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Office of the Solicitor

Privacy Act Systems - DOL/ETA-8

SYSTEM NAME:

    Job Corps Student Pay, Allotment and Management Information System (SPAMIS)

SECURITY CLASSIFICATION:

    Unclassified.

SYSTEM LOCATION:

    Job Corps Data Center (JCDC), Building 5159, 205 6-th Street, San Marcos, Texas 78666 (and Job Corps Centers).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Job Corps students and Job Corps terminees.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Personal information about the student: Pre-enrollment status, number of months enrolled in school, home address, family status and income; characteristics, such as age, race/ethnic group, sex; summarization of basic education and vocational training received in Job Corps; and initial Placement status (entry into employment, school, military service, or other status) after separation from the Program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    Subtitle C of Title I of the Workforce Investment Act of 1998, 29 U.S.C. 2882 et seq.

PURPOSE(S):

    These records are maintained to pay students and track student academic and vocational outcomes and achievements. This information is used for reporting center/contractor performance that includes enrollment information, performance outcomes while enrolled and placement information after separation.

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

    These records and information in these records may be used when relevant, necessary and appropriate:

  1. To disclose photographs and student identities to the news media for the purpose of promoting the merits of the program.

  2. To disclose information of a student's academic and vocational achievement and general biographical information, to placement and welfare agencies, respective employers, school or training institutions to assist in the employment of a student.

    Categories of users:

  1. Job Corps Center staff and operators/contractors;

  2. Outreach, Admissions and Placement staff and contractors;

  3. Support Contractors;

  4. Federal staff at the regional and national levels; and

    Note: Selective Service System to ensure that males over 18 years of age are registered.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

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

STORAGE:

    Magnetic disk and magnetic tape.

RETRIEVABILITY:

    Social Security Number or name and center enrolled.

SAFEGUARDS:

    Access to files is limited to designated data processing staff (programmers/analysts) and is restricted by User ID and Passwords. Tape backups to these files are temporarily stored in a physically secure vault in a secure building. Later these backup tape files are transferred to a physically secure off site climate controlled records storage area.

RETENTION AND DISPOSAL:

    During enrollment, the official record of Job Corps students is maintained in the student record section of the center of enrollment. The official record copy of these documents is filed in the Terminated Students Record folders, which are maintained at the Job Corps Center where a student was enrolled for at least three (3) but no more than four (4) years after termination. After this, the records are retired to the Regional Federal Records Center where they are kept 75 years.

SYSTEM MANAGER(S) AND ADDRESS:

    Director, Office of Job Corps U.S. Department of Labor, Employment and Training Administration, 200 Constitution Avenue, NW, Washington, DC 20210.

NOTIFICATION PROCEDURE:

    Letter to System Manager in accordance with 29 CFR Part 71, giving the following information about the Job Corps student or terminee: Full Name, Social Security Number (if available), Job Corps center at which enrolled (if available), dates of enrollment and separation, if known.

RECORD ACCESS PROCEDURES:

    Individuals can request access to any record pertaining to himself/herself by mailing a request to the System Manager listed above under "Notification Procedure."

CONTESTING RECORD PROCEDURES:

    Individuals desiring to contest or amend information maintained in this system should direct their written request to the System Manager listed in "Notification Procedure" above. The request to amend should state clearly and concisely what information is being contested, the reasons for contesting, and the proposed amendment to the information sought. Documentation should be provided supporting any requests for amending records.

RECORD SOURCE CATEGORIES:

    Job Corps students, Outreach, Admissions and Placement Contractors; Support Contractors, and Job Corps Centers.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.