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Grant Change Request

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The East Central Regional Arts Council (ECRAC) understands that changes may occur to your art project during the approved grant project period. The ECRAC Board of Directors, as agreed to in your grant contract, requires all grantees submit a change request to ECRAC, in writing, and that it must be requested before your project ends, and before submitting your final report. You also must receive notice of approval (or denial) before making the changes to your project and/or the budget of your project.

Keep in mind that all grantees have signed a Notification of Grant Award (NGA) Contract stating you will complete your art project as stated in your approved grant application. If you need to make changes to this contract you will need to do so in writing, ideally before the change takes place, but you should absolutely submit all change requests before the end date of your project.

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How to submit a change request

All change requests shall be submitted in a letter format (there is not an official form), and should include a signature from the project director, or authorized organization official. If you applied with a Fiscal Sponsor, you must include the Fiscal Sponsor in your correspondence with ECRAC. For individual artists, change requests should be requested and signed by the grantee. You may mail the change request to ECRAC, 540 Weber Ave, Suite 109, Hinckley MN 55037; or, attach it as a pdf to an email, send to grantinfo@ecrac.org.

All change request letters should include as much information as possible regarding the reason for the change.

  • What was originally approved in your project, and what are you proposing to change within your art project?
  • Why is this change request needed?
  • How does the change affect the approved project budget?

Personnel Changes

If you are requesting a change to key project personnel, artist(s), band(s), or anyone who was originally approved to be included in the project, you will also need to share new work resumes for key project personnel, or artistic resumes for any artists or bands, whom you are proposing to add and/or change within the project, and the reason why.

Budget Changes

If you are requesting a change to the approved budget for your art project you must also include a copy of the approved budget and submit an updated budget to include the updates you are requesting. Below are links to templates you can use when submitting a budget change. You will need to include the approved budget from your grant contract and the new budget you are requesting.

Remember you are required to submit a change request if you have any line item changes to your budget that have increased or decreased more than 20% per line item total over $600. For example: if the line item total amount for supplies/materials will increase from a total expense amount of $960 to $1250, this is a 30% increase and requires a grant budget change request be submitted to ECRAC. If the line item total amount change is less than 20% you do not need to submit a budget change request.

Need Assistance

If you have any questions about change requests, ECRAC staff is available to assist you with the process! You may call (320) 336-0200, or email grantinfo@ecrac.org.