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Job Corps Student Records.
:
None.
Screening contractors; Job Corps centers and operators (which includes
contract and agency centers); Job Corps National Office; Job Corps Regional
Offices; Federal Records Centers.
Job Corps applicants, students, and terminees.
Records contain information kept on the students, such as separate
running accounts of the students' general biographical data; educational
training, vocational training; counseling; recreational activities; dormitory
logs; health (dental, medical, mental health, and drug testing records);
administrative records covering data pertaining to enrollment allowances and
allotments; leave records; Student Profile (ETA-640); and Center Standards
Officer's disciplinary records.
Subtitle C of Title I of the Workforce Investment Act of 1998, 29
U.S.C. 2881 et seq.
These records are maintained to ensure that all appropriate documents
of the student's stay in Job Corps (covering application to placement and/or
termination) are retained and are available to those officials who have a
legitimate need for the information in performing their duties and to serve the
interests and needs of the students in accordance with 29 U.S.C. 2881 et
seq.
These records and information in these records may be used when
relevant, necessary, and appropriate:
(1) To disclose photographs and student identities, with appropriate
consent, to the news media, for the purpose of promoting the merits of the
program.
(2) To disclose information, giving the summary of a student's academic
and vocational achievement and general biographical information, to placement
and welfare agencies, prospective employers, school or training institutions to
assist in the employment of a student.
(3) To disclose information to State and Federal law enforcement
agencies or other government investigators to assist them in locating a student
and/or his or her family.
(4) To disclose information to appropriate Federal, State, and local
agencies which have law enforcement jurisdiction over students (which includes
probation or parole officers); and/or the property on which the center is
located.
(5) To disclose all or any information to parents/guardians regarding
students under the age of 18 for performance of parental rights and
responsibilities.
(6) To disclose information to Job Corps health consultants; Job Corps
Center Review Board members (in appropriate disciplinary cases); State, county,
and local health services personnel; family planning agencies; and physicians
(public or private) to whom a student is referred for diagnosis or to receive
treatment to assure continuance of proper health care, or notification and
contact tracking for communicable disease control.
(7) To disclose to state and local health departments all cases of
infection or disease that are required to be reported to them in accordance
with state and local laws. This disclosure shall be made by the Center
Director.
Center physicians shall deal with
all cases of communicable diseases in accordance with Job Corps directives
based on current recommendations of the Center for Disease Control of the
Department of Health and Human Services.
(8) To disclose information to State and local health departments
regarding infected persons who are unwilling to notify their contacts at the
center for the purpose of enabling the counseling of contacts.
(9) To disclose information to medical laboratories necessary in
identifying specimens for the purpose of testing.
(10) To disclose information to social service agencies in cases of a
student's termination in order to provide services such as Medicaid, housing,
finance, and placement.
(11) To disclose information to the Army Finance Center, Fort Benjamin
Harrison, Indiana, to pay student allowances and maintain and dispose of their
pay records.
(12) To disclose information to Federal, State, and local agencies and
to community-based organizations for the operation of experimental, research,
demonstration, and pilot projects authorized under sections 156, 171, or 172 of
the Workforce Investment Act of 1998, 29 U.S.C. 2856, 2916, or 2917, except
that in the case of a research project, the researcher shall guarantee to
protect the anonymity of all staff and students involved in any presentation of
the results of such study.
(13) To disclose information to contractors and agencies that operate
centers or have Outreach Admissions and Placement (OA&P) issues which
demonstrate a legitimate need for the information to enable them to properly
administer their responsibilities in the Job Corps program.
(14) To disclose to the Selective Service system names, social security
number, date of birth, and address of students, to insure registration
compliance for eligible applicants applying for Job Corps training
benefits.
None.
Students' files are maintained in locked file cabinets; files are
maintained on magnetic tapes, computer data base, and discs; printouts from
army terminals which include payroll statistical reports.
Records are retrieved by name, social security number, and date of
student entry.
Records are maintained in file folders during center use; health
records are placed in sealed envelopes after termination; on magnetic tapes,
computer data base, or discs; and are stored in locked filing cabinets with
access to those whose official duties require access.
Job Corps centers will maintain records of terminated students for a
period of 3 years unless custodianship is extended or terminated, for
administrative reasons, by the regional office. Counseling records are retained
on the Job Corps center for 6 months after student's termination, after which
they are destroyed. After termination, a summary or copy of the counseling
record is placed in the health record.
After 3 years, centers will retire the records to the appropriate
Federal Records center. Students' records are subject to destruction 75 years
from the birth date of the youngest student's record contained in a GSA records
retirement box, with the disposal authority being NC 369-76-2, item 59. [Note:
Centers will send a copy of the SF 135-135 A (transmittal and receipt form) to
the appropriate Job Corps regional office, after they have received the
accession number from the appropriate Federal Records Center. In the event of a
student's death, the student's entire personnel record shall be sent to the
U.S. Department of Labor Job Corps National Health Office within 10 days of
date of student's death.
Director, Office of Job Corps, U.S. DOL/ETA, Frances Perkins Building,
200 Constitution Avenue, NW, Washington, DC 20210.
Requests for access of terminated student's records are to be directed
to the appropriate U.S. DOL Regional Job Corps Office, or to the System Manager
at the above address. Requests for current records can be directed to the
appropriate center director or screening contractor.
A request for access to a record from this system shall be made in
writing to the System Manager or appropriate center director, Regional Job
Corps Director, or screening contractor, in accordance with rules and
regulations of the Privacy Act of 1974, as amended, with the envelope and the
letter clearly marked "Privacy Act Request", and the record sufficiently
described in the letter for identification.
Individuals desiring to contest or amend information maintained in this
system should direct their request to the System Manager listed above, or
appropriate center director, Regional Job Corps Director, or screening
contractor, stating clearly and concisely what information is contested, the
reasons for contesting the information, and the proposed amendment to the
information sought. Details required for records identification are: (a) Full
Name(s) (i.e., name during enrollment); (b) Center(s) where enrolled; and (d)
Date enrolled.
Outreach/screening and placement contractors; Job Corps centers; Job
Corps students; employment services; parole officers; State and local law
enforcement agencies.
None.
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