Privacy Impact Assessment (PIA)

Privacy Impact Assessment
for the

Application and Registration Records for
Training and Exercise Programs
DHS/FEMA/PIA-016
March 3, 2011
Contact Point
Thomas R. McQuillan
Privacy Officer
Federal Emergency Management Agency
Department of Homeland Security
(202) 646-3323
Reviewing Official
Mary Ellen Callahan
Chief Privacy Officer
Department of Homeland Security
(703) 235-0780

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Application and Registration Records for Training and Exercise
(ARRTE) Programs
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Abstract
The Department of Homeland Security Federal Emergency Management Agency (FEMA)
sponsors, hosts and conducts numerous training and exercise programs in support of its mission. These
programs collect personally identifiable information (PII) to register individuals for the respective
training and exercise programs and to coordinate field exercises and provide training to FEMA
employees, contractors, and members of the first responder and emergency management communities.
This Privacy Impact Assessment (PIA) covers programs that collect basic PII but do not require sensitive
PII such as Social Security numbers, dates of birth, financial and medical information for registration
purposes.

Overview
The Department of Homeland Security Federal Emergency Management Agency’s mission is to
support our citizens and first responders to ensure that as a nation we work together to build, sustain, and
improve our capability to prepare for, protect against, respond to, recover from, and mitigate all hazards.1
In support of this mission, FEMA components such as the United States Fire Administration (USFA)
and the Emergency Management Institute (EMI), which are housed at the National Emergency Training
Center (NETC) facility, as well as the Protection and National Preparedness Bureau, and the National
Processing Service Centers (NPSCs) sponsor a range of training and exercise programs for FEMA
employees, contractors, and partners in the first responder and emergency management communities.
FEMA collects and maintains information about the individuals who register or apply for its
training and exercise programs and the organization employing or sponsoring these individuals, as well
as information used to grant access to IT systems that support these programs. FEMA’s training and
exercise programs may also maintain information about the trainings and exercise events, which may be
shared among participants. The type and amount of PII FEMA collects from individuals to facilitate
their participation varies among programs. Some programs, such as those administered by EMI and
USFA, may collect sensitive PII such as financial information to facilitate payments and medical
information to facilitate accommodations for individuals, while other programs collect only the PII
necessary to register individuals, verify their identity, confirm their eligibility to participate in the
training or exercise program, and facilitate participation in the program. However, this Privacy Impact
Assessment (PIA) does not cover these types of training programs. This PIA covers programs that
collect basic PII but do not require sensitive PII such as Social Security numbers, dates of birth, financial
and medical information for registration purposes.

Through its training and exercise programs, FEMA brings together partners from state, local,
tribal, regional, international, and nongovernmental/volunteer organizations, as well as the private sector,
including firefighters, emergency medical services, emergency management agencies, law enforcement,
and public officials. These programs provide FEMA’s employees, contractors and partners with the
1

Visit http://www.fema.gov/about/index.shtm for additional information.

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opportunity to develop the situational awareness and skills necessary to quickly prevent, respond to, or
mitigate all hazards affecting the people of the United States. A complete list and description of the
training and exercise programs covered by this PIA is included in the Appendix of this document.
Registration Process
Individuals wanting to participate in a FEMA-sponsored training or exercise program and access
supporting IT systems must first register to do so. To facilitate this process FEMA collects information
directly from the individual and staff from the sponsoring organization verifies the individual’s first
responder status. Upon verification, the individual becomes a “registered user,” and FEMA activates
his/her user account. Typically, FEMA creates user names using the individual’s email address,
although another unique identifier may be used, and the individual selects their initial password as part
of the registration process. If FEMA cannot confirm the first responder status of the individual, it
cancels the registration and notifies the individual registrant of the cancellation by telephone and/or email.
Training Programs
FEMA’s training programs include web-based training (WBT) and instructor-led training (ILT)
courses. These courses relate to an individual’s roles and responsibilities within a particular organization,
system, or response plan and teach skills related to those roles and responsibilities. Training programs
prepare registrants to participate in tests, exercises, and actual emergencies related to response plans.
FEMA will retain this information for a maximum of five years after the completion of a
specific training event.
Exercise Programs
Exercise programs provide an environment for participants to schedule, plan, and perform
simulated responses to a variety of possible real world hazards, incidents, and emergencies. Exercise
programs validate the viability of one or more aspects of an emergency response plan. The amount and
type of PII FEMA collects from participants in its exercise programs depends on the functionality and
classification of the exercise program.
Once registered, users can schedule and plan an exercise/event. The FEMA exercise systems
also serve as a library to the first responder community. Registered users may upload and store After
Action Reports (AAR), lessons learned, best practices, improvement plans and other exercise/eventrelated documents into the system that supports a specific exercise. Other registered users of the system
are able to access these documents to prepare for the upcoming exercises/events in which they will
participate. In addition, users are able to generate reports and graphs based on the improvement plan
data posted to the system. Access to reports within the FEMA’s exercise systems is role-based. FEMA
will retain this information for a maximum of 5 years after the completion of a specific exercise.
FEMA’s training and exercise programs may share information with state, local, tribal,
international, nongovernmental/volunteer organizations, and private sector organizations. FEMA shares
this information to facilitate the development of training and exercise programs, coordinate, facilitate,
and track participation in training and exercise programs, and for statistical purposes to determine the
nation’s preparedness level.

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Section 1.0 Characterization of the Information
The following questions are intended to define the scope of the information requested and/or
collected as well as reasons for its collection as part of the program, system, rule, or technology being
developed.

1.1

What information is collected, used, disseminated, or
maintained in the system?

FEMA training and exercise programs require individuals to provide information during the
registration process. This information may include the following data elements:
Individual Training Registrant or Exercise Participant Information
• Full Name (First, Middle, Last)
• Individual’s unique User ID
• Sex
• Race and Ethnicity
• U.S. Citizenship (City and Country of birth are collected for non-U.S. citizens)
• Home Address or P.O. box including zip code
• Home Telephone Number
• Cellular Telephone Number
• Fax Number
• E-mail address
• Military Rank/Prefix (if applicable)
• Employment Status (e.g. full-time paid, part-time, volunteer, retired, etc.)
• Position title
• Primary responsibility
• Category of position
• Years of experience
• Professional certifications
• Reference Point of Contact
• Reference point of contact phone number
• Reference point of contact addresses
• Relationship to the Reference Point of Contact
• Time Zone

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Agency, Business, Non-Profit Organization, Military Branch, or Vendor Information
• Organization type (e.g. federal agency, state or local government, tribe, private or non-profit);
• Organization address (including city, state, zip code and country)
• Organization identification number (e.g. fire department ID number)
• Organization phone number
• Military Service Branch (if applicable)
• Point of Contact (POC) at the Organization
• Number of staff in the organization
• Size of the population served by the organization
• DUNS Number2
Training and Exercise Information
• Training/Exercise name
• Training/Exercise type
• Training/Exercise date
• Training/Exercise mission
• Training/Exercise target capabilities
• Reason for requesting access
• Training/Exercise Scenario details
• Training/Exercise reports and other documentation
• Venue/location
• Exercise role (e.g. Controller or Player)
• Training/Exercise prerequisites
• Course code
• Exam answers
• Password
• Security questions (2) – (Varies per application/system and may or may not be required for
resetting password created if user forgets password)

2

Dunn & Bradstreet verifies the existence of business entities globally. There is a separate DUNS number for each
physical location of an organization. Visit
https://eupdate.dnb.com/requestoptions.asp?cm_re=HomepageB*TopNav*DUNSNumberTab

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1.2

What are the sources of the information in the system?

FEMA collects the information in Section 1.1 directly from individuals seeking to register or
apply to participate in FEMA’s training and exercise programs. Individuals provide this information
voluntarily. FEMA confirms the status and/or eligibility of individuals requesting training or
participation in an exercise by contacting the reference point of contact.

1.3

Why is the information being collected, used,
disseminated, or maintained?

FEMA collects the information to facilitate participation in its training and exercise programs.
FEMA uses the information to register individuals seeking to participate in FEMA’s training and
exercise programs, to track performance, and to enable collaboration, information sharing, and full
participation in the same. In addition, FEMA uses the information to confirm the status and/or eligibility
of individuals requesting training or participation in an exercise by contacting the reference point of
contact.

1.4

How is the information collected?

FEMA may collect information for its training and exercise programs through paper
applications, telephone registration; or through secure web-based forms. Not all training and exercise
programs will use all of the aforementioned media for its information collection.

1.5

How will the information be checked for accuracy?

FEMA collects the information directly from individuals who volunteer information; FEMA
assumes the information is accurate. In many cases, Support Services Administrators for the organization
sponsoring the training or exercise may confirm the applicant’s identity and status as a first responder or
Homeland Security official by contacting a reference provided during the registration process. The
registration approval process may include the review and approval of a training or exercise request by a
FEMA Region point-of-contact.

1.6

What specific legal authorities, arrangements, and/or
agreements defined the collection of information?

FEMA collects information for its training and exercise programs pursuant to 6 U.S.C. §. 748,
“Training and exercises;”, the Homeland Security Act of 2002; Privacy Act of 1974 (5 U.S.C. § 552a);
E.O. 13111, “Using Technology to Improve Training Technologies for Federal Government
Employees;” and the E-Government Act of 2002.

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1.7

Privacy Impact Analysis: Given the amount and type of
data collected, discuss the privacy risks identified and
how they were mitigated.

Privacy Risk: There is a risk of FEMA collecting more information than is necessary to
register an individual for a training or exercise, verify that the individual is eligible to participate in
the training or exercise, and/or facilitate communication relevant to the training or exercise.
Mitigation: FEMA mitigates this risk by limiting its information collection to only those data
elements necessary to accomplish the uses in Section 2.1. As such, this PIA does not cover those
FEMA training and exercise programs that collect, use, or maintain sensitive PII such as date of
birth, Social Security number, financial, or medical information. Additionally, FEMA mitigates this
risk during the PIA process through which the collection, use, and maintenance of PII are explained
and privacy risks identified and mitigated. FEMA also mitigates this risk through the review of each
form associated with these systems during the Paperwork Reduction Act (PRA) process, wherein the
agency scrutinizes its collections of information from the public to avoid duplicative or unnecessary
information collections.

Section 2.0 Uses of the Information
The following questions are intended to delineate clearly the use of information and the accuracy
of the data being used.

2.1

Describe all the uses of information.

For training programs, FEMA will use the information to create and update student records,
enroll applicants into training courses, facilitate the completion of the training course(s), provide
applicants with completion certificates, track completions and failures, and communicate with trainees.
FEMA may aggregate and review some of the information it collects for patterns and trends to determine
the effectiveness of its training programs, however FEMA does not use any PII for this purpose. In
addition, FEMA uses the information it collects from trainees to confirm the individual’s identity,
establish their eligibility for system access, and to provide and monitor system security. Lastly, FEMA
uses information such as sex, race, and ethnicity only for statistical purposes.
For exercise programs, FEMA will use the information to register exercise participants, facilitate
registrant’s participation in exercises, provide a collaborative working environment for exercise program
development and project management, share improvement plans, after action reports, best practices,
corrective actions and other documents resulting from completed exercises among emergency responders
throughout the U.S., and communicate with exercise participants. FEMA will also use the information
to confirm the individual’s identity, establish their eligibility for system access, and provide and monitor
system security.

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2.2

What types of tools are used to analyze data and what
type of data may be produced?

FEMA’s training and exercise programs do not utilize data mining to identify previously
unknown patterns in the information collected in support of these programs, nor do training and exercise
programs use tools to analyze or produce new data.

2.3

If the system uses commercial or publicly available data
please explain why and how it is used.

FEMA’s training and exercise programs do not use commercial or publicly available data.

2.4

Privacy Impact Analysis: Describe any types of controls
that may be in place to ensure that information is handled
in accordance with the above described uses.

Privacy Risk: There is a possible risk of FEMA using the information it collects for training
and exercise programs for purposes other than that for which the information was collected.
Mitigation: FEMA mitigates this potential risk by employing access controls, training, rules of
behavior, and auditing. Only authorized users may access the information, and users must complete
privacy and security training prior to receiving access to systems. In addition, users must acknowledge
and sign rules of behavior prior to accessing FEMA’s information technology (IT) systems; rules of
behavior include consequences for misuse of FEMA IT systems. In addition, to ensure accountability,
auditing is preformed and all user activities undergo logging procedures. Lastly, support services and
server administrative personnel undergo vetting in accordance with DHS Sensitive System Handbook
4300A policy, and receive a favorably adjudicated Background Investigation (BI) as defined in DHS
MD11055, Suitability Screening Requirements for Contractor Employees. PII contained within the
Program receives handling under the same level of sensitivity and criticality as the Sensitive but
Unclassified (SBU) information.

Section 3.0 Retention
The following questions are intended to outline how long information will be retained after the
initial collection.

3.1

What information is retained?

FEMA may retain all of the information listed in Section 1.1 for its training and exercise
programs, however not all of the data elements are required for each training and exercise
programs/systems.

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3.2

How long is information retained?

FEMA retains its training and exercise information according to applicable NARA regulations.
The length of retention may vary for each program/system, as each may have its own GRS record
schedule or FEMA agency schedule. Generally speaking, training and exercise records for
programs/systems covered under this PIA may be held for as little as three years and as long as five
years from the “cut off,” which will be either the date of the training or exercise event or the end of a
calendar or fiscal year. Please see the Appendix for retention information specific to the systems
covered by this PIA.

3.3

Has the retention schedule been approved by the
component records officer and the National Archives and
Records Administration (NARA)?

FEMA’s training and exercise records retention is covered under General Records Schedules 129a(1), 1-29a(2), and 1-29b. FEMA Manual 5400-2M contains the Agency’s record schedules.

3.4

Privacy Impact Analysis: Please discuss the risks
associated with the length of time data is retained and
how those risks are mitigated.

Privacy Risk: There is a risk that FEMA could maintain the information it collects for a longer
period than necessary. Although there is always risk inherent in retaining PII for any length of time, the
data retention periods identified in the NARA schedule(s) are consistent with the concept of retaining
data only for as long as necessary to support the agency’s mission.
Mitigation: To mitigate the risk of FEMA retaining information beyond the approved retention
period, the organization sponsoring each specific FEMA training and exercise program/system is
responsible for the purging or transferring of records as required by the record schedule.
Privacy Risk: There is a risk that FEMA may keep its training and exercise information longer
than what is approved by NARA.
Mitigation: To mitigate the risk of FEMA retaining its training and exercise information longer
than what is approved by NARA, FEMA utilizes its advanced records management training, in addition
to training offered by DHS and NARA and is advancing technology resources to improve its records
management.
Privacy Risk: There is a risk that, generally, FEMA may retain its training and exercise records
beyond what is necessary.
Mitigation: To mitigate the risk of FEMA retaining training and exercise information longer
than necessary, records management training, which includes a focus on record retention, is required
annually for all FEMA employees.

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(ARRTE) Programs
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Section 4.0 Internal Sharing and Disclosure
The following questions are intended to define the scope of sharing within the Department of
Homeland Security.

4.1

With which internal organization(s) is the information
shared, what information is shared and for what purpose?

FEMA shares its training and exercise program information with internal DHS components if
there is a “need to know” and access the information. The purpose of sharing the information internally
is to validate the identity of an individual requesting access to a training or exercise system. FEMA may
also provide information on the training that an individual may have completed if the individual is
employed by an agency or component of DHS. Section 1.1 includes the information that FEMA may
share.

4.2

How is the information transmitted or disclosed?

Applicants may transmit information by paper (e.g., via fax), telephone (e.g., to the Help Desk),
or electronically via the program/system’s secure web interface. FEMA may share or disclose
information internally via telephone (e.g., via the help desk) or electronically through the
program/system’s secure web interface.

4.3

Privacy Impact Analysis: Considering the extent of
internal information sharing, discuss the privacy risks
associated with the sharing and how they were mitigated.

Privacy Risk: There is a risk of unauthorized or improper disclosure of the information that
FEMA collects and shares for its training and exercise programs.
Mitigation: FEMA takes several steps to mitigate this risk. First, for disclosure of training and
exercise information via telephone, FEMA requires the caller to verify the answers to security questions
prior to disclosing any information. Secondly, for electronic transmission and disclosure, FEMA utilizes
audit trails and system logs which record each action by the user; FEMA only shares this information on
a role-based, “need to know” basis; and when this information is shared it is password – protected, and
encrypted using industry standard SSL –128 bit encryption used to protect data transmission. Lastly,
before a user can transmit any information by fax, FEMA requires users to call the Help Desk servicing
each program and have their user ID and password validated before receiving the fax number to enable
the transmission of the information.

Section 5.0 External Sharing and Disclosure
The following questions is intended to define the content, scope, and authority for information sharing
external to DHS, which includes federal, state and local government, and the private sector.

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5.1

With which external organization(s) is the information
shared, what information is shared, and for what purpose?

As FEMA’s training and exercise programs are open to individuals throughout the emergency
response community, FEMA shares the information it collects for its training and exercise systems with
a variety of external organizations. Such sharing is consistent with the purpose of FEMA’s training and
exercise programs applicable routine uses outlined in the Training and Exercise SORN, and supports the
uses stated in Section 2.1.
To validate a user’s identity so that he/she may become a “registered user” and receive an
activated user account for a training or exercise system, FEMA may share the following training and
exercise information with other federal agencies, offices, or departments; emergency response providers;
and sponsoring state, local, and tribal officials and agencies:
•

individual’s full name (first, middle, and last); address; citizenship; training/exercise
name or title; training/exercise date; cellular telephone number; mailing address; email address; Military Rank/Prefix (if applicable); employment status (e.g., full-time
paid, part-time, volunteer); position title; reason for requesting access; reference
point of contact; and relationship to the reference point of contact.

FEMA may share the following training information on a “need to know” basis with:
•

Federal agencies, offices, departments – individual’s name, course title, and course
completion date;

•

Sponsoring State or local officials and agencies (including State Training Officers) –
individual’s name, organization address, email address, course code, course title,
and completion date;

•

Emergency response providers – individual’s name, address, email address, course
code, course title, and completion date;

•

Member of Congress – individual’s name, organizational address, email address,
course code, course title, completion date, or course completions based on course
code and state for first party information requests;

•

Military personnel or training offices – individual’s names, addresses, course codes,
course titles, completion dates and continuing education units to award military
credit for completed courses.

FEMA shares its exercise information with participants based on each user’s role. FEMA may
share the any of the following exercise information with federal agencies, office or departments;
sponsoring state, local, and tribal officials and agencies; and emergency response providers on a “need to
know” basis to facilitate participation and communication among exercise participants across
participating organizations:

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•

5.2

individual’s full name (first, middle, last); individual’s professional certifications;
individual’s
primary
disciplines;
organization/employer
name;
organization/employer address; organization phone number; cellular telephone
number;
fax number; e-mail address; training/exercise name or title;
training/exercise type; training/exercise
date;
training/exercise
mission;
training/exercise target capabilities; training/exercise scenario details;
venue/location; and exercise role (e.g., controller or player).

Is the sharing of personally identifiable information
outside the Department compatible with the original
collection? If so, is it covered by an appropriate routine
use in a SORN? If so, please describe. If not, please
describe under what legal mechanism the program or
system is allowed to share the personally identifiable
information outside of DHS.

Yes, FEMA shares this information in accordance with the forthcoming DHS/FEMA Training
and Exercise Program Records SORN being published concurrently with this PIA.

5.3

How is the information shared outside the Department and
what security measures safeguard its transmission?

FEMA may share its training and exercise information outside of DHS via telephone, paper, and
electronic means through the program/system’s secure web interface. FEMA will include a letter to the
external agency indicating that FEMA’s Privacy Act records provide and indicate that they under the
utilization for applicable routine use and that further disclosure of the records is not permissible when
transmitting information by paper..
For information transmitted electronically, proper security measures taken, including SSL 128bit encryption when necessary.

5.4

Privacy Impact Analysis: Given the external sharing,
explain the privacy risks identified and describe how they
were mitigated.

Privacy Risk: There is a risk of unauthorized disclosure of FEMA’s training and exercise
information.
Mitigation: To mitigate this risk, FEMA limits its external sharing of its training and exercise
information to those having a role-based “need to know,” such as organization points of contact or other
training/exercise participants. Furthermore, specific programs may allow users to restrict the amount of
information that is available for sharing with other users, such as an exercise participant reducing the
amount of information available in his/her profile. In addition, when FEMA shares training and exercise

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data electronically, it minimizes the risk of unauthorized disclosure by utilizing secure measures such as
secure web interfaces or 256-bit Advanced Encryption Standard (AES) technology.

Section 6.0 Notice
The following questions are directed at notice to the individual of the scope of information
collected, the right to consent to uses of said information, and the right to decline to provide information.

6.1

Was notice provided to the individual prior to collection of
information?

Yes. FEMA provides notice of its information collection in several ways. First, FEMA provides
notice through this Privacy Impact Assessment and the DHS/FEMA Training and Exercise Program
Records SORN being published concurrently with this PIA. Secondly, FEMA provides notice via
Privacy Act Statements, which are included on paper applications and websites that collect information
for training and exercise programs. Lastly, for any system that collects information via telephone, FEMA
staff will read a Privacy Notice regarding the collection to members of the public prior to collecting any
information.

6.2

Do individuals have the opportunity and/or right to decline
to provide information?

Yes, individuals have the option, opportunity, and/or right to decline to provide information.
However, such a denial may affect the ability of the individual to register for a training course,
participate in an exercise, or receive relevant resources such as timelines, templates, policy guidance and
other design, development, evaluation and improvement planning tools, which are available to registered
users of FEMA’s training and exercise programs.

6.3

Do individuals have the right to consent to particular uses
of the information? If so, how does the individual exercise
the right?

DHS will only use the information only for the purposes for which it was collected (i.e. to
facilitate registration, participation, and record keeping pertaining to FEMA’s training and exercise
programs). Should an individual suspect information is being used beyond the given scope of the
collection; they are encouraged to contact the FEMA Component Privacy Officer.

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6.4

Privacy Impact Analysis: Describe how notice is provided
to individuals, and how the risks associated with
individuals being unaware of the collection are mitigated.

Privacy Risk: There is a possible risk that individuals may be unaware that FEMA is collecting
their PII.
Mitigation: FEMA mitigates this risk by providing notice through several mechanisms (as
described in Section 6.1), including Privacy Act Statements and privacy notices at the point of
collection.

Section 7.0 Access, Redress and Correction
The following questions are directed at an individual’s ability to ensure the accuracy of the
information collected about them.

7.1

What are the procedures that allow individuals to gain
access to their information?

Individuals may access their information via telephone, by calling the Support Services Center
for the FEMA component sponsoring the training or exercise program to which they have applied or
seek to apply, or electronically via a web-based application. All individuals must provide information to
authenticate their identity (user ID/Password) to access their information. Individuals may be required to
answer a security question to access their information. If users are unable to access their records
electronically, they may follow procedures outlined in FEMA and the DHS Privacy Act regulations, 44
CFR Part 6 and 6 CFR Part 5. Request for Privacy Act information must be in writing, and clearly
marked as a “Privacy Act Request.” The name of the requester, the nature of the record sought, and the
required verification of identify must be clearly indicated. Requests should be sent to: FOIA Officer,
Office of Records Management, Federal Emergency Management Agency, Department of Homeland
Security, 500 C Street, SW, Washington DC 20472.

7.2

What are the procedures for correcting inaccurate or
erroneous information?

The procedures available to individuals may vary by program. First, individuals may call the
Support Services Center (or Help Desk) supporting the training or exercise program that has the
information that the individual seeks to correct. Once the Support Services technician verifies the user’s
identity, the user may then request the Support Services technician or senior technician to update their
account information to reflect accuracy. Secondly, individuals utilizing web-based programs/systems
may be able to correct their information themselves through the secure web interface. Lastly, the
upcoming DHS/FEMA Training and Exercise Program Records system of records notice includes
procedures for accessing and correcting exercise and training information.

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7.3

How are individuals notified of the procedures for
correcting their information?

FEMA notifies users of its training and exercise programs of the procedures for correcting their
information a number of ways. Primarily, users receive notification from the specific training or
exercise program to which they have registered. Typically, users are notified of correction procedures
during the training they receive on the uses and features of the specific IT system supporting the
program. In addition, users may receive such notification within the systems themselves, through onscreen help and hyperlinks. In addition, this PIA the General Training and Exercise Program Records
SORN being published concurrently with this PIA provide notification to individuals regarding
procedures for correcting their information.

7.4

If no formal redress is provided, what alternatives are
available to the individual?

Redress for FEMA’s training and exercise programs is provided as noted in 7.2 above.

7.5

Privacy Impact Analysis: Please discuss the privacy risks
associated with the redress available to individuals and
how those risks are mitigated.

Privacy Risk: There is a risk that the individual will not be able to correct his/her information
once it is provided to FEMA.
Mitigation: FEMA mitigates this risk by allowing an individual to correct his/her information:
1) through a telephone call to the appropriate Support Services Center; 2) by accessing his/her record
electronically, such as via a web-based interface using a user ID and password; and 3) by allowing
access and correction through the procedures outlined in the DHS Privacy Act Regulations, 44 CFR Part
6 and 6 CFR Part 5.

Section 8.0 Technical Access and Security
The following questions are intended to describe technical safeguards and security measures.

8.1

What procedures are in place to determine which users
may access the system and are they documented?

DHS/FEMA utilizes role-based, “need-to-know” access controls to ensure that the users of
FEMA’s training and exercise programs and related systems have an appropriate level of access to the
information contained therein. An individual’s job title/role and reason for requesting access, which
FEMA verifies this information prior to granting system access, determine the level of access the
individual receives to FEMA training and exercise systems. In addition, the sponsor of each specific

Privacy Impact Assessment
Federal Emergency Management Agency
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training and exercise program documents its access procedures and makes them available to “Help
Desk” personnel to ensure appropriate customer service to registrants.

8.2

Will Department contractors have access to the system?

Yes. Contractor staff provides system management, operations and maintenance, application
development, security monitoring, and Information System Security Officer duties. All contractors are
subject to the vetting requirements for suitability and a background investigation in accordance with the
DHS Sensitive Systems Handbook and contractors have signed appropriate non-disclosure agreements
and agreed to handle the information in accordance with the Privacy Act of 1974, as amended. Only
those contractors with a verified need to know and approved vetting will grant access to FEMA training
and exercise systems.

8.3

Describe what privacy training is provided to users either
generally or specifically relevant to the program or
system?

All FEMA employees and FEMA contracted employees are required to completed FEMA Office
of Cyber Security and Security Awareness Training. All contract employees are required to adhere to
the Privacy Act/Confidentiality clauses as per terms of their contracts with FEMA. Supplementary
security related and system-specific training for those with additional access requirements and securityrelated responsibilities may include OPM Rules of Behavior for Privileged Use of Information
Technology Systems, and on-the-job training on the receipt, processing, and disclosure of Privacy Act
protected information handled in the Admissions and Housing Offices.

8.4

Has Certification & Accreditation been completed for the
system or systems supporting the program?

Yes. The required and completed C&A process dates for the several training and exercise
systems will vary, however new training and exercise systems cannot operate without a verifiable and
complete C&A. Please see the Appendix for C&A information specific to the systems covered by this
PIA.

8.5

What auditing measures and technical safeguards are in
place to prevent misuse of data?

FEMA limits access to its training and exercise systems to those users with valid, active
accounts, with a user ID and a password that conforms to DHS password complexity rules. In addition,
passwords must be updated every 90 days. Some systems utilize access controls such that three
unsuccessful login attempts within an hour result in the access rights for that user ID being suspended.
Many of FEMA’s training and exercise systems record user activity in a log file. FEMA
periodically reviews these log files to safeguard against the misuse of such systems. The technical

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safeguards include a role-based access to these log files such that users whose access is administrative in
nature cannot alter or audit the log files.
Additionally, management controls include the periodic auditing of systems, in accordance with
DHS 4300 System Security guidelines, as well as current FEMA policies and procedures. Local system
administrators govern the roles and rules established within their applications and the auditing of user
accounts are within the system requirements.

8.6

Privacy Impact Analysis: Given the sensitivity and scope
of the information collected, as well as any information
sharing conducted on the system, what privacy risks were
identified and how do the security controls mitigate them?

Privacy Risk: Given that FEMA’s training and exercise programs and systems collect and
share PII, including sensitive PII, there is a risk of unauthorized access to the information.
Mitigation: FEMA employs a variety of means to mitigate this risk. First, FEMA uses rolebased access controls featuring unique usernames and passwords that enforce a strict need-to-know
policy for its systems. Secondly, system users must agree to the “Rules of Behavior” that govern the
system(s). Third, for many systems, access to the work area is restricted, access to the system and
database is tightly controlled, and handling of source documents is restricted. Staff can utilize audit trails
to track user access and detect any unauthorized use. Lastly, the managerial, operational, and technical
controls implemented to protect the confidentiality; integrity and availability of the systems and its
information comply with the requirements of the DHS Sensitive Handbook and FISMA. These controls
receive review annually through a Security Test and Evaluation (ST&E), Security Assessment and
Annual SP800-53A Self Assessment. Any control weakness identified will receive remediation using a
Plan of Actions and Milestones (POA&M) for the systems in use.

Section 9.0 Technology
The following questions are directed at critically analyzing the selection process for any
technologies utilized by the system, including system hardware, RFID, biometrics and other technology.

9.1

What type of project is the program or system?

FEMA has many training and exercise programs, with supporting IT systems, working
independently of one another.
FEMA’s training and exercise programs include operational
programs/systems, those that may be part of a toolset (e.g., the Homeland Security Exercise and
Evaluation Program (HSEEP)), and in an effort to ensure continual improvement in providing
capabilities to its partners, pilot programs/systems.

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9.2

What stage of development is the system in and what
project development lifecycle was used?

FEMA’s training and exercise program IT systems may employ different development lifecycle
models, such as the Spiral development lifecycle model, the Agile Development lifecycle model, or the
DHS Information assurance and Infrastructure Protection IT Project Lifecycle.

9.3 Does the project employ technology which may raise
privacy concerns? If so please discuss their implementation.
FEMA’s training and exercise programs do not utilize any technology which may raise unique
privacy concerns beyond what is discussed in this PIA above.

Responsible Officials
Thomas R. McQuillan
Privacy Officer
Federal Emergency Management Agency
Department of Homeland Security

Approval Signature

Original signed and on file with the DHS Privacy Office.
Mary Ellen Callahan
Chief Privacy Officer
Department of Homeland Security

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APPENDIX A
Systems covered by ARRTEP PIA
(last updated on February 19, 2021)3

Training Systems:
First Responder Training System (FRTS) - The First Responder Training System 2.0
(FRTS2.0) is a comprehensive application that allows the National Training and Education
Division (NTED) to provide program and course management functions for internal and
external stakeholders including: FEMA personnel within National Preparedness Directorate
(NPD), Grant Programs Directorate (GPD) and the regions, State Administrative Agencies
(SAAs), NTED training providers, other Federal agencies, and first responders. FRTS 2.0 is a
cloud-based suite of web-based tools that are used by FEMA and its Training Providers for the
purposes of tracking and managing student registration and training data. Students are made up
of a wide variety of first responders and may be members of fire departments, police
departments, and government employees. FRTS is not a Learning Management System (LMS)
and is only accessible to Training Providers and not accessible to students to complete their
trainings. FEMA will maintain records in FRTS 2.0 for three years after completion.
FEMA collects the following Student Registration and course information from Students:
• FEMA Student Identification Number (SID)
• First name
• Last name
• Work Email
• Job title
• Agency
• Work Address (main, secondary)
• Work city
• Work state
• Work zip
• Work phone
• Location where test is taken (GIS coordinates collected via Visual Crossing)
• Course and instructor evaluations
• Pre- and Post- test performance
• Answer to a security question – used for password resets, etc.
• Selected and unique username
• Password
3

FEMA is in the process of updating this PIA in its entirety to discuss the changes to PrepToolKit, which now includes OneResponder, as a
minor application. Additionally, FEMA will assess any new privacy risks created by the replacement of previous IT systems with newer
systems. The purpose of this PIA Appendix is to provide transparency as to the systems, collections, and data elements that are collected, used,
maintained or disseminated as part of FEMA’s training and registration records.

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FEMA collects the following information from employees and contractors:
• Name
• Job Title
• Organization
• Work Address
• Work City
• Work State
• Work Zip
• Work Email
• Work Phone
• Username
• Password

United States Fire Administration (USFA) Learning Management System (LMS) Self Study (USFA-LMSS
FEMA’s USFA-LMSSS seeks ways to maximize the training and educational experience for its external training
the nation’s fire and emergency services community – as well as to extend the capability for collaboration and in
sharing. LMS provides the tools necessary for the execution of USFA’s e-learning strategy to include registration
courses, Internet course delivery; blended learning formats, web-based graphic simulations, and enhanced need f
audio. LMS allows USFA to fill knowledge gaps and build bridges between the structural and wildland fire comm
while ensuring annual fire department training needs are met. LMS provides a variety of training varying in lengt
track individual student progress through each learning assignment. LMS requires students to register in the syste
submit non-sensitive PII in order to provide secure online access to e-learning offerings, catalogs, and schedules.
shares the platform with its partner organization National Wildfire Coordinating Group (NWCG) through a Mem
Understanding (MOU). FEMA will maintain records in LMSSS for three years after completion.
FEMA collects the following information from students:
• FEMA Student Identification Number (SID)
• First name
• Middle initial
• Last name
• Email address
• Mobile number
• Address (city, state, zip, country)
• Name of organization
• Organization address
• Organization city
• Organization state
• Organization zip code
• Unique User ID (initials + sequentially assigned number)

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• Domain Affiliation (USGA or NWCA)

Exercise Systems:
PrepToolKit – The FEMA National Preparedness Directorate, National Exercise
Division (NED) operates the PrepTool Kit system. PrepToolKit is an expanded, modernized
system that will eventually replace the functions of the Design and Development System (DDS)
as well as provide additional functionality. The PrepToolKit supports the scheduling, design
and development, evaluation, and improvement planning/lessons learned of training and
exercise activities. PrepToolKit provides a space for registered users from the emergency
response community to collaborate and exchange knowledge and documentation for training,
exercises, and preparedness activities. NED manages the HSEEP, and PrepToolKit supports the
overall mission of the program to provide a set of guiding principles for exercise programs and
develop a common approach to exercise program management, design and development,
conduct, and evaluation. FEMA will maintain records in PrepToolKit for three years after
completion.
FEMA collects the following information from PrepToolKit users:
• First and last name (required)
• Business e-mail address (required)
• US Citizenship designation Y/N (required)
• Username and Password (Required)
• Title (optional)
• Business sector – Fire, EMS, etc. (optional)
• Business address (optional)
• Organization (optional)
• Business phone number (optional)
• Applicant’s approval status of “approved,” “denied,” or “PIV”

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• Supervisor’s name and telephone number (Required)

FEMA collects the following information from employees and contractors:
• First and last name (required)
• Business e-mail address (required)
• US Citizenship designation Y/N (required)
• Username and Password (Required)
• Title (optional)
• Business sector – Fire, EMS, etc. (optional)
• Business address (optional)
• Organization (optional)
• Business phone number (optional)

One Responder - OneResponder system is an NPD National Integration Center (NIC’s) Minor
Application within PrepToolkit. OneResponder is a preparedness system that enhances the
nation's ability to prepare for and respond to terrorism, natural disasters, and other incidents and
is available to the entire emergency response community to include Federal, State, Local, and
Tribal government. It is not an operational disaster management system. FEMA will maintain
records in OneResponder for three years after completion.
FEMA collects the following information from SLTTs, NGOs, private sector entities, state
governments, and FEMA and other non-FEMA Federal agencies to create user profiles4:
Personnel Details:
• First, Middle (optional), and Last Name
• Email Address
• Email Type
• Phone Number (optional)
• Phone Number Type (optional)
• Organization Affiliation
• FEMA Student ID
Position Information:
• Position Name
• Position Sponsoring Organization
4

FEMA uses the information collected in OneResponder to provide qualification, certification, and credentialing tools for organizations and
their personnel, as described in DHS/FEMA/PIA-33 (Deployment Qualifications Program). See DHS/FEMA/PIA-033 – Deployment
Qualifications Program, available at https://www.dhs.gov/sites/default/files/publications/privacy-pia-deployment-qualifications-program20130815.pdf

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• Position Category
• PTB Issued Date
• Position Issued Date
• Position Issued By
• Issuing Organization
• Position Assignment Type
• Position Note
Position Task Book (PTB) Information:
• Position Name
• Position Sponsoring Organization
• Position Category
• PTB Issued Date
• Issuing Organization
• PTB Issued By
• PTB Status
Skillset Information:
• Skillset Name
• Skillset Type
• Sponsoring Organization
• Skillset Issued Date
• Issued By
• Issuing Organization
• Justification
• Comment

United States Fire Administration (USFA) Web Farm - The purpose of the United States
Fire Administration (USFA) Web Farm is to deliver USFA information, products, and services
to the fire service, affiliated organizations, and the general public. The USFA Web Farm is
comprised of one web site: usfa.fema.gov. Web site content is provided using a static web page
and 10 small dynamic applications that capture and/or publish data. The Web Farm is accessed
via the Internet using web browsers. FEMA will maintain records in USFA Web Farm for three
years after completion.
FEMA collects the following information from employees, contractors, SLTT points-of-contact,
students and supervisors when those individuals request training or complete course
evaluations:
• Name

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• Address
• Phone Number
• Facsimile Number
• Email address
• DUNS Number
• Age
• Gender
• Race/Ethnicity
• Formal education level
• Length of service
• Primary area of responsibility
• Current Position/Rank
• Number of years supervising
• Attendance at other NFA-sponsored courses
• Fire Department Identification Number (FDID)
• FEMA Region
APPENDIX B
Information Collections covered by AARTEP PIA
OMB Number Name of Collection
1600-0134 Preparedness Activity Registration and Feedback
1660-0029 Request for Use of NETC Facilities and Request for Housing Accommodations
1660-0118 Homeland Security Exercise and Evaluation Program (HSEEP)
Under OMB Review EMI Independent Study Course Enrollment Application FF 064-0-9