Guide for My Bibliography and Compliance

NIH Public Access Policy- Update

Karen M. Albert, MLS, AHIP Senior Director, Education & Information

Services

July, 2009

“…“…publication is the lifeblood in the career of a publication is the lifeblood in the career of a working scientist. Publication is the means by working scientist. Publication is the means by which an investigator tells his or her which an investigator tells his or her colleagues, the world in general, and posterity colleagues, the world in general, and posterity about what he or she has found in the course about what he or she has found in the course of doing experiments…”of doing experiments…”

Harold Varmus , Harold Varmus , The Art and Politics of Science (2009), pg247

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

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.”

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

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

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

www.pubmedcentral.gov

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

Points to consider in complying

Which submission method will be used? What version of the paper will be made

available on PMC? Who will submit the paper? When will it be submitted?  Who will approve the submission? When will the paper be made public on

PMC?

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)

How to Comply

Step 2- Check Library website for journal/publisher policies – Some journals post for you!

See Journal Deposit/No Deposit List

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

How to ComplyStep 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:

How to ComplyMethod B: Make arrangements to have a

publisher on this list deposit a specific final published article in PubMed Central.

This is generally an “Open Choice”- author-pays model- which costs $$$

How to ComplyMethod C: Deposit the final peer-reviewed

manuscript in PMC yourself via the NIH Manuscript System (NIHMS)

The Library will do this for you! Email: [email protected]

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

Library’s submission request form

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

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

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. 

Publisher submissionSome 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

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

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

One of the Two approval steps

How to ComplyStep 4 - Demonstrate

Compliance

Cite NIHMS (temporary number) Cite PMCID (permanent number) Provide reason article does not fall under the

policy

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

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

Locating PMCID’sPubMed: Abstract or Abstract Plus Format

PubMed Central (PMC)-formatted articlehttp://www.pubmedcentral.nih.gov/

PMID to PMCID Converter

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

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

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

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.

Problem with publisher submission Where is my manuscript’s NIHMSID?

Three sources of information: Ask the corresponding author- See Library’s

sample letter Ask the Publisher Ask the NIHMS Help Desk at: http://www.nihms.nih.gov/db/sub.cgi?page=email&from=faq

If no response, ask Library for help

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

Points to Remember Act on accepted papers promptly

Follow up on all eligible papers to obtain PMCIDs

Email or call the Library for help:[email protected] or [email protected]

See NIH Public Access Homepage:http://publicaccess.nih.gov/index.htm