[Federal Register Volume 65, Number 124 (Tuesday, June 27, 2000)]
[Notices]
[Pages 39622-39623]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-16230]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES


Privacy Act of 1974: Revision to Existing System of Records

AGENCY: Child Care Subsidy Program, Office of the Assistant Secretary 
for Management and Budget, Office of the Secretary, HHS.

ACTION: Notice of revision to an existing system of records.

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SUMMARY: In accordance with the requirements of the Privacy Act, the 
Department of Health and Human Services (HHS) is publishing a notice of 
the revision and renumbering of an existing system of records, 90-30-
0050, Child Care Subsidy Program. The revised system will collect 
family income data from employees in the Office of the Secretary (OS) 
and the Administration on Aging (AoA), as well as employees in the 
Substance Abuse and Mental Health Services Administration (SAMHSA) who 
are already covered by this system, 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: This revision does not revise the routine uses for this system. 
This amendment will be effective without further notice on the day of 
its publication unless comments are received which would result in a 
contrary determination.

FOR FURTHER INFORMATION CONTACT: Child Care Subsidy Program 
Coordinator, Work/Life Center, Room 1250, 330 C Street, SW., 
Washington, DC 20201. The telephone number is 202-690-1441 or 202-690-
8229.

SUPPLEMENTARY INFORMATION: The original Notice of System of Records 
covered only employees of the SAMHSA. Subsequently OS and AoA have 
established child care subsidy programs for their employees. This 
amendment expands coverage of the Child Care Subsidy Program Records to 
include employees in OS and AoA who are eligible for this program. The 
notice is published below in its entirety, as amended.

    Dated: June 21, 2000.
Evelyn White.
Deputy Assistant Secretary for Human Resources.
09-90-0200

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

System Classification:
    None.

System Location:
    Records are located throughout HHS in offices of agency child care 
program administrators and in offices of contract employees engaged to 
administer the subsidy programs. Since there are several sites around 
the country, contact the appropriate System Manager listed in Appendix 
A for more details about specific locations.

Categories of Individuals Covered by the System:
    The individuals in the system are employees of the Administration 
on Aging (AoA), Office of the Secretary (OS), and Substance Abuse and 
Mental Health Services Administration (SAMHSA), Department of Health 
and Human Services (HHS), who voluntarily apply for child 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 HHS employees' eligibility for child care 
subsidies in order for HHS to provide monetary assistance to its 
employees.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purpose 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.
    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. HHS intends to disclose information from this system to an 
expert, consultant, or contractor (including employees of the 
contractor) of HHS 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 Department of Health 
and Human Services 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.

[[Page 39623]]

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 HHS personnel working on this project and 
personnel employed by HHS 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, Safeguarding 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.

System Manager(s) and Address:
    The records of individuals applying for and receiving child care 
subsidies are managed by System Managers at the various HHS sites 
listed in Appendix A.

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

Record Access Procedures:
    Request from individuals for access to their records should be 
addressed to the local 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 HHS employees who apply for child care 
subsidies. Furnishing of the information is voluntary.

Systems Exempted from Certain Provisions of the Act:
    None.

Appendix A

    1. For employees of the Office of the Secretary and the 
Administration on Aging, nationwide, contact: Child Care Program 
coordinator, PSC Work/Life Center, Room 1250, 330 C Street, SW, 
Washington, DC 20201.
    2. For employees of the Substance Abuse and Mental Health Services 
Administration, contact: Director, Division of Human Resources 
Management, Office of Program Services, Substance Abuse and Mental 
health Services Administration, 5600 Fishers Lane, Rockville, Maryland 
20857.
[FR Doc. 00-16230 Filed 6-26-00; 8:45 am]
BILLING CODE 4150-04-M