Adult Protective Services Regional Administrative Agencies (RAA)

Funding opportunity for regional administrative agencies, which are public or nonprofit agencies in the Department on Aging’s designated planning and services areas to provide regional oversight of the Department’s Adult Protective Services (APS) Program by designating APS provider agencies within the planning and service area with prior approval of the Department on Aging, monitoring the use of services, providing technical assistance to the provider agencies and being involved in program development activities.

Detailed responsibilities include:

A1. Grantee shall designate APS Provider Agencies within the PSA with prior approval by the Department. [320ILCS 20/3(b)]. This designation shall follow the following criteria:

1. A procurement process shall be held by the Grantee for the designation of an APS Provider Agency at a minimum one time every three years including solicitation and evaluation.

2. Grantee shall make recommendation to the Department for withdrawal of any APS Provider Agency contract in their planning and service area if the associated agency is unable to meet requirements of the Adult Protective Services program.

3. On an emergency basis, with prior approval from the Department, the Grantee shall designate an APS Provider Agency. This shall only occur if:

a. The designated APS Provider Agency terminates provision of services, either by choice or necessity (Department determines whether unable to continue provision of services), or

b. The procurement process fails to produce an acceptable APS Provider Agency for the service area.

4. Grantee shall facilitate the transfer of physical records in the case of an Adult Protective Services Provider Agency termination. Transfer of physical records shall be completed prior to the termination of the incumbent Provider Agency with signed certification submitted to the Department and retained at the Regional Administrative Agency.

A2. Grantee will ensure all staff assigned to APS roles complete Department-approved trainings upon hire and annually as required. Required Department-approved trainings include:
a. Certification Training
b. Simulation Training
c. Supervisors Training
d. In-Service Training
e. Dementia Training
f. Trauma-Informed Care Training
g. Recertification Training

RAA shall submit confirmation of completion of above APS trainings by all APS staff including dates and hours in associated Quarterly Reports noted in Exhibit B.

A3. Grantee shall schedule, set agenda, arrange speakers, and lead quarterly APS meetings with all APS Provider Agencies in the Planning and Service Area with meetings taking place no less than every three months during the contract period unless a Department hosted Supervisor Conference is held in that quarter. APS quarterly meeting agendas, attendance sheets and speaker name and profession shall be submitted in the associated Quarterly Report per Exhibit B.

A4. Grantee shall assist in quality assurance monitoring of each APS Provider Agency in its Planning and Service Area including ensuring prescribed corrective actions by the Department are completed and reviewing cases according to APS Procedures and directives. Such monitoring includes completion of area designated APS Provider Agency Annual Administrative Review and assistance in the Annual Case Review and any associated follow-up.

A5. Grantee shall authorize APS Provider Agency Early Intervention Service (EIS) requests in accordance with APS Procedures as well as any additional directives as provided by the Department. Grantee shall ensure that all Early Intervention Services (EIS) payments are appropriate and that the requesting agency has exhausted all other means of funding prior to approval.

A6. Grantee shall assist the Department and APS Provider Agencies in raising awareness and providing education on the issues of adult maltreatment and self-neglect. The Grantee shall include the following information when producing any public education materials:

1. Identification as part of the Adult Protective Services program, and;
2. Voice and teletypewriter (TTY) phone numbers for the Department on Aging’s toll free, 24-hour Adult Protective Services Hotline.

Grantee shall provide detail in the associated Quarterly Report noted in Exhibit B the type and focus of awareness, targeted audience, timeframe, theme and examples of proof of completion.

A7. The Grantee shall be prohibited from serving as a legal guardian, an agent under the Illinois Power of
Attorney Act [755 ILCS 45], or a representative payee for any client served under the Adult Protective Services Program. The Department reserves the right to allow a waiver only if the APS Provider Agency has documented evidence that no other qualified person or entity exists to serve in the foregoing capacities on behalf of the APS client and the Grantee is willing and qualified to take on the responsibilities.

A8. Grantee shall retain and purge all books, records, and other documents relevant to the operation of the APS program in accordance with programmatic rules and procedures adopted by the Department, unless transfer is authorized in writing by the Department. The grantee shall retain any case records for (10) years after the date the case is closed, per Department procedure. The Grantee shall ensure all paper records are purged completely by shredding or incinerating.

A9. Grantee shall serve as Fatality Review Team (FRT) coordinator for assigned area, as a designee by the Department. FRT Coordinator responsibilities include:
a. Scheduling Fatality Review Team (FRT) meetings, occurring no less than two (2) times per Fiscal Year.
b. Serve as recorder of minutes from all Fatality Review Team (FRT) meetings
c. Collect and disseminate relevant materials to FRT members
d. Maintain records of all correspondence, minutes, findings and recommendations of the FRT
e. Collecting and submitting FRT data, as prescribed by the Department
f. Maintaining an active membership, including but not limited to, the coordination of appointment letters with the Department
Grantee shall submit meeting agendas, attendance sheets (including associated profession), and minutes in the associated Quarterly Report noted in Exhibit B.

A10. Grantee shall maintain sufficient Department-certified staffing to receive and transmit APS intakes for designated provider agencies during normal business hours.

A11. Grantee shall provide temporary APS supervisor services, as directed by IDoA, to APS provider agencies in their area experiencing extended periods of supervisory absence. Temporary supervision coverage shall not exceed six (6) months. Agencies who require supervisory coverage for greater than six (6) months shall be immediately reported to the Department for review of contractual compliance regarding maintaining sufficient staff.

A12. Grantee shall provide technical assistance to APS Provider Agencies including program training and oversight. Grantee shall seek policy clarifications and interpretations of applicable statue, administrative rule, and procedures from Department staff when necessary. Grantee to document in associated Quarterly Reports noted in Exhibit B when technical assistance was provided to APS Provider Agencies including dates, audience and overall topic.

A13. Grantee shall assist the Department in establishing APS Multi-disciplinary Teams in each APSPA consistent with APS Procedure. State funding available through FY 2027 budgeted appropriation for the Adult Protective Services Program.

Northwestern Illinois Area Agency on Aging $50,303
Northeastern Illinois Area Agency on Aging $66,424
Western Illinois Area Agency on Aging $44,516
Central Illinois Agency on Aging, Inc. $44,516
East Central Illinois Area Agency on Aging $56,089
West Central Illinois Area Agency on Aging $23,220
Area Agency on Aging for Lincolnland, Inc. $50,303
AgeSmart Community Resources $44,516
Midland Area Agency on Aging $30,320
Southeastern Illinois Area Agency on Aging, Inc. $23,220
Egyptian Area Agency on Aging $44,516
Chicago Dept. of Family and Support Services $66,424
AgeOptions $76,068

1st: Upon review and approval of programmatic financial reports due on or before October 15, 2026.

2nd: Upon review and approval of programmatic financial reports due on or before January 15, 2027.

3rd: Upon review and approval of programmatic and financial reports due on or before April 15, 2027;

4th: Upon review and approval of programmatic and financial reports due on or before July 15, 2027. Administered by the Illinois Department on Aging via the Illinois GATA Catalog of State Financial Assistance (CSFA 402-05-1640).