Change of Key Personnel Request

Current as of:

This page provides grant recipients with information on the Change of Key Personnel process, which is required when there is a change in key personnel at your organization. Key Personnel are considered the Authorizing Official (AO), and the Program Director (PD)/Principal Investigator (PI), often referred to as the Project Contact. 

  • The AO, most often the Executive Director, is the person whose name appears on the Notice of Award (NOA). This is the person who typically requests extensions or project changes and sign federal financial reports.
  • The Program Director is the person responsible for the day-to-day operations of the project. 

The process for submitting a Change of Key Personnel request is different for these two roles, refer to the appropriate chart below for instructions on each. 
Note: If there are changes in staff at your organization other than the AO and PD/PI, a formal Change of Key Personnel change is not required. 

Submitting the Change of Key Personnel Request

How do I submit a Change of Key Personnel Request?

To submit a Change of Key Personnel Request, the recipient is required to submit a letter and other required documents through the Manage Amendments section in at www.GrantSolutions.gov . 

In the request type, select the appropriate option: 

  • “Change in Authorized Official (Type 6)” or 
  • “Change in PD/PI (Type 6)” 

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

When do I Submit a Change of Key Personnel Request? 
OCS recommends a Change of Key Personnel Request be submitted immediately, but no later than 30 days after the personnel change occurs. Grant recipients should be in close contact with their OCS Program Specialist and OGM Grants Management Specialist when changes occur. 
Additional Notes

Change in Authorizing Official

How is a change in the AO requested?

To make a change to the AO, a member of the organization must submit a written request, on agency letterhead and addressed to the OGM Grants Management Specialist (NOA, Item #9, Awarding Agency Contact Information) and/or Grants Management Officer (NOA, Item 29, Grants Management Officer), with the following:

  • The name of the individual to serve as the AO and their specific job title,
  • Date the change is effective,
  • Grant number(s) to which the change applies, and
  • The percentage of their time to be rendered to the grant number(s) cited.

Note: The letter can be signed by the new AO or the Chairperson of the Board. 

What additional information do I need to include in my Change of Key Personnel Request the AO?

In addition to the letter, the grant recipient should upload to the request module:

  • An updated SF-424 form (available electronically in GrantSolutions) signed by the Authorizing Official (AO), and  
  • Resume of the new AO. 

Note: Typically, a board chairperson will make this request.   

Change in Program Director (PD)/Principal Investigator (PI)

How is a change in the PD/PI requested?

To make a change in the PD/PI, the authorizing official of the organization must submit a written request, on agency letterhead and addressed to the Office of Grants Management (OGM) Grants Management Specialist (NOA, Item #9, Awarding Agency Contact Information) and/or Grants Management Officer (NOA, Item 29, Grants Management Officer), with the following:

  1. The name of the individual to serve as the PD/PI and their specific job title,
  2. Date the change is effective,
  3. Grant number(s) to which the change applies, and
  4. The percentage of their time to be rendered to the grant number(s) cited. 
What additional information do I need to include in my Change of Key Personnel Request for PD/PI?

In addition to the letter, the grant recipient should upload to the request module:

  • An updated SF-424 form (available electronically in GrantSolutions) to designate the new PD/PI, and 
  • Resume of the new PD/PI.