Microsoft Word - 0925-0299 - OITE

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DATE:

March 17, 2026

TO:

Lori Conlan, Ph.D.
Acting Director, Office of Intramural Training & Education (OITE), Office of the Director (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, sex, birth year, age,
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
If you have questions, please contact me at (301) 402-6469.

signed by
DUSTIN B. Digitally
DUSTIN B. CLOSE -S
2026.03.17
CLOSE -S Date:
14:52:27 -04'00'
Dustin Close
NIH Privacy Act Officer

CC: Dr. Pat Wagner, Director of Records, Reports, and Regulations