Option Year 2: May 1, 2013 - April 30, 2014

Program Overview and Objectives

A. Network Infrastructure

A.1. Information Services Program

  • Increase the number of full and affiliate members to ensure prompt and reliable access to information by maintaining a large network of active DOCLINE participants.
  • Establish efficient referral mechanisms that provide access to information locally and in a timely manner.
  • Assess, update and establish agreements with SE/A member libraries to provide information services to unaffiliated health professionals on a cost recovery basis.
  • Fund up to 6 awards annually for projects that target health professionals, providing improved access to health information resources.

A.2. Transfer of Health Care and Biomedical Information

  • Use numerous methods to assess the needs of network members: informal communications such as telephone calls, email, and SEA Currents comments; Regional Advisory Committees; Site visits; attend meetings, and participate in a NN/LM SE/A Resource Directors meeting in October in conjunction with the joint chapter meetings of Southern and MAC.
  • Attend a minimum of 4 meetings of health sciences librarians to provide training or presentations on NLM products; schedule Beyond the SEA programming to include NLM product updates or demonstrations; forward NLM product updates to SEA Currents or regional listservs as appropriate.
  • Assist NLM with testing new features and enhancements of NLM products and services by recruiting volunteers when so requested, provide feedback with exhibit and quarterly reports, and promote enhancements through our usual communication channels
  • Consult with HIT-funded community college libraries to determine the role they play in HIT curricula. This consultation will be concluded in the Base Year. In Option Year 01 we will work with these libraries to promote MedlinePlus Connect as an integral part of the HIT programming.

A.3. Network Membership

  • Establish relationships with public libraries, academic libraries, consumer health libraries, faith and community organizations, and specific population organizations to promote affiliate membership and to involve them in Network activities.
    • Continue to recruit new full and affiliate Network members.
    • Contact the libraries at Historically Black College and Universities (HBCUs) and Hispanic Association of Colleges and Universities (HACU) that have health programs to encourage Network membership.
    • Distribute membership certificates to new members.
    • Develop and distribute a promotional flyer to generate interest in membership. Distribute to targeted community colleges with nursing and allied health programs.
  • Maintain institutions in DOCLINE as the Network membership database.
  • Maintain memberships in all state library associations and all health sciences library associations in order to obtain subscriptions to association publications; receive privileges to post information about membership, funding opportunities and more to electronic discussion lists; and serve on committees and learn about local programs.
  • Attend state association or consortium meetings of information professionals in order to recruit members, promote NLM and NN/LM products and services, exhibit, provide training sessions, and provide NLM and NN/LM updates. Planned locations include:
    • National and regional meetings: Medical Library Association, Seattle, WA; Mid-Atlantic Chapter/MLA & Southern Chapter/MLA joint meeting, Baltimore, MD; American Library Association, Anaheim, CA, Southeastern Library Association, Macon, GA.
    • State library associations: Mississippi Library Association, Maryland Library Association
    • State or local health science library associations: GAIN (GA), FCALM (FL), FSHLA (FL), ANCHASL (NC), DCHASL (DC)
  • Visit local libraries and organizations while exhibiting or training to promote membership, develop contacts with potential affiliate members, and visit with local members to learn about programs and needs. Planned locations: WV, SC, AL
  • Attend regional events such as library dedications, retirements, exhibit openings, and others, upon request of Network members and per available funding.
  • Maintain a regional referral service: continue to recruit libraries that provide Loansome Doc services, promote the service regionally, and refer callers to participating Network libraries in a timely fashion.

A.4. Resource Sharing

  • Continue to recruit new DOCLINE libraries. Assist current members with questions, train/assist members to update Institutions (DOCLINE) records as needed to ensure proper routing of requests, and assist with routing table creation and changes.
  • Inform members of DOCLINE system changes in a timely manner through SEA Currents.
  • Review DOCLINE statistics to monitor regional resource libraries’ performance. Assist libraries that have not met performance standards.
  • Conduct three DOCLINE classes in the Region to Network members via Adobe Connect.
  • Utilize chat services and Adobe Connect for online one-on-one training sessions.
  • Cooperate with NLM, NNO, and other NN/LM regions in maintaining interlibrary loan, document delivery or resource sharing information on the NN/LM website.
  • Promote and recruit regional libraries to join the Electronic Funds Transfer System (EFTS).
  • Update regional document delivery, EFTS and ESEA materials on the SE/A web site.
  • Continue to recruit new Serials Holdings reporting libraries. Assist members with questions concerning the use of and input of records into Serials Holdings.
  • Monitor trends in interlibrary loan and inform Network members through articles in SEA Currents and at meetings.
  • Promote LinkOut to Network libraries. Assist with questions concerning adding holdings to and accessing LinkOut. Hold web-conferencing sessions on starting a LinkOut service when requested.
  • Promote MedPrint to network libraries via presentations at regional conferences, state meetings, and exhibits.

A.5. Resource Libraries

  • Maintain communications with our 31 resource libraries throughout the year. Visit new resource library directors to explain network services as well as to offer support as needed.
  • Monitor compliance with resource library agreement.
  • Encourage resource library status for newly qualified organizations.
  • Convene Resource Library Directors for meeting prior to Southern Chapter/MAC joint meeting in Baltimore.
  • Promote MedPrint to Resource Libraries at Resource Library Director’s Meeting.

A.6. Emergency Preparedness

  • Continue to promote the national emergency plan in the region and participate in its implementation across the Network.
  • Update and maintain the SE/A disaster planning/emergency preparedness web page. Conduct in-person and online continuity of service training in the region. Locations of in-person training planned: AL and MS.
  • Promote the emergency preparedness toolkit in SEA Currents, on the SE/A web site, in training classes and via the state representatives to the Emergency Preparedness Regional Advisory Committee. 
  • Encourage emergency preparedness/disaster recovery classes throughout the region through the provision of training awards and a minimum of two Emergency Preparedness express awards.
  • Offer the Express Planning and Assessment Award to allow for meetings to develop statewide cooperative disaster plans. Upon request, assist with the planning and development of meetings and statewide plans and attend planning sessions in locations where meetings have not been held previously. Potential locations of meetings include: DC, MS, WV and PR.
  • Offer up to three Disaster Recovery Awards to assist full member Network members that have lost equipment and connectivity due to natural or manmade disasters. (In the past, the wording of this objective was that we would offer a minimum of three; however, given the uncertainty of the need and the need to spend our funds to $0 each year, we must be more conservative in regard to the funds we may keep “just in case.” These funds will dwindle after the major hurricane and tornado seasons are over.)
  • Continue to work with the NN/LM Pacific Northwest Region office to refine “buddy library” arrangements for continuity of services.
  • Encourage SE/A Network members to buddy with libraries to ensure continuity of service for emergencies.
  • Hold a virtual meeting of the SE/A Emergency Preparedness Regional Advisory Committee to continuously evaluate progress made towards goals and plan next steps.

A.7. Communications

  • Maintain, promote and publish a regional blog/newsletter, SEA Currents, to communicate information about regional and national programs, policies and procedures, NLM grants, and other important Network-related information.
  • Host and maintain state association and other specialty electronic discussion lists as requested to facilitate statewide communications, planning, and evaluation activities.
  • Update SE/A information and resources on the NN/LM website.
  • Maintain state resource pages on the SE/A website.
  • Participate in monthly NN/LM teleconferences.
  • Attend the RML directors meeting in May in Seattle, WA and the mid-year meeting if held.
  • Attend new staff orientation at NLM. Location: Bethesda: Attendees: Andrew Youngkin, Ashley Cuffia
  • Provide “chat” services, available from the SE/A website, during business hours.
  • Make use of appropriate emerging technologies to communicate with users, for instance, Facebook.

A.8. Regional Advisory Committee

  • Hold RAC program committee meetings virtually at least twice during the year to discuss regional issues and plans. Hold one in-person meeting of the Oversight Committee to discuss regional plans. Location: Baltimore, MD.
  • Maintain electronic discussion lists for each of the RAC program committees to conduct business and for communication.
  • Enlist RAC members as needed to review outreach proposals or new publications and to help plan the evaluation of NN/LM SE/A services.
  • Complete the work of and follow-up on the recommendations of the Hospital Library Advocacy Task Force.
  • Constitute an Oversight Committee consisting of the chairs of the RACs for yearly face-to-face meetings. Location: Baltimore, MD

A.9. Monitor and Evaluate Programs

  • In consultation with OERC, NNO, and RACs conduct an evaluation in second half of Option Year 01. Program areas of possible consideration are: ILL on a state basis to track trends and predictive factors for future ILL in the region; the Awards program, communication mechanisms, training needs of SE/A members, or user satisfaction with SE/A services.
  • Promote evaluation component in each SE/A-funded project in the award description and in during the application process, where the evaluation component must be detailed.
  • Provide NLM relevant feedback through quarterly reports, email, teleconferences, and phone as appropriate.
  • Take advantage of the proximity of the Quad Chapter Meeting (4 MLA chapters, including MAC and Southern meeting in Baltimore, MD) to convene a Resource Library Directors’ meeting in Baltimore.

A.10. Participate in Tests, Usability Studies, and User Needs Assessments of NLM and NN/LM Products and Services

  • Recruit representative volunteers to participate in needs assessment and studies of NLM and NN/LM products and services as needed: possible sources of volunteers include RAC members and the HS/HSL of the University of Maryland.
  • Assist NLM in conducting needs assessment and studies of NLM and NN/LM products and services by recommending network members for participation in such tests, and serving as a conduit between NLM and the SE/A network.

A.11. Assist Network Members with Negotiating E-Licensing Agreements that Meet the Needs of their Institutions and Support the Mission of the NN/LM by Providing Resources on Training in E-Licensing Issues

  • Monitor trends in e-licensing and inform Network members through articles in SEA Currents and at meetings.
  • Maintain frequently asked questions (FAQ) documents about e-licensing content, contracts, processing, pricing, classes, and more on the Access page of the SE/A web site.
  • Encourage the use of training awards for e-licensing classes in the Region.
  • Discuss regional e-licensing issues and encourage the growth and strengthening of consortia and library groups at all levels for purchasing, training and camaraderie with assistance of Access RAC.
  • Maintain professional development book collection for use of Network members, with items that deal with e-licensing subject matter (among other subjects).

A.12. Consulting on Proposals

  • Consult with Network members, community, faith and other organizations so that they are knowledgeable about the process of applying for awards
  • Offer Grant Proposal Writing classes to librarians, health professionals (including public health workforce), and community groups.
  • Promote the four part Wishing Well Series tutorials to community organization members.

A.13. Proposal Submissions

  • Maintain, promote and publish a regional blog/newsletter, SEA Currents, to communicate information about regional and national programs, policies and procedures, NLM grants, and other important Network-related information.

A.14. Develop Programs for Information Professionals

  • Provide support to information professionals through an advocacy program which includes promotion and education and training to address new roles in knowledge management, assessment, clinical information systems, patient safety programs, electronic health records, health literacy, evidenced-based health care, patient education and more.
  • Assist the information professional in promoting evidence based health information by providing training on PubMed and other NLM systems.
  • Provide support to information professionals through funding opportunities that support
    their mission and service goals.
  • Develop a web-based toolkit for the use of hospital librarians. This toolkit will be based upon input from the spring 2011 Hospital Librarian Summit.
  • Maintain information professional-oriented professional development collection of freely-circulating books on subject topics that include e-licensing, technology, consumer health, library management, grant writing, and program evaluation.
  • Work with SCR to investigate obtaining Certified Health Education Specialist (CHES) Continuing Education (CE) for one or more RML CE courses for the public health workforce. There is no budget line for this item because we do not have an anticipated cost, nor are we certain that there will be a cost this year since there are indications that this may be a time-consuming process. If costs arise and anticipated results are reasonable, we will reallocate resources.

A.15. Historical Collections

  • Recruit Network member libraries with historical or unique collections to add their records to NLM’s historical materials database.
  • Fund a minimum of 3 Express Digitization Awards to those wishing to digitize special or unique collections. Collections must be made publically available.

A.16. Training Lab

  • Maintain existing training lab and make it available for NTC (this lab is being extensively upgraded in the Base Year).

B. Outreach Programs

  • Input and maintain records for all outreach projects in NLM’s Outreach Projects Database. Make records available on the SE/A website.
  • Use outreach database to track activities and to ensure effective distribution of services in the Region.

B.1. Outreach to Health Professionals

  • Develop a minimum of 6 subcontracts that focus on the information access needs of health professionals. Provide funds for projects that provide training, presentations, demonstrations, technology improvements and exhibits to targeted populations including the public health workforce, minority or unaffiliated health professionals, health professionals serving at risk or minority populations or those working in rural, inner city or minority-serving health clinics.
  • Provide funding for “express awards” for projects assisting health professionals. Express awards include:
  • A minimum of 1 Outreach Awards to improve access to information for unaffiliated health professionals, the public health workforce, minority health professionals, or those serving minority or at risk populations
  • A minimum of 1 Planning and Assessment awards to plan or determine the feasibility for future outreach projects
  • 2 Library Technology Improvement awards to promote or enhance information access of urban or rural health clinics or consumer groups that promote health information or work to eliminate health disparities.
  • Conduct site visits to select funded projects concluding in Option Year 01. Planned location includes University of South Alabama, Mobile, ALProvide consultations on NLM products and services, online searching, technology and connections to health professionals and the public health workforce as needed. Utilize Adobe Connect and instant messaging for one-on-one consultations as appropriate.Continue outreach to the public health workforce. Visit and provide training to county health departments in GA and MD. Promote PHpartners.org website and submit suggestions for new links to PHpartners.org. Encourage local and state health departments to link to NLM websites and databases.Present at national or regional meetings of health professionals upon request or when proposals are accepted. Potential locations include: FL, PR, or DC for national meeting/exhibits, and SC, WV, VA, or TN for regional meetings (budgeted under exhibit objectives B.5.1 and B.5.2).Use of Instant Messaging to hold “chats” with health sciences librarians who do outreach to health professionals. Utilize Adobe Connect for one-on-one consultations as appropriate.
  • Provide leadership and participation in ClinicalTrials.gov Results program.
  • Promote ClinicalTrials.gov results at professional meetings not limited to: Hispanic Dental Association, National Association of Local Boards of Health, Society for Critical Care Medicine, and meetings of medical librarians including the Quad Meeting, and state meetings.

B.2. Consumer Health

  • Develop a minimum of 7 subcontracts that seek to improve access to health information resources at the regional, state, and local level. Provide funds for projects that provide training, presentations, demonstrations, technology improvements and exhibits to targeted populations including: community and faith organizations, vulnerable and at-risk populations, public librarians, and more.
  • Provide funding for “express awards” for the following:
  • A minimum of 1 Follow-up Awards to evaluate an outreach project in which an affiliate member has participated or was funded to lead, to assume services offered under contract from funded agency or to develop plans for next steps to expand or sustain a project.
  • A minimum of 1 Outreach Awards that assist community groups; faith groups; specific consumer populations, such as seniors, teens, etc.; minority groups; at risk groups; or a specific group in the community in need of health information.
  • A minimum of 2 Planning and Assessment Awards to plan or determine the feasibility for future outreach projects.
  • Provide funding to Huntsville-Madison County Public Library to perform health information outreach to Grades 9-12 in the Huntsville-Madison County Public Schools.
  • Teach the class “K-12 Resources” at least twice in the region to promote NLM resources appropriate for K-12.
  • Participate in Community College Outreach Task Force.
  • Provide consultations for libraries and community groups desiring to build consumer health information services. In addition, hold “chats” or utilize Adobe Connect, Skype video or audio calls for one-on-one consultations as appropriate.
  • Continue to update and promote the health information literacy kit, available for download at the SE/A web site.
  • Conduct site visits to select funded projects concluding in Option Year 01. Planned locations include: East Tennessee State University, Johnson City, TN; University of South Alabama, Mobile, AL; University of South Florida, Tampa, FL; Salisbury, MD; Washington, DC; Charlottesville, VA; and Hampton, VA.
  • Promote the four part Wishing Well Series tutorials to community organization members.
  • Attend the Annual Health Literacy Conference in Irvine, CA, to gather information for the development of a new health literacy class and to network with literacy experts to better inform our consumer health program.
  • Provide presentations on NN/LM SE/A projects at two state library association meetings. Planned locations include: MD and MS. Special emphasis will be placed on K-12 resources.

B.3. Exhibits

Exhibit at five national health professionals meetings to include:



Hispanic Dental Association/Society of American Indian Dentist (HAD-NDA-SAID) Boca Raton, FL July 20-24, 2012
National Association of Local Boards of Health Atlanta, GA August 8-12, 2012
Hispanic Association of Colleges and Universities Washington, DC October 20-22, 2012
American Orthopaedic Society for Sports Medicine Baltimore, MD

July 12-15, 2012


Exhibit at five state health professional association meetings to include:

Association Location Date
South Carolina Dental Association Myrtle Beach, SC May 3-6, 2012
West Virginia Public Health Nursing Spring Symposium Charleston, WV TBA
Virginia School Health & Education Partnership Richmond, VA TBA
Latino Medical Student Association/Southeast Region Nashville, TN February 17-19, 2013


Exhibit at four state/regional library association meetings to include:

Association Location Date
Maryland Library Association Ocean City, MD May 9 – May 11, 2012
Southeastern Library Association Macon, GA October 2012
Quad Chapter MLA Baltimore, MD October 13-16, 2012
Mississippi Library Association Natchez, MS October 18-21, 2012


Exhibit at four meetings of consumers to include:

Association Location Date
Southern Women’s Show Charlotte, NC September 20-23, 2012
Black Gay Pride Atlanta Atlanta, GA TBA
Maryland Veterans of Foreign Wars Ocean City, MD June 4-7, 2012
Agricultural and Food Fair of the U.S. Virgin Islands St. Croix, USVI February 2013

Provide funding for Network libraries to exhibit at state meetings of health professionals, public librarians and health consumers. A minimum of 18 awards is planned.

Provide courses, program presentations, posters and other offerings at meetings of health professionals, information professionals and health consumers. Potential locations include health professional meetings in SC, WV, VA, and TN, health information professional meetings in MD, TN, FL, & GA and consumer meetings in MD, SC, AL and USVI.

B.4. Information Technology and Policy Awareness

  • Monitor the web and the literature to identify technological trends and current advances that improve access to biomedical information. Attend meetings to keep current with trends. Planned location: Internet Librarian, Monterey, CA.
  • Fund up to 4 Information Technology and Policy Awareness Awards for conferences in Option Year 01. Upon request, attend, exhibit or present at funded technology showcases. Potential locations include: MD, VA, NC, and AL.
  • Visit sites with technology-related subcontracts and project awards. Planned location includes University of South Carolina, Columbia, SC
  • Fund 2 Express Mobile Technology awards for projects to improve or showcase the use of hand-held devices to enhance information access, create new avenues to deliver information or introduce NLM mobile products to health professionals or consumers.
  • Provide funding for a minimum of 2 Express Library Technology Improvement awards that enable libraries to digitize or automate a hospital library service to increase its accessibility within or without the institution.
  • Participate in testing technology as requested by NLM or network member.
  • Continue to update and enhance state pages that include statistical information, library information, specific population information, key documents or studies about the state and more.
  • Participate as a member of the NN/LM Web-STOC Advisory Committee and web-developers team. Attend the NN/LM web-developers meeting in MD.
  • Continue to enhance the usability of the NN/LM SE/A web site (http://nnlm.gov/sea).

B.4. Technology Improvement

  • Promote the Express Pilot Mobile Technology awards for projects to improve or showcase the use of hand-held devices to enhance information access, create new avenues to deliver information or introduce NLM mobile products to health professionals or fund a minimum of 2 awards.
  • Promote the Express Hospital Library Promotion award to strengthen the position of hospital librarians by demonstrating their value and skills as information professionals, creating institutional or public awareness about the library, and promoting their role in the provision of health information for patient care and patient safety and more. Fund a minimum of two awards.
  • Promote the Express Library Technology Improvement Award to ensure adequate connectivity or equipment to improve electronic services in hospital libraries. Fund a minimum of two awards.
  • Visit sites of library promotion awards or library technology improvement awardees. Greenville, NC.

B.6. Project Funding and Administration

  • Inform Network member libraries about NLM and other grant opportunities in SEA Currents and on the SE/A website. Assist with grant questions.
  • Consult with full and affiliate members on funding proposals for NLM or the SE/A. Provide letters of support when requested.
  • Encourage those receiving grants, subcontracts or awards to provide articles for SEA Currents on lessons learned.
  • Offer Grant Proposal Writing classes to librarians, health professionals (including public health workforce), and community groups. Planned location: NC.