Privacy Act of 1974; System of Records, 17838-17839 [E9-8843]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Navy
• Navy Department

[Federal Register Volume 74, Number 73 (Friday, April 17, 2009)]
[Notices]
[Pages 17838-17839]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-8843]


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DEPARTMENT OF DEFENSE

Department of the Navy

[Docket ID: USN-2009-0014]


Privacy Act of 1974; System of Records

AGENCY: U.S. Marine Corps, DoD.

ACTION: Notice to Add a System of Records.

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SUMMARY: The U.S. Marine Corps is proposing to add a new system of 
records notice to its existing inventory of records systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
May 18, 2009 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to Headquarters, U.S. Marine Corps, FOIA/PA 
Section (ARSF), 2 Navy Annex, Room 3134, Washington, DC 20380-1775.

FOR FURTHER INFORMATION CONTACT: Ms. Tracy Ross at (703) 614-4008.

SUPPLEMENTARY INFORMATION: The U.S. Marine Corps system of records 
notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as 
amended, have been published in the Federal Register and are available 
from the address above.
    The proposed system report, as required by 5 U.S.C. 552a(r), of the 
Privacy Act of 1974, as amended, was submitted on April 13, 2009, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Homeland Security and Governmental Affairs, and the Office 
of Management and Budget (OMB) pursuant to paragraph 4c of Appendix I 
to OMB Circular No. A-130, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' dated February 8, 1996 
(February 20, 1996, 61 FR 6427).

    Dated: April 14, 2009.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
M01754-6

SYSTEM NAME:
    Exceptional Family Member Program Records.

SYSTEM LOCATION:
    Commandant of the Marine Corps (Personal and Family Readiness 
Division), Headquarters, U.S. Marine Corps, 3280 Russell Road, MCB 
Quantico, VA 22134-5009, and all Marine Corps installations, official 
mailing addresses are contained in the directory of Department of the 
Navy Mailing Addresses.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Active duty personnel, Reservists when serving on active duty, 
Department of Defense civilian employees and their family members, 
currently or previously enrolled in or serviced by the Marine Corps 
Exceptional Family Member Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Data elements of DD Form 2792, Exceptional Family Member Medical 
Summary: Authorization of disclosure; identification and demographical 
information of exceptional family member; family and sponsor name, 
social security number, branch of service; rank or grade, military 
designation, current and duty address, official e-mail address; 
telephone/fax contact number; active duty spouse name, branch of 
service, rank/rank, and social security number; DEERS enrollment 
status; certification of accuracy; enrollment status; required addenda 
selection; screening coordinator contact information; application 
validating information; medical summary including diagnosis(es), 
severity, medical/mental health codes, medications, therapies, 
prognosis, treatment plan, medical history, artificial openings, 
minimum health care specialty, environmental and architectural 
considerations, adaptive equipment/special medical equipment, 
additional comments, if any, by medical provider, provider information, 
asthma/reactive airway disease medical information and history; mental 
health information including diagnosis, history of medications and 
therapies, prognosis, treatment plan, mental health history, other 
information necessary that may assist in determining necessary 
treatment, identification of type of providers required to implement 
treatment plan, and provider information.
    All data elements of DD Form 2792-1, Exceptional Family Member 
Special Education/Early Intervention Summary: Application status, 
family status, sponsor's name, social security number, rank or grade, 
branch of service, military designation, home and duty address, 
official e-mail address, home and military telephone number; active 
duty spouse's name, rank/rate, social security number; exceptional 
family member name, relationship to sponsor, date of birth, residence 
address, DEERS enrollment status; sponsor release of information 
authorization; dependent child name, current grade level, date of 
birth, age, and sex; early intervention program and school information; 
eligibility criteria for early intervention or special education; 
identifying information of disability and severity; provider and school 
official information.
    Supporting documentation of a family member's special medical and/
or educational needs; records of children receiving early intervention 
or related services; enrollment and disenrollment memoranda; medical 
summaries, individual family support plans (IFSP); individual 
educational plans (IEP), documentation of authorizations to disclose 
information; divorce decrees; death certificates; case notes; and other 
related general program-related documentation and correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 5013; Secretary of the Navy; 10 U.S.C. 5041, 
Headquarters, U.S. Marine Corps; MCO 1754.4, Exceptional Family Member 
Program and E.O. 9397 (SSN).

PURPOSE(S):
    To document and manage the continuum of care for the special 
medical and/or educational needs of family members of Marines enrolled 
in the Exceptional Family Member Program (EFMP), and to perform program 
activities including: eligibility determination; identification of 
category-level; identification of resources to support the special 
needs family member; verification of EFMP enrollment necessary for 
certain TRICARE benefits; screen personnel assignments; coordinate 
program resources for the family, including respite care; conduct 
assessment and survey activities. Also used as a management tool for 
statistical analysis, tracking, reporting, evaluating program 
effectiveness and conducting research.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, these records contained therein may 
specifically be disclosed outside the DoD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:

[[Page 17839]]

    The `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems of records notices apply to this system.

    Note:  This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records and electronic storage media.

RETRIEVABILITY:
    By name or Social Security Number (SSN).

SAFEGUARDS:
    All EFMP computer terminals are restricted to authorized users 
only. The case management system is a password controlled system, files 
and element access is based on predefined need-to-know basis. Computer 
facilities and terminals are located in restricted areas accessible 
only to authorized persons. Manual records and computer printouts are 
available only to authorized personnel having a need-to-know and 
maintained in locked file systems and during non-working hours the 
facilities are locked. All Data is encrypted while at rest and during 
transmission. Physical access to terminals, terminal rooms, buildings 
and activities' grounds are controlled by locked terminals and rooms, 
guards, personnel screening, or visitor registers.

RETENTION AND DISPOSAL:
    The records retention has not been approved by the National 
Archives and Records Administration, until then treat as permanent.

SYSTEM MANAGER(S) AND ADDRESS:
    Policy Manager: Commandant of the Marine Corps, Headquarters, U.S. 
Marine Corps, Marine Corps Community Services, 3280 Russell Road, MCB 
Quantico, VA 22134-5009.
    Secondary Managers: Directors of Marine Corps Community Services 
(MCCS) offices located at each Marine Corps installation. Official 
mailing addresses for Marine Corps installations are contained in the 
directory of Department of the Navy Mailing Addresses.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves or their exceptional family member is contained in this 
system should address written inquiries to the Commandant of the Marine 
Corps, Headquarters, U.S. Marine Corps, 3280 Russell Road, Marine Corps 
Base (MCB) Quantico, VA 22134-5009 or to the MCCS office servicing the 
installation where the Marine is currently stationed. Official mailing 
addresses for Marine Corps installations are contained in the directory 
of Department of the Navy Mailing Addresses.
    The written inquiry should include the individual's printed full 
name, the last four digits of their Social Security Number (SSN), and 
signature.

RECORD ACCESS PROCEDURE:
    Individuals seeking to access information about themselves or their 
exceptional family member is contained in this system should address 
written inquiries to the Commandant of the Marine Corps, Headquarters, 
U.S. Marine Corps, 3280 Russell Road, MCB Quantico, VA 22134-5009, or 
to the MCCS office servicing the installation where the Marine is 
currently stationed. Official mailing addresses for Marine Corps 
installations are contained in the directory of Department of the Navy 
Mailing Addresses.
    The written inquiry should include the individual's printed full 
name, the last four digits of their Social Security Number (SSN), and 
signature.

CONTESTING RECORD PROCEDURES:
    The Department of the Navy's rules for accessing records, and for 
contesting contents and appealing initial agency determinations are 
published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; 
or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:
    The Marine, spouse, and/or the exceptional family member and 
general correspondence concerning the same; EFMP personnel; the Marine 
Corps Total Force System database and/or the Defense Enrollment 
Eligibility Reporting System (DEERS).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. E9-8843 Filed 4-16-09; 8:45 am]
BILLING CODE 5001-06-P