The Galter Library teaches a related class called NIH Public Access Policy and Publication Management with My NCBI. See our Classes schedule for the next available offering. If this class is not on our upcoming schedule, it is still available to you or your group by request.
Federal legislation is in effect which mandates that researchers funded by NIH grants awarded April 2008 or after must submit an electronic version of final, peer-reviewed articles within 12 months of publication.
Many journals will deposit manuscripts to PubMed Central automatically. Others will deposit articles for authors upon request. You may never have to worry about depositing a manuscript to PMC yourself.
If your journal doesn't deposit for you, it is our recommendation that the submissions are made by authors who are responsible for the final revisions of the manuscript(s) and who have access to NIH grant numbers. It takes only about 10 minutes to submit a manuscript.
Below is information about the policy and links to the submission system.
The NIH Public Access Policy implements Division G, Title II, Section 218 of PL 110-161 (Consolidated Appropriations Act, 2008). The law states:
The Director of the National Institutes of Health shall require that all investigators funded by the NIH submit or have submitted for them to the National Library of Medicine's PubMed Central an electronic version of their final, peer-reviewed manuscripts upon acceptance for publication, to be made publicy available no later than 12 months after the offical date of publication: Provided, That the NIH shall implement the public access policy in a manner consistent with copyright law.
You are not required to submit manuscripts for work that was funded by grants or awards given prior to NIH Fiscal Year (FY) 2008--which began October 2007--although you may do so if you choose and if you own rights to the material. Compliance is connected to current NIH funding as of FY2008, and the date of acceptance of the publication.
Here are the requirements f the mandate.
The Policy applies to any manuscript that:
If you are publishing a manuscript based on NIH-grant-funded data collected during the mandated period you must comply, even if the publication is made long after the grant has expired.
The PMCID is the PubMed Central ID. It is the identifier that is required on all NIH-funded manuscripts in your bibliographies that were funded according to the NIH Public Access Policy (peer-reviewed manuscripts published after April 7, 2008 and funded by NIH awards active on or after April 7, 2008). It is a unique identifier assigned to each full-text manuscript deposited to PubMed Central, the NIH database of full-text literature.
The PMCID is what the NIH will look for in your progress reports, biosketches, etc.
How is it different from the PMID?
The PMID is the PubMed ID. It is a unique identifier assigned to every abstract or citation listed in PubMed. It is not a substitute for the PMCID. PMIDs have nothing to do with the Public Access Policy.
How do I know if a PMCID has been assigned to my manuscript?
What if you can't find the PMCID?
If you have checked the converter or looked in PubMed, and your manuscript's listing does not have a PMCID, there are a few possibilities:
To check all possible methods of submission to PubMed Central, and the identifiers that they generate, see the NIH's page on submission methods.
In February of 2013, the NIH announced that it will begin enforcing the Public Access Policy for all noncompeting grant renewals beginning in July 2013. What does this mean?
From the announcment:
For non-competing continuation grant awards with a start date of July 1, 2013 or beyond:
1) NIH will delay processing of an award if publications arising from it are not in compliance with the NIH public access policy.
2) Investigators will need to use My NCBI to enter papers onto progress reports. Papers can be associated electronically using the RPPR, or included in the PHS 2590 using the My NCBI generated PDF report.
Please see NOT-OD-12-160 for more details.
Before you begin the submission process, check to see if the journal you are publishing with is one of the PubMed Central journals that will submit the manuscript for you.
There are four methods for submission of manuscripts to PubMed Central:
For complete details on submission methods, who approves submissions and details of what version of the manuscript should be submitted, refer to the NIH Public Access Policy's web page on submission methods.
If the journal does not submit to PubMed Central for authors, these authors must self-submit. If multiple PIs are involved, one should be designated as corresponding and submitting author.
Before submission authors need to determine any stipulations journals may have placed on submission by authors. These stipulations can be found on the publisher's copyright agreement form or on the publisher's web pages for submission. Some considerations and stipulations are:
It is important to address copyright issues before submitting a manuscript to the NIH Public Access Manuscript Submission system (NIHMS).
"Journal acknowledges that Author retains the right to provide a copy of the final manuscript to the NIH upon acceptance for Journal publication, for public archiving in PubMed Central as soon as possible but no later than 12 months after publication by Journal."
For other information on copyright issues, please consult the NIH Policy's copyright page.
Please be aware that these are suggestions and guidelines as recommended by the NIH policy pages. They are not intended to be interpreted as legal counsel.
Here are the links to the submission system and helpful pages from the NIH:
If you need to submit your paper to NIHMS yourself or for a colleague, below are some step-by-step instructions on submission to the NIHMS system:
From the NIHMS submission page: (http://www.nihms.nih.gov/)
What info do you need to begin?
Hit the "Continue" button on each submission page to proceed through the submission process. You will be prompted to supply all the necessary information. If you wish to discontinue the process, you may hit the "Cancel Submission" button on the lower left of each page.
After a manuscript is submitted to NIHMS using Methods C or D (see above section on which journals will submit for you), the PI will receive up to two e-mails from the NIHMS prompting approval of the submission. At this point, PIs will be prompted to create an eRA Commons account if one is not already in existence.
Submission approval includes verification of the manuscript and grant award. This is the point at which publisher-stipulated embargo periods may also be added, if the manuscript has been submitted by a third party. Final review of the web version before PMC posting is the final step of the approval process.
NIHMS sends reminder e-mails to the PI if the initial requests for approval are overlooked. Authors should be aware that submission of the manuscript is not sufficient for compliance with the NIH mandate: Approval of the manuscript is necessary for full compliance.
If Publisher submits manuscripts for authors
PI will receive two e-mails from NIHMS:
If PI submits
PI will receive only one e-mail from NIHMS:
If third party submits on behalf of PI
PI will receive two e-mails from NIHMS:
In early summer of 2010, the NIH changed the method of management of manuscripts for authors:
As of July 23, 2010, PD/PIs will be unable to enter citations manually into eRA Commons and must use My NCBI’s “My Bibliography” tool to manage their professional bibliographies.
My Bibliography can be found by logging in to My NCBI. The My NCBI sign in link can be found in the upper right corner of any NCBI database page (such as PubMed or the NCBI home page).
If you don't have a My NCBI account, you can create one on the page that opens.
Here are the steps to follow to set up your My Bibliography in My NCBI
To attribute funding from grants to citations and check compliance with the NIH mandate to deposit manuscripts to PubMed Central (PMC)
Now more information will appear on your page:
To name a delegate to allow access to your My Bibliography
EndNote versions X3 and later have a style called NIH. Whenever possible, use this style for grant submissions and annual reports to the NIH. This style follows the guidelines specified by the NIH, and includes the PMCID in the correct location at the end of citations of articles that have been assigned a PMCID.
If your version of EndNote does not include the NIH style, you can download it from EndNote's website. The file name is "NIH.ens". Save the file in the Styles folder of your EndNote program, or, if you browser asks you to specify a program to open the style, designate EndNote as the program to open the file.
Here's an example of the NIH style as it would appear in a bibliography:
Dezell SA, Ahn YO, Spanholtz J, Wang H, Weeres M, Jackson S, Cooley S, Dolstra H, Miller JS, Verneris MR. Natural killer cell differentiation from hematopoietic stem cells: a comparative analysis of heparin- and stromal cell-supported methods. Biol Blood Marrow Transplant. 2012;18(4):536-45. Epub 2011/12/14. doi: S1083-8791(11)00539-8 [pii]
10.1016/j.bbmt.2011.11.023. PubMed PMID: 22155502; PubMed Central PMCID: PMC3303970.
You may wish to edit this style, if, for example, you want to remove the "Epub" date or the PMID.
EndNote Assistance is available at Galter Health Sciences Library:
Galter Library Education Team
or from the Northwestern Main Library (NUL):
NU Library EndNote guide
The 2013 changes to non-competing progress reports require that investigators comply with the NIH Public Access Policy by assigning all publications to their proper grants on their progress reports. This can be done through the electronic RPPR system or researchers can generate PDF versions of their award compliance through My NCBI for submission with form PHS2590.
To generate a PDF of your compliance from MyNCBI:
Here are some of the links that are found throughout this document, plus some handy tools and resources from the NIH and Northwestern.
Northwestern Office for Sponsored Research
Northwestern's OSR has offices on the Evanston and Chicago campuses. Each department has its own Grants Officer at OSR. Consult the OSR Staff page to find your department's Grants Officer.
Scholarly Communications Resources at NU Libraries
Request a class or training for your department. The Galter Library has a class: NIH Public Access Policy and Publication Management with MyNCBI.
Library staff are available to answer questions.
Updated: June 2nd, 2014 15:34