CED Change of Scope Request

What is a Change of Scope Request?

A change of scope request must be submitted if a grantee decides to take the project in a different direction than what was proposed in the application. Examples changes that require a change of scope include:

1. Geographic scope change (i.e. grantee no longer serving the communities proposed, or want to expand territories served);
2. Change in the type of businesses created (i.e. grantee proposed project in food services, but now will loan money to manufacturing business); and
3. Change in project partner (this applies to grantees who are changing the type of business and grantees who are not changing the type of business but want to work with new partners).

Note: If a change of scope also requires the grantee to modify the project budget, a budget modification request must also be submitted. In this case, a change of scope request and budget modification request may be submitted concurrently. A budget modification is required when expenditures in a single direct cost budget category, increases or decreases from the approved budget amount for that budget period by 10 percent for awards that exceed the simplified acquisition threshold, or 25 percent for awards that are below the simplified acquisition threshold. The Simplified Acquisition Threshold is $250,000. For more information, refer to the Budget Modification Request Process resource.

When Should a Change of Scope be Requested?

A grantee may submit a request for a change of scope at any time during the project period. However, it is recommended that a change of scope should occur prior to the final year of the project to ensure ample time for the completion of project outcomes and goals . Grantees should consult with their OCS Program Specialist if they are nearing the end of their project and are considering a change of scope.

What Should I Consider before Submitting a Change of Scope Request?

If a grantee is making changes to their CED project as outlined earlier, the grantee should contact their OCS Program Specialist to determine if a change of scope is needed to ensure the project meets its proposed goals and objectives. The Program Specialist will consider and discuss the following questions with a grantee when considering a change of scope:

• Are the proposed changes are closely tied to the objectives and goals of the CED program?
• Are proposed changes will allow the grantee to meet the objectives of the proposed project (business and job creation goals)?
• Are the project-related activities to be funded by CED funds through the change of scope allowable, allocable, and reasonable?
• Does the newly proposed project still meet all eligibility criteria included in the Funding Opportunity Announcement (FOA) under which the grantee originally applied for this project?
• Is the newly proposed project realistic and feasible, and do grantee staff and partners have sufficient capacity to execute the newly proposed project?
• Is the newly proposed project generally consistent with the project that received the award, such as general location, types of activities, etc.?

What Do I Include in my Change of Scope Request?

The change of scope request must include the following:

• Cover letter with signature of the authorizing official. The letter must include:
  • Grant Number
  • Remaining grant balance
  • Supporting information that the change of scope will result in the completion of the project’s goals and objectives within the project period and that the newly proposed activities are in line with the objectives of the CED program as outlined in the FOA
  • Supporting information on why the change of scope is necessary. Some examples of specific items include:
    • Factor(s) or challenge(s) preventing the proposed project from being implemented.
    • Change(s) that occurred within the target community or with the target population.
    • Changes or shifts in the market.
• SF-424 cover sheet signed by the authorized official
• SF-424A — Budget Information and a Budget Narrative: There is a column for the current budget levels for each category that is on your Notice of Grant Award (NOA).
• Change Request Form Table — The grantee must complete the table below to identify each factor of the project that the grantee is proposing to change via the change of scope request.

A downloadable template that grantees may use to complete the cover letter and Change Request Form Table is available at the bottom of this page.

How Does a Grantee Request a Change of Scope?

To submit the change of scope request, a grantee must submit the request as an Amendment in GrantSolutions.

For instructions on how to submit an amendment in GrantSolutions, refer to the following resources:

• GrantSolutions Grants Management Module  (PDF)
• GrantSolutions Grants Management Module Training Resources
• Using GrantSolutions Webinar

Note: After submitting as a GrantNote, the grantee should follow up with the OCS Program Specialist via email to let them know it has been submitted.

Who Approves a Change of Scope Request?

The assigned OCS Program Specialist and Office of Grants Management (OGM) Grants Management Specialist review the change of scope request submitted in GrantSolutions and will approve or deny the request.

If the change of scope is approved, new Notice of Grant Award (NOA) is generated by OGM and the grantee will be notified via GrantSolutions. Grantees can review GrantSolutions or follow-up with their Program Specialist to check in on the status of their Change of Scope request.

What if the Change of Scope is Not Approved?