Medical Library Project Awards

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Award Goals

The goal of the Medical Library Project Award is to fund projects to strengthen the involvement of health sciences/medical librarians within their institution and/or community. Projects should promote librarian involvement in institution-wide health information initiatives and stimulate collaboration within the organization to address local health information problems. 

MAR will give preference to projects that promote and strengthen the role of health sciences/medical librarians in the following areas:

  • Evidence-Based Health Information
  • Clinical and Translational Science / Personalized Medicine
  • Emerging roles identified by Network members

Evidence-Based Health Information

The focus should be on projects that strengthen the involvement of health sciences/medical librarians in providing evidence-based health information in clinical and/or patient settings. 

Potential Projects

Projects may include the following (other creative ideas are encouraged):

  • Projects to start a new consumer health information / patient education service
  • Projects to educate physicians and nurses on the importance of health literacy and appropriate patient materials
  • Projects to collaborate with clinical staff and/or patient education staff on incorporating library resources and MedlinePlus Connect into EHRs or PHRs
  • Projects to offer a new clinical service, such as one that provides evidence to support the development of order sets within the EHR
  • Projects to offer a new clinical service, such as one to provide evidence to support the development of clinical guidelines or provide support on a research committee, patient education committee, or another institutional committee

Clinical and Translational Science

The focus should be on projects that strengthen the involvement of health sciences/medical librarians in institutions that have received or are seeking NIH Clinical and Translational Science Awards (CTSA).  Projects should encourage collaboration between libraries and their institution’s Clinical and Translational Science program, with emphasis on the CTSA community engagement component.

Potential Projects

Projects may include the following (other creative ideas are encouraged):

  • Collaborating with the CTSA community engagement program and providing education on appropriate NLM and library resources to support such programs
  • Collaborating with the CTSA community engagement program to design projects to engage K-12 students and consumers in family health history and genetics.  Educational programs may surround understanding genetics, genetic testing and health information resources available such as Genetics Home Reference and GeneEd
  • Projects to educate consumers and promote clinical trials, especially for special and minority populations to address disparities in health research

Emerging Roles Identified by Network Members

The focus should be on projects that strengthen the involvement of health sciences/medical librarians in identified, innovative roles within their institution or community. Projects should promote librarian involvement in institution-wide health information initiatives and stimulate collaboration within the organization to address local health information problems. 

Potential Projects

Projects may include the following (other creative ideas are encouraged):

  • Working with the NN/LM MAR office to coordinate and implement a regional symposium related to emerging roles for health sciences/medical librarians to improve health information access or address health information problems
  • Projects for the health sciences/medical librarian to partner with another department within the institution or community and improve access to health information for health professionals and/or the community in a new, innovative way
  • Projects to promote awareness of the many facets of health literacy and its importance to the health care professional and organization
  • Projects to get involved with research data management services

Eligibility Requirements

Full and Affiliate Network member librarians in the NN/LM MAR (Delaware, New Jersey, New York and Pennsylvania) and currently employed in a biomedical setting (academic health sciences center, hospital, research center, etc.) are eligible to apply.

Availability of Funds

Awards will be up to $15,000 each.

All awards issued under the NLM Contract with the University of Pittsburgh, Health Sciences Library System are subject to the Government’s availability of funds in compliance of Federal Acquisition Regulation (FAR) 52.232-18, Availability of Funds.

The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. 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.

Application Process

  • Applications will be accepted until March 14, 2014.
  • Eligible members can apply for awards up to $15,000.
  • Applicants may submit a proposal (
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    ) and supporting documentation to NN/LM MAR at
  • Put Medical Library Project in the subject line.

Budget Guidelines

Funding will be processed on a cost reimbursement basis.

A detailed budget and justification is required.

Allowable expenses include:

  • Personnel (may include professional  or support personnel for the project)
  • Travel (may include air travel, ground transportation, parking, hotel, per diem for meals)
  • Equipment (may include rental or purchase of equipment)
  • Purchase of collection materials is permitted, but must not exceed 5% of the budget
  • Supplies (may include paper, pens, software, display items)
  • Communications (may include postage, parcel and other delivery services, and telephone/data line charges)
  • Reproduction (may include costs for printing/photocopying of project related materials)
  • Other costs (may include honoraria, exhibit fees, or any other items that do not fit into one of the other lines. Provide a breakdown of what has been included in this category.)
  • Indirect costs (IDC) up to 10% are allowed for this award.  It is recommended that due to low funding level, IDC be kept to a minimum.

If mobile technology or computer hardware is proposed, please include the following as part of your cost proposal:

  • For technology or computer hardware purchases under $3,000 – submit catalog pricing
  • For technology or computer hardware purchases $3,000 or more per item – submit three (3) vendor quotes (valid preferably for 60 days, minimum of 30 days). Quotes may include General Service Administration (GSA) price lists. Reference:
  • For personal appeal items such as cameras, MP3 Players, Smartphones, and laptop computers the proposal must address the following:
    • Purpose: There is a legitimate purpose for the items, and use of the items by the awardee will be managed in accordance with institutional policy.
    • Appropriate Use: 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.
    • Cost Effective: Must demonstrate requested items are cost effective and appropriate. For example, will generic brands satisfy the minimum requirements? If not, the proposal/request must describe 1) why it is necessary to purchase branded products, 2) benefits in brand name products. How will items further the mission of the NN/LM and achieve the objectives of the contract?

Vendor quotes are necessary to determine price reasonable for purchase of $3,000 or more. The absence of competitive quotes must be documented and justified.

Expenses are not allowed for:

  • Food
  • Furniture purchases

Period of Performance

  • Funding period is May 1, 2014 – April 30, 2015.  Projects must be completed by April 30, 2015.

Selection Criteria

Proposals will be evaluated by RML staff and MAR advisory committees, as appropriate, according to the following criteria. Requests for clarification and/or revision may be asked of proposal writers as determined by reviewers.

  1. Evidence of need for the project and involvement of the target audience in determining need(s) (10 points)
  1. Well defined description of the target population (10 points)
  • Estimates of the potential population and the portion expected to be reached should be included.
  1. Goals and outcomes that can reasonably be accomplished and even sustained beyond the project period (10 points)
  1. Project plan that clearly indicates specific steps to be accomplished to fulfill objectives (20 points)
  • Inclusion of a timeline or implementation schedule for major events and activities.
  • Planned outputs for the project: number of training session, participants, transactions, etc.
  1. Detailed plan to promote the project to the target population (10 points)
  1. Clear evaluation strategies to measure and assess outcomes and determine the project's success (10 points)
  • In developing an evaluation mechanism, attention should be given to how successful the project will be in meeting the information needs of the target group.
  • Evaluation should measure project objectives and their outcomes. Proposed evaluation tools should reflect these measurements.
  • NN/LM members are strongly encouraged to consult the Outreach Evaluation Resource Center (OERC) publications and resources, or OERC staff for assistance in developing an effective evaluation plan:
  1. Describe the activities that will continue project services to targeted community after completion of the award (10 points)
  1. Evidence of qualified personnel and organizational resources, including partnerships, to assure completion of the project and potential sustainability (10 points)
  • Evidence of institutional facilities and resources adequate to support the proposed program.
  • Letter of commitment from bidder's institutional administration
  • Letters of commitment from administrations of all agencies involved or targeted in the project.
  • If technology is being purchased, letter of support from the person in charge of supporting technology for the bidder’s institution.
  1. Budget plan that is complete, clear, and well justified to complete the project (10 points)

Reporting Requirements

  • Progress reports must be submitted quarterly.  These will include a report of project activities, including progress made toward award goals, problems encountered and a report of the ongoing evaluation or assessment of the project’s effectiveness.
  • One final report will be submitted no later than May 14, 2015.
  • Users of the System must first create an account before reports can be submitted. The NN/LM MAR will provide additional information on accessing the system and submitting reports.
  • If training is conducted as part of the project, the awardee will complete an Outreach Activity Collection Form. This form must be received at the MAR office within 14 days of the activity. The appropriate form will be provided by NN/LM MAR prior to the session.
  • Final reports may be posted to the NN/LM MAR website.
  • Awardee may be asked to participate in a Lunch with the RML session to discuss project activities, outcomes, plans for continuation and lessons learned.

  • The project leader shall provide copies of all communications, materials produced, press releases, advertisements, photographs and articles for newsletters related to the project.  In accepting the award, the project leader gives permission for use of such materials by the NLM and NN/LM.

Additional Requirements

Publication and Publicity

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 National Library of Medicine, National Institutes of Health, Department of Health and Human Services, under Contract No. HHS-N-276-2011-00003-C with the University of Pittsburgh, Health Sciences Library System.

NIH Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research

As of April 7, 2008, final peer-reviewed manuscripts arising from NIH funds must be submitted to PubMed Central (PMC) upon acceptance for publication. The NIH Public Access Policy at 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 PMC no later than 12 months after publication.

The NIH Public Access site should be consulted for additional information:

Website 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.

[Information on 508 Compliance is located at]

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.

Development of Training Materials

Successful applicants are expected to use or adapt existing training materials before developing new materials.  Consult the Medical Library Association (MLA) Educational Clearinghouse prior to developing materials.  Training materials developed as part of the award should be submitted to the MLA Educational Clearinghouse.

Resources for Planning, Implementing and Evaluating Outreach Projects

Need Assistance?

To request assistance, contact us at or (800) 338-7657.