30142 Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 

collected. The member’s right to the 

information is no greater than the right 

of the individual who requested it. 

(1) Contact Disclosures. The 

Department may disclose records 

contained in this system to individuals 

and entities (including educational 

institutions) that the Department 

contacts while formulating and 

enforcing education policies. 

(2) Freedom of Information Act 

(FOIA) Advice Disclosure. The 

Department may disclose records to the 

Department of Justice and the Office of 

Management and Budget if the 

Department concludes that disclosure is 

desirable or necessary in determining 

whether particular records are required 

to be disclosed under the FOIA. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are maintained in hard copy 

individual files stored in standard fourdrawer file cabinets and also in 

electronic format on a hard drive 

accessible by staff of the Office for 

Legislation and Congressional Affairs. 

RETRIEVABILITY: 

Records are indexed alphabetically by 

last name. 

SAFEGUARDS: 

Files are maintained in the Office of 

Legislation and Congressional Affairs 

and requests are honored on a ‘‘need-toknow’’ basis only. All physical access to 

the Department of Education site, and 

the sites of Department contractors 

where this system of records is 

maintained, is controlled and monitored 

by security personnel who check each 

individual entering the building for his 

or her employee or visitor badge. 

The computer system employed by 

the Department of Education offers a 

high degree of resistance to tampering 

and circumvention. This security 

system limits data access to Department 

of Education and contract staff on a 

‘‘need-to-know’’ basis, and controls 

individual users’ ability to access and 

alter records within the system. All 

users of this system of records are given 

a unique user ID with personal 

identifiers. All interactions by 

individual users with the system are 

recorded. 

RETENTION AND DISPOSAL: 

Records are constantly updated as 

circumstances warrant relative to the 

activities of Congress. 

SYSTEM MANAGER(S) AND ADDRESS: 

Office of Legislation and 

Congressional Affairs, Legislative 

Affairs Office, U.S. Department of 

Education, 400 Maryland Avenue, SW., 

Room 7E301, Washington, DC 20202. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, contact the system 

manager. Your request must meet the 

requirements of the regulations at 34 

CFR 5b.5, including proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to a record 

regarding you in the system of records, 

contact the system manager. Your 

request must meet the requirements of 

the regulations at 34 CFR 5b.5, 

including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record regarding you in the system of 

records, contact the system manager. 

Your request must meet the 

requirements of the regulations at 34 

CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information is obtained from 

Congressional Quarterly, Inc., The 

Almanac of American Politics, Roll Call 

Newspapers, on-line biographies and 

press releases of Members of Congress, 

and the Office of Postsecondary 

Education at the U.S. Department of 

Education. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–07–02 

SYSTEM NAME: 

Congressional Grant Notification 

Control System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Congressional Outreach, Office of 

Legislation and Congressional Affairs, 

U.S. Department of Education, 400 

Maryland Avenue, SW., Room 7E301, 

Washington, DC 20202. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

The Congressional Grant Notification 

Control System contains records about 

members of Congress. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system consists of direct 

inquiries and letters of support 

concerning discretionary grants from 

Members of Congress. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 301. 

PURPOSE: 

The information in this system is used 

to provide responses to inquiries from 

Members of Congress regarding 

discretionary grant notification. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The Department of Education 

(Department) may disclose information 

contained in a record in this system of 

records without the consent of the 

individual if the disclosure is 

compatible with the purpose for which 

the record was collected and only as 

needed to perform one or more of the 

following routine uses: 

(1) Inter-Agency Disclosure. Inquiries 

that do not pertain to the Department, 

but fall under the jurisdiction of another 

Federal agency, are transferred to that 

Agency with a request that a direct 

response be provided to the 

correspondent. 

(2) Congressional Member Disclosure. 

The Department may disclose records to 

a member of Congress from the record 

of an individual in response to an 

inquiry from the member made at the 

written request of that individual. The 

member’s right to the information is no 

greater than the right of the individual 

who requested it. 

(3) Litigation and Alternative Dispute 

Resolution. 

(a) In the event of litigation where one 

of the parties listed below is involved in 

litigation or ADR, the Department may 

disclose such records as it deems 

desirable or necessary to the Department 

of Justice (DOJ) to enable DOJ to 

effectively represent such party, 

provided such disclosure is compatible 

with the purpose for which the records 

were collected. 

(i) The Department of Education, or 

any component of the Department; or 

(ii) Any Department employee in his 

or her official capacity; or 

(iii) Any Department employee in his 

or her individual capacity if the 

Department of Justice (DOJ) has agreed 

to provide or arrange for representation 

for the employee; or 

(iv) Any Department employee in his 

or her individual capacity where the 

agency has agreed to represent the 

employee; or 

(iv) The United States where the 

Department determines that the 

litigation is likely to affect the 

Department or any of its components. 

(b) Disclosure to the DOJ. If the 

Department determines that disclosure 

of certain records to the DOJ is relevant 

and necessary to litigation or ADR, the 

Department may disclose those records 

as a routine used to the DOJ. 
Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30143 

(c) Administrative Disclosures. If the 

Department determines that disclosure 

of certain records to an adjudicative 

body before which the Department is 

authorized to appear, an individual or 

entity designated by the Department or 

otherwise empowered to resolve or 

mediate disputes is relevant and 

necessary to the administrative 

litigation, the Department may disclose 

those records as a routine use to the 

adjudicative body, individual, or entity. 

(d) Parties, counsels, representatives 

and witnesses. If the Department 

determines that disclosure of certain 

records to a party, counsel, 

representative or witness in an 

administrative proceeding is relevant 

and necessary to the litigation, the 

Department may disclose records as a 

routine use to the party, counsel, 

representative or witness. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Not applicable to this system of 

records. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records are maintained in hard 

copy filed in standard file cabinets. 

RETRIEVABILITY: 

Records are indexed alphabetically by 

grant title. 

SAFEGUARDS: 

Records are kept in the responsible 

grant notification team member’s office. 

All physical access to the Department’s 

site, and the sites of Department 

contractors where this system of records 

is maintained, is controlled and 

monitored by security personnel who 

check each individual entering the 

building for his or her employee or 

visitor badge. 

The computer system employed by 

the Department offers a high degree of 

resistance to tampering and 

circumvention. This security system 

limits data access to Department and 

contract staff on a ‘‘need-to-know’’ 

basis, and controls individual users’ 

ability to access and alter records within 

the system. All users of this system of 

records are given a unique user ID with 

personal identifiers. All interactions by 

individual users with the system are 

recorded. 

RETENTION AND DISPOSAL: 

Records are maintained for two years. 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, Congressional Outreach, 

Office of Legislation and Congressional 

Affairs, U.S. Department of Education, 

400 Maryland Avenue, SW., Room 

7E301, Washington, DC 20202. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in this 

system of records, provide the system 

manager at the above address with the 

name of the Member of Congress who 

corresponded with the Department, the 

name of the referenced constituent, the 

grant title, and the date of the 

correspondence. Your request must 

meet the requirements of the regulations 

at 34 CFR 5b.5, including proof of 

identification. 

RECORD ACCESS PROCEDURES: 

Same as the Notification Procedure. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record pertaining to you, contact the 

system manager at the address noted 

above, and reasonably identify the 

record and specify the information to be 

contested. Your request must meet the 

requirements of the regulations at 34 

CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

The information in this system is 

provided by the correspondent and by 

the agency that prepares the final 

response. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–08–01 

SYSTEM NAME: 

Case Information System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Office for Civil Rights, U.S. 

Department of Education, Mary E. 

Switzer Building, 330 C Street, SW., 

Room 5074, Washington, DC 20202. See 

the Appendix at the end of this system 

notice for additional system locations. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on 

individuals or groups of individuals 

who have made civil rights complaints 

to the Office for Civil Rights (OCR). 

CATEGORIES OF RECORDS COVERED BY THE 

SYSTEM: 

This system lists the names of cases, 

characteristics of individual civil rights 

complaints, and critical events in the 

OCR’s processing of civil rights 

complaints. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Title VI of the Civil Rights Act of 

1964, 42 U.S.C. 2000d, et seq.; Title IX 

of the Education Amendments of 1972, 

20 U.S.C. 1681, et seq.; sec. 504 of the 

Rehabilitation Act of 1973, 29 U.S.C. 

794, et seq.; Age Discrimination Act of 

1975, 42 U.S.C. 6101, et seq.; and Title 

II of the Americans With Disabilities 

Act, 42 U.S.C. 12131, et seq. 

PURPOSE(S): 

The Office for Civil Rights uses this 

system for the following purposes: 

(1) To report the status of individual 

complaints to OCR managers and staff 

for tracking the progress of individual 

cases and provide information used to 

prepare summaries of case processing 

activities; and 

(2) To report to Congress, other 

agencies, or to the public to explain or 

document the work it has accomplished. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The Department of Education 

(Department) may disclose information 

contained in a record in this system of 

records under the routine uses listed in 

this system of records without the 

consent of the individual if the 

disclosure is compatible with the 

purposes for which the record was 

collected. These disclosures may be 

made on a case-by-case basis or, if the 

Department has complied with the 

computer matching requirements of the 

Act, under a computer matching 

agreement. 

(1) Disclosure to Congress, Other 

Agencies, or the Public. The Department 

may disclose summary information 

derived from this system of records to 

Congress, other agencies, and the public 

to describe the kinds of work OCR has 

done, or to document the work it has 

accomplished. 

(2) Disclosure to Recipients of Federal 

Financial Assistance, Witnesses, or 

Consultants. The Department may 

disclose information from this system of 

records to recipients of federal financial 

assistance, witnesses, or consultants 

when it determines that such release 

would assist OCR in resolving a civil 

rights complaint or in obtaining 

additional information or expert advice 

relevant to the investigation. 

(3) Disclosure for Use by Other Law 

Enforcement Agencies. The Department 

may disclose information to any 

Federal, State, local, or foreign agency 

or other public authority responsible for 

enforcing, investigating, or prosecuting 

violations of administrative, civil, or 

criminal law or regulation of 

information that is relevant to any