Complying with the NIH Public Access Policy Lisa Oberg, M. Libr. Associate Director for Public and Research Services.

Complying with the NIH Public Access Policy

Lisa Oberg, M. Libr.Associate Director for Public and Research Services

3 Points to Cover Today

1. The NIH Public Access Policy

2. Ensuring publications become compliant

3. Library Resources

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In accordance with Division F Section 217 of PL 111-8 (Omnibus Appropriations Act, 2009), the NIH Public Access Policy (NOT-OD-08-033) remains a legislative mandate for FY 2009 and beyond.

The Director of the National Institutes of Health ("NIH") shall require in the current fiscal year and thereafter 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.

NIH Public Access Policy is Mandatory

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• What to submit? Final, peer-reviewed manuscripts that are accepted for publication, or published.

• When to submit? Upon acceptance for publication.

• When to make public? No later than 12 months after the official date of publication.

• Where to make public? National Library of Medicine’s PubMed Central.

Critical Policy Requirements

Effective July 1, 2013 on ALL NIH awards. New enforcement measures were announced in February 2013. For non-competing continuation grant awards with a start date of July 1:1. NIH will delay processing, and therefore funding, of the

award if peer-reviewed articles arising from it are not in compliance with the NIH public access policy.

2. All investigators will need to use the My Bibliography tool within PubMed to enter papers into NIH progress reports to demonstrate compliance.

New Enforcement Measures in Effect

PubMed vs. PubMed Central (PMC)

• Database of biomedical journal citations, abstracts, and

• Links to some full text articles from PMC and publisher websites.

• Unique identifier: PMID followed by a series of numbers.

• Digital archive of full-text, peer-reviewed journal papers.

• Unique identifier: PMCID followed by a series of numbers.

Free resources developed by the U.S. National Library of Medicine

Compliance

• Compliance with this policy is a long-term, highly individualized process involving investigators, their coauthors, publishers, grant administrators, and the NIH.

• Investigators submit manuscripts and monitor their compliance using their personal My Bibliography account tied to their eRA Commons account.

• Compliance officers can monitor institutional compliance using the Public Access Compliance Monitor.

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Linking compliant publications

There are three ways to link compliant publications to an NIH-funded researcher’s grant:1. Researchers link publications to their NIH grant:

• Manuscript files through the NIH Manuscript System (NIHMS)• Full text and final articles through PubMed Central

2. In their My Bibliography of My NCBI, which must also be linked to their eRA Commons account

3. From the Research Performance Progress Report (RPPR) compliant publications from My NCBI can be associated with the grant and then feed back to My NCBI.

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4 Steps to Publication Compliance

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Step 1: Prepare Manuscript1. Set aside some time to manage your compliance with NIH's Public

Access Policy.2. Familiarize yourself with the publisher you are targeting to see how

much help they are willing to give with complying with the NIH Public Access Policy.

3. Designate someone (PI, author, staff member) to ensure that the manuscript moves along in the process to deposit in PubMed Central. Ultimately, the PI is responsible.

4. If you are an author but not the PI, notify PI that you are working on a manuscript so s/he can plan to follow its progress.

5. Create a My NCBI account and link it to your eRA Commons account.

Step 2: Agreement with Publisher

1. Communicate your need to comply with NIH's Public Access Policy. [UW OSP template to Journal Editors ]

2. Understand who will be responsible for submitting the manuscript to the NIH Manuscript Submission system (NIHMS). Methods A, B, and D (publisher submits manuscript). Method C (author or designate submits

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Step 3: Submit & Monitor Manuscript

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1. Regardless of which submission method is used, take the time to ensure that the submission has occurred.

2. NIHMS Submission Steps3. Approve NIHMS submissions when requested. Initial

submission approval and approval to display in PubMed Central once formatting is complete.

4. Use My Bibliography to link publications to Awards and to monitor compliance.

5. Compliance Monitor (institution level).

Step 4: Use PMCID Number 1. Use the NIHMSID number or the notation "PMC Journal - In Process" for

up to 3 months after the article is published.2. Use PMCID number when it's available. PMCID/NIHMSID numbers, along

with PMID, will appear in My Bibliography. You can also find corresponding PMCID/NIHMSID based on PMID using the PMCID Converter.

3. Use MyNCBI/My Bibliography to manage your compliance to the NIH Public Access Policy. You may share your My Bibliography collection with a delegate to assist with managing the bibliography.

4. Use My Bibliography to generate a PDF of publications to submit with Research Performance Progress Reports.

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Overview of Submission Methods

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Key Resources• UW Health Sciences Library

NIH Public Access Policy Help Guide which outlines required steps for researchers and/or their delegates, along with useful resources for submitting manuscripts and managing compliance. The guide also includes a helpful video overview from NYU.

• Other resources:• NIH Public Access Policy website with extensive guidance, training materials,

and a help desk.• UW Office of Sponsored Programs web page on the NIH Public Access Policy,

which includes a template letter for NIH-funded authors to submit to publishers upon acceptance of their article.

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How the Library can help…

Librarians can assist with questions about:

• locating PMCIDs and/or NIHMS IDs for submitted manuscripts;

• determining whether an article has already appeared in PubMed Central; and

• locating a journal’s general policy on NIH public access policy compliance.

HSL librarians are not able to serve as delegates for the manuscript submission process, nor are they able to monitor or manage compliance.

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Questions?