The NIH Public Access Policy and Compliance Requirements: Part 3

In this section, we will discuss how to manage
your publication’s compliance with the NIH Public Access Policy; I’ll explain what My
NCBI is, how to log in and set up your My NCBI account, and how to use the Awards view
function in My NCBI. The ultimate responsibility for compliance
rests with the PI and the institution, and there are consequences for non-compliance.
The NIH can delay your funding, place special conditions on your award, or prevent future
awards for a specified time period. To ensure compliance, you will need to plan ahead. Compliance
should be discussed during the planning stages of the paper, and as publication grows closer,
NIH-funded authors should determine how they will comply, and which authors will be responsible
for which submission tasks. You also will need to use My NCBI to keep track of your
publications, and associate awards with papers. Compliance will need to be monitored continuously,
rather than only when a report is due. My NCBI is a personalized account that’s integrated
with NCBI databases like PubMed. You may have even seen it before in the upper right corner
of PubMed. You can use your My NCBI account to save citations, save searches and create
search alerts. It also has this feature called My Bibliography, which is a place to save
citations for your own publications. From My Bibliography, you can manage your publications’
compliance with the Public Access Policy. Remember, as I mentioned in the “Policy Basics”
section of this tutorial, starting July 1, 2013, you MUST use My NCBI to enter publications
into your progress reports, especially if you use the RPPR. Even if you are still using
the paper PHS2590 report, you will need to generate the publications section using the
PDF report feature in My NCBI. So, you will need to start using My NCBI if you haven’t
already. You can log into My NCBI a couple of different
ways. You can register for a My NCBI account, and login with your My NBCI username and password.
You can login with your eRA Commons account using the “NIH Login” button, or you can even
use your ONYEN — in that case you would click on the link to “third party sign in options”
and search for UNC in the list. Whatever way you choose to use, just make sure you stick
with that. This chart shows the different login options
and explains which one you should use. If you are an investigator with an eRA Commons
account and no My NCBI account, log in with your eRA account information. If you have
an eRA Commons account and already have a My NCBI account, login with your My NCBI account
information, and then link it to your eRA Commons account, which I will show in a minute.
If you are a delegate and do not have an eRA Commons account, you will need to create a
My NCBI account if you have not done so already. In order for everything to work properly,
it is critical for the PI’s My NCBI account to be linked to their eRA Commons account.
This allows My Bibliography citations to show in eRA Commons, and brings the citations into
the RPPR. It also allows grant information from eRA Commons to show on the My NCBI side.
Linking the accounts is also the only way to see the ‘Awards View’ in My Bibliography. To link your accounts, log in to your My NCBI
account, and then click on your username at the top right of the screen to get to your
account settings. Under the ‘Linked Account’ section, check
to see if an eRA Commons account is listed. If not, click on the ‘Change’ button. In the search box, enter ‘NIH’… …then click on the ‘NIH & eRA Commons’ link. Enter your eRA Commons username and password
to complete the linking of your accounts. You can add citations to your Bibliography
by searching PubMed, or you can add citations manually, but this should only be necessary
in those instances where the journal is not indexed by PubMed. Publications submitted
thru NIHMS should automatically appear in your My Bibliography. To see full instructions
on adding citations to your Bibliography in My NCBI, visit the HSL Public Access Policy
guide. The Award View can be used to track your papers’
compliance with the Public Access Policy, and start the compliance process for those
publications that are out of compliance. You can also associate grants with citations,
and create a bibliography for your progress report. This is a screen shot of the display settings
where you can switch to the Awards view. To switch to the Awards View, go into your Bibliography,
click on Display Settings, then under View choose “Award”, then click “Apply”. Notice
the eRA Commons logo at the top — this indicates that this My NCBI account is linked to an
eRA Commons account. If this linkage has not occurred, you will not be able to see the
option to switch to the Awards view. Once in the Award view, you will see these
green, yellow, and red indicators next to your publications. These will tell you the
compliance status of your publications. Green means the publication is compliant — you
can see the PMCID here, and that there are grants attached to this paper. Yellow means that the article is “in-process”
— we can see the NIHMSID, which indicates that this paper has been submitted to NIHMS,
but it is still in-process. This citation should update automatically when the PMCID
is assigned. We also see that no grants are associated with this paper. Click on the “add
award” link to associate a grant to this publication. Red means that the paper is non-compliant
— this article does not have a PMCID or a NIHMSID, so it needs to be submitted. Follow
the Retrospective Compliance steps we discussed in the “How to Comply” section of this tutorial
to get this paper into compliance. There are two more icons — the question mark
and N/A. The question mark means that the NIH cannot
determine if this paper is compliant. This is usually because the system is not sure
if the article is subject to the Public Access Policy. For instance, this paper does not
have any funding associated with it, so the system is not sure if the work is NIH-funded.
Click on the “edit status” link to open a wizard that will ask a few questions to determine
the compliance status. The N/A icon means that the paper does not
fall under the Public Access Policy — it could be too old (before April 2008), or it
is not a peer-reviewed journal article, or the work was not NIH-funded. For more information about the NIH Public
Access Policy, visit the HSL’s NIH Public Access Policy guide, or submit a question
to the HSL using our Ask-A-Librarian service.

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