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Community Preparedness Award

Call for Applications (CFAs)

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 Community Preparedness Awards for network members.

The GMR plans to fund two awards up to $2,000 in Option Year 02 (May 2013 - April 2014).

If you have questions regarding this award, contact Holly Ann Burt, Outreach and Exhibits Coordinator . Email Holly or send an email to To contact the GMR by phone, call 1-800-338-7657 and press one (1) for the Regional Network Office. The deadline for submission is July 11, 2013.

Award recipients will be publicized on the GMR website and/or in The Cornflower, the GMR blog. A list of previous Community Preparedness Award Recipients is available.


The purpose of the Community Preparedness Award is to fund projects that (1) assist Network members in becoming active partners in their communities' emergency preparedness, response and recovery planning and (2) encourage emergency preparedness collaborations among Network members, community based organizations, first responders, public health workforce and other organizations.

Applications are encouraged to incorporate the activities highlighted on the Ready America web site: In addition, the Community Day Toolkit ( provides examples of resources, partnerships and activities. The NN/LM Emergency Preparedness & Response Toolkit ( and the GMR Emergency Preparedness and Response pages may be useful.


Applications will be accepted from NN/LM GMR Full and Affiliate Members. Membership(s) may be confirmed by entering a zipcode in the following widget and clicking the go button:

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NN/LM Members Directory


Technical Application Instructions

The respondent should complete the Community Preparedness 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 Supporting documents may be in Word or PDF format. Include "COMM" and your LIBID in the subject line of the email.

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

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.


Please submit supporting documents attached to an email addressed to Examples of supporting documents:

  • Curriculum vitae of key personnel
  • Description of facilities and resources available to the project
  • Letters of support from application's institution and partnering institutions(s) as applicable (administration, information technology, etc.)
  • Other supporting documentation

For lengthy applications, please combine similar documents into one file in order to reduce the number of attachments

Cost Application Instructions

Total expenses must not exceed $2,000.

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 (4) weeks.

Allowable expenses include:

  • Travel
  • Equipment
  • Supplies
  • Communications and Internet access
  • Reproduction
  • Exhibit expenses
  • Other Costs

Non-allowable expenses include:

  • Library collections in excess of 5% of the budget
  • Personnel
  • Furniture
  • Food
  • Indirect costs
  • Promotional materials (see HHS policyExternal Link Indicator)

For IT/computer hardware, catalog pricing can be submitted for equipment under $3,000. List equipment type (printer, scanner, etc.), brand name and model number. The absence of competitive quotes must be documented and justified.

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.

Period of Performance

Projects must be completed by April 30, 2014. Questions about the period of performance should be directed to Beth Layton, Associate Director. Email Beth.

Application Review Process

Applications are reviewed by the GMR staff. Questions and comments may be sent to the applicant for clarification and revision of the application. The merits of each application will be carefully evaluated, based on responsiveness to the CFA. Applicants must submit information sufficient to evaluate their submissions based on the criteria listed below.

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.


  • Target population is described and the actual or perceived need for the proposed program is discussed.
  • The size of the target population is provided, including the portion expected to be reached through this project.
  • Estimation of the program's potential future impact is discussed.


  • Objectives are clear and measurable.
  • Methodologies to achieve project objectives are creative, logical, feasible, and cost-effective.
  • Time line is included.
  • Evaluation plan is well-defined and demonstrates how successful completion of objectives will be measured.
  • Statement about continued support of the project objectives beyond the project period are included.


  • Proposal describes the experience of the personnel in developing and conducting the proposed project.
  • There is evidence of institutional facilities and resources adequate to support the proposed project.
  • Letters of commitment from bidding institution's administration and any partner organization(s) in the project are included.


Reporting Requirements

Final reports are required and will be entered and submitted to the Outreach Application and Online Contract Reports System (OCR) at: Awardees must first create an account before reports can be submitted. Contact your GMR program coordinator 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.

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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