- The document discusses the NIH public access policy which mandates that researchers who receive NIH funding must submit final peer-reviewed manuscripts to PubMed Central within 12 months of publication. - It provides details on who it applies to, what types of publications it applies to, the submission process, and resources for complying with the policy. - Non-compliance can delay or prevent awarding of future NIH funds but does not impact the scientific merit of grant applications. Researchers must include PubMed Central identification numbers in reports and applications.

1. NIH MANUSCRIPT SUBMISSION Mary J. Markland SE Clinical Campus Librarian UND School of Medicine & Health Sciences June 25, 2008

2. http://publicaccess.nih.gov/

3. DON’T SHOOT THE MESSENGER On December 26, 2007, President Bush signed the Consolidated Appropriations Act of 2007 (H.R. 2764) Directs the National Institutes of Health (NIH) to provide public access to its funded research. NIH implemented its Public Access Policy as a voluntary measure in 2005. There were few deposits. New mandate requires researchers funded by NIH to submit their manuscripts to PubMed Central®. IT’S MANDATORY!

4. WHAT IS PUBMED CENTRAL? Depository Full-text can be embargoed Reuse is not always allowed Regular copyright applies

5. WHO IT APPLIES TO: All Investigators Funded by NIH Directly or indirectly resulting from NIH funded research or contract Supported whole or in part with direct costs Research grant and cooperative agreements Contracts Career development awards All Kirschstein National Research Service awards Intramural grants If NIH pays your salary Original primary research Applies to All Final Peer-Reviewed Articles Electronic version of manuscript with all the edit made during peer review But NOT the final published version with copy editing, stylistic changes and editing Use of the final PUBLISHED version requires permission from the publisher Do not download the PDF from the journal site unless you have permission Submit whether or not it is indexed in MEDLINE/PUBMED

6. DOES NOT APPLY TO: Books Book chapters Editorials or correspondence Non peer-reviewed articles Articles in trade magazines Abstracts or proceedings Multimedia or other type of publications

7. WHAT HAPPENS IF YOU DON’T COMPLY “ Compliance with the NIH Public Access Policy is not a factor in the scientific and technical merit evaluation of grant applications. Non-compliance will be addressed administratively, and may delay or prevent awarding of funds. ”

8. WHAT EXACTLY DO YOU HAVE TO DO? Make sure that your FINAL ACCEPTED MANUSCRIPT describing any NIH-funded research is deposited in PubMed Central After revision but can be before copyediting Doesn’t have to be the exact copy of what is finally published Within 12 months Know the PMCID (PubMed Central Identification Number) for all your articles concerning NIH-funded research. You can find PMCID number using PubMed or PubMed Central You must include the PMCID number for any of your articles when you are listing them in an NIH application/report.

9. PMC ID OR NIHMS ID When your manuscript is submitted to NIH, you will receive a NIHMS ID number Once it is available in PubMed Central, it will be assigned a PMC ID number . You will need to cite the PMC ID or NIHMS ID numbers for your articles that you cite in your progress reports, new applications, and renewals. These are only needed for articles accepted for publication on or after April 7, 2008 , but you may include PMC ID numbers for articles already in PubMed Central as well. PMC ID numbers can be found in PubMed and in PubMed Central. The PMC ID number begins with PMC and appears in the lower left of the PubMed citation in the Citation, Abstract Plus and Abstract display option. NIHMS ID numbers can also be found in PubMed Central and in PubMed in the MID (Manuscript ID) field when viewing the citation in the MEDLINE display format.

10. PUBMED

11. Note the Embargo Period

12. SUBMITTING THE MANUSCRIPT Does the journal take care of it for you? See if your journal is on this list: http://publicaccess.nih.gov/submit_process_journals.htm Journals listed have committed to make the final published version of every NIH-funded article publicly available in PubMed Central within 12 months of publication without author involvement. I don’t see many of your journals on this list.

13. MAYBE THEY WILL DO IT? MAYBE FOR A FEE? Elsevier “ As a service to our authors, Elsevier will deposit to PubMed Central (PMC) author manuscripts on behalf of Elsevier authors reporting NIH funded research.” “ Elsevier will authorize the author manuscript’s public access posting 12 months after final publication. “ http://www.elsevier.com/wps/find/authorsview.authors/nihauthorrequest American Journal of Psychiatry The Journal acknowledges that the Author retains the right to provide a copy of the manuscript to the NIH upon acceptance for publication (i.e., after all modifications from the peer review process but before copyediting, formatting, and production work performed to produce the final published article) for public archiving in PubMed Central. Except for special circumstances in which specific arrangements have been made, the Journal does not deposit manuscripts on behalf of authors. Partial List from University of Rochester http://www.urmc.rochester.edu/hslt/miner/research_and_publishing/PublishersPoliciesonPubMedCentralMinerLibrary.cfm

14. IF YOU HAVE TO DEPOSIT You need to pay attention to what you sign for copyright agreements. They must give you permission to post the article. You have to know what the journal requires for an embargo period. You have to pay attention to the emails you will receive from the system regarding your upload and approval of the final posting. Do not deposit if the journal will deposit for you.

15. MORE: Submit manuscript when it’s accepted for publication Once submitted, author will be asked to review in 2-3 weeks Manuscripts can be held until the journal is published Authors will get an email when the article is posted and available. Submission process is supposed to take 10-15 minutes.

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

17. WHAT HAPPENS IF JOURNAL REFUSES COPYRIGHT PERMISSION? Publish your article in a journal that will give you copyright permission. Remember, don’t shoot the messenger.

18. COPYRIGHT ASSISTANCE See the cover letter and addendum that Duke is using: http://www.mclibrary.duke.edu/nihpolicy

19. DEAR PUBLISHER, THANK YOU FOR YOUR ATTENTION TO THE ENCLOSED SUBMISSION. THIS ARTICLE IS BASED ON RESEARCH AT DUKE UNIVERSITY THAT IS FUNDED IN WHOLE OR IN PART BY GRANTS FROM THE NATIONAL INSTITUTE OF HEALTH (NIH) AND IS THEREFORE SUBJECT TO THE MANDATORY NIH PUBLIC ACCESS POLICY (SEE HTTP://PUBLICACCESS.NIH.GOV/POLICY.HTM ). AS A MATTER OF US FEDERAL REGULATION, THE FINAL, PEER-REVIEWED MANUSCRIPT MUST BE DEPOSITED WITH THE PUBMED CENTRAL (PMC) DATABASE UPON ACCEPTANCE FOR PUBLICATION AND BE MADE PUBLICLY ACCESSIBLE NO LATER THAN 12 MONTHS AFTER PUBLICATION. IN ORDER TO ENSURE COMPLIANCE WITH THIS MANDATE AND TO BE SURE THAT COPYRIGHTS ARE ADDRESSED APPROPRIATELY, WE ASK THAT EITHER: YOU, AS THE PUBLISHER, AGREE TO SUBMIT THE FINAL PUBLISHED ARTICLE DIRECTLY TO PUBMED CENTRAL FOR RELEASE WITHIN 12 MONTHS. IN THIS CASE, WE NEED ONLY ASK TO BE INFORMED WHEN SUBMISSION IS COMPLETE SO THAT THE REQUIRED REFERENCE NUMBER(S) THAT MUST BE USED IN SUBSEQUENT NIH APPLICATIONS CAN BE OBTAINED. OR WHERE THE AUTHOR MUST TAKE RESPONSIBILITY FOR DEPOSIT, OR WHERE YOU, AS PUBLISHER, SUBMIT ONLY THE FINAL AUTHOR’S VERSION OF THE ARTICLE TO PMC ON THEIR BEHALF, WE ASK THAT THE PUBLICATION CONTRACT SENT TO THE AUTHOR UPON ACCEPTANCE INCLUDE LANGUAGE THAT ALLOWS HE OR SHE TO RETAIN THE RIGHT TO GRANT A LICENSE TO THE NIH FOR PUBMED CENTRAL DEPOSIT. PLEASE INDICATE CLEARLY IF YOU HAVE ANY REQUIREMENTS ABOUT WHEN, WITHIN THE ALLOWABLE 12 MONTH PERIOD, THE ARTICLE CAN BE MADE PUBLIC THROUGH PMC. THE AUTHOR WILL DEPOSIT THE ARTICLE IN PMC, IF NECESSARY, AND WILL VERIFY THE FINAL PMC TEXT. OR IF THE NECESSARY LANGUAGE IS NOT PART OF YOUR STANDARD PUBLICATION AGREEMENT OR COPYRIGHT TRANSFER, PLEASE INCLUDE THIS ADDITIONAL WORDING, WHICH IS SUGGESTED BY THE NIH: " THE 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 ."

20. PUBMED CENTRAL

21. This is the point of the policy – taxpayers shouldn’t have to pay to see research their tax dollars helped fund.

22. http://becker.wustl.edu/pdf/NIHComplianceFlowchart.pdf From Washington University in St. Louis.

23. RESOURCES Submission System http://www.nihms.nih.gov/ Information Page http://publicaccess.nih.gov/ Investigator FAQ http://publicaccess.nih.gov/FAQ.htm#inv Duke NIH Manuscript Policy Page http://www.mclibrary.duke.edu/nihpolicy Washington University, St. Louis http://becker.wustl.edu/services/scholarly/nihpolicy.html University of Minnesota http://www.lib.umn.edu/scholcom/NIHaccess.phtml Association of Research Libraries http://www.arl.org/sc/implement/nih/index.shtml NLM Webcast https://webmeeting.nih.gov/p29108561/