FY18 Continuation Application Plan - Release Upon Request

Release Upon Request


May 22, 2017


Submit the completed grant application to: DHS.YouthServicesInfo@Illinois.Gov

The subject line of the email MUST state: "444-80-0712 Aaron - RUR"

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
  • a. 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 "RUR FY18 Application Question."

FY2018 Release Upon Request Continuation Application & Budget

A. Eligibility Information

Eligible Applicants

  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 RUR program in the past 12 months AND continue to meet the additional eligibility criteria below. Failure to provide the requested information as outline 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. In FY2018 the Department anticipates the availability of approximately $195,112 in General Revenue funds and $41,388 in Federal Title XX Social Services Block Grant Donated Funds initiative (DFI) funding for a total award of $236,500.
    3. The grant period will begin no sooner than July 1, 2017 and will continue through June 30, 2018.
    4. 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.
    5. 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.
    6. 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.
    7. All funding is subject to sufficient appropriation by the General Assembly.
  3. Mandatory Requirements of Applicant
    The Mandatory Requirements are essential items that must be met by the Applicant:
    1. RUR 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 RUR grantee subcontracts for 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. State and Federal Laws and Regulations: The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).
    5. The selected provider must be in a position to begin providing 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 RUR 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 RUR 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 RUR 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 RUR 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 RUR 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:
    1. Windows XP or Windows 7
    2. 300 MHZ processor or faster
    3. At least 128 MB of RAM
    4. At least 1.5 gigabytes (GB) of available space on the hard disk
    5. Requirements not related to the operating system include: Internet Explorer 8; Internet access, preferably high-speed; Email capability; Microsoft Word & Microsoft Excel.
    6. In addition, programs are required to stay current with all new software releases, service packs and updates.
  8. Other Application Eligibility Requirements:
    The Applicant Agency must demonstrate a thorough knowledge and understanding of the Cook County Juvenile Court as well as a thorough knowledge and understanding of the DHS funded Comprehensive Community Based Youth Services Program (CCBYS) network and services as the RUR program is directly connected to these programs and services. The applicant must have a working knowledge of both the child welfare and juvenile justice systems.

B. RUR Program Description

The Release Upon Request (RUR) program is operational in Cook County only and is the result of a consent decree. The program serves youth who have been ordered released from the Cook County Temporary Juvenile Detention Center but remain there because a parent, guardian or custodian has failed to accept custody.

Not-for-profit community-based providers see that the young person is removed from detention within 24 hours of referral and then focus on reunifying the family. Youth may be placed in group homes or foster care for up to 21 days, but remain in the legal custody of the parent or guardian. Local providers work closely to coordinate services with the court, the detention center, probation officials and the family.

  1. Program Deliverables
    1. Release Upon Request program includes the following services:
      1. Pre-adjudicatory youth who are released upon request to a designee of the Department, who cannot be placed in alternative placements agreed to by the youth's parent or guardian, will be placed in licensed foster or group homes that have been specially trained to deal with this population of youth. Placement may be made for up to 21 days. Placements may be extended beyond the 21 day period with the approval of the Court Liaison.
      2. Standardized intake and assessment on all youth referred for service including an interview with the youth's parents or guardians and other appropriate family members. During this interview, the worker is expected to gather sufficient information to determine what further services will be appropriate.
      3. A client service plan shall be developed within 48 hours following placement of the youth. The plan will be monitored by the Court Liaison. Each youth and family served shall have a written client service plan established between the service provider, youth, and family served. The service plan shall be extended for more than 21 days and shall include a recommended plan for after-care.
      4. The service provider will call the Court Liaison with a progress report on each case on a weekly basis and will submit a Service Report on each case monthly. When a case has been closed, the service provider will notify the Liaison and submit the closing Service Report.
      5. A confidential record keeping system, which includes a central standardized file on all clients, will be developed and maintained. Files on each client shall include the intake/assessment, legal documents, care plan, agreements for care, and case notes reflective of the ongoing care and services to the youth.
      6. The target population includes any non-DCFS ward, under age 18 years, who:
        1. is the subject of a delinquency petition but not yet adjudicated; and who,
        2. subsequent to a detention hearing, has been released by the court by an order to release the youth upon request to a parent, guardian, or custodian; but,
        3. remains in detention because no one has appeared within seven (7) days of the RUR order to accept custody.
        4. Youth meeting the eligibility criteria will be accepted, with the exception of youth who are illegal aliens. Youth who are illegal aliens will be referred to the U.S. Immigration and Naturalization Services.
      7. The implementation of the client service plan shall include the following:
        1. Counseling is provided to youth and families to assist them in resolving or coping with problems, as well as identifying, obtaining and using community resources and services. Problems addressed include, but are not limited to:
          • unsatisfactory parent-child relationships,
          • marital discord,
          • inadequate home management,
          • housekeeping or childcare practices,
          • parental illness,
          • handicap,
          • desertion or absence, and
          • physical or mental handicap; or behavior of the youth which adversely affects his\her ability to adjust to family, school, or community.
        2. Advocacy services are provided for youth and their families to assist them in resolving personal, family and social/institutional problems. Advocacy services include activity with the youth that 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.
      8. Providers of youth services will ensure that linkages and referral procedures are formed with other community programs which provide their own program. Agreements should be established with drug, alcohol and mental health treatment programs, and with Comprehensive Community-Based Youth Services (CCBYS) providers.
      9. The Provider will develop a plan of aftercare for the youth and family. The plan may recommend the continued involvement of the current service provider or may suggest that the case be followed-up by the local service provider of the CCBYS system or other social service agencies.
      10. The Provider will make a diligent effort to assure that the youth continues to attend classes in the school he/she regularly attends. If the youth is not currently attending school, the Provider will develop suitable educational options for the youth, and/or assist the youth in re-enrolling in school.
    2. Time frames and terminations
      1. Services must be short-term. Generally, no service longer than 30 days will be authorized. Agencies must demonstrate why goals cannot be achieved within the 30-day period and what would be achieved by providing longer services; and obtain permission from the Court Liaison for service beyond 30 days. An aftercare period up to an additional 90 days may be allowed, if indicated.
      2. Cases will be closed under the following circumstances:
        1. Successful reunification;
        2. Lack of cooperation on the part of the youth and/or family;
        3. Youth is arrested while in placement;
        4. Youth runs away;
        5. The youth has been referred back to court on a new petition;
        6. The youth returned to court on the original delinquency petition; or,
        7. The case is transferred to the full responsibility of another agency.
    3. The referral procedures shall consist of the following:
      1. Initial Contact
        1. If an RUR order is entered, and a parent, guardian or custodian does not appear to assume custody of the youth within 24 hours, the court will set a date for a rehearing, no later than seven (7) days after the original order, and will issue a summons to the youth's parent, guardian, or custodian to appear. If a parent, guardian or custodian does not appear to assume custody of the youth by the day prior to the re-hearing, the court will alert the Court Liaison of the case's status. At the request of the Court Liaison, contact with the youth and family can be initiated, up to a maximum of six (6) hours of service prior to the re-hearing. The Liaison will notify the appropriate service provider of the pending case and the date and time of the re-hearing.
      2. Order for Temporary Service
        1. If the youth's parent, guardian, or custodian does not appear to assume custody at the second hearing, the judge may enter an Order for Temporary Service releasing the minor upon request to a designated service provider authorized by the Department to provide placement and other services for the youth. A probation officer will contact the Court Liaison who will then refer the case to the appropriate service provider. Within 24 hours of the referral, the service provider will appear at the Juvenile Temporary Detention Center to pick up the youth and transport him/her home or to a designated foster or group home.
        2. Each Order for Temporary Service will contain a date and time for a hearing, within 72 hours of the issuance of the Order, scheduled to determine whether parental consent for placement has been obtained. If parental consent is obtained within 48 hours of placement, the Provider will contact the Court Liaison who will inform the Office of the State's Attorney that the hearing will not be necessary.
        3. If parental consent has not been obtained or, after diligent effort on the part of the Provider, the Court Liaison determines that reunification is not likely, the Liaison will appear at the scheduled hearing to advise the court of the matter and to seek further direction from the court.
      3. Materials to be Provided
        1. Prior to the re-hearing, a probation officer will be assigned to prepare a release report to be presented at the hearing. When a youth is to be released to the Department's designated Provider, the officer will provide a copy of the release report, the Order for Temporary service, any medical information, the release order from the Juvenile Temporary Detention Center and any other pertinent information to the Court Liaison. The Liaison will assure that copies of these reports are distributed to the Provider when the youth is picked up at the Juvenile Temporary Detention Center.
    4. Services are directed toward helping the youth and his/her parents resolve and cope with family problems and disruptive behaviors in order to return the youth to his/her family home after placement.
    5. The expected outcomes are as follows:
      1. 100% of youth referred to the Department, pursuant to an Order for Temporary Service, will be removed from the Juvenile Temporary Detention Center within 24 hours of referral.
      2. Demonstration that a high proportion of families and youth served achieved the goals of their service plan, including the goal of family reunification.
    6. In the case where the service provider determines that reunification is not likely, the Provider will contact the Court Liaison. The Liaison will contact the Department and the Office of the Cook County State's Attorney, Juvenile Justice Bureau, and they will review the case and determine what further action will be taken. The Provider will make a written report to the Court Liaison relative to the findings which lead to the conclusion and will participate in all staffings convened relative to the development of a plan.
    7. The court has made provision to return the case to court in the event that parental consent cannot be obtained. The Provider will notify the Court Liaison if parental consent for placement has not been obtained within 48 hours. The Liaison will then appear at the scheduled hearing to advise the court of the matter and to seek further direction from the court.
    8. Youth who are ordered released upon request to a designee of the Department and who are subject to the interstate compact agreement will be referred to an agency designated to work with such referrals. That agency, along with the Court Liaison, will work towards reunification.
    9. Youth placed in the RUR program remain in the legal custody of the parent(s) or guardian during the period of service. Consent to medical care of youth in the RUR program remains the right and responsibility of the youth's parent(s) or guardian. When the youth's parent(s) or guardian refuses to consent to emergency medical care or when the parent(s) or guardian cannot be contacted, a hospital or physician licensed to practice medicine in all its branches may render emergency treatment per "An act in relation to the execution of consents by minors to the performance of medical or surgical procedures." (Illinois Rev. Stat. 1983, ch. 111, par. 4503).
    10. For the purposes of program monitoring and reporting:
      1. The Court Liaison will serve as program and fiscal monitor.
      2. The Provider will provide the Department with requested monitoring and evaluation information and understands that the appropriate Department staff and the Court Liaison may monitor and evaluate services of the program. Monitoring may include:
        1. On-site visits to providers, including inspection of client files and fiscal records.
        2. Telephone monitoring of service via contact with providers and a sample of youths and families receiving service.
        3. Periodic audits.
      3. Records will include at least the following:
        1. A written Client Service Plan signed by the agency worker and, preferably, the youth and family.
        2. A copy of each Service Report (CFS-375) filed with the Court Liaison at the end of each month or partial month of service.
        3. Written copy of a report filed with the Court Liaison at the time services are terminated to a youth and family, which includes a brief statement relative to the service provided, the service outcome(s) and the recommendation(s) for aftercare/follow-up to the youth and family.
    11. The Provider will perform criminal background and CANTS checks on personnel coming in direct contact with the clients.
    12. 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.
    13.  Program Plan and Deliverables: The Provider shall submit an annual program plan and program reports in the format defined by the Department.
    14. The Provider will report participant, case planning and service delivery data to DHS utilizing the eCornerstone system.
    15. 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.
  2. RUR- Performance Measures
    • The expected outcomes are as follows:
    • A. Youth referred to the Department, pursuant to an Order for Temporary Service, will be removed from the Juvenile Temporary Detention Center within 24 hours of referral.
    • B. Clients will receive a YASI (Youth Assessment Screening Instrument) upon entrance into the program.
    • C. Client service plans will be developed within 48 hours following placement of the youth.
    • D. Youth served (not referred/returned to court) will be in a family/long-term living arrangement at case closure.
    • E. Youth served (not referred/returned to court) will achieve goals in their case plan.
  3. RUR- Performance Standards
    1. 100% of youth referred to the Department, pursuant to an Order for Temporary Service, will be removed from the Juvenile Temporary Detention Center within 24 hours of referral.
    2. 100% of youth enrolled in the program will have a YASI assessment completed.
    3. 100% of youth served will have a service plan developed within 48 hours of placement.
    4. 75% of youth served will be in a family/long-term living arrangement at case closure.
    5. 80% of youth served will achieve one or more goals or their case plan.

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

C. Uniform Application for State Grant Assistance

D. 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 1-5 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 a current 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 RUR 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 RUR 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 FY2018 Program Contact Information Forms for the Grantee agency and any Subcontractors (see Appendices B and C).
    8. Include Sub-Contractor Contact 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 an Attachment 8 the Program Site Information and the Program Placement Options Form(s) (see Appendices E and 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. 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 marketed to the public, to law enforcement, etc.
    2. Intake, Assessment, and Client Services Plan: Describe your agency's standard intake and assessment process. Also explain your agency's process for developing an effective Client Service Plan.
    3. Performance Measures: Please describe how your program design and implementation policies will ensure that RUR Performance Measures will be met in FY18.
    4. eCornerstone: Describe how eCornerstone will be utilized to document all youth served in the program.

E. Program Summary Report

  • Part 1 - Please provide a summary of your agency's RUR services during the previous year. Include a detailed description of how your agency served the target population as defined in part B. RUR Program Description, 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.

F. 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 - Application Funding Detail.
  • 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.

G. 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 RUR 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

H. 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: "444-80-0712 Aaron - RUR". 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.