National Network of Libraries of Medicine
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Additional Requirements for Awards

The Use of Appropriated Funds for Educational (Promotional) Items

The U.S. Department of Health and Human Services has developed a new policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items. 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. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.
More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.

Credit Statement

The awardee shall acknowledge the support of the National Library of Medicine whenever publicizing the work under this award in any media by including an acknowledgment substantially as follows:

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 Grant Number 1UG4LM012346-01 with the University of Iowa.

Publications Resulting from NNLM Funded Projects

As of April 7, 2008, final peer-reviewed manuscripts arising from NIH funds must be submitted to PMC (PubMed Central) upon acceptance for publication. The NIH Public Access Policy ensures that the public has access to the published results of NIH funded research. It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive PMC upon acceptance for publication. To help advance science and improve human health, the Policy requires that these papers are accessible to the public on PubMed Central no later than 12 months after publication. The NIH Public Access site should be consulted for additional information: .

Authors that publish NIH-supported, peer-reviewed articles in full PMC-participating journals (such as the Journal of the Medical Library Association) have fulfilled their obligations to NIH Public Access and have nothing else to do.

If an NIH-supported peer-review article is published in a non-PMC journal, the final manuscript must be submitted to PMC via the NIH Manuscript Submission System (NIHMS). If the author was supported by an NIH contract, and the contract details are not available for selection in the NIHMS, the author should contact the NIHMS Help Desk to have this information added to the system. This lets the NIHMS Help Desk correlate requests with specific manuscript numbers and specific users, and helps us resolve the issue faster.
The link to the help desk is on the bottom of every page in NIHMS. The NIHMS Help Desk will need the following information:

  • Grant Number: 1UG4LM012346-01 with the University of Iowa
  • Contract title/name: National Network of Libraries of Medicine
  • Awarding NIH institution: National Library of Medicine

Help Resources: Consult the PowerPoint by Bart Trawick for instructions.
A submission tutorial is available at NIHMS.

Development of Training Materials

Successful applicants are expected to use or adapt existing training materials before developing new materials.

508 Compliance

The Department of Health and Human Services synopsis of Section 508 accessibility requirements, requires that all Federal agencies are obligated to make all electronic and information technology (EIT) that they develop, maintain or use compliant with Section 508. EIT purchases made on or after June 25, 2001, are subject to Section 508.

Federal regulations and guidelines (e.g., Section 501 and Section 504 of the Rehabilitation Act) require equal access for individuals with disabilities. Therefore, Federal agencies are required, upon request, to provide information and data to individuals with disabilities through an alternative means of access that can be used by the individuals.

The National Library of Medicine is a part of the National Institutes of Health, U.S. Department of Health and Human Services. Recipients of National Library of Medicine funding through the NN/LM must also meet these requirements.

Availability of Funding

The following statement is required to be included in this solicitation to comply with regulations for annual appropriation of federal funds:
All awards issued under the NLM cooperative agreement with the University of Iowa are subject to the Government's availability of appropriated funds in compliance of Federal Acquisition Regulation (FAR) 52.232-18, Availability of Funds. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.
All awards spanning more than a 12 month period of performance are subject to FAR Clause 52.232-20, "Limitation of Costs"; FAR Clause 52.232-22, "Limitation of Funds", under the NLM Prime Contract.
Offerors for awards spanning more than a 12 month period must include both a period of performance and a detailed budget and justification for base year of the award and each optional out years.
All awards spanning more than a 12 month period of performance are subject to FAR Clause 52.232-20, "Limitation of Costs"; FAR Clause 52.232-22, "Limitation of Funds", under the NLM Prime Contract.
The following information will be included in all subcontract awards to address the duration of appropriated funds per fiscal year of the NLM Prime Contract:

  1. The period of performance for this subcontract is for a total of X years.
  2. The total cost for all years of this subcontract is $XXXX.
  3. Year 1 of this subcontract is from XX to XX. The total cost for Year 1 is $XXXX.
  4. Year 2 of this subcontract is from XX to XX. The total cost for Year 2 is $XXXX.