Short Description
The Lifespan Respite Care Program is a statewide systems coordination program of the Illinois Respite Coalition.
The Lifespan Respite Care Program assists in unmet needs of caregivers across the Lifespan Program and lessens burdens through the Emergency Respite Care (ERC) voucher program. The program will decrease duplication of services and improve streamlining. There will be increased sustainability planning. The program will have higher satisfaction in locating appropriate respite services, at no cost. The program will minimize gaps in services and increase provision of respite services and training, in service deserts, across age and disability, using an equity lens. The program will improve the respite infrastructure, through free online respite training as well as the creation of a volunteer & worker database.
Exhibit B
Reporting Requirements:
A. Time Period for Required Periodic Financial Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 and reports must be submitted no later than 15 days after the quarter ends.
B. Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 13.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.
C. Time Period for Required Periodic Performance Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 14.1 and such reports must be submitted no later than 15 days after the quarter ends.
D. Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 14.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.
The Providers will submit reporting to the Division of Developmental Disabilities (DDD) on a quarterly basis, utilizing the Periodic Performance Report (GOMBGATU-4001). Quarterly reports will be submitted no later than 15 days after end of each report period. 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
Deliverables:
The Illinois Respite Coalition will provide quarterly reports for the Lifespan Respite Care Program goals. The goals stated in the Lifespan Respite Care Program workplan will be reported as outcomes. Quarterly reports must provide the level of performance of the stated outcomes for the quarter to date in raw numbers and as percentage of completion.
Life Span Goals:
1. Emergency Respite Care Statewide Funding – Lifespan Respite Care Program will initiate the existing Emergency Respite Care (ERC) procedures for respite funding, to a minimum of 200 participants, by June 30, 2022.
a. Provide the process for the update of the current ERC procedures, by December 31, 2021.
b. Provide a cost analysis of ERC expenses and services.
c. Provide the number of participants served, the county they reside, demographics (age, sex, race/ethnicity, county they reside) of the families served, what service was requested, how services were requested, and the reason for the request.
2. Enhance, improve, and strengthen current lifespan respite coordination, through quarterly, statewide respite provider meetings. Each meeting will be held in local provider areas and cover the Lifespan Respite Care structure. Four meetings will be held by June 30, 2021.
a. Provide the name and topic of the meeting.
b. Provide the date and location of the meeting.
c. Provide the name of the organization and number of attendees from that organization.
d. Provide the results (outcomes or changes) derived from those meetings.
3. Build stronger partnerships at the state and local levels, through outreach to IDOA, DCFS, IDHS, AAA’s, ADRC’s, LOC, CFC, parent groups and other local statewide meetings.
a. Provide 15 activities and engagement opportunities, with the participation of IRC, state and local government entities, and community groups or organization(s), by June 30, 2022. 8 of the events will be held outside of Cook county.
b. Provide the date and location of the event.
c. Provide the topic of the event.
d. Provide a list of organization(s) in attendance and the number of participants from those organization(s).
e. Provide documentation on the organization(s) that intend to continue participation.
4. Create a respite 800 number. This number will be a statewide respite hub for Illinois.
a. Provide a toll-free Respite Hotline number, by December 31, 2021.
b. Provide staffing information – hours of operation, message system information, and standards for returning calls.
c. Provide the total number of hours the hotline was operational each during the quarter.
d. Provide the total number of calls received by individuals with disabilities, family members, or professionals during the quarter.
e. Provide the percentage of calls received from individuals with disabilities, family members, or professionals during the quarter.
f. Provide any relevant additional information deemed noteworthy, regarding the hotline.
5. Develop a public awareness campaign, through disseminating newly created and approved lifespan outreach information, purchasing at-home respite assistance equipment (iPad, Google Home, Alexa, etc.).
a. Provide a campaign strategy and activities associated with the campaign strategy.
b. Provide a numbers of people reached, demographics of participants reached (age, sex, race/ethnicity and county they reside), how the participant was reached (phone, email, mail), and if the participant is from a targeted, marginalized community.
c. Provide quarterly reporting on any additional participation, in respite activities, from underserved or marginalized communities, based on outreach or public awareness campaigns, through community organizations and school districts.
d. Provide a report on the utilization of at-home respite assistance equipment (iPad, Google Home, Alexa, etc.). List the type of at-home respite equipment, or any additional assistance provided (Wi-Fi) through Illinois Respite Coalition.
6. Lifespan Respite Care Program will review existing tools and surveys and select the appropriate material, to identify gaps in the current respite services.
a. Provide updated tools and an updated survey that will be used to report findings related to gaps in respite services, based on the demographics of participants reached (age, sex, race/ethnicity and county they reside), by December 31, 2021.
b. Provide recommendations on ways to address the gaps that are identified with the updated tools and survey.
c. Provide the results of the updated survey.
7. Create virtual training opportunities in partnership with Wisconsin Respite Coalition and create a worker and volunteer database, through online training participants.
a. Provide the established process to facilitate virtual trainings, by December 31, 2021.
b. Provide at minimum, 3 virtual trainings, by June 30, 2022.
c. Provide the date and time of each scheduled virtual training.
d. Provide the topic of the training.
e. Provide the total number of participants and participant demographics (age, sex, race, ethnicity, county they reside), for each virtual training.
f. Provide surveys to all participants who were included in the virtual training opportunities and compile their results, meeting an average 90% rating.
g. Create a worker and volunteer database, by December 31, 2021.
h. Provide at minimum a total of 30 participants, in the database, by June 30, 2022.
8. Publish online respite programming through the current IRC website, through a dedicated Lifespan tab. Information will be provided for providers, caregivers, or individuals with disabilities, across Lifespan.
a. Provide an active link to the website, by December 31, 2021.
b. Provide information on the maintenance of the website.
c. Provide information on any website outages and the amount of time it was inaccessible.
d. Provide the total number of participants reached by the website, directly related to the Lifespan Respite Care link.
e. Provide the total number of participants and participant demographics (age, sex, race/ethnicity, county they reside).
9. Organize a statewide Respite Taskforce, composed of state and local non-profit organization(s), for profit organization(s), respite care workers and caregivers, through letters and invitations to join the statewide taskforce. By Dec 31, 2021 IRC will provide a copy of a letter and invitation to these entities for approval by IDHS DDD. By June 30, 2022 the task force should be functional with letters and invitations completed, for at least 2 quarters, and entities monitored for their membership.
a. Provide a copy of the drafted letter and invitation to be submitted for the induction into the Statewide Respite Taskforce, by December 31, 2021.
b. Provide the mailing list for the invitations and letters of commitment, submitted either via USPS or electronic submission.
c. Provide the number of entities that responded to the letters and invitations, and their disposition.
d. Mange a database of contact information regarding the entities listed in the taskforce.
e. Provide quarterly meetings with participants that have joined the taskforce.
f. Provide the topic of each quarterly meeting.
g. Provide a quarterly summary of outcomes, from the task force meetings.
10. Required monthly meetings with IDHS DDD Director should be established; in order, to provide program updates, review the grant progress and reporting.
a. Provide the date and location of each meeting.
b. Provide an agenda for each meeting.
c. Provide a list with first and last name of attendees to each meeting.
d. Provide responses to additional information requests from DDD, as needed.
e. 100% attendance required.
UGA Program Terms
Lifespan Special Project SD00-450-0002
Exhibit A
Scope/Purpose:
The Lifespan Respite Care Program is a statewide systems coordination program of the Illinois Respite Coalition.
The Lifespan Respite Care Program assists in unmet needs of caregivers across the Lifespan Program and lessens burdens through the Emergency Respite Care (ERC) voucher program. The program will decrease duplication of services and improve streamlining. There will be increased sustainability planning. The program will have higher satisfaction in locating appropriate respite services, at no cost. The program will minimize gaps in services and increase provision of respite services and training, in service deserts, across age and disability, using an equity lens. The program will improve the respite infrastructure, through free online respite training as well as the creation of a volunteer & worker database.
Exhibit B
Reporting Requirements:
A. Time Period for Required Periodic Financial Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 and reports must be submitted no later than 15 days after the quarter ends.
B. Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 13.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.
C. Time Period for Required Periodic Performance Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 14.1 and such reports must be submitted no later than 15 days after the quarter ends.
D. Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 14.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.
The Providers will submit reporting to the Division of Developmental Disabilities (DDD) on a quarterly basis, utilizing the Periodic Performance Report (GOMBGATU-4001). Quarterly reports will be submitted no later than 15 days after end of each report period. 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
Deliverables:
The Illinois Respite Coalition will provide quarterly reports for the Lifespan Respite Care Program goals. The goals stated in the Lifespan Respite Care Program workplan will be reported as outcomes. Quarterly reports must provide the level of performance of the stated outcomes for the quarter to date in raw numbers and as percentage of completion.
Life Span Goals:
1. Emergency Respite Care Statewide Funding – Lifespan Respite Care Program will initiate the existing Emergency Respite Care (ERC) procedures for respite funding, to a minimum of 200 participants, by June 30, 2022.
a. Provide the process for the update of the current ERC procedures, by December 31, 2021.
b. Provide a cost analysis of ERC expenses and services.
c. Provide the number of participants served, the county they reside, demographics (age, sex, race/ethnicity, county they reside) of the families served, what service was requested, how services were requested, and the reason for the request.
2. Enhance, improve, and strengthen current lifespan respite coordination, through quarterly, statewide respite provider meetings. Each meeting will be held in local provider areas and cover the Lifespan Respite Care structure. Four meetings will be held by June 30, 2021.
a. Provide the name and topic of the meeting.
b. Provide the date and location of the meeting.
c. Provide the name of the organization and number of attendees from that organization.
d. Provide the results (outcomes or changes) derived from those meetings.
3. Build stronger partnerships at the state and local levels, through outreach to IDOA, DCFS, IDHS, AAA’s, ADRC’s, LOC, CFC, parent groups and other local statewide meetings.
a. Provide 15 activities and engagement opportunities, with the participation of IRC, state and local government entities, and community groups or organization(s), by June 30, 2022. 8 of the events will be held outside of Cook county.
b. Provide the date and location of the event.
c. Provide the topic of the event.
d. Provide a list of organization(s) in attendance and the number of participants from those organization(s).
e. Provide documentation on the organization(s) that intend to continue participation.
4. Create a respite 800 number. This number will be a statewide respite hub for Illinois.
a. Provide a toll-free Respite Hotline number, by December 31, 2021.
b. Provide staffing information – hours of operation, message system information, and standards for returning calls.
c. Provide the total number of hours the hotline was operational each during the quarter.
d. Provide the total number of calls received by individuals with disabilities, family members, or professionals during the quarter.
e. Provide the percentage of calls received from individuals with disabilities, family members, or professionals during the quarter.
f. Provide any relevant additional information deemed noteworthy, regarding the hotline.
5. Develop a public awareness campaign, through disseminating newly created and approved lifespan outreach information, purchasing at-home respite assistance equipment (iPad, Google Home, Alexa, etc.).
a. Provide a campaign strategy and activities associated with the campaign strategy.
b. Provide a numbers of people reached, demographics of participants reached (age, sex, race/ethnicity and county they reside), how the participant was reached (phone, email, mail), and if the participant is from a targeted, marginalized community.
c. Provide quarterly reporting on any additional participation, in respite activities, from underserved or marginalized communities, based on outreach or public awareness campaigns, through community organizations and school districts.
d. Provide a report on the utilization of at-home respite assistance equipment (iPad, Google Home, Alexa, etc.). List the type of at-home respite equipment, or any additional assistance provided (Wi-Fi) through Illinois Respite Coalition.
6. Lifespan Respite Care Program will review existing tools and surveys and select the appropriate material, to identify gaps in the current respite services.
a. Provide updated tools and an updated survey that will be used to report findings related to gaps in respite services, based on the demographics of participants reached (age, sex, race/ethnicity and county they reside), by December 31, 2021.
b. Provide recommendations on ways to address the gaps that are identified with the updated tools and survey.
c. Provide the results of the updated survey.
7. Create virtual training opportunities in partnership with Wisconsin Respite Coalition and create a worker and volunteer database, through online training participants.
a. Provide the established process to facilitate virtual trainings, by December 31, 2021.
b. Provide at minimum, 3 virtual trainings, by June 30, 2022.
c. Provide the date and time of each scheduled virtual training.
d. Provide the topic of the training.
e. Provide the total number of participants and participant demographics (age, sex, race, ethnicity, county they reside), for each virtual training.
f. Provide surveys to all participants who were included in the virtual training opportunities and compile their results, meeting an average 90% rating.
g. Create a worker and volunteer database, by December 31, 2021.
h. Provide at minimum a total of 30 participants, in the database, by June 30, 2022.
8. Publish online respite programming through the current IRC website, through a dedicated Lifespan tab. Information will be provided for providers, caregivers, or individuals with disabilities, across Lifespan.
a. Provide an active link to the website, by December 31, 2021.
b. Provide information on the maintenance of the website.
c. Provide information on any website outages and the amount of time it was inaccessible.
d. Provide the total number of participants reached by the website, directly related to the Lifespan Respite Care link.
e. Provide the total number of participants and participant demographics (age, sex, race/ethnicity, county they reside).
9. Organize a statewide Respite Taskforce, composed of state and local non-profit organization(s), for profit organization(s), respite care workers and caregivers, through letters and invitations to join the statewide taskforce. By Dec 31, 2021 IRC will provide a copy of a letter and invitation to these entities for approval by IDHS DDD. By June 30, 2022 the task force should be functional with letters and invitations completed, for at least 2 quarters, and entities monitored for their membership.
a. Provide a copy of the drafted letter and invitation to be submitted for the induction into the Statewide Respite Taskforce, by December 31, 2021.
b. Provide the mailing list for the invitations and letters of commitment, submitted either via USPS or electronic submission.
c. Provide the number of entities that responded to the letters and invitations, and their disposition.
d. Mange a database of contact information regarding the entities listed in the taskforce.
e. Provide quarterly meetings with participants that have joined the taskforce.
f. Provide the topic of each quarterly meeting.
g. Provide a quarterly summary of outcomes, from the task force meetings.
10. Required monthly meetings with IDHS DDD Director should be established; in order, to provide program updates, review the grant progress and reporting.
a. Provide the date and location of each meeting.
b. Provide an agenda for each meeting.
c. Provide a list with first and last name of attendees to each meeting.
d. Provide responses to additional information requests from DDD, as needed.
e. 100% attendance required.
Exhibit C
Payment:
Payments will be made in accordance with Administrative Code (Title 44, Subtitle F, Chapter I, Part 7000.120.
1. Reimbursement. Reimbursement is the preferred method. When the reimbursement method is used, the State awarding agency or pass-through entity must make payment within 30 calendar days after receipt of the billing, unless the State awarding agency or pass-through entity reasonably believes the request to be improper. However, in Fiscal Year 2020 if the awardee requests to receive advance and reconcile payments the payments will be authorized, unless the State awarding agency sets a specific condition per UR section 200.207 (Specific conditions).
a. Advance payments must be limited to the minimum amounts needed and be timed to be in accordance with the actual, immediate cash requirements of the awardee in carrying out the purpose of the approved program or project. The timing and amount of advance payments must be as close as is administratively feasible to the actual disbursements by the awardee for direct program or project costs and the proportionate share of any allowable indirect costs. The awardee entity must make timely payment to contractors in accordance with the contract provisions.
b. The awardee must submit a yearly spending plan to the Department prior to the first payment of the grant. The yearly spending plan must be based on known expenses or historical spending patterns. The Department will make the initial advance payment based on the amount projected in the spending plan. Subsequent payments will be issued based on the previous month's expenditures documented in the Expenditure Documentation Forms (EDFs) provided by the Department. Subsequent payments may need to be adjusted to account for shortages/overages from the initial projection.
c. 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.
In future fiscal years, the awardee may be required to meet the requirements in subsection (b)(1) of 2 CFR 200 to qualify for advance and reconcile payments. When implemented awardees will be required to provide and maintain documentation that demonstrates their willingness to maintain both:
(i) written procedures that minimize the time elapsing between the transfer of funds and disbursement by the awardee; and
(ii) financial management systems that meet the standards for fund control and accountability as established in UR section 200.302.
2. Working Capital Advances. If the awardee entity cannot meet the criteria for advance payments as stated in subsection (b)(1) and the State awarding agency or pass-through entity has determined that reimbursement is not feasible because the awardee lacks sufficient working capital, the State awarding agency or pass-through entity may provide cash on a working capital advance basis. Under a working capital advance, the State awarding agency or pass-through entity must advance cash payments to the awardee to cover its estimated disbursement needs for an initial period, generally geared to the awardee's disbursing cycle. This would include initial start-up cost and normal monthly grant expense not to exceed two months of monthly grant expenses. Thereafter, the State awarding agency or pass-through entity must reimburse the awardee for its actual cash disbursements.
i) A working capital advance requires the State awarding agency or pass-through entity to provide timely advance payments to awardees to meet the awardee's actual cash disbursements.
ii) A working capital advance must not be used if the reason for the working capital advance is the unwillingness or inability of the State awarding agency or pass-through entity to provide timely advance payments to the awardee to meet the awardee's actual cash disbursements.
iii) State agencies must implement written policies and procedures for each grant payment method utilized by the agency: advance payments, reimbursements and working capital advances. The policies and procedures must be approved by State agency staff responsible for federal and State cash drawdowns and reporting.
iv) Standards governing the use of banks and other institutions as depositories of advance payments under awards are as follows:
1. Advance payments of federal funds must be deposited and maintained in insured accounts whenever possible.
2. The awardee must maintain advance payments of federal awards in interest-bearing accounts, unless the following apply:
a. The awardee receives less than $120,000 in federal awards per year.
b. The best reasonably available interest-bearing account would not be expected to earn interest more than $500 per year.
v. Parameters Regarding Interest Earned
c. Interest earned by the awardee up to $500 per year may be retained by the awardee for administrative expense.
d. Interest earned by the awardee more than $500 per year on federal advance payments deposited in interest-bearing accounts must be returned to the State awarding agency in accordance with UR section 200.305(9).
e. Payment Withholding
i. Unless otherwise required by State statute, payments for allowable costs shall not be withheld at any time during the period of performance unless the conditions of Section 7000.80 apply, the awardee is determined to be "not qualified" in accordance with Section 7000.320, or one or more of the following conditions exists:
f. The awardee has failed to comply with the project objectives, State statutes or regulations, or the Grant Agreement; or
g. The awardee is delinquent in a debt to the State of Illinois (see the Illinois State Collection Act of 1986). Under these conditions, the agency may, upon reasonable notice, inform the awardee that the awardee shall not make payments for obligations incurred after a specified date until the delinquency is corrected or the indebtedness to the State is liquidated.
i. If the grant is suspended and payment is withheld because of the awardee's failure to comply with the Grant Agreement, payment must be released to the awardee upon subsequent compliance. Refer to Section 7000.80 for the Grantee Compliance Enforcement System and the Illinois Stop Payment List.
Payments will not be made to an awardee for amounts to be paid to contractors that the awardee retains to assure satisfactory completion of work. Payments will be made when the awardee disburses the withheld funds to the contractors or to escrow accounts established to assure satisfactory completion of work.
1. 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.
2. 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.
3. Quarterly reporting will be completed utilizing the Periodic Financial Report (GOMBGATU-4002) excel spreadsheet. Quarterly reports will be submitted no later than 15 days after end of each period. (1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
The Grantees must provide a spreadsheet of all quarterly expenses. These expenses must reconcile with the Current Period Grant Expenses reported on the Periodic Financial Report.
a. Required data: Expenses will be categorized by Program Expense (Personnel, Fringe
Benefits, Travel, Supplies, etc.) Each line will include item/service
description or employee name, date expense incurred, amount expended and
justification if necessary.
b. Due dates: (1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are
due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter
Reports are due NLT July 15th.
Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports. If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx.).
Exhibit E
Performance Measures:
Required Performance Measure Reporting: The Provider will submit a report to the Department on a quarterly basis including:
1. Lifespan Respite Care Program will initiate the existing Emergency Respite Care (ERC) procedures for respite funding, to a minimum of 200 participants, by June 30, 2022. This will be completed by providing Emergency Respite to those, through the initiative.
a. Provide the updated processes of the current ERC procedures, by December 31, 2021.
b. Provide the cost of ERC expenses and services, monthly.
c. Provide the number of participants served, demographics (age, sex, race/ethnicity, and county they reside) of the individual served, what service was requested, how the services were requested (phone, email, mail), and the reason for the request.
2. To enhance, improve and strengthen the lifespan respite coordination, through quarterly respite provider meetings. By June 30, 2022, provide information regarding four meetings and intended outcomes of each meeting.
a. Provide the name and topic of the meeting
b. Provide the date and location of the meeting
c. Provide the name of the organization and number of attendees from that organization
d. Provide the results (outcomes or changes) derived from those meetings.
3. Build stronger partnerships at the local and state levels. This will include, but not limited to webinars, conferences, and any outreach activities making contact with IDOA, DCFS, IDHS, AAA’s, ADRC’s, LIC, CFC, parent groups and other local and statewide meeting. By June 30, 2022, Illinois Respite Coalition Lifespan Respite Care program staff will participate in at least 15 outreach events across the State of Illinois to provide information, resources and re-introduce the Lifespan Respite Care Program and the information, resources available through the website and toll-free line.
a. Of those 15 events, at least 8 will take place in regions outside of Cook county.
b. At least 4 outreach events in which IRC staff will participate, will be focused on reaching the underserved communities.
c. Provide date and location of the event.
d. Provide the topic of the event.
e. Provide a list of organization(s) in attendance and the number of participants from those organization(s).
f. Provide documentation on the organization(s) that intend to continue participation.
4. Create a statewide respite hotline. By December 31, 2021 a statewide, toll-free, hotline will be created as a statewide hub for respite care needs.
a. Provide a toll-free Respite Hotline number by December 31, 2021.
b. Provide staffing information – hours of operation, message system information, standards for returning calls.
c. Provide the total number of hours the hotline was operational each day during the quarter.
d. Provide the total number of calls received by individuals with disabilities, family member, or professionals during the quarter.
e. Provide the percentage of calls received from individuals with disabilities, family member, or professionals during the quarter.
f. Provide any relevant additional information deemed noteworthy, regarding the hotline.
5. Develop a public awareness campaign through disseminating program information, at-home respite assistance electronics to the public (iPad, Alexa, Google Home, etc.), and approval of updated Lifespan material. By June 30, 2022 Lifespan Respite Care Program materials would be provided to the community for respite care.
a. Provide a campaign strategy and activities associated with the campaign strategy.
b. Provide a numbers of people reached, demographics of participants reached (age, sex, race/ethnicity and county they reside), how the participant was reached (phone, email, mail), and if the participant is from a targeted, marginalized community.
c. Provide quarterly reporting on any additional participation, in respite activities, from underserved or marginalized communities, based on outreach or public awareness campaigns, through community organizations and school districts.
d. Provide a report on the utilization of at-home respite assistance equipment (iPad, Google Home, Alexa, etc.). List the type of at-home respite equipment, or any additional assistance provided (Wi-Fi) through Illinois Respite Coalition.
6. Identify gaps in services, through existing lifespan tools and surveys. Create updated surveys through partnerships with caregivers and providers statewide. By June 30, 2022.
a. Provide updated tools and a copy of the updated survey that will be used to report findings, related to gaps in respite services, based on participants demographics (age, sex, race/ethnicity, county they reside), by December 31, 2021.
b. Provide recommendations on ways to address the gaps that are identified with the updated tools and survey.
c. Provide how many participants were provided the survey, and if they were not returned.
d. Provide the results of the updated survey.
e. Provide steps that are being taken to remedy issues that were identified with the survey.
7. Create virtual training opportunities, in partnership with Wisconsin Respite Coalition. In addition, creating a volunteer and worker database through online training participants. By December 31, 2021, four virtual trainings will be ready and approved for the creation of the volunteer and worker database.
a. Provide the established process to facilitate virtual trainings, by December 31, 2021.
b. Provide at minimum, 3 virtual trainings, by June 30, 2022.
c. Provide the date and time of each scheduled virtual training.
d. Provide the topic of the training.
e. Provide the total number of participants and participant demographics (age, sex, race, ethnicity, county they reside), for each virtual training.
f. Provide surveys to all participants who were included in the virtual training opportunities and compile their results, meeting an average 90% rating.
g. Create a worker and volunteer database, by December 31, 2021.
h. Provide at minimum a total of 30 participants, in the database, by June 30, 2022.
8. Publish online respite programming on the current IRC website. By Dec 31, 2021 provide a dedicated link, to information regarding the Lifespan Respite Care Program, on the active IRC website. By June 30, 2022 provide all directives, as listed below.
a. Provide an active link to the website by December 31, 2021.
b. Provide information on the maintenance of the website.
c. Provide information on any website outages and the amount of time it was inaccessible.
d. Provide the total number of participants and their demographics (age, sex, race, ethnicity, county they reside), reached by the website, directly related to the Lifespan Respite Care link.
9. Organize a statewide Respite Taskforce, composed of state and local non-profit organization(s), for profit organization(s), respite care workers and caregivers, through letters and invitations to join the statewide taskforce. By Dec 31, 2021 IRC will provide a copy of a letter and invitation to these entities for approval by IDHS DDD. By June 30, 2022 the task force should be functional with letters and invitations completed, for at least 2 quarters, and entities monitored for their membership.
a. Provide a copy of the letter and invitation, to be submitted for the induction into the Statewide Respite Taskforce by December 31, 2021.
b. Provide the mailing list for the invitations and letters of commitment, submitted either via USPS or electronic submission.
c. Provide the number of entities that responded to the letters and invitations, and their disposition.
d. Manage a database of contact information, regarding the entities listed in the taskforce.
10. Monthly meetings will be held with the IDHS DDD Director. Through these meetings IRC will provide program updates, review grant progress, and grant reporting. By June 30, 2022 the grantee will have completed meetings with the IDHS DDD Director, as required.
a. Provide the date and location of each meeting.
b. Provide an agenda for each meeting.
c. Provide a list of attendees complete first and last name, for each meeting.
d. Meet monthly with the DDD Project Director with 100% attendance.
e. Provide responses to additional information requests from DDD, as needed.
Exhibit F
Performance Standards:
The Department will compare the number of events and services reported as required in Exhibit E to the deliverables defined in Exhibit B. It is understood that the levels of services may vary from quarter to quarter.