09-25-0158 SYSTEMS LISTING
Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD/OIR/OE.
This system is located in each of the intramural offices and laboratories where the Intramural Research Training Awards (IRTA) Fellow is located and assigned, including the respective Scientific Director's office, the administrative and personnel offices, and in Personnel branches responsible for administering the IRTA Program, and the Office of Education, Office of Intramural Research, Office of the Director, Building 2, Room 2E04, 2 Center Drive, Bethesda, MD 20892.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for IRTA Fellowships, current IRTA Fellows, and former IRTA Fellows.
CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to education and training, employment history, scientific publications; research goals; letters of reference; and personal information such as name, date of birth, social security number, home address and citizenship; and information related to fellowship awards such as stipend levels, training assignments, training expenses and travel allowances.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 284(b)(1)(C), 286b-3, and 287c-1 authorizes PHS to make awards for biomedical research and research training.
Records in this system are used to determine individuals' eligibility and evaluate their qualifications for IRTA Fellowships; to document the basis for management actions relating to Fellowships that are awarded; and to provide data for program evaluation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for PHS who do not technically have the status of agency employees, if they need the records in the performance of their agency functions.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Records are stored in file folders, and on magnetic tapes and disks and computer programs.
Records are retrieved by name, social security number, or institute list number.
These practices are in compliance with the standards of Chapter 45-13 of the HHS General Administration Manual, "Safeguarding Records Contained in Systems of Records," supplementary Chapter PHS hf: 45-13, and the HHS Automated Information Systems Security Program Handbook.
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), item 4000-E-3. Refer to the NIH Manual Chapter for specific disposition instructions.
SYSTEM MANAGER(S) AND ADDRESS(ES):
Personnel/Principal or Senior Administrative Officers of the National Institutes of Health Institutes/Centers. Contact the individual listed under notification procedure for the name and address of the appropriate System Manager.
To determine if a record exists and where it is located, contact: Chief, Staffing Management Branch, Office of Human Resource Management, Building 31, Room 1C31, 31 Center Drive, Bethesda, MD 20892.
The requestor 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:
Same as Notification Procedures. 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 official specified under the Notification Procedures above, and reasonably identify the record and specify the information being contested, the corrective action sought, and your reasons for requesting the correction, along with supporting information to show how the record is untimely, incomplete, irrelevant or inaccurate. The right to contest records is limited to information which is incomplete, irrelevant, incorrect, or untimely (obsolete).
RECORD SOURCE CATEGORIES:
Applicants, persons and institutions supplying references.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT: