Notice2025-10056
Privacy Act of 1974; 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
June 3, 2025
Issuing agencies
Selective Service System
Abstract
Pursuant to the provisions of the Privacy Act of 1974, as amended, the Selective Service System (SSS) is issuing a public notice of its intent to modify a Privacy Act System of Records titled, "Reasonable Accommodation, Religious Exception, and Medical Exception Health Records." This System of Records notice (SORN) describes Selective Service's collection, maintenance, and use of records related to requests for reasonable accommodation under Title VII of the Civil Rights Act of 1964 or the applicable provisions of the Americans with Disabilities Act as applied to the Federal Government through the Rehabilitation Act and the Religious Freedom Restoration Act of 1993. This newly modified system will be included in the SSS inventory of record systems.
Full Text
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<title>Federal Register, Volume 90 Issue 105 (Tuesday, June 3, 2025)</title>
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[Federal Register Volume 90, Number 105 (Tuesday, June 3, 2025)]
[Notices]
[Pages 23591-23593]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-10056]
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SELECTIVE SERVICE SYSTEM
Privacy Act of 1974; System of Records
AGENCY: Selective Service System.
ACTION: Notice of a modified system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974, as
amended, the Selective Service System (SSS) is issuing a public notice
of its intent to modify a Privacy Act System of Records titled,
``Reasonable Accommodation, Religious Exception, and Medical Exception
Health Records.'' This System of Records notice (SORN) describes
Selective Service's collection, maintenance, and use of records related
to requests for reasonable accommodation under Title VII of the Civil
Rights Act of 1964 or the applicable provisions of the Americans with
Disabilities Act as applied to the Federal Government through the
Rehabilitation Act and the Religious Freedom Restoration Act of 1993.
This newly modified system will be included in the SSS inventory of
record systems.
DATES: Please submit comments on or before 30 days after date of
publication in the Federal Register. This system is effective upon
publication in today's Federal Register, with the exception of the
routine uses, which are effective 30 days after date of publication in
the Federal Register.
ADDRESSES: Written comments and recommendations should be sent to
<a href="/cdn-cgi/l/email-protection#a1c0cdccc08fc2d3d4dbe1d2d2d28fc6ced7"><span class="__cf_email__" data-cfemail="66070a0b07480514131c2615151548010910">[email protected]</span></a> or to the Selective Service System, Ms. Alma Cruz,
Senior Agency Official for Privacy, 1501 Wilson Boulevard, Arlington,
Virginia 22209-2425.
FOR FURTHER INFORMATION CONTACT: Daniel A. Lauretano, Sr., General
Counsel and Federal Register Liaison, Selective Service System, 1501
Wilson Boulevard, Arlington, Virginia 22209-2425, at
<a href="/cdn-cgi/l/email-protection#6b0d0e0f0e190a07190e0c02181f0e1907020a021804052b181818450c041d"><span class="__cf_email__" data-cfemail="204645444552414c52454749535445524c494149534f4e605353530e474f56">[email protected]</span></a>.
SUPPLEMENTARY INFORMATION: If changes are made based on the SSS review
of comments received, the SSS will publish subsequent notice. This
system of records is maintained by the SSS and contains personal
information about
[[Page 23592]]
individuals from which information is retrieved by an individual's name
or identifier. The notice for this System of Records states the name
and location of the record system, the authority for and manner of its
operation, the categories of individuals that it covers, the types of
records that it contains, the sources of information in those records,
and the routine uses. This notice also includes the business address of
the SSS official who will inform interested persons of the procedures
whereby they may gain access to and request amendment of records
pertaining to them. The Privacy Act provides certain safeguards for an
individual against an invasion of personal privacy by requiring Federal
agencies to protect records contained in an agency System of Records
from unauthorized disclosure and to ensure that information is current
and accurate for its intended use and that adequate safeguards are
provided to prevent misuse of such information.
System Name and Number:
Reasonable Accommodation, Religious Exception, and Medical
Exception Health Records, SSS-40.
Security Classification:
Unclassified.
System Location:
National Headquarters, Selective Service System, 1501 Wilson
Boulevard, Arlington, Virginia 22209-2425.
System Manager(s):
Mr. Lee Levells, Human Resources Officer, 1501 Wilson Boulevard,
Arlington, Virginia 22209-2425, at <a href="/cdn-cgi/l/email-protection#8ec2c2ebf8ebe2e2fdcefdfdfda0e9e1f8"><span class="__cf_email__" data-cfemail="88c4c4edfeede4e4fbc8fbfbfba6efe7fe">[email protected]</span></a>.
Authority for Maintenance of the System:
The collection and maintenance of accommodation records is
authorized by the Rehabilitation Act, 29 U.S.C. 791, and Title VII of
the Civil Rights Act, 42 U.S.C. 2000e, as well as Executive Order 13164
and 29 CFR 1605 and 1614.
Purpose of the System:
to maintain records necessary and relevant to SSS activities
responding to and mitigating high-consequence public health threats.
Accordingly, this System of Records is designed to collect records
related to the processing of requests from employees and applicants for
employment who are seeking a reasonable accommodation based upon
disability under the Rehabilitation Act or for a religious belief,
observance, or practice under Title VII of the Civil Rights Act of
1964, or the Religious Freedom Restoration Act of 1993, 42 U.S.C.
chapter 21B; or other applicable law, and consistent with Executive
Order 13164.
Categories of Individuals Covered by the System:
include records of individuals who request reasonable accommodation
and are processed by agency officials making reasonable accommodation
assessments and decisions. These records also include information on
authorized individuals, such as a family member, health professional,
or other representatives submitting the request on behalf of an
individual.
Categories of Records in the System:
Records related to reasonable accommodation exceptions, medical or
religious. These records may include but are not limited to: (1) Name;
(2) Individual requester's status as an applicant, current or former
employee, or other status; (3) Individual requester's occupational
series and grade level for which reasonable accommodation had been
requested; (4) Contact information such as work or personal address,
phone number, and email address; (5) Date a request was submitted
verbally or in writing; (6) Documented requests for different type(s)
of reasonable accommodation requested; (7) How the requested
accommodation would assist in job performance; (8) Supervisor's name,
address, and contact information; (9) Name and contact information of a
family member, health professional, or other representative submitting
a request on behalf of an individual; (10) Medical documentation about
a disability or medical condition, or other appropriate supporting
information submitted or required to process the request; (11) Records
on religious beliefs, observances or practices including descriptions
of employee's belief, observance or practice, medicines or medical
products that are used or not used by an employee due to a belief,
observance or practice; (12) Name, title, and contact information of
SSS officials processing, deciding or referring to a request for
reasonable accommodation. (13) Agency decisions including whether a
request was granted or denied, reasons for denial, date a request was
approved or denied, date reasonable accommodation was provided to the
individual. (14) The amount of time taken to process a request,
including whether the recommended time frames were met as outlined in
the reasonable accommodation procedures; (15) Any other information
that is submitted by individuals in support of requests for reasonable
accommodation, or that is necessary and relevant to support agency
assessment and decision regarding the request.
Record Source Categories:
Records may be obtained from appropriate SSS personnel who may
provide relevant information on information related to a request for
reasonable accommodation. Information may also be sourced from
personnel at medical facilities, or from existing systems of records,
including but not limited to OPM/GOVT-10, ``Employee Medical File
System Records,'' (75 FR 35099; June 21, 2010), and modified on
November 30, 2015 (80 FR 74815).
Routine Use of Records Maintained in the System, Including Categories
of Users and the Purpose of Such Uses:
In addition to the disclosures permitted under subsection (b) of
the Privacy Act, the SSS may disclose information contained in this
System of Records without the consent of the persons mentioned herein
if the disclosure is compatible with the purpose for which the record
was collected under the following routine uses:
1. To appropriate medical facilities, or Federal, State, local,
Tribal, territorial or foreign government agencies, to the extent
permitted by law, for the purpose of protecting the vital interests of
individual(s), including to assist the United States Government in
responding to or mitigating high-consequence public health threats, or
diseases and illnesses relating to a public health emergency.
2. Where a record, either alone or in conjunction with other
information, indicates a violation or potential violation of law--
criminal, civil, or regulatory in nature--the relevant records may be
referred to the appropriate Federal, State, local, territorial, Tribal,
or foreign law enforcement authority or other appropriate entity
charged with the responsibility for investigating or prosecuting such
violation or charged with enforcing or implementing such law.
3. To the court of law, in an appropriate proceeding before a
court, grand jury, or an administrative or adjudicative body, when the
SSS determines that the records are arguably relevant to its
proceeding; or in an appropriate proceeding before an administrative or
adjudicative body when the adjudicator determines the records to be
relevant to the proceeding.
4. To contractors and others performing or working on a contract,
service, grant, cooperative agreement, or other assignment for the
Federal
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Government, when necessary to accomplish an SSS function related to
this System of Records.
5. A record on an employee or contractor from this System of
Records may be disclosed as a routine use to a Federal, State, local,
territorial, Tribal, or foreign agency requesting a record that is
relevant and necessary to its decision on a matter of hiring or
retaining an employee, issuing a security clearance, reporting an
investigation of that individual, letting a contract, or issuing a
license, grant, or other benefit.
6. A record on an employee or contractor from this System of
Records may be disclosed as a routine use to a Congressional office in
response to an inquiry from the Congressional office made at the
request of that individual.
7. To the National Archives and Records Administration for purposes
of records management inspections conducted under the authority of 44
U.S.C. 2904 and 2906.
8. To appropriate agencies, entities, and persons when (1) the SSS
suspects or has confirmed that there has been a breach of the System of
Records. (2) the SSS has determined that as a result of the suspected
or confirmed breach there is a risk of harm to an individual(s), the
SSS (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 the SSS efforts to respond to the suspected
or confirmed breach or to prevent, minimize, or remedy such harm.
9. To another Federal agency or Federal entity, when the SSS
determines that information from this System of Records is 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.
10. To any agency, organization, or individual for the purpose of
performing authorized audit or oversight operations of the SSS and
meeting related reporting requirements.
11. To such recipients and under such circumstances and procedures
as are mandated by Federal statute or treaty.
12. A record from this System of Records may be disclosed as a
routine use to SSS paid experts or consultants, and those under
contract with the SSS on a ``need-to-know'' basis for purpose within
the scope of the pertinent SSS task. This access will be granted to a
SSS contractor or employee of such contractor by a system manager only
after satisfactory justification has been provided to the system
manager.
Policies and Practices for Storage of Records:
All records in this System of Records are maintained in compliance
with applicable executive orders, statutes, and the agency implementing
regulations. Electronic records are stored in databases and/or on hard
disks, removable storage devices, or other electronic media. Paper
records are maintained in a secure, access-controlled room, with access
limited to authorized personnel. To the extent applicable, to ensure
compliance with Americans with Disabilities Act, the Rehabilitation
Act, and the Genetic Information Nondiscrimination Act of 2008, medical
information must be maintained on separate forms and in separate
medical files and be treated as a confidential medical record.
SSS policy establishes a uniform process for protecting and storing
PII and media.
Policies and Practices for Retrieval of Records:
Records will be retrieved by any of the categories of records,
including name, location, date of vaccine exception request, or work
status.
Policies and Practices for Retention and Disposal of Records:
Records in this system are temporary and are maintained and
destroyed in accordance with National Archives and Records
Administration General Records Schedule 2.7 Employee Health and Safety
Records.
Administrative, Technical, and Physical Safeguards:
Computerized records systems follow the National Institute of
Standards and Technology privacy and security standards as developed to
comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a;
Paperwork Reduction Act of 1995, 44 U.S.C. 3501 et seq.; Federal
Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.;
and the Federal Information Processing Standards 199: Standards for
Security Categorization of Federal Information and Information Systems.
Security controls include user identification, multi-factor
authentication, database permissions, encryption, firewalls, audit
logs, network system security monitoring, and software controls.
SSS policy applies to all SSS information users, owners,
contractors and custodians, as well as access to any SSS information
resources. Access to records in the system is limited to authorized
personnel who have a need to access the records in the performance of
their official duties, and each user's access is restricted to only the
functions and data necessary to perform that person's job
responsibilities. System administrators and authorized users are
trained and required to follow established internal security protocols
and must complete all security, privacy, and records management
training and sign the SSS Rules of Behavior.
Record Access Procedures:
Same as ``Notification procedures.''
Contesting Record Procedures:
Same as ``Notification procedures.''
Notification Procedures:
Individuals seeking to determine whether this System of Records
contains information about them should write to Senior Agency Official
for Privacy and comply with procedures contained in the SSS Privacy Act
Regulation 32 CFR part 1665.
Exemptions Promulgated for the System:
None.
History:
Document Citation: 87 FR 2199 Document Number: 2022-00621.
Alma Cruz,
Senior Agency Official for Privacy, Selective Service System.
[FR Doc. 2025-10056 Filed 6-2-25; 8:45 am]
BILLING CODE 8015-01-P
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</html>Indexed from Federal Register on June 3, 2025.
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.