09-25-0014 SYSTEMS LISTING
Clinical Research: Student Records, HHS/NIH/OD/OIR/OE.
Office of Education, Office of Intramural Research, Office of the Director (OD), Building 2, Room 2E06, 2 Center Drive, Bethesda, MD 20892-1158.
Write to the System Manager at the address below for the address of any Federal Records Center where records from this system may be stored.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Potential and accepted Clinical and Research Fellows, medical students, and other students in NIH training programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
Application form, transcripts, references, evaluations.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 241.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Records are stored in file folders, electronic databases and disks.
Records are retrieved by name and year.
Measures to prevent the unauthorized disclosure of information covered under the Privacy Act are implemented for each training program administered through the Office of Education.
RETENTION AND DISPOSAL:
Records are retained and disposed of under the authority of the NIH Records Control Schedule contained in NIH Manual Chapter 1743, Appendix 1 - "Keeping and Destroying Records" (HHS Records Management Manual, Appendix B-361), items 2300-320-1-13, which allows records to be kept up to a maximum period of ten years. Refer to the NIH Manual Chapter for specific disposition instructions.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Deputy Director, Office of Education, Office of Intramural Research, Office of the Director (OD), Building 2, Room 2E06, 2 Center Drive, Bethesda, MD 20892-1158.
Write to the System manager to determine if a record exists. The requester must also verify his or her identity by providing either a notarization of the request or a written certification that the requester is who he or she claims to be and understands that the knowing and willful request for acquisition of a record pertaining to an individual under false pretenses is a criminal offense under the Act, subject to a five thousand dollar fine.
RECORD ACCESS PROCEDURE:
To obtain access to a record, contact the System Manager at the above address and provide the information described under notification procedures above. Requesters should also reasonably specify the record contents being sought. Individuals may also request listings of accountable disclosures that have been made of their records, if any.
CONTESTING RECORD PROCEDURE:
Write to the System Manager at the address specified above, and reasonably identify the record and specify the information to be contested, the corrective action sought, and the reasons for the correction, with supporting justification. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete).
RECORD SOURCE CATEGORIES:
Applicants, universities and teachers.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: