NARRATOR: Some of you may have been to a presentation I did a while back on this. This is a moving target. They're always adding and changing things, so hopefully you'll have--see some new things that NIH is doing with this compliance.
So briefly, this is what we're going to cover. We're gonna still go over the policy, especially for newbies who just came and where the compliance was dumped on them and they still don't even have a concept of what this NIH Public Access Policy is. We're going to talk about complying with it. I'm going to tell you how to submit a manuscript to the NIH Manuscript Submission System. You might hear the term NIHMS. We're going to talk about the NIH access policy and the grant process, and then the policy and eRA Commons. If you don't know about eRA Commons, I'll give you an explanation of what that is as we get to that part of the presentation.
So here is the announcement that went out. It first started as a mandate and then President Obama made it a requirement, so it has to be followed. Basically what it says is that anybody who produces a manuscript, a publication, that has been funded by an NIH grant is obliged and must deposit that peer-reviewed version of the manuscript into PubMed Central. There are some time frames. This went into effect April 7, 2008. So anything from that date forward that was published, that NIH grant funding was used, needs to be deposited. There is some confusion about 12 months. Twelve months is the embargo period. If... an author or Principle Investigator gets a notification from the journal 'We have accepted, we will be publishing this,' it's really a good idea to then start the compliance process. Because often if you wait too long, you can't find the version of the manuscript that you need to deposit, especially if it's a graduate student or a postdoc and they leave and you don't have the version that's necessary to deposit. And also, you need to comply with copyright when you're doing this deposit.
So PubMed Central. What is that? It's a repository, it's an archive that is part of the National Institutes of Health, the National Library of Medicine. It is a place where these items that you deposit are available. There's a permanent place that is free to anybody, that they can get the full text of the manuscript that you deposited. They do follow copyright. So that's--you'll hear the term PMC, PubMed Central--that's what that is. We'll see that in a minute. And the NIHMS, the National Institutes of Health deposit system, this is the portal where you start to deposit process. There's different ways of getting access to it, and I'm gonna show you that as we move forward. This is what it is. Everything NIH and NCBI or anything does, they're always saying, 'It makes it simpler.' Sometimes the person at the other end that needs to do it doesn't find it that simple. But that's their mantra, 'This makes it a simple, makes it easier.'
So, how do you comply? Again, here is the policy in short. Any article that has been accepted for publication on or after April 7, 2008, even if it's in press, it's been peer-reviewed, it's been funded by an NIH grant, needs to be in compliance. When you do this-- and you will find there are gatekeepers up front--when you send them a proposal, a non-competing renewal, a progress report, and you cite something and there's no P, there's no number showing compliance, either an NIH manuscript submission ID or a PubMed Central ID, they will send it back to you and say, 'You need to be in compliance. We cannot move it forward to NIH.'
Who is responsible? The responsible person is the Principle Investigator whose grant has been acknowledged, even if they are not an author on the manuscript. Often there are training grants, center grants, which have a lot of faculty on there, who use funding from the training grant or the core funding. They have to make sure, or work with the PI on that grant to make sure anything that they publish where they acknowledge that funding, that they have deposited it. Even if one of your faculty, or you as a faculty are on any of those types of grants and they come to the point where they have to do renewal. They will come back to you and say, 'We need to make sure you have complied because you've acknowledged our training grant.' That would be when you're going to have to get--we start running quickly and get it deposited.
The institution, and that's why we have these gatekeepers up in front. The institution also needs to make sure that all their NIH grantees are complying because we get a lot of NIH grant funding. So it's incumbent upon the institution, which are these people up front, to make sure that all their researchers are compliant. Not just NIH grant holders, but there are other grant holders that need to comply, for example the Howard Hughes Institute. Their grantees are required to follow this through. If you are working with or for a Howard Hughes Medical Institute researcher, they have a little more stringent requirements. What's nice about Howard Hughes is that they will deposit the final version, and they will deposit it for their researchers. That's nice.
There's also something called PubMed Central UK. Anyone who gets funding through the Wellcome Trust, which is similar to our NIH, they need to deposit as well. I had an instance where someone came back and they were working on a training grant or a core grant and they said, 'Well, I deposited this --the faculty-- it's been deposited by my collaborator at Wellcome Trust, at UK PMC.' That number won't work. They may have acknowledged the Wellcome Trust grant, but if they've also acknowledged the training grant or that PI's grant, they need to deposit it into PubMed Central. So there needs to be two deposits. So maybe just don't want to collaborate with somebody in the UK.
Okay, steps in complying. Determine if the publication needs to be needs to be, needs to meet the compliance. Address copyright. Submit the manuscript and then include either the PubMed Central ID--which we'll explain a little more as we move on--or the NIH manuscript submission system and anything that you cite. That includes if you're including somebody's biosketch in your grant application or in the training grant, which may have 60 faculty and they send you the biosketch. So if you are managing a training grant or a core grant, and you need to be in renewing it you should really start early because you may have 60 faculty that you have to make sure that their biosketches are in compliance.
Now, as far as copyright, this is really important. Since I don't publish in any journal that I need to comply because I don't have an NIH grant, I'm assuming that some publishers will send you the copyright agreement where they will ask 'Has this been funded by an NIH grant?' If it doesn't say that, you can add-- even in pencil, pen or whatever-- to the copyright agreement saying 'This manuscript was funded in part by an NIH grant. I need to comply with the policy.' Most publishers understand at this point, after four plus years, that this is the case. But you can write it on the copyright agreement. There's nothing that says you can't. They need to be aware that you are going to comply.
Again, here's the policy. So, again...repeating a very important-- 'upon acceptance for publication'-- again, because you don't want to lose track of that manuscript. The 12 months doesn't mean you have 12 months to deposit, it means--and we'll see what that means--what that means is embargoing it. We're gonna see what an embargo means.
If it you just received notification that it's going to be published, you need to embargo release of it for 12 months. You need to let the journal have the first bite of the apple to get the full-text out there. I'll show you what this looks like when you deposit something into the system. Again, here are the steps: peer reviewed, accepted for, here's the date, and arising from some NIH funding. And those...researchers that are at NIH, for example the National Cancer Institute, and they publish something, they also need to comply, and they need to follow the same steps as the person out there that's not at NIH. Again, talking about copyright. Again, you can write this in your copyright agreement before you sign it, if there's nothing there indicating that you check it for saying it was NIH funded.
So, what do you have to consider? Number 1, what's the submission system you're going to use. What version of the paper that you will make available in PubMed Central. Remember, you cannot click on like the MGet It Button and download the PDF. That cannot be deposited. So remember that. Even if you're supporting someone and they say, 'Well here it is, here's the PDF.' You need to come back to them, or else give a link to the public access policy saying, 'That belongs to the journal.' Once you sign that copyright agreement--the author signs it--it belongs to the journal, including the page proofs. So don't try to deposit page proofs. Usually across it will say 'Destroy after.' So you can't deposit that.
So you submit the paper, then there needs to be approval of the--what is deposited into the NIHMS system. Until that approval is given, a PubMed Central ID will not be assigned.
So here we go. The really important part, how you deposit. Your form -- yes? Could we save that questions 'til at the end? Okay, write it down and we'll have question and answer. Okay?
So there's four methods to deposit a manuscript that needs to be in compliance. This is a little foggy... it's not bad. The A, B, C, and D. Four methods. So Method A is a journal that will deposit the final version of the manuscript. In other words, that PDF that you click on, like if you're in PubMed and you see an MGet It button or publisher's and you click on that, that version is deposited by the journal. So, it would be nice to publish only in those journals then you won't have to jump through the hoops of making sure you comply. Okay. And there is a list and here's the URL. And if you download the version of this you'll see the URL and you can find out if the journal publishes, you know, deposits the final version, so you're fine. When you look at this list, for example, Blood is one of the journals that deposits. You need to look at the date that they started depositing it. If it was -- the date was after April 7, 2008, you're fine. If you're-- if it was-- if the date was did not fall into that, they published it-- this year they start depositing, the author or the PI needs to comply. So, those dates of when they started putting in the full text of the man-- the publication, it is very important. You just can't make the assumption. The other thing is and when we look at the...NIHMS system, when you go ahead and start depositing something, the system will say, 'You do not need to, the journal does it.' So, you can just stop right there. So, before it goes on any further, the system will let you know that you're off the hook. So, this is very -- something you need to be very careful of. That, often on a copyright agreement there'll be a little box that says, 'Would you like this manuscript to be deposited in open-access?' Or, deposited or you give us an agreement that we can post it on our webpage, anyone can click on it -- find that is in compliance but, there's usually a fee that they don't tell you about. So, when you check that, they will tack on to the publication fee anywhere from a $1,000 to $3,000. So, do not check that box because the policy, the NIH Public Access Policy, says you don't have to do that you just have to deposit a version, a peer-reviewed version. So, this -- I think everybody's aware of that -- all the authors and the PIs, not to check that box unless you have an extra $1,000 or $2,000 that they can tack on to the exorbitant fee they charge you for publishing your manuscript and the colors and the plates which is very expensive. These are some of the journal publishers that are involved in doing that.
Method C, this is the method that most people are going to -- most researchers, authors have to... will be using and that's the one where the author or the Principal Investigator or someone they've assigned to do that does the deposit. And D is similar to Method C but the journal deposits a version, a peer-reviewed version. They do it for... the author and it usually says in their instructions to the author that they will do this. Once they do that, the author or the Principal Investigator is not off the hook. They put some -- a version in there and then the person that they, it's usually the author or the Principal Investigator, they -- the publisher's indicated who NIH or who NIHMS (manuscript submission system) needs to notify to...approve the deposit. So, if you are supporting a faculty, you need to make them clearly aware of the fact that they need to approve, even if the journal does it in -- as Method D.
The other thing is, you see in the red, sometimes they're just going to put in the letter of the law, they'll follow it, that says the final peer-reviewed. That's even before any typos are corrected, anything like that some of the journals just put that in and it doesn't really look good. It looks like you are not speaking English sometimes because there may have been something that... the sentence wasn't constructed correctly and... the reviewer doesn't say, 'Well, this sentence isn't constructed well.' And that's the version that they put in which is what the policy says, the final peer-reviewed. So you need to make sure that what is in there, or whoever is assigned as the approver looks good, doesn't have a lot of typos or anything. You might have to fight with the journal on that because once they do it, they don't want to be bothered anymore.
So, what do you deposit? Journal articles only, that have been funded by an NIH grant, the final peer-reviewed. It's up to you. I have some researchers I've worked with that take the text file and take the images and insert them into the document and then create a PDF and that's what they upload. So, if you have a lot of time on your hands, you can do that. But, that's not what you you need to do.
The text part of the manuscript can be a .doc, a .txt, rich text format. So, any type -- any format like that. You also need to make sure that any tables or images or supplemental data that are not embedded in the text, but are part of the publication those need to be submitted as well. Okay? Again, there's the magic date, April 7, 2008 forward.
Don't try to deposit book chapters, books. Book chapters are not peer-reviewed. Again, non peer-reviewed articles, letters to the editor, commentary, conference proceedings -- they don't want that. And any dissertations. Even though a faculty member may have a graduate student working on their dissertation and they're getting funded, part of their salary's getting funded by their NIH grant, that doesn't need to be deposited. It's not peer-reviewed even though the dissertation committee may look at it and make comments, it's not what's considered peer-reviewed. So, it gets you off the hook. Again, upon acceptance for publication, the 12 months is the embargo. It doesn't mean you have 12 months, however, there are instances when, 'Uh oh... we forgot to deposit.' There's no reason you can't do it at point of need but it's really better to do it when you still, when the P.I., or you have access to that manuscript. I've had cases where it's gone somewhere and no one can find it. The person who actually has that version has left the lab or left the University and it's so difficult to track them down or they haven't even kept it. So, make -- so it's best to do it at the point when you have access to the document.
Okay, there's four steps, and I'm going to show you how this works but, step 1 is setting up the manuscript. Submitting all the manuscript files -- everything that's involved in the publication. Approving the deposit so that a PMC can be assigned. And then, there's... approving on the web, and I'll show you what that looks like. So, it's the approver. If you are supporting somebody and you deposit it, I would be loathe to make myself the approver because I don't understand the science of the text or if the images didn't look good. So, really puts the onus on either one of the authors or the Principal Investigator to approve the submission.
So, here's what it looks like, the manuscript submission system, and there's four portals that you click on to login. So, the first is for NIH or eRA Commons. You can do it through that portal. The second is the publisher. This is where the journals go. They have access to that part of the deposit system. Howard Hughes has their own portal to deposit for their researchers.
And then the my NCBI. My NCBI is a place for anyone who's been assigned by a NIH grantee to do this for them. So, I'll show you how that works. So, once you get into the system by one of those four portals, you'll get an information screen which is hopefully covered in this presentation. And you just click Continue. And here's how you start. You click on submit a new manuscript. The first thing you put in is the journal name. And there's a feed that as you type, start typing a journal name it will prompt you and it'll fill it in for you. If you typed lower case, that's fine you don't have to type you don't have capitals or anything. They will put it in according to what the system wants. Then you put the manuscript title, the title of the manuscript and you click next to find the grant that you want to assign to this deposit. And you can do that in two ways. You can put in the author's first and last name. Or if you know the grant number -- this is sort of tricky. Sometimes you put in a number and you know it's a grant number but it doesn't quite come up so it's funny how the -- what the system will accept is a grant number. So, if you have the first and last name that's probably the best way. And you click this search button and you get a list of the grant holder, this NIH grantee, what grants they have. And you can select-- there are often-- looks like the same grant you can see and then there's .02, so this is a second iteration. It got refunded and refunded. It's up to you.
It's probably fine to take the first iteration to cover all the deposits even, if the publication even if the publication was -- came out of the 05 version of the grant. As long as the first, you know, NIH grant ROKR08 et cetera, et cetera, et cetera is acknowledged. And then you hit next manuscript info. This is the screen that allows you to upload all the different parts of the manuscript. So, the first thing is the text file, and if you have a PDF, if you've had time to make a PDF out of everything you just upload that. Because it should indicate figure one figure two and the figures should be in there, so that-- that's fine. You just find that and just upload it. Then there's the figures, the tables and the supplemental data. Trick is -- that you have to say in the line under label, you have to say, figure one. If you don't it will tell you 'You didn't label that file.' You can do figure or Fig. 1 and Fig. 2, whatever, and then the table is the same thing. You have to label it as Table 1, Table 2, Table 3. And if you have more than one figure you see at the bottom, in blue there's a little plus where you can click the plus it'll give you another line for additional figures or additional tables. And even if there's more than one supplemental data, you would just click the add and it would give you another line. Again, you have to label it supplemental data. Okay?
This is what it looks like. You can see here is several figures, five figures and two tables, and they have to be labeled. And when you do, when you've uploaded everything, you'll see this window that will show you that the system is uploading all those files that you have put in this table. You have to wait until it's all done, otherwise it's not going to work.
Upload files and this is what it looks like when everything has been uploaded. You'll get a '100% has been put into the NIHMS system.' And this is what it looks like after everything's been loaded. There's a PDF version, as you can see on the top. You could click on it and look at it. There's other things you have to make choices here on this screen. Once you do this, I think it's amazing how quickly that PDF is created. It's very much in real time. Don't-- you know, hit the reload button because you'll see a message saying, 'This may take awhile.' The system will refresh automatically every five seconds until everything is put in. So just give it a chance, especially if it's a real busy time. A lot of people are scrambling to get everything in. So here is where you can make the embargo. Anywhere from immediately to 12 months. So you can make a judgment call. If it's been out there for a year or so, you can say 'immediate' because the journal has already had a version out there. Or if it's been 6 months you might say '6 months.' So you can make a judgment call. If you've just received acceptance I would put '12 months' to be safe. You don't want to have any trouble with the journal.
And here's everything -- everything has been -- the choices have all been made. If you don't check any of those boxes, the system will say 'You need to check whatever.' So the system really gives you a good helping hand. And you hit the 'Approve' button. I want to go back here and show you. Who is the approver? The approver is the grant that we assigned, but, especially if it's a center grant or a training grant, the PI is gonna maybe not know anything about that publication. They're not an author on it. You can opt to select somebody else. You click the second button, you put in the person's first, last name and the email address. So it can be somebody other than the PI. If you want to do it, if you're support staff, that's up to you. And this is what it says, 'Awaiting author approval.' It's at this point that they need to get someone who has been designated to approve the deposit. So here you go.
On the second screen, the screen where you put in the journal name and the manuscript. There was a NIHMS number, if you wanna go back, I can show that to you. So you get that NIHMS ID number pretty much right away. That's the number you can use for compliance. So here it is. See, it's got all the journal information, and the NIHMS ID. The NIHMS ID shows that you have started the process, and you're in compliance. So if you need to grab that, you can grab that at any point because it's always there, even on the last screen where it says 'Waiting.' So it's up there, and you can just grab that off there. So, here it is. Approval goes to whoever you have assigned to approve it. They need to review the PDF. They need to see if it looks good.
If the images look good-- any problem with it, they can say they don't approve, and it will go back and you can make whatever corrections. So here is a PDF, this is what it looks like. What's going to be loaded into PubMed Central will not be that first page. This is for the person who's approving it to make sure it's the correct journal name, it's the correct grant, all those things. As long as everything there is right, when you hit 'Approve,' that's what is going to be put into the system.
And then here's the PDF, the text file. There's an online version of approval, where they can click on that and go online and make any kind of changes here. If they want to request corrections, not necessarily the whole version that's been deposited, they click on 'Request Corrections' or 'Approve' if everything looks good. Whichever. And the corrections are done just like a page proof. Here's what that looks like. So you click on 'Request Corrections,' you get this page and then you put in where-- on what sentence-- what needs to be corrected. And anyone who's gotten page proofs understands how you say, 'On line 35, please put in this word instead of that word.' You can just do several corrections. You can add another request for corrections. There can be different lines where you request some kind of-- spelling is wrong or something. So it could be right here.
So after approval, you have the NIHMS ID. So if you're doing it for somebody, you want to let them know, this is the NIHMS ID number for this deposit. And make sure, if you are the approver, that you don't delete any messages that come from NIHMS. Because that's the message that says-- let's you go in and approve. They send you three -- they send the approver three messages. It's never moved out of the system, it's just put in hold. So if they forget, and then realize that they haven't approved it, they can go in either through eRa Commons or myNCBI and put the NIHMS number in and then they just hit approve. It'll get moved back through the system for a PubMed Central ID to be assigned. Okay, so it's never-- you don't totally lose it.
So here is what one of the MEDLINE records looks like. You can see there's a PMID-- and I'm going to talk about the difference between PMID and a PMCID. So you can see, this has a PMCID... right there. That shows compliance. And If you click on that link up there that says 'Free in PubMed Central,' you're going to pull up the PDF that the NIHMS system has created from all those files that had been deposited. And you can see, because of copyright that at the bottom it says the final final version of this is...at the Nature Genetics site. So, it's letting you know that this isn't the final version. Copyright belongs to the journal. You can see at the side, if someone prints this out, that it says that it's the manuscript version. So it may not be the same version as they get when they go to the journal and click on PDF, which is going to have the running title and all that information that they can't put in here. Here's the PMCID and the NIHMS ID, both of them. And it also has this 'other articles' that are citing this deposited article. So you can click on that. Those are articles that are in MEDLINE. They're not necessarily in another journal that's not in MEDLINE.
This one has a PMC. You can see the embargo 'Available on--' it's been embargoed. You see there's no PubMed Central on this one. because they can't release it until that date.
NIH Public Access Policy and grant applications, anything relating to grants that are NIH. So you need to include the PubMed Central ID -- and they'll tell you that, they'll send it back to you if it's not there--anything you cite that has been funded by an NIH grant or the NIHMS ID.
Two numbers show compliance. That needs to be in biosketches. Again, if you're doing something on a training grant where there might be anywhere from 10 to 60 faculty and you have to include their biosketch, their biosketch has to be in compliance. Then your progress reports, your competing or non-competing renewal, anything you cite in those documents, you're citing a publication that was NIH grant funded. It's better to do it before, rather than when you get the message from either the ORSP people or from NIH. So we're very lucky here, we have these gatekeepers upfront who actually will not pass it on to NIH until it's in compliance. There are many institutions that don't have that gatekeeper, and they send it directly to NIH and then they get it back. Even though it may have been submitted on time...they're gonna hold, it they're not going to process it until until they're in compliance. So here are the different numbers to show compliance, and those journals that deposit the final version, that are on that list in Method A, you can say 'PMC Journal - In Process' because they actually get 12 months to do the deposit. They don't necessarily have to do it right away, so that's why you indicate 'PMC Journal - In Process.' Here's what it looks like. Do NOT include the PMID. Every record in MEDLINE has a PMID. That's a social security number. That does not show compliance, and that's going to be a red flag for the people over at Wolverine Tower or NIH saying 'Uh-uh, this isn't what you need. We need either a PMCID or a NIHMSID or PMC Journal - In Process.'
Two, three, and four are the only ones that show compliance. I wouldn't even go with a PMID because that's going to be a red flag. 'Why are they putting this in? This isn't what we want.' Now, I've had people say, 'Well, what do I have to do with CVs?' You can do anything with CVs. You can put a PMID and a PMCID if you'd like. Or the NIHMSID because the CV does not go to NIH. It's the faculty's personal resume--CV showing their publications. So you can include anything, all, or nothing in the CVs. So this is what it might look like, someone citing it. So...the use of the NIHMSID which you saw in some of those examples. It's a temporary number. At the beginning of the--when the policy went into effect, people were putting in the NIHMS number and walking away, and just leaving it there for months or even years. NIH said, 'Uh-uh. It needs to be approved so that we can generate a PMC number.' Only three months. Again, if it's not approved, it's never totally dumped out of the system. You can always go back in somehow, either through eRA Commons, or if you can log on to the NIHMS system and just type in the NIHMSID. You'll pull it up and hit 'Approve.' So it's still there, but it just hasn't moved through to have a PMC assigned. So here's a biosketch. You can see...the PMC up there, number 3. You can see the NIHMS, number 4, and also in other places. The last one, PMC Journal - In Process. So this is what a biosketch has to look like, even if it's one of the faculty on a training grant. You have to make sure that the biosketch they send you to include in the training grant looks like this. That's why it's a good idea to start ahead of time. This is a message that a grant-holder may get. You can see they've included a PMID, but they're saying it's not in compliance. They're saying, 'You need to go to one of these methods and get that manuscript deposited.' So luckily we have our little gatekeepers who actually do this for you. So it shouldn't come from NIH. So you'll be able to do it before they pass it on to NIH. Here's a progress report. You can see 'PMC Journal - In Process' for two of the publications listed here.
So how does that generate it? There is eRA Commons so if this sounds like Greek to you, I'm going to explain what eRA Commons is. So here... this is my lame attempt to show you the interconnection with all these systems. There's the NIH Public Access Policy, the Manuscript Submission System, PubMed Central, eRA Commons, My Bibliography. So all of these are intertwined, one to the other. Here's the eRA Commons. So what is eRA Commons? Any grant holder, NIH grant holder, has an eRA Commons profile. This is where all their administrative work is done relating to that grant.
So is anyone familiar with this? So... all the administrative tasks related to that grant is done through eRA Commons. Another insidious notice that came out from NIH about eRA Commons. So I'm going to show you what an eRA Commons profile looks like. There is different parts of it. There's a profile saying what institution they're at, etcetera, etcetera. And then there's something called Publications. The My Bibliography, which is part of My NCBI, feeds into that publication list in the grantee's eRA Commons. That's the only way you can populate that part of the eRA Commons. It used to be that people could type citations in. On June 10, 2010, they said you can't do that anymore. You have to populate an eRA Commons publication list through My Bibliography. Again, they're always saying, 'This makes everything easier.'
So the PI doesn't need to necessarily be managing that part of eRA Commons in the My Bibliography. They can assign someone to do it for them. Here are the steps that they would follow. Assigning. So it has to be the PI, the eRA Commons holder, goes into their My Bibliography and assigns the delegate to do all of this for them. So here is the My NCBI login. It looks like this has been out there for a long time. This has been out there even before the Public Access Policy went into effect, but then they started integrating this into the NIH Public Access Policy, into My Bibliography and so. So now--everything, that lame chart I tried to show you. This is what it is. My NCBI is--you can save PubMed searches, you can set up alerts for any kind of subject if you want to see if there's anything new published. But it's also, the My Bibliography part, is the part where you manage number 1, compliance, and number 2, feeds into your eRA Commons or or your faculty's eRA Commons. Again, they're always saying, 'It makes everything easier.' For them, but not necessarily for you at your end.
So here is an eRA Commons window for... an NIH grant holder. If you click on publications this is what you get. So you can see the citation, you can see those that have a PubMed Central... there's a PubMed Central ID. And if you look over on the far right, you can see that this eRA Commons holder is a principal investigator on a training grant. So you can see, T32, that publication got funded off of a training grant. Now, that doesn't necessarily mean that the PI is an author. It just means that the training grant funding was used, and when the deposit was made and the training grant was acknowledged, it went into the Principal Investigator's profile. So, that shows you how this is all integrated here. So here is a... eRA Commons holder, who has eRa Commons, who is... an NIH grant holder, and this is what their My Bibliography looks like in My NBCI. So if the person you're supporting assigns you-- makes you the delegate, make sure when you go in there, you see that little eRA Commons logo. That means anything you do here is going to go into their eRA Commons publication list. If you don't see that, it's not linked, and the only way you can get it to link is to contact My NCBI and say, 'So-and-so is not late.' The linking pretty much is done but there's still some people who--their My Bibliography is not linked. You gotta make sure it's linked because anything you do here is not going to go into their eRA Commons.
So these are the little keys, if we look back here, you see there's little buttons indicating what's in compliance and what isn't. And this is what the little keys mean. If it's not in compliance, you can deposit right from there by clicking on NIHMS. You can--you know, if it's NIH funded. Then there is the second one that shows it is in compliance, and this one happens to be a PMC Journal - In Process. Okay? So the systems are intertwined. The green one shows its okay, everything's done, there's a PMC right there. And then when you put something in there, which you probably don't need to do, to go back and add things, it says you don't have to. It doesn't need to be in compliance. It's fine. And then there's the other one that has a question mark. If you click on that it'll tell you what the problem is for that publication in relation to the Public Access Policy. So again, makes everything easier, it makes everything easier. So again, make sure the person--If you, or if they're managing their own My Bibliography they need to see that little eRA Commons link there.
So, if you're the delegate or you are the principal investigator, you can login in several ways. You can login right through eRA Commons into My Bibliography. You can go to My NCBI and login, and that would be a delegate's portal to login to start managing the bibliography. Here's a list of things you have to do to add something to the My Bibliography. Go to the site, login. So there's different ways. You can see there's My NCBI login, which is where a delegate would go, and then other side which is another option for going in to manage the My Bibliography. And you can see, there is the UKPMC. That's the--for the people in Great Britain who also need to comply if they have Wellcome Trust funding. So here is the list, this is a delegates list who manages these NIH grant holders, their bibliography. So this is what happens when somebody is assigned as a delegate. They go in and they have everybody here that they have to manage, their bibliography. If they click on this one, they're put into their My Bibliography, and this is where they can start doing all the things they have to do to make sure everything is in compliance, and that it's in their eRA Commons publication list. So you can click on one, you can see this one right here, number 2, it's the training grant. This PI is the PI on the training grant. So how do you add something, start building this bibliography? You click on 'Add a citation' and this is where this integration is. Previously people could just type in, in the publication list. You can't do that anymore. So you click that you want to add something. You go to PubMed Central-- I mean to PubMed, by clicking on 'Go to Pubmed.' This is the easiest way to find the publication.
If you haven't used this, it's a great resource. It's called the Single Citation Matcher. You can just put in different pieces of information to find the article that you want to add to the bibliography. So if you activate the Single Citation Matcher, it has a little table, you can put in different things, you can put in the author's name and the title, or the journal name and maybe the first page number that the article starts on. Then you hit the search button, and it pulls up what you're looking for. So I want to add this to... that grant holder's My Bibliography. So I click this 'Send to,' the drop down menu, and I select My Bibliography. As you saw, that person had several bibliographies that they manage, so you would need to click the 'Add to My Bibliography' and select from the list. Select 'Other.' Make sure you don't select 'My' because it's not going to go into the eRA Commons person's. You need to select, if you have several, from the drop-down menu, who's bibliography you want it to go into. So I've selected the last option, and it says 'Okay, this is where we're going to put that citation.' You click 'Save,' make sure you click 'Save.' You'll know if it hasn't saved, so you'll need to go back and do it. Then you get that little green thing that says 'This has been added to the bibliography.' And now it's there, it's number 2, but I want to assign a grant number. Even though the deposit has been made, and you assigned the grant number, the bibliography also has to have a grant number assigned to it.
You see that what's really nice is because I'm in this person's eRA Commons I have all their grants listed there, so all I have to do is check whichever one... applies and do the 'Save' and now there it is. It's in compliance because it's a PMC Journal - In Process but I've assigned a grant number to it. This will go into that publication list in the eRA Commons. There's two buttons. There's the 'Awards' which actually we saw when we were in that My Bibliography, that PI's awards were there. Then there's a 'Search and Add Other Awards.' This is what it looks like now. So there is the 'Awards,' which is the PI's awards right at the top, and then there's 'Other awards.' So someone else can check another award that they acknowledged--that may have been acknowledged in the grant. For example a training grant, a core grant, anything else. So they can check one of these, and then they hit the 'Save' button. But if you're not quite sure, you can find that grant. So the person that wants to assign an additional grant besides the one they assigned in the deposit can search for it. Either put the grant number or the PI's name. And it gives a list, either the grant--the first few numbers of the grant or the PI's name. Then you get this list.
So this looks like the core grant. That's what they put in and here is the PI on that. They checked it because not only was their grant used but some funding from this grant was also used. And then they save it and this tells you that it's going to go into this--that PI's My Bibliography that someone has done--has done that for them. It also adds it to--as you can see, it says it also adds it to that database, which is nice. This is what the bibliography looks like for the person who you've added the other grant to. So it says, '3 citations have been added to your bibliography.' By somebody else, which is a nice. If you want to get rid of them you have to click on the 'X' button and get rid of the message. This is what it looks like. It is sorta nice. I haven't tried it yet. So it actually does somebody a favor. [to the audience] Have you seen any of these yet?
(unidentified audience member): I think probably not since the prod...
NARRATOR: It's new, yeah.
(unidentified audience member): The progress reports for the training grant would all have gone out.
NARRATOR: Right, but it just came out. Wasn't it in May, or something, for some of the training grants? But anyhow, it's a new thing, so I'm sure it will come across their desks soon. And then when you're in your bibliography, you can see that it tells who added it. It was added by another PI, or the NIHMS system added it.
See how this is really like-- it's like a spider web? Everything's all connected, which is sort of good, you just have to get used to it. Okay! We're ready for questions.