65VA122
Community Placement Program-VA
System location:
Records are maintained at each VA health care facility; the VA
Data Processing Center (DPC), 1615 East Woodward Street, Austin,
Texas 78772; and at VA Central Office, 810 Vermont Avenue, NW,
Washington, DC 20420. Addresses for the VA health care system are
listed in VA Appendix I at the end of this document.
Categories of individuals covered by the system:
Individuals who operate a Community Placement facility approved
for placement of VA beneficiaries; VA beneficiaries in Community
Placement facilities.
Categories of records in the system:
The record, or information contained in the record, may include
personal identification information with data on the Community
Placement facility, name of operator, address, phone number, name of
veterans receiving care in these homes, a statement as to whether the
veterans' medical conditions have been rated as service-connected or
nonservice-connected, the veterans' social security numbers and the
names, addresses and phone numbers of the veterans' next-of-kin;
overall data regarding diagnoses of veterans in the facility, date
the facility was last approved for participation, statement regarding
whether or not the home is required to be licensed by the state and/
or local government, copies of correspondence exchange between the VA
and the persons interested in applying for participation in the
Community Placement Program.
Authority for maintenance of the system:
Title 38, U.S.C. 210(c), 610 and 4101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- The record of an individual who is covered by this system may
be disclosed to a member of Congress or staff person acting for the
member when the member of staff person requests the record on behalf
of and at the request of that individual.
- Any information in this system may be disclosed to a Federal
agency, upon its official request, to the extent that it is relevant
and necessary to that agency's decision regarding the hiring,
retention or transfer of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit given by that agency. However,
in accordance with an agreement with the U.S. Postal Service,
disclosures to the U.S. Postal Service for decisions concerning the
employment of veterans, will only be made with the veteran's prior
written consent.
- Any information in this system may be disclosed to a State or
local agency, upon its official request, to the extent that it is
relevant and necessary to that agency's decision on the hiring,
transfer or retention of an employee, the issuance of a security
clearance, the letting of a contract, or the issuance or continuance
of a license, grant or other benefit by that agency; provided that,
if the information requested pertains to a veteran, the name and/or
address of the veteran will not be disclosed unless the name and/or
address is provided first by the requesting State or local agency.
- Any information in this system may be disclosed to a Federal,
State or local governmental agency maintaining civil or criminal
violation records, or other pertinent information such as prior
employment history, prior Federal employment background
investigations, and personal or educational background at the request
of the veteran in order for the VA to obtain information releveant to
the hiring, transfer or retention of an employee, the letting of a
contract, the granting of a security clearance, or the issuance of a
grant or other benefit.
- Any information in this system, except for the name and
address of a veteran, which is relevant to a suspected violation or
reasonably imminent violation of law, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to a Federal, State, local or foreign governmental
agency charged with the responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing
the statute, rule, regulation or order issued pursuant thereto.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law, whether
civil, criminal or regulatory in nature and whether arising by
general or program statute or by regulation, rule or order issued
pursuant thereto, may be disclosed to a Federal agency charged with
the responsibility of investigating or prosecuting such violation, or
charged with enforcing or implementing the statute, regulation, rule
or order issued pursuant thereto, in response to its official
request.
- The name and address of a veteran, which is relevant to a
suspected violation or reasonably imminent violation of law
concerning public health or safety, whether civil, criminal or
regulatory in nature and whether arising by general or program
statute or by regulation, rule or order issued pursuant thereto, may
be disclosed to any foreign, State or local governmental agency or
instrumentality charged under applicable law with the protection of
the public health or safety if a qualified representative of such
organization, agency or instrumentality has made a written request
that such name and address be provided or a purpose authorized by
law.
- Any information in this system including the name and address
of a veteran may be disclosed to any nonprofit organization if the
release is directly connected with the conduct of programs and the
utilization of benefits under Title 38 U.S.C. (such disclosures
include computerized lists of names and addresses.)
- Any information in this system may be disclosed to a Federal
agency, except for the name and address of a veteran, in order for
the VA to obtain information relevant to the issuance of a benefit
under Title 38 U.S.C. The name and address of a veteran may be
disclosed to a Federal agency under this routine use if they are
required by the Federal agency to respond to the VA inquiry.
- Any information in this system may be disclosed to a Federal
grand jury, a Federal court or a party in litigation, or a Federal
agency or party to an administrative proceeding being conducted by a
Federal agency, in order for the VA to respond to and comply with the
issuance of a Federal subpoena.
- Any information in this system may be disclosed to a State or
municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, in order for the VA to respond to and
comply with the issuance of a State or municipal subpoena; provided,
that any disclosure of claimant information made under this routine
use must comply with the provisions of 38 CFR 1.511.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
Records are maintained on magnetic tapes which are stored at the
Austin DPC, and paper documents (printouts) are maintained at VA
Central Office and the health care facilities.
Retrievability:
Information can be retrieved by the use of veteran's name, social
security number and by facility operator's name and location.
Safeguards:
Access to the basic file in the Austin DPC is restricted to
authorized VA employees and vendors. Access to the computer room
where the basic file is maintained within the DPC is further
restricted to authorized VA employees and vendor personnel on a
``need to know'' basis and is protected from unauthorized access by
an alarm system, the Federal Protective Service and VA security
personnel. Access to paper documents at Central Office and VA health
care facilities is restricted to authorized VA employees.
Retention and disposal:
Working magnetic tapes at the DPC are disposed of as soon as the
purpose for which they were established has been served. Paper
documents are to be retained and disposed of in accordance with
authorization approved by the Archivist of the United States.
System manager(s) and address:
Director, Social Work Service (141A10), VA Central Office,
Washington, DC 20420.
Notification procedure:
Any individual who wishes to determine whether a record is being
maintained in this system under his/her or other personal identifier,
or wants to determine the contents of such record should submit a
written request or apply in person to the Chief, Social Work Service
(122) at the appropriate VA health care facility. Addresses for these
offices may be found in VA Appendix I at the end of this document.
Inquiries should include the individual's full name and
identification number (social security number).
Record access procedures:
Individuals seeking information regarding access to and
contesting of VA records in this system may write, call or visit the
nearest appropriate health care facility.
Contesting record procedures:
(See Record Access Procedures above).
Record source categories:
Information contained in the records is obtained from individuals
requesting participation in the Community Placement Program; the
patient, family members or accredited representative, and friends,
employers or other third parties when otherwise unobtainable from the
patient or his family; various automated clinical and managerial
systems providing support at selected VA health care facilities; and
the patient Consolidated Medical Records sections of the VA Medical
Records System.
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