[Federal Register Volume 78, Number 42 (Monday, March 4, 2013)]
[Notices]
[Pages 14088-14090]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2013-04927]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-9786-9; EPA-HQ-OEI-2012-0481]
Creation of a New System of Records Notice: Telework Application
and Agreement Records
AGENCY: Environmental Protection Agency (EPA).
ACTION: Notice.
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SUMMARY: The Environmental Protection Agency's (EPA) Office of
Administration and Resources Management (OARM), Office of Human
Resources (OHR) is
[[Page 14089]]
giving notice that it proposes to create a new system of records
pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 552a).
This system of records will contain information used by the Agency to
implement and manage its telework program. The records will also be
used to prepare and/or conduct telework program evaluations and audits.
DATES: Persons wishing to comment on this system of records notice must
do so by April 15, 2013.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2012-0481, by one of the following methods:
www.regulations.gov: Follow the online instructions for
submitting comments.
Email: [email protected].
Fax: 202-566-1752.
Mail: OEI Docket, Environmental Protection Agency, Mail
Code: 2822T, 1200 Pennsylvania Ave. NW., Washington, DC 20460.
Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room
3334, 1301 Constitution Ave. NW, Washington, DC. Such deliveries are
only accepted during the Docket's normal hours of operation, and
special arrangements should be made for deliveries of boxed
information.
Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2012-0481. EPA's policy is that all comments received will be included
in the public docket without change and may be made available online at
www.regulations.gov, including any personal information provided,
unless the comment includes information claimed to be Confidential
Business Information (CBI) or other information for which disclosure is
restricted by statute. Do not submit information that you consider to
be CBI or otherwise protected through www.regulations.gov. The
www.regulations.gov Web site is an ``anonymous access'' system, which
means EPA will not know your identity or contact information unless you
provide it in the body of your comment. If you send an e-mail comment
directly to EPA without going through www.regulations.gov your email
address will be automatically captured and included as part of the
comment that is placed in the public docket and made available on the
Internet. If you submit an electronic comment, EPA recommends that you
include your name and other contact information in the body of your
comment and with any disk or CD-ROM you submit If EPA cannot read your
comment due to technical difficulties and cannot contact you for
clarification, EPA may not be able to consider your comment. Electronic
files should avoid the use of special characters, any form of
encryption, and be free of any defects or viruses. For additional
information about EPA's public docket visit the EPA Docket Center
homepage at http://www.epa.gov/epahome/dockets.htm.
Docket: All documents in the docket are listed in the
www.regulations.gov index. Although listed in the index, some
information is not publicly available, e.g., CBI or other information
for which disclosure is restricted by statute. Certain other material,
such as copyrighted material, will be publicly available only in hard
copy. Publicly available docket materials are available either
electronically in www.regulations.gov or in hard copy at OEI Docket,
EPA/DC, EPA West Building, Room 3334, 1301 Constitution Ave. NW.,
Washington, DC. The Public Reading Room is open from 8:30 a.m. to 4:30
p.m., Monday through Friday excluding legal holidays. The telephone
number for the Public Reading Room is (202) 566-1744, and the telephone
number for the OEI Docket is (202) 566-1752.
FOR FURTHER INFORMATION CONTACT: Cindee Smith, Office of Human
Resources, (202) 564-0788.
SUPPLEMENTARY INFORMATION:
General Information
The U.S. Environmental Protection Agency proposes to create a new
system of records under the Privacy Act to track all records used by
supervisors, managers and program and regional Telework Coordinators to
assist the EPA in implementing and managing its Telework Program. EPA's
Telework Program (or Flexiplace) provides employees the opportunity to
work at a location other than their regularly assigned work site or
official duty station. Alternate work sites include personal residences
and satellite locations. Flexiplace is a work arrangement that is
discretionary on the part of management and voluntary on the part of
the employee. The work agreement each employee must sign asks for
personally identifiable information. The agreement covers the terms,
conditions of participation in the Flexiplace Program, and establishes
that the employee and his or her supervisor will adhere to the
Program's policies.
The Office of Human Resources in the Office of Administration and
Resources Management executes the duties of the Agency Telework
Coordinator and is responsible for overseeing the EPA Telework Program
and ensuring that reporting requirements are fulfilled. The program
office and regional Telework Coordinators are responsible for ensuring
that all participants are aware of their required responsibilities,
maintaining telework applications and providing data and documented
approvals and disapprovals to the Office of Human Resources to allow
the program to be monitored.
EPA-61
System Name:
Telework Application and Agreement Records.
System Location:
All EPA Headquarters Offices, Regions, Laboratories or other EPA
facilities.
Categories of Individuals Covered by the System:
Employees who voluntarily apply to participate in EPA's Telework
Program.
Categories of Records in the System:
a. Information provided on the Telework Application Form and Work
Agreement forms (e.g., employee's name, grade, job title and series,
office location, office email address, office telephone number,
alternate work location address, alternate work location facsimile,
alternate work location and telephone number).
b. Safety Checklist, Annual Re-certification Form and
Discontinuation Form.
c. Description of alternate work location equipment and software.
d. Medical documentation (required for medical telework, only).
Authority for Maintenance of the System (includes any revisions or
amendments):
The Telework Enhancement Act of 2010 (December 9, 2010); Public Law
11 1-292.
Purpose(s):
To manage telework applications and conduct telework program
evaluations and audits.
Routine Uses of Records Maintained in the System, Including Categories
of Users, and the Purpose(s):
Home address, home safety checklists and home safety reports may be
disclosed to the Department of Labor when an employee is injured while
working at home. Raw data such as the number of employees participating
in telework by job title, series and grade may be disclosed to
Headquarters and local bargaining unions to provide raw data on the
number of bargaining employees covered under the applicable negotiated
collective bargaining agreement(s).
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General routine uses A, E, F, G, H, I, J, K, and L apply to this
system.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage: Paper files and electronic databases.
Retrievability: Primarily by the applicant's name.
Safeguards: Computer records are maintained in a secure,
password protected computer system. Paper records are maintained in
lockable file cabinets. All records will have appropriate
administrative, technical and physical safeguards to ensure their
security and confidentiality. All records will be maintained in secure,
access-controlled areas of buildings. Medical telework records must be
protected in accordance with Agency policies and procedures for
accessing and safeguarding sensitive personally identifiable
information.
Retention and Disposal: Records stored in this system are
subject to EPA schedule 039.
System Manager(s) and Address: The system of records is
maintained by agency supervisors whose employees have applied for
telework and by program and regional office telework coordinators.
Notice Procedures: Requests to determine whether this system of
records contains a record pertaining to you must be sent to the
Agency's Freedom of Information Office. The address is U.S.
Environmental Protection Agency; 1200 Pennsylvania Ave. NW., Room 6416
West; Washington, DC 20460; (202) 566-1667; Email: ([email protected]);
Attn: Privacy Act Officer.
Records Access Procedure:
Individuals seeking access to their own personal information in
this system of records will be required to provide adequate
identification (e.g., driver's license, military identification card,
employee badge or identification card and, if necessary, proof of
authority). Additional identity verification procedures may be required
as warranted. Requests must meet the requirements of EPA regulations at
40 CFR part 16.
Contesting Procedure:
Requests for correction or amendment must identify the record to be
changed and the corrective action sought. Complete EPA Privacy Act
procedures are set out in 40 CFR part 16.
Record Source Categories:
The sources of data for records stored in this system are EPA
employees, supervisors and all telework coordinators.
System Exempted From Certain Provisions of the Privacy Act:
None.
Dated: February 20, 2013.
Malcolm D. Jackson,
Assistant Administrator, and Chief Information Officer.
[FR Doc. 2013-04927 Filed 3-1-13; 8:45 am]
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