• Everyone should have received an email from IYIP support for the quarterly meeting this Thursday at 10am. It will be recorded and the PowerPoint slides will be sent out. They are held every 3 months.  
• You can sign up on the ICOY website.  
• Thursday’s meeting will go in depth with the continuation application.  
• Anyone who is a new provider as of last year, this is the first time you have done a continuation. 
• Brandon is waiting for the final funding decisions for the new NOFO that was due in December but tentatively to start in February. This new NOFO has nothing to do with your current grant. If you applied for the NOFO, you will be notified no matter what (approved/not approved) 
• Anyone who wants to receive a new contract after March 31st must fill out the continuation application. At minimum, submit those 3 things that were listed in the instructions in the email.  
• Please continue to email/call Brandon (Brandon.Bax@illinois.gov) with any unique situations or specific scenarios related to your agency and the Continuation application. 
• Nicolle and Brandon will cover this more in depth on Thursday during the Management meeting, but any time there is a new contract with a new approved budget, all providers will receive a new PFR monthly Excel workbook to submit your monthly expenditures 
• You should assume the continuation will be approved, it is a non-NOFO, so not competitive. Basically, you are just going into year 2 of your programming and it is level funding.  
• You can roll people over from March to April for the continuation as long as they are eligible. 
• Do not exit your people and enroll them in a new fiscal year. If you enroll them in April, they just keep on rolling until you are done with that person. Don’t discharge on June 30th and reenroll them on July 1. Now if they are going from one grant to another grant, that is a different story, but they don’t get more subsidized days if you move them from one grant to another. 
• If you enroll a youth in IYIP – Long, they are entitled to 180 subsidized days. If you enroll them in short, they are entitled to 90 days. But if you enroll them in short and then enroll them in long – they still only get 180 subsidized days. If the end goal is IYIP-Long, just start the participant in IYIP-Long. 
• When the continuation starts in April, people who are going to continue from the current term – those wages will be charged to the new agreement. Anything through March 31st is your current contract. The new budget starts April 1st.  
• There is an in-person meeting on the first Thursday in June. ICOY will talk about this Thursday.  

Upcoming Release Announcements: 

• The next release is this Thursday night 3-6-25. 
• We had an issue with some users not being able to enroll youth because it said they were part of the “JTED” program. This has been resolved. By Friday morning, the JTED enrollment error should be resolved.  

ICOY site visits 

Questions

• Timeframe regarding all assessments/when should they be submitted? 
• None of them have a specific timeframe. You can complete them as you are able but they should be completed before the customer is exited. If there is not an activity on a customer’s profile in 90 days, they will be exited. 
• You can work on their career plan with them having been discharged. Their profile does not need to be reopened.  
• If you still have contact with the youth after they have been discharged, the main thing, if possible, you should have them do the assessments, but if you aren’t going to see them and they aren’t returning, document the reason why the assessments were not completed. Document it in Case notes in Illinois Worknet. There is also room on the ppr for a narrative. Other users have put the information in a word document and attached it to the ppr. 
• Almost anything can be paid work experience as long as the youth is working and earning a wage.  
• Permanent employment is typically that job that a youth gets once they are done with any work experience that you would provide them with. In some situations, you can record a permanent employment activity and subsidize some of those wages and then they continue. It is up to you what you do with the youth’s opportunities.  
• Enroll 24-year-olds at least 3 months prior to them turning 25. Do this just in case we can’t get them enrolled or there is some sort of problem with the system. Don’t do it any less than 60 days.  
• If we started enrolling participants now for April 1st – does it affect our ppr if we waitlist them? Yes, that would affect your ppr because it all goes by when they are enrolled. Most of the performance in the system is based on when you enrolled them, started their job, started the activity, - that is how we adjusted the ppr so not everything is based on their intake application. So now if you enroll a person today, then they count as enrolled in this quarter. If you enroll them on April 2nd – they are going to count in next quarter. The activities they perform, (e101) – those all count the day they are done for that quarter in which the activity is completed. The ppr in the system is a place and time. If you have enrolled all your people, run the ppr. Then run it again a month later to see where everyone is.  Dee suggests running the PPR 2 times per month to see if the participants are tracking where the partner thinks they should. ​
  

• DHS Youth TA Call Introduction and Announcements 0:30

  • Dee Reinhardt initiates the meeting, mentioning a release coming up on Thursday with bug fixes.

  • Dee emphasizes the importance of submitting help tickets instead of emails for quicker resolution.

  • Brandon.m.bax provides updates on the new NOFO ending in 3473, noting the funding decisions are delayed until mid-February.

  • Brandon reminds participants to submit Quarter Three PPRs and mentions the upcoming continuation applications, expected by the end of next week.

• Questions and Clarifications on Reporting and Funding 8:41

  • Dee addresses a question about the iYPS reporting process, suggesting contacting Nicole McKinney for financial reporting.

  • Dee explains the attendance tracking process in the system and mentions tutorials available on the partner page.

  • Brandon clarifies that only one entry can be made for multiple bus passes under support services.

  • Dee and Brandon discuss the difference between stipends and incentives, noting that stipends cannot be combined with subsidized wages.

• Specific Questions and Troubleshooting 20:02

  • Kevin Davis from Metropolitan Family Services asks about a system glitch when adding participants, which Dee troubleshoots by suggesting to hit F12 for error messages.

  • Dee demonstrates how to search for errors in the system and suggests submitting help tickets for detailed searches.

  • Arissa Winsley-Cavin and Kyra Kemp from Brightpoint discuss adding youth to work sites, with Dee providing a step-by-step guide and troubleshooting specific errors.

  • Rickey Layfield from Urban Male Network asks about adding worksites, and Dee explains the process and potential errors.

• Worksite Placement and Employer vs. Worksite 21:03

  • Roxanna Montecillo from One On One asks about updating worksites in the system, and Dee provides instructions on adding new employers and work sites.

  • Dee clarifies the difference between employer and worksite, emphasizing that the employer is the agency paying the wages.

  • Kyra Kemp asks about reimbursing Chipotle for wages, and Dee suggests contacting Brandon for further clarification.

  • Dee explains the difference between work experience and work-based learning, suggesting using work experience for easier tracking.

• Dashboard and Reporting Needs 39:50

  • Dee discusses the dashboard and its current features, including application status, eligibility, and enrollment status.

  • Dee asks participants to suggest additional items they would like to see on the dashboard, such as youth who have been exited or completed employment.

  • Dee mentions the possibility of adding success stories to the dashboard for better tracking and reporting.

  • The meeting concludes with Dee inviting participants to submit help tickets for any additional questions or suggestions.