NIH Public Access Policy

What you Need to Know…

Laurie Lebo, PhD Research Support Services

Laurie.lebo@vanderbilt.edu

Is your paper subject to the NIH Public Access Policy?

• Supported by NIH funds active in FY08 or beyond

• Peer-reviewed • Accepted for publication on/after April 7, 2008

Public Access Policy Compliance

• StarBRITE • NIH Manuscript Submission System • PubMed (PMID) • PubMed Central (PMCID) • MyNCBI

Focus on getting those publications associated with your progress report compliant. This is done by submitting to the NIHMS (NIH Manuscript Submission) system. 1. Refer to the StarBRITE dashboard -

https://starbrite.vanderbilt.edu/pubaccess/- to determine if a publication has been submitted to the NIHMS system yet. – If an NIHMS person is listed it has been submitted to the NIHMS system – The NIHMS person is the person who currently is responsible for any

actions needed to complete the processing of a manuscript

Help…I have a progress report due and have non-compliant publications!

Everything in your dashboard

Every field in the database, i.e., first author, PI, NIHMS person

Search by PI Name, Grant Number, Unit ID to add grants to your dashboard

Person responsible for any actions needed to complete the processing of a manuscript

Takes you to PubMed abstract for publication

2. Go to the NIHMS website to check the status - http://nihms.nih.gov/ • Login with eRA Commons or My NCBI username and password • Search for PMID (default search is NIHMSID)

• Examples of common statuses: • Managing Manuscript files (Author/PI) • Awaiting Author approval of PDF receipt (Author/PI) • QA: submission review by staff (NIHMS) • Generation of manuscript web version is started (NIHMS) • Web version of manuscript if being prepared (NIHMS) • QA: web version review by external staff (NIHMS) • Waiting for author approval of final WEB version of manuscript (Author/PI)

Help…I have a progress report due and have non-compliant publications!

Unsure what the status means – contact the help desk at the bottom of the screen

3. If the status is one which is waiting for the Author/PI, email that author (who may or may not be at Vanderbilt) and ask him/her to complete the next approval step (may be done through the StarBRITE dashboard)

Help…I have a progress report due and have non-compliant publications!

If the author/approver can’t find the email, they can simply log into the NIHMS system and they should see the publication under Attention or Stalled. Anyone logging into the NIHMS system needs to log in via the same route each time – i.e., if they logged in with eRA commons username the first time they must use that login again.

4. If the author is not at Vanderbilt, another option is to have the PI or another author at Vanderbilt “claim” a record, which enables them to become the person responsible for moving a stalled manuscript through the NIHMS system. Once the manuscript has been located in the NIHMS system, the PI or other author may put in a request to “claim” the record. Once a claim request is made, the individual currently responsible for the manuscript is notified. If that individual takes no action within a week, then (subject to NIHMS staff review) the author or PI who has made the claim request will receive an email message and can assume responsibility for the manuscript.

Help…I have a progress report due and have non-compliant publications!

1. Have the PI reach out to the author who cited his/her grant – The PI can ask the author to submit, or – The PI can ask the author to send all of the necessary documents so that the PI (or

someone on his behalf) can submit

Anyone can submit a manuscript on behalf of the PI or an Author if they have the following:

• Final peer-reviewed manuscript • Figure/image files (if separate) • NIH grant numbers funding the work • Embargo period (default is 12 months)

Currently we are being told it will take 6-8 weeks from time of submission to release of PMCID (if there is a timely response to the 2 emails requesting approval)

Help – the publication has not yet been submitted to the NIHMS system

• Follow-up with the respective NIHMS Persons regarding any manuscripts awaiting their approval (or have your PI ‘claim’ the manuscript)

• Submit those non-compliant publications to the NIHMS system that have not yet been submitted – If the PI wants more control over the process the PI should request documents so

he/she can submit or the PI should request to be the approver – Regardless of who submits – get it done ASAP

• Note: A non-compliant publication will NEVER change to In Process; it will remain non-compliant until it becomes compliant

• While publications are being processed through the NIHMS system towards getting a PMCID, review the PI’s My NCBI My Bibliography

General tips related to Progress Report Submission

Adding a delegate to My Bibliography

• Click Edit Settings • Click Add a Delegate • Add e-mail address • Click Save

• Add respective publications to your PI’s bibliography – Search in PubMed and then send search results to PI’s My Bibliography

My NCBI

• If you manage other bibliographies you must identify to which bibliography you want to send your results

Click PI’s Bibliography→Display Settings→Award→See visual clues

• Can Edit Status • Can add/delete a grant/award

My NCBI

StarBRITE Public Access Compliance (PAC) Dashboard – PIs and those with certain designations in Coeus (Administrative

Contacts, Backup Admin, Dept Central Admin, Backup Dept Central Admin, Publications Admin): Automated listing of all of your grants* & their associated publications with compliance status

*Only grants active at some point since 2008 with associated publications will be listed

– Anyone: manually add grants to monitor publication compliance Notifications related to Dashboard • Subscribe to receive a weekly digest of all non-compliant

publications for ALL grants listed on your dashboard †

• Automatic Notifications sent from OSP 120 days prior to APR due date and 90 days prior to budget period end date if there are associated non-compliant publications

INTERNAL tool for monitoring compliance

So where does this data come from? • Office of Sponsored Programs downloads institution-

wide data from the NIH Monitor (biweekly) – NIH Monitor pulls data from NIHMS, MyNCBI, and PubMed

twice weekly (Sunday and Wednesday) (User Guide)

• The data are matched to Coeus data to pull in additional information, i.e., Admin designations

• The data are then uploaded to StarBRITE (biweekly) • StarBRITE finds all non-compliant publications and

searches PubMed nightly to see if the publication has a PMCID (to reduce discrepancies due to lag time)

This data is good but not perfect! • Papers may show up as non-compliant when they

may actually be exempt from the NIH public Access Policy –

1. The paper was not peer-reviewed.

2. The paper was accepted for publication before April 7, 2008. 3. The paper was published in a script other than Latin (e.g., Russian, Japanese). 4. The paper was not directly supported by an NIH grant.

This data is good but not perfect! To remove a paper from the StarBRITE dashboard, PIs can do the following:

1. Log in to their My NCBI account. 2. Go to My Bibliography and click on the “Manage My Bibliography”

link. 3. Locate the non-compliant paper in your list of citations and click the

“Edit Status” link. 4. Select the reason that this article is exempt from the submission

requirements of the NIH Public Access Policy. 5. Save your changes but do NOT delete the citation from My

Bibliography. When the StarBRITE dashboard is next updated it will capture your changes and the paper will be removed.

If you are a delegate for a PI’s My NCBI account you can follow the same steps as long as you are in his/her My NCBI account.

This data is good but not perfect! If a PI determines that a non-compliant paper is exempt and should be removed from the Public Access Compliance Monitor but cannot find the paper in My Bibliography, what can the PI do? If the paper is not included in their My Bibliography citations, PIs can do the following: 1. Go to PubMed (http://www.ncbi.nlm.nih.gov/pubmed), enter the article’s PMID into

the search box, and click search. (The PMID is identified in StarBRITE dashboard.) 2. Use PubMed’s “Send to” feature to add the paper to My Bibliography. 3. Go to My Bibliography and click on the “Manage My Bibliography” link. 4. Find the new citation and assign the relevant grant number(s) to it. Use the NIH grant

number(s) that is listed with your name in the StarBRITE dashboard. 5. Once the new information is saved in My Bibliography, the StarBRITE dashboard will

reflect the changes the next time it is updated. If you are a delegate for a PI’s My NCBI account you can follow the same steps as long as you are in his/her My NCBI account.

This data is good but not perfect! If a paper falls under the Public Access Policy but has somehow failed to be identified as such, how can PIs make sure that the paper is monitored for compliance? PIs can go to My Bibliography, where they will find tools for adding a citation and associating award information with it (see previous slide). Once the new information is saved in My Bibliography, the StarBRITE dashboard will reflect the changes the next time it is updated. If you are a delegate for a PI’s My NCBI account you can follow the same steps as long as you are in his/her My NCBI account.

This data is good but not perfect! A paper will not show up on your dashboard under your grant if it does not cite your grant. PIs can go to My Bibliography, where they will find tools for adding a citation and associating award information with it (see previous slide). Once the new information is saved in My Bibliography, the StarBRITE dashboard will reflect the changes the next time it is updated. If you are a delegate for a PI’s My NCBI account you can follow the same steps as long as you are in his/her My NCBI account.

To determine if the NIH Public Access policy applies to a given article in terms of NIH support, go to the abstract view in PubMed and then click on grant support. If no NIH grants are cited/acknowledged, the NIH public access policy does not apply. Change status in My NCBI.

To determine if the NIH Public Access policy applies to a given article in terms of date, click on the full text article to determine the date it was accepted for publication.