FY18 Homeless Youth Grant Application and Budget
May 22, 2017
The subject line of the email MUST state: "18-444800711-1 Julie -Homeless Youth"
All applicants must submit the completed grant application utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp Please follow the instructions on the screen
to attach your application. Don't forget the subject line above.
A completed grant application includes:
- Signed Uniform Grant Application (3 pages)
- Continuation Plan Narrative
- Required Attachments
- Copy of signed 23 page Uniform Budget Template that was entered into the CSA system
- Screenshot verifying Pre-Qualification
Please send any questions regarding this continuation application to DHS.YouthServicesInfo@Illinois.Gov
The subject line of your e-mail must include the name of your agency (or acronym) and "HY FY 2018 Application Question."
- ELIGIBILITY INFORMATION
- Eligible Applicants
- This Continuation Application is limited to those public or private, not-for-profit community-based agencies who received an award from the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Homeless Youth program in the past 12 months AND continue to meet the additional eligibility criteria below. Failure to provide the requested information as outlined herein to demonstrate these criteria are met will result in the application being removed from funding consideration.
- Applicant entities will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment 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 DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. A Programmatic Risk Assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. A screenshot verifying that this pre-qualification has been completed must be included with the application.
- Applications will not be considered complete until a proposed budget has been entered into the CSA system. It is essential that, at a minimum, the applicant agency's executive director (or equivalent) and the CFO (or equivalent) must be registered in the CSA system in order to approve the required budget documents prior to submission (see Appendix F for more information and instructions).
- FUNDING INFORMATION
- This is considered a Continuation Application for renewal funding.
- The grant period will begin no sooner than July 1, 2017 and will continue through June 30, 2018.
- Contracts will NOT be processed until after the proposed budget has been reviewed and approved by DHS. To avoid an unnecessary delay in the processing of the FY 2018 contract, please ensure
proposed project budgets are entered into CSA and that narratives are sufficiently detailed and justified to be approved by DHS.
- Subcontractor 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 provider
shall retain sole responsibility for the performance of the subcontractor.
- The release of this Continuation Application does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department.
- All funding is subject to sufficient appropriation by the General Assembly.
- MANDATORY REQUIREMENTS OF APPLICANT
These Mandatory Requirements are essential items that must be met by the Applicant:
- Agencies that provide housing for youth under the age of 18 must be licensed by DCFS. The type of license that is appropriate for any given program (for example, child welfare, aggregate living, etc.) will be determined by DCFS. Please refer to Title 89, Chapter II, Subchapter d, Part 37 Facilities and programs exempt from licensure AND subchapter e, Part 410 Licensing standards for youth emergency shelters.
- The service area for continuation applicants must remain at minimum the original service area for which funding was awarded under the RFA.
- The provider must be in a position to provide services on July 1, 2017 at 12:01 a.m.
- ADMINISTRATIVE COST RATE REQUIREMENTS
Funding allocated under this grant is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved negotiated indirect cost rate agreement (NICRA) be exceeded under this agreement. Documentation will be required to verify the approved NICRA. If indirect costs are included in the budget, a copy of the approved NICRA must be included as Attachment 2.
In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
- 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.
- State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of the award. If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS - otherwise indirect costs will be subject to disallowance.
- De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate.
It is critical that proposed budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions:
§ 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 subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts 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 subcontract 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.
78 FR 78608, Dec. 26, 2013
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 CARS.
- DUN AND BRADSTREET UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER AND SYSTEM FOR AWARD MANAGEMENT (SAM)
Each applicant is required to:
- Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://www.sam.gov/portal/sam/#1 ;
- provide a valid DUNS number in its application; and
- continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.
- Required Programming
Homeless Youth programs will provide services to individual homeless youth designed to increase their safety, well-being, and self-sufficiency. Programs will strive to meet the immediate survival needs of youth (food, clothing, shelter etc.) and assist them in transitioning to independent living and becoming self-sufficient.
The Homeless Youth program will:
- Implement a holistic model that includes an outreach component, an emergency shelter/interim housing component and a transitional living component.
- Address the immediately identifiable needs of homeless youth through an emergency safety assessment/care plan that will identify and address immediate needs such as safety, food, clothing, shelter, medical, etc. through direct interventions and appropriate referrals.
- Have one or more facilities located in areas frequented by and/or easily accessible by homeless youth. Have a toll free help line that is staffed 24 hours a day 7 days a week.
- Provide homeless youth access to age-appropriate emergency/interim shelter (A minimum of 4 beds is required.) available on a 24 hour basis for up to 120 days.
- Have a Transitional Living Program component that will provide stable, safe living accommodations for youth for a maximum of 24 months. (A minimum capacity of 4 is required.)
- Provide an array of services to these youth that will include: emergency safety assessments/care plans; comprehensive individualized assessments; individualized case management; housing; needed goods (clothing, shoes, food and personal hygiene products, etc.); benefits services (e.g., SSI, SSDI, WIC, TANF etc.); educational services; life skills/independent living skills; employment and/or vocational training ; recreational services; social skills training; prevention services; transportation; individual counseling; services for special populations (pregnant; parenting; LGBTQ; delinquent; developmentally disable; LEP) such as access to child care; parenting classes; prenatal care; nutrition education, etc. and services generally provided through referral including: substance abuse services; legal services; mental health services; physical health services; dental services etc.; ESL classes; discharge planning; and follow-up services.
- Program models will
- Reflect a positive youth development (PYD) approach. Rather than targeting individual negative behaviors, PYD is a holistic approach that supports youth in achieving developmentally appropriate milestones and in having positive interactions with their family, school, neighborhood, society, and culture.
- Include strategies for helping youth build protective factors that moderate the impact of past and future negative experiences.
- Meaningfully involve each youth in program decisions that affect them.
- Reflect a trauma-informed approach, which involves understanding and responding to the symptoms of chronic interpersonal trauma and traumatic stress, as well as the behavioral and mental health consequences of trauma.
- Include an array of evidence-based and evidence-informed services and interventions that address the behavioral, psychological, and physical health of youth.
- In an effort to reduce the number of homeless youth in Illinois, programs will ensure youth are safe, strive to meet the basic emergency/survival needs of youth; to ensure youth are employed or
are in school; have acquired a High School Diploma or GED; are enrolled in eligible mainstream benefits; and have developed the social and life skills necessary to achieve healthy and productive independence.
- Services for special needs populations will also be assessed. For example: programs that serve pregnant youth will ensure that these youth receive pre-natal care and that pregnant and parenting youth receive parenting skills/classes.
- Refer to the Community Services Agreement (CSA), and Program Manual for provider responsibilities.
- Service Model
Providers will implement a holistic model that includes an outreach component, an emergency shelter/interim housing component and a transitional living component. The primary service delivery approach will be individualized case management.
- Outreach Requirements
Outreach programs are designed to identify homeless youth who are not wards of the State, to ensure that their basic safety, survival and immediate needs are being met, and to provide case management and other services designed to assist homeless youth in making healthy lifestyle choices.
- Youth must be at least 14 years of age and may not have reached their 24th birthday.
- Youth may not be enrolled after their 24th birthday.
- For youth up to the age of 18, including minor unmarried parents, immediately upon intake, the provider must notify the local CCBYS (Comprehensive Community-Based Youth Services) agency about any youth who is a minor away from home who has run away or whose parents will not allow him/her into the home; and when necessary notify DCFS and /or the local law enforcement.
All youth will immediately receive the following:
- A safety assessment; an emergency care/safety plan and that plan will be implemented to ensure that the immediately identifiable needs of these youth in crisis are met, including food, clothing, emergency shelter, survival aid, medical treatment, emergency mental health /substance use referral/ treatment, etc.
- Referring youth under the age of 18 to the local CCBYS provider as indicated above.
- Contacting the DCFS hotline in required situations.
When necessary, youth will have access to age-appropriate emergency shelter.
Whenever possible, youth will receive the following:
- Comprehensive individualized assessment and case planning services.
- Help to reunify youth with his/her family where appropriate.
- Help to achieve safe, stable living arrangements.
- Information on employment, job readiness and support services;
- Responding to the educational needs of youth. Informing them of their rights and working with the appropriate McKinney-Vento liaison to ensure their rights are honored. (Federal law that ensures youth experiencing homelessness have full and equal access to an appropriate public education and that they experience success in school.)
- Offering education, prevention, and access to intervention services on issues related to domestic violence, sexual abuse, exploitation, and human trafficking.
Outreach Program Activities at a minimum will include:
- Contacting homeless youth where they congregate, through site based outreach and/or a drop in shelter;
- Conducting outreach events - Services are provided in areas where homeless youth are known to congregate or where they are located; or
- Other outreach activities - These are activities within the community designed to make them aware of services available at the agency. This may include in-person outreach, flyers, speaking to community groups, hotlines and/or other means of establishing the agency as a resource for homeless youth.
- Emergency Shelter/Interim Housing (ES)
Emergency/Interim Housing programs provide temporary housing and services to homeless youth who are not wards of the State, on a 24-hour basis for up to 120 days. These programs are designed to ensure that basic safety, survival and immediate needs are being met, to reunify the youth with his/her family, when possible or to transition them from homelessness to self-sufficient living. Programs will also provide case management and other services designed to assist homeless youth in making healthy lifestyle choices.
- Youth must be at least 14 years of age and may not have reached their 24th birthday.
- Youth may not be enrolled after their 24th birthday.
- Youth enrolled prior to their 24th birthday remain eligible for up to 120 days of service even if it exceeds their 24th birthday. (Youth will not be terminated on their 24th birthday.)
- For youth up to the age of 18, including minor unmarried parents:
- immediately upon intake, the provider must notify the local CCBYS (Comprehensive Community-Based Youth Services) agency about any youth who is a minor away from home who has run away or whose parents will not allow him/her into the home; and/or
- Within 48 business hours of intake, parental permission must be obtained in writing or, if verbal, it must be witnessed by two parties. If permission cannot be secured within 48 business hours:
- the agency must document its attempts to secure parental permission; and
- the agency must follow procedures outlined in the Illinois Juvenile Court Act, found at 705 ILCS 405/3-5.
Agency staff must be available 24 hours a day to enroll youth and provide services that at a minimum will include:
- Conducting a safety assessment; developing an emergency care/safety plan and implementing it to ensure that the immediately identifiable needs of these youth in crisis are met, including food, clothing, emergency shelter, survival aid, medical treatment, emergency mental health /substance use referral/ treatment, etc.
- Referring youth under the age of 18 to the local CCBYS provider.
- Contacting the DCFS hotline in required situations.
- Providing safe, clean, dry place to sleep for a minimum of 4 youth.
- Transitional Living (TL)
Transitional Living programs provide housing and services to homeless youth who are not wards of the State, for up to 24 months. Programs are designed to transition youth from homelessness to self-sufficient living; and/or to reunify the youth with his/her family, when possible.
- Youth must be at least 16 years of age and may not have reached their 24th birthday.
- Youth may not be enrolled after their 24st birthday
- Services to youth will end with their 24th birthday. Any exception to this rule will be case by case and must be approved in writing by the DHS Program Administrator. Approved extensions must meet criteria established by DHS and will be 3 months in length. In NO case will extensions exceed one year.
- For enrollment of youth up to the age of 18, parental permission must be granted or the youth must be partially or fully emancipated.
The provider must have a supervisory structure that ensures adequate on-site supervision for both staff and youth in residential and non-residential services. On-site supervision is not required in host family homes.
Transitional Living programs will:
- The facilities must have the capacity to accommodate not fewer than 4 youth at any time.
- The facilities must be in compliance with State and local licensing requirements to operate the proposed housing model.
- Programs must provide homeless youth with stable, safe living accommodations. Living accommodations may be host family homes, group homes, or supervised apartments. Supervised apartments are either agency-owned apartment buildings or "scattered-site" apartments, which are single-occupancy apartments rented directly by youth people with support from the agency.
- Programs must provide youth with basic life skills training, including health promotion, life planning and goal setting, household management and budgeting, and interpersonal skill-building. Interpersonal skill-building must include helping youth develop permanent connections with peers, family and other adults.
- Programs must also provide pregnant and parenting youth with life skills training in adequate supervision, parenting skills, family budgeting, health and nutrition, child care for dependent Children, family planning, and pregnancy prevention.
- Programs must provide youth with educational opportunities, such as GED preparation, post-secondary training, or vocational education. Services for secondary education must be coordinated with the youth's McKinney-Vento Homeless Assistance Act of 1987 (as amended).
- Programs must develop and implement a job readiness plan with each youth that includes steps to obtaining and keeping a job, résumé writing, interviewing skills, and appropriate professional work attire.
- Programs must collaborate with each youth to develop individual goals designed to help youth transition from supervised participation in the program to independent living or another safe and appropriate living arrangement.
- Programs must develop and implement a discharge plan that includes providing follow-up support and/or additional services to each youth at least 3 months, 6 months, and 1 year after they leave the program.
- Programming & Services
Each funded program will provide the following in addition to the preceding services.
- Intake - Intake should be completed within 24 hours of accepting the client into the program. Often this will be completed in conjunction with the emergency safety assessment. Intake should include, at a minimum, the following information, documents and/or processes:
- Enrollment - The provider must collect demographic information, emergency contact information, referral date, source and reason, education and employment status, information regarding special population status (pregnant, parenting, LGBTQ, Disability etc.) and information on other current and/or prior services.
- Client's Rights - The provider must inform the youth of his/her rights that are protected by state and federal law. The agency assures that the youth's rights are:
- presented to the youth in writing;
- communicated to the youth in a language that he/she understands;
- signed by the youth, his/her parent or guardian (when applicable) and caseworker; and
- kept on file at the provider agency.
- Informed Consent - The provider must confirm that the youth consents to services. This document must:
- be presented to the youth in writing;
- include the types of services to be provided;
- be communicated to the youth in a language that he/she understands;
- be signed by the youth, his/her parent or guardian (when applicable) and caseworker; and
- be kept on file at the provider agency.
- Rules of the Home - For youth participating in ES or TLP programming, the provider must inform the youth of the rules of the home, including the consequences for breaking them. These rules must be:
- provided to the youth in writing;
- communicated in a language that he/she understands;
- signed by the youth; and
- kept on file at the provider agency.
- Comprehensive Assessment
- Within 30 days of accepting a client into the program, the provider must conduct a comprehensive assessment of the client's needs, using an individualized assessment process, as prescribed by the Department.
- Within 30 days of determining that a youth is pregnant or parenting, he or she must have an additional assessment, as prescribed by the Department.
- Additional assessments should be conducted as necessary. These would include, but are not limited to Substance Abuse; Mental Health; Educational; Trauma etc. These can be completed by referral.
- Case Planning - Within 45 days of enrollment into the program, and after completing the comprehensive assessment, the provider agency must develop an individualized case plan with the youth, as follows:
- The provider must convene a case planning meeting which must include, at a minimum, the youth and provider staff. The youth's support (e.g., friends, family, guardian, other service providers, and/or clergy) are encouraged to participate, when possible and appropriate.
- The case plan must include clearly stated goals and measurable objectives, in language that the youth can understand.
- The goals should relate directly to the needs identified by the youth's comprehensive assessment and should be aimed toward positive discharge of the youth from the program.
* This will also include any needs resulting from additional assessments conducted and may include items from the emergency/safety plan that are yet to be completed.
- The case plan must include the frequency and manner of interaction between the youth and his/her case worker, as appropriate to the achievement of his/her goals.
- The case plan must be signed by the youth, provider staff, and any other service provider who was present at the meeting, indicating that they agree to and support the plan. Other individuals who attend the meeting are encouraged to sign, when appropriate.
- The provider agency must keep the original case plan on file, and provide a copy to the youth.
- The case plan must be monitored as described in Section F, Case Monitoring and Tracking, below.
- Required Services - All providers must provide or subcontract for the following services, in a manner that is culturally sensitive and developmentally appropriate, indicated through the assessment of the client's needs and appropriate to implementation of the case plan. Available services shall include, but not be limited to:
- Food - The provider will insure that the youth has access to sufficient food to meet his/her physical needs
- Needed goods - The provider will assure that the youth has access to needed goods, including, but not limited to, clothing, shoes, food and personal hygiene products
- Benefits - The provider will assist youth in obtaining and maintaining available entitlements supports and services (e.g., SSI, SSDI, WIC, TANF, subsidized housing).
- Educational services - The provider will assure that the youth has access to an educational program promoting achievement of a GED or high school diploma.
- Life skills/independent living skills - Life skills or independent living skills training that promote the youth's self-sufficiency and address the needs of special populations.
- Employment and/or vocational training - The provider will assure that the youth has access to an employment/vocational program promoting achievement of career or vocational goals.
- Social skills training - The provider will promote the development of interpersonal skills in the youth through positive modeling and/or access to formal training or involvement in group activities.
- Prevention services - Any of a variety of support services designed to improve the health and well-being of the youth and to enhance his/her chances of achieving or maintaining self-sufficiency and a healthy lifestyle.
- Transportation - May include the purchase of tickets and/or passes for airplanes, buses or trains; taxi or car fare; or provision of transportation for a youth by a driver approved by the provider agency.
- Individual counseling - Problem-solving, guidance and consultation with the youth around the case plan and/or his/her immediate concerns
- Special population needs - Services to address the needs of youth with special needs, such as those who are pregnant and/or parenting, including fathers; LGBTQ (lesbian, gay, bi-sexual, transgender, questioning); delinquent; developmentally disabled.
- Additional Services - The provider may provide onsite, refer and/or link the youth to community-based resources for the following services, in a manner that is culturally sensitive and developmentally appropriate, as indicated through the assessment of needs and appropriate to implementation of the case plan:
- Substance abuse services
- Legal services
- Mental health services
- Individual therapy
- Physical health services
- Dental services
- Case Monitoring/Tracking - Providers must monitor and track the youth's progress toward achievement of his/her goals as established in the case plan.
- Providers must document the youth's progress toward achievement of his/her stated goals, entering case notes into his/her file that are clearly related to the case plan.
- The case plan in its entirety must be reviewed with the youth every 90 days, at a minimum, and updated as necessary. Updating will include the development of new goals and objectives that reflect the youth's progress and current status.
- Discharge/Case Closure - When possible, prior to leaving the program, the provider will meet with the youth and others, as appropriate, to discuss the youth's impending discharge.
- The provider will document the circumstances of and reason(s) for the youth's discharge from the program.
- The provider will meet with the youth to develop a discharge plan which includes, at a minimum, a summary of services received, activities currently in place, and services that will be available to him/her through the provider and other community agencies for a minimum of 30 days. The plan will also include recommendations for follow-up.
- The provider will collect data necessary to track program and youth progress and outcomes. At a minimum this will include: Discharge date and reason, education and employment status, information regarding special population status for example if youth was pregnant, did she receive pre-natal care. Information will also be collected on case plan progress and additional items deemed necessary by the Department.
- Follow-up Services - Three months after the case is closed, the provider must have documented attempt(s) to contact the youth to assure that the situation continues to be stable. If necessary, the case will be re-opened to provide additional needed services.
Each provider is required to adhere to the following:
- Agency Licensure
Agencies that provide housing for youth under the age of 18 must be licensed by DCFS. The type of license that is appropriate for any given program (for example, child welfare, aggregate living, etc.) will be determined by DCFS. Please refer to Title 89, Chapter II, Subchapter d, Part 37 Facilities and programs exempt from licensure AND subchapter e, Part 410 Licensing standards for youth emergency shelters.
The organization must have a staff training program that includes ongoing training on the following topics: risk reductions; aftercare; homelessness and poverty; case management/planning; case documentation; safety protocols; ethics and boundaries; harm reduction; crisis intervention; trauma informed care; positive youth development; basic counseling skills; healthy sexual behavior; gay, lesbian, bisexual, and transgender issues; cultural awareness and sensitivity; mental health awareness; alcohol, drug and chemical dependency awareness; bullying and harassment; and sexual exploitation and prostitution.
- Safety Protocol
Grantees must have policies prohibiting harassment based on race, sexual orientation, gender, gender identity (or expression), religion, and notional origin. Grantees must have procedures established to monitor claims, address them seriously, and document their response.
- Child Abuse/Neglect Reporting Mandate
Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe" that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Funded programs must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
- Policy and Procedure Manual
Each agency will develop/maintain a written local policy and procedure manual that contains at a minimum, the policies/procedures for the following:
- Emergency procedures for:
- transportation - bad weather practices, accident procedures, driver requirements
- serious illness/medical emergencies
- assessing medical care for youth in agency placement
- taking necessary precautions to guard against contagious and communicable diseases
- Background Checks - Background checks are required for all program staff and volunteers, who have the potential for one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, evidence of their completion, as well as agency/program policy for how the results are utilized.
- Maintenance of personnel files for all staff, including volunteers and interns.
- Monitoring of staff who serve as child transporters for possession of a valid Illinois driver's license, good driving record documented by Secretary of State Transcript, current proof of insurance and a current background check on file.
- Maintenance of client confidentiality-both on paper and in computer.
- Non-traditional (off-site and after hours) usage of the Department's e-Cornerstone system.
- Notifying the local CCBYS agency about any youth who is a minor away from home, who has run away, or whose parents will not allow him/her to return home.
- Policy to ensure all staff who administers the Casey assessment participate in the required DHS sponsored Casey training in advance of administering the assessment. This training will be
offered multiple times per year. Any exception to this must be pre-approved by the Department.
- Methods for assuring that staff are trained and updated on local policies.
- Maintenance of a central record for reporting unusual incidents that includes documentation of contact with DHS at a minimum and DCFS (as appropriate to the nature of the incident).
- Agency plan for outreach to local social service provider community to educate them about Homeless Youth and facilitate referrals (minimally with schools). Agency maintains documentation that outreach activities occur at least annually.
- Handling DCFS wards who are not program eligible.
- A policy for determining how and where outreach activities will be offered. Policy should include how data is used to support decisions, as well as information from other community entities or agencies such as law enforcement, faith-based organizations, etc. Agency has a methodology to determine "where youth are known to congregate."
- Availability of staff on a 24/7 basis.
- Sectarian Issue - funded organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
- A policy addressing the review and updating of the Policy and Procedure Manual including the frequency with which it is done.
- Client Reporting
The Provider agrees to use the Department's eCornerstone system to fully document the provision of services to each client. This will include enrolling all youth served in the program, capturing demographic and risk factor data; capturing education, employment, living and other status information; assessment information, case planning information; service delivery; termination and follow up information.
- Clients will be enrolled in eCornerstone within 24 hours of initial contact.
- A Casey Assessment must be conducted within 30 days of enrollment.
- A case plan will be developed within 45 days of enrolment.
- Additional assessments will be recorded in eCornerstone upon completion.
- Casey Assessment(s) must be conducted upon discharge from program and recorded in e-Cornerstone.
- The client's eCornerstone enrollment must be terminated within 72 hours of exiting the program
- Client Reporting
- Cooperation with local Family and Community Resource Centers (FCRCs)
The Provider will maintain a collaborative working relationship with the local DHS FCRCs. This will include communicating the Provider agency's job openings to the local FCRCs, as well as regularly participating in the local FCRCs' regional service provider meetings.
- PERFORMANCE MEASURES AND STANDARDS
The Homeless Youth Program Standards will direct the work of the Homeless Youth program implementation.
- Percent of youth with a completed Safety Assessment.
- Percent of youth with an Emergency Care Plan implemented.
- Percent of youth with a completed Ansell Casey Assessment.
- Percent of youth with a Case Management Plan developed.
- Percent of youth with a Case Management Plan Implemented.
- Percent of Case Management Plans that include strategies to encourage employment and/or education (High School, GED, Vocational etc.)
- Percent of Case Management Plans that include the strategies to increase living skills.
- Percent of Emergency Shelter and Transitional Living Youth who exited the program to stable housing
- Percent of Transitional Living Youth who exited the program employed and/or enrolled in educational program
- Percent of pregnant youth that received prenatal care
- Percent of eligible youth acquiring with one or more new mainstream benefits (SSI, Medicaid, TANF, SNAP, WIC)
- 100 Percent of youth will have a completed Safety Assessment. (80% Acceptable)
- 100 Percent of youth with an Emergency Care Plan implemented. (95% Acceptable. Considers only youth with a completed safety assessment that required immediate follow-up)
- 100 Percent of youth will have a completed Casey Assessment. (70% Acceptable. Excludes Outreach only youth.)
- 100 Percent of youth will have a Case Management Plan developed. (90% Acceptable. Considers only youth with a completed Casey Assessment.)
- 100 Percent of youth will have a Case Management Plan Implemented. (90% Acceptable. Considers only youth with a case plan developed. Considers those 50% or more complete prior to
- 100 Percent of Case Management Plans will include strategies to encourage employment and/or education (High School, GED, Vocational etc.) (90% Acceptable)
- 100 Percent of Case Management Plans will include the strategies to increase living skills. (90% Acceptable)
- 100 Percent of Emergency Shelter and Transitional Living Youth will exit the program to stable housing. (70% Acceptable for TL & 60% Acceptable for ES)
- 100 Percent of Transitional Living Youth will exit the program employed and/or enrolled in educational program. (70% Acceptable)
- 100 Percent of pregnant youth will receive prenatal care. (95% Acceptable)
- 100 Percent of eligible youth will acquire one or more new mainstream benefits (SSI, Medicaid, TANF, SNAP, WIC). (45% Acceptable)
The following sections provide instructions for the components that must be included in a completed continuation application.
Uniform Application for State Grant Assistance
Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance.
FY 2018 Homeless Youth Continuation Plan Narrative
Continuation applicants must submit an application that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. If the Applicant believes that the subject has been adequately addressed in another part of the application narrative, then a cross-reference to the appropriate part of the narrative must be provided. The narrative portion must be in the order requested. This application, if approved, will become the local program plan and budget. The program plan/application will be the basis for monitoring compliance by DHS. Please provide a detailed response as directed to each of the following items in an effort to fully describe how the Homeless Youth program will be operationalized in your service area. It is expected that your service area will not change. It is also expected that ALL requirements that were identified in the Homeless Youth RFA Grant Application will still be adhered to. This includes but is not limited to ALL items found in Program Description section of this continuation application document. The minimum capacity requirements must also be maintained.
- Agency Qualifications and Organizational Capacity
Please provide the information below. For items 1-4 please address changes that have occurred over the past year. If no changes have occurred, please indicate such.
- Include a copy of any current Child Welfare License or other appropriate DCFS License as Attachment 1. Describe any changes to such licenses that occurred during the previous year.
- If organizational changes have occurred related to the program, please provide an updated organizational chart of the applicant organization, showing where the program and its staff will be placed
including subcontractors if used. Please include this as Attachment 3.
- Identify any changes in key staff positions that will be responsible for the program. Present the résumé of the Homeless Youth Program Coordinator, Agency Director, and Fiscal Manager as Attachment 4 of your proposal if there have been turnover in these positions.
- Provide a description of existing linkages and/or referral procedures your agency has to other community resources and services. Include copies of signed, current or expected linkage agreements in Attachment 5 of your application.
- Describe the employee and volunteer background check process.
- Describe the Safety Protocol to be used.
- Include as Attachment 6 the FY18 Program Contact Information Forms for the Grantee agency and any Subcontractors (see Appendices A & B).
- Include Subcontractor Information Forms as appropriate as Attachment 7 (see Appendix C). Also include in Attachment 7 copies of corresponding subcontractor agreements. Note: Subcontractor budgets and narratives will be included in the application's Budget and Budget Narrative section.
- Describe in detail the physical sites / placements and services for the program. Include as Attachment 8 the Program Site Information and Transitional Living & Emergency Shelter Placement Forms (see Appendices D & E).
- Describe how staff will maintain competencies regarding youth issues and service delivery methods.
- Discuss staffing ratios to be used for each service area: Outreach, Emergency Shelter/Interim and Transitional Living.
- Please again state your commitment to use the IDHS eCornerstone system to enroll all participants, capture demographic and risk factors; record education, employment, living and other status information; assessments; service delivery, case planning, termination, etc. and follow-up information.
- Description of Program and Services
In the Project Narrative, provide a comprehensive framework and description of all aspects of the project.
- Service Area
Please describe the service area of your entire project. Include County Names, Cook County Townships and Chicago Community Areas as appropriate. It is expected that this will NOT change from your RFA. If the service area changes, separately, please provide a detailed request / justification to the DHS Homeless Youth Program Administrator as it will need to be pre-approved.
Describe how a continuum of Outreach, Emergency Shelter/Interim Housing and Transitional Living services will be delivered through Intake, Comprehensive Assessment, Case Planning, Case Monitoring/Tracking, Discharge/Case Closure and Follow-up of homeless youth in the target area. The service delivery approach must demonstrate an understanding of the importance of providing:
- Positive youth development (PYD) approach
- Trauma-informed care
- Evidence-based and evidence-informed services and interventions
- Strategy for working with schools to address the educational needs of identified homeless youth
- Education, prevention, and access to intervention services for domestic violence, sexual abuse, or exploitation
- Strategies for helping youth build protective factors
- Youth voice in decision making
Describe how intake will be completed within 24 hours of accepting a participant into the program. The intake process must be standardized. In the description of the intake process, address how it will involve Comprehensive Community-Based Youth Services providers in its target area. Describe the procedures used during the intake process. Intake includes, at a minimum, a Safety Assessment, an Emergency Care/Safety Plan, Enrollment (demographics, history etc.), Client's Rights, Informed Consent and Rules of the Home. Finally, detail methods for conducting intake for homeless youth regardless of shelter arrangements.
- Comprehensive Assessment
Explain how comprehensive assessment will be conducted and identify the tools to be used in this process. Provide details on risk factors included in the assessment (e.g. medical, psychosocial, substance use, mental health, educational, trauma) and protective factors. Describe how youth will be reassessed to determine progress. Detail methods for conducting comprehensive assessments on homeless youth regardless of shelter arrangements.
- Case Planning
Identify and justify the specific tool that will be used for case planning. Provide details on the process for creating a care plan, identifying appropriate resources and services in the community, facilitating linkages to appropriate services and resources, and monitoring and follow-up. Discuss how you will determine differing levels of participant risk and the type, timing, duration and intensity of services matched to the risk level. Identify the services to be delivered directly by your organization and indirectly through subcontracts or referrals/linkage agreements. Detail methods to provide case management for homeless youth regardless of shelter arrangements. Briefly describe the intended methods of service delivery. Detail linkages with service providers in the community including police, health care and educational services etc. Include detailed linkage agreements for non-sub-contracted service providers where referrals will be made.
- Case Monitoring/Tracking
Homeless Youth Providers must monitor and track the youth's progress toward achievement of his/her goals as established in the case plan. Describe the process by which you will continuously monitor progress and modify the care plan based on progress and current status. Describe how the youth will be involved in this process.
- Discharge/Case Closure
Describe the Discharge/Case Closure process. Discuss method used to develop the discharge plan. Provide a description of the contents of the discharge plan. Identify the full range of resources potentially available to a participant up to 30 days post discharge.
- Follow-up Services
Describe the methods to be used to contact participants three and six months post discharge.
Describe the process and methods to be used by your agency to monitor Sub-contractors and Subcontractor Agreement(s) and budgets to ensure effective delivery of service and adherence to the contract agreement.
- Performance Measures and Standards
Please describe how your program design and implementation policies will ensure that Homeless Youth Program Standards will be met in FY 2018.
- Program Services Summary
Please provide the information below for the entire project (including sub-contractors etc.) regarding your planned program for the FY 2018 grant year.
|Grant Dollars Allocated
|Estimated # to be Served in FY18
|Estimated Average Daily # to be Served
Project Summary Report
Part 1 - Please provide a summary of your agency's Homeless Youth services during the previous year. Include a detailed description of how your agency provided or ensured access to all 3 program components (outreach, emergency shelter, and transitional living) as specified in the Program Description, Part B. Service Model, as well as how your agency met performance measures during the previous year.
Part 2 - Provide at least one anecdotal story (story of an individual youth/family) AND/OR at least one program success story (story of general program success - multiple youth/families or community) from the previous year. *This story may be used in a public report, so please do not use actual names (pseudonyms are ok) or any other personally identifiable client information.
Part 3 - Explain how the budget impasse in Illinois has affected your agency's ability to provide services during the previous year.
FY 2018 Homeless Youth Continuation Budget and Budget Narrative
Budgets must be submitted electronically in the CSA system (see Appendix F for more information and instructions). In addition, a signed copy of the 23 page FY18 Uniform Budget Template and Narrative must also be included with the application submission. The narrative will be based on the budget and will include a detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. The narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget and Budget narratives should be prepared to reflect a 12 month budget period (July 1, 2017- June 30, 2018).
Please note, your FY 2018 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted with the application is as detailed as possible.
Subcontractor budgets, budget narratives and actual subcontracts must be submitted with this continuation application plan as they need to be pre-approved. The budget format for subcontractors is the same 23 page Uniform Budget Template. However, subcontractor budgets are not required to be submitted in the CSA system.
Please refer to Eligibility, Sections D and E, in this document for information about administrative costs and DUNS and SAM requirements.
Continuation Application Package Contents
ALL Applications MUST include the following mandatory forms/attachments in the order identified below:
- Signed Uniform Application for State Grant Assistance (3 pages)
- Continuation Plan Narrative
- Agency Qualifications and Organizational Capacity
- Description of Program and Services
- Attachments to Your Application
- Attachment 1: Copy of Current Child Welfare License or other Appropriate DCFS License
- Attachment 2: Copy of Currently Approved NICRA if indirect costs are included in the budget (include subcontractors' approved NICRA if applicable)
- Attachment 3: Organizational Chart
- Attachment 4: Résumé of Homeless Youth Program Coordinator, Agency Director, and Fiscal Manager
- Attachment 5: Linkage Agreements with other Service Providers & Referral Sources
- Attachment 6: Program Contact Forms (Agency & Subcontractor)
- Attachment 7: Subcontractor Information Forms (if applicable)
- Attachment 8: Program Site Information/Transitional Living & Emergency Shelter Placement Forms
- Attachment 9: Copy of Agency's Current Federal Form W9
- *Note: Attachments 3, 4, and 9 are only required if there have been changes in the past year
- Program Summary Report
- Provider Budget and Budget Narrative must be entered into the CSA system, printed, signed, and included with the application. Subcontractors' budgets and narratives, if applicable, must also be included, but subcontractors' budgets are not required to be submitted in the CSA system.
- Screenshot verifying Pre-Qualification
Submission Dates and Times
Applications must be received at the location below no later than 12:00 p.m. (noon) on Monday, May 22, 2017. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.YouthServicesInfo@Illinois.gov. The subject line of the email MUST state: "18-444800711-1 Julie -Homeless Youth". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be opened as they are received.
Applications received after the due date and time will not be considered for review or funding.
All applicants must also submit the completed grant application utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp Please follow the instructions to attach your application. Don't forget the subject line above.
To be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.