[Federal Register Volume 65, Number 89 (Monday, May 8, 2000)]
[Notices]
[Pages 26622-26623]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-11391]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Substance Abuse and Mental Health Services Administration


Privacy Act of 1974: New System of Records

AGENCY: Substance Abuse and Mental Health Services Administration, 
DHHS.

ACTION: Notification of a new system of records subject to the Privacy 
Act of 1974.

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SUMMARY: In accordance with the requirements of the Privacy Act, the 
Substance Abuse and Mental Health Services (SAMHSA) is publishing a 
notice of the establishment of a new system of records, Child Care 
Subsidy Program. The new system will collect family income data from 
SAMHSA employees for the purpose of determining their eligibility for 
child care subsidies, and the amounts of the subsidies. It also will 
collect information from the employees' child care provider(s) for 
verification purposes, e.g., that the provider is licensed. Collection 
of data will be by subsidy application forms submitted by employees.

DATES: SAMHSA invites interested persons to submit comments on the 
proposed new system on or before June 7, 2000.
    SAMHSA will adopt this new system without further notice on June 7, 
2000 unless comments are received which would result in a contrary 
determination.

ADDRESSES: Please address comments to the SAMHSA Privacy Act Officer, 
Office of Program Services, Room 13C-20, Parklawn Building, Substance 
Abuse and Mental Health Services Administration, 5600 Fishers Lane, 
Rockville, Maryland 20857. We will make comments available for public 
inspection at the above address during normal business hours, 8:30 
a.m.-5:00 p.m.

FOR FURTHER INFORMATION CONTACT: Director, Division of Human Resources 
Management, OPS/SAMHSA, Room 14C-24, Parklawn Building, 5600 Fishers 
Lane, Rockville, Maryland 20857 (301) 443-3408.

    Dated: May 2, 2000.
Richard Kopanda,
Director, Office of Program Services, Substance Abuse and Mental Health 
Services Administration.
09-30-0050

System Name:
    Child Care Subsidy Program Records (HHS/SAMHSA/OPS).

System Classification:
    None.

System Location:
    This system of records is maintained by the Office of Program 
Services, 5600 Fishers Lane, Rockville, Maryland 20857. The system of 
records will also be maintained at various contractor sites. A current 
list of contractor sites is available by writing to the System Manager 
at the address below.

Categories of Individuals Covered by the System:
    The individuals in the system are employees of the Substance Abuse 
and Mental Health Services Administration who voluntarily apply for 
child care subsidies.

Categories of Records in the System:
    Application forms for a child care subsidy contain personal 
information, including employee's (parent) name, Social Security 
Number, grade, home phone number, home address, total income, number of 
dependent children, and number of children on whose behalf the parent 
is applying for a subsidy, information on any tuition assistance 
received from State/County/local child care subsidy, and information on 
child care providers used, including their name, address, provider 
license number, and State where license issued, tuition cost, provider 
tax identification number, and copies of Internal Revenue Form 1040 for 
verification purposes.

Authority for Maintenance of the System:
    Pub. L. 106-58 and Executive Order 9397.

Purpose(s):
    To establish and verify SAMHSA employees' eligibility for child 
care subsidies in order for SAMHSA to provide monetary assistance for 
its employees.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Use:
    1. Disclosure may be made to a Member of Congress or to a 
congressional staff member in response to a request for assistance from 
the Member by the individual of record.

[[Page 26623]]

    2. The Department of Health and Human Services (HHS) may disclose 
information from this system of records to the Department of Justice, 
or to a court or other tribunal, 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, and HHS 
determines that the use of such records by the Department of Justice, 
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 each case HHS determines that such 
disclosure is compatible with the purpose for which the records were 
collected.
    3. SAMHSA intends to disclose information from this system to an 
expert, consultant, or contractor (including employees of the 
contractor) of SAMHSA if necessary to further the implementation and 
operation of this program.
    4. Disclosure may be made to a Federal, State, or local agency 
responsible for investigating, prosecuting, enforcing, or implementing 
a statute, rule, regulation, or order, where the Substance Abuse and 
Mental Health Services Administration is made aware of a violation or 
potential violation of civil or criminal law or regulation.
    5. Disclosure may be made to the Office of Personnel Management or 
the General Accounting Office when the information is required for 
evaluation of the subsidy program.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in The System:
Storage:
     Information may be collected on paper or electronically and may be 
stored as paper forms or on computers.

Retrievability:
    The records are retrieved by name and may also be cross-referenced 
to Social Security Number.

Safeguards:
    --Authorized Users: Only SAMHSA personnel working on this project 
and personnel employed by SAMHSA contractors to work on this project 
are authorized users as designated by the system manager.
    --Physical Safeguards: Records are stored in lockable metal file 
cabinets or security rooms.
    --Procedural Safeguards: Contractors who maintain records in this 
system are instructed to make no further disclosure of the records, 
except as authorized by the system manager and permitted by the Privacy 
Act. Privacy Act requirements are specifically included in contracts.
    --Technical Safeguards: Electronic records are protected by use of 
passwords.
    --Implementation Guidelines: HHS Chapter 45-13 of the General 
Administration Manual, ``Safeguard Records Contained in Systems of 
Records and the HHS Automated Information Systems Security Program 
Handbook, Information Resources Management Manual.''

Retention and Disposal:
    Disposition of records is according to the National Archives and 
Records Administration (NARA) guidelines, as set forth in the SAMHSA 
Records Control Schedule, Appendix B-311 (NCI-90-76-5) Item 45.

System Manager(s) and Address(es):
    Director, Division of Human Resources Management, Office of Program 
Services, Substance Abuse and Mental Health Services Administration, 
5600 Fishers Lane, Rockville, Maryland 20857.

Notification Procedure:
    Individuals may submit a request with a notarized signature on 
whether the system contains records about them to the above system 
manager.

Record Access Procedures:
    Requests from individuals for access to their records should be 
addressed to the system manager. Requesters should also reasonably 
specify the record contents being sought. Individuals may also request 
an accounting of disclosures of their records, if any.

Contesting Record Procedures:
    Contact the official at the address specified under Notification 
Procedures above and reasonably identify the record, specify the 
information being contested, and state the corrective action sought, 
with supporting information to show how the record is inaccurate, 
incomplete, untimely, or irrelevant.

Record Source Categories:
    Information is provided by SAMHSA employees who apply for child 
care subsidies. Furnishing of the information is voluntary.

Systems Exempted From Certain Provisions of the Act:
    None.

[FR Doc. 00-11391 Filed 5-5-00; 8:45 am]
BILLING CODE 4162-20-M