[Federal Register Volume 63, Number 56 (Tuesday, March 24, 1998)]
[Notices]
[Pages 14121-14123]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-7496]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Health Resources and Services Administration
Privacy Act of 1974; New System of Records
AGENCY: Health Resources and Services Administration, HHS.
ACTION: Notification of new system of records.
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SUMMARY: In accordance with the requirements of the Privacy Act, the
Health Resources and Services Administration (HRSA) is publishing
notice of a proposal to add a new system of records 09-15-0060,
Minority/Disadvantaged Health Professions Programs, Health and Human
Services, Health Resources and Services Administration, Bureau of
Health Professions. HRSA proposes to add names and social security
numbers (SSN) of participants in the health professions programs of
Title VII of the Public Health Service Act, in sections 739 Centers of
Excellence, and 740 Educational Assistance Regarding Undergraduates.
This new system of records is used for program evaluation to
effectively track program participants through the health professions
pathway to a health professions practice outcome. Participants will be
advised that the provision of SSNs is voluntary.
DATES: HRSA invites interested parties to submit comments on the
proposed new use of existing record on or before May 4, 1998. HRSA has
sent a Report of New System of Records to the Congress and to the
Office of Management and Budget (OMB) on March 2, 1998. The New System
of Records will be effective 40 days from the date submitted to OMB
unless HRSA receives comments which would result in a contrary
determination.
ADDRESS: Please address comments to Richard E. Henrichsen, the Health
Resources and Services Administration (HRSA) Privacy Act Officer,
Department of Health and Human Services, 5600 Fishers Lane, Room 14A-
20, Rockville; Maryland 20857; telephone (301) 443-3780. Comments
received will be available for inspection at this same address from 9
a.m. to 3 p.m., Monday through Friday. This is not a toll-free number.
FOR FURTHER INFORMATION CONTACT: Director, Division of Disadvantaged
Assistance, Room 8A-09, Parklawn Building, 5600 Fishers Lane,
Rockville, Maryland 20857; telephone (301) 443-2100. This is not a
toll-free number.
SUPPLEMENTARY INFORMATION: The Health Resources and Services
Administration (HRSA) proposes to establish a new system of records:
09-15-0060, ``Minority/Disadvantaged Health Professions Programs, HHS/
HRSA/BHPr.'' This program awards grants to schools of allopathic
medicine, osteopathic medicine, dentistry, optometry, pharmacy, public
health, allied health, podiatric and chiropractic medicine, veterinary
medicine, public and non-profit private schools which offer graduate
programs in clinical psychology, and other public or private non-profit
health or educational entities to carry out programs which assist
individuals from disadvantaged backgrounds to enter and graduate from
these schools. Grants are also awarded to health professions schools
for the purpose of assisting them in supporting programs of excellence
in health professions education for minority individuals.
The purposes of the records maintained in this system are to: (1)
Maintain information relative to the activities and participants of
programs of institutions and organizations awarded grants under this
program; (2) to monitor grantees' performance outcomes and progress in
meeting stated objectives; (3) to track individual program participants
using aggregate
[[Page 14122]]
data base identifiers with other aggregate data bases from various
sources in order to assess program effectiveness and outcomes; and (4)
to compile and generate managerial and statistical reports.
HRSA will permit disclosure of the records to third parties
pursuant to a routine use as follows. The first routine use permits
disclosure to a congressional office to allow subject individuals to
obtain assistance from their representatives in Congress, if they so
desire. The second routine use allows disclosure to the Department of
Justice or a court, in the event of litigation. The third routine use
allows disclosure of records to contractors for the purposes of data
analysis and record systems processing and refinement.
For monitoring of this program and determining its outcomes and
effectiveness, grantees will be asked to provide the names of
participants in their programs.
The following notice is written in the present tense, rather than
the future tense, in order to avoid the unnecessary expenditure of
public funds to republish the notice after the alteration becomes
effective.
Dated: March 2, 1998.
Claude Earl Fox,
Acting Administrator.
09-15-0060
SYSTEM NAME:
Minority/Disadvantaged Health Professions Programs, HHS/HRSA/BHPr.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Division of Disadvantaged Assistance, Bureau of Health Professions,
Health Resources and Services Administration, Room 8A-09, Parklawn
Building, 5600 Fishers Lane, Rockville, Maryland 20857.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Institutional grantees, student and faculty participants in the
Health Careers Opportunity Program, and Centers of Excellence Program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of the institutional grantee, grant number, type of grantee
institution, budget information, project dates, amount of grant award,
program participants by name, date of birth, social security number,
race ethnicity and gender, current educational pathway or practice
status of participants, outcomes of program participation for
participants, and programmatic results for the grantee.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Programs are authorized by Title VII, sections 739 Center of
Excellence and 740 Educational Assistance Regarding Undergraduates of
the Public Health Service Act, as amended by Pub. L. 102-408.
PURPOSE(S):
1. To maintain information relative to the activities and
participants of programs conducted by institutions and organizations
awarded grants under this program.
2. To monitor grantees' performance outcomes and progress in
meeting stated objectives.
3. To track individual student program participants in order to
evaluate program effectiveness and outcomes.
4. To compile and generate statistical reports.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made to a congressional office from the record
of an individual participant or institutional grantee, in response to
an inquiry from the congressional office made at the request of the
student or the institution.
2. Disclosure may be made to the Department of Justice, or to a
court or other tribunal, from this system of records, when (a) HHS, or
any component thereof; or (b) any HHS employee in his or her official
capacity; or (c) any HHS employee in his or her individual capacity
where the Department of Justice (or HHS, where it is authorized to do
so) has agreed to represent the employee; or (d) the United States or
any agency thereof, where HHS determines that the litigation is likely
to affect HHS or any of its components, is a party to litigation or has
an interest in such litigation, and HHS determines that the use of such
records by the Department of Justice, the court or other tribunal is
relevant and necessary to the litigation and would help in the
effective representation of the governmental party, provided, however,
that in such case HHS determines that such disclosure is compatible
with the purpose for which the records were collected.
3. HRSA may disclose records to Department contractors and
subcontractors for the purposes of conducting data analysis for program
evaluations, compiling managerial and statistical reports, and record
systems processing and refinement.
4. In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal, or regulatory in nature and whether
arising by general statute or particular program statute, or by
regulation, rule, or order issued pursuant thereto, the relevant
records in the system of records may be referred to the appropriate
agency, whether Federal, State or local, charged with the
responsibility of investigating or prosecuting such violation or
charged with enforcing or implementing the statute or rule, regulation
or order issued pursuant thereto.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders, on computer hard drives
and/or disk packs.
RETRIEVABILITY:
Retrieval will be by grantee name or by grant number or programs'
participant name and/or social security number.
SAFEGUARDS:
1. Assign Responsibility for Security: Assign responsibility for
security to a management official knowledgeable in the nature of the
information and process supported by the application and in the
management, personnel, operational, and technical controls used to
protect it.
2. Develop Application Security Plan: Plan for the adequate
security of the application, taking into account the security of all
systems in which the application will operate. Application security
plans shall address application rules, training on use of the system,
personnel security, contingency planning, technical controls,
information sharing, public access controls.
3. Review Application Controls: Perform an independent review or
audit of the security control in the application at least every 3
years.
4. Authorize Processing: Ensure that a management official
authorizes in writing use of the application by confirming that its
security plan as implemented adequately secures the application. The
application must be authorized prior to operating and reauthorized at
least every 3 years thereafter. Management authorization implies
accepting the risk of each system used by the application.
5. Implementation Guidelines: DHHS Chapter 45-13 and supplementary
[[Page 14123]]
Chapter PHS.H:45-13 of the General Administration Manual; the DHHS
Automated Information Systems Security Program Handbook; and Appendix
III to OMB Circular No. A-130.
RETENTION AND DISPOSAL:
Records will be retained for 6 years after the grant is closed, and
then destroyed.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Division of Disadvantaged Assistance, Bureau of Health
Professions, Health Resources and Services Administration, Parklawn
Building, Room 8A-09, 5600 Fishers Lane, Rockville, MD 20857.
NOTIFICATION PROCEDURE:
Requests must be made to the System Manager.
Requests in person: An individual who appears at the site where
records are stored seeking access to or disclosure of records relating
to him/her shall provide his/her name, current address, and at least
one piece of identification such as driver's license, passport, voter
registration card, or union card. Identification with a current
photograph is preferred but not required. Additional identification may
be requested when there is a request for access to records which
contain an apparent discrepancy between information contained in the
records and that provided by the individual requesting access to the
records. No verification of identity shall be required where the record
is one which is required to be disclosed under the Freedom of
Information Act.
Requests by mail: Requests for information and/or access to records
received by mail must contain information providing the identity of the
writer and a reasonable description of the record desired. Written
requests must contain the name and address of the requester, his/her
date of birth and at least one piece of information which is also
contained in the subject record, and his/her signature for comparison
purposes.
Requests by telephone: Since positive identification of the caller
cannot be established, telephone requests are not honored.
RECORD ACCESS PROCEDURES:
Same as notification procedures. Requesters should also reasonably
specify the record contents being sought. Individuals may also request
an accounting of disclosure that may have been made of their records,
if any.
CONTESTING RECORD PROCEDURE:
Contact the System Manager at the address specified above and
reasonably identify the record, specify the information being
contested, and state the corrective action and the reason(s) for
requesting the correction, along with supporting justification to show
how the record is inaccurate, incomplete, untimely, or irrelevant.
RECORD SOURCE CATEGORIES:
Institutions and organizations awarded grants.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 98-7496 Filed 3-23-98; 8:45 am]
BILLING CODE 4160-15-P
