AISR Support for Faculty Publishing

NIH Public Access Policy Compliance

To NIH-funded Jefferson Researchers/Authors

The new NIH Public Access policy took effect April 7, 2008. Under a new federal law, NIH now requires that an author’s final version of any peer-reviewed journal article resulting from NIH-funded activities MUST be submitted to the PubMed Central (PMC) repository, where it will be made available to the public within 12 months after the journal article is published.  You are responsible for compliance, but AISR staff are ready to help you.

What is required for compliance?

1. Before you publish:  Copyright
   
   You must ensure that any agreement with your publisher permits the submission of your manuscript to NIH.  You may not transfer all rights to the publisher.
   
   
   • Determine whether the journal deposits in PubMed Central automatically. Some publishers will submit the article for you as a service, but may charge a fee for it.  NIH direct deposit is FREE - paying the publisher is NOT necessary.
     Journals that submit articles to PubMed Central
     
     If your journal is not on the list, then follow these steps:
   • Review publishers' policies before you submit. A journal's Instructions to Authors usually contains information or instructions about the NIH policy.
     Instructions to Authors in the Health Sciences (database of over 3500 journals)
     Publisher policy database (check the "mandated OA" section of the record)
   • When you submit your article to a journal, notify the publisher in writing that the manuscript is subject to the NIH policy.
     Sample language: "This work is subject to the NIH Public Access policy."
   • Make sure your publishing contract language allows you to fulfill the NIH policy. You can attach language to your contract, if necessary, to make it comply.
     Sample contract addenda
   • AISR staff are available to answer questions and assist with identifying journal policies.
     Contact: Ann Koopman, JEFFLINE Editor (Ann.Koopman@jefferson.edu or 215-503-0441)
2. After your article is accepted:  Submit your manuscript
   
   For manuscripts accepted for publication on or after April 7, 2008, Jefferson authors must submit the final version of the manuscript, and accompanying files, to the NIH Manuscript Submission System (NIHMS).
   • Some publishers will submit the article for you as a service, but may charge a fee for it.  NIH direct deposit is FREE - paying the publisher is NOT necessary.
     Journals that submit articles to PubMed Central
   • Check your publishing contract to see whether your publisher requires you to add a statement to your manuscript regarding its status. If necessary, add the required statement to your manuscript before submitting it to the NIHMS.
   • You may submit the manuscript yourself or may designate a third party in your lab or department to submit it. 
     NIMHS submission information
   • AISR staff will submit the manuscript for you, at your request.
     Contact: Ann Koopman, JEFFLINE Editor (Ann.Koopman@jefferson.edu or 215-503-0441)
   • Review your manuscript after PubMed Central prepares it for Web posting.
     You will be notified by PMC to review your manuscript and approve it before it can be released for public view.
3. When you prepare NIH applications, proposals, or progress reports:  Cite PubMed Central ID numbers

   When your manuscript is submitted to NIH you will receive an NIHMS ID number, and once it is available in PubMed Central, it will be assigned a PMC ID number. 

   • Effective May 25, 2008, you will need to cite the PMC ID or NIHMS ID numbers for any articles you cite in your progress reports, new applications, and renewals.  These are only needed for articles accepted for publication on or after April 7, 2008.
     Search for PMC ID numbers
   • AISR staff will help you find these numbers, if you need assistance.
     Contact the Reference Desk (AskaLibrarian@jefferson.edu or 215-503-8150).
   • Note that a PMC ID is NOT the same as a PubMed ID that you find in the regular PubMed database.
   • Video demos: How to include a PMCID, Finding a PMCID, What to do when a PMCID is not available

Does the new rule apply to me?

This applies to ALL peer-reviewed journal articles resulting from NIH-funded activities, whether or not you are a principal investigator, if your article is accepted on or after April 7, 2008.   Principal investigators will need to be responsible for making sure everyone on their research team is aware of the new rules.

If you submit an NIH application, proposal or progress report due on or after May 25, 2008, you will need to include PubMed or NIHMS ID numbers.

Further information

What is PubMed Central?  

FAQ about PubMed Central

NIH Public Access Policy
Includes the NIH Public Access Policy, an FAQ, and detailed deposit instructions and demonstrations.

NIHMS Submission Tutorial

"Complying with the National Institutes of Health Public Access Policy: Copyright Considerations and Options," a white paper by Michael W. Carroll commissioned by SPARC, Creative Commons, and ARL.
Carroll reviews the NIH policy, provides an in-depth analysis of the legal context, and presents 6 alternative copyright management strategies.

SPARC Resources for Authors
Includes a copyright addendum generator.

Science Commons Scholar's Copyright Project
Includes a copyright addendum generator.

For questions regarding NIH compliance and AISR services, please contact Edward Tawyea, Director of AISR and University Librarian, at 215-503-8848 or Edward.Tawyea@jefferson.edu.