NIH Policy, myNCBI &
EndNote: managing citations
& monitoring compliance
Julie Schneider
Director, Ebling Library
Rhonda Sager
Access Services Coordinator, Ebling Library
Overview
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Brief Overview of NIH Public Access Policy
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Policy
How to Comply
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Copyright
Submission (Method A, B, C, & D)
Citing
My Bibliography & eRA Commons
Endnote & myBibliography: tools for
managing citations
NIH POLICY OVERVIEW
NIH Public Access Policy
Consolidated Appropriations Act, 2008
Division G, Title II, Section 218 of PL 110-161
SEC. 218. The Director of the National Institutes of Health
shall require that all investigators funded by the NIH
submit or have submitted for them to the National Library
of Medicine’s PubMed Central an electronic version of their
final peer-reviewed manuscripts upon acceptance for
publication to be made publicly available no later than 12
months after the official date of publication: Provided, That
the NIH shall implement the public access policy in a
manner consistent with copyright law.
Failure To Comply
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“Awardees are reminded that compliance with the
NIH Public Access Policy is an institutional
responsibility. Failure to provide evidence of
compliance with the NIH Public Access Policy in an
application, proposal, or report is a violation of the
terms and conditions of the NIH award. NIH may
suspend awards found to be out of compliance,
pending corrective action, or may terminate the
award for cause (per 45 CFR 74.61, 74.62, and
92.43).”
A Few Useful Definitions
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PubMed Central (PMC): PubMed Central (PMC) is the NIH free archive of over 2 million
full-text, peer-reviewed life science journal papers. These papers are indexed with a PMCID,
a series of numbers preceded by ‘PMC’. PMC content is publicly accessible and integrated
with other databases (see: http://www.pubmedcentral.nih.gov/).
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PubMed (PM): PubMed provides access to citations from biomedical literature. It includes
over 20 million citations from MEDLINE and other life science journals for biomedical
articles back to the 1950s, along with links to full text articles and other scientific resources.
These citations are indexed with a PMID, a series of numbers. (see:
http://www.pubmed.gov/).
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Final peer-reviewed manuscript: The author’s final manuscript of a peer-reviewed paper
accepted for journal publication, including all modifications from the peer review process.
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Final published article: The journal’s authoritative copy of the paper, including all
modifications from the publishing peer review process, copyediting and stylistic edits, and
formatting changes.
PMCID
PMID
How To Comply…
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Address Copyright
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Deposit Paper Upon Acceptance for Publication
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Institutions and investigators are responsible for ensuring full compliance with the
Public Access Policy (e.g., that any publishing or copyright agreements are consistent
with submitting to PMC).
Method A: Publish in a journal that deposits all NIH-funded final published articles in
PMC without author involvement.
Method B: Make arrangements to have a publisher deposit a specific final published
article in PMC.
Method C: Deposit the final peer-reviewed manuscript in PMC yourself (or a third
party) via the NIHMS.
Method D: Complete the submission process for a final peer-reviewed manuscript that
the publisher has deposited via the NIHMS.
Cite Article
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Include the PMC number (PMCID) for applicable papers in applications, proposals
and reports.
Compliance Step 1
Address Copyright
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Authors own the original copyright to their articles
Publishers ask authors to transfer some or all of their rights
DO NOT sign any copyright transfer or publication
agreement that does not allow the article to be submitted to
PMC in accordance with the NIH Policy
Librarians and investigators should consult with
institutional officials or legal counsel to develop particular
copyright agreement terms. Sample language to insert:
“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”
Compliance Step 2
Manuscript Submission
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Method A - Journal deposits final published articles
in PubMed Central without author involvement
Method B - Author asks publisher to deposit
specific final published article in PMC
Method C - Author deposits final peer-reviewed
manuscript in PMC via the NIHMS
Method D – Publisher deposits manuscript; author
approves and completes the process
Compliance Step 2
Manuscript Submission
Method A:
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Publish in a journal that deposits all NIHfunded final published articles in PMC
without author involvement
View NIH-approved list of journals
METHOD A
Compliance Step 2
Manuscript Submission
Method B:
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Make arrangements to have a publisher deposit a
specific final published article in PubMed Central
View NIH-approved list of publisher programs
Article is made immediately available (no 12 month
embargo period)
Generally referred to as an “Open Choice” – that is
author-pay-model $$$
METHOD B
Compliance Step 2
Manuscript Submission
Method C: Deposit your own manuscript
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Three steps:
1. Deposit manuscript files to the NIH Manuscript
Submission System and link to all NIH funding
(NIHMSID is applied)
2. Approve the submitted manuscript by one of the authors
3. Approve the PMC-formatted manuscript by one of the
authors
Once all three steps have been completed, the manuscript will
be given a PMCID and put into a queue for future posting to
PMC
After the specified delay period (embargo period), NIHMS
will automatically send the article to PMC for public posting
Manuscript Submission Information
Needed
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The following information is needed for the
submission:
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Title of the journal
Title of manuscript
PI name(s)
Grant number(s)
Manuscript files (Word, Excel, PPt, TIFF, GIF,
JPEG, PDF, etc)
Supplementary files
Compliance Step 2
Manuscript Submission
Method D: Complete the submission process for a final
peer-reviewed manuscript that the publisher has
deposited in the NIHMS.
Steps for author:
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NIHMS emails corresponding author
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NIHMS emails corresponding author again
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Author approves manuscript
Author receives NIHMS number
Author approves PMC-formatted version for public display
Once process is complete, NIHMS emails the citation and
PMCID to all authors
METHOD D
Compliance Step 3
Citing Your Paper
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Prior to 3 months post-publication
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Method A & B
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Method C & D
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Use the NIHMSID
Exempt from Policy
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Use phrase, PMCID: PMC Journal – In Process
Use phrase, Policy Exempt – Not a peer-reviewed article
3 months Post-Publication
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Method A, B, C, & D
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Must use the PMCID
Exempt from Policy
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Use phrase, Policy Exempt – Not resulting from NIH funding