When it comes to following NIH's public access policy, investigators should not take any chances, because compliance is a legal requirement and a term and condition of award. NIH program officers are monitoring awards for compliance and play a role in enforcing it.  NIH experts advise that it is essential not only to heed guidelines but also to stay on top of new requirements.

Case in point: NIH recently set a limit on how long investigators can use an NIH Manuscript Submission ID (NIHMS ID) when citing a paper in a grant application, proposal or progress report. Investigators may use an NIHMS ID for up-to-three months after a paper is published. After that, use of the PubMed Central ID (PMC ID) is required.

NIH implemented this policy because: 1) authors were submitting papers long after publication rather than at the time of acceptance, and 2) people who initially obtained an NIHMS ID failed to complete the submission process and get a PMC ID in a timely manner, delaying access to the public.

To make sure you are complying with the policy, keep these items in mind:

• When your manuscript is accepted for publication:
• Find out whether the journal is submitting it for you or if this is your responsibility.
• If is not the journal’s responsibility, decide which author is submitting the manuscript in NIHMS.
• If you or another author are submitting to NIHMS, do so as soon as the manuscript is accepted for publication. Do not wait until your progress report is due to submit.
• When you enter a manuscript in the NIHMS and get an NIHMS ID:
• Note that this is just the initial step. An NIHMS ID is a temporary measure, used only when you need to cite a paper soon after it is accepted and time is too short to get a PMC ID.
• Be sure the correct grants or contracts are affiliated with the manuscript.
• Complete the submission process as soon as you can.
• Check your eRA Commons profile regularly to:
• See which manuscripts are linked with your award in the NIHMS. Follow up with authors to make sure the paper complies with policy.
• Be aware that if a paper cites your award, you and your institution must ensure compliance even if you are not an author.

Find further details in the August 12, 2009, Guide notice. Also read the Public Access of Publications SOP, which describes what to do when a PMC ID is and isn't ready. Finally, visit NIH Public Access.

Source: NIAID Funding News, Sept 9, 2009