[Insight-developers] NOT-OD-05-045: Implementation of Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research

[Luis Ibanez]

    NIH Policy on Public Access becomes effective May 2, 2005.

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<http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-045.html>

Implementation of Policy on Enhancing Public Access to Archived
Publications Resulting from NIH-Funded Research

Notice Number: NOT-OD-05-045

Key Dates
Release Date: April 29, 2005
Effective Date: May 2, 2005

Issued by
National Institutes of Health (NIH), (http://www.nih.gov)

The National Institutes of Health (NIH) published its Public Access
Policy (Policy) in the NIH Guide for Grants and Contracts on February 3,
2005, and in the Federal Register on February 9, 2005. These
announcements and additional relevant information, including Questions
and Answers regarding copyright and other concerns, are available at the
NIH Public Access Web site: http://www.nih.gov/about/publicaccess/.

The purpose of this Notice is to provide a summary of the Policy and to
furnish guidance to NIH investigators on the submission of manuscripts.

Summary of the Policy

The Policy becomes effective May 2, 2005. The Policy requests and
strongly encourages all NIH-funded investigators to make their
peer-reviewed author's final manuscripts available to other researchers
and the public at the NIH National Library of Medicine's PubMed Central
(PMC) [see http://www.pubmedcentral.nih.gov] immediately after the final
date of journal publication. At the time of submission, authors are
given the option to release their manuscripts at a later time, up to 12
months after the official date of final publication. NIH expects that
only in limited cases will authors deem it necessary to select the
longest delay period.

The Policy applies to all research grant and career development award
mechanisms, cooperative agreements, contracts, Institutional and
Individual Ruth L. Kirschstein National Research Service Awards, as well
as NIH intramural research studies. The Policy applies to peer-reviewed,
original research publications that have been supported in whole or in
part with direct costs1 from NIH, but it does not apply to book
chapters, editorials, reviews, or conference proceedings. NIH is
requesting that authors submit publications resulting from 1)
currently-funded NIH research projects or 2) previously-supported NIH
research projects where manuscripts were accepted for publication on or
after May 2, 2005. Publications resulting from non-NIH-supported
research projects should not be submitted. We welcome comments and
suggestions about the submission process. Please contact us at
PublicAccess at nih.gov.

The NIH Manuscript Submission System

The password-protected, Web-based, NIH Manuscript Submission (NIHMS)
system (http://www.nihms.nih.gov) has been developed to facilitate the
submission process. This system allows easy identification of NIH grant
numbers (past and present) and NIH intramural project numbers by
associating them with the corresponding extramural or intramural
Principal Investigator (PI) of the research study. Currently, manuscript
files from NIH Intramural PIs can be submitted to the NIHMS system by
the PI or designated NIH staff. Manuscript files from extramural PIs may
be submitted by the PI only. Beginning July 6, 2005, manuscript files
may be submitted to the NIHMS system by either the extramural PI or a
third party on the PI's behalf (e.g., administrative personnel, graduate
students, librarians, publishers, etc.).

In all cases, approval of the submitted materials and the determination
of the public release date require the PI's review and authorization.
Currently, the system is designed for individual submissions, but
procedures for batch processing of multiple submissions are being
explored and may be developed in the future. No further formatting of
the manuscript is necessary beyond that required by the accepting
journals. Special arrangements will be available for unusual cases.
Please see the NIH Public Access Web site
(http://www.nih.gov/about/publicaccess/) for more information about the
Policy.

How to Submit the Manuscript

* Login to the NIHMS (http://www.nihms.nih.gov).
* Select the appropriate login option (Note: the same login should be
used for all subsequent visits to the NIHMS system):

• NIH extramural investigators select “eRA Commons” (see “What is the
NIH eRA Commons?” below).
• NIH intramural employees select "NIH.”

* Provide basic information, including the journal title, PI, contact
information, and associated NIH award number(s).
* Upload the complete text of your manuscript(s). The NIHMS supports a
wide variety of file types (MS Word, Word Perfect, PDF, PowerPoint,
Excel, etc.).
* Upload any corresponding, supplemental image files that contain
figures, tables, or supplementary information along with the manuscript.
Just as required by publishing journals, submit high-resolution images
to ensure that they can be viewed properly in PMC. The supplemental
material that has been submitted to the accepting journal in support of
the manuscript will be accepted. The NIHMS will generate a receipt of
the uploaded files in PDF format. The PDF receipt summarizes the
information entered into the system and merges the manuscript's files
into one viewable document.
* Confirm that the manuscript and any additional supporting documents
have been successfully received by NIHMS, and verify the document.
* Review and approve the terms and conditions of a submission agreement
and specify the timing of posting of the final manuscript for public
accessibility through PMC (this must be completed by the PI). Authors
and/or their institutions should ensure that their final manuscript
submissions to PMC are consistent with any other agreements, including
copyright assignments that they may have, or enter into, with publishers
or other third parties. Upon approval of the submission by the PI, the
manuscript will be converted into XML - the standardized digital format
used by PMC.
* Review the XML manuscript as it will appear in PMC once the conversion
has taken place (PIs will be notified by e-mail when the document is
ready for review) and correct any errors, if necessary. After PI
approval, the article will be publicly accessible through PMC after the
time-delay specified by the PI.

Note: Users are able to track the status of their manuscripts throughout
the process.

Need Help?

Do you have questions about the submission process? Refer to the NIHMS
FAQ. The NIHMS system also maintains a help desk to assist users with
manuscript submissions and answers to any questions related to the
submission process. Contact
(http://web.nihms.nih.gov/db/sub.cgi?page=email&from=home) the help desk
with your queries.

What is the NIH eRA Commons?

The NIH eRA Commons is a system developed to facilitate the discrete
exchange of essential information between NIH and applicant
organizations. The “Commons” is a Web interface, available at
https://commons.era.nih.gov/commons/, where NIH and the grantee
community are able to conduct their extramural research administration
business electronically. For example, this system allows PIs and
institutional officials to have various degrees of online access to the
status of their grant applications and details associated with their
grant awards.

An NIH eRA Commons account is required for PIs to enter into the NIHMS
system and submit final manuscripts. Submitting authors do not need to
be a currently-funded NIH investigator in order to create quickly a
Commons account number.

If you have questions, problems, or comments regarding the NIH eRA
Commons system, please contact the Sponsored Research Office (or
equivalent) at your institution or contact the NIH eRA Commons Help Desk
at commons at od.nih.gov (Phone: 866-504-9552).

1. Costs that can be specifically identified with a particular project
or activity. NIH Grants Policy Statement , Rev. 12/2003;
http://grants.nih.gov/grants/policy/nihgps_2003/NIHGPS_Part2.htm#_Toc54600040.