[Federal Register Volume 86, Number 221 (Friday, November 19, 2021)]
[Notices]
[Pages 64966-64968]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-25327]


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PEACE CORPS


Privacy Act of 1974: New System of Records

AGENCY: Peace Corps.

ACTION: Notice of a new system of records.

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SUMMARY: Peace Corps proposes to add a new system of records to its 
inventory of records systems subject to the Privacy Act of 1974. The 
purpose of this system is to allow the Peace Corps to collect and 
maintain records related to an individual's request and receipt of 
reasonable accommodations through the Office of Civil Rights and 
Diversity. Individuals include applicants, current, and former civilian 
personnel, interns, and Peace Corps Volunteers, and third-party 
individuals who either assist an individual in the application process, 
or professionals in a medical, health, or specialized field who provide 
information about the individual related to the reasonable 
accommodation request.

DATES: This new system of records is effective upon publication; 
however, comments on the Routine Uses will be accepted on or before 
December 20, 2021. The Routine Uses are effective at the close of the 
comment period.

ADDRESSES: Send written comments, identified by the docket number and 
title, to the Peace Corps, ATTN: Virginia Burke, FOIA/Privacy Act 
Officer, 1275 First Street NE, Washington, DC 20526, or by email at 
[email protected]. Email comments must be made in text and not in 
attachments.

FOR FURTHER INFORMATION CONTACT: Virginia Burke, FOIA/Privacy Act 
Officer, 1275 First Street NE, Washington, DC 20526; 
[email protected]; or 202-692-1887.

SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974, 
the Peace Corps proposes to establish a new system of records titled, 
``PC-27, Reasonable Accommodations Request Records.'' This system of 
records covers Peace Corps' collection and maintenance of records from 
applicants for employment, internships, Peace Corps Volunteer 
positions, current and former employees, interns, and Peace Corps 
Volunteers, third-party professionals, and any third-party participants 
engaged in Peace Corps activities who request and receive reasonable 
accommodations for a disability, or for medical or religious reasons. 
Records may include information on individuals' vaccination status and 
information to support a request for reasonable accommodation based on 
a disability, medical, or sincerely held religious belief.

    Dated: November 15, 2021.
Virginia Burke,
FOIA/Privacy Act Officer.
PC-37--Peace Corps

SYSTEM NAME AND NUMBER:
    Reasonable Accommodation Requests, PC-37.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Office of Civil Rights and Diversity, Peace Corps, 1275 First 
Street NE, Washington, DC 20526. Some documents related to requests for 
reasonable accommodations may also be located in an electronic file in 
the Office of Human Resources at the same address.

SYSTEM MANAGER(S):
    Director, Office of Civil Rights and Diversity, Peace Corps, 1275 
First Street NE, Washington, DC 20526.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Peace Corps Act, as amended (22 U.S.C. 2503); the 
Rehabilitation Act of 1973, as amended (29 U.S.C. 791); Title VII of 
the Civil Rights Act of 1964, as amended (42 U.S.C. 2000e); Civil 
Rights Act of 1991 42 U.S.C. 1981; Executive Order (E.O.) 13163, 
Increasing the Opportunities for Individuals with Disabilities to be 
Employed in the Federal Government; E.O. 13164, Requiring Federal 
Agencies To Establish Procedures To Facilitate the Provision of 
Reasonable Accommodation; E.O. 13548, Increasing Federal Employment of 
Individuals with Disabilities, and Executive Order 14043: Requiring 
Coronavirus Disease 2019 Vaccination for Federal Employees.

PURPOSE OF THE SYSTEM:
    The purpose of this system is to document and manage the agency's 
receipt, review, approval or denial decision, and implementation of an 
individual's reasonable accommodation request under the Rehabilitation 
Act of 1973, as amended, Title VII of the Civil Rights Act, as amended, 
and the 1991 Civil Rights Act. The purpose is also to allow the agency 
to collect and maintain records on applicants for employment as well as 
employees with disability, medical condition or because of their 
religious beliefs, practice or observance who request or receive 
reasonable accommodations as required by the Rehabilitation Act of 
1973, as amended, and Title VII of the Civil Rights Act, as amended, 
and the 1991 Civil Rights Act. This system will also track and report 
the processing of requests for reasonable accommodation to comply with 
applicable law and regulations and to preserve and maintain 
confidentiality of the records.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The categories of individuals covered by the system are Peace Corps 
applicants, personnel, or public participants in a Peace Corps activity 
who request a reasonable accommodations on the bases of a disability, 
medical condition or for religious reasons. This includes federal job 
and internship applicants, current and former federal employees, 
political appointees, experts, and interns; Peace Corps Volunteer 
applicants, Peace Corps Volunteers, and Returned Peace Corps 
Volunteers; covered federal employees as defined in 5 U.S.C. 2105 to be 
fully vaccinated against COVID-19, and third parties who represent or 
advocate for or on the behalf of the requesting individual, or who 
participate in a Peace Corps activity or program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The categories of records in this system include the requesting 
individual's reasonable accommodation request form, the individual's 
supporting documentation for disability, or medical condition, medical 
records, medical notes or letters, the requested accommodation, 
information involving medical devices, impairments, disability type, 
and disability condition. Requests for accommodation for religious 
reasons may include documents related to support the request for 
religious accommodation including documents from third parties.
    The categories of records also may include documents that describe 
the type of accommodation, documents that approve or deny the 
reasonable accommodation request; documents or information about the 
implementation of the accommodation request, emails, notes, letter and 
memoranda regarding the request for accommodation.
    Identifying information includes the requesting individual's first 
and last name, office name and location; work email address and 
telephone numbers, employee position and grade; supervisor's full name, 
email address,

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phone number, office name; a third-party advocate's first and last name 
and contact information; a health care provider's full name, work 
address, work phone number, fax number, work email address and 
signature; full name and office of personnel processing requests; the 
information related to the accommodation request such as medical or 
disability information, and religious affiliation, belief, practice, or 
observance for a religious accommodation request.

RECORD SOURCE CATEGORIES:
    The information sources include individuals requesting reasonable 
accommodations, healthcare providers or supporting professionals, 
advocates for the individual; and Peace Corps personnel who participate 
in evaluation, review, determination, and implementation of a 
reasonable accommodation request.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, the Peace Corps may disclose all or a 
portion of the records or information contained in this system without 
the consent of the subject individual may be disclosed if the 
disclosure is compatible with the purpose for which the record was 
collected outside the Peace Corps as a routine use pursuant to 5 U.S.C. 
552a(b)(3) as follows:
    A. Disclosure for Law Enforcement Purposes. Information may be 
disclosed to the appropriate Federal, State, local, or foreign agency 
responsible for investigating, prosecuting, enforcing, or implementing 
a statute, rule, regulation, or order, if the information indicates a 
violation or potential violation of civil or criminal law or regulation 
within the jurisdiction of the receiving entity.
    B. Disclosure Incident to Requesting Information. Information may 
be disclosed to any source from which additional information is 
requested (to the extent necessary to identify the individual, inform 
the source of the purpose(s) of the request, or to identify the type of 
information requested); when necessary to obtain information relevant 
to a Peace Corps decision concerning retention of an employee or other 
personnel action (other than hiring), retention of a security 
clearance, the letting of a contract, or the issuance or retention of a 
grant or other benefit.
    C. Disclosure to Requesting Agency. Information may be disclosed to 
a Federal, State, local, or other public authority of the fact that 
this system of records contains information relevant to the requesting 
agency's retention of an employee, the retention of a security 
clearance, the letting of a contract, or the issuance or retention of a 
license, grant, or other benefit. The other agency or licensing 
organization may then make a request supported by the written consent 
of the individual for part or all of the record if it so chooses. No 
disclosure will be made unless the information has been determined to 
be sufficiently reliable to support a referral to another office within 
the agency or to another Federal agency for criminal, civil, 
administrative, personnel, or regulatory action.
    D. Disclosure to Office of Management and Budget. Information may 
be disclosed to the Office of Management and Budget at any stage in the 
legislative coordination and clearance process in connection with 
private relief legislation as set forth in OMB Circular No. A-19.
    E. Disclosure to Congressional Offices. Information may be 
disclosed to a congressional office from the record of an individual in 
response to an inquiry from the congressional office made at the 
request of the individual.
    F. Disclosure to Department of Justice. Information may be 
disclosed for purposes of litigation, provided that in each case the 
disclosure is compatible with the purpose for which the records were 
collected. Disclosure for these purposes may be made to the Department 
of Justice, or in a proceeding before a court, adjudicative body, or 
other administrative body before which the Peace Corps is authorized to 
appear. This disclosure may be made when: 1. The Peace Corps, or any 
component thereof; 2. Any employee of the Peace Corps in his or her 
official capacity; 3. Any employee of the Peace Corps in his or her 
individual capacity where the Department of Justice or the Peace Corps 
has agreed to represent the employee; or 4. The United States (when the 
Peace Corps determines that litigation is likely to affect the Peace 
Corps or any of its components) is a party to litigation or has an 
interest in such litigation, and the use of such records by the 
Department of Justice or the Peace Corps is deemed by the Peace Corps 
to be relevant and necessary to the litigation.
    G. Disclosure to the National Archives. Information may be 
disclosed to the National Archives and Records Administration in 
records management inspections.
    H. Disclosure to Contractors, Grantees, and Others. Information may 
be disclosed to contractors, grantees, consultants, or Volunteers 
performing or working on a contract, service, grant, cooperative 
agreement, job, or other activity for the Peace Corps and who have a 
need to have access to the information in the performance of their 
duties or activities for the Peace Corps. When appropriate, recipients 
will be required to comply with the requirements of the Privacy Act of 
1974 as provided in 5 U.S.C. 552a(m).
    I. Disclosures for Administrative Claims, Complaints, and Appeals. 
Information may be disclosed to an authorized appeal grievance 
examiner, formal complaints examiner, equal employment opportunity 
investigator, arbitrator, or other person properly engaged in 
investigation or settlement of an administrative grievance, complaint, 
claim, or appeal filed by an employee, but only to the extent that the 
information is relevant and necessary to the proceeding, Agencies that 
may obtain information under this routine use include, but are not 
limited to: The Office of Personnel Management, Office of Special 
Counsel, Federal Labor Relations Authority, U.S. Equal Employment 
Commission, and Office of Government Ethics.
    J. Disclosure to the Office of Personnel Management. Information 
may be disclosed to the Office of Personnel Management pursuant to that 
agency's responsibility for evaluation and oversight of Federal 
personnel management.
    K. Disclosure in Connection with Litigation. Information may be 
disclosed in connection with litigation or settlement discussions 
regarding claims by or against the Peace Corps, including public 
filings with a court, to the extent that disclosure of the information 
is relevant and necessary to the litigation or discussions and except 
where court orders are otherwise required under Section (b)(11) of the 
Privacy Act of 1974, 5 U.S.C. 552a(b)(11).
    L. Disclosure to U.S. Ambassadors. Information from this system of 
records may be disclosed to a U.S. Ambassador or his or her designee in 
a country where the Peace Corps serves when the information is needed 
to perform an official responsibility, to allow the Ambassador to 
knowledgeably respond to official inquiries and deal with in- country 
situations that are within the scope of the Ambassador's 
responsibility.
    M. Disclosure to appropriate agencies, entities, and persons when 
(1) the Peace Corps suspects or has confirmed that there has been a 
breach of the system of records; (2) the Peace Corps has determined 
that as a result of the suspected or confirmed breach, there is a risk 
of harm to individuals, the Peace

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Corps (including its information systems, programs, and operations), 
the Federal Government, or national security; and (3) the disclosure 
made to such agencies, entities, and persons is reasonably necessary to 
assist in connection with the Peace Corps' efforts to respond to the 
suspected or confirmed breach or to prevent, minimize, or remedy such 
harm.
    N. Disclosure another Federal agency or Federal entity, when the 
Peace Corps determines that information from this system of records is 
reasonably necessary to assist the recipient agency or entity in (1) 
responding to a suspected or confirmed breach or (2) preventing, 
minimizing, or remedying the risk of harm to individuals, the recipient 
agency or entity (including its information systems, programs, and 
operations), the Federal Government, or national security, resulting 
from a suspected or confirmed breach.
    O. Disclosures to Public Health Agencies and Authorities, 
individuals records' may be disclosed to federal, state, local, and 
Tribal health departments, other cooperating medical authorities, or 
other appropriate entities or organizations, in order for them to take 
measures to control, prevent, or treat communicable disease; and to 
deal more effectively with contagious diseases and conditions of public 
health.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    The records in this system of records are stored electronically on 
Peace Corps' database servers, hosted at the Peace Corps data center in 
Ashburn, VA. Access to these servers are restricted to authorized 
government personnel. Paper records are stored in a locked metal file 
cabinet.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Reasonable Accommodation Requests records and information may be 
retrieved by an individual's name, Employee ID number, assigned office, 
and date of request.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Records are retired and destroyed in accordance with the Peace 
Corps' published record disposition schedules that are approved by the 
National Archives and Records Administration. Records in this system 
are subject to General Records Schedule (GRS) for ``Reasonable 
Accommodation Program Files,'' disposition authority: DAA-GRS-2018-
0002-0001, GRS 2.3, item 010, and will be retained for three years 
unless a business use is identified that requires a longer retention.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The Peace Corps safeguards records in this system in accordance 
with applicable laws, rules and policies to protect personally 
identifiable information against unauthorized access or disclosure. The 
Peace Corps has imposed strict controls to minimize such risks. 
Administrative safeguards include but not limited to: Access to the 
records in this system is limited to authorized personnel who need to 
know the information to perform official duties, and whose roles have 
been authorized with such access permissions. All such individuals 
receive the appropriate privacy and cybersecurity training on an annual 
basis.
    The physical controls in place include the servers storing 
electronic data are located offsite in a locked facility with access 
limited to authorized personnel. The servers are maintained in 
accordance with a government contract that requires adherence to 
applicable laws, rules, and policies on protecting individual privacy.
    The technical controls in place include multiple firewalls, system 
access, encrypted data at rest, encrypted data in motion, periodic 
vulnerability scans to ensure security compliance, and security access 
logs. Security complies with applicable Federal Information Processing 
Standards (FIPS) issued by the National Institute of Standards and 
Technology (NIST). Access is restricted to specific authorized Peace 
Corps individuals who have internet access through work computers using 
a Personally Identity Verification (PIV) or an assigned RSA token for 
general login access. Individual users can only access records with the 
proper pre-approved accreditation.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to their records should follow the 
procedures in 22 CFR part 308. Individuals should address written 
inquiries to the Privacy Officer at [email protected]. Provide a 
signed written request containing the name and number of this system of 
records notice along with the individual's full name, current address, 
and email address. The requester must provide either a notarized 
statement or an unsworn declaration made in accordance with 28 U.S.C. 
1746, in the appropriate format:
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''

CONTESTING RECORD PROCEDURES:
    Individuals may request that records about them be amended or 
appeal an adverse decision by writing to the Peace Corps, Privacy Act 
Officer, Privacy Act Office at 1275 First Street NE, Washington, DC 
20526 or submitting an electronic request to [email protected] and 
furnish the same information as required in the ``Record Access 
Procedures'' (full name, identify the system of records, provide the 
relevant signed declaration). In addition, clearly and concisely state 
what information is being contested, the reasons for contesting it, and 
the proposed amendment to the information sought.

NOTIFICATION PROCEDURES:
    See ``Record Access Procedures.''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

[FR Doc. 2021-25327 Filed 11-18-21; 8:45 am]
BILLING CODE 6051-01-P