1. NIH Public Access Policy- Update Karen M. Albert, MLS, AHIP Senior Director, Education & Information Services July, 2009

2. “…publication is the lifeblood in the career of a working scientist. Publication is the means by which an investigator tells his or her colleagues, the world in general, and posterity about what he or she has found in the course of doing experiments…” Harold Varmus, Harold Varmus, The Art and Politics of Science (2009), pg247

3. Outline and Objectives Presentation outline: Brief policy overview How to comply-Library support Typical problems – solutions Answer questions Objectives: Gain a basic understanding of the policy and how to comply Learn how the Library can help

4. NIH Public Access Policy Rationale Signed into law December 2007 Formerly a recommendation, now a requirement Pressure to make results of tax-payer funded research accessible to the public “To ensure that the public has access to the published results of NIH-funded research to help advance science and improve human health.”

5. The Law -- NIH Public Access Policy Requires all investigators funded by the NIH to submit or have submitted for them to... PubMed Central an electronic version of their final, peer-reviewed manuscripts upon acceptance for publication, to be made publicly available no later than 12 months after the official date of publication... in a manner consistent with copyright law. --Responsibility of the grantee to ensure articles are submitted

6. Policy Applies to Any Final Manuscript that …. Is peer-reviewed, and Accepted for publication in a journal on or after April 7, 2008, and Arises from: Direct funding from an NIH grant or cooperative agreement, or Direct funding from an NIH contract signed on or after April 7, 2008 Does NOT apply to non-peer-reviewed materials such as letters, editorials or book chapters

7. U.S. Government Initiative: PubMed Central (PMC) Free digital archive of biomedical & life sciences journal literature Developed & managed by NIH/NLM/NCBI Publishers deposit electronic content Content available immediately or after a specified embargo period Voluntary participation by publishers was low

8. www.pubmedcentral.gov

9. PubMed vs. PubMed Central PubMed Central (PMC) Digital archive of full-text, peer-reviewed journal papers Each paper indexed with a PMCID Series of numbers preceded by ‘PMC’ Content is publicly accessible and integrated with other databases PubMed: Provides access to citations from biomedical literature. Includes 17 million+ citations from MEDLINE and other life sciences journals. Science journals for biomedical articles back to the 1950s Links to full text articles and other scientific resources. Each citation indexed with a PMID

10. Points to consider in complying Which submission method will be used?submission method What version of the paper will be made available on PMC?version Who will submit the paper? When will it be submitted? Who will approve the submission? When will the paper be made public on PMC?

11. How to Comply Step 1-Address copyright Before signing a copyright transfer agreement, make sure the publisher permits deposit of the article in PubMed Central (via NIHMS System)

12. How to Comply Step 2- Check Library website for journal/publisher policies – Some journals post for you!Library website See Journal Deposit/No Deposit List

13. Journals List Library website: http://www.fccc.edu/library/talbot http://www.fccc.edu/library/talbot

14. How to Comply Step 3 - Submit article to NIH - 4 Methods: Method A: Publish in a journal on this list that deposits all NIH-funded final published articles in PMC without author involvement - Examples: listfinal published articles

15. How to Comply Method B: Make arrangements to have a publisher on this list deposit a specific final published article in PubMed Central.list This is generally an “Open Choice”- author-pays model- which costs $$$

16. How to Comply Method C: Deposit the final peer-reviewed manuscript in PMC yourself via the NIH Manuscript System (NIHMS)PMCNIHMS The Library will do this for you! Email: nihpublications@fccc.edu nihpublications@fccc.edu

17. Submission form Library website: http://www.fccc.edu/library/talbot http://www.fccc.edu/library/talbot

18. Library’s submission request form

19. The number of months after publication that the full-text manuscript can be made freely available in PubMed Central. -- usually 12 months -- Journal Embargo Period

20. Author approval still required  NIHMS emails corresponding author to approve manuscript Can be done only by authors who log into NIHMS with an eRA Commons Account or NIH Account.  NIHMS emails author again to approve PMC-formatted manuscript for public display After specified delay period, NIHMS automatically sends article to PMC for public posting

21. How to comply- Publisher submits -- Author Approves Method D: Complete the submission process for a final peer-reviewed manuscript that the publisher has deposited in the NIHMS. NIHMS

22. Publisher submission Some publishers (like Elsevier) submit final manuscripts to PMC on behalf of authors.-- You still have to approve the manuscript via the NIH Manuscript Submission system

23. Publishers that submit, but require PI approval Elsevier (except for J Urology) Taylor and Francis Wiley-Blackwell Oxford U. Press Nature – some journals MaryAnn Liebert Lippincott Williams and Wilkins

24. Method D – Process Details Publishers submit the manuscript to NIHMS NIHMS emails the corresponding author Author must approve the manuscript Author receives NIHMS number NIHMS emails corresponding author again Author approves PMC-formatted version for public display Once the process is complete, NIHMS emails all authors the citation and PMCID no. After specified delay period, NIHMS automatically sends article to PMC for public posting

25. One of the Two approval steps

26. How to Comply Step 4 - Demonstrate Compliance Cite NIHMS (temporary number) Cite PMCID (permanent number) Provide reason article does not fall under the policy

27. How to Comply: Cite PMCID number In all grant applications, renewals, progress reports or biosketches List the PubMed Central reference number (PMCID) at end of journal citation. If a PMCID number is not yet available, include the NIH Manuscript Submission system reference number (NIHMS ID) instead. See “Citation Methods” Web page at http://publicaccess.nih.gov/citation_methods.htm http://publicaccess.nih.gov/citation_methods.htm Example: Varmus H, Klausner R, Zerhouni E, Acharya T, Daar A, Singer P. 2003. PUBLIC HEALTH: Grand Challenges in Global Health. Science 302(5644): 398–399. PMCID: PMC243493

28. Locating PMCID’s PubMed: Abstract or Abstract Plus Format

29. PubMed Central (PMC)- formatted article http://www.pubmedcentral.nih.gov/ http://www.pubmedcentral.nih.gov/

30. PMID to PMCID Converter Use this link to find PMCID numbers when you have the PMID number: http://www.ncbi.nlm.nih.gov/sites/pmctopmid http://www.ncbi.nlm.nih.gov/sites/pmctopmid

31. NIH Grantee Compliance Reminder- Acceptable Explanations Explanations to use for lack of required #’s: “Paper accepted prior to April 7, 2008” “Paper was not peer-reviewed” “PMC Journal – In Process” Papers from journals that submit final published version directly to PMC on behalf of authors NOTE: Use only for Methods A or B journals FAQ: http://publicaccess.nih.gov/FAQ.htm#c7 http://publicaccess.nih.gov/FAQ.htm#c7

32. Summary of Steps Step 1 -- Address Copyright Step 2 -- Identify Journal Submission Policy Step 3 -- Submit article to NIH (via Methods A, B, C or D) Method A: Journal submits final article of PMC Method B: Author-pays an Open Choice fee; Journal submits final article to PMC Method C: Library submits; Author approves Method D- Publisher submits; Author approves Step 4 -- Demonstrate compliance PMCID NIHMS Other wording

33. Problems/Questions: Which version should be submitted? Final peer-reviewed manuscript: The Investigator's final manuscript of a peer-reviewed paper accepted for journal publication, including all modifications from the peer review process. Final published article: The journal’s authoritative copy of the paper, including all modifications from the publishing peer review process, copyediting and stylistic edits, and formatting changes.

34. Problem with publisher submission Where is my manuscript’s NIHMSID? Three sources of information: Ask the corresponding author- See Library’s sample letter sample letter Ask the Publisher Ask the NIHMS Help Desk at: http://www.nihms.nih.gov/db/sub.cgi?page=email&from=faq http://www.nihms.nih.gov/db/sub.cgi?page=email&from=faq If no response, ask Library for help

35. Configuring EndNote  To configure EndNote to include the PubMed Central ID (PMCID):  See Library’s EndNote page -- scroll to bottom or link here: http://www.fccc.edu/library/endnote.html Contact the Library for help, if needed

36. Points to Remember Act on accepted papers promptly Follow up on all eligible papers to obtain PMCIDs Email or call the Library for help: nihpublications@fccc.edunihpublications@fccc.edu or x2711 Lydia.Hecker@fccc.edu See NIH Public Access Homepage: http://publicaccess.nih.gov/index.htm