Chapter 7, Special Needs Funds

7.1 Overview

The Special Needs Funds (SNF) program is designed to provide communication services for one-time events to persons who are deaf or hard of hearing. Services include:

  • interpreting, and
  • Communication Access Real-time Translation (CART).

Funding through this program is not intended for demonstrating interpreting and CART services or for use for state agency events. Applicants for the funds are the organizers who want to offer communication services at their events.

Funds are available on a limited first-come, first-served basis and must be used for funding the following approved events, which must be related to issues of concern for persons who are deaf or hard of hearing:

  • local workshops or conferences, and
  • statewide workshops or conferences. National events held in state are considered statewide conferences.

7.2 Application Requirements

To request funds, applicants must complete Form 3925, Special Needs Funds Request for Communication Access. DHHS must receive the completed form at least 30 calendar days before the event to be considered for funding. This allows time for the applicant to ensure that the event is properly advertised.

7.3 Selection Criteria

DHHS evaluates funding requests on a first-come, first-served basis and ranks them based on the following:

CriteriaScore
Not-for-profit organization20
Number of persons anticipated to attend who are deaf or hard of hearing less than 200
Number of persons anticipated to attend who are deaf or hard of hearing less than 21 to 505
Number of persons anticipated to attend who are deaf or hard of hearing more than 5010
Services are for persons who cannot benefit from assistive listening devices request received 30 to 45 days in advance5
Services are for persons who cannot benefit from assistive listening devices request received more than 45 days in advance10
Applicant has sought other resources15
Applicant has not sought other resources5
Request is not for an ongoing event15
Applicant has not requested SNF within the last two years5
Attendance to the event is free and open to the public10
Attendance to the event has a minimal cost5
Attendance to the event is not open to the public0

An applicant receiving a total score of 70 or more is eligible for funding.

If funds are limited or multiple requests are received, applicants with the highest score will receive funds in rank order, highest to lowest, until funds are depleted.

7.4 Funding Approval

An applicant approved for funding will receive an award letter from DHHS stating the amount approved. For reimbursement up to the approved amount, the applicant must submit:

  • an invoice on organizational letterhead that includes the number of persons who are deaf or hard of hearing that used the communication access services; and
  • a copy of the CART and/or interpreter services billing.

The applicant must submit the invoice within 60 days from the last day of the event in order to receive reimbursement.

The applicant must:

  • recognize DHHS as a co-sponsor on all written materials advertising the event; and
  • agree to allow a DHHS representative to address the full audience for no more than 10 minutes as a part of recognition of the office's sponsorship.

DHHS will notify the applicant within 5 days before the event if a DHHS representative will address the audience.

7.5 Disbursing Funds

An approved applicant is reimbursed up to the approved amount. The funding is awarded after the applicant submits to DHHS a complete and accurate invoice within 60 days from the last day of the event.

Funds can be used only to provide certified interpreters or certified CART providers and are reimbursed up to and in accordance with the HHSC communication access service rates  located on the HHS website, CSSA Maximum Rates.