The RAS Team wishes you the best of the season. We’ll see you in 2014!
PMCID, or the PubMed Central Reference number, or PMC reference number (!), is a unique number assigned to any article posted to PubMed Central. Most persons in academia are familiar with PubMed which is a free digital archive of biomedial and science journal literature at NIH and is managed by NIH’s Biotechnology Information (NCBI) in the National Library of Medicine (NLM). However, not everyone is familiar with the requirements that are attached to PMCID.
First, anyone submitting an application, proposal or report to the NIH must include the PMCID when citing applicable papers that they author or that arise from their NIH-funded research. Here’s an example given by the NIH:
- Three authors collaborate on a paper that falls under the public access policy. Author A has no NIH support, Author B worked on the paper using salary support from his mentor’s NIH award, and Author C used her NIH award to support the research reported in the paper. If any of the four scientists (the authors and Author B’s mentor) cite the paper when they apply for an NIH award, they must include the PMCID in the citation. However, when another scientist (anyone other than the three authors or Author B’s mentor) cites this paper in their NIH research application, they are not required to include the PMCID. In addition, when Author B’s mentor and Author C next report on the progress of their respective awards to NIH, they must cite the paper and include the PMCID.
You may only find PMCID numbers for publications after April 29, 2008; if your pieces were accepted for publication after the 2008 date and you still don’t see a PMCID number, chances are the piece is non-compliant. Publishers aren’t always responsible to getting the PMCID number; sometimes atuhors are. To find out if this is the case, look to see if your journal is listed here. If it is not, you will either have to explore the other submission methods. Keep in mind that a PMCID number is NOT the same as a PMID (PubMed reference) number. PubMed Central is an index of full-text papers, while PubMed is an index of abstracts. The PMCID links to full-text papers in PubMed Central, while the PMID links to abstracts in PubMed. PMIDs have nothing to do with the NIH Public Access Policy; that is, they do not satisfy the citation requirements.
How To Find a PMCID
The PMCID is posted in PubMed as soon as an article has been successfully processed by PMC, which usually occurs around the time of publication. PMCIDs are listed in the lower right corner of the Abstract Plus view of PubMed. If the paper is successfully processed but not yet publicly available on PMC, PubMed will also list the date the paper will become available. NIH provides other methods of obtaining PMCIDs as do several bibliography management software packages (see below). During the submission process, if you received a temporary NIHMS number, this number will be replaced with a PMCID number when the submission process is complete, and you can verify that you have a PMCID number using the PMCID converter tool (this tool is also very helpful if you have the PMID or DOI number, but not the PMCID number).
If You Don’t Have a PMCID
If you have yet to receive a PMCID number, use the following citation amendments:
- If the journal has submitted the paper for you and you have not received the PMCID number, use: “PMC Journal – In Process”.
- If the journal is not on the approved “automatic submission” list but has submitted on your behalf, you will need to provide a valid NIHMSID number (not more than three months old).
- If you submitted the manuscript, you will need to provide a valid NIHMSID number (not more than three months old).
For examples of citations, take a look at NIH’s examples.
Using a Bibliographic Manager
Many departments use RefWorks and EndNote, both of which can make your life easier. When using RefWorks, exporting from PubMed or PubMed Central will include the PMCID if you use the NIH output style. When using EndNote, version x3 and later come with updated files that import the PMCID into the PMC field automatically. For older versions of EndNote, you will need to download an import filter and output style from EndNote’s website.
Remember, PMCID numbers are important and citations that miss them can cause errors (and worse) in your application. Though finding your numbers may take a bit of time for long pub lists, it’s not terribly difficult to do. As always, RAS is here to help if you should run into any roadblocks as you track your numbers down.
… all of the money. Up front.
If you’re lucky enough to have have a multi-year funded award, there are some idiosyncrasies to reporting requirements that may have you wondering how to proceed. A multi-year funded award (MYF) is considered by NIH to be one in which the project period and budget period are the same and are longer than one year, and the award is funded from a single appropriation (note: a no-cost extension of an existing grant does not constitute multi-year funding). NIH has traditionally used multi-year funding for programs such as:
- C06:Research Facilities Construction Grant
- DP2: NIH Director’s New Innovator Award
- DP3: Type 1 Diabetes Targeted Research Award
- R15: AREA
Progress Reports for MYF awards are due annually on or before the anniversary of the budget/project period start date of the award. NIH will send an email notification to the PI two months before the anniversary of the award requesting that the MYF progress be submitted, so if you’re coming up on an anniversary and you have not received your notification, it’s a good idea to contact your NIH representative. These instructions may represent a change from previous instructions (e.g., in the Funding Opportunity Announcement); your notification instructions supersede any previous instructions.
The reporting period for a MYF progress report is the calendar year preceding the anniversary date of the award. For example, if an award is made on 12/01/2012, the MYF progress report is due on or before 12/01/2013, and should report on the activities performed under the award between 12/01/2012 and 11/30/2013. The subsequent year the MYF progress report would be due 12/01/2014, and should report on the activities performed under the award between 12/01/2013 and 11/30/2011.
Submitting Your Report
Once you have completed the instructions, convert the document to a PDF file format. The PDF must be uploaded through the eRA Commons. To locate the upload site, log in to the eRA Commons and navigate to the Status search page. Select the link “List of Applications/Grants” and locate the grant number. In the “Action” column you will find a link entitled “ MYPR.” Click the link to navigate to the “Upload Annual Progress Report for Multi-year Funded Award” screen. At the “Upload Annual Progress Report” screen, the PI may route the progress report to your GCO, who may submit the progress report to the NIH. The report must be submitted by you GCO.
Note that the eSNAP module is not used for used for submission of a MYF progress report.
Instructions for completing your report can found on the NIH site for PHS 2590 and should be followed unless your sub-agency (NIDDK, NICHD, etc) provides different instructions for the content of the report (e.g., for research facilities construction grant awards). Also note that updates were made in November 2013 to include information to support the Biomedical Workforce Initiatives announced in NOT-OD-13-097 and NOT-OD-13-093.
If you have any questions regarding your MYF reporting obligations or are hesitant on how to proceed, contact RAS anytime and we’ll help you navigate through.
UPDATE 9/9/15: though the below references how to find Dashboard through our old Pipeline system, the rest is still applicable! To find Dashboard in the Academica system, look under “WSU Resources” and “Research Resources” in the left-side column:
Do you ever find yourself annoyed by the necessary pace of finding award information in Banner and Cognos? Perhaps it’s time to consider the usefulness of Researcher’s Dashboard (a.k.a. just plain ol’ Dashboard). When you use Dashboard, the awards within departments are initially sorted by the name of the PI.
Dashboard is a portal interface available to all PIs and administrators through the Pipeline system. One you’ve logged into Pipeline, you should see a tab four spaces from the left called “Research”:
Simply click on the tab, and you will find yourself presented with options for information regarding your department’s proposals, contracts and awards. To find anything you need for post-award management, choose the “Unit Awards” link on the left side of your screen:
This will take you to a screen which offers you choices of all of the departments to which you have access. In this case, Internal Medicine is the example:
Once you have clicked on your department name, you will be presented with a list of PIs with active awards in your department. Choose the PI on the grant for which you desire information, and a list of that PI’s awards will populate:
Choose the award you need from the populated list. You will then see a summary screen for your award information:
Any text appearing in blue is a link to drill down in the category for more resources or information. The links from this page will deliver the following information upon clicking:
- Expense Accounts: Takes you to a page that shows the budget expenditures by category (Salaries and Wages, General Expenditures, Travel and Entertainment, etc). These categories are all in blue as well and clicking on any of them will take you to any subcategories and allow you to see the detailed transaction activity in each category, including Doc Code information.
- Revenue Accounts: Will show you all payments activity, including Doc Code information.
- All Paid People: Shows salary and fringe information of all people that have been paid off of the grant since it’s inception. Drilling down into the amounts shows all payroll transactions and amounts, including Doc code information.
- Committed Effort: Yields each paid person’s percent effort as CURRENTLY being charged to the grant.
- Current Labor Distribution: Presents the percent effort of all persons being paid on the grant AND any associated accounts, including cost sharing.
- Imaged Documents: Shows all documents associated with the project that have been scanned and uploaded into the system. These may include GFAs, original budgets, notices of grant awards, award modifications, purchase orders, important email correspondence, etc. NOTE: if there is a mystery as to why certain transactions appear on your account, the Imaged Documents screen is a great place to start!
Speaking of cost sharing, if there is more than one account associated with the project, you will likely see a “Fund Summary” choice at the overview screen as well:
Fund Summary will show you Budget, Availability and Commitments of all sub- and associated accounts with your project – including cost sharing – and allows you to drill into each for the same transaction information as the categories above.
Dashboard can be a time-saving tool because all of your major information is in one place, and linked in a fairly intuitive manner. Keep in mind that awards don’t stay on Dashboard, however; SPA is responsible for archiving closed-out awards and makes them unavailable after 6 months (but they are looking into keeping them around longer!) If you need to review an award that has closed and you don’t see it in Dashboard, you will likely need to use the Banner/Cognos channels to find the information you need. If you need help finding information on a closed-out award, or if have any questions on how you may be able to use Dashboard more effectively, please come visit! If you think you should have access to Dashboard but you don’t see the “Research” tab in your Pipeline screen, be sure to contact your department’s business manager.