My Bibliography FAQ

Questions about Compliance?

 

I. How do I add and maintain citations in My Bibliography?

1. Entering publications into My Bibliography

2. Other ways citations can appear in My Bibliography

3. Deleting duplicate citations

4. Deleting unwanted citations

5. Linking citations to NIHMSIDs

6. Linking citations to PMIDs

7. Using Other Citations to manage public access compliance

II. How do I set public access compliance statuses and interpret status symbols?

1. Viewing compliance status indicators

2. Meaning of the award display symbols

3. Why papers submitted to the NIHMS are non-compliant in My Bibliography

4. Declaring papers not applicable (N/A) under the NIH public access policy

5. Designating an article as Submission Method B

6. Designating an in-press journal article as submission Method A

III. How do I associate awards with citations?

1. Associating awards with a paper in My Bibliography

2. Associating awards with a paper in My Bibliography when it is already acknowledged in the text

3. Change the awards associated to a citation

4. Associating citations with complex grants

5. Finding the contact PI for a complex grant

6. Generating the PDF compliance report

7. Papers in My NCBI do not appear in my RPPR

IV. Additional tools and information

 

 


I. How do I add and maintain citations in My Bibliography?

1. How do I get my publications into My Bibliography?

  1. Sign into your eRA Commons linked My NCBI account.
  2. For those publications that have citations in PubMed, search by author name in PubMed and use the Send function to import them into My Bibliography.

Note 1: Full author name search may not always be comprehensive, so you may try last name, followed by initials.

Note 2: If you do not select citations using the check boxes, all of the citations from a search will be sent to your Bibliography.

  1. If a publication is not cited in PubMed (or is in press), you can create the citation manually.

2. How did this citation appear in My Bibliography? I didn’t write it and I didn’t add it to My Bibliography.

  1. When another author associates their citation in their Bibliography or the NIHMS system with your award, that citation will appear in your Bibliography automatically. This will make reporting and tracking the compliance status for all citations associated with your award easier. A notification will appear in your Bibliography any time a new citation is added in this way. If you would like to keep citations you have not authored separate, you can select them and click Move to send them to the Other Citations collection. The Other Citations collection has the same reporting and compliance monitoring functions as My Bibliography.
  2. You can also filter the view of your Bibliography to see only those citations added by other PIs, citations associated with a particular award, or a combination of those.
  3. For more information on collaborating with other authors on making grant paper associations and tracking compliance, see this Technical Bulletin.

3. I have more than one citation for a publication in My Bibliography.  How do I delete a duplicate?

  1. Collapsing two citations into one is usually easier than deleting one of the duplicate citations. To collapse duplicates, check to see if one of the duplicates has a PubMed ID (PMID).

1. Access your My Bibliography and use the Award display setting.

2. Locate the PubMed citation and copy its PMID number.

My Bibliography citation with PMID circled

3. Locate the corresponding manually-entered citation, recognizable by the pencil icon next to its title.

My Bibliography Citation with "Edit Citation' circled

4. Click on the pencil icon to enable editing.

5. In the resulting form, enter the PMID number in the available PMID field.   You can ignore the rest of the fields.   Based on the PMID number, the system will be able to match and remove the duplicate and also transfer all of the grant associations from the manual citation.

My Bibliography manual citation entry with PMID box circled

 

  1. To collapse manually entered duplicates (where you have no PMID) edit all fields in the editing form so that they are identical between the duplicate citations and the system will be able to recognize and collapse the duplicates.

  2.  If you have two PMIDs for two citations, and you are sure that the two citations are the same, click “Write to the Help Desk” near the bottom of My Bibliography.

  3. If you have duplicates where each member has a different NIHMS number, contact the NIHMS help desk through their web form accessible at http://www.nihms.nih.gov/ to have one of the submitted manuscripts removed.

4. I have an unwanted citation, how do I delete it?

  1. First, follow the general guidelines in the My NCBI help guide on deleting citations.
  2. If following the general guidelines does not work, the citation may have locked award(s). View your citation in the award display setting and check for locks. Scroll over the lock for an explanation: a silver lock () indicates that award was officially reported on a progress report via eRA Commons.  A gold lock () indicates that the award was associated with the publication through NIHMS.   
    1. To delete a citation with a silver lock, you have to effectively revise the progress report that listed the paper.  Please contact your NIH program officer to let them know you wish to revise the report and have the papers removed. They can explain what documentation they will need from your institution to make the revision. Your program officer can then contact our help desk (PublicAccess@nih.gov) to confirm that the association can be deleted. eRA Commons will notify you when the association is removed so you can delete the citation.
    2. To delete a citation with a gold lock, contact the NIHMS help desk through their web form accessible at http://www.nihms.nih.gov/.  See also the FAQ: This award did not support this research.
  3. The citation may be a duplicate. See the Deleting duplicates FAQ.

5. How do I link a citation to an NIHMSID?

  1. In the award view, activate the pop-up wizard by clicking either a red dot 

Image mybibliography-Image019.jpg

question mark 

Image mybibliography-Image020.jpg

or “Edit Status.”

  1. Clicking yes in this box:

Image mybibliography-Image024.jpg

  1. You will be guided by a dialogue, which will allow you to enter the NIHMSID.

Dialogue to enter the NIHMSID

Be sure to save your changes to close the window.

 

6. Linking in press citations with a PubMed identifier (PMID)

  1. Linking citations to PMIDs automatically through My NCBI alerts.
    1. The My NCBI tool often recognizes and removes duplicate citations automatically. It also matches PubMed citations with manual citations  and it alerts users about possible duplicates. To resolve the alert, follow its link in My Bibliography.

Image of a My NCBI alert

  1. The links opens up a wizard where you can select the option to merge the manually-entered citation with a PubMed citation:

Wizard to link citations to the published record

 

  1. Automatic recognition or the merge may not succeed if the manual citation markedly differs from the PubMed citation. To link citations with a PMID manually:
    1. Locate the corresponding manually-entered citation, recognizable by the pencil icon next to its title.

My Bibliography Citation with "Edit Citation' circled

  1. Click on the pencil icon to enable editing.
  2. In the resulting form, enter the PMID number in the available PMID field. You can ignore the rest of the fields. Based on the PMID number, the system will be able to match and remove the duplicate and also transfer all of the grant associations from the manual citation.

My Bibliography manual citation entry with PMID box circled

 

7. Can I manage my papers in another collection?

Use the “Other Citations” collection in the Collections portlet to create a separate bibliography. Some investigators use Other Citations to track papers that they did not author and that were directly supported by their NIH awards.  Other Citations works just like My Bibliography. Follow the steps as indicated in Creating a Bibliography or view a short video  to create an Other Citations collection.

 

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II. How do I set public access compliance statuses and interpret status symbols?

1. I don’t see any compliance status indicators in My Bibliography. What should I do?

  1. First, make sure your NCBI account is linked to your eRA Commons account. See the “Account Troubleshooting FAQ” on the NCBI sign in page.  
  2. Second, change your display settings to “Award view” as described in the My NCBI help guide.

2. What is the meaning of the symbols in the award display settings?

Please review the My NCBI help guide on managing compliance.

3. My manuscript has been submitted through the NIHMS and the citation in My Bibliography shows the NIHMSID. Why is this citation still marked as non-compliant and not in progress in My Bibliography?

The citation is marked non-compliant if a PMCID is not assigned within three months of publication. You are required to submit your manuscript to NIHMS immediately upon acceptance for publication.

4. How do I switch a citation to N/A (not applicable)?

  1. The NIH public access policy only applies to peer-reviewed journal articles that were accepted for publication as of April 7, 2008, and directly arise from NIH funds active as of Fiscal Year 2008 and beyond.  See http://publicaccess.nih.gov/determine_applicability.htm for full criteria. Publications entered into My NCBI in the non-journal article citation formats will be automatically marked as exempt from public access (not applicable).
  2. You can designate a journal article as not applicable by selecting the “Edit Status” link. 

My Bibliography citation with edit status circled

  1. You will be guided by a dialogue.  From there, you can indicate if the journal article is: not directly supported by NIH funds; accepted for publication prior to April 7 2008; not published in a Latin alphabet; not peer-reviewed.  Any of these choices will designate the paper as N/A.

Dialogue to select N/A status

Be sure to save your changes to close the window.

My Bibliography citation for an N/A paper

Note, N/A status is particular to each My NCBI account, and does not transfer to collaborators. Therefore, each PI will have to declare N/A status themselves.

5. How do I designate a journal article as submission Method B?

  1. Some authors make arrangements with a publisher to deposit the final published version of an article directly in PMC; this usually involves choosing the publisher’s fee-based open access option for publishing that article. A list of publisher programs that deposit using Method B is available at http://publicaccess.nih.gov/select_deposit_publishers.htm.
  2. To list a citation as Method B, use the “Edit Status” link by the citation and select that it was funded by NIH. The form will expand, allowing you to choose the proper response. Note: do not submit the manuscript to NIHMS yourself as this will result in duplicates and processing delay.

Dialogue to select submission method B

6. How do I designate an in-press journal article as submission Method A?

  1. Some journals automatically submit the final published article to PubMed Central.  These journals are listed at http://publicaccess.nih.gov/submit_process_journals.htm. These papers display in the My Bibliography award view as provisionally compliant (PMC Journal In Process) until a PMCID is issued.
  2. To list a citation as Method A, you must enter the journal title using the autosuggest selection. 
  3. Manually typed journal titles will not be recognized as Method A. To correct a manual citation that is not displaying as such:
    1. Access your My Bibliography and use the Award display setting.
    2. Locate the corresponding manually-entered citation, recognizable by the pencil icon next to its title, and click ‘Edit Citation’ it to correct the journal title.

My Bibliography citation with unknown public access compliance                         

Note, this citation would display as non-compliant with the public access policy if it was linked to an NIH award.

  1. Re-enter the Journal title and select from the autosuggest box