National Institutes of Health (NIH) Public Access PolicyNational Institutes of Health (NIH) Public Access Policy& &

Requirements for My Bibliography and eRA CommonsRequirements for My Bibliography and eRA Commons

Merle RosenzweigMerle Rosenzweig

oriley@umich.edu

© Regents of the University of Michigan 2011

What Will Be CoveredWhat Will Be Covered

• National Institutes of Health (NIH) Public Access PolicyOverviewCompliance

• eRA Commons, My NCBI & My Bibliography

• Depositing publications

• Questions

NIH Public Access PolicyNIH Public Access Policy

The NIH Public Access PolicyThe NIH Public Access Policy

“The Director of the National Institutes of Health shall requirerequire that all investigators funded by the NIH all investigators funded by the NIH submit or have submitted for them to submit or have submitted for them to the National Library of Medicine’s PubMed Central PubMed Central an electronic version of their final, peer-reviewed manuscripts their final, peer-reviewed manuscripts upon acceptance for publicationupon acceptance for publication, to be made publicly available no later than 12 months after the available no later than 12 months after the official date of publicationofficial date of publication: Provided, That the NIH shall implement the public access policy in a manner consistent with copyright lawconsistent with copyright law.”

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

Howard Hughes Medical Institute Howard Hughes Medical Institute

(HHMI) & (HHMI) & Wellcome TrustWellcome Trust• HHMI provides authors with a mechanism for uploading their

manuscripts to PubMed Central .... within six months of publication.1

• Wellcome Trust requires electronic copies of any research papers that have been accepted for publication in a peer-reviewed journal, and are supported in whole or in part by Wellcome Trust funding, to be made available through PubMed Central (PMC) and UK PubMed Central (UKPMC)…within six months of the journal publisher's official date of final publication.2

1 http://www.hhmi.org/about/research/journals/main?action=search

2http://www.wellcome.ac.uk/About-us/Policy/Spotlight-issues/Open-access/Policy/index.htm

Frequently Asked QuestionsFrequently Asked Questions

What is the difference between What is the difference between PubMedPubMed and and PubMed CentralPubMed Central??

PubMedPubMed is a service of the US is a service of the US National Library of Medicine National Library of Medicine (NLM) (NLM) that:*that:*

• Provides free access to MEDLINEMEDLINE®, the NLM® database of indexed citations and abstracts to medical, nursing, dental, veterinary, health care, and preclinical sciences journal articles. *

• Was developed by the National Center for National Center for Biotechnology InformationBiotechnology Information (NCBI) at the National National Library of MedicineLibrary of Medicine (NLM) as part of the EntrezEntrez retrieval system. *

• Entrez is a query and retrieval system developed by NCBI.

• Provides free access to MEDLINEMEDLINE®, the NLM® database of indexed citations and abstracts to medical, nursing, dental, veterinary, health care, and preclinical sciences journal articles. *

• Was developed by the National Center for National Center for Biotechnology InformationBiotechnology Information (NCBI) at the National National Library of MedicineLibrary of Medicine (NLM) as part of the EntrezEntrez retrieval system. *

• Entrez is a query and retrieval system developed by NCBI.

*U.S. National Library of Medicine, National Institutes of Health http://www.nlm.nih.gov/services/pubmed.html

What is What is PubMed CentralPubMed Central (PMC (PMC)

• The U.S. National Institutes of Health (NIH) free digital archive of biomedical and life sciences journal literature.

• All the articles in PMC are free (sometimes on a delayed basis).

• Some journals go beyond free, to Open AccessOpen Access.• If an article is Open AccessOpen Access it means that it can be

freely accessed by anyone in the world using an internet connection.

• Articles available via Open AccessOpen Access are still protected by copyright.

How to Comply with the How to Comply with the NIH Public Access Policy.NIH Public Access Policy.

All papers that fall under the NIH Public Access PolicyNIH Public Access Policy, whether in press or in print, must include evidence of

compliance in allall NIH applications and reports.

1. Determine Applicability - Does the NIH Public Access Policy apply to the paper?

2. Address Copyright - Ensure the publishing agreement allows the paper to be posted to PubMed Central in accordance with the NIH Public Access Policy.

3. Submit papers to PubMed Central and approve public release.

4. Include PMCID or NIHMSID in Citations.

Determine Applicability of PublicationDetermine Applicability of Publication

• Is it peer-reviewed;• And, is it accepted for publication in a

journal on or after April 7, 2008;• And, arises from:

Any direct funding from an NIH grant or cooperative agreement active in Fiscal Year 2008 or beyond, or;

Any direct funding from an NIH contract signed on or after April 7, 2008, or;

Any direct funding from the NIH Intramural Program, or;

An NIH employee

Submission Methods*Submission Methods*

*http://publicaccess.nih.gov/submit_process.htmhttp://publicaccess.nih.gov/submit_process.htm

Four Deposit MethodsFour Deposit Methods 1.1. Method AMethod A: Journal deposits final published version

in PubMed Central -Make final public version of NIH funded articles available no later than 12 months after after publication.-Start date shown for each of the journals listed is the earliest publication date the meets the NIH policy-Find list @ http://publicaccess.nih.gov/submit_process_journals.htm

2.2. Method BMethod B: Author asks publisher to deposit final published version, generally for a fee

3.3. Method CMethod C: Author deposits final, peer-reviewed manuscript

4.4. Method DMethod D: Publisher deposits final, peer-reviewed manuscript, author approves submission

UM Library Deposit ServiceUM Library Deposit Service• If you have retained the appropriate copyright,

UM Library can deposit on your behalf• Email nihms-library-support@umich.edu

Article titleJournal nameAll related NIH grant numbersName and email address of UM author to

approve the deposit• Attach peer-reviewed manuscript and all

supplemental material

What to DepositWhat to DepositJournal articles which derive from direct NIH funding and are:1. The final, peer-reviewed manuscript, after all reviewer comments have been addressed2. Can be a .doc or .docx or .pdf file and supplemental materials, including tables, images and supplemental data3. Accepted for publication after 7 April 2008You are not required to deposit …1. Book Chapters2. Monographs3. Non-peer reviewed journal material –Letters to the editor –Conference proceedings4. DissertationsCan I deposit the published version of the article?NO, unless you receive permission from the publisher

When do I have to deposit?When do I have to deposit?

• According to the letter of the law, deposit must be done “upon acceptance for publication”.

• Publishers may embargo public release for up to 12 months from the date of publication.

NIH Public Acess Policy & the NIH Public Acess Policy & the Grant ProcessGrant Process

Include PMCID in CitationsInclude PMCID in Citations

Anyone submitting an application, proposal or report to the NIH must include the PMC reference number (PMCID) when citing applicable papers that they author or that arise from their NIH-funded research.

NIH InstructionsNIH Instructions• BIOGRAPHICAL SKETCHBIOGRAPHICAL SKETCH

When citing articles that fall under the Public Access Policy, were authored or co-authored by the applicant and arose from NIH support, provide the NIH Manuscript Submission reference number (e.g., NIHMS97531) or the PubMed Central (PMC) reference number (e.g., PMCID234567) for each article. If the PMCID is not yet available because the Journal submits articles directly to PMC on behalf of their authors, indicate "PMC Journal - In Process." Citations that are not covered by the Public Access Policy, but are publicly available in a free, online format may include URLs or PMCID numbers along with the full reference (note that copies of publicly available publications are not accepted as appendix material.)

• NIH GRANT APPLICATION OR PROGRESS REPORTSThe PMCID/NIHMSID must be included in all papers cited in an NIH grant application and a progress report that fall under the NIH Public Access Policy. That applies to papers authored by you or that arose from your NIH funds even if you are not an author.

BIOGRAPHICAL SKETCH Pr ovide t he fo llow ing in for mat io n for the S enior/ ke y per sonnel and ot her s ign ific an t contr ibutor s.

Fo llow th is for mat for e ach per son. DO NO T E X CE ED FO UR P AGE S.

C. Selected Peer - review ed P u blicat io n s (Sele cted from 42 pe er - reviewed pu b lica tions)

Mo st r elevan t to the cur ren t ap p lica tion

1. Me rryle, R.J. & H unt, V.L. (2004). Independe nt living, phys ic al disability an d subs tance abuse am ong the elder ly. Psy chology and Aging , 23(4), 10 -22.

2 . Hunt, V.L, Jens en, J.L . & Crensh aw, W . (2 007). Su bsta nce ab use and m enta l health am ong com muni ty -dwe lling e lder ly. In te rnational J ourn al o f Ger ia tric Psychiatry , 2 4(9), 1124 -1135.

3 . Hunt, V.L, W iech elt, S.A. & Merryle, R . (2008). Predicting the subs tance -abu se treatm ent

needs of an agin g p opulation. Am erican Journal o f Publ ic He alth, 45(2), 236 -245. PMCID: PMC9 162292

4. Hunt, V.L. & Sher, K.A. (2009) . Suc cessfu l in tervention m odels fo r older drug -abusers : Researc h across the life -sp an. Ame ric an Ps ycholog ist, in press. NIHMSID: N IH MS99 135

Ad ditio n al r ece nt p u b lica tio n s o f imp o rtan ce to th e fie ld (in chro n o log ical ord er ) 1. Gryc zy ns ki, J., Sha ft, B.M., Merryle, R ., & H unt, V.L. (2002) . Comm unity ba sed par ticipa tory

res earch with late - life addicts. Am erican Jou rnal of Alcohol a nd Drug Abuse, 15 (3), 222 -238. 2 . Sha ft, B.M ., Hunt, V.L., Merryle, R., & Ve ntu ri, R. ( 2003) . Polic y im plic ations o f genetic

transm is sion of a lc ohol and drug abus e in fem ale nonusers. In ter national Journa l o f Dr ug Pol icy, 30 (5), 46 -58.

3 . Hunt, V. L., Marks, A.E., Shaft, B.M., Merryle, R., & J ensen, J.L . (2004) . Early -life fami ly and com muni ty character istic s and la te -li fe substanc e abus e. J ournal o f Applied G erontolog y,

28(2) ,2 6 -37. 4 . Hunt, V.L., M erry le , R . & Jens en, J.L. (2005) . T he effect o f soc ia l su pport networks on

morb id ity am ong elder ly s ubstan ce a busers. Journal o f the Amer ican G er iatric s Society ,

57(4) , 15 -23. 5 . Hunt, V.L., Pour , B., Mark s, A.E., Me rryle, R. & Je nsen, J.L . (200 5). Aging out of me tha done

treatment. Am erican Journal of A lco hol and Dru g Abuse, 15(6) , 134 -149. 6 . Hunt, V.L, Ma rks, A.E., V enturi , R., Cren shaw , W. & Ra ton ian, A. (2006 ). C om m unity -ba sed

interv ention stra teg ies for reducing a lco hol and drug abuse in the elder ly. Ad diction , 104(9), 1436 -1606. PM CID: PM C90 00292

7. Me rryle, R. & Hunt, V.L. (200 6). Random iz ed clin ic al tria l o f co tin ine in older n icotine ad dicts. Age an d Ageing, 38 (2), 9 -23. PMCID : PMC90023 64

8. Hunt, V.L. (2009) . C ontrastin g e thn icity with race in the older alcoholic. The Journals of

Ge rontology Se ries B: Ps ycholo g ica l Sciences and Social Sc ienc es , in press . PMCID: PMC Jour nal – In Proce ss.

How to CiteHow to Cite1. Publications with PMCID:

— 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

2. Publications before the PMCID is available:— 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. In press. NIHMSID: NIHMS44135 OROR— — 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. [a publication date within 3 months of when the application, proposal or report was submitted to NIH]. PMCID: PMC Journal - In Process OR PMC - In Process

By the NumbersBy the Numbers

• A PMIDPMID is a unique identifier in the PubMed database, and does not indicate compliance.

• A PMCIDPMCID is a PubMed Central unique identifier and is used to indicate compliance.

• A NIHMSIDNIHMSID is used for a manuscript which has been submitted but has not yet been assigned a PMCID. It can be used to show compliance for 3 months after publication.

What is NIHMS?*What is NIHMS?*

• NIHMS is the NIH Manuscript Submission system.• Takes in final peer-reviewed manuscripts covered by

the NIH Public Access Policy and formats them for inclusion in PMC.

• You deposit the files for a final peer-reviewed manuscript (e.g., Microsoft Word document, figures & any supplemental data) into the NIHMS.

• The files are converted to a standard PMC format, and then reviewed by you to confirm that the converted final peer-reviewed manuscript is faithful to the original.

* Frequently Asked Questions about the NIH Public Access Policy http://publicaccess.nih.gov/FAQ.htm#808

NIHMSID#NIHMSID#

NIHMSID#271467

The Use of an NIHMSID to The Use of an NIHMSID to Indicate Compliance with theIndicate Compliance with the

NIH Public Access Policy*NIH Public Access Policy*

*Notice Number: NOT-OD-09-136

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-09-136.htmlhttp://grants.nih.gov/grants/guide/notice-files/NOT-OD-09-136.html

An awardee may demonstrate compliance An awardee may demonstrate compliance with the Public Access Policy by:with the Public Access Policy by:

• Including an NIH Manuscript Submission Reference Number (NIHMSID) in lieu of a PMCID at the end of a full citation.

• The NIHMSID is a temporary substitute for a PMCID.• It is intended to be used only in cases where an

awardee needs to cite a paper soon after its acceptance by a journal, when there is not enough time to complete every step of the NIH manuscript submission process.

• A NIHMSID may be used to indicate compliance with the Public Access Policy for up to three months after a paper is published.

• After three months, a PMCID must be provided in order to indicate compliance.

The PMID & PMCID in PubMedThe PMID & PMCID in PubMed

eRA Commons and My NCBIeRA Commons and My NCBI

eRA CommonseRA Commons

• As of July 23, 2010, Principal Investigators (PIs) with an eRA Commons Profile are required to use the My Bibliography feature in My NCBI to populate their publication lists. Publication information must now be imported from PubMed and PubMed Central via My NCBI. As of October 22, 2010, all manually entered citations by PIs were removed.

• This requirement is intended to:

1. Ease Investigators’ Bibliography Management

2. Improve Data Quality

3. Ensure Compliance with the NIH Public Access Policy

What is My NCBI?What is My NCBI?

• A tool that retains user information and database preferences to provide customized services.

• Users can save their citations (journal articles, books, meetings, patents and presentations) in My Bibliography and manage peer review article compliance with the NIH Public Access Policy.

Personal Profile

Principal Investigator Personal Profile in eRA Principal Investigator Personal Profile in eRA

CommonsCommons Publications

MyNCBI system

NIHMSNIHMS

PublicationsPublications

Log in to My NCBILog in to My NCBI

Assigning Delegates to Manage Assigning Delegates to Manage My BibliographyMy Bibliography

• Sign in to My NCBI.• Before the process of assigning a delegate can

proceed there must be at least one publication from PubMed listed.

• Click Edit My Bibliography Settings.• Click Add a Delegate.• Enter the delegate’s email address.• Click Add Delegate• The delegate will receive an email in which the

delegate must confirm by clicking on a link in the email.

P.I.s may assign delegates to populate & maintain their publication lists. This person This person should already have a My NCBI account; if not, they should create one before the P.I. should already have a My NCBI account; if not, they should create one before the P.I. gives permission.gives permission.

Edit My Bibliography Settings

Add a Delegate

DelegatesDelegates’’ Confirmation Email Confirmation Email

Confirm Connection

Delegates Assigned Delegates Assigned My BibliographyMy Bibliography

Adding Publications toAdding Publications toMy Bibliography My Bibliography

1. Click on Manage Collections.

2. If you are a delegate and are managing several bibliographies, click on the one that you wish to work with.

3. Click on the Add citation button.

4. A window will open and you can click on Go to PubMed.

5. Search by:

An author name A PubMed number (PMID)Use the Single Citation Matcher to find a specific article

Select bibliography

Adding CitationsAdding Citations

Searching in PubMedSearching in PubMed

By author name

By PMID

Using Single Citation Matcher

By authorBy author

By PMIDBy PMID

Using Single Citation MatcherUsing Single Citation Matcher

Adding PubMed Citation to Adding PubMed Citation to My BibliographyMy Bibliography

• Select Send to• My Bibliography • Select Add to My

Bibliography

Assigning Awards to Assigning Awards to Citations in My BibliographyCitations in My Bibliography

Choose Your Awards That Funded This Citation (Choose Your Awards That Funded This Citation (editedit))

Key to Compliance StatusKey to Compliance Status

Depositing to NIH Manuscript Submission Depositing to NIH Manuscript Submission System (NIHMS) via My BibliographySystem (NIHMS) via My Bibliography

Depositing Into NIHMSDepositing Into NIHMShttp://www.nihms.nih.gov/db/sub.cgi?from=login

Choose A LoginChoose A Login

eRA CommonseRA Commons

There are four steps involved in submitting There are four steps involved in submitting your manuscript to the NIHMS System:your manuscript to the NIHMS System:

• Set up the manuscript – provide bibliographic information and NIH Intramural grant or project information

• Submit manuscript files – upload all manuscript files, including figures, tables, and supplementary information

• Approve the PDF Receipt – review a PDF version of your manuscript to ensure that all of the content was included and approve the NIHMS submission statement

• Approve the Web Version – review and approve the new Web version of your manuscript for use in PubMed Central (PMC)

Journal

Manuscript Title

Approval of DepositApproval of Deposit• After the submitted manuscript has been

processed and prepared for PubMed Central (PMC), an email will be sent to the Reviewing Author.

• The email will include a link that will take the author directly into the NIHMS System so that he or she can view and approve the Web version (both HTML and PDF) of the manuscript.

• It is important for the Reviewing Author to view both the HTML and PDF formats and either approve both for posting on PMC

Approving Web VersionApproving Web Version

PDF ApprovalPDF Approval• After the submitted manuscript has been processed and

prepared for PubMed Central (PMC), an email will be sent to the Reviewing Author.

• Only the Reviewing Author can approve the submitted manuscript and complete the submission.

• The Reviewing Author will be notified via email. In the next stage of the NIHMS process, the Reviewing Author will need to approve or request corrections of the PMC-ready.

• Review: Click on the highlighted PDF Receipt file and view it before approving it. Be sure all of the pieces of the manuscript are there, including supplemental files and/or videos (a mention of these types of files will appear on a mostly blank page at the end of the PDF receipt).

Request CorrectionsRequest Corrections• If you notice a formatting error or critical textual error

submit a request for corrections.• Only errors or omissions that impact the scientific

accuracy of your article are eligible for correction.• All corrections at one time.• If the corrections are minor, the manuscript may be

available for your review again in a few days. • If the corrections are extensive or complex, the

manuscript may need to be reprocessed, which can take from 1 to 2 weeks,depending on the corrections.

• The Reviewing Author will be notified when the Web version is once again available for his or her review.

QUESTIONS?QUESTIONS?Can be directed to Can be directed to oriley@umich.edu