APPENDIX I - Professional Standards Training Tracker Tool (PSTTT) Privacy Documentation Checklist

System Name: USDA Professional Standards Training Tracker Tool
CSAM ID:
Privacy Documentation Checklist
Requirement

Y/N

Comments

Privacy Threshold Analysis (PTA)
1. Has a PTA been developed for the system?

Y

Dated: 03/02/2016

2. Does the system contain personally identifiable information?

Y

Other: School Nutrition and
Meal Service professionals
Name; Email

3. Is the PTA signed?

Y

04/07/2016

4. Is a Privacy Impact Assessment (PIA) required for the system?

Y

Dated: 10/20/2016

Privacy Impact Assessment (PIA)
1. Does the PIA define the scope of the information collected, the
reasons for its collection?
Y

The user is able to create a
user profile with the
following information:
School district/address,
school name/address,
individual name, email
address, title of their
position, and hiring date.

Y

The employees and
managers are responsible for
checking for accuracy of
their own information. FNS
staff will not be checking for
accuracy.

Y

Information will be retained
as long as their account is
active

Y

The information will be
shared with Food and
Nutrition Service and State
agency employees for the
purpose of tracking training
hours for Administrative
Review.

2. Does the PIA describe the uses of information and the accuracy
of the data being used?

3. Does the PIA describe how long information will be retained
after the initial collection?
4. Does the PIA describe the scope of sharing within the United
States Department of Agriculture?

Privacy Document Checklist (Version 1.5)

December 2016

Requirement

Y/N

Comments

Y

The information shared
includes: employee name,
school name, title of their
position, email address,
hiring date, training title and
training hours. The
information will be shared
with FNS and State agencies
employees for
Administrative Review
purposes. The information is
shared so school nutrition
professionals can personally
track their own training
hours for professional
standards requirements.
Managers can enter in
training for their own
employees only.

5. Does the PIA describe the content, scope, and authority for
information sharing external to USDA which includes Federal,
state and local government, and/or the private sector?

a. Is personally identifiable information shared outside the
Department?
b. Under which System of Records Notice (SORN) does the
system operate?
6. Does the PIA describe the 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?

7. Does the PIA describe an individual’s ability to ensure the
accuracy of the information collected about them?

N
NA

Y

Tracking training is
mandatory as stated on
HHFKA, 2010, however
using the USDA tool to
track the trainings is
voluntary.

Y

Each user has the ability to
edit or delete entries.

Y

Internal users of the
application are audited by
the security office. The audit
ensure a valid FNS-674
form is on file for every
internal privileged users.

N

No, the project does not
employ technology which
may raise privacy concerns.

8. Does the PIA describe technical safeguards and security
measures?

9. Does the PIA describe the selection process for any technologies
used by the system?

Privacy Document Checklist (Version 1.5)

December 2016

Requirement

Y/N

10. Does the PIA describe the privacy impact of using third party
websites and/or applications?

NA

Comments
N/A

Additional Evaluator Comments:

Evaluator Recommendations:

Evaluator Signature:

Wilson J. Moorer
Acting Privacy Officer

Privacy Document Checklist (Version 1.5)

Date:

08/07/2023

December 2016