Privacy Act of 1974; System of Records, 63413-63416 [2021-24892]
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Federal Register / Vol. 86, No. 218 / Tuesday, November 16, 2021 / Notices
Task Force to provide recommendations
on providing additional services and
support for the reunified families,
including behavioral health services
with a focus on trauma-informed care.
The Secretary of Homeland Security is
the chair of the Task Force and is joined
by the Department of State, Department
of Health and Human Services, and the
Department of Justice.
To carry out the Task Force’s mission
to reunify families, DHS is extending
the current information data collection.
The purpose is to achieve efficiencies to
process these individuals for a
successful family reunification. To
streamline the initial contact, assistance,
and reunification travel coordination
process, the Task Force has created a
website application (Register |
together.gov and Regı´strese |
together.gov (juntos.gov)) to create
initial contact and a travel form to
collect details and information the Task
Force needs to make travel
arrangements for the beneficiary and
other traveling family members.
The information to be collected on the
website application would include:
• A-Number
• Name of Separated Parent
• Contact Information of the Separated
Parent (phone, email)
• Country of Birth
• Country of Citizenship
• Current Country Location
• Separated Parent Relationship to
Child
• Separated Parent’s Preferred Language
• Separated Child’s A#
• Separated Child Name
• Separated Child’s Date of Birth
• Separated Child’s Country of Birth
• Separated Child’s Country of
Citizenship
• Whether Separated Parent is in
contact with Child
• Whether Separated Parent has
knowledge of Child’s current location
• Name of Attorney, Advocate or
Preparer
• Attorney, Advocate, or Preparer
Contact Information
The information to be collected for
travel would include: Name, Date of
Birth, Gender, A#, Passport Number and
Expiration, Phone Number, Email
address, Language(s) spoken,
Representative/Attorney name and
contact information, Date of Embassy
Appointment to obtain boarding foil,
Identification of Special Assistance
Requests, Departure Airport, Final
Airport, Traveling requested time frame,
Names of others in the traveling party.
The data will be stored by the
international organization coordinating
travel for the families.
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This information collection does not
have an impact on small businesses or
other small entities.
If this information is not collected, the
Task Force will not be able to
accomplish its mission to reunite
families swiftly.
The assurance of confidentiality
provided to the respondents for this
information collection is based on the
Privacy Impact Assessment DHS/ALL/
PIA–091. The Systems of Records
Notices that will be included in this ICR
include DHS/USCIS/ICE/CBP–001 Alien
File, Index, and National File Tracking
System of Records, September 18, 2017,
82 FR 43556 DHS/USCIS–007 Benefits
Information System, October 10, 2019,
84 FR 54622.
This information collection was
constructed in compliance with
regulations and authorities under the
purview of the DHS Privacy Office, DHS
OCIO, DHS Records Management, and
OMB regulations regarding data
collection, use, sharing, storage,
information security, and retrieval of
information.
There are no changes to the
information being collected and there is
no change to the estimated burden
associated with this collection.
The Office of Management and Budget
is particularly interested in comments
which:
1. Evaluate whether the proposed
collection of information is necessary
for the proper performance of the
functions of the agency, including
whether the information will have
practical utility;
2. Evaluate the accuracy of the
agency’s estimate of the burden of the
proposed collection of information,
including the validity of the
methodology and assumptions used;
3. Enhance the quality, utility, and
clarity of the information to be
collected; and
4. Minimize the burden of the
collection of information on those who
are to respond, including through the
use of appropriate automated,
electronic, mechanical, or other
technological collection techniques or
other forms of information technology,
e.g., permitting electronic submissions
of responses.
63413
Number of Respondents: 3,000.
Estimated Time per Respondent: 20
minutes.
Total Burden Hours: 1,000.
Robert Dorr,
Executive Director, Business Management
Directorate.
[FR Doc. 2021–24940 Filed 11–15–21; 8:45 am]
BILLING CODE 9112–FL–P
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–7046–N–07]
Privacy Act of 1974; System of
Records
Office of Chief Human Capital
Officer, HUD.
ACTION: Notice of a new system of
records.
AGENCY:
Pursuant to the provisions of
the Privacy Act of 1974, as amended,
the Department of the Housing and
Urban Development (HUD), Office of the
Chief Human Capital Officer (OCHCO)
is issuing a public notice of its intent to
establish a Privacy Act system of
records titled ‘‘HR Case Management
Solution,’’ HUD/OCHCO 01.
The purpose of this system of records
is to allow HUD to collect and maintain
records on individuals requesting or
receiving reasonable accommodations
and religious/medical exception
requests.
SUMMARY:
This notice shall be applicable
immediately, which will become
effective December 16, 2021.
Comments will be accepted on or
before December 16, 2021. This
proposed action will be effective on the
date following the end of the comment
period unless comments are received
which result in a contrary
determination.
DATES:
You may submit comments,
identified by docket number HUD–
2021–Docket Number not yet identified.
Federal e-Rulemaking Portal: https://
www.regulations.gov. Follow the
instructions provided on that site to
submit comments electronically.
Fax: 202–619–8365.
Email: www.privacy@hud.gov.
Analysis
Mail: Attention: Privacy Office;
LaDonne White, Chief Privacy Officer;
Agency: Department of Homeland
The Executive Secretariat; 451 Seventh
Security (DHS).
Title: Family Reunification Task Force Street SW, Room 10139, Washington,
DC 20410–0001.
Travel Questionnaire and Website
Instructions: All submissions received
Application.
must include the agency name and
OMB Number: 1601–0031.
docket number for this rulemaking. All
Frequency: Annually.
Affected Public: Members of the
comments received will be posted
Public.
without change to https://
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ADDRESSES:
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www.regulations.gov. including any
personal information provided.
Docket: For access to the docket to
read background documents or
comments received go to https://
www.regulations.gov.
FOR FURTHER INFORMATION CONTACT:
Ladonne White, Departmental Privacy
Officer, 451 Seventh Street SW, Room
10139, Washington, DC 20410–0001,
telephone number 202–402–3559 (this
is not a toll-free number).
SUPPLEMENTARY INFORMATION: In
accordance with the Privacy Act of
1974, the Department of Housing and
Urban Development (HUD) proposes to
establish a new system of records titled,
‘‘HR Case Management Solution.’’ This
system of records covers HUD’s
collection and maintenance of records
on applicants for employment,
employees, and other individuals who
participate in HUD programs or
activities who request or receive
reasonable accommodations or other
appropriate modifications from HUD for
medical and religious reasons.
Title V of the Rehabilitation Act of
1973, as amended, prohibits
discrimination in services and
employment based on disability, and
Title VII of the Civil Rights Act of 1974
prohibits discrimination, including on
the basis of religion. These prohibitions
on discrimination require Federal
agencies to provide reasonable
accommodations to individuals with
disabilities and those with sincerely
held religious beliefs unless doing so
would impose an undue hardship. In
some instances, individuals may request
modifications to their workspace,
schedule, duties, or other requirements
for documented medical reasons that
may not qualify as a disability but may
necessitate an appropriate modification
to workplace policies and practices.
The Office of the Chief Human Capital
Officer (OCHCO), processes requests for
reasonable accommodations from
employees and applicants for
employment, respectively, who require
an accommodation due to a medical or
religious reason; OCHCO also processes
requests based on documented medical
reasons that may not qualify as a
disability but that necessitate an
appropriate modification to workplace
policies and practices. The request,
documentation provided in support of
the request, any evaluation conducted
internally, or by a third party under
contract to HUD, the decision regarding
whether to grant or deny a request, and
the details and conditions of the
reasonable accommodation and
exception requests are all included in
this system of records.
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SYSTEM NAME AND NUMBER:
Human Resource (HR) Case
Management Solution, HUD/OCHCO–
01.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
United States Department of Housing
and Urban Development Headquarters
location, 451 7th Street SW,
Washington, DC 20410–0001.
SYSTEM MANAGER(S):
Director, Human Capital Information
System Division (HCISD), Office of the
Chief Human Capital Officer (OCHCO),
451 Seventh Street SW, Washington, DC
20410–0001.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The collection and maintenance of
accommodation records is authorized by
the Rehabilitation Act, 29 U.S.C. 791,
and Title VII of the Civil Rights Act, 42
U.S.C. 2000e, as well as Executive
Orders 13164 and 14043, and 29 CFR
1605 and 1614.
PURPOSES OF THE SYSTEM:
The purpose of this system is to allow
HUD to collect and maintain records on
individuals (including employees and
applicants for employment) requesting
or receiving reasonable accommodations
and religious and medical exception
requests. Another purpose of this
system is to monitor, process, track and
report the processing of reasonable
accommodation and exception requests
while ensuring compliance with
applicable laws and regulations,
including confidentiality requirements
protecting information individuals
submit in support of accommodation
requests and exception.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Current, former HUD employees and
applicants for employment who request
or receive reasonable accommodations
or exceptions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, home address, email
address(es), home telephone number(s),
work telephone number(s), work
address, protected health information,
religion, vehicle license plate, legal
documents and records, evidentiary
records, requesters, attorneys or
representatives’ names, fax number,
office information, employment status,
history or information, employee
identification number, education
records, case identifier and HUD ID,
medical/religious exception requests,
records, forms, documentation,
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reasonable accommodations
applications, supporting
documentation, and related data fields.
RECORD SOURCE CATEGORIES:
Information is obtained from the
individuals or the representatives who
request and/or receive a reasonable
accommodation or medical and
religious exceptions from HUD, directly
or indirectly from an individual’s
medical provider or another medical
professional who evaluates the request,
directly or indirectly from an
individual’s religious or spiritual
advisors or institutions, and HUD
personnel who participate in the
receipt, evaluation, review, decision and
implementation of reasonable
accommodation and exception requests,
such as hiring officials, human resource
officials, supervisors and managers,
reasonable accommodation officials,
attorneys, and deciding officials.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
In addition to those disclosures
generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a
portion of the records or information
contained in this system may be
disclosed outside HUD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as
follows:
A. 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.
B. To contractors, grantees, experts,
consultants, Federal agencies, and nonFederal entities, including, but not
limited to, State and local governments
and other research institutions or their
parties, and entities and their agents
with whom HUD has a contract, service
agreement, grant, or cooperative
agreement, when necessary to
accomplish an agency function, related
to a system of records, for the purposes
of statistical analysis and research in
support of program operations,
management, performance monitoring,
evaluation, risk management, and policy
development, or to otherwise support
the Department’s mission.
C. To contractors, grantees, experts,
consultants and their agents, or others
performing or working under a contract,
service, grant, or cooperative agreement
with HUD or under contract to another
agency when necessary to accomplish
an agency function related to a system
of records. Disclosure requirements are
limited to only those data elements
considered relevant to accomplishing an
agency function. Individuals provided
information under these routine use
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conditions are subject to Privacy Act
requirements and disclosure limitations
imposed on the Department.
D. To appropriate agencies, entities,
and persons when: (1) HUD suspects or
has confirmed that there has been a
breach of the system of records; (2) HUD
has determined that as a result of the
suspected or confirmed breach there is
a risk of harm to individuals, HUD, the
Federal Government, or national
security; and (3) The disclosure made to
such agencies, entities, and persons is
reasonably necessary to assist in
connection with HUD’s efforts to
respond to the suspected or confirmed
breach or to prevent, minimize, or
remedy such harm.
E. To another Federal agency or
Federal entity, when HUD determines
that information from this system of
records is reasonably necessary to assist
the recipient agency or entity in (1)
responding to suspected or confirmed
breach, or (2) preventing, minimizing, or
remedying the risk of harm to
individuals, the recipient agency or
entity (including its information
systems, programs, and operations), the
Federal Government, or national
security, resulting from a suspected or
confirmed breach.
F. To appropriate Federal, State, local,
tribal, or governmental agencies or
multilateral governmental organizations
responsible for investigating or
prosecuting the violations of, or for
enforcing or implementing, a statute,
rule, regulation, order, or license, where
HUD determines that the information
would assist in the enforcement of civil
or criminal laws and when such
records, either alone or in conjunction
with other information, indicate a
violation or potential violation of law.
G. To a court, magistrate,
administrative tribunal, or arbitrator
while presenting evidence, including
disclosures to opposing counsel or
witnesses in the course of civil
discovery, litigation, mediation, or
settlement negotiations; or in
connection with criminal law
proceedings; or in response to a
subpoena or to a prosecution request
when such records to be released are
specifically approved by a court
provided order. Disclosures made
pursuant to this routine use are limited
to when HUD determines that use of
such records is relevant and necessary
to the litigation, provided, however, that
in each case, HUD determines that the
disclosure of the records is a use of the
information contained in the records
that is compatible with the purpose for
which the records were collected.
H. To the Department of Justice when
(a) the agency, or any component
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thereof; or (b) any employee of the
agency in his or her official capacity; or
(c) any employee of the agency in his or
her individual capacity where the
Department of Justice has agreed to
represent the employee; or (d) the
United States, where the agency
determines that litigation is likely to
affect the agency or any of its
components, is a party to litigation or
has an interest in such litigation, and
the use of such records by the
Department of Justice is deemed by the
agency to be relevant and necessary to
the litigation, provided, however, that in
each case, the agency determines that
disclosure of the records to the
Department of Justice is a use of the
information contained in the records
that is compatible with the purpose for
which the records were collected.’’
I. To officials of labor organizations
recognized under the Civil Service
Reform Act when relevant and
necessary to their duties of exclusive
representation concerning personnel
policies, practices, and matters affecting
work conditions.
K. To the Office of Personnel
Management (OPM), the Merit Systems
Protection Board (and its office of the
Special Counsel), the Federal Labor
Relations Authority (and its General
Counsel), or the Equal Employment
Opportunity Commission when
requested in performance of their
authorized duties of exclusive
representation concerning personnel
policies, practices, and matters affecting
work conditions.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Electronic Records are maintained
and stored in a secured network
environment. Paper copies records are
stored and locked in cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Paper and electronic records are
retrieved by the name, case number,
HUD Identification number associated
with the individual.
POLICIES AND PRACTICIES FOR RETENTION AND
DISPOSAL OF RECORDS:
Destroy 3 years after employee
separation from the agency or all
appeals are concluded whichever is
later, but longer retention is authorized
if required for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Electronic Records are maintained
and stored in an electronic encryption
database system. These records can only
be access based off the user’s rights and
privileges to the system. A multifactor
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63415
identification method is required which
consists of the several layers of security
to access the records, such as a valid
common access card, access to HUD’s
network, a valid User ID and password,
and a Personalized Identification
Number (PIN).
RECORD ACCESS PROCEDURES:
Individuals seeking to determine
whether this System of Records contains
information on themselves should
address written inquiries to the
Department of Housing and Urban
Development, Office of the Chief
Human Capital Officer (OCHCO), 451
7th Street SW, Washington, DC 20410–
0001. For verification purposes,
individuals should provide full name,
current address, and telephone number.
In addition, the requester must provide
either a notarized statement or an
unsworn declaration made in
accordance with 28 U.S.C. 1746, in the
following format:
If executed outside the United States:
‘‘I declare (or certify, verify, or state)
under penalty of perjury under the laws
of the United States of America that the
foregoing is true and correct. Executed
on (Date). (Signature).’’
If executed within the United States,
its territories, possessions, or
commonwealths: ‘‘I declare (or certify,
verify, or state) under penalty of perjury
that the foregoing is true and correct.
Executed on (Date). (Signature).’’
CONTESTING RECORD PROCEDURES:
The HUD rule for accessing,
contesting, and appealing agency
determinations by the individual
concerned are published in 24 CFR part
16.
NOTIFICATION PROCEDURES:
Individuals seeking to determine
whether information about themselves
is contained in this system should
address written inquiries to the
Department of Housing and Urban
Development, Office of the Chief
Human Capital Officer (OCHCO), 451
7th Street SW, Washington, DC 20410–
0001. For verification purposes,
individuals should provide full name,
office or organization where currently
assigned, if applicable, and current
address and telephone number. In
addition, the requester must provide
either a notarized statement or an
unsworn declaration made in
accordance with 28 U.S.C. 1746, in the
following format:
If executed outside the United States:
‘‘I declare (or certify, verify, or state)
under penalty of perjury under the laws
of the United States of America that the
foregoing is true and correct. Executed
on (Date). (Signature).’’
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Federal Register / Vol. 86, No. 218 / Tuesday, November 16, 2021 / Notices
If executed within the United States,
its territories, possessions, or
commonwealths: ‘‘I declare (or certify,
verify, or state) under penalty of perjury
that the foregoing is true and correct.
Executed on (Date). (Signature).’’
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
N/A.
Ladonne L. White,
Departmental Privacy Officer.
[FR Doc. 2021–24892 Filed 11–15–21; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF HOUSING AND
URBAN DEVELOPMENT
[Docket No. FR–7040–N–11]
60-Day Notice of Proposed Information
Collection: Public Housing Agency
Executive Compensation Information;
OMB Control No.: 2577–0272
Office of the Assistant
Secretary for Public and Indian
Housing, PIH, HUD.
ACTION: Notice.
AGENCY:
HUD is seeking approval from
the Office of Management and Budget
(OMB) for the information collection
described below. In accordance with the
Paperwork Reduction Act, HUD is
requesting comment from all interested
parties on the proposed collection of
information. The purpose of this notice
is to allow for 60 days of public
comment.
DATES: Comments Due Date: January 18,
2022.
ADDRESSES: Interested persons are
invited to submit comments regarding
this proposal. Comments should refer to
the proposal by name and/or OMB
Control Number and should be sent to:
Colette Pollard, Reports Management
Officer, QDAM, Department of Housing
and Urban Development, 451 7th Street
SW, Room 4176, Washington, DC
20410–5000; telephone 202–402–3400
(this is not a toll-free number) or email
at Colette.Pollard@hud.gov for a copy of
the proposed forms or other available
information. Persons with hearing or
speech impairments may access this
number through TTY by calling the tollfree Federal Relay Service at (800) 877–
8339.
FOR FURTHER INFORMATION CONTACT:
Colette Pollard, Office of Policy,
Programs and Legislative Initiatives,
PIH, Department of Housing and Urban
Development, 451 7th Street SW,
(L’Enfant Plaza, Room 2206),
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SUMMARY:
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Washington, DC 20410; telephone 202–
402–3400, (this is not a toll-free
number). Persons with hearing or
speech impairments may access this
number via TTY by calling the Federal
Relay Service at (800) 877–8339. Copies
of available documents submitted to
OMB may be obtained from Ms. Pollard.
SUPPLEMENTARY INFORMATION: This
notice informs the public that HUD is
seeking approval from OMB for the
information collection described in
Section A.
A. Overview of Information Collection
Title of Proposal: Public Housing
Agency Executive Compensation
Information.
OMB Approval Number: 2577–0272.
Type of Request: Revision of currently
approved collection.
Form Number: HUD–52725.
Description of the need for the
information and proposed use: Pursuant
to a notice issued annually (most
recently PIH Notice 2019–21), HUD
collects information on the
compensation provided by public
housing agencies (PHAs) to its
employees. More specifically, under this
collection PHAs are to report the
compensation paid to the top
management official, the top financial
official, and all employees who are paid
an annual salary over the compensation
cap imposed by Congress in HUD’s
annual appropriations (Level IV of the
Executive Schedule).
This reporting is similar to the
information that non-profit
organizations receiving federal tax
exemptions are required to report to the
IRS annually. Because PHAs receive
significant direct federal funds HUD has
been collecting compensation
information to enhance regulatory
oversight by HUD, as well as by state
and local authorities. HUD provides the
information collected to the public. The
compensation data collected includes
base salary, bonus, and incentive and
other compensation, and the extent to
which these payments are made with
any Section 8 and 9 appropriated funds.
One of the primary purposes of this
amendment to the PHA executive
compensation information collection is
to reduce the reporting burden on ALL
PHAs by moving from an annual
collection to collecting one year of data
once every three years—this will reduce
the reporting burden on PHAs by
66.7%.
While HUD may only collect PHA
compensation data once every three
years, PHAs are still subject to the
annual compensation restrictions
imposed by Congress. Therefore, all
years remain subject to potential review
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by HUD to ensure compliance with the
Annual Appropriations Act.
Respondents: Public Housing
Agencies.
Estimated Number of Respondents:
4,000.
Estimated Number of Responses:
4,000.
Frequency of Response: Triennially
(once every three years).
Average Hours per Response: One
hour.
Total Estimated Burdens: The total
burden hours is estimated to be 4,000
hours triennially. The total burden cost
is estimated to be $128,080.
B. Solicitation of Public Comment
This notice is soliciting comments
from members of the public and affected
parties concerning the collection of
information described in Section A on
the following:
(1) Whether the proposed collection
of information is necessary for the
proper performance of the functions of
the agency, including whether the
information will have practical utility;
(2) The accuracy of the agency’s
estimate of the burden of the proposed
collection of information;
(3) Ways to enhance the quality,
utility, and clarity of the information to
be collected; and
(4) Ways to minimize the burden of
the collection of information on those
who are to respond; including through
the use of appropriate automated
collection techniques or other forms of
information technology, e.g., permitting
electronic submission of responses.
HUD encourages interested parties to
submit comment in response to these
questions.
C. Authority
Section 3507 of the Paperwork
Reduction Act of 1995, 44 U.S.C.
Chapter 35.
Dated: November 5, 2021.
Laura Miller-Pittman,
Chief, Office of Policy, Programs and
Legislative Initiatives.
[FR Doc. 2021–24933 Filed 11–15–21; 8:45 am]
BILLING CODE 4210–67–P
DEPARTMENT OF THE INTERIOR
Fish and Wildlife Service
[Docket No. FWS–HQ–IA–2021–0052;
FXIA16710900000–212–FF09A30000]
Marine Mammals; Issuance of Permits
Fish and Wildlife Service,
Interior.
ACTION: Notice of issuance of permits.
AGENCY:
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Agencies
[Federal Register Volume 86, Number 218 (Tuesday, November 16, 2021)]
[Notices]
[Pages 63413-63416]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-24892]
=======================================================================
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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-7046-N-07]
Privacy Act of 1974; System of Records
AGENCY: Office of Chief Human Capital Officer, HUD.
ACTION: Notice of a new system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Department of the Housing and Urban Development (HUD),
Office of the Chief Human Capital Officer (OCHCO) is issuing a public
notice of its intent to establish a Privacy Act system of records
titled ``HR Case Management Solution,'' HUD/OCHCO 01.
The purpose of this system of records is to allow HUD to collect
and maintain records on individuals requesting or receiving reasonable
accommodations and religious/medical exception requests.
DATES: This notice shall be applicable immediately, which will become
effective December 16, 2021.
Comments will be accepted on or before December 16, 2021. This
proposed action will be effective on the date following the end of the
comment period unless comments are received which result in a contrary
determination.
ADDRESSES: You may submit comments, identified by docket number HUD-
2021-Docket Number not yet identified.
Federal e-Rulemaking Portal: https://www.regulations.gov. Follow the
instructions provided on that site to submit comments electronically.
Fax: 202-619-8365.
Email: [email protected].
Mail: Attention: Privacy Office; LaDonne White, Chief Privacy
Officer; The Executive Secretariat; 451 Seventh Street SW, Room 10139,
Washington, DC 20410-0001.
Instructions: All submissions received must include the agency name
and docket number for this rulemaking. All comments received will be
posted without change to https://
[[Page 63414]]
www.regulations.gov. including any personal information provided.
Docket: For access to the docket to read background documents or
comments received go to https://www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: Ladonne White, Departmental Privacy
Officer, 451 Seventh Street SW, Room 10139, Washington, DC 20410-0001,
telephone number 202-402-3559 (this is not a toll-free number).
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974,
the Department of Housing and Urban Development (HUD) proposes to
establish a new system of records titled, ``HR Case Management
Solution.'' This system of records covers HUD's collection and
maintenance of records on applicants for employment, employees, and
other individuals who participate in HUD programs or activities who
request or receive reasonable accommodations or other appropriate
modifications from HUD for medical and religious reasons.
Title V of the Rehabilitation Act of 1973, as amended, prohibits
discrimination in services and employment based on disability, and
Title VII of the Civil Rights Act of 1974 prohibits discrimination,
including on the basis of religion. These prohibitions on
discrimination require Federal agencies to provide reasonable
accommodations to individuals with disabilities and those with
sincerely held religious beliefs unless doing so would impose an undue
hardship. In some instances, individuals may request modifications to
their workspace, schedule, duties, or other requirements for documented
medical reasons that may not qualify as a disability but may
necessitate an appropriate modification to workplace policies and
practices.
The Office of the Chief Human Capital Officer (OCHCO), processes
requests for reasonable accommodations from employees and applicants
for employment, respectively, who require an accommodation due to a
medical or religious reason; OCHCO also processes requests based on
documented medical reasons that may not qualify as a disability but
that necessitate an appropriate modification to workplace policies and
practices. The request, documentation provided in support of the
request, any evaluation conducted internally, or by a third party under
contract to HUD, the decision regarding whether to grant or deny a
request, and the details and conditions of the reasonable accommodation
and exception requests are all included in this system of records.
SYSTEM NAME AND NUMBER:
Human Resource (HR) Case Management Solution, HUD/OCHCO-01.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
United States Department of Housing and Urban Development
Headquarters location, 451 7th Street SW, Washington, DC 20410-0001.
SYSTEM MANAGER(S):
Director, Human Capital Information System Division (HCISD), Office
of the Chief Human Capital Officer (OCHCO), 451 Seventh Street SW,
Washington, DC 20410-0001.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The collection and maintenance of accommodation records is
authorized by the Rehabilitation Act, 29 U.S.C. 791, and Title VII of
the Civil Rights Act, 42 U.S.C. 2000e, as well as Executive Orders
13164 and 14043, and 29 CFR 1605 and 1614.
PURPOSES OF THE SYSTEM:
The purpose of this system is to allow HUD to collect and maintain
records on individuals (including employees and applicants for
employment) requesting or receiving reasonable accommodations and
religious and medical exception requests. Another purpose of this
system is to monitor, process, track and report the processing of
reasonable accommodation and exception requests while ensuring
compliance with applicable laws and regulations, including
confidentiality requirements protecting information individuals submit
in support of accommodation requests and exception.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current, former HUD employees and applicants for employment who
request or receive reasonable accommodations or exceptions.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, home address, email address(es), home telephone number(s),
work telephone number(s), work address, protected health information,
religion, vehicle license plate, legal documents and records,
evidentiary records, requesters, attorneys or representatives' names,
fax number, office information, employment status, history or
information, employee identification number, education records, case
identifier and HUD ID, medical/religious exception requests, records,
forms, documentation, reasonable accommodations applications,
supporting documentation, and related data fields.
RECORD SOURCE CATEGORIES:
Information is obtained from the individuals or the representatives
who request and/or receive a reasonable accommodation or medical and
religious exceptions from HUD, directly or indirectly from an
individual's medical provider or another medical professional who
evaluates the request, directly or indirectly from an individual's
religious or spiritual advisors or institutions, and HUD personnel who
participate in the receipt, evaluation, review, decision and
implementation of reasonable accommodation and exception requests, such
as hiring officials, human resource officials, supervisors and
managers, reasonable accommodation officials, attorneys, and deciding
officials.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed outside HUD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
A. 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.
B. To contractors, grantees, experts, consultants, Federal
agencies, and non-Federal entities, including, but not limited to,
State and local governments and other research institutions or their
parties, and entities and their agents with whom HUD has a contract,
service agreement, grant, or cooperative agreement, when necessary to
accomplish an agency function, related to a system of records, for the
purposes of statistical analysis and research in support of program
operations, management, performance monitoring, evaluation, risk
management, and policy development, or to otherwise support the
Department's mission.
C. To contractors, grantees, experts, consultants and their agents,
or others performing or working under a contract, service, grant, or
cooperative agreement with HUD or under contract to another agency when
necessary to accomplish an agency function related to a system of
records. Disclosure requirements are limited to only those data
elements considered relevant to accomplishing an agency function.
Individuals provided information under these routine use
[[Page 63415]]
conditions are subject to Privacy Act requirements and disclosure
limitations imposed on the Department.
D. To appropriate agencies, entities, and persons when: (1) HUD
suspects or has confirmed that there has been a breach of the system of
records; (2) HUD has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, HUD, the
Federal Government, or national security; and (3) The disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with HUD's efforts to respond to the suspected or
confirmed breach or to prevent, minimize, or remedy such harm.
E. To another Federal agency or Federal entity, when HUD determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to suspected or
confirmed breach, or (2) preventing, minimizing, or remedying the risk
of harm to individuals, the recipient agency or entity (including its
information systems, programs, and operations), the Federal Government,
or national security, resulting from a suspected or confirmed breach.
F. To appropriate Federal, State, local, tribal, or governmental
agencies or multilateral governmental organizations responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where HUD
determines that the information would assist in the enforcement of
civil or criminal laws and when such records, either alone or in
conjunction with other information, indicate a violation or potential
violation of law.
G. To a court, magistrate, administrative tribunal, or arbitrator
while presenting evidence, including disclosures to opposing counsel or
witnesses in the course of civil discovery, litigation, mediation, or
settlement negotiations; or in connection with criminal law
proceedings; or in response to a subpoena or to a prosecution request
when such records to be released are specifically approved by a court
provided order. Disclosures made pursuant to this routine use are
limited to when HUD determines that use of such records is relevant and
necessary to the litigation, provided, however, that in each case, HUD
determines that the disclosure of the records is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected.
H. To the Department of Justice when (a) the agency, or any
component thereof; or (b) any employee of the agency in his or her
official capacity; or (c) any employee of the agency in his or her
individual capacity where the Department of Justice has agreed to
represent the employee; or (d) the United States, where the agency
determines that litigation is likely to affect the agency or any of its
components, is a party to litigation or has an interest in such
litigation, and the use of such records by the Department of Justice is
deemed by the agency to be relevant and necessary to the litigation,
provided, however, that in each case, the agency determines that
disclosure of the records to the Department of Justice is a use of the
information contained in the records that is compatible with the
purpose for which the records were collected.''
I. To officials of labor organizations recognized under the Civil
Service Reform Act when relevant and necessary to their duties of
exclusive representation concerning personnel policies, practices, and
matters affecting work conditions.
K. To the Office of Personnel Management (OPM), the Merit Systems
Protection Board (and its office of the Special Counsel), the Federal
Labor Relations Authority (and its General Counsel), or the Equal
Employment Opportunity Commission when requested in performance of
their authorized duties of exclusive representation concerning
personnel policies, practices, and matters affecting work conditions.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Electronic Records are maintained and stored in a secured network
environment. Paper copies records are stored and locked in cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Paper and electronic records are retrieved by the name, case
number, HUD Identification number associated with the individual.
POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
Destroy 3 years after employee separation from the agency or all
appeals are concluded whichever is later, but longer retention is
authorized if required for business use.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Electronic Records are maintained and stored in an electronic
encryption database system. These records can only be access based off
the user's rights and privileges to the system. A multifactor
identification method is required which consists of the several layers
of security to access the records, such as a valid common access card,
access to HUD's network, a valid User ID and password, and a
Personalized Identification Number (PIN).
RECORD ACCESS PROCEDURES:
Individuals seeking to determine whether this System of Records
contains information on themselves should address written inquiries to
the Department of Housing and Urban Development, Office of the Chief
Human Capital Officer (OCHCO), 451 7th Street SW, Washington, DC 20410-
0001. For verification purposes, individuals should provide full name,
current address, and telephone number. In addition, the requester must
provide either a notarized statement or an unsworn declaration made in
accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(Date). (Signature).''
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(Date). (Signature).''
CONTESTING RECORD PROCEDURES:
The HUD rule for accessing, contesting, and appealing agency
determinations by the individual concerned are published in 24 CFR part
16.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Department of Housing and Urban Development, Office of the Chief
Human Capital Officer (OCHCO), 451 7th Street SW, Washington, DC 20410-
0001. For verification purposes, individuals should provide full name,
office or organization where currently assigned, if applicable, and
current address and telephone number. In addition, the requester must
provide either a notarized statement or an unsworn declaration made in
accordance with 28 U.S.C. 1746, in the following format:
If executed outside the United States: ``I declare (or certify,
verify, or state) under penalty of perjury under the laws of the United
States of America that the foregoing is true and correct. Executed on
(Date). (Signature).''
[[Page 63416]]
If executed within the United States, its territories, possessions,
or commonwealths: ``I declare (or certify, verify, or state) under
penalty of perjury that the foregoing is true and correct. Executed on
(Date). (Signature).''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
N/A.
Ladonne L. White,
Departmental Privacy Officer.
[FR Doc. 2021-24892 Filed 11-15-21; 8:45 am]
BILLING CODE 4210-67-P