Privacy Act Memo

DATE:

January 21, 2021

TO:

Sharon Milgram, Ph.D.
Director, Office of Intramural Training & Education, OIR, OD

FROM:

NIH Privacy Act Officer

SUBJECT: Applicability of the Privacy Act: NIH Office of Intramural Training & Education
Application, Registration, and Alumni System, OD/OIR/OITE
I have reviewed the OMB renewal submission, NIH Office of Intramural Training and Education
Application, Registration, and Alumni System. I have determined that the Privacy Act will apply
because the application involves the collection of personally identifiable records designed to be
retrieved by an identifier.
The purpose of the proposed collection activity is to determine the eligibility and quality of potential
awardees for traineeships in the NIH Intramural Research Program (IRP) training programs hosted
through the OITE Web site https://www.training.nih.gov.
Applicants for admission to a training program must apply directly to the NIH. They will be asked
to voluntarily provide personal information such as educational and employment histories,
standardized examination scores, resume components, dissertation research details, financial aid
history, etc. Additionally, they will be asked to provide sensitive data such as race/ethnicity, gender,
birth year, disabilities, relatives who work at NIH, recruitment method, etc.
The information provided will be stored in the OITE Alumni Database which is designed to track the
awardee to further enhance their training experience and also where they go once they leave the
NIH. The information is made available only to OITE-approved staff members, NIH scientific and
program officials who recommend or approve awards, and administrative, human resource, and
financial officials who prepare the necessary documentation to activate, renew, and terminate
approved awards. These individuals are assigned login credentials, including strong passwords.
Access to the database is provided for valid, business reasons only.
The data collection is covered by the NIH Privacy Act Systems of Record Notices listed below:
OPM/GOVT-1, General Personnel Records
OPM/GOVT-5, Recruiting, Examining, and Placement Records
09-90-0020, Suitability for Employment Records
09-25-0014, Student Records
09-25-0108, Guest Researchers, Special Volunteers, and Scientists Emeriti
09-25-0140, International Scientific Researchers in Intramural Laboratories
09-25-0158, Administration Records of Applicants and Awardees of the IRTA Program
09-25-0165, Office of Loan Repayment and Scholarship
Page 2 – Applicability of the Privacy Act: NIH Office of Intramural Training & Education

Application, Registration, and Alumni System, OD/OIR/OITE
If you have questions, please contact me at (301) 402-6469.
signed by Dustin B. Close -S
Dustin B. Close -S Digitally
Date: 2021.01.22 11:05:50 -05'00'

Dustin Close
NIH Privacy Act Officer

cc: Dr. Pat Wagner, Director of Admissions & Registrar, GPP Registrar, UGSP, OITE