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Mental health first aid training for front line community workers: program guidelines

Program guidelines and information for applicants wishing to apply for funding under the Mental health first aid training for front line community workers measure.

Mental health first aid training for front line community workers: program guidelines (PDF 199 KB)

1. Introduction - purpose of the guidelines
2. Eligibility
3. Probity
4. Grants application process
5. Assessment
6. Decisions
7. Conditions of funding
8. Checklist
9. Grant program process flowchart

1. Introduction - purpose of the guidelines

These guidelines provide information about the funding available, who can apply, how to apply and how applications are assessed.

These guidelines provide details on:

1. the purpose of the funding
2. conditions relating to, and requirements for, applying for funding
3. how funding decisions will be made
4. conditions or obligations that successful applicants will need to satisfy.

1.1 Program background

As part of the 2010 election commitment Taking action to tackle suicide, the Australian Government announced funding for 'Mental health first aid' (MHFA) training for frontline community workers, which falls under Part 2 - Doing more to stop suicide and support communities affected by suicide of the package.

Mental health: taking action to tackle suicide

Suicide is a tragedy - for individuals, for families, and for communities in which someone has taken their own life.

More than 2000 Australians take their lives every year and on average, around six Australians take their own lives each day. Attempted suicide is also a serious issue in Australia: more than one in eight Australians have thought about taking their own life, 4 per cent have made suicide plans and 3.3 per cent have attempted suicide during their lifetime. The social and financial costs of suicide are substantial. The human cost is incalculable.

Tackling suicide in our community over the long term requires interventions in a range of different areas: it requires providing more support to people who have attempted suicide or who have a severe mental illness and are at high risk of doing so, as well as direct investments in stopping suicides from taking place in those individuals that are affected by other risk factors. And it means targeting particular groups where the evidence shows they are at greatest risk, such as individuals involved in significant financial loss or a family breakdown. Top of page

1.2 Available funding

Total funding of $5.9m (gst exclusive) is available from 2011-12 to 2013-14.

Funds available:
2011-12 $1.2m
2012-13 $2.4m
2013-14 $2.4m
3 yr total $5.9m

1.3 Program purpose, scope, objectives and outcomes

Funding will be provided for mental health first aid training for frontline community workers in the financial and legal sectors, relationship counsellors, and healthcare workers as these sectors interact with people who may be in financial, legal or relationship crisis where the risk of suicide is increased. The training will have a specific focus on suicide prevention to help better identify and respond to the needs of people at risk of suicide or who have attempted suicide.

The MHFA training service providers will need to undertake consultations and planning with the identified sectors for training in up to 40 regions to ensure there is good uptake of the training. The regions to be covered will be a mix of metropolitan and regional and will be informed by the provider consultations with industries.

1.4 Roles and responsibilities

The Grant program process flowchart outlines the roles and responsibilities of each party.

Funding approver

The funding approver for the MHFA training program is the Assistant Secretary, Mental Health Early Intervention and Prevention Branch, Mental Health and Drug Treatment Division, at the Department of Health and Ageing (DoHA).

Department of Health and Ageing project team

The Department of Health and Ageing project team will be responsible for the development and dissemination of all application documentation under the program and for ensuring that documentation is in accordance with program aims, objectives and outcomes.

The project team will support the work of an assessment panel (see below) and also undertake duties both before the assessment panel is formed and after the assessment panel finishes it's duties. Specifically, the work of the project team will include activities such as:

• developing funding agreements
• monitoring the performance of projects to ensure the conditions of the contractual arrangements are met
• assessing performance and financial reports and undertaking follow up activity, as necessary
• making payments on acceptance of milestone reports as specified in the contractual arrangements and
• providing feedback to funded organisations on the overall project performance following conclusion of activities.

Department of Health and Ageing assessment panel

All applications will be assessed by a Department of Health and Ageing assessment panel. The panel will consist of officers from the department. Further information on the assessment criteria to be used in this process is available at section 5 of these guidelines. Some members of the project team may also be members of the assessment panel.

It is emphasised that the project team will be complementary to and support the assessment panel and that there is only one assessment process. The work of the project team will also continue after the panel has made its recommendations. Top of page

Applicants

Organisations applying for funding under the program must be prepared to meet the costs associated with developing and lodging their applications. Applicants must ensure that all information they provide is accurate.

The department encourages applications from individual organisations, partnerships or consortia to deliver activities under the program. However, the department will only enter into contractual arrangements with a single legal entity under this program. Where two or more entities seek funding as a consortium, a member entity or a newly created entity must be appointed as the lead member, and only that organisation will enter into any subsequent contractual relationship with the department. The lead entity must be identified in any application for funding and that application should identify all members of the proposed consortium.

Funded applicants

Successful applicants are responsible for the efficient and effective delivery of services in accordance with the obligations contained in funding agreements entered into under the program. Specifically, they are responsible for

• ensuring they meet the specifications of their funding agreements
• ensuring the project is managed in a cost effective and efficient manner
• maintaining contact with the department and advising of any emerging issues that may impact on the success of the project
• identifying and documenting risks and the appropriate control strategies
• reporting on project performance and expenditure in accord with contractual obligations and
• assisting with overall program evaluation activities, as necessary. Top of page

1.6 Anticipated key dates

The following outlines the anticipated timeline for the program.

Milestones:

• Guidelines issued (anticipated date - March 2012)
• Applications open (anticipated date - March 2012)
• Applications close (anticipated date - April 2012)
• Assessment and decision (anticipated date - April 2012)
• Development of funding agreement (anticipated date - May 2012)
• Execute funding agreement (anticipated date - June 2012)
• Program ends (anticipated date - June 2014) Top of page

2. Eligibility

2.1 Who is eligible to apply for funding?

• This is a select invitation to apply for funding. A small number of organisations that are known to have this very specialised experience in MHFA training are being approached and invited to apply for funding. Each of the selected applicants has already been engaged by the Australian Government and has demonstrated experience in the delivery of MHFA training. Only these organisations will be eligible for funding. It is anticipated that more than one organisation will be selected to deliver the MHFA training.

2.2 What is eligible for funding?

Applications which will be considered for funding must comply with the following requirements:

• Eligible project activities/ items are: The training of frontline workers in the financial and legal sectors, relationship counsellors, and health care workers. Applicants may be interested in providing MHFA training in one or more of the identified sectors. The training will have a specific focus on suicide prevention to help better identify and respond to the needs of people at risk of suicide or who have attempted suicide.
• While total funding of $5.9m (gst exclusive) is available from June 2011-12 to June 2013-14, there is no prescribed level of funding for organisations applying for these funds. It is not possible to prescribe minimum and maximum levels of funding for any organisations.
• If more than one organisation is involved in an application, one organisation must be identified as the lead organisation and an authorised representative of the lead organisation must sign the application form.
• It is envisaged that funding will only be provided for new work targeting frontline workers in the identified industry sectors.
• Retrospective items/ activities will not be funded by the MHFA training for frontline community workers program. Top of page

3. Probity

The Australian Government is committed to ensuring that the process for providing funding under the MHFA training for frontline community workers program is transparent and in accordance with published guidelines.

3.1 Conflict of interest

A conflict of interest may exist, for example, if the applicant or any of its personnel:

• Has a relationship (whether professional, commercial or personal) with a party who is able to influence the application assessment process, such as a department staff member
• Has a relationship with, or interest in, an organisation, which is likely to interfere with or restrict the applicant in carrying out the proposed activities fairly and independently or
• Has a relationship with, or interest in, an organisation from which they will receive personal gain as a result of the granting of funding under the MHFA training for frontline community workers program.

Each applicant will be required to declare as part of their application, existing conflicts of interest or that to the best of their knowledge there is no conflict of interest, including in relation to the examples above, that would impact on or prevent the applicant from proceeding with the project or any funding agreement it may enter into with the Australian Government.

Where an applicant subsequently identifies that an actual, apparent, or potential conflict of interest exists or might arise in relation to this application for funding, the applicant must inform the department in writing immediately.

3.2 Confidentiality and protection of personal information

Each applicant will be required to declare as part of their application, their ability to comply with the following legislation/ clauses in the funding agreement it may enter into with the Australian Government.

The protection of personal information clause requires the participant to:

• comply with the Privacy Act (1988) ('the Privacy Act'), including the 11 information privacy principles (IPPs), as if it were an agency under the Privacy Act, and the national privacy principles (NPPs)
• refrain from engaging in direct marketing (s 16F of the Privacy Act), to the extent that the NPP and/or s16F apply to the participant and
• impose the same privacy obligations on any subcontractors it engages to assist with the project.

The confidentiality clause imposes obligations on the participant with respect to special categories of information collected, created or held under the agreement. The participant is required to seek the Commonwealth's consent in writing before disclosing confidential information.

Further information can be found in the standard funding agreement attached to the invitation to apply for funding. Top of page

4. Grants application process

4.1 Obtaining an application

If any addenda are issued by the department, they will be provided to all targeted applicants.

The full suite of application documents will include:

• Program guidelines
• Invitation to apply for funding (including application form for this grant funding round) and
• the department's standard funding agreement.

The targeted potential applicants will be given 25 days (continuous) between notification of the competitive funding round and the closing date for applications.

4.2 Application requirements

All applications must:

• Include a USB memory stick that contains electronic versions of the hard copy documents
• Meet eligibility requirements outlined in section 2 of these guidelines
• Provide details and responses in all required fields in the application form including: -
  • Applicant's details
  • Addressing all selection criteria
  • Acknowledgements and
  • Declaration.

To assist with the assessment of an application, clarifying information may be requested by the department. Applicants will be contacted by the department and notified by email where this is required. Applications must include:

• One (1) A4 signed original application
• Three (3) A4 copies of the application and
• One (1) copy of the application in Word 2003 format on a USB memory stick.

Address details

Applications for funding under the program must be submitted by courier by close of business Local Canberra Time (AEST) on Tuesday 24 April 2012 and submitted in hard copy to:

Mental health first aid training for front line community workers - funding round 2011-12 to 2013-14
Mental Health Promotion Section
Mental Health Early Intervention and Prevention Branch
Department of Health and Ageing
GPO Box 9848
Canberra ACT 2601 Top of page

4.3 Late applications

The department will accept your application if it is late as a direct result of mishandling by the department. In all other circumstances, in the interests of fairness, the department will take into account the degree of lateness, whether the cause of the lateness was beyond the applicant's control and such other facts that it considers relevant. The department may also ask the applicant to provide evidence to support any claims regarding the reasons for late submittal.

Applications received after the closing date will not be accepted for assessment without written agreement from:
Director
Mental Health Promotion Section
Mental Health Early Intervention and Prevention Branch
Mental Health and Drug Treatment Division

4.4 Contact officer

All enquiries relating to the invitation to apply for funding should be directed in writing to:

The project manager
Mental health first aid training for front line community workers funding round
Email: mhfatraining@health.gov.au Top of page

5. Assessment

5.1 Assessment process

Based on the information provided, the department will undertake an evaluation of eligible applications against the assessment criteria outlined below.

5.2 Assessment criteria

Assessment criteria are the criteria against which all eligible, compliant applications will be assessed in order to determine their merits against the program objectives and against other competing applications. Please note that these assessment criteria are not necessarily equally weighted. Criteria 2 and 3 will be of greater importance.

It is important that applications succinctly address all of the criteria and that evidence is provided to support any assertions made, including any current implementation of these methods within the organisation.

Applications must address all of the assessment criteria to be considered for funding.

Criterion 1: Demonstrated need

Applicants should demonstrate, through providing a justified business case, how their proposal would improve the capacity of any or all the targeted sectors to identify and assist people at risk of suicide. Applicants may be interested in providing MHFA training in one or more of the identified sectors. The proposal must have a specific focus on suicide prevention to help better identify and respond to the needs of people at risk of suicide or who have attempted suicide.

Responses to criterion 1 should refer to:

• how the project will improve frontline workers capacity to identify and assist those at risk of suicide or who have attempted suicide and
• how the project takes into account and/or complements other relevant and existing projects. Top of page

Criterion 2: The project

Applicants have the opportunity to demonstrate how the project will operate, including aims and objectives and the scope of the project.

Responses to criterion 2 should include:

Project description

• an executive summary
• a description of your organisations current mental health first aid training, and how this could be adapted to have a suicide prevention focus for frontline workers
• key aims and objectives, in relation to the project
• what industry sectors you propose to target (one or more)
• a description of project activities against the aims and objectives and
• the roles of the project manager and key personnel.

Methodology

• a clear methodology about how the project will be implemented
• proposed consultation process with each identified sector and how your organisation will engage sectors to disseminate training
• proposed plan for the reach of training (training will need to be delivered nationally in approximately 40 regions and be a mix of metropolitan and regional areas)
• associated time frames for delivery of training (from June 2012 to June 2014) and
• details of plans (if any) for a mix of face to face training and/or online training components.

Please note the following advice in relation to criterion 2

The proposed training should offer evidence based and highly relevant material to the training of front line workers in the financial and legal sectors, relationship counsellors, and health care workers as these sectors interact with people who may be in financial, legal or relationship crisis where the risk of suicide is increased.

It is important to acknowledge existing work that is relevant to your proposal and to identify the potential for building on or complementing this work. Projects should not be expected to operate in isolation, and the development of appropriate collaborations and linkages to other projects is encouraged.

The outcomes of the project should be measurable so that an external evaluation can establish whether the project has 'made a difference'. This may involve, for example, establishing base-line statistical information before training has been implemented, and comparing this with corresponding information which has been gathered after training has been completed.

Responses to criterion 2 should be consistent with the funding objectives of the program and with broader departmental and governmental priorities, in particular, priority area 2 in the Fourth national mental health plan, which can be accessed at:
http://www.health.gov.au/internet/main/publishing.nsf/Content/mental-pubs-f-plan09 Top of page

Criterion 3: Organisational capacity

Applicants will be assessed according to their capacity to conduct the project to a high standard within the required time frame.

Responses to criterion 3 should include:

• details of the project manager and key personnel
• clear descriptions of proposed roles for the project manager and key personnel
• details of project collaboration (where relevant) and proposed subcontracting arrangements
• a statement indicating understanding of cultural, community and organisational sensitivities relevant to the target group of the project
• evidence/ evaluation of satisfactory completion of previous training (include suicide prevention specific training if available and publication records) and
• arrangements for promotion of the project.

Please note the following advice in relation to criterion 3

It is important to name and provide additional information on the person responsible for the overall management of the project (project manager). Information on the lead organisation should not be used to substitute for information on the project manager.

The statement of cultural understanding should clearly refer to the groups targeted in the proposal. Cultural understanding may be derived, for example, from contact and work with the targeted sector, involvement in relevant research or an understanding of relevant research. Top of page

Criterion 4: Budget

Applicants should demonstrate that the cost of the project is justified by the budgetary requirements for its implementation.

Please note the following advice in relation to criterion 4

The proposal will be assessed in relation to its capacity to deliver important outcomes in a cost-effective way. Applicants are advised to cost budget items realistically, avoiding both under-budgeting and over-budgeting for individual items.

Broad budget categories such as 'staffing costs' and 'administrative costs' should include clearly presented and separately costed items. The assessment panel is not able to make assumptions about what might be included in proposals with broad categories that lack budget break downs, and can only make an assessment based on the limited information provided.

Items in the proposed budgets should be consistent with the details provided in the project plan. All figures for budget items should be GST exclusive.

Please use the following advice to complete the budget table provided in the funding application document:

Staffing costs

Please provide separate line item for individual staff to be employed. Include their job title, award rate (if applicable) and all on-costs (workers' compensation, superannuation, and leave) and the percentage of salary to be allocated for project purposes.

Administrative costs

Administrative costs may include the following categories and should include additional information to justify the funding amounts requested (e.g. cost per unit, amount required).

• Training for project staff
• Costs for meetings/ seminars/ workshops
• Accounting and auditing costs
• Stationery, printing
• Postage
• Travel Top of page

Asset costs

Small office assets, such as mobile phones or computers required for exclusive use by project personnel may be included here. However, alternative arrangements such as leasing should also be considered for these items. Significant assets such as clinical equipment and vehicles will not be accepted as part of the proposal.

Financial year

Your project may be funded over two (2) years. In each column write the total amount needed within each financial year to cover project costs.

Total funds required

Identify the total funds required for each line item.

Goods and Services Tax (GST)

Identify the amount of GST relevant to the amount of funding you are seeking (10% of the total GST exclusive amount).

Total project cost

Finally, add all totals and the GST calculated, and enter this amount at the bottom of the table.

Total other funding sources

Identify the contribution from your organisation or other funding sources towards project costs. Your organisation may contribute staff time, telephone or postage costs etc. You may also receive funding from other sources. Identify each source and how much it is contributing.

Please use the template available in the application document to develop your budget, inserting additional lines where necessary.

Note: In order for the department to assess an organisation's financial viability, all non-government and private sector organisations must provide one copy of their financial statements, preferably audited, for the previous financial year OR a profit/ loss statement, preferably audited, for the previous financial year. Top of page

6. Decisions

6.1 Approval of funding

Once the assessment panel members (consisting of departmental officers) are in agreement, they will provide a written report and recommendations to the departmental delegate as the funding approver.

The approver will consider whether the proposal will make an efficient, effective, economical and ethical use of Commonwealth resources, as required by Commonwealth legislation, and whether any specific requirements will need to be imposed as a condition of funding.

Funding approval is at the discretion of the approver.

6.2 Advice to applicants

Applicants will be advised by letter of the outcome of their application. Letters to successful applicants will contain details of any specific conditions attached to the funding. Funding approvals will also be listed on the department's website.

The department will notify all unsuccessful applicants, in writing, after the delegate's decision is made.

6.3 Complaint handling

DoHA's procurement and funding complaints handling policy applies to complaints that arise in relation to a procurement or funding process. It covers events that occur between the time the request documentation is released publicly and the date of contract execution, regardless of when the actual complaint is made. DoHA requires that all complaints relating to a procurement or funding process must be lodged in writing. Further details of the policy are available on the department's internet site at funding and procurement complaints procedures.

Any enquiries relating to funding decisions for this program, should be directed to mhfatraining@health.gov.au Top of page

7. Conditions of funding

7.1 Funding agreement

The successful applicant for funding will be required to sign a funding agreement with the Commonwealth, represented by the Department of Health and Ageing, before receiving any funding.

The schedule attached to the funding agreement will provide a detailed description of the project based on the application. The funding will be paid in instalments throughout the project. The payment of funding is generally based on the funding recipient's achievement of outcomes and provision of deliverables (such as progress reports) and the demonstration of need for the payment.

Applicants should note that, if they are successful, some details of their project (including a project outline, their name and the amount of funding awarded) will be posted on the department's website as part of department's legislative reporting obligations.

7.2 Taxation and payment methods

Successful applicants will need to consider taxation arrangements surrounding invoices and method of payment. Organisations that have an Australian Business Number (ABN), and are registered to pay GST are required to submit a tax invoice (including GST component) before payments can be made. Organisations that have an ABN but are not registered for GST are required to submit an invoice to receive payment.

7.3 Specific conditions

There may be specific conditions attached to the funding approval required as a result of the assessment process or imposed by the approver. These will be identified in the offer of funding or during funding agreement negotiations. Top of page

7.4 Payment arrangements

Payments will be made on achievement of agreed milestones.

Before any payment can be made, funding recipients will be required to provide:

• a tax invoice for the amount of the payment
• evidence of meeting the obligations of the funding agreement and
• satisfactory progress reporting, income and expenditure statements as per agreement, or any other documentation required by the funding agreement

Where payments are linked to the achievement of specific milestones, payments will only be made after the department is satisfied that those milestones and associated obligations of the funding agreement have been met.

7.5 Reporting requirements

Funding recipients will be required to provide progress reports on the agreed milestones. These progress reports may include funding acquittal requirements. The timing of progress reports will be negotiated as part of the funding agreement.

7.6 Monitoring

The funding recipient will be required to actively manage the delivery of the project. The department will monitor progress against the funding agreement through assessment of progress reports and by conducting site visits as necessary.

7.7 Program evaluation

An evaluation by the department will determine how the funding contributed to the objectives of the program. Funding recipients will be required to provide information to assist in this evaluation for a period of time, as stipulated in the funding agreement, after funding has been provided.

7.8 Branding

Funding agreements will specify details of any branding/ signage requirements that funding recipients will need to comply with. Top of page

8. Checklist

It is recommended that applicants refer to the following check list before submitting their applications.

Before you begin

• Read all information in these application guidelines and ensure that your application is consistent with the advice provided in this document.
• Read the Department of Health and Ageing's standard funding agreement. This is available to be downloaded with this information package, and it is important to understand that by submitting an application, your organisation is agreeing to abide by the terms of this agreement, should you receive funding.

Completing your application

Ensure that in completing your application you have:

• Named the organisation applying for funding and the proposed project manager
• Nominated a contact officer in this organisation and
• Completed and signed the application form at part four - declaration.

Submitting your application

For non-government organisations -

• Include one (1) copy of a Certificate of Incorporation.
• Include one (1) copy of an audited financial statement for the previous financial year OR an audited profit/ loss statement for the previous financial year.

For organisations submitting a joint application -

• Include letters of support from the other organisation/s actively supporting this proposal.

For all organisations -

• Check that ALL relevant sections of the application form are complete.
• Include two (2) written references addressing the questions posed. These must be on the referee template provided at attachment A to the application form. Top of page

9. Grant program process flowchart

The process is as follows:

a. Application

Applicant completes an application.

b. Submit an application

Applicant submits an application.

c. Appraisal

The application is accepted. The application is assessed against eligibility and appraisal criteria.

d. Advice to approver

Advice provided to the approver * on the merits of each application against the program guidelines.

* FMA Reg 3 defines approver as a minister, a chief executive or a person authorised to approve proposals to spend public money.

e. Decision/ notification

The approver makes a decision on the application and the applicant is advised of the decision.

f. Contract/ funding

An agreement is negotiated and signed by the applicant and the department.

g. Do/ complete/ acquit

Applicant undertakes funding activity, completes milestones, provides reports and acquits funds against expenditure.
Department makes payments and monitors progress.

h. Evaluation

Department evaluates the outcomes of the program.
Applicant provides information to assist this evaluation.