ML22300A229
| ML22300A229 | |
| Person / Time | |
|---|---|
| Issue date: | 10/24/2022 |
| From: | NRC/OCIO |
| To: | |
| References | |
| 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 Regulatory 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, faculty development and research and development projects at institutions of higher education, including scholarships to trade schools and community colleges. This information is used 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 University Nuclear Leadership Program (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 under 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, students educational major/degree, amount of funds received under the grant award, graduation date, service obligation requirement, service agreement received, place of employment, position held, service agreement received, work status (employed in nuclear, graduated, waiver approved, repayment), tracking of a waiver requested/approved, invoice information 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 agreements 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 CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
In addition to the disclosures permitted under subsection (b) of the Privacy Act, the NRC may disclose information contained in this system of records without the consent of the subject individual if the disclosure is compatible with the purpose for which the record was collected under the following routine uses:
- a. A record from this system of records may be disclosed as a routine use to that individuals educational institution in order to monitor the progress of scholarship and fellowship recipients, to ensure compliance with program requirements, to use the data to demonstrate program effectiveness, and for the educational institutions record-keeping purposes.
- b. A record from this system of records which indicates a violation 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 that is relevant and necessary to its decision on a matter of hiring or retaining an employee, issuing 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, magistrate, 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 response 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 manager 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 determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, NRC (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, 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 agency 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 information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained electronically on a protected shared 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 status.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are retained and disposed of in accordance with National Archives and Records Administration record retention schedules appropriate to the retention.
GRS 1.2 item 010 - Grant and cooperative agreement program management records. Temporary. Destroy 3 years after final action is taken 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 procuring goods and services, paying bills, collecting debts and accounting. Official record held in the office of record. Temporary. Destroy 6 years after final payment or cancellation, but longer retention is authorized if required for business use.
GRS 1.1 item 011 - Financial transaction records related to procuring goods and services, paying bills, collecting debts and accounting. All other 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 rights 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 Privacy Act Officer, Office of the Chief Information Officer, U.S. Nuclear Regulatory Commission, 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.