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Crisis Counseling Assistance and Training Program Guidance

CCP Application Toolkit, Version 5.0, July 2016

Note: Substance Abuse and Mental Health Services Administration (SAMHSA) Center for Mental Health Services (CMHS) Project Officers are available to provide technical assistance and consultation on the Crisis Counseling Assistance and Training Program (CCP). If you would like to speak with a CMHS Project Officer, please contact the SAMHSA Disaster Technical Assistance Center (DTAC) at 1-800-308-3515 (Monday?Friday 9 a.m.?5 p.m. eastern time), and a staff member will forward your request to the appropriate Project Officer. You may obtain CCP applications, supplemental instructions, and guidance documents by calling SAMHSA DTAC as indicated above or by emailing SAMHSA DTAC at DTAC@samhsa.

Table of Contents

Introduction ..................................................................................................................................1

Section I: Program Overview ..........................................................................................................1 The Crisis Counseling Assistance and Training Program (CCP).............................................................1 Eligibility Requirements........................................................................................................................2 CCP Timeline.........................................................................................................................................3 Crisis Counseling Definition..................................................................................................................4 Services Funded Through the CCP........................................................................................................4 Providers of CCP Services .....................................................................................................................4 CCP Primary and Secondary Services ...................................................................................................4 Primary CCP Services ...................................................................................................................4 Secondary CCP Services ...............................................................................................................6

Section II: CCP Model .....................................................................................................................6 Typical Individual Reactions to a Disaster ............................................................................................7 Typical Community Reactions to a Disaster .........................................................................................7 The Crisis Counseling Approach ...........................................................................................................8 The Value of the Crisis Counseling Approach.......................................................................................9 The Significance of the Needs Assessment ..........................................................................................9 The Goal of the CCP............................................................................................................................10 The CCP Model ...................................................................................................................................10 Identifying People in Need of Crisis Counseling .................................................................................11 Differences among CCP Resource Linkage, Case Management, and Advocacy.................................12 CCP Sub-recipients and Staff ..............................................................................................................13 The Number of Visits Allowed by a Crisis Counselor..........................................................................13 How Crisis Counselors Are Trained.....................................................................................................14 The Differences between Crisis Counseling and Traditional Mental Health Treatment....................14 How the CCP Addresses Severe Disaster Reactions ...........................................................................15

Section III: Program Management and Implementation ................................................................15 Main Components of a Program Management Plan..........................................................................16 Media and Marketing and the CCP.....................................................................................................16 Effective Staffing of the CCP...............................................................................................................17

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Training ............................................................................................................................................... 17 Staff Stress Management ...................................................................................................................18 Data Collection, Evaluation, and Reporting........................................................................................19

Procedures for data collection and evaluation include the following:......................................19 Quality Assurance...............................................................................................................................20

Section IV: Pre-Award Requirements ............................................................................................20 Applying for the ISP Grant ..................................................................................................................21 Instruction for Submission of the ISP Application Packet ..................................................................21 Extension of the ISP Performance Period...........................................................................................21 Applying for the RSP Grant.................................................................................................................22 Instructions for Submission of the RSP Application Packet................................................................22 General Provisions..............................................................................................................................23 Conflict of Interest .....................................................................................................................23 Mandatory Disclosures ..............................................................................................................23 Performance Goal ......................................................................................................................24

Section V: Post-Award Requirements ...........................................................................................24 Revision of Budget and Program Plans...............................................................................................24 Period of Performance .......................................................................................................................25 ISP Period of Performance .........................................................................................................25 ISP Grant No-Cost Administrative Extension (for up to 60 days) ..............................................25 RSP Period of Performance........................................................................................................26 RSP Grant 90-Day No-Cost Administrative Extension................................................................26 Procurement Requirements under a Federal Award .........................................................................26 Reporting (Programmatic and Fiscal Requirements) .........................................................................26 Sub-recipient Monitoring and Management......................................................................................27 Determining Sub-recipient or Contractor Classification............................................................27 Monitoring and Management ............................................................................................................27 Remedies for Noncompliance and Specific Conditions......................................................................29 Termination................................................................................................................................ 29 Opportunities to Object and Appeals of Application Decisions ................................................30 Appeals of Remedies for Noncompliance..................................................................................30

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Objections/Appeals of Decisions Regarding Allowable Costs....................................................30 Objections/Appeals of Termination or Suspension ...................................................................31 Closeout and Retention Requirements for Records...........................................................................31 ISP ..............................................................................................................................................31 RSP .............................................................................................................................................31 Section VI: Budget and Fiscal Management...................................................................................32 The Influence of the CCP Model (Fundable Costs) .............................................................................32 The Budget Narrative .........................................................................................................................33 Requests for Budget Adjustments......................................................................................................34 Pre-award Costs (ISP Phase)...............................................................................................................34 Indirect Costs......................................................................................................................................35 Cost Sharing, In-kind Resources, or Matching....................................................................................35 Transfer of Funds................................................................................................................................36 ISP ..............................................................................................................................................36 RSP .............................................................................................................................................36 Appendix Section .........................................................................................................................37 Appendix A. Definitions ......................................................................................................................37 Appendix B: CCP Services, Positions, and Job Descriptions ...............................................................39 Appendix C: Instructions for the Budget Narrative ............................................................................44 Required Supporting Documentation To Be Maintained by the CCP........................................51 Appendix D: SF-424 Tip Sheet ............................................................................................................53 Appendix E: Federal Financial Report (FFR) SF-425............................................................................56 Appendix F: Federal Financial Report (FFR) SF-425 Instructions........................................................57 FFR Instructions ...........................................................................................................................57 Reporting Requirements ............................................................................................................57 Line-item Instructions for the FFR ..............................................................................................58

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Introduction

The Crisis Counseling Assistance and Training Program (CCP) is a federally funded supplemental program administrated by the U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA). Section 416 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. ? 5183 authorizes FEMA to fund mental health assistance and training activities in areas that have been declared a major disaster by the President. The Center for Mental Health Services (CMHS), within the Substance Abuse and Mental Health Services Administration (SAMHSA), works with FEMA through an interagency agreement to provide technical assistance, consultation, grant administration, program oversight, and training for state mental health authorities, U.S. territories, and designated tribal authorities.

The mission of the CCP is to assist individuals and communities in recovering from the effects of natural and human-caused disasters through the provision of community-based outreach and psychoeducational services. The CCP supports short-term interventions that involve assisting disaster survivors in understanding their current situation and reactions, mitigating stress, developing coping strategies, providing emotional support, and encouraging linkages with other individuals and agencies that help survivors in their recovery process.

The information presented in the program guidance is organized into seven sections: Program Overview, CCP Model, Program Management and Implementation, Pre-Award Requirements, PostAward Requirements, Budget and Fiscal Management, and the Appendix Section. The program guidance should be used in conjunction with the following:

? Immediate Services Program (ISP) and Regular Services Program (RSP) applications and supplemental instructions

? 44 Code of Federal Regulations (CFR) ?206.171 ? Super Circular Requirements 2 CFR Part 200

Section I: Program Overview

The Crisis Counseling Assistance and Training Program (CCP)

The CCP consists of services focused on preventing or mitigating adverse repercussions of a disaster. This goal is achieved with a public health approach. Beginning with the most severely affected group and moving outward, the program seeks to serve a large portion of the population affected by the disaster. CCP services are community based and take place anywhere survivors are, including, but not limited to, survivor homes, shelters, temporary living sites, and churches and other places of worship.

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The CCP services include supportive crisis counseling, psycho-education, development of coping skills, and linkage to appropriate resources, while assessing and referring those members of the community who are in need of intensive mental health and substance use treatment to appropriate community resources. The CCP engages community gatekeepers and organizations through direct contact with stakeholder groups, such as unmet-needs committees, and participation in community events in order to facilitate response activities and services to survivors.

Eligibility Requirements

States, U.S. territories, and tribes that are impacted by a major disaster are eligible to receive CCP services.

If the severity and magnitude of the disaster are beyond the scope of the state, tribe, or territories ability to respond, the state, tribe, or territory may submit an application for supplemental federal assistance through the CCP.

The CCP is a supplemental disaster relief program and is not intended to supplant existing state and local resources. To obtain assistance under the CCP program, the Governor or his/her authorized representative must initiate an assessment of the need for crisis counseling services within 10 days of the date of the major disaster declaration. In order to receive CCP funding, the state, territory, or tribe must provide a description of the state and local resources and capabilities, and an explanation of why these resources cannot meet the need.1 Following the grant award and throughout the life of the program, grantees are expected to conduct ongoing needs assessment to justify continued supplemental funding.

Immediate Services Program: The ISP application must be submitted to the FEMA Regional Administrator no later than 14 days from the date of declaration. The ISP provides funding not to exceed 60 days from the date of the declaration, except if the state, territory or tribe has submitted an application for the RSP. If an RSP application is submitted, the ISP may continue for 30 additional days while the RSP application is being reviewed for funding.2

Any funds granted pursuant to an immediate services programs, all funds must be expended solely for the purposes specified in the approved application and budget, regulations, the terms of conditions of the award, and the applicable principles prescribed in 44CFR part 13.3

The state, territory or tribe may appeal the Regional Administrator's decision by submitting information justifying a reversal of the decision within 60 days of the date of notification of the

1 ?206.171 (3)(d)(f)(iii)

2 ?206.171 (f)(1)(i)(ii)

3 ?206.171 (f)(v)

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