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866-469-6884 (toll-free)
Mon-Fri, 8AM-5PM, Pacific Time

NOTE: Attendance data must be entered by the 15th of each month for the preceding month (e.g. October must be entered by November 15th).

Wednesday, March 4, 2015

RE: Modification Request

The grantee should do their best to implement the program as originally proposed in the grant agreement. However, there are times when the deliverables and/or the budget need to be adjusted to reflect the actualities of implementing a program. This is particularly true for grantees who are implementing an entirely new program. It is preferable to make deliverable or budget changes during negotiations prior to the beginning of a new grant agreement year.
A. Scope of Work Budget Modifications
1) Grantees first submit a budget modification request via email to the OFCY Grant Manager.

2) The budget modification is denied or approved by the OFCY Grant Manager.

3) The OFCY Grant Manager informs the grantee via email whether the modification request is approved or denied.

4) If approved, the OFCY Grant Manager will unlock the CitySpan Budget and alert the grantee to make edits to reflect the approved change.

B. Scope of Work Activities (UOS) Modifications
Two modifications are permitted to adjust the Scope of Work for Activities and Units of Service (UOS) each contract year.The request must be submitted via email by (March 18, 2015 by 5pm) for approval or denial.
C. Scope of Work Modification process is as follows:
1) For grantees in their first year of implementation of an entirely new program, it is possible to modify projections if the program design has changed during the first year to better meet the needs of participants.

2) For grantees beyond their first year of implementation, UOS modifications are made only when there are extenuating circumstances beyond the control of the grantee that will affect their ability to meet the originally agreed upon projected UOS.

3) The grantee must discuss the proposed change in UOS with their OFCY Grant Manager.

4) If approved, the CitySpan Scope of Work Activities page is then unlocked by the OFCY Grant Manager and the modifications are made by the grantee to reflect the approved change.

5) If modification is approved, changes must be inputted and completed within 48 hours of unlocking CitySpan.
Any approved modifications to UoS projection or budget will be final for Fiscal Year 2014-2015 (Tuesday, March 31, 2015) with no exceptions.

Wednesday, March 4, 2015

Below are a few reminders for Quarter 3

Wednesday, March 18, 2015 by 5:00 p.m.
Last date for approved modifications to your Scope of Work Budget or Activities for the fiscal year 2014-2015.

Friday, April 10, 2015 by 5:00 p.m.
1. Third quarter progress reports due.
2. Proof of match submissions due.
3. All attendance will be locked without exceptions.

Grantee should be in compliance with all the following:
(a) Quarterly Report submitted by deadline.
(b) Reporting data is accurate and complete.
(c) Programs meet all contractual obligations.

If you should have any questions or need further assistance, please do not hesitate to contact your assigned Grant Manager.

Thank you

Thursday, October 9, 2014

Scopes of Work Lock Dates
In order to maintain data integrity, Scopes of Work will not be Unlocked for updates and/or modifications during the following Progress Reporting Periods:

October 1 to 12, 2014
January 1 to 10, 2015
April 1 to April 11, 2015

Please Note: No modifications permitted in the 4th Quarter. All Scopes of Work are final.

Wednesday, August 20, 2014

Quarterly Reports Due by 5PM
Q1: Friday, October 10, 2014
Q2: Friday, January 9, 2015
Q3: Friday, April 10, 2015
Q4: Friday July 10, 2015

Quarterly Grantee Meetings

Thursday, October 23, 2014
All Strategies Except School Based After School
Location: Jack London Aquatic Center (115 Embarcadero Ave)

Thursday, February 19, 2015
All Strategies Except School Based After School and Summer
Location: Jack London Aquatic Center (115 Embarcadero Ave)

Tuesday, May 19, 2015
All Strategies including School Based After School and Summer
Location: Jack London Aquatic Center (115 Embarcadero Ave)

9:00AM - 12:00PM unless noted otherwise
Please contact your OFCY Grant Manager if you are unsure which quarterly meetings you are required to attend.