NIH Public Access Policy

Overview

Enhanced PubMed My Bibliography Features

The PubMed Send to menu has been updated to allow users to add PubMed search results directly to their My NCBI My Bibliography.

See the NLM Bulletin Announcement for details.

My Bibliography Tool Replaces eRA Commons for Management of Publications

You can no longer add citations directly into eRA Commons. Citations should be entered into My Bibliography and will then be viewable in eRA Commons [details]

Required Actions:

  • You must establish a My NCBI account.
  • My NCBI accounts must be linked to eRA Commons accounts.
  • All citations previously entered manually into Commons must be added to My Bibliography.

Submit Articles

Methods A-D Defined

Method A

Author publishes in a journal that submits all NIH-funded final published articles to PMC; no fee.

Method B

Author requests a publisher to submit an individual NIH-funded final published article to PMC; (fee-based service).

Method C

Author self-submits the final peer-reviewed manuscript to the NIH manuscript submission system (NIHMS).

Method D

Publisher submits the final peer-reviewed manuscript on behalf on NIH-funded authors (no fee).

1: Determine if you need to submit the article to the NIHMS

Does the citation already have a PMCID#?

  • YES: It is already in compliance. Include this number with the citation when submitting applications, progress reports, etc to NIH
  • NO: Determine whether the citation is from a peer-reviewed journal.

Is the citation from a peer-reviewed journal?

  • NO: Item is policy exempt. No further action needed.
  • YES: determine the article's publication date

Was the article accepted for publication on or after 4/7/08?

  • NO: Item is policy exempt. No further action needed.
  • YES: Determine funding source.

Was the article as the result of NIH funding?

  • NO: Item is policy exempt. No further action needed.
  • YES: The article needs to be submitted into PubMed Central. You will need to determine who will submit by determining the correct submission method.

See Determine Applicability [NIH] for details.

2: Determine the correct submission method

IMPORTANT!

The publisher's policy determines which method is used (A, B, C, or D). Your task is to figure out which method applies. You are NOT able to select the method of your choice.

1) Check the Method A Journal List

Check the Method A Journal List to determine if the article was published in Method A journal.

YES Use the phrase "PMC Journal in process", as the publisher will take care of the submission into the NIH Manuscript Submission system

NO Ask the author whether he requested that the article be submitted and made available immediately for a fee (Method B). If so, use the phrase "PMC Journal in Process". If not, check to see if it is Methods C or D by finding the publisher's policy in SHERPA/RoMEO.

2) Find the Publisher's Policy in SHERPA/RoMEO

Use the website SHERPA/RoMEO to find the publisher's policies. If the publisher will submit on behalf of the author it is a Method D journal. If not, it is a Method C journal.

  • Go to the SHERPA/RoMEO website
  • Search for the journal title
  • Look at the publisher's policies for a statement that says the publisher will post an article to PMC on behalf of NIH grant-funded authors. (exact wording may vary). This is a Method D journal. If you do NOT find a statement about submitting on behalf of the author it is a Method C journal.

3) Is it a Method D Journal?

YES The publisher will submit the final peer-reviewed manuscript into the NIHMS system on behalf of the author, but the author needs to complete the approval process.

Instructions for Submissions | Author Approval of Submissions [NIH video]

NO This is a Method C Journal. The publisher will NOT submit any articles in NIHMS on behalf of the author.The author or a third party needs to submit the final peer-reviewed manuscript into the NIHMS.
Author Approval of Submissions

Upon submission into the system the article will be assigned an NIHMSID number. This can be used up to 3 months post-publication.

3: Submit Article & Approve Submission (Methods C & D)

Method A or B: No further steps are necessary.

Method C: The publisher will NOT submit any articles in NIHMS on behalf of the author. The author or a third party needs to submit the final peer-reviewed manuscript into the NIHMS system. Follow steps below.

Method D: The publisher will submit the final peer-reviewed manuscript into the NIHMS system on behalf of the author, but the author needs to complete the approval process. Follow Steps below.

1) Deposit Manuscript Files and Link to NIH Funding
[Method C ONLY; Method D continue to #2]

Upload a copy of the accepted final peer-reviewed manuscript and associated files (e.g., Microsoft Word document and figures) via the NIHMS. At the same time, identify the NIH funding associated with the manuscript. It usually takes less than 10 minutes to complete this task.

2) Authorize NIH to Process the Manuscript
[Method C or Method D]

The author designates the number of months after publication when the manuscript may be made publicly available in PMC. The author then confirms, via the NIHMS, a statement that the deposit of the manuscript is consistent with any publication and copyright agreements, and that NIH may begin processing the manuscript for use in PMC.

3) Approve the Manuscript
[Method C or Method D]

The NIHMS will convert the deposited files into a standard PMC format, and email the author to approve the PMC-formatted manuscript for public display. The author then reviews and approves the PMC-formatted manuscript via the NIHMS. Corrections to the manuscript, if necessary, may be requested at this time.

Following completion of Task 3:

  • The NIHMS will email the author and all PIs the citation with the PMCID once it is assigned;
  • PMC will automatically make the paper publicly available after the designated delay period has expired.

4: 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.

How to Cite the Article [instructions from NIH]

eRA Commons, My NCBI & My Bibliography

Introduction

All citations that will be used in NIH grant applications, progress reports, or proposals need to be listed in eRA Commons via My Bibliography (within My NCBI).

My Bibliography Tool Replaces eRA Commons for Management of Publications

You can no longer add citations directly into eRA Commons. Citations should be entered into My Bibliography and will then be viewable in eRA Commons. As of October 22nd, 2010, all citations that were entered manually into eRA Commons will be removed [details]

Creating a My NCBI Account & Accessing My Bibliography

Create a My NCBI account

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage.
  2. Click ‘Register for an account’
  3. Complete the fields, making sure to follow the requirements for choosing a username and password, and click ‘Register’
  4. If successful, you will be returned to the NCBI homepage, where you can click ‘My NCBI’ in the top right corner to access your account

Access My Bibliography

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage.
  2. To access 'My Bibliography', click the ‘My Saved Data’ link in the left navigation menu
  3. Under Collections, click ‘My Bibliography’

Linking My NCBI & an eRA Commons Account

Link accounts WITHOUT an existing My NCBI Account

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. Click the link to see more sign in options for My NCBI partner organizations
  3. Click on the eRA Commons link
  4. You will be redirected automatically to the Commons log in screen to enter your username and password
  5. Navigate in Commons to the Personal Profile tab, then the Publications tab, in order to access the My NCBI Web site in Commons (link to My NCBI system appears in the Notes & Tips section)
  6. Click the ‘Create Account’ link inside the ‘If you don’t have a My NCBI account’ box, and the system will automatically create an account for you and link it to your Commons account

Link Accounts WITH an exiting My NCBI Account

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. Click the link to see more sign in options for My NCBI partner organizations
  3. Click on the eRA Commons link
  4. You will be redirected automatically to the Commons log in screen to enter your username and password
  5. Navigate in Commons to the Personal Profile tab, then the Publications tab, in order to access the My NCBI Web site in Commons (link to My NCBI system appears in the Notes & Tips section)
  6. Sign in with your My NCBI username and password and click the ‘Link Accounts’ link inside the ‘Signin if you have a My NCBI account’ box for the system to link the accounts

Verifying & Maintaining Compliance

How to check the Public Access compliance status of a paper in My Bibliography:

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. To access My Bibliography, click the ‘My Saved Data’ link in the left navigation menu
  3. Under Collections, click ‘My Bibliography’
  4. Beside ‘View,’ click the Awards icon (it appears as a dollar sign and will only appear if you log in to My NCBI with your Commons username and password)
  5. The resulting screen includes your citations; each will be marked with its individual compliance status as follows:
    • Statuses of Public Access Compliance:
      • Public Access Compliance: Error: NIHMS ID: NIHMS does not exist
      • Public Access Compliance: Error: NIHMS ID: NIHMS has been removed. Please provide a new NIHMS ID.
      • Public Access Compliance: Non-compliant. No PMCID 3 months post publication.
      • Public Access Compliance: In process at NIHMS
      • Public Access Compliance: PMC Journal – In Process
      • Public Access Compliance: Method B Journal – Pending PMC Submission
      • Public Access Compliance: Complete (PMCID appears in this status)
      • Public Access Compliance: Not applicable (applies to authored works that are not subject to the NIH Public Access Policy or to works that are not journal articles)
      • A question mark within the Public Access Compliance status box indicates that compliance with the policy cannot be determined without additional information. Click on the question mark icon or the ‘Edit Status’ link to enter supporting information for the citation.
  6. To address a citation’s compliance status, click on the ‘NIH Funding’ link
    • Follow the steps to begin a manuscript submission, link to a previously submitted manuscript, or determine if the citation is exempt from the policy.
      • In steps 1 and 2, indicate whether the citation was supported by NIH funding and choose the award(s) that funded the citation (click on ‘Edit’)
      • In step 3, select the appropriate route to address compliance and follow the prompts accordingly
  7. Click to Save & Close or to Cancel

How to check the Public Access compliance status of a paper in Commons:

  1. Log in to eRA Commons at https://commons.era.nih.gov/commons/
  2. Click on the Personal Profile tab, then on the Publications tab, to read the List of Publications
  3. This screen now displays all of your citations that reside in My NCBI’s My Bibliography
  4. If a citation does not have a valid NIHMSID, the word NO will appear in that column next to the citation
  5. The Citation Source column displays the citation’s original source (PMC or NIHMS)
  6. The Citation ID column displays the citation’s PubMed Central Reference Number (PMCID) or PubMed reference number (PMID) (if available); if unavailable, the column will display the citation’s NIHMS ID
  7. You may click on the Citation ID link for a particular citation in order to view the citation at its source. You will be automatically logged in to the correct source with your Commons credentials

Associating Citations with Grant Awards

How to associate a paper with a grant award in My Bibliography:

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. To access My Bibliography, click the ‘My Saved Data’ link in the left navigation menu
  3. Under Collections, click ‘My Bibliography’
  4. Beside ‘View,’ click the Awards icon (it appears as a dollar sign and will only appear if you log in to My NCBI with your Commons username and password)
  5. The resulting screen includes your citations
  6. Click the NIH Funding link associated with the desired citation
  7. A pop up box will appear in which you can select the desired grant awards to associate with the citation
  8. If your grant does not appear on the list, clicking the ‘Edit’ link will direct you to complete a report for the NIHMS Help Desk
  9. To associate multiple citations with the same grant award at one time, click the checkboxes to select the desired citations
  10. Next, click on the Assign Awards to Citations icon in the Actions bar
  11. Click the checkboxes to select the desired awards to be associated with the citations
  12. Click Save to complete the association
  13. In the List of Publications screen in the Personal Profile section of eRA Commons, the grant-paper association will appear automatically with a status of ‘Proposed.’
  14. By navigating to Commons, the PD/PI can confirm or reject the proposed grant-paper association, resulting in a status of ‘Rejected’ or ‘PD/PI Confirmed’

How to associate a paper with a grant award in Commons:

  1. Log in to eRA Commons at https://commons.era.nih.gov/commons/
  2. Click on the eSNAP tab, then on the Upload Science tab, to reach the Upload Science screen
  3. This screen now displays all of your citations that reside in My NCBI’s My Bibliography
  4. If a citation does not have a valid NIHMSID, the word NO will appear in that column next to the citation
  5. The Citation Source column displays the citation’s original source (PMC or NIHMS)
  6. The Citation ID column displays the citation’s PubMed Central Reference Number (PMCID) or PubMed reference number (PMID) (if available); if unavailable, the column will display the citation’s NIHMS ID. You may click on the Citation ID link for a particular citation in order to view the citation at its source. You will be automatically logged in to the correct source with your Commons credentials.
  7. Under the column ‘Associate with this eSNAP,’ select the checkbox next to the appropriate citation and click Save to associate the citation with the eSNAP report

Managing Your 'My Bibliography' Citations

Add a citation to My Bibliography:

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. To access My Bibliography, click the ‘My Saved Data’ link in the left navigation menu
  3. Under Collections, click ‘My Bibliography’
  4. Beside ‘Actions,’ click the plus sign to add citations to your My Bibliography
  5. You can choose to ‘Add Journal Articles’ either via PubMed or manually

Adding Citations via PubMed

Choose this option to find papers by standard PubMed search fields, including PubMed ID (PMID)):

  1. Choose ‘New Citations only’ or ‘All Citations,’
  2. Enter author and title words
  3. Any matching results in PubMed will appear, with an ‘+Add’ button to add the citation to your bibliography

Adding Citations Manually

Choose this option if you cannot find your paper in PubMed.

  1. Complete the required fields and click ‘Add Citation.’ As you are entering information in the fields, the system will alert you automatically to any citations you have in PubMed that may be similar to the information you are entering.
  2. 'Citation Added’ will appear, along with options to view your bibliography, suggest the citation to another user, manually add more journal citations, and add other citations

Additionally, you can choose to ‘Add Other Citations’ including books and chapters, meeting abstracts, presentations, patents and other non-standard citations

    • For each of these citations, click on the type you would like to enter, complete the required fields, and click ‘Add Citation’
    • ‘Citation Added’ will appear, along with options to view your bibliography, suggest the citation to another user, and add other citations

Delegate the authority to maintain your My Bibliography content

(for Program Directors/Principal Investigators)

Delegations created in My NCBI do not have the capabilities of a PD/PI Delegate in eRA Commons. My NCBI delegates can propose grant-paper associations in My NCBI; however, if you want your delegate to have access to reject/confirm grant-paper associations in your Commons Personal Profile, you will have to perform a separate delegation in eRA Commons. If you are a PD/PI, follow these steps to delegate Commons PD/PI authority to another user.

Delegate Commons PD/PI authority to another user:

  1. Click ‘Sign In’ in the top right corner of the NCBI homepage: http://www.ncbi.nlm.nih.gov/
  2. Click the ‘My Saved Data’ link in the left navigation menu
  3. Click the ‘Manage’ link
  4. On the resulting screen, click on the link under “Sharing”
  5. On the resulting screen, click the ‘Add a Delegate’ link to enter your delegate’s e-mail address
  6. Upon completing the delegation, your delegate will receive an e-mail notification of permission to view and manage your bibliography. Delegates who do not have a My NCBI account will be invited to register

FAQ

What is PubMed?

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/).

What is PubMed Central?

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/).

What happens if I don't comply with the Public Access Policy?

In a nutshell, you run the very real risk of delaying or losing your grant funding.

"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)."

Does the Public Access Policy apply to dissertations, book chapters, conference proceedings, or letters to the editor?

No. See http://publicaccess.nih.gov/determine_applicability.htm.

How do I submit a manuscript? How do I know which submission method to use? How do I find out if an article was published in a Method A, Method B, Method C, or Method D journal?

See Submision Methods.

How do I use SHERPA/RoMEO to determine the journal publisher's policy and appropriate submission method?

  1. Go to the SHERPA/RoMEO website
  2. Search for the journal title
  3. Look at the publisher's policies for a statement that says the publisher will post an article to PMC on behalf of NIH grant-funded authors. (exact wording may vary). This is a Method D journal.. If you do NOT find a statement about submitting on behalf of the author it is a Method C journal.

What's the difference between a final peer-reviewed manuscript & the final published article? Which one do I submit to PMC?

The final peer-reviewed manuscript is the author's final version accepted for publication, including all images and charts. This is not the final, copy-edited version as it appears in the journal itself.

The final published article is the journal's authoritative copy of the paper, including all modifications from the publishing peer review process, copyediting and stylistic edits, and formatting changes.

It is most commonly the final peer-reviewed manuscript that you will submit to PubMed Central.

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.

Have Questions? We can help!

Contact Us for Help

Julie Schneider
email: jschneider at library.wisc.edu
phone: 608-263-5755

Rhonda Sager
email: rsager at library.wisc.edu
phone: 608-262-2372

We can help you...

  • Amend a copyright transfer agreement or utilize the campus copyright agreement addendum to allow for submission to PMC
  • Submit a peer-reviewed manuscript to PubMed Central on behalf of the author/co-author
  • Help locate PMCIDs for your citations in NIH applications, proposals, and progress reports
  • Answer questions about the policy on a one-to-one basis or meet with groups or departments
Page last updated: October 28, 2011
Questions or suggestions? Contact Julie Schneider or Rhonda Sager