Privacy Act of 1974; Report of an Altered System of Records, 5604-5606 [2010-2243]
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5604
Federal Register / Vol. 75, No. 22 / Wednesday, February 3, 2010 / Notices
Services for project periods starting July,
2011.
FOR FURTHER INFORMATION CONTACT:
Michael Evanson, by e-mail
mevanson@hrsa.gov, or via telephone,
301–443–1362.
Dated: January 27, 2010.
Mary K. Wakefield,
Administrator.
BILLING CODE 4165–15–P
DEPARTMENT OF HEALTH AND
HUMAN SERVICES
Health Resources and Services
Administration
Privacy Act of 1974; Deletion of an
Existing System of Records
jlentini on DSKJ8SOYB1PROD with NOTICES
AGENCY: Department of Health and
Human Services (HHS), Health
Resources and Services Administration
(HRSA).
ACTION: Notice to delete an existing
HRSA System of Records (SOR).
SUMMARY: In accordance with the
requirements of the Privacy Act of 1974,
HRSA is deleting an existing system of
records titled the ‘‘Disability Claims in
the Health Professions Student Loan
Programs, HHS/HRSA/BHPr,’’ HRSA
System No. SORN 09–15–0039.
DATES: Effective Date: The deletion will
be effective on December 8, 2009.
ADDRESSES: The public should address
comments to: Director, Division of
Student Loans and Scholarships, BHPr/
HRSA/DHHS, HRSA, Room 9–105, 5600
Fishers Lane, Rockville, MD 20857. The
telephone number is 301–443–1173.
Comments received will be available for
review at this location, by appointment,
during regular business hours, Monday
through Friday from 9 a.m.–3 p.m.,
Eastern Time Zone.
SUPPLEMENTARY INFORMATION: The
reason for the deletion of this system of
records is that it has been combined
with SORN 09–15–0038. The
justification for the combination is
because both SORN 09–15–0038 and
SORN 09–15–0039 are in reality one
system in which all disability claims for
both Health Professions Student Loan
Programs and Nursing Student Loan
Programs are kept. SORN 09–15–0038
will remain as the combined SORN, and
SORN 09–15–0039 will be deleted.
[FR Doc. 2010–2244 Filed 2–2–10; 8:45 am]
BILLING CODE 4160–15–P
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Jkt 220001
Health Resources and Services
Administration
Privacy Act of 1974; Report of an
Altered System of Records
AGENCY: Department of Health and
Human Service (HHS), Health Resources
and Services Administration (HRSA).
ACTION: Notice of an altered System of
Records (SOR).
[FR Doc. 2010–2241 Filed 2–2–10; 8:45 am]
Dated: November 30, 2009.
Mary K. Wakefield,
Administrator.
DEPARTMENT OF HEALTH AND
HUMAN SERVICES
SUMMARY: In accordance with the
requirements of the Privacy Act of 1974,
the Health Resources and Services
Administration (HRSA) is proposing to
alter a system of records for Disability
Claims of the Nursing Student Loan
Program in the Bureau of Health
Professions, SORN 09–15–0038, at the
Division of Student Loans and
Scholarships (DSLS). This system
includes information on applicants for
cancellation of health professions and
nursing student loans due to disability.
It includes letter requests claiming
disability, correspondence, payment
determinations and medical records or
reports. The records in this system will
be used to determine the eligibility of
applicants who request loan
cancellation due to total and permanent
disability. The specific purpose of these
alterations are to combine SORN 09–15–
0038 with SORN 09–15–0039, and to
change the name of the system, the
system location, categories of
individuals covered by the system,
categories of records in the system, and
the authority for maintenance of the
system. In addition, two new routine
uses (numbers 4 & 5) were added and
the policies and practices for storing,
retrieving, accessing, retaining, and
disposing of records in the system were
changed. The purpose of this proposed
alteration is to include breach
notification language required by
Memoranda (M) 07–16, Safeguarding
Against and responding to the Breach of
Personally Identifiable Information,
released on May 22, 2007 by OMB. The
system managers and address have
changed along with notification,
request, and records access procedures.
Contesting records procedures and
record source categories have also been
changed and record source categories
have been added.
DATES: HRSA filed an altered system
report with the Chair of the House
Committee on Government Reform and
Oversight, the Chair of the Senate
Committee on Homeland Security and
Governmental Affairs, and the
Administrator, Office of Information
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Fmt 4703
Sfmt 4703
and Regulatory Affairs, Office of
Management and Budget (OMB) on 1/
19/2010. To ensure all parties have
adequate time in which to comment, the
altered system, including the routine
uses, will be become effective 30 days
from the publication of the notice or 40
days from the date it was submitted to
OMB and Congress, whichever is later,
unless HRSA receives comments that
require alterations to this notice.
ADDRESSES: Please address comments to
Bureau of Health Professions, Health
Resources and Services Administration,
5600 Fishers Lane, Room 9–05,
Rockville, Maryland 20857; 301–443–
5794. This is not a toll-free number.
Comments received will be available for
inspection at this same address from 9
a.m. to 3 p.m., (eastern standard time
zone), Monday through Friday.
FOR FURTHER INFORMATION CONTACT:
Director, Division of Student Loans and
Scholarships, Bureau of Health
Professions, Health Resources and
Services Administration, Department of
Health and Human Services, 5600
Fishers Lane, Room 9–105, Rockville,
MD 20857; Telephone: (301) 443–5452.
This is not a toll-free number.
SUPPLEMENTARY INFORMATION: The
Health Resources and Services
Administration proposes to alter this
system of records: ‘‘Disability Claims in
the Nursing Student Loan Program,
HHS/HRSA/BHPr’’ (SORN 09–15–0038).
SOR 09–15–0038 is altered by adding
Disability Claims in the Health
Professions Student Loan Program,
HHS/HRSA/BHPr’’ (SORN 09–15–0039
will be deleted); and changing the name
to ‘‘Disability Claims in the Health
Professions Student Loan Program and
Nursing Student Loan Program, HHS/
HRSA/BHPr (SORN 09–15–0038), for
applicants of disability claims in the
Health Professions Student Loan
Program and Nursing Student Loan
Program, at the DSLS. The system
location is being changed from Room 9–
105 and the categories of individuals
covered by the system have been
expanded to include applicants for
cancellation of health professions and
nursing student loans due to disability.
Section 722(d) of the Public Health
Service Act, as amended (42 U.S.C.
292r), Health Professions Student Loan
Program has been added to the authority
for maintenance of the system.
Appropriate federal agencies,
department contractors, and HRSA
medical staff have been added to the
categories of users in the routine uses
section for purposes of responding to
security breaches and approving
disability write-off. The storage policy
has been expanded to read ‘‘returned to
E:\FR\FM\03FEN1.SGM
03FEN1
Federal Register / Vol. 75, No. 22 / Wednesday, February 3, 2010 / Notices
and retained by health professions
schools’’ and the safeguards section has
been expanded to include the
Department’s contractors as authorized
users. The system manager(s) and
address has been changed to reflect the
new location of the system. Additional
requisites for obtaining notification of or
access to records have been added to the
notification procedure; the procedure
for a request in person has been changed
to include procedures for a situation in
which an individual does not have
identification papers and requests by
mail have been updated to include
slightly different requirements to
request record notification by mail.
Records access procedures are now the
same as notification procedures. The
new location of the system has been
added as the primary contact in the
contesting records procedures section.
Record source categories have been
added and include educational
institutions, financial aid officers, and
borrowers.
Dated: November 30, 2009.
Mary K. Wakefield,
Administrator.
SYSTEM NUMBER:
09–15–0038
SYSTEM NAME:
Disability Claims in the Health
Professions Student Loan Program and
Nursing Student Loan Program, HHS/
HRSA/BHPr.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
• Division of Student Loans and
Scholarships, Bureau of Health
Professions, Health Resources and
Services Administration, 5600 Fishers
Lane, Room 9–105, Rockville, MD
20857.
• Washington National Records
Center, 4204 Suitland Road, Suitland,
MD 20409.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Applicants for cancellation of health
professions student loans and nursing
student loans due to disability.
jlentini on DSKJ8SOYB1PROD with NOTICES
CATEGORIES OF RECORDS IN THE SYSTEM:
Letter requests claiming disability,
correspondence, payment
determinations and medical records or
reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 722(d) of the Public Health
Service Act, as amended (42 U.S.C. 292r
(d)), Health Professions Student Loan
Program provisions; Section 836(b)(4) of
VerDate Nov<24>2008
16:34 Feb 02, 2010
Jkt 220001
the Public Health Service Act, as
amended (42 U.S.C. 297b (b)(4)),
Nursing Student Loan Provisions.
PURPOSE(S):
To determine the eligibility of
applicants who request loan
cancellation due to total and permanent
disability.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
1. Disclosure may be made to a
congressional office from the record of
an individual in response to a verified
inquiry from the congressional office
made at the written request of that
individual.
2. Disclosure may be made to the
Department of Justice to enable that
Department to present an effective
defense, provided that such disclosure
is compatible with the purpose for
which the records were collected, in the
event of litigation where the defendant
is:
a. The Department, any component of
the Department, or any employee of the
Department in his or her official
capacity;
b. The United States where the
Department determines that the claim, if
successful, is likely to directly affect the
operations of the Department or any of
its components; or
c. Any Department employee in his or
her individual capacity where the
Justice Department has agreed to
represent such employee, for example in
defending a claim against the Public
Health Service based upon an
individual’s mental or physical
condition and alleged to have arisen
because of activities of the Public Health
Service in connection with such
individual.
3. In the event that a system of records
maintained by this agency 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 to the
appropriate agency, whether Federal,
State or local, charged with enforcing or
implementing the statute or rule,
regulation or order issued pursuant
thereto.
4. Disclosure to appropriate federal
agencies and Department contractors
that have a need to know the
information for the purpose of assisting
the Department’s efforts to respond to a
suspected or confirmed breach of the
security or confidentiality of
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Fmt 4703
Sfmt 4703
5605
information maintained in this system
of records, and the information
disclosed is relevant and necessary for
that assistance.
5. Disability statements are reviewed
by HRSA medical staff/contractors via
inter-agency agreement for the purpose
of approving the disability write-off.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
File folders. Medical records and
reports are temporarily held during
medical evaluation and returned to, and
retained by, health professions schools
after final determination of claim
validity.
RETRIEVABILITY:
Name of individual claiming
disability.
SAFEGUARDS:
• Authorized users: Access to
Borrower’s Files is limited to only those
individuals within the Department and
the Department’s contractors having a
substantiated need for information.
These individuals must have available
proof of employment.
• Physical safeguards: File folders,
medical records, reports and other forms
of personal data are stored in areas
where files are locked or rooms locked
during off duty hours.
• Procedural safeguards: All users of
personal information in connection with
the performance of their job protect
information from public view and from
unauthorized personnel entering an
unsupervised office. Access to records is
strictly limited to those staff members
trained in accordance with the Privacy
Act.
• Implementation guidelines: HHS
Chapter 45–13 and supplementary
Chapter PHS.hf: 45–13 of the General
Administration Manual.
RETENTION AND DISPOSAL:
Records will be retained for 6 years
after phase out of loan program; 1 year
on site and 5 years at the Federal
Records Center. Records are disposed of
in accordance with the Records Control
Schedule of the Health Resources and
Services Administration. Contact the
System Manager for the disposal
standards.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Students Loans
and Scholarships, Bureau of Health
Professions, Health Resources and
Services Administration, Department of
Health and Human Services, 5600
Fishers Lane, Room 9–105, Rockville,
Maryland 20857.
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03FEN1
5606
Federal Register / Vol. 75, No. 22 / Wednesday, February 3, 2010 / Notices
jlentini on DSKJ8SOYB1PROD with NOTICES
NOTIFICATION PROCEDURE:
RECORDS ACCESS PROCEDURES:
Requests concerning whether the
system contains records about you
should be made to the Systems
Manager. When requesting notification
of, or access to, records covered by this
Notice, an individual must provide his/
her full name, date of birth, and other
proof of identity as required for Privacy
Requests. Information requested may be
redacted. An individual may request
notification of, or access to, a medical
record pertaining to him. An individual
who requests notification of, or access
to, a medical record shall, at the time
the request is made, designate a
representative in writing. The
representative may be a physician or
other responsible individual, who
would be willing to review the record
and inform the subject individual of its
contents.
Request in person: A subject
individual who appears in person at a
specific location seeking access or
disclosure of records relating to him/her
shall provide his/her name, current
address, and at least one piece of
tangible identification such as driver’s
license, passport, voter registration card,
or union card. Identification papers
with current photographs are preferred
but not required. Additional
identification may be requested when
there is a request for access to records
which contain an apparent discrepancy
between information contained in the
records and that provided by the
individual requesting access to the
records. Where the subject individual
has no identification papers, the
responsible agency official shall require
that the subject individual certify in
writing that he/she is the individual
who he/she claims to be and that he/she
understands that the knowing and
willful request or acquisition of a record
concerning an individual under false
pretenses is a criminal offense subject to
a $5,000 fine.
Requests by mail: A written request
must contain the name and address of
the requester, and his/her signature
which is either notarized to verify his/
her identity or includes a written
certification that the requester is the
person he/she claims to be and that he/
she understands that the knowing and
willful request or acquisition of records
pertaining to an individual under false
pretenses is a criminal offense subject to
a $5,000 fine.
Requests by telephone: Because
positive identification of the caller
cannot be established, no requests by
telephone will be honored.
Same as notification procedures.
Requesters should also provide a
reasonable description of the record
being sought.
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16:34 Feb 02, 2010
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CONTESTING RECORDS PROCEDURES:
Any record subject may contest the
accuracy of information on file at
Campus Based Branch (CBB) by writing
to the Director, Division of Students
Loans and Scholarships, Bureau of
Health Professions, Health Resources
and Services Administration,
Department of Health and Human
Services, 5600 Fishers Lane, Room 9–
105, Rockville, Maryland 20857. The
request should contain a reasonable
description of the record, specify the
information being contested, the
corrective action sought, and the
reasons for requesting the correction,
along with supporting information to
show how the record is inaccurate,
incomplete, untimely or irrelevant.
RECORD SOURCE CATEGORIES:
1. Educational institutions requesting
disability write-offs.
2. Financial aid officers administering
disability write-offs.
3. Borrowers submitted for total
disability write-offs.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS
OF THE PRIVACY ACT:
None.
[FR Doc. 2010–2243 Filed 2–2–10; 8:45 am]
BILLING CODE 4160–15–P
DEPARTMENT OF HEALTH AND
HUMAN SERVICES
Health Resources and Services
Administration
Privacy Act of 1974; Report of an
Altered System of Records
AGENCY: Department of Health and
Human Services (HHS), Health
Resources and Services Administration
(HRSA).
ACTION: Notice of an altered System of
Records (SOR).
SUMMARY: In accordance with the
requirements of the Privacy Act of 1974,
the Health Resources and Services
Administration (HRSA) is proposing to
alter Campus Based Branch (CBB) loans
and scholarships System of Records
(SORN), 09–15–0069, at the Division of
Student Loans and Scholarships (DSLS).
The system includes information on
student and faculty borrowers who
participate/participated in CBB loan and
scholarship programs. The records in
this system will be used to provide
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Frm 00046
Fmt 4703
Sfmt 4703
support to CBB in monitoring its
programs, in order to ensure the
efficiency of the factual information in
reports and documents, and to archive
the documents for efficient access and
verification. The purpose of this
proposed alteration is to include breach
notification language required by
Memoranda (M) 07–16, Safeguarding
Against and Responding to the Breach
of Personally Identifiable Information,
released on May 22, 2007 by OMB;
change the location of records; update
the categories of records in the system;
update the policies and practices for
storing, retrieving, accessing, retaining
and disposing of records in the system;
update the notification procedures,
contesting record procedures and the
record sources categories.
DATES: HRSA filed an altered system
report with the Chair of the House
Committee on Government Reform and
Oversight, the Chair of the Senate
Committee on Homeland Security and
Governmental Affairs, and the
Administrator, Office of Information
and Regulatory Affairs, Office of
Management and Budget (OMB) on
1/19/2010. To ensure all parties have
adequate time in which to comment, the
altered system, including the routine
use, will be become effective 30 days
from the publication of the notice or 40
days from the date it was submitted to
OMB and Congress, whichever is later,
unless HRSA receives comments that
require alterations to this notice.
ADDRESSES: Please address comments to
Bureau of Health Professions, Health
Resources and Services Administration,
5600 Fishers Lane, Room 9–05,
Rockville, Maryland 20857; Telephone
(301) 443–5796. This is not a toll-free
number. Comments received will be
available for inspection at this same
address from 9 a.m. to 3 p.m. (Eastern
Standard Time Zone), Monday through
Friday.
FOR FURTHER INFORMATION CONTACT:
Director, Division of Student Loans and
Scholarships, Bureau of Health
Professions, Health Resources and
Services Administration, Department of
Health and Human Services, 5600
Fishers Lane, Room 9–105, Rockville,
MD 20857; Telephone (301) 443–5452.
This is not a toll-free number.
SUPPLEMENTARY INFORMATION: The
Health Resources and Services
Administration proposes to establish an
altered system of records: ‘‘Campus
Based Branch Program Document
Management System (DMS), HHS/
HRSA/BHPr,’’ for recipients of CBB
loans and scholarships, at the DSLS.
The purpose of this proposed altered
SORN is to add an additional breach
E:\FR\FM\03FEN1.SGM
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Agencies
[Federal Register Volume 75, Number 22 (Wednesday, February 3, 2010)]
[Notices]
[Pages 5604-5606]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-2243]
-----------------------------------------------------------------------
DEPARTMENT OF HEALTH AND HUMAN SERVICES
Health Resources and Services Administration
Privacy Act of 1974; Report of an Altered System of Records
AGENCY: Department of Health and Human Service (HHS), Health Resources
and Services Administration (HRSA).
ACTION: Notice of an altered System of Records (SOR).
-----------------------------------------------------------------------
SUMMARY: In accordance with the requirements of the Privacy Act of
1974, the Health Resources and Services Administration (HRSA) is
proposing to alter a system of records for Disability Claims of the
Nursing Student Loan Program in the Bureau of Health Professions, SORN
09-15-0038, at the Division of Student Loans and Scholarships (DSLS).
This system includes information on applicants for cancellation of
health professions and nursing student loans due to disability. It
includes letter requests claiming disability, correspondence, payment
determinations and medical records or reports. The records in this
system will be used to determine the eligibility of applicants who
request loan cancellation due to total and permanent disability. The
specific purpose of these alterations are to combine SORN 09-15-0038
with SORN 09-15-0039, and to change the name of the system, the system
location, categories of individuals covered by the system, categories
of records in the system, and the authority for maintenance of the
system. In addition, two new routine uses (numbers 4 & 5) were added
and the policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system were changed. The
purpose of this proposed alteration is to include breach notification
language required by Memoranda (M) 07-16, Safeguarding Against and
responding to the Breach of Personally Identifiable Information,
released on May 22, 2007 by OMB. The system managers and address have
changed along with notification, request, and records access
procedures. Contesting records procedures and record source categories
have also been changed and record source categories have been added.
DATES: HRSA filed an altered system report with the Chair of the House
Committee on Government Reform and Oversight, the Chair of the Senate
Committee on Homeland Security and Governmental Affairs, and the
Administrator, Office of Information and Regulatory Affairs, Office of
Management and Budget (OMB) on 1/19/2010. To ensure all parties have
adequate time in which to comment, the altered system, including the
routine uses, will be become effective 30 days from the publication of
the notice or 40 days from the date it was submitted to OMB and
Congress, whichever is later, unless HRSA receives comments that
require alterations to this notice.
ADDRESSES: Please address comments to Bureau of Health Professions,
Health Resources and Services Administration, 5600 Fishers Lane, Room
9-05, Rockville, Maryland 20857; 301-443-5794. This is not a toll-free
number. Comments received will be available for inspection at this same
address from 9 a.m. to 3 p.m., (eastern standard time zone), Monday
through Friday.
FOR FURTHER INFORMATION CONTACT: Director, Division of Student Loans
and Scholarships, Bureau of Health Professions, Health Resources and
Services Administration, Department of Health and Human Services, 5600
Fishers Lane, Room 9-105, Rockville, MD 20857; Telephone: (301) 443-
5452. This is not a toll-free number.
SUPPLEMENTARY INFORMATION: The Health Resources and Services
Administration proposes to alter this system of records: ``Disability
Claims in the Nursing Student Loan Program, HHS/HRSA/BHPr'' (SORN 09-
15-0038). SOR 09-15-0038 is altered by adding Disability Claims in the
Health Professions Student Loan Program, HHS/HRSA/BHPr'' (SORN 09-15-
0039 will be deleted); and changing the name to ``Disability Claims in
the Health Professions Student Loan Program and Nursing Student Loan
Program, HHS/HRSA/BHPr (SORN 09-15-0038), for applicants of disability
claims in the Health Professions Student Loan Program and Nursing
Student Loan Program, at the DSLS. The system location is being changed
from Room 9-105 and the categories of individuals covered by the system
have been expanded to include applicants for cancellation of health
professions and nursing student loans due to disability. Section 722(d)
of the Public Health Service Act, as amended (42 U.S.C. 292r), Health
Professions Student Loan Program has been added to the authority for
maintenance of the system. Appropriate federal agencies, department
contractors, and HRSA medical staff have been added to the categories
of users in the routine uses section for purposes of responding to
security breaches and approving disability write-off. The storage
policy has been expanded to read ``returned to
[[Page 5605]]
and retained by health professions schools'' and the safeguards section
has been expanded to include the Department's contractors as authorized
users. The system manager(s) and address has been changed to reflect
the new location of the system. Additional requisites for obtaining
notification of or access to records have been added to the
notification procedure; the procedure for a request in person has been
changed to include procedures for a situation in which an individual
does not have identification papers and requests by mail have been
updated to include slightly different requirements to request record
notification by mail. Records access procedures are now the same as
notification procedures. The new location of the system has been added
as the primary contact in the contesting records procedures section.
Record source categories have been added and include educational
institutions, financial aid officers, and borrowers.
Dated: November 30, 2009.
Mary K. Wakefield,
Administrator.
SYSTEM NUMBER:
09-15-0038
SYSTEM NAME:
Disability Claims in the Health Professions Student Loan Program
and Nursing Student Loan Program, HHS/HRSA/BHPr.
SECURITY CLASSIFICATION:
None.
SYSTEM LOCATION:
Division of Student Loans and Scholarships, Bureau of
Health Professions, Health Resources and Services Administration, 5600
Fishers Lane, Room 9-105, Rockville, MD 20857.
Washington National Records Center, 4204 Suitland Road,
Suitland, MD 20409.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for cancellation of health professions student loans and
nursing student loans due to disability.
CATEGORIES OF RECORDS IN THE SYSTEM:
Letter requests claiming disability, correspondence, payment
determinations and medical records or reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 722(d) of the Public Health Service Act, as amended (42
U.S.C. 292r (d)), Health Professions Student Loan Program provisions;
Section 836(b)(4) of the Public Health Service Act, as amended (42
U.S.C. 297b (b)(4)), Nursing Student Loan Provisions.
PURPOSE(S):
To determine the eligibility of applicants who request loan
cancellation due to total and permanent disability.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Disclosure may be made to a congressional office from the record
of an individual in response to a verified inquiry from the
congressional office made at the written request of that individual.
2. Disclosure may be made to the Department of Justice to enable
that Department to present an effective defense, provided that such
disclosure is compatible with the purpose for which the records were
collected, in the event of litigation where the defendant is:
a. The Department, any component of the Department, or any employee
of the Department in his or her official capacity;
b. The United States where the Department determines that the
claim, if successful, is likely to directly affect the operations of
the Department or any of its components; or
c. Any Department employee in his or her individual capacity where
the Justice Department has agreed to represent such employee, for
example in defending a claim against the Public Health Service based
upon an individual's mental or physical condition and alleged to have
arisen because of activities of the Public Health Service in connection
with such individual.
3. In the event that a system of records maintained by this agency
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 to the appropriate agency,
whether Federal, State or local, charged with enforcing or implementing
the statute or rule, regulation or order issued pursuant thereto.
4. Disclosure to appropriate federal agencies and Department
contractors that have a need to know the information for the purpose of
assisting the Department's efforts to respond to a suspected or
confirmed breach of the security or confidentiality of information
maintained in this system of records, and the information disclosed is
relevant and necessary for that assistance.
5. Disability statements are reviewed by HRSA medical staff/
contractors via inter-agency agreement for the purpose of approving the
disability write-off.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
File folders. Medical records and reports are temporarily held
during medical evaluation and returned to, and retained by, health
professions schools after final determination of claim validity.
Retrievability:
Name of individual claiming disability.
Safeguards:
Authorized users: Access to Borrower's Files is limited to
only those individuals within the Department and the Department's
contractors having a substantiated need for information. These
individuals must have available proof of employment.
Physical safeguards: File folders, medical records,
reports and other forms of personal data are stored in areas where
files are locked or rooms locked during off duty hours.
Procedural safeguards: All users of personal information
in connection with the performance of their job protect information
from public view and from unauthorized personnel entering an
unsupervised office. Access to records is strictly limited to those
staff members trained in accordance with the Privacy Act.
Implementation guidelines: HHS Chapter 45-13 and
supplementary Chapter PHS.hf: 45-13 of the General Administration
Manual.
Retention and Disposal:
Records will be retained for 6 years after phase out of loan
program; 1 year on site and 5 years at the Federal Records Center.
Records are disposed of in accordance with the Records Control Schedule
of the Health Resources and Services Administration. Contact the System
Manager for the disposal standards.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Students Loans and Scholarships, Bureau of
Health Professions, Health Resources and Services Administration,
Department of Health and Human Services, 5600 Fishers Lane, Room 9-105,
Rockville, Maryland 20857.
[[Page 5606]]
NOTIFICATION PROCEDURE:
Requests concerning whether the system contains records about you
should be made to the Systems Manager. When requesting notification of,
or access to, records covered by this Notice, an individual must
provide his/her full name, date of birth, and other proof of identity
as required for Privacy Requests. Information requested may be
redacted. An individual may request notification of, or access to, a
medical record pertaining to him. An individual who requests
notification of, or access to, a medical record shall, at the time the
request is made, designate a representative in writing. The
representative may be a physician or other responsible individual, who
would be willing to review the record and inform the subject individual
of its contents.
Request in person: A subject individual who appears in person at a
specific location seeking access or disclosure of records relating to
him/her shall provide his/her name, current address, and at least one
piece of tangible identification such as driver's license, passport,
voter registration card, or union card. Identification papers with
current photographs are preferred but not required. Additional
identification may be requested when there is a request for access to
records which contain an apparent discrepancy between information
contained in the records and that provided by the individual requesting
access to the records. Where the subject individual has no
identification papers, the responsible agency official shall require
that the subject individual certify in writing that he/she is the
individual who he/she claims to be and that he/she understands that the
knowing and willful request or acquisition of a record concerning an
individual under false pretenses is a criminal offense subject to a
$5,000 fine.
Requests by mail: A written request must contain the name and
address of the requester, and his/her signature which is either
notarized to verify his/her identity or includes a written
certification that the requester is the person he/she claims to be and
that he/she understands that the knowing and willful request or
acquisition of records pertaining to an individual under false
pretenses is a criminal offense subject to a $5,000 fine.
Requests by telephone: Because positive identification of the
caller cannot be established, no requests by telephone will be honored.
RECORDS ACCESS PROCEDURES:
Same as notification procedures. Requesters should also provide a
reasonable description of the record being sought.
CONTESTING RECORDS PROCEDURES:
Any record subject may contest the accuracy of information on file
at Campus Based Branch (CBB) by writing to the Director, Division of
Students Loans and Scholarships, Bureau of Health Professions, Health
Resources and Services Administration, Department of Health and Human
Services, 5600 Fishers Lane, Room 9-105, Rockville, Maryland 20857. The
request should contain a reasonable description of the record, specify
the information being contested, the corrective action sought, and the
reasons for requesting the correction, along with supporting
information to show how the record is inaccurate, incomplete, untimely
or irrelevant.
RECORD SOURCE CATEGORIES:
1. Educational institutions requesting disability write-offs.
2. Financial aid officers administering disability write-offs.
3. Borrowers submitted for total disability write-offs.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY ACT:
None.
[FR Doc. 2010-2243 Filed 2-2-10; 8:45 am]
BILLING CODE 4160-15-P