Section 3.0: The Application and Grant Award Process

Part I: Guidelines for Delegate Agency Program Management and Administration


  1. 3.1 Applicant Eligibility for Delegate Agency Status
  2. 3.2 Needs Assessment
  3. 3.3 The Application Requirements for New and Continuing Delegate Status
  4. 3.4 Termination of Delegate Status

3.1 Applicant Eligibility for Delegate Agency Status

Specific eligibility criteria have been established to ensure that any delegate agency funded by IDHS with Title X resources is able to meet the program requirements set forth by law. Any agency meeting these criteria is eligible to make a written application to IDHS for consideration as a delegate agency. The eligibility criteria are as follows:

  • The applicant is a public or private non-profit entity located in the State of Illinois. Non-profit organizations must provide proof of their non-profit status.
  • The applicant organization is able to offer the full scope of family planning and related services and offer all contraceptives, as defined and required by IDHS.
  • The applicant organization has a governing board and/or advisory board that is representative of its community and the service population.

If an applicant ceases to meet any of the above criteria, the agency must notify IDHS in writing.

3.2 Needs Assessment

A new organization applying for delegate agency status must conduct a needs assessment of their service area to ensure that services are being delivered in an area that is not served or is under-served by other medical and/or social welfare facilities. Currently funded delegate agencies are periodically required to provide an assessment of need. The needs assessment must include the following:

  1. Description of the geographic area including a discussion of potential geographic, topographic, and other related barriers to service;
  2. Demographic description of the service area including objective data pertaining to individuals in need of family planning services, maternal and infant mortality/morbidity rates, birth rates and percentage of unintended pregnancies by age groups, poverty status of the population to be served, cultural and linguistic barriers to service, etc.;
  3. Description of existing services and the need for additional family planning services to meet community/cultural needs;
  4. Need indicators that include rates of STDs and HIV prevalence (including perinatal infection rates) in the service area;
  5. Identification and description of linkages with other resources related to reproductive health; and,
  6. Identification and discussion of high priority populations and target areas.

Any current delegate agency considering expanding their service area or the services provided by their agency must also submit a needs assessment justifying this expansion. This must be approved by IDHS prior to implementation to assure Title X requirements have been met.

3.3 The Application Requirements for New and Continuing Delegate Status

Currently funded delegate agencies will be sent an application package each year prior to the new State fiscal year and may reapply for funding as family planning delegate agencies. IDHS determines the schedule for the periodic bidding of funds through a Request For Proposal (RFP) process. A complete application contains the following materials for new or continuing applicants:

NEW APPLICATIONS

Signed Title X Assurance of Compliance

Provider Directory Information

Clinic(s) Schedule

Services Provided Checklist

Organizational Requirements

Information and Education Committee

Needs Assessment

Geographic Service Area

Health Care Plan

Work Plan

Sterilization Waiver Letter, if applicable

Schedule of Discounts

Sliding Fee Scale

Financial Status Baseline Report (Budget)

Revenue Analysis of Patient Fees (estimated)

CONTINUING APPLICATIONS

Signed Title X Assurance of Compliance

Provider Directory Information

Clinic(s) Schedule

Services Provided Checklist

Organizational Requirements

Information and Education Committee

Needs Assessment, as required

Geographic Service Area

Health Care Plan (condensed: every three years)

Work Plan

Sterilization Waiver Letter, if applicable

Schedule of Discounts

Sliding Fee Scale

Financial Status Baseline Report (Budget)

Cost Center Report

Cost Analysis

Revenue Analysis of Patient Fees

Applications cannot include activities that cannot be funded under Title X, such as abortion, fundraising or lobbying.

All applicants are required to submit the required application materials by the application deadline. Funding awards will be made only to those organizations or agencies that have met all applicable requirements and deadlines and demonstrate the capability of providing the proposed services. Based on evaluation of the application materials and the service area needs, the IDHS will determine which family planning projects to fund in Illinois, as well as determine the funding allocations.

Funding provided to delegate agencies might include funds from Federal Title X (Public Health Service), Title XX (Social Services Block Grant), Title V (Maternal and Child Health Services Block Grant) and from State General Revenue funds. Funding will be allocated to delegate agencies based on the quality and comprehensiveness of the application, demonstrated capability and compliance, as well as the meeting of program priorities. Additional funds may be directed toward targeted priorities.

New applicants will receive formal notice of the approved application. All new and continuing agencies will receive a contract agreement for the funding period. Successful applicants will be responsible for the overall management and reporting of activities within the scope of the approved project plan.

A sample continuing application package, including detailed information, instructions and required forms, is located in Appendix A of this manual.

Delegate agencies earn the allocated award based on a capped, fee-for-service mechanism. Reimbursement rates are established annually using current Medicaid rates. Use of an award monitoring form is recommended to ensure that the full award is expended. Documentation of the amount billed is provided monthly through the Billed Procedure Listings provided by the DHS data contractor. A sample Reimbursement Rate Schedule and Award Monitoring Form are attached to Appendix A.

3.4 Termination of Delegate Status

IDHS may terminate the delegate agency status for chronic non-compliance with the following contract requirements:

  • Lack of compliance with the Program's administrative and clinical requirements as evaluated through program reviews and follow-up on cited deficiencies.
  • Failure to establish and/or report progress on an approved work plan.
  • Failure to notify the Program of delegate agency changes in key personnel, scope of services, or clinic location changes.
  • Delinquent submission of required reports, including: Family Planning Annual Report, the Financial Status Report, and all other reports listed in Section 6.7.
  • Failure to submit the Financial Audit.

Delegate agency status will not be terminated without formal written notification by IDHS.

Delegate agencies will be given advance notice to allow them the opportunity to respond to a change in status prior to termination of funding.