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System of Records (SOR)
68VA05 - VA Employee Counseling Services Program Records-VA
System location:
These records are located at VA facilities (See Appendix 1) and
at other Federal, State, or local government or private sector
agencies or institutions which have agreements with the VA to provide
counseling to VA employees or family members with alcohol, drug or
emotional or personal health problems.
Categories of individuals covered by the system:
Categories of individuals who may be covered by the system
include current or former VA employees or immediate family members of
VA employees who have been counseled or otherwise treated regarding
alcohol or drug abuse or for personal or emotional health problems.
Categories of records in the system:
The records (or information contained in records) may include
records and documents related to employee visits to counselors,
diagnosis, recommended treatment, prognosis, results of treatment,
and other notes or records of discussions held by a program counselor
with the employee, employee's family members or supervisors. Records
in this system may also contain documentation of treatment at a
Federal, State, local government, private agencies, or institutions
which have agreements with the VA to provide counseling to VA
employees or family members with alcohol, drug or personal or
emotional health problems.
Authority for maintenance of the system:
5 U.S.C. 7901, 21 U.S.C. 1101, 42 U.S.C. 4541 and 4561 and 44
U.S.C. 3101.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
- Any information in this system may be disclosed to approved
third parties for the purpose of conducting scientific research,
management audits, financial audits, or program evaluations; however,
such third parties may not identify, directly or indirectly, any
individual patient or subject in any report of such research, audit
or evaluation, or otherwise disclose patient or subject identities in
any manner.
- Any information in this system may be disclosed to the
Department of Justice, or, when appropriate, to other Federal
agencies, in order for the VA or another Federal agency to defend any
claims against the United States arising from the treatment or
counseling of an employee or family member with alcohol, drug,
emotional or personal health problems.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage:
These records are maintained on paper documents in file folders.
Retrievability:
These records are retrieved by the names of the individuals on
whom they are maintained.
Safeguards:
These records are maintained in locked file cabinets with access
limited to the program Counselor or Coordinator.
Retention and disposal:
Records are maintained for three years after the employee's last
contact with the Counselor, or for three years after the employee's
separation or transfer, whichever comes first. Records are destroyed
by shredding or burning.
System manager(s) and address:
Assistant Deputy Administrator for Personnel & Labor Relations
(05), 810 Vermont Avenue, NW, Washington, DC 20420.
Notification procedure:
VA employees or family members wishing to inquire whether this
system of records contains information about them should contact the
VA Employee Alcoholism and Drug Abuse or Counseling Services Program
Counselor or Coordinator who arranged for counseling or treatment.
Individuals must furnish their name and date of birth for their
records to be located and identified.
Record access procedures:
VA employees or family members wishing to request access to
records pertaining to them should contact the VA Employee Alcoholism
and Drug Abuse or Counseling Services Program Counselor or
Coordinator who arranged for counseling or treatment. Individuals
must furnish their name and date of birth for their records to be
located and identified.
An individual must also follow the VA's Privacy Act regulations
and procedures regarding verification of identity and amendment of
records.
Contesting record procedures:
VA employees or family members wishing to request amendment to
these records should contact the Program Counselor or Coordinator who
arranged for counseling or treatment. Individuals must furnish their
name and date of birth for their records to be located and
identified.
An individual must also follow the VA's Privacy Act regulations
and procedures regarding verification of identity and amendment of
records.
Record source categories:
Information in this system of records comes from the individual
to whom it applies, the supervisor of the employee, if the employee
was referred by a supervisor for counseling, the Program Counselors
or Coordinators who recorded counseling sessions, and therapists or
institutions providing treatment.
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