[Federal Register Volume 59, Number 56 (Wednesday, March 23, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-6734]


[[Page Unknown]]

[Federal Register: March 23, 1994]


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DEPARTMENT OF VETERANS AFFAIRS

 

Privacy Act of 1974, New System of Records--National Chaplain 
Management Information System (NCMIS)-VA (84VA111K)

ACTION: Notice; new system of records.

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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(e)(4)) requires that all 
agencies publish in the Federal Register a notice of the existence and 
character of their system of records. Accordingly, the Department of 
Veterans Affairs (VA) published a notice of its inventory of personal 
records on September 27, 1977 (42 FR 49728). Notice is hereby given 
that VA is adding a new system of records entitled ``National Chaplain 
Management Information System (NCMIS)-VA'' (84VA111K).

DATES: Interested persons are invited to submit written comments, 
suggestions, or objections regarding the proposed routine uses for the 
new system of records. All relevant material received before April 22, 
1994, will be considered. All written comments received will be 
available for public inspection in room 170 at the address given below 
between the hours of 8 a.m. and 4:30 p.m. Monday through Friday (except 
holidays) until May 2, 1994. If no public comment is received during 
the 30-day review period allowed for public comment, or unless 
otherwise published in the Federal Register by VA, the routine uses 
included herein are effective April 22, 1994.

ADDRESSES: Written comments concerning the proposed routine uses may be 
mailed to the Secretary, Department of Veterans Affairs (271A), 810 
Vermont Avenue, NW., Washington, DC 20420.

FOR FURTHER INFORMATION CONTACT:
Thomas Harris, Ph.D., National Manager, Total Quality Improvement 
Research and Development, National VA Chaplain Center (301/111K), VA 
Medical Center, 100 Emancipation Road, Hampton, Virginia 23667 at (804) 
728-3180.

SUPPLEMENTARY INFORMATION: Chaplain Service of the Veterans Health 
Administration, Department of Veterans Affairs, has developed a data 
base to maintain information that will be used as part of a 
comprehensive program in Total Quality Improvement (TQI). Maintenance 
of the information will facilitate more meaningful and effective 
management of the performance of individual chaplain services and will 
be used for staff development to enhance and improve the work-related 
activities of chaplains nationally. It will be used to assist in the 
personal growth and spiritual development of all chaplains over and 
above the performance of their duties. It will also support the 
documentation and tracking of credentialing and privileging for all 
chaplains providing patient care in the system.
    A ``Report of New System'' and an advance copy of the new system 
notice have been to the Chairmen of the House Committee on Government 
Operations and the Senate Committee on Governmental Affairs, and the 
Director, Office of Management and Budget (OMB) as required by 5 U.S.C. 
552a(r) (Privacy Act) and guidelines issued by OMB (58 FR 36068), July 
2, 1993.

    Approved: March 14, 1994.
Jesse Brown,
Secretary of Veterans Affairs.
84VA111K
    National Chaplain Management Information System (NCMIS)-VA.
    The data base will reside on its own micro-computers at the 
National VA Chaplain Center (301/111K) at the Department of Veterans 
Affairs (VA) Medical Center (VAMC) located at 100 Emancipation Road, 
Hampton, Virginia 23667.
    The personal data collected will be limited to VA Chaplains, other 
VA Chaplain Service staff, applicants for VA chaplain positions (VA 
employees and individuals seeking VA employment), and selected 
providers of services to the VA chaplaincy.
    1. The following data will be collected on individuals who are VA 
chaplains or chaplain candidates: Name, date of birth, Social Security 
Number, educational data (e.g., college degrees), membership in 
religious bodies and related religious experience, employment history 
relevant to the chaplaincy, name, location and dates of significant 
professional events (e.g., ordination), continuing education data 
(e.g., name, location and type of continuing education course), 
psychological and related survey data relevant to personal and 
professional development activities in support of chaplain development 
and research in the Chaplain Service (e.g., Myers-Briggs, 16PF Survey, 
leadership style surveys, etc.), data to verify and validate the 
effectiveness of affirmative action programs, work-related performance 
data, and performance data appropriate for national aggregation and 
management applications (e.g., bedside visits, number of chapel 
services, office visits, etc.), and
    2. The following additional data may be maintained for resource 
providers who have or may assist in the work of the chaplaincy; names 
of consultants or providers, their organization, type of services 
provided, effectiveness and performance on contracts, special 
characteristics related to nature of their service (e.g., techniques or 
manner of teaching bereavement counseling, resources used, etc.), and 
nature of correspondence and related administrative matters.
    The information will be used as part of a comprehensive program in 
Total Quality Improvement (TQI) in order to facilitate: (1) More 
meaningful and effective management of the functions and performance of 
Chaplain Services, (2) staff development to enhance and improve the 
work related activities of chaplains nationally, (3) the personal 
growth and spiritual development of all chaplains over and above 
improving the performance of their duties, (4) the documentation and 
tracking of credentialing and privileging for all chaplains providing 
patient care in the system, and (5) personnel related decisions.
    Title 38, United States Code, Sec. 7304(a).
    1. A record from this system of records may be disclosed to any 
source from which additional information is requested (to the extent 
necessary to identify the individual inform the source of purpose(s) of 
the request, and to identify the type of information requested), when 
necessary to obtain information relevant to a Department decision 
concerning the hiring or retention of any employee, the issuance or 
reappraisal of clinical privileges, the conducting of a security or 
suitability investigation of an individual, the letting of a contract, 
or the issuance of a license, grant, or other benefit.
    2. A record from this system of records may be disclosed to an 
agency in the executive, legislative, or judicial branch, in response 
to its request, or at the initiation of VA, information in connection 
with the hiring of an employee, the issuance of security clearance, the 
conducting of a security or suitability investigation of an individual, 
the letting of a contract, the issuance of a license, grant or other 
benefits by the requesting agency, to the extent that the information 
is relevant and necessary to the requesting agency's decision.
    3. Disclosure may be made 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.
    4. Disclosure may be made to NARA (National Archives and Records 
Administration) in records management inspections conducted under 
authority of 44 U.S.C. 2904 and 2906.
    5. Information may be disclosed to the Department of Justice and 
United States Attorneys in defense or prosecution of litigation 
involving the United States, and to Federal agencies upon their request 
in connection with review of administration tort claims filed under the 
Federal Tort Claims Act, 28 U.S.C. 2672.
    6. Hiring, performance, or other personnel related information may 
be disclosed to any facility with which there is, or there is proposed 
to be, an affiliation, sharing agreement, contract, or similar 
arrangement, for purposes of establishing, maintaining, or expanding 
any such relationship.
    7. Information may be disclosed to officials of labor organizations 
recognized under 5 U.S.C. chapter 71 when relevant and necessary to 
their duties of exclusive representation concerning personnel policies, 
practices, and matters affecting working conditions.
    8. Disclosure may be made to the VA-appointed representative of an 
employee of all notices, determinations, decisions, or other written 
communications issued to the employee in connection with an examination 
ordered by VA under medical evaluation (formerly fitness-for-duty) 
examination procedures or Department-filed disability retirement 
procedures.
    9. Information may be disclosed to officials of the Merit Systems 
Protection Board, including the Office of the Special Counsel, when 
requested in connection with appeals, special studies of the civil 
service and other merit systems, review of rules and regulations, 
investigation of alleged or possible prohibited personnel practices, 
and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as 
may be authorized by law.
    10. Information may be disclosed to the Equal Employment 
Opportunity Commission when requested in connection with investigations 
of alleged or possible discrimination practices, examination of Federal 
affirmative employment programs, compliance with the Uniform Guidelines 
of Employee Selection Procedures, or other functions vested in the 
Commission by the President's Reorganization Plan No. 1 of 1978.
    11. Information may be disclosed to the Federal Labor Relations 
Authority (including its General Counsel) when requested in connection 
with investigation and resolution of allegations of unfair labor 
practices, in connection with the resolution of exceptions to 
arbitrator awards when a question of material fact is raised and 
matters before the Federal Service Impasses Panel.
    12. In the event that a record maintained by VA to carry out its 
functions indicates a violation or potential violation of law, whether 
civil, criminal or regulatory in nature, and whether arising by general 
statute or particular program statute, or by regulation, rule or order 
issued pursuant thereto, the relevant records in the system of records 
may be referred, as a routine use, to the appropriate agency, whether 
Federal, State, local or foreign, charged with the responsibility of 
investigating or prosecuting such violation or charged with enforcing 
or implementing the statute, or rule, regulation or order issued 
pursuant thereto.
    Records are maintained on micro-computers.
    Records are retrieved by the names. Social Security Numbers, or 
other assigned identifiers of the individuals on whom they are 
maintained.
    1. Access to VA working and storage areas is restricted to VA 
employees on a ``need-to-know'' basis; strict control measures are 
enforced to ensure that disclosure to these individuals is also based 
on this same principle. Generally, VA file areas are locked after 
normal duty hours and the facilities are protected from outside access 
by the Federal Protective Service or other security personnel.
    2. All chaplains and other VA employees who enter or use data in 
the data base will do so by direct access into the system, or by means 
of the national VA communications network (VADATS/IDCU). All users must 
have access and verify codes maintained by the National Chaplain 
Center. All staff access to the system data will be restricted to only 
that data required on a ``need-to-know'' basis consistent with the 
routine performance of their duties. Access to individual work stations 
will be protected under security protocols established at the user's 
facility. Computers will be maintained in the locked environment in the 
main computer room of the VA Medical Center, Hampton, Virginia.
    Paper records and information stored on electronic storage media 
are maintained and disposed of in accordance with records disposition 
authority approved by the Archivist of the United States.
    Director, Chaplain Service (301/111K), National VA Chaplain Center, 
VA Medical Center, 100 Emancipation Road, Hampton, Virginia 23667.
    Individuals who wish to determine whether this system of records 
contains information about them should write to the System Manager at 
the above address. Inquiries should include the individual's name, 
address, and social security number.
    Individuals seeking information regarding access to and contesting 
of records in this system may write, call or visit the System Manager 
at the above address.
    (See Record Access Procedures above.)
    Information in this system of records is provided by the applicant/
employee, or obtained from current or previous employers, references, 
educational institutions, religious bodies and/or their representatives 
and VA staff.

[FR Doc. 94-6734 Filed 3-22-94; 8:45 am]
BILLING CODE 8320-01-M