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Before signing any contract to publish your NIH-funded research, you must ensure that the publisher's agreement will allow you to
comply with the NIH Public Access Policy. Many journals will automatically
submit your articles for you. However, there are many others whose current agreements implicitly prohibit submission to PubMed Central and
other similar depositories. If the agreement transfers copyright to the publisher, and it does not specifically allow for submission to PubMed
Central or other similar depositories, then the author does not retain that right. In these cases, the NIH provides
an example of addenda language to add to a publishing contract:
- Journal acknowledges that Author retains the right to provide a copy of the final manuscript to the NIH upon acceptance for Journal publication, for public archiving in PubMed Central as soon as possible but no later than 12 months after publication by Journal.
Other addenda language can be found through Science Commons. Science Commons has teamed with
SPARC and ARL to author a white paper on the NIH policy, to assist with compliance. SPARC also
provides authors and/or investigators with resources for understanding and complying with the new mandate.
If you are not certain of your publisher's policies, you may contact them directly, ask the UCI Libraries for assistance, or contact
the UCI Office of Research Administration.
Depositing Your Article to NIH
As mentioned above, you may not need to deposit anything yourself—many publishers will do it on your behalf. If you publish in one of these journals,
you have fully complied with the policy.
Some publishers—while not participating in the automatic submission of all their articles—will submit your manuscripts for you. In this case, you will be prompted
to log in to the NIH Manuscript Submission System to review and release a copy of your work to PubMedCentral, thereby
verifying that the final version is that which has been submitted. If you are not certain if your publisher does this,
contact them directly or ask the Libraries for help.
If you do not publish in one of these journals, then you must submit—or designate someone to submit—your final, peer-reviewed manuscript upon acceptance for publication.
Log in to the NIH Manuscript Submission System. You will need:
- Your grant number(s)
- Author names
- A copy of the final, peer-reviewed manuscript
- Any supporting figures, tables, and data that were submitted to the publisher.
You still must verify that the final version is that which has been submitted.
NIH provides some very good tutorials to guide you through the process.
Citations in your article
As of May 25, 2008, when citing an article in NIH applications, proposals, and progress reports, you must include the PubMed Central reference number (PMCID)
or the NIH Submission Reference number at the end of the citation. The PMCID can be obtained by conducting a search in PubMed. The number
will be on the summary page or in PubMedCentral.
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You may also create addenda to retain additional rights for your work including use in your teaching, posting on your
personal website, or depositing to the CDL eScholarship repository. The University’s new copyright
policy encourages broadest possible access to your work. The University of California has endorsed an author’s addendum [DOC]
that you can attach to the journal publisher agreement or use to revise the document.
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