FY 2026 Home Visiting Program Manual

Bureau of Home Visiting
Program Manual FY26

  1. Introduction/Definitions
  2. Policies and Procedures
  3. Contract and Amendment Process
  4. Deliverables/Costs/Payments
  5. Grantee Responsibilities
  6. Department Responsibilities
  7. Support Services
  8. Billing Instructions
  9. Program Monitoring
  10. Program Budget
  11. Applicable Rules and Statutes

I. Introduction/Definitions 

The Bureau of Home Visiting's mission is to support pregnant individuals and parents with young children (Ages 0-5) through the home visiting programs.  These programs provide family support and coaching through regular visits with trained professionals, based on the family's needs and schedules.  The goal is to promote healthy growth and development for children, improve parent-child relationships, and connect families with other community services.  The programs are voluntary and offered at no cost to families. Program definitions are as follows:

Family Health Technical Assistance - The Family Health Technical Assistance program provides training, technical assistance and coaching to evidence-based home visitation and doula program staff on home visiting and doula best practices, including but not limited to strengthening families, trauma-informed practice, domestic violence, substance abuse, mental health and serving families with children with developmental disabilities in addition to core training for the evidence-based and evidence-informed program models funded in Illinois.

Illinois Department of Human Services Home Visiting (IDHS Home Visiting) - The Maternal, Infant, and Early Childhood Home Visiting (MIECHV) program and the IDHS-Division of Early Childhood (DEC) Home Visiting program have been combined into a single program: IDHS Home Visiting. The IDHS Home Visiting program will provide evidence-based home visiting services to pregnant persons and families with young children aged 0-5 years, provide screenings and assessments, and refer families to services as needed.  Service providers use one of the following four evidence-based home visiting models: Early Head Start Home-Based (EHS), Healthy Families America (HFA), Nurse-Family Partnership (NFP), and Parents as Teachers (PAT).

Maternal Child Home Visiting - The Maternal Child Home Visiting program (MCHV, formerly known as Parents Too Soon and Pregnant Teens Doula) supports innovations and capacity-building in home visiting and doula services in targeted areas of the state, in order to strengthen home visiting's effectiveness in engaging priority populations. MCHV provides enhanced home visiting services to support pregnant people and parents with young children ages 0-5 who live in communities that face greater risks and barriers to achieving positive maternal and child health outcomes. MCHV programs provide family support and coaching through planned, regular visits with a trained professional based on a family's needs and schedules. Home visiting is a free and voluntary program, and home visitors work with parents on practical parenting skills as well as family bonding before birth and as children grow up. In addition, home visiting helps families connect with other community services. The Maternal Child Home Visiting Program primarily serves families at or below 200% of the Federal Poverty Level. Families who earn between 200% and 400% of the Federal Poverty Level are eligible for services if they are in any of the MIECHV priority populations or the Early Learning Council's priority populations or if they are experiencing other risk factors.

Prevent Child Abuse - The specific purpose and scope of services for this program are to support the development and effectiveness of new parent home visitation in Illinois by: providing staff support to the PCAI executive committee, planning and hosting the annual Statewide Conference on Child Abuse Prevention to include a home visitor sessions track and recognition program, providing staff support to the regional IDHS-DEC Home Visiting program clusters, and sponsoring an annual IDHS-DEC Home Visiting Summit training event in conjunction with the annual Statewide Conference on Child Abuse Prevention.

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II. Policies and Procedures

Subject to Department review and approval, grantees will maintain and adhere to written policies and procedures as appropriate to the program, as detailed in the sections below.

The following requirements for program policies and procedures apply to IDHS Home Visiting:

  • A. Maintain written local program policies and procedures that are consistent with the program standards set by one of the following four home visiting models: Early Head Start Home-Based (EHS), Healthy Families America (HFA), Nurse-Family Partnership (NFP), and Parents as Teachers (PAT).
  • B. Review and incorporate all policies and procedures found on the igrow Illinois website, including those related to breastfeeding, safe sleep, child welfare, substance use issues, cultural and linguistic responsiveness, and dual enrollment.
  • C. Maintain written policies and procedures for connecting referred families to other available services when your program has no openings.
  • D. Assure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
  • E. For educational institutions, assure compliance with the Family Educational Rights and Privacy Act (FERPA).

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III. Contract and Amendment Process

Contract Process

The contract between the Department and the Grantee is generally referred to as the Agreement and consists of several parts:

  1. The Uniform Grant Agreement, containing the standard contract language used for all Department contracts, including Part One (the Uniform Terms), Part Two (the Grantor-Specific Terms), and Part Three (the Project-Specific Terms).
  2. Exhibit A, containing Project Description
  3. Exhibit B, containing Deliverables or Milestones
  4. Exhibit C, containing Contact Information
  5. Exhibit D, containing Performance Measures and Standards
  6. Exhibit E, containing Specific Conditions
  7. Exhibit F, containing Payment Terms

The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Grantee to obtain and sign. The Grantee will email the signature page to the Department to obtain the Secretary's signature and once executed, will be able to download the signed contract.

Amendment Process

Formal amendments - A two-party signed amendment to an executed Agreement is a formal amendment.

  1. The formal amendment process must be used to make changes to amend the Agreement exhibits (even if the budget is not amended), increase or decrease total Agreement revenue, and/or to reallocate funding between expenditure line items.
  2. Extending the service dates of the Agreement* - An amendment to extend the service dates of the Agreement must contain the following information: Agreement number as it appears on the original Agreement; Grantee name; clause stating the new term of the Agreement; signatures of the Grantee and the Secretary of the Department of Human Services. *NOTE: The Agreement end date should be June 30, due to mandates in the State Finance Act regarding audit period. Aside from the exhibits, language in the Uniform Grant Agreement may not be changed
  3. The Grantee must contact the Bureau of Home Visiting fiscal contact to initiate the formal amendment process to modify the language in the Agreement exhibits or modify the Agreement budget.

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IV. Deliverables/Costs/Payments

  1. Deliverables are listed in Exhibit B of the Agreement. 

Expenditure Reporting Requirements: Grantees shall use the following methodology to document the use of these funds:

  1. Grant payments are made in accordance with the IDHS Grant Payments Administrative Directive 01.07.01.070.
  2. Invoices must be submitted in the format defined by the Division of Early Childhood on a monthly basis within fifteen days of the end of the month reported or within 30 days after the Agreement's end of the period of performance or termination. NOTE: The State has a limited time frame, known as the lapse period, to pay any outstanding bills from a recently expired fiscal year. After spending authority has lapsed, bills for the previous fiscal year will have to go through the Illinois Court of Claims. IDHS-specific lapse period deadlines are established in a way that will allow the Agency to comply with the required reporting deadlines set by the Illinois Office of the Comptroller. As a result, grantees may not have a full 30 days to submit year-end invoices. Deadlines for year-end billing will be communicated to grantees as they become known.
  3. All invoices must be emailed to DHS.HomeVisiting@illinois.gov.
  4. Grantees will receive payment by one of three payment methodologies (Advance Payment, Reimbursement, or Working Capital Advance).  Requests for advance payment/working capital advance must be submitted to the respective program manager and must be accompanied by an IDHS Advance Payment Request Cash Budget Template (Cash Budget).  Otherwise, the default payment method is reimbursement.  The applicable payment methodology and the related instructions can be found in Exhibit F of the Agreement.

V. Grantee Responsibilities

Family Health Technical Assistance

  1. Services - The Family Health Technical Assistance program provides training, technical assistance and coaching to evidence-based home visitation and doula program staff on home visiting and doula best practices, including but not limited to strengthening families, trauma-informed practice, domestic violence, substance abuse, mental health and serving families with children with developmental disabilities in addition to core training for the evidence-based and evidence-informed program models funded in Illinois.
  2. Reports - Within 15 calendar days after the end of each quarter or 30 days after the end of the period of performance or termination, the Grantee will submit to the Department a report of the activities provided by the Grantee. The reports must address the progress made in meeting the deliverables and performance measures/standards in Exhibits B and D of the Agreement.

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Illinois Department of Human Services Home Visiting (IDHS Home Visiting)

  1. Services - Provide evidence-based home visiting services to pregnant persons and families with young children aged 0-5 years, provide screenings and assessments, and refer families to services as needed. Deliverables can be found in Exhibit B of the Agreement. The goals of the IDHS Home Visiting program are to:
    1. Improve maternal and child health;
    2. Prevent child abuse and neglect;
    3. Reduce crime and domestic violence;
    4. Increase family education level and earning potential;
    5. Promote children's development and readiness to participate in school; and
    6. Connect families to needed community resources and supports.
  2. Reports - Within 15 calendar days after the end of each quarter or 30 days after the Agreement's end of the period of performance or termination, the Grantee will submit to the Department a Periodic Performance Report (PPR) of the activities provided by the Grantee. The reports must address the progress made in meeting the deliverables and performance measures/standards in Exhibits B and D of the Agreement.  The Quarterly Staffing Report must be submitted no later than 15 days after the quarter ends. Submit the report electronically as directed by IDHS.  Following are requirements related to data and data systems:
    1. With written consent from participants, use the information management system designated by the Department to record information on program participants, and the activities of program staff.
    2. Maintain an individual case record for each family enrolled in the home visiting program. Record required demographic data, including but not limited to participant age, race, ethnicity, primary language, and income. Information for each month must be entered in the data system by the fifth (5th) day of the following month.
    3. Collect and report the benchmark data, with support and technical assistance from the Department.
    4. Participate in regular data calls coordinated by the Department, to assure data quality and completeness.

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Maternal Child Home Visiting

  1. Services - The Maternal Child Home Visiting program (MCHV, formerly known as Parents Too Soon and Pregnant Teens Doula) supports innovations and capacity-building in home visiting and doula services in targeted areas of the state, in order to strengthen home visiting's effectiveness in engaging priority populations. MCHV provides enhanced home visiting services to support pregnant people and parents with young children ages 0-5 who live in communities that face greater risks and barriers to achieving positive maternal and child health outcomes. MCHV programs provide family support and coaching through planned, regular visits with a trained professional based on a family's needs and schedules. Home visiting is a free and voluntary program, and home visitors work with parents on practical parenting skills as well as family bonding before birth and as children grow up. In addition, home visiting helps families connect with other community services. The Maternal Child Home Visiting Program primarily serves families at or below 200% of the Federal Poverty Level. Families who earn between 200% and 400% of the Federal Poverty Level are eligible for services if they are in any of the MIECHV priority populations or the Early Learning Council's priority populations or if they are experiencing other risk factors. Required deliverables, performance measures, and performance standards are in Exhibits B and D of the Agreement.
  2. Reports - Within 15 calendar days after the end of each quarter or 30 days after the end of the period of performance or termination, the Grantee will submit to the Department a report of the activities provided by the Grantee. The reports must address the progress made in meeting the deliverables and performance measures/standards in Exhibits B and D of the Agreement.

Prevent Child Abuse

  1. Services - The specific purpose and scope of services for this program are to support the development and effectiveness of new parent home visitation in Illinois by: providing staff support to the PCAI executive committee, providing staff support to the regional IDHS-DEC Home Visiting program clusters, planning and hosting the annual Statewide Conference on Child Abuse Prevention to include a home visitor sessions track and recognition program, and sponsoring an annual IDHS-DEC Home Visiting Summit training event in conjunction with the annual Statewide Conference on Child Abuse Prevention.
  2. Reports - Within 15 calendar days after the end of each quarter or 30 days after the end of the period of performance or termination, the Grantee will submit to the Department a report of the activities provided by the Grantee. The report must address the progress made in meeting the deliverables and performance measures/standards in Exhibits B and D of the Agreement.

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VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under the Division of Early Childhood.

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VII. Support Services

Utilization of Community Resources - It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Victims Services
  2. Early Intervention
  3. Medical Providers
  4. School Districts
  5. WIC
  6. Family Planning providers
  7. Better Birth Outcomes program
  8. Accountable Care Entities, Managed Care Organizations
  9. Other related social service agencies

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

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VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. Grant payments are made in accordance with the IDHS Grant Payments Administrative Directive 01.07.01.070.
  2. Invoices must be submitted in the format defined by the Division of Early Childhood on a monthly basis within fifteen days of the end of the month reported or within 30 days after the Agreement's end of the period of performance or termination. NOTE: The State has a limited time frame, known as the lapse period, to pay any outstanding bills from a recently expired fiscal year. After spending authority has lapsed, bills for the previous fiscal year will have to go through the Illinois Court of Claims. IDHS-specific lapse period deadlines are established in a way that will allow the Agency to comply with the required reporting deadlines set by the Illinois Office of the Comptroller. As a result, grantees may not have a full 30 days to submit year-end invoices. Deadlines for year-end billing will be communicated to grantees as they become known.
  3. All invoices must be emailed to DHS.HomeVisiting@illinois.gov.
  4. Grantees will receive payment by one of three payment methodologies (Advance Payment, Reimbursement, or Working Capital Advance).  Requests for advance payment/working capital advance must be submitted to the respective program manager and must be accompanied by an IDHS Advance Payment Request Cash Budget Template (Cash Budget).  Otherwise, the default payment method is reimbursement.  The applicable payment methodology and the related instructions can be found in Exhibit F of the Agreement.

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IX. Program Monitoring

The Grantee shall permit Department staff to conduct accompanied and unaccompanied site visits of service delivery providers for the purpose of observation and discussion of programmatic and operational content and understanding.

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X. Program Budget

Grantees agree to establish and utilize a spending plan approved by the Provider's Board of Directors.

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XI. Applicable Rules and Statutes

The Grantee shall provide services as set forth in the pertinent portions of the Division of Early Childhood Program Manual and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services, including, but not limited to the following:

Federal Rules:

  1. 2 CFR 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements
  2. 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
  3. 42 CFR 431.300 - 431.307: Medicaid provisions of Title XIX of the Social Security Act and its rules, specifically provisions regarding "Safeguarding Information on Applicants and Recipients"
  4. 42 CFR Part 50, Subpart C: Policies of General Applicability, Abortions and Related Medical Services in Federally Assisted Programs of the Public Health Service
  5. 42 CFR 54.1 et seq.: U.S. Department of Health and Human Services provisions regarding Charitable Choice
  6. 45 CFR Part 16: Procedures of the Departmental Grant Appeals Board
  7. 45 CFR 74 and 45 CFR 75: U.S. Department of Health and Human Services provisions regarding Administration of Grants
  8. 45 CFR 260: General Temporary Assistance for Needy Families (TANF) Provisions
  9. 31 CFR Part 35, Subpart A: Coronavirus State and Local Fiscal Recovery Funds

Federal Statutes:

  1. 22 U.S. Code 7102 et seq.: Victims of Trafficking and Violence Protection Act
  2. 42 U.S. Code 290aa et seq.: Public Health Service Act
  3. 42 U.S. Code 701 et seq.: Maternal and Child Health Services Block Grant
  4. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
  5. 42 U.S. Code 5601 et seq.: Juvenile Justice and Delinquency Prevention Act
  6. 42 U.S. Code 10401 et seq.: Family Violence Prevention and Services Act
  7. 42 U.S. Code 12501 et seq.: National and Community Service Act of 1990 as amended by the National and Community Service Trust Act of 1993
  8. 42 U.S. Code 13701 et seq.: Violent Crime Control and Law Enforcement Act of 1994
  9. 42 U.S. Code Chapter 7, Subchapter V, Section 701: Authorization of Appropriations
  10. American Rescue Plan Act, P.L. 117-2

State Rules: Title 44 Illinois Administrative Code

  1. Part 7000: Grant Accountability and Transparency Act

State Rules: Title 77 Illinois Administrative Code

  1. Part 630: Maternal and Child Health Services Code
  2. Part 2030: Award and Monitoring of Funds

State Rules: Title 89 Illinois Administrative Code

  1. Part 130.200: Administration of Social Service Programs, Domestic Violence Shelter and Service Programs
  2. Part 310: Delivery of Youth Services Funded by the Department of Human Services
  3. Part 313: Community Services
  4. Part 334: Administration and Funding of Community-Based Services to Youth
  5. Part 507: Audit Requirements of DHS
  6. Part 509: Fiscal/Administrative Recordkeeping and Requirements
  7. Part 511: Grants and Grant Funds Recovery

State Statutes:

  1. 5 ILCS 420/1-101 et seq: Illinois Governmental Ethics Act
  2. 5 ILCS 430 et seq: State Officials and Employees Ethics Act
  3. 20 ILCS 405/405-300 Civil Administrative Code of Illinois
  4. 20 ILCS 505/17: Children and Family Services Act
  5. 20 ILCS 710: Illinois Commission on Volunteerism and Community Services Act
  6. 20 ILCS 1305: Department of Human Services Act
  7. 20 ILCS 2310/55.05: Civil Admin. Code of Illinois
  8. 30 ILCS 105/9.04: State Finance Act
  9. 30 ILCS 105/15a: State Finance Act
  10. 30 ILCS 50/1-1 et seq: Illinois Procurement Code
  11. 30 ILCS 435/15: Human Services Provider Bond Reserve Payment Act
  12. 30 ILCS 500/1-15.60: Illinois Procurement Code
  13. 30 ILCS 500/20-80: Illinois Procurement Code
  14. 30 ILCS 540/1 et seq: State Prompt Payment Act
  15. 30 ILCS 575/0.01 et seq: Business Enterprise Program for Minorities, Females and Persons with Disabilities
  16. 30 ILCS 590/1 et seq: State Agency Employees Child Care Services Act
  17. 30 ILCS 705/1: Illinois Grant Funds Recovery Act
  18. 30 ILCS 708: Grant Accountability and Transparency Act
  19. 225 ILCS 10: Child Care Act of 1969
  20. 225 ILCS 460/1: Solicitation for Charity Act
  21. 305 ILCS 5/4-12, 9-1, 12-4.5 through 12-4.7, and 12-13: Illinois Public Aid Code
  22. 325 ILCS 5: Abused and Neglected Child Reporting Act
  23. 410 ILCS 213: Hearing Screening for Newborns Act
  24. 750 ILCS 30: Emancipation of Minors Act
  25. 750 ILCS 60/227: Illinois Domestic Violence Act of 1986
  26. 760 ILCS 55/1: Charitable Trust Act
  27. 805 ILCS 5: Business Corporation Act

Note on Provider Audit Requirements

The Family Health Technical Assistance, IDHS Home Visiting, and Maternal Child Home Visiting programs may use Federal funds, and the Provider may fall under the audit requirements of 2 CFR 200, Subpart F. Please refer to Exhibit A of the Grant Agreement to identify the source of your grant's funding. This knowledge can be used to avoid unnecessary additional costs when requesting year-end fiscal audits. The Provider is therefore advised to notify their independent auditor (CPA) of this possibility.

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