Document Clearance Process for Information Bulletins and Manual Modifications

Illinois Department of Human Services
Division of Developmental Disabilities
Information Bulletin
DD.15.056

Document Clearance Process for Information Bulletins and Manual Modifications

May, 2015

Purpose

The purpose of this Information Bulletin is to inform all stakeholders and advocates about the process for developing and approving new or revised Information Bulletins and Manual Modifications issued by the Division of Developmental Disabilities. The intent of the process is to ensure stakeholders and advocates throughout the service delivery system have the opportunity for input to Bulletins and Manuals issued by the Division.

Process and Procedures

TASK TIME FRAME GUIDELINES
  1. A topic may be suggested by Division staff or suggested to Division staff by sister State agencies or external stakeholders.
 Ongoing.
  1. The topic is discussed among the Division's senior staff and, if approved, assigned for development and drafting.
 As agendas and resources permit.
  1. Assigned staff drafts the document with input from others as needed.
 Two weeks from assignment date.
  1. The assigned senior manager approves the draft and forwards it to the other senior managers for review and comment.
 One week from receipt of acceptable draft from staff.
  1. All senior staff provides input.
 One week from receipt of draft.
  1. The assigned senior manager ensures modifications are made to the original draft and forwards the revised draft to the Director or designee for final review.
 One week from receipt of comments from senior managers, depending on the extent of comments received.
  1. The Director or designee reviews and approves the revised draft.
 One week from receipt of draft.
  1. The approved draft is posted on the web site for public comment for 7 calendar days, if operational needs allow this time frame.
 Two days from approval by Director or designee.
  1. At the time of posting, an email is sent to trade and other advocacy organizations, providers, and any interested parties who have registered to receive Division emails, to inform them that a draft notice is available for review and comment.
 At the time of posting.
  1. The email directs interested parties to submit comments to DHS.DDDComments@illinois.gov. 
 One week from posting
  1. The assigned staff revises the draft as appropriate based on comments received and forwards the revised draft to the Director's assistant for approval by the Director or designee. If there have been significant changes in the document, senior staff may conduct an additional review.
 One to two weeks from receipt of comments, depending on the extent of comments received.
  1. The final document is posted on the web site with email notice to the trade and other advocacy organizations, providers, and any interested parties registered to receive emails.
 Two days following approval.
  1. The Director's assistant maintains a log of all new or revised Information Bulletins and Manual Modifications to ensure the above process is followed and completed.
 Ongoing.

This process is meant to formalize communication between the Division and its stakeholders and advocates about important matters, while providing needed flexibility for operations. The Division is committed to posting new or revised documents as draft for comment; however, there may be times when operational needs would prevent this. An example of this might be the sudden adoption of statutory language with an immediate effective date. In such a case, the timeliness of new instructions might be more important than reviewing draft materials. The Division will work to ensure draft notice whenever possible.

If an individual has not registered to receive emails from the Division and would like to do so, he or she may register on the web site under our "DDD Email List".  Executive Directors of developmental disabilities trade and advocacy organizations, as well as Executive Directors of provider organizations funded by the Division, receive emails automatically and need not register.

Effective Date

This Information Bulletin is effective immediately.