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National Conservation Training Center (NCTC) Training Server System

[Federal Register: April 11, 2002 (Volume 67, Number 70)]
[Page 17711-17713]
From the Federal Register Online via GPO Access []



Fish and Wildlife Service

Privacy Act of 1974, As Amended; Addition of a New System of

AGENCY: Fish and Wildlife Service, Interior.

ACTION: Proposed addition of a new system of records.


SUMMARY: The Department of the Interior (DOI) is issuing public notice
of its intent to add a new Department-wide Privacy Act system of
records to its inventory of records systems, subject to the Privacy Act
of 1974. This action is necessary to meet the requirements of the
Privacy Act to publish, in the Federal Register, notice of the
existence and character of records systems maintained by the agency.
The new system of records is called the ``National Conservation
Training Center (NCTC) Training Server System, FWS-34''.

DATES: Comments on this new system of records must be received on or
before May 21, 2002.

ADDRESSES: Address all comments on this new system of records to U.S.
Fish and Wildlife Service, Privacy Act Officer, Mail Stop 222 Arlington
Square Building, 4401 North Fairfax Drive, Arlington, Virginia 22203.

FOR FURTHER INFORMATION CONTACT: Mr. Johnny R. Hunt, Service Privacy
Act Officer, U.S. Fish and Wildlife Service, Phone: 703/358-1730.

SUPPLEMENTARY INFORMATION: The U.S. Fish and Wildlife Service's (FWS)
NCTC is a facility that provides training and education services to the
FWS, other bureaus, and States. In order to efficiently arrange its
operations, NCTC is implementing an electronic tracking system, which
employs a Training Server and Online Training Information System (OTIS)
support module. We require the information to validate training records
necessary for certification and to meet periodic reporting requirements
mandated by the Office of Personnel Management (OPM), the FWS's Office
of Human Resources, and OMB, which reports on training budget and total
student training days. 5 U.S.C. 552a(e)(11) requires that the public be
provided a 30-day period in which to comment on the intended use of the
information in the system of records. The Office of Management and
Budget (OMB), in Circular A-130, requires an additional 10-day period
(for a total of 40 days) in which to make these comments. Any persons
interested in commenting on this proposed system notice may do so by
submitting comments in writing as indicated under

[[Page 17712]]

ADDRESSES. Comments received within 40 days of publication will be
considered. The system will be effective as proposed at the end of the
comment period, unless comments are received that would require a
contrary determination. We will publish a revised notice if we make
changes based on our review of comments received.

    Dated: April 8, 2002.
John D. Kraus,
Chief, Division of Policy and Directives Management, Fish and Wildlife

System name:
    National Conservation Training Center Training Server System.

Security classification:

System location:
    The records are stored at the U.S. Fish and Wildlife Service's
National Conservation Training Center (NCTC), Division of Facility
Operations, Office of the Registrar, RR1 Box 166, Shepherd Grade Road,
Shepherdstown, WV 25443.

Categories of individuals covered by the system:
    Records are maintained on those individuals who participate in
NCTC-sponsored training. This includes FWS employees as well as
employees from other Federal agencies and non-Federal personnel from
other States, private agencies, and universities. Training records are
also kept on all FWS employees.

Categories of records in the system:
    The records contain the participant's name, Social Security number,
organizational address, affiliation, phone/fax number, email address,
lodging requirements, supervisor's name and telephone number, Federal
job series/title/grade, billing information (e.g., responsible agency,
tax I.D. number, agency location code (ALC) number, purchase order
numbers, and credit card numbers), special needs, necessary course
information (e.g., class titles/objectives/prerequisites,
instructor(s), course leader and telephone number, start and end date/
times, minimum/maximum enrollment) class status information (e.g.,
class canceled/finished/scheduled, field exercise notes), and student
transcripts (e.g., what course(s) each individual completed/did not
complete, canceled, no-show).

Authority for maintenance of the system:
    5 U.S.C. 4118; Executive Order 11348, 32 FR 6335 (Providing for
Further Training of Government Employees); as amended by Executive
Order 12107, 44 FR 1055 (Relating to Civil Service Commission and Labor
Management in Federal Service); 5 CFR part 410) (Establishing and
Implementing Training Programs); Americans with Disabilities Act
(Pub.L. 101-336).

    To request and store data on individuals who participate in NCTC
training and training of FWS employees to validate training records for
certification purposes; to meet statistical reporting requirements of
OPM, DOI and FWS; to generate class rosters, personnel transcripts, and
budget estimates; and, to establish reservations on the NCTC campus.

Routine uses of records maintained in the system including categories
of users and the purposes of such uses:
    The FWS is the primary user of the system, and the primary uses of
the records will be:
    (1) To validate training records for certification purposes.
    (2) To meet statistical reporting requirements of OPM, DOI Office
for Equal Employment Opportunity, and FWS.
    (3) To generate class rosters.
    (4) To generate requested personnel transcripts.
    (5) To generate budget estimates related to training requirements.
    (6) To manage lodging reservations at the NCTC.
    (7) To identify training needs.
    Disclosures outside DOI may be made under the routine uses listed
below without the consent of the individual if the disclosure is
compatible with the purposes for which the record was collected.
    (1) To another Federal agency, State office, or private
organization only when necessary to respond to an inquiry by the
individual to whom the record pertains.
    (2) To the DOJ, or a court, adjudicative, or other administrative
body or to a party in litigation before a court or adjudicative, or
administrative body, when:
    (a) One of the following is a party to the proceeding or has an
interest in the proceeding:
    (1) The DOI or any component of the DOI;
    (2) Any DOI employee acting in his or her official capacity;
    (3) Any DOI employee acting in his or her individual capacity where
the DOI or DOJ has agreed to represent the employee; or
    (4) The United States, when DOI determines that DOI is likely to be
affected by the proceeding; and
    (b) The Department deems the disclosure to be:
    (1) Relevant and necessary to the proceedings; and
    (2) Compatible with the purpose for which we compiled the
    (3) To the appropriate Federal, State, tribal, local or foreign
governmental agency that is responsible for investigating, prosecuting,
enforcing or implementing a statute, rule, regulation, order or
license, when we become aware of an indication of a violation or
potential violation of the statute, rule, regulation, order, or
    (4) To a congressional office in response to an inquiry to that
office by the individual to whom the records pertain.
    (5) To provide addresses obtained from the Internal Revenue Service
to debt collection agencies for purposes of locating a debtor to
collect or compromise a Federal claim against the debtor or to consumer
reporting agencies to prepare a commercial credit report for use by the

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)12. Disclosures may be made
from this system to consumer reporting agencies as they are defined in
the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal
Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
    Records will be maintained electronically with paper backup copies.
The electronic copies are maintained on Redundant Array of Inexpensive
Disks (RAID) Level 5 multi-disk stripped with parity disk subsystem.
This online storage system allows protection of data even if one of the
hard disks malfunctions. The electronic records are stored in an
employee table database on the Training Server system.
    Tape backup copies are created daily and, in accordance with FWS
policy, they are saved for a period of 30 to 90 days and then deleted.
Paper backup copies are stored in locked files.

    Records are retrieved by either unique identifying fields such as
student name or Social Security number or by general category such as
course code, training location, and class start date. Electronic

[[Page 17713]]

retrieval is dependent upon the report or purpose of usage and whether
a need to know exists. Records are retrieved for any of several
purposes, such as determining enrollment numbers, reviewing the exact
dates of enrollment in order to determine who requested the nomination
first, affiliation for closed FWS-only courses, student addresses to
mail out pre-course work, and determination of which FWS employees have
received mandatory training.

    Access to records in the system is limited to authorized personnel
only, in accordance with requirements found in the Code of Federal
Regulations (43 CFR 2.51). The training server is a multi-level,
password-protected database and file server system. Hard copy course
files are locked on a daily basis and are only available to authorized
personnel during business hours. Online web transactions are protected
by secure socket layer 128-bit encryption.

Retention and disposal:
    Records are maintained in accordance with the General Records
Schedule (GRS-1). A copy of the records of Federal employees will be
forwarded to their supervisor upon course completion to be included in
their Official Personnel Folder.

System manager(s) and address:
    Chief, Division of Facility Operations, U.S. Fish and Wildlife
Service, National Conservation Training Center, RR1 Box 166, Shepherd
Grade Road, Shepherdstown, WV 25443, Attn: Information Technology and

Notification procedure:
    Any individual may request information regarding this system of
records, or information as to whether the system contains records
pertaining to them, from the System Manager identified above. We
require the request to be in writing, signed by the requester, and to
include the requester's full name and address, and Social Security
number. (See 43 CFR 2.60 for procedures on making inquiries).

Records access procedures:
    For copies of your records, write to the pertinent System Managers
at the location above. The request envelope and letter should be
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for access
must meet the content requirements of 43 CFR 2.63(b)(4)).

Contesting record procedures:
    Use the same procedures as ``Records Access Procedures'' section
above. (See 43 CFR 2.71).

Record source categories:
    Records come from individuals who apply to take training courses
either online or on paper, and are faxed, sent via the NCTC web site,
or mailed to the training center. Another source of information for FWS
employees comes from the Federal Personnel and Payroll System (FPPS).
Bimonthly, a secured raw ASCII file containing FWS employees' names,
Social Security numbers, organization codes, grades, steps, job titles,
job series, supervisory levels, and service comp dates is mailed from
FWS personnel to NCTC. Data is then electronically imported and
reconciled against the existing data set. This is necessary to
determine FWS employees who have an active status, but have not met
mandatory training requirements.

Exemptions claimed for the System:

[FR Doc. 02-8837 Filed 4-10-02; 8:45 am]