Document ID: EPA-HQ-OEI-2012-0481-0001
Agency: epa
Document Type: Notice
Title: Privacy Act; Systems of Records
Posted Date: 2013-03-04T05:00Z

[Federal Register Volume 78, Number 42 (Monday, March 4, 2013)]
[Notices]
[Pages 14088-14090]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2013-04927]

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ENVIRONMENTAL PROTECTION AGENCY

[FRL-9786-9; EPA-HQ-OEI-2012-0481]

Creation of a New System of Records Notice: Telework Application 
and Agreement Records

AGENCY: Environmental Protection Agency (EPA).

ACTION: Notice.

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SUMMARY: The Environmental Protection Agency's (EPA) Office of 
Administration and Resources Management (OARM), Office of Human 
Resources (OHR) is

[[Page 14089]]

giving notice that it proposes to create a new system of records 
pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). 
This system of records will contain information used by the Agency to 
implement and manage its telework program. The records will also be 
used to prepare and/or conduct telework program evaluations and audits.

DATES: Persons wishing to comment on this system of records notice must 
do so by April 15, 2013.

ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2012-0481, by one of the following methods:
     www.regulations.gov: Follow the online instructions for 
submitting comments.
     Email: oei.docket@.epa.gov.
     Fax: 202-566-1752.
     Mail: OEI Docket, Environmental Protection Agency, Mail 
Code: 2822T, 1200 Pennsylvania Ave. NW., Washington, DC 20460.
     Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room 
3334, 1301 Constitution Ave. NW, Washington, DC. Such deliveries are 
only accepted during the Docket's normal hours of operation, and 
special arrangements should be made for deliveries of boxed 
information.
    Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2012-0481. EPA's policy is that all comments received will be included 
in the public docket without change and may be made available online at 
www.regulations.gov, including any personal information provided, 
unless the comment includes information claimed to be Confidential 
Business Information (CBI) or other information for which disclosure is 
restricted by statute. Do not submit information that you consider to 
be CBI or otherwise protected through www.regulations.gov. The 
www.regulations.gov Web site is an ``anonymous access'' system, which 
means EPA will not know your identity or contact information unless you 
provide it in the body of your comment. If you send an e-mail comment 
directly to EPA without going through www.regulations.gov your email 
address will be automatically captured and included as part of the 
comment that is placed in the public docket and made available on the 
Internet. If you submit an electronic comment, EPA recommends that you 
include your name and other contact information in the body of your 
comment and with any disk or CD-ROM you submit If EPA cannot read your 
comment due to technical difficulties and cannot contact you for 
clarification, EPA may not be able to consider your comment. Electronic 
files should avoid the use of special characters, any form of 
encryption, and be free of any defects or viruses. For additional 
information about EPA's public docket visit the EPA Docket Center 
homepage at http://www.epa.gov/epahome/dockets.htm.
    Docket: All documents in the docket are listed in the 
www.regulations.gov index. Although listed in the index, some 
information is not publicly available, e.g., CBI or other information 
for which disclosure is restricted by statute. Certain other material, 
such as copyrighted material, will be publicly available only in hard 
copy. Publicly available docket materials are available either 
electronically in www.regulations.gov or in hard copy at OEI Docket, 
EPA/DC, EPA West Building, Room 3334, 1301 Constitution Ave. NW., 
Washington, DC. The Public Reading Room is open from 8:30 a.m. to 4:30 
p.m., Monday through Friday excluding legal holidays. The telephone 
number for the Public Reading Room is (202) 566-1744, and the telephone 
number for the OEI Docket is (202) 566-1752.

FOR FURTHER INFORMATION CONTACT: Cindee Smith, Office of Human 
Resources, (202) 564-0788.

SUPPLEMENTARY INFORMATION: 

General Information

    The U.S. Environmental Protection Agency proposes to create a new 
system of records under the Privacy Act to track all records used by 
supervisors, managers and program and regional Telework Coordinators to 
assist the EPA in implementing and managing its Telework Program. EPA's 
Telework Program (or Flexiplace) provides employees the opportunity to 
work at a location other than their regularly assigned work site or 
official duty station. Alternate work sites include personal residences 
and satellite locations. Flexiplace is a work arrangement that is 
discretionary on the part of management and voluntary on the part of 
the employee. The work agreement each employee must sign asks for 
personally identifiable information. The agreement covers the terms, 
conditions of participation in the Flexiplace Program, and establishes 
that the employee and his or her supervisor will adhere to the 
Program's policies.
    The Office of Human Resources in the Office of Administration and 
Resources Management executes the duties of the Agency Telework 
Coordinator and is responsible for overseeing the EPA Telework Program 
and ensuring that reporting requirements are fulfilled. The program 
office and regional Telework Coordinators are responsible for ensuring 
that all participants are aware of their required responsibilities, 
maintaining telework applications and providing data and documented 
approvals and disapprovals to the Office of Human Resources to allow 
the program to be monitored.
EPA-61

System Name:
    Telework Application and Agreement Records.

System Location:
    All EPA Headquarters Offices, Regions, Laboratories or other EPA 
facilities.

Categories of Individuals Covered by the System:
    Employees who voluntarily apply to participate in EPA's Telework 
Program.

Categories of Records in the System:
    a. Information provided on the Telework Application Form and Work 
Agreement forms (e.g., employee's name, grade, job title and series, 
office location, office email address, office telephone number, 
alternate work location address, alternate work location facsimile, 
alternate work location and telephone number).
    b. Safety Checklist, Annual Re-certification Form and 
Discontinuation Form.
    c. Description of alternate work location equipment and software.
    d. Medical documentation (required for medical telework, only).

Authority for Maintenance of the System (includes any revisions or 
amendments):
    The Telework Enhancement Act of 2010 (December 9, 2010); Public Law 
11 1-292.

Purpose(s):
    To manage telework applications and conduct telework program 
evaluations and audits.

Routine Uses of Records Maintained in the System, Including Categories 
of Users, and the Purpose(s):
    Home address, home safety checklists and home safety reports may be 
disclosed to the Department of Labor when an employee is injured while 
working at home. Raw data such as the number of employees participating 
in telework by job title, series and grade may be disclosed to 
Headquarters and local bargaining unions to provide raw data on the 
number of bargaining employees covered under the applicable negotiated 
collective bargaining agreement(s).

[[Page 14090]]

    General routine uses A, E, F, G, H, I, J, K, and L apply to this 
system.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
     Storage: Paper files and electronic databases.
     Retrievability: Primarily by the applicant's name.
     Safeguards: Computer records are maintained in a secure, 
password protected computer system. Paper records are maintained in 
lockable file cabinets. All records will have appropriate 
administrative, technical and physical safeguards to ensure their 
security and confidentiality. All records will be maintained in secure, 
access-controlled areas of buildings. Medical telework records must be 
protected in accordance with Agency policies and procedures for 
accessing and safeguarding sensitive personally identifiable 
information.
     Retention and Disposal: Records stored in this system are 
subject to EPA schedule 039.
     System Manager(s) and Address: The system of records is 
maintained by agency supervisors whose employees have applied for 
telework and by program and regional office telework coordinators.
    Notice Procedures: Requests to determine whether this system of 
records contains a record pertaining to you must be sent to the 
Agency's Freedom of Information Office. The address is U.S. 
Environmental Protection Agency; 1200 Pennsylvania Ave. NW., Room 6416 
West; Washington, DC 20460; (202) 566-1667; Email: (hq.foia@epa.gov); 
Attn: Privacy Act Officer.

Records Access Procedure:
    Individuals seeking access to their own personal information in 
this system of records will be required to provide adequate 
identification (e.g., driver's license, military identification card, 
employee badge or identification card and, if necessary, proof of 
authority). Additional identity verification procedures may be required 
as warranted. Requests must meet the requirements of EPA regulations at 
40 CFR part 16.

Contesting Procedure:
    Requests for correction or amendment must identify the record to be 
changed and the corrective action sought. Complete EPA Privacy Act 
procedures are set out in 40 CFR part 16.

Record Source Categories:
    The sources of data for records stored in this system are EPA 
employees, supervisors and all telework coordinators.

System Exempted From Certain Provisions of the Privacy Act:
    None.

    Dated: February 20, 2013.
Malcolm D. Jackson,
Assistant Administrator, and Chief Information Officer.
[FR Doc. 2013-04927 Filed 3-1-13; 8:45 am]
BILLING CODE 6560-50-P