Privacy Act Memo

DATE:

October 4, 2019

TO:

Lawrence Agodoa, M.D., F.A.C.P.
Director, Office of Minority Health Research Coordination
(OHMRC), National Institute of Diabetes and Digestive and Kidney
Diseases (NIDDK)

FROM:

NIH Privacy Act Officer

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.
Digitally signed by Celeste

Celeste E.
E. Dade-vinson -S
2019.10.04 09:05:45
Dade-vinson -S Date:
-04'00'

Celeste Dade-Vinson
NIH Privacy Act Officer
CC: Starsky Cheng, Office of Workforce and Strategic Planning, NIDDK