Attachment 5 Privacy Act Memo

DATE:

May 19, 2019

TO:

Vivian Horovitch-Kelley
Office of Management Policy & Compliance
National Cancer Institute

FROM:

NIH Privacy Act Officer

SUBJECT: Applicability of the Privacy Act: National Cancer Institute (NCI) Generic Clearance
for Application Information for Fellowship, Internships, Training Programs, and
Specialty Positions
I have reviewed the NCI submission for OMB to approve the request for Generic Clearance for
Application Information for Fellowship, Internships, Training Programs, and Specialty Positions.
This generic clearance will permit the National Cancer Institute (NCI) to more efficiently collect
applications and related documentation so that potential candidates may directly apply to a program
of their choice. It is important to ensure that NCI’s applications are targeted and streamlined, and
work in conjunction with the research efforts of both the intramural and extramural scientists.
I determined that the Privacy Act will apply to these data requests which include the collection of
personal information, citizenship information, educational history, research interests, employment
history and experience. In addition to an application, a cover letter, resume, CV, transcript, work
and/or writing samples, personal statement, diversity statement, tax forms and contact information
for references may be requested.
Prospective candidates can complete an application online or through fillable PDFs (or Word
documents) and submit by email. Information collected is only made available through encrypted
emails or folders with restricted access to NIH account holders who are NCI or NIH scientific and
program officials who recommend or approve fellowship awards and to administrative, human
resources, and financial officials who prepare the necessary documentation to arrange for stipend
payments.
This data collection is covered by NIH Privacy Act Systems of Record 09-25-0014, “Clinical
Research: Student Records.” If you have any questions, please contact my office at (301) 4026201.

Enclosure

Celeste Dade-Vinson