Notice2021-24685
Privacy Act of 1974; New System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
November 12, 2021
Effective
December 13, 2021
Issuing agencies
General Services Administration
Abstract
This system of records clarifies GSA's procedures and authority to collect information related to reasonable accommodations. It does not create new authority to collect such information.
Full Text
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<title>Federal Register, Volume 86 Issue 216 (Friday, November 12, 2021)</title>
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[Federal Register Volume 86, Number 216 (Friday, November 12, 2021)]
[Notices]
[Pages 62816-62818]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-24685]
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GENERAL SERVICES ADMINISTRATION
Privacy Act of 1974; New System of Records
AGENCY: General Services Administration (GSA).
ACTION: Notice of a new system of records.
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SUMMARY: This system of records clarifies GSA's procedures and
authority to collect information related to reasonable accommodations.
It does not create new authority to collect such information.
DATES: This system of records will go into effect without further
notice on December 13, 2021 unless otherwise revised pursuant to
comments received.
ADDRESSES: You may submit comments by any of the following methods:
<bullet> By email to the GSA Privacy Act Officer:
<a href="/cdn-cgi/l/email-protection#492e3a2867393b203f282a30282a3d092e3a28672e263f"><span class="__cf_email__" data-cfemail="6a0d190b441a18031c0b09130b091e2a0d190b440d051c">[email protected]</span></a>.
<bullet> By mail to: Privacy Office (IDE), General Services
Administration, 1800 F Street NW, Washington, DC 20405.
FOR FURTHER INFORMATION CONTACT: Call or email Richard Speidel, Privacy
Act Officer, at 202-322-8246, or <a href="/cdn-cgi/l/email-protection#076074662977756e7166647e6664734760746629606871"><span class="__cf_email__" data-cfemail="e2859183cc92908b9483819b838196a2859183cc858d94">[email protected]</span></a>.
Qamar Hasan,
Acting Chief Privacy Officer, Office of the Deputy Chief Information
Officer, General Services Administration.
SYSTEM NAME AND NUMBER:
Reasonable Accommodation Records--GSA/HRO-1.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
This system is maintained by the Chief Human Capital Officer at
GSA's Central Office at 1800 F Street NW, Washington, DC 20405. Records
may also be located at the offices of supervisors assigned to GSA or
supervisors assigned to other agencies that receive human resources
services from GSA.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Human Resources Management, GSA 1800 F Street NW,
Washington, DC 20405.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Rehabilitation Act of 1973, 29 U.S.C. 791; The Americans with
Disabilities Act of 1990, 42 U.S.C. 12101; Title VII of the Civil
Rights Act, 42 U.S.C. 2000e-16; the Family and Medical Leave Act of
1993, 29 U.S.C. 2601; 40 U.S.C. 3173; E.O. 13164 (July 28, 2000); E.O.
13548 (July 26, 2010); E.O. 14042 (September 9, 2021); and E.O. 14043
(September 9, 2021).
PURPOSE(S) OF THE SYSTEM:
This system is maintained for the purpose of considering, deciding,
and implementing requests for reasonable accommodation or exemption
from vaccine or other requirements made by GSA employees and
applicants. Records may be shared with non-GSA personnel, pursuant to a
contract or similar support agreement, when necessary to adjudicate the
request.
[[Page 62817]]
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former GSA employees and applicants, or employees and
applicants of other Federal entities that receive administrative
support from GSA pursuant to an interagency agreement, who have
requested reasonable accommodations under the Rehabilitation Act of
1973, the Americans with Disabilities Act of 1990, Title VII of the
Civil Rights Act, E.O. 14043, or other applicable authority.
CATEGORIES OF RECORDS IN THE SYSTEM:
<bullet> First, middle, and last name of the person who requires
the accommodation;
<bullet> Address, phone number, and email address of the person who
requires the accommodation;
<bullet> Date of the request;
<bullet> Event for which the request was made;
<bullet> Program or activity for which the request was made;
<bullet> Job (occupational series, grade level, and office) for
which reasonable accommodation was requested;
<bullet> Information concerning the nature of the disability or the
need for accommodation, including appropriate medical or other
documentation when necessary to consider the request;
<bullet> Information about the requestor's religious beliefs,
provided by the requestor in support of a request for accommodation or
exemption from a requirement or penalty;
<bullet> Type of accommodation requested or received;
<bullet> Information concerning the agency's review of reasonable
accommodation requests, to include information requested or received
that forms the basis of an approval or denial, and any information
obtained during the appeals process;
<bullet> Expense information associated with the requested
accommodation;
<bullet> Whether an accommodation requested or provided occurred
during pre-employment, during current employment, or former employment
or for a particular event;
<bullet> How the requested accommodation would assist in job
performance, participation in a GSA program or activity, or attendance
at a GSA-sponsored meeting or event;
<bullet> The amount of time taken to process the request.
<bullet> Whether the request was granted or denied and the reason;
and
<bullet> The sources of technical assistance consulted in trying to
identify a possible reasonable accommodation.
RECORD SOURCE CATEGORIES:
Information is obtained from employees who requested or received
reasonable accommodations from GSA or another agency that receives
support services from GSA.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, all or a portion of the records or
information contained in this system may be disclosed to authorized
entities, as is determined to be relevant and necessary, outside GSA as
a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
a. To medical personnel to meet a bona fide medical emergency.
b. To another Federal agency to which GSA provides human resources
services when the records are relevant and necessary to help determine
whether the employee is entitled to an accommodation.
c. To a Member of Congress or his or her staff on behalf of and at
the request of the individual who is the subject of the record.
d. To an authorized appeal, grievance, hearing, or complaints
examiner; an equal employment opportunity investigator, arbitrator, or
mediator; and an exclusive representative or other person authorized to
investigate or settle a grievance, complaint, or appeal filed by an
individual who is the subject of the record.
e. To appropriate agencies, entities, and persons when (1) GSA
suspects or has confirmed that there has been a breach of the system of
records, (2) GSA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, GSA (including
its information systems, programs, and operations), the Federal
Government, or national security; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with GSA's efforts to respond to the suspected or confirmed
breach or to prevent, minimize, or remedy such harm.
f. To another Federal agency or Federal entity, when GSA determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including
its information systems, programs, and operations), the Federal
Government, or national security, resulting from a suspected or
confirmed breach.
g. To the Office of Personnel Management (OPM), the Office of
Management and Budget (OMB), the Government Accountability Office
(GAO), and the Equal Employment Opportunity Commission (EEOC) in
accordance with their responsibilities for evaluating Federal programs.
h. To the National Archives and Records Administration (NARA) for
records management purposes.
i. To an expert, consultant, or contractor of GSA engaged in a duty
related to an agency function to the extent necessary to perform the
function.
j. To the Department of Justice or other Federal agency conducting
litigation or in proceedings before any court, adjudicative or
administrative body, when: (a) GSA or any component thereof, or (b) any
employee of GSA in his/her official capacity, or (c) any employee of
GSA in his/her individual capacity where DOJ or GSA has agreed to
represent the employee, or (d) the United States or any agency thereof,
is a party to the litigation or has an interest in such litigation, and
GSA determines that the records are both relevant and necessary to the
litigation.
k. In connection with any litigation or settlement discussions
regarding claims by or against the GSA, including public filing with a
court, to the extent that GSA determines the disclosure of the
information is relevant and necessary to the litigation or discussions.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records in this system of records are stored electronically or on
paper in secure facilities. Electronic records are stored on GSA's
secure network.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Information covered by this system of records notice may be
retrieved by the name of the individual employee.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
System records are retained and disposed of according to GSA
records maintenance and disposition schedules and the requirements of
the National Archives and Records Administration (General Records
Schedule 2.3, item 20).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access is limited to authorized individuals with passwords or keys.
Computer records are protected by a password system that is compliant
with
[[Page 62818]]
National Institute of Standards and Technology standards. Paper records
are stored in locked metal containers or in secured rooms when not in
use. Information is released to authorized officials based on their
need to know.
RECORD ACCESS PROCEDURES:
Individuals wishing to access their own records should contact the
system manager at the address above. See 17 CFR 146.3 for full details
on what to include in a Privacy Act access request.
CONTESTING RECORD PROCEDURES:
Individuals wishing to contest the content of records about
themselves contained in this system of records should contact the
system manager at the address above. See 17 CFR 146.8 for full details
on what to include in a Privacy Act amendment request.
NOTIFICATION PROCEDURES:
Individuals seeking notification of any records about themselves
contained in this system of records should contact the system manager
at the address above. See 17 CFR 146.3 for full details on what to
include in a Privacy Act notification request.
EXEMPTION PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
N/A.
[FR Doc. 2021-24685 Filed 11-10-21; 8:45 am]
BILLING CODE 6820-14-P
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</html>Indexed from Federal Register on November 12, 2021.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.