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Health Systems Grants Administration and Development Office


How to Comply  
Compliance with this Policy is a statutory requirement and a term and condition of the grant award and cooperative agreement, in accordance with the National Institutes of Health (NIH) Grants Policy Statement. For contracts, NIH includes this requirement in all R&D solicitations and awards under Section H, Special Contract Requirements, in accordance with the Uniform Contract Format.
  • Address Copyright
  • Institutions and investigators are responsible for ensuring full compliance with the Public Access Policy. Authors should not sign a publication agreement or similar copyright transfer agreement if the language does not allow the author or the University to adhere to the Policy.
  • Submit the Article to NIH
    • Some journals will fulfill the submission requirement for authors. http://publicaccess.nih.gov/submit_process_journals.htm
    • For other journals:
      • Inform the journal of the Policy upon submission for publication. Please submit your article using this letter.
      • Ensure copyright and other agreements comply with the Policy.
      • Submit the final peer-reviewed manuscript to NIH upon acceptance for publication. http://nihms.nih.gov/

      NOTE: In both cases above you still will have to verify and approve the manuscript personally via the NIH Manuscript Submission system, which will send you an email message requesting this action. See FAQ on using NIHMS.

  • Cite Article
    • Include the PMC number (PMCID) for applicable articles in applications, proposals and reports. If a PMC reference number is not yet available, include the NIH Manuscript Submission system reference number (NIHMS ID) instead.
Publish in a journal that deposits published articles in PubMed Central

1. For the journals listed on the NIH web site, authors may not need to do anything to fulfill the submission requirement of the NIH Public Access Policy. It depends on which version of the article the journal is depositing – the final published article or the final peer reviewed manuscript – and on the terms of any agreement that the journal may have with NIH. There are three possible cases, described below. In the first case you do not have to take any action. In the other two, you do you do have to take certain actions.

a.  Journal deposits final published article and makes it available within 12 months: If your journal deposits the final published article in PMC and allows NIH to make it available to the public within 12 months of publication, you do not have to do anything to fulfill the submission requirement of the NIH Public Access Policy.
b.  Journal deposits final published article but does not make it available within 12 months: If the journal deposits the final published article in PMC, but delays its release to the public for more than 12 months after publication, you will have to deposit a copy of your manuscript yourself.
c.  Journal deposits final peer-reviewed manuscript: If the journal is only depositing a copy of your final peer-reviewed manuscript files via the NIH Manuscript Submission system, you will still have to sign on to the NIH Manuscript Submission system (http://www.nihms.nih.gov) to review and approve release of the article to PMC.

A list of journals that submit for the author is found at http://publicaccess.nih.gov/submit_process_journals.htm
These journals sign agreements with NIH to submit final published articles directly to the NIH Manuscript Submission System (http://www.nihms.nih.gov), in lieu of the final peer-reviewed manuscript, but the author may have to verify with the NIH that the final form of the article as it is marked up for PMC inclusion is correct. If the author’s final version is being deposited, the author will have to verify the correctness of the manuscript.

(There are a significant percentage of authors who fail to take this step).
Submit manuscripts via NIH Manuscript Submission System
– The author, or someone acting on behalf of the author, must deposit a copy of the final peer-reviewed manuscript in the NIH Manuscript Submission (NIHMS) system (http://www.nihms.nih.gov).
– Regardless of who submits, the author must provide award information and verify and approve the manuscript personally via the NIH Manuscript Submission system.
NOTE: PubMed Central (PMC) is NIH's digital journal archive, which gives the public access to its articles at no cost.

The NIH Manuscript Submission system (NIHMS) takes in manuscripts covered by the NIH Public Access Policy and formats them for inclusion into PMC. You deposit the files for a manuscript (e.g., Microsoft Word document and figures) into the NIHMS. The files are converted to a standard PMC format, and then reviewed by you to confirm that the converted article is faithful to the original.

The NIHMS transfers the article to PMC when it is ready to be made available publicly.

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Date last changed: January 27, 2015 10:46 AM
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