[Federal Register Volume 66, Number 206 (Wednesday, October 24, 2001)]
[Notices]
[Pages 53824-53825]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-26771]


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DEPARTMENT OF STATE

[Public Notice 3821]


Privacy Act of 1974: Creation of a New System of Records

    Notice is hereby given that the Department of State proposes to 
create a new system of records, STATE-32, pursuant to the provisions of 
the Privacy Act of 1974, as amended [5 U.S.C. 552a(r)], and the Office 
of Management and Budget Circular No. A-130, Appendix I. The 
Department's report was filed with the Office of Management and Budget 
on October 04, 2001.
    STATE-32 is being implemented by the Department of State to 
facilitate its responsibility for managing the Department's Child Care 
Subsidy Program.
    Any persons interested in commenting on this new system of records 
may do so by submitting comments in writing to Margaret Peppe, Chief; 
Programs and Policies Division; Office of IRM Programs and Services; A/
RPS/IPS/PP; U.S. Department of State, SA-2; Washington, DC 20522-6001.
    This system of records will be effective 40 days from the date of 
publication, unless we receive comments that will result in a contrary 
determination.
    This new system description, ``Child Care Subsidy Program Records, 
STATE-32'' will read as set forth below.

    Dated: October 4, 2001.
William A. Eaton,
Assistant Secretary for the Bureau of Administration, Department of 
State.
STATE-32

System name:
    Child Care Subsidy Program Records.

Security classification:
    Unclassified.

System location:
    Department of State, SA-14, 2401 E Street, NW; Washington, DC 
20520; and the Federal Employees Education and Assistance Fund (FEEA), 
8441 W. Bowles Avenue, Suite 200, Littleton, CO 80123-9501.

Categories of individuals covered by the system:
    Employees of the Department of State who voluntarily apply for a 
child care subsidy, their spouses and children.

Categories of records in the system:
    Application forms for a child care subsidy contain personal 
information including employee's (parent/guardian) name, Social 
Security Number, position grade, home phone number, home address, total 
income, number of dependent children, and number of children on whose 
behalf the parent is applying for a subsidy, information on any tuition 
assistance received from state/county/local child care subsidy, and 
information on child care providers used, including their name, 
address, provider license number, and state of license issued, tuition 
cost, provider tax identification number, and copies of Internal 
Revenue Form 1040 for verification purposes.

Authority for maintenance of the system:
    Consolidated Appropriations Act of 2001, Pub. L. 106-544.

Purpose(s):
    Information contained in the Child Care Subsidy Program Records is 
collected and maintained by the Bureau of Human Resources in the 
administration of its responsibility for managing the Department's 
Child Care Subsidy Program. The primary use of the records maintained 
in this system is to establish and verify Department of State 
employees' eligibility for child care subsidies in order to provide 
monetary assistance to them. Other uses of the records in the system 
include verifying the eligibility of child care centers and compliance 
with regulations.

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    The information in this system is used by:
    (1) Experts, consultants or contractors of the Department who 
determine eligibility and/or payment of child care subsidies;
    (2) Child care providers in order to verify a covered child's dates 
of attendance at the provider's facility;
    (3) The Bureau of Finance and Management Policy (FMP) of the 
Department of State, responsible for wages, compensation and 
allowances;
    (4) The Department of Justice, or a court, adjudicative or other 
administrative body, or a party in litigation before a court or 
adjudicative or administrative body, when:
    (a) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (1) The Department or any component of the Department;
    (2) Any Departmental employee acting in his or her official 
capacity;
    (3) Any Departmental employee acting in his or her individual 
capacity where the Department of Justice has agreed to represent the 
employee, or
    (4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and
    (b) The Department deems the disclosure to be relevant and 
necessary to the proceedings.

Storage:
    Electronic media, hard copy.

Retrievability:
    Individual name and Social Security Number.

Safeguards:
    All employees of the Department of State have undergone a thorough 
background security investigation. Access to the Department and its 
annexes are controlled by security guards and admission is limited to 
those individuals possessing a valid identification card or individuals 
under proper escort. All records containing personal information are 
maintained in secured file cabinets or in restricted areas, access to 
which is limited to authorized personnel and contractors; and Federal 
Employees Education and Assistance Fund employees and contractors. 
Access to computerized files is password-protected and under the direct 
supervision of the system manager. The system manager has the 
capability of printing audit trails of access from the computer media, 
thereby permitting regular and ad hoc monitoring of computer usage.

Retention and disposal:
    These records will be maintained until they become inactive, at 
which time they will be retired or destroyed in accordance with 
published record schedules of the Department of State and as approved 
by the National Archives and Records Administration. More specific 
information may be obtained by writing to the Director; Office of IRM 
Programs and Services; SA-2; Department of State; 515 22nd Street, NW; 
Washington, DC 20522-6001.

[[Page 53825]]

System manager and address:
    The Director General of the Foreign Service and Director of Human 
Resources, Department of State; 2201 C Street, NW; Washington, DC 
20520.

Notification procedure:
    Individuals who have reason to believe that the Bureau of Human 
Resources might have records pertaining to themselves should write to 
the Director; Office of IRM Programs and Services; SA-2; Department of 
State; 515 22nd Street, NW; Washington, DC 20522-6001. The individual 
must specify that he/she wishes the Child Care Subsidy Program Records 
to be checked. At a minimum, the individual should include: name; date 
and place of birth; current mailing address and zip code; signature; 
and preferably his/her Social Security Number; a brief description of 
the circumstances that caused the creation of the record, and the 
approximate dates which give the individual cause to believe that the 
Bureau of Human Resources has records pertaining to him/her.

Record access and amendment procedures:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director, Office of IRM Programs and 
Services (address above).

Record source categories:
    Information is provided by Department of State employees who apply 
for child care subsidies.

Systems exempted from certain provisions of the Act:
    None.

[FR Doc. 01-26771 Filed 10-23-01; 8:45 am]
BILLING CODE 4710-24-P