National Institutes of Health (NIH) Public Access Policy & Requirements for My Bibliography and eRA Commons Merle Rosenzweig © Regents of the University of Michigan 2011

What Will Be Covered National Institutes of Health (NIH) Public Access Policy  Overview  Compliance eRA Commons, My NCBI & My Bibliography Depositing publications Questions

NIH Public Access Policy

The NIH Public Access Policy requireall investigators funded by the NIH submit or have submitted for them to PubMed Central their final, peer-reviewed manuscripts upon acceptance for publication available no later than 12 months after the official date of publication consistent with copyright law “The Director of the National Institutes of Health shall require that all investigators funded by the NIH submit or have submitted for them to the National Library of Medicine’s 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: Provided, That the NIH shall implement the public access policy in a manner consistent with copyright law.”

Howard Hughes Medical Institute (HHMI) & Wellcome Trust HHMI provides authors with a mechanism for uploading their manuscripts to PubMed Central.... within six months of publication. 1 Wellcome Trust requires electronic copies of any research papers that have been accepted for publication in a peer-reviewed journal, and are supported in whole or in part by Wellcome Trust funding, to be made available through PubMed Central (PMC) and UK PubMed Central (UKPMC)…within six months of the journal publisher's official date of final publication

Frequently Asked Questions

What is the difference between PubMed and PubMed Central?

PubMedis a service of the US National Library of Medicine (NLM) that:* PubMed is a service of the US National Library of Medicine (NLM) that:* MEDLINEProvides free access to MEDLINE®, the NLM® database of indexed citations and abstracts to medical, nursing, dental, veterinary, health care, and preclinical sciences journal articles. * National Center for Biotechnology InformationNational Library of MedicineEntrezWas developed by the National Center for Biotechnology Information (NCBI) at the National Library of Medicine (NLM) as part of the Entrez retrieval system. * Entrez is a query and retrieval system developed by NCBI. MEDLINEProvides free access to MEDLINE®, the NLM® database of indexed citations and abstracts to medical, nursing, dental, veterinary, health care, and preclinical sciences journal articles. * National Center for Biotechnology InformationNational Library of MedicineEntrezWas developed by the National Center for Biotechnology Information (NCBI) at the National Library of Medicine (NLM) as part of the Entrez retrieval system. * Entrez is a query and retrieval system developed by NCBI. *U.S. National Library of Medicine, National Institutes of Health

What is PubMed Central (PMC What is PubMed Central (PMC) The U.S. National Institutes of Health (NIH) free digital archive of biomedical and life sciences journal literature. All the articles in PMC are free (sometimes on a delayed basis). Open AccessSome journals go beyond free, to Open Access. Open AccessIf an article is Open Access it means that it can be freely accessed by anyone in the world using an internet connection. Open AccessArticles available via Open Access are still protected by copyright.

How to Comply with the NIH Public Access Policy.

NIH Public Access Policy all All papers that fall under the NIH Public Access Policy, whether in press or in print, must include evidence of compliance in all NIH applications and reports. 1.Determine Applicability - Does the NIH Public Access Policy apply to the paper? 2.Address Copyright - Ensure the publishing agreement allows the paper to be posted to PubMed Central in accordance with the NIH Public Access Policy. 3.Submit papers to PubMed Central and approve public release. 4.Include PMCID or NIHMSID in Citations.

Determine Applicability of Publication Is it peer-reviewed; And, is it accepted for publication in a journal on or after April 7, 2008; And, arises from:  Any direct funding from an NIH grant or cooperative agreement active in Fiscal Year 2008 or beyond, or;  Any direct funding from an NIH contract signed on or after April 7, 2008, or;  Any direct funding from the NIH Intramural Program, or;  An NIH employee

Submission Methods* *

Four Deposit Methods 1.Method A 1.Method A: Journal deposits final published version in PubMed Central -Make final public version of NIH funded articles available no later than 12 months after after publication. -Start date shown for each of the journals listed is the earliest publication date the meets the NIH policy -Find 2.Method B 2.Method B: Author asks publisher to deposit final published version, generally for a fee 3.Method C 3.Method C: Author deposits final, peer-reviewed manuscript 4.Method D 4.Method D: Publisher deposits final, peer-reviewed manuscript, author approves submission

UM Library Deposit Service If you have retained the appropriate copyright, UM Library can deposit on your behalf  Article title  Journal name  All related NIH grant numbers  Name and address of UM author to approve the deposit Attach peer-reviewed manuscript and all supplemental material

What to Deposit  Journal articles which derive from direct NIH funding and are: 1. The final, peer-reviewed manuscript, after all reviewer comments have been addressed 2. Can be a.doc or.docx or.pdf file and supplemental materials, including tables, images and supplemental data 3. Accepted for publication after 7 April 2008  You are not required to deposit … 1. Book Chapters 2. Monographs 3. Non-peer reviewed journal material –Letters to the editor –Conference proceedings 4. Dissertations  Can I deposit the published version of the article? NO, unless you receive permission from the publisher

When do I have to deposit? According to the letter of the law, deposit must be done “upon acceptance for publication”. Publishers may embargo public release for up to 12 months from the date of publication.

NIH Public Acess Policy & the Grant Process

Include PMCID in Citations Anyone submitting an application, proposal or report to the NIH must include the PMC reference number (PMCID) when citing applicable papers that they author or that arise from their NIH-funded research.

NIH Instructions BIOGRAPHICAL SKETCHBIOGRAPHICAL SKETCH When citing articles that fall under the Public Access Policy, were authored or co-authored by the applicant and arose from NIH support, provide the NIH Manuscript Submission reference number (e.g., NIHMS97531) or the PubMed Central (PMC) reference number (e.g., PMCID234567) for each article. If the PMCID is not yet available because the Journal submits articles directly to PMC on behalf of their authors, indicate "PMC Journal - In Process." Citations that are not covered by the Public Access Policy, but are publicly available in a free, online format may include URLs or PMCID numbers along with the full reference (note that copies of publicly available publications are not accepted as appendix material.) NIH GRANT APPLICATION OR PROGRESS REPORTS The PMCID/NIHMSID must be included in all papers cited in an NIH grant application and a progress report that fall under the NIH Public Access Policy. That applies to papers authored by you or that arose from your NIH funds even if you are not an author.

How to Cite 1.Publications with PMCID: — Sala-Torra O, Gundacker HM, Stirewalt DL, Ladne PA, Pogosova-Agadjanyan EL, Slovak ML, Willman CL, Heimfeld S, Boldt DH, Radich JP. Connective tissue growth factor (CTGF) expression and outcome in adult patients with acute lymphoblastic leukemia. Blood April 1; 109(7): 3080–3083. PMCID: PMC OR — 2.Publications before the PMCID is available: — Cerrato A, Parisi M, Santa Anna S, Missirlis F, Guru S, Agarwal S, Sturgill D, Talbot T, Spiegel A, Collins F, Chandrasekharappa S, Marx S, Oliver B. Genetic interactions between Drosophila melanogaster menin and Jun/Fos. Dev Biol. In press. NIHMSID: NIHMS44135 OR — Sala-Torra O, Gundacker HM, Stirewalt DL, Ladne PA, Pogosova-Agadjanyan EL, Slovak ML, Willman CL, Heimfeld S, Boldt DH, Radich JP. Connective tissue growth factor (CTGF) expression and outcome in adult patients with acute lymphoblastic leukemia. Blood. [a publication date within 3 months of when the application, proposal or report was submitted to NIH]. PMCID: PMC Journal - In Process OR PMC - In Process

By the Numbers PMIDA PMID is a unique identifier in the PubMed database, and does not indicate compliance. PMCIDA PMCID is a PubMed Central unique identifier and is used to indicate compliance. NIHMSIDA NIHMSID is used for a manuscript which has been submitted but has not yet been assigned a PMCID. It can be used to show compliance for 3 months after publication.

What is NIHMS?* NIHMS is the NIH Manuscript Submission system. Takes in final peer-reviewed manuscripts covered by the NIH Public Access Policy and formats them for inclusion in PMC. You deposit the files for a final peer-reviewed manuscript (e.g., Microsoft Word document, figures & any supplemental data) into the NIHMS. The files are converted to a standard PMC format, and then reviewed by you to confirm that the converted final peer-reviewed manuscript is faithful to the original. * Frequently Asked Questions about the NIH Public Access Policy

NIHMSID# NIHMSID#271467

The Use of an NIHMSID to Indicate Compliance with the NIH Public Access Policy* *Notice Number: NOT-OD http://grants.nih.gov/grants/guide/notice-files/NOT-OD html

An awardee may demonstrate compliance with the Public Access Policy by: Including an NIH Manuscript Submission Reference Number (NIHMSID) in lieu of a PMCID at the end of a full citation. The NIHMSID is a temporary substitute for a PMCID. It is intended to be used only in cases where an awardee needs to cite a paper soon after its acceptance by a journal, when there is not enough time to complete every step of the NIH manuscript submission process. A NIHMSID may be used to indicate compliance with the Public Access Policy for up to three months after a paper is published. After three months, a PMCID must be provided in order to indicate compliance.

The PMID & PMCID in PubMed

eRA Commons and My NCBI

eRA Commons As of July 23, 2010, Principal Investigators (PIs) with an eRA Commons Profile are required to use the My Bibliography feature in My NCBI to populate their publication lists. Publication information must now be imported from PubMed and PubMed Central via My NCBI. As of October 22, 2010, all manually entered citations by PIs were removed. This requirement is intended to: 1. Ease Investigators’ Bibliography Management 2. Improve Data Quality 3. Ensure Compliance with the NIH Public Access Policy

What is My NCBI? A tool that retains user information and database preferences to provide customized services. Users can save their citations (journal articles, books, meetings, patents and presentations) in My Bibliography and manage peer review article compliance with the NIH Public Access Policy.

Personal Profile

Principal Investigator Personal Profile in eRA Commons Publications MyNCBI system NIHMS

Publications

Log in to My NCBI

Assigning Delegates to Manage My Bibliography Sign in to My NCBI. Before the process of assigning a delegate can proceed there must be at least one publication from PubMed listed. Click Edit My Bibliography Settings. Click Add a Delegate. Enter the delegate’s address. Click Add Delegate The delegate will receive an in which the delegate must confirm by clicking on a link in the . This person should already have a My NCBI account; if not, they should create one before the P.I. gives permission. P.I.s may assign delegates to populate & maintain their publication lists. This person should already have a My NCBI account; if not, they should create one before the P.I. gives permission.

Edit My Bibliography Settings

Add a Delegate

Delegates’ Confirmation Confirm Connection

Delegates Assigned My Bibliography

Adding Publications to My Bibliography 1.Click on Manage Collections. 2.If you are a delegate and are managing several bibliographies, click on the one that you wish to work with. 3.Click on the Add citation button. 4.A window will open and you can click on Go to PubMed. 5.Search by:  An author name  A PubMed number (PMID)  Use the Single Citation Matcher to find a specific article

Select bibliography

Adding Citations

Searching in PubMed  By author name  By PMID  Using Single Citation Matcher

By author

By PMID

Using Single Citation Matcher

Adding PubMed Citation to My Bibliography

Select Send to My Bibliography Select Add to My Bibliography

Assigning Awards to Citations in My Bibliography

Choose Your Awards That Funded This Citation (edit)

Key to Compliance Status

Depositing to NIH Manuscript Submission System (NIHMS) via My Bibliography

Depositing Into NIHMS

Choose A Login

eRA Commons

There are four steps involved in submitting your manuscript to the NIHMS System: Set up the manuscript – provide bibliographic information and NIH Intramural grant or project information Submit manuscript files – upload all manuscript files, including figures, tables, and supplementary information Approve the PDF Receipt – review a PDF version of your manuscript to ensure that all of the content was included and approve the NIHMS submission statement Approve the Web Version – review and approve the new Web version of your manuscript for use in PubMed Central (PMC)

Journal Manuscript Title

Approval of Deposit After the submitted manuscript has been processed and prepared for PubMed Central (PMC), an will be sent to the Reviewing Author. The will include a link that will take the author directly into the NIHMS System so that he or she can view and approve the Web version (both HTML and PDF) of the manuscript. It is important for the Reviewing Author to view both the HTML and PDF formats and either approve both for posting on PMC

Approving Web Version

PDF Approval After the submitted manuscript has been processed and prepared for PubMed Central (PMC), an will be sent to the Reviewing Author. Only the Reviewing Author can approve the submitted manuscript and complete the submission. The Reviewing Author will be notified via . In the next stage of the NIHMS process, the Reviewing Author will need to approve or request corrections of the PMC- ready. Review: Click on the highlighted PDF Receipt file and view it before approving it. Be sure all of the pieces of the manuscript are there, including supplemental files and/or videos (a mention of these types of files will appear on a mostly blank page at the end of the PDF receipt).

Request Corrections If you notice a formatting error or critical textual error submit a request for corrections. Only errors or omissions that impact the scientific accuracy of your article are eligible for correction. All corrections at one time. If the corrections are minor, the manuscript may be available for your review again in a few days. If the corrections are extensive or complex, the manuscript may need to be reprocessed, which can take from 1 to 2 weeks,depending on the corrections. The Reviewing Author will be notified when the Web version is once again available for his or her review.

QUESTIONS? Can be directed to