NIH Public Access Policy Overview http://publicaccess.nih.gov/   What are the new NIH Policy Requirements? The National Institutes of Health Public Access Policy became effective April 7, 2008. This policy ensures the public can access published results of NIH-funded research. The purpose of the policy is to help advance science by communicating results more quickly and ultimately improving human health. Mandated by federal law, this permanent policy requires that NIH-funded investigators submit an electronic version of their peer reviewed journal papers to the National Library of Medicine's PubMed Central. These manuscripts must be publicly available no later than 12 months after the official date of publication. The submission process should take no more than 10 minutes, and assistance is available to UM personnel. The following is an overview of the NIH Public Access Frequently Asked Questions. You will find an Index to the Frequently Asked Questions at the end, under the Important Links section. How Does This Policy Affect Me? If your article results from research funded by a Fiscal Year 2008 (October 1, 2007-September 30, 2008) NIH grant or cooperative agreement, and the article is accepted for publication on or after April 7, 2008, then you must submit a manuscript to PubMed Central within 12 months of publication date. If you submit an NIH application, proposal or progress report due on or after May 25, 2008, you must include PubMed Central (PMC) ID numbers or NIH Manuscript Submission reference numbers for articles accepted for publication on or after April 7, 2008. What Must I Do to Comply? When You Submit Your Manuscript If you are publishing in a journal on NIH’s list of Journals That Submit Articles to PubMed Central, you need not do anything more because these publishers will automatically submit manuscripts so authors are in compliance with the new policy. If the journal in which you are publishing is not on the list, then you must ensure that the publisher will allow submission of the final, peer-reviewed manuscript: Review the journal’s Instruction to Authors for information on the NIH Public Access Policy and standard publication policies. You can use the Instructions to Authors in the Health Sciences link for over 3500 journals or the SHERPA RoMEO database for standard policies. Inform the journal that the article is subject to the NIH Public Access Policy when you submit your submission. Ensure that your copyright transfer or publication agreements with publishers permit the submission of the author’s final manuscript to PubMed Central immediately upon acceptance for publication, and public availability of the manuscript no later than 12 months after publication. If the agreement does not clearly reserve or secure these rights, attach an Author Addendum to the agreement using the NIH-recommended language. When Your Manuscript is Accepted   Check to see if the publisher requires a statement to accompany the final manuscript, indicating that the manuscript is not the final published version of the paper. If this statement is required, add the necessary statement to your manuscript before submitting it to PubMed Central. Submit the final, peer-reviewed manuscript to PubMed Central. Submit the final peer-reviewed manuscript to PubMed Central using the NIH Manuscript Submission system (NIHMS). NIH estimates this process to take less than 10 minutes. There are instructions in the NIHMS Online Tutorial and NIHMS Frequently Asked Questions.     To Cite PubMed Central (PMC) ID Numbers in NIH Applications, Proposal and Progress Reports When your manuscript is submitted to NIH, you will receive a NIHMS ID number, and once it is available in PubMed Central, it will be assigned a PMC ID number. The NIHMSID is a temporary substitute for a PMCID and it is intended to be used only in cases when you need to cite a paper soon after its acceptance by a journal.  Effective August 21, 2009, an NIHMSID may be used to indicate compliance with the Public Access Policy for up to three months after a paper is published. After that period, it will become invalid and a PMCID must be provided in order to indicate compliance.  Using the NIHMSID after the specific period during which an NIHMSID may be used is unacceptable.   For details see Clarification on the Use of an NIHMSID to Indicate Compliance with the NIH Public Access Policy (NOT-OD-09-136). When citing articles in NIH applications, proposals, and progress reports after May 25, 2008, include the unique PubMed Central ID (PMCID) at the end of the citation, as follows: 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. 2007 April 1; 109(7): 3080–3083. PMCID: PMC1852221 If the PMCID number has not yet been assigned (papers in press, or published within 3 months of when an application, proposal or report is submitted) cite according to one of the four Manuscript Submission Methods: Publish in a journal that deposits all final published articles in PubMed Central (PMC) without author involvement. Make arrangements to have the publisher deposit a specific final published article in PubMed Central. Deposit the final peer-reviewed manuscript in PubMed Central yourself via the NIH Manuscript Submission System (NIHMS). Complete the submission process for a final peer-reviewed manuscript that the publisher has deposited in the NIH Manuscript Submission System (NIHMS).   For Submission Methods A and B, use PMCID: PMC Journal - In Process, at the end of the citation: 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. 2007 April 1; 109(7): 3080–3083. PMCID: PMC Journal - In Process For Submission Methods C and D, use the NIHMSID,at the end of the citation: 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. 2006 Oct 1; 298(1): 59-70. NIHMSID: NIHMS44135   Search Option for Embargoed Articles Released by PubMed Central Embargoed articles include those that are not immediately free on publication until a specific time period has passed. A PMC search option makes it easy to find both the citations of an embargoed article and its corresponding PMC reference number (PMCID). This feature is especially important for authors and publishers who must submit the PMCID as proof of their compliance with NIH’s Public Access Policy.  Follow the simple steps shown in this page. Relevant Notices: Reminder Concerning Grantee Compliance with Public Access Policy and Related NIH Monitoring Activities (NOT-OD-08-119) Features a comprehensive chart relating Competing Applications to submission format, new application, renewal and biographical sketch. Also lists submission format guidelines for Noncompeting Continuing Progress Reports and for Final Progress Reports. Clarification on the Use of an NIHMSID to Indicate Compliance with the NIH Public Access Policy (NOT-OD-09-136) NIH clarifies the temporary nature of NIHMSIDs by defining the specific deadlines and delay periods during which an NIHMSID may be used to indicate compliance. This notice also reminds institutions that compliance with the NIH Public Access Policy is an institutional responsibility and failure to provide evidence of compliance in an application, proposal or report is a violation of the terms and conditions of the award.   NIH Access Policy Change – July 23, 2010 (NOT-OD-10-103) Ever since the NIH Public Access Policy came into effect, Principal Investigators (PI’s) and Program Directors (PDs) have used eRA Commons as a repository of their bibliographies or lists of their authored publications/research.  A beneficial and mandatory major change has arrived for Commons users that  will provide more efficient and user-friendly ways to maintain and manage the bibliographies of all their authored works (journal articles, manuscripts accepted for publication, books and chapters) and to associate publications with their corresponding grant awards.   Users will also benefit from My Bibliography’s ability to populate citation data from PubMed, Pub Med Central, and NIH’s Manuscript Submission System (NIHMSS). An additional benefit allows grant awardees to track compliance with NIH’s Public Access Policy by using an easy and simple color-coded key in My Bibliography. To comply with NIH’s Public Access policiy, it is now mandated that Principal Investigators (PIs) and Program Directors (PDs) use My NCBI’s online portal “My Bibliography” to manage their bibliographies.  Entering citations manually (typing, copying & pasting) into the eRA Commons is no longer an option. Manually entered data will not be displayed and all previously manually entered citations will be removed from the Commons system.  These citations must be added to My Bibliography to ensure that they appear in Commons and are associated with future annual progress reports. Reminder: Make sure your manuscript is submitted to the NIH Manuscript Submission System (NIHMSS)  at least within three months of publication by you, a co-author, a third party in your office, or by the journal. You only need to submit peer-reviewed journal articles that have resulted from NIH funded research AND that were accepted for publication on or after April 7, 2008. Required actions: If not already established, PD/PIs must establish a My NCBI account to gain access to My Bibliography. My NCBI accounts must be linked to eRA Commons accounts. As of July 23, 2010, Commons will no longer support manual entry of citations. PD/PIs will no longer be able to type or copy and paste citation data into Commons and must enter new citations into their My NCBI accounts. As of October 22, 2010, Commons will no longer display citations that a PI has manually entered into Commons. All citations previously entered manually into Commons will be removed from the Commons system.Therefore, these citations must be added to My Bibliography so that they will continue to appear in Commons and can be associated with future annual progress reports.  For a step-by-step guide on how to set up a My NCBI account and gain access to My Bibliography see Manage Your Professional Bibliography (My NCBI) You can also see the National Library of Medicine tutorial “Using My Bibliography to Manage Compliance with the NIH Public Access Policy”   My NCBI facilitates publication compliance with the NIH Public Access Policy. Do all this via My NCBI: Find out if your publications are compliant with the Policy. Start the manuscript submission process. Associate your NIH extramural awards with your publications. Designate delegates to manage your bibliography.   For More Information or for Assistance: For more information on the NIH Public Access policy or to schedule a training session for your department or class, please contact: UM Miller School of Medicine, Yanira (Jenny) Garcia-Barcena, jennygarcia@miami.edu; 305-243-6648. UM Coral Gables Campus, Scott Britton, brittons@miami.edu; 305-284-6466. UM RSMAS, Elizabeth (Lisa) Fish, efish@miami.edu; 305-421-4021.   Important Links Calder Library: Index to NIH Public Access Policy's Frequently Asked Questions NIH: http://www.nih.gov NIH Public Access Policy: http://publicaccess.nih.gov NIH Public Access Communications and Training: http://publicaccess.nih.gov/communications.htm UM Office of Research: http://uresearch.miami.edu/ UM Office of Compliance: http://www6.miami.edu/compliance/ AAHSL - Open Access Toolkit: http://www.usc.edu/hsc/nml/aahsl/open_access_toolkit.html PMID : PMCID Converter: http://www.ncbi.nlm.nih.gov/sites/pmctopmid     ©2008 University of Miami Leonard M. Miller School of Medicine. All Rights Reserved.