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Data Reporting

Grantees enter data into ZS-MT Data Collection tool

Data Collection Guide

This Data Collection Guide is geared to assist in entering the quarterly data required by SAMHSA. 

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Reporting Dates

SAMHSA Quarterly Reporting Period

Quarter 1 October 1 - December 31
Quarter 2 January 1 - March 31
Quarter 3 April 1 - June 30
Quarter 4 July 1 - September 30

Grantees Data Reporting Due Dates

Quarter 1 January 24
Quarter 2 April 23
Quarter 3 July 24
Quarter 4 October 24

Grant Activities

This flowsheet describes the clinical flow that follows a Zero Suicide framework, and is broken down into grant activities by tier at each point. The flowsheet and included activities can be adapted to a variety of clinical, non-clinical, and lay settings.

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Budget Example

The budget is the yearly plan for spending grant dollars. The Budget Example below was designed to assist grantees in developing their yearly budgets. They need to be itemized and justify all expenses. 

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Invoice Example

Invoice is the request for money on funds already spent and need to reflect the scope of work. 

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The following provides an overview of the Zero Suicide Evaluation plan over the course of the five-year grant.
Phase 1
Learn More about phase 1
Phase 2
Learn More about phase 2
Phase 3
Learn More about phase 3
Phase 4
Learn More about phase 4
Phase 5
Learn More about phase 5


View the “big picture” of Zero Suicide and the steps taken to fully implement the framework. Each step contains the necessary items to do for that theme. There may be some overlap between themes, but they all work together to make Zero Suicide function efficiently.

Make a Plan

Form Clinical Implementation Team (CIT)
Form Community Advisory Board (CAB) (includes referral network)
Brainstorm on implementation:
  • what is currently being done
  • where activities can be added
  • what kind of timeline is needed
  • what resources you will need
  • current level of staff engagement
Write the protocol stating use of ZS
  • Perform baseline data assessments with organization staff
  • Organizational Self-Assessment, Workforce Readiness Assessment, etc. Decide how to best get results
  • Incentivize as necessary
Create a work plan, data collection plan, patient tracking plan
Map the plan and process of change for the clinic workflow


Analyze surveys for training needs
Communicate with a trainer on protocol/toolkit training
Identify additional training for evidence-based practices CIT wishes to implement
Facilitate training of staff:
  • workforce development
  • (recognition and action, e.g., QPR)
  • (Lethal Means Counseling)
  • (Safety Planning)
  • formal ZS training
  • (whole protocol/toolkit – screen, assess, treat/transfer, follow up in the clinical workflow)
Extend training to community partners (as needed and appropriate)
Track all training, meetings, etc. for trending over time

Put it into Action

Implement Zero Suicide full protocol, or scaled protocol. Embed tools into EHR: Universal Screening (“every patient, every visit”)
Risk Assessment (for patients indicating suicide risk)
Treat and/or Transfer

  1. (all) Lethal Means Counseling
  2. (all) Safety Planning
  3. (as available) in-house intervention, e.g., DBT or CBT
  4. (as needed and appropriate) referral, transfer to additional resources or definitive care
*Use Safe Care Pathways and/or Rapid Referrals for transfer*
  • Follow Up (non-punitive caring contacts, phone calls, house visits) within 48 - 72 hours, at 3 months, at 6 months
  • Re-Engage (repeat screening for high-risk patients on return visits)
Track at-risk patients’ matriculation and status
Track quantitative data on screenings, assessments, referrals, follow ups
Track qualitative data for staff, providers, patients, and community

Collaborate with Community

Utilize the CAB to foster data-sharing, reports back on patient status, and partnership in creating safe transfers for patients at risk of suicide (“Warm Handoffs”) in order to create a closed-loop system
Hold and attend regular CAB meetings
Share outcome data from lead clinical site CIT with staff and CAB
Create postvention plans (immediate, short-term, long-term) with CAB
Continue to build your CAB and referral network
Continue to build community awareness and buy-in to Zero Suicide using CAB and media tools
Work with the CAB on sentinel event review and process improvement

Report Data

Perform baseline data
Repeat baseline data annually
Repeat processual data every six months

Report quarterly numbers to State:

  • Number screened
  • Number and percent assessed
  • Number and percent referred
  • Number and percent completed referrals
  • Number reached for follow-up
  • Sentinel events (suicide attempts and deaths)
Utilize State Sentinel Event Review Team, if necessary
CIT/CAB make program improvement recommendations for implementation

Additional Resources


General questions on the Zero Suicide Project?
For grant questions, contact Madeline Boehm, Zero Suicide Grant Manager

For evaluation questions, contact Kate Chapin, Zero Suicide Project Evaluator