Please direct all program related information and questions to:

Andrea Palmer
401 South Clinton, 4th Floor
Chicago, IL 60607
Phone: 312-793-7957
Fax 312- 793-4666
Email:  andrea.palmer@illinois.gov

I. Introduction/Definition

Parents Too Soon is the umbrella for three programs, Healthy Families Illinois, Nurse Family Partnership and Parents as Teachers, that provide support services to new and expectant teenage parents, with income less than or equal to 200% of the Federal Poverty Level, through home visitation, parent support groups and community education to assist them to

  1. Develop effective parenting skills
  2. Improve the parent-child relationship
  3. Promote healthy growth and development for the child
  4. Reduce the likelihood of child maltreatment

Through a fourth program, Educare, teenage parents and their families receive developmental early care and education services with periodic home visits and center-based services

II. Policies & Procedures

  1. Parents Too Soon/Healthy Families Illinois Sub-contract

    Providers will adhere to the Healthy Families America research-based best practices, as described in the most recent edition of the HFA Self-Assessment Tool.

  2. Parents Too Soon/ Nurse Family Partnership Sub-contract

    Provider will adhere to established policies and procedures for the Nurse Family Partnership program model.

  3. Parents Too Soon/Parents As Teachers

    Sub-contract providers will adhere to the best practices and quality indicators of the Parents As Teachers program model.

  4. Educare 

    The Provider will provide program services based upon a logic model for services to at-risk children ages 6 weeks to 5 years, and their families. The services should include both center based and limited home visiting to strengthen both child and parent outcomes, prepare children for success in school, with an emphasis on building literacy/language development and enhancing social-emotional development.

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
  2. Formal amendments - A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
    1. Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the provider and the Secretary of the Department of Human Services

      *NOTE: A Community Services Agreement end date should only be June 30 due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services.

IV. Deliverables/Cost/Payments

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. The final prospective payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

  1. The Provider shall subcontract with community service agencies to offer the Parents Too Soon/Healthy Families Illinois, Parents Too Soon/Nurse Family Partnership and Parents Too Soon/Parents as Teachers, home visiting program services. The sub-contracts are to be approved by the Department prior to execution.
  2. Program and Spending Plan 

    The Provider shall submit to the Department the Parents Too Soon/Parents as Teachers, Parents Too Soon/Healthy Families Illinois and Nurse Family Partnership and Educare program and spending plans by subcontractor agency by the 45th day after the start of the fiscal year.

  3. Reports
    1. The Provider shall submit to the Department the subcontractor quarterly Ounce net report by Provider and overall for the State within 45 days after the end of each quarter. 
    2. The Provider shall submit to the Department the "Teen Pregnancy Prevention Common Outcomes" within 45 days after the end of each quarter. Format to be determined by the Department. 
    3. The Provider shall submit to the Department the annual report 45 days after the end of the fiscal year. Format of the annual report to be determined by the Department. 
    4. The Pregnant and Parenting subcontractor agency services include, but are not limited to:
      1. weekly parent group meetings and home visits,
      2. developmental delay screening utilizing a research-based screening tool (e.g., ASQ, Denver Developmental screen) must be completed for each target child at intervals prescribed by the tool until the child is 3 years of age,
      3. parenting skills education,
      4. immunization and EPSDT compliance,
      5. education on family planning including abstinence education, and prevention of sexually transmitted infections and HIV/AIDS
      6. upon completion of training and with consent of the families, provider will videotape parent-child interaction twice yearly,
      7. promotion of delay of subsequent pregnancy,
      8. monitoring of below post secondary school progress, and
      9. Family Life Education
  4. Parents Too Soon/Healthy Families Illinois subcontract agencies shall abide by the provisions of the Healthy Families Illinois program as described in the Fiscal Year 2009 Department Program Manual.
  5. Funds are provided to support salary, fringe benefits, travel and equipment for an adolescent development program coordinator as identified by the Department.  The Department will approve the time reporting for such staff on a basis consistent with the Provider's payment frequency.
  6. The Provider is required to comply with performance standards as delineated by the Department and referenced in letter.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under the Division of Family and Community Services.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. The Illinois Medical Assistance Program
  2. Local Health Departments
  3. Neighborhood Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Local Early Intervention Programs for Infants and Toddlers with Handicaps
  12. Other related social service agencies

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement  funds.
  3. Expenditure documentation shall be submitted in a format, defined by the Division of Family and Community Services on a monthly basis, within fifteen days of the end of the month reported.
  4. The Provider shall submit expenditure documentation by one of the following means to both individuals listed below:
    1. Mailing Address
      Tom Evering
      100 South Grand East, 2nd Floor
      Springfield, IL  62762
      Phone:  217-557-2936

      AND

      Andrea Palmer
      401 South Clinton, 4th Floor
      Chicago, IL 60607
      Phone:  312-793-7957

    2. Fax
      217-524-2491 and 312-793-4666
    3. Email
      tom.evering@illinois.gov and andrea.palmer@illinois.gov
       
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

The Provider shall permit Department staff to conduct accompanied and unaccompanied site visits of service delivery providers for the purpose of observation and discussion of programmatic and operational content and understanding.

X. Program Budget

Providers agree to establish and utilize a spending plan approved by the Provider's Board of Directors.

XI. Appendices/Forms

Not applicable.