Attachment 3 Privacy Act Memo

DATE:

October 4, 2018

TO:

Angela Jones
Center for Cancer Training (CCT)
National Cancer Institute (NCI)

FROM:

NIH Privacy Act Officer

SUBJECT: Applicability of the Privacy Act: NCI Future Fellows Resume Databank
I have reviewed the NCI submission to the Office of Management and Budget under the Paperwork
Reduction Act which proposes to collect and maintain personally identifiable information of
candidates considered for postdoctoral fellowships and internships in science. Specifically, candidates
are encouraged to submit a resume via a web-based database for review by NCI Scientists and
consideration for current fellowship and internship opportunities offered at NCI.
The website collects contact information, job category, citizenship, undergraduate degree, grade point
average (GPA), and completed education levels. The information is collected to verify eligibility for
specific programs. Some fellowships only accept fellows with a certain citizenship and GPA. The
website also requests information about research interests, title of positions held, length of time
employed, availability date, reason for seeking a fellowship, and how they heard about the NCI
fellowship.
All information will be kept private to the extent allowable by law. Additionally, principal
investigators of the NCI will have access to the applications. These individuals are assigned login
credentials, including "strong" passwords that conform to standards used by the NIH Center for
Information Technology, and the online tools these individuals use to access candidate’s data are
restricted to NCI approved users. The candidate’s contact information and resume are kept on file for
six months from the date the resume is posted then the information is deleted.
I have determined that the Privacy Act will apply to this information collection request and is covered
by NIH Privacy Act System of Records 09-25-0158, “Administration: Records of Applicants and
Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD/OIR/OE.” If you
have any questions, please contact my office at (301) 402-6201.

Celeste Dade-Vinson
NIH Privacy Act Officer
Attachment
cc: Vivian Horovitch-Kelley, NCI