[Federal Register Volume 77, Number 218 (Friday, November 9, 2012)]
[Notices]
[Pages 67348-67352]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2012-27431]


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DEPARTMENT OF EDUCATION


Privacy Act of 1974; System of Records--Alternative Dispute 
Resolution (ADR) Center Case Tracking System

AGENCY: Office of Management (OM), Alternative Dispute Resolution 
Center, Department of Education.

ACTION: Notice of altered systems of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, 5 
U.S.C. 552a (Privacy Act), the Department of Education (Department) 
publishes this notice proposing to revise the system of records 
entitled ``Grievances Filed Informally Through the Informal Dispute 
Resolution Center'' (IDR Center) (18-05-12), including revising the 
title to ``Alternative Dispute Resolution (ADR) Center Case Tracking 
System.''

DATES: Submit your comments on this proposed altered system of records 
on or before December 10, 2012.
    The Department has filed a report describing the altered system of 
records covered by this notice with the Chair of the Senate Committee 
on Homeland Security and Governmental Affairs, the Chair of the House 
Committee on Oversight and Government Reform, and the Administrator of 
the Office of Information and Regulatory Affairs, Office of Management 
and Budget (OMB) on November 6, 2012. This altered system of records 
will become effective on the later date of: (1) The expiration of the 
40-day period for OMB review on December 17, 2012, unless OMB waives 10 
days of the 40-day review period for compelling reasons shown by the 
Department; or (2) December 10, 2012, unless the systems of records 
needs to be changed as a result of public comment or OMB review.

ADDRESSES: Address all comments about the ADR Center Case Tracking 
system of records to Debra A. Bennett, Director, Alternative Dispute 
Resolution Center, Office of Management, U.S. Department of Education, 
Capitol Place Building, 80 F Street NW., Room 408C/Mail Stop 4000, 
Washington, DC 20001-1528. If you prefer to send comments through the 
Internet, use the following address: [email protected].
    You must include the term ``ADR Center System of Records'' in the 
subject line of your electronic message. During and after the comment 
period, you may inspect all public comments about this notice at the 
U.S. Department of Education in room 410-F, 80 F Street NW., Room 410C/
Mail Stop 4000, Washington, DC 20001-1528, between the hours of 8:00 
a.m. and 4:30 p.m., Eastern time, Monday through Friday of each week 
except Federal holidays.

Assistance to Individuals With Disabilities in Reviewing the Rulemaking 
Record

    On request we will provide an appropriate accommodation or 
auxiliary aid to an individual with a disability who needs assistance 
to review the comments or other documents in the public rulemaking 
record for this notice. If you want to schedule an appointment for this 
type of accommodation or auxiliary aid, please contact the person 
listed under FOR FURTHER INFORMATION CONTACT.

FOR FURTHER INFORMATION CONTACT: Debra A. Bennett, Director, 
Alternative Dispute Resolution Center, Office of Management, U.S. 
Department of Education, Capitol Place Building, 80 F Street NW., Room 
408C/Mail Stop 4000, Washington, DC 20001-1528. Telephone number: 202-
401-0693. If you use a telecommunications device for the deaf (TDD), or 
text telephone (TTY), you may call the Federal Relay Service (FRS), 
toll free, at 1-800-877-8339.

SUPPLEMENTARY INFORMATION:

Introduction

    The ADR Center Case Tracking System is a web-based J2EE application 
that is platform independent and captures all information relating to 
Alternative Dispute Resolution case processing. It tracks, manages, and 
reports on all data, events, and procedures related to pre-grievances 
(administrative and negotiated), pre-Equal Employment Opportunity (EEO) 
complaints, formal EEO complaints, and other workplace issues. The ADR 
Center Case Tracking System provides a reporting module that collects 
data for tracking, managing, and reporting purposes, including, but not 
limited to, management reports, statistical analysis, and case status 
reports.
    The ADR Center Case Tracking System will be a standalone system of 
records that will no longer be located in the OM, Office of Hearings 
and Appeals, but instead will be located in the OM, Alternative Dispute 
Resolution Center. These records will be maintained, not only in paper 
files in filing cabinets, but will now also be maintained 
electronically on a computerized tracking system, as well as in an 
email system. They will now be maintained electronically to improve 
efficiency and functionality, particularly with regard to tracking. The 
ADR Center Case Tracking System will collect the same data as 
previously collected on current and former non-bargaining unit 
employees of the Department and applicants.
    The Department published the original system of records on June 4, 
1999, in the Federal Register. (64 FR 30106, 30137-30139). This notice 
adds the category of individuals whose records are maintained to 
include current and former bargaining-unit employees of the Department. 
It also revises the purpose for which the information is used in the 
system of records to indicate that it will be used: (1) To track, 
manage, and report on all data, events, and procedures related to pre-
grievances (administrative or negotiated); (2) to track, manage, and 
report on all data, events, and procedures related to pre-Equal EEO 
complaints referred to the ADR Center for alternative dispute 
resolution; (3) to track, manage, and report on all data, events, and 
procedures related to formal EEO complaints referred to the ADR Center 
for alternative dispute resolution; (4) to track, manage, and report on 
all data, events, and procedures related to Department employees filing 
any workplace issue; (5) to collect, analyze, and report data pertinent 
to the particular claim being asserted to include some Personally 
Identifiable Information (PII) for periodic reports and analysis; (6) 
to maintain a record of the data provided by employees requesting 
assistance; (7) to act as a source for information necessary to fulfill 
OM, Equal Employment Opportunity Services' alternative dispute 
resolution reporting requirements; and (8) to enable complaint 
resolution partners to review and analyze the data of their formal 
grievance/complaint population. In addition, the authority for 
maintenance of the ADR Center Case Tracking system of records has been 
updated to include applicable sources of authority.
    In addition, the Department proposes to revise the routine uses. We 
propose

[[Page 67349]]

to revise routine use (3)(a)(iii) ``Litigation and Alternative Dispute 
Resolution (ADR) Disclosures'' to permit the Department to disclose 
certain records from this system to the parties described in routine 
use paragraphs (3)(b) ''Disclosure to the Department of Justice 
(DOJ),'' (3)(c) ``Administrative Disclosures,'' and (3)(d) ``Parties, 
Counsel, Representatives, and Witnesses'' for any Department employee 
in his or her individual capacity if the DOJ has been requested to 
provide or arrange for representation of the employee.
    The Department proposes to also revise routine use (6) ``Labor 
Organization Disclosure'' to permit the Department to disclose records 
from this system to an arbitrator to resolve disputes under a 
negotiated grievance procedure or to officials of labor organizations 
recognized under 5 U.S.C. chapter 71 when relevant and necessary to 
their duties of exclusive representation. In addition, the Department 
also proposes to revise routine use (7) ``Freedom of Information Act 
(FOIA) and Privacy Act Advice Disclosure'' to permit the Department to 
disclose records from this system to the Department of Justice and OMB 
if the Department concludes that disclosure is desirable or necessary 
in determining whether particular records are required to be disclosed 
under the FOIA or the Privacy Act.
    Finally, the Department proposes to add a new, routine use (13) 
``Disclosure in the Course of Responding to a Breach of Data'' to 
permit the Department to disclose records from this system to 
appropriate agencies, entities, and persons when: (a) The Department 
suspects or has confirmed that the security or confidentiality of 
information in the system of records has been compromised; (b) the 
Department has determined that as a result for the suspected or 
confirmed compromise there is a risk of harm to economic or property 
interests, identity theft or fraud, or harm to the security or 
integrity of this system or other systems or programs (whether 
maintained by the Department or another agency or entity) that rely 
upon the compromised information; and (c) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.
    The notice also revises the policies and practices for storing, 
retrieving, accessing, retaining, and disposing of records in the 
system (particularly the retention and disposal of records in the 
system), the safeguards that protect the records in the system, and 
updates the system manager and address. The retention and disposal 
policy has been updated to comply with the General Records Schedule 
approved by the National Archives and Records Administration. The 
description of safeguards has been updated to include additional 
security measures that have been put in place, including monitoring by 
security personnel and the testing of the system's security posture.
    The Privacy Act requires the Department to publish in the Federal 
Register this notice of an altered system of records (5 U.S.C. 
552a(e)(4) and (11)). The Department's regulations implementing the 
Privacy Act are contained in part 5b of title 34 of the Code of Federal 
Regulations (CFR).
    The Privacy Act applies to any record about an individual 
containing individually identifying information that is retrieved from 
a system of records by a unique identifier associated with each 
individual, such as a name or social security number. The information 
about each individual is called a ``record,'' and the system, whether 
manual or computer-based, is called a ``system of records.''
    The Privacy Act requires each agency to publish notices of systems 
of records in the Federal Register and to prepare reports to OMB and 
Congress whenever the agency publishes a new system of records or makes 
a significant change to an established system of records.
    Each agency is also required to send copies of the report to the 
Chair of the Senate Committee on Homeland Security and Governmental 
Affairs and the Chair of the House Committee on Oversight and 
Government Reform. These reports are included to permit an evaluation 
of the probable effect of the proposal on the privacy rights of 
individuals.
    Accessible Format: Individuals with disabilities can obtain this 
document in an accessible format (e.g., braille, large print, 
audiotape, or compact disc) on request to the contact person listed in 
this section.
    Electronic Access to This Document: The official version of this 
document is the document published in the Federal Register. Free 
Internet access to the official edition of the Federal Register and the 
Code of Federal Regulations is available via the Federal Digital System 
at:  www.gpo.gov/fdsys. At this site you can view this document, as 
well as all other documents of the Department published in the Federal 
Register, in text or Adobe Portable Document Format (PDF). To use PDF 
you must have Adobe Acrobat Reader, which is available free at the 
site.
    You may also access documents of the Department published in the 
Federal Register by using the article search feature at: 
www.federalregister.gov. Specifically, through the advanced search 
feature at this site, you can limit your search to documents published 
by the Department.

    Dated: November 6, 2012.
Winona H. Varnon,
Principal Deputy Assistant Secretary for Management, Delegated the 
Authority to Perform the Functions and Duties of the Assistant 
Secretary for Management.
    For the reasons discussed in the introduction, the Principal Deputy 
Assistant Secretary for Management, U.S. Department of Education 
(Department) publishes a notice of altered system of records to read as 
follows:
SYSTEM NUMBER: 18-05-12

SYSTEM NAME:
    Alternative Dispute Resolution (ADR) Center Case Tracking System

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Alternative Dispute Resolution Center, Office of Management, U.S. 
Department of Education, Capitol Place Building, 80 F Street, NW., Room 
408C/Mail Stop 4000, Washington, DC 20001-1528.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system contains records about current and former Department 
employees or applicants who have contacted the ADR Center within 45 
calendar days of becoming aware of an incident or work-related dispute 
needing resolution. A work-related dispute can include a pre-grievance 
(administrative or negotiated), pre-Equal Employment Opportunity (EEO) 
complaint, or formal EEO complaint that involves various labor and 
employment laws and regulations pertaining to informal workplace 
dispute resolution.

CATEGORIES OF RECORDS IN THE SYSTEM:
    This system of records produces an Alternative Dispute Resolution 
Center case file that contains personally identifying information that 
is pertinent to the particular claim (e.g., non-selection, disciplinary 
action, performance problem) being asserted, including, but not limited 
to, documents that contain the employee's name, sex, date of birth, 
home address, and

[[Page 67350]]

telephone number. This system of records does not include records 
covered by the Department's system of records notices entitled 
``Discrimination Complaints Records System'' 18-05-04 or the Equal 
Employment Opportunity Commission (EEOC)/GOVT-1 System of Records 
Notice entitled ``Equal Employment Opportunity in the Federal 
Government Complaint and Appeal Records'' and ``Grievances Filed 
Formally Under the Administrative Grievance Procedure'' 18-05-05'' or 
``Grievance Records Filed Under Procedures Established by Labor 
Management Negotiations'' 18-05-06.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The system is authorized under the Administrative Dispute 
Resolution Act of 1996 (ADRA), 5 U.S.C. 571 et seq.; Age Discrimination 
in Employment Act of 1967, as amended (ADEA), 29 U.S.C. 621 et seq.; 
EEOC regulations, 29 CFR part 1614; Title VII of the Civil Rights Act 
of 1964, 42 U.S.C. 2000e et seq.; Sections 501 and 505 of the 
Rehabilitation Act of 1973, as amended, 29 U.S.C. 791 et seq.; the 
Equal Pay Act, 29 U.S.C. 206(d); the Genetic Information 
Nondiscrimination Act, 42 U.S.C. 2000ff et seq.; Department of 
Education, Personnel Management Instruction 771-1-Employee Grievances; 
and, the Department of Education's Collective Bargaining Agreement, 
Article 42-Grievance Procedure.

PURPOSE(S):
    The information in this system is used: (1) To track, manage, and 
report on all data, events, and procedures related to pre-grievances 
(administrative or negotiated); (2) to track, manage, and report on all 
data, events, and procedures related to pre-EEO complaints referred to 
the ADR Center for alternative dispute resolution; (3) to track, 
manage, and report on all data, events, and procedures related to 
formal EEO complaints referred to the ADR Center for alternative 
dispute resolution; (4) to track, manage, and report on all other data, 
events, and procedures related to any workplace issue; (5) to collect, 
analyze, and report data pertinent to the particular claim being 
asserted to include some Personally Identifiable Information (PII) for 
periodic reports and analysis; (6) to maintain a record of the data 
provided by employees requesting assistance; (7) to act as a source for 
information necessary to fulfill Equal Employment Opportunity Services' 
alternative dispute resolution reporting requirements; and (8) to 
enable complaint resolution partners to review and analyze the data of 
their formal grievance/complaint population.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The Department may disclose information contained in a record in 
this system of records under the routine uses listed in the system of 
records without the consent of the individual, if the disclosure is 
compatible with the purposes for which the record was collected. These 
disclosures may be made on a case-by-case basis or, if the Department 
has complied with the computer matching requirements of the Privacy Act 
of 1974, as amended (Privacy Act), under a computer matching agreement.
    (1) Disclosure for Use by Other Law Enforcement Agencies. The 
Department may disclose information to any Federal, State, local, or 
foreign agency or other public authority responsible for enforcing, 
investigating, or prosecuting violations of administrative, civil, or 
criminal law or regulation if that information is relevant to any 
enforcement, regulatory, investigative, or prosecutorial responsibility 
within the receiving entity's jurisdiction.
    (2) Enforcement Disclosure. In the event that information in this 
system of records indicates, either on its face or in connection with 
other information, a violation or potential violation of any applicable 
statute, regulation, or order of a competent authority, the Department 
may disclose the relevant records to the appropriate agency, whether 
foreign, Federal, State, Tribal, or local, charged with the 
responsibility of investigating or prosecuting that violation or 
charged with enforcing or implementing the statute, Executive order, 
rule, regulation, or order issued pursuant thereto.
    (3) Litigation and ADR Disclosures.
    (a) Introduction. In the event that one of the parties listed below 
is involved in litigation or ADR, or has an interest in litigation ADR, 
the Department may disclose certain records to the parties described in 
paragraphs (b), (c) and (d) of this routine use under the conditions 
specified in those paragraphs:
    (i) The Department, or any of its components; or
    (ii) Any Department employee in his or her official capacity; or
    (iii) Any Department employee in his or her individual capacity if 
the Department of Justice (DOJ) has agreed to or has been requested to 
provide or arrange for representation of the employee;
    (iv) Any Department employee in his or her individual capacity 
where the Department has agreed to represent the employee; or
    (v) The United States where the Department determines that the 
litigation is likely to affect the Department or any of its components.
    (b) Disclosure to the DOJ. If the Department determines that 
disclosure of certain records to the DOJ is relevant and necessary to 
litigation or ADR, the Department may disclose those records as a 
routine use to the DOJ.
    (c) Adjudicative Disclosures. If the Department determines that 
disclosure of certain records to an adjudicative body before which the 
Department is authorized to appear, an individual or entity designated 
by the Department or otherwise empowered to resolve or mediate disputes 
is relevant and necessary to the litigation or ADR, the Department may 
disclose those records as a routine use to the adjudicative body, 
individual, or entity.
    (d) Parties, Counsel, Representatives, and Witnesses. If the 
Department determines that disclosure of certain records to a party, 
counsel, representative, or witness is relevant and necessary to the 
litigation or ADR, the Department may disclose those records as a 
routine use to the party, counsel, representative, or witness.
    (4) Employment, Benefit, and Contracting Disclosure.
    (a) For Decisions by the Department. The Department may disclose a 
record to a Federal, State, or local agency maintaining civil, 
criminal, or other relevant enforcement or other pertinent records, or 
to another public authority or professional organization, if necessary 
to obtain information relevant to a Department decision concerning the 
hiring or retention of an employee or other personnel action, the 
issuance of a security clearance, the letting of a contract, or the 
issuance of a license, grant, or other benefit.
    (b) For Decisions by Other Public Agencies and Professional 
Organizations. The Department may disclose a record to a Federal, 
State, local, or foreign agency or other public authority or 
professional organization, in connection with the hiring or retention 
of an employee or other personnel action, the issuance of a security 
clearance, the reporting of an investigation of an employee, the 
letting of a contract, or the issuance of a license, grant, or other 
benefit, to the extent that the record is relevant and necessary to the 
receiving entity's decision on the matter.
    (5) Employee Grievance, Complaint or Conduct Disclosure. The 
Department may disclose a record in this system of records to another 
agency of the Federal

[[Page 67351]]

Government if the record is relevant to one of the following 
proceedings regarding a present or former employee of the Department: A 
complaint, a grievance, or a disciplinary or competence determination 
proceeding. The disclosure may only be made during the course of the 
proceeding.
    (6) Labor Organization Disclosure. The Department may disclose 
records from this system to an arbitrator to resolve disputes under a 
negotiated grievance procedure or to officials of labor organizations 
recognized under 5 U.S.C. chapter 71 when relevant and necessary to 
their duties of exclusive representation.
    (7) Freedom of Information Act (FOIA) and Privacy Act Advice 
Disclosure. The Department may disclose records to the DOJ and the 
Office of Management and Budget if the Department concludes that 
disclosure is desirable or necessary in determining whether particular 
records are required to be disclosed under the FOIA or the Privacy Act.
    (8) Disclosure to the DOJ. The Department may disclose records to 
the DOJ to the extent necessary for obtaining DOJ advice on any matter 
relevant to an audit, inspection, or other inquiry related to the 
programs covered by this system.
    (9) Contract Disclosure. If the Department contracts with an entity 
for the purposes of performing any function that requires disclosure of 
records in this system to employees of the contractor, the Department 
may disclose the records to those employees. Before entering into such 
a contract, the Department shall require the contractor to maintain 
Privacy Act safeguards as required under 5 U.S.C. 552a(m) with respect 
to the records in the system.
    (10) Research Disclosure. The Department may disclose records to a 
researcher if an appropriate official of the Department determines that 
the individual or organization to which the disclosure would be made is 
qualified to carry out specific research related to functions or 
purposes of this system of records. The official may disclose records 
from this system of records to that researcher solely for the purpose 
of carrying out that research related to the functions or purposes of 
this system of records. The researcher shall be required to maintain 
Privacy Act safeguards with respect to the disclosed records.
    (11) Congressional Member Disclosure. The Department may disclose 
records to a member of Congress from the record of an individual in 
response to an inquiry from the member made at the written request of 
that individual. The member's right to the information is no greater 
than the right of the individual who requested it.
    (12) Disclosure to the OMB for Credit Reform Act (CRA) Support. The 
Department may disclose records to OMB as necessary to fulfill CRA 
requirements.
    (13) Disclosure in the Course of Responding to a Breach of Data. 
The Department may disclose records from this system to appropriate 
agencies, entities, and persons when: (a) The Department suspects or 
has confirmed that the security or confidentiality of information in 
the system of records has been compromised; (b) the Department has 
determined that as a result for the suspected or confirmed compromise 
there is a risk of harm to economic or property interests, identity 
theft or fraud, or harm to the security or integrity of this system or 
other systems or programs (whether maintained by the Department or 
another agency or entity) that rely upon the compromised information; 
and (c) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with the Department's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize, or remedy such harm.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Not applicable to this notice.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in paper files in filing cabinets and 
electronically on a computerized tracking system, and in an email 
system.

RETRIEVABILITY:
    Records are indexed by case tracking number and can be retrieved by 
the name of the non-Government party, whether applicant or employee.

SAFEGUARDS:
    Access to and use of the hard-copy records and the electronic 
system is limited to those persons with a ``need-to-know'' and whose 
official duties require such access. Hard-copy records are stored in 
file cabinets in an office location that is kept locked after the close 
of the business day. Personnel screening is employed to prevent 
unauthorized disclosure. Computers are password protected. The system 
is designed with security measures to control an individual user's 
ability to access and alter records.

RETENTION AND DISPOSAL:
    The records in this system are maintained in accordance with the 
General Records Schedule 1, item 27 Alternative Dispute Resolution 
(ADR) Files. The General Files, such as, general correspondence and 
copies of statutes, regulations, meeting minutes, reports, statistical 
tabulations, evaluations of the ADR program, and other records relating 
to the Department's overall ADR program will be destroyed when 3 years 
old. A longer retention is authorized if records are needed for agency 
business. (N1-GRS-03-2 item a).
    The Case Files cover records documenting ADR proceedings and may 
include an agreement to use ADR, documentation of the settlement or 
discontinuance of the ADR case, parties' written evaluations of the 
process and/or the neutral third party mediator, and related 
correspondence. The Case Files will be destroyed 3 years after 
settlement is implemented or the case is discontinued. (N1-GRS-03-2 
item b).

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Alternative Dispute Resolution Center, Office of 
Management, U.S. Department of Education, Capitol Place Building, 80 F. 
Street, NW., Room 408C/Mail Stop 4000, Washington, DC 20001-1528.

NOTIFICATION PROCEDURE:
    If you wish to determine whether a record exists regarding you in 
this system of records, contact the system manager. Requests must meet 
the requirements in the regulations at 34 CFR 5b.5, including proof of 
identity.

RECORD ACCESS PROCEDURES:
    If you wish to gain access to a record in this system, contact the 
system manager. Requests by an individual for access to a record must 
meet the requirements the regulations at 34 CFR 5b.5, including proof 
of identity.

CONTESTING RECORD PROCEDURES:
    If you wish to contest the content of a record regarding you in 
this system of records, contact the system manager. Your request must 
meet the requirements of the Act regulations at 34 CFR 5b.7, including 
proof of identity.

RECORD SOURCE CATEGORIES:
    Information in this system of records is supplied from the 
following sources: Directly by the individual filing a request for 
resolution of an EEO pre-complaint, EEO formal complaint or pre-
grievance, from information supplied by the individual, or by testimony 
of witnesses, employee

[[Page 67352]]

representatives, or Department employees/officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 2012-27431 Filed 11-8-12; 8:45 am]
BILLING CODE 4000-01-P