NIH Public Access Policy May2008

NIH Public Access Policy May2008 - Presentation Transcript

What you need to know to comply NIH Public Access Policy Requirements 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 later

Save yourself a headache!

Retention of author rights/copyright

Retention of author rights: Journal/publisher scenarios

NIH compliant, submit on author’s behalf

Ex. Blood, Molecular & Cellular Biology

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

NIH compliant, embargo/cost options

Ex. Journal of Biological Chemistry

Not NIH compliant

Ex. 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 months

Free 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?

Choose a different journal

Submit an “author addendum” with the signed author agreement. *

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 PMC

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

SHERPA/RoMEO

http://www.sherpa.ac.uk/romeo.php

Publisher policy database

Journals/publishers agreements are the authority

Online Resources available

Three Elements of Fulfilling Requirements:

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 approve

eRA commons login

Research Assistant or other third-party submitter

PI has to approve

MyNCBI account

Journal

PI 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 paper

25 April

Submit

Title of paper

Journal

NIH grant #

NIH MS System found grant w/Rubart as PI

Rubart receives email to confirm

From: nihms-help@ncbi.nlm.nih.gov [nihms-help@ncbi.nlm.nih.gov]

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 commons@od.nih.gov.

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 paper

April 28

Approve submitted manuscript

Mark embargo period of 6 months

“ Sign off” on the manuscript

Currently (May 9)

Waiting for web version to be ready

Approve 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:

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 policy

Citing 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

Search for paper in PubMed Central:

http://www.pubmedcentral.nih.gov/index.html

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, 2008

As 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/nih

Resources: