The NIH Public Access Policy was originally established in 2005, and compliance with the policy became mandatory in April of 2008.
See the full NIH Public Access Policy website which includes an overview, information on when and how to comply, answers to FAQs, policy details, presentations, and video training.
If you would like assistance communicating with the publisher, and/or submitting your manuscript and files, please call or email Susan Steelman [email@example.com / 686-6737]. Susan will be happy to assist in the submission process.
The following steps must be followed to be in compliance with the NIH Public Access Policy:
The NIH public access policy applies to any manuscript1 that:
- Is peer-reviewed;
- And, is accepted for publication in a journal2 on or after April 7, 20083;
- And, arises from:
- Any direct funding4 from an NIH grant or cooperative agreement active in Fiscal Year 2008 or beyond, or;
- Any direct funding from an NIH contract signed on or after April 7, 2008, or;
- Any direct funding from the NIH Intramural Program, or;
- An NIH employee.
Quoted from the NIH Public Access Policy: Determine Applicability
All final peer-reviewed manuscripts accepted for publication on or after April 7, 2008 are covered by the policy. Authors cannot submit the final published version of their articles unless their publishers have given permission. The manuscripts must be submitted electronically, and all peer-reviewed articles must be submitted regardless of whether they are indexed in MEDLINE/PubMed.
Works not covered by the policy include non peer-reviewed articles, articles in trade magazines, editorials or correspondence, abstracts or proceedings, books or book chapters, multimedia and other types of publications (publications not defined by NIH as a journal).
If the publisher does not deposit articles in PubMed Central automatically or by request (as outlined below), the author must retain the right to deposit his/her articles in PubMed Central. A UAMS form letter which can be sent with article submissions to publishers outlining this requirement is available; contact Education & Research Services to obtain a copy of this letter. UAMS authors should insure that the copyright agreement they sign with the publisher includes the right for them to submit articles to PMC within 12 months of publication.
NIH Public Access Policy site: Submission Methods
The NIH Manuscript Submission (NIHMS) Process
Check out the NIHMS Step-by-Step Tutorials
|Version of Paper Submitted||Final Published Article||Final Peer-Reviewed Manuscript|
|Submission Process||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.|
|Submission Method to Deposit Files||
|Approve Submission||Publisher||Author, via NIHMS|
|Approve PMC web version||Publisher||Author, via NIHMS|
|Responsible Party||NIH awardee||NIH awardee|
|To cite papers, from acceptance for publication to 3 months post publication||PMCID or “PMC Journal- In Process”||PMCID or NIHMSID|
|To cite papers, 3 months post publication and beyond||PMCID||PMCID|
Table above from the NIH Public Access Policy site: Submission Methods
Additional notes regarding the four methods available for depositing files:
Principal investigators and their institutions are held responsible for making sure that all progress reports and proposals for new or continuing funding have PMCID numbers included for each article listed in the reports. Even if the PI is not one of the authors of an article related to the project for which s/he is the PI, s/he is still responsible for making sure that all articles are submitted to PMC and that the PMCID numbers are included in the reports. Citing may be done in one of three ways:
Compliance with the NIH Public Access Policy is a term and condition of NIH grants and contracts. NIH holds the principal investigator and his or her institution responsible for ensuring compliance, including compliance for sub-recipients. NIH program staff will check all reports and proposals for new or continuing funding to see if PMCID numbers are included. If some numbers are missing, an NIH Program Officer will send the Program Director or Principal Investigator a list of article citations with missing numbers and ask for the numbers to be provided, or for an explanation for why the numbers are not yet available. If the PI or institution does not provide the information and continues to fail to comply with the policy, NIH may take enforcement actions, which may include the following:
What are some of the actions NIH may take when investigators and institutions fail to take steps to ensure compliance with the NIH Public Access Policy?
A grantee’s failure to comply with the terms and conditions of award may cause NIH to take one or more enforcement actions, depending on the severity and duration of the non-compliance. NIH will undertake any such action in accordance with applicable statutes, regulations, and policies. NIH generally will afford the grantee an opportunity to correct the deficiencies before taking enforcement action unless public health or welfare concerns require immediate action. However, even if a grantee is taking corrective action, NIH may take proactive action to protect the Federal government’s interests, including placing special conditions on awards or precluding the grantee from obtaining future awards for a specified period, or may take action designed to prevent future non-compliance, such as closer monitoring. See Enforcement Actions in the NIH Grants Policy Statement (10/12): http://grants.nih.gov/grants/policy/nihgps_2012/nihgps_ch8.htm#_Toc271264977
For more information, to schedule presentations about or for assistance in complying with the NIH Public Access Policy, contact Sheila Thomas (firstname.lastname@example.org 501-686-6736) or Susan Steelman (email@example.com, 501-686-6737) in the UAMS Library. Information is also available at NIH’s website.
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