Section 1100.100  Provision of Information

 

a)         Rules of General Application

 

            The Department maintains a compilation of its rules currently in force, as filed with the Secretary of State, in its central offices in Springfield and Chicago.  The rules compilation is available for public inspection during regular working hours.  The rules are also on file in the Cook County Law Library in Chicago.  Copies of the rules compilation are available without charge to State agencies and officials.  Other persons may obtain copies by paying a charge for mailing and publication costs. Requests should be directed to:

 

            Deputy Director, Division of Programs and Services

            316 South Second Street

            Springfield, IL  62762

 

b)         Operating Manuals

 

            The Department's operating policies and procedures are contained in the Categorical Assistance Manuals (Aid to Families with Dependent Children and Aid to the Aged, Blind or Disabled), the General Assistance Manual, and the Food Stamp Manual.  Current copies of these Manuals are maintained in each regional and local office of the Department, and are available for public inspection during regular working hours.  Copies of individual pages of the Manuals are available upon request, without charge at regional and local offices.  Persons may subscribe for the Manuals which are available for an annual fee which covers the cost of mailing and publication.  Requests should be directed to:

 

            Deputy Director, Division of Programs and Services

            316 South Second Street

            Springfield, IL  62762

 

c)         Public Information

 

1)         Information about programs administered by the Department is available without charge through the Office of Public Information in the following publications:

 

A)        Annual Report;

 

B)        Public Aid Code;

 

C)        Illinois Consolidated Standard Plan;

 

D)        Aid to Families with Dependent Children (in English and Spanish);

 

E)        The Medical Assistance Program (in English and Spanish);

 

F)         Help Your Children Stay Healthy--Use Medichek Services (in English and Spanish);

 

G)        Food Stamps Help You Buy More Food, Pay Less Money (in English and Spanish);

 

H)        The Right to Appeal and to Receive a Fair Hearing (in English and Spanish);

 

I)         Public Aid and Civil Rights (in English and Spanish);

 

J)         Child Support Enforcement Program (in English and Spanish);

 

K)        Family Planning--Now, You Have a Choice (in English and Spanish);

 

L)        Don't Be Turned Off (Utilities) (in English and Spanish);

 

M)       Equal Employment Opportunity Is for Everybody (in English and Spanish);

 

N)        WIN! (in English and Spanish);

 

O)        State Supplemental Payments to the Aged, Blind, or Disabled;

 

P)         Help Your Baby Stay Healthy--Use Medichek Services;

 

Q)        Prepaid Health Plan;

 

R)        Information for Responsible Relatives; and

 

S)         People Want to Work (GA Job Placement Program).

 

2)         Informational brochures shall be distributed by local office staff at the time of application for assistance and upon request.  Explanation of the content of these pamphlets and associated programs shall be given, as requested.

 

3)         Requests for statistical information involving caseloads and expenditures should be directed to the Office of Public Information.

 

            Illinois Department of Public Aid

            Chief, Office of Public Information

            316 South Second Street

            Springfield, IL  62762

 

4)         The release of information regarding public aid applicants and recipients is governed by Sections 11-9 through 11-12 of the Illinois Public Aid Code (Ill. Rev. Stat. 1981, ch. 23, pars. 11-9 through 11-12).

 

5)         All local offices shall maintain bound registers showing the names and addresses of all recipients in the local office jurisdiction who have received financial assistance or Aid to the Medically Indigent (AMI) during the preceding month and the amounts of financial assistance paid to these recipients during that month.  These registers shall be available for public inspection during regular local office hours upon receipt of a signed certification under oath by the person reviewing the register that the information from these bound registers shall not be used for political, personal or commercial purposes.

 

Section 1100.200  Rulemaking Procedures

 

a)         Identification of need for rulemaking

The Department shall initiate rulemaking proceedings when:

 

1)         A unit of the Department recommends that a new rule be adopted or an existing rule be amended or repealed; or

 

2)         When a petition for rulemaking is received and favorably considered by the Department, petitions for Department rulemaking shall be governed by the provisions of the rule on such matters.

 

b)         Rulemaking proceedings

When a need for rulemaking has been identified, the rule proposal shall be prepared in the form used by the Department for its rules; which incorporates the substance of the recommendation.  The draft shall indicate any changes in existing rules or additional new rules resulting from the initial rule proposal.  Copies of the draft shall be circulated for review by Department operating and administering units which may be affected by it and adjustments in the draft shall be made on the basis of the review.  If the Department determines the rule should be pursued, the necessary steps for filing and publication shall be followed.

 

c)         Methods of adoption of rules

 

1)         When the Department determines that an emergency which reasonably constitutes a threat to the public interest, safety and welfare, requires adoption of a rule upon fewer than 45 days notice, the Department shall:

 

A)        File a copy of the rule and a certificate of emergency with the Secretary of State,

 

B)        Submit a notice of emergency adoption for publication in the next available issue of the Illinois Register, and

 

C)        Comply with the requirements of subsection (d) below.

 

2)         When Federal law or regulations or judicial order requires adoption of rule under circumstances which preclude Department compliance with the 45 day notice requirement, the Department shall:

 

A)        File a certified copy of the rule with the Secretary of State, and

 

B)        Submit a notice of adoption for publication in the next available issue of the Illinois Register.

 

3)         In all circumstances other than those identified in paragraphs (1) and (2) directly above, the Department should comply with the notice and comment requirements and subsection (d) below.

 

d)         Illinois Register proceedings.  The Department shall prepare and submit a notice of intended rulemaking for publication in the Illinois Register, including the text of statutory authority for the rule proposal, an explanation of the subject matter of the proposal, and, if the opportunity is available, the manner in which interested parties may submit views and comments.

 

1)         Where the Department publishes in the Illinois Register a notice of its intention to adopt a rule after 45 days and allows opportunity for public comment, those persons desiring to comment must submit to the address identified in the notice a written request to comment or written comments, including supporting material and data, within 14 days of the date the notice is published.  In cases where the Department receives within the 14 day period a person's request to comment, the person shall have 14 additional days in which to submit the written comments.  The Department may extend the comment period at its discretion.  It shall consider the comments received and may revise the rule proposal if it deems a revision appropriate.

 

2)         At the expiration of the 45 day notice or when the Department completes its consideration of comments and has made any changes it deems necessary in the proposal if more than 45 days have elapsed, the Department shall prepare and submit a notice of adoption for publication in the Illinois Register.  The notice shall indicate the effective date of the rule.

 

3)         If the Department adopts a rule upon fewer than 45 days notice, the Department shall prepare and submit a notice of adoption for publication in the Illinois Register.  The notice shall indicate the basis for the Department's action and the effective date of the rule, the text of and statutory authority for the rule and an explanation of its subject matter.

 

e)        

 

1)         Secretary of State filing procedures.  The Department shall file adopted rules with the Secretary of State according to the format prescribed by the Secretary of State as follows:

 

A)        At the expiration of the 45 day notice period, or at a later date when necessitated by Department review of a rules proposal, the Department shall file a certified copy of the adopted rule.

 

B)        When the Department adopts a rule to be effective immediately on an emergency basis, the Department shall file a copy of the rule and a certificate stating the reason for the action.

 

C)        When the Department adopts a rule to be effective immediately because of requirements imposed by Federal law or regulations or by judicial order, the Department shall file a certified copy of the rule.

 

2)         Concurrently with the filing, the Department shall submit a notice of adoption for publication in the Illinois Register, as provided in subsection (d) above.

 

f)         Petitions For Adoption Of Rules.

 

1)         Any person may petition the Department for the adoption of a new rule or the amendment or repeal of a rule currently in effect.  The petition shall be in writing and shall:

 

A)        Identify the current rule to be amended or repealed or state the substance of the new rule proposed,

 

B)        Include an explanation and any documentation supporting the petition, and

 

C)        Identify the petitioner's organizational affiliation, if any.

 

2)         Petitions shall be addressed to the Rules Coordinator, Illinois Department of Public Aid, 316 South Second Street, Springfield, IL  62762. The Department shall acknowledge submittal of the petition by mailing a notice of receipt to the petitioner.

 

3)         The petition shall be considered by the Department.  If the Department elects to initiate rulemaking proceedings on the basis of the petition, it shall mail a notice to the petitioner of the intended action.

 

4)         A petition is denied when the Department either notifies the petitioner of its denial or does not initiate rulemaking proceedings on the subject of the petition within 30 calendar days after submittal.

 

Section 1100.300  Department Organization and Functions

 

a)         Major Functions

An executive agency of State government, the Department administers programs of financial aid, social services, medical assistance, and food stamps through the administrative structure described in paragraph (b) of this Section.  It is authorized to receive and disburse Federal and State funds made available for public assistance purposes, as well as funds made available through other sources.

 

b)         Administrative Structure

 

1)         Department programs are administered through headquarters offices in Chicago and Springfield, 8 regional offices, 101 county offices downstate, 23 district offices in Cook County, and several special offices throughout the State.  The Department is headed by a Director and Assistant Director. Within the Office of the Director are located the Offices of Legal Affairs, headed by the General Counsel of the Department, and the Office of Public Information.  The Assistant Director has primary responsibility for Community Relations, Welfare Services Committees, and programs assigned to the Special Units Office.

 

2)         The major administrative units of the Department are as follows:

 

A)        General Services Administration

Headed by the General Services Administrator, this administration consists of the bureaus and offices which supply organizational support, personnel, data processing, statistical analysis, and management planning services to the Department.  In addition, all of the Department's fiscal activities are located in the General Services Administration within the Bureau of Fiscal Operations.

 

B)        Policy and Planning Administration

Headed by the Policy and Planning Administrator, this administration is responsible for the planning and evaluation of agency programs and policies, for program development, for handling inquiries and complaints from the public at large, and for central administration of the Food Stamp Program.

 

C)        Medical Assistance Program Administration

This Administration, through a Medical Assistance Program Administrator and several bureaus under his supervision, is responsible for claims processing, contact with providers, medical audit and utilization control activities, and general oversight of the Department's Medical Assistance Program.

 

D)        Division of Social Services

The Division is headed by a Deputy Director for Social Services. It is responsible for coordination and supervision of the Department's Title XX of the Social Security Act services program, its self-support programs, and services provided directly by the Department

 

E)        Division of Field Operations

The Division, under the guidance of the Chief Assistant to the Director for Field Operations, is responsible for supervision of local office program operations through regional offices, county department offices and district offices.  In addition, in Cook County, the Division includes the Hospital Assistance District Office and the Cook County Hospital District Office.