[Federal Register: August 29, 2008 (Volume 73, Number 169)]
[Notices]
[Page 50949-50952]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr29au08-55]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2208-OS-0099]
Privacy Act of 1974; Systems of Records
AGENCY: Defense Logistics Agency, DoD.
ACTION: Notice to alter a system of records.
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SUMMARY: The Defense Logistics Agency proposes to alter a system of
records notice in its existing inventory of records systems subject to
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: This proposed action will be effective without further notice on
September 29, 2008 unless comments are received which result in a
contrary determination.
ADDRESSES: Send comments to the Privacy Act Officer, Headquarters,
Defense Logistics Agency, ATTN: DP, 8725 John J. Kingman Road, Stop
2533, Fort Belvoir, VA 22060-6221.
FOR FURTHER INFORMATION CONTACT: Ms. Jody Sinkler at (703) 767-5045.
SUPPLEMENTARY INFORMATION: The Defense Logistics Agency systems of
records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as
amended, have been published in the Federal Register and are available
from the address above.
The proposed system reports, as required by 5 U.S.C. 552a(r), of
the Privacy Act of 1974, as amended, were submitted on August 22, 2008,
to the House Committee on Oversight and Government Reform, the Senate
Committee on Homeland Security and Governmental Affairs, and the Office
of Management and Budget (OMB) pursuant to paragraph 4c of Appendix I
to OMB Circular No. A-130, `Federal Agency Responsibilities for
Maintaining Records About Individuals,' dated February 8, 1996
(February 20, 1996, 61 FR 6427).
Dated: August 22, 2008.
Patricia Toppings,
OSD Federal Register Liaison Officer, Department of Defense.
S400.20
System name:
Day Care Facility Registrant and Applicant Records (April 26, 2002,
67 FR 8012).
Changes:
* * * * *
System name:
Delete entry and replace with ``Day Care Facility Registrant,
Applicant and Enrollee Records.''
System location:
Delete entry and replace with ``Headquarters, Defense Logistics
Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221 and
participating DLA Field Activities. Mailing addresses for the DLA Field
Activities may be obtained from the System manager below.''
* * * * *
Categories of records in the system:
Delete entry and replace with ``Waiting List Applicant'' records
include the names of the sponsor and spouse (when applicable), Social
Security Numbers; home and electronic mail addresses; work, home, cell
and pager telephone numbers; place of employment; rank or civilian pay
grade; child's name and birth date documentation of any special needs
or health concerns regarding the child, to include documentation of
food restrictions; physical abilities and limitations; physical,
emotional, or other special care requirements (including restrictions
or special precautions concerning diet); special services Individual
Development Plans (IDP) when special needs have already been diagnosed.
Enrollees records include all items listed above under ``Waiting
List Applicant'' plus names and phone numbers of emergency points of
contact; medical, dental and insurance provider data; medical
examination reports, health assessments and screening results;
immunization, allergy and medication information; documentation of
Special Needs Resource Team (SNRT) meetings, recommendations and
follow-up; documentation of behavioral issues; special services
Individual Development Plans (IDP) (when applicable); child portfolios
to include observations, anecdotal records, and developmental milestone
checklists; parent/teacher conference data; parent complaints;
transportation requirements and schedules; parental disabilities,
impairments, or special needs; authorization, consent, and agreement
forms; medical power of attorney; serious event/incident report forms;
symptom records; escort and emergency designees' name and data to
include physical and electronic addresses and work, home, cell, and
pager telephone numbers; documentation of returned checks; status of
hardship requests; family care plans to include documentation of
guardianship and medical power of attorney in the absence of parent(s);
and suspected/reported child abuse or neglect forms. The records may
include child and family profiles which gather information on family
background, cultural, and ethnic data such as religion, native
language, and family composition for cultural and social enrichment
activities. For fee assessment purposes, the application records also
include family income data; documentation of disability if unemployed;
and, for security purposes, court records with information on custody
and visitation arrangements when applicable. Note: Any and all
information relating to an individual's religious preference or
religious activity is collected and maintained only if the individual
has made an informed decision to voluntarily provide the information.
Employee records include their name; Social Security Number and
birth date; home address; home and cell telephone numbers; electronic
mail address; names, telephone numbers and home
[[Page 50950]]
addresses of emergency points of contact; health assessment,
psychological evaluations, immunization records, and documentation of
ongoing medication; verification of background checks and suitability
determination; training records, educational background, and other
related employment experiences; employment references; job performance
standards, copies of appraisals, awards, promotions and grievance
actions; copies of personnel actions; counseling statements as
appropriate.
Volunteer records include their name, and birth date; home
addresses; home, work and cell telephone numbers; electronic mail
address; place of employment; names, telephone numbers and home
addresses of emergency points of contact; health assessment,
psychological evaluations, immunization records, and documentation of
ongoing medication; verification of background checks and suitability
determination; and training records.
* * * * *
Purpose(s):
Delete entry and replace with ``With the exception of family income
data, the records are available to the Child and Youth Program
Coordinator, the CDP Director and Assistant Director, the CDP Training
and Curriculum Specialist, and applicable administrative and care
giving staff for the purpose of providing safe, developmentally
appropriate day care services and to ensure proper, effective response
in the event of an emergency. These records may also be made available
to subject matter experts during inspections.''
Individualized data on total family income is provided to employing
Defense components for fiscal planning purposes, for subsidy
computation, and to reimburse DLA for day care services rendered under
a support agreement. Verification of family income data is also used
for fee assessment purposes and is made available to DLA
representatives during inspections.
Serious Event Forms, Incident Report Forms, and monthly injury logs
are provided to the Child and Youth Programs Coordinator, the CDP
Director, and the installation's safety and health office for the
purpose of tracking all accidents/incidents that occur within the CDP
center or during sponsored activities off-site. These reports are also
made available to safety and health professionals during inspections.
Records pertaining to physical abilities and limitations; physical,
emotional or other special care requirements to include restrictions or
special precautions concerning diet; existing IDPs; and documentation
of behavioral issues or other special needs will be provided to members
of the SNRT for the purpose of determining staff training needs,
appropriate classroom placement, necessity of contract modification,
and appropriate follow-up, to include collaboration with community
resources as needed. Based upon the severity of the special need, the
installation's paramedic squad will be notified of the child's
enrollment at the CDC and the specific condition that may require
attention. Records will also be available to subject matter experts
during inspections.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete entry and replace with ``In addition to those disclosures
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these
records or information contained therein may specifically be disclosed
outside the DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as
follows:
To physicians, dentists, medical technicians, hospitals, or health
care providers in the course of obtaining emergency medical attention.
To Federal, state, and local officials involved with childcare or
health services for the purpose of reporting suspected or actual child
abuse.
To Federal, state, and local agencies and private sector entities
that employ individuals who are registered to use the day care center
for the purpose of verifying income. Note: Only name and data
pertaining to reported total family income is disclosed to employing
agencies and entities.
To State Public Health Authorities and/or the Center for Disease
Control for the purpose of reporting communicable diseases. Information
released does not contain any personally identifiable information.
The DOD ``Blanket Routine Uses'' apply to this system of records
Add a new element to the notice: ``Disclosures to consumer
reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government; typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
``The disclosure is limited to information necessary to establish
the identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.''
* * * * *
Safeguards:
Delete entry and replace with ``Records are maintained in areas
accessible only to personnel who must use them in the performance of
their official duties. Paper records are maintained in locked file
cabinets, drawers, or offices in a locked building with controlled,
monitored access. Personnel who use the records to perform their duties
must complete Privacy Act/Personally Identifiable Information (PII)
training prior to being granted access to records. Smart card
technology is required to access records maintained on computer
systems.''
Retention and disposal:
Enrollee records (involving no serious accident or injury requiring
emergency medical records) are sent to the Child and Youth Program
Coordinator upon termination from the program and are destroyed 1 year
later.
Enrollee records (involving a serious accident or injury requiring
emergency medical records) are sent to the Child Development Services
Coordinator upon termination from the program and are destroyed 3 years
after the incident or 1 year after the enrollee withdraws from the
program, whichever is later.
Employee and Volunteer Records are maintained at the Child
Development Center and are destroyed 3 years after termination of
employment or volunteer services.
System manager(s) and address:
Delete entry and replace with ``Director, Child and Youth Programs,
Morale, Welfare and Recreation, Headquarters Defense Logistics Agency,
8725 John J. Kingman Road, ATTN: DES-Q, Fort Belvoir, VA 22060-6221.''
* * * * *
Record source categories:
Delete entry and replace with ``Information is provided by the
registrant, the registrant's sponsor, the sponsor's employer, the
registrant's
[[Page 50951]]
physician or health care provider, and CDP employees.''
* * * * *
S400.20
System name:
Day Care Facility Registrant, Applicant and Enrollee Records.
System location:
Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road,
Fort Belvoir, VA 22060-6221 and the participating DLA Field Activities.
Mailing addresses may be obtained from the System manager below.''
Categories of individuals covered by the system:
Individuals and their sponsors who are enrolled in, or have applied
for admission to, DLA-managed day care facilities.
Categories of records in the system:
Waiting List Applicant records include the names of the sponsor and
spouse (when applicable), Social Security Numbers; home and electronic
mail addresses; work, home, cell and pager telephone numbers; place of
employment; rank or civilian pay grade; child's name and birth date
documentation of any special needs or health concerns regarding the
child, to include documentation of food restrictions; physical
abilities and limitations; physical, emotional, or other special care
requirements (including restrictions or special precautions concerning
diet); special services Individual Development Plans (IDP) when special
needs have already been diagnosed.
Enrollees records include all items listed above under ``Waiting
List Applicant'' plus names and phone numbers of emergency points of
contact; medical, dental and insurance provider data; medical
examination reports, health assessments and screening results;
immunization, allergy and medication information; documentation of
Special Needs Resource Team (SNRT) meetings, recommendations and
follow-up; documentation of behavioral issues; special services
Individual Development Plans (IDP) (when applicable); child portfolios
to include observations, anecdotal records, and developmental milestone
checklists; parent/teacher conference data; parent complaints;
transportation requirements and schedules; parental disabilities,
impairments, or special needs; authorization, consent, and agreement
forms; medical power of attorney; serious event/incident report forms;
symptom records; escort and emergency designees' name and data to
include physical and electronic addresses and work, home, cell, and
pager telephone numbers; documentation of returned checks; status of
hardship requests; family care plans to include documentation of
guardianship and medical power of attorney in the absence of parent(s);
and suspected/reported child abuse or neglect forms. The records may
include child and family profiles which gather information on family
background, cultural, and ethnic data such as religion, native
language, and family composition for cultural and social enrichment
activities. For fee assessment purposes, the application records also
include family income data; documentation of disability if unemployed;
and, for security purposes, court records with information on custody
and visitation arrangements when applicable. Note: Any and all
information relating to an individual's religious preference or
religious activity is collected and maintained only if the individual
has made an informed decision to voluntarily provide the information.
Employee records include their name; Social Security Number (SSN)
and birth date; home address; home and cell telephone numbers;
electronic mail address; names, telephone numbers and home addresses of
emergency points of contact; health assessment, psychological
evaluations, immunization records, and documentation of ongoing
medication; verification of background checks and suitability
determination; training records, educational background, and other
related employment experiences; employment references; job performance
standards, copies of appraisals, awards, promotions and grievance
actions; copies of personnel actions; counseling statements as
appropriate.
Volunteer records include their name; and birth date; home
addresses; home, work and cell telephone numbers; electronic mail
address; place of employment; names, telephone numbers and home
addresses of emergency points of contact; health assessment,
psychological evaluations, immunization records, and documentation of
ongoing medication; verification of background checks and suitability
determination; and training records.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under
Secretary of Defense for Acquisition, Technology, and Logistics; 10
U.S.C. 2809 and 2812, Military construction of child care facilities;
42 U.S.C. Chap. 127, Coordinated services for children, youth, and
families; 40 U.S.C. 490b, Child care services for Federal employees; 42
U.S.C. Chap 67, Child abuse programs; Pub. L. 101-189, Title XV,
Military Child Care Act of 1989; DOD Instruction 6060.2, Child
Development Programs; and E.O. 9397 (SSN).
Purpose(s):
With the exception of family income data, the records are available
to the Child and Youth Program Coordinator, the CDP Director and
Assistant Director, the CDP Training and Curriculum Specialist, and
applicable administrative and care giving staff for the purpose of
providing safe, developmentally appropriate day care services and to
ensure proper, effective response in the event of an emergency. These
records may also be made available to subject matter experts during
inspections. Individualized data on total family income is provided to
employing Defense components for fiscal planning purposes, for subsidy
computation, and to reimburse DLA for day care services rendered under
a support agreement. Verification of family income data is also used
for fee assessment purposes and is made available to DLA
representatives during inspections.
Serious Event Forms, Incident Report Forms, and monthly injury logs
are provided to the Child and Youth Programs Coordinator, the CDP
Director, and the installation's safety and health office for the
purpose of tracking all accidents/incidents that occur within the CDP
center or during sponsored activities off-site. These reports are also
made available to safety and health professionals during inspections.
Records pertaining to physical abilities and limitations; physical,
emotional or other special care requirements to include restrictions or
special precautions concerning diet; existing IDPs; and documentation
of behavioral issues or other special needs will be provided to members
of the SNRT for the purpose of determining staff training needs,
appropriate classroom placement, necessity of contract modification,
and appropriate follow-up, to include collaboration with community
resources as needed. Based upon the severity of the special need, the
installation's paramedic squad will be notified of the child's
enrollment at the CDC and the specific condition that may require
attention. Records will also be available to subject matter experts
during inspections.
[[Page 50952]]
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DOD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To physicians, dentists, medical technicians, hospitals, or health
care providers in the course of obtaining emergency medical attention.
To Federal, state, and local officials involved with childcare or
health services for the purpose of reporting suspected or actual child
abuse.
To Federal, state, and local agencies and private sector entities
that employ individuals who are registered to use the day care center
for the purpose of verifying income. Note: Only name and data
pertaining to reported total family income is disclosed to employing
agencies and entities.
To State Public Health Authorities and/or the Center for Disease
Control for the purpose of reporting communicable diseases. Information
released does not contain any personally identifiable information.
The DOD ``Blanket Routine Uses'' apply to this system of records.
Disclosures to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to ``consumer reporting agencies'' as defined in the Fair Credit
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government; typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Policies and practices for storing, retrieving, accessing, retaining
and disposing of records in the system:
Storage:
Records are stored on paper and in electronic storage media.
Retrievability:
Records may be retrieved by the full name of the registrant/
applicant/sponsor and Social Security Number. Volunteer records may be
retrieved by their full name.
Safeguards:
Records are maintained in areas accessible only to personnel who
must use them in the performance of their official duties. Paper
records are maintained in locked file cabinets, drawers, or offices in
a locked building with controlled, monitored access. Personnel who use
the records to perform their duties must complete Privacy Act/
Personally Identifiable Information (PII) training prior to being
granted access to records. Smart card technology is required to access
records maintained on computer systems.
Retention and disposal:
Enrollee records (involving no serious accident or injury requiring
emergency medical records) are sent to the Child and Youth Program
Coordinator upon termination from the program and are destroyed 1 year
later.
Enrollee records (involving a serious accident or injury requiring
emergency medical records) are sent to the Child Development Services
Coordinator upon termination from the program and are destroyed 3 years
after the incident or 1 year after the enrollee withdraws from the
program, whichever is later.
Employee and Volunteer Records are maintained at the Child
Development Center and are destroyed 3 years after termination of
employment or volunteer services.
System manager(s) and address:
Director, Child and Youth Programs, Morale, Welfare and Recreation,
Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, ATTN:
DES-Q, Fort Belvoir, VA 22060-6221.
Notification procedure:
Individuals seeking to determine whether information about them is
contained in this system should address written inquiries to the
Privacy Act Office, Headquarters, Defense Logistics Agency, ATTN: DGA,
8725 John J. Kingman Road, Suite 1644, Fort Belvoir, VA 22060-6221.
Inquiries from registrants/applicants/sponsors should contain their
full name and Social Security Number. Inquiries from volunteers should
contain their full name.
Record access procedures:
Individuals seeking access to information about them contained in
this system should address written inquiries to the Privacy Act Office,
Headquarters, Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman
Road, Suite 1644, Fort Belvoir, VA 22060-6221.
Inquiries from registrants/applicants/sponsors should contain their
full name and Social Security Number. Inquiries from volunteers should
contain their full name.
Contesting record procedures:
The DLA rules for accessing records, for contesting contents, and
appealing initial agency determinations are contained in 32 CFR part
323, or may be obtained from the Privacy Act Office, Headquarters,
Defense Logistics Agency, ATTN: DGA, 8725 John J. Kingman Road, Suite
1644, Fort Belvoir, VA 22060-6221.
Record source categories:
Information is provided by the registrant, the registrant's
sponsor, the sponsor's employer, the registrant's physician or health
care provider, volunteers, and CDP employees.
Exemptions claimed for the system:
None.
[FR Doc. E8-20058 Filed 8-28-08; 8:45 am]
BILLING CODE 5001-06-P