How to Demonstrate Compliance with the NIH Public Access Policy
Last updated March 25, 2009
The NIH Public Access Policy applies to
any manuscript that is:
Peer-reviewed
AND:
Accepted for publication on or after 07 April
2008;
AND, arises from:
Any direct funding from an NIH grant or
cooperative agreement active in FY2008 or
beyond, OR;
START Documentation of
Compliance Process
YES
All Authors for NIH awards related to the manuscript should logon
to the NIHMS system via eRA Commons account information to see
if the manuscript is waiting review/approval.
http://www.nihms.nih.gov/db/sub.cgi
Start with a single manuscript
Any direct funding from an NIH contract
signed on or after 07 April 2008, OR;
Any direct funding from the NIH Intramural
Program, OR;
Does the
manuscript apply
under the NIH Public
Access Policy?
Review/approve the submitted manuscript and note the NIHMS ID. Respond
to NIH with documentation of compliance using the NIHMS ID. Replace the
NIHMS ID with the PMCID when available. Be sure to copy the appropriate
WU IBO official on any email response to NIH.
If no, respond to NIH with documentation to support why
compliance is not required.
NO
Is the
manuscript
awaiting review/
approval in
NIHMS?
NO
Does the
copyright agreement
for the manuscript
permit compliance
with the NIH
policy?
An NIH Employee.
YES
NIH FAQ: http://publicaccess.nih.gov/FAQ.htm
http://publicaccess.nih.gov/submit_process_journals.htm
YES
The PMCID will be noted on the lower right side of
the abstract.
This is NOT the same as the PMID which is noted
on the lower left side.
Does the
manuscript
have a PMCID?
Search for a PMCID
using PubMed.
NO
Was the
manuscript published
in a journal that submits
ALL NIH-funded final
published articles?
PubMed:
http://www.ncbi.nlm.nih.gov/sites/entrez?
How to Locate and Cite the PMCID:
http://becker.wustl.edu/pdf/PMCID.pdf
WU IBO (Institutional Business Office)
Contacts:
WUSM campus ‐ Grants and Contracts Office
g&c@msnotes.wustl.edu
Danforth campus ‐ The Office of Research
resoffice@msnotes.wustl.edu
Contact the publisher if
there is no information
on the copyright
agreement form or if
the information
provided is unclear.
NO
Searching PubMed:
View the citation using the AbstractPlus display
view.
Submit Manuscript to PMC
http://publicaccess.nih.gov/select_deposit_publishers.htm
NO
YES
Note the PMCID for the manuscript.
Respond to NIH with documentation of
compliance using the PMCID. Be sure to
copy the appropriate WU IBO official on
any email response to NIH.
YES
NO
Did the
Author make
specific arrangements
with a publisher to
submit the final
published article
for a fee?
YES
Note the manuscript as "PMC Journal - In Process." Respond
to NIH with documentation of compliance using "PMC Journal In Process." Replace the "PMC Journal - In Process" with the
PMCID when available. Be sure to copy the appropriate WU
IBO official on any email response to NIH.
Publisher
submit?
Contact the publisher to
determine the submission
status. It may be helpful to
emphasize that the
submission needs to be
expedited in order to
respond to NIH per
documentation of compliance
with the NIH Policy.
Author self- submits the
manuscript to NIHMS via
eRA Commons account.
http://www.nihms.nih.gov/db/sub.cgi
http://www.nihms.nih.gov/db/sub.cgi
1. Approve PDF Version
2. Approve Web Version
PMCID (PubMed Central reference number)
The PMCID is assigned when a work is submitted to PubMed Central.
Author must approve PDF and
Web versions as part of the
compliance process.
If the PMCID is not yet assigned, compliance can be demonstrated by:
NIHMS ID (NIH Manuscript Submission system reference number)
The NIHMS ID is assigned to a manuscript when it is submitted to NIHMS. The
NIHMS ID should be replaced by the PMCID when available.
OR
“PMC Journal – In Process”
The “PMC Journal – In Process” is used for final published articles that are in the
process of being submitted to PubMed Central by journals that cooperate with NIH
in submitting all NIH-funded final published articles, no fee; and by journals that
submit NIH-funded final published articles for a fee. “PMC Journal – In Process”
should be replaced by the PMCID when available.
Author selfsubmit?
Third party submits the
manuscript to NIHMS via
MyNCBI account.
Author will receive two emails
from NIHMS:
Documentation of compliance with the NIH Public Access Policy is demonstrated by:
Where Do I Cite the PMCID? (see the following NIH Notice for more information)
NIH Notice: NOT-OD-O8-119
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-119.html
Third party
submit?
Author will receive one
email from NIHMS:
1. Approve Web Version
Author must approve
Web version as part of
the compliance process.
After Submission
Note the NIHMS ID. Respond to NIH with documentation of compliance using the NIHMS
ID. Replace the NIHMS ID with the PMCID when available. Be sure to copy the
appropriate WU IBO official on any email response to NIH.
Cite the PMCID in NIH proposals, progress reports or applications.
Documentation of Compliance
Process COMPLETED
For more information, contact Cathy Sarli at sarlic@wustl.edu