Nih public access_policy

But were afraid to ask

Helena VonVilleDirector, UTSPH Library

November 2010

A little background What is a PMCID? Who (or what) does it apply to? Why do you need to worry about PMCIDs? How do I get a PMCID? How do I cite using PMCID? Set up RefWorks for PMCIDs and NIHMSIDs Other ways to manage your citations Links to Resources

Signed into law in 2007, Federal law passed that requires manuscripts published in journals that resulted from NIH-funding be made publicly available◦ Manuscripts must be submitted to PubMed

Central◦ Public access must be within 12 months of

publication

The NIH Public Access Policy implements Division G,Title II, Section 218 of PL 110-161 (ConsolidatedAppropriations Act, 2008) which states:

SEC. 218. 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.

PubMed Central Identification number◦ AKA PubMed Central Reference number◦ Unique ID number a manuscript receives once it

has been accepted into PubMed Central Sometimes before a PMCID grows up, it

starts off as an NIHMSID◦ National Institutes of Health Manuscript System ID

Then what is a PMID?◦ PubMed Identifier◦ Used only for PubMed records◦ Can be used to help identify PMCID using converter

Any manuscript accepted in a peer–reviewed journal on or after April 7, 2008 AND that arises from:◦ Direct funding from an NIH Grant or cooperative

agreement active in FY 2008 (October 1, 2007) or beyond; OR

◦ Direct funding from an NIH contract signed April 7, 2008 or later; OR

◦ Direct funding from an NIH Intramural Program; OR◦ An NIH employee

Must be deposited into PMC and get a PMCID

Peer-reviewed journal articles only◦ Not books, dissertations, reports, book chapters,

etc. Latin-script only

◦ Chinese, Russian, Hebrew, Arabic, etc. excluded Excludes grants that expired prior to FY

2008 Excludes funded projects from CDC, Dept.

of Education, DOJ, etc.◦ For now

Is a grad student using your data?◦ You are still responsible for meeting the terms

and conditions of the award This includes submission of final peer-reviewed

manuscripts that arise directly from their awards Even if you are not listed as an author You need to ensure that (potential) authors are

aware of and comply with the NIH Public Access Policy

NIH Public Access Policy is the law!◦ The PMCID and the NIHMSID are proof that you

are compliant NIH Public Access Policy is a term &

condition of your NIH funding

In cases of noncompliance:◦ NIH will try to work with you but

You may still be placed on a “stop-list”, i.e. prevented from receiving further awards;

They may place special conditions on awards; To prevent future non-compliance, they may require

closer monitoring; They may take the award away; In some cases, they may notify other HHS

components PMCIDs not needed when citing others NIH-funded research

It’s a little bit of a maze…. 4 ways to register your paper

◦ Method A◦ Method B◦ Method C◦ Method D

Regardless, there are 3 basic tasks◦ Submission of paper◦ Approval for processing◦ Approval for display in PubMed Central

(PMC)

The publisher automatically deposits the final manuscript◦ Good! Just be sure you let the publisher know this

is NIH funded The publisher approves the paper for

processing The publisher approves display (i.e. public

access) in PMC◦ Journals that submit for you:

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



The publisher deposits manuscripts into PubMed Central on a case-by-case basis ◦ You may have to pay an open-access fee with

publisher The publisher approves the paper for

processing The publisher approves display (i.e. public

access) in PMC◦ Publishers that have this arrangement:

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



You deposit the manuscript via the NIH Manuscript Submission System (NIHMS)◦ Watch the video on submitting

You or an assistant may deposit manuscript and link to NIH funding Manuscript receives an NIHMSID

Author must authorize manuscript processing via NIHMS

Author must approve PMC-formatted manuscript for public display via NIHMS◦ Have 3 months following publication to complete 3 tasks◦ Will receive a PMCID when the 3 tasks are completed

http://publicaccess.nih.gov/PAMRevised082608.wmv

The publisher deposits manuscripts into PubMed Central

It is then assigned the NIHMSID Author must authorize manuscript processing

via NIHMS Author must approve PMC-formatted

manuscript for public display via NIHMS◦ Have 3 months following publication to complete 3 tasks◦ Will receive a PMCID when the 3 tasks are completed

Watch a video on author responsibilities

http://publicaccess.nih.gov/CheckingMSRevised082608.wmv

If you use the last two methods:◦ Check your publishing agreement!

Will your publisher allow you to provide open access?◦ If not, one option is to consider publishing

elsewhere If it’s not too late!

◦ Seek institutional counsel if you have already signed with a publisher who doesn’t comply with the agreement

Before you sign with a publisher, consider adding the following statement in your contract with publisher:◦ “Journal acknowledges that Author retains the

right to provide a copy of the final peer-reviewed 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#778◦ Be sure you check with institutional counsel!

http://publicaccess.nih.gov/FAQ.htm#778

Method A

Method B

Method C

Method D

From acceptance for publication to 3 months post publication

PMCID or “PMC Journal- In Process”

PMCID or “PMC Journal- In Process”

PMCID or NIHMSID

PMCID or NIHMSID

3 months post publication and beyond

PMCID PMCID PMCID PMCID

Must use the most current information for your articles you cite when submitting grants◦ If you have the NIHMSID, check for the PMCID

before citing the article NOTE: The NIHMSID is valid for up to 3 months after

publication! You must have a PMCID after 3 months◦ Use the PubMed Central converter

http://www.ncbi.nlm.nih.gov/sites/pmctopmid◦ If PMCID is assigned, be sure to add it to your

citation management system record Discard NIHMSID if it is in your citation management

system record

http://www.ncbi.nlm.nih.gov/sites/pmctopmid

Citation examples from NIH can be found at:◦ http://publicaccess.nih.gov/citation_methods.htm

#difference

http://publicaccess.nih.gov/citation_methods.htm#difference

http://publicaccess.nih.gov/citation_methods.htm#difference

Awaiting final author approval◦ Hardy DS, Hoelscher DM, Aragaki C, Stevens J,

Steffen LM, Pankow JS, Boerwinkle E. Association of glycemic index and glycemic load with risk of incident coronary heart disease among whites and African Americans with and without type 2 diabetes: The atherosclerosis risk in communities study. Ann Epidemiol. 2010 Aug; 20(8): 610-616. NIHMSID: NIHMS216575.

◦ How do I know? The PMID is 20609341

◦ Check the PubMed Central converter http://www.ncbi.nlm.nih.gov/sites/pmctopmid

http://www.ncbi.nlm.nih.gov/sites/pmctopmid

Fully processed◦ Hasstedt SJ, Hanis CL, Elbein SC, American

Diabetes Association GENNID Study Group. Univariate and bivariate linkage analysis identifies pleiotropic loci underlying lipid levels and type 2 diabetes risk. Ann Hum Genet. 2010 Jul; 74(4): 308-315. PMCID: PMC2917829.

◦ How do I know? The PMCID was part of the official PubMed record

In process at PubMed Central◦ Rasmussen-Torvik LJ, Li M, Kao W, Couper D,

Boerwinkle E, Bielinski SJ, Folsom AR, Pankow JS. Association of a fasting glucose genetic risk score with subclinical atherosclerosis: The atherosclerosis risk in communities (ARIC) study. Diabetes. 2010 Oct 29 PMCID: PMC Journal- In Process.

◦ How do I know? The PMID is 21036910 No NIHMSID was found when the PMC converter was

checked BUT The journal is in the list of those that deposit to PMC Proper citation: PMC Journal- In process


Add NIH output style to your list of favorites◦ Go to Access Output Style

Manager◦ Locate NIH – National

Institutes of Health◦ Click on it, then

click on Add to Favorites

◦ Click on Back to Previous Page

Under Tools, select Customize

Scroll down to the User Field Options◦ Change User 4 Field

Name to NIHMSID◦ Click Save

Edit the format to display the NIHMSID numbers◦ PMCIDs will display automatically

Go to Bibliography Select NIH format, then click Edit

Give it a new name◦ NIH – with NIHMSID to help you identify it later

Click Save As

Select Reference Type: Journal Article [defined]

Click on NIHMSID, then the > to move it to the Output Field Order

For the bibliography setting, put:in the Precede with box

◦ Note: There is a blank space before & after NIHMISD:

Click on Save

Repeat for Journal, Electronic [defined]

NIHMISD:

Manually add NIHMSIDs if no PMICD◦ Use the PubMed Central converter

http://www.ncbi.nlm.nih.gov/sites/pmctopmid Example: Hardy DS et al citation from

above slide shows it is still in process◦ PMID is 20609341

RefWorks has the PMID Use Edit to view record since you will need to add

NIHMSID

Remember– this is necessary for your NIH-funded citations only

Scroll down to the NIHMSID field

Add the number from the PMID converter

Note: if you get a PMCID number, use the correct field to input the data

Easy tool available through My NCBI◦ http://www.nlm.nih.gov/pubs/techbull/jf10/jf10_m

yncbi_redesign.html◦ Need to be an eRA Commons user◦ Link your My NCBI account with your eRA

Commons account From University of Wisconsin-Madison

Library◦ How to modify EndNotes◦ http://www.library.wisc.edu/scp/nih/

faq.html#endnote

NIH Public Access Resources:http://publicaccess.nih.gov/index.htm

◦ Method A publishers:http://publicaccess.nih.gov/submit_process_journals.htm

◦ Method B publishers◦ http://publicaccess.nih.gov/

select_deposit_publishers.htm◦ Method C video on submitting (12:01 min)

http://publicaccess.nih.gov/PAMRevised082608.wmv◦ Method D video on NIHMS tasks (6:26 min)

http://publicaccess.nih.gov/CheckingMSRevised082608.wmv

Method C or Method D compliance statement for publishing agreement

http://publicaccess.nih.gov/FAQ.htm#778 Determine if PMCID is available using PMID

or NIHMSIDhttp://www.ncbi.nlm.nih.gov/sites/pmctopmid

PubMed Central

From the UTSPH Library Journal Information web page: http://tinyurl.com/journal-info◦ Jane (Journal Author/Name Estimator)http://biosemantics.org/jane/index.php

Enter an abstract and click “Find Journals” Jane returns list of appropriate journals along with open

access policies and “Article Influence” indicator (eigenfactor.org)

◦ Instructions to Authors in the Health Scienceshttp://mulford.meduohio.edu/instr/◦ SHERPA:

RoMEO (Publisher's copyright & archiving policies) JULIET (Research funders archiving mandates and guidelines)

http://www.sherpa.ac.uk/index.html

[email protected]