The NIH Public Access Policy - Information for Librarians Neil Thakur, PhD, OER/NIH Kathryn Funk, MLIS, NLM/NIH August 19,

Overview Policy Overview Key steps SciENcv Policy Questions from the registration forms Public Access Compliance Monitor For full training details, please see 2

3 33 Key steps 1) 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 ( 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

Submission Methods Final Published ArticleFinal 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 Journals  Method B: Authors must make special arrangements for some journals and publishers to post the paper directly to PMC journals and publishers  Method C: Authors or their designee must submit manuscripts to the NIHMS  Method D: Some publishers will submit manuscripts to the NIHMSpublishers  Awardees are responsible for ensuring manuscripts are submitted to the NIHMS upon acceptance for publication 4

Identifying Submission Method by Journal Name 5

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? 6

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 SciENcvMyBibliographySciENcv files/NOT-OD html files/NOT-OD html 7

NIHPA compliance management with My Bibliography 8

SciENcv Overview SciENcv = Science Experts Network Curriculum Vitae SciENcv interagency working group: DOD, DOE, EPA, NIH, NSF, USDA SciENcv is available at: SciENcv documentation: SciENcv video released: 9

My Bibliography / SciENcv relationship in My NCBI 10

Biosketch PDF export 11

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. 12

Applicability and reporting instructions 13

Specific Instructions 14

My Bibliography Questions 15

Awards and My Bibliography 16

Your Policy Questions: older papers How do deal with older articles (2008, 2009, etc.) that are non-compliant? 17

18 How Institutions Are Ensuring Compliance Training –Policy awareness, submitting papers, preparing citations: 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 : ) –Questions/discussion with publishers Ensuring compliance –Checking applications, proposals and reports –Monitoring institutional compliance –See for informationhttp://publicaccess.nih.gov/sponsored.htm

PUBLIC ACCESS COMPLIANCE MONITOR (PACM) A brief introduction to compliance monitor data and use 19

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. 20

Compliance Monitor Data All records are PMID based Updated twice a week Grant-paper associations come from multiple databases PACM MEDLINE Indexing My Bibliography NIHMS 21

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) 22

Compliance Monitor Access How to troubleshoot eRA Commons password issues when logging into PACM. 23

Compliance Monitor: Snapshot of Compliance 24

Compliance Monitor: Details by Status 25

Compliance Monitor: Downloadable CSV Reports Also check out “Understanding a Public Access Compliance Monitor (PACM) Report” by Bernard Becker Medical Library at Washington University: Identifiers Grants Article InfoNIHMS Info Article InfoNIHMS Info 26

NIHMS Info in the Compliance Monitor NIHMS dates in PACM NIHMS Files Deposited NIHMS Initial Approval NIHMS Tagging Complete NIHMS Final Approval NIHMS Process Overview Files DepositedReviewer Approves DepositNIHMS staff reviews deposit Files converted to PMC format (i.e., tagged in XML) Reviewer approves PMC-ready version 27

Compliance Monitor: Tracking Specific Papers Search by PMID Note: We’re currently exploring additional search/filter options. Feedback is always welcome. 28

Compliance Monitor: Article Details 29

PMC-participating journals: “Method A” Method A Full PMC- participation journal (1500+ journals) Which articles? All articles, regardless of funding When? At the time of publication Author responsibility? None PMCID assigned When files are received and processed Method A NIH-portfolio participation journal (290+ journals) Which articles? Articles identified as NIH- funded When? At the time of publication Author responsibility? Author informs journal of NIH support PMCID assigned When files are received and processed For a complete list of Method A journals, see For a journal’s participation level, see 30

Publishers who start NIHMS deposits: “Method D” Method D Publisher starts deposit of manuscript files in NIHMS* Which articles? Manuscripts that meet the criteria of the NIH Public Access Policy When? At the time the paper is accepted for publication Author responsibility? Notify publisher of NIH support Associate funding Approve deposit Review & approve PMC web version PMCID assigned Final approval complete Final publication date available For a list of active Method D publishers, see *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. 31

Compliance Monitor data in action Distribute downloaded reports to departments and colleges Set up reminders for PIs Check out next week’s webinar: The NIH Public Access Policy – Views from the Library Trenches 32

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, 2014 Time: 3:00 PM - 4:30 PM EDT Register at Under Select a Class, choose “The NIH Public Access Policy – View from the Library Trenches”. A registration confirmation will be sent to you by

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 More information: Any changes will be announced in the NIH guide 34

35 Resources About the Public Access Policy: – – For Sponsored Programs: – Training materials for PIs and other communications: – Questions: The NIH Manuscript Submission System: – – Tutorials: PubMed Central: – – Information for Publishers: