Privacy Act of 1974: Systems of Records

NATIONAL SCIENCE FOUNDATION

Privacy Act of 1974: Systems of Records

SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the

National Science Foundation (NSF) is providing notice of revisions to

three systems and the establishment of five new systems. These

revisions to current systems are being made to include altered and new

routine uses, and to more accurately reflect the records contained

therein. They are reprinted in their entirety. Five new systems have

been established to more adequately reflect additional Foundation

records covered by the Privacy Act requirements.

In accordance with the requirements of the Privacy Act, NSF has

provided a report on the proposed systems of records to the Director of

OMB, the Chairman, Committee on Governmental Affairs, and the Chairman,

Committee on Government Reform and Oversight.

EFFECTIVE DATE: Sections 552a(e) (4) and (11) of Title 5 of the U.S.

Code require that the public have thirty days to comment on the routine

uses of systems of records. The new routine uses that are the subject

of this notice will take effect thirty days from date of this

publication (September 4, 1996), unless modified by a subsequent notice

to incorporate comments received from the public.

COMMENTS: Written comments should be submitted to Herman G. Fleming,

NSF Privacy Act Officer, National Science Foundation, Division of

Contracts, Policy and Oversight, 4201 Wilson Boulevard, Room 485,

Arlington, VA 22230.

Dated: July 31, 1996.

Herman G. Fleming,

Privacy Act Officer.

1. NSF Privacy Act System Being Revised. The following three

systems of records have been altered to better describe the records

contained therein and to include altered and additional routine uses.

The records contained in NSF-37, ``U.S. Antarctic Research Program

Field Participants,'' are covered by the routine uses contained in NSF-

36, ``Personnel Tracking System, (Antarctic).'' System-37 is hereby

discontinued.

NSF-19

System name:

Medical Examination Records for Service in the Polar Regions.

System location:

National Science Foundation Health Services Office, 4201 Wilson

Boulevard, Room 265-S, Arlington, VA 22230

Antarctic Support Associates (ASA) and subcontractors, 61 Inverness

Drive East, Suite 300, Englewood, CO 80112

Force Medical Officer, Naval Support Force Antarctica (NSFA), Port

Hueneme, CA and McMurdo Station, Antarctica

Polar Ice Coring Office (PICO), University of Nebraska, Lincoln,

Nebraska

Categories of individuals covered by the system:

The system covers all individuals, including NSF employees,

employees of the NSF civilian support contractors, other federal

civilian employees, military personnel, and federal uniformed service

employees (USPHS, NOAA, USCG), who have completed applications for

positions requiring Antarctic deployment (all stations) and Arctic

deployment, Greenland only; and individuals who have requested medical

waivers.

Note: Records concerning current and former federal employees

are also covered by OPM/GOVT-10.

Categories of records in the system:

All documents relating to the individual's medical screening

process, including the individual's medical history; physical, dental,

and psychological examination results; and requests for medical

waivers.

Authority for maintenance of the system:

16 U.S.C. 2401 et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.

Routine use of records maintained in the system, including categories

of users and the purposes of such uses:

Information from this system may be disclosed to:

(1) Staff of the Naval Support Force Antarctica or its Executive

Agent involved in review of medical documentation to determine physical

qualifications for Antarctica deployment;

(2) NSF medical contractors and other medical professionals

involved in reviewing medical documentation, on behalf of the NSF, to

determine physical qualifications for deployment and waivers of medical

conditions;

(3) Office of Polar Programs contractors and their subcontractors

who are involved in receipt, medical review and administrative

processing of all medical records for individuals wishing to deploy to

Antarctica or Greenland under the auspices of the U.S. Government.

(4) A panel of medical experts convened for the purpose of looking

at medical issues in the polar regions and advising the NSF on

improvements to the system.

(5) Federal, state, or local agencies, or foreign governments when

disclosure is necessary to obtain records in connection with an

investigation by the NSF;

[[Page 40664]]

(6) Academic institutions and other employing organizations when

the information is relevant to a decision made by the NSF in connection

with a medical waiver request;

(7) The personal physician or examining physician of the individual

about whom the records pertain when disclosure is necessary to obtain

additional information necessary to make a determination on initial

qualification or medical waiver;

(8) Family members when the individual seeking deployment is

unreachable and additional information is needed in order to make a

determination on a waiver request;

(9) Principal investigators when field team members have requested

medical waivers, academic institutions, and other employing

organizations when the information concerns final determinations on

waiver requests; and

(10) The Department of Justice, to the extent disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation, in

which one of the following is a party or has an interest: (a) NSF or

any of its components; (b) an NSF employee in his/her official

capacity; (c) an NSF employee in his/her individual capacity when the

Department of Justice is representing or considering representing the

employee; or (d) the United States, when NSF determines that litigation

is likely to affect the Agency.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Records are maintained in paper format. Records are kept in locked

file cabinets or areas with limited access.

Retrievability:

The records are retrieved by the name of the individual or by the

individual's social security number.

Safeguards:

These records are available only to those persons whose official

duties require such access. They are kept in locked file cabinets or

locations with limited access.

Retention and disposal:

Except for those records covered by OMP/GOVT--10, records are

destroyed approximately eight years after the individual's last

Antarctic or Arctic deployment.

System manager(s) and address:

Section Head, Polar Research Support Section, Office of Polar

Programs. Point-of-contact: Safety and Health Officer, Office of Polar

Programs, National Science Foundation, 4201 Wilson Boulevard, Room 755,

Arlington, VA 22230.

Notification procedure:

To determine whether this system of records contains a record

pertaining to the requesting individual, write to the system manager at

the above address.

Record access procedures:

See notification procedure.

Contesting record procedures:

Individuals desiring to contest or amend information maintained in

this system of records should write to the system manager at the above

address.

Record source categories:

Information in these records is obtained from individuals who

intend to deploy to Antarctica or to Greenland and from personal

physicians and medical examiners of the deploying individuals; from NSF

staff and NSF records; and from non-NSF persons and records, to the

extent necessary to carry out the duties described in the NSF Medical

Examination procedures. All individuals desiring to deploy to

Antarctica or Greenland under the auspices of the National Science

Foundation must provide the requested information.

System exempted from certain provisions of the Act:

None.

NSF-36

System name:

Personnel Tracking System (Antarctic).

System location:

Antarctic Support Associates, 61 Inverness Drive East, Suite 300,

Englewood, CO 80112.

Categories of individuals covered by the system:

Individuals seeking entry to Antarctica under the auspices of the

United States Antarctic Program.

Categories of records in the system:

Records include documents related to the individual's deployment

and/or redeployment to the Antarctic, including but not limited to home

and business addresses, telephone numbers, passport and social security

numbers, clothing sizes, emergency contact information, and medical and

dental information. Records also include logistical and administrative

information concerning Antarctic deployment and redeployment.

Authority for maintenance of the system:

16 U.S.C. 2401, et. seq., 42 U.S.C. 1870, 44 U.S.C. 3101.

Routine uses of records maintained in the system, including categories

of users and purposes of such uses:

Information from this system may be disclosed to:

(1) Office of Polar Programs civilian contractors and their

subcontractors in connection with their responsibilities for

coordinating the administrative processing and tracking of persons

deploying to Antarctica. These responsibilities include proper

outfitting for deployment, facilitating medical clearances,

coordinating cargo handling and tracking, and maintaining emergency

contacts:

(2) Naval Support Force Antarctica (NSFA) and Air National Guard

medical personnel to track medical clearances;

(3) Family members, or other persons designated by the deploying or

deployed individual, in instances of emergency;

(4) Other Federal agencies providing transport, search and rescue,

and other logistical assistance to and from Antarctica. This will

include manifest information for captains or pilots transporting U.S.

Citizens to and from Antarctica (such as names, Social Security

numbers, and other deployment information);

(5) Other Federal agencies when the records are relevant to an

agency decision with regard to disciplinary or other administrative

actions concerning an employee;

(6) Academic or other organizations when the records are relevant

to an organizational decision with regard to disciplinary or other

administrative action concerning an employee;

(7) The Department of Justice or the Office of Management and

Budget for consultation in processing Freedom of Information or Privacy

Act requests;

(8) The Department of Justice, to the extent disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation, in

which one of the following is a party or has an interest; (a) NSF or

any of its components; (b) an NSF employee in his/her official

capacity; (c) an NSF employee in his/her individual capacity when the

Department of Justice is representing or considering representing the

employee; or (d) the United States, when NSF determines that litigation

is likely to affect the Agency.

(9) Federal, state, or local agencies, or foreign governments, when

disclosure is necessary to obtain records in connection with an

investigation by the NSF; and

[[Page 40665]]

(10) Representatives of the New Zealand government or other foreign

governments when deployment involves travel through, or use of, New

Zealand or other foreign government facilities, and the information is

necessary to ensure safe and efficient deployment.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Records are stored in an electronic database.

Retrievability:

The records are retrieved by name, social security number, or by

other unique identifiers.

Safeguards:

Access to records are limited to those persons with a need to know.

The records are maintained in a database that is password protected.

Retention and disposal:

The records are destroyed approximately eight years after the

individual's last Antarctica deployment.

System manager(s) and address:

Section Head, Polar Research Support Section, Office of Polar

Program, National Science Foundation, 4201 Wilson Boulevard, Arlington,

VA 22230.

Notification procedure:

To determine whether this system of records contains records

pertaining to the requesting individual, contact the NSF Privacy Act

Officer in accordance with procedures found at 45 CFR part 613.

Record access procedures:

See ``Notification procedure'' above.

Contesting record procedures:

See ``Notification procedure'' above.

Record source categories.

Information in these records is obtained from individuals seeking

deployment to Antarctica, NSF employees, contractors, and uniformed

service employees.

System exempted from certain provisions of the Act:

None

NSF-48

System name:

Telephone Call Detail Program Records

System location:

Division of Information Systems, National Science Foundation, 4201

Wilson Boulevard, Arlington, VA 22230.

Categories of individuals covered by the system:

All employees (permanent, temporary, part or full time) and all

contractors, sub-contractors, consultants, volunteers and other persons

who use the National Science Foundation telephone system or who make

telephone calls charged to NSF.

Categories of records in the system:

Records relating to use of NSF telephones to place both local and

long distance calls; records relating to NSF calling cards and ``800''

numbers; records indicating assignment of telephone extension numbers

to employees and other covered individuals; and records relating to

location of telephone extensions.

Authority for maintenance of the system:

42 U.S.C. 1870: 44 U.S.C. 3101.

Purpose:

The purpose of this system of records is to aid NSF in planning its

future telecommunications needs, and to control agency telephone costs

by ensuring that NSF telephones and calling cards are used for

authorized purposes only and by determining individual accountability

for telephone, calling cards and ``800'' number usage.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Records in this system may be disclosed to:

1. Members of Congress or a Congressional office in response to an

inquiry from that Member or office made at the request of the

individual to whom the record pertains.

2. Federal Government contractors, grantees, consultants,

volunteers or other persons who have been engaged to assist the

Government in the performance of a contract, grant, cooperative

agreement or other activity related to this system of records and who

need to have access to the records in order to perform the activity.

Recipients are required to maintain the records in accordance with the

requirements of the Privacy Act.

3. Federal agencies that have requested information relevant to a

decision in connection with the hiring or retention of an employee; the

reporting of an investigation on an employee; the letting of a

contract; or the issuance of a security clearance, license, grant, or

other benefit by the requesting agency.

4. Appropriate Federal, State, local or foreign agencies

responsible for investigating, prosecuting, enforcing, or implementing

a statue, rule, regulation or order, where there is an indication of a

violation or potential violation of the statute, rule, regulation or

order and the information disclosed is relevant to the matter.

5. Department of Justice to the extent that each disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation in which

one of the following is a party or has an interest: (a) NSF or any of

its components, (b) an NSF employee in his/her official capacity, (c)

as NSF employee in his/her individual capacity where the Department of

Justice is representing or considering representation of the employee,

or (d) the United States where NSF determines that the litigation is

likely to affect the Agency.

6. Appropriate Federal or State Court, or other adjudicative body

or grand jury, or in an administrative or regulatory proceeding, to the

extent that each disclosure is compatible with the purpose for which

the record was collected and is relevant and necessary to the

proceeding in which one of the following is a party or has an interest:

(a) NSF or any of its components, (b) an NSF employee in his/her

official capacity, (c) an NSF employee in his/her individual capacity

where the Department of Justice is representing or considering

representation of the employee, or (d) the United States where NSF

determines that the litigation is likely to affect the Agency. Such

disclosures include, but are not limited to, those made in the course

of presenting evidence, conducting settlement negotiations, and

responding to requests for discovery.

7. Representatives of the General Services Administration and the

National Archives and Records Administration who are conducting records

management inspections under the authority of 44 U.S.C. 2904 and 2906.

8. Telecommunications company and/or the General Services

Administration providing telecommunications support to verify billing

or permit servicing the account.

9. Current and former NSF employees, contractors, subcontractors,

consultants, volunteers, and other persons to determine their

individual responsibility for telephone calls.

Disclosure to Consumer Reporting Agencies.

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made from this

system to a consumer reporting agency as defined in the Fair Credit

system to a consumer reporting agency as defined

[[Page 40666]]

in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal

Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Policies and practices for storing, retrieving, accessing, retaining

and disposing of records in system:

Storage:

Records are maintained manually as hard copy in file folders, on

diskettes and/or magnetic tapes.

Retrievability:

Records are retrieved by originating and destination telephone

numbers, responsible individuals, call date, call time, call duration,

destination city and state, and calling charge.

Safeguards:

Access to these records is limited to NSF employees, contractors,

subcontractors, and other persons who are performing services on behalf

of the NASF and have an official need for the records in the

performance of their duties. Hard copy records are maintained in rooms

that are locked during non-business hours. Automated records are

protected from unauthorized access through password identification

procedures and other system-based protection methods.

Retention and disposal:

Records are disposed of in accordance with the National Archives

and Records Administration, General Records Schedule 12.

System Manager(s) and Address:

Director, Division of Information Systems, National Science

Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.

Notification procedures:

The NSF Privacy Act Officer should be contacted in accordance with

procedures found at 45 CFR part 613. The system manager may require

additional information to verify the ``need to know'' and identity of

the requester.

Record access procedures:

See ``Notification Procedures'' above.

Contesting record procedures:

See ``Notification Procedures'' above.

Record source categories:

NSF employees, contractors and other persons who are performing

services on behalf of the agency; telephone assignment and locator

records; GSA and other phone companies.

System exempted from certain provisions of the Act:

None.

2. Five New Privacy Act Systems of Records Being Established by

NSF. NSF System of Records NSF-54, ``Reviewer/Fellowship and Other

Awards File and Associated Records,'' is being established to

incorporate all records maintained in administering the review of NSF

Fellowship applications submitted to the Foundation. Four additional

systems are also being established.

The records are used to administer programs in the Polar Regions:

(1) NSF-62, ``Antarctica Service Medals,'' (2) NSF-63, ``Diving Safety

Records (Polar Regions),'' (3) NSF-64, ``Radiation Safety Records

(Polar Regions),'' and (4) NSF-65, ``Accident and Injury Reports

(Antarctic).''

NSF-54

System name:

Reviewer/Fellowship and Other Awards File and Associated Records.

System location:

Records are decentralized and maintained by individual NSF offices

and programs. Some Fellowship reviewer records are maintained by

contract, or currently: Oak Ridge Associated Universities, PO Box 3010,

Oak Ridge, Tennessee 37831-2010.

Categories of individuals covered by the system:

Reviewers that evaluate Foundation Fellowship or other applications

or nominations, either by submitting comments through the mail or

serving on review panels.

Categories of records in the system:

The Reviewer/Fellowship and Other Awards File and Associated

Records'' system is a subsystem of the Fellowship and Other Awards

system (NSF-12), and contains the reviewer's name, nominator or

applicant's name and identifying number, and other related material.

Authority for maintenance of the system:

44 U.S.C. 3101; 42 U.S.C. 1869, 1870, 1880, 1881a and 20 U.S.C.

3915.

Purpose(s):

This system enables NSF program offices and contractors to

reference specific reviewers and maintain appropriate files for use in

evaluating applications for Fellowships, awards and other support. NSF

employees and contractors may access the system to help select

reviewers as part of the merit review process and to carry out other

authorized internal duties.

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Disclosure of information in this system may be made to:

1. Federal government agencies needing names of potential reviewers

and specialists in particular fields.

2. Contractors, grantees, volunteers and other individuals who

perform a service to or perform on or under a contract, grant,

cooperative agreement, or other arrangement for the Federal government,

as necessary to carry out their duties.

3. Department of Justice or the Office of Management and Budget for

the purpose of obtaining advice on the application of the Freedom of

Information Act or Privacy Act to the records.

4. Another Federal agency, a court, or a party in litigation before

a court or in an administrative proceeding being conducted by a Federal

agency when the Government is a party to the judicial or administrative

proceeding.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Various portions of the system are maintained on computer or in

paper files. Certain Fellowship records are maintained on computer by

the contractor.

Retrievability:

Information can be accessed from the computer database by

individual reviewer names or personal identifier. An individual's name

may be used to manually access material in alphabetized paper files.

Safeguards:

All records containing personal information are maintained in

secured file cabinets or are accessed by unique passwords and log-on

procedures. Only those persons with a need-to-know in order to perform

their duties may access the information.

Retention and disposal:

File is cumulative and is maintained indefinitely.

System manager(s) and address:

Division Director of particular office or program maintaining such

records, National Science Foundation, 4201 Wilson Boulevard, Arlington,

Virginia 22230.

Notification procedure:

The NSF Privacy Act Officer should be contacted in accordance with

procedures set forth at 45 CFR part 613.

[[Page 40667]]

Record access procedure:

See ``Notification Procedure'' above.

Contesting record procedure:

See ``Notification Procedure'' above.

Record source categories:

Information is obtained from the individual reviewers, public

documents such as American Men and Women in Science and recommendations

from peers.

Systems exempted from certain provisions of the Act:

None.

NSF-60

System name:

Antarctica Service Medals.

System location:

Office of Polar Programs, National Science Foundation, 4201 Wilson

Boulevard, Room 755-S, Arlington, VA 22230.

Categories of individuals covered by the system:

Civilian science and support personnel, including NSF employees and

special participants, who were members of a U.S. Government sponsored

expedition to Antarctica.

Categories of records in the system:

Records include names, addresses, social security numbers,

organization codes, length of deployment to the Antarctic, zip codes,

station codes, number of winter-overs and status of award. The records

are kept for the purpose of awarding Antarctica Service Medals to those

who meet the eligibility requirements.

Authority for maintenance of the system:

16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.

Routine uses of records maintained in the system, including categories

of users and purposes of such uses:

Information from this system may be disclosed to:

(1) Federal agencies; academic institutions, contracting

organizations whose employees are participants in the USAP program to

provide information concerning status and eligibility requirements;

(2) Contractors and their employees performing duties on behalf of

NSF; Federal, state or local agencies, or foreign governments, when

disclosure is necessary to obtain records in connection with an

investigation of the Office of Polar Programs;

(3) The Department of Justice or the Office of Management and

Budget for consultation in processing Freedom of Information or Privacy

Act requests; and

(4) The Department of Justice, to the extent disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation, in

which one of the following is a party or has an interest: (a) NSF or

any of its components; (b) an NSF employee in his/her official

capacity; (c) an NSF employee in his/her individual capacity when the

Department of Justice is representing or considering representing the

employee; or (d) the United States, when NSF determines that litigation

is likely to affect the Agency.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Records are maintained in a computerized database and stored on a

computer hard drive.

Retrievability:

The records are retrieved from the database by the name of the

subject or by the individual's social security number.

Safeguards:

Access to records is limited to those persons with a need to know.

Records are kept in a locked building, with security card access.

Retention and disposal:

The files are kept indefinitely, pending adoption of a record

retention schedule.

System manager(s) and address:

Section Head, Antarctic Sciences Section, Office of Polar Programs

4201 Wilson Boulevard, Arlington, VA 22230.

Notification procedure:

To determine whether this system of records contains a record

pertaining to the requesting individual, contact the NSF Privacy Act

Officer, in accordance with procedures found at 45 CFR part 613.

Record access procedures:

See ``Notification procedure'' above.

Contesting record procedures:

See ``Notification procedure'' above.

Record source categories:

Information in these records is obtained from personnel Tracking

System reports generated by the Program's primary civilian support

contractor, and other federal agencies.

System exempted from certain provisions of the Act:

None.

NSF-61

System Name:

Diving Safety Records (Polar Regions).

System location:

Office of Polar Programs, National Science Foundation, 4201 Wilson

Boulevard, Room 755-S, Arlington, VA 22230

Antarctic Support Associates, 61 Inverness Drive East, Suite 300,

Englewood, CO 80112

Categories of individuals covered by the system:

Individuals who have submitted proposals to perform scientific

diving in the polar regions, when support is provided by the Office of

Polar Programs.

Categories of records in the system:

All documents and correspondence related to the individual's

request to do scientific diving in the polar regions.

Authority for maintenance of the system:

16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.

Routine uses of records maintained in the system, including categories

of users and purposes of such uses:

Information from this system may be disclosed to:

(1) The Diving Safety Officer (DSO) of the institution where the

researcher originated;

(2) The NSF Diving Safety Officer when the officer requires such

information in the conduct of his duties for the Office of Polar

Programs (OPP);

(3) The University of California, San Diego, where the divers go

for certification and training;

(4) OPP's civilian support contractors and their subcontractors in

connection with their responsibilities for safe diving procedures;

(5) The Principal Investigator responsible for individual divers;

(6) The members of the United States Antarctic Program (USAP)

Diving Control Board when the members require such information in the

conduct of their duties;

(7) Academic institutions or other organizations involved in

compliance with OPP and United States policies on scientific diving;

(8) Other Federal agencies when the records are relevant to an

agency decision with regard to disciplinary or other administrative

action concerning their employee(s);

(9) Academic or other organizations when the records are relevant

to an organizational decision with regard to disciplinary or other

administrative action concerning their employee(s)

[[Page 40668]]

(10) The Department of Justice or the Office of Management and

Budget for consultation in processing Freedom of Information or Privacy

Act requests;

(11) The Department of Justice, to the extent disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation, in

which one of the following is a party or has an interest: (a) NSF or

any of its components; (b) an NSF employee in his/her official

capacity; (c) an NSF employee in his/her individual capacity when the

Department of Justice is representing or considering representing the

employee; or (d) the United States, when NSF determines that litigation

is likely to affect the Agency.

(12) Federal, state or local agencies, or foreign governments, when

disclosure is necessary to obtain records in connection with an

investigation by the NSF.

(13) Other Federal agencies such as Department of Defense or U.S.

Secret Service whose facilities and assistance may be sought in

training individuals to dive in the polar regions, or who are involved

in enforcing or implementing USAP and United States policies on

scientific diving.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Some of the records are maintained in paper format in file folders

and are kept in file cabinets; other records are kept electronically.

Retrievability:

The records are retrieved by the last name of the individuals diver

or by a unique control number assigned to each Principal Investigator's

scientific project.

Safeguards:

Access to records are limited to those persons with a need to know.

Records are kept in locked buildings, with security card access.

Retention and disposal:

The records are kept indefinitely, pending adoption of a record

retention schedule.

System manager(s) and address:

Section Head, Polar Research Support Section, Office of Polar

Programs, National Science Foundation, 4201 Wilson Boulevard,

Arlington, VA 22230. Point of contact: Safety and Health Officer,

Office of Polar Programs.

Notification procedure:

To determine whether this system of records contains records

pertaining to the requesting individual, contact the NSF Privacy Act

Officer in accordance with procedures found at 45 CFR part 613.

Record access procedures:

See ``Notification procedure'' above.

Contesting record procedures:

See ``Notification procedure'' above.

Record source categories:

Information in these records is obtained from the proposal for

divers, NSF staff and NSF records, from contractors performing duties

for the USAP; from other federal agencies; and from institution diving

safety officers.

System exempted from certain provisions of the Act:

None.

NSF-62

System name:

Radiation Safety Records (Polar Regions).

System location:

Office of Polar Programs, National Science Foundation, 4201 Wilson

Boulevard, Room 755-S, Arlington, VA 22230

Antarctic Support Associates, 61 Inverness Drive East, Suite 300,

Englewood, CO 80112

Categories of individuals covered by the system:

Individuals who have requested to use radioisotopes in the conduct

of scientific research or support activities in the polar regions, when

support is provided by the Office of Polar Programs.

Categories of records in the system:

Records include all documents and correspondence related to the

individual's request to use radioisotopes in the polar region,

including the individual's name, title, organizational affiliation,

work address, E-mail address, name of supervisor, and other necessary

work information; certification of radiation safety training;

radioisotope use protocol, types of radionuclides to be used, proposal

number, event number, social security number, license and license

number and related documents.

Authority for maintenance of the system:

16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101

Routine uses of records maintained in the system, including categories

of users and purposes of such uses:

Information from this system may be disclosed to:

(1) The Radiation Safety Officer (RSO) of the institution where the

researcher originated;

(2) Federal agencies involved in enforcing or implementing Office

of Polar Programs (OPP) and United States policies on use of

radioisotopes;

(3) Academic institutions or other organizations involved in

compliance with OPP and United States policies on use of radioisotopes;

(4) Other Federal agencies when the records are relevant to an

agency decision with regard to disciplinary or other administrative

action concerning their employee(s);

(5) Academic or other organizations when the records are relevant

to an organizational decision with regard to disciplinary or other

administrative action concerning their employee(s)

(6) OPP's civilian support contractors and their subcontractors

when they are responsible for the safe transport, storage, handling,

distribution, tracking, retrieval, reporting and disposal of

radioactive materials and resultant hazardous waste;

(7) The institution where the researcher originated in the event

violations involving the mishandling or misuse of radioactive materials

or any resultant hazardous waste are alleged against the institution or

researcher;

(8) The Department of Justice or the Office of Management and

Budget for consultation in processing Freedom of Information or Privacy

Act requests;

Retrievability:

The records are retrieved by the last name of the individual or by

a unique control number assigned to each investigator's scientific

project.

Safeguards:

The records are available only to those persons whose official

duties require such access. Records are kept in locked buildings, with

security card access.

Retention and disposal:

The records are kept indefinitely, pending adoption of a record

retention schedule.

System manager(s) and address:

Section Head, Polar Research Support Section, Office of Polar

Programs, National Science Foundation, 4201 Wilson Boulevard,

Arlington, VA 22230. Point of contact: Safety and Health Officer,

Office of Polar Programs.

[[Page 40669]]

Notification procedure:

To determine whether this system of records contains records

pertaining to the requesting individual, contact the NSF Privacy Act

Officer in accordance with procedures found at 45 CFR part 613.

Record access procedures:

See ``Notification procedure'' above.

Contesting record procedures:

See ``Notification procedure'' above.

Record source categories:

Information in these records is obtained from applicants for

radioisotope usage, NSF staff and NSF records, and from contractors

performing duties for NSF; from other federal agencies; and from

institution radiation safety officers.

System exempted from certain provisions of the Act.

None.

NSF-63

System name:

Accident and Injury Reports (Antarctic).

System location:

Office of Polar Programs, National Science Foundation, 4201 Wilson

Boulevard, Room 755S, Arlington, VA 22230

Antarctic Support Associates (ASA), and subcontractors, Inverness

Drive East, Suite 300, Englewood, CO 80112

Force Medical Officer, Naval Support Force Antarctica (NSFA), Port

Hueneme, CA and McMurdo Station, Antarctica

Categories and individuals covered by the system:

All persons deploying to Antarctica through the US Antarctic

Program who are injured or become involved in an accident while in

Antarctica. These individuals may be civilian or federal employees;

military; other federal uniformed service employees; and official

visitors from the U.S. Congress, the White House, the State Department,

or other federal organizations or foreign governments, tourists or

foreign visitors.

Note: Records concerning current and former federal employees

are also covered by OPM/GOVT-10.

Categories of records in the system:

Reports of both work and non-work related injuries or accidents

including the nature of the injury or accident, the medical treatment,

prognosis, circumstances leading to the injury or accident, when the

injury occurred, witnesses, remedies for future prevention. Records

include name, social security number, type of accident, date, time and

location, diagnosis, treatment, prognosis, name(s) of witnesses,

supervisor, circumstances, disability (if any), and other related

information.

Authority for maintenance of the system:

16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101

Routine uses of records maintained in the system, including categories

of users and purposes of such uses:

Information from this system may be disclosed to:

(1) The ASA Station Manager, the individual's supervisor and

department head when their official duties require notification;

(2) Federal agencies involved in enforcing or implementing USAP and

US policies on occupational safety and health;

(3) Academic institutions and other organizations involved in

compliance with USAP safety and health policies and procedures;

(4) Federal agencies when the records are relevant to an agency

decision with regard to disciplinary or other administrative action

concerning a Federal employee;

(5) Contractors and subcontractors for the USAP when the contractor

or subcontractor is responsible for implementing safety and health

procedures;

(6) The NSFA Safety Officer, where uniformed service employees are

involved;

(7) The individual's supervisor(s) for the purposes of determining

cause and applying corrective measures for accident and injury

prevention;

(8) Academic or other organizations where the records are relevant

to an organizational decision with regard to disciplinary or other

administrative action concerning their employee(s);

(9) Federal, state of local agencies, or foreign governments, when

disclosure is necessary to obtain records in connection with an

investigation of the Office of Polar Programs;

(10) Other federal agencies such as Department of Defense or

Department of Labor where statistics on work-related accidents and

injuries are maintained;

(11) Persons, including witnesses, who may have information,

documents or knowledge relevant to accident or injury investigations in

order to obtain additional information;

(12) Awardee institutions or organizations in the event that

violations are alleged against the institution or researchers in

connection with investigation or enforcement proceedings;

(13) Contractors, in the event a violation is alleged against the

contractor, its employees, or its subcontractors in connection with

investigation or enforcement proceedings;

(14) Contractors and their employees performing duties on behalf of

the agency when relevant to the performance of their duties;

(15) The Department of Justice and the Office of Management and

Budget for consultation in processing Freedom of Information or Privacy

Act requests; and

(16) The Department of Justice, to the extent disclosure is

compatible with the purpose for which the record was collected and is

relevant and necessary to litigation or anticipated litigation, in

which one of the following is a party or has an interest: (a) NSF or

any of its components; (b) an NSF employee in his/her official

capacity; (c) an NSF employee in his/her individual capacity when the

Department of Justice is representing or considering representing the

employee; (d) the United States, when NSF determines that litigation is

likely to affect the Agency.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Paper records are stored in secured file cabinets in the Office of

Polar Programs, Room 755-S, electronic records are stored on floppy

diskettes and in password protected archives. ASA, its subcontractor,

and NSFA maintain records electronically.

Retrievability:

The records are retrieved by the name of the individual involved in

the accident or by a unique personal identifier assigned to that

individual.

Safeguards:

These records are available only to those persons whose official

duties require such access. The records are kept in limited access

areas during duty hours and in locked file cabinets at other times. The

electronic records are stored in password protected computer files.

Retention and disposal:

Except for those records covered by OPM/GOVT-10, records are

destroyed approximately eight years after the individual's last

Antarctic deployment.

[[Page 40670]]

System manager(s) and address:

Section Head, Polar Research Support Section, Office of Polar

Programs, 4210 Wilson Boulevard, Arlington, VA 22230.

Notification procedure:

To determine whether this system of records contains a record

pertaining to the requesting individual, contact the NSF Privacy Act

Officer, in accordance with procedures found at 45 CFR part 613.

Record access procedures:

See ``Notification procedure'' above.

Contesting record procedures:

See ``Notification procedure'' above.

Record source categories:

Information in these records is obtained from injured individuals;

from individuals involved in accidents; witnesses to the accidents or

injuries, NSF staff and NSF records, from electronic mail messages,

from contractors performing duties for the U.S. Government, and from

the USAP medical clinics.

System exempted from certain provisions of the Act:

None.

[FR Doc. 96-19851 Filed 8-2-96; 8:45 am]

BILLING CODE 7555-01-M