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The NIH Public Access Policy - Information for Librarians

Neil Thakur, PhD, OER/NIHKathryn Funk, MLIS, NLM/NIH

August 19, 2014

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Overview

• Policy Overview• Key steps• SciENcv• Policy Questions from the registration forms• Public Access Compliance Monitor

For full training details, please see http://publicaccess.nih.gov/communications.htm

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Key steps1) Address Copyright• Ensure publication agreements or university publication policies retain your right to

post the paper to the NIHMS yourself if the publisher does not do so upon acceptance for publication.

2) Deposit Paper Upon Acceptance for Publication• Papers get posted to PMC in different ways, depending on the publisher and

publishing agreement.• As authors plan papers, they should use the Applicability & Submission Method

Wizard (http://publicaccess.nih.gov/determine-applicability.htm) to develop their public access compliance plan.

3) Report the paper to NIH• Include the PMC number (PMCID) for applicable papers in applications, proposals

and reports, as described at http://publicaccess.nih.gov/citation_methods.htm.

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Submission MethodsFinal Published Article Final Peer-Reviewed Manuscript

Publisher posts the paper directly to PMC Papers are required to be submitted via the NIHMS upon acceptance for publication. Publishers, authors or their designee deposit files and the NIHMS converts them to the PMC native format.

Method A: Some Journals automatically post NIH supported papers directly to PMC

Method B: Authors must make special arrangements for some journals and publishers to post the paper directly to PMC

Method C: Authors or their designee must submit manuscripts to the NIHMS

Method D: Some publishers will submit manuscripts to the NIHMS

Awardees are responsible for ensuring manuscripts are submitted to the NIHMS upon acceptance for publication

Identifying Submission Method by Journal Name

5http://publicaccess.nih.gov

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Your Policy Questions: Compliance

While compliance is focusing on non-competing renewals, when will non-compliance become issue for competitive and new submissions, as well as biosketches and other documentation?

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Biosketch Pilot

• Extend the page limit from four to five pages • Allow researchers to describe up to five of their most

significant contributions to science along with the historical background that framed their research.

• Researchers will be able to include a link to a full list of their published work as found in a publicly available digital database such as MyBibliography or SciENcv

• http://grants.nih.gov/grants/guide/notice-files/NOT-OD-14-091.html

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NIHPA compliance management with My Bibliography

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SciENcv Overview

• SciENcv = Science Experts Network Curriculum Vitae• SciENcv interagency working group: DOD, DOE, EPA, NIH, NSF,

USDA

• SciENcv is available at: http://www.ncbi.nlm.nih.gov/account/

• SciENcv documentation: http://www.ncbi.nlm.nih.gov/sciencv

• SciENcv video released: http://youtu.be/PRWy-3GXhtU

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My Bibliography / SciENcv relationship in My NCBI

Biosketch PDF export

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Your Policy Questions: Scope

In the recent update to the FAQs, reference to editorials and commentaries (before these were listed as outside the policy) are gone. Researchers have asked me if they now need to be submitted and how to mark them in My NCBI if not.

Applicability and reporting instructions

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http://publicaccess.nih.gov

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Specific Instructions

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My Bibliography Questions

Awards and My Bibliography

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Your Policy Questions: older papers

• How do deal with older articles (2008, 2009, etc.) that are non-compliant?

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How Institutions Are Ensuring Compliance

Training– Policy awareness, submitting papers, preparing citations: http://

publicaccess.nih.gov/communications.htm

Author Support– Submitting manuscripts– Answering questions– Sending out reminders for reports early– Means to ensure collaborators do not prevent compliance

Support on Publishing Agreements– Policies

Coversheets/ Addenda (NIH’s Example: http://publicaccess.nih.gov/nih_employee_procedures.htm) – Questions/discussion with publishers

Ensuring compliance– Checking applications, proposals and reports– Monitoring institutional compliance

– See http://publicaccess.nih.gov/sponsored.htm for information

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PUBLIC ACCESS COMPLIANCE MONITOR (PACM)

A brief introduction to compliance monitor data and use

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What is the Compliance Monitor?

Database of articles, including current compliance status, that are associated with an

institution’s (i.e., IPF’s) grants and fall under the NIH Public Access Policy.

GOAL: Give you data to help monitor compliance on an institutional level.

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Compliance Monitor Data

• All records are PMID based

• Updated twice a week

• Grant-paper associations come from multiple databases

PACM

MEDLINE Indexing

My Bibliograph

y

NIHMS

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Compliance Monitor Access

PACR Role: Assigned by administrator authorized to assign roles in eRA Commons

• Tip #1: Once you are assigned a PACR role, wait 24 hours to log in.

• Tip #2: If your institution has multiple IPFs, you will need a PACR role for each.

• Tip #3: eRA Commons manages login information, so that is who can troubleshoot login problems (see next slide)

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Compliance Monitor Access

How to troubleshoot eRA Commons password issues when logging into PACM.

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Compliance Monitor: Snapshot of Compliance

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Compliance Monitor: Details by Status

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Compliance Monitor: Downloadable CSV Reports

Also check out “Understanding a Public Access Compliance Monitor (PACM) Report” by Bernard Becker Medical Library at Washington University:

https://becker.wustl.edu/sites/default/files/PACM_Legend.pdf

Identifiers Grants Article Info NIHMS Info Article Info NIHMS Info

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NIHMS Info in the Compliance Monitor

NIHMS dates in PACM• NIHMS Files Deposited

• NIHMS Initial Approval

• NIHMS Tagging Complete

• NIHMS Final Approval

NIHMS Process OverviewFiles Deposited

Reviewer Approves Deposit

NIHMS staff reviews deposit

Files converted to PMC format (i.e., tagged in XML)

Reviewer approves PMC-ready version

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Compliance Monitor: Tracking Specific Papers

Search by PMID

Note: We’re currently exploring additional search/filter options. Feedback is always welcome.

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Compliance Monitor: Article Details

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PMC-participating journals: “Method A”

Met

hod

A Full PMC-participationjournal(1500+ journals) W

hich

arti

cles

? All articles, regardless of funding W

hen? At the time

of publication

Auth

or re

spon

sibi

lity? None

PMCI

D a

ssig

ned When files

are received and processed

Met

hod

A NIH-portfolio participation journal(290+ journals) W

hich

arti

cles

? Articles identified as NIH-funded

Whe

n? At the time of publication

Auth

or re

spon

sibi

lity? Author

informs journal of NIH support PM

CID

ass

igne

d When files are received and processed

For a complete list of Method A journals, see http://publicaccess.nih.gov/submit_process_journals.htmFor a journal’s participation level, see http://www.ncbi.nlm.nih.gov/pmc/journals/

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Publishers who start NIHMS deposits: “Method D”

Met

hod

D Publisher starts deposit of manuscript files in NIHMS*

Whi

ch a

rticl

es? Manuscripts

that meet the criteria of the NIH Public Access Policy

Whe

n? At the time the paper is accepted for publication

Auth

or re

spon

sibi

lity? Notify publisher

of NIH supportAssociate fundingApprove depositReview & approve PMC web version

PMCI

D a

ssig

ned Final approval

completeFinal publication date available

For a list of active Method D publishers, see https://publicaccess.nih.gov/Method%20D%20Publishers

*Note: NIH has no formal relationship with these publishers. Authors and awardees are responsible for ensuring that the manuscript is deposited into the NIHMS upon

acceptance for publication, in accordance with the NIH Public Access Policy.

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Compliance Monitor data in action

• Distribute downloaded reports to departments and colleges

• Set up email reminders for PIs

• Check out next week’s webinar: The NIH Public Access Policy – Views from the Library Trenches

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Next Weeks’ Webinar: The NIH Public Access Policy – Views from the Library Trenches (August 26)

Presentations from three libraries with experience on the ground helping researchers with the NIH Public Access Policy, followed by a Q&A with the audience. The following presenters will discuss their unique approaches in the trenches of supporting and providing outreach on the policy:

• Emily Mazure, Duke University Medical Center Library• Susan Steelman and Jessie Casella, University of Arkansas for Medical

Sciences Library• Scott Lapinski, Harvard University, Countway Library of Medicine

Date: Tuesday, August 26, 2014Time: 3:00 PM - 4:30 PM EDT

Register at http://nnlm.gov/sea/training/register.html. Under Select a Class, choose “The NIH Public Access Policy – View from the Library Trenches”. A registration confirmation will be sent to you by email.

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The NIH 2003 Data Sharing Policy is still in effect

• Data sharing plans are required for funding applications seeking $500,000 or more in direct costs in any year, or state why data sharing is not possible.

• Reviewers do not factor the proposed data-sharing plan into the determination of scientific merit or priority score.

• Certain Program Announcements (PA) may request data sharing plans for applications that are less than $500,000 direct costs in any single year. For example:

– NIH Big Data to Knowledge (BD2K) initiative is to enable biomedical scientists to capitalize more fully on the Big Data http://bd2k.nih.gov/#sthash.9Vgplaxm.dpuf

• More information: http://grants.nih.gov/grants/policy/data_sharing/

• Any changes will be announced in the NIH guide

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ResourcesAbout the Public Access Policy:

– http://publicaccess.nih.gov/– For Sponsored Programs: http://publicaccess.nih.gov/sponsored.htm– Training materials for PIs and other communications:

http://publicaccess.nih.gov/communications.htm – Questions: PublicAccess@NIH.GOV

The NIH Manuscript Submission System:– http://www.nihms.nih.gov/– Tutorials: http://www.nihms.nih.gov/web-help/

PubMed Central:– http://www.pubmedcentral.nih.gov/– Information for Publishers:

http://www.pubmedcentral.nih.gov/about/pubinfo.html