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System
name: Campus Based Branch (CBB) Program
Document Management System (DMS),
HHS/HRSA/BHPr.
Security
classification: None.
System location: The
Division of Health Careers Diversity and Development
(DHCDD) of the Bureau of Health Professions
(BHPr), Health Resources and Services Administration
(HRSA), Department of Health and Human Services
(HHS). Records are located at 5600 Fishers Lane,
Room 8-42, Rockville, MD 20857.
Categories of individuals covered by
the system: Student and faculty borrowers
who participate/participated in CBB loan and
scholarship programs.
Categories of records in the system:The
systems include materials such as:
-
Names, addresses, phone numbers, medical records,
financial information, and social security
numbers of borrowers.
-
Annual Operating Reports that contain financial
information from institutions, including aggregate
amounts of loans disbursed, collected and
retired.
-
Performance reports on the aggregate number
of borrowers, their classification in race/ethnicity
categories, and whether they are practicing
in primary care.
-
Contact information of financial aid officers
that include name, title, school address and
direct phone number.
-
Correspondence from the financial aid officers
regarding issues with specific borrowers.
The majority of these correspondence only
indicate the borrower's name and/or amount
borrowed.
- Correspondence from borrowers on specific
issues on CBB programs or the school that
administers the programs. These correspondences
may include the borrower's name, address and
phone number.
- Case reports from educational institutions
on borrowers whom the school is claiming an
uncollectible debt or a total disability write-
off. The documents contained in these case
reports may include name, address, financial
income information, medical records and social
security numbers.
- Any other correspondence or documentation
related to general or specific issues regarding
CBB programs at institutions or borrowers
who participate in CBB programs.
Authority for maintenance of the system:
Section 721 of the Public Health Service Act
(42 U.S.C. 292q), Health Professions Student
Loan; Section 835 of the Public Health Service
Act (42 U.S.C. 297a), Nursing Student Loan;
Section 723 of the Public Health Service Act
(42 U.S.C. 292s), Primary Care Loan; Section
724 of the Public Health Service Act (42 U.S.C.
292t), Loans for Disadvantaged Students; Section
737 of the Public Health Service Act (42 U.S.C.
293a), Scholarships for Disadvantaged Students.
Purpose(s): The purpose of
the DMS system is to support the CBB in monitoring
its programs, in order to ensure the efficiency
of the factual information in reports and documents,
and to archive the documents for efficient access
and verification.
Routine uses of records maintained in
the system, including categories of users and
the purposes of such uses:
Records maintained in the system above, disclosure
of which is governed by the System of Records
Notice for the ``Campus Based Branch Program
Document Management System, HHS/HRSA/BHPr''
may be disclosed to
others:
- HRSA may disclose records to Department
contractors and subcontractors for the purpose
of assisting CBB in reviewing cases and maintaining
systems, including conducting data analysis
for program evaluations, compiling managerial
and statistical reports, and record systems
processing and refinement. Contractors will
maintain, and are also required to ensure
that subcontractors maintain, Privacy Act
safeguards with respect to such records.
- Disclosure may be made to a Congressional
office from the record of an individual or
institutional participant, in response to
any inquiry from the Congressional office
made at the request of that individual.
- Disclosure may be made to the Department
of Justice, or to a court or other tribunal,
from this system of records, when (a) HHS,
or any component thereof; or (b) any HHS employee
in his or her official capacity; or (c) any
HHS employee in his or her individual capacity
where the Department of Justice (or HHS, where
it is authorized to do so) has agreed to represent
the employee; or (d) the United States or
any agency thereof, where HHS determines that
the litigation is likely to affect HHS or
any of its components, is a party to litigation
or has an interest in such litigation, and
HHS determines that the use of such records
by the Department of Justice, the court or
other tribunal is relevant and necessary to
the litigation and would help in the effective
representation of the governmental party,
provided, however, that in such case HHS determines
that such disclosure is compatible with the
purpose for which the records were collected.
- In the event that a system of records maintained
by this agency to carry out its functions
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, the
relevant records in the system of records
may be referred to the appropriate agency,
whether Federal, State or local, charged with
the responsibility of investigating or prosecuting
such violation or charged with enforcing or
implementing the statute or rule, regulation
or order issued pursuant thereto.
- HRSA may disclose from this system of records
a delinquent debtor's name, address, Social
Security number, and other information necessary
to identify him/her; the amount, status, and
history of the claim, and the agency or program
under which the claim arose, to the Treasury
Department, Internal Revenue Service (IRS),
to request a debtor's current mailing address
to locate him/her for purposes of collecting
a debt. This address may be disclosed by HRSA
to any school
from which the defaulted borrower received
the student loan, for use only by officers,
employees, or agents of the school whose duties
relate to the collection of health professions
or nursing student loan funds, to locate the
defaulted borrower to collect the loan. Any
school which requests and obtains this address
information must comply with the requirements
of HRSA and the IRS regarding the safeguarding
and proper handling of this information.
Policies
and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
STORAGE: Records are maintained
in the DMS or in file folders and/or computer
data files.
RETRIEVABILITY: Retrieval
of data and case files is by subject's name
or institution ID.
SAFEGUARDS:
- Authorized users: Access is limited to
authorized HHS staff in performance of their
duties. Authorized personnel include the
contractor/system manager and his staff who
have responsibilities for administering the
programs. HRSA maintains current lists of
authorized users. Educational institutions
may request or access information they submitted
to CBB. However, they do not have access to
information submitted by other institutions.
- Physical safeguards: The DMS is housed
on a HRSA server behind a firewall. The DMS
is an intra-office system only for the sole
use of CBB staff. All computer equipment and
files and hard copy files are stored in areas
where fire and life safety codes are strictly
enforced. All automated and non-automated
documents are protected on a 24-hour basis.
Perimeter security includes intrusion alarms,
on-site guard force, random guard patrol,
key/passcard/combination controls, and
receptionist controlled area. Hard copy files
are maintained in a file room used solely
for this purpose with access limited by combination
lock to authorized users identified above.
Computer files are password protected and
are accessible only by use of computers which
are password protected.
- Procedural safeguards: A password is required
to access computer files. All users of personal
information in connection with the performance
of their jobs protect information from public
view and from unauthorized personnel entering
an unsupervised area. All passwords, keys
and/or combinations are changed when a person
leaves or no longer has authorized duties.
Access to records is limited to those authorized
personnel trained in accordance with the Privacy
Act and ADP security procedures. The safeguards
described above were established in accordance
with DHHS chapter 45-13 and supplementary
chapter PHS hf: 45-13 of the General Administration
Manual; and the DHHS Information
Resources Management Manual, Part 6, ``ADP
Systems Security.''
Retention and disposal: Records
in the DMS are retained for at least 6 years
after full payment of the loan, completion of
service obligation, or repayment to the Secretary
in the case of a default. Contact the System
Manager at the following address for further
information.
System manager(s) and address: Director,
Division of Health Careers Diversity and Development,
Bureau of Health Professions, Health Resources
and Services Administration, Department of Health
and Human Services, 5600 Fishers
Lane, Room 8-42, Rockville, Maryland 20857.
Notification procedure: Requests
concerning whether the system contains records
about you should be made to the Systems Manager.
Request in person: A subject
individual who appears in person at a specific
location seeking access or disclosure of records
relating to him/her shall provide his/her name,
current address, Social Security number and
at least one piece of tangible identification
such as driver's license, passport, voter registration
card, or union card. Identification papers with
current photographs are preferred but not required.
Additional identification may be requested when
there is a request for access to records which
contain an apparent discrepancy between information
contained in the records and that provided by
the individual requesting access to the records.
Where the subject individual has no identification
papers, the responsible agency official shall
require that the subject individual certify
in writing that he/she is the individual who
he/she claims to be and that he/she understands
that the knowing and willful request or acquisition
of a record concerning an individual under false
pretenses is a criminal offense subject to a
$5,000 fine.
Requests by telephone: Because
positive identification of the caller cannot
be established, no requests by telephone will
be honored.
Requests by mail: A written
request must contain the name and address of
the requester, Social Security number or other
identifying numbers, and his/her signature which
is either notarized to verify his/her identify
or includes a written certification that the
reqeuster is a person he/ she claims to be and
that he/she understands that the knowing and
willful request or acquisition of records pertaining
to an individual under false pretenses is a
criminal offense subject to a $5,000 fine.
Record
access procedures: Same as notification
procedures. Requesters should also reasonably
specify the record contents being sought. Individuals
may also request an accounting of disclosures
that may have been made of their records, if
any.
Contesting record procedures:
Any record subject may contest the accuracy
of information on file at CBB by writing to
the Director, Division of Health Careers Diversity
and Development, Bureau of Health Professions,
Health Resources and
Services Administration, Department of Health
and Human Services, 5600 Fishers Lane, Room
8-42, Rockville, Maryland 20857. The request
should contain a reasonable description of the
record, specify the information being contested,
the corrective action sought, and the reasons
for requesting the correction, along with supporting
information to show how the record is inaccurate,
incomplete, untimely or irrelevant.
Record source categories:
1. Educational institutions participating
in CBB programs
2. Financial aid officers administering CBB
programs
3. Student borrowers and recipients participating
in CBB programs
4. Borrowers submitted for uncollectible debt
write-offs
5. Borrowers submitted for total disability
write-offs
Systems exempted from certain provisions
of the act: None.
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