nih public access policy may2008

What you need to know to comply

NIH Public Access PolicyRequirements

Beth Whipple

May 2008

NIH Public Access Policy* All investigators funded fully or in part by the NIH

* Submit the final, peer-reviewed manuscripts upon acceptance for publication to PubMed Central (PMC)

-- different from final, published version (includes

formatting, copyediting changes)

* Make publicly available no later than 12 months after date of publication

* Effective for papers resulting from grant funding and accepted for publication starting April 7, 2008,

Three Elements for Fulfilling Requirements:

1. Retention of author rights to submit manuscript to PubMed Central

- Possible issues with copyright and publisher policies

2. Manuscript submission to PubMed Central

- Using the NIH Manuscript Submission (NIHMS) System

3. Proof of compliance on grant applications and reports

- Will impact continued or future funding

* The NIH-funded PI is the one ultimately responsible for approval of manuscripts to PMC—regardless of if they are authors on that paper

* Check out author rights/copyright info before submitting

* Don’t submit, then worry about copyright laterSave yourself a headache!

Retention of author rights/copyright

Retention of author rights: Journal/publisher scenarios

1. NIH compliant, submit on author’s behalfEx. Blood, Molecular & Cellular Biology

2. NIH compliant, don’t submit on author’s behalf --however, author allowed to submit--note any embargo period (6, 12 months most

common)Ex. Cancer Research, DNA Repair

3. NIH compliant, embargo/cost optionsEx. Journal of Biological Chemistry

4. Not NIH compliantEx. European Respiratory Journal

http://publicaccess.nih.gov/submit_process_journals.htm

Quick check for NIH compliance

1. NIH compliant, submit on author’s behalf--Blood

2. NIH compliant, don’t submit on author’s behalf—Cancer Research

3. NIH compliant, embargo/cost options—Journal of Biological

Chemistry

http://www.jbc.org/misc/Publishing_Options.shtml

* Deposits for you w/embargo of 12 monthsFree for ASBMB members$50 for non-ASBMB members

* Paid option (“Author’s Choice”) for the paper to be released immediately in PMC$1500 for ASBMB members$2000 for non-ASBMB members

* These options are selected at the time of the manuscript submission

3. NIH compliant, embargo/cost options—Journal of Biological

Chemistry

4. Not NIH compliant—European Respiratory Journal

Options?1. Choose a different journal2. Submit an “author addendum” with the

signed author agreement. *3. Submit a “submission letter” with the

manuscript notifying journal the publication falls under the NIH Public Access Policy.*

* Should be included with electronic manuscript when using a journal’s electronic manuscript submission system.

4. Not NIH compliant journals/publishers

Author Addendum* Submit manuscript and copyright transfer

agreement with a signed Author Addendum.The NIH website provides sample language:

"Journal acknowledges that Author retains the right to provide a copy of the final manuscript to the NIH upon acceptance for Journal publication, for public archiving in PubMed Central as soon as possible but no later than 12 months after publication by Journal."

<http://publicaccess.nih.gov/FAQ.htm#c3>


Submission Letter* Submit manuscript with a signed Submission

Letter.IUSM has drafted a model letter that can be

used (based on Duke University’s model letter): http://www.medicine.iu.edu/documents/RLML/iusubmissionletter.doc


“Submission Letter”* Submit manuscript with a signed Submission

Letter.IUSM has drafted a model letter that can be

used (based on Duke University’s model letter): http://www.medicine.iu.edu/documents/RLML/iusubmissionletter.doc


* NIH page for Journals that Submit Articles to PMChttp://publicaccess.nih.gov/

submit_process_journals.htm

* SHERPA/RoMEOhttp://www.sherpa.ac.uk/romeo.php

Publisher policy database

* Journals/publishers agreements are the authority

Online Resources available

Three Elements of Fulfilling Requirements:

1. Retention of author rights to submit manuscript to PubMed Central

- Possible issues with copyright and publisher policies

2. Manuscript submission to PubMed Central- Proper embargo period selected per publisher

policy- Proper manuscript version is submitted



* Who submits?* Author—may or may not be the PI

If author is not PI, PI has to approveeRA commons login

* Research Assistant or other third-party submitterPI has to approveMyNCBI account

* JournalPI has to approve

* NIH Manuscript Submission (NIHMS) System vs. PubMedCentral

* Whomever submits to NIHMS will receive the NIHMS ID at that time, as well as the PI

Manuscript Submission

http://www.nihms.nih.gov/

* Ex. Michael Rubart’s paper25 April

SubmitTitle of paper JournalNIH grant #NIH MS System found grant w/Rubart as PI

Rubart receives email to confirm


From: [email protected] [[email protected]]

Sent: Friday, April 25, 2008 9:50 AM

To: Rubart-von der Lohe, Michael

Subject: [nihms] Manuscript #47844: Please review PDF

Dear Michael Rubart-Van Der Lohe:

The manuscript "Adult Bone Marrow-derived Cells Do Not Acquire Functional Attributes of Cardiomyocytes When Transplanted into Peri-infarct Myocardium" has been submitted to the NIH Manuscript Submission System (NIHMS) in support of the NIH Public Access Policy.

This manuscript is associated with your grant R01 HL075165-03.

Please approve this submission, which will include it in your eRA Commons profile, by logging in to the NIHMS using the information provided below:

Please open your Web browser and go to the NIHMS login page https://commons.era.nih.gov/commons/publicaccess/login.jsp?http://www.nihms.nih.gov?login=eRA (You can copy and paste this address into the "Location" window of your browser, and press Enter). A Forgot Password capability is also provided from this web address.

If the URL provided doesn't work, make sure it is complete and hasn't been broken over multiple lines. If the URL spans more than one line, make sure you are entering all of it in the location window of your browser. Use the eRA Commons route to log in to the system.

Your user name is: XXXXXXX

For account related questions or problems, please call or email the eRA Commons Helpdesk at 301-402-7469 or 866-504-9552 or email [email protected].

For questions or problems with the manuscript approval process, please contact the NIHMS Help Desk from the following URL: http://www.nihms.nih.gov/db/sub.cgi?page=email

Thank you for your time and effort.

Sincerely,

The NIHMS Help Desk

* Ex. Michael Rubart’s paperApril 28

Approve submitted manuscriptMark embargo period of 6 months“Sign off” on the manuscript

Currently (May 9)Waiting for web version to be readyApprove web version


Manuscript Submission: Role of the PI

* PI is the one ultimately responsible for submission of manuscripts to PMC—regardless of if they are authors on that paper

* How does the PI comply?* Sign off on the submitted paper (if author not PI)* Indicate embargo period (3, 6, 9, 12 months)* Approve web version for PubMed Central (PMC)

Three Elements of Fulfilling Requirements:1. Retention of author rights to submit

manuscript to PubMed Central- Possible issues with copyright and publisher policies

2. Submission of manuscript to PubMed Central- Proper embargo period selected per publisher

policy- Proper manuscript version is submitted



Proof of Compliance

* How to show compliance:Papers you wrote fall under this NIH policyCiting those papers for NIH applications, proposals,

and progress reports Include PMCID (or NIHMS ID) for those papers

This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates. ”

Proof of Compliance: Citing* List PubMed Central reference number (PMCID) at

end of citation.

* If PMCID not available, use NIH Manuscript Submission reference number (NIHMS ID) instead.

Examples:Scherschel JA, Soonpaa MH, Srour EF, Field LJ, Rubart M

(2008) Adult Bone Marrow-derived cells do not acquire functional attributes of Cardiomyocytes When Transplanted into Peri-infarct Myocardium, Molecular Therapy, epub April 22, 2008. NIHMSID:47844

Proof of Compliance: Find ID numbers* NIHMS ID

After the PI confirms the correct manuscript has been submitted, the PI (or third party delegate) is issued the NIHMS ID.

* NIHMS ID vs. PMCID NIHMS ID used until PMCID assigned PMCID is not assigned until paper is released

and accessible in PubMed Central* PMCID

1. Search for paper in PubMed Central:http://www.pubmedcentral.nih.gov/index.html

2. PMCID is located in the citation as well as in the record

Important Dates* April 7, 2008

As of April 7, 2008, all papers arising from NIH funds must be submitted to PubMed Central upon acceptance for publication.

* May 25, 2008As of May 25, 2008, NIH applications, proposals, and progress reports must include the PubMed Central reference number when citing a paper that falls under the policy and is authored or co-authored by the investigator, or arose from the investigator’s NIH award. This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates.

http://library.medicine.iu.edu/nihhttp://library.medicine.iu.edu/nih

Resources:* IUSM Medical Libraries:

Beth Whipple, MLS, Research Informationist(317) [email protected]://library.medicine.iu.edu/nih

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

* NIHMShttp://www.nihms.nih.gov/

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