Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 1

Guidance for Mobile Application Use in the Crisis Counseling

Assistance and Training Program

Updated September 2017

Introduction

The Crisis Counseling Assistance and Training Program (CCP) is a federally funded program administrated

by the U.S. Department of Homeland Security Federal Emergency Management Agency (FEMA). Section

416 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act authorizes FEMA to fund

mental health assistance and training activities in areas that have been presidentially declared a

disaster. 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, and developing coping

strategies; providing survivors with emotional support; and encouraging linkages with other individuals

and agencies that help survivors in their recovery process.

The information presented in this guidance document should be used in conjunction with the following:

 CCP guidance

 Immediate Services Program (ISP) and Regular Services Program (RSP) applications and

application supplemental instructions

 44 Code of Federal Regulations (CFR) §206.171

 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal

Awards from the Office of Management and Budget: Subparts A–F Appendix III (Supercircular) (2

CFR Chapter I and Chapter II, Part 200, Subparts A–D)

Mobile Application Overview

The mobile application for CCP data collection is designed to enhance and streamline the process of

data entry and reduce the lag time between data collection and its availability to CCP staff and federal

partners. The mobile application reduces work time and effort for crisis counselors by providing a more

accessible and reliable option for data collection when using the Individual/Family Encounter Log form,

Group Encounter form, Weekly Tally log, and Adult or Child/Youth Assessment and Referral Tools.

Programs opting to use the mobile application have access to real-time feedback on their program’s

progress and accomplishments. The data collected using the mobile application and the paper-based

format should be used to identify trends and community need, which can assist in planning the direction

of outreach activities.

The mobile application is intended for use by crisis counselors and outreach workers in post-disaster

CCP grant sites with access being restricted to those individuals with authorized accounts in the CCP

Online Data Collection and Evaluation System (ODCES). The mobile application can work with all mobile

devices. The device must have access to the Internet, either through Wi-Fi or cellular data, in order to
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 2

download the application. The device must also be able to access the Internet on a regular basis to

enable data upload through the mobile application to the ODCES.

Use of the mobile app during an encounter will require crisis counselors to explain what data are being 

collected and for what reason. Users can explain to the survivors that the data are anonymous—no 

names, addresses, or personally identifiable information are collected. Showing the data collection app 

to the survivor can also be useful. To maintain engagement with a survivor, one person should work to 

complete the form while the other engages with the encounter participant. Completed forms should be 

uploaded once the counselor who completed the form has access to an Internet connection—either 

immediately or by the end of the day.

Determining Whether To Use the Mobile Application in Your CCP

States, U.S. territories, and federally recognized tribes should consider many factors when determining

whether their CCP should use the mobile application. These factors can potentially impact program

staffing plans as well as other areas of the ISP and RSP application budget.

Technology Needs

The mobile application requires access to the ODCES for data entry and reporting. It also requires

program-provided mobile devices or coverage of service for personal devices in the field. Devices must

have access to Wi-Fi or a cellular service plan. It should be noted that some state, territory, tribal, or

provider information technology (IT) security policies may not allow users to download and install

applications on program-funded devices. Grant applicants should familiarize themselves with these

policies to determine whether to provide reimbursement for personal devices or supply devices to

program staff. Programs using the paper-based format require access to the ODCES on a desktop

computer or laptop for data entry and reporting; however, they do not require mobile devices for data

collection purposes.

Staffing Needs

Use of the mobile application affects the staffing plan. Programs using the mobile application are

required to provide the following:

· IT support at the provider and/or state/territory/tribal level to address any technology issues

that arise in using the mobile application. This support can be provided in kind or via grant

funding. Support may be needed in all phases of the program (for example, staff may need

assistance in downloading the mobile application, logging in for the first time, uploading forms

via the mobile application, or posting resources on the state/territory/tribe resource page

within the application).

· A data/evaluation specialist at the state/territory/tribal level to help providers understand the

data, enter limited numbers of Assessment and Referral Tool paper forms, provide training and

support, and assist with reporting. In small programs, a data/evaluation specialist may not be

needed if existing team leaders or program staff have the ability to enter limited numbers of

Assessment and Referral Tool forms.

Programs opting for paper-based forms typically require data entry assistant staff at the

state/territory/tribe or provider level. Large programs may require both a data entry assistant and a

data/evaluation specialist. The paper-based format does not require any additional IT support

personnel.
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 3

User Access and Management

The mobile application allows state-, territory-, and tribal-level staff to manage user access to the

mobile application and the ODCES. In order to gain access to the system, all program staff are required

to have an email address (personal or provided by the program) and maintain a secure password. The

paper-based format requires that the SAMHSA Disaster Technical Assistance Center (DTAC) manage user

access and establish accounts for only those people designated by the state, territory, or tribe as

responsible for data or program reporting.

Timeliness of Reports

One of the benefits of using the mobile application is real-time data feedback for staff at all levels.

Programs using paper forms may experience a delay in data feedback in the online system due to the

time it takes a data entry assistant to enter data manually from the completed forms.

Data Entry Responsibility

Use of the mobile application allows crisis counselors to enter form data and upload their forms into the

online system. In programs using paper forms, a data entry assistant at either the provider or

state/territory/tribal level will be responsible for data entry in the online system. Programs using a

combination of formats will be required to employ a data/evaluation specialist or a data entry assistant

to enter data from the paper forms.

Data Quality Assurance Responsibility

Program data should be a key component in guiding program planning. Therefore, the accuracy of the

data is essential. In both systems, all team members are responsible for collecting accurate data, and

team leaders will review and approve all forms regardless of the format.

Training Requirements

The following trainings are required for the mobile application format.

 CCP Online Data Forms Training for Crisis Counselors: Mobile Data Collection App Training

 Online database training for state/territory/tribe and provider staff who will be responsible for

review and approval of forms

 Review of the CCP mobile app training video

The following trainings are required for programs using paper forms.

 CCP Online Data Forms Training for Crisis Counselors: Basic Forms Training

 CCP Online Data Forms Training for Crisis Counselors: Assessment and Referral Tool training

 Online database training for data entry assistant and/or data/evaluation specialist

Forms/Tools Format

Both systems will require the same forms and tools; however, programs using the mobile application

will have the option to use electronic versions of the first five forms/tools listed below.

 Individual/Family Crisis Counseling Services Encounter Log

 Group Encounter Log

 Weekly Tally Sheet

 Adult Assessment and Referral Tool

 Child/Youth Assessment and Referral Tool

 Participant Feedback Survey (electronic or paper)

 Service Provider Feedback Survey (electronic)
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 4

Budget Considerations

Programs opting to use the mobile application will need to consider the additional supplies and support

needed when completing the ISP and RSP applications. Funding for mobile devices with data plans or

Internet access will be required, as well as IT support for team members using the mobile application.

The following are line items that will affect the CCP budget and should be requested as part of the ISP or

RSP application.

 IT support specialist at the state/territory/tribal and/or provider level depending on the size and

structure of the program. This will typically be provided in kind.

 Data and reporting staff. The number of positions and type of data staff (data entry assistant or

data/evaluation specialist) should relate to the size of the program.

 Mobile devices or coverage of personal devices that can access the Internet (smartphones or

tablets). Programs typically request one device for each pair of crisis counselors with the

expectation that the pair will share the device.

 Wi-Fi access or cellular data plans.
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 5

Appendix A: Key Differences Between Mobile and Paper Implementation

Subject Paper Mobile

Technology Needs • Requires access to the CCP 

ODCES for data entry and 

reporting.

• Does not require mobile devices 

for data collection. These 

devices may still be necessary as 

a programmatic concern.

• Requires access to the CCP 

ODCES for data entry and 

reporting.

• Requires program-provided 

mobile devices or coverage of 

service for personal devices in 

the field. Devices must have 

access to Wi-Fi or a cellular 

service plan.

Staffing Needs • Requires data entry assistant 

staff at the state/territory/tribe

or provider level.

• Requires IT support at either the 

provider and/or state/territory/ 

tribal level to address 

technology concerns.

• May require a data/evaluation 

specialist depending on program 

size in order to coordinate the 

use of the mobile application, 

provide ongoing training and 

support to provider staff, input 

limited numbers of paper forms, 

and analyze data trends and 

reports for the state.

User Access and

Management

• The state, territory, or tribe and

SAMHSA DTAC lead user access

and management processes.

• State-, territory-, or tribal-level

staff manage user access to

mobile application and online

database.

• All program staff are required to

have an email address (personal

or provided by the program) and

maintain a secure password.

Timeliness of Reports • There is potential for delay in

data feedback in the online

system.

• There is real-time data feedback

for staff in the mobile

application and online system.

Data Entry

Responsibilities

• A data specialist at either the

provider or state/territory/tribal

level is responsible for data

entry in the online system.

• Crisis counselors are responsible

for entering form data and

uploading their forms in the

online system.
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 6

Subject Paper Mobile

Data Quality Assurance

Responsibilities

• All team members are

responsible for accuracy of data.

• Team leaders review and

approve paper forms. The data

specialist confirms entered data

in the online system.

• All team members are

responsible for accurate data.

• Team leaders are responsible

for reviewing and approving

forms in the online system.

Training Requirements • CCP Online Data Forms Training

for Crisis Counselors: PaperBased Data Collection

• Required online database

training for data specialist

• CCP Online Data Forms Training

for Crisis Counselors: Mobile

Application Data Collection

• Required online database

training for state/territory/tribal

and provider staff

Forms/Tools Format • Individual/Family Crisis

Counseling Services Encounter

Log (paper)

• Group Encounter Log (paper)

• Weekly Tally Sheet (paper)

• Adult Assessment and Referral

Tool (paper)

• Child/Youth Assessment and

Referral Tool (paper)

• Participant Feedback Survey

(electronic or paper)

• Service Provider Feedback

Survey (electronic)

• Individual and Family Encounter

Log (mobile)

• Group Encounter Log (mobile)

• Weekly Tally (mobile)

• Adult Assessment and Referral

Tool (mobile)

• Child/Youth Assessment and

Referral Tool (mobile)

• Participant Feedback Survey

(electronic1 or paper)

• Service Provider Feedback

Survey (electronic)

Budget • Paper forms and reproduction

costs

• Data entry assistant to manually

enter data collection forms

• Devices with ability to access

the internet

• Wi-Fi or cellular data plans

• Data/evaluation specialist to

provide ongoing analysis,

reporting, and mobile

application support

• IT support for mobile devices

and application installation

(typically provided in-kind)

 

1 Electronic submission refers to the completion of a form via a unique web link provided by SAMHSA DTAC.
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 7

Appendix B: Sample Job Descriptions for Positions That Will Use the Mobile

Application

Team Leader

· Leads a team of crisis counselors in the field.

· Is usually an experienced disaster behavioral health worker or behavioral health professional

who supervises paraprofessional or less experienced crisis counselors.

· May help to assess people who require traditional mental health or substance use treatment.

· May be one of several team leads on staff with a provider, depending on the size and scope of

the disaster.

· Trains, debriefs, and provides supervision for the crisis counselors.

· Uses data to conduct ongoing needs assessment.

· Coordinates data collection activities and reviews data form submissions for accuracy.

· If the program is using the mobile application, the team leader reviews and accepts or rejects

forms submitted through the mobile application.

· May use the mobile application to complete data forms.

· Provides coordination and oversight of the crisis counselors’ plans of service.

· May perform crisis counseling as needed.

Crisis Counselor

· Works with individuals, families, and groups to provide outreach, emotional support, individual

and group crisis counseling, public education, and referrals when needed.

· Is synonymous with term “outreach worker.”

· Represents program in the community and networks with other agencies and partners to ensure

needs of survivors are met.

· Provides presentations to community groups on disaster reactions, coping skills, stress

management, and the CCP.

· May use the mobile application to complete data forms.

Data Entry Assistant

· Implements and oversees the CCP data collection activities and is the point of contact for

entering data into the CCP web‐based system.

· Supports program manager, data/evaluation specialist, and team leaders.

Data/Evaluation Specialist

· Implements and oversees the CCP data collection activities and is the point of contact for

entering data into the CCP web‐based system.

· Collects and analyzes data, collects Participant Feedback Surveys and Service Provider Feedback

Surveys, reports data to FEMA and SAMHSA’s CMHS, and provides data analysis and feedback to

state and provider leadership staff to improve program services.

· Trains CCP staff on data collection forms. Works closely with program manager to ensure

accuracy of completed forms.

· Supports program manager and team leaders.
Guidance for Mobile Application Use in the CCP (updated September 2017)—p. 8

IT Support Specialist

· Works at the state/territory/tribe and/or provider level, depending on the size and structure of

the program.

· Assists CCP staff in all aspects of use of the mobile application.

o Helps download the application to mobile devices.

o Assists the team in uploading forms.

o Works with the team when logging into the mobile application for the first time.

o Provides IT support and troubleshooting throughout the entire CCP.