The Department requires that all
providers of services be able to demonstrate compliance with the following
administrative activities. In those instances where these requirements are not
appropriate due to the size of the agency or its legal status (e.g.,
not-for-profit, for-profit) the Department will consider written requests for a
waiver of the specified requirement. A request for a waiver shall be written
and addressed to the Secretary. It should identify the portion of the rule from
which a waiver is being sought and state the reason for this request. The
Department shall have 30 days after the receipt of any request for a waiver to
respond. The Department's response shall be in writing.
a) The organization's bylaws, policies and
procedures should be current. These should be reviewed and approved by the
governing body of the provider and should address issues related to good
business practice. Other information that should be available includes, but is
not limited to, the following:
1) A current
organization chart.
2) A list of
board members and their term of office. Employees of the provider and immediate
family members of provider employees may not serve as members of the board
unless written permission is received from the Department. Vacancies on the
board should be filled in a timely fashion. Individuals serving on the board
must be able to objectively discharge their duties and may not engage in
activities that could create a conflict of interest.
3) Minutes of the board meetings. The board
should meet at least quarterly.
4)
Specific written policies on:
A) Conflict of
interest, including staff, administration and Board member
disclosures;
B) Fee policies and
fee schedules;
C) Unusual incidents
(i.e., sexual assault, sexual harassment, abuse, neglect, death, physical
injury, missing person, theft, assault, criminal conduct).
b) Proof of incorporation
status.
c) Copies of the following
reports, if applicable:
1) Annual Report to
the Internal Revenue Service (Return of Organization Exempt from Income Tax
Form 990 or 990-EZ);
2) Annual
Report to the Attorney General (Charitable Organization - Form AG
990-IL).
d) A
comprehensive, written set of personnel policies that at a minimum address the
following:
1) Policies concerning the hiring,
evaluating, and discipline of staff (including termination);
2) Policies on nondiscrimination in hiring or
employment on the basis of race, color, age, national origin, gender, religion,
or handicap;
3) Requirements for
license, registration or certification by the State, if required;
4) Requirements for a written job description
listing duties and responsibilities;
5) Requirements for an annual written
evaluation;
6) Method of performing
background checks for paid staff as required by local, State or federal law or
regulation;
7) Policies on sexual
harassment that identify employee's rights and the procedure used to file a
complaint; and
8) Policies
concerning approval of bonuses and/or deferred compensation for staff and
administration, including the need for Board approval of such personnel
transactions.
e)
Maintenance of a property control inventory that includes a description of each
item, identifying number of the item, date the item was purchased, the cost of
the item, location of the item, and the source of funds used to purchase the
item, if available.
f) Full
disclosure of all management and subcontractor arrangements, including all
supporting documents.
