The Arnold Library provides Open Access and other Publishing Support Services for Fred Hutch authors and affiliates. Librarians assist with author agreement review, institutional repository deposit and obtaining publishing identifiers like ISBN and DOI.
The Arnold Library tracks journal articles authored by Fred Hutch, Fred Hutch/University of Washington Cancer Consortium, and Integrated Research Center researchers.
Our publications database is available to Fred Hutchinson staff either on campus or logged in to the VPN via our Publications Dashboard in Tableau. The dashboard is a collaborative effort by the Library's Scholarly Communications team, in partnership with the BI team within Center IT. More information is available in the dashboard about your options to filter and subscribe to custom views that best meet your needs.
Library staff can assist with new citation requirements arising from the electronic grant submission rules and the new NIH Public Access Policy. Specifically, when citing published research articles that were funded by prior NIH grants in your new grant applications, proposals or progress reports, we can help you to:
Publisher policies and services relative to PubMed Central and open access deposit vary widely. Library staff are carefully tracking publisher responses to these requirements. We can deposit your manuscripts into PubMed Central and Fred Hutch's own institutional repository. This will save you time and provide widespread open access and thus more readers to your paper.
Learn more about the policies and services offered by publishers, your responsibilities under the NIH Public Access Policy and how library staff can help by contacting email@example.com.
Librarians provide advice and support to Fred Hutch and Consortium authors throughout the publishing life cycle:
Permanent Identification for Your Work
Arnold Library can help you understand the different identification numbers that may be related to your books, articles and other scholarly works!
Details on the Two NIH Policies
Two policies—the NIH Public Access Policy and the NIH/AHRQ/NIOSH grant application rules—may apply when preparing your grant applications.
1. The NIH Public Access Policy
As of May 25, 2008, when citing an article in NIH applications, proposals, and progress reports that falls under the Policy, and was authored or co-authored by you or arose from your NIH award, you must include the PubMed Central reference number (PMCID). This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates.
How do I include the PubMed Central reference number in my citations?
List the PubMed Central reference number (PMCID) at the end of the already-required full journal citation for the article. If a PubMed Central reference number is not yet available, include the NIH Manuscript Submission system reference number (NIHMS ID) instead (from http://publicaccess.nih.gov/FAQ.htm).
2. The NIH/AHRQ/NIOSH grant application rules state:
Information that May Be Included in the Application
Published manuscripts and/or abstracts that are publicly available in a free, online format may be referenced in the application. These publications may not be included in the appendix. URLs or NIH PubMed Central (PMC) submission identification numbers may be included along with the full reference in the Bibliography and References Cited section (SF 424RR)/Literature Cited (PHS 398) section, the Progress Report Publication List section and/or the Biographical Sketch section. While there is no limit to the number of URLs or PMC submission identification numbers that can be cited, applicants should be both judicious and concise (in NOT-OD-07-018).
If you provide the library staff with a citation, we will help you identify the correct, open access copy of the article, if it exists. If an open access copy is not available, please ask us to determine if your paper is eligible for deposit in our open access institutional repository (IR). If your publisher allows IR deposit, then we can make the paper accessible to reviewers for you. As a final option, we can obtain a PDF of the article for you via our ILL & Document Delivery service.
Materials Allowed in the Appendix Publications
Applicants may submit up to 3 of the following types of publications. Any exceptions will be noted in specific FOAs.
Format of Appendix Materials
Authors (not Fred Hutch) own the copyright to their manuscripts and are responsible for ensuring that they have sufficient rights to deposit their manuscript in PubMed Central (per the NIH Public Access Policy) and our institutional repository.
The right to deposit the final version of your manuscript in PubMed Central and an institutional repository no later than 12 months after publication.
If your author agreement does not include these rights, download and follow the instructions to complete the Amendment to Publication Agreement, which is intended to retain these rights.
Some publishers limit or restrict open access to papers published in their journals. Other publishers permit or even support open access and PubMed Central (PMC) deposit in a wide variety of ways. It is important to know what a specific publisher and journal will allow and/or do.
Library staff can help you identify and understand specific publisher open access and NIH public access policies and services. This will help you determine if and how your paper will get deposited in PMC and/or Fred Hutch's institutional repository. We'll also be able to tell you how our PMC service can mitigate those tasks for you.
Some journal publishers will deposit your article in PMC for you, at no additional fee. See the list of journals that automatically submit articles to PMC, with no need for the author to later review in NIHMS.
Many publishers will allow us to deposit the final, peer-reviewed manuscript in PMC, but will NOT help us do so. Library staff can advise you as to which publishers permit this and how we can help you with the deposit. Contact us at firstname.lastname@example.org.
No, not necessarily. Some open access journals have agreements with NLM to directly deposit articles into PMC, but other journals do not. Only the open access journals with PMC direct deposit agreements meet your obligation for you. If you publish in an open access journal that lacks a direct deposit agreement and process, then you will be responsible for the PMC submission of your manuscript. Library staff can help you identify and determine a journal's PMC deposit status, contact us at email@example.com.
Some publishers now offer authors the opportunity to sponsor the immediate (upon publication) open access of their articles on the publisher's website in exchange for a fee. Depending on the specific license, paid open access may give you the right to deposit your article in PMC. Please note, though, that the publisher may or may not make the deposit for you. As of September 2008, these fees commonly range from $1,000-$3,000 per article. It is also important to note that, typically, these same publishers will allow you to make your own PMC manuscript deposit for free (subject to embargo periods). So typically, you do not have to pay these fees in order to comply with the NIH policy. Contact us at firstname.lastname@example.org for assistance in evaluating your options.
These types of costs are allowable on federal grants.
This is only allowable if the federal award is subject to Uniform Guidance. If costs for publication or sharing of research results are not incurred during the award period, such costs may now be charged anytime within the 90 day closeout period of the award end date for federal awards subject to Uniform Guidance. If any problems arise while trying to post publication costs during the closeout window, please contact your OSR grant specialist.
Per the NIH policy you can rebudget from other categories to pay for publication expenses. Here is the language from the published policy (NOT-OD-05-022):
NIH-funded investigators are expected to make the results and accomplishments of their activities available to the research community and to the public at large. Consequently, NIH considers publication costs, which include fees charged by a publisher, such as color and page charges, or fees for digital distribution, to be allowable charges to NIH research awards.
Generally, page charges for publications in professional journals are allowable, if the published paper reports work supported by the grant and the charges are levied impartially on all papers published by the journal, whether or not they are submitted by government-sponsored authors. As with all other costs, NIH expects its investigators to be careful stewards of Federal funds and to manage these resources appropriately. Grantees may rebudget funds to support these costs, but NIH will consider all other options to ensure that budgets are not affected unduly which should be achievable given the voluntary nature of this request.
Provided there is an accurate methodology to allocate across the awards, this would be allowed.
The documentation can reside with the PI or research coordinator.
Note Before you begin this form, we recommend that you contact the Scholarly Communications Librarian at email@example.com or 206.667.5048 for guidance on your journal publisher's PubMed Central deposit policy and procedures.
Use this form to ask the Scholarly Communications Librarian to submit and/or verify the submission of your manuscript to:
The Librarian will then either:
In either case, the Scholarly Communications Librarian will email you with the results of their efforts and supply you with your manuscript's embargo release requirement, the NIHMS or PMCID number as possible, and the new URL for your paper in the institutional repository.
Warning Please ONLY submit manuscripts and the accompanying image and/or supplemental data files that have been accepted for publication by a journal AND which include all the edits from the peer-review process (the post-refereed/peer-reviewed version).
Contact the Scholarly Communications Librarian at firstname.lastname@example.org if you have questions.