Easy Steps to Compliance

1. Take a look at the researchers CV
I would ask for their most recent copy,  jot down all the publications since 2008, and start doing some research!

  • Search: PubMed (it is important to keep things simple with the search for example- only searching for the publication’s name)

If you do not have any luck then…

If you do not have any luck then…

Hopefully by now you have found the publication you are seeking, and can take down some notes. The following are suggestions for important things to pay attention to/make note of:

  • Authors First and Last Name
  • Publication Name
  • Publication Year
  • Publisher
  • PMID#
  • PMCID#
  • NIHMS#
  • Comments/Status

If you would like tips for researching please click on our “Tips for Researching” Menu tab above.

2. Log into NCBI

This is confusing considering the NCBI website has three ways in which you can log in:

  • Google account
  • My NCBI
  • NIH (which is the same as the PIs eraCommons account)

Tip #1: To save yourself some time and trouble please log in using only one of these methods consistently! Having more than one account can cause them to interfere with one another. An easy way to check how many, and what, accounts you have is by going to the NIHMS Login and selecting “remind me about previously used accounts” — this will email you all of your current account information.

NIHMSaccountemail

***If you already have multiple log ins please contact the PubMed HelpDesk***
***If you do run into problems where you are unable to log into PubMed please contact the eraCommons HelpDesk (commons@od.nih.gov) for assistance***

The eraCommons HelpDesk will provide the following steps, in assisting you, if you can’t remember your password or if it has expired:

  • go to commons.era.nih.gov
  • type in your username
  • click on “Forgot password/unlock account?”
  • this will take you to a screen to enter your username and email address
  • click on ‘submit’
  • check your email for your temporary password
  • go back to commons.era.nih.gov and login with your temporary password.  You should be prompted to change your password (without having to select a ‘domain’)

3. Delegation

Please ask the PI to add you as a delegate if you are to be in charge of getting their publications into compliance!

Once you have been added you will receive an email that looks like this. Please confirm twice (it takes two times…not sure why)!

Tip#2: If you are signed into My NCBI under someone else’s account and you confirm your delegation, than you will just have made that person a delegate!!! Please make sure you are logged in with your account before confirming!

For more information on delegates/delegating look in our ‘How to section’ featured under the “Authors and PMCID Numbers” Menu tab above.

4. My Bibliography

Now you are a delegate, and it is important that you add the publications from the PI’s CV into his/her bibliography (which can be found in My NCBI under “Collections”), so that they will show up on their progress report.

  • First: Search for the publication
  • Second: Once you are at the publication in PubMed select the “Send To” button.

Select “My Bibliography”, and “Add to my bibliography” followed by “Other bibliographies that you manage”.

"other bibliography that you manage"

Add as many publications as you can currently find from the authors CV into their bibliography.

5. NIHMS

For publications that are not currently in PubMed you will be adding them manually to NIHMS, or contacting the publisher so that they add the manuscript into NIHMS for you.

Submitting to NIHMS:

Request the manuscripts from the PI.

Tip#3 : To avoid copyright issues, and delays please ask your PI for the author accepted manuscript files plus any associated figures, tables, and supplementary files. Make sure that the manuscript also has a title page, or it will delay the process further.

 

  •  log into NIHMS by clicking “Proceed” and “My NCBI” https://nihms.nih.gov/ 
  • Click “NCBI” and login using your PubMed username/password. (if you do not have a username and password click here to create one)
  • Click “Submit Manuscript” where you will be asked to provide the journal name, publications, grant associations, etc.

Tip#4 : For grant associations look up the grant by the PI’s first and last name, or you will get a variety of confusing options for the same grant name. That will look something like the following:for example

Tip#5 : If you are unable to add a grant at that time do not worry! You can add the award during the process by contacting the HelpDesk, or at any time after the publications is accepted into PubMed and PubMed Central!

Please remember that you have to put a PI’s name (who was involved in the publication of the research) as a reviewer. You are not allowed to put your own name/email address!

Contacting the Publisher:

Some publishers are easier to work with than others, so it is important that at the very beginning of this process you made note of who the publisher is for each specific research publication. You can easily find publisher contact information on the specific publishers website.

Tip#6: When emailing the publisher ask them to provide you with the NIHMS# for the publications once it has been submitted so that you can follow the progress of the manuscript in NIHMS.

For more information on Publishers please check out of PubMed Workshop PowerPoint located under “Authors and PMCID Numbers” on the Menu tab above.

6. Incoming!

Please notify the PI after you have submitted the manuscript via NIHMS that they should check their email, including their junk folder for an email where they will be asked to approve the manuscript. The email will look something like this. The PI will then have to log in, approve the manuscript, and supply the appropriate grant number that is associated with the publication. For example, P2C HD041025.

After following these steps you should be well on your way to compliance! Please feel free to leave comments for suggestions, questions, or concerns below! Thank you for reading!