Notice2024-31321
Privacy Act of 1974; System of Records
Primary source
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Published
December 30, 2024
Issuing agencies
Agriculture DepartmentAnimal and Plant Health Inspection Service
Abstract
Pursuant to the Privacy Act of 1974 and Office of Management and Budget Circular No. A-108, the U.S. Department of Agriculture gives notice that a component agency, the Animal and Plant Health Inspection Service (APHIS) proposes to add a new system of records to its inventory of records. The system of records being proposed is the APHIS Student Outreach Programs System, USDA/APHIS-26. The purpose of this system is to facilitate the submission and review of information submitted by students and their parents or guardians as part of the application process for student outreach programs.
Full Text
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<title>Federal Register, Volume 89 Issue 249 (Monday, December 30, 2024)</title>
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[Federal Register Volume 89, Number 249 (Monday, December 30, 2024)]
[Notices]
[Pages 106414-106416]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-31321]
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DEPARTMENT OF AGRICULTURE
Animal and Plant Health Inspection Service
[Docket No. APHIS-2020-0047]
Privacy Act of 1974; System of Records
AGENCY: Animal and Plant Health Inspection Service, USDA.
ACTION: Notice of a new system of records.
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SUMMARY: Pursuant to the Privacy Act of 1974 and Office of Management
and Budget Circular No. A-108, the U.S. Department of Agriculture gives
notice that a component agency, the Animal and Plant Health Inspection
Service (APHIS) proposes to add a new system of records to its
inventory of records. The system of records being proposed is the APHIS
Student Outreach Programs System, USDA/APHIS-26. The purpose of this
system is to facilitate the submission and review of information
submitted by students and their parents or guardians as part of the
application process for student outreach programs.
DATES: In accordance with 5 U.S.C. 552a(e)(4) and (11), this notice is
applicable upon publication, subject to a 30-day notice and comment
period in which to comment on the routine uses described in the
``Routine Uses of Records Maintained in the System'' section of this
system of records notice. Please submit any comments by January 29,
2025.
ADDRESSES: You may submit comments by either of the following methods:
<bullet> Federal eRulemaking Portal: Go to <a href="http://www.regulations.gov">www.regulations.gov</a>.
Enter APHIS-2020-0047 in the Search field. Select the Documents tab,
then select the Comment button in the list of documents.
<bullet> Postal Mail/Commercial Delivery: Please send one copy of
your comment to Docket No. APHIS-2020-0047, Regulatory Analysis and
Development, PPD, APHIS, Station 2C-10.16, 4700 River Road, Unit 25,
Riverdale, MD 20737-1238.
Supporting documents and any comments we receive on this docket may
be viewed at <a href="http://www.regulations.gov">www.regulations.gov</a> or in our reading room, which is
located in Room 1620 of the USDA South Building, 14th Street and
Independence Avenue SW, Washington, DC. Normal reading room hours are 8
a.m. to 4:30 p.m., Monday through Friday, except holidays. To be sure
someone is there to help you, please call (202) 799-7039 before coming.
FOR FURTHER INFORMATION CONTACT: For general questions, please contact
Ms. Sophia Kirby, Chief, Outreach and Communications, OCRDI, 4700 River
Road, Unit 92, Riverdale, MD 20737; (301) 851-4192; email:
<a href="/cdn-cgi/l/email-protection#ed9e829d85848cc381c386849f8f94ad989e898cc38a829b"><span class="__cf_email__" data-cfemail="43302c332b2a226d2f6d282a31213a03363027226d242c35">[email protected]</span></a>. For Privacy Act questions concerning this
system of records notice, please contact Director, Freedom of
Information and Privacy Act Staff, 4700 River Road, Unit 50, Riverdale,
MD 20737; (301) 851-4076; email: <a href="/cdn-cgi/l/email-protection#1b5a4b5352484b69726d7a78625b6e687f7a357c746d"><span class="__cf_email__" data-cfemail="d392839b9a8083a1baa5b2b0aa93a6a0b7b2fdb4bca5">[email protected]</span></a>. For USDA
Privacy Act questions, please contact the USDA Chief Privacy Officer,
Information Security Center, Office of Chief Information Officer, USDA,
Jamie L. Whitten Building, 1400 Independence Ave. SW, Washington, DC
20250; email: <a href="/cdn-cgi/l/email-protection#cc999f888d9cbea5baadafb58cb9bfa8ade2aba3ba"><span class="__cf_email__" data-cfemail="5d080e191c0d2f342b3c3e241d282e393c733a322b">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: The Animal and Plant Health Inspection
Service (APHIS) of the United States Department of Agriculture (USDA)
is proposing to add a new system of records, titled APHIS Student
Outreach Programs System, USDA/APHIS-26, that APHIS' Office of Civil
Rights, Diversity, and Inclusion (OCRDI) will use to facilitate the
submission and review of information submitted by students and their
parents or guardians as part of the application process for outreach
programs such as AgDiscovery. (AgDiscovery is a summer outreach program
designed to help teenagers explore careers in areas such as plant and
animal science, wildlife management, and agribusiness (<a href="https://www.aphis.usda.gov/careers/students-grads/agdiscovery">https://www.aphis.usda.gov/careers/students-grads/agdiscovery</a>).) APHIS Student
Outreach Programs challenge students to consider the importance of
American agriculture, and the role USDA plays in this critical mission.
Students participate in experiential learning activities on and off
campus, attend workshops, lectures, laboratory, and field exercises, in
addition to a variety of cultural and teambuilding activities. The
maintenance of this system is conducted in a manner consistent with the
guidelines established in 7 U.S.C. 2279 (Farming Opportunities Training
and Outreach).
The application process for OCRDI's outreach programs provides
information needed to discover and explore a student's interest in
agriculture and provides recommendations from others who are familiar
with the student's character. That information, which is collected
annually from applicants, will be used to evaluate and select the
participants for APHIS Student Outreach Programs. The application
process also provides the agency and participating educational
institutions information required to evaluate and rate the applicants.
Individuals covered by the system include students who apply for
APHIS Student Outreach Programs and their parent(s) or guardian(s).
APHIS will share information from the system pursuant to the
requirements of the Privacy Act and, in the case of its routine uses,
when the disclosure is compatible with the purpose for which
[[Page 106415]]
the information was compiled. A full list of routine uses is included
in the routine uses section below.
SYSTEM NAME AND NUMBER:
APHIS Student Outreach Programs System, USDA/APHIS-26.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The electronic component is completed via the IBM Forms Filler for
application submissions. This component and the paper files are located
in the Office of Civil Rights, Diversity, and Inclusion, 4700 River
Road, Unit 92, Riverdale, MD 20737.
SYSTEM MANAGER(S):
APHIS Student Outreach Programs Manager, APHIS, 4700 River Road,
Unit 92, Riverdale, MD 20737.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The maintenance of this system is conducted in a manner consistent
with the guidelines established through the Farming Opportunities
Training and Outreach found in 7 U.S.C. 2279.
PURPOSE(S) OF THE SYSTEM:
APHIS Student Outreach Programs System is used to facilitate the
submission and review of information submitted by students, their
parents, or guardians, and those that provide recommendations for the
students as part of the application process for Office of Civil Rights,
Diversity, and Inclusion programs such as AgDiscovery. These programs
are designed to help teenagers explore careers in areas such as plant
and animal science, wildlife management, and agribusiness.
The application process provides the information needed to assess a
student's interest in agriculture, and provides recommendations from
others who are familiar with the student's interests and character. The
information, which is collected annually from applicants, will
ultimately be used to select the participants for APHIS Student
Outreach Programs. The application process also provides the APHIS and
the participating educational institutions the information to rate and
rank the applicants.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Categories of individuals covered by the system include students
who apply for APHIS Student Outreach Programs, their parent(s) or
guardian(s), and individuals mentioned or referenced in documents
entered into the system.
CATEGORIES OF RECORDS IN THE SYSTEM:
The categories of records in the system include, but are not
limited to, the name, address, phone number(s), gender, grade, name of
educational institution, name of parent(s) or guardian(s) and their
contact information, emergency contact information, email address,
essay, volunteer service, extracurricular activities, student contract,
parental release form, applicant rating and ranking, past program
participation, photo release, agency comments, and individuals
mentioned or referenced in documents entered into the system. Records
also include a letter of recommendation form that is completed by a
teacher, educational institution counselor or administrator, as well as
other persons with personal knowledge of the student. (Three letters of
recommendation are required for applicants.) The name of the specific
host educational institution associated with the student is also
maintained in the system, as well as information about the applicant's
past participation in the program.
RECORD SOURCE CATEGORIES:
The sources for the information in this system comes directly from
the applicant, the applicant's parent(s) or guardian(s), and those who
have provided recommendation letters for them, such as parents,
teachers, and other persons.
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, records contained in the system may be
disclosed outside USDA as a routine use under 5.U.S.C. 552a(b)(3), to
the extent that such uses are compatible with the purposes for which
the information was collected. Such permitted routine uses include the
following:
(1) To the partnering educational institutions that receive the
funding via the cooperative agreement to administer the APHIS Student
Outreach Programs and assists in the application review, rating, and
selection of participants;
(2) When a record on its face, or in conjunction with other
records, indicates a violation or potential violation of law, whether
civil, criminal, or regulatory in nature, and whether arising by
general statute or particular program, statute, or by regulation, rule,
or order issued pursuant thereto, APHIS may disclose the record to the
appropriate agency, whether Federal, foreign, State, Tribal, local, or
other public authority responsible for enforcing, investigating, or
prosecuting such violation or charged with enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto, if the
information disclosed is relevant to any enforcement, regulatory,
investigative, or prosecutive responsibility of the receiving entity;
(3) To the Department of Justice when: (a) USDA or any component
thereof; or (b) any employee of USDA in his or her official capacity,
or any employee of the agency in his or her individual capacity where
the Department of Justice has agreed to represent the employee; or (c)
the United States Government, is a party to litigation or has an
interest in such litigation, and USDA determines that the records are
relevant and necessary to the litigation and the use of such records by
the Department of Justice is for a purpose that is compatible with the
purpose for which USDA collected the records;
(4) In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the USDA or other
agency representing the USDA determines that the records are both
relevant and necessary to the proceeding; or in an appropriate
proceeding before an administrative or adjudicative body when the
adjudicator determines the records to be relevant to the proceeding;
(5) To appropriate agencies, entities, and persons when: (a) USDA
suspects or has confirmed that there has been a breach of the system of
records; (b) USDA has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, USDA
(including its information systems, programs, and operations), the
Federal Government, or national security; and (c) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with USDA's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm;
(6) To another Federal agency or Federal entity, when information
from this system of records is reasonably necessary to assist the
recipient agency or entity in (a) responding to a suspected or
confirmed breach or (b) 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;
(7) To a Congressional office in response to an inquiry from that
[[Page 106416]]
Congressional office made at the written request of the individual
about whom the record pertains;
(8) To contractors and their agents, grantees, experts,
consultants, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for the USDA, when
necessary to accomplish an agency function related to this system of
records; and
(9) To the National Archives and Records Administration (NARA) or
other Federal Government agencies pursuant to records management
activities conducted under 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are maintained in paper copy and electronically. Paper
records are maintained at APHIS Headquarters at 4700 River Road Unit
92, Riverdale, MD 20737. The office is locked during non-business hours
and requires the presentation of employee identification for admittance
at all times. Electronic copies are housed on the USDA secured computer
system and are entered into an electronic database stored on the USDA
secured computer system at the address above in Riverdale, MD.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
The records can be retrieved by the name of the applicant or
applicant's parent or guardian and educational institution.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
APHIS has requested records disposition authority from NARA.
Records will be retained until appropriate disposition authority is
obtained, and records will then be disposed of in accordance with the
authority granted.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
External users (educational institution coordinators) will only be
able to access applications submitted on behalf of their respective
organizations and must obtain Identity Assurance Level (IAL) 2
eAuthentication access credentials. Access to system data is granted by
the system owner on a limited basis to participating educational
institutions, OCRDI student program employees and administrators, and
applicants and educational institutions are granted access to their own
basic information. These entities can use their identification and
password to access the system and modify their own personal information
and information within their own profile; however, they do not have
access to modify sensitive data or data that is locked/password
protected.
Marketing and Regulatory Programs Information Technology (MRP IT)
has access to user information on a limited basis allowing them to
perform only their specific job functions. Access is limited to
administrators on a least privileged basis utilizing separation of
duties. MRP IT application support staff have accounts with the
appropriate level of access and permissions that allow them to access
and modify user data. These permissions are granted by a limited number
of management personnel.
Access is monitored by USDA Office of the Chief Information
Officer, Cybersecurity and Privacy Operations Center, and MRP IT
application support staff to ensure authorized and appropriate use of
the data. To gain full access to the system, internal users must have
an IAL eAuthentication using a personal identity verification (PIV)
card.
RECORD ACCESS PROCEDURES:
All requests for access to records must be in writing and should be
submitted to the APHIS Privacy Act Officer, 4700 River Road Unit 50,
Riverdale, MD 20737; or by facsimile (301) 734-5941; or by email
<a href="/cdn-cgi/l/email-protection#5e1f0e16170d0e2c37283f3d271e2b2d3a3f70393128"><span class="__cf_email__" data-cfemail="e1a0b1a9a8b2b1938897808298a194928580cf868e97">[email protected]</span></a>. In accordance with 7 CFR 1.112, (Procedures for
requests pertaining to individual records in a record system), the
request must include the full name of the individual making the
request; the name of the system of records; any other information
specified in the system notice; and preference of inspection, in person
or by mail. In accordance with 7 CFR 1.113, prior to inspection of the
records, the requester shall present sufficient identification (e.g.,
driver's license, employee identification card) to establish that the
requester is the individual to whom the records pertain. In addition,
if an individual submitting a request for access wishes to be supplied
with copies of the records by mail, the requester must include with his
or her request sufficient data for the agency to verify the requester's
identity.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records maintained in this
system of records must direct their request to the address indicated in
the ``RECORD ACCESS PROCEDURES'' paragraph, above and must follow the
procedures set forth in 7 CFR 1.116, (Request for correction or
amendment to record). All requests must state clearly and concisely
what record is being contested, the reasons for contesting it, and the
proposed amendment to the record.
NOTIFICATION PROCEDURES:
Individuals may be notified if a record in this system of records
pertains to them when the individuals request information utilizing the
same procedures as those identified in the ``RECORD ACCESS PROCEDURES''
paragraph, above.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
HISTORY:
N/A.
A report on this new system of records, required by 5 U.S.C.
552a(r), as implemented by Office of Management and Budget Circular A-
108, was sent to the Chairman and Ranking Member of the House Committee
on Oversight and Reform, Chairman and Ranking Member of the Senate
Committee on Homeland Security and Governmental Affairs, and the
Administrator of the Office of Management and Budget's Office of
Information and Regulatory Affairs.
Done in Washington, DC, this 23rd day of December 2024.
Donna Lalli,
Acting Administrator, Animal and Plant Health Inspection Service.
[FR Doc. 2024-31321 Filed 12-27-24; 8:45 am]
BILLING CODE 3410-34-P
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