ISP

Day 0: Presidential Declaration of Disaster

• Review the main ISP documents. These include the ISP Application [MS Word 1011kb], Standard Form 424* [MS Word 474kb], Standard Form 424a [MS Word 160kb], ISP Supplemental Instructions [PDF 165kb], CCP Guidance [PDF 1013kb], and CCP Quarterly and Final Report Format [MS Word 67kb].
• Communicate with State Mental Health Authority (SMHA) leadership, the Governor's Authorized Representative (GAR) or designee, and State fiscal staff to determine if an ISP application will be submitted. The GAR usually is located within the State Emergency Management Agency (SEMA). Ensure that leadership staff understand the basic programmatic, regulatory, and fiscal requirements of the CCP, as well as the SMHA staff time that will be needed to administer the program.
• Contact your designated FEMA Regional Individual Assistance Coordinator or Disaster Field Office to request Preliminary Damage Assessment information. This will be needed to complete the needs assessment section of the ISP application. Supplement this with information obtained from local contacts, media reports, or other disaster response organizations such as the American Red Cross. FEMA registrant data, as they become available, may also be used to inform the needs assessment.
• Communicate with your SAMHSA CMHS Project Officer. Typically, your SAMHSA CMHS Project Officer will contact the State Disaster Mental Health Coordinator to do the following:
  • Verify receipt of application and technical assistance materials.
  • Determine if the State intends to apply for an ISP.
  • Offer technical assistance on the application process, scope, and limits of the program.
  • Reinforce application protocols and explain the roles of FEMA, SEMA, SAMHSA CMHS, and SAMHSA DTAC.

*This fillable PDF requires Adobe PDF Reader.

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Days 2–9: Write ISP Application, and Continue Initial Disaster Response Activities

• With SMHA leadership, identify the team that will write the ISP application. Ensure the team has enough time to complete the task by identifying additional staff to take on other essential duties, if necessary. Identify the team leader responsible for managing the application process. It is essential that a fiscal staff person be a member of the team, as fiscal mechanisms will need to be quickly established to process ISP funds.
• Develop an ISP application that meets FEMA and SAMHSA requirements within the 14-day timeframe. An actual meeting of team members may not be possible or necessary at this time. ISP application development is a process that goes on for several days. Communication among team members regarding their responsibilities for developing the application should be managed by the team leader. The activities listed below are not necessarily sequential steps, but they are important and must be completed within the 14-day timeframe.
  • Create a timeline for the application writing process and assign responsibilities to team members to ensure that the ISP application will be completed within the 14-day timeframe.
  • Ensure that the timeline accommodates completing standard grant forms and obtaining signatures of the GAR and SMHA leadership staff.
  • Conduct needs assessment evaluating the disaster situation, State and local resources and capabilities, and response activities to date.
  • Use the available ISP documents. These include the ISP Application, ISP Supplemental Instructions, CCP Quarterly and Final Report Format, CCP Guidance, and required data collection forms.
  • Identify potential providers; determine how the program will be staffed; and decide how staff will be hired in a timely manner.
  • Develop a plan of services including a staffing plan, training, and budget.
  • Provide an orientation to the participating local providers on the scope and purview of the CCP model outlining allowable versus nonallowable services and costs.
  • Determine how and where program staff will receive required 2-day CCP Core Content Training. Contact the SAMHSA CMHS Project Officer or SAMHSA DTAC for technical assistance support for recommended qualified instructors.
  • Ensure that State fiscal mechanisms will be in place to process FEMA funds so that service providers will be able to efficiently access funding.
  • As needed, contact the SAMHSA CMHS Project Officer and SAMHSA DTAC for TA.
• Continue to carry out initial disaster behavioral heath response and crisis counseling activities according to your organization's all-hazards disaster plan and the needs of the disaster event. Document all response efforts.

Day 10: Draft Application Due (optional)

• Submit a draft ISP application. The SMHA may opt to submit a draft ISP application to the SAMHSA CMHS Project Officer for review. Submission of a draft application can help to identify issues early, identify the appropriate size of the program, and avoid formal conditions being placed on the ISP grant award. The SMHA must inform the SAMHSA CMHS Project Officer that it intends to submit a draft as early as possible, so that Federal staff can ensure adequate time is scheduled for review.

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Day 13: Revision of Draft Application (optional)

• Incorporate SAMHSA CMHS Project Officer feedback into a final draft for formal submission. If the State submits a draft ISP application to the SAMHSA CMHS Project Officer for review, the Project Officer will return written or verbal comments within 24 hours of receipt of the draft.

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Day 14: Final Application Due

• Submit the original, signed, final ISP application to the FEMA Regional Office. Send an electronic and a hardcopy version of the application to the SAMHSA CMHS Project Officer.

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Days 15–60: Program Implementation and Service Delivery

• Address any grant conditions in writing according to the due date indicated in the award conditions letter. FEMA and SAMSHA CMHS make every effort to review ISP applications as quickly as possible. Following review, the ISP grant may be awarded as written (without conditions), awarded with conditions attached, or denied.
• Conduct a Core Content Training. The Core Content Training is necessary to ensure that staff understand the CCP model, are competent with crisis counseling interventions, are able to identify severe reactions to disaster and refer people appropriately, and are able to collect program data.
• Formalize State fiscal mechanisms to process ISP funds. Execute contractual agreements with service providers. Ensure that mechanisms used have the capacity to address ISP continuation funding, which often occurs following day 60 of the ISP up to the award of the RSP grant (should the State choose to apply for an RSP).
• Establish clear program branding to ensure that disaster survivors and impacted people can access services. A program name and logo, outreach or psycho-educational materials, and use of media or hotlines are typical mechanisms for program branding and promulgation.
• Implement the plan of services described in the ISP application, and conduct crisis counseling.
• Collect and analyze program data. Using the required CCP data collection tools, collect data and use the information to target outreach and service delivery, as well as determine and justify the need for an RSP.

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Day 25–40: Determine if RSP Application Will Be Submitted

• Review the main RSP documents. These include the RSP Application [MS Word 1083kb], RSP Supplemental Instructions [PDF 187kb], CCP Guidance [PDF 1013kb], CCP Quarterly and Final Report Format [MS Word 67kb], Standard Form 424 Request for Federal Assistance (SF-424) [MS Word 472kb], Standard Form 424A Budget Information: Non-Construction Programs (SF-424A) [MS Word 160kb],  HHS Checklist [MS Word 290kb], Disclosure of Lobbying Activities SF-LLL [MS Word 161kb] and the Project/Performance Location(s) [MS Word 123kb].
• Within this time period, meet with SMHA leadership to review ongoing needs assessment data, and determine if an RSP application will be submitted. Ensure that leadership staff understand the basic programmatic, regulatory, and fiscal requirements of the RSP; how it differs from the ISP; and the SMHA staff time that will be needed to administer the program. Be aware that ISP and RSP funds are separate grant awards; therefore, ISP funding does not "roll over" into the RSP grant.

Day 40: Confirm Intent to Submit RSP Application

• Inform the SAMHSA CMHS Project Officer and the FEMA Regional Contact of the State's intent to submit an RSP application.

Day 40–59: Write RSP Application

• Write the RSP application. Put together a team to write the RSP application. Identify a team leader, and assign tasks to team members. The RSP application is similar in format to the ISP application, but the State is expected to develop a more thorough response appropriate for the longer (9-month) program. Grant reviewers will expect a more detailed needs assessment based on current information on and selection of service providers, and targeting of services related to the identified need. As a separate grant, the RSP application must justify services for the 9-month program and should not be viewed as just a continuation of the ISP. Technical assistance is available from your SAMHSA CMHS Project Officer and SAMHSA DTAC.
  
  Please note that the ISP Midprogram Report is contained within the RSP application. By completing the RSP application, you also will be meeting the requirement for the ISP Midprogram Report. A State is required to submit an ISP Midprogram Report only if it is applying for an RSP. Additionally, the State is required to submit two copies of the program data on CD-ROMs to SAMSHA CMHS.

RSP Application Without an ISP
Typically, a State applying for an RSP grant has also had an ISP in response to the disaster. In the case that a State is seeking an RSP without having had an ISP, the State must take particular care completing the needs assessment and response activities from date of incident sections of the RSP application. The State will be expected to provide a detailed justification of need for RSP services.

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Day 45: Letter for ISP Extension Due

• Submit an ISP extension request letter to the FEMA Regional Contact, with a copy to the SAMHSA CMHS Project Officer. If the State is submitting an RSP application, it will need an extension of the ISP is needed in order to continue services until the time that the RSP application is reviewed, approved, and awarded. The State may request a no-cost or a funded extension. Contact the SAMHSA CMHS Project Officer for specific requirements.
• Ensure State fiscal and contracting mechanisms will enable funds to continue to be disbursed to providers throughout the ISP extension period. The FEMA Region will provide the State with an approval letter of the extension request. If the State has any concerns regarding its inability to continue with uninterrupted services, staff should notify SAMHSA CMHS and the FEMA Region immediately.

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Day 60: RSP Application Due

• Submit the original, signed, final RSP application to the FEMA Regional Office. Send an electronic and a hardcopy version of the application to the SAMHSA CMHS Project Officer.

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