System Number: 60-0315
System name:
Reasonable
Accommodation for Persons with Disabilities (RAPD), Social Security
Administration, Deputy Commissioner for Human Resources.
Security classification:
None.
System location:
In Headquarters:
Office of the Chief Actuary, Social Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235-6401.
Office of the Chief Information Officer, Social Security Administration, 6401
Security Boulevard, Baltimore, Maryland 21235- 6401.
Office of the Chief Strategic Officer, Social Security Administration, 6401
Security Boulevard, Baltimore, Maryland 21235- 6401.
Office of the General Counsel, Social Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235-6401.
Office of the Inspector General, Social Security Administration,
Deputy Commissioner for Communications, Social Security Administration,
Deputy Commissioner for Disability and Income Security Programs, Social Security
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
Deputy Commissioner for Finance, Assessment and Management, Social Security
Administration, 6401 Security Boulevard, Baltimore, Maryland 21235-6401.
Deputy Commissioner for Human Resources, Social Security Administration, 6401
Security Boulevard, Baltimore, Maryland 21235- 6401.
Deputy Commissioner for Legislation and Congressional Affairs, Social Security
Administration,
Deputy Commissioner for Operations, Social Security Administration,
Deputy Commissioner for Policy, Social Security Administration,
Deputy Commissioner for Systems, Social Security Administration,
For Office of Central Operations:
Manager, Civil Rights and Equal Opportunity Staff, Social Security
Administration, Office of Central Operations, Room 7190 SWT, 1500 Woodlawn
Drive, Baltimore, Maryland 21241.
Regional addresses:
Civil Rights and Equal Opportunity Regional Manager, Boston Region, Social
Security Administration, Room 1900,
Civil Rights and Equal Opportunity Regional Manager, New York Region, Social
Security Administration, Room 40-100 Federal Building, 26 Federal Plaza, New
York, New York 10278.
Civil Rights and Equal Opportunity Regional Manager, Philadelphia Region, Social
Security Administration, 7th Floor, 300 Spring Garden Street, Philadelphia,
Pennsylvania 19123.
Civil Rights and Equal Opportunity Regional Manager, Atlanta Region,
Social Security Administration, Suite 22T64, 61 Forsyth Street, S.W., Atlanta
Federal Center, Atlanta, Georgia 30303.
Civil Rights and Equal Opportunity Regional Manager,
Civil Rights and Equal Opportunity Regional Manager, Dallas Region, Social
Security Administration, Suite 500, 1301 Young Street, Dallas, Texas 75202.
Civil Rights and Equal Opportunity Regional Manager, Kansas City Region, Social
Security Administration, Room 436, 601 East 12th Street, Kansas City, Missouri
64106.
Civil Rights and Equal Opportunity Regional Manager, Denver Region, Social
Security Administration, Room 1468, 1961 Stout Street, Denver, Colorado 80294.
Civil Rights and Equal Opportunity Regional Manager, San Francisco Region,
Social Security Administration, 6th Floor, 1221 Nevin Avenue, Richmond,
California 94801.
Civil Rights and Equal Opportunity Regional Manager, Seattle Region, Social
Security Administration, Suite 2900, Mail Stop 291A, 701 5th Avenue, Seattle,
Washington 98104.
For Office of Hearings and Appeals:
Director, Equal Employment Opportunity Staff, Social Security Administration,
Office of Hearings and Appeals, Suite 1700, One Skyline Tower, 5107 Leesburg
Pike, Falls Church, Virginia 22041.
Categories of individuals covered by the system:
Employees who have requested a reasonable accommodation.
Categories of records in the system:
The records maintained in this system of records are collected for all
reasonable accommodation (RA) requests made by employees. Specifically:
The employee's name, Social Security number (SSN), number and types of RA
requests and whether those requests have been granted or denied;
Medical documentation about the disability;
Occupational series, grade level and Agency component for which RAs have been
requested;
Types of RAs for each job, by Agency component, that have been approved, and the
number and types of RA requests that relate to the benefits or privileges of
employment, and whether those requests have been granted or denied;
Reasons for denial of requests for RA;
Amount of time taken to process each request for RA; and
Sources of technical assistance that have been consulted in identifying possible
RAs.
Authority for maintenance of the system:
The Rehabilitation Act of 1974, as amended,
29 U.S.C. 791; Executive Order (E.O.)
13164; Equal Employment Opportunity Commission's Policy Guidance on E.O. 13164;
Establishing Procedures to Facilitate the Provisions of Reasonable
Accommodation; Directives Transmittal Number 915.003, October 20, 2000.
Purpose(s):
Information in this system will be used to provide RAs to qualified employees
with disabilities. SSA will provide RAs when:
A qualified individual with a disability needs an accommodation to be considered
for a job;
A qualified employee with a disability needs an accommodation to enable him or
her to perform the essential functions of the job or to gain access to the
workplace; and
A qualified employee with a disability needs an accommodation to enjoy equal
benefits and privileges of employment.
Routine uses of records maintained in the system, including categories of users
and the purpose of such uses:
Disclosure may be made for routine uses as indicated below.
1. To the Office of the President
for the purpose of responding to an individual pursuant to an inquiry received
from that individual or from a third party on his or her behalf.
2. To a
congressional office in response to an inquiry from that office made at the
request of the subject of a record.
3. To the
Department of Justice (DOJ), a court or other tribunal, or another party before
such tribunal when:
(a) SSA, or any component thereof; or
(b) Any SSA employee in his/her official capacity; or
(c) Any SSA employee in his/her individual capacity where DOJ (or SSA where it
is authorized to do so) has agreed to represent the employee; or
(d) The United States or any agency thereof where SSA determines that the
litigation is likely to affect the operations of SSA or any of its components,
is party to litigation or has an interest in such litigation, and SSA determines
that the use of such records by DOJ, a court or other tribunal, or another party
before such tribunal, is relevant and necessary to the litigation, provided,
however, that in each case, SSA determines that such disclosure is compatible
with the purpose for which the records were collected.
4. To the Equal Employment
Opportunity Commission (EEOC) when requested in connection with investigations
into alleged or possible discriminatory practices in the Federal sector,
examination of Federal affirmative employment programs, compliance by Federal
agencies with the Uniform Guidelines on Employee Selection Procedures, or other
functions vested in the Commission.
5. To the Federal Labor Relations
Authority, the General Counsel, the Federal Mediation and Conciliation Service,
the Federal Service Impasses Panel, or an arbitrator when information is
requested in connection with the investigations of allegations of unfair
practices, matters before an arbitrator or the Federal Impasses Panel.
6. To the Merit Systems Protection Board
or the Office of the Special Counsel in connection with appeals, special studies
of the civil service and other merit systems, review of rules and regulations,
investigation of alleged or possible prohibited personnel practices, and other
such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by
law.
7. To contractors and other Federal
agencies, as necessary, for the purpose of assisting SSA in the efficient
administration of its programs. We contemplate disclosing information under this
routine use only in situations in which SSA may enter into a contractual, or
similar agreement, with a third party to assist in accomplishing an Agency
function relating to this system of records.
8. To student volunteer individuals
working under a personal services contract, and other individuals performing
functions for SSA, but technically not having the status of agency employees, if
they need access to the records in order to perform their assigned agency
functions.
9. To the General Services
Administration (GSA) and the National Archives and Records Administration (
10. To Federal, State, and local law
enforcement agencies and private security contractors, as appropriate,
information necessary: to enable them to protect the safety of SSA employees and
customers, thesecurity of the SSA workplace, the operation of SSA facilities, or
to assist investigations or prosecutions with respect to activities that affect
such safety and security or activities that disrupts the operation of SSA
facilities.
11.
We may disclose information to appropriate Federal, State, and local agencies,
entities, and persons when (1) we suspect or confirm that the security or
confidentiality of information in this system of records has been compromised;
(2) we determine that as a result of the suspected or confirmed compromise there
is a risk of harm to economic or property interests, identity theft or fraud, or
harm to the security or integrity of this system or other systems or programs of
SSA that rely upon the compromised information; and (3) we determine that
disclosing the information to such agencies, entities, and persons is necessary
to assist in our efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm. SSA will use this routine use to respond
only to those incidents involving an unintentional release of its records.
Policies and practices for storing,
retrieving, accessing, retaining and disposing of records in the system:
Storage:
Records in this system are maintained and stored in both electronic and paper
form at the systems locations identified above.
Retrievability:
Records in this system are retrieved by the employee's name and/or SSN.
Safeguards:
Security measures include the use of access codes to enter the computer system
which will maintain the data and by storing computerized records in secured
areas which are accessible only to employees who require the information in
performing their official duties. Any manually maintained records will be kept
in locked cabinets or in otherwise secure areas. SSA employees who have access
to the data will be informed of the criminal penalties of the Privacy Act for
unauthorized access to, or disclosure of, information maintained in the system.
See 5 U.S.C. 552a(i)(1).
Contractor personnel having access to data in the system of records will be
required to adhere to SSA rules concerning safeguards, access and use of the
data.
Retention and disposal:
Records and data created, received, maintained for purposes of tracking agency
compliance with Executive Order 13164 and the Equal Employment Opportunity
Commission guidance, will be deleted/destroyed in accordance with NARA GRS 1,
Sec. 24.
System manager(s):
Deputy Commissioner for Human Resources, Associate Commissioner, Office of Civil
Rights and Equal Opportunity, Social Security Administration, 6401 Security
Boulevard, Baltimore, Maryland 21235- 6401.
Notification procedure(s):
An individual can determine if this system contains a record about him/her by
writing to the systems manager(s) at the above address and providing his/her
name, SSN, or other information that may be in the system of records that will
identify him/her. An individual requesting notification of records in person
should provide the same information, as well as provide an identity document,
preferably with a photograph, such as a driver's license or some other means of
identification. If an individual does not have any identification documents
sufficient to establish his/her identity, the individual must certify in writing
that he/she is the person claimed to be and that he/she understands that the
knowing and willful request for, or acquisition of, a record pertaining to
another individual under false pretenses is a criminal offense.
If notification is requested by telephone, an individual must verify his/her
identity by providing identifying information that parallels information in the
record to which notification is being requested. The individual will be required
to submit a request in writing or in person if it is determined that the
identifying information provided by telephone is insufficient. If an individual
is requesting information by telephone on behalf of another individual, the
subject individual must be connected with SSA and the requesting individual in
the same phone call. SSA will establish the subject individual's identity
(his/her name, SSN, address, date of birth, and place of birth, along with one
other piece of information, such as mother's maiden name) and ask for his/her
consent in providing information to the requesting individual.
If a request for notification is submitted by mail, an individual must include a
notarized statement to SSA to verify his/her identity or must certify in the
request that he/she is the person claimed to be and that he/she understands that
the knowing and willful request for, or acquisition of, a record pertaining to
another individual under false pretenses is a criminal offense. These procedures
are in accordance with SSA Regulations (20 CFR 401.40).
An individual who requests access to his or her medical records must also name a
representative in writing. The representative may be a physician, other health
professional, or other responsible individual, who would be willing to explain
the contents of the medical record(s) before giving the entire medical record(s)
to the individual. These procedures are in accordance with SSA Regulation (20
CFR 401.55).
Record access procedure(s):
Same as Notification procedures. Requesters should also reasonably specify the
record contents they are seeking. These procedures are in accordance with SSA
Regulations (20 CFR 401.50).
Contesting record procedure(s):
Same as Notification procedures. Requesters should also reasonably identify the
record, specify the information they are contesting, and state the corrective
action sought, and the reasons for the correction, with supporting justification
showing how the record is untimely, incomplete, inaccurate, or irrelevant. These
procedures are in accordance with SSA Regulations (20 CFR 401.65).
Record source categories:
Information in this system is supplied directly by the requesting individuals
and SSA officials.
Systems exempt from certain provisions of the Privacy Act:
None.