National Network of Libraries of Medicine
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Toolkit for GMR Outreach

Introduction

GMR award recipients, including designated Outreach Libraries, are required to follow the reporting requirements of the National Network of Libraries of Medicine (NNLM). This page aggregates all requirements into a single reference in order to promote timely and accurate reporting and to assist our awardees in sharing and documenting their activities.
Throughout this document, the following terms will be used:

  • Awardee: 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:
  • 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 the GMR office.

Period of Performance

The period of performance is the time frame during which the award recipient is expected to complete project work and incur any expenses. The period of performance for all GMR awards begins on May 1st and ends on April 30th of each year. While GMR may make awards prior to May 1st, the contract for the work is not issued until that date and project work should not begin until then. Keep the period of performance in mind when planning a project. If the award recipient runs out of time to complete the project, the GMR may be able to offer a no-cost extension, meaning that the recipient will be given additional time continue the work and complete the final report, but no expenses can be incurred during the extension. If you have questions or concerns regarding the period of performance when planning a project, please email the GMR office.

Reporting

Portal Reporting System
The NLM Portal is the online gateway to reporting. Awardees 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:

  • Awardees must register for an account before using the Portal.
  • Training for using the Portal is provided by the GMR Portal administrator. Please contact the GMR Portal administrator.
  • Individuals need only one account even if they are responsible for multiple projects.
  • If someone in addition to the awardee needs access, please contact the GMR Portal administrator with names and 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.
    • Awardees are granted "Author" access automatically by the GMR office. Access level can be changed at any time, please contact the GMR Portal administrator.
  • The Portal and its modules are under development; we appreciate your patience with the system as changes are made and new modules are added.

The full Portal Manual can be found online once you are logged in to your account. For training or questions on the Portal or any of its modules, please contact the Portal administrator.

Project Reports

Narrative project reports are submitted through the Online Contract Reports (OCR) module of the Portal. Only Final Project Reports are required.

  • The OCR module provides 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.
  • You may begin your report in Word and paste into the OCR.

Final Reports

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

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 awardee's institution
  • Activities might be in person, virtual, or a combination of both
  • Awardees 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 the Portal administrator.

To support your outreach activities, NLM Educational Materials can be ordered from the GMR office. 

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 impromptu training to attendees. 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 on the Exhibit Tally Sheet and emailed directly to Molly Olmstead, Administrative Services Coordinator

  • The following types of exhibits must be reported:
    • 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., Outreach Library, Outreach Express, etc.)
  • Reports

Borrowing an Exhibit

Share Outreach Highlights with the Region

Recipients are encouraged to report on the experience in 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. Contact Elizabeth Kiscaden, Associate Director, for more information.

Invoicing

  • Awardees may submit invoices quarterly or in a single final invoice at the end of the award period. Invoices must include documentation to support each line item in the invoice.
  • Send all invoices and supporting documentations to the University of Iowa's Subawardee Invoice email address and copy Molly Olmstead
  • If you have questions about the invoicing process, please contact Molly Olmstead