Health Information Outreach Award

1. Full Project Proposal

Please include the following sections (Project Information, Project Narrative, and Budget Justification) and fields in your proposal. Follow the page limits and formatting standards below to ensure readability and fairness.

• Text size: 12 point
• Text color: Black 
• Recommended fonts:
  • Arial,
  • Georgia,
  • Helvetica, or
  • Times New Roman
• 1” margins
• DOCX or PDF file format is acceptable 
• Clearly formatted headings and labels for each section of your application

Project Information (do not exceed 1 page) 

• Lead Organization: List the institution that will lead and receive funding to conduct the proposed project.
• Project Lead: Enter the name of the person coordinating this project. 
• Institution Tax ID: Enter the 9-digit tax identification number for your institution. 
• Institution UEI Number: Please confirm your organization’s Unique Entity Identifier (UEI). As of April 2022, the Federal Government has transitioned from the use of the DUNS Number to the UEI as the primary means of entity identification for federal awards. If your organization is currently registered in SAM.gov with either an active or inactive registration, you have already been assigned a UEI. Your UEI is viewable on your entity’s registration record in SAM.gov. If you do not have one, apply for one as soon as possible.
• Have you/your institution previously received NNLM funding in the current grant cycle? Yes, No, or I don’t know.
• Amount Requested: The amount specified should not exceed the limit established by the RML/Office. Contact your RML/Office if you have questions about the funding amount.

Project Narrative (do not exceed 10 pages; page limit does not include supporting documentation such as a bibliography or appendix)

• Project Title: Describe the project with an external audience in mind.
• Project Summary: Provide a one-paragraph description that summarizes the proposed project. Funded projects are displayed on the NNLM website and are provided by NLM in response to requests from NIH, HHS, OMB, Congress, and the White House.
• Partner Organizations: If applicable, use the NNLM Network Directory to find existing records for up to three (3) organizations that will partner with the Lead Organization to conduct/complete the project. List them here.
• If a record does not exist for a partner organization, provide the institution name, address, and contact information. 
• Training to be Provided as Part of this Award: State yes or no. 
• Proposed Start and End Dates for the Project: List the appropriate dates. Contact your RML/Office before applying if your project will extend more than one year.
• Evidence of Need: Provide a statement of how the project proposed will support the mission of NNLM, explain the need for the project, and describe the audience or population that will be reached through this project. Please clearly document if this project will engage underrepresented populations and/or involve medically underserved areas. When possible, support the stated need using data such as known needs assessments or statistics.
• Project goals and objectives: State the goal(s) and specific objectives(s) of the proposed project. Goals should align to RML specific aims (consult your local office), NNLM goals and initiatives, and/or the NLM Strategic Plan. 
• Implementation: Describe what will be done to meet project objectives and its rationale. Include tasks to be performed and who will perform them.
• Schedule/Timeline: Include a timeline for implementing the plan to meet objectives.

• Evaluation Plan: Funded projects are strongly encouraged to use the Subaward Participant Activity Survey (PAS-SUB) which is available through the NNLM National Evaluation Center Materials. The purpose of the PAS-SUB is to evaluate subaward-funded activities in a rigorous and standard manner and can serve as the sole evaluation tool for funded projects. This instrument is available in both English and Spanish. For proposals not using this instrument, describe how the project will be evaluated. Include data collection frequency, type of data to be collected, tools, and how data will be used or disseminated, and justification for not using the PAS-SUB.

  Note: Subawardees can choose to use the PAS-SUB as part of their existing evaluation, but they must use all questions in the PAS-SUB verbatim and in the order provided. PAS-SUB questions have been determined by the Northwestern University IRB to be non-human subjects research and subsequently approved by NLM EP. Additional instruments would need a local IRB determination. Please consult with your RML for assistance. 

• Publicity/Promotion: Briefly describe how you intend to promote your project to the target audience. Please specify which NLM resources or NNLM national initiatives will be utilized, how they will be promoted, and how they will be utilized throughout the project.
• Continuity/Sustainability Plan: Describe the activities that will sustain project services and/or communication to the targeted community beyond the award project period.
• Personnel Qualifications: If applicable, list the project personnel who will be involved in the project and include their role(s) and applicable experience. Submit resumes or CVs for personnel listed in the proposal. 

Budget Justification (do not exceed 5 pages)

Awards are cost-reimbursable and are issued to the institution, not the individual. 

For each budget item, include a narrative justification for the purchase that explains its purpose for the project. 

If a budget line is not applicable for your project, you may leave it blank. The budget estimate should be categorized by the following, as they apply: 

• Personnel: Include (% time X annual salary) or (hourly rate X estimated hours). Check with your RML/Office for specifics on personnel.
• Consultant Costs: Estimate expenses from consultants, such as marketing firms or other agencies. Submit the following information to the RML/Office: name of consultant, description of work, hourly rate, total amount/not to exceed amount, and period of performance.
• Equipment: Quotes for items required such as computers and other equipment. Include quotes received or other pricing information as a separate attachment.
• Supplies: Quotes for printing and other materials. Include description and any quotes as a separate attachment.
• Communications: Media, publicity or other communication costs. Include description and any quotes as a separate attachment.
• Reproduction: Printing materials or other reproduction costs.
• Travel: Estimates for travel. Include description and any quotes as a separate attachment.
• Other: Include description and any quotes as a separate attachment.
• Indirect Costs (IDC) or Facilities and Administrative (F&A) Costs: Apply at your institution’s non-research rate (typically “Other Sponsored Research”). If your institution has no negotiated rate, a 10% Modified Total Direct Cost (MTDC) can be applied if you wish to claim it. Indirect Costs included in your overall budget. Your direct costs plus your IDC should not exceed the total award amount.

Funding restrictions: Food, promotional items and furniture are not allowable expenses. Promotional items include but are not limited to: Clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Refer to the NIH Grants Policy Statement. 

2. Direct Beneficiaries / Populations Served Checklist

Please complete the accompanying Direct Beneficiaries / Populations Served Checklist with the following information:

• Populations Served: Select up to three (3). These should be the primary populations targeted in your project. If not explicitly identified in the proposal section, please do not select it here. 
• Participant’s Roles: Select all that apply. These are the primary roles of the participants of your project. These should be explicitly identified in the proposal section. 

3. CVs/Resumes

Please include the CVs or resumes of any key personnel or contributors to the project.

4. SF424 R&R Budget Sheet

Please complete the accompanying SF424 R&R Budget Sheet. Detailed instructions on completing this form can be found on page 92 of General Instructions for NIH and other PHS Agencies.

5. F&A Rate Agreement (if applicable)

If your institution has a negotiated rate, your Office of Sponsored Programs or equivalent department can provide the rate agreement. 

If your organization does not have a negotiated rate and choosing to receive the “de minimus” rate of 10%, no documentation is needed. 

6. IRB Determination Letter (if applicable)

The RML does not fund projects that involve human subjects research. Some organizations may have an Institutional Review Board that can generate a determination letter that shows that your project does not meet regulatory definitions. Inquire within your organization if you’re unsure.

If selected, the RML will submit your proposal to the North Texas Regional Institutional Review Board for review if a letter is not available from your organization. Consulting with the RML prior to submitting your application is highly recommended.

7. Letters of Support or Commitment (optional)

If you are partnering with another organization that is contributing effort or resources to your project, you may include any letters that demonstrate that commitment. This is optional.