[Federal Register Volume 64, Number 121 (Thursday, June 24, 1999)]
[Notices]
[Pages 33901-33903]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-16136]


-----------------------------------------------------------------------

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-4456-N-03]


Privacy Act; Proposed New System of Records

AGENCY: Office of the Chief Information Officer, HUD.

ACTION: Establish a new system of records.

-----------------------------------------------------------------------

SUMMARY: The Department of Housing and Urban Development (HUD) proposes 
to establish a new record system to add to its inventory of systems of 
records subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. 
The proposed new system is entitled Equal Employment Opportunity 
Monitoring and Analysis System (EEOMAS), HUD/ODEEO/01. EEOMAS is the 
management information system used to monitor and evaluate the 
Department's equal employment and affirmative employment efforts and 
accomplishments. It contains selected personal information on each HUD 
employee which is essential in conducting demographic analyses between 
the work force and the civilian labor force and concentration analyses 
of the dispersion of employees within the work force.

DATES: Effective Date: This action shall be effective without further 
notice in 30 calendar days (July 24, 199) unless comments are received 
during or before this period that would result in a contrary 
determination.

    Comments due by: July 26, 1999.

ADDRESSES: Interested persons are invited to submit comments regarding 
this new system of records to the Rules Docket Clerk, Office of General 
Counsel, room 10276, Department of Housing and Urban Development, 451 
Seventh Street,

[[Page 33902]]

SW, Washington, DC 20410-05000. Communications should refer to the 
above docket number and title. An original and four copies of the 
comments should be submitted. Facsimile (FAX) comments are not 
acceptable. A copy of each communication submitted will be available 
for public inspection and copying between 7:30 a.m. and 5:30 p.m. 
weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Jeanette Smith, Department Privacy Act 
Officer, Telephone Number (202) 708-2374, or Thelma Cockrell, 
Departmental Affirmative Employment Program Manager, Telephone Number 
(202) 708-5921, extension 6866.

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended notice is given that HUD proposes to establish 
a new system of records identified as HUD/ODEEO/01, Equal Employment 
Opportunity Monitoring and Analyses system (EEOMAS).
    Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be 
afforded a 30-day period in which to comment on the new record system.
    The new system report was submitted to the Office of Management and 
Budget (OMB), the Senate Committee on Governmental Affairs, and the 
House Committee on Government Operations pursuant to paragraph 4c of 
Appendix 1 to OMB Circular No. A-130, ``Federal Responsibilities for 
Maintaining Records About Individuals,'' July 25, 1994, 59 FR 37914.

    Dated: June 14, 1999.
Gloria R. Parker,
Chief Information Officer.
HUD/ODEEO/01

SYSTEM NAME:
    Equal Employment Opportunity Monitoring and Analysis System 
(EEOMAS).

SYSTEM LOCATION:
    Department of Housing and Urban Development, HUD 451 Seventh Street 
SW, Room 2112, Washington, DC 20410

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Personal and employment related data items on each HUD employee, 
and information on EEO discrimination complaint processing covering 
both HUD employees and applicants for employment.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system contains ``selected'' personal information on each 
employee, depending on the employee's type of appointment with the 
Department, including the employee's: Full name, Date of Birth, Social 
Security Number, Race, Sex, Disability Status, Pay Plan, Grade and 
Step, Annual Salary, Occupational Series, Position Title, Organization 
Code, GSA Location Code, Duty Station, Veteran Preference, Type of 
Appointment, Tenure Group, Work Schedule, Type of Employment, FLSA, 
Bargaining Unit Status, Occupational Category, Type of Position, 
Supervisory Status, Position Sensitivity, Education Level, Academic 
Discipline, Year of Degree, Special Employee Code, Special Program Code 
Performance Rating, Performance Year, Enter on Duty Date w/HUD, Date 
last Grade Promotion, Target Grade, and Date entered Present Position.
    The EEO Discrimination Complaint processing portion of the system 
contains information on complaints, both formal and informal, filed by 
HUD employees and applicants for employment. The information in EEOMAS 
includes, but is not limited to: Complainant's Name, Social Security 
Number, Complaint Type, Alleged Discriminating Official, Basis/Issues, 
Witnesses, Related Correspondence, Step-by-Step Processing Record, 
Final Disposition, and Summary of Complaint

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The legal bases for maintaining the system are:
    Section 717 of Title VII of the Civil Rights Act of 1964, as 
amended, to ensure enforcement of Federal equal employment opportunity 
policy; to requires Federal agencies to maintain Affirmative Employment 
Programs apply the same legal standards to prohibit discrimination 
established for private employers; and to eliminate discrimination that 
Congress found existing throughout the Federal employment system. The 
Rehabilitation Act of 1973, as amended, required the same for persons 
with disabilities;
    The Uniform Guidelines on Employee Selection Procedures, dated 8/
78, requires records to be maintained which allow determinations to be 
made of the impact of selection procedures on members of various race, 
sex and ethnic groups;
    The Civil Service Reform Act of 1978, requires Federal agencies to 
conduct affirmative recruitment for those occupations and grades within 
their work force in which underrepresentation of women and minorities 
exists;
    Equal Employment Opportunity Commission (EEOC) Management Directive 
(MD) 702, dated 12/79, required that Federal agencies develop and 
implement information systems that provide periodical status reports on 
a statistical work force profiles and on affirmative employment 
objectives; and
    Federal Personnel Manual (FPM) Letters 720-4, dated 1/80 and 720-6, 
dated 10/80, established broad instructions and procedures for the 
collection of race, sex, and ethnic origin data on job applicants.

PURPOSE(S):
    The Equal Employment Opportunity Monitoring and Analysis System is 
the management information system used to monitor and evaluate the 
Department's equal employment opportunity and affirmative employment 
efforts and accomplishments.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    EEOMAS is a LAN based computerized system. The data is updated 
quarterly using the National Finance Center (NFC) data extracts. The 
data is downloaded into EEOMAS via mainframe computer.

RETRIEVABILITY:
    Since EEOMAS is an internal management information system used to 
monitor, evaluate, and report the effectiveness of the Department's 
EEO/AE Program, the data is retrievable by any of the data items listed 
under ``Categories of Records in the System.'' However, all EEOMAS 
Users, excluding those in the Office of Departmental Equal Employment 
Opportunity, have restricted access. Those users cannot retrieve 
individually identified personal privacy information

SAFEGUARDS:
    EEOMAS is a LAN based computerized system and only authorized users 
have the EEOMAS icon on their computers.
    In addition to the icon, only those users who have been entered 
into EEOMAS as ``authorized'' and assigned a password can access it. 
EEOMAS access passwords are assigned and entered by the designated 
System Administrators in ODEEO.
    All EEOMAS Users, excluding ``need to know'' ODEEO staff, have 
``Browse Only'' access to non-restricted information.
    Authorized EEOMAS Users have limited access to their respective 
organizations (i.e. authorized EEOMAS

[[Page 33903]]

Users in Housing can view only Housing data, etc.).
    All individually identified employee information in EEOMAS for 
which unauthorized disclosure would constitute an unwarranted invasion 
of personal privacy (employee name in conjunction with the race, sex, 
age, date of birth, social security number, etc.) has been deleted or 
shaded from view by all EEOMAS Users, except ODEEO's ``need to know'' 
staff.
    All information is stored in a computerized database. Any hard copy 
reports, not in statistical format, generated from the database are 
kept in locked offices with restricted access.

RETENTION AND DISPOSAL:
    All EEO/AE data must be retained for a period of five (5) years in 
accordance with HUD's Record Disposition Schedule, after which 
computerized data is erased. All statistical hard copy reports are 
recycled. Any reports containing personal privacy data are shredded.

SYSTEM MANGER(S) AND ADDRESS:
    Director, Affirmative Employment Division, Director, Equal 
Opportunity Division, Departmental Affirmative Employment Program, 451 
Seventh Street, SW, Room 2112, Washington, DC 20410.

NOTIFICATION PROCEDURES:
    For information, assistance, or inquiry about the existence of 
records, contact the Privacy Act Officer at the Department of Housing 
and Urban Development, 451 7th Street SW, Room P8202, Washington, DC 
20410, in accordance with procedures in 24 CFR part 16.

CONTESTING RECORD PROCEDURES:
    The Department's rules for contesting the contents of records and 
appealing initial denials, by the individual concerned, appears in 24 
CFR part 16. If additional information or assistance is needed, it may 
be obtained by contacting: (i) In relation to contesting contests of 
records, the Privacy Act Officer at the appropriate location, the 
Department of Housing and Urban Development, 451 Seventh Street, SW, 
Room P8202, Washington, DC 20410 and (ii) in relation to appeals of 
initial denials, the Department of Housing and Urban Development, 
Departmental Privacy Appeals Officer, Office of General Counsel, 451 
Seventh Street, Southwest, Washington, DC 20410.

RECORD SOURCE CATEGORIES:
    Initial employee personal information is collected when first 
appointed as HUD employees (i.e. full name, social security, date of 
birth, disability status, etc.).
    Initial position/employment related information for each employee 
is derived from the type of appointment and specific position (title, 
series, grade, organization, duty station, etc.) under/for which they 
were hired.
    Updates to information on current employees are the results of 
personnel actions affecting employees (i.e. promotions, reassignments, 
etc.) and those self initiated by employees (i.e. changes in disability 
status/medical condition).
    Information on EEO Discrimination Complaint processing is collected 
and entered directly into EEOMAS by ODEEO staff as complaints are filed 
and processed.

EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 99-16136 Filed 6-23-99; 8:45 am]
BILLING CODE 4210-01-M