NIH Public Access Policy Compliance Update

1. NIH Public Access Policy Compliance Update Laurie Leadbetter Information Services Cecil G. Sheps Center for Health Services Research March 7, 2013

2. Summary of NIH Public Access Policy • Articles arising from NIH funds and accepted for publication after April 7, 2008 must be submitted to the public, digital archive PubMed Central (PMC) upon acceptance. • This is to ensure that the public has access to the published results of NIH-funded research. Such articles must be made publicly available no more than 12 months after appearing in a peer-reviewed journal.

3. Summary of NIH Public Access Policy • NIH grantees need to demonstrate compliance with the Public Access Policy when submitting an application, proposal, or progress report to NIH. • Grantees should include the PubMed Central (PMC) reference number for each paper that was accepted for publication after April 7, 2008 and was authored or co-authored by the applicant or arose from their NIH award.

4. NIH compliance policy update • As of Spring 2013, NIH “will begin to hold processing of non-competing continuation awards if publications arising from grant awards are not in compliance with the public access policy. The award will not be processed until recipients have demonstrated compliance.”

5. For non-competing continuation grant awards with a start date of July 1, 2013 or beyond: • NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy. • Investigators will need to use My NCBI to enter papers onto progress reports.  Papers can be associated electronically using the Research Performance Progress Report (RPPR), or included in the PHS 2590 using the My NCBI generated PDF report.

6. Demonstrating Compliance • NIH grantees need to demonstrate compliance with the Public Access Policy when submitting an application, proposal, or progress report to the NIH. • Grantees should include the PubMed Central (PMC) reference number for each paper that was accepted for publication after April 7, 2008 and was authored or co-authored by the applicant or arose from their NIH award.

7. Searching for PMCIDs • You can now include embargoed articles in your search results in PMC. • Click on Limits under the Search box.

8. Check the box under Embargoed Articles to make sure they’re included in the search results.

9. Information about the NIHMSID • You can 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 when using either Submission Method C or D under the NIH Public Access Policy.  • It is intended to be used only in cases where you need to cite a paper soon after its acceptance by a journal, when there isn’t enough time to complete every step of the NIH manuscript submission process.

10. Using the NIHMSID • Effective August 21, 2009, an NIHMSID may be used to indicate compliance with the Public Access Policy for up to three months after a paper is published. After that period, a PMCID must be provided in order to indicate compliance. Specifically: • If an applicable paper is in press, or was published less than three months before the submission of an application, proposal or report, the awardee must include either a PMCID or an NIHMSID at the end of the full citation.  • If an applicable paper  was published three or more months before an NIH application, proposal or report is submitted, the awardee must include a PubMed Central Reference number (PMCID) at the end of the full citation for the paper.  An NIHMSID is not acceptable in this case.

11. UNC Health Sciences Library’s toolkit • Health Sciences Library has put together a comprehensive NIH Public Access Policy Toolkit: • http://guides.lib.unc.edu/NIHPublicAccess • Includes: • How to Comply with the NIH Public Access Policy • Demonstrating Compliance • Help/chat with a HSL librarian

12. Frequently Asked Questions

13. How do I know that a journal complies with the policy? • First check the list of participating journals in PubMed Central http://www.ncbi.nlm.nih.gov/pmc/journals/ , and if it’s not listed there, check the Instructions for Authors section (or similar) of the website for the journal. They may list how they comply with the NIH Public Access Policy. • You may need to call or email the publisher.

14. How do I make sure a journal deposits the manuscript? • If an article should be deposited but has not been, the author is responsible for communicating with the publisher and ensuring the deposit.

15. Data Sharing • It is NIH policy that any investigator submitting a grant application seeking direct costs of $500,000 or more in any single year is expected to include a plan to address data sharing in the application or state why data sharing is not possible.

16. Resources From the NIH website: http://publicaccess.nih.gov/communications.htm Includes training materials and helpful documents Data Sharing Plan Requirements: http://www.nlm.nih.gov/ep/datashare.html

17. More NIH Resources NIH Public Access Policy web site: http://publicaccess.nih.gov Public Access FAQs: http://publicaccess.nih.gov/FAQ.htm PubMed Central: http://www.pubmedcentral.nih.gov NIH Manuscript Submission (NIHMS) System http://www.nihms.nih.gov/ My Bibliography feature of My NCBI http://www.ncbi.nlm.nih.gov/sites/myncbi/ Contact NIH: PublicAccess@nih.gov