Grants and NN/LM Funding Opportunities

Agenda

• Types of grants and funding opportunities

• Basic elements of the NN/LM proposal

• NN/LM proposal finishing touches

• NLM grants process– the PHS 398 form

• Other funding sources

• Q & A

Common Mistakes

Types of Grants & Funding Ops.

• NN/LM Funding:– http://nnlm.gov/scr/funding/fundopp.html

• Government Grants:– NLM: http://www.nlm.nih.gov/ep/extramural.html

– Grants.gov: http://www.grants.gov

– NIH: http://grants1.nih.gov/grants/index.cfm

– HHS: http://www.hhs.gov/grantsnet/

• Private Corporations & Foundations– Foundation Center: http://fdncenter.org/

NN/LM Funding Awards

• Application Form - no formal proposal needed:– Internet Connectivity Project (ICP)– Library Improvement Project (LIP)– Ariel Project for DOCLINE Libraries– Express Outreach Awards

• Proposal based opportunities:– Public Health Awards– Consumer Health Awards– Special Population Awards

Internet Connectivity Project

• Goal: establish new or upgrade existing Internet connections

• Designed for hospitals, clinics, and community based organizations.

• Receive:

– computer, printer, scanner and software

– Internet provider subsidy for one year

– training in NLM databases and support

• Apply: Application Form

• Memorial Health Systems of East Texas - Lufkin

Library Improvement Project

• Goal: Provide connection to the Internet and improve library services

• Receive:– computer, printer, scanner– Internet provider subsidy– document delivery subsidy

• Apply: Application Form• 2004 – 2005 recipients include:

– University Medical Center Library, Lafayette, LA– Bullard Community Library, Bullard, TX– Atwell Public Library, Hutchins, TX

Ariel Project for DOCLINE Libraries

• Goal: Foster use of Ariel • Receive:

– Ariel software– Computer– Printer– Scanner

• Apply: Application, letter of interest and letters of support

• 2004 – 2005 recipients include:– St. Edwards Mercy Medical Center, Ft Smith AR– Texas Chiropractic College, Pasadena TX

Express Outreach Awards

• Goal: Provide an opportunity for institution to plan an outreach project on a smaller scale

• $5,000• Applicants describe their project on a web

based form and submit• No formal proposal needed• Types of awards:

– Public health – Consumer health – Community assessment

Proposal Based Funding Opportunities

• Request for Proposal (RFP) details the goals of the award

• Grant seeker designs project and writes proposal• Examples:

– Access to Electronic Health Information for the Public – Partners in Public Health Information Access– Closing the Gap-Health Information Outreach to Health

Professionals Serving Special Populations– Technology Awareness Conference

Project Ideas:

• Internet/PubMed/TOXNET training for first responders

• Provide train-the-trainer sessions for public librarians

• Training to health professionals serving people with developmental disabilities

• Basic computer & health information training sessions for promotoras

Getting Started

• Start early• Have a plan: don’t “chase the money”• Review the RFP written guidelines • Form a working group• Submit a Letter of Intent

– Letter is not binding– Provide: Name, Institution, Date

• Pay attention to any deadlines

Contact us if you need any assistance

Before the Proposal

• Gather background information on the need to be addressed

• Identify project needs– Staffing– Equipment– Supplies

• Sketch a rough draft of the budget• Determine who will write the proposal

Tips on Writing

• Make a cohesive argument• Always remember your plan• Avoid excessive jargon• Think of the reviewer

– No unnecessary information• Revise• Have someone else read the proposal• Edit

Sections of the Proposal

Plan

Need

EvaluateMethod

MarketBudget

Summary Statement

• Starts with a summary of the proposal

• Answer: who, what, how, how much

• Why is there a need?

• Include specifics – examples, statistics

• What are you going to do about to solve this need?

• Also known as an executive summary

Identification of Target Population and Geographic Area

• 1-2 paragraphs

• Use background data

• Be as specific as possible:– Group– Demographics– Census information- Populations– Socioeconomic data

Project Goal and Objectives

• What do you want to accomplish with the project overall?

• List goals and objectives– Goal: Increase rural professionals’ use of PubMed – Objectives:

• Conduct training sessions at the Red River & Clausen county health departments

• Develop liaison between Reference Librarian and Regional Health Directors

• Publicize library’s Reference-by-Phone program

• List each goal individually

Establishment of Baseline Data

• How will you establish baseline data?

• Baseline data allows you to determine the success or failure of the project

• Does not have to be done prior to submitting the proposal

• A generic baseline questionnaire is available from NN/LM SCR office

Facilities/Institutional Support

• Describe the institution – what makes your institution unique?

• List services or facilities that will be used in the project

• Detail any support given by university, clinics, departments, etc. relevant to the project

• Any other funding used

Methodology and Approach:

• How will you address the need?• How will you meet each objective?

– Details, details, details

• What is the timeline from start to finish?• Who will staff the project?

– What are their qualifications?– CVs

The “Meat” of the Proposal

Evaluation

• Must be measurable and quantifiable • Will be based on the baseline data• Evaluate each goal and objective.• See:

Measuring the Difference: Guide to Planning and Evaluating Health Information Outreach

by Catherine M. Burroughs M.L.S.

available online at http://nnlm.gov/evaluation/guides.html

Contact NN/LM SCR office if you need a copy

The Budget

Step 1

• Contact Grants or Accounting office in your institution for Indirect Cost Rate (IDC)

• Indirect Cost: Costs not readily identifiable with a particular cost objective, but necessary to the operation of the institution to conduct the activities it performs

• Not all awards will permit Indirect Costs

The Budget (cont.)

Step 2• Highlight each item in the narrative that will

appear in the budget– Tip: Conversely, every item that appears in

the budget must be described in the narrative • Break down each item into parts; be intuitive

Equipment $1000

Equipment

Dell computer Model # $900

Remote Mouse $100

The Budget (cont.)

Step 3

• Ensure that the RFP allows for funding of the items included in your narrative– Tip: If you include items not listed in the

budget preparation section of the RFP, contact the funding institution to discuss! They want to hear from you!

The Budget (cont.)

Step 4

• In – kind contributions or waived fees must be stated or discussed in the proposal– Tip: Be as explicit as possible in all

descriptions in the narrative. Reviewers are not as familiar with your concepts or environment as you are.

The Budget (cont.)

Step 5

• Specifications• Quotes• Hourly Rates• Salary breakdowns

The Budget (cont.)

Step 6

• Is your budget realistic?– Tip: Consider the period of performance of

the project, in relation to the amount of recurring expenditures, e.g. reproduction, supplies, communication, travel

• Don’t cut yourself short

The Budget (cont.)

Step 7

• Ensure that your figures add up correctly

• Ensure that your proposed budget does not surpass the total funding amount

– Indirect Costs + Direct Costs = Total

Continuation of Activities

• After the period of funding finished, how will the project be continued?– indicates recipient’s belief in the project

• What will be done with the information gathered during the project?

• Very important to foundations, non-profit and private funders.

Putting it Together:

• Title: Make it descriptive, not clever

• Include a table of contents

• Do not bind the proposal

• Appendices:– Charts, graphs– Evaluation form– CV from every staff member– Any letters of support

Exercise: Program Planning

Need Statement

The Winston Memorial Library proposes to increase access to easy-to-read patient educational materials on the Internet at three clinics in Winston County Texas. The Easy-to-Read Healthy-for-You (ERHY) project will provide training for clinic staff on Internet resources. It will also place up to three wireless computers in each clinic location. The Winston Memorial Library respectfully requests $19,973 for support of this contract

Identification of Target Population

Winston County Texas, located 50 miles south of Houston, Texas has a population of 2200 people, mainly rural and low income. According to the latest census data, an estimated 26.7% of the population lives under the poverty level.

The majority Winston County’s residents read at a fifth grade level or below. Unfortunately most patient education materials are produced at an 8th grade level resulting in a population poorly equipped to make informed health decisions.

Project Goals and Objectives

• Goal: To increase access to easy-to-read patient educational materials on the Internet at three clinics

• Objective 1: Provide training to clinic staff on patient educational materials on the Internet– Rationale

• Objective 2: Place up to three wireless computers in each clinic in Winston County– Rationale

• Winston County Memorial Library will provide the following Internet training classes to clinic staff:– What is the Internet?

• Class description

– How to Search the Web• Class description

– Health Resources on the Web• Class description

– Patient Education Materials on the Web

Methodology

NLM Grants

An Overview of NLM Grants

• http://www.nlm.nih.gov/ep/extramural.html

• Resource Support• Grant application form: PHS 398• NLM grants ongoing – Deadlines:

– February 1– June 1– October 1

• Examples of NLM grants:– Internet Access to Digital Libraries (IADL)– Translational Informatics Grant– Integrated Advanced Information Systems (IAIMS) – NLM Scholarly Works in Biomedicine and Health Grant

• Fusion of Internet Connections and Internet Access grants– incorporates features of both

• Permanent program as of Feb 1, 2003• $45,000 for host site + $8,000 per added

site• Example: MedConnect – Connecting

Rural LA to Digital Libraries• http://www.nlm.nih.gov/ep/GrantIADL.html

Internet Access to Digital Libraries (IADL)

• Replaced NLM’s Information Systems grant

• Projects must result in an operational service activity

• Released November 8, 2004• $150,000 for one year, $300,000 over two

years, $450,000 for three years • http://grants.nih.gov/grants/guide/pa-files/PAR-0

5-012.html

Translational Informatics Grant

IAIMS Grants

• Design, test, evaluate and deploy integrated advanced information management systems with a focus on context appropriate information, standards-based information management, and digital libraries

• Different types: – Planning grants– Operations grants– Pilot project grants

• http://www.nlm.nih.gov/ep/Research.html

Scholarly Works in Biomedicine and Health

• Replaced NLM’s Publication Grants• Small grants for the preparation of book-length

manuscripts about information of value to U.S. health professionals

• Publications about health sciences informatics, health sciences librarianship, biomedical communications, and health information science.

• Released November 30, 2004• http://grants1.nih.gov/grants/guide/pa-files/PAR-

05-025.html

Applying for NLM & NIH Grants: Form PHS 398

• http://grants.nih.gov/grants/funding/phs398/phs398.html

• Instructions must be strictly followed:– Font size– Page limits– Content requirements

• Applications are not mailed directly to NLM• Include form pages & a narrative

The Face Page (page 1):

Fill In The Blanks:– Title of grant– Principal investigator’s information:

• Title• Degrees• Address

– New reviewer?– Type of organization– Administrative Official

Page 2:

• Description (very brief)– Aims– Long term objectives– Research methods – Don’t confuse description with narrative

• Performance site

• List of key personnel– Begins with PI & lists others in order

Page 3:

• Table of Contents• Complete last to ensure all items

correctly match corresponding page

• Easier for reviewers to find pertinent information

Budgets:

• Initial budget– Personnel cost– Itemize equipment, supplies & other

expenses

• Entire budget – Justify all costs over entire period of grant

Biographical Sketch

• All key personnel

• Information is input directly on the page (do not substitute resumes for forms)

• Photocopy the page or follow the format for each person.

Narrative

• Describe the project in detail

• Letters of recommendation– Institution– NN/LM SCR

• Curriculum Vitae from Key Personnel

The NLM Grants Process

1. Application is mailed to NIH2. First level review

– Conducted by the Biomedical Library and Informatics Review Committee

– Applicants may ask for summary statement

3. Second level review by NLM Board of Regents

4. NLM Staff prepare funding recommendations

5. Funding decisions implemented6. Notice of Grant award mailed by NIH

NLM Grants – Final Thoughts

• Plan, Plan, Plan

• Apply Early!– Applications take 9 months to go through

the process

• Follow the directions on the form

• Quality grant ideas will be rejected if format is not strictly followed

• Resubmit

Other Sources of Funding

• Other government agencies – AHRQ– USDA– Institute of Museum and Library Services

• Foundation (private) grants– Be creative!– Robert Wood Johnson Foundation – Foundation Center’s

National Guide to Funding for Libraries and Information Services

– ALA’s: Big Book of Library Grant Money

Private Grants

• Proposals should be only 5-7 pages in length• Proposal:

– Cover letter– Executive Summary– Statement of Need– Project Description– Budget– Organization Information– Conclusion

• Letter of application may be required

Remember: It all Starts with an Idea

QUESTIONS?

Michelle Malizia

NN/LM SCR

713-799-7880

1-800-338-7657

michelle.malizia@exch.library.tmc.edu