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Privacy Act Systems - DOL/ETA-28

SYSTEM NAME:

    Senior Community Service Employment Program Information Files.

SECURITY CLASSIFICATION:

    None.

SYSTEM LOCATION:

    U.S. Department of Labor, Employment and Training Administration, Frances Perkins Building, 200 Constitution Avenue, N.W., Washington, D.C. 20210.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Participants in the Senior Community Service Employment Program (SCSEP) funded under the Older Americans Act Amendments of 2006 (OAA Amendments), Public Law 109-365.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Records in the system include personal characteristics of each SCSEP participant; the description of training, community service assignments, and unsubsidized employment placements the participants received; wages and supportive services received; and program outcome and participant follow-up information obtained after completion of the program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    OAA Amendments, Pub. L. 109-365, ß 513(a).

PURPOSE(S):

    To maintain a management information system designed to facilitate the uniform compilation and analysis of program data necessary for reporting, monitoring and evaluation purposes. The system will:
   a. Generate statistical reports that will present detailed information on the aggregate characteristics of program participants, program activities, and outcomes. These data will be reported at the national and State grantee levels and will allow the Department to respond to a variety of requests for specific information regarding the scope of services; the types of community service activities; and the nature and duration of employment that SCSEP grantees are providing to their participants. Further, these reports will present detailed survey information on the aggregate customer satisfaction of program participants, participating host agencies, and employers of participants.
   b. Provide information that will enable the Department to monitor the program at the national or grantee levels; to report to Congress on program outcomes; and to provide feedback to State and National grantees on their progress in implementing their grants.
   c. Provide a suitable national database to enable the Department to provide technical guidance to SCSEP grantees to enable them to meet their negotiated performance measures.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    In addition to those universal routine uses contained in the General Prefatory Statement to this document, disclosure of personnel, procurement, or benefit-related information to contractors and agencies to enable them to provide administrative functions for the program, including the maintenance of participant pay records. Disclosure of information to researchers of those records which are relevant and necessary to evaluate the effectiveness of the overall program and its various training components in serving different subgroups of the eligible population. Disclosure of information to Federal, State, and local agencies and community-based organizations to facilitate statistical research, audit, and evaluation activities necessary to insure the success, integrity, and improvement of the SCSEP and other employment and training programs. Disclosure of information to placement and welfare agencies, prospective employers, school, or training institutions to assist in participant employment. Disclosure of statistical information to the news media, public interest groups, or members of the general public for the purpose of promoting the merits of the SCSEP.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    Not applicable.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING , RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

    Files are stored electronically and/or on paper.

RETRIEVABILITY:

    Records may be retrieved by any data element.

SAFEGUARDS:

    Access by authorized personnel only. Computer security safeguards are used for electronically stored data and locked locations for paper files. Public access files and files used for analysis outside the database managerís computer system will be purged of participant identifiers. Published tables will be sufficiently aggregated to prevent identification of any individual.

RETENTION AND DISPOSAL:

    Data files will be retained for two years after the files are no longer active. After two years the files will be transferred to the Federal Records Center, where they are destroyed after three years.

SYSTEM MANAGER(S) AND ADDRESS:

    Chief, Division of Adult Services, Employment and Training Administration, 200 Constitution Avenue, N.W., Washington, D.C. 20210.

NOTIFICATION PROCEDURE:

    Address inquiries to the Chief, Division of Adult Services, Employment and Training Administration, 200 Constitution Avenue, N.W., Washington, D.C. 20210.

RECORD ACCESS PROCEDURES:

    Individuals wishing access to information contained in this system should contact the office indicated in the notification procedure above. Individuals requesting access to files must comply with the Departmentís Privacy Act regulations on verification of identity and access to records.

CONTESTING RECORD PROCEDURES:

    Individuals wishing to request amendments to records should contact the office indicated in the notification procedures section.

RECORD SOURCE CATEGORIES:

    Individual participants; SCSEP grantees.

SYSTEMS EXEMPT FROM CERTAIN PROVISIONS OF THE ACT:

    None.