NIH Public Access Policy My Bibliography NIH Has Announced

nih public access policy- my bibliography nih has announced that it is providing era commons users with a more efficient, accurate,

NIH Public Access Policy- My Bibliography
NIH has announced that it is providing eRA Commons users with a more
efficient, accurate, and user-friendly way to manage their
professional bibliographies, associate publications with their grant
awards, and ensure compliance with the NIH Public Access Policy. As of
July 23, 2010, PD/PIs will be unable to enter citations manually into
eRA Commons and MUST use My NCBI’s “My Bibliography” tool to manage
their professional bibliographies. Users can either log in to “My
NCBI” and access “My Bibliography” from eRA Commons, or log in
directly to “My NCBI” using their Commons username and password.
Background. PD/PIs registered in eRA Commons have been able to use the
publications page of their personal profiles in Commons as a
repository for their publications. eRA Commons has partnered with the
National Center for Biotechnology Information (NCBI) to link to NCBI’s
personal online tool, “My NCBI.” “My NCBI” offers “My Bibliography”
for users to maintain and manage a list of all of their authored
works, such as journal articles, manuscripts accepted for publication,
books, and book chapters. Linking a Commons account to a new or
existing “My NCBI” account allows references saved in My Bibliography
to automatically appear in users’ Commons accounts. My Bibliography is
able to populate citation data from PubMed , PubMed Central , and the
NIH Manuscript Submission system , and to maintain accurate,
structured, and up-to-date bibliographic information. The integration
of databases will result in less manual data entry, improved data
quality, and increased ease of system use. Grantees can easily track
compliance with the NIH Public Access Policy using a simple
color-coded key in My Bibliography. Commons users can propose,
confirm, or reject grant-paper associations; associate their My
Bibliography citations with an eSNAP (electronic Streamlined
Non-competing Award Process) progress report in Commons; and designate
delegates to maintain their professional bibliographies in My
Bibliography.
Required action: PD/PIs must establish a “My NCBI” account to gain
access to My Bibliography and link the account to the eRA Commons
accounts. (see below)
*
As of July 23, 2010, Commons will no longer support manual entry
of citations. PD/PIs must enter new citations into their “My NCBI”
accounts.
*
As of October 22, 2010, Commons will no longer display citations
that a PI has manually entered into Commons. All citations
previously entered manually into Commons will be removed from the
Commons system. Therefore, these citations must be added to My
Bibliography so that they will continue to appear in Commons and
can be associated with future annual progress reports.
Resources:
*
eRA’s redesigned Web site includes frequently asked questions and
directions for creating & linking accounts, managing My
Bibliography citations, and delegating authority to maintain My
Bibliography content.
*
The full announcement can be found at:
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-103.html
1. Creating and Linking Accounts
How to create a My NCBI account and access the My Bibliography feature
(http://era.nih.gov/ncbi/how-to_steps.cfm#1)
*
Click ‘Sign In’ in the top right corner of the NCBI homepage:
http://www.ncbi.nlm.nih.gov/ (see figure below)
*
In the center of the My NCBI – Home page, click ‘Register for an
account’
*
Complete the fields, making sure to follow the requirements for
choosing a username and password, and click ‘Register’
*
If successful, you will be returned to the NCBI homepage, where
you can click ‘My NCBI’ in the top right corner to access your
account


*
To access My Bibliography, click the ‘My Saved Data’ link in the
left navigation menu
*
U nder Collections, click ‘My Bibliography’

How to sign in to My NCBI using your eRA Commons username and password
and link the accounts (if you have an existing My NCBI account)
*
Go to eRA Commons link: https://commons.era.nih.gov/commons/
*
You will be redirected automatically to the Commons log in screen
to enter your username and password
*
Navigate in Commons to the Personal Profile tab, then the
Publications tab, in order to access the My NCBI Web site in
Commons (link to My NCBI system appears in the Notes & Tips
section)

*
Sign in with your My NCBI username and password and click the
‘Link Accounts’ link inside the ‘Sign in if you have a My NCBI
account’ box for the system to link the accounts
2. Verifying and Maintaining Compliance with Public Access Policy
How to check the Public Access compliance status of a paper in My
Bibliography
*
Click ‘Sign In’ in the top right corner of the NCBI homepage:
http://www.ncbi.nlm.nih.gov/
*
To access My Bibliography, click the ‘My Saved Data’ link in the
left navigation menu
*
Under Collections, click ‘My Bibliography’
*
Beside ‘View,’ click the Awards icon (it appears as a dollar sign
and will only appear if you log in to My NCBI with your Commons
username and password)
*
The resulting screen includes your citations; each will be marked
with its individual compliance status as follows:
*
Statuses of Public Access Compliance:
*
Public Access Compliance: Error: NIHMS ID: NIHMS does not
exist
*
Public Access Compliance: Error: NIHMS ID: NIHMS has been
removed. Please provide a new NIHMS ID.
*
Public Access Compliance: Non-compliant. No PMCID 3 months
post publication.
*
Public Access Compliance: In process at NIHMS
*
Public Access Compliance: PMC Journal – In Process
*
Public Access Compliance: Method B Journal – Pending PMC
Submission
*
Public Access Compliance: Complete (PMCID appears in this
status)
*
Public Access Compliance: Not applicable (applies to
authored works that are not subject to the NIH Public
Access Policy or to works that are not journal articles)
*
A question mark within the Public Access Compliance status
box indicates that compliance with the policy cannot be
determined without additional information. Click on the
question mark icon or the ‘Edit Status’ link to enter
supporting information for the citation.
*
To address a citation’s compliance status, click on the ‘NIH
Funding’ link
*
Follow the steps to begin a manuscript submission, link to a
previously submitted manuscript, or determine if the citation is
exempt from the policy.
*
In steps 1 and 2, indicate whether the citation was
supported by NIH funding and choose the award(s) that funded
the citation (click on ‘Edit’)
*
In step 3, select the appropriate route to address
compliance and follow the prompts accordingly
*
Click to Save & Close or to Cancel
How to check the Public Access compliance status of a paper in Commons
*
Log in to eRA Commons at https://commons.era.nih.gov/commons/
*
Click on the Personal Profile tab, then on the Publications tab,
to read the List of Publications
*
This screen now displays all of your citations that reside in My
NCBI’s My Bibliography
*
If a citation does not have a valid NIHMSID, the word NO will
appear in that column next to the citation
*
The Citation Source column displays the citation’s original source
(PMC or NIHMS)
*
The Citation ID column displays the citation’s PubMed Central
Reference Number (PMCID) or PubMed reference number (PMID) (if
available); if unavailable, the column will display the citation’s
NIHMS ID
*
You may click on the Citation ID link for a particular citation in
order to view the citation at its source. You will be
automatically logged in to the correct source with your Commons
credentials
3. Associating Citations with Grant Awards
How to associate a paper with a grant award in My Bibliography
*
Click ‘Sign In’ in the top right corner of the NCBI homepage:
http://www.ncbi.nlm.nih.gov/
*
To access My Bibliography, click the ‘My Saved Data’ link in the
left navigation menu
*
Under Collections, click ‘My Bibliography’
*
Beside ‘View,’ click the Awards icon (it appears as a dollar sign
and will only appear if you log in to My NCBI with your Commons
username and password)
*
The resulting screen includes your citations
*
Click the NIH Funding link associated with the desired citation
*
A pop up box will appear in which you can select the desired grant
awards to associate with the citation
*
If your grant does not appear on the list, clicking the ‘Edit’
link will direct you to complete a report for the NIHMS Help Desk
*
To associate multiple citations with the same grant award at one
time, click the checkboxes to select the desired citations
*
Next, click on the Assign Awards to Citations icon in the Actions
bar
*
Click the checkboxes to select the desired awards to be associated
with the citations
*
Click Save to complete the association
*
In the List of Publications screen in the Personal Profile section
of eRA Commons, the grant-paper association will appear
automatically with a status of ‘Proposed.’
*
By navigating to Commons, the PD/PI can confirm or reject the
proposed grant-paper association, resulting in a status of
‘Rejected’ or ‘PD/PI Confirmed’
How to associate a paper with a grant award in Commons
*
Log in to eRA Commons at https://commons.era.nih.gov/commons/
*
Click on the eSNAP tab, then on the Upload Science tab, to reach
the Upload Science screen
*
This screen now displays all of your citations that reside in My
NCBI’s My Bibliography
*
If a citation does not have a valid NIHMSID, the word NO will
appear in that column next to the citation
*
The Citation Source column displays the citation’s original source
(PMC or NIHMS)
*
The Citation ID column displays the citation’s PubMed Central
Reference Number (PMCID) or PubMed reference number (PMID) (if
available); if unavailable, the column will display the citation’s
NIHMS ID. You may click on the Citation ID link for a particular
citation in order to view the citation at its source. You will be
automatically logged in to the correct source with your Commons
credentials.
*
Under the column ‘Associate with this eSNAP,’ select the checkbox
next to the appropriate citation and click Save to associate the
citation with the eSNAP report
4. Managing Your My Bibliography Citations
How to add a citation to My Bibliography
*
Click ‘Sign In’ in the top right corner of the NCBI homepage:
http://www.ncbi.nlm.nih.gov/
*
To access My Bibliography, click the ‘My Saved Data’ link in the
left navigation menu
*
Under Collections, click ‘My Bibliography’
*
Beside ‘Actions,’ click the plus sign to add citations to your My
Bibliography
*
You can choose to ‘Add Journal Articles’ either via PubMed or
manually
*
Citations in PubMed (choose this option to find papers by
standard PubMed search fields, including PubMed ID (PMID)):
Choose ‘New Citations only’ or ‘All Citations,’ enter author
and title words, and any matching results in PubMed will
appear, with an ‘+Add’ button to add the citation to your
bibliography
*
Manually (choose this option if you cannot find your paper in
PubMed): Complete the required fields and click ‘Add
Citation.’ (As you are entering information in the fields, the
system will alert you automatically to any citations you have
in PubMed that may be similar to the information you are
entering.)
*
‘Citation Added’ will appear, along with options to view your
bibliography, suggest the citation to another user, manually
add more journal citations, and add other citations
*
Additionally, you can choose to ‘Add Other Citations’ including
books and chapters, meeting abstracts, presentations, patents and
other non-standard citations
*
For each of these citations, click on the type you would like
to enter, complete the required fields, and click ‘Add
Citation’
*
‘Citation Added’ will appear, along with options to view your
bibliography, suggest the citation to another user, and add
other citations
How to move citations from Commons to My Bibliography
*
Principal Investigators will have to manually add their citations
that appear in Commons (but not in My Bibliography) into My
Bibliography prior to July 22, 2010 (see How to add citations to
My Bibliography in your My NCBI account). This can be made easier
by following these steps:
*
Log in to eRA Commons at https://commons.era.nih.gov/commons/
*
Click on the Personal Profile tab, then on the Publications
tab, to read the List of Publications
*
The Citation ID column displays the citation’s PubMed Central
Reference Number (PMCID) or PubMed reference number (PMID) (if
available); if unavailable, the column will display the
citation’s NIHMS ID
*
Copy the PMCID or PMID from Commons and paste it into the
search field in My Bibliography (see How to add citations to
My Bibliography in your My NCBI account) and the system will
automatically pull up the desired citation (provided that all
information is entered accurately)
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