How To Comply

How to Comply

1. Address Copyright

Before you sign an author agreement (http://publicaccess.nih.gov/FAQ.htm#c3) or copyright transfer agreement, make sure that it allows the paper to be submitted to PubMed Central (PMC) in accordance with the public access policy (http://publicaccess.nih.gov/).

If the publisher's policy does not allow deposit, UCOP has issued a letter (http://www.ucop.edu/raohome/cgmemos/08-05a.pdf) from the Office of Technology Transfer, that should be enclosed with any paper submitted for possible publication. It gives notice to publishers that, if accepted for publication, the paper will be required by law to be posted on PMC. Another option is to modify the publisher's copyright transfer agreement to retain the right to make the article available in PMC by attaching this NIH Addendum Form (http://nih-addendum-apr08.pdf)PDF.

2. Submit The Article To NIH (PMC)

Options:

1. Deposit a copy of the peer-reviewed manuscript into the NIH manuscript submission system (http://www.nihms.nih.gov/), which puts it into PMC. NIHMS will email you to approve the article before its release.
2. Some publishers will deposit the peer-reviewed manuscript into the NIHMS for you. You will still need to personally verify and approve the manuscript after it is submitted. NIHMS will send you an email message requesting this action.
3. Publishers of some journals (http://publicaccess.nih.gov/submit_process_journals.htm) have agreed to submit articles directly to PMC for you. For these journals, you do not need to do anything further to comply with the submission requirement of the policy.

The NIHMS System Slide Shows (http://www.nihms.nih.gov/web-help/) demonstrate how to perform various actions in a step-by-step fashion and are illustrated with screen captures.

3. Cite

As of May 25, 2008, you must note the PubMed Central reference number (PMCID) on any NIH applications, proposals, and progress reports when citing an article (http://publicaccess.nih.gov/FAQ.htm#c6) that falls under the policy.

The PMCID is not the same as the PMID. Authors can locate PMCID reference numbers by searching for their articles in PubMed Central (http://www.pubmedcentral.nih.gov/). You can also locate the PMCID number by doing a search in PubMed: the PMCID displays on the lower right side of the abstract page.

• Using EndNote (http://www.endnote.com/support/faqs/import/faq15.asp) to manage the NIHMSID and PMCID numbers.
• Using RefWorks (http://www.refworks.com/rwsingle/help/RefWorks.htm?tsmp=1218826966121#New_Release_Notes.htm) to manage (http://www.library.wisc.edu/scp/nih/faq.html#refworks) the NIHMSID and PMCID numbers.

Important dates

As of April 7, 2008, all articles arising from NIH funds must be submitted to PubMed Central upon acceptance for publication.

As of May 25, 2008, NIH applications, proposals, and progress reports must include the PubMed Central reference number (PMCID) when citing an article that falls under the policy and is authored or co-authored by the investigator, or arose from the investigator's NIH award. This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates.

Articles accepted for publication before April 7, 2008: If, on May 25 or later, you cite an article that was accepted for publication before April 7, you don't have to include a PMC/NIHMS ID in your citation. The ID is required only for articles that fall under the mandatory policy, so you're not obliged to deposit all older articles that you might cite.

Further Information and Help

• Visit the NIH Public Access Web site (http://publicaccess.nih.gov/) which contains a FAQ (http://publicaccess.nih.gov/FAQ.htm) and detailed instructions.
• Illustrated online tutorials (http://www.nihms.nih.gov/web-help/) on the submission process created by NIH are available.
• Read the March 6 guidance memo from Kathleen Babcock (http://www.ucop.edu/raohome/cgmemos/08-05.pdf)PDF coordinator of government contracts and grants in the UC Research Administration Office, to contracts and grants officers on all UC campuses.
• For publisher's policies a selected list (http://www.escholarlypub.com/digitalkoans/2008/04/09/selected-publisher-policies-about-the-nih-public-access-policy/) is available.
• To determine publisher's' policies for depositing in PubMed Central search the SHERPA/RoMEO (http://www.sherpa.ac.uk/romeo.php) database.
• PubMed Central Deposit and Author Rights: Agreements between 12 Publishers and the Authors Subject to the NIH Public Access Policy, Ben Grillot, ARL, 2008. (http://www.arl.org/bm~doc/grillot-pubmed.pdf)PDF
• Questions: contact Health Sciences Reference Librarians at hslref@ucdavis.edu / (530) 752‑7042 or mclref@lib.ucdavis.edu / (916) 734‑3529