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Kids Club

I. Data in the System

  1. Generally describe what information will be collected in the system.

    In order to create a mailing list for a pilot kids club to be promoted on epa.gov/kids; name, address, grade and e-mail address will be collected from kids up to fourth grade. Parental/guardian consent to be part of the club will be collected along with tracking how many environmental projects are completed by members. The system will also include information about projects completed by members. A copy of the privacy act statement will be mailed to each parent/guardian.

  2. What are the sources and types of the information in the system?

    Kids will submit a membership form electronically through www.epa.gov/kids. Upon receipt of the electronic membership form, EPA staff will mail the parent/guardian a consent form allowing their kid to be in the club. The form will include whether or not the child's name and age can be posted on the web. Parents/guardians will sign the consent form and send it back. A fact sheet containing information on the kids club and what types of information collected from club members will mailed.

  3. How will the data be used by the Agency?

    Data will be used to run the kids club which promotes environmental stewardship. All data will be secured on a Region 5 database with restricted access.

  4. Why is the information being collected? (Purpose)

    Data will be used to send out certificates, membership cards and stickers for the kids who join the club. Kids/members will also have the option to get on-line public recognition only if written parental/guardian consent is on file.

II. Access to the Data

  1. Who will have access to the data in the system? (inside and outside parties)

    Database will be kept in a protected folder on the Region 5 network. Access will be limited to 5 EPA staff in R5 Office of Public Affairs. The database will not be accessible by the public or outside parties.

  2. What controls are in place to prevent the misuse of data by those having access?

    Staff will be briefed on appropriate use of the data as well as applicable privacy and security issues. The creation of reports using the data will be restricted.

  3. Do other systems share data or have access to data in this system? If yes, explain.

    No.

  4. Who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)

    R5 webmaster. Before posting information on website, Office of Public Affairs staff will check to make sure parent/guardian consent is on file.

  5. Will other agencies, state or local governments share data or have access to data in this system? (Includes any entity external to EPA.)

    No.

  6. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)

    Membership will be voluntary and requires parental/guardian consent. After kids sign up a packet will be sent. Members can decline to have their projects listed on the website when signing up. Information will be posted at www.epa.gov/kids on how to discontinue their membership. Members can discontinue their membership at any time. Once members submit a project after verification, they will be sent a sticker in recognition of their achievements and the parent signature record will be checked to see if the child's first name and age can be posted on the web with a summary of their project. If no contact is made from kids club member for 6 months to EPA, R5 will contact them to verify that they would still like to be part of the club.

  7. How will the information be secured?

    Information will be stored in a protected directory on the network. Any paper documents will be shredded after entry into the database.

III. Attributes of the Data

  1. Is the use of the data both relevant and necessary to the purpose for which the system is being designed?

    Yes. The purpose of the system is to record members of a 'club', in order to maintain membership benefits to the club, data needs to be recorded in a database.

  2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use?

    N/A

  3. If processes are being consolidated, are the proper controls remaining in place to protect the data and prevent unauthorized access? Explain.

    N/A

  4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain.

    Yes, data can be retrieved by personal identifier. Data will be retrieved by first name, last name, age, EPA Region, date membership began, city and state. All retrievable data will be on a secure site where access will be restricted.

  5. What achievements of goals for machine readability have been incorporated into this system? Where is the policy stated? (Machine readable technology enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.)

    The privacy policy will be listed on the kids site (www.epa.gov/kids)

IV. Maintenance of Administrative Controls

  1. What are the retention periods of data in this system? (You may check with the record liaison officer (RLO) for your AA-ship, Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Act Officer, to determine if there is a retention schedule for the subject data.)

    Proposed retention is one year after last contact with the club. A record schedule is currently under development.

  2. What are the procedures for eliminating the data at the end of the retention period? Where are the procedures documented?

    A schedule for eliminating data at the end of the retention period is currently under development.

  3. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

    If mail that is sent gets returned the member will be removed from the database. To insure information is relevant, an unsubscribe option on the kids site (www.epa.gov/kids) will be available.

  4. Will this system provide the capability to identify, locate, and monitor individuals? If yes, explain.

    Yes. Members in the database will be monitored only if they complete a project and would like to be recognized for their efforts.

  5. Is there any persistent tracking technology available?

    No.

  6. Under which System of Records notice (SOR) does the system operate? Provide the name of system and number if applicable. ( A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual. The Privacy Act Officer will ensure that a SOR is developed for your system if necessary.)

    EPA-

  7. If the system is being modified, will the SOR require amendment or revision? Explain.

     

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