Comprehensive Community Based Youth Services FY18 Continuation Grant Application Plan & Budget

FY 18 Comprehensive Community Based Youth Services (CCBYS) Grant Application and Budget

DUE DATE:
May 22, 2017
12:00pm

Submit the completed grant application to: DHS.YouthServicesInfo@Illinois.Gov
The subject line of the email MUST state: "444-80-0710-1 Aaron - CCBYS"

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:

  1. Signed Uniform Application for State Grant Assistance (3 pages)
  2. Continuation Plan Narrative
    1. Required Attachments
  3. Program Summary Report
  4. Copy of signed 23 page Uniform Budget Template that was entered into the CSA system
  5. 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 "CCBYS FY18 Application Question."

  1. Eligibility Information

    1. Eligible Applicants
      1. 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 CCBYS 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.
      2. 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.
      3. In order to review a Continuation Application¬, the Provider's proposed budget must be entered electronically 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 G for more information and instructions).
    2. Funding Information
      1. This award is a mixture of Federal and State funding and has a required match as described below. This is considered a Continuation Application for renewal funding.
      2. The grant period will begin no sooner than July 1, 2017 and will continue through June 30, 2018.
      3. 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 FY18 contract, please ensure proposed project budgets and narratives are sufficiently detailed and justified to be approved by DHS.
      4. 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.
      5. 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.
      6. All funding is subject to sufficient appropriation by the General Assembly.
    3. Mandatory Requirements of Applicant
      These Mandatory Requirements are essential items that must be met by the Applicant:
      1. CCBYS grantees must hold a valid Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies.) A copy of your agency's Child Welfare License or permit is to be included in Attachment 1.
      2. If a CCBYS grantee subcontracts the direct service delivery of crisis intervention and placement services, the subcontractor, like the grantee, must also hold a valid Child Welfare Agency license issued by the Department of Children and Family Services. A copy of the Child Welfare License of each proposed subcontractor is to be included in Attachment 1.
      3. Providers agree to remain in compliance with the licensing requirements of the Child Care Act of 1969, as amended, including all applicable rules promulgated by the Department of Children and Family Services pursuant to the Child Care Act with any and all other applicable standards prescribed by State or Federal law or regulations.
      4. Continuation eligible applicants may ONLY request funding to serve the LAN or LANs for which they were previously awarded funding, with one exception, if a current provider is interested in providing full CCBYS services to one or both of LANs 3 or 4, that provider should contact Aaron Hacker at Aaron.Hacker@Illinois.gov by April 28, 2017 to request approval to apply for one or both of LANs 3 or 4. Please note predetermined award amounts are based on these service areas and are found in Appendix A - Estimated Awards & Match Requirements. In NO case will more than one application be funded to serve the same service area.
      5. The provider must be in a position to provide services on July 1, 2017 at 12:01 a.m.
    4. 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:
      1. 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.
      2. 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.
      3. 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.
    5. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM) 
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://www.sam.gov/portal/sam/#1 ;
      2. provide a valid DUNS number in its application; and
      3. 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.
    6. Match Requirements
      Providers are required to provide in-kind and/or financial match from local public or private resources to supplement the CCBYS grant. Funds for this grant will be a mixture of state general revenue (GR) and federal funding. Please read carefully below as the match requirement and approved sources are different for State and Federal funds.
      • State General Revenue (GR) Funds:
        The state funding requires a 10% match calculated as follows:
        • GR grant amount x .10 = required match for the GR portion/contract. Example: $100,000 GR CCBYS Grant = $100,000 x .10 = $10,000 required match.
        • Approved sources include in-kind or financial match from local public or private resources. This may include federal funding sources but may not include other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source.
      • Federal Funds:
        The federal portion may not exceed 75% of the total including match. Therefore, a 25% match is required for this federal portion of funds. It is calculated as follows:
        • Federal grant amount / .75 = total amount that must be documented to meet required match. Subtract the federal grant amount from this and you will have the required match. Example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 - $100,000 = required match of $33,333.33.
          Approved sources of in-kind and financial cash match include local public or private resources. This match may not include federal funding sources or other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source and that the source of the match is from approved sources.
      • Cash Match Sources: The match may be made up of Mental Health Boards, United Way funds, corporations, local taxes, fund raising, revenue generated through client vocational training activities or certification of expenditures by local government.
        • In-kind Match Sources: The match can include volunteers, under the supervision of qualified staff, that assist in providing direct services, facility space donated for use and provision of direct services, program supplies, goods, and services donated to assist in the provision of direct services, equipment loaned or donated for the provision of direct services, direct services of provider staff after normal work hours - these staff must not be associated with the program.
      • Additional Federal Match Requirements:
        Of the 25% match required- a portion must be cash and a portion may be in-kind. A minimum of 10% must be a financial cash match. The remaining amount may be in-kind or financial. The in-kind match may NOT exceed 15%. The 10% and 15% are based on the total grant plus match and are calculated as follows:
        • 10% example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .10 = minimum required cash match of $13,333.33. 15% example: $100,000 Federal CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .15 = maximum allowed in-kind match of $19,999.99.
    7. Technology
      Providers must have a computer that meets the following minimum specifications for the purpose of utilizing the required DHS eCornerstone web-based reporting system and the receipt/submission of electronic program and fiscal information:
      • Windows XP or Windows 7
      • 300 MHZ processor or faster
      • At least 128 MB of RAM
      • At least 1.5 gigabytes (GB) of available space on the hard disk
      • Requirements not related to the operating system include: Internet Explorer 8; Internet access, preferably high-speed; Email capability; Microsoft Word & Microsoft Excel.
      • In addition, programs are required to stay current with all new software releases, service packs and updates.
  2. CCBYS Program Description
    The Comprehensive Community Based Youth Services (CCBYS) program serves youth ages 11-17 that are at risk of involvement in the child welfare and/or juvenile justice system, with the overarching goal of family reunification and/or stabilization. CCBYS is authorized by the Children and Family Services Act (20 ILCS 505/17 and 17a), and implements Article 3 of the Illinois Juvenile Court Act of 1987 (705 ILCS 405/3 et seq.) A continuum of services are available and provided to youth in high-risk situations, and to their families when appropriate, according to their needs, in keeping with the goal of family preservation, reunification and/or family stabilization, or independence, dependent upon the youth's needs. A 24-hour crisis intervention response system is available in emergency situations for referrals from youth, parents/guardians, police, courts, and schools, Safe Place and the Illinois Department of Children and Family Services (DCFS).

    Mandated (Crisis) Programming
    The CCBYS program will provide services, statewide, to the following:
    • Core Population (ages 11-17) - Must Be Served:
      Any minor, 11-17 years of age (1) who is (a) absent from home without consent of parent, guardian or custodian, or (b) beyond the control of his or her parent, guardian or custodian, in circumstances which constitute a substantial or immediate danger to the minor's physical safety; and (2) who, after being taken into limited custody and offered interim crisis intervention services, refuses to return home after the minor and his or her parent, guardian or custodian cannot agree to an arrangement for an alternative voluntary residential placement or to the continuation of such placement.
    • Lock-outs: Core Population (ages 11-17) - Must Be Served in collaboration with the Department of Children and Family Services (DCFS):
      In accordance with the DCFS Rule 300.150, Referral for Services and Procedure 300.90 (f) SCR Referrals to Youth Service Agencies, any minor, 11-17 years of age whose parent or caregiver has denied the child access to the home and has refused or failed to make provisions for another living arrangement for the child, will be considered a lockout.
      Discretionary (Non-Crisis) Programming
    • Individualized services for youth may be provided as resources allow, at the discretion of the CCBYS agency, and based on the individualized needs of the youth in the community.
    • Any youth who are 11-17 years of age and at risk of involvement with the child welfare and/or juvenile justice system may be eligible for CCBYS discretionary services. If the youth does not meet the criteria for the Mandated (Crisis) Population above, and is assessed and considered at risk of crisis or at risk of delinquency, or both, the youth would be eligible for services under this section.

    CCBYS Provider Responsibilities
    The Provider shall provide a Comprehensive Community-Based Youth Services (CCBYS) program in accordance with all relevant statutes, rules and the CCBYS Program Standards found in the Bureau of Youth Intervention Services (BYIS) Program Manual. Provider program responsibilities include, but are not limited to, the following:

    1. The Provider agrees to target and provide CCBYS services to youth as prescribed in the Department's CCBYS Program Standards.
    2. The Provider shall immediately report any alleged child abuse or neglect to the Department of Children and Family Services.
    3. The principles of positive youth development (PYD and Balanced and Restorative Justice (BARJ) will be incorporated whenever possible into the local service delivery system.
    4. The Provider must exhibit cultural competence when serving youth with special needs, including those who are pregnant and parenting youth (including fathers); youth who are gay, lesbian, transgender or questioning their own sexual orientation; delinquent youth; and youth who are physically, emotionally or developmentally challenged. The Provider must demonstrate their ability to provide service to persons who have Limited English Proficiency (LEP), persons who are hard of hearing or deaf, and persons with low literacy. The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines) were developed as a mechanism for improving language and cultural accessibility and sensitivity in State-funded direct human services delivered by human service organizations that receive grants and contracts to serve the residents of the State of Illinois.
    5. Allowable services are limited to enrolled CCBYS clients and services are limited to the following: 24-hour response system; crisis/safety assessment; crisis intervention; family reunification/preservation; temporary living arrangement services; cross-agency case coordination; case management; individual, family and/or group counseling; youth and/or family advocacy; access and coordination with substance abuse treatment and/or mental health treatment.
    6. Crisis intervention services must be available on a 24-hour basis, and the Provider agrees to maintain adequate staff coverage to meet this service requirement. The Provider agrees to maintain a crisis log of all incoming crisis calls. This log will include all items necessary to track each instance and will include at a minimum: who placed the call (name, agency, call-back number and location of crisis), staff name who received/answered the call, date and time of the call, crisis worker assigned to the case, the client's name and initial crisis complaint (lockout, runaway, etc.). Provider also agrees to provide current/updated crisis contact information to the DHS Statewide Hotline at (877) 870-2663.
    7. Temporary living arrangement services must be available on a 24-hour basis. When a temporary living arrangement is necessary, all agencies providing placement services must be licensed as child welfare agencies by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies). Providers must have a sufficient number of licensed foster homes or licensed shelter placements to meet the needs of the youth throughout the service area. This includes the ability to place special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity, or unwilling to place youth.
    8. Family preservation/reunification services are services delivered to the youth and/or family to help the youth and the youth's parents resolve and cope with family problems and disruptive behaviors in order to preserve the youth in his or her family home or to reunite the youth with his or her family. Family preservation services include crisis intervention services, individual and/or family counseling and advocacy.
    9. Counseling is provided to youth and families to assist them in resolving or coping with problems or behaviors which adversely affects the youth and impacts his or her ability to adjust to family, school or community as well as in identifying, obtaining and using community resources and services.
    10. Advocacy services are provided for youth and their families to assist them in resolving personal family and social/institution problems. Advocacy services include, but are not limited to, activity with the youth which provides emotional support, role modeling, personal and family resource development, accompanying the youth and family to appropriate court appearances and appointments with court personnel and providing or arranging for transportation for a youth.
    11. Employment and education assistance are provided to youth in applying for, locating and securing employment and training for employment and in obtaining access to educational programs and achieving educational goals.
    12. Access to substance abuse and/or mental health treatment is provided to youth experiencing problems with poly-drug and alcohol abuse and/or mental health issues.
    13. Providers must ensure that linkages and referral procedures are formed with other community programs which provide needed services not available to the Provider's own program. Agreements should be established with drug, alcohol, mental health treatment programs, and employment and training programs to assure that youth may be referred and have access to such programs. Copies of these agreements are to be kept on file at the provider agency.
    14. Each youth and family served shall have a written case plan established between the Provider and the youth and family served. The case plan will be developed based on the results of the YASI, utilizing the Department's eCornerstone data system. The case plan is individualized to the youth's particular needs and will include goals and outcomes developed with and on behalf of the youth. The case plan will include services necessary to accomplish those goals. Both the YASI and the case plan must be recorded in the eCornerstone system. The case plan must be monitored by a case manager who assumes full responsibility for case management activities. The case plan must be signed and dated by the youth, case manager and available family member and must be kept in the client file. Closing YASI assessments will also be conducted on youth at discharge.
    15. Upon notification from the Juvenile Court, the Provider shall either prepare or participate in the preparation of court reports in the manner as approved by the Court. Such reports shall be submitted to the Court and a copy kept in the client's file at the agency.
    16. A locked, confidential record keeping system must include a standardized file on all clients. Each client file shall include, but not be limited to supporting documentation for the following:
      1. Initial crisis intervention plan , safety plan (if required)
      2. Intake information
      3. CCBYS Crisis/Safety Assessment, YASI Full Assessment, initial YASI Closing Assessment and any Re-assessments. Additional assessments as appropriate.
      4. All placement information including location(s), dates, etc. and either written permission of parent/guardian or a copy of the limited custody agreement
      5. Signed and dated case plan
      6. Other legal documents and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the youth, and
      7. A discharge plan that includes the youth's progress during service and recommendations and measures taken by the Provider for aftercare and follow-up that will ensure family
        preservation. If family reunification cannot be attained, the plan must contain the reasons for failure to reunify the family and the plan for the youth's living situation and interim objectives that will accomplish an eventual return, if possible.
      8. Documentation of 3 month and 6 month follow-up contact/results per CCBYS program standards.
    17. The timeframes for termination of services are referenced in 89 Ill. Admin. Code 310, Section 16.
    18. The Provider will perform criminal background and CANTS checks on all personnel and volunteers, including interns, PRIOR to coming in direct contact with clients.
    19. The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.
    20. Any agency staff, volunteers, etc., who transport youth must have available in their personnel file current proof of a valid driver's license and proof of insurance.
    21. Each CCBYS Provider will develop/maintain a written Policy and Procedure Manual that contains, at a minimum, the policies/procedures for the following:
      1. Emergency procedures for transportation - bad weather practices, accident procedures, driver requirements.
      2. Serious illness/medical emergencies, assessing medical care for youth in Temporary Living Arrangements. Taking necessary precautions to guard against contagious and communicable
        diseases.
      3. Procedures for logging and tracking all cases (initial crisis to case termination).
      4. Policy regarding services to "Discretionary Population" cases that are supported by CCBYS funding, such as conditions of acceptance, services to be provided, etc.
      5. Policy for providing appropriate services to Out-of-State Youth in accordance with the Interstate Compact for Juveniles.
      6. Policy for Agency Arranged Placements (AAP - placements arranged without written permission of the parent/guardian) - assuring: limited custody is in place, placement facility is licensed by DCFS, reasonable proximity to youth's homes, maintenance in youth's same school, availability of placement options for special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity or unwilling to place youth.
      7. Policies regarding implementation of CCBYS Crisis/Safety Screen and Safety Plan development.
      8. Providers must ensure that linkages and referral procedures are formed with education and relevant law enforcement agencies within the respective CCBYS service area, e.g. County
      9. Sheriff, Probation, and Municipalities. Providers must ensure that all have the appropriate crisis contact information for your CCBYS agency as well as the Department's Statewide Information Line.
      10. Maintenance of client confidentiality.
      11. Non-traditional (off-site) usage of the Department's eCornerstone data system.
        Procedure for reporting unusual incidents- maintenance of a log book of incident reports with documentation of contact to the Department, DCFS, etc., as appropriate to the nature of the incident.
      12. Procedures for assuring that all staff are trained and updated on local policies and procedures.
    22. Annual program plans and budgets are submitted in the format defined by the Department.
    23. CCBYS services to each client must be documented using the Department's eCornerstone system. CCBYS crisis intervention staff are mandated to attend YASI and eCornerstone trainings. The following items and time requirements will be followed:
      1. Youth must be enrolled in the eCornerstone data system within 72 hours of the initial contact/ program start date.
      2. CCBYS Crisis/Safety Screen must be completed (information gathered to complete at initial contact) and recorded in the eCornerstone data system within 14 days of the initial contact
        date.
      3. Initial Full YASI Assessment must be completed and entered in the eCornerstone data system within 30 days of the initial contact/program start date.
      4. The Case Plan must be submitted in the eCornerstone data system within 45 days of initial contact/program start date.
      5. Additional assessment information will be recorded into eCornerstone.
      6. YASI Closing Assessment must be completed and entered in the eCornerstone data system at the youth's exit from the CCBYS program.
      7. YASI Re-assessments must be completed and entered in the eCornerstone data system every 90 days, as necessary. Any YASI Re-assessment may be considered the closing assessment if it is conducted at case closure.
      8. Enrollment in the eCornerstone data system must be terminated within 72 hours of exiting the CCBYS program and completion of the YASI Closing Assessment. The case plan must also be closed at this time.
      9. Crisis log information will be kept on file. Individual participant information will be maintained in eCornerstone.
      10. Total service hours will be reported for each participant in eCornerstone as well as the total number of adults served.
      11. Service Delivery Sites and Placement Options will be maintained in eCornerstone.
      12. Agency information and program contact information (as well as subcontractor information) will be maintained in eCornerstone.
      13. Participant follow-up information/results will be entered into eCornerstone.
    24. Services funded under this grant may not be used to supplement contracted services for known current wards of the Illinois Department of Children and Family Services.
    25. CCBYS grantees must hold a valid Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401, Licensing Standards for Child Welfare Agencies.)
    26. If the Provider subcontracts the direct service delivery of crisis intervention and placement services, the subcontractor, like the Provider, must also hold a valid Child Welfare Agency license issued by the Department of Children and Family Services.
    27. The Provider will remain in compliance with the licensing requirements of the Child Care Act of 1969, as amended, including all applicable rules promulgated by the Department of Children and Family Services pursuant to the Child Care Act with any and all other applicable standards prescribed by State or Federal law or regulations.
    28. The Provider will maintain current, signed linkage agreements that ensure service access and coordination.
    29. The Provider will maintain a collaborative working relationship with the local DHS Family and Community Resource Center(s) (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.
    30. All CCBYS providers are required to participate as necessary in the implementation of the Specialized Family Support Program (SFSP), implemented pursuant to the Custody Relinquishment Prevention Act, 20 ILCS 540/1 et seq, as structured by the Illinois Department of Healthcare and Family Services.

    CCBYS Performance Measures
    The CCBYS Program Standards will direct the work of the CCBYS program implementation.

MANDATORY CASES

  1. % of youth referred to the program that are enrolled into the eCornerstone data system.
  2. All youth will receive a CCBYS Crisis/Safety Assessment.
  3. All youth will receive a YASI full-screen.
  4. All youth will receive an individualized case-plan.
  5. All youth will demonstrate increased protective factors
  6. Youth will demonstrate decreased dynamic risk factors
  7. All youth will receive a YASI closing reassessment at case termination.
  8. All youth will be in a family/long term living arrangement at the time of case termination.

DISCRETIONARY CASES

  1. % of youth referred to the program that are enrolled into the eCornerstone data system.
  2. All youth will receive a YASI full-screen.
  3. All youth will receive an individualized case-plan.
  4. All youth enrolled will be at medium to high risk according to the YASI full-screen.
  5. All youth will demonstrate increased protective factors.
  6. Youth will demonstrate decreased dynamic risk factors
  7. All youth will receive a YASI closing reassessment at case termination.

CCBYS Performance Standards
100% of CCBYS providers and subcontractors will utilize the CCBYS Program Standards to direct their work.
MANDATORY CASES

  1. 100% of youth referred to the program will be enrolled into the eCornerstone data system.
  2. 100% of mandatory cases will receive a CCBYS Crisis/Safety Assessment.
  3. 80% or greater of mandatory cases will receive a YASI full-screen.
  4. 100% of mandatory cases that receive a YASI full-screen will receive an individualized case-plan.
  5. 60% of YASI closing reassessments will demonstrate increased protective factors.
  6. 60% of YASI closing reassessments will demonstrate decreased dynamic risk factors
  7. 100% of mandatory cases that received a YASI full-screen and case-plan will receive a YASI closing reassessment at case termination.
  8. 80% of mandatory cases will be in a family/long term living arrangement at the time of case termination.

DISCRETIONARY CASES

  1. 100% of youth referred to the program will be enrolled into the eCornerstone data system.
  2. 100% of discretionary cases enrolled in eCornerstone for additional services will receive a YASI full-screen.
  3. 100% of discretionary cases enrolled in eCornerstone that receive a YASI full-screen will receive an individualized case-plan.
  4. 90% of discretionary cases enrolled in eCornerstone will be at medium to high risk according to the YASI full-screen.
  5. 60% of YASI closing reassessments will demonstrate increased protective factors.
  6. 60% of YASI closing reassessments will demonstrate decreased dynamic risk factors
  7. 100% of discretionary cases will receive a YASI closing reassessment at case termination.

The following sections provide instructions for the components that must be included in a completed continuation application.

  1. Uniform Application for State Grant Assistance
    Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. This is a 3 page application.
  2. Continuation Plan Narrative Instructions
    Continuation applicants must submit a plan that contains the information outlined below:
    1. Agency Qualifications/Organizational Capacity
      Please provide the information below. For items a-e please address changes that have occurred over the past year. If no changes have occurred, please indicate such.
      1. 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.
      2. Identify any changes in key staff positions that will be responsible for the program. Present the resume of the CCBYS Coordinator, Agency Director, and Fiscal Manager as Attachment 4 of your proposal if there have been turnover in these positions.
      3. Discuss any changes to the physical space where CCBYS program activities will be carried out.
      4. Discuss any changes to your licensed overnight placements for youth.
      5. Provide a description of existing linkages and/or referral procedures your agency has to other community resources and services essential to the positive development of youth, including police, probation and education services. Include copies of signed, current or expected linkage agreements in Attachment 5 of your application.
      6. Describe your procedure for conducting background checks.
      7. Include as Attachment 6 the FY18 Program Contact Information Forms for the Grantee agency and any Subcontractors (see Appendices B & C).
      8. Include Subcontractor Information Forms as appropriate as Attachment 7 (see Appendix D). 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.
      9. Include as Attachment 8 the Program Site Information and Program Placement Options Form(s) (see Appendices E & F).
    2. Description of Program/Services
      The purpose of this section is for the applicant to provide a clear and accurate picture of its intended program design. At a minimum, the application must address each of the following components:
      1. Mandated Programming (Crisis): Describe your program design for providing the individualized services described in the DHS CCBYS Program Standards (i.e., 24-hour crisis intervention, individual assessment, case management, and placement services to at-risk youth including placement services for difficult youth).
      2. Discretionary Programming (Non-Crisis): Describe your ability to provide services to a discretionary population of youth. Please describe, in detail, the various types of youth that will be targeted/served within this category. Describe the individualized services will your agency provide directly to discretionary youth, (i.e, individual assessment, case management, etc.) and what services will be provided through referral to an outside entity. Describe how your agency will be able to reach these targeted youth and also the expected outcomes for these youth.
      3. eCornerstone: Describe how eCornerstone will be utilized to document all youth served in the program.
      4. 24/7 Crisis Response System: Describe your 24/7 crisis response system and staffing. Describe the policies and procedures utilized to ensure adequate system response. Describe how this number is marked to the public to law enforcement, etc.
      5. Performance Measures: Please describe how your program design and implementation policies will ensure that the following will be achieved in FY18:
        1. The CCBYS Program Standards will direct the work of the CCBYS program implementation.
        2. eCornerstone will be utilized to document all youth served in the program:
          1. Intake
          2. Enrollment
            1. Referral reasons
            2. Referral sources
            3. Crisis Status
            4. Living arrangement at enrollment
            5. Employment status
            6. Educational status
          3. YASI
          4. Case Plans
          5. Additional Assessment Information
          6. Discharge Information
            1. Discharge reasons
            2. Client actions
            3. Living arrangement status
            4. Employment status
            5. Educational status
            6. Recidivism information
            7. Service hours
          7. Follow-up
            1. Living arrangement status
            2. Employment status
            3. Educational status
            4. Recidivism information
        3. MANDATORY CASES
          1. All youth referred to the program will be enrolled into the eCornerstone data system
          2. Youth will receive a CCBYS Crisis/Safety Assessment
          3. Youth will receive a YASI full-screen.
          4. Youth will receive an individualized case-plan
          5. Youth will demonstrate increased protective factors
          6. Youth will demonstrate decreased dynamic risk factors
          7. Youth will receive a YASI closing reassessment at case termination
          8. Youth will be in a family/long term living arrangement at the time of case termination
        4. DISCRETIONARY CASES
          1. All youth referred to the program will be enrolled into the eCornerstone data system
          2. Youth will receive a YASI full-screen
          3. Youth will receive an individualized case plan
          4. Youth enrolled will be at medium to high risk according to the YASI full-screen.
          5. Youth will demonstrate increased protective factors
          6. Youth will demonstrate decreased dynamic risk factors
          7. Youth will receive a YASI closing reassessment at case termination
  3. Program Summary Report 
    • Part 1 - Please provide a summary of your agency's CCBYS services during the previous year. Include a detailed description of how your agency served mandated (crisis) and discretionary (non-crisis) populations as defined in part B. CCBYS Program Description, as well as how your agency met performance measures for each population 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.
  4. Budget and Budget Narrative
    Budgets must be submitted electronically in the CSA system (see Appendix G). 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 FY18 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.
    Please prepare your FY18 budget based on Appendix A - Estimated Awards & Match Requirements.
    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 CSA.
    Please refer to section A. Eligibility, Parts 4 - 6 in this document for information about administrative costs, match requirements, and DUNS and SAM requirements.
  5. Continuation Application Package Contents
    ALL Applications MUST include the following mandatory forms/attachments in the order identified below:
    1. Signed Uniform Application for State Grant Assistance (3 pages)
    2. Continuation Plan Narrative
      • Agency Qualifications/Organizational Capacity
      • Description of Program/Services
      • Attachments to Your Application
        • Attachment 1:Copy of Current Child Welfare License or Permit(s)
        • 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 CCBYS 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/Placement Option 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
    3. Program Summary Report
    4. Budget and Budget Narrative (subcontractors' budgets and narratives if applicable must also be included). Provider Budget must also be entered into CSA system.
    5. Screenshot verifying Pre-Qualification
  6. 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: "444-80-0710-1 Aaron - CCBYS". 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.