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April 17, 2024
A health center’s leader (Chief Executive Officer or similar role) is typically identified as the Project Director (PD) in HRSA’s Electronic Handbooks (EHBs). A delay in establishing a new PD because the prior PD left can, in turn, delay your health center’s response to time-sensitive requirements. For example, responses to conditions, application or progress report submissions, or drawdown requests.
To avoid late or unacceptable submissions — and a condition on your award — take time TODAY to review your PD and, if needed, submit a task in EHBs to make an update.
To learn of examples of situations that may require an update, refer to the Health Center Program Compliance FAQs (key management staff).
To Update Your PD
H80 awardees:
- Inform your assigned H80 Program Specialist by email. That person’s name and email are in your Notice of Award.
- You can also let us know or ask questions via the BPHC Contact Form (Program Monitoring H80 > Prior Approval > Authorizing Official/PD Award Changes).
- Your Program Specialist will prepare you to submit a Prior Approval - Project Director (PD) Change Request in EHBs.
Look-alikes (LALs):
- Contact your LAL Program Specialist by email. That person’s name and email are in your most recent Notice of LAL Designation.
- You can also let us know or ask questions via the BPHC Contact Form (Look-Alike Designation > Post Designation Monitoring > Program Updates or Concerns).
- Your Program Specialist will ask you to respond to a Request for Information (RFI) in EHBs.
You must submit a separate request for each supplemental award with a separate activity code (e.g., H8G, C8E, etc.).
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Required documentation
You must provide the following information in EHBs for a change to be complete:
- Effective date of, and justification for, the change
- Attach/upload board minutes or other documentation demonstrating the board has exercised its required authority for selecting the new PD
- PD’s position description
- PD’s curriculum vitae (CV), résumé, or biographical sketch
- Level of effort this individual will undertake (e.g., percentage full-time equivalent, number of hours per week), including, if applicable, justification for any decreases in time dedicated to the project
- Budgetary changes related to the PD change, if any
- Organizational chart that shows that the PD reports directly to the health center governing board and oversees other key management staff
- Documentation that illustrates that the PD is directly employed by the health center, for example:
- Pay statement
- W-2 form
- Receipt of salary
Be sure to redact any personally identifiable information (PII) associated with the PD except for their name. This may include any of the following: SSN, home or mailing address, financial figures, etc. PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information.
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