Application Instructions

OMB Control Number: 1660-0085
Expiration Date: 12/31/2009

Crisis Counseling Assistance and Training Program
Immediate Services Program Application
Supplemental Instructions

PAPERWORK BURDEN DISCLOSURE NOTICE, FEMA Form 90-146
Public reporting burden for this form is estimated to average 40 hours per response. The burden estimate includes the
time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and
completing and submitting the data collection. You are not required to respond to this collection of information unless a
valid OMB control number is displayed in the upper right corner of the data collection instruments. Send comments
regarding the accuracy of the burden estimate and any suggestions for reducing the burden to: Information Collections
Management, Department of Homeland Security, Federal Emergency Management Agency, 500 C Street, SW,
Washington, DC 20472, Paperwork Reduction Project (1660-0085) NOTE: Do not send your completed form to this
address.

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Supplemental Instructions for the
Crisis Counseling Assistance and Training Program
Immediate Services Program Application
These supplemental instructions describe the purpose of each section of the Crisis Counseling
Assistance and Training Program (CCP) Immediate Services Program (ISP) application, and
provide an explanation of how to complete the required forms and questions. These instructions
are most useful when reviewed simultaneously with the ISP application and the Crisis Counseling
Assistance and Training Program Guidance. Text in shaded boxes signifies content taken directly
from the ISP application.
Please note that throughout the ISP Supplemental Instructions, the terms “State” and “State Mental
Health Authority (SMHA)” are intended to include all qualified applicants (i.e., States, U.S.
Territories, and federally recognized Tribes).
The ISP application consists of the following:
●

Application Signature Sheet: May be used in place of a transmittal letter from the Governor’s
Authorized Representative (GAR) to the Federal Emergency Management Agency (FEMA)
Disaster Recovery Manager.

●

Forms: Standard Form 424 Request for Federal Assistance (SF–424) and Standard Form
424a Budget Information: Non-Construction Programs (SF–424a).

●

Contact Information: Preparer information, point of contact information, and alternate point of
contact information.

●

Part I. Geographic Areas and Initial Needs Assessment: Includes an estimate of the
number of disaster survivors who would benefit from crisis counseling services. It also includes
an explanation of special circumstances related to the disaster that may increase the need for
crisis counseling services.

●

Part II. Response Activities from Date of Incident: Describes State and local crisis
counseling response activities from the date of the disaster incident to the date of the
application submission.

●

Part III. State and Local Resources and Capabilities: Describes the State and local mental
health systems pre- and post-disaster, and explains why these resources cannot meet the
estimated disaster crisis counseling needs.

●

Part IV. Staffing and Plan of Services: Includes a list of active service providers and a plan of
services to meet identified needs, including plans for staffing, service provision, training, and
program management.

●

Part V. Budget: Includes a required format for submitting State and individual provider budgets
and line-item budget narratives.

ISP Supplemental Instructions, Page 2 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Application Signature
The first box is for the director of the SMHA. The second box is for the GAR to certify that the crisis
counseling needs exceed the capacity of available State and local resources. The GAR is the only
State official authorized to represent the Governor in applying for ISP funding. The ISP application
will not be accepted by FEMA without the GAR’s signature. The director of the SMHA does not
have authority to apply for ISP funds without the GAR’s signature. This signature sheet may be
used in place of a transmittal letter.

ISP Supplemental Instructions, Page 3 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Instructions for SF–424
SF–424 is the Federal form required by the Office of Management and Budget on grant
applications. All States applying for ISP funds must submit a completed SF–424 signed by the
GAR.
A copy of SF–424 is included as an attachment to the ISP application. SF–424 is also available
online at www.mentalhealth.samhsa.gov/cmhs/emergencyservices/progguide.asp. This document
is a PDF file and requires Adobe Acrobat Reader to open.
SF–424 is separated into numbered blocks requesting information critical in assuring an accurate
funding award.
●

Block 1 (Type of Submission): ISP applicants should check the box labeled “nonconstruction.”

●

Block 2 (Date Submitted): Enter actual date of submission. This must be no later than 14
days after the Presidential disaster declaration.

●

Block 3 (Date Received by State): Leave blank or enter the date the application is submitted
to the GAR. This block is not used by the Federal Government in the ISP application process.

●

Block 4 (Date Received by Federal Agency): Leave blank.

●

Block 5 (Applicant Information): This section should be completed with contact information
for the GAR, who is the legal applicant. Additional contact information should be provided for
the program director at the SMHA.

●

Block 6 (Employer Identification Number): The employer identification number is an Internal
Revenue Service number and should be obtained from the State’s fiscal management office.

●

Block 7 (Type of Applicant): The type of applicant is State (response “A”).

●

Block 8 (Type of Application): Applicants should check the box labeled “New.”

●

Block 9 (Name of Federal Agency): The Federal agency is the “Federal Emergency
Management Agency.”

●

Block 10 (Catalog of Federal Domestic Assistance Number): The Catalog of Federal
Domestic Assistance number for the ISP application is 97–032.

●

Block 11 (Descriptive Title of Applicant’s Project): This may be listed as “Immediate
Services Program—Crisis Counseling Program,” or if the State has already titled the project
(e.g., Project Recovery), that title may be used.

●

Block 12 (Areas Affected by Project): The ISP application must correspond with areas listed
in the Presidential declaration. (Generally, declarations specify counties as geographic units
included in the declaration, but they may specify parishes, municipalities, or other large
geographic area designations.) Applicants should list declared counties, parishes, or
municipalities to be served.

ISP Supplemental Instructions, Page 4 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

●

Block 13 (Proposed Project [Start Date and End Date]): The ISP is a 60-day program that
begins on the date of the disaster declaration (day 0). Day 1 is the day after the declaration.
Costs incurred to carry out services funded by the CCP may be reimbursed from the date of the
disaster through the date the ISP application is submitted. Note that separate budgets are
required for the projected program period and the reimbursable period leading up to the
submission of the ISP application. For example, if the President declares a disaster March 1,
the 60-day ISP program period will begin that day, which is day 0. The 60-day period will end
April 30. The proposed project dates on SF–424 would be March 15 as a start date and April
30 as an end date. The reimbursable budget would represent those costs incurred from the
date of declaration (or the date of the disaster, if prior to the declaration) through March 15.

●

Block 14 (Congressional Districts): List all congressional districts served by the project
(optional).

●

Block 15 (Estimated Funding): The amount of Federal assistance requested should be
provided in (a). In-kind contributions should be listed in (c) or (d). There should be no program
income. Estimates should be rounded to the nearest dollar.

●

Block 16 (Is application subject to review by State Executive Order 12372 Process?):
Disaster relief grants are exempt from this executive order. Applicants do not need to fill out
block 16.

●

Block 17 (Is the applicant delinquent on any Federal debt?): The State must answer this
question in consultation with its fiscal management offices.

●

Block 18 (Signature Block): The signature block must be completed by the GAR. No one else
may sign for the Governor. An SF–424 signed by the SMHA director or another employee of
the SMHA will be returned by FEMA and may delay processing of the application.

Contact Information
Complete the information for the application preparer, the person in the SMHA who will be the
point of contact for FEMA and the Center for Mental Health Services (CMHS) regarding the CCP (if
different from the preparer), and an alternate point of contact for the CCP.

*Is the application preparer the point of contact?

Yes

No

ISP Supplemental Instructions, Page 5 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Part I. Geographic Areas and Initial Needs Assessment
START: COPY AND PASTE SECTION FOR EACH DESIGNATED SERVICE AREA

The initial needs assessment provides the foundation for all grant program activities conducted under
the ISP. Because all services and staff proposed in the ISP must relate directly to the needs
assessment, it is very important that the State carefully complete this section. A CMHS Needs
Assessment Formula sheet must be completed for each area designated in the Presidential
declaration of disaster. CCP services are limited to the areas designated in the Presidential declaration.
A. CMHS Needs Assessment Formula—Estimated Crisis Counseling Needs

A CMHS Needs Assessment Formula sheet and the associated questions must be copied, pasted,
and completed for each designated area. Because the timeframe for developing an ISP application
is very limited, applicants must rely on the best information available during the initial aftermath of
the disaster. The most reliable data on disaster damage generally will come from the FEMA
preliminary damage assessment, which can be provided by the FEMA regional office responsible
for the disaster response.
Other important sources of information on crisis counseling needs may include the State
Emergency Management Agency; voluntary agencies, such as the American Red Cross; and
media sources. In addition, any crisis counselors and other human service workers deployed by
the SMHA or other public agencies in the immediate aftermath of a disaster may provide
information on crisis counseling needs.

ISP Supplemental Instructions, Page 6 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*Provide a brief narrative description of the disaster event and its impact on individuals and
communities.

The State’s response should summarize the type, scope, and impact of the disaster event to create
a frame of reference for the more specific questions that follow.

ISP Supplemental Instructions, Page 7 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*Identify the sources of data for the number of people identified in each loss category. If FEMA
preliminary damage assessment data has not been collected for this disaster, or was not used in
specifying the number of people for each category, please clearly identify the alternate sources of data
that were used (e.g., American Red Cross, State Emergency Management Agency, media reports).

The data source for each loss category in the CMHS Needs Assessment Formula sheet must be
identified. FEMA data, if available, are considered the most reliable source. Data sources for other
categories added should be discussed.
*Describe any special circumstances not captured in the CMHS Needs Assessment Formula that will
affect the need for crisis counseling services.

Special circumstances might include the type of disaster, a rapid onset of disaster with little warning,
a recent history of disaster in the designated regions, or whether the disaster was human caused.
*Specify any high-risk group or populations of special concern identified through State’s initial needs
assessment process (e.g., children, adolescents, older adults, ethnic and cultural groups, lower income
populations).

To complete an ISP application, States are required to conduct a comprehensive assessment of
need, including a detailed assessment of the needs of at-risk populations who may be especially
vulnerable to disaster effects or who may have unique needs. Children, adolescents, and older
adults may be affected most by disasters, but the State should identify what other at-risk groups
are affected by this specific disaster. Provide a brief rationale for including these additional at-risk
groups.
If “other” categories were added to the CMHS Needs Assessment Formula table, please describe the
rationale for including these loss categories and how the Traumatic Impact Risk Ratios were
determined.

The State may include other loss categories not listed in the CMHS Needs Assessment Formula.
For each other category listed, the State must provide a traumatic impact risk ratio and the
rationale for determining the ratio. The traumatic impact risk ratio assesses the likelihood of
individual and community adverse reactions to this disaster.
Note that “other” categories are not multiplied by household size multiplier, as the State is
expected to have reliable estimates of people in any “other” category they seek to add.
Additional comments, if any:
END: COPY AND PASTE SECTION FOR EACH DESIGNATED SERVICE AREA

ISP Supplemental Instructions, Page 8 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

B. Geographic Areas and Initial Needs Assessment

The information in the following table is gathered from the completed CMHS Needs Assessment
Formula sheets.

Additional comments, if any:

Part II. Response Activities from Date of Incident
This section of the application is an opportunity to demonstrate to FEMA and CMHS that the State
and local providers carried out a timely crisis counseling response to the disaster. To be
reimbursed for costs incurred from date of incident to date of application, the State must document
and describe the crisis counseling services that have been provided and justify the costs.
Expenses incurred in providing these services must be thoroughly documented in the budget and
budget narrative section at the end of the application. The State may seek reimbursement only for
crisis counseling-type services.
*Describe State and local crisis counseling activities from the date of the incident to the date of
application. Enter “none” if no activities have been conducted to date.

Describe the types of crisis counseling services provided; specify who provided the services, where
the services were provided, and the number of recipients. Displaying this information in a table
may be helpful.
Unless there are unusual situations related to crisis counseling services that the State wants to
convey to FEMA and CMHS in detail, this section should be concise. The description in this section
should be limited to crisis counseling services provided during this interim period by the State and
by service providers being proposed for inclusion in the ISP.
Explain the cause of any delays.

If there were delays in providing services following the disaster, and few or no crisis counseling
services can be reported, explain what caused the delay.

ISP Supplemental Instructions, Page 9 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*Explain any measures taken to ensure immediate services will be implemented.

Explain measures to be taken to ensure that the ISP will be implemented. This section is especially
important if there were any significant delays in providing crisis counseling services.
Additional comments, if any:

Part III. State and Local Resources and Capabilities
The CCP regulations require that the ISP application provide “a description of the State and local
resources and capabilities, and an explanation of why these resources cannot meet the need.” The
Federal Government is required to verify that the needs are beyond State and local resources and
capabilities before Federal funds may be awarded.
*Describe State and local mental health systems and the clients they serve. Explain why these
resources cannot meet the disaster-related mental health needs.

As State and local mental health systems differ, please explain clearly how the SMHA is structured
within the State system, as well as the types of clients served, eligibility requirements for clients,
and usual capacity to provide services (e.g., number of clients in the system). The ISP is a
supplemental grant, so a clear description of why these resources cannot meet the disaster-related
mental health needs is essential.
*Does the SMHA set aside funds for disaster programs? Explain how funds are set aside.

Self-explanatory.
*Are crisis counseling services beyond the SMHA’s and local providers’ scope of services?

Self-explanatory.
If the State has existing resources that can be used for disaster mental health services, describe these
resources (these resources should be outlined as in-kind contributions in the program plan).

Even if States do not have funding set aside for disaster services or crisis counseling, they may
have other resources that contribute in an in-kind capacity to the program. While there are no
specific matching requirements in the ISP, States are expected to offer in-kind resources in support
of the program. These resources should be summarized or identified here, as well as in
appropriate sections of the plan of services and budget.
Additional comments, if any:

ISP Supplemental Instructions, Page 10 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Part IV. Staffing and Plan of Services
Complete the following staffing summary table by taking information from the individual service
provider contact sheets (located in part IV.C.). State will need to complete separate sheets for the
State and for each proposed service provider.
*A. Staffing and Plan of Services—Summary

*Attach an organizational chart for this project.

The State must attach a comprehensive organizational chart that indicates the location of the
SMHA in the overall State system and breaks out the SMHA ISP staff, as well as each individual
provider. Clear lines of reporting from the provider to the State ISP leadership level should be
included. ISP positions listed must be consistent with those proposed in the staffing and plan of
services and those included in the budget.
*Describe the rationale for determining the number of FTEs for the program based on the total people
who would benefit from services.

The total number of people who would benefit from services is determined in the CMHS Needs
Assessment Formula. However, in order to identify the number of staff needed for the program, the
State must determine the subset of individuals that crisis counselors are expected to reach.
Additional information on staffing levels is available in Part IV.C.3. Service Providers: Staffing Plan.

ISP Supplemental Instructions, Page 11 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*Provide a brief description of the organizational and supervisory plan for the program.

Describe how the organizational structure of the ISP will promote effective State oversight and
support clear communication and staff supervision at both State and individual provider levels.
Additional comments, if any:

Selection of Service Providers
CCP service providers most often are community mental health agencies with a pre-existing
organizational relationship with the SMHA. However, because fiscal and administrative procedures
and service delivery in the CCP are substantially different from those in other State mental health
programs, specialized training and planning is crucial to ensure an effective ISP response. If service
providers have not been selected and trained prior to a disaster, the State will have to work closely
with service providers to familiarize them with the procedures and requirements of the program.
*B. Program Management

*Describe the State’s plan for administrative oversight of the entire program.

While local service providers typically conduct ISP services, the State is expected to maintain clear
oversight of program operations. The State will be the main contact for FEMA/CMHS, and will be
responsible for program reporting and sharing information from FEMA/CMHS with service providers.
Describe the mechanisms the State will use to maintain contact with service providers to share
program information and updates, provide training and direction regarding CCP procedures, and
gather information from providers for ongoing needs assessment and required reporting to
FEMA/CMHS. Describe how the State’s oversight will ensure a cohesive program identity for the ISP.
*Briefly describe the State’s plan for monitoring fiscal activity and fiscal accountability. Include financial
documentation procedures.

The State is ultimately responsible for the Federal funds received. Describe what mechanisms the
State will use to ensure that funds are properly used and accounted for at both the State and local
provider levels. While routine State financial documentation procedures should be highlighted here,
also include any specific mechanisms that will be put into place for the ISP.
*Briefly describe the State’s plan for quality control methods to assure appropriate services to disaster
survivors.

Describe how the State will ensure that high-quality services consistent with the CCP model are
delivered across providers.

ISP Supplemental Instructions, Page 12 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*

By checking the box, the State agrees to use the OMB-approved data collection tools and
conduct evaluation activities consistent with FEMA and CMHS guidelines.

There are specific required forms and procedures for data collection. These are detailed in the
previously referenced manual. Please review this document to ensure that the State is able to
comply with these requirements. Note that crisis counselors are required to use three of the six
reporting forms during the ISP phase. In addition to required forms, CCP data are used in national
evaluation. Regular submission of databases is required as part of program reporting.
Describe and justify any additional process or program evaluation that may be conducted during the
ISP.

States may opt to conduct additional evaluation during the ISP. Such evaluation should be
consistent with FEMA and CMHS guidelines. Describe and justify any additional evaluation here,
including any associated costs or in-kind contributions to the program.
If an evaluation consultant will be used for other evaluation activities, explain why this consultant was
selected and attach a résumé to the application.

If a consultant (rather than evaluation coordinator staff included in direct personnel charges) will be
used for evaluation, justify selection of this consultant here and attach a résumé to the application.
*Will the State be providing, in addition to oversight, direct crisis counseling services to survivors?
Yes
No
If yes, the State must complete part IV.C.1–4, detailing information concerning the direct services to be
provided.

Some States choose to use direct State personnel, either funded through the ISP or in-kind, to
carry out only administrative services such as oversight, fiscal management, training, or
educational materials development. If the State personnel will be providing only these types of
services, then check “No”; however, if any direct State employees will be providing crisis
counseling services to survivors, then the State must complete the service provider information
sheets (part IV.C.1–4) for itself. In this case, the State is essentially treated as a service provider,
while maintaining its oversight and administrative responsibilities.
Additional comments, if any:

ISP Supplemental Instructions, Page 13 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*C. Service Providers

*1. Contact Information

*2. Service Providers: Estimated Service Targets

ISP Supplemental Instructions, Page 14 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*3. Service Providers: Staffing Plan

Completing the Staffing Plan
The staffing plan must be based on the estimated provider service targets. In other words, the
number of staff that each provider hires is based on the number of people to be served.
Step 1: The State must determine the percentage of total people who would benefit from services
and whom it expects to reach with primary CCP services. The State must then develop a ratio of
direct-service staff to number of people targeted for primary services. Direct-service staff are
defined as crisis counselors, team leaders, community liaisons, and resource linkage coordinators.
These calculations may vary by region, with justification. Experience with past CCPs, consultation
with the National Center for Posttraumatic Stress Disorder, and data from the Retrospective 5-Year
Evaluation of the Crisis Counseling Program indicate that typical programs (of 2,500 survivors to
be served) see between 60 and 80 percent of the individuals identified through the CMHS Needs
Assessment Formula process. Furthermore, typical programs have had approximately one directservice staff person to every 300 individuals served with primary services.
Using the above figures as a guideline, if 3,000 individuals were identified as benefiting from
services and the State expects to see 70 percent of those identified, then 2,100 people would be
targeted for services. The number of people targeted for services (2,100) divided by 300 equals 7
direct service staff for the ISP (i.e., [3,000 x .70]/300=7).
Note that these figures are general guidelines only. The State is strongly advised to consult with its
FEMA and CMHS project officers to identify an appropriate ratio, or ratios, based on the size and
scope of the disaster, the types of needs caused by the disaster, the at-risk groups affected, and
the geographic and demographic regions to be served. For example, with smaller disasters in
which the survivors are known and more readily accessible, one may expect to see more than 80
percent of people who could benefit from services. With larger disasters, or disasters in which the
survivors are dispersed or difficult to reach, one may see fewer than 60 percent of people who
could benefit from services. The State is responsible for presenting a rationale for its calculations.
Step 2: The second step in the process is to determine the ratio of team leaders to crisis
counselors. Team leaders typically supervise between four and eight crisis counselors. Team
leaders are within the total FTE available for direct service staff. For example, if 7 FTE of direct
service staff are identified for the CCP, then the applicant might choose to have 1 FTE team leader
supervise the remaining 6 FTE crisis counselors (for a ratio of 1 team leader to 6 crisis counselors).
Step 3: The third step is to determine the FTE amount of nondirect-service staff (e.g., managerial,
administrative, evaluation, and fiscal staff) appropriate for the provider. The CCP is a basic
supportive program that emphasizes face-to-face contact with survivors and at-risk individuals.
Therefore, CCP grant funded nondirect-service staff should not exceed 15 to 20 percent of the total
grant-funded FTE workforce. Some applicants may opt to allocate in-kind personnel resources to
support nondirect-service functions. Larger providers may have a need for a provider project
manager, fiscal coordinator, or administrative assistants; however, smaller providers may not have
a need for these roles, as team leaders can devote part of their time to performing these functions.
The role of State CCP program manager/director and evaluation coordinator is reserved for the
SMHA level. Nondirect-service staff are calculated in addition to the direct service FTE.
For example, an applicant proposes to hire 7 direct-service FTE and 1.5 nondirect-service FTE.
The total grant-funded workforce is 8.5 FTE (7+1.5=8.5). The nondirect-service FTE comprise 17.6
percent of the total workforce (1.5 is 17.6 percent of 8.5). As the nondirect-service FTE is under the
20 percent limit, it could be approved if the applicant includes appropriate written justification.

ISP Supplemental Instructions, Page 15 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

The staffing plan table that follows must be copied, pasted, and completed for the State and for
each service provider.

*Provide a brief job description (one paragraph) for each staff position included in the program.
Sample job descriptions for typical positions are available in the ISP Supplemental Instructions
and may be modified and inserted here.

Sample job descriptions are provided below. The State may modify these, as needed. CCPs
typically use a mix of mental health professionals (often in team leader roles) and trained
paraprofessional staff (often in crisis counselor roles). If professional staff are used as crisis
counselors, they should be paid at the State’s customary rates for a similar paraprofessional
position. Paraprofessional staff with experience in disaster mental health or crisis counseling may
also serve as team leaders.
TYPICAL CCP POSITIONS AND JOB DESCRIPTIONS
State CCP Program Manager/Director
● Acts as lead coordinator for State crisis counseling response and is main point of contact for FEMA.
● Oversees staffing, training, reporting, and fiscal monitoring.
● Works with other disaster service agencies to ensure nonduplication of services.
● Conducts regular site visits to providers and accompanies crisis counselors as an observer to ensure
appropriate services are delivered.
● In some cases, often with smaller CCPs, may be the State Disaster Mental Health Coordinator, i.e.,
the individual identified by the SMHA as responsible for State disaster mental health preparedness
and response.
Team Leader
● Leads a team of crisis counselors in the field.
● Is usually an experienced disaster mental health worker or mental health professional who
supervises paraprofessional or less experienced crisis counselors.
● May help to assess people who require traditional mental health or substance abuse treatment.
● Depending on the size and scope of the disaster, providers may have more than one leader on staff.

ISP Supplemental Instructions, Page 16 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Crisis Counselor
● Works with individuals, families, and groups to provide outreach, basic support, individual and group
crisis counseling, public education and referral.
● Is synonymous with term “outreach worker.”
Administrative Assistance/Data Entry Clerk
● Provides a full range of administrative support to the CCP and enters evaluation data.
Consultant/Trainer
● Hired by the CCP to train program staff or provide consultation to program leadership.
● Should be experienced in the CCP model.
● Must be approved by FEMA and CMHS to conduct the trainings specified by the State.
Evaluation Coordinator
● Implements and oversees the CCP evaluation plan.
● Collects and analyzes data, collects provider and participant surveys, supervises data entry clerks,
reports data to FEMA and CMHS, and provides data analysis and feedback to State and provider
leadership staff to improve program services.
Fiscal Coordinator
● Tracks and monitors funds, reviews and submits requests for program budget modifications to FEMA
and CMHS, and prepares fiscal reports.
● Works closely with CCP leadership staff to ensure that funds are accessible to providers and are
being appropriately used for crisis counseling services.
ADDITIONAL POSITIONS ENCOUNTERED IN THE CCP
Provider Project Manager
● Often found in larger provider components.
● Acts as lead coordinator for the crisis counseling response at the provider agency and is main point
of contact for the State CCP program manager/director.
● Oversees staffing, training, reporting, and fiscal monitoring for the provider.
● Sometimes serves as a team leader.
Community Liaison
● Facilitates entry on behalf of CCP into local communities and works with community organizations.
● May serve as a cultural broker and as liaison between the CCP and a cultural group.
Media Liaison
● Develops public information press releases.
● Coordinates media events.
● Develops informational and educational literature consistent with CCP programming and services.
Resource Linkage Coordinator
● Provides intensive resource linkage for survivors struggling to access disaster relief assistance.
● Networks with community resources to identify referral mechanisms.
● Provides training to crisis counselors and other service providers regarding referral resources and
mechanisms.

*4. Service Providers: CCP Services Provided

The CCP funds services listed in the following table. A description of the services is included on
page 20. Note that individuals may be targeted to receive both primary and secondary services.
In the following section, providers should check the services they intend to provide during the ISP.
It is common for providers to check all primary services listed. The State is encouraged to tailor
these services to meet special needs of survivors and at-risk populations, but they must stay within
the outlined parameters. Note that the CCP does not support critical incident stress debriefing or
management, traditional mental health or substance abuse treatment, medications, and hospitalization.
ISP Supplemental Instructions, Page 17 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*Where and how will staff be deployed to provide identified types of services?

CCP staff are typically deployed in teams, with a team leader available to coordinate deployment
and provide guidance if severe reactions are encountered. The CCP is an outreach-oriented
program. Most services should take place in the community rather than in the provider’s office.
*What strategies are in place for targeting those identified as in need of services? Include any special
population groups that are identified in the needs assessment.

The State is encouraged to select providers indigenous to the communities they will serve.
Providers should describe how they will target both directly affected survivors and members of
special (at-risk) populations in their community. The State should ensure that any targeted at-risk
populations are also identified in the needs assessment section.
*Describe the staff support mechanisms that will be available.

By its very nature, crisis counseling entails stress risks to staff. Providers should demonstrate how
they will support their staff (e.g., careful supervision, reasonable workload, and opportunities for
stress management activities).
Additional comments, if any:
END: COPY AND PASTE SECTION FOR EACH SERVICE PROVIDER

ISP Supplemental Instructions, Page 18 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

PRIMARY CCP SERVICES
Brief Educational or Supportive Contact
● Is less than 15 minutes in duration.
● Provides basic educational or emotional support to individuals or groups.
Individual Crisis Counseling
● Is greater than 15 minutes in duration.
● Helps disaster survivors understand their situation and reactions, review their options, and connect
with other individuals and agencies that may assist them.
● Includes working with the family as a unit.
● Staff are active listeners who provide emotional support.
Group Crisis Counseling
● Provides group members with emotional support and helps them to understand their situation and
reactions and to review their options.
● Assists group members with referral to other services and provides them with skills to cope with their
situation and reactions.
● Group members do most of the talking.
Public Education
● Provides general educational information to survivors on disaster services available and key
concepts of disaster mental health.
● Common activities include public speaking at community forums, in-service group meetings, and
local government meetings.
● Crisis counselor does most of the talking.
Assessment, Referral, and Resource Linkage
● Assessment determines the need for referral to additional services, such as disaster relief or
traditional mental heath or substance abuse treatment.
● Referral directs survivors to formal mental health or substance abuse treatment if they are
experiencing severe reactions.
● Referral may also direct survivors to other disaster relief resources that meet a wide range of
physical, structural, or economic needs.
● Resource linkage connects disaster survivors with health and behavioral health services, disaster
recovery resources, and tangible goods.
Community Networking and Support
● Networking allows for stronger community coalitions to promote recovery and access to services.
● Crisis counselors may be available at community events to provide a compassionate presence and
crisis counseling services.
SECONDARY CCP SERVICES
Distribution of Educational Materials
● Typically includes flyers, brochures, tip sheets, guidance documents, or Web site content.
● Includes topics such as basic disaster information, key concepts of disaster mental health, disaster
reactions and coping skills, and individual or community recovery or resilience.
● Should include materials that address the needs of at-risk populations and are available in multiple
languages.
Media and Public Service Announcements
● Refers to activities and public messaging conducted in partnership with media, State and local
governments, charitable organizations, or other community brokers of information.
● Activities and messaging are designed to reach a large number of people in order to promote access
to CCP services or to provide basic information concerning disaster, key concepts of disaster mental
health, disaster reactions and coping skills, and individual or community recovery and resilience.
● Venues for this messaging are varied and might include media interviews with CCP spokespeople,
television or radio public service announcements, use of Web sites or e-mail, or advertising.

ISP Supplemental Instructions, Page 19 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

D. Consultants (Excluding Trainers)

Consultants are individuals who have extensive experience in the CCP and who provide guidance
to State and service provider leadership staff regarding program administration, services, fiscal
management, or evaluation. Consultants are distinct from trainers, who train crisis counselors and
team leaders to carry out CCP services or address special issues related to the disaster or at-risk
populations. Consultants must be approved by FEMA and CMHS to be funded. As a basic supportive
program, the CCP does not fund professional mental health consultation on individual cases.

Additional comments, if any:
Consultant Information

*E. Training

Trainers teach crisis counselors and team leaders to carry out CCP services or address special
issues related to the disaster or at-risk populations. Trainers providing the required CCP trainings
must have extensive experience in the CCP. All trainers must be approved by FEMA and CMHS to
be funded. Trainers are distinct from consultants, who are individuals with extensive experience in
the CCP and provide guidance to State and service provider leadership staff regarding program
administration, services, fiscal management, or evaluation.

ISP Supplemental Instructions, Page 20 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Attach résumés for any proposed trainers who have not been FEMA/CMHS approved.

Recommendations for approved FEMA/CMHS trainers are available via SAMHSA DTAC. If the
State chooses to use trainers who have not been prequalified by FEMA/CMHS, they must attach
résumés of these individuals in order to seek approval.
Describe and justify other trainings to be offered.

It is acceptable to provide training on special issues related to the disaster or at-risk populations. A
justification for each training must be provided.
Additional comments, if any:
*F. Facilities
*Explain whether office space is being provided as an in-kind contribution to the project by the State or
service providers.

The CCP provides most services in the communities where survivors live or work. However,
reasonable office space for program administrative operations is necessary. Specify whether this
space will be available as an in-kind contribution.
If space will be leased for the CCP, explain why this is necessary.

If the space is not available as an in-kind contribution to the CCP, carefully justify why funding is
necessary; include the type, intended use, and cost of the space.
Additional comments, if any:

ISP Supplemental Instructions, Page 21 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Part V. Budget
The final element of the ISP application required by the CCP regulations is the budget. CCP
regulations require “a detailed budget, showing the cost of proposed services separately from the
cost of reimbursement for any eligible services provided prior to application.” Note that the budget
for proposed services must be separate from reimbursement (interim) costs and must be detailed.
Technical Assistance
Before completing the budget, applicants should do the following:
●

Review the table titled “Instructions for the Budget Narrative” included at the end of these
supplemental instructions.

●

Review the Crisis Counseling Assistance and Training Program Guidance for a more indepth
discussion of budgeting.

●

Contact their FEMA or CMHS project officer for technical assistance.

In-Kind Resources
While there are no requirements for State or local governments matching CCP fund requirements,
regulations require the “identification of the resources the State and local governments will commit
to both services and training.” States have provided in-kind resources such as personnel; overhead
or administrative costs (e.g., office and meeting space, utilities, equipment—computers, printers,
mobile phones); transportation; advertising; and public service announcements. Communities or
groups (e.g., voluntary organizations active in disaster, local faith-based organizations) may donate
in-kind resources as well (e.g., meals, refreshments for program-related meetings or support
groups, toys, meeting space, recreational items).
Indirect Costs
As a supplemental program, the CCP does not fund a line-item category for indirect costs. All
charges must be direct.
Budgeting
An accurate budget allows for successful implementation, management, and operation of program
services and activities. CCP funds can be used to provide services for survivors and at-risk
populations identified in the needs assessment. The needs assessment identifies who should be
served; the plan of services, how they will be served; and the budget, how the services will be
funded. These three elements should be related to provide a clear picture of how CCP funding will
be used. Anything included in the plan of services must also appear in the line-item budget.
Anything included in the line-item budget must also appear in the plan of services.
The ISP application requires several specific budget formats:
●

Individual provider budgets.

●

State budget.

●

Estimated funding section on the main SF–424.

●

SF–424a (serves as a total budget for the program).

ISP Supplemental Instructions, Page 22 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

The individual provider, State, and SF–424a budgets must have consistent line-item rates and
costs. As the SMHA oversees the development of the application, it should work closely with
providers to assist them in developing consistent individual provider budgets. The budgets must be
in accordance with CCP expectations, part of a cohesive program, and reflective of the needs
identified in each provider’s service area. The SMHA must ensure that all fundable expenses
detailed in the plan of services are included in the budget (e.g., FTE staff, supplies, and
consultants/trainers).
The process for completing the budgets is as follows:
1. The individual provider line-item figures must be totaled and rolled into the State budget. Those
States that contract with service providers must roll individual service provider budgets into the
contractual line of the State budget. Those States that do not contract with service providers
must reflect all costs by line item in the State budget.
2. The State budget is then entered in SF–424a.
3. The SF–424a lines should then be collapsed further and included in the estimated funding
section on the main SF–424.

ISP Supplemental Instructions, Page 23 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

*A. State Budget

In the following table, include a detailed line-item narrative justifying costs. Please review the
detailed guidance on the budget narrative included in the ISP Supplemental Instructions and the
Crisis Counseling Assistance and Training Program Guidance.
State Budget Narrative
A detailed line-item narrative is critical for budget review and approval. Every line in the budget
must have a detailed narrative. There are specific requirements for what to include in the narrative.
These are detailed in the table titled “Instructions for the Budget Narrative” at the end of this
document.

ISP Supplemental Instructions, Page 24 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

ISP Supplemental Instructions, Page 25 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

START: COPY AND PASTE SECTION FOR EACH SERVICE PROVIDER
*B. Individual Provider Budgets
Complete and Individual Service Provider Budget for each service provider.

ISP Supplemental Instructions, Page 26 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

Provider Budget Narrative
A detailed line-item narrative is critical for budget review and approval. Every line item in the
budget must have a detailed narrative. There are specific requirements for what to include in the
narrative. These are detailed in the table titled “Instructions for the Budget Narrative” at the end of
this document.

ISP Supplemental Instructions, Page 27 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

ISP Supplemental Instructions, Page 28 of 30

Note: Content from the actual ISP application is in shaded boxes. An * indicates a mandatory field.

END: COPY AND PASTE SECTION FOR EACH SERVICE PROVIDER

ISP Supplemental Instructions, Page 29 of 30

Budget
Category
Salaries and
Wages

Fringe Benefits

Travel

Equipment

INSTRUCTIONS FOR THE BUDGET NARRATIVE
Key Points for Each Line Item
❏
❏
❏

Within the budget narrative table, list each position type and all relevant details, including the corresponding number of FTEs,
hours, weeks, rates of pay, and total cost.
Indicate how rates of pay were determined. List sources used to make such determinations (e.g., U.S. Department of Labor).
If rates differ from usual and customary rates for comparable positions in the local area, justify why pay rates differ.

❏
❏
❏
❏

Provide the rate of fringe for each provider.
Indicate whether the fringe benefits are based on usual and customary rates in the local area.
If the fringe rates are not comparable to the usual and customary rates for the local area, describe why the fringe rates differ.
List individual items that constitute the fringe benefits package.

❏
❏
❏

Provide the following list of travel expenses for program staff: number of estimated miles per week, number of weeks, and
established State mileage rate.
Provide details on in-State airfare costs, lodging, and per diem rates.
Consultant or trainer travel costs must be included in the consultants/trainers category.

❏
❏

Itemize equipment and provide justification of equipment costs.
Expenses less than $5,000 (e.g., mobile phones or computers) must be included in the supplies category.

Note: This line is reserved for individual equipment purchases exceeding $5,000.
Supplies

Consultants/
Trainers

❏
❏

Itemize all supplies not normally stocked in a typical business office or covered by the negotiated indirect rate agreement
(e.g., mobile phones, computers, pagers).
Include a justification for each item.

❏
❏
❏

Itemize all consultant and trainer costs by identifying person, role, daily rate, and number of days.
Identify the type of consultation or training that the individuals are providing.
Provide a breakdown of transportation, lodging, and per diem rates (some travel costs may need to be estimated).

Note: Ensure all compensation complies with FEMA policy and established rates of pay.
Media/Public
Information

Other

❏

Provide a breakdown of expenses for pamphlets, flyers, educational materials, advertising expenses for staff recruitment, and
educational media and public information efforts.

Note: The State is encouraged to seek donated or matching media and marketing activities.
❏

List all other costs, and provide justification for these costs.

Note: Ensure all other costs are directly supported within the plan of services.

Note: As a supplemental program, the CCP does not fund a line-item category for indirect costs. All charges must be direct.

ISP Supplemental Instructions, Page 30 of 30