NNLM Network of the National Library of Medicine

This guide supports funded project awardees with the administrative tasks required of them specific to the NNLM Region 4 and the University of Utah Grants and Accounting Department. Much of the information in this guide is also described in Awardee's Memorandum of Agreements (MOA) or Subaward Statement of Work (SOW). 

If there are questions about this guide, please speak with a Region 4 representative.

Once You Have Been Funded

• Keep your MOA or SOW letter handy.
• Bookmark this Guide for future reference
• Region 4 Representatives: 
  • John Bramble, Executive Director - Best person for most question.
  • Sammantha Nunn, Program Manager - Best person for submitting project reports and questions about project documents.
  • Suzanne Sawyer, Program Coordinator - Best person for travel and purchase card activities.
  • Robert Millsap, Financial Analyst - Best for all National Institutes of Health Grant Policy compliance issues and strategies.
  • Dana Abbey, Engagement Specialist: Community Based Organizations and Point of Contact for Arizona, Colorado, and New Mexico - Best person for project pre and post award implementation strategies for her states.
  • David Brown, Engagement Specialist: Public Health Organizations and Point of Contact for North Dakota, South Dakota, and Wyoming - Best person for project pre and post award implementation strategies.
  • George Strawley - Engagement Specialist: Library Organizations and Point of Contact for Idaho, Montana, and Utah - Best person for project pre and post award implementation strategies.  
• Document and plan to report on participant feedback so you can tell your project's story.
• When in doubt, contact someone with the Region 4 office. We are here to help your project succeed.

NIH Acknowledgement

Developed resources related to this project must include an acknowledgement of NIH support and a disclaimer stating the following:

"Developed resources reported in this [publications, press releases, internet sites] are supported by the National Library of Medicine (NLM), National Institutes of Health (NIH) under cooperative agreement number: UG4LM013724. The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institutes of Health."

If the recipient plans to issue a press release about research supported by an NIH grant, it should notify the NIH funding component in advance to allow for coordination. Please visit NIH Media Contacts for more information. 

Funding Statement Images (For use on items produced by awardees. 

• White and Blue
• Blue
• Black

Publications Resulting from NNLM Funded Projects

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

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

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

The link to the help desk is on the bottom of every page in NIHMS. The NIHMS Help Desk will need the following information:

• Grant Number: UG4 LM013724 with the University of Maryland, Baltimore
• Contract title/name: Network of the National Library of Medicine
• Awarding NIH institution: National Library of Medicine

Help Resources: Consult the PowerPoint by Bart Trawick for instructions.

Development of Training Materials

All awardees are required to share any data or training material resulting from funding. This information must be submitted to the following collection sites as applicable:

• Network of the National Library of Medicine (NNLM) website
• Other repositories specifically designated by the NLM as part of the Network of the National Library of Medicine (consider changes in the project and data repositories required to maintain sharing within the Network).

In addition, recipients of funding are expected to use or adapt existing training materials before developing new materials. Consult with the Region 1 Office and the NNLM Training Office (NTO) prior to developing materials.

Accessibility (508-Compliance)

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

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

The National Library of Medicine (NLM) is a part of the National Institutes of Health (NIH), U.S. Department of Health and Human Services (HHS). Recipients of National Library of Medicine funding through the NNLM must also meet these requirements.

For more information on making your resources accessible, please visit HHS Accessibility Resources.  

Invoicing Process

• All awards are made on a cost reimbursement basis.
• Awardees should submit invoices on a monthly basis.
• Receipts are not required with invoices but should be kept on file by subawardees for auditing purposes.
• Email all invoices to Colette Beaulieu.
• The University of Maryland, Baltimore offers a sample invoice template, but other invoice templates are also accepted.
• The requirements for an invoice include: 
  • Payee name, mailing address and Federal ID number
  • Date of invoice submission
  • Name of PI and award name
  • Each expense listed as a line item
• If you have questions about the invoicing process, please emall Colette Beaulieu or call 410-706-2855

The Use of Appropriated Funds for Promotional Materials

The U.S. Department of Health and Human Services has developed a policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items.

Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.

More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.

Fly America Act

Federal travelers are required by 49 U.S.C. 40118, commonly referred to as the "Fly America Act," to use U.S. air carrier service for all air travel and cargo transportation services funded by the U.S. government. For more information, please see the policy on GSA.