This resource answers frequently asked questions and outlines essential steps and considerations for grantees seeking to modify their approved Scope of Work (SOW). It is designed to help you navigate the modification process efficiently and ensure compliance with BCYF grant policies.
Frequently Asked Questions
What is a Scope of Work (SOW) modification?
A Scope of Work (SOW) modification is a formal request to revise any part of your approved grant scope, including program activities, deliverables, timelines, or budget allocations.
When should I submit a SOW modification request?
Submit a request before making any changes to your approved SOW. Modifications may be needed due to unforeseen challenges, evolving priorities, or new opportunities.
How do I submit a SOW modification request?
All requests must be submitted via our dedicated SOW Modification Request Form.
What information must be included in the request?
The JotForm will prompt you for:
Organization name, grant fund, and cohort year
A description of the proposed changes
A justification for why the changes are needed
Any supporting documentation (e.g., revised budgets, updated timelines)
Who reviews my request?
Your assigned Program Officer will review it first
It is then forwarded to General Counsel for legal and compliance review
If approved by General Counsel, it will go to the Co-Directors of Grantmaking for review and then the President & CEO for final approval
How long does the review process take?
Please allow up to 15 business days for review. You will be notified once a decision is made.
How will I be notified of the decision?
You will receive an email from your Program Officer with the final decision.
What if my request is denied?
The email will include the reasons for denial. You may contact your Program Officer to discuss next steps or potential alternatives.
What if my request is approved?
You will receive:
A notification of approval
An updated Grant Agreement reflecting the approved changes, if determined necessary by General Counsel.
Who can I contact with questions?
Please reach out directly to your assigned Program Officer for any questions or concerns.
Important Notes for Grantees
Proactive Communication
If you anticipate a need for a modification, notify your Program Officer early. Early conversations help streamline the process.
Keep Your Original SOW Handy
Refer to your original Scope of Work when evaluating potential changes or preparing your submission.
Legal Compliance
All modifications must comply with your original grant agreement and relevant regulations. General Counsel ensures alignment with legal standards.
Consider the Impact
When proposing changes, consider how they affect your overall project goals, timeline, and budget. Provide a rationale that supports the success of your program.
Step-by-Step: How to Submit a SOW Modification
Identify the Need
Clearly define what needs to change and why.Gather Details
Collect all relevant information and supporting documentation.Complete and Submit the Form
Access and carefully fill out the SOW Modification Request Form. Ensure all sections are complete. You will receive a confirmation email upon successful submission.Receive Decision Notification
Review the email informing you of the outcome.If Approved
Watch for your updated Grant Agreement.If Denied
Contact your Program Officer to discuss next steps if needed.