Medical Library Pilot Project Award


  • To support medical librarians through pilot projects that explore or demonstrate innovative roles within their institutions;
  • To promote library involvement in institution-wide health information initiatives;
  • To stimulate collaboration within the organization to address local health information problems


Applicants must be medical libraries in hospitals, health care agencies, or research institutions that are members of NN/LM PNR. The member's librarian must be the project leader and must provide a letter of support from an administrative officer of the member institution.


Maximum fixed price award is $15,000, to be paid incrementally at the time of the award and upon receipt of the mid-project and final reports.

In making awards decisions, the NN/LM PNR will strive for diverse geographic distribution throughout the five states of the Pacific Northwest Region.

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 Contract with University of Washington are subject to the Government's availability of 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.

Period of Performance

Award activities must be completed by April 30, 2016, without possibility of extension. (A final report will be due within one month, or no later than May 31, 2016.)

Application Instructions

Applicant should inform NN/LM PNR of their intent to apply no later than January 27, 2015 by emailing

The application (download below) must be submitted via email attachment to Carolyn Martin, Consumer Health Outreach Coordinator, by February 17, 2015. The PNR staff will acknowledge your application when received, and notification of awards will be given within eight weeks of the application deadline.

Application for Medical Library Pilot Project Award

Examples of Potential Projects

  • Increasing health literacy and/or consumer engagement by collaborating on patient education initiatives or establishing consumer health information service;
  • Co-developing a knowledge-sharing project to impact healthcare safety and quality improvement;
  • Collaborating with clinical staff and/or patient education staff on electronic health records (EHRs) or personal health records (PHRs) to incorporate evidence-based information , library resources, and/or librarian expertise;
  • Creating educational content for scientists in biomedical and clinical settings.

Award Evaluation Criteria

Criteria for selection includes: clear description of the institutional environment; clear project goal to develop or demonstrate non-traditional skill or role of the librarian; clear evaluation plan to measure indicators of desired outcomes; feasibility of plan and project activities; demonstrated partnerships with individuals or departments within the organization; and appropriate budget.

Proposals must meet the following guidelines

  1. If this funding is used to develop web-based resources, those resources must comply with Section 508 requirements for accessibility for people with disabilities [details].
  2. The awardee must acknowledge the support of NLM whenever publicizing the work accomplished as a result of this award [details].
  3. If a journal article is published as a result of this project, the final peer-reviewed manuscript must be submitted to the PubMed Central digital archive in accordance with the NIH Public Access Policy [details].

Budget Guidelines

The allowable performance period for this award is 12 months. A detailed budget and justification is required. Funding will cover: personnel, equipment, software, Internet service provider fees, supplies, travel and reproduction of materials. These are examples only and are not meant to be all-inclusive. Purchase of print materials or to access a commercial electronic health information is permitted, but must not exceed 5% of the total project budget. Food and furniture are not allowed.

If you are proposing equipment, you must provide the following as part of your application:

  • For IT/ computer hardware under $3,000 per item: Vendor name and published pricing.
  • For IT/ computer hardware of $3,000 or more per item: Three (3) vendor quotes (preferably valid for 60 days). Vendor quotes are necessary to determine price reasonableness for purchases. If a single item is over $3,000 and is not competed, then a sole source justification letter is required to indicate why it is the most advantageous purchase.

If personal appeal items such as cameras, MP3 players, smartphones, and laptop computers are proposed, please be prepared to submit the required elements listed on this web page upon approval of the award: [details]

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.

Reporting Requirements

The project leader will submit to the NN/LM PNR two reports: a mid-project and a final report.

The mid-project report is due at the halfway point of the award period. A template for the mid-project report is available on the Project Reporting Toolkit. If training activities or exhibits are conducted as part of the project, please submit an Activity Reporting Form or Exhibit Report as appropriate. These forms will be made available by PNR Staff.

The final report must be submitted within 30 days of project completion. Final reports must be submitted by the awardee using the template provided on the Project Reporting Toolkit.

Lastly, awardees must also submit an article summarizing their project for publication in the Dragonfly, the NN/LM PNR's blog.

Need additional information or help?

Carolyn Martin, Consumer Health Outreach Coordinator, NN/LM PNR,
Telephone: (206) 221-3449, or 1-800-338-7657 (within AK, ID, MT, OR, WA)