrating the need for short-term, in-home interventions to youth with autism spectrum disorder, and a serious emotional disturbance, serious mental illness or other behavioral health condition, and their caregivers; the feasibility of hiring paraprofessionals to staff and implement such a program; and the lessons and modifications needed to allow DMH to successfully scale the model statewide.
  • Individuals eligible for Personal Support Program services are:
    • Youth between the ages of 11-17,
    • Diagnosed with autism spectrum disorder and a serious emotional disturbance, serious mental illness or other behavioral health condition, and
    • Are either transitioning from an inpatient psychiatric setting, or at-risk of hospitalization, or experiencing challenges living in community settings. These challenges may include:
      • Frequent hospitalizations.
      • Difficulty maintaining stays in residential settings.
      • Having high caregiver turnover within the past 2 years due to behaviors caused by a behavioral health condition.
      • Parental or caregiver concerns regarding safety of the child and other children in the home.
  • Youth are not eligible for Personal Support Program services through DHS/DMH if they are eligible to receive similar services available through DHS Division of Developmental Disabilities' Home-Based Services program, HFS Pathways for Success, or another similar State of Illinois program. Personal Support Program services funded by this grant are not intended to replace or substitute for treatment for the behavioral health condition.

5. Performance Requirements

  • The program will be staffed by Behavioral Support Workers, under the supervision and direction of a qualified mental health professional. Behavioral Support Workers are paraprofessionals who meet the following qualifications:
    • Are at least 18 years of age,
    • Have a high school diploma or general equivalency diploma (GED),
    • Successfully pass a background check,
    • Complete at least 45 hours of required training, and
    • Are supervised by a qualified mental health professional (QMHP) with a master's (or doctoral) degree as described in Rule 132, and preferably with experience working with youth with autism spectrum disorder.
  • Personal Support Program services are offered as a supplement to a treatment plan and should not replace a treatment plan. If the youth is not currently receiving treatment for their behavioral health condition, then the grantee should help link the youth and family to available behavioral health services. The qualified mental health professional will work with the enrolled youth and their parent/caregiver to develop an individual behavioral plan that identifies targeted behaviors and sets goals. The Behavioral Support Worker is assigned to work with the family to implement that plan.
  • The services provided may include the following:
    • Coaching and education to the youth and their caregivers on de-escalation techniques, social-emotional learning, and typical child development.
    • Providing cues or prompts to build the youth's skills in peer-to-peer or parent-youth interactions so the youth can progressively recognize and respond appropriately to the cues independently.
    • Assisting the youth in practicing skills and serving as a practice or role-play partner.
    • Reinforcing the youth's accomplishments.
    • Generalizing skill-building activities in the youth's multiple natural settings.
    • Intervening as necessary to redirect the youth's target behavior and to de-escalate behavior that puts the youth or other person at risk of injury.
    • Assisting the youth with regulation of emotions and behavior.
    • Engaging the youth in sensory activities consistent with in-school or treatment recommendations.
    • Ensuring continuity of behavioral management strategies already in place for the youth (e.g., Applied Behavior Analysis therapy or other services).
  • Services should incorporate the following:
    • MODE: Be provided at times and locations that are convenient to the child and family, including before school, after school, evenings and weekends, as needed, offered in home and in community-based settings, and be completed face-to-face, by phone or by video.
    • FREQUENCY: At least 2 hours per week determined based on the needs and preferences of the family and consistent with the recommendations of the treatment plan and individual behavioral plan.
    • DURATION: Dependent on need, with services anticipated to extend for approximately 6 months. There are some youth who will require less than 6 months of service, and some may receive more than 6 months of service.
  • The Behavioral Support Worker will also ensure parents/caregivers are informed about Personal Support Program and aware of the following expectations for the parent/caregiver:
    • Be aware of scheduled appointments with the Behavioral Support Worker.
    • Be aware the Behavioral Support Worker will not provide transportation for the youth.
    • Be home at the time of the appointment and stay home while the Behavioral Support Worker is meeting with the youth.
    • Explain to the Behavioral Support Worker what the existing treatment and behavior management strategies are for the youth.
    • Help the Behavioral Support Worker understand what the youth likes, dislikes and is triggering for them as well as the family context and culture, including how the youth's mental health is discussed within the family.
    • Provide an area in the home for Behavioral Support Worker to meet with the youth.
    • Explain to the youth who the Behavioral Support Worker is and the services the Behavioral Support Worker will provide based on the youth's individual behavioral plan including appropriate sensory and regulatory activities.
    • Meet with the Behavioral Support Worker after each session to learn how the session went and how to model and reinforce the skills being learned.
    • Develop, share, and discuss with the Behavioral Support Worker a safety plan if the youth goes into crisis while the Behavioral Support Worker is there.
  • DMH anticipates youth will primarily be referred to Personal Support Program through BEACON (Behavioral Health Care and Ongoing Navigation), a new centralized resource managed by DHS/DMH for Illinois youth and families seeking services for behavioral health needs. Referrals are also expected from schools, for youth who are already receiving in-school aid and may benefit from receiving similar in-home services through the Personal Support Program.
  • The grantee(s) may accept referrals from other sources and may already have relationships with community partners (e.g., hospitals or schools) that they anticipate will generate referrals. If these combined sources result in insufficient referrals to test the intervention, then DMH will work with the grantee(s) to design and implement an outreach and marketing strategy.
  • Training Requirements
    • Each Behavioral Support Worker will be required to complete at least 45 hours of training, and each QMHP will be required to complete at least 12 hours of training to provide effective supervision to the new Behavioral Support Worker position. The training topics and required curriculum will be determined in collaboration between the grantee(s) and DMH. Training must be completed within 6 weeks of hire, or within 6 weeks of approval of the training curriculum, whichever is later. The grantee(s) must maintain documentation that required training was completed and provide the documentation to DMH upon request.

6. Performance Measures

  • Grantee(s) will be required to submit performance measure and performance standard data listed below on a quarterly basis reflecting activities during that quarter only unless otherwise noted.
  • Because the Personal Support Program is a pilot program, DMH is requiring grantee(s) to collect and submit detailed consumer-level data on a quarterly basis that will include additional performance measures and performance standards related specifically to consumers enrolled in Personal Support Program services. The additional consumer-level performance measures and performance standards will be defined in collaboration between DMH and the grantee(s) with input from caregivers/parents. It is expected that the additional performance measures and performance standards will include, but are not limited to, reporting on the following: demographics, referral source, duration, frequency and types of services delivered, completion of services, hospitalizations, and other data indicators to be determined in collaboration between DMH and the grantee(s). The consumer-level data will be submitted to DMH on a DMH-approved template.
  • Performance Measures
    1. Number of youth referred for Personal Support Program services
    2. Number of youth referred for Personal Support Program services from schools
    3. Number of youth referred for Personal Support Program services from BEACON
    4. Number of youth screened for eligibility for Personal Support Program services
    5. Number of youth screened and determined to be eligible for Personal Support Program services
    6. Number of eligible youth with serious emotional disturbance/serious mental illness
    7. Number of eligible youth enrolled in Personal Support Program services (i.e. linked to Behavioral Support Worker) during the quarter.
    8. Number of consumer-level data forms completed during the quarter.
    9. Total number of youth currently enrolled (not just those newly enrolled this quarter)
    10. Number of Behavioral Support Workers hired
    11. Number of Behavioral Support Workers completed at least 45 hours of required training
    12. Number of QMHPs completed at least 12 hours of required training
    13. Number of Behavioral Support Workers linked with an eligible youth

7. Performance Standards

  • Grantee(s) will be required to submit performance measure and performance standard data listed below on a quarterly basis reflecting activities during that quarter only unless otherwise noted.
  • Because the Personal Support Program is a pilot program, DMH is requiring grantee(s) to collect and submit detailed consumer-level data on a quarterly basis that will include additional performance measures and performance standards related specifically to consumers enrolled in Personal Support Program services. The additional consumer-level performance measures and performance standards will be defined in collaboration between DMH and the grantee(s) with input from caregivers/parents. It is expected that the additional performance measures and performance standards will include, but are not limited to, reporting on the following: demographics, referral source, duration, frequency and types of services delivered, completion of services, hospitalizations, and other data indicators to be determined in collaboration between DMH and the grantee(s). The consumer-level data will be submitted to DMH on a DMH-approved template.
  • Performance Standards
    1. 100% of youth referred for services screened for eligibility.
    2. 80% of youth screened eligible for Personal Support Program services are enrolled in Personal Support Program services.
    3. 100% of youth enrolled in Personal Support Program services during the quarter had a consumer-level data form completed.
    4. At least 1 Behavioral Support Worker hired.
    5. 100% of Behavioral Support Workers hired completed at least 45 hours of required training

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $300,000 in funding.
  • The source of funding for this program is State funds.

2. Number of Grant Awards

  • The Department anticipates funding approximately 2 grant awards to provide this program.

3. Expected Amounts of Individual Grant Awards

  • The Department anticipates that grant awards will be between $125,000 and $175,000.

4. Amount of Funding per Grant Award on average in previous years

  • Not applicable.

5. Anticipated Start Dates and Periods of Performance for new grant awards

  • Subject to appropriation, the grant period will begin no sooner than January 1, 2025, and will continue through June 30, 2025.

6. Renewal or Supplementation of existing projects eligibility

  • This program will be awarded as a 6-month term agreement.
  • Renewals are at the sole discretion of IDHS and are contingent on meeting the following criteria:
    • Applicant has performed satisfactorily during the most recent past funding period.
    • All required reports have been submitted on time, unless a written exception has been provided by the Division.
    • No outstanding issues are present (i.e., in good standing with all pre-qualification requirements); and
    • Funding for the budget year has been appropriated in the state's approved fiscal year budget.

7. Type of Assistance Instrument

  • This is a non-discretionary funding opportunity.

8. Procurement Contract Allowability

  • Subcontract Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • The release of this funding opportunity does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

1. Eligible Applicants

  • This non-discretionary funding opportunity is limited to applicants that meet the following requirements:
    • The types of applicants that may apply for the grant award are:
      • Government Organizations
      • Education Organizations
      • Nonprofit Organizations
      • For-Profit Organizations
  • One selected provider must serve clients in the Chicago Metro Area
  • One selected provider must serve clients outside of the Chicago Metro Area
  • Providers must be able to serve youth ages 11-17 diagnosed with Autism Spectrum Disorder, Serious Emotional Disturbance, Serious Mental Illness or other behavioral health conditions
  • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

2. Prequalification

  • Applicants will not be eligible to apply for a grant until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment or the Illinois Debarred and Suspended List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive UEI, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
  • For assistance navigating government application prequalification procedure, refer to Grant Applicant Pre-Qualification and Pre-Award Requirements (state.il.us) (pdf).
  • Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed until applicant is prequalified.
  • The following information is required to complete registration:
    • Organization's Unique Entity Identifier (UEI); For additional information on UEI, refer to Section Unique Entity Identifier and System for Award Management (SAM) below;
    • Organization's Federal Employer Identification Number (FEIN);
    • Organization type;
    • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
    • Organization's name;
    • Organization's mailing address;
    • Organization's primary email address;
    • Organization's primary phone number;
    • Organization's fiscal year-end date
  • Applicants will not receive an award if pre-award requirements are not met. See Section D for more information.
  • Funding Restrictions - See Section D for funding restriction impacting eligibility.

3. Cost Sharing or Match Requirements

  • Providers are not required to participate in cost sharing or provide match.
  • Serves as Maintenance of Effort to the Federal Substance Abuse and Mental Health Services Administration Community Mental Health Block Grant

4. Indirect Cost Rates

  • Indirect Costs may be applied to this grant award. Indirect cost rates must be approved.

Indirect Cost Requirements and Restrictions

  • In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
  • Every organization that receives a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.
  • Indirect Cost Rate Election:
    • Federally Negotiated Rate: Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA and submit an Indirect Cost Rate Proposal in the Illinois Centralized Indirect Cost Rate System.
    • State Negotiated Rate: The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the Illinois Centralized Indirect Cost Rate System if they do not have a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.
    • De Minimis Rate: An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC. 

      **2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subrecipient s up to the first $25,000 of each subaward or subcontractor (regardless of the period of performance of the subawards and subrecipients under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontractor in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

    • No Rate: Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into the Indirect Cost Rate Election System.
    • State Funded Universities/Institutions: Maximum reimbursement for indirect costs is restricted to 10% Off Campus and 20% On Campus with MTDC base.
  • The Illinois Centralized Indirect Cost Rate System will allow your organization to document your already established federally approved indirect cost rate or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
  • Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organization elects to submit a Federally Negotiated Rate or a State Negotiated Rate, they will receive an invitation to submit their proposal in the Illinois Centralized Indirect Cost Rate System.
  • Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
  • Organizations that do not make a submission inside the Illinois Centralized Indirect Cost Rate System within the required timeframes will not be allowed to claim indirect cost reimbursement.
  • For more information, see:

5. Registration in CSA

  • The Community Service Agreements (CSA) Tracking System is the system the IDHS utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.

6. Limit on Number of Applications

  • More than one application per entity is not permitted.

D. Application and Submission Information

1. Address to Request Application Package

  • The complete application package (including links to required forms) is available throughout this opportunity.
  • Each applicant must have access to the internet. The Department's website will contain information regarding the materials necessary for submission.
  • Additional copies may be obtained by contacting the Division of Mental Health by emailing DHS.DMHGrantApp@illinois.gov.

2. Content and Form of Application Submission

Required Content

  • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete.
  • All Application Materials should be submitted in one email (size permitting), as separate pdf documents:
    • Uniform Application for State Grant Assistance
    • Project Narrative
    • Conflict-of-Interest Disclosure
    • Subcontractor Budgets, if applicable
    • Advance Payment Request Cash Budget Form, if applicable

Required Forms

  • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.
  • Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one. The correct application must be used.
  • On Page three, applicants will need to include the amount for which they are applying and sign.
  • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

Budget Requirements

  • Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
  • The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal.
  • A budget and budget narrative must be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review". A copy is not to be submitted along with the application packet. There is space when preparing the budget on each line item for the budget narrative. For each line in the budget the applicant will describe why each expenditure is necessary for program implementation and how the amount was determined. Please include cost allocations as necessary. The Budget narrative (including MTDC base exclusions as appropriate) must clearly identify indirect costs, direct program costs, direct administrative costs, and describe how the specified resources and personnel have been allocated for the tasks and activities within each line item. See instructions for the CSA Tracking System and Budget Information. The budget should be prepared to reflect 6 months.
  • A Budget Template can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System. The pdf budget or paper copy will not be accepted. Applicants will NOT be issued an award without the applicant's fully approved budget in the CSA System.
  • Instructions for the Budget Template

Subcontractor budget (if applicable)

  • If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the other application materials.
  • Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).

Grant Fund Use Requirements

  • All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
  • 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.
  • 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. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
  • Unallowable costs: 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, the following costs will be unallowable without specific prior written approval from IDHS:
    • Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438).
    • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439).
    • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439).
    • Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
    • Deposits for items, services, or space.

Pre-Award Requirements

  • All applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
  • The deadline to submit the ICQ is the same as the application deadline.

3. Unique Entity Identifiers and SAM Registration

  • Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
    • Be registered in SAM.gov before the application due date.
    • Provide a valid unique entity identifier (UEI) in its application.
    • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
    • The Department may not make an award until applicant has fully complied with all UEI and SAM requirements.
    • The Department may determine that an applicant is not qualified if they have not complied with requirements and use that determination as a basis to award another applicant.

4. Application Submission Dates and Times

Application Due Date and Time

  • The Department must receive the Full Application:
    • Due on November 21, 2024 at Noon Central Time.
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • IDHS cannot guarantee a start date of January 1, 2025, if application submissions are received after the due date referenced in the Program Summary above.
  • Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application.
  • Applicants will receive an email to notify them that the application was received. The email reply will be sent to the original sender of the application materials.
  • The subject line of the email MUST state:
    • Your Entity's name
    • Program 630 Youth Personal Support Program

5. Funding Restrictions

Pre-Award Costs

  • Pre-award costs are not allowable.
  • IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.

6. Other Submission Requirements

Electronic Submission

  • Applications must be submitted electronically to DHS.DMHGrantApp@illinois.gov.
  • Documents must NOT include a password nor be encrypted.
  • Contact DHS.DMHGrantApp@illinois.gov in the event of technical difficulties
  • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.

7. Grantee Conflict of Interest Disclosures

  • Every grantee and subcontractor must disclose in writing any actual or potential Conflict of Interest as part of the grant application packet using the Grantee Conflict of Interest Disclosure Form IL444-5205.
  • Grantee Conflicts of Interest include, but are not limited to:
    • Grantee has an employee, board member, trustee, or immediate family member who:
      • Holds an elected or appointed office in Illinois.
      • Holds a seat in the Illinois General Assembly.
      • Is an officer or employee of any State board, commission, authority, or holds an elected or appointed position or is employed in any of the offices or agencies of State government.
    • Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
    • Grantee has outstanding financial commitments to any vendor or contractor.
    • Grantee has a close personal relationship. such as a spouse, dependent child, or member of the technical advisor's household, that may compromise or impair the fairness and impartiality of the technical advisor and grants officer during the solicitation development, proposal evaluation, award selection process, and management of an award.
    • Grantee has any negotiation of employment with current or potential subcontractor or vendor.
  • Additional examples of Grantee Conflicts of Interest can be found in the Grant Accountability and Transparency Act (GATA) Website Resource Library.

E. Application Review Information

1. Project Narrative

  • A Project Narrative is required to support the Uniform Application for State Grant Assistance (GA) for non-competitive grants. The purpose of the Project Narrative is to describe the organization's program activities and design for implementing and administering the program for the upcoming State Fiscal Year (SFY). This Project Narrative will include information that is specific to your organization's proposed program services and be considered part of your grant agreement. Submission of this Project Narrative is required to fulfill contractual obligations.

2. Simplified Acquisition Threshold - Federal and State Awards

  • This award is not anticipated to exceed $250,000

F. Award Administration Information

1. State Award Notices

  • Applicants recommended for funding under this non-discretionary opportunity will receive a Notice of State Award (NOSA). This notification is sent to the main contact listed in the Grantee Portal; therefore, it is important to keep contact information in the Grantee Portal updated. The NOSA shall include:
    • Grant award amount.
    • The terms and conditions of the award.
    • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative risk assessment (ICQ).
  • Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be Accepted or Declined by the grants officer (or equivalent). This acceptance of the NOSA effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing a grant agreement. The NOSA must be Accepted or Declined through the Grantee Portal. A hard copy is not required.
  • The NOSA is NOT an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non-State entity's own risk).
  • After the Uniform Grant Agreement is published in the CSA Tracking System, it must be signed, and the signature page submitted to the Office of Contract Administration at DHS.OCA.SignaturePages@illinois.gov.
  • An award is NOT considered to be fully executed until both parties have signed the grant agreement. IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

2. Administrative and National Policy Requirements

  • The agency awarded funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
  • You can find a sample of the grant agreement at IDHS Uniform Grant Agreement.

3. Reporting

  • Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:
    • Periodic Financial Reports.
    • Close-out Reports.
    • Periodic Performance Reports.
    • Close-out Performance Reports.
    • 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.
  • If the State share of any State award may include more than $500,000 over the period of performance, applicants are also subject to the reporting requirements reflected in Appendix XII to 2 CFR 200.
  • Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).
  • Grantee shall submit these reports) to the appropriate email address listed below. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the UGA to be reimbursable.
  • The Grantee must submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.
  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

4. Payment Terms

  • It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance.
  • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms