The document provides instructions for creating and linking MyNCBI and eRA Commons accounts, adding publications to My Bibliography, linking publications to relevant grants and awards, ensuring publications comply with the NIH Public Access Policy, and assigning delegates. Key steps include registering for a MyNCBI account, linking it to an existing eRA Commons profile, searching for and adding publications to My Bibliography, associating publications with applicable grants and awards, designating publication compliance status, and allowing delegates access to view and manage accounts. The document outlines NIH requirements and guidelines for using these tools to properly track research outputs and funding sources.

1. USING MY NCBI & MY
BIBLIOGRAPHY
Thomas Zucker-Scharff
Phone: 718.430.3512
Cell: 914.275.1048
Email: thomas.zucker-scharff@einstein.yu.edu
December 31, 2014

2. Introduction
• Creating a MyNCBI account
• Linking your eRA Commons
account to the MyNCBI account
• Putting your publications into
your MyBibliography
There are several components to correctly using My
NCBI’s My Bibliography. All of these must be done by
October of 2014, when the NIH mandates that ALL
awards MUST use My Bibliography. We will cover:

3. Introduction
• Linking the publications to your
grants/awards
• Making publications compliant
with the NIH Public Access Policy
• Assigning a Delegate / the
Delegate’s View

4. Click on link to jump to section

5. NIH REQUIREMENTS,
MYNCBI AND
PMCIDS

6. NIH Will Open the Research Performance Progress Report
(RPPR) for All Type 5 Non-SNAP Progress Reports on April
25, 2014
Policy stating that PD/PIs will be unable to
manually enter publications into eRA Commons
Location of literature Citations

7. Who includes the PMCID?
Author A has no NIH Support
Author B has Used Salary Support from
Mentor’s NIH Award
Mentor Author C used her NIH award to
support the research
Including PMCID in citations (NIH)
Anyone else who
cites the paper
Must cite
using
PMCID
DOES NOT NEED TO
INCLUDE PMCID

8. • Competing Applications
• Non-competing Continuation Progress Reports
• Final Progress Reports
Where do I need to use PMCIDs?

9. Creating a My NCBI
Account

10. • Open a browser (IE, Firefox,
Safari, Chrome, etc.)
• In the location bar at top type
pubmed.gov and press ENTER
• Click “Sign in to NCBI”
• Click “Register for an NCBI
account”
Click to Register

11. • Enter the information in the
registration screen
• click the “Create account”

12. • Once you have submitted the
information successfully, you will
see a confirmation page for about
5 seconds
• The confirmation page will
redirect you back to the
PubMed’s main page, but you
will be logged in

13. Linking your
MyNCBI and
eRA Commons
accounts
eRA Commons Frequently Asked Questions about My NCBI

14. • When you are logged into MyNCBI, your
login name appears in the top right corner
• Click on your login name
• Under linked Accounts, if your eRA
commons account is not listed, click the
“Change” button.

15. Linking Accounts Con’t

16. Linking Accounts Con’t
• To check that you have linked the accounts
correctly, click on “My NCBI” in the upper
right corner.
• In the My Bibliography section, click the link
that says “Manage My Bibliography”
• If the accounts
are linked, an
eRA commons
logo appears at
the top of the
page.

17. Putting your
publications into
My Bibliography

18. Putting Publications into “My Bibliography”
• Check to see if you have publications in the bibliography by
clicking My NCBI
• The My Bibliography section will tell you if you have any
publications and how many.
• If no publications appear, in the Search
section, just above the My
Bibliography section, enter your name
and click Search (you can also enter a
date or date range).

19. Putting Publications into “My Bibliography”
• From the results page, you can send the
first 500 hits to your bibliography. Click the
arrow next to “Send to:”

20. Entering Publications continued
• You are now given the choice to put the
publications into My Bibliography or
Other Citations. Or if you are a delegate,
you will be able to choose the PI’s
library.
• Other Citations is generally used for
citations that are not yours, but you
wish to keep track of.
• Choose My Bibliography and click “Add to My
Bibliography”

21. Entering Publications continued
• Put all your own citations in My Bibliography, or your PI’s
bibliography.
• Your resulting screen will tell you that your items have been
added to My Bibliography.
• Click “Edit your bibliography” to go to My Bibliography.

22. LINKING PUBLICATIONS TO
FUNDING

23. Link Publications to funding

24. Link Publications to funding

25. Link Publications to funding
• If, under funding, it says “No funding has been associated
with this citation.” you can associate the grant that funded
or partially funded the work that resulted in the citation by
clicking “Add award.”
• The Assign Awards dialog box will
appear. Grants associated with your
eRA commons account will appear
under “My awards:”, other grants
associated with publications in your
library will appear under “Other
awards:”

26. Link Publications to funding con’t
• Use the “Search/Add other
awards” tab to find any
other awards in the NIH
database.
• In the search dialogue,
search by Grant # or Grant
name or by the Grantee
(PI) name.

27. To link Publications to funding con’t

28. To link Publications to funding con’t
You can assign a number of publications to one award at the same time.

29. To link Publications to funding con’t
You can assign a number of publications to one award at the same time.

30. To link Publications to funding con’t
You can assign a number of publications to one award at the same time.

31. To link Publications to funding con’t
You can assign a number of publications to one award at the same time.

32. To link Publications to funding con’t
You can assign a number of publications to one award at the same time.

33. MAKING PUBLICATIONS
COMPLIANT WITH THE NIH
PUBLIC ACCESS POLICY
NIH Will Open the Research Performance Progress Report (RPPR) for All
Type 5 Non-SNAP Progress Reports on April 25, 2014

34. • A result of NIH funding
AND
• Peer reviewed (i.e., not chapters)
AND
• Published after April 7th of 2008
AND
• Written in a Latin based script
Publications must comply with the
NIH’s Public Access Policy if they are:

35. Publications must comply with the
NIH’s Public Access Policy if they are:
NIH Funding
Peer
Reviewed
Published after
4/7/08
In a Latin
Based
Script

36. Changing Compliance Status
• To change the Status of an article, click the Edit Status link.
• You should be presented with a
dialogue asking whether the
publication is supported in whole or
in part. If you designate yes you will
be given more choices, otherwise
you can click Save & Close and the
publication will be designated as
NA.

37. Green: Compliant
Yellow: In-Process
(by journal or at NIHMS)
Red: Non-Compliant
?: Cannot determine status
N/A: Not Applicable
Changing Compliance Status con’t
• The designations for publications are:

38. Changing Compliance Status con’t
Method A Method B Method C Method D
Version of Paper
Submitted
Final
Published
Article
Final
Published
Article
Final Peer-
Reviewed
Manuscript
Final Peer-
Reviewed
Manuscript
Task 1: Who
deposits the
paper?
Publisher
direct to PMC
Publisher
direct to PMC
Author or
designee, via
NIHMS
Publisher, via
NIHMS
Task 2: Who
approves paper
for processing?
Not Applicable Not Applicable Author, via
NIHMS
Author, via
NIHMS
Task 3: Who
approves paper
for Pub Med
Central display?
Not Applicable Not Applicable Author, via
NIHMS
Author, via
NIHMS
Participating
journal/publisher
Method A
Journals
Make
arrangements
with these
publishers
Check
publishing
agreement
Check
publishing
agreement
publishers
Check this link for NIH overview of submission methods
Awardee Task: An Example

39. CITING CANCER CENTER
SHARED FACILITIES, AND
HELPING WITH THE CANCER
CENTER SUPPORT GRANT

40. INVESTIGATORS PLEASE NOTE -- It is important to acknowledge the
supporting Cancer Center Shared Resources in all publications that include
data derived from each facility. In addition, acknowledgments should
mention the NCI cancer center support grant (P30CA013330), which
partially supports all work conducted through the shared facilities.
In results or methods section please
thank the respective resource(s) for
any help provided.
Link the Cancer Center Support Grant
(P30 CA013330) to your publication if it
supported it in any way

43. Email header from OWA
Full email from OWA (contains
link to suggestion)

44. • When the recipient clicks the link (if they have a MyNCBI account) they will see
the screen above
• If they click the ADD button they will have added the citation to their bibliography
• They will then receive the confirmation screen below

45. ASSIGNING A DELEGATE

48. Delegate view of PI’s My
NCBI / My Bibliography

49. When Accounts are correctly linked, you will be
able to access the awards view
• Click on the down arrow next to
Display Settings
• Under view you will be able to see
“Award”

50. Summary
• Create appropriate accounts
– NCBI and link to eRA Commons
• Make sure all your publications are in your My
Bibliography
– A Delegate can take care of your publications if you
designate them as a delegate in MyNCBI (different from
eRA Commons delegate)
• Link your publications to funding sources
• Make sure all your NIH funded, peer reviewed
publications published after April of 2008 are
compliant with the NIH Public Access Policy

51. Resources for Public Access Policy
• Library Guide on NIH Public Access Policy
• Library Guide on My Bibliography and Public Access Compliance
• NCBI YouTube regarding My Bibliography and Public Access Compliance
• NCBI YouTube on the My NCBI homepage
• NCBI YouTube on My Bibliography
• NCBI Help page on Managing Compliance
• UNC YouTube on Managing compliance with My NCBI (part 3) (Parts 1, 2, 4)
• Duke Compliance YouTube
• Slide decks about compliance
• Creating a delegate
• NIH Public Access Policy Homepage
• PubMedCentral ID (PMCID) Manual
• Presentation on NIH Public Access Policy (Methods)
• Slidedecks UCSD, UCSF, UWISC, UCSF-2, UMICH, UMICH -2, UMICH-3, UMICH-4, MDAndeson
• Video of this publication
• This Slidedeck
• The Big Picture – How are they connected
• Library guide from Himmelfarb Health Sciences of George Washington University
• LSU Health Sciences Library PDF on using My NCBI
• NIH eRA Commons Password Policy (PDF)
• eRA Commons Frequently Asked Questions (FAQ) about MyNCBI
• List of YouTube Videos

52. QUESTIONS?