Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30141 

(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; 

(iv) Any Department employee in his 

or her individual capacity where the 

agency has agreed to represent the 

employee; or 

(v) 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 use to the DOJ. 

(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 those records 

as a routine use to the party, counsel, 

representative or witness. 

(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. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Disclosures pursuant to 5 U.S.C. 

552a(b)(12): The Department may 

disclose to a consumer reporting agency 

information regarding a claim by the 

Department which is determined to be 

valid and overdue as follows: (1) The 

name, address, taxpayer identification 

number and other information necessary 

to establish the identity of the 

individual responsible for the claim; (2) 

the amount, status, and history of the 

claim; and (3) the program under which 

the claim arose. The Department may 

disclose the information specified in 

this paragraph under 5 U.S.C. 

552a(b)(12) and the procedures 

contained in subsection 31 U.S.C. 

3711(e). A consumer reporting agency to 

which these disclosures may be made is 

defined at 31 U.S.C. 3701(a)(3). 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

Records are stored on hard drives, 

computer printouts, and in hard copy. 

RETRIEVABILITY: 

Records are retrievable by first and 

last name, principal office name, 

telephone number, and a keyword 

search field. 

SAFEGUARDS: 

Only authorized personnel have 

access to master lists and the ability to 

make permanent changes. 

RETENTION AND DISPOSAL: 

Data is edited by each employee 

online in real time. Therefore data can 

change or be deleted each day. Once the 

employee leaves the Department, all 

data is deleted from the database as the 

database only houses the most current 

Departmental employee location data. 

SYSTEM MANAGER(S) AND ADDRESS: 

Locator Administrator(s), Information 

Resource Center, Intergovernmental and 

Interagency Affairs, U.S. Department of 

Education, Room 5E233, 400 Maryland 

Avenue, SW., Washington, DC 20202– 

0498. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record regarding you exists in this 

system, contact the system manager at 

the address provided above. Your 

request must meet the requirements of 

the regulations at 34 5b.5, including 

proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to records 

regarding you in this system, 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, contact the 

system managers. Your request must 

meet the requirements of the regulations 

at 34 CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information in this system is obtained 

from individual employee, the 

Information Resource Center and the 

Chief Information Office. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–07–01 

SYSTEM NAME: 

Congressional Members’ Biographies 

System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Legislative Affairs Office, Office of the 

Assistant Secretary for 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: 

This system contains records about all 

members of Congress. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system contains biographical 

files on congressional members 

consisting of the Member’s name, title, 

state and district he or she represents, 

date of appointment to Congress, date of 

birth, place of birth, educational 

background, previous employment 

including political offices, House or 

Senate committee assignments, political 

support scores, how he or she voted on 

key education legislation, brief personal 

background and education interests 

pertaining to the Department of 

Education, names of universities and 

colleges located in each House 

member’s district, and a brief 

description of the district or state in 

which the Member of Congress 

represents. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

20 U.S.C. 3412(e). 

PURPOSE(S): 

The information in this system is used 

by the Secretary of Education and any 

departmental staff who need 

background information of a Member of 

Congress while preparing for hearings 

and meetings. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The 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 

purpose for which the record was 
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.