See the Glossary for more terms.
Some links will work for NIAID staff only.
This SOP has internal roles only.
This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.
To ensure that extramural employees have NIAID approval to 1) author papers and other documents and 2) give public presentations when those activities are part of their official duties.
NIH policy requires institutes to approve publications and public presentations involving real or apparent conflicts of interest.
Extramural federal employees can have an apparent conflict of interest under the following circumstances:
Employees must receive NIAID's approval to publish and give public presentations when those activities are part of their official duties. An activity that is not part of an official duty may require approval from the NIAID Ethics Office (not an employee's supervisor).
Extramural contractors should consult the terms of their contract for guidance on publication clearance.
Influential scientific information that NIH issues to the public must go through peer review. A scientific journal's peer review fulfills this requirement.
For help determining whether a publication or presentation requires peer review, see the NIH Information Quality Intranet for Frequently Asked Questions and Answers, decision trees, and a list of exemptions.
For scientific manuscripts, extramural staff need to comply with NIH's public access policy and may not agree (in writing or verbally) to a publisher's terms. Read NIH Employee Procedures for Complying with NIH Public Access Policy before asking for NIAID's approval to publish.
To get approval for coauthoring a peer-reviewed scientific paper with an outside investigator, do the following:
If a publisher asks you to sign a publication agreement, do the following:
For other writing or editing activities, do the following:
For any item not mentioned above, submit a Publication Clearance Request Form to NIAIDPublicationClearance@niaid.nih.gov and wait for response.
For a public presentation, do the following:
Review publication clearance requests.
Questions and Answers
Q. If my publication involves work I did before coming to NIAID, do I need to request clearance?
A. No. You do not need clearance if your publication involves work you did before you started working at NIAID.
Q. If I'm writing an article with other NIH staff that does not involve outside investigators, do I need to request clearance?
A. Yes. The basic principle is that your supervisor and management should be aware and approve of your publishing with others. A good rule of thumb is, when in doubt, fill out the form. Also keep in mind that other organizations have their own processes. For example, the Division of Intramural Research has a separate review process for all intramural publications.
Q. If a professional organization asks me to review a book in my area of scientific expertise, I know I need clearance for an outside activity, but do I also need publication clearance? What if the review gets published in an organization's magazine, e.g., ASM News?
A. You do not need publication clearance in either case.
Q. If I am publishing research I did from a previous job, do I have to submit a form?
A. No, not unless you have fiscal oversight of a grant or contract from that institution. If you would rather be covered by the form, you have the option to submit it.
Q. When may I agree to a publisher's terms?
A. Never. When publishers ask you to accept any terms, make clear that you are a government employee and send them the NIH Publishing Agreement and Manuscript Cover Sheet (PDF).
Q. I am not able to submit the publication clearance form electronically. How can I submit it without using the e-signature?
A. If you can't submit the publication clearance form electronically, print the form, follow your division’s procedures for additional signatures or internal clearances, and scan it as a PDF. Then email that PDF to NIAIDPublicationClearance@niaid.nih.gov . You should also send the hard copy to DEA Director Matthew Fenton.
Extramural Publication Director—NIAIDPublicationClearance@niaid.nih.gov
Office of Communications and Government Relations—COGCORE@mail.nih.gov
Legislative Affairs and Correspondence Management Branch—NIAIDOCGRLeg@mail.nih.gov
If you have knowledge to share or want more information on this topic, email firstname.lastname@example.org with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Extramural Clearance of Publications at NIAID training
NIAID Cooperative Agreements Staff Portal
NIH Policy Manual 1184, Scientific and Professional Information Presented by NIH Employees: Review, Approval, and Distribution
NIH Ethics Program
NIH Public-Private Partnerships Conflicts of Interest
Last Updated May 13, 2015
Last Reviewed December 07, 2012