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Planning and Assessment Award

Call for Applications

The National Network of Libraries of Medicine, Greater Midwest Region (NN/LM GMR), under contract with the National Library of Medicine (NLM), announces the availability of Planning and Assessment Awards for network members.

The GMR plans to fund a minimum of five awards for up to $2,500 each in contract year 5 (May 2010-April 2011). Applications not funded may be resubmitted in subsequent years. If you have questions regarding this award or require assistance with the application, contact Jacqueline Leskovec, Outreach, Planning and Evaluation Coordinator Email Jacqueline or send an email to Graphic of email address. To contact the GMR by phone, call 1-800-338-7657 and press one (1) for the Regional Network Office.

Award recipients will be publicized on the GMR website, GMRLIST and/or in The Cornflower, the GMR blog.


The purpose of the Planning and Assessment Award is to assist GMR Network members with activities aimed at identifying and describing potential outreach populations and/or developing plans for targeted outreach to specific populations. The award also supports activities to identify and network with community partners that might be interested in collaborating on a future outreach project.

Typical outreach population(s) might include:

  • NLM-identified targeted minority populations, seniors, AIDS/HIV patients, inner city communities, and rural areas
  • Unaffiliated health care professionals and health professionals who serve targeted populations identified by NLM

Typical assessment/planning needs might include:

  • Demographics
  • Information needs
  • Community resources/assets


Applications will be accepted from NN/LM GMR Full and Affiliate Members.

Technical Application Instructions

The respondent should complete the Planning and Assessment Award Application Word doc. Submit the completed application and supporting documents (e.g. resumes, letters of support and equipment quotes) attached to an email addressed to Graphic of email address. Supporting documents may be in Word or PDF format. Include "PLAN" and your LIBID in the subject line of the email.

The GMR staff will respond to your application within two weeks of receipt.

For training projects, applicants are expected to use or adapt existing training materials before developing new materials. Applicants are encouraged to consult the training materials available in the NN/LM National Training Center and Clearinghouse. External Link Indicator

For needs assessment and/or evaluation plans, applicants should follow the guidelines established in Measuring the Difference: Guide to Planning and Evaluating Health Information and the three supplemental booklets, Planning and Evaluating Health Information Outreach Projects 2nd Edition (2013), found on the NN/LM Outreach Evaluation Resource CenterExternal Link Indicator website.

For more information on needs assessment, see publications from the Outreach Evaluation Resource CenterExternal Link Indicator, in particular Booklet 1: Getting Started with Community-based Outreach and Stage 1: Conducting a Community Assessment from Measuring the Difference.

Cost Application Instructions

Total cost must not exceed $2,500.

Funding will be processed on a cost reimbursement basis. This award is not a grant or subcontract. Line item invoices must be submitted for reimbursement of expenditures. Reimbursement takes an average of four weeks.

For IT/Computer Hardware, please include the following as part of your cost proposal/application process:

  • For IT/Computer Hardware under $3,000, submit catalog pricing. List equipment type (printer, scanner, etc.), brand name and model number.
  • For IT/Computer Hardware of $3,000 or more, submit three (3) vendor quotes (preferably valid for 60 days, minimum of 30 days). Quotes may include General Service Administration (GSA) price lists (Reference: External Link Indicator). Vendor quotes are necessary to determine price reasonable for purchase of over $3,000 or more. The absence of competitive quotes must be documented and justified. An institutional policy that outlines preferred vendor requirements is an example of such documentation.
If Personal Appeal Items PDF file are requested, the following statement must appear in the budget justification:

The recipient of the funding agrees that there is a legitimate purpose for the personal appeal items and use of the items by the Subcontractor(s) will be managed in accordance with policy. Items will not be used in a way that would discredit the NN/LM, the National Library of Medicine and the National Institutes of Health or the applicable Institution.

Allowable expenses include:

  • Personnel
  • Travel
  • Equipment
  • Supplies
  • Communications
  • Reproduction
  • Exhibit and Training Expenses
  • Other Costs

Expenses for the following are not allowable:

  • Indirect costs
  • Library collections

Please note: Funds requested to develop print collections of consumer health materials or to purchase access to any commercial electronic health information product may not exceed 5% of the total amount of the project budget.

Definitions and Instructions for Budget Narrative Justification

A narrative justification for each expense category in the budget is required in the online application. Use the following definitions to guide you:

May include professional and support personnel for the project.
May include paper, pens, software, and display items.
May include rental or purchase of equipment and software.
May include telephone, postage, parcel and other delivery services and communication line charges.
May include air travel, ground transportation, parking, hotel, and meals.
May include costs for printing/photocopying of project related materials.
Other Costs:
May include honoraria, exhibit fees, or any others items that do not fit into one of the other lines. Please provide a breakdown of what has been included in this category.

Technical Evaluation Criteria

The following criteria will be used to evaluate applications. The criteria are listed in the order of relative importance with points assigned for evaluation purposes. Applications will be scored against these criteria, so be certain that all criteria have been addressed.

Application describes why the assessment and/or planning project is needed and how it will become the basis for improving access to health information for the target population. The target population is centered on defined NN/LM priority populations. There is evidence of audience involvement in the project planning.
40 points

Methods are logical and feasible. Strategies are presented to monitor outputs, which are measurable units of project activities/services/products/classes, and to assess outcomes, clearly describing what will be measured and how. The timeline is reasonable and well thought out.
40 points

Adequate evidence is provided about the qualifications of the personnel and the organizational resources available to assure likelihood of successful completion of the project. Documentation includes appropriate letters of support and resumes of key personnel.
20 points


Period of Performance

The Period of Performance would typically run 6-to-12 months and should not exceed one year. All projects funded in Year 5 of the contract must be completed by April 30, 2011.

Reporting Requirements

Quarterly and final reports are required and will be entered and submitted to the Outreach Application and Online Contract Reports System (OCR) at: Users of the System must first create an account before reports can be submitted.  Contact Jacqueline Leskovec, portal administrator, at for additional information on the OCR and/or to obtain an account for a funded project.

In addition, recipients are encouraged to report on the project experience in The Cornflower, the GMR blog, and agree to allow the NN/LM GMR to republish reports and materials. Graphic of email address.

Additional Requirements

The summaries here are included for your convenience. Please follow the links provided to view the full policies.

The Use of Appropriated Funds for Educational (Promotional) Items
Promotional items may not be purchased with GMR funds.

Credit Statement
The awardee must acknowledge NLM's support in any media for this project.

508 Compliance
Any electronic and information technology developed must adhere to Section 508 accessibility requirements.

Publications Resulting from NN/LM Funded Projects
Any final, peer-reviewed manuscripts that arise from this project must be submitted to PubMed Central upon acceptance for publication.

Development of Training Materials
Successful applicants are expected to use or adapt existing training materials before developing new materials.

Availability of Funding
All awards issued under the NLM Contract with University of Illinois at Chicago are subject to the Government's availability of appropriated funds.

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