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NIH Public Access Policy Digest

http://publicaccess.nih.gov/

NEWS ALERT!

Changes to NIH Public Access Policy Compliance Efforts Apply to All Awards with Anticipated Start Dates on or after July 1, 2013. 
(NOT-OD-13-042, February 14, 2013)

For non-competing continuation grant awards with a start date of July 1, 2013 or beyond:  (1) NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy; (2) Investigators will need to use My NCBI to enter papers onto progress reports.  Papers can be associated electronically using the RPPR, or included in the PHS 2590 using the My NCBI generated PDF report. Please see NOT-OD-12-160 (below) for more details.  Please refer to the entire notice for additional information.  The entire notice can be found at http://publicaccess.nih.gov/.

RECENT RELEVANT NOTICES

Upcoming Changes to Public Access Policy Reporting Requirements and Related NIH Efforts to Enhance Compliance

(NOT-OD-12-160, November 16, 2012)

With this Notice, NIH informs grantees that in Spring, 2013, at the earliest, NIH will delay processing of non-competing continuation grant awards if publications arising from that award are not in compliance with the NIH public access policy.  The award will not be processed until recipients have demonstrated compliance.  This change will take effect in tandem with NIH requiring the use of the Research Performance Progress Report (RPPRs) for all Streamlined Non-competing Award Process (SNAP) and Fellowship awards in the Spring of 2013 (see NIH NOT-OD-12-142) (below).  NIH will simultaneously implement the procedural change outlined below to facilitate public access reporting in paper progress reports (PHS 2590) submitted on or after this ‘to be announced’ spring date. Please refer to the entire notice for additional information.   The entire notice can be found at http://publicaccess.nih.gov/.

Research Performance Progress Report (RPPR) Module and Training Webinar Available to NIH Grantees
(NOT-OD-12-142, August 23, 2012)

NIH announced that on October 19, 2012, all grantee institutions would have access to the NIH Research Performance Progress Report (RPPR) for most Streamlined Non-competing Award Process (SNAP) and Fellowship awards. Training for all grantees on the use of the new NIH RPPR will be provided via webinar (originally presented on October 17, 2012).  Training materials and other resources are posted on the NIH RPPR webpage (http://grants.nih.gov/grants/rppr/).  Please refer to the entire notice for additional information. The entire notice can be found at http://publicaccess.nih.gov/.

ADDITIONAL INFORMATION

 What are the new NIH Public Access 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?

  1. 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.
  2. 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:

  1. 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.
  2. Inform the journal that the article is subject to the NIH Public Access Policy when you submit your submission.
  3. 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  

  1. 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.
  2. 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:

  1. Publish in a journal that deposits all final published articles in PubMed Central (PMC) without author involvement.
  2. Make arrangements to have the publisher deposit a specific final published article in PubMed Central.
  3. Deposit the final peer-reviewed manuscript in PubMed Central yourself via the NIH Manuscript Submission System (NIHMS).
  4. 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.

 

All Relevant Notices:

Revised Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research
(NOT-OD-O8-033, January 11, 2008)

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.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Reminder Concerning Grantee Compliance with Public Access Policy and Related NIH Monitoring Activities
(NOT-OD-08-119, September 23, 2008)

This Notice describes NIH Public Access Policy compliance monitoring efforts for Fiscal Year (FY) 2009.  It also provides important reminders concerning grantee demonstration of compliance and the location of citations for papers in applications, proposals and progress reports. Grantees are responsible for compliance with the Policy, including ensuring that any publishing or copyright agreements permit submission to PubMed Central in accord with the Policy.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

The Omnibus Appropriations Act of 2009 Makes the NIH Public Access Policy Permanent
(NOT-OD-09-071, March 19, 2009)

The NIH Public Access Policy (NOT-OD-08-033) remains a legislative mandate for FY 2009 and beyond. Compliance with this Policy remains a statutory requirement and a term and condition of the grant award and cooperative agreement, in accordance with the NIH Grants Policy Statement. For contracts, NIH includes this requirement in all R&D solicitations and awards under Section H, Special Contract Requirements, in accordance with the Uniform Contract Format.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Clarification on the Use of an NIHMSID to Indicate Compliance with the NIH Public Access Policy
(NOT-OD-09-136, August 12, 2009)

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. Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Until further notice, only papers written in Latin script will be collected via the NIH Manuscript Submission System for the NIH Public Access Policy
(NOT-OD-10-009, October 30, 2009)

There are several ways in which authors may submit papers to PMC, including submitting papers via the NIH Manuscript Submission System (NIHMS).  The NIHMS is currently able to process only papers that are written in Latin (Roman) script.  Acceptable papers also may contain characters and fonts used in standard mathematical notation.  However, until further technical solutions are developed, papers written in scripts other than Latin (e.g., Russian, Japanese) cannot be processed by NIHMS and are not required to be posted on PubMed Central.  Papers written in scripts other than Latin do not require a PMCID when cited in NIH applications, proposals or reports. Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

My NCBI Tool to Replace eRA Commons for Bibliography Management

(NOT-OD-10-103, June 10, 2010)

Transition of Bibliography Management to My NCBI

Over the course of their scientific careers, program directors and principal investigators (PD/PIs) create and maintain extensive professional bibliographies, which include publications resulting from or in support of their funded research grants. PD/PIs registered in eRA Commons have been able to use the publications page of their personal profiles in Commons as a repository for their publications. NIH is now providing Commons users with a more efficient, accurate and user-friendly way to manage their professional bibliographies, associate publications with their grant awards, and ensure compliance with the
NIH Public Access Policy.  eRA Commons has partnered with the National Center for Biotechnology Information (NCBI) to link NCBI’s personal online tool, “My NCBI,” to Commons. My NCBI offers an online portal—“My Bibliography”—for users to maintain and manage a list of all of their authored works, such as journal articles, manuscripts accepted for publication, books, and book chapters. As of April 2010, linking a Commons account to a new or existing My NCBI account allows references saved in My Bibliography to automatically appear in users’ Commons accounts.  As of July 23, 2010, PD/PIs will be unable to enter citations manually into eRA Commons and must use My NCBI’s “My Bibliography” tool to manage their professional bibliographies.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Research Performance Progress Report (RPPR) Module and Training Webinar Available to NIH Grantees
(NOT-OD-12-142, August 23, 2012)

NIH announced that on October 19, 2012, all grantee institutions would have access to the NIH Research Performance Progress Report (RPPR) for most Streamlined Non-competing Award Process (SNAP) and Fellowship awards. Training for all grantees on the use of the new NIH RPPR will be provided via webinar (originally presented on October 17, 2012).  Training materials and other resources are posted on the NIH RPPR webpage. (link: http://grants.nih.gov/grants/rppr/ )  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Upcoming Changes to Public Access Policy Reporting Requirements and Related NIH Efforts to Enhance Compliance
(NOT-OD-12-160, November 16, 2012)

With this Notice, NIH informs grantees that in Spring, 2013, at the earliest, NIH will delay processing of non-competing continuation grant awards if publications arising from that award are not in compliance with the NIH public access policy.  The award will not be processed until recipients have demonstrated compliance.  This change will take effect in tandem with NIH requiring the use of the Research Performance Progress Report (RPPRs) for all Streamlined Non-competing Award Process (SNAP) and Fellowship awards in the Spring of 2013 (see NIH NOT-OD-12-142).  NIH will simultaneously implement the procedural change outlined below to facilitate public access reporting in paper progress reports (PHS 2590) submitted on or after this ‘to be announced’ spring date. Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Public Access Compliance Monitor: A New Resource for Institutions to Track Public Access Compliance
(NOT-OD-13-020, January 9, 2013)

NIH announces the release of the Public Access Compliance Monitor (http://www.pubmedcentral.nih.gov/utils/pacm/), a web-based tool that institutions can use to track compliance of publications that fall under the NIH Public Access Policy.  By providing efficient and flexible methods for retrieving, viewing, and organizing public access compliance information, the compliance monitor supports the efforts of grantee organizations to ensure their awards are compliant.  The Public Access Compliance Monitor provides the current compliance status of all journal articles that NIH believes a particular grantee institution is responsible for under the terms of the Public Access Policy. In addition to classifying articles according to compliance status, the compliance monitor provides detailed information about each article—a full citation; associated grants and program directors/principal investigators (PDs/PIs); the PubMed ID and related IDs where available; and a link to the PubMed record. Institutions can also track the status of papers deposited into the NIH Manuscript Submission (NIHMS) system. Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

eRA Commons Users Can Now Generate a Publications Report for the PHS 2590 with My NCBI
(NOT-OD-13-017, January 10, 2013)

Grantees are encouraged to begin using the PDF report immediately on a voluntary basis.  Submitting the My Bibliography PDF report will be required at the same time that the Research Performance Progress Report (RPPR) is required for all Streamlined Non-Competing Award Process (SNAP) and Fellowship awards, expected in the Spring of 2013 (see NOT-OD-12-142). The My Bibliography PDF report facilitates grantee reporting in two ways.  First, it quickly provides the public access compliance status of each publication arising from the award in an easy to understand format.  Second, it ensures grant-paper associations reported on the PHS 2590 are captured in RePORTER and other NIH electronic systems.  Instructions for the PDF report are available at http://www.nlm.nih.gov/pubs/techbull/nd12/nd12_myncbi_pdf.html.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

Changes to Public Access Policy Compliance Efforts Apply to All Awards with Anticipated Start Dates on or after July 1, 2013
(NOT-OD-13-042, February 14, 2013)

For non-competing continuation grant awards with a start date of July 1, 2013 or beyond:  (1) NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy; (2) Investigators will need to use My NCBI to enter papers onto progress reports.  Papers can be associated electronically using the RPPR, or included in the PHS 2590 using the My NCBI generated PDF report. Please see NOT-OD-12-160 for more details.  Please refer to the entire notice for additional information (http://publicaccess.nih.gov/).

 

For More Information or for Assistance:

For more information on the NIH Public Access policy, please contact:

UM Miller School of Medicine, Yanira (Jenny) Garcia-Barcena, ygarcia6@med.miami.edu; 305-243-6648.

UM Coral Gables Campus, John Renaud, jrenaud@miami.edu; 305-284-4049.

UM RSMAS, Elizabeth (Lisa) Fish, efish@miami.edu; 305-421-4021.

 

Important Links

NIH Public Access Policy: http://publicaccess.nih.gov

NIH Public Access Policy FAQ:  http://publicaccess.nih.gov/FAQ.htm

NIH Public Access Policy Details:   http://publicaccess.nih.gov/policy.htm

NIH Public Access Training/Communications: http://publicaccess.nih.gov/communications.htm

NIH Glossary & Acronym List:  http://grants.nih.gov/grants/glossary.htm

NIH: http://www.nih.gov

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

 

 

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