ML22300A229

NRC 5 - Grants Management System

ML22300A229
Person / Time
Issue date:	10/24/2022
From:	NRC/OCIO
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Download: ML22300A229 (6)

Text

SYSTEM NAME AND NUMBER:

Grants Management System - NRC 5

SECURITY CLASSIFICATION:

Unclassified

SYSTEM LOCATION:

Primary system NRC Headquarters, 11555 Rockville Pike, Rockville, Maryland.

SYSTEM MANAGER(S):

Senior Grants Administrative Specialist, Office of Nuclear Regu latory Research U.S.

Nuclear Regulatory Commission, Washington, DC 20555-0001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

42 U.S.C. § 16274a, University Nuclear Leadership Program.

PURPOSE(S) OF THE SYSTEM:

To administer grant programs for scholarship, fellowships, facu lty development and

research and development projects at institutions of higher edu cation, including scholarships

to trade schools and community colleges. This information is u sed to track a student that

receives federal grant funds under a scholarship or fellowship from academia through

employment after graduation to ensure the students compliance with the terms of his or her

service agreement under the Univer sity Nuclear Leadership Progr am (UNLP).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Student recipients who are selected by Grantee Institutions as sub-grantees to

receive federal grant funds for scholarships or fellowships un der UNLP grant awards.

CATEGORIES OF RECORDS IN THE SYSTEM:

Student name, grant award providing financial support, type of grant award,

performance dates of the grant award, address, phone, email, st udents educational

major/degree, amount of funds received under the grant award, g raduation date, service

obligation requirement, service agreement received, place of em ployment, position held, service

agreement received, work status (employed in nuclear, graduated, waiver approved,

repayment), tracking of a waiver requested/approved, invoice in formation if applicable in the

event of repayment of funds and amount of years that a student is required to work in a nuclear-

related position under the service agreement.

RECORD SOURCE CATEGORIES:

The information is derived from approved student service agreem ents that are

required under the program pursuant to 42 U.S.C. 2015b. The NRC establishes the

agreement per the statutory and program requirements. The grant recipient institutions

require the students to complete the forms for approval by the NRC and countersignature by

the institution.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CAT EGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

In addition to the disclosures permitted under subsection (b) o f the Privacy Act, the

NRC may disclose information contained in this system of record s without the consent of the

subject individual if the disclosure is compatible with the pur pose for which the record was

collected under the following routine uses:

a. A record from this system of records may be disclosed as a r outine use to that

individuals educational institution in order to monitor the pr ogress of scholarship and

fellowship recipients, to ensure compliance with program requir ements, to use the data to

demonstrate program effectiveness, and for the educational inst itutions record-keeping

purposes.

b. A record from this system of records which indicates a viol ation of civil or criminal

law, regulation or order may be referred as a routine use to a Federal, State, local or foreign

agency that has authority to investigate, enforce, implement or prosecute such laws. Further,

a record from this system of records may be disclosed for civil or criminal law or regulatory

enforcement purposes to another agency in response to a written request from that agencys

head or an official who has been delegated such authority;

c. A record from this system of records may be disclosed as a routine use to a

Federal, State, local, or foreign agency to obtain information relevant to an NRC decision

concerning hiring or retaining an employee, letting a contract, or issuing a security clearance,

license, grant or other benefit;

d. A record from this system of records may be disclosed as a routine use to a

Federal, State, local, or foreign agency requesting a record th at is relevant and necessary to

its decision on a matter of hiring or retaining an employee, is suing a security clearance,

reporting an investigation of an employee, letting a contract, or issuing a license, grant, or

other benefit;

e. A record from this system of records may be disclosed as a routine use in the

course of discovery; in presenting evidence to a court, magistr ate, administrative tribunal, or

grand jury or pursuant to a qualifying order from any of those; in alternative dispute resolution

proceedings, such as arbitration or mediation; or in the course of settlement negotiations;

f. A record from this system of records may be disclosed as a routine use to a

Congressional office from the record of an individual in respon se to an inquiry from the

Congressional office made at the request of that individual;

g. A record from this system of records may be disclosed as a routine use to NRC-

paid experts or consultants, and those under contract with the NRC on a "need-to-know" basis

for a purpose within the scope of the pertinent NRC task. This access will be granted to an NRC contractor or employee of such contractor by a system manag er only after satisfactory

justification has been provided to the system manager.

h. A record from this system of records may be disclosed as a routine use to

appropriate agencies, entities, and persons when (1) NRC suspects or has confirmed that

there has been a breach of the system of records, (2) NRC has d etermined that as a result of

the suspected or confirmed breach there is a risk of harm to in dividuals, NRC (including its

information systems, programs, and operations), the Federal Gov ernment, or national

security; and (3) the disclosure made to such agencies, entitie s, and persons is reasonably

necessary to assist in connection with NRC efforts to respond to the suspected or confirmed

breach or to prevent, minimize, or remedy such harm; and

i. A record from this system of records may be disclosed as a routine use to another

Federal agency or Federal entity, when the NRC determines that information from this system

of records is reasonably necessary to assist the recipient agen cy or entity in (1) responding to

a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm

to individuals, the recipient agency or entity (including its i nformation systems, programs, and

operations), the Federal Government, or national security, resu lting from a suspected or

confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

These records are maintained electronically on a protected shar ed drive, restricted

access to only those approved by grant staff and OCHCO.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:

Information retrieved by names, grant award numbers or job stat us.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records are retained and disposed of in accordance with Nationa l Archives and

Records Administration record retention schedules appropriate t o the retention.

GRS 1.2 item 010 - Grant and cooperative agreement program mana gement

records. Temporary. Destroy 3 years after final action is tak en on the file, but longer

retention is authorized if required for business use.

GRS 1.2 item 020 - Grant and cooperative agreement case files. Successful

applications. Temporary. Destroy 10 years after final action is taken on file, but longer

retention is authorized if required for business use.

GRS 1.2 item 021 - Grant and cooperative agreement case files. Unsuccessful

application. Temporary. Destroy 3 years after final action is taken on file, but longer

retention is authorized if required for business use.

GRS 1.1 item 010 - Financial transaction records related to pro curing goods and

services, paying bills, collecting debts and accounting. Offic ial record held in the office of

record. Temporary. Destroy 6 years after final payment or can cellation, but longer retention

is authorized if required for business use.

GRS 1.1 item 011 - Financial transaction records related to pro curing goods and

services, paying bills, collecting debts and accounting. All o ther copies (used for

administrative or reference purposes). Temporary. Destroy when business use ceases.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Records are maintained on protected shared drive. Access right s to the information is

only available to authorized personnel.

RECORDS ACCESS PROCEDURES:

Same as Notification procedures.

CONTESTING RECORD PROCEDURES:

Same as Notification procedures.

NOTIFICATION PROCEDURES:

Individuals seeking to determine whether this system of records contains information about them should write to the Freedom of Information Act or Pr ivacy Act Officer, Office of

the Chief Information Officer, U.S. Nuclear Regulatory Commissi on, Washington, DC

20555-0001, and comply with the procedures contained in NRCs Privacy Act regulations, 10

CFR part 9.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.