[Federal Register: October 29, 1998 (Volume 63, Number 209)]
[Notices]               
[Page 58086-58087]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr29oc98-129]

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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

 
 Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DOT.

ACTION: Notice to create system of records, DOT Mentoring Program 
Records System.

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SUMMARY: The Department of Transportation, proposes to create a system 
of records subject to the Privacy Act of 1974. The records system is 
the DOT Mentoring Program Records System, DOT/ALL 12. The system is 
designed to allow prospective DOT mentees to find employees interested 
in becoming mentors, through use of the Internet. The system will also 
be used to monitor the number of employees participating in the DOT 
Mentoring Program, store participants' passwords, contact participants 
for survey purposes, provide mentor names to senior Departmental and 
Human Resource Management officials, and measure the success of cross 
modal mentoring.

EFFECTIVE DATE: December 8, 1998.

ADDRESS: Interested individuals may comment on this publication by 
writing to Ms. Vanester M. Williams, Privacy Act Coordinator, U.S. 
Department of Transportation, Office of the Chief Information Officer, 
S-80, 400 7th Street, SW., Washington, DC 20590.

FOR FURTHER INFORMATION CONTACT: Jan B. Karicher, System Manager, 
Departmental Office of Human Resource Management, Department of 
Transportation, 400 Seventh Street, SW., Washington, DC 20590.

SUPPLEMENTARY INFORMATION: DOT Systems of Records notices subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have been 
published in the Federal Register and are available from the above 
mentioned address. The record system being proposed is being published 
in its entirety.
DOT/ALL 12

System Name:
    DOT Mentoring Program Records System.

Security Classification:
    Sensitive.

System location:
    Department of Transportation [DOT], TASC Computer Center, 400 7th 
Street, SW., Washington, DC 20590-0001.

Categories of individuals covered by the system:
    a. All DOT personnel registering to become mentors.
    b. All DOT personnel registering to be mentees.

Categories of records in the system:
    All categories of records are electronic and/or paper, and may 
include identifying information, such as name, office routing symbol, 
office phone and fax numbers, e-mail address, last four digits of the 
social security number, grade, and employing administration. All 
records reflect:
    a. Name.
    b. Operating Administration.
    c. Last four digits of social security number (accessible only by 
system administrators).
    d. Routing Symbol.
    e. State in which employed.
    f. Age range.
    g. Pay plan.
    h. Series.
    i. Civilian or Military grade.
    j. Work phone.
    k. Work FAX.
    l. Work e-mail address.
    m. Work skills (Optional narrative).
    n. Interests (Optional narrative).
    o. Hobbies (Optional narrative).
    Records for employees of the United States Coast Guard, both 
military and civilian may also include:
    1. Past assignments.
    2. Collateral duties.
    3. Coast Guard training Received.
    4. Coast Guard qualification codes.

[[Page 58087]]

    5. Commissioning source.
    6. Education level/Type of degree.
    7. Ethnicity.
    8. Marital status.
    9. Current Operating Facility.
    This information is optional for USCG employees only.

Authority for maintenance of system:
    Under 5 USC 4103, the head of each agency is required to provide 
training for agency employees to assist in achieving the agency's 
mission and performance goals by improving employee and organization 
performance.

Purpose(s):
    This system, as described in the Summary, will be used to match 
prospective DOT mentors with employees interested in becoming mentees. 
The system will also be used to monitor the number of employees 
participating in the DOT Mentoring Program, store participants' 
passwords, contact participants for survey purposes, provide mentor 
names to senior departmental and human resource management officials, 
and measure the success of cross modal mentoring.

Routine use of records maintained in the system, including categories 
of users and the purposes of such uses:
    a. To DOT HRM personnel to evaluate interest in the program.
    b. To DOT HRM personnel to transmit survey instruments to 
participants.
    c. To DOT HRM personnel to determine the amount of cross modal 
participation.
    d. To Senior Management Officials for review.
    Also, see the prefatory statement of General Routines Uses.

Disclosure to Consumer Reporting Agencies:
    None.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    The storage is on a DOT server, with restricted access.

Retrievability:
    Retrieval from the system is by category only (mentor/mentee), and 
can be accessed by the administrators of the DOT Mentoring Program.

Safeguards:
    Computers provide privacy and access limitations by requiring a 
user name and password match. Access to decentralized segments is 
similarly controlled by the System administrators. The system 
administrators of the DOT Mentoring Program are the only persons with 
access to employees' user names, passwords and social security number.

Retention and disposal:
System managers and address:
    Jan B, Karicher, Department of Transportation, 400th Street, SW., 
Washington, DC 20590-0001, and William H. Freed, Department of 
Transportation, 400th Street, SW., Washington, DC 20590-0001.

Notification Procedure:
    Inquiries should be directed to: U.S. Department of Transportation, 
Departmental Director of Human Resource Management (M-10), 400 7th St. 
SW., Washington, DC 20590-0001

Record access procedures:
    Individuals may access their own data through the Internet, by 
going to the DOT HRM Home Page.

Contesting record procedures:
    None.

Record source categories:
    Individual registrants.

Exemptions claimed for the system:
    None.

    Dated: October 23, 1998.
Vanester M. Williams,
Departmental Privacy Act Coordinator, Office of the Chief Information 
Officer, Department of Transportation.
[FR Doc. 98-28978 Filed 10-28-98; 8:45 am]
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