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Scientific Writing

Provides resources for writing journal articles, posters, and presentations.

NIH Public Access Policy

The NIH Public Access Policy (http://publicaccess.nih.gov/) requires that any investigator who receives a NIH research grant and publishes the results of the research in a scientific journal must deposit an electronic copy of the final peer-reviewed manuscript to the digital archive, PubMed Central. For any questions not answered on this page or for additional support please use our email form. You must login first to access the form.

 

Frequently Asked Questions

What is the NIH Public Access Policy?
What types of awards fall under the Policy?
What is the penalty for not complying with the Policy?
How do you comply with the Policy?
Is PubMed Central the same as PubMed?
Who is responsible for complying with the Policy?
What if I am Not the Author of this Publication?
What version of the manuscript should be submitted to PubMed Central?
Can PIs delegate their compliance responsibilities to someone else?
Can PIs apply publication costs into their NIH grant?
How to find PMCIDs?
For Method C journals, who can submit the final peer-reviewed manuscript to PubMed Central?
What does this status mean?


What is the NIH Public Access Policy?
The NIH Public Access Policy (http://publicaccess.nih.gov/) requires that any investigator who receives a NIH research grant and publishes the results of the research in a scientific journal must deposit an electronic copy of the final peer-reviewed manuscript to the digital archive, PubMed Central. For any questions not answered on this page or for additional support please email the library at http://library.med.nyu.edu/support/.

Effective April 7, 2008, the National Institutes of Health’s Revised Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research placed the following reporting requirements on NIH-funded research:

  • All peer-reviewed articles, accepted for publication on or after April 7, 2008, that arise, in whole or in part, from NIH funding (i.e. grants) or from NIH staff must be deposited into PubMed Central (PMC) – the NIH digital repository of all full-text peer reviewed journal articles.
  • PMC will then make these papers freely available to the public no later than 12 months after publication.
  • Institutions and investigators are responsible for ensuring that any publishing or copyright agreements concerning submitted articles fully comply with the Policy.
  • Submissions of the final, peer-reviewed manuscript must include all graphics and supplemental materials associated with the published article.
  • Effective May 25, 2008, anyone submitting an application, proposal or progress report to NIH must include the PMC or NIH Manuscript Submission reference number when citing applicable articles that arise from their NIH funded research.
  • All active recurring and any new awards with anticipated start dates on or after July 1, 2013 will require compliance with this Policy. Non-compliance of this Policy will delay processing of non-competing continuation grant awards. The award will not be processed until recipients have demonstrated compliance.

What types of awards fall under the Policy?

Any NIH funding awarded after April 7, 2008 – including continuing grants or cooperative agreements – fall under the terms of this Policy.


What is the penalty for not complying with the Policy?

Non-compliance of this Policy will delay processing of non-competing continuation grant awards for all grants with start dates or renewal dates on or after July 1, 2013. The award will not be processed until recipients have demonstrated compliance.


How do you comply with the Policy?

All peer-reviewed articles, accepted for publication on or after April 7, 2008, that arise, in whole or in part, from NIH funding or from NIH staff must be deposited into PubMed Central – the NIH digital repository of all full-text peer reviewed journal articles.

There are four methods in which an article can be deposited into PMC (see chart below).

PubMed Central Deposit Methods

  Method A Method B Method C Method D
Version of Paper Submitted Final Published Article Final Published Article Final Peer-Reviewed Manuscript Final Peer-Reviewed Manuscript
Task 1: Who starts the deposit process? Publisher Publisher Author or designee, via NIHMS Publisher
Task 2: Who approves paper for processing? Publisher Publisher Author, via NIHMS Author, via NIHMS
Task 3: Who approves paper for Pub Med Central display? Publisher Publisher Author, via NIHMS Author, via NIHMS
Participating journal/publisher Method A Journals Make arrangements with these publishers Check publishing agreement Make arrangements with these publishers
Who is Responsible? NIH Awardee NIH Awardee NIH Awardee NIH Awardee
To cite papers, from acceptance for publication to 3 months post publication PMCID or “PMC Journal- In Process” PMCID or “PMC Journal- In Process” PMCID or NIHMSID PMCID or NIHMSID
To cite papers, 3 months post publication and beyond PMCID PMCID PMCID

PMCID


 


Is PubMed Central the same as PubMed?

No. PubMed Central (PMC) is an archive of full-text biomedical journal papers available online without a fee. PubMed is a free database containing references and abstracts accessing on life sciences and biomedical topics. If an article is indexed in PubMed, this does not indicate that it is currently in, or will necessarily be in, PubMed Central. 


Who is responsible for complying with the Policy?

Institutions and Principal Investigators (PI) are responsible for compliance. The PI of the grant is also responsible even if they are not an author or co-author of a publication that falls under the revised NIH policy.


What if I am Not the Author of this Publication?

If you are not an author of this publication, you can first check journal author agreement before you submit your publication. If the author retains permission to submit to PubMed Central, you can then:

  1. Request a copy of the accepted final peer-reviewed manuscript from the author [NOTE: This is Not same as the published PDF] and any associated files (e.g., chart, figures).
  2. Go to the NIH Manuscript Submission System
  3. Login with your eRA Commons username and password
  4. Identify the publication title, journal it was published in, and the NIH funding associated with it.
  5. Upload a copy of the accepted final peer-reviewed manuscript and associated files.
  6. Select an author as the delegated person to approve the submission. NOTE: Only an author can approve the submission.

To learn about the process, watch our tutorial.

For questions, requests or further information, email http://library.med.nyu.edu/support/​


What version of the manuscript should be submitted to PubMed Central?

Investigators must submit the final, peer-reviewed manuscripts to PubMed Central, unless they have specific permission from the publisher to submit the published version of the article. The final, peer-reviewed manuscript is the version including all modifications from the peer review process, but before the journal has done their final editing and formatting.


Can PIs delegate their compliance responsibilities to someone else?

Yes. PIs may assign a delegate from their My NCBI accounts to manage the compliance of publications. The Awards View feature within the My Bibliography section of a PI’s My NCBI account allows eRA Commons users to:

To assign a delegate PIs must sign into their My NCBI account, go to their My Bibliography section and click the “settings” link. Under the Bibliography Sharing section, Click the “Add a Delegate” link, enter the delegate’s e-mail address, and click the “Add a Delegate” button. The delegate will receive an email which they must then confirm by clicking on a link in the email. Please note that the option to “Add a Delegate” only appears when a Bibliography has been created in My NCBI.


Can PIs apply publication costs into their NIH grant?

Yes. The NIH will reimburse publication costs, including author fees, for grants and contracts provided:

  1. Such costs incurred are actual, allowable, and reasonable to advance the objectives of the award.
  2. The costs are charged consistently regardless of the source of support.
  3. All other applicable rules on allowability of costs are met.
    (http://publicaccess.nih.gov/FAQ.htm#810)

Allotment for publication costs go in Section F (Detailed Budget, Other Direct Costs) of the research grant application. If this is a new application, the PI may want to delay publication costs until the later budget periods, once they have obtained data to share (http://grants.nih.gov/grants/developing_budget.htm).


How to find PMCIDs?

Researchers and authors are increasingly being asked to provide PMCIDs (PubMed Central Reference Numbers).

You may locate an articles PMCID using the following methods:

1. If you're an author on the publication, the PMCID is listed in the record for the article in the Faculty Bibliography

2. The PMCID is posted in PubMed as soon as an article has been successfully processed by PubMed Central (PMC), which usually occurs around the time of publication. PMCIDs are listed in the lower right corner of the Abstract Plus view of PubMed.


For Method C journals, who can submit the final peer-reviewed manuscript to PubMed Central?

Anyone may submit the manuscript on behalf of the authors (e.g. administrative personnel, graduate students, etc.). Approval of the PDF Receipt and web version of the manuscript can be done by any of a paper's authors. If the initial author contacted for approval fails to take action, a request can be sent to NIH to re-assign the approval to another author.


What does this status mean?

  • Awaiting Initial Author Approval

At some point a copy of the accepted final peer-reviewed manuscript of the publication was submitted via the NIH Manuscript Submission System. As a result, the delegated author would have received an email from nihms-help@ncbi.nlm.nih.gov requesting approval of the manuscript.

To approve your publication in NIHMS:

  1. Identify the author delegated to approve the manuscript (usually the publication’s corresponding author)
  2. Instruct the delegated author to log in to NIHMS via their eRA commons or myNCBI account, or follow the link in the email sent to them from nihms-help@ncbi.nlm.nih.gov
  3. Follow the instructions in NIHMS.​
  • Awaiting Final Author Approval

Your publication is one step away from completed submission in PubMed Central via the NIH Manuscript Submission system. The delegated author would have received an email from nihms-help@ncbi.nlm.nih.gov requesting approval of the web version of the manuscript.

To approve your publication in NIHMS:

  1. Identify the author delegated to approve the manuscript (usually the publications corresponding author)
  2. Instruct the delegated author to log in to NIHMS via their eRA commons or myNCBI account, or follow the link in the email sent to them from nihms-help@ncbi.nlm.nih.gov
  3. Follow the instructions in NIHMS.