Privacy Act; Proposed New System of Records

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-4456-N-03]

Privacy Act; Proposed New System of Records

AGENCY: Office of the Chief Information Officer, HUD.

ACTION: Establish a new system of records.

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SUMMARY: The Department of Housing and Urban Development (HUD) proposes

to establish a new record system to add to its inventory of systems of

records subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

The proposed new system is entitled Equal Employment Opportunity

Monitoring and Analysis System (EEOMAS), HUD/ODEEO/01. EEOMAS is the

management information system used to monitor and evaluate the

Department's equal employment and affirmative employment efforts and

accomplishments. It contains selected personal information on each HUD

employee which is essential in conducting demographic analyses between

the work force and the civilian labor force and concentration analyses

of the dispersion of employees within the work force.

DATES: Effective Date: This action shall be effective without further

notice in 30 calendar days (July 24, 199) unless comments are received

during or before this period that would result in a contrary

determination.

Comments due by: July 26, 1999.

ADDRESSES: Interested persons are invited to submit comments regarding

this new system of records to the Rules Docket Clerk, Office of General

Counsel, room 10276, Department of Housing and Urban Development, 451

Seventh Street,

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SW, Washington, DC 20410-05000. Communications should refer to the

above docket number and title. An original and four copies of the

comments should be submitted. Facsimile (FAX) comments are not

acceptable. A copy of each communication submitted will be available

for public inspection and copying between 7:30 a.m. and 5:30 p.m.

weekdays at the above address.

FOR FURTHER INFORMATION CONTACT: Jeanette Smith, Department Privacy Act

Officer, Telephone Number (202) 708-2374, or Thelma Cockrell,

Departmental Affirmative Employment Program Manager, Telephone Number

(202) 708-5921, extension 6866.

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5

U.S.C. 552a), as amended notice is given that HUD proposes to establish

a new system of records identified as HUD/ODEEO/01, Equal Employment

Opportunity Monitoring and Analyses system (EEOMAS).

Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be

afforded a 30-day period in which to comment on the new record system.

The new system report was submitted to the Office of Management and

Budget (OMB), the Senate Committee on Governmental Affairs, and the

House Committee on Government Operations pursuant to paragraph 4c of

Appendix 1 to OMB Circular No. A-130, ``Federal Responsibilities for

Maintaining Records About Individuals,'' July 25, 1994, 59 FR 37914.

Dated: June 14, 1999.

Gloria R. Parker,

Chief Information Officer.

HUD/ODEEO/01

SYSTEM NAME:

Equal Employment Opportunity Monitoring and Analysis System

(EEOMAS).

SYSTEM LOCATION:

Department of Housing and Urban Development, HUD 451 Seventh Street

SW, Room 2112, Washington, DC 20410

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Personal and employment related data items on each HUD employee,

and information on EEO discrimination complaint processing covering

both HUD employees and applicants for employment.

CATEGORIES OF RECORDS IN THE SYSTEM:

This system contains ``selected'' personal information on each

employee, depending on the employee's type of appointment with the

Department, including the employee's: Full name, Date of Birth, Social

Security Number, Race, Sex, Disability Status, Pay Plan, Grade and

Step, Annual Salary, Occupational Series, Position Title, Organization

Code, GSA Location Code, Duty Station, Veteran Preference, Type of

Appointment, Tenure Group, Work Schedule, Type of Employment, FLSA,

Bargaining Unit Status, Occupational Category, Type of Position,

Supervisory Status, Position Sensitivity, Education Level, Academic

Discipline, Year of Degree, Special Employee Code, Special Program Code

Performance Rating, Performance Year, Enter on Duty Date w/HUD, Date

last Grade Promotion, Target Grade, and Date entered Present Position.

The EEO Discrimination Complaint processing portion of the system

contains information on complaints, both formal and informal, filed by

HUD employees and applicants for employment. The information in EEOMAS

includes, but is not limited to: Complainant's Name, Social Security

Number, Complaint Type, Alleged Discriminating Official, Basis/Issues,

Witnesses, Related Correspondence, Step-by-Step Processing Record,

Final Disposition, and Summary of Complaint

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The legal bases for maintaining the system are:

Section 717 of Title VII of the Civil Rights Act of 1964, as

amended, to ensure enforcement of Federal equal employment opportunity

policy; to requires Federal agencies to maintain Affirmative Employment

Programs apply the same legal standards to prohibit discrimination

established for private employers; and to eliminate discrimination that

Congress found existing throughout the Federal employment system. The

Rehabilitation Act of 1973, as amended, required the same for persons

with disabilities;

The Uniform Guidelines on Employee Selection Procedures, dated 8/

78, requires records to be maintained which allow determinations to be

made of the impact of selection procedures on members of various race,

sex and ethnic groups;

The Civil Service Reform Act of 1978, requires Federal agencies to

conduct affirmative recruitment for those occupations and grades within

their work force in which underrepresentation of women and minorities

exists;

Equal Employment Opportunity Commission (EEOC) Management Directive

(MD) 702, dated 12/79, required that Federal agencies develop and

implement information systems that provide periodical status reports on

a statistical work force profiles and on affirmative employment

objectives; and

Federal Personnel Manual (FPM) Letters 720-4, dated 1/80 and 720-6,

dated 10/80, established broad instructions and procedures for the

collection of race, sex, and ethnic origin data on job applicants.

PURPOSE(S):

The Equal Employment Opportunity Monitoring and Analysis System is

the management information system used to monitor and evaluate the

Department's equal employment opportunity and affirmative employment

efforts and accomplishments.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES

OF USERS AND THE PURPOSES OF SUCH USES:

None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,

AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

EEOMAS is a LAN based computerized system. The data is updated

quarterly using the National Finance Center (NFC) data extracts. The

data is downloaded into EEOMAS via mainframe computer.

RETRIEVABILITY:

Since EEOMAS is an internal management information system used to

monitor, evaluate, and report the effectiveness of the Department's

EEO/AE Program, the data is retrievable by any of the data items listed

under ``Categories of Records in the System.'' However, all EEOMAS

Users, excluding those in the Office of Departmental Equal Employment

Opportunity, have restricted access. Those users cannot retrieve

individually identified personal privacy information

SAFEGUARDS:

EEOMAS is a LAN based computerized system and only authorized users

have the EEOMAS icon on their computers.

In addition to the icon, only those users who have been entered

into EEOMAS as ``authorized'' and assigned a password can access it.

EEOMAS access passwords are assigned and entered by the designated

System Administrators in ODEEO.

All EEOMAS Users, excluding ``need to know'' ODEEO staff, have

``Browse Only'' access to non-restricted information.

Authorized EEOMAS Users have limited access to their respective

organizations (i.e. authorized EEOMAS

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Users in Housing can view only Housing data, etc.).

All individually identified employee information in EEOMAS for

which unauthorized disclosure would constitute an unwarranted invasion

of personal privacy (employee name in conjunction with the race, sex,

age, date of birth, social security number, etc.) has been deleted or

shaded from view by all EEOMAS Users, except ODEEO's ``need to know''

staff.

All information is stored in a computerized database. Any hard copy

reports, not in statistical format, generated from the database are

kept in locked offices with restricted access.

RETENTION AND DISPOSAL:

All EEO/AE data must be retained for a period of five (5) years in

accordance with HUD's Record Disposition Schedule, after which

computerized data is erased. All statistical hard copy reports are

recycled. Any reports containing personal privacy data are shredded.

SYSTEM MANGER(S) AND ADDRESS:

Director, Affirmative Employment Division, Director, Equal

Opportunity Division, Departmental Affirmative Employment Program, 451

Seventh Street, SW, Room 2112, Washington, DC 20410.

NOTIFICATION PROCEDURES:

For information, assistance, or inquiry about the existence of

records, contact the Privacy Act Officer at the Department of Housing

and Urban Development, 451 7th Street SW, Room P8202, Washington, DC

20410, in accordance with procedures in 24 CFR part 16.

CONTESTING RECORD PROCEDURES:

The Department's rules for contesting the contents of records and

appealing initial denials, by the individual concerned, appears in 24

CFR part 16. If additional information or assistance is needed, it may

be obtained by contacting: (i) In relation to contesting contests of

records, the Privacy Act Officer at the appropriate location, the

Department of Housing and Urban Development, 451 Seventh Street, SW,

Room P8202, Washington, DC 20410 and (ii) in relation to appeals of

initial denials, the Department of Housing and Urban Development,

Departmental Privacy Appeals Officer, Office of General Counsel, 451

Seventh Street, Southwest, Washington, DC 20410.

RECORD SOURCE CATEGORIES:

Initial employee personal information is collected when first

appointed as HUD employees (i.e. full name, social security, date of

birth, disability status, etc.).

Initial position/employment related information for each employee

is derived from the type of appointment and specific position (title,

series, grade, organization, duty station, etc.) under/for which they

were hired.

Updates to information on current employees are the results of

personnel actions affecting employees (i.e. promotions, reassignments,

etc.) and those self initiated by employees (i.e. changes in disability

status/medical condition).

Information on EEO Discrimination Complaint processing is collected

and entered directly into EEOMAS by ODEEO staff as complaints are filed

and processed.

EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:

None.

[FR Doc. 99-16136 Filed 6-23-99; 8:45 am]

BILLING CODE 4210-01-M