Privacy Act Memo

DATE:

March 10, 2023

TO:

Robert Clay Rivers, PhD
Acting Director, Office of Minority Health Research Coordination (OMHRC)
National Institute of Diabetes and Digestive and Kidney Diseases

FROM:

NIH Office of the Senior Official for Privacy

SUBJECT:

Applicability of the Privacy Act: OMHRC Research Training and Mentor
Programs Applications

I have reviewed the NIDDK submission to OMB referenced above. The purpose of the
activity is to assure that prospective trainees to OMHRC research training and mentoring
programs meet basic eligibility requirements to 1) assess their potential as future scientists,
2) determine where mutual research interests lie, and 3) make decisions regarding which
applicants will be proposed and approved for traineeship awards.
Prospective trainees and mentees who wish to be considered for eligibility must apply
directly to the OMHRC and provide personal and contact information, along with
educational, financial, and employment history. They may also volunteer sensitive data (i.e.,
race, gender, birth year, disabilities). I have determined that the Privacy Act will apply to
this data collection because the data will be stored in online databases that were designed to
retrieve applications for admission by the name of the applicant. Additionally, an alumni
database and other online web applications are being considered to administer follow-up
surveys and utilize long-term tracking capabilities.
Access to the information contained in each application will be restricted to OMHRC staff
and NIH investigators. Information collected is available only to scientific and program
officials who recommend or approve awards and to administrative, human resources, and
financial officials who prepare the necessary documentation to arrange for stipend payments
and to activate, renew, and terminate approved awards. These individuals are assigned login
credentials, including randomly generated or used-defined, strong passwords that conform
to standards used by the NIH Center for Information Technology. Applications remain
active for up to five years and are then archived.
The data collection is covered by NIH Privacy Act Systems of Record 09-25-0014,
"Clinical Research: Student Records, HHS/NIH/OD/OIR/OE." If you have questions, please
contact me at (301) 402-6201.
_________________________________________
Celeste Dade-Vinson
Senior Official for Privacy and Privacy Act Officer