Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30135 

RETENTION AND DISPOSAL: 

An employee’s records remain in the 

GPAS database until employment with 

the Department is terminated. Some 

data is housed temporarily in the GPAS 

database during each of the 

Department’s annual and midpoint 

reviews or surveys during which new 

data is entered directly into the GPAS 

system by the employee and their 

evaluation team members and 

accumulates over the course of the 

review process. An employee’s GPAS 

Employee Performance Agreement, 

which identifies their performance 

elements and standards, and the ‘‘Rating 

of Record,’’ Department’s official 

performance review document, are kept 

in the employee’s EPF for four years. If 

the employee leaves the Department 

prior to the end of the 4 years, the GPAS 

records are forwarded to either the 

National Personnel Records Center or 

the agency to which the employee 

transferred. 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, Human Resources Group, 

Office of Management, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., FB–6, Room 2E300, Washington, 

DC 20202–4737. See the Appendix at 

the end of this system notice for 

additional system managers. 

NOTIFICATION PROCEDURE: 

If an employee wishes to determine 

whether a record exists regarding them 

in the system of records, the employee 

should provide the system manager 

with his name (including all names 

used) and social security number. The 

request must meet the requirements of 

the regulations at Title 5, Code of 

Federal Regulations, part 34 § 5b.5, 

including proof of identity. The 

employee may present a request in 

person at any of the locations identified 

for this system of records or address it 

to the appropriate system manager. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to the 

records regarding you in this system of 

records, you should contact the system 

manager at the above address. Your 

request must meet the regulations at 34 

CFR 5b.5, including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record, you should contact the system 

manager at the above address. Your 

request must meet the regulations at 34 

CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

The information in this system comes 

from the Department’s integrated 

personnel/payroll system, the 

employees, supervisors, and evaluation 

team members. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

Appendix to 18–05–10 

Additional System Locations and System 

Managers 

Regional Personnel Officer, Human 

Resources Group, U.S. Department of 

Education, 61 Forsyth Street, SW., Suite 

18T55, Atlanta, GA 30303. 

Regional Personnel Officer, Human 

Resources Group, U.S. Department of 

Education, 111 N. Canal Street, Room 

1084, Chicago, IL 60606. 

Regional Personnel Officer, Human 

Resources Group, U.S. Department of 

Education, 50 United Nations Plaza, 

Room 207, San Francisco, CA 94102– 

4987. 

18–05–11 

SYSTEM NAME: 

Training Registration and Information 

System (TRAINS). 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Training and Development Center, 

Office of Management, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., Room 2W210, Washington, DC 

20202. See Appendix at the end of this 

system notice for additional system 

locations. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

TRAINS contains records of 

employees who register to attend 

training classes within the Department 

or who request training with an outside 

vendor for which approval and payment 

is required. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

TRAINS consists of records relating to 

an employee’s applications for, and 

participation in, Department training 

classes (internal training) and training 

courses, conferences, or other trainingrelated activities offered by vendors or 

government agencies outside the 

Department (external training). In 

addition to the employee’s name, the 

system contains the employee’s Social 

Security Account Number, position 

level, pay plan, grade, series, 

organization in which employed, 

building/room/telephone number, 

service completion date, supervisor’s 

name, training requests, record of 

whether the employee attended or did 

not attend the internal class, and record 

of approval by principal office and cost 

of the external training, conference or 

training-related activity. For internal 

training use, TRAINS has tables of 

course names and categories required to 

set up internal training classes and 

report the statistics on training offerings 

(numbers of attendees for specific 

courses during specific date parameters, 

for example). TRAINS also contains 

tables of users’ identification 

information, building addresses, room 

locations, and vendor names and 

addresses. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 4103 (1994). 

PURPOSE(S): 

TRAINS is used for the following 

purposes: (1) To track course 

enrollments; (2) provide course rosters; 

(3) to produce attendance records for 

employees who attend internal training 

classes; (4) to produce reports on 

individual employees’ training 

activities; (5) to produce reports on 

training activities conducted by 

individual organizations within the 

Department; and (6) by employees to 

request approval to attend training 

activities conducted outside the 

Department. 

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 notice 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-bycase basis or, if the Department has 

complied with the computer matching 

requirements of the Act, under a 

computer matching agreement. 

(1) 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 if that 

information is relevant to any 

enforcement, regulatory, investigative, 

or prosecutive responsibility within the 

receiving entity’s jurisdiction. 

(2) Enforcement Disclosure. In the 

event that information in this system of 

records indicates, either on its face or in 

connection with other information, a 

violation or potential violation of any 

applicable statute, regulation, or order 

of a competent authority, the 

Department may disclose the relevant 

records to the appropriate agency, 
30136 Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 

whether foreign, Federal, State, Tribal, 

or local, charged with the responsibility 

of investigating or prosecuting that 

violation or charged with enforcing or 

implementing the statute, executive 

order, rule, regulation, or order issued 

pursuant thereto. 

(3) Litigation and Alternative Dispute 

Resolution (ADR) Disclosures. 

(a) Introduction. In the event that one 

of the parties listed below is involved in 

litigation or ADR, or has an interest in 

litigation ADR, the Department may 

disclose certain records to the parties 

described in paragraphs (b), (c) and (d) 

of this routine use under the conditions 

specified in those paragraphs: 

(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. 

(4) Employment, Benefit, and 

Contracting Disclosure. 

(a) For Decisions by the Department. 

The Department may disclose a record 

to a Federal, State, or local agency 

maintaining civil, criminal, or other 

relevant enforcement or other pertinent 

records, or to another public authority 

or professional organization, if 

necessary to obtain information relevant 

to a Department decision concerning the 

hiring or retention of an employee or 

other personnel action, the issuance of 

a security clearance, the letting of a 

contract, or the issuance of a license, 

grant, or other benefit. 

(b) For Decisions by Other Public 

Agencies and Professional 

Organizations. The Department may 

disclose a record to a Federal, State, 

local, or foreign agency or other public 

authority or professional organization, 

in connection with the hiring or 

retention of an employee or other 

personnel action, the issuance of a 

security clearance, the reporting of an 

investigation of an employee, the letting 

of a contract, or the issuance of a 

license, grant, or other benefit, to the 

extent that the record is relevant and 

necessary to the receiving entity’s 

decision on the matter. 

(5) Employee Grievance, Complaint or 

Conduct Disclosure. The Department 

may disclose a record in this system of 

records to another agency of the Federal 

Government if the record is relevant to 

one of the following proceedings 

regarding a present or former employee 

of the Department: complaint, 

grievance, discipline or competence 

determination proceedings. The 

disclosure may only be made during the 

course of the proceeding. 

(6) Labor Organization Disclosure. A 

component of the Department may 

disclose records to a labor organization 

if a contract between the component 

and a labor organization recognized 

under Title V of the United States Code, 

Chapter 71, provides that the 

Department will disclose personal 

records relevant to the organization’s 

mission. The disclosures will be made 

only as authorized by law. 

(7) 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. 

(8) Disclosure to the Department of 

Justice (DOJ). The Department may 

disclose records to the DOJ to the extent 

necessary for obtaining DOJ advice on 

any matter relevant to an audit, 

inspection, or other inquiry related to 

the programs covered by this system. 

(9) Contract Disclosure. If the 

Department contracts with an entity for 

the purposes of performing any function 

that requires disclosure of records in 

this system to employees of the 

contractor, the Department may disclose 

the records to those employees. Before 

entering into such a contract, the 

Department shall require the contractor 

to maintain Privacy Act safeguards as 

required under 5 U.S.C. 552a(m) with 

respect to the records in the system. 

(10) Research Disclosure. The 

Department may disclose records to a 

researcher if an appropriate official of 

the Department determines that the 

individual or organization to which the 

disclosure would be made is qualified to 

carry out specific research related to 

functions or purposes of this system of 

records. The official may disclose 

records from this system of records to 

that researcher solely for the purpose of 

carrying out that research related to the 

functions or purposes of this system of 

records. The researcher shall be 

required to maintain Privacy Act 

safeguards with respect to the disclosed 

records. 

(11) 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. 

(12) Disclosure to the Office of 

Management and Budget (OMB) for 

Credit Reform Act (CRA) Support. The 

Department may disclose records to 

OMB as necessary to fulfill CRA 

requirements. 

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 on a 

networked computer server with backup 

procedures standard to all Department 

servers. Individual offices may maintain 

a hard copy of the training requests. 

Since entries are made and stored 

electronically, any hard copy records 

are kept following the procedures and/ 

or requirements of the individual 

principal office. The Training and 

Development Center maintains hard 

copies of data such as signed class 

rosters only until the TRAINS database 

is updated. 

RETRIEVABILITY: 

The system is indexed by Social 

Security number. The Training and 

Development Center staff, designated 
Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30137 

employees, and contractors who support 

the staff can access data in the system 

by employee name. Data for reports are 

retrievable by information from tables 

such as organization code and 

identifying codes for course names. 

SAFEGUARDS: 

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 ‘‘needto-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. At a 

program/server level all interactions by 

individual users with the system are 

recorded. Utilities within the program 

can identify users’ last logon and record 

changes made in registrations. There are 

four categories of individuals who have 

some access to this system: training 

coordinators, executive officers, TDC 

staff and designated employees and 

contractors who support TDC activities 

and system administrators. 

RETENTION AND DISPOSAL: 

Records of individuals are in the 

system indefinitely. Employees whose 

names are no longer in the personnel 

database are marked for archiving 

within the system. A utility is available 

to reactivate the records of an employee 

who returns to the Department. 

SYSTEM MANAGER(S) AND ADDRESS: 

Training and Development Group 

Director, Training and Development 

Center, Office of Management, U.S. 

Department of Education, 400 Maryland 

Avenue, SW., Room 2W210, 

Washington, DC 20202-4614. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, contact the training 

coordinator for your principal office and 

provide the training coordinator with 

your name and social security number. 

Your request must meet the 

requirements of the regulations at 34 

CFR 5b.5, including proof of identity. 

You may also present your request in 

person at any of the locations identified 

for this system of records which include 

your specific organization or address 

your request to the system manager at 

the address listed above. 

RECORD ACCESS PROCEDURES: 

You may request a copy of your 

student transcript from TRAINS through 

the training coordinator for that 

organization. Managers may request 

reports that may include the names of 

employees in that organization from the 

training coordinator or principal office 

for that organization. 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 information 

in this system pertaining to you, you 

should contact the system manager at 

the above address. You will need to 

provide specific information concerning 

any errors or omissions. It should be 

noted that not all employee training is 

entered into TRAINS and therefore 

cannot be tracked on the student 

transcript. Questions about external 

training for which there is no record 

must be addressed to the appropriate 

principal office. 

RECORD SOURCE CATEGORIES: 

The employee database is a subset of 

information from the Department’s 

employee payroll database. This 

provides the employee Social Security 

number, name, grade, job series, and 

service completion date. Locator 

information (building/room/phone 

number) is updated manually from 

employee-provided information. 

Supervisor’s name is updated manually 

from employee-provided information. 

All information regarding external 

training requests are provided by the 

employee requesting the training. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

Appendix to 18–05–11 

Additional System Locations 

Capital Place, 555 New Jersey Avenue, NW., 

Washington, DC 20208. 

Mary E. Switzer Building, 330 C Street, SW., 

Washington, DC 20202. 

L’Enfant Plaza, 2100 Corridor, Washington, 

DC 20202. 

ROB–3, 7th and D Streets, SW., Washington, 

DC 20202. 

Portals Building, 1250 Maryland Avenue, 

SW., Washington, DC 20202. 

Region I, McCormack Post Office & 

Courthouse, Boston, MA 02109. 

Region II, 75 Park Place, New York, NY 

10007. 

Region III, The Wanamaker Building, 100 

Penn Square East, Room 502, 

Philadelphia, PA 19107. 

Region IV, 61 Forsyth Street, SW, Atlanta, 

GA 30303. 

Region V, 111 North Canal Street, Chicago, IL 

60606. 

Region VI, 1999 Bryan Street, Dallas, TX 

75201. 

Region VII, 10220 North Executive Hills 

Blvd., Kansas City, MO 64153. 

Region VII, 7505 Tiffany Springs Parkway, 

Kansas City, MO 64153. 

Region VIII, 1244 Speer Boulevard, Denver, 

CO 80204. 

Region VIII, 1391 N. Speer Boulevard, 

Denver, CO 80204. 

Region IX, 50 United Nations Plaza, San 

Francisco, CA 94102. 

Region X, 915 Second Avenue, Seattle, WA 

98174. 

Region X, 1000 Second Avenue, Seattle, WA 

98174. 

18–05–12 

SYSTEM NAME: 

Grievances Filed Informally Through 

the Informal Dispute Resolution Center 

(IDR Center). 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Informal Dispute Resolution Center, 

Office of Hearings and Appeals, Office 

of Management, U.S. Department of 

Education, L’Enfant Plaza, Room 2100 

A, Washington, DC 20202. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on nonbargaining unit employees of the 

Department regardless of type of 

appointment, who individually or as a 

group, request personal relief in a matter 

of concern or dissatisfaction which is 

subject to the control of Department 

management. This includes former 

employees of the Department for whom 

a remedy can be provided, as well as 

applicants. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system consists of IDR Center 

files. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

5 U.S.C. 1302. 

PURPOSE(S): 

The information contained in this 

system is to consider and settle matters 

of dissatisfaction or concern of covered 

individuals. 

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