Compliance-Scholarly Communications - Carnegie Mellon University

Compliance

Address copyright

Authors are responsible for ensuring that any copyright transfer or other publication agreement allows the article to be submitted to NIH in accordance with the Policy.  Authors must retain sufficient rights to grant NIH a license to make their work publicly available in PubMed Central.

Submit article

So long as they retain sufficient rights, authors may submit an article to the journal of their choice for publication. Upon acceptance for publication, authors or someone acting on their behalf must submit the article using the NIH Manuscript Submission (NIHMS) system.

  • Journals that have partnered with PubMed Central will submit final published articles on the authors’ behalf in compliance with the NIH Public Access Policy (i.e., within 12 months of publication).  See Partner journals that will submit final published articles for free.
  • Some journals and publisher programs will submit final published articles or author peer-reviewed manuscripts to PubMed Central on behalf of authors and grant more liberal redistribution and reuse rights than normally accompany a copyrighted work.  In some cases there is a fee for this service.  Details are available at PMC Open Access Subset.  

In both of the above cases, after the publisher submits an article, the author or the Principal Investigator (PI) on the project will receive two email messages from NIHMS:

  1. A request to approve the PDF version that was submitted (to ensure that the correct file was submitted). After the PDF is approved, it will be converted to an XML format for use in PubMed Central.
  2. A request to approve the web (XML) version that will be made available in PubMed Central.  

NOTE: Some journals will submit final published articles for authors, but not make them publicly available within 12 months of publication.  Such submissions do not comply with the NIH Public Access Policy.  The author or a designated third party must therefore submit a copy of the final peer-reviewed manuscript. (See below.)  Authors are strongly encouraged to communicate clearly with the publisher to understand exactly what the publisher will or will not do on their behalf.

For all other journals, the author must:

  1. Inform the journal publisher that the article is subject to the NIH Public Access Policy when submitting it for publication. This can be accomplished with a cover letter submitted along with the copyright transfer or publication agreement.
  2. Make sure that any copyright transfer or other publication agreement allows the article to be submitted to NIH in accordance with the Policy. This can be accomplished with an author’s addendum attached to the publisher’s agreement. Generate appropriate addendum here.
  3. Upon acceptance for publication, see that the final peer-reviewed manuscript of the article is submitted using the NIH Manuscript Submission (NIHMS) system.  Authors may self-submit their manuscripts or authorize a third-party to submit manuscripts on their behalf.  See the Submission Process for more information.
  4. Approve the submission.

If the author submits the manuscript, the author or the Principal Investigator on the project will receive one email message from NIHMS requesting approval of the web (XML) version.  If a third party submits the manuscript, the author or Principal Investigator will receive two email messages from NIHMS:

  1. A request to approve the PDF version that was submitted (to ensure that the correct file was submitted). After the PDF is approved, it will be converted to an XML format for use in PubMed Central.
  2. A request to approve the web (XML) version that will be made available in PubMed Central. 

When citing their NIH-funded articles in NIH applications, proposals, or progress reports, authors must include the PubMed Central reference number (PMCID) for each article.

PubMed Central Reference Numbers