NIH Public Access Policy

							NIH Public Access
     Policy
 Requirements and Resources

       March 5, 2008


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               Presented by
   Bruce E. Jarrell, MD, Vice Dean for
    Research and Academic Affairs, School of
    Medicine
   Stefanie Warlick, Liaison & Outreach
    Services Librarian, Health Sciences &
    Human Services Library



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         NIH Public Access Policy:
             Today’s Topics
   What is the purpose of this policy, and what are
    its requirements?
   What do I have to do to comply with the policy?
       Publications and the PubMed Central archive
       Publisher compliance issues
       Reporting requirements
   How do I use PubMed Central to comply with this
    policy?



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What is the Public Access Policy?
   Requires investigators to submit peer-reviewed
    journal articles that arise from NIH funds to the
    digital archive PubMed Central
   Intended to ensure that the public has access to
    the published results of NIH-funded research
   Sharing of research results publicly should lead to
    continued scientific advancements and
    improvements in human health



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              Public Access Policy
   The Policy was first announced by NIH about two years ago
    and compliance was voluntary.
   The Policy in its current version was made mandatory in
    order to implement a requirement of the Consolidated
    Appropriations Act, 2008, passed by Congress in late
    December
   NIH investigators must begin complying with the Policy as of
    April 7th for submission of publications to PubMed Central
   NIH investigators must begin complying with the Policy for
    reporting of publications subject to the policy in any NIH
    application, proposal or progress report submitted on or after
    May 25th


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          About PubMed Central
   PubMed Central is an archive of full-text
    biomedical journal articles available online
    without a fee
    http://www.pubmedcentral.nih.gov/
   It is not the same as PubMed, which
    includes only citations and abstracts of
    articles with links to full text, many of which
    are accessible by subscription only


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    What does the policy mean for
    NIH investigators here at UMB?
   NIH grantees must:
       Ensure that copyright agreements with
        publishers allow for compliance with the policy,
        i.e., submission of the article to PubMed Central,
        to be made publicly available within 12 months of
        the date of publication
       Submit peer-reviewed articles to PubMed Central
       Provide the NIH Manuscript Submission or
        PubMed Central reference number when citing
        the article in an NIH application or report

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      What does this mean for NIH
      investigators here at UMB?
   The Policy applies whether the NIH has FULLY or
    PARTIALLY funded the study that is the subject of the
    article
   You are subject to the Policy if you have NIH funding as a
    subrecipient.
   How will you ensure that your subrecipients and
    collaborators comply with the Policy requirements?
   If you are a collaborator on another PI’s NIH grant, how will
    you coordinate with that PI for policy compliance?



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        What does this mean for NIH
        investigators here at UMB?
   UMB will provide
       A website and form agreements to help address
        copyright issues
       Training and information about submitting
        manuscripts and journal articles to PubMed
        Central
       Assistance with subrecipient agreements to help
        address compliance



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         Working With the Publisher
   When you publish an article, you will now need to
        Inform the journal that the article is subject to the NIH Public
         Access Policy when submitting it for publication, and
        Ensure that the copyright transfer or other publication
         agreement allows the article to be submitted to PubMed Central
         in compliance with the Policy, and made publicly available
         within 12 months after the publication date
OR
        Choose a journal that submits articles directly to PubMed
         Central on behalf of their authors
         (http://publicaccess.nih.gov/submit_process_journals.htm)



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        Working With the Publisher
   Ensure that copyright issues are settled early in the
    publication review process
   The PI is responsible for ensuring that the publisher’s
    written policy or agreement will allow compliance with the
    Policy
       Review the publisher’s policy and/or agreement that addresses
        rights in the article
       Attach an Addendum to the publisher’s agreement to address
        Policy compliance
       Sign the agreement and Addendum, and send under a cover
        letter requesting that the publisher sign and return the
        addendum



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       Working with the Publisher
   Investigators need to retain copies of the
    publisher’s stated policy (if any) on author
    rights and a copy of the signed agreement
    and addendum.
   Advise HS/HSL about any difficulties with
    journals, including either problems with
    policy compliance or extraordinary fees for
    assisting with compliance

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      Working With the Publisher
  The HS/HSL’s Scholarly Publishing website will maintain
   information about this Policy, sample form agreements,
   and other information and resolutions related to publisher
   agreements.
http://www.hshsl.umaryland.edu/resources/scholarly/
 In the worst case, it may be necessary to withdraw the
   manuscript and choose a different journal in order to be
   able to comply with this required Policy, so be sure to
   address the matter early in the publication review process
 NIH is working with publishers to make this new Policy a
   success


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          Publication Reminder
   Remember that any inventions or
    discoveries that would be disclosed in the
    publication need to be protected BEFORE
    submission of the manuscript to the journal
   Submit your invention disclosure form to
    ORD’s Commercial Ventures and
    Intellectual Property group


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     Submitting to PubMedCentral
   Authors will submit their final peer-reviewed
    manuscript to the NIH Manuscript Submission
    System
   The manuscript is formatted, verified by the
    submitter, and transferred to PubMed Central
    when it is ready to be made available publicly




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    What articles must be submitted?
   Articles that are peer-reviewed
   NIH grant or cooperative agreement:
    Work was fully or partially funded by an
    NIH grant or cooperative agreement active
    in Federal FY08 (10/1/07-9/30/08)
       Policy applies whether or not the Principal
        Investigator is a co-author of the paper
       Articles arising from awards that expired before
        FY08 are not subject to the Policy


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    What articles must be submitted?
   NIH Contracts: Work was funded by an NIH
    contract signed on or after 4/7/08
   Subawards: Work was funded by subrecipient
    agreements under awards subject to the Policy




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                  How to submit
   Submit the final peer-reviewed manuscript
    in the NIH Manuscript Submission system
    at http://nihms.nih.gov
       Publisher may submit for you
       You will have to verify and approve the
        manuscript personally
       Final, peer-reviewed manuscript must include all
        graphics and supplemental materials that are
        associated with the article


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           If publisher submits to
               PubMed Central
   If your publisher has agreed to do submit the final,
    peer-reviewed article to PubMed Central, and
    permits PubMed Central to make the article
    available within 12 months of publication, you do
    not need to do anything
   If your publisher submits the article but does not
    agree to make it available within 12 months, then
    you must submit the final, peer-reviewed
    manuscript to NIH, as described in the prior slide


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          What if I publish in an
          open access journal?
   Unless the journal has agreed to deposit its
    articles in PubMed Central, you will still
    need to submit the final, peer-reviewed
    manuscript to NIH.




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       Citing the reference number
   NIH applications, proposals and progress reports will need
    to include the PubMed Central or the NIH Manuscript
    Submission reference number when citing applicable
    articles arising from their NIH-funded research.
   Include the “PMCID” or the “NIHMS ID” at the end of the
    citation.
   The NIHMS is generated when the manuscript is submitted
    to the NIHMS system
   The PMCID is generated when the article is added to
    PubMed Central


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                 In Summary
   Address Publisher Compliance
   Submit Article, if article results from NIH-
    funded work and is accepted for publication
    on or after April 7, 2008
   Cite Article, with its reference number, for
    applicable articles cited in NIH applications,
    proposals and progress reports, beginning
    May 25, 2008


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               Resources
 Health Sciences & Human Services Library
 Office of Research and Development
 NIH Public Access Policy FAQs:
http://publicaccess.nih.gov/FAQ.htm
 USM Intellectual Property Policy:
http://www.usmd.edu/regents/bylaws/SectionI
  V/IV320.html

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