SYSTEM OF RECORDS NOTICES (SORNs)

GOVERNMENT WIDE NOTICES

Department of Labor

SYSTEM NAME:

Job Corps Student Records (April 8, 2002, 67 FR 16815).

SECURITY CLASSIFICATION

None.

SYSTEM LOCATION:

Screening contractors; Job Corps centers and operators (which includes contract and agency centers); Job Corps National Office; Job Corps Regional Offices; Federal Records Centers.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Job Corps applicants, enrollees, and terminees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records which contain information kept about 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.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Title IV-B of the Job Training Partnership Act, as amended. 29 U.S.C. 1691 et seq.

PURPOSE(S):

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 interest of the students in accordance with 29 U.S.C. 1691 et seq.

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:

1. To disclose information to the news media or members of the general public regarding student's name and age, 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 to 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 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 to accordance with state and local laws. This disclosure shall be made by the Center Director.
8. To disclose information to State and local health departments regarding infected persons who are unwilling to notify their contacts on center for the purpose of assisting in the counseling of contacts for their protection and care.
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 students termination for assistance in providing 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 433, 452, or 453 of the Job Training Partnership Act, 29 U.S.C. 1703, 1732, or 1733, 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 enabling them to properly administer the program.
14. To disclose to the Selective Service System name, social security number, date of birth, and address of students, to insure registration compliance for eligible applicants applying for Job Corps training benefits.

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.

DISCLOSURES TO CONSUMER REPORTING AGENCIES

None.

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

STORAGE:

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.

RETRIEVABILITY:

Records are retrieved by name (alphabetized), Social Security number, and date of student entry.

Safeguards:

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.

RETENTION AND DISPOSAL:

Corps centers will maintain records of terminated students for a period of 3 years unless custodianship is extended or terminated by the regional office, for administrative reasons. 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 then retire the records to the appropriate Federal Records center. In accordance with the National Archives and the Office of Job Corps, students records are subject to destruction 75 years from the birth date of the youngest student's record contained in the GSA records retirement box, with the disposal authority being NC 369-76-2, item 59. Centers will send a copy of the SF 135-135 A (transmittal and receipt form) to the 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. The student requests medical information in writing and is advised in writing that the information from the medical record(s) will be released to any physician who the student designates in writing. The physician does not release any information he/she considers potentially harmful to the student, and sends the rest of the material to the student. All inquires will be handled by the Systems Manager listed below.

System Manager(s) and Address:

Director, Office of Job Corps, U.S. DOL/ETA, Frances Perkins Building, Room N-4508, 200 Constitution Avenue, NW, Washington, DC 20210.

Notification Procedure:

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.

Record Access Procedures:

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.

Contesting Record Procedures:

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) SSN; (c) Center(s) where enrolled; and (d) Date enrolled.

Record Source Categories:

Outreach/screening and placement contractors; Job Corps centers; Job Corps participants; employment services; parole officers; State and local law enforcement agencies.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT

In accordance with 5 U.S.C. 552a(k)(2), investigative material in this system of records compiled for law enforcement purposes is exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) of 5 U.S.C. 552a, provided, however, that if any individual is denied any right, privilege, or benefit that he or she would otherwise be entitled to by Federal law, or for which he or she would otherwise be eligible, as a result of the maintenance of these records, such material shall be provided to the individual, except to the extent that the disclosure of the material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, or prior to January 1, 1975, under an implied promise that the identity of the source would be held in confidence.