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GMR Toolkit for Subcontractors (Guide to Reporting)

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Introduction

GMR award and subcontract recipients - including Outreach Librarians and the Principal Investigators (PI) for awards - are required to follow the reporting requirements of the National Network of Libraries of Medicine (NN/LM). This page aggregates all requirements into a single reference in order to promote timely and accurate reporting and to assist our Outreach Librarians and other subcontractors in sharing and documenting their activities.

Throughout this document, the following terms will be used:

  • Subcontractor: any individual that is required to submit reports as part of a funding or other agreement through the GMR
  • GMR contact: the GMR coordinator who serves as the main contact for your project
    • Outreach Librarians: the GMR contact for your state is the contact for your project. This information is listed in the staff directory
    • Other subcontractors: your GMR contact is listed in your initial award letter
  • If you are unsure if this information applies to you or do not know your GMR contact, please email gmr4u@uic.edu

Reporting

Portal Reporting System

The NLM Portal is the online gateway to reporting. Subcontractors create, edit, and submit reports directly in the appropriate Portal module. The Online Contract Reports (OCR) and Activity Reports (AR) are active. Please note the following:

  • Subcontractors must register for an account before using the Portal.
  • Individuals need only one account even if they are responsible for multiple projects.
  • If someone in addition to the PI or project manager needs access to the Portal for your project, please contact the GMR's Portal administrators with additional names and requested access levels:
    • "Author" access allows someone to view, edit, and submit existing reports as well as create new reports.
    • "Basic" access only allows existing reports to be viewed.
    • PIs and Outreach Librarians are granted "Author" access automatically. Access level can be changed at any time by contacting the Portal administrators.
  • The Portal and its modules are under development; we appreciate your patience with the system as changes are made and new modules are added.
  • Portal administrator:
    • Jacqueline Leskovec, Outreach, Planning and Evaluation Coordinator: leskovec@uic.edu

The full Portal manual can be found at: https://outreach.nlm.nih.gov/publish/portal/docs/SubcontractorPortalManual.pdf. For training or questions on the Portal or any of its modules, please contact the Portal administrators.

Project Reports

Narrative project reports are submitted through the Online Contract Reports (OCR) module of the Portal. There are two types of reports: Final Reports and Quarterly Reports.

  • The OCR module provides guiding questions for each section of the report. Please answer in a narrative paragraph format, and feel free to add additional information and skip questions not applicable to your project.
  • Please note that parts of these reports may be made public, and so should be edited carefully for spelling and grammatical errors.
  • Reports may be started at any time after the project has begun. We recommend starting early and writing the report as the project progresses.
Final Reports

All subcontractors must submit a final report no later than 30 days after the last day of the performance period. Please refer to your subcontract agreement or contact your GMR award contact if you are unsure of this date. Outreach Librarians must submit a final report by May 30 every year.

Quarterly Reports

Recipients of awards and subcontracts over $5000 must also submit quarterly reports. Outreach Librarians and those with awards under $5000 do not need to submit quarterly reports.

Quarterly reports are due on the 15th of the month following the end of the quarter as follows:

Period Covered Date Due
May 1 to July 31st August 15th
August 1 to October 31st November 15th
November 1 to January 31st February 15th
February 1 to April 30th May 15th

Portions of a quarter (less than 3 months) may be incorporated into the following or preceding quarterly report as needed.

Activity Reports

Most outreach activities are reported in the Activity Reports (AR) module of the Portal.

  • These activities are typically scheduled in advance and directed toward an audience outside of the subcontractor's institution
  • Activities might be in person, virtual, or a combination of both
  • Subcontractors should make an effort to collect demographic information for all participants
  • Some examples of activities you should report in the AR:
    • Holding a class on an NLM resource for members of the public
    • Presenting on your outreach program at a professional conference
    • Visiting a potential community partner to assess their health information needs
    • Conducting focus groups to determine how best to serve the larger community
  • This list is not exhaustive. If you are unsure about whether your activity should be reported in the AR, please contact your GMR program coordinator.

Please note that exhibits should not be reported in the AR. Exhibits are discussed in the next section.

Exhibit Reports

An exhibit is an event where you answer questions, distribute educational materials, and provide training to attendees on an impromptu basis. Exhibits often take place at conferences and health fairs, but they are not limited to those events.

The Exhibits module of the Portal is not yet live. All exhibit information should be collected in paper and emailed directly to Holly Burt: haburt@uic.edu

  • The following types of exhibits must be reported:
    • Exhibit Awards: funding awards from the GMR for the purposes of conducting an exhibit and may include a borrowed banner or pop-up backdrop
    • Borrowed Exhibits: banners and pop-up backdrops that the GMR lends to members without supplying additional funds
    • Exhibits conducted as part of a larger funded project (e.g., Target Outreach, Outreach Express, etc.)
  • Reports
    • Exhibit Tally Sheet PDF file: During the exhibit, track contacts on the tally sheet; a completed tally sheet must be turned in for ALL exhibits (also available in Word doc)
    • GMR Exhibit Report Outline 2011-2016 PDF file: includes additional information on the exhibit and the meeting or event where the exhibit is conducted; (also available in Word doc)
      • Currently, only Exhibit Awards require the Exhibit Report
      • Once the Exhibits module of the Portal is live, all exhibits will require a report
    • A brief summary of the exhibit experience should be included in other required reports (e.g. Annual Reports)

All questions regarding exhibits and Exhibit Reports should be directed to Holly Burt, Outreach and Exhibits Coordinator: haburt@uic.edu

Share Outreach Highlights with the Region

Recipients are encouraged to report on the experience in The Cornflower, the GMR blog, and agree to allow the NN/LM GMR to republish reports and materials.

Evaluation

Network members planning outreach activities may benefit from planning and evaluation assistance provided through the GMR office and the Outreach Evaluation Resource Center External Link Indicator (OERC) of the National Network of Libraries of Medicine. Contact Jacqueline Leskovec, Outreach, Planning and Evaluation Coordinator, Email Jacqueline for more information.

Invoices

Invoice Information
  • Awardees and subcontractors may submit invocess quarterly or in a single final invoice at the end of the award period. Invoices for cost-reimbursement" awards much include documentation to support each line item in the invoice.
  • Send all invoices and supporting documentations to:
    Rosalva Diaz
    NN/LM Greater Midwest Region
    1750 W Polk Street M/C 763
    Chicago, IL 60612-4330
    rdiazz1 at uic.edu
Sample Invoices
  • Outreach Librarians: Sample Invoice PDF file
  • Principal Investigators: Sample invoice to be used as a guideline for both awards and subcontracts: PI Sample Invoice PDF file

Additional Requirements

Publications

The following statement should be used in all publications, posters, and web pages resulting from projects funded through the NN/LM contract:

This project has been funded in whole or in part with Federal funds from the Department of Health and Human Services, National Institutes of Health, National Library of Medicine, under Contract No. HHSN-276-2011-00005C with the University of Illinois at Chicago.

Other 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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