Library: Policy

340:105-12-27. Maintenance of files and privacy information

Issued 9-15-2021

    Sub-grantees are responsible for:

(1) record retention and:

(2) maintaining participant files for three-program years after the program year in which the participant received final follow-up activity;

(3) ensuring that all participant records are securely stored by the grantee or sub-recipient and access is limited to appropriate staff in order to safeguard personal identifying information;

(4) ensuring all participant medical records are securely stored separately by the grantee or sub-recipient from all other participant records and access is limited to authorized staff for authorized purposes;

(5) establishing safeguards to preclude tampering with electronic media, such as personal identification numbers (PINs) and SCSEP Performance and Results QPR (SPARQ) logins;

(6) ensuring that the Educational Training Administration and national office are immediately notified by the grantee in the event of any potential security breach of PINs, whether electronic files, paper files, or equipment are involved; and

(7) compling with, and ensure that authorized users under its grant comply with, all SPARQ access and security rules.