Grantees and Personally Identifiable Information: What Protection Is Required and What Makes Sense

Webinar • Tuesday, April 9, 2024 • 2:00-3:30 p.m. EDT

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$249.00 Grantees and Personally Identifiable Information: What Protection Is Required and What Makes Sense (04.09.24) (On-Demand Recording)
Webinar Details

Prerequisites: Some knowledge of federal grant management and audit requirements is helpful

Recommended Field of Study: Specialized Knowledge and Applications

Program Knowledge Level: Basic

Advanced Preparation: None

According to the federal rules, “personally Identifiable Information (PII)” is information that “can be used to distinguish an individual’s identity.” Some PII is readily available from public sources, while other types are supposed to be protected by those with access to it. The Office of Management and Budget has directed that, as part of their duty to establish and maintain internal controls over their federal awards, grant recipients and subrecipients must “take reasonable measures to safeguard protected personally identifiable information that awarding agencies consider sensitive.” But OMB stops short of saying what those reasonable measures entail.

Well, this is a big deal, particularly in federal grant programs involving countless individual beneficiaries like vulnerable senior citizens, social service clients and students. News about high profile information breaches shows up regularly and, with the unprecedented levels of grant funding brought on by the COVID-19 pandemic, PII protection has taken on new urgency. This webinar will show you how to respond in a compliant, sensible way. You’ll learn:

  • Federal expectations about internal controls
  • How to distinguish between publicly available PII and protected PII
  • How to elevate staff sensitivity and knowledge about PII protections
  • How best to align standard elements of internal control with privacy protection
  • How to assess the risk that protected PII can be compromised
  • The current state-of-the-art measures that can mitigate those risk
  • How to balance costs and benefits in creating protections
  • The features of a third-party contract that’s going to handle PII for you
  • Your responsibilities for reporting a breach involving protected PII to your grantor agency, and     possibly others 
  • What can be learned from the experiences of federal agencies and the commercial sector


  • Grant and contract manager
  • Sponsored projects administrators
  • Finance directors
  • Controllers
  • Accounting staff
  • Program managers
  • Privacy officials
  • Internal auditors
  • External auditors

Hand-out Materials:

Attendees will receive presentation slides as well as access to background materials.

Allowable Charges

The costs of webinars sponsored by Federal Fund Management Advisor™ are allowable charges to your federal grants and subgrants. The cost principles issued by OMB under its uniform guidance (and applicable to all types of awardees) state, “The cost of training and education for employee development is allowable” (2 CFR 200.472).

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