Privacy Act of 1974, New System of RecordsNational Chaplain Management Information System (NCMIS)-VA (84VA111K)

DEPARTMENT OF VETERANS AFFAIRS

Privacy Act of 1974, New System of Records--National Chaplain

Management Information System (NCMIS)-VA (84VA111K)

ACTION: Notice; new system of records.

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SUMMARY: The Privacy Act of 1974 (5 U.S.C. 552(e)(4)) requires that all

agencies publish in the Federal Register a notice of the existence and

character of their system of records. Accordingly, the Department of

Veterans Affairs (VA) published a notice of its inventory of personal

records on September 27, 1977 (42 FR 49728). Notice is hereby given

that VA is adding a new system of records entitled ``National Chaplain

Management Information System (NCMIS)-VA'' (84VA111K).

DATES: Interested persons are invited to submit written comments,

suggestions, or objections regarding the proposed routine uses for the

new system of records. All relevant material received before April 22,

1994, will be considered. All written comments received will be

available for public inspection in room 170 at the address given below

between the hours of 8 a.m. and 4:30 p.m. Monday through Friday (except

holidays) until May 2, 1994. If no public comment is received during

the 30-day review period allowed for public comment, or unless

otherwise published in the Federal Register by VA, the routine uses

included herein are effective April 22, 1994.

ADDRESSES: Written comments concerning the proposed routine uses may be

mailed to the Secretary, Department of Veterans Affairs (271A), 810

Vermont Avenue, NW., Washington, DC 20420.

FOR FURTHER INFORMATION CONTACT:

Thomas Harris, Ph.D., National Manager, Total Quality Improvement

Research and Development, National VA Chaplain Center (301/111K), VA

Medical Center, 100 Emancipation Road, Hampton, Virginia 23667 at (804)

728-3180.

SUPPLEMENTARY INFORMATION: Chaplain Service of the Veterans Health

Administration, Department of Veterans Affairs, has developed a data

base to maintain information that will be used as part of a

comprehensive program in Total Quality Improvement (TQI). Maintenance

of the information will facilitate more meaningful and effective

management of the performance of individual chaplain services and will

be used for staff development to enhance and improve the work-related

activities of chaplains nationally. It will be used to assist in the

personal growth and spiritual development of all chaplains over and

above the performance of their duties. It will also support the

documentation and tracking of credentialing and privileging for all

chaplains providing patient care in the system.

A ``Report of New System'' and an advance copy of the new system

notice have been to the Chairmen of the House Committee on Government

Operations and the Senate Committee on Governmental Affairs, and the

Director, Office of Management and Budget (OMB) as required by 5 U.S.C.

552a(r) (Privacy Act) and guidelines issued by OMB (58 FR 36068), July

2, 1993.

Approved: March 14, 1994.

Jesse Brown,

Secretary of Veterans Affairs.

84VA111K

National Chaplain Management Information System (NCMIS)-VA.

The data base will reside on its own micro-computers at the

National VA Chaplain Center (301/111K) at the Department of Veterans

Affairs (VA) Medical Center (VAMC) located at 100 Emancipation Road,

Hampton, Virginia 23667.

The personal data collected will be limited to VA Chaplains, other

VA Chaplain Service staff, applicants for VA chaplain positions (VA

employees and individuals seeking VA employment), and selected

providers of services to the VA chaplaincy.

1. The following data will be collected on individuals who are VA

chaplains or chaplain candidates: Name, date of birth, Social Security

Number, educational data (e.g., college degrees), membership in

religious bodies and related religious experience, employment history

relevant to the chaplaincy, name, location and dates of significant

professional events (e.g., ordination), continuing education data

(e.g., name, location and type of continuing education course),

psychological and related survey data relevant to personal and

professional development activities in support of chaplain development

and research in the Chaplain Service (e.g., Myers-Briggs, 16PF Survey,

leadership style surveys, etc.), data to verify and validate the

effectiveness of affirmative action programs, work-related performance

data, and performance data appropriate for national aggregation and

management applications (e.g., bedside visits, number of chapel

services, office visits, etc.), and

2. The following additional data may be maintained for resource

providers who have or may assist in the work of the chaplaincy; names

of consultants or providers, their organization, type of services

provided, effectiveness and performance on contracts, special

characteristics related to nature of their service (e.g., techniques or

manner of teaching bereavement counseling, resources used, etc.), and

nature of correspondence and related administrative matters.

The information will be used as part of a comprehensive program in

Total Quality Improvement (TQI) in order to facilitate: (1) More

meaningful and effective management of the functions and performance of

Chaplain Services, (2) staff development to enhance and improve the

work related activities of chaplains nationally, (3) the personal

growth and spiritual development of all chaplains over and above

improving the performance of their duties, (4) the documentation and

tracking of credentialing and privileging for all chaplains providing

patient care in the system, and (5) personnel related decisions.

Title 38, United States Code, Sec. 7304(a).

1. A record from this system of records may be disclosed to any

source from which additional information is requested (to the extent

necessary to identify the individual inform the source of purpose(s) of

the request, and to identify the type of information requested), when

necessary to obtain information relevant to a Department decision

concerning the hiring or retention of any employee, the issuance or

reappraisal of clinical privileges, the conducting of a security or

suitability investigation of an individual, the letting of a contract,

or the issuance of a license, grant, or other benefit.

2. A record from this system of records may be disclosed to an

agency in the executive, legislative, or judicial branch, in response

to its request, or at the initiation of VA, information in connection

with the hiring of an employee, the issuance of security clearance, the

conducting of a security or suitability investigation of an individual,

the letting of a contract, the issuance of a license, grant or other

benefits by the requesting agency, to the extent that the information

is relevant and necessary to the requesting agency's decision.

3. Disclosure may be made to a congressional office from the record

of an individual in response to an inquiry from the congressional

office made at the request of that individual.

4. Disclosure may be made to NARA (National Archives and Records

Administration) in records management inspections conducted under

authority of 44 U.S.C. 2904 and 2906.

5. Information may be disclosed to the Department of Justice and

United States Attorneys in defense or prosecution of litigation

involving the United States, and to Federal agencies upon their request

in connection with review of administration tort claims filed under the

Federal Tort Claims Act, 28 U.S.C. 2672.

6. Hiring, performance, or other personnel related information may

be disclosed to any facility with which there is, or there is proposed

to be, an affiliation, sharing agreement, contract, or similar

arrangement, for purposes of establishing, maintaining, or expanding

any such relationship.

7. Information may be disclosed to officials of labor organizations

recognized under 5 U.S.C. chapter 71 when relevant and necessary to

their duties of exclusive representation concerning personnel policies,

practices, and matters affecting working conditions.

8. Disclosure may be made to the VA-appointed representative of an

employee of all notices, determinations, decisions, or other written

communications issued to the employee in connection with an examination

ordered by VA under medical evaluation (formerly fitness-for-duty)

examination procedures or Department-filed disability retirement

procedures.

9. Information may be disclosed to officials of the Merit Systems

Protection Board, including the Office of the Special Counsel, when

requested in connection with appeals, special studies of the civil

service and other merit systems, review of rules and regulations,

investigation of alleged or possible prohibited personnel practices,

and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as

may be authorized by law.

10. Information may be disclosed to the Equal Employment

Opportunity Commission when requested in connection with investigations

of alleged or possible discrimination practices, examination of Federal

affirmative employment programs, compliance with the Uniform Guidelines

of Employee Selection Procedures, or other functions vested in the

Commission by the President's Reorganization Plan No. 1 of 1978.

11. Information may be disclosed to the Federal Labor Relations

Authority (including its General Counsel) when requested in connection

with investigation and resolution of allegations of unfair labor

practices, in connection with the resolution of exceptions to

arbitrator awards when a question of material fact is raised and

matters before the Federal Service Impasses Panel.

12. In the event that a record maintained by VA to carry out its

functions indicates a violation or potential violation of law, whether

civil, criminal or regulatory in nature, and whether arising by general

statute or particular program statute, or by regulation, rule or order

issued pursuant thereto, the relevant records in the system of records

may be referred, as a routine use, to the appropriate agency, whether

Federal, State, local or foreign, charged with the responsibility of

investigating or prosecuting such violation or charged with enforcing

or implementing the statute, or rule, regulation or order issued

pursuant thereto.

Records are maintained on micro-computers.

Records are retrieved by the names. Social Security Numbers, or

other assigned identifiers of the individuals on whom they are

maintained.

1. Access to VA working and storage areas is restricted to VA

employees on a ``need-to-know'' basis; strict control measures are

enforced to ensure that disclosure to these individuals is also based

on this same principle. Generally, VA file areas are locked after

normal duty hours and the facilities are protected from outside access

by the Federal Protective Service or other security personnel.

2. All chaplains and other VA employees who enter or use data in

the data base will do so by direct access into the system, or by means

of the national VA communications network (VADATS/IDCU). All users must

have access and verify codes maintained by the National Chaplain

Center. All staff access to the system data will be restricted to only

that data required on a ``need-to-know'' basis consistent with the

routine performance of their duties. Access to individual work stations

will be protected under security protocols established at the user's

facility. Computers will be maintained in the locked environment in the

main computer room of the VA Medical Center, Hampton, Virginia.

Paper records and information stored on electronic storage media

are maintained and disposed of in accordance with records disposition

authority approved by the Archivist of the United States.

Director, Chaplain Service (301/111K), National VA Chaplain Center,

VA Medical Center, 100 Emancipation Road, Hampton, Virginia 23667.

Individuals who wish to determine whether this system of records

contains information about them should write to the System Manager at

the above address. Inquiries should include the individual's name,

address, and social security number.

Individuals seeking information regarding access to and contesting

of records in this system may write, call or visit the System Manager

at the above address.

(See Record Access Procedures above.)

Information in this system of records is provided by the applicant/

employee, or obtained from current or previous employers, references,

educational institutions, religious bodies and/or their representatives

and VA staff.

[FR Doc. 94-6734 Filed 3-22-94; 8:45 am]

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