New York State Workforce Development System New York State
Technical Advisory
 
February 16, 2001
Workforce Development System Technical Advisory 00-41.1
 
TO: Chairpersons of Local Workforce Investment Boards
Chief Elected Officials
WIA Grant Recipients
WIA Fiscal Contacts
WIA Local Area Contacts
SUBJECT: Revised One-Stop Operating System (OSOS) Confidentiality Agreements
Purpose: To provide the required confidentiality agreements to local Workforce Investment Boards for local agencies and their OSOS users, and to establish procedures for the use of these agreements
Background: Pursuant to the Workforce Investment Act (WIA) Section 121, local Workforce Investment Boards (WIBs) have established One-Stop Centers in their areas. These Centers are comprised of Partners who provide services to the Center's customers: individuals seeking training and/or employment; employers seeking to hire or upgrade employee skills; and providers meeting the training needs of both individuals and employers. The OSOS is an automated approach designed to help WIBs meet the challenges of WIA through on-line technologies.

The OSOS collects substantial information from customers, employers, and potential training providers. This data is made available to OSOS users on a Statewide basis. In order to prevent the misuse of this data, confidentiality agreements must be signed between the New York State Department of Labor and local entities whose staff will have access to the information in OSOS. In addition, individual users must certify that they will share the information contained in OSOS only with authorized persons or organizations and only for the purpose of helping the customer receive training or gain employment.

Individual users will not be given access to OSOS information unless they have agreed, in writing, to maintain the confidentiality of OSOS information, and their organizations have signed confidentiality agreements with NYSDOL.

Action: The attached Interagency Agreement is being transmitted to each local Workforce Investment Board (WIB), and to local OSOS Security Coordinators. The OSOS Security Coordinator must ensure that this agreement is transmitted to all local agencies whose staff will use OSOS. Each partner agency using OSOS must sign the Interagency Agreement before its staff may be given access to OSOS. Each agency must sign five copies of the agreement. The local NYSDOL Regional Director will sign for the Department of Labor. The partner agency, the Regional Director, and the Security Coordinator will each retain one signed copy; the fourth signed copy will be transmitted to:

New York State Department of Labor
Counsel's Office
Building 12, Room 509
Albany, New York 12240

The fifth copy will be transmitted to:

Ms. Pat Van Valkenburg
NYS Department of Labor
Building #12, Rm. 455
State Office Building Campus
Albany, New York 12240

The attached OSOS Individual Access and Confidentiality Agreement is also being transmitted to local WIBs, and to each OSOS Security Coordinator. The OSOS Security Coordinator must ensure that all local users of the OSOS system have signed this agreement before they are given access to the system. Security Coordinators will keep these signed confidentiality agreements on file locally, maintaining them and making them available to NYSDOL monitors upon request.

When submitting OSOS user registrations, Security Coordinators must indicate on the registration form whether or not the user has signed the confidentiality agreement. OSOS passwords and user IDs will not be issued to the Security Coordinator for any potential OSOS user who has not already signed the Confidentiality Agreement.

Available to only the Security Coordinators, the user registration form on the website, wdsnyinterdev/security/is, is being updated to include a field indicating whether or not the user has already signed the Confidentiality Agreement. Access to the system will be assigned when the Security Coordinator has determined that both the signed, appropriate Interagency Agreement and the signed OSOS Individual Access and Confidentiality Agreement are on file.

Please address any questions about this Technical Advisory to:

Ms. Pat Van Valkenburg
usapkv@labor.state.ny.us
(518) 485-6357
Attachments: Interagency Agreement for Exchange of Confidential Information
OSOS Individual Access and Confidentiality Agreement