Network of the National Library of Medicine (NNLM) Organizational Handbook

Network of the National Library of Medicine (NNLM) Organizational Handbook


Overview

NNLM Overview

NNLM Regions 2021-2026

NNLM Regions | US Map with Region Numbers

NNLM Regions 2021-2026: Listing of States and Territories

Region 1: Delaware, Kentucky, Maryland, New Jersey, North Carolina, Pennsylvania, Virginia, West Virginia, and the District of Columbia

Region 2: Alabama, Florida, Georgia, Mississippi, South Carolina, Tennessee, the Commonwealth of Puerto Rico, and the U.S. Virgin Islands

Region 3: Arkansas, Kansas, Louisiana, Missouri, Nebraska, Oklahoma, and Texas

Region 4: Arizona, Idaho, Colorado, Montana, New Mexico, North Dakota, South Dakota, Utah, and Wyoming

Region 5: Alaska, California, Hawaii, Nevada, Oregon, Washington, and U.S. Territories and Freely Associated States in the Pacific

Region 6: Illinois, Indiana, Iowa, Michigan, Minnesota, Ohio, and Wisconsin

Region 7: Connecticut, Massachusetts, Maine, New Hampshire, New York, Rhode Island, and Vermont

  • Mission and Goals
  • NNLM Overview (August 2019) [PDF, 707 KB)
  • Infrastructure & Operations 
  • Additional Funding for NNLM Through Administrative Supplements
  • Data on/About NNLM Activities
  • 2016-2021 Regional Medical Libraries, Offices and Centers

     

    View information about the NNLM All of Us National Program Center FOA

    Mission and Goals of the Network of the National Library of Medicine (NNLM)

    The mission of the NNLM is to advance the progress of medicine and improve the public's health by providing U.S. researchers, health professionals, public health workforce, educators, and the public with equal access to biomedical and health information resources and data. NNLM’s main goals are to work through libraries and other members to support a highly trained workforce for biomedical and health information resources and data, improve health literacy, and increase health equity through information.

    Underrepresented Populations

    NNLM engages meaningfully(link is external) with current and future audiences to increase information access, with priority for Underrepresented Populations, as determined by: those experiencing health disparities; race and ethnicity; biological sex, gender identity or expression, and sexual orientation; cognitive and physical abilities; religious background or identification; socio-economic status (past and current); education level, health literacy, and linguistic needs; geographic location including underrepresented populations from medically underserved areas(link is external); and other factors or demographics that create unequal access to the highest level of health (please refer to the special supplement(link is external) by the American Journal of Public Health about health disparities research). 

    NNLM Members

    NNLM members are the "field force” or trusted ambassadors for NLM products and services, providing information services, engagement, and instruction, or funding for projects to do the same, to the public, researchers, health professionals, and public health workforce.

    The NNLM Membership Directory provides an overview of the 8,000+ NNLM members which includes libraries, hospital, public health centers, community-based organizations and others.

    Network membership is free and offers a variety of benefits and services, including:

    Additional Funding for NNLM Through Administrative Supplements

    In addition to the Network of National Library of Medicine (NNLM) UG4, NLM may offer administrative supplements to achieve new programmatic and research objectives that are within scope of the peer reviewed and approved project. Please refer to the NIH Administrative Supplements to Existing NIH Grants and Cooperative Agreements(link is external) announcement for more information.

    Below are two recent administrative supplements that were awarded during the 2016-2021 cycle of Network of the National Library of Medicine (NNLM) UG4 cooperative agreements grants:

    1. NIH All of Us Research Program Partnership

    Background
    In September 2017 the National Library of Medicine initiated a 3-year pilot partnership with the NIH All of Us Research Program(link is external) for the program’s community engagement and training platform through the Network of the National Library of Medicine (NNLM) UG4 cooperative agreement awards. The pilot program created the NNLM All of Us Community Program consisting of two associated Centers: Training and Education Center (TEC) and the Community Engagement Center (CEC). 
     
    The partnership continues with the release of a new U24 Funding Opportunity Announcement for the Network of the National Library of Medicine All of Us Program Center(link is external) (released on July 12, 2021).
     
    Please visit the All of Us workbook section for publicly available information about the partnership between NNLM and NIH All of Us to assist in preparing grant applications

    2. NNLM HIV/AIDS Coordination Center (NACC)

    Background
    The NLM HIV/AIDS Community Information Outreach Program (ACIOP)(link is external) addresses the overarching National Institutes of Health (NIH) HIV/AIDS research priority area of disseminating information and training that will provide tools, techniques, and the capacity to advance and benefit HIV/AIDS research. The goal of the ACIOP is to improve HIV/AIDS information access for patients, health professionals, the affected community and their caregivers, as well as the public. Based on the expertise of the NNLM staff, Network partners, and the growing number of NNLM community partners, the NNLM is in an excellent position to help NLM and NIH achieve their goals in the effort to reduce HIV/AIDS. Strategic incorporation of ACIOP awardees into NNLM will provide a valuable platform to continue reaching and engaging diverse groups to disseminate HIV/AIDS information and improve the public’s health. 

    NNLM HIV/AIDS Coordination Center's (NACC) goal is to enhance communication with current, past, and potential HIV/AIDS Community Information Outreach Project(link is external) (ACIOP) awardees and Community Based Organizations working on HIV initiatives to improve their access to trusted NIH and NLM HIV/AIDS information resources. Membership is open to ACIOP awardees, community-based organizations, public health departments, public libraries, and other organizations working with people living with HIV.

     

    Data on/About NNLM Activities

    NNLM Data Dashboard

    The NNLM Data Dashboard provides data on RML, Office, and Center activities and funded regional projects.

    Access the NNLM Data Dashboard. 

    Region Mapping Data

    NNLM Region Mapping Data (from 2019 Request for Information) [Excel, 139KB]

    2016-2021 Regional Medical Libraries, Offices, and Centers

    NOTE: this is the current organizational structure of the NNLM. Aspects of this structure will change for 2021-2026. Please see the "2021-2026 Changes" tab for more information on the changes. 

    The National Library of Medicine through the NNLM program funds 8 RMLs, 5 national Offices, and 3 national Centers. Explore the links below to learn about their mission and work:

    Regional Medical Libraries (RMLs)

    Middle Atlantic Region (MAR)
    Based at University of Pittsburgh, in Pittsburgh, PA
    Serves Delaware, New Jersey, New York, and Pennsylvania

    Southeastern / Atlantic Region (SEA)
    Based at University of Maryland, in Baltimore, MD
    Serves Alabama, District of Columbia, Florida, Georgia, Maryland, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, US Virgin Islands, Virginia, and West Virginia

    Greater Midwest Region (GMR)
    Based at University of Iowa, in Iowa City, IA
    Serves Illinois, Indiana, Iowa, Kentucky, Michigan, Minnesota, North Dakota, Ohio, South Dakota, and Wisconsin

    MidContinental Region (MCR)
    Based at University of Utah, in Salt Lake City, UT.
    Serves Colorado, Kansas, Missouri, Nebraska, Utah, and Wyoming

    South Central Region (SCR)
    Based at University of North Texas Health Science Center, in Fort Worth, TX
    Serves Arkansas, Louisiana, New Mexico, Oklahoma, and Texas

    Pacific Northwest Region (PNR)
    Based at University of Washington, in Seattle, WA
    Serves Alaska, Idaho, Montana, Oregon, and Washington

    Pacific Southwest Region (PSR)
    Based at University of California, in Los Angeles, CA
    Serves Arizona, California, Hawaii, Nevada, and US Territories in the Pacific Basin

    New England Region (NER)
    Based at University of Massachusetts Medical School, in Worcester, MA
    Serves Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont

    National Offices

    DOCLINE Coordination Office (NDCO)
    Office of Engagement and Training (OET)
    Public Health Coordination Office (NPHCO)
    Training Office (NTO) 
    Web Services Office (NWSO)

    National Centers

    All of Us Community Engagement Center (CEC)
    All of Us Training and Education Center (TEC)
    Center for Data Services
    Evaluation Center (NEC)
    HIV/AIDS Coordination Center (NACC)

Infrastructure & Operations

Infrastructure and Operations

As a group, the RMLs ensure continuity for essential programs of the NNLM, and cooperatively design, implement, and evaluate innovative approaches to serving the biomedical and health information needs of researchers, health professionals, public health workforce, educators, and the public in communities across the U.S. Below are set trans-NNLM activities, and others may be formed to meet specific needs throughout the UG4 cycle. Dates of meetings will change with the new UG4 cycle as negotiated by all parties.

1.The Steering Committee (SC)

As an example for how the 2021-2026 Steering Committee (SC) will operate, below are the current charters for the Steering and Program Committees of the NNLM. This Workbook and its appendices will be modified and updated in response to decisions and changes made by the SC.

2020-2021 Charter of the Steering Committee (SC)
Objectives and Scope of Activity
The Steering Committee (SC) provides strategic direction and decisions on related matters pertinent to work of the Network of the National Library of Medicine (NNLM) program as performed under a Cooperative Agreement between the Regional Medical Libraries, the National Coordinating Offices, and the National Library of Medicine (NLM).

Description of Duties

  1. The SC provides strategic guidance and direction ensuring the work of the Network of the National Library of Medicine (NNLM) program, as carried out by the Regional Medical Libraries, the National Coordinating Offices, and the NLM National Network Coordinating Office, is in alignment with the overall mission and goals of the NNLM and the National Library of Medicine.
  2. The SC sets priorities, based on the above missions and goals, guiding actionable initiatives enabling Regional Medical Libraries and National Coordinating Offices to implement local, regional, and national programing promoting National Library of Medicine programs and services meeting the information needs of consumers, health professionals, and librarians.
  3. The SC investigates and initiates program efficiencies reducing duplication of effort, maximizing resources, and ensuring consistency of message, while acknowledging regional requirements and diversity of needs.
  4. The SC provides oversight for all Centers established within the NNLM. This includes the NNLM All of Us Community Engagement Center (CEC), the All of Us Training and Education Center (TEC), and the NNLM ACIOP Coordinating Center (NACC). The TEC provides SC with regular updates. As All of Us community engagement and ACIOP awardee coordination and engagement are part of the RML program, the CEC and NACC Project Leads are ex-officio members of the SC Program Committee.
  5. The SC establishes the national identity of the NNLM program by ensuring consistency of the program message and member experience.

Membership and Designation
SC membership for May 2020-April 2021 includes:

  • Principal Investigators (PI); 1 from each Region; 8
  • Office of Engagement and Training (OET) Chief; 1
  • National Coordinating Office Project Leads (PL); 5
  • Extramural Programs (EP) Program Official (ex officio); 1

Ex-officio members may include National Library of Medicine staff and representatives from other programs as requested by the SC and/or the Chief, OET.

SC membership beyond April 2020 will be set by vote by the SC.

Quorum
An official meeting of the SC must consist of a quorum of at least:

  • One (1) representative from each RML (Principal Investigator or designee)
  • Five (5) National Office Project Leads or his or her designee; cannot be the same person who is representing the RML
  • One (1) OET Project Scientist

Decision Making Process, Motions, and Voting
SC members will be given the opportunity for open discussion on all relevant issues based on the agenda. Discussion is intended to explore issues, raise concerns, and suggest solutions. Final recommendations will take the form of a proposed motion that is seconded. Voting in virtual meetings will be conducted using a voting/polling mechanism. Voting in in-person meetings will be conducted by an open show of hands. Any voting SC member may request a private ballot vote. Each Region, National Coordinating Office, and the OET will be given one vote for a total of fourteen (14) votes. The motion will pass with a simple majority vote of eight (8) or more. If the vote is tied, the Chair will initiate a second round of open discussion followed by a second round of voting. If a tie continues, the Chair may serve as final determinants. The Extramural Program Officer and ex officio members will not participate in voting.

SC Roles and Responsibilities
Chair: The SC chair will be selected from the pool of PIs, AD/EDs, and PLs. Duties of the Chair are setting the meeting schedule, arranging meeting logistics (rooms, teleconferencing information), calling for agenda items, setting the meeting agenda, facilitating and leading the meeting, acknowledging action items, and announcing vote outcomes.

Recorder: The OET or designee will serve as Recorder. Recorder will record the meeting minutes. Minute summaries will be submitted to the OET via email for review within five (5) business days of the meeting conclusion. Once the meeting minutes are reviewed and approved, the Recorder will post them to the NNLM staff intranet. Minutes will contain, at a minimum, date and place of meeting, the list of present members, business discussed, motions made and how they were resolved including vote counts, and standing action items.

Members: Members attending the meetings will be prepared to contribute. Members are responsible for assigned action items and communicating meeting outcomes to their staff and Network members as appropriate.

Meeting Frequency and Format
Meetings of the SC will be held quarterly. Meetings beyond April 2020 will be set by vote by the SC.

If it is deemed necessary to hold an in-person meeting, the location will be voted on by the membership with ample time to budget travel expenses. Meetings will be closed to the public except as determined otherwise by the SC.

Subcommittees
The SC appoints subcommittees based on strategic direction. Subcommittee members will be appointed by the SC based upon their expertise to carry out the charge of subcommittee. Each subcommittee will have a Chair and draft a charter including information on its name, membership, function, estimated frequency of meetings, deliverables and expected termination date. The advice/recommendations of a subcommittee must be deliberated and voted on by the SC. All subcommittee members may vote on subcommittee actions. All subcommittee documentation, including charter, membership, agendas and meeting minutes, voting records, and final reports must be posted to the NNLM staff intranet.

The SC Program Committee is a standing subcommittee of the SC. The SC Program Committee advances mission of NNLM by operationalizing the SC vision and planning, coordinating, and implementing programs and activities in the RMLs, National Coordinating Offices, and the NNLM All of Us Community Engagement Center. The committee makes recommendations to the SC for final decisions and approval. Changes in the membership of this committee will be made by the SC.

Amending the Charter
Proposed changes to the Charter will be submitted to the Chair. The Chair will bring proposed changes to the SC for discussion and vote.
 

2. SC Program Committee

The SC Program Committee is a standing subcommittee of the SC. The SC Program Committee advances mission of NNLM by operationalizing the SC vision and planning, coordinating, and implementing programs and activities in the RMLs, National Coordinating Offices, and the NNLM All of Us Community Engagement Center. The committee makes recommendations to the SC for final decisions and approval. Changes in the membership of this committee will be made by the SC.

2020-2021 Charter of the SC Program Committee
Scope
The SC Program Committee is a standing subcommittee of the SC. The SC Program Committee advances the mission of NNLM by operationalizing the SC vision and planning, coordinating, and implementing programs and activities in the RMLs, National Coordinating Offices, and the National Centers.

Charge
The SC Program Committee will:

  • Operationalize decisions and vision of the SC;
  • Make decisions that address operations which impact more than one office;
  • Make recommendations to the SC for final decisions and approval. Roles & Membership; and · review and vote on proposed national initiatives according to the SC-approved National Initiatives Framework to go to the SC for final decision.

Membership
SC Program Committee membership for May 2019-April 2020 includes:

  • Associate Directors/Executive Directors: 1 from each Region; 8
  • Office of Engagement and Training (OET) Chief; 1
  • National Coordinating Office Leadership: 1 from each Office; 5
  • National Center Leadership (ex officio): 1 from each Center; 3
  • Extramural Programs (EP) Program Official (ex officio); 1
  • Ex-officio members may include National Library of Medicine staff and representatives from other programs as requested by SC Program Committee and/or the Chief, OET

Roles and Responsibilities
Chair: Duties of the Chair are setting the meeting schedule, arranging meeting logistics (rooms, teleconferencing information), setting the meeting agenda, facilitating and leading the meeting, recording minutes and action items, and announcing vote outcomes.

Recorder: The OET or designee will serve as Recorder. Recorder will record the meeting minutes. Minute summaries will be submitted to the OET via email for review within five (5) business days of the meeting conclusion. Once the meeting minutes are reviewed and approved, the Recorder will post them to the NNLM staff intranet. Minutes will follow SC-approved meeting minutes template or content sections.

Members: Members attending the meetings will be prepared to contribute. Members are responsible for assigned action items and communicating meeting outcomes to staff and Network members as appropriate.

Changes in the membership of this committee will be made by the SC.

Decision Making and Voting
As the role of the SC Program Committee is operational, the Committee will make decisions that address operations which impact more than one office.

SC Program Committee members will be given the opportunity for open discussion on all relevant issues based on the agenda. Discussion is intended to explore issues, raise concerns, and suggest solutions. Final recommendations will take the form of a proposed motion that is seconded. Voting in virtual meetings will be conducted using a voting/polling mechanism. Voting in in-person meetings will be conducted by an open show of hands. Any voting SC member may request a private ballot vote. Each Region, National Coordinating Office, and the OET will be given one vote for a total of fourteen (14) votes. The motion will pass with a simple majority vote of eight (8) or more. If the vote is tied, the Chair will initiate a second round of open discussion followed by a second round of voting. If a tie continues, the Chair may serve as final determinants. The Extramural Program Officer and ex officio members will not participate in voting.

Items brought before the committee that impact all of the offices (i.e. a national impact) or involve national strategy will be taken to the Steering Committee for a final determination. If it is unclear whether the decision can be made by the Program Committee or should be taken to the Steering Committee, the chair of the Program Committee will make the final determination.

Meetings
Meetings will be held bimonthly in WebEx. Occasionally, SC Program Committee members will meet jointly with the SC.

Communication
SC Program Committee members are expected to communicate issues and decisions back to the entity they represent, and to bring concerns, feedback and recommendations to the Committee from their RML or Office. Notes, recordings and deliverables will be shared on the NNLM Staff Intranet, and a notice of availability posted to NNLM-All.

Subcommittees
Subcommittees of this group may emerge to address particular NLM or NNLM initiatives or to carry out specific SC decisions.

Renewal
In March of each year, the SC Program Committee will review the charter for changes or renewal. Proposed changes to the Charter will be submitted to the Chair. The Chair will bring proposed changes to the SC Program Committee for discussion and vote.
 

3. NNLM Offices

 

NNLM Web Services Office (NWSO) 
 
2021-2026 Specific Aims — The NWSO is intended to develop and maintain reliable and modern Web services for NNLM public and internal needs; identify, implement, and evaluate information systems security tools; work collaboratively with RML, Office, and Center (ROC) staff to develop and maintain the nnlm.gov website, membership directory and customer relationship management (CRM) system in RedHen, staff intranet, NNLM Data Reporting System (DRS), warehouse (for legacy and operational data, reporting and visualization tools, and course/training systems; and identify software needs of ROCs. For additional details regarding the 2021-2026 goals for NWSO see https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external).
 
Related Current Activities/Accomplishments — NWSO is currently working on the following initiatives for NNLM ROCs: Implementation of Tableau for data visualization; rollout of a Learning Locker to capture interactions with training modules; licensed Atlassian products Confluence for creating collaborative workspaces and Jira to manage projects; and a redesign of and technology upgrade to Drupal 8 for the NNLM website.  For more information about the current NWSO, visit https://nnlm.gov/about/offices/nwso.

NNLM Training Office (NTO)

2021-2026 Specific Aims — The purpose of the NTO is to create and implement a national education program for key NLM products and services and coordinate the instructional efforts of NNLM trainers. Specifically, the NTO will work with RML, Office, and Center (ROC) and OET staff to identify, develop, implement, evaluate, and maintain NLM trainings; promote training activities; provide assistance in course development and instructional design; and maintain instructional standards and the NNLM Guidelines for Classes. For additional details regarding the 2021-2026 goals for NTO see https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external).

Related Current Activities/Accomplishments — NTO is currently working on the following initiatives: Leading the Education Advisory Team (EAT) to develop strategy and policy for the NNLM Training Program and quality design guidelines for webinars and online classes; developing and implementing public training on PubMed, bioinformatics, and research data management; supporting NNLM staff through teaching and learning workshops and other internal staff training; supporting training infrastructure such as the Learning Object Repository (LOR) and Moodle course management system; providing training, assistance and auditing of NNLM materials for 508 compliance; and sharing information via NTO newsletter, social media, and other channels. For more information about the current NTO, visit https://nnlm.gov/about/offices/nto.

 

NNLM National Evaluation Center (NEC)

2021-2026 Specific Aims — The new NEC is intended to bring both established and innovative evaluation frameworks and evidence-based evaluation tools and practices to NNLM. The NEC will collaborate with RML, Office, and Center (ROC) staff to develop strategies and standardized approaches for evaluating outreach and education services; with the NNLM Training Office (NTO) to provide continuing education opportunities for NLM, RMLs and network members; and with the NLM Office of Engagement and Training (OET) to ensure NNLM evaluation strategies are aligned with the NLM Strategic plan. The NEC also will develop and implement approaches for automated data flow and integration across reporting tools as well as maintain and improve the NNLM data dashboard.  For additional details regarding the 2021-2026 goals for the NEC see https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-002.html(link is external)

Related Current Activities/Accomplishments — The current National Evaluation Office (NEO) is working on the following initiatives: Development of evaluation pathways that intersect K-12 Health, Rural Health, Underserved, and LGBTQ evaluation; ensure alignment of evaluation reports and tools across NNLM and the NNLM All of Us Research Program; Creation of an RFP rubric for NNLM RMLs; and organizing data, documents and files in preparation for transition to the NEC. To learn more about the current NEO, visit https://nnlm.gov/about/centers/nec.

4. DOCLINE Coordinating Committee
 

Charter of the DOCLINE Coordinating Committee
Statement of Purpose
The DOCLINE Coordination Committee (DCC) provides overall resource sharing strategies and solutions for the NNLM and serves as a central feedback mechanism for NLM on the DOCLINE user experience. The DCC is a committee of the NNLM Steering Committee.

Charge

The DCC:

  1. Develops 3-5 goals annually for NNLM Resource Sharing Program and maintains documentation of any standards or guidelines for NNLM members;
  2. NNLM Resource Sharing Program goals should be in the SMART format; and regularly reported on to the NNSC;
  3. Supports national and regional resource-sharing networks, including identifying potential new DOCLINE members;
  4. Provides feedback and input to the NLM DOCLINE team based on user experience;
  5. Coordinates with NPHCO on providing services and information to health professionals;
  6. Plans and develops solutions for providing services to unaffiliated health professionals;
  7. Coordinates with NTO on resource sharing training and webinars, including the DOCLINE system; and
  8. Evaluate the effectiveness of the NNLM Resource Sharing Program.

Duration/Renewal
In March of each year, the group will review the charter for changes or renewal. Renewal, dissolution, or changes in charge must be approved by the Steering Committee (SC).

Roles & Membership

Chair/Co-chair(s): The chair(s) shall be elected from the membership for a one-year term (May 1 - April 30). Responsibilities of the DCC Chair(s) are to: 

  1. Lead meetings, with opportunities for all participants to provide input;
  2. Develop the agenda, with input from meeting participants;
  3. Manage the meeting timeline to ensure that all topics are addressed and/or deferred appropriately;
  4. Communicate with stakeholders; and
  5. Ensure that periodic reports are submitted and shared on the staff intranet as required, including a final report if the group is not ongoing.

Members
Each RML, NTO, NPHCO, OET, NLM CAS will appoint a member to the DCC to serve a one-year renewable term (May 1 – April 30). Members are expected to represent their entity by sharing news, soliciting feedback, and voting on behalf of their entity. A proxy should be sent in the absence of the DCC member. Members will come to meetings prepared to do business having reviewed all documents and agenda items prior to the meeting.

Meetings
Meetings will be held monthly in WebEx, at a recurring time determined by the membership. Meetings will be open to NNLM & NLM staff to observe. Action Items and Key Discussion Points will be recorded by the Chair(s) or designee(s).

Decision Making
Each member of the DCC votes on behalf of their RMLO. A simple majority of total members is needed to pass an item. Formal votes will be conducted online following meetings and open for 8 business days to allow members to obtain feedback from their RMLO. Decisions will be added to the meeting minutes. Appeals to decisions may be presented to the OET. Where applicable, decisions will be moved to the NNSC for final approval.

Committee Documentation & Communication

  • Agendas and associated documentation will be shared at least 2 working days prior to the meeting.
  • Minutes will be posted to the Staff Intranet within 5 working days.
  • The chair(s) will communicate activities and decisions with the Program Committee and submit a quarterly update for NNLM All staff.
  • Any reports, guidance, plans, or other documents produced will be the Staff Intranet.

Activities & Priorities
The DCC will develop approaches and responses to each component of the charge. Any recommendations for NNLM action will be submitted to the Steering Committee for approval. Information for the public should be maintained publicly on NNLM.gov. In May of each year, the DCC will present to the Steering Committee a list of priority activities to advance the strategy and policy of the NNLM Resource Sharing program for approval.
 

5. NNLM National Initiatives

Definition
A national initiative is an RML/Office/Center-led activity in which a majority of regions contribute to the goals and outcomes of the activity.

Regions may opt-in to participate and determine the level and type of contributions to accomplish goals of the project based on regional/local contexts. Offices are available to support national initiatives, but early conversations during the conceptualization of the project are required to determine the reasonable and appropriate contribution of the Office(s) involved.

Process
National initiatives are proposed to the SC program committee, which reviews and makes recommendations for submission to the SC for approval. The SC sanctions national initiatives for the Network.

Origins
Network national initiatives can be proposed by any RML, Office, Center, or other group within the NNLM. DHHS, NIH, and/or NLM may mandate national activities for the Network based on legislative, policy, or other grounds. For NNLM-generated initiatives, SC will approve the concept, NNLM implementation, and execution. In the case of DHHS, NIH, and NLM mandates, SC will approve NNLM implementation, and execution.

Current NNLM National Initiatives:

 

6. NLM and NIH Priority Areas for NNLM:

The NNLM responds to priority areas from the National Library of Medicine (NLM) and the National Institutes of Health (NIH) by reflecting these issues, topics and activities in the work of the NNLM. Typically, through Working groups, the NNLM collaboratively work to identify opportunities nationally and regional to highlight and/or implement programs and activities.

Current priority areas for NNLM

All of Us

The NNLM All of Us National Program Center (NAPC) will serve as the coordinating center for the engagement, programs, partnerships, activities, and training offered by NNLM in support of the All of Us Research Program. The Center will continue to improve and innovate in two main functional areas: Training and Education and Community Engagement. These two functional areas collaborate, coordinate, and cooperate to design, deliver, report, and evaluate innovative, responsive, and effective programs and services. They also work together to increase awareness about the NIH All of Us Research Program and to improve the health, digital, and related literacy skills that allow the general public to participate in long-term clinical research programs.

NIH All of Us Research Program Partnership

Performance Measures

 

Network Performance Measures

This section provides details on how NNLM promotes access to biomedical information to improve the public’s health based on seven (7) performance measures. Each measure is followed by the metrics NNLM uses to assess progress or accomplishment on each measure. This section also includes a new standard tool for evaluation of subaward project proposals for the Request for Proposals pilot.

1. How NNLM promotes access to biomedical information to improve the public’s health

  1. Continually build an inclusive, diverse Network through membership management;
  2. Engage Network members in carrying out the mission of NNLM;
  3. Employ multiple methods and bidirectional communications channels to inform regional activities;
  4. Maintain a robust outreach and education program reaching the region’s communities and responsive to their needs;
  5. Contribute to the development and implementation of national and multiregional initiatives – originating from national or local levels – that align with NLM’s scope;
  6. Where possible, appropriate, and reasonable, leverage non-Network partners in the accomplishment of #1-5 above;
  7. Regularly assess program and project performance in accomplishing aims #1-6 above.

Measures and Evidence
1. Continually build an inclusive, diverse Network through membership management
Story: NNLM Membership Profile 
Evidence: 

  • 1.1 Targets for organization type; including baseline and target after one year
  • 1.2 Number of new members in the budget year
  • 1.3 % active vs inactive members

2. Engage Network members in carrying out the mission of NNLM
Story: Member Participation in Meeting the Mission of NNLM
Evidence:

  • 2.1 Participation rate
  • 2.2 Number of engagement activities by type
  • 2.3 Rate of first-time applications for subawards
  • 2.4 Rate of first-time awardees for subawards
  • 2.5 Number of subawards

3. Employ multiple methods and bidirectional communications channels to inform regional activities
Story: How RMLs, Offices and Centers Get and Use Feedback
Evidence:

  • 3.1 Type of communications methods (e.g., advisory groups, social media, member surveys, expert consultants, etc.)
  • 3.2 Reach of communications methods
  • 3.3 Describe how feedback is used for changes/improvements/modifications/reconfirm status quo to RML/Office/Center programs

4. Maintain a robust outreach and education program reaching the region’s communities and responsive to their needs
Story: NNLM training and outreach programs meet community health needs and blankets the country
Evidence: 

  • 4.1 Number of training and outreach programs
  • 4.2 Reach of training and outreach programs
  • 4.3 Distribution of participants
  • 4.4 Location of training and outreach programs (if applicable)
  • 4.5 Currency of needs assessments / gap analyses
  • 4.6 NNLM Trainers Roster [forthcoming]
  • 4.7 NNLM Training Plan
  • 4.8 Results of evaluation surveys core questions (5 questions)
  • 4.9 Staff hours and cost associated with outreach activities

5. Contribute to the development and implementation of national and multiregional initiatives – originating from national or local levels – that align with NLM’s scope
Story: How RMLs and Offices Think Nationally, Act Regionally
Evidence:

  • 5.1 List projects partnering with at least one other region to accomplish
  • 5.2 Contributions to NNLM national priorities

6. Where possible, appropriate, and reasonable, leverage non-Network partners in the accomplishment of #1-5 above
Story: NNLM Partners Profile
Evidence:

  • 6.1 List partner organizations (including subawardees) that are Network members
  • 6.2 List partner organizations (including subawardees) that are not Network members (nonmember)
  • 6.3 Number of member partner organizations that receive funding
  • 6.4 Number of nonmember partner organizations that receive funding
  • 6.5 Number of new nonmember partner organizations

7. Regularly assess program and project performance in accomplishing aims #1-6 above
Story: Evaluation is a regular, recurring component of NNLM activities that drives improvements and alignment with NLM strategic plan
Evidence:

  • 7.1 Annual RPPRs
  • 7.2 List of evaluation activities and their frequency
  • 7.3 Annual budget year preview (May/June) and midyear (Nov/Dec) meetings
  • 7.4 List of national coordination activities [indicators for offices]

 

2. Request for Proposal (RFP) Scorecard Pilot

Two RMLs are piloting a single evaluation format for program/project applications for funding called “Scorecard.” The purpose of the Scorecard is to have a single proposal evaluation tool that will be used by each RML/Office/Center. Categories of review include: significance; methodology/approach; evaluation; project staff; budget; diversity, equity, and inclusion; strengths and weaknesses.

2021-2026 Changes

2021-2026 Changes

 

 

Summary of Funding Opportunity Announcement (FOA) and NNLM Background 

This Funding Opportunity Announcement (FOA) for the 2021-2026 cycle of NNLM(link is external) invites cooperative agreement (UG4) applications for Regional Medical Libraries (RMLs) as the integral component of the Network of the National Library of Medicine (NNLM or Network). The NNLM is a key partner in helping NLM achieve the vision outlined in the NLM Strategic Plan 2017-2027(link is external) “to reach more people in more ways through enhanced dissemination and engagement pathways.” The mission of the NNLM is to provide U.S. researchers, health professionals, public health workforce, educators, and the public with equal access to biomedical and health information resources and data. Seven health sciences libraries will function as the RML for their respective region to accomplish these goals.

NNLM’s main goals are to work through libraries and other members to support a highly trained workforce for biomedical and health information resources and data, improve health literacy, and increase health equity through information. Through meaningful engagement strategies the NNLM increases health information access and use for all audiences, including underrepresented populations.

RMLs will engage meaningfully(link is external) with current and future audiences to increase information access, with priority for Underrepresented Populations, as determined by: those experiencing health disparities; race and ethnicity; biological sex, gender identity or expression, and sexual orientation; cognitive and physical abilities; religious background or identification; socio-economic status (past and current); education level, health literacy, and linguistic needs; geographic location including underrepresented populations from medically underserved areas (link is external); and other factors or demographics that create unequal access to the highest level of health (please refer to the special supplement(link is external) by the American Journal of Public Health about health disparities research). 

The NNLM program also supports NLM’s goal to enhance its research, development, training, and information services to make more biomedical data findable, accessible, interoperable, and reusable (FAIR), to invent the tools and services to turn data and information into knowledge and insight, and to develop the workforce for this work.

RMLs are regional hubs of the NNLM that provide training, funding, and engagement opportunities for member libraries and other organizations to carry out regional and national programs. Regionally, RMLs assess and interpret the needs of current and potential audiences to expand the reach and impact of the NLM. Nationally, the RMLs will ensure continuity of quality service for core programs of the NNLM, and cooperatively design, implement, and evaluate innovative approaches to serving the biomedical and health information needs of researchers, health professionals, public health workforce, educators, and the public.

RMLs and NNLM members act as trusted ambassadors between NLM and the communities they serve. RMLs working with and through partner/resource libraries, members, and other organizations with shared visions to carry out regional and national programs contributing to sustainability of partnerships and program activities.

The shared functions of all RMLs are to:

  • Develop approaches to promote awareness of, improve access to, and enable use of NLM’s authoritative resources and data;
  • Develop and support a diverse workforce to access biomedical and health information resources and data, and to support data-driven research;
  • Engage authentically with current and future audiences to increase information access, with priority focus on underrepresented populations;
  • Provide community-driven innovative approaches and interventions for biomedical and health information access and use;
  • Contribute substantially to the development of vision, strategies, standards, oversight, and activities for NNLM’s national program in collaboration with other RMLs, NNLM Offices and Centers, and NLM;
  • Assess and interpret the biomedical and health information needs of NNLM members within the region and provide solutions within scope of the NNLM program;
  • Partner and collaborate with Network members and other organizations to accomplish national and regional program goals; and
  • Conduct formative and summative evaluation of the effectiveness, impact, and value of RML program.

The overall program is coordinated by the NLM’s Office of Engagement and Training (OET) (link is external). Additional information about the NNLM and the existing RML networks can be found at the NNLM website.

The FOA was announced on June 2, 2020 and is available here: https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external)
 

Changes to NNLM

Background on 2021-2026 Changes to the NNLM

Beginning with the 2021-2026 cycle, NLM has made changes and refinements to the Network of the National Library of Medicine (NNLM) program:

The name is changed from ‘National Network of Libraries of Medicine’ to ‘Network of the National Library of Medicine.’ The acronym NNLM does not change. The name change is more focused and inclusive, recognizing that not all NNLM members are libraries of medicine. The name change became effective with the publishing of the Funding Opportunity Announcement (FOA) in June 2020.
 
While Network’s mission remains the same, goals for the NNLM are clarified and expanded to include ‘increase health equity through information.’ Together, they now read: The mission of the NNLM is to advance the progress of medicine and improve the public's health by providing U.S. researchers, health professionals, public health workforce, educators, and the public with equal access to biomedical and health information resources and data. The NNLM’s main goals are to work through libraries and other members to support a highly trained workforce for biomedical and health information resources and data, improve health literacy, and increase health equity through information.
 
Goal 2 of NLM’s 2017-2021 strategic plan(link is external) is to reach more people in more ways through enhanced dissemination and engagement. Applying this focus to the Network and efforts to continually engage underserved and underrepresented populations with NLM resources and data communities, the 2021-2026 NNLM region structure balances regions and RML workloads. The reorganization reconfigures regions and reduces disparities between regions in two ways: (1) total population served and (2) number of member libraries and organizations supported. The results are that the number of regions is reduced from 8 to 7 and that the current region names are replaced with region numbers. They are ordered clockwise, starting with the region including NIH headquarters in Bethesda, MD.
 
The NNLM design remains the same with this FOA, comprising grantee staff operating Regional Medical Libraries (RMLs), national Offices, and national Centers. RMLs remain integral component of NNLM that: (1) serve as regional hubs for Network members; (2) assess, interpret, and reflect all community information needs in the region; (3) develop, foster, and maintain relationships between and among NNLM and members in the region; and (4) reach all communities in the U.S.
 
For 2021-2026, the current NNLM Evaluation Office is transformed into a new, separate NNLM Evaluation Center (NEC) brings more expertise, innovation, and focus to analyzing and reporting the effectiveness, value, and impact of the Network’s regional and national programs and activities. The change also allows NNLM to strengthen its evaluation program and encourage innovation.

Seven Regional Medical Libraries (RMLs)

The number of RMLs will be reduced from eight (8)  to seven (7). The seven regions are below:

Region 1: Delaware, Kentucky, Maryland, New Jersey, North Carolina, Pennsylvania, Virginia, West Virginia, and the District of Columbia

Region 2: Alabama, Florida, Georgia, Mississippi, South Carolina, Tennessee, the Commonwealth of Puerto Rico, and the U.S. Virgin Islands

Region 3: Arkansas, Kansas, Louisiana, Missouri, Nebraska, Oklahoma, and Texas

Region 4: Arizona, Idaho, Colorado, Montana, New Mexico, North Dakota, South Dakota, Utah, and Wyoming

Region 5: Alaska, California, Hawaii, Nevada, Oregon, Washington, and U.S. Territories and Freely Associated States in the Pacific

Region 6: Illinois, Indiana, Iowa, Michigan, Minnesota, Ohio, and Wisconsin

Region 7: Connecticut, Massachusetts, Maine, New Hampshire, New York, Rhode Island, and Vermont
 

NNLM Evaluation Center (NEC)

The NNLM Evaluation Center (NEC)(link is external) will replace the current NNLM Evaluation Office (NEO). 

  • 2021-2026 Specific Aims — The new NEC is intended to bring both established and innovative evaluation frameworks and evidence-based evaluation tools and practices to NNLM. The NEC will collaborate with RML, Office, and Center (ROC) staff to develop strategies and standardized approaches for evaluating outreach and education services; with the NNLM Training Office (NTO) to provide continuing education opportunities for NLM, RMLs and network members; and with the NLM Office of Engagement and Training (OET) to ensure NNLM evaluation strategies are aligned with the NLM Strategic plan. The NEC also will develop and implement approaches for automated data flow and integration across reporting tools as well as maintain and improve the NNLM data dashboard.  For additional details regarding the 2021-2026 goals for the NEC see https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-002.html(link is external). 
  • Related Current Activities/Accomplishments — The current National Evaluation Office (NEO) is working on the following initiatives: Development of evaluation pathways that intersect K-12 Health, Rural Health, Underserved, and LGBTQ evaluation; ensure alignment of evaluation reports and tools across NNLM and the NNLM All of Us Research Program; Creation of an RFP rubric for NNLM RMLs; and organizing data, documents and files in preparation for transition to the NEC. To learn more about the current NEO, visit https://nnlm.gov/about/centers/nec.

NNLM Interlibrary Loan Plan

The National DOCLINE Coordination Office will be replaced by the DOCLINE Coordination Committee (DCC) to provide overall resource sharing strategies and solutions for the NNLM and serves as a central feedback mechanism for NLM on the DOCLINE user experience. The DCC is a committee of the NNLM Steering Committee (see "Infrastructure and Operations" section to learn about the NNLM Steering Committee). This new committee will have membership from each RML, the National Training Office, the National Pubic Health Coordination Office, the OET, and NLM Collection Access Services. The DCC will: develop annual goals; support national and regional resource-sharing networks, including potential new DOCLINE members; collect user feedback; coordinate with NPHCO on providing services and information to health professionals; plan and develop solutions for providing services to unaffiliated health professionals; coordinate with NTO on resource sharing training and webinars, including the DOCLINE system; and evaluate the effectiveness of the NNLM Resource Sharing Program.

FAQs

Frequently Asked Questions (FAQs)

Application, Review and Grant Award
Regional Libraries of Medicine and Offices
Staff
Budget

 

Application, Review, and Grant Award

Q: - Where can we find the Funding Opportunity Announcement (FOA)?
A:- You can find the full text of the funding opportunity announcement (FOA) for the Regional Medical Libraries for the Network of the National Library of Medicine (UG4) at https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external)  and the companion FOA for the Network of the National Library of Medicine Evaluation Center (NEC) (U24) at https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-002.html(link is external).

Q: - If we decide to have an initiative with 1 or more other RMLs, should that be in the overall, RML core or in a specific place? What should we keep in mind when we write about these collaborations?
A: - Carefully follow the instructions provided about the Overall, Administrative and RML Components/Cores of the proposal ( https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html (link is external)). The Overall section is basically a summary of the information provided in further detail in the other required Components/Cores. However, do not include a summary of any optional Office in the Overall Component/Core and do not discuss your Office proposal in either the Administrative or RML components.

Q: - To clarify letters of support/commitment, we only need to include letters from those institutions in the region that would contribute time and effort to the RML programs, but not from EVERY library in the region? ¬Are letters of support that are not indicating commitment but generally supportive of the proposal permitted? Discouraged? (That is letters that are not indicating commitments but generally supportive of the proposal?)
A: - Most letters of support should be letters of commitment indicating an individual or organization is committing time and or resources to accomplish activities and projects with the RML or Office. You can include some additional letters that address the importance of the proposed project activities to the organization/state/region. Standardized form letters generally do not have the positive impact on reviewers that may be desired. Letters from all libraries in the region are not required. 

Q: - Program guideline says: "Only one application per institution is allowed." If Institution A agrees to participate as a subawardee on Institution B’s application, can Institution A submit a full UG4 application separate from Institution B?
A: - Yes.

Q: - Can Department X at Institution A enter into subaward agreement as part of the UG4 application being submitted by the Institution A Health Sciences?
A: - Yes, in accordance with the University A subaward guidelines.

Q: - What are the characteristics of a strong application? What are the grant reviewers looking for?
A: - The characteristics of a strong application are described in Section IV. Application and Submission Information. The review criteria are presented in Section V Application Review Information of the UG4 funding opportunity announcement ( https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html (link is external)).

Q: - For the review process, what is the question and answer process? Will the Panel have questions for Applicants? How many rounds of questions are foreseen? How much time will be given between questions and response due date(s)?
A: - The questions that will guide the UG4 reviewers are listed in Section V Application Review Information of the UG4 funding opportunity announcement ( https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external) ). The review process for the UG4 applications will follow standard NIH review procedures involving a panel of external expert consultants who do not have conflicts with the proposals. To learn more about the NIH review process see https://grants.nih.gov/grants/peer-review.htm(link is external) . Normally there are no additional questions presented to the applicants during the review. If an application is selected for funding, numerous questions may be presented to the successful applicant during the award negotiation process. 

Q: - Do the same reviewers review proposals for the same region?
A: - The assignment of specific applications to specific reviewers depends upon many factors. Geographic location is one factor that can be considered. To learn more about the NIH review process see https://grants.nih.gov/grants/peer-review.htm(link is external).

Q: - After review, will the applicant be given details as to why or why not the cooperative agreement was granted?
A: - Yes. Four to six weeks after the applications are reviewed all applicants will receive a copy of the Reviewer-written comments, provided in a document called the Summary Statement. The Summary Statement will be available to the PD/PI and University Official through eRA Commons. For more information see https://era.nih.gov/applicants/view-sscores.htm?q=applicants/view_ss_scores.cfm(link is external)

Q: - Suppose you apply for an RML and one or more offices. During review, the Office scores high, but the RML does not. Is the Office application automatically rejected? Is there a mechanism/plan in the event this happens?
A: - Selection of an Office is dependent on the RML being selected for funding. If the RML is not selected for funding, any associated Office will not be selected for funding.

Q: - What additional information can you offer regarding situations when an award would be negotiated prior to the NOA? 
A: - Grants are not contracts and it is common that tasks are not performed exactly as written in the application. The aims, however, typically remain consistent. It is commonplace for changes to an application to occur between the time an application is selected for funding and the Notice of Award is issued. This time period is called the award negotiation phase. This involves emails and phone discussions between NLM Extramural Programs and the University Officials and PD/PI. 

Grant Applications are written and submitted over 9 months or longer before funding begins and often a year or more before the project begins. Needs and technology often change during this time period.  As a result, there are often changes in the methodology when the project begins. Additionally, reviewers and NLM staff can recommend changes before awards are made.  In the case of the NNLM, there is also the issue of coordinating your plans with the other awardees to create an effective national program. Changes in the Federal and NIH budgets also impact proposed plans. You should be prepared for changes to occur. 

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Regional Libraries of Medicine and Offices

Q: - Are the Network Performance Measures expected to continue as is through the next cycle?­
A: - Yes, the Network Performance Measures (see https://nnlm.gov/workbook-performance-measures) are expected to continue through the next cycle. The Performance Measurers are regularly reviewed, so expect the Measures to evolve over time as needs and technologies change.
 
Q: - Is All of Us Research Program funding expected to continue?
A: - Negotiations are currently underway between NLM and the NIH All of Us Research Program for future support and programs. All of Us recognizes the valuable contributions the NNLM has made to the Program, and the contributions NNLM can make in the future. Please note at this time there is no approved federal budget for 2021. Do not include planning in your application for any activities specifically targeted to the All of Us mission. Please use the UG4 Funding Opportunity Announcement to guide your application development ( https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external) ).
 
Q: - Are there new national initiatives on the horizon?
A: - For the current NLM and NIH Priority Areas for NNLM (national initiatives), please see https://nnlm.gov/workbook-infrastructure-operations#Priorities). In the future, you can expect changes to national initiatives over time. Use the national initiatives listed at https://nnlm.gov/workbook-infrastructure-operations#Priorities and the information in the UG4 Funding Opportunity Announcement to guide your application development ( https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-001.html(link is external) ).
 
Q: - ­Did I hear correctly - 60% effort toward national, 40% toward regional?
A: - Yes. As a general planning guide, you can allocate 60% of resources and energy to national and multi-regional activities, and the remaining 40% to regional activities. For example, some projects may begin locally, and are initially tested on a regional or multiregional basis before being developed and launched nationwide. Other programs you initiate in your region may be replication or expansion of a successful program developed in one or more other regions. Other programs may have begun as a national initiative and within your region you modify and evaluate the effectiveness of the program with a group within your region that has unique needs or characteristics. You may also develop innovative programs that are specifically targeted to the needs of your region. We expect the NNLM RMLs, Offices and Centers will cooperatively plan and implement evidence -based programs involving NLM, NNLM members, and other community partners.
 
Q: - What services/licenses are NWSO, NTO, and NCPHO expected to maintain in 2021-26?
A: - See https://nnlm.gov/workbook-infrastructure-operations#Offices
 
Q: - How is the NEC changed compared to the current NNLM Evaluation Office (NEO)? 
A: - The new NEC is intended to bring both established and innovative evaluation frameworks and evidence-based evaluation tools and practices to NNLM. The NEC will collaborate with RML, Office, and Center (ROC) staff to develop strategies and standardized approaches for evaluating outreach and education services; with the NNLM Training Office (NTO) to provide continuing education opportunities for NLM, RMLs and network members; and with the NLM Office of Engagement and Training (OET) to ensure NNLM evaluation strategies are aligned with the NLM Strategic Plan. The NEC will also develop and implement approaches for automated data flow and integration across reporting tools, as well as maintain and improve the NNLM Data Dashboard.  For additional details regarding the 2021-2026 goals for the NEC, see https://grants.nih.gov/grants/guide/rfa-files/RFA-LM-20-002.html(link is external)
 
The current NNLM Evaluation Office (NEO) is working on the following initiatives: development of evaluation pathways that intersect K-12 Health, Rural Health, Underserved, and LGBTQ evaluation; ensuring alignment of evaluation reports and tools across NNLM and the NNLM All of Us Research Program; creation of a Request for Proposal(RFP) evaluation rubric for NNLM RMLs; and organizing data, documents and files in preparation for transition to the new NEC in spring 2021. To learn more about the current NEO, visit https://nnlm.gov/neo.
 
For more information, see https://nnlm.gov/workbook-foa-future-changes#change

 

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Staff

Correction - An error was made during the Technical Assistance Webinar regarding Senior/Key Personnel and biosketches. In the ASSIST program, you can only in include biosketches for staff who are identified as Senior/Key Personnel.  However, NIH requires biosketches for staff who have a significant responsibility for program activities. For your application,  please list all critical program staff--including PI/PD, Executive/Associate Director, Office Head and all staff who have a significant role in the planning and implementation of the program--as Senior/Key Personnel in ASSIST, and include biosketches for each staff member. You can also list and include biosketches for administrative leadership staff, as well.
 
Q: - Does the Associate Director have to be identified in the application or is a letter of intent sufficient?­
A: - Having the Associate Director named is not an eligibility criteria for this application. However, most UG4 applications have been structured such that the Associate Director role is critical to the success of the program. Reviewers are likely to carefully review the experience and qualifications of the Associate Director to determine the quality of the proposed Project Team. It is likely that having a well-qualified person identified as the Associate Director will be an advantage. Since it may not be possible to hire the individual prior to the award, providing the candidate’s biosketch and a letter of commitment (intent) is often a good alternative. This strategy is used by many successful NIH applicants.
 
Q: - Do we need to submit job descriptions for staff named on the project or is a description in the budget justification sufficient?
A: - Use the budget justification section to describe the job responsibilities of the staff you plan to hire to work in the RML or Office.

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Budget

Q: - Are the F&A costs associated with consortia partners part of the $975,000 annual limit on RML direct costs listed in the UG4 funding opportunity announcement?
Q: - If you are proposing a subaward on a core, are their F&A  (indirect) costs excluded from the direct cost cap?
Q: - Do the direct cost caps stated in the RFA include F&A costs for subawards?
A: - NIH has a longstanding policy to exclude consortium Faculties and Administrative (F&A) costs when determining whether an application falls within specified direct cost limits (see NOT-OD-05-004(link is external)). Consortium F&A costs will not be counted as a direct cost when determining if an applicant is in compliance with a direct cost limitation on a solicited application.
 
Please note that this policy only applies to consortia that can be specified and fully described in the competing application, and provide consortia detailed budget pages. For subawards that cannot be specified at the time of the competing application, such as outreach awards, all costs would be included in the direct cost limit. Costs requested for unspecified future awards would be included as a line item on the parent detailed budget pages.
 
Q. Must the budget justification address all five budget periods, or is it for the first year only?
A: - The budget justification should cover all five budget periods. For years beyond the first year, you should justify and explain any significant increases or decreases from the initial budget period.
 
Q: - Given that these are cooperative agreements, will there be opportunity for subawards or competitive subawards to continue for subsequent years, or will extensions be allowed for such subawards?
A: - The simplest and most common strategy for continuing subawards across project years is to include funding for the subaward in the Research Performance Progress Report (RPPR). The RPPR is the formal request for funding for the next project year. A common strategy institutions use when negotiating subawards that are likely to span multiple years is to include wording in the subaward agreement that based on successful performance and availability of funds the subaward will be reissued or continued throughout the next year. Most institutions have established procedures for managing such subawards/consortia.

 
Q: - Are there any expected travel requirements for participation in the UG4 (for example, to the MLA  Annual Meeting or an NNLM planning meeting)?
A: - In order to maintain relationships, develop new partnerships, and collaboratively develop and implement a national program, travel will be important. The RMLs, Offices, and Center will determine what travel is necessary for the region and program. The NNLM Steering Committee  will determine when and where the national program will meet, and who will be involved. As a guide, in the current five year cycle, the Steering Committee met three times at the Medical Library Association Annual Meeting, and all NLM staff were invited to two NNLM All Hands summits.

Updates

Workbook Updates

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last updated: 10/13/22 14:45