NIH Public Access Policy Compliance

1. Publication Compliance Publication Compliance NH-INBRE Annual Meeting August 3, 2014 1

2. NIH Public Access Policy NIH Public Access Policy Since 2008, compliance with The NIH Public Access Policy , which ensures that the public has access to the published results of NIH funded research, has been a requirement and a term and condition of all grant awards and cooperative agreements. In 2009 the Omnibus Appropriations Act made the NIH Public Access Policy permanent It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive PubMed Central (PMC) upon acceptance for publication . The Policy requires that these papers are accessible to the public on PubMed Central no later that 12 months after publication. 2

3. 1) NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy . 2) Investigators will need to use My NCBI to enter papers onto progress reports. Papers can be associated electronically using the RPPR, or included in the PHS 2590 using the My NCBI generated PDF report . 3

4. 4 Address Copyright: -Institutions and Investigators are responsible for ensuring full compliance with the Public Access Policy The 4 ways papers make their way into PMC: Method A : Publish in a PMC-participating journal. Method B : Arrange to have a publisher deposit the final published article in PMC . Method C : Submit the final peer-reviewed manuscript to the NIHMS . Method D : A publisher begins the submission process for a manuscript via the NIHMS . Cite Article - Include the PMC number (PMCID) for applicable papers in applications, proposals and reports, as described at http://publicaccess.nih.gov/citation_methods.htm . From NIH Training Webinar 1/15/13

5. 5 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 Details: http://publicaccess.nih.gov/submit_process.htm From NIH Training Webinar 1/15/13

6. 6 Methods C&D: Manuscript submission to the NIHMS 1. Deposit manuscript files - An NIHMSID is assigned to the submission. C Author or delegate submits final peer reviewed manuscript to the NIHMS . D Journal publisher submits final peer reviewed manuscript to the NIHMS . 2. Author approves PDF receipt, gives permission to NIH to process the manuscript: Methods C and D . Author or delegate submits final peer reviewed manuscript to the NIHMS. C Journal publisher submits final peer reviewed manuscript to the NIHMS. D NIHMS sends author an email asking author to approve the submitted materials for processing. Author Approval From NIH Training Webinar 6/26/14

7. Methods C&D: Manuscript submission to the NIHMS Methods C&D: Manuscript submission to the NIHMS 7 3. Author approves PMC-formatted manuscript for public display: Methods C and D . Author or other submits final peer reviewed manuscript to the NIHMS. Journal publisher submits final peer reviewed manuscript to the NIHMS. NIHMS sends author an email asking author to approve the submitted materials for processing. Author reviews and approves the PMC- formatted manuscript . Author Approval Manuscript archived in PMC D C After submission is complete, NIHMS emails the citation with PMCID to author and PIs From NIH Training Webinar 6/26/14

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9. Cite Articles Using PMC Numbers (PMCID) Cite Articles Using PMC Numbers (PMCID) Cite Paper o When citing a paper in NIH applications, proposals, and progress reports, include the PMCID at the end of the full citation. o This requirement only applies to papers that fall under the Policy and are authored or co-authored by you or arose from your NIH award. o For more information see http://publicaccess.nih.gov/citation_methods.htm . o Example Varmus H, Klausner R, Zerhouni E, Acharya T, Daar A, Singer P. 2003. PUBLIC HEALTH: Grand Challenges in Global Health. Science 302(5644): 398399. PMCID: PMC243493 9 From NIH Training Webinar 1/15/13

10. How to cite papers in press , or within 3 months of publication How to cite papers in press , or within 3 months of publication For Method A and B Journals, use PMC Journal - In Process . o Example: Sala-Torra O, Gundacker HM, Stirewalt DL, Ladne PA, Pogosova-Agadjanyan EL, Slovak ML, Willman CL, Heimfeld S, Boldt DH, Radich JP. Connective tissue growth factor (CTGF) expression and outcome in adult patients with acute lymphoblastic leukemia. Blood. [ a publication date within 3 months of when the application, proposal or report was submitted to NIH ]. PMCID: PMC Journal - In Process For Method C and D Journals, use the NIHMSID . o Example: Cerrato A, Parisi M, Santa Anna S, Missirlis F, Guru S, Agarwal S, Sturgill D, Talbot T, Spiegel A, Collins F, Chandrasekharappa S, Marx S, Oliver B. Genetic interactions between Drosophila melanogaster menin and Jun/Fos. Dev Biol . In press. NIHMSID: NIHMS44135 NIHMSIDs will not be accepted 3 months after publication. PMCIDs are assigned around the time of publication. Please use the PMCID once it is assigned 10 From NIH Training Webinar 1/15/13

11. What is NCBI What is NCBI A tool integrated with PubMed to track literature searches, collections of citations, and public access compliance. Key features for our discussion: Can be linked to eRA Commons accounts Commons linked users can associate publications with NIH grants Tracks NIH Public Access compliance Creates the publications section (Section E) of PHS 2590s Other time savers: Delegation, options to share and publish bibliographies, automate searches, etc. Use of My NCBI will be required to report papers, when electronically submitting progress reports using the Research Performance Progress Report (RPPR) 11 From NIH Training Webinar 1/15/13

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13. 13 Signing in to My NCBI

14. Which eRA users should have linked My Bibliography accounts ? Which eRA users should have linked My Bibliography accounts ? 14 Principal Investigators Anyone else with NIH support who is or was an author o Post-Doctoral Role o Graduate Student Role o Scientist Role o Project Personnel Role http://era.nih.gov/files/eRA_Commons_Roles.pdf From NIH Training Webinar 6/26/14

15. Adding PubMed Citations 15 From NIH Training Webinar 1/15/13

16. NIH Public Access View NIH Public Access View 16 From NIH Training Webinar 1/15/13

17. Award View NIHPA compliance codes Award View NIHPA compliance codes 17 From NIH Training Webinar 6/26/14

18. My Bibliography, Award View My Bibliography, Award View 18 From NIH Training Webinar 6/26/14

19. Delegation in My Bibliography Delegation in My Bibliography 19 From NIH Training Webinar 6/26/14

20. PI adds a new citation to their My Bibliography PI adds a new citation to their My Bibliography 20 From NIH Training Webinar 6/26/14

21. Display on RPPR Display on RPPR 21 From NIH Training Webinar 6/26/14

22. My NCBI PDF reports My NCBI PDF reports 22 From NIH Training Webinar 6/26/14

23. How My NCBI Reduces PI Workload How My NCBI Reduces PI Workload Automated and Collaborative Methods to Track Publications o Import citations directly from PubMed o Automated matches of manuscript citations to PubMed records o NIHMS paper-grant suggestions o Recommendations from other authors o Paper- grant associations by other authors Year round management Live Public Access compliance status for every record Delegation 23 From NIH Training Webinar 1/15/13

24. Public Access Compliance Monitor Public Access Compliance Monitor 24 Database of articles, including current compliance status, that are associated with an institutions (IPF) grants and fall under the NIH Public Access Policy PACR Role Assigned by administrator authorized to assign roles in eRA Commons Gives user access to PACM to run compliance reports for institution SITE : Log in with your NIH Commons User ID and password BENEFITS Quick summary of institutions compliance rate Download reports on non-compliant publications Locate associated IDs for a citation Track progress of papers in NIHMS View status changes made in My NCBI, e.g., if a citation is marked as not applicable http://www.pubmedcentral.nih.gov/utils/pacm/

25. Ways institutions can ensure compliance Ways institutions can ensure compliance 25 Do you have a plan that can withstand Miscommunication among authors, and between publishers and authors? Forgetfulness? Encourage your investigators to: Use My NCBI now to track public access compliance Associate papers with awards today Ensure compliance well before their annual reports are due, to avoid a last minute scramble Determine their compliance plan as they write their papers Resources at http://publicaccess.nih.gov/ From NIH Training Webinar 6/26/14

26. 26 Training Policy awareness, submitting papers, preparing citations Author Support Submitting manuscripts Answering questions Sending out reminders for reports early Means to ensure collaborators do not prevent compliance Support on Publishing Agreements Policies Coversheets/ Addenda (NIH s Example: http://publicaccess.nih.gov/nih_employee_procedures.htm ) Questions/discussion with publishers Ensuring compliance Checking applications, proposals and reports From NIH Training Webinar 6/26/14

27. Useful Links Useful Links About the Public Access Policy http://publicaccess.nih.gov/ For Sponsored Programs: http://publicaccess.nih.gov/sponsored.htm Training materials for PIs and other communications: http://publicaccess.nih.gov/communications.htm Questions : PublicAccess@NIH.GOV The NIH Manuscript Submission System http://www.nihms.nih.gov/ Tutorials: http://www.nihms.nih.gov/web-help/ NCBI https://www.ncbi.nlm.nih.gov/account/ My NCBI Help http://www.ncbi.nlm.nih.gov/books/NBK3842/pdf/MyNC BI.pdf 27

28. Questions?? Heather Arnold Sponsored Projects Heather.A.Arnold@Dartmouth.edu 28