[Federal Register Volume 59, Number 140 (Friday, July 22, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-17822]


[[Page Unknown]]

[Federal Register: July 22, 1994]


                                                   VOL. 59, NO. 140

                                              Friday, July 22, 1994

DEPARTMENT OF AGRICULTURE

Office of the Secretary

 

Privacy Act; System of Records

AGENCY: Office of the Secretary, USDA.

ACTION: Notice of a New Privacy Act System of Records; Request for 
Comments.

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SUMMARY: The Forest Service (FS) is proposing to establish a new system 
of records in accordance with the Privacy Act of 1974 (5 U.S.C. 552a). 
This system of records, entitled Electronic Corpsmember Information 
System (ELCID), USDA/FS-51, is necessary to monitor individual Job 
Corps Enrollees' educational progress as well as to provide cumulative 
results of training programs at each individual Forest Service Job 
Corps Center. The data could be used to counsel enrollees as well as to 
adjust a Center's training program to more effectively meet enrollee 
needs.

EFFECTIVE DATE: This notice will be adopted without further notice, on 
September 20, 1994, unless modified by a subsequent notice to 
incorporate comments received from the public. Although the Privacy Act 
only requires ``routine uses'' of the system to be published for 
comment, USDA invites comment on all portions of this notice. Comments 
must be received on or before August 22, 1994.

ADDRESSES: Send written comments to the Director, Human Resource 
Programs, FS, USDA, PO Box 96090, Washington, DC 20090-6090. The public 
may inspect comments received on this notice in the office of the 
Director of Human Resource Programs, 10th floor, Room 1010, 1621 North 
Kent Street, Rosslyn Plaza East, Arlington, Virginia 22209, between the 
hours of 8 am and 4 pm. Individuals wishing to inspect comments are 
encouraged to call (703) 235-8844 to make arrangements.

FOR FURTHER INFORMATION: Melvyn J. Loftus, FS Education Specialist, 
Human Resource Staff, (703) 235-8844

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act, 5 U.S.C. 552a, 
USDA is proposing to create a new system of records to be maintained by 
FS. The purpose of the system of records, entitled ELCID, would be to 
track administrative information on Job Corps students so that training 
for the students may be presented in a most efficient and effective 
manner. The information compiled on Job Corps students would include: 
Name, social security number, address, phone number, date of birth, 
date of entry, race, legal guardian, recruiter, test scores from the 
Test of Adult Basic Education, educational progress, vocational 
progress, Job Corps Center progress, behavioral reports, leave record, 
dormitory assignment, and pay status. The Forest Service Job Corps 
Center frequently require such data to be updated and reviewed to train 
Job Corps students more effectively. Some of this information (name, 
address, social security number, date of birth, date of entry, test 
scores, educational progress, vocational progress, overall program 
progress, and pay status) also would be shared with the Department of 
Labor's Student Pay Allowance and Management Information System 
(SPAMIS) date base, which is located in San Marcos, Texas, at Gary Job 
Corps Center. SPAMIS is the system that provides the students with 
their monthly living allowance. The information that ELCID will compile 
is currently recorded in the administrative record of each enrollee. 
Currently, these records must be reviewed manually for the purpose of 
discerning trends in educational progress of enrollees or in the 
effectiveness of a particular training course. Data would originate and 
be maintained at each individual Center.

    Dated: July 12, 1994.
Mike Espy,
Secretary.
USDA/FS-51
    USDA/FS-51 Electronic Corpsmember Information System (ELCID).
    The records in this system are maintained at the 18 United States 
Department of Agriculture (USDA), Forest Service (FS), Job Corps 
Centers:

Anaconda Job Corps Center, 1407 Foster Creek Road, Anaconda, Montana 
59711
Angell Job Corps Center, 335 NE Blodgett Road, Yachats, Oregon 97498
Blackwell Job Corps Center, Route 1 Box 233A, Laona, Wisconsin 54541
Boxelder Job Corps Center, PO Box 110, Nemo, South Dakota 57759
Cass Job Corps Center, HC 63 Box 219, Ozark, Arkansas 72949
Curlew Job Corps Center, 3090-100 Bamber Creek Road, Waconda, 
Washington 98859
Flatwoods Job Corps Center, Route 1 Box 211, Coeburn, Virginia 24220
Frenchburg Job Corps Center, HCR 68 Box 935, Mariba, Kentucky 40345
Golconda Job Corps Center, Route 1 Box 104A, Golconda, Illinois 62938
Jacobs Creek Job Corps Center, 984 Denton Valley Road, Bristol, 
Tennessee 37620-1430
Lyndon B. Johnson Job Corps Center, 466 Job Corps Road, Franklin, North 
Carolina 28734
Ouachita Job Corps Center, Route 1, Royal, Arkansas 71968
Pine Knot Job Corps Center, Pine Knot, Kentucky 42635
Pine Ridge Job Corps Center, HC 75 Box 39-F, Chadron, Nebraska 69337
Schenck Job Corps Center, 98 Schenck Drive, Pisgah Forest, North 
Carolina 28768
Timber Lake Job Corps Center, 59868 East Hwy 224, Estacada, Oregon 
97023
Trapper Creek Job Corps Center, 5139 West Fork Road, Darby, Montana 
59829
Wolf Creek Job Corps Center, 2010 Opportunity Lane, Glide, Oregon 97443
    The system covers students who are enrolled in FS Job Corps 
Centers.
    The system consists of the name, social security number, address, 
phone number, date of birth, date of entry, race, legal guardian, 
recruiter, test scores from the Test of Adult Basic Education, 
educational progress, vocational progress, Job Corps Center progress, 
behavioral reports, leave record, dormitory assignment, and pay status.
    5 U.S.C. 301 and Title IV-B of and the Job Training Partnership 
Act, as amended, 29 U.S.C. 1691, et seq.
    The FS Job Corps Centers will use the information in this system of 
records to design more effective and efficient training for students 
enrolled in FS Job Corps Centers.
    (1) USDA may disclose information in this system of records to the 
United States Department of Justice (DOJ) for use in litigation, if 
USDA, or any component thereof, determines that the use of such records 
by DOJ is relevant and necessary to the conduct of the litigation and 
that disclosure of the information to DOJ is compatible with the 
purpose(s) for which the records were collected where any of the 
following are parties to the litigation or have an interest that would 
be affected by the litigation:
    (a) USDA, or any component thereof;
    (b) Any USDA employee acting in an official capacity;
    (c) Any USDA employee acting in an individual capacity whom DOJ has 
agreed to represent; or
    (d) The United States, if USDA determines that the litigation is 
likely to affect USDA or any of its components.
    (2) USDA may disclose information in this system of records in a 
proceeding before a court or other adjudicative body before which USDA 
is authorized to appear, if USDA or any component thereof determines 
that disclosure of the records to the court or other adjudicative body 
is a use that is compatible with the purpose(s) for which the records 
were collected, where USDA determines that the information is relevant 
and necessary to the conduct of the litigation and any of the following 
are parties to the litigation or have an interest that would be 
affected by the litigation:
    (a) USDA, or any component thereof;
    (b) Any USDA employee acting in an official capacity;
    (c) Any USDA employee acting in an individual capacity whom DOJ has 
agreed to represent; or
    (d) The United States, if USDA determines that the litigation is 
likely to affect USDA or any of its components.
    (3) When available information indicates a violation or potential 
violation of civil, criminal, or administrative law arising by statute 
or rule, regulation, or order, USDA may refer any record within this 
system to the appropriate Federal, State, local or foreign agency 
charged with the responsibility of investigating or prosecuting a 
violation of law or of enforcing a statute, or rule, regulation or 
order issued thereto.
    (4) USDA may disclose information from the record of an individual 
contained in this system in response to an inquiry from a congressional 
office made at the request of that individual.
    (5) USDA may disclose information (name, address, social security 
number, date of birth, date of entry, education progress, vocational 
progress, test scores, and pay status) from this system of records to 
the appropriate officials of the United States Department of Labor 
(DOL) who maintain the Student Pay Allowance and Management Information 
Data Base (SPAMIS) in San Marcos, Texas, for the purpose of paying 
students their living allowances and incentive bonuses.
    Records will be maintained on computer magnetic tapes, disk, or 
other electronic format, as well as in file folders.
    Records will be indexed and retrieved by names and social security 
numbers.
    All records containing personal information will be maintained in 
secured file cabinets and secured computer rooms or tape libraries 
which can only be accessed by authorized personnel. Electronic access 
to records is controlled through a system of computer access 
identification and authorization utilizing passwords. Access to the 
data is controlled by the data base management system.
    Records will be retained or disposed of in accordance with the 
retention periods contained in the DOL Policy and Requirements Handbook 
Chapter 8, Section 5.3. whose standards the Forest Service has agreed 
to adopt. The records are maintained at the FS Job Corps Center for 3 
years after the students complete their stay at the Center.
    The FS Washington Office Job Corps Branch Chief will be the system 
manager. The address is: Job Corps Branch Chief, Human Resource 
Programs, USDA Forest Service, PO Box 96090, Washington, DC 20090.
    Individuals will be able to request information regarding them 
contained in this system of records, or information as to whether the 
system contains records pertaining to them from the Center Director of 
the appropriate Center. Center addresses are listed in the previous 
section called System Location. A request for information should 
contain the name, address, social security number, and approximate 
dates the student was enrolled at the Center, and any details that aid 
in defining the desired information.
    Individuals will be able to obtain information on the procedures 
for gaining access to records in the system which pertain to them by 
contacting the Center Director at the appropriate Center. The envelope 
and letter should be marked ``PRIVACY ACT REQUEST.''
    The same procedures will be used as for record access.
    Information in this system will come primarily from interviews with 
the students who enrolled in a FS Job Corps Center. Information will 
also be obtained from test results and from measurements made against 
vocational accomplishment criteria and from other progress measuring 
devices that a Center uses.

[FR Doc. 94-17822 Filed 7-21-94; 8:45 am]
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