[Federal Register Volume 64, Number 121 (Thursday, June 24, 1999)]
[Notices]
[Pages 33901-33903]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-16136]
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-4456-N-03]
Privacy Act; Proposed New System of Records
AGENCY: Office of the Chief Information Officer, HUD.
ACTION: Establish a new system of records.
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SUMMARY: The Department of Housing and Urban Development (HUD) proposes
to establish a new record system to add to its inventory of systems of
records subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
The proposed new system is entitled Equal Employment Opportunity
Monitoring and Analysis System (EEOMAS), HUD/ODEEO/01. EEOMAS is the
management information system used to monitor and evaluate the
Department's equal employment and affirmative employment efforts and
accomplishments. It contains selected personal information on each HUD
employee which is essential in conducting demographic analyses between
the work force and the civilian labor force and concentration analyses
of the dispersion of employees within the work force.
DATES: Effective Date: This action shall be effective without further
notice in 30 calendar days (July 24, 199) unless comments are received
during or before this period that would result in a contrary
determination.
Comments due by: July 26, 1999.
ADDRESSES: Interested persons are invited to submit comments regarding
this new system of records to the Rules Docket Clerk, Office of General
Counsel, room 10276, Department of Housing and Urban Development, 451
Seventh Street,
[[Page 33902]]
SW, Washington, DC 20410-05000. Communications should refer to the
above docket number and title. An original and four copies of the
comments should be submitted. Facsimile (FAX) comments are not
acceptable. A copy of each communication submitted will be available
for public inspection and copying between 7:30 a.m. and 5:30 p.m.
weekdays at the above address.
FOR FURTHER INFORMATION CONTACT: Jeanette Smith, Department Privacy Act
Officer, Telephone Number (202) 708-2374, or Thelma Cockrell,
Departmental Affirmative Employment Program Manager, Telephone Number
(202) 708-5921, extension 6866.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C. 552a), as amended notice is given that HUD proposes to establish
a new system of records identified as HUD/ODEEO/01, Equal Employment
Opportunity Monitoring and Analyses system (EEOMAS).
Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be
afforded a 30-day period in which to comment on the new record system.
The new system report was submitted to the Office of Management and
Budget (OMB), the Senate Committee on Governmental Affairs, and the
House Committee on Government Operations pursuant to paragraph 4c of
Appendix 1 to OMB Circular No. A-130, ``Federal Responsibilities for
Maintaining Records About Individuals,'' July 25, 1994, 59 FR 37914.
Dated: June 14, 1999.
Gloria R. Parker,
Chief Information Officer.
HUD/ODEEO/01
SYSTEM NAME:
Equal Employment Opportunity Monitoring and Analysis System
(EEOMAS).
SYSTEM LOCATION:
Department of Housing and Urban Development, HUD 451 Seventh Street
SW, Room 2112, Washington, DC 20410
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Personal and employment related data items on each HUD employee,
and information on EEO discrimination complaint processing covering
both HUD employees and applicants for employment.
CATEGORIES OF RECORDS IN THE SYSTEM:
This system contains ``selected'' personal information on each
employee, depending on the employee's type of appointment with the
Department, including the employee's: Full name, Date of Birth, Social
Security Number, Race, Sex, Disability Status, Pay Plan, Grade and
Step, Annual Salary, Occupational Series, Position Title, Organization
Code, GSA Location Code, Duty Station, Veteran Preference, Type of
Appointment, Tenure Group, Work Schedule, Type of Employment, FLSA,
Bargaining Unit Status, Occupational Category, Type of Position,
Supervisory Status, Position Sensitivity, Education Level, Academic
Discipline, Year of Degree, Special Employee Code, Special Program Code
Performance Rating, Performance Year, Enter on Duty Date w/HUD, Date
last Grade Promotion, Target Grade, and Date entered Present Position.
The EEO Discrimination Complaint processing portion of the system
contains information on complaints, both formal and informal, filed by
HUD employees and applicants for employment. The information in EEOMAS
includes, but is not limited to: Complainant's Name, Social Security
Number, Complaint Type, Alleged Discriminating Official, Basis/Issues,
Witnesses, Related Correspondence, Step-by-Step Processing Record,
Final Disposition, and Summary of Complaint
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The legal bases for maintaining the system are:
Section 717 of Title VII of the Civil Rights Act of 1964, as
amended, to ensure enforcement of Federal equal employment opportunity
policy; to requires Federal agencies to maintain Affirmative Employment
Programs apply the same legal standards to prohibit discrimination
established for private employers; and to eliminate discrimination that
Congress found existing throughout the Federal employment system. The
Rehabilitation Act of 1973, as amended, required the same for persons
with disabilities;
The Uniform Guidelines on Employee Selection Procedures, dated 8/
78, requires records to be maintained which allow determinations to be
made of the impact of selection procedures on members of various race,
sex and ethnic groups;
The Civil Service Reform Act of 1978, requires Federal agencies to
conduct affirmative recruitment for those occupations and grades within
their work force in which underrepresentation of women and minorities
exists;
Equal Employment Opportunity Commission (EEOC) Management Directive
(MD) 702, dated 12/79, required that Federal agencies develop and
implement information systems that provide periodical status reports on
a statistical work force profiles and on affirmative employment
objectives; and
Federal Personnel Manual (FPM) Letters 720-4, dated 1/80 and 720-6,
dated 10/80, established broad instructions and procedures for the
collection of race, sex, and ethnic origin data on job applicants.
PURPOSE(S):
The Equal Employment Opportunity Monitoring and Analysis System is
the management information system used to monitor and evaluate the
Department's equal employment opportunity and affirmative employment
efforts and accomplishments.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
None.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
EEOMAS is a LAN based computerized system. The data is updated
quarterly using the National Finance Center (NFC) data extracts. The
data is downloaded into EEOMAS via mainframe computer.
RETRIEVABILITY:
Since EEOMAS is an internal management information system used to
monitor, evaluate, and report the effectiveness of the Department's
EEO/AE Program, the data is retrievable by any of the data items listed
under ``Categories of Records in the System.'' However, all EEOMAS
Users, excluding those in the Office of Departmental Equal Employment
Opportunity, have restricted access. Those users cannot retrieve
individually identified personal privacy information
SAFEGUARDS:
EEOMAS is a LAN based computerized system and only authorized users
have the EEOMAS icon on their computers.
In addition to the icon, only those users who have been entered
into EEOMAS as ``authorized'' and assigned a password can access it.
EEOMAS access passwords are assigned and entered by the designated
System Administrators in ODEEO.
All EEOMAS Users, excluding ``need to know'' ODEEO staff, have
``Browse Only'' access to non-restricted information.
Authorized EEOMAS Users have limited access to their respective
organizations (i.e. authorized EEOMAS
[[Page 33903]]
Users in Housing can view only Housing data, etc.).
All individually identified employee information in EEOMAS for
which unauthorized disclosure would constitute an unwarranted invasion
of personal privacy (employee name in conjunction with the race, sex,
age, date of birth, social security number, etc.) has been deleted or
shaded from view by all EEOMAS Users, except ODEEO's ``need to know''
staff.
All information is stored in a computerized database. Any hard copy
reports, not in statistical format, generated from the database are
kept in locked offices with restricted access.
RETENTION AND DISPOSAL:
All EEO/AE data must be retained for a period of five (5) years in
accordance with HUD's Record Disposition Schedule, after which
computerized data is erased. All statistical hard copy reports are
recycled. Any reports containing personal privacy data are shredded.
SYSTEM MANGER(S) AND ADDRESS:
Director, Affirmative Employment Division, Director, Equal
Opportunity Division, Departmental Affirmative Employment Program, 451
Seventh Street, SW, Room 2112, Washington, DC 20410.
NOTIFICATION PROCEDURES:
For information, assistance, or inquiry about the existence of
records, contact the Privacy Act Officer at the Department of Housing
and Urban Development, 451 7th Street SW, Room P8202, Washington, DC
20410, in accordance with procedures in 24 CFR part 16.
CONTESTING RECORD PROCEDURES:
The Department's rules for contesting the contents of records and
appealing initial denials, by the individual concerned, appears in 24
CFR part 16. If additional information or assistance is needed, it may
be obtained by contacting: (i) In relation to contesting contests of
records, the Privacy Act Officer at the appropriate location, the
Department of Housing and Urban Development, 451 Seventh Street, SW,
Room P8202, Washington, DC 20410 and (ii) in relation to appeals of
initial denials, the Department of Housing and Urban Development,
Departmental Privacy Appeals Officer, Office of General Counsel, 451
Seventh Street, Southwest, Washington, DC 20410.
RECORD SOURCE CATEGORIES:
Initial employee personal information is collected when first
appointed as HUD employees (i.e. full name, social security, date of
birth, disability status, etc.).
Initial position/employment related information for each employee
is derived from the type of appointment and specific position (title,
series, grade, organization, duty station, etc.) under/for which they
were hired.
Updates to information on current employees are the results of
personnel actions affecting employees (i.e. promotions, reassignments,
etc.) and those self initiated by employees (i.e. changes in disability
status/medical condition).
Information on EEO Discrimination Complaint processing is collected
and entered directly into EEOMAS by ODEEO staff as complaints are filed
and processed.
EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 99-16136 Filed 6-23-99; 8:45 am]
BILLING CODE 4210-01-M
