The document discusses the key elements and requirements for complying with the NIH Public Access Policy, which requires investigators funded by NIH to submit final peer-reviewed manuscripts to PubMed Central upon acceptance for publication. The three main elements are: 1) retaining author rights to submit to PMC, 2) submitting the manuscript to PMC or NIH's manuscript submission system, and 3) providing proof of compliance on grant applications. The PI is ultimately responsible for approving manuscript submissions, though an author other than the PI may submit.

1. What you need to know to comply NIH Public Access Policy Requirements Beth Whipple May 2008

2. 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,

3. 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

4. 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

5. 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

6. http://publicaccess.nih.gov/submit_process_journals.htm Quick check for NIH compliance

7. 1. NIH compliant, submit on author’s behalf--Blood

8. 1. NIH compliant, submit on author’s behalf--Blood

9. 1. NIH compliant, submit on author’s behalf--Blood

10. 2. NIH compliant, don’t submit on author’s behalf—Cancer Research

11. 2. NIH compliant, don’t submit on author’s behalf—Cancer Research

12. 3. NIH compliant, embargo/cost options—Journal of Biological Chemistry

13. 3. NIH compliant, embargo/cost options—Journal of Biological Chemistry

14. 3. NIH compliant, embargo/cost options—Journal of Biological Chemistry

15. http://www.jbc.org/misc/Publishing_Options.shtml

16. 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

17. 4. Not NIH compliant—European Respiratory Journal

18. 4. Not NIH compliant—European Respiratory Journal

19. 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

20. Author Addendum Submit manuscript and copyright transfer agreement with a signed Author Addendum. The NIH website provides sample language: &quot;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.&quot; <http://publicaccess.nih.gov/FAQ.htm#c3> 4. Not NIH compliant journals/publishers

21. 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 4. Not NIH compliant journals/publishers

22. “ 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 4. Not NIH compliant journals/publishers

23. 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

26. Three Elements of 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 - Proper embargo period selected per publisher policy - Proper manuscript version is submitted 3. Proof of compliance on grant applications and reports - Will impact continued or future funding

27. 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

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

29. 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 Manuscript Submission

30. 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 &quot;Adult Bone Marrow-derived Cells Do Not Acquire Functional Attributes of Cardiomyocytes When Transplanted into Peri-infarct Myocardium&quot; 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 &quot;Location&quot; 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

31. 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

35. 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)

36. Three Elements of Fulfilling Requirements: 1. Retention of author rights to submit manuscript to PubMed Central - Possible issues with copyright and publisher policies 2. Submission of manuscript to PubMed Central - Proper embargo period selected per publisher policy - Proper manuscript version is submitted 3. Proof of compliance on grant applications and reports - Will impact continued or future funding

37. 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. ”

38. 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

39. 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

41. 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.

42. http://library.medicine.iu.edu/nih

43. Resources: IUSM Medical Libraries: Beth Whipple, MLS, Research Informationist (317) 278-6179 [email_address] http://library.medicine.iu.edu/nih NIH Public Access Policy Website: http://publicaccess.nih.gov/ NIHMS http://www.nihms.nih.gov/