Substantive change for programs

This is a process for submitting significant program changes to agency for approval before the next review cycle.

Process at a glance

Once a change request is submitted, the agency assesses the adequacy of the information submitted and the level of review needed. If an agency administrator determines another level of review is needed, it will send the change request to a review team.

At any time during this process, the change request can be returned with a request for additional information.

Step

Program

Agency administrator

1

Submit substantive change form

 

2

 

Decide to:

Approve Request

Not Approve Request

Reopen

Assign a Review Team, which could forward to Board (team & board make recommendations to Agency)

For programs that have undergone board review, administrator can also decide to Defer.

3

Receive email notification; system updates status.

 

4

View comments of agency & lead reviewer

 

5 (for deferral decision)

Respond to deferral. Program goes back to In Review.

 

 

Substantive Change page

Substantive change page
  • Landing page shows list of changes.
  • Clicking blue button (Add New Substantive Change) brings you to page below.
  • Clicking the change's title brings you to its detail page.

New change request page

subchange_form.gif
  • Complete form by responding to questions and giving change a title.
  • Title is what will show on the main page listing all changes. This field is required.
  •  Enter a description if you want. This field is optional.
  • Save or Submit your change to agency. If you save, you can return to make changes later. If you submit, the form is  locked to further input.

  • Document upload is optional.

  • You can upload documents ONLY AFTER SAVING.

 

Re-opened request

What change screen looks like for reopened change
  • When this happens, you will receive an email notification advising you to review the decision.
  • A change request can be reopened at any time by the agency.
  • Respond to concern & resubmit.

Agency decision

Page showing decision on substantive change
  • Once the Agency makes a decision about the change, it will submit back to the program.
  • Program will receive an email about the decision.
  • Change screen will show a history of comments on the change.