[Federal Register Volume 89, Number 156 (Tuesday, August 13, 2024)]
[Notices]
[Pages 65866-65870]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-17951]
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CORPORATION FOR NATIONAL AND COMMUNITY SERVICE
Privacy Act of 1974; System of Records
AGENCY: Corporation for National and Community Service.
ACTION: Notice of modified systems of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the
Office of the Chief Program Officer of the Corporation for National and
Community Service (operating as AmeriCorps) is issuing a public notice
of its intent to modify a system of records, ``CNCS-04-CPO-MMF-Member
Management Files System,'' which will be renamed ``CNCS-04-CPO-MPMF
Members Program Management Files System of Records''. The Office of the
Chief Program Officer maintains CNCS-04-CPO-MMF-Member Management Files
System, which contains information of individuals who apply to become
an AmeriCorps service member (Applicants) and those who are or have
been an active AmeriCorps service member (Members). The revisions
update the system name, the purpose of the system, categories of
records, categories of individuals, system managers, system location,
and the routine uses of the system to reflect and meet new program
management needs
[[Page 65867]]
to promote and support Members and volunteer service and track the
career pathway development of AmeriCorps Members, volunteers, and
alumni.
DATES: Any comments must be received on or before September 12, 2024.
Unless comments are received that would require a revision, this
modified system of records will become effective on September 12, 2024.
ADDRESSES: You may submit comments identified by system name and number
by any of the following methods:
1. Electronically through regulations.gov. Once you access
regulations.gov, find the web page for this SORN by searching for
AmeriCorps-04-CPO-MPMF-Member Management Files System.
2. By email at [email protected].
3. By mail: AmeriCorps, Attn: Bilal Razzaq, Chief Privacy Officer,
OIT, 250 E Street SW, Washington, DC 20525.
4. By hand delivery or courier to AmeriCorps at the address for
mail between 9:00 a.m. and 4:00 p.m. Eastern Standard Time, Monday
through Friday, except for federal holidays.
Please note that all submissions received may be posted without
change to regulations.gov, including any personal information.
Commenters should be careful to include in their comments only
information that they wish to make publicly available.
FOR FURTHER INFORMATION CONTACT: If you have general questions about
the system of records, please contact ZhuoHong Liu at
[email protected], by phone at 202-938-7868, or mail them to the
address in the ADDRESSES section above. Please include the system of
records' name and number.
SUPPLEMENTARY INFORMATION: AmeriCorps proposes to amend the existing
system of records, CNCS-04-CPO-MMF-Member Management Files System,
which was last published in the Federal Register at 85 FR 3896 (January
23, 2020).
The proposed revisions:
Rename the system of records as CNCS-04-CPO-MPMF Members
Program Management Files System of Records.
Add new Routine Uses 35, 36, and 37 to meet the
programmatic needs of AmeriCorps.
Add tracking and supporting of the post-service career
pathway development of AmeriCorps alumni as a purpose of the system.
Add categories of the records to include information on
AmeriCorps alumni post-service career pathways.
Add categories of individuals to include alumni who have
chosen to continuously participate in AmeriCorps' collaborative
programs with other Federal, State, local agencies or Tribes.
Add the Chief Data Officer of AmeriCorps as one of the
system managers.
Update the system locations to include the Office of Chief
Data Officer.
In accordance with 5 U.S.C. 552a(r), AmeriCorps has provided a
report of this system of records to the Office of Management and Budget
and to Congress.
SYSTEM NAME AND NUMBER:
CNCS-04-CPO-MPMF-Member Program Management Files System of Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
This system of records is maintained by the Office of the Chief
Data Officer and the Office of the Chief Program Officer. Located at
AmeriCorps, 250 E Street SW, Washington, DC 20525.
SYSTEM MANAGER(S):
Chief Program Officer, Chief Program Officer Immediate Office;
Chief Data Officer. AmeriCorps, 250 E Street SW, Washington, DC 20525.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. chapter 129--National and Community Service, 42 U.S.C.
chapter 66--Domestic Volunteer Services, and Executive Order 9397, as
amended.
PURPOSE(S) OF THE SYSTEM:
AmeriCorps uses the system to select, place, manage, oversee, and
support individuals who apply to become an AmeriCorps service member
(Applicants), and those who are or have been an active AmeriCorps
service member (Members). AmeriCorps also uses the system to track and
support the post-service career pathway development of AmeriCorps
alumni who continuously show interest or/and actively participate in
AmeriCorps' collaborative programs with other Federal, State, or local
agencies or Tribes.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The system contains records about individuals who apply to become
an AmeriCorps service member, individuals who are or have been an
active AmeriCorps service member, individuals from the public asked to
provide a reference for those individuals (References), and AmeriCorps
alumni.
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories cover records about Applicants, Members, alumni, and
their references. It may contain personal identifiers including name,
email addresses, physical addresses, phone numbers, Social Security
Number, demographic information (including race, ethnicity, and any
disabilities), birth date and location, username and password, National
Service Participation Identification number (NSPID), marital status,
fingerprints, citizenship status, government-provided identification
documents, and information about post-service positions, including
their relation to completed AmeriCorps' service and points of service
times.
It may contain information about each Applicant's, Member's, and
alumnus's:
Application to become a member (e.g., reason for applying,
educational history, employment history, military history, prior
community service activities, criminal history, medical history,
skills, certifications, voter registration status);
Relatives who served in AmeriCorps and the military;
AmeriCorps service history and experience (e.g.,
descriptions of activities, performance reviews, disciplinary concerns,
accidents and other health concerns related to service, special
accommodations, living arrangements, leave requests, service-related
travel and trainings);
Benefits (e.g., health benefits, childcare benefits,
Education Awards, stipends, loan forbearance);
Oath of office, plus other certifications and consents;
Living allowances, reimbursements, and banking
information;
Emergency contacts and beneficiaries;
Automobile and driving history (including insurance
coverage and any accidents);
Post-service plans and interest in alumni activities; and
Information about post-service career pathway development.
It may also contain communications with and about each Applicant,
Member, and alumnus.
The system may also contain each references' name, email, title,
employer, address, phone number, relationship to the Applicant or
Member, and assessment of the Applicant or Member.
RECORD SOURCE CATEGORIES:
The sources of records in the system may include, but are not
limited to, Applicants, Members, alumni, references (including those
selected by an Applicant or Member, parole officers,
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prior workplace supervisors), institutions that may receive an
Education Award, organizations that request and receive Members
(project sponsors), AmeriCorps employees and contractors, other
AmeriCorps systems, the Social Security Administration (SSA),
Department of Justice (DOJ) criminal history databases, Congresspersons
and their staff, members of the public, and other Federal, State, local
agencies or Tribes who have collaborative programs with AmeriCorps.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act of 1974, as amended, all or a portion of the
records or information contained in the system may be disclosed to
authorized entities, as is determined to be relevant and necessary, as
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
1. To the SSA to confirm an Applicant's or Member's citizenship
status.
2. To the DOJ to obtain an Applicant's or Member's criminal history
information.
3. To Project Sponsors to recruit, select, place, manage, oversee,
and support Members.
4. To a Member's emergency contacts and beneficiaries if that
Member experiences an emergency or death.
5. To the Department of the Treasury to pay living allowances,
reimbursements, and Education Awards.
6. If a Member asks to send all or part of their Education Award to
an institution, AmeriCorps may disclose information from the system to
confirm and coordinate the Member's request.
7. All records about FEMA Corps Members may be shared with the
Federal Emergency Management Agency to operate FEMA Corps and manage
those Members.
8. To other Members for alumni-related activities when the Member
gives permission.
9. To the Office of the President, a Member of Congress, or their
personnel in response to a request made on behalf of, and at the
request of, the individual who is the subject of the record. These
advocates will receive the same records that individuals would have
received if they filed their own request.
10. To any component of the Department of Justice for the purpose
of representing AmeriCorps or its components, officers, employees, or
members in pending or potential litigation to which the record is
pertinent.
11. In an appropriate proceeding before a court, judicial,
administrative, or adjudicative body, or official, when AmeriCorps or
another agency representing AmeriCorps determines the records are
relevant and necessary to the proceeding, or in an appropriate
proceeding before an administrative or adjudicative body when the
adjudicator determines the records to be relevant to the proceeding.
12. To a Federal or State agency, judicial, administrative, or
adjudicative body, another party, or their representative to a legal
matter, or witness when (a) the Federal Government is a party or
potential party to a judicial, administrative, or adjudicative
proceeding and (b) the record is both necessary and relevant or
potentially relevant to that proceeding.
13. To prospective claimants and their attorneys to negotiate a
settlement of an actual or prospective claim against AmeriCorps or its
current or former employees, in advance of the initiation of a formal
legal proceeding.
14. To an arbiter, mediator, or another individual authorized to
investigate or settle a grievance, complaint, or appeal filed by an
individual who is the subject of, or party to, the record.
15. To any agency, entity, or individual when necessary to acquire
information relevant to an investigation.
16. To an appropriate Federal, State, local, Tribal, international,
or foreign law enforcement agency or other appropriate authority
charged with investigating or prosecuting a violation or enforcing or
implementing a statute, rule, regulation, or order, when a record,
either on its face or in conjunction with other information, indicates
a violation or potential violation of civil or criminal law or
regulatory violations.
17. To a former AmeriCorps employee for the purpose of responding
to an official inquiry by a Federal, State, local, territorial, or
tribal entity or professional licensing authority, for the purpose of
facilitating communications with a former employee that may be
necessary for personnel-related or other official purposes where
AmeriCorps requires information and/or consultation assistance from the
former employee regarding a matter within that person's former area of
responsibility.
18. To unions recognized as exclusive bargaining representatives
under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114, the
Merit Systems Protection Board, arbitrators, the Federal Labor
Relations Authority, and other parties responsible for the
administration of the Federal labor-management program for the purpose
of processing any corrective actions, or grievances, or conducting
administrative hearings or appeals.
19. To the Merit Systems Protection Board and the Office of the
Special Counsel for the purpose of litigation, including administrative
proceedings, appeals, special studies of the civil service and other
merit systems; review of Office of Personnel Management (OPM) or
component rules and regulations; investigation of alleged or possible
prohibited personnel practices, including administrative proceedings
involving any individual subject of an AmeriCorps investigation.
20. To OPM for the purpose of addressing civilian pay and leave,
benefits, retirement deduction, and any other information necessary for
the OPM to carry out its legally authorized government-wide personnel
management functions and studies.
21. To appropriate agencies, entities, and persons when:
a. AmeriCorps suspects or has confirmed that there has been a
breach of the system of records;
b. AmeriCorps has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, AmeriCorps
(including its information systems, programs, and operations), the
Federal Government, or national security; and
c. The disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with AmeriCorps' efforts
to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
22. To another Federal agency or Federal entity, when AmeriCorps
determines that information from the system of records is reasonably
necessary to assist the recipient agency or entity in:
a. Responding to a suspected or confirmed breach or
b. 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.
23. To the National Archives and Records Administration (NARA) as
needed to assist AmeriCorps with records management, conduct
inspections of AmeriCorps' records management practices, and carry out
other activities required by 44 U.S.C. 2904 and 2906.
24. To NARA's Office of Government Information Services so that it
may
[[Page 65869]]
review agency compliance with the Freedom of Information Act of 1967,
as amended (FOIA), provide mediation services to resolve FOIA disputes,
and identify policies and procedures for improving FOIA compliance, and
to the extent necessary to fulfill its responsibilities as required by
5 U.S.C. 552(h)(2)(A-B) and (3).
25. To respond to a FOIA request per the processes established in
45 CFR part 2507 or a Privacy Act request per the requirements in 45
CFR part 2508.
26. To a Federal agency in connection with hiring or retaining an
employee, vetting an applicant, member, or employee in response to the
issuance of a security clearance, conducting a background check for
suitability or security investigation of an individual, classifying
jobs, the letting of a contract, or the issuance of a license,
contract, grant, or other benefit by the requesting agency, and to the
extent that the information is relevant and necessary to the requesting
agency's decision on the matter.
27. To agency contractors, grantees, project sponsors, interns, and
other authorized individuals engaged to assist the agency in the
performance of a project, contract, service, grant, cooperative
agreement, or other activity when it requires access to the records to
accomplish an agency function, task, or assignment. Individuals
provided information under this routine use are subject to the same
Privacy Act requirements and limitations on disclosure as are
applicable to AmeriCorps employees.
28. To the Equal Employment Opportunity Commission when requested
in connection with investigations into alleged or possible
discrimination practices in the Federal sector, compliance by Federal
agencies with the Uniform Guidelines on Employee Selection Procedures,
or other functions vested in the Commission and to otherwise ensure
compliance with the provisions of 5 U.S.C. 7201.
29. To an agency or organization to audit or oversee AmeriCorps' or
a vendor's operations as authorized by law, but only such information
as is necessary and relevant to such audit or oversight function.
30. To any official or designee charged with the responsibility to
conduct qualitative assessments at a designated statistical agency and
other well established and trusted public or private research
organizations, academic institutions, or agencies for an evaluation,
study, research, or other analytical or statistical purpose.
31. To a contractor, grantee, or other recipient of Federal funds
when the record to be released reflects serious inadequacies with the
recipient's personnel, and disclosure of the record permits the
recipient to effect corrective action in the Federal Government's best
interests.
32. To a contractor, grantee, or other recipient of Federal funds
indebted to the Federal Government through its receipt of Federal funds
if release of the record would allow the debtor to collect from a third
party.
33. To consumer reporting agencies (as defined in the Fair Credit
Reporting Act, or the Federal Claims Collection Act of 1966, 31 U.S.C.
3701(a)(3)), the U.S. Department of the Treasury, other Federal
agencies maintaining debt servicing centers, and private collection
contractors to collect a debt owed to the Federal Government as
provided in regulations promulgated by AmeriCorps.
34. To the news media and the public, with the approval of the
Chief Privacy Officer in consultation with counsel, when there exists a
legitimate public interest in the disclosure of the information, when
disclosure is necessary to preserve confidence in the integrity of
AmeriCorps, or when disclosure is necessary to demonstrate the
accountability of AmeriCorps officers, employees, or individuals
covered by the system, except to the extent the Chief Privacy Officer
determines that release of the specific information in the context of a
particular case would constitute a clearly unwarranted invasion of
personal privacy.
35. To Federal, State, local agencies, or tribal entities that have
collaborative relations with AmeriCorps for program development and
recruitment.
36. To an entity that AmeriCorps members, volunteers, or alumni
consent to share service information with for post-service career
pathway development, tracking, study, or reference.
37. To a third party with valid authorization from an AmeriCorps
member to share information regarding the duration and description of
the authorized benefits that a member receives from AmeriCorps.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
AmeriCorps stores paper records in locked rooms, file cabinets, and
desks. Electronic records and backups are stored on secure servers and
encrypted media to include computers and network drives.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in the system may be retrieved by any of the personal
identifiers listed or described in CATEGORIES OF RECORDS IN THE SYSTEM.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
All records in the system will be retained until their retention
and disposal schedule is approved by NARA, then retained and disposed
according to the applicable schedule.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
AmeriCorps safeguards records in this system according to
applicable laws, rules, and policies, including all applicable
AmeriCorps automated systems security and access policies. AmeriCorps
has strict controls in place to minimize the risk of compromising the
information that is being stored. Access to the computer system
containing the records in this system is limited to those individuals
who have a need to know the information for the performance of their
official duties and who have appropriate clearances or permissions.
RECORD ACCESS PROCEDURES:
In accordance with 45 CFR part 2508--Implementation of the Privacy
Act of 1974, as amended, individuals wishing to access their own
records stored within the system of records may contact the FOIA
Officer/Privacy Act Officer by sending (1) an email to
[email protected] or (2) a letter addressed to the System Manager,
Attention: Privacy Inquiry. Individuals who make a request must include
enough identifying information to locate their records and reasonably
confirm their identity, as required by 45 CFR part 2508, and indicate
that they want to access their records.
CONTESTING RECORD PROCEDURES:
All requests to contest or amend information maintained in the
system will be directed to the FOIA Officer/Privacy Act Officer.
Individuals who make a request must include enough identifying
information to locate their records, in the manner described above in
the Record Access Procedures section. Requests should state clearly and
concisely what information is being contested, the reasons for
contesting it, and the proposed amendment to the information.
NOTIFICATION PROCEDURES:
Any individual desiring to contest or amend information not subject
to
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exemption may contact the FOIA Officer/Privacy Act Officer via the
contact information in the Record Access Procedures section.
Individuals who make a request must include enough identifying
information to locate their records, indicate that they want to be
notified whether their records are included in the system, and confirm
their identity as required by 45 CFR part 2508.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
CNCS-04-CPO-MMF-Member Management Files System issued 85 FR 3896
(January 23, 2020).
Prabhjot Bajwa,
Senior Agency Official for Privacy and Chief Information Officer.
[FR Doc. 2024-17951 Filed 8-12-24; 8:45 am]
BILLING CODE 6050-28-P