National Institutes of Health (NIH) Public Access
Requirements for My Bibliography and eRA Commons
Merle Rosenzweig
[email protected]
© Regents of the University of Michigan 2011
What Will Be Covered
• National Institutes of Health (NIH) Public
Access Policy
• eRA Commons, My NCBI & My Bibliography
• Depositing publications
• Questions
NIH Public Access Policy
The NIH Public Access Policy
“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.”
Howard Hughes Medical Institute
(HHMI) & Wellcome Trust
• HHMI provides authors with a mechanism for uploading
their manuscripts to PubMed Central .... within six
months of
• Wellcome Trust requires electronic copies of any
research papers that have been accepted for publication
in a peer-reviewed journal, and are supported in whole or
in part by Wellcome Trust funding, to be made available
through PubMed Central (PMC) and UK PubMed Central
(UKPMC)…within six months of the journal publisher's
official date of final publication.2
Frequently Asked Questions
What is the difference between
PubMed and PubMed Central?
is a service of the US
National Library of Medicine (NLM)
• Provides free access to MEDLINE®, the NLM® database
of indexed citations and abstracts to medical, nursing,
dental, veterinary, health care, and preclinical sciences
journal articles. *
• Was developed by the National Center for
Biotechnology Information (NCBI) at the National
Library of Medicine (NLM) as part of the Entrez retrieval
system. *
• Entrez is a query and retrieval system developed by
*U.S. National Library of Medicine, National Institutes of Health
What is PubMed Central (PMC)
• The U.S. National Institutes of Health (NIH) free
digital archive of biomedical and life sciences journal
• All the articles in PMC are free (sometimes on a
delayed basis).
• Some journals go beyond free, to Open Access.
• If an article is Open Access it means that it can be
freely accessed by anyone in the world using an
internet connection.
• Articles available via Open Access are still
protected by copyright.
How to Comply with the
NIH Public Access Policy.
All papers that fall under the NIH Public Access Policy,
whether in press or in print, must include evidence of
compliance in all NIH applications and reports.
Determine Applicability - Does the NIH Public
Access Policy apply to the paper?
Address Copyright - Ensure the publishing
agreement allows the paper to be posted to
PubMed Central in accordance with the NIH
Public Access Policy.
Submit papers to PubMed Central and approve
public release.
Include PMCID or NIHMSID in Citations.
Determine Applicability of Publication
• Is it peer-reviewed;
• And, is it accepted for publication in a
journal on or after April 7, 2008;
• And, arises from:
 Any direct funding from an NIH grant or
cooperative agreement active in Fiscal Year
2008 or beyond, or;
 Any direct funding from an NIH contract signed
on or after April 7, 2008, or;
 Any direct funding from the NIH Intramural
Program, or;
 An NIH employee
Submission Methods*
Four Deposit Methods
1. Method A: Journal deposits final published version
in PubMed Central
-Make final public version of NIH funded articles available no later
than 12 months after after publication.
-Start date shown for each of the journals listed is the earliest
publication date the meets the NIH policy
-Find list @
2. Method B: Author asks publisher to deposit final
published version, generally for a fee
3. Method C: Author deposits final, peer-reviewed
4. Method D: Publisher deposits final, peer-reviewed
manuscript, author approves submission
UM Library Deposit Service
• If you have retained the appropriate copyright,
UM Library can deposit on your behalf
• Email [email protected]
Article title
Journal name
All related NIH grant numbers
Name and email address of UM author to
approve the deposit
• Attach peer-reviewed manuscript and all
supplemental material
What to Deposit
Journal articles which derive from direct NIH funding and are:
1. The final, peer-reviewed manuscript, after all reviewer
comments have been addressed
2. Can be a .doc or .docx or .pdf file and supplemental materials,
including tables, images and supplemental data
3. Accepted for publication after 7 April 2008
You are not required to deposit …
1. Book Chapters
2. Monographs
3. Non-peer reviewed journal material
–Letters to the editor
–Conference proceedings
4. Dissertations
Can I deposit the published version of the article?
NO, unless you receive permission from the publisher
When do I have to deposit?
• According to the letter of the law,
deposit must be done “upon
acceptance for publication”.
• Publishers may embargo public release
for up to 12 months from the date of
NIH Public Acess Policy & the
Grant Process
Include PMCID in Citations
Anyone submitting an application, proposal
or report to the NIH must include the PMC
reference number (PMCID) when citing
applicable papers that they author or that
arise from their NIH-funded research.
NIH Instructions
When citing articles that fall under the Public Access Policy, were
authored or co-authored by the applicant and arose from NIH support,
provide the NIH Manuscript Submission reference number (e.g.,
NIHMS97531) or the PubMed Central (PMC) reference number (e.g.,
PMCID234567) for each article. If the PMCID is not yet available
because the Journal submits articles directly to PMC on behalf of their
authors, indicate "PMC Journal - In Process." Citations that are not
covered by the Public Access Policy, but are publicly available in a free,
online format may include URLs or PMCID numbers along with the full
reference (note that copies of publicly available publications are not
accepted as appendix material.)
The PMCID/NIHMSID must be included in all papers cited in an NIH
grant application and a progress report that fall under the NIH Public
Access Policy. That applies to papers authored by you or that arose from
your NIH funds even if you are not an author.
Provide t he following informat ion for the S enior/ key personnel and ot her s ignific ant contributors.
Follow this format for each person.
C. Selected Peer -reviewed P ublicatio ns (Sele cted from 42 pe er -reviewed pu b lica tions)
Mo st relevant to the current ap plica tion
1. Me rryle, R.J. & H unt, V.L. (2004). Independe nt living, physical disability an d substance
abuse am ong the elderly. Psychology and Aging , 23(4), 10
2. Hunt, V.L, Jensen, J.L. & Crensh aw, W . (2 007). Su bsta
nce ab use and m ental health am ong
com munity -dwe lling elderly. Inte rnational Journ al of Geriatric Psychiatry, 2 4(9), 1124
3. Hunt, V.L, Wiech elt, S.A. & Merryle, R . (2008). Predicting the substance
-abu se treatm ent
needs of an agin g p opulation. Am erican
Journal of Public He alth, 45(2), 236 -245. PMCID:
PMC9 162292
4. Hunt, V.L. & Sher, K.A. (2009). Successful intervention m odels fo r older drug
Research across the life -sp an. Ame rican Psycholog ist, in press. NIHMSID: N IH MS99
Ad ditio nal rece nt pu b lica tio n s o f imp ortan ce to th e field (in chro no logical ord er)
1. Gryczynski, J., Sha ft, B.M., Merryle, R ., & H unt, V.L. (2002). Comm unity ba sed participa tory
research with late -life addicts. Am erican Jou rnal of Alcohol a nd Drug Abuse, 15 (3), 222
2. Sha ft, B.M., Hunt, V.L., Merryle, R., & Ve ntu ri, R. (2003). Policy im plications o f gene tic
transm ission of alcohol and drug abuse in fem ale nonu sers. International Journa l o f Drug
Policy, 30 (5), 46 -58.
3. Hunt, V. L., Marks, A.E., Shaft, B.M., Merryle, R., & Jensen, J.L.
(2004). Early -life family and
com munity characteristics and la te -life substance abuse. Journal of Applied Gerontolog y,
28(2),2 6 -37.
4. Hunt, V.L., Merryle, R . & Jensen, J.L. (2005). The effect of social su pport networks o n
morbidity am ong elderly substan ce a busers. Journa l o f the American Geriatrics Society,
57(4), 15 -23.
5. Hunt, V.L., Pour, B., Marks, A.E., Me rryle, R. & Je nsen, J.L. (200 5). Aging out of me tha done
treatment. Am erican Journal of Alco hol and Dru g Abuse, 15(6), 134
6. Hunt, V.L, Ma rks, A.E., V enturi, R., Cren shaw , W. & Ra ton ian, A. (2006 ). C omm unity
-ba sed
intervention stra teg ies for reducing alco hol and drug ab use in the elderly. Ad diction , 104(9),
1436 -1606. PMCID: PMC90 00292
7. Me rryle, R. & Hunt, V.L. (200 6). Random ized clin ical trial of co tin
ine in older n icotine ad dicts.
Age an d Ageing, 38 (2), 9 -23. PMCID : PMC90023 64
8. Hunt, V.L. (2009). C ontrastin g e thn icity with race in the older alcoholic. The Journals of
Ge rontology Se ries B: Psycholo gica l Sciences and Social Sciences, in press. PMCID: PMC
Journal – In Proce ss.
How to Cite
1. Publications with PMCID:
— 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. 2007 April 1; 109(7): 3080–3083. PMCID:
2. Publications before the PMCID is available:
— 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 OR
— 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 OR PMC - In Process
By the Numbers
• A PMID is a unique identifier in the PubMed
database, and does not indicate compliance.
• A PMCID is a PubMed Central unique
identifier and is used to indicate compliance.
• A NIHMSID is used for a manuscript which
has been submitted but has not yet been
assigned a PMCID. It can be used to show
compliance for 3 months after publication.
What is NIHMS?*
• NIHMS is the NIH Manuscript Submission system.
• Takes in final peer-reviewed manuscripts covered by
the NIH Public Access Policy and formats them for
inclusion in PMC.
• You deposit the files for a final peer-reviewed
manuscript (e.g., Microsoft Word document, figures &
any supplemental data) into the NIHMS.
• The files are converted to a standard PMC format, and
then reviewed by you to confirm that the converted
final peer-reviewed manuscript is faithful to the
* Frequently Asked Questions about the NIH Public Access Policy
An awardee may demonstrate compliance
with the Public Access Policy by:
• Including an NIH Manuscript Submission Reference
Number (NIHMSID) in lieu of a PMCID at the end of a
full citation.
• The NIHMSID is a temporary substitute for a PMCID.
• It is intended to be used only in cases where an
awardee needs to cite a paper soon after its
acceptance by a journal, when there is not enough
time to complete every step of the NIH manuscript
submission process.
• A NIHMSID may be used to indicate compliance with
the Public Access Policy for up to three months after
a paper is published.
• After three months, a PMCID must be provided in
order to indicate compliance.
The Use of an NIHMSID to
Indicate Compliance with the
NIH Public Access Policy*
*Notice Number: NOT-OD-09-136
The PMID & PMCID in PubMed
eRA Commons and My NCBI
eRA Commons
• As of July 23, 2010, Principal Investigators (PIs) with an eRA
Commons Profile are required to use the My Bibliography feature in
My NCBI to populate their publication lists. Publication information
must now be imported from PubMed and PubMed Central via My
NCBI. As of October 22, 2010, all manually entered citations by PIs
were removed.
• This requirement is intended to:
1. Ease Investigators’ Bibliography Management
2. Improve Data Quality
3. Ensure Compliance with the NIH Public Access Policy
What is My NCBI?
• A tool that retains user information and
database preferences to provide
customized services.
• Users can save their citations (journal
articles, books, meetings, patents and
presentations) in My Bibliography and
manage peer review article compliance
with the NIH Public Access Policy.
Personal Profile
Principal Investigator Personal Profile in eRA
MyNCBI system
Log in to My NCBI
Assigning Delegates to Manage
My Bibliography
P.I.s may assign delegates to populate & maintain their publication lists. This person
should already have a My NCBI account; if not, they should create one before the P.I.
gives permission.
• Sign in to My NCBI.
• Before the process of assigning a delegate can
proceed there must be at least one publication from
PubMed listed.
• Click Edit My Bibliography Settings.
• Click Add a Delegate.
• Enter the delegate’s email address.
• Click Add Delegate
• The delegate will receive an email in which the
delegate must confirm by clicking on a link in the
Edit My Bibliography Settings
Add a Delegate
Delegates’ Confirmation Email
Confirm Connection
Delegates Assigned
My Bibliography
Adding Publications to
My Bibliography
1. Click on Manage Collections.
2. If you are a delegate and are managing several
bibliographies, click on the one that you wish to work with.
3. Click on the Add citation button.
4. A window will open and you can click on Go to PubMed.
5. Search by:
An author name
 A PubMed number (PMID)
Use the Single Citation Matcher to find a specific article
Select bibliography
Adding Citations
Searching in PubMed
By author name
Using Single Citation Matcher
By author
Using Single Citation Matcher
Adding PubMed Citation to
My Bibliography
Select Send to
My Bibliography
Select Add to My
Assigning Awards to
Citations in My Bibliography
Choose Your Awards That Funded This Citation (edit)
Key to Compliance Status
Depositing to NIH Manuscript Submission
System (NIHMS) via My Bibliography
Depositing Into NIHMS
Choose A Login
eRA Commons
There are four steps involved in submitting
your manuscript to the NIHMS System:
• Set up the manuscript – provide bibliographic information
and NIH Intramural grant or project information
• Submit manuscript files – upload all manuscript files,
including figures, tables, and supplementary information
• Approve the PDF Receipt – review a PDF version of your
manuscript to ensure that all of the content was included
and approve the NIHMS submission statement
• Approve the Web Version – review and approve the new
Web version of your manuscript for use in PubMed Central
Manuscript Title
Approval of Deposit
• After the submitted manuscript has been
processed and prepared for PubMed Central
(PMC), an email will be sent to the Reviewing
• The email will include a link that will take the
author directly into the NIHMS System so that he
or she can view and approve the Web version
(both HTML and PDF) of the manuscript.
• It is important for the Reviewing Author to view
both the HTML and PDF formats and either
approve both for posting on PMC
Approving Web Version
PDF Approval
• After the submitted manuscript has been processed and
prepared for PubMed Central (PMC), an email will be
sent to the Reviewing Author.
• Only the Reviewing Author can approve the submitted
manuscript and complete the submission.
• The Reviewing Author will be notified via email. In the
next stage of the NIHMS process, the Reviewing Author
will need to approve or request corrections of the PMCready.
• Review: Click on the highlighted PDF Receipt file and
view it before approving it. Be sure all of the pieces of
the manuscript are there, including supplemental files
and/or videos (a mention of these types of files will
appear on a mostly blank page at the end of the PDF
Request Corrections
• If you notice a formatting error or critical textual error
submit a request for corrections.
• Only errors or omissions that impact the scientific
accuracy of your article are eligible for correction.
• All corrections at one time.
• If the corrections are minor, the manuscript may be
available for your review again in a few days.
• If the corrections are extensive or complex, the
manuscript may need to be reprocessed, which can
take from 1 to 2 weeks,depending on the corrections.
• The Reviewing Author will be notified when the Web
version is once again available for his or her review.
Can be directed to
[email protected]

National Institutes of Health Public Access Policy