Privacy Act of 1974; System of Records, 65866-65870 [2024-17951]

Agencies

• Corporation for National and Community Service

[Federal Register Volume 89, Number 156 (Tuesday, August 13, 2024)]
[Notices]
[Pages 65866-65870]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-17951]


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CORPORATION FOR NATIONAL AND COMMUNITY SERVICE


Privacy Act of 1974; System of Records

AGENCY: Corporation for National and Community Service.

ACTION: Notice of modified systems of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended, the 
Office of the Chief Program Officer of the Corporation for National and 
Community Service (operating as AmeriCorps) is issuing a public notice 
of its intent to modify a system of records, ``CNCS-04-CPO-MMF-Member 
Management Files System,'' which will be renamed ``CNCS-04-CPO-MPMF 
Members Program Management Files System of Records''. The Office of the 
Chief Program Officer maintains CNCS-04-CPO-MMF-Member Management Files 
System, which contains information of individuals who apply to become 
an AmeriCorps service member (Applicants) and those who are or have 
been an active AmeriCorps service member (Members). The revisions 
update the system name, the purpose of the system, categories of 
records, categories of individuals, system managers, system location, 
and the routine uses of the system to reflect and meet new program 
management needs

[[Page 65867]]

to promote and support Members and volunteer service and track the 
career pathway development of AmeriCorps Members, volunteers, and 
alumni.

DATES: Any comments must be received on or before September 12, 2024. 
Unless comments are received that would require a revision, this 
modified system of records will become effective on September 12, 2024.

ADDRESSES: You may submit comments identified by system name and number 
by any of the following methods:
    1. Electronically through regulations.gov. Once you access 
regulations.gov, find the web page for this SORN by searching for 
AmeriCorps-04-CPO-MPMF-Member Management Files System.
    2. By email at [email protected].
    3. By mail: AmeriCorps, Attn: Bilal Razzaq, Chief Privacy Officer, 
OIT, 250 E Street SW, Washington, DC 20525.
    4. By hand delivery or courier to AmeriCorps at the address for 
mail between 9:00 a.m. and 4:00 p.m. Eastern Standard Time, Monday 
through Friday, except for federal holidays.
    Please note that all submissions received may be posted without 
change to regulations.gov, including any personal information. 
Commenters should be careful to include in their comments only 
information that they wish to make publicly available.

FOR FURTHER INFORMATION CONTACT: If you have general questions about 
the system of records, please contact ZhuoHong Liu at 
[email protected], by phone at 202-938-7868, or mail them to the 
address in the ADDRESSES section above. Please include the system of 
records' name and number.

SUPPLEMENTARY INFORMATION: AmeriCorps proposes to amend the existing 
system of records, CNCS-04-CPO-MMF-Member Management Files System, 
which was last published in the Federal Register at 85 FR 3896 (January 
23, 2020).
    The proposed revisions:
     Rename the system of records as CNCS-04-CPO-MPMF Members 
Program Management Files System of Records.
     Add new Routine Uses 35, 36, and 37 to meet the 
programmatic needs of AmeriCorps.
     Add tracking and supporting of the post-service career 
pathway development of AmeriCorps alumni as a purpose of the system.
     Add categories of the records to include information on 
AmeriCorps alumni post-service career pathways.
     Add categories of individuals to include alumni who have 
chosen to continuously participate in AmeriCorps' collaborative 
programs with other Federal, State, local agencies or Tribes.
     Add the Chief Data Officer of AmeriCorps as one of the 
system managers.
     Update the system locations to include the Office of Chief 
Data Officer.
    In accordance with 5 U.S.C. 552a(r), AmeriCorps has provided a 
report of this system of records to the Office of Management and Budget 
and to Congress.

SYSTEM NAME AND NUMBER:
    CNCS-04-CPO-MPMF-Member Program Management Files System of Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    This system of records is maintained by the Office of the Chief 
Data Officer and the Office of the Chief Program Officer. Located at 
AmeriCorps, 250 E Street SW, Washington, DC 20525.

SYSTEM MANAGER(S):
    Chief Program Officer, Chief Program Officer Immediate Office; 
Chief Data Officer. AmeriCorps, 250 E Street SW, Washington, DC 20525.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    42 U.S.C. chapter 129--National and Community Service, 42 U.S.C. 
chapter 66--Domestic Volunteer Services, and Executive Order 9397, as 
amended.

PURPOSE(S) OF THE SYSTEM:
    AmeriCorps uses the system to select, place, manage, oversee, and 
support individuals who apply to become an AmeriCorps service member 
(Applicants), and those who are or have been an active AmeriCorps 
service member (Members). AmeriCorps also uses the system to track and 
support the post-service career pathway development of AmeriCorps 
alumni who continuously show interest or/and actively participate in 
AmeriCorps' collaborative programs with other Federal, State, or local 
agencies or Tribes.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    The system contains records about individuals who apply to become 
an AmeriCorps service member, individuals who are or have been an 
active AmeriCorps service member, individuals from the public asked to 
provide a reference for those individuals (References), and AmeriCorps 
alumni.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The categories cover records about Applicants, Members, alumni, and 
their references. It may contain personal identifiers including name, 
email addresses, physical addresses, phone numbers, Social Security 
Number, demographic information (including race, ethnicity, and any 
disabilities), birth date and location, username and password, National 
Service Participation Identification number (NSPID), marital status, 
fingerprints, citizenship status, government-provided identification 
documents, and information about post-service positions, including 
their relation to completed AmeriCorps' service and points of service 
times.
    It may contain information about each Applicant's, Member's, and 
alumnus's:
     Application to become a member (e.g., reason for applying, 
educational history, employment history, military history, prior 
community service activities, criminal history, medical history, 
skills, certifications, voter registration status);
     Relatives who served in AmeriCorps and the military;
     AmeriCorps service history and experience (e.g., 
descriptions of activities, performance reviews, disciplinary concerns, 
accidents and other health concerns related to service, special 
accommodations, living arrangements, leave requests, service-related 
travel and trainings);
     Benefits (e.g., health benefits, childcare benefits, 
Education Awards, stipends, loan forbearance);
     Oath of office, plus other certifications and consents;
     Living allowances, reimbursements, and banking 
information;
     Emergency contacts and beneficiaries;
     Automobile and driving history (including insurance 
coverage and any accidents);
     Post-service plans and interest in alumni activities; and
     Information about post-service career pathway development.
    It may also contain communications with and about each Applicant, 
Member, and alumnus.
    The system may also contain each references' name, email, title, 
employer, address, phone number, relationship to the Applicant or 
Member, and assessment of the Applicant or Member.

RECORD SOURCE CATEGORIES:
    The sources of records in the system may include, but are not 
limited to, Applicants, Members, alumni, references (including those 
selected by an Applicant or Member, parole officers,

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prior workplace supervisors), institutions that may receive an 
Education Award, organizations that request and receive Members 
(project sponsors), AmeriCorps employees and contractors, other 
AmeriCorps systems, the Social Security Administration (SSA), 
Department of Justice (DOJ) criminal history databases, Congresspersons 
and their staff, members of the public, and other Federal, State, local 
agencies or Tribes who have collaborative programs with AmeriCorps.

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 of 1974, as amended, all or a portion of the 
records or information contained in the system may be disclosed to 
authorized entities, as is determined to be relevant and necessary, as 
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
    1. To the SSA to confirm an Applicant's or Member's citizenship 
status.
    2. To the DOJ to obtain an Applicant's or Member's criminal history 
information.
    3. To Project Sponsors to recruit, select, place, manage, oversee, 
and support Members.
    4. To a Member's emergency contacts and beneficiaries if that 
Member experiences an emergency or death.
    5. To the Department of the Treasury to pay living allowances, 
reimbursements, and Education Awards.
    6. If a Member asks to send all or part of their Education Award to 
an institution, AmeriCorps may disclose information from the system to 
confirm and coordinate the Member's request.
    7. All records about FEMA Corps Members may be shared with the 
Federal Emergency Management Agency to operate FEMA Corps and manage 
those Members.
    8. To other Members for alumni-related activities when the Member 
gives permission.
    9. To the Office of the President, a Member of Congress, or their 
personnel in response to a request made on behalf of, and at the 
request of, the individual who is the subject of the record. These 
advocates will receive the same records that individuals would have 
received if they filed their own request.
    10. To any component of the Department of Justice for the purpose 
of representing AmeriCorps or its components, officers, employees, or 
members in pending or potential litigation to which the record is 
pertinent.
    11. In an appropriate proceeding before a court, judicial, 
administrative, or adjudicative body, or official, when AmeriCorps or 
another agency representing AmeriCorps determines the records are 
relevant and necessary to the proceeding, or in an appropriate 
proceeding before an administrative or adjudicative body when the 
adjudicator determines the records to be relevant to the proceeding.
    12. To a Federal or State agency, judicial, administrative, or 
adjudicative body, another party, or their representative to a legal 
matter, or witness when (a) the Federal Government is a party or 
potential party to a judicial, administrative, or adjudicative 
proceeding and (b) the record is both necessary and relevant or 
potentially relevant to that proceeding.
    13. To prospective claimants and their attorneys to negotiate a 
settlement of an actual or prospective claim against AmeriCorps or its 
current or former employees, in advance of the initiation of a formal 
legal proceeding.
    14. To an arbiter, mediator, or another individual authorized to 
investigate or settle a grievance, complaint, or appeal filed by an 
individual who is the subject of, or party to, the record.
    15. To any agency, entity, or individual when necessary to acquire 
information relevant to an investigation.
    16. To an appropriate Federal, State, local, Tribal, international, 
or foreign law enforcement agency or other appropriate authority 
charged with investigating or prosecuting a violation or enforcing or 
implementing a statute, rule, regulation, or order, when a record, 
either on its face or in conjunction with other information, indicates 
a violation or potential violation of civil or criminal law or 
regulatory violations.
    17. To a former AmeriCorps employee for the purpose of responding 
to an official inquiry by a Federal, State, local, territorial, or 
tribal entity or professional licensing authority, for the purpose of 
facilitating communications with a former employee that may be 
necessary for personnel-related or other official purposes where 
AmeriCorps requires information and/or consultation assistance from the 
former employee regarding a matter within that person's former area of 
responsibility.
    18. To unions recognized as exclusive bargaining representatives 
under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114, the 
Merit Systems Protection Board, arbitrators, the Federal Labor 
Relations Authority, and other parties responsible for the 
administration of the Federal labor-management program for the purpose 
of processing any corrective actions, or grievances, or conducting 
administrative hearings or appeals.
    19. To the Merit Systems Protection Board and the Office of the 
Special Counsel for the purpose of litigation, including administrative 
proceedings, appeals, special studies of the civil service and other 
merit systems; review of Office of Personnel Management (OPM) or 
component rules and regulations; investigation of alleged or possible 
prohibited personnel practices, including administrative proceedings 
involving any individual subject of an AmeriCorps investigation.
    20. To OPM for the purpose of addressing civilian pay and leave, 
benefits, retirement deduction, and any other information necessary for 
the OPM to carry out its legally authorized government-wide personnel 
management functions and studies.
    21. To appropriate agencies, entities, and persons when:
    a. AmeriCorps suspects or has confirmed that there has been a 
breach of the system of records;
    b. AmeriCorps has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, AmeriCorps 
(including its information systems, programs, and operations), the 
Federal Government, or national security; and
    c. The disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with AmeriCorps' efforts 
to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    22. To another Federal agency or Federal entity, when AmeriCorps 
determines that information from the system of records is reasonably 
necessary to assist the recipient agency or entity in:
    a. Responding to a suspected or confirmed breach or
    b. 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.
    23. To the National Archives and Records Administration (NARA) as 
needed to assist AmeriCorps with records management, conduct 
inspections of AmeriCorps' records management practices, and carry out 
other activities required by 44 U.S.C. 2904 and 2906.
    24. To NARA's Office of Government Information Services so that it 
may

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review agency compliance with the Freedom of Information Act of 1967, 
as amended (FOIA), provide mediation services to resolve FOIA disputes, 
and identify policies and procedures for improving FOIA compliance, and 
to the extent necessary to fulfill its responsibilities as required by 
5 U.S.C. 552(h)(2)(A-B) and (3).
    25. To respond to a FOIA request per the processes established in 
45 CFR part 2507 or a Privacy Act request per the requirements in 45 
CFR part 2508.
    26. To a Federal agency in connection with hiring or retaining an 
employee, vetting an applicant, member, or employee in response to the 
issuance of a security clearance, conducting a background check for 
suitability or security investigation of an individual, classifying 
jobs, the letting of a contract, or the issuance of a license, 
contract, grant, or other benefit by the requesting agency, and to the 
extent that the information is relevant and necessary to the requesting 
agency's decision on the matter.
    27. To agency contractors, grantees, project sponsors, interns, and 
other authorized individuals engaged to assist the agency in the 
performance of a project, contract, service, grant, cooperative 
agreement, or other activity when it requires access to the records to 
accomplish an agency function, task, or assignment. Individuals 
provided information under this routine use are subject to the same 
Privacy Act requirements and limitations on disclosure as are 
applicable to AmeriCorps employees.
    28. To the Equal Employment Opportunity Commission when requested 
in connection with investigations into alleged or possible 
discrimination practices in the Federal sector, compliance by Federal 
agencies with the Uniform Guidelines on Employee Selection Procedures, 
or other functions vested in the Commission and to otherwise ensure 
compliance with the provisions of 5 U.S.C. 7201.
    29. To an agency or organization to audit or oversee AmeriCorps' or 
a vendor's operations as authorized by law, but only such information 
as is necessary and relevant to such audit or oversight function.
    30. To any official or designee charged with the responsibility to 
conduct qualitative assessments at a designated statistical agency and 
other well established and trusted public or private research 
organizations, academic institutions, or agencies for an evaluation, 
study, research, or other analytical or statistical purpose.
    31. To a contractor, grantee, or other recipient of Federal funds 
when the record to be released reflects serious inadequacies with the 
recipient's personnel, and disclosure of the record permits the 
recipient to effect corrective action in the Federal Government's best 
interests.
    32. To a contractor, grantee, or other recipient of Federal funds 
indebted to the Federal Government through its receipt of Federal funds 
if release of the record would allow the debtor to collect from a third 
party.
    33. To consumer reporting agencies (as defined in the Fair Credit 
Reporting Act, or the Federal Claims Collection Act of 1966, 31 U.S.C. 
3701(a)(3)), the U.S. Department of the Treasury, other Federal 
agencies maintaining debt servicing centers, and private collection 
contractors to collect a debt owed to the Federal Government as 
provided in regulations promulgated by AmeriCorps.
    34. To the news media and the public, with the approval of the 
Chief Privacy Officer in consultation with counsel, when there exists a 
legitimate public interest in the disclosure of the information, when 
disclosure is necessary to preserve confidence in the integrity of 
AmeriCorps, or when disclosure is necessary to demonstrate the 
accountability of AmeriCorps officers, employees, or individuals 
covered by the system, except to the extent the Chief Privacy Officer 
determines that release of the specific information in the context of a 
particular case would constitute a clearly unwarranted invasion of 
personal privacy.
    35. To Federal, State, local agencies, or tribal entities that have 
collaborative relations with AmeriCorps for program development and 
recruitment.
    36. To an entity that AmeriCorps members, volunteers, or alumni 
consent to share service information with for post-service career 
pathway development, tracking, study, or reference.
    37. To a third party with valid authorization from an AmeriCorps 
member to share information regarding the duration and description of 
the authorized benefits that a member receives from AmeriCorps.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    AmeriCorps stores paper records in locked rooms, file cabinets, and 
desks. Electronic records and backups are stored on secure servers and 
encrypted media to include computers and network drives.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records in the system may be retrieved by any of the personal 
identifiers listed or described in CATEGORIES OF RECORDS IN THE SYSTEM.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    All records in the system will be retained until their retention 
and disposal schedule is approved by NARA, then retained and disposed 
according to the applicable schedule.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    AmeriCorps safeguards records in this system according to 
applicable laws, rules, and policies, including all applicable 
AmeriCorps automated systems security and access policies. AmeriCorps 
has strict controls in place to minimize the risk of compromising the 
information that is being stored. Access to the computer system 
containing the records in this system is limited to those individuals 
who have a need to know the information for the performance of their 
official duties and who have appropriate clearances or permissions.

RECORD ACCESS PROCEDURES:
    In accordance with 45 CFR part 2508--Implementation of the Privacy 
Act of 1974, as amended, individuals wishing to access their own 
records stored within the system of records may contact the FOIA 
Officer/Privacy Act Officer by sending (1) an email to 
[email protected] or (2) a letter addressed to the System Manager, 
Attention: Privacy Inquiry. Individuals who make a request must include 
enough identifying information to locate their records and reasonably 
confirm their identity, as required by 45 CFR part 2508, and indicate 
that they want to access their records.

CONTESTING RECORD PROCEDURES:
    All requests to contest or amend information maintained in the 
system will be directed to the FOIA Officer/Privacy Act Officer. 
Individuals who make a request must include enough identifying 
information to locate their records, in the manner described above in 
the Record Access Procedures section. Requests should state clearly and 
concisely what information is being contested, the reasons for 
contesting it, and the proposed amendment to the information.

NOTIFICATION PROCEDURES:
    Any individual desiring to contest or amend information not subject 
to

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exemption may contact the FOIA Officer/Privacy Act Officer via the 
contact information in the Record Access Procedures section. 
Individuals who make a request must include enough identifying 
information to locate their records, indicate that they want to be 
notified whether their records are included in the system, and confirm 
their identity as required by 45 CFR part 2508.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    CNCS-04-CPO-MMF-Member Management Files System issued 85 FR 3896 
(January 23, 2020).

Prabhjot Bajwa,
Senior Agency Official for Privacy and Chief Information Officer.
[FR Doc. 2024-17951 Filed 8-12-24; 8:45 am]
BILLING CODE 6050-28-P