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NIH Public Access Policy

Describes the NIH Public Access Policy and compliance, including the process for obtaining PMCIDs

Uploading the Manuscript File(s)

After starting the new manuscript submission process, you will be taken to a page to enter the paper's information. You have a few options.

  • Manually: Enter the manuscript's title and journal title - not recommended if you have the PMID or DOI available.
    • Since you must begin NIHMS submission upon acceptance, authors or delegates uploading a manuscript to NIHMS may have to use the manual method instead of DOI or PMID, because these identifiers are not available so soon after acceptance by the journal. This creates an incomplete record. If this record is not later integrated with an official PubMed record or proper citation and DOI, it may remain "In process at NIHMS" and can be flagged as non-compliant on subsequent RPPRs. If you must create a record this way, make sure you revisit it after publication to add a complete citation and match it to a PMID (or DOI).
  • Populate from:
    • Search for the manuscript in PubMed
      • Note: this is the best option if your paper is listed in PubMed, but the PubMed record and PMID will likely not be available to you immediately after the manuscript is accepted by the journal.
    • DOI - if you have the DOI from the journal, use this button
    • Search for the manuscript in your My NCBI My Bibliography

After adding the manuscript information, use the Next button at the bottom of the page to navigate through the rest of the submission steps: adding funding, uploading files, approving the upload.

There is a walkthrough "wizard" available when you click on the walking person icon. Use the Help link to go to the NCBI's help pages.

When uploading files:

  • For the manuscript file(s) you can upload text, tables and images all in one Word or PDF document, or you can upload figures and tables separately. Just make sure you put notation in the text file where each image or table should be, if they are not integrated.
  • Make sure you upload ALL the files associated with the paper, including all supplemental materials.

  • Remember that it is a violation of most publishers' copyright to upload the final copy-edited version of the manuscript from the journal, so it is best to upload the final corrected authors' version of the post-peer reviewed text and the original figures and tables. If you cannot access these files, you should ask the journal or publisher to provide you with the authors accepted version.
  • Check the box to certify that you have uploaded all files associated with the publication.

The NIHMS has several tutorials for various stages of the sign-in and upload process, available through the link below.

Approving the Submission

After you have uploaded all the files associated with the manuscript, the record must be approved for the submission to be complete and begin processing by the NIHMS staff.

If you are an author of the paper or a PI of any award associated with the paper:

  • If you are uploading the files yourself, after you click the box to confirm all files are included, click the Next button.
  • On this page, you can name yourself as the "Reviewer", or name another author or PI as the Reviewer.
    • The Reviewer is responsible for approving the uploaded files, acknowledging copyright and approving the submission.
    • If you name yourself as Reviewer and you have uploaded the files, you won't have to open and review the files.
    • If you name someone else as the Reviewer, they will receive an email notification to log into NIHMS and approve the submission.
  • Specify the embargo period (Reviewer role only):
    • There is no embargo period allowed by the NIH under the current policy. This means your full text must be processed by NIHMS and be viewable to the public in PMC by the first date of online publication of the manuscript at the journal's site. 
    • You must select 0 months.
    • The PMCID will be available to you as soon as the NIHMS process is completed.
    • If your publisher has a required embargo period, you must communicate with the editorial staff to ensure they understand your right under US federal law to upload the AAM immediately, for access in PMC by the publication date.
    • Click the Confirm button to continue.
  • On the next page, read and acknowledge the rights Submission Statement.
  • Finally, click the Agree button to submit the record.
  • You will see the submission confirmation page showing the manuscript's information (including a newly-assigned NIHMSID) and a timeline showing where the manuscript is in the NIHMS process.

If you are uploading files on behalf of an author or PI (as a delegate)

  • After you upload all the files and click the box to confirm all files are included, click the Next button.
  • On the next page, you must name an author or PI as the Reviewer. Use the dropdown menu to select the name of any PI whose award has been associated with the submission OR enter a name and email address, if you're naming an author as Reviewer.
    • Only an author or PI of a supporting award can be a Reviewer in NIHMS.
    • Any author can be the Reviewer: it does not need to be the first or last author.
    • The Reviewer should be familiar enough with the manuscript to note if any corrections need to be made.
    • The Reviewer should also be someone who will reliably respond to the emails from the NIHMS system to log in and approve the submission.
      • The Reviewer is responsible for approving the uploaded files, acknowledging copyright and approving the submission.
      • When you name someone else as the Reviewer, they will receive an email notification to log into NIHMS and approve the submission.
  • As a delegate, you cannot name an embargo period. This is only available to the Reviewer of the record.
  • Click the Next button to submit the record.
  • You will see the submission confirmation page showing the manuscript's information (including a newly-assigned NIHMSID) and a timeline showing where the manuscript is in the NIHMS process.