Privacy Act of 1974; Report of Altered Systems
Federal RegisterMar 5, 1999
Ask Donna
What actually matters in this document.
Text
CORPORATION FOR NATIONAL AND COMMUNITY SERVICE
Privacy Act of 1974; Report of Altered Systems
AGENCY: Corporation for National and Community Service.
ACTION: Notice of altered system of records.
-----------------------------------------------------------------------
SUMMARY: Notice is hereby given that in accordance with the Privacy Act
of 1974, 5 U.S.C. 552a(e)(4) (``the Act''), the Corporation for
National and Community Service hereby publishes a notice of its altered
system of records due to significant changes to the current system of
records as set forth below. This notice, published by the Corporation,
officially excludes its predecessor, the ACTION agency, from its
systems of records because ACTION was abolished on April 4, 1994, and
its system of records were officially transferred to the Corporation.
Title 5 U.S.C. 552a(e) (4) and (11) provide that the public be given a
30-day period in which to comment on the altered system of records. The
Office of Management and Budget (OMB), which has oversight
responsibilities under the Privacy Act, requires a 40-day period in
which to conclude its review of the proposed altered system of records.
In accordance with 5 U.S.C. 552a(r), the Corporation has provided a
report to OMB and the Congress on the proposed altered system of
records.
EFFECTIVE DATES: The Corporation filed an altered system report with
the Chairman of the Committee on Government Reform of the House of
Representatives, the Chairman of the Committee on Governmental Affairs
of the Senate, and the Administrator, Office of Information and
Regulatory Affairs, Office of Management and Budget (OMB) on February
25, 1999. The proposed changes to the Corporation's system of records
will become effective 40 days from the date the altered system report
was submitted to Congress and to OMB or 30 days from the publication of
this notice, whichever is later.
ADDRESSES: Comments should be addressed to the Corporation for National
and Community Service, Office of Administrative and Management
Services, Attn: Denise Moss, Corporation Records Liaison Officer, 1201
New York Avenue, NW., Washington, DC 20525.
FOR FURTHER INFORMATION CONTACT: Denise Moss, Corporation Records
Liaison Officer, 202-606-5000, extension 384. A copy of this proposed
altered system of records may be obtained in an alternate format by
calling: TDD, 202-606-5256, or by writing to the Corporation for
National and Community Service, Office of Administrative and Management
Services, Attn: Corporation Records Liaison Officer, 1201 New York
Avenue, NW., Washington, DC 20525.
SUPPLEMENTARY INFORMATION: The Corporation publishes the following
notice of systems of records:
Notice of System of Records--Preliminary Statement
Corporation--when used in the notice refers to Corporation for
National and Community Service.
AmeriCorps--when used in the notice refers to the Volunteers In
Service To America (VISTA) program, the National Civilian Community
Corps (NCCC) program, the Leaders program, or the state and national
program.
Operating Units--The names of the operating units within the
Corporation to which a particular system of records pertains are listed
under the system manager and address section of each system notice.
Official Personnel Files--Official personnel files of Federal
employees in the General Schedule and the Corporation's Alternative
Personnel System, in the custody of the Corporation are considered the
property of the Office of Personnel Management. Access to such files
shall be in accordance with such notices published by OPM. Access to
such files in the custody of the Corporation will be granted to
individuals to whom such files pertain upon request to the Corporation
for National and Community Service, Director, Human Resources, 1201 New
York Avenue, NW., Washington, DC 20525.
Various offices in the Corporation maintain files which contain
copies of miscellaneous personnel material affecting Corporation
employees. These include copies of standard personnel forms, evaluation
forms, etc. These files are kept only for immediate office reference
and are considered by the Corporation to be part of the personnel file
system. The Corporation's internal policy provides that such
information is a part of the general personnel files and can be
disclosed only through the Director, Human Resources, in order that he
or she may ensure that any material be disclosed is relevant, current,
and fair to the individual employees. Also, it is the policy of the
Corporation to limit the use of such files and to encourage the
destruction of as many as possible.
Statement of General Routine Uses
The following general routine uses are incorporated by this
reference into each system of records set forth herein, unless
specifically limited in the system description.
1. In the event that a record in a system of records maintained by
the Corporation indicates, either by itself or in combination with
other information in the Corporation's possession, a violation or
potential violation of the law (whether civil, criminal, or regulatory
in nature, and whether arising by statute or by regulation, rule or
order issued pursuant thereto), that record may be referred, as a
routine use, to the appropriate agency, whether Federal, state, local
or foreign, charged with the responsibility of investigating or
prosecuting such violation, or charged with enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto. Such
referral shall include, and be deemed to authorize: (1) Any and all
appropriate and necessary uses of such records in a court of law or
before an administrative board or hearing; and (2) such other
interagency referrals as may be necessary to carry out the receiving
agencies' assigned law enforcement duties.
2. A record may be disclosed as a routine use to designated
officers and employees of other agencies and departments of the Federal
government having an interest in the individual for employment purposes
including the hiring or retention of any employee, the issuance of a
security clearance, the letting of a contract, or the issuance of a
license, grant or other benefit by the requesting agency, to the extent
that the information is relevant and necessary to the requesting
agency's decision on the matter involved, provided, however, that other
than information furnished for the issuance of authorized security
clearances, information divulged hereunder as to full-time volunteers
under Title I of the Domestic Volunteer Service Act of 1973 (42 U.S.C.
4951), and the National and Community Service Act of 1990, as amended,
shall be limited to the provision of dates of service and a standard
description of service as heretofore provided by the Corporation.
3. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate or administrative tribunal
of appropriate jurisdiction and such disclosure may include disclosures
to opposing counsel in the course of settlement negotiations.
4. A record may be disclosed as a routine use to a member of
Congress, or
[[Page 10880]]
staff acting upon the constituent's behalf, when the member or staff
requests the information on behalf of and at the request of the
individual who is the subject of the record.
5. Information from certain systems of records, especially those
relating to applicants for Federal employment or volunteer service, may
be disclosed as a routine use to designated officers and employees of
other agencies of the Federal government for the purpose of obtaining
information as to suitability qualifications and loyalty to the United
States Government.
6. Information from a system of records may be disclosed to any
source from which information is requested in the course of an
investigation to the extent necessary to identify the individual,
inform the source of the nature and purpose of the investigation, and
to identify the type of information requested.
7. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies. Information
may also be disclosed to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act.
8. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration in
records management inspections conducted under authority of 44 U.S.C.
2904 and 2906.
9. A record may be disclosed to a Federal or state grand jury agent
pursuant to a Federal or state grand jury subpoena or prosecution
request that such record be released for the purpose of its
introduction to a grand jury.
10. A record may be referred to suspension/debarment authorities,
internal to the Corporation, when the record released is germane to a
determination of the propriety or necessity for a suspension or
debarment action.
11. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure of
the record is for the purpose of permitting the recipient to effect
corrective action in the Government's best interests.
12. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the recipient has incurred an
indebtedness to the Government through its receipt of Government funds,
and release of the record is for the purpose of allowing the debtor to
effect a collection against a third party.
13. Information in a system of records may be disclosed to
``consumer reporting agencies'' (as defined in the Fair Credit
Reporting Act, 14 U.S.C. 1681a(f), or the Federal Claims Collection Act
of 1966, 31 U.S.C. 3701(a)(3)), the U.S. Department of the Treasury or
other Federal agencies maintaining debt servicing centers, and to
private collection contractors as a routine use for the purpose of
collecting a debt owed to the Federal government as provided in
regulations promulgated by the Corporation.
14. The names, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed to the:
(a) Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services Federal Parent
Locator System (FPLS), and Federal Tax Offset System for use in
locating individuals and identifying their income sources to establish
paternity, establishing and modifying orders of child support,
identifying sources of income, and for other child support enforcement
action; (b) Office of Child Support Enforcement for release to the
Social Security Administration for verifying social security numbers in
connection with the operation of the FPLS by the Office of Child
Support Enforcement; and (3) Office of Child Support Enforcement for
release to the U.S. Department of the Treasury for payroll and savings
bonds and other deduction purposes, and for purposes of administering
the Earned Income Tax Credit Program (Section 32, Internal Revenue Code
of 1986), and verifying a claim with respect to employment on a tax
return, as required by the Personal Responsibility and Work Opportunity
Reconciliation Act of 1996 (Pub. L. 104-193).
15. A record may be disclosed as a routine use to a contractor,
expert, or consultant of the Corporation (or an office within the
Corporation) when the purpose of the release is in order to perform a
survey, audit, or other review of the Corporation's procedures and
operations.
Locations of Corporation Service Centers/State Offices
The Corporation maintains five Service Centers with State Offices
within their service areas. The Services Centers, their addresses, and
the States within their service areas are listed below. In the event of
any doubt as to whether a record is maintained in a Service Center or
State Office, a query should be directed to the address of the Service
Center Director for the appropriate state under their jurisdiction
where the volunteer performed their service as listed below. The
Service Center Director shall furnish all assistance necessary to
locate a specified record.
Atlantic Service Center, 801 Arch Street, Suite 103, Philadelphia, PA
19107-2416 (Connecticut, Delaware, Maine, Maryland, Massachusetts, New
Hampshire, New Jersey, New York, Pennsylvania, Puerto Rico, Rhode
Island, Vermont, and the Virgin Islands).
Southern Service Center, 60 Forsyth Street SW, Suite 3M40, Atlanta, GA
30303-3201 (Alabama, District of Columbia, Florida, Georgia, Kentucky,
Mississippi, North Carolina, South Carolina, Tennessee, Virginia, and
West Virginia).
North Central Service Center, 77 West Jackson Blvd., Suite 442,
Chicago, IL 60604-3511 (Illinois, Indiana, Iowa, Michigan, Minnesota,
Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin).
Southwest Service Center, 1999 Bryan Street, Suite 2050, Dallas, TX
75201 (Arizona, Arkansas, Colorado, Kansas, Louisiana, Missouri, New
Mexico, Oklahoma, and Texas).
Pacific Service Center, PO Box 29996, Building 386, Morgan Avenue,
Presidio of San Francisco, CA, 94129-09996 (Alaska, American Samoa,
California, Guam, Hawaii, Idaho, Montana, Nevada, Oregon, Utah,
Washington, and Wyoming).
Notification--Individuals may inquire whether any system of records
contains information pertaining to them by addressing the request to
the specific Records Liaison Officer for each file category in writing.
Such request should include the name and address of the individual, his
or her social security number, any relevant data concerning the
information sought, and, where possible, the place of assignment or
employment, etc. In case of any doubt as to which system contains a
record, interested individuals should contact the Corporation for
National and Community Service, Office of Administrative and Management
Services, Attn: Records Liaison Officer, 1201 New York Avenue, NW,
Washington, DC 20525, which has overall supervision of records systems
[[Page 10881]]
and will provide assistance in locating and/or identifying appropriate
systems.
Access and Contest--In response to a written request by an
individual, the appropriate Records Liaison Officer will arrange for
access to the requested record or advise the requester if no record
exists. If an individual wishes to contest the content of any record,
he or she may do so by addressing a written request to the State
Program Director in the state where the member performed their assigned
duties. If the the State Program Director determines that a request to
amend an individual's record should be denied, the State Program
Director shall provide all necessary information regarding the request
to the Corporation's initial denial authority/Privacy Act Officer.
Locations of Corporation AmeriCorps National Civilian Community
Corps Campuses
The Corporation maintains five AmeriCorps*National Civilian
Community Corps Campuses (NCCC) under its jurisdiction. The Campuses,
and their addresses are listed below. In the event there is any doubt
as to whether a record is maintained at a campus location, questions
should be directed to the address of the AmeriCorps*NCCC Regional
Campus Director for the appropriate campus location where the volunteer
performed their service as listed below. The Regional Campus Director
shall furnish all assistance necessary to locate a specified record.
AmeriCorps*NCCC Capitol Region Campus, 2 D.C. Village Lane, SW,
Washington, DC 20032.
AmeriCorps*NCCC Northeast Campus, VA Medical Center, Building 15, Room
9, Perry Point, MD 21902-0027.
AmeriCorps*NCCC Southeast Campus, 2231 South Hopson Avenue, Charleston,
S.C. 29405-2430.
AmeriCorps*NCCC Central Campus, 1059 South Yosemite Street, Bldg 758,
Room 213, Aurora, CO 80010-6062.
AmeriCorps*NCCC Western Campus, 2650 Truxtun Road, San Diego, CA 92106-
6001.
Access and Contest--In response to a written request by an
individual, the appropriate Records Liaison Officer arranges for access
to the requested record or advises the requester if no record exists.
If an individual wishes to contest the content of any record, he or she
may do so by addressing a written request to the AmeriCorps*NCCC
Regional Campus Director, located at the pertinent address for each
campus location as listed above. If the The Regional Campus Director
determines that a request to amend an individual's record should be
denied, the Regional Campus Director shall provide all necessary
information regarding the request to the Corporation's initial denial
authority/Privacy Act Officer.
Listing of Systems of Records
Accounts Payable File--Corporation-1
Accounts Receivable and Advances File--Corporation-2
Domestic Full-time Member Census Master File--Corporation-3
AmeriCorps Full-time Member Personnel File--Corporation-4
Employee and Applicant Records File--Corporation-5
Employee/Member Occupation Injury/Illness Reports and Claims
File--Corporation-6
Travel Files--Corporation-7
AmeriCorps Member Individual Account--Corporation-8
Counselors' Report Files--Corporation-9
Discrimination Complaint Files--Corporation-10
Employee Pay and Leave Records File--Corporation-11
Freedom of Information Act and Privacy Act Requests File--
Corporation-12
Legal Office Litigation/Correspondence Files--Corporation-13
Merit Promotion Plan Files--Corporation-14
Office of the Inspector General Investigative Files--
Corporation-15
Travel Authorization File--Corporation-16
Vendor Name and Identification Number Files--Corporation-17
AmeriCorps* VISTA Member Payroll System File--Corporation-18
CORPORATION--1
SYSTEM NAME:
Accounts Payable File.
SYSTEM LOCATION:
Office of Accounting and Financial Management Services, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals to whom the agency owes money.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of payee, address, taxpayer identification number, amount
owed, date of liability, amount paid, and schedule number authorizing
the U.S. Department of the Treasury to issue payment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the Budget
and Accounting Procedures Act of 1950, as amended; the Chief Financial
Officer Act of 1990; and the Debt Collection Improvement Act of 1996.
PURPOSE(s):
To maintain a current record of amounts owed and paid by the
Corporation.
ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS
AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement. Data
is also released to the Internal Revenue Service in accordance with the
Internal Revenue Code.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are indexed alphabetically by name.
SAFEGUARDS:
Records are available only to staff in the Office of Accounting and
Financial Management Services and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
RETENTION AND DISPOSAL:
Records are held for three (3) years and then retired to the
Federal Records Center.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
To determine whether there is a record in the system about
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
RECORD ACCESS PROCEDURES:
See Notification procedures.
CONTESTING RECORD PROCEDURES:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer at the address given
and set forth the basis for which the record is believed to be
incomplete or incorrect.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals
[[Page 10882]]
covered by the system as well as documents issued by the Corporation
officials involved with managing funds.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--2
SYSTEM NAME:
Accounts Receivable and Advances File.
SYSTEM LOCATION:
Office of Accounting and Financial Management Services, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals owing money to the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name of debtor, address, taxpayer identification number, amount
owed, date of liability, and amount collected.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; the Budget and
Accounting Procedures Act of 1950, as amended, and the Debt Collection
Improvement Act of 1996.
PURPOSE(S):
To maintain a current record of amounts owed and paid to the
Corporation.
ROUTINE USES OF RECORDS IN THE SYSTEM, INCLUDING CATEGORIES OF USERS
AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement. Data
may be disclosed to the U.S. Department of Justice, the U.S. Department
of the Treasury, or to the General Accounting Office in connection with
requests to institute collection litigation or approve writing off a
debt when the Corporation is unable to collect a debt through its own
efforts.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are indexed alphabetically by name.
SAFEGUARDS:
Records are available only to staff in the Office of Accounting and
Financial Management Services or other authorized Corporation officials
with the need for such records in the performance of their duties.
RETENTION AND DISPOSAL:
Records are held for three (3) years and then retired to the
Federal Records Center.
SYSTEM MANAGER(S) AND ADDRESS:
Office of Accounting and Financial Management Services, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
NOTIFICATION PROCEDURE:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
RECORD ACCESS PROCEDURES:
See Notification procedures.
CONTESTING RECORD PROCEDURES:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer and set forth the
basis for which the record is believed to be incomplete or incorrect.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing funds.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--3
SYSTEM NAME:
Domestic Full-time Member Census Master File.
SYSTEM LOCATION:
Corporation for National and Community Service, AmeriCorps*VISTA,
1201 New York Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any person who has served or is serving as an AmeriCorps*VISTA
member.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records maintained contain information extracted from the
member's application, information about the member's period of service,
and information about the member's history with the Corporation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended.
PURPOSE(S):
The system of records was established to maintain service histories
on all current and former AmeriCorps*VISTA members serving in programs
operated by the Corporation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on magnetic tape; disks, and hard copy, and are
kept in a locked room when not in use.
RETRIEVABILITY:
Records are retrieved by social security number and the first four
letters of the member's last name.
SAFEGUARDS:
The material on tapes and disks is generally available only to the
Corporation's OIT Staff and is so coded as to be unavailable to anyone
else. Hard copy records are available only to Corporation staff with a
need for such records in the performance of their duties.
RETENTION AND DISPOSAL:
These records are maintained permanently.
SYSTEM MANAGER(S) AND ADDRESS:
Director of AmeriCorps*VISTA, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
Members and former members wishing to determine if this system
contains their records should contact the Corporation for National and
Community Service, Director of AmeriCorps*VISTA, 1201 New York Avenue,
NW, Washington, DC 20525, and provide name, social security number, and
dates of volunteer service.
RECORDS ACCESS PROCEDURES:
Members and former members wishing access to information about
their records should contact the Corporation for National and Community
Services, Director of AmeriCorps*VISTA, 1201 New York Avenue, NW,
Washington, DC 20525.
[[Page 10883]]
CONTESTING RECORD PROCEDURES:
An AmeriCorps*VISTA member wishing to amend his or her record may
do so by addressing such a request and providinge the basis for the
request to the State Program Director in the state where the member
performed their assigned duties; an AmeriCorps*NCCC member wishing to
amend his or her record may do so by addressing such a request and
providing the basis for the request to the AmeriCorps*NCCC Regional
Campus Director, located at the pertinent address for each campus
location as listed above; and an AmeriCorps*Leader wishing to amend his
or her record may do so by addressing such a request and providing the
basis for the request to the Director, AmeriCorps*Leaders Office at
Corporation Headquarters. If the State Program Director, Regional
Campus Director, or Director, AmeriCorps*Leaders determines that a
request to amend an individual's record should be denied, each shall
provide all necessary information regarding the request to the
Corporation's initial denial authority/Privacy Act Officer.
RECORD SOURCE CATEGORIES:
The data is obtained from the member's application and status
change and payroll change notices.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--4
SYSTEM NAME:
AmeriCorps Full-time Member Personnel File.
SYSTEM LOCATION:
All Corporation State Offices, AmeriCorps*Leaders Office at
Corporation Headquarters, and NCCC Regional Campuses.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All active AmeriCorps members assigned under programs operated by
the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained contain member application and reference forms,
member status and payroll information, member travel vouchers, future
plans forms, including evaluation of service, and general
correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended.
PURPOSE(S):
This system of records was established to maintain information on
AmeriCorps while they are assigned to their respective programs.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The content of these records may be disclosed to the member's
sponsor (VISTA) and other Corporation officials concerning placement,
performance, support and related matters for AmeriCorps members. Also,
see General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are retrievable alphabetically by last name.
SAFEGUARDS:
Records in the system are available only to appropriate Corporation
staff in State Offices, the AmeriCorps*Leaders Office at Corporation
Headquarters, and Regional NCCC Campuses, and other appropriate
officials of the Corporation with need for such records in the
performance of their duties.
RETENTION AND DISPOSAL:
Records are retained for one (1) year after the member has
terminated and then retired to the Federal Records Center where they
are maintained for six (6) years.
SYSTEM MANAGER(S) AND ADDRESS:
The System Manager for VISTAs is the State Program Director in each
Corporation State Office; the Regional NCCC Campus Director at each
Campus location; and the Director, AmeriCorps*Leaders at Corporation
Headquarters.
NOTIFICATION PROCEDURE:
Members wishing to determine if this system contains their records
should contact the Corporation State Office (VISTAs) for the state
where the member performed their service; NCCC Campus where the member
was assigned, and the AmeriCorps*Leaders Office at Corporation
Headquarters.
RECORD ACCESS PROCEDURES:
Members wishing access to information about their records should
contact the particular Corporation State Office, NCCC Regional Campus
where the member was assigned or performed their service, and the
AmeriCorps*Leaders Office at Corporation Headquarters, and provide
name, social security number, and dates and location of where the
member performed their service.
CONTESTING RECORD PROCEDURES:
A member wishing to amend his or her record may do so by addressing
a request to the Corporation for National and Community Service, Office
of the General Counsel, Attn: Corporation Privacy Act Officer, 1201 New
York Avenue, NW, Washington, DC 20525.
RECORD SOURCES CATEGORIES:
The data is supplied by the member or through forms signed and
executed by the member, or by Corporation personnel.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--5
SYSTEM NAME:
Employee and Applicant Records File.
SYSTEM LOCATION:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees; applicants; any individual involved
in a grievance or grievance appeal or who has filed a complaint with
the Department of Labor, Federal Labor Relations Council, Federal
Mediation and Conciliation Service, or similar organization; and
individuals considered for access to classified information.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) The Staff Security Files contain investigative information
regarding an individual's character, conduct, behavior in the community
where he or she lives; loyalty to the U.S. Government; arrest and
convictions for any violations against the law; reports or interviews
with former supervisors, coworkers, associates, educators, etc., about
qualifications of an individual for a specific position; reports of
inquires with law enforcement agencies, former employers, educational
institutions attended; and other similar information developed from the
above.
(2) The Grievance, Appeal and Arbitration Files contain copies of
petitions, complaints, charges,
[[Page 10884]]
responses, rebuttals, evidentiary materials, briefs, affidavits,
statements, records of hearings and decisions or findings of fact with
respect thereto and incidental correspondence regarding complaints and
appeals with respect to grievances and arbitration matters.
(3) The Employees Indebtedness Files contain records which are
primarily correspondence regarding alleged indebtedness of Corporation
employees, including employees' responses, the Corporation's response
to the employee and/or creditor and administrative correspondence and
records relating to agency assistance to the employee in resolving the
indebtedness, if appropriate.
(4) The Employee Reemployment and Repromotion Priority
Consideration Files list a person's name and the positions he or she
was considered for, dates of consideration and a copy of the
individual's latest Standard Form 171 and performance evaluation.
(5) The Performance Evaluation File consists of the annual
evaluations of employee performance prepared by supervisors and
reviewed by supervisory reviewing officials, together with comments, if
any by the employee evaluated.
(6) The Management-Union Records System consists of automated data
printouts showing an employee's name, grade, series, title,
organizational entity and other data which determine inclusion or
exclusion from the bargaining unit under the existing union contract.
The record also contains a printout showing the amount of dues withheld
from each employee who has authorized such withholding, and other
related data.
(7) The Human Resources Management Information System is a computer
based record which includes data relating to tenure, benefits
eligibility, awards, etc., and other data needed by the Office of Human
Resources and Corporation managers.
(8) The Personnel History Program contains a record of personnel
actions made during employment, forwarding address, reason for leaving,
social security number, date of birth, tenure, information regarding
date and reason for termination.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; provisions of
the Federal Personnel Manual; Executive Orders concerning management
relations with employee organizations; Executive Order 10450; and
various acts of Congress relating to personnel investigations
authorizing the same by the Office of Personnel Management whose
responsibility can, under Civil Service regulations and law, be
delegated in whole or in part to agencies.
PURPOSE(S):
To provide an information system which documents and supports the
Corporation's personnel management process including those categories
listed above.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OR USERS AND THE PURPOSES OF SUCH USES:
As indicated below, the subsystems incorporate all or some of the
published routine uses.
(1) Staff Security Files--in addition to our general routine uses
may be disclosed to the Office of Personnel Management as part of the
central personnel investigation records system.
(2) Grievance, Appeal and Arbitration Records and Files--in
addition to our general routine uses may be disclosed and used: (a) To
OPM; the Merit System Protection Board; and the Office of Special
Counsel, Merit System Protection Board, on request in conjunction with
any appeal or in conjunction with its official duties with regard to
personnel matters and investigations regarding complaints of Federal
employees and applicants; and (b) To designated hearing examiners,
arbitrators and third-party appellate authorities involved in the
hearing or appeal procedures.
(3) Employees Indebtedness Records and Files--may be released under
our routine uses numbers 1, 2, and 3 except that under routine use
number 1, records may be released only to an appropriate Federal agency
and the records may also be referred to a court of law or any
administrative board of hearing on matters related to probation and
parole.
(4) Employee Reemployment and Repromotion Priority Consideration
Records and Files--in addition to our general routine uses may be
disclosed to: (a) OPM as part of the OPM personnel management
evaluation system; and (b) to OPM for information concerning
reemployment and repromotion rights.
(5) Performance Evaluation Files--in addition to our general
routine uses may be disclosed to OPM in connection with any request for
information or inquiry as to Federal personnel regulation.
(6) Management Union Records--in addition to the general routine
uses may be disclosed to and used for: (a) The Corporation employees
union for maintenance of its dues and inclusion in the bargaining unit;
(b) the Treasury Department for preparation of payroll checks with
appropriate withholding of dues; and (c) OPM for reports of management/
labor relations.
(7) Human Resources Management Information System--used by
Corporation officials for day-to-day work information; statistical
reports without personal identifiers and for in-house reports relating
to management. Information contained in this record is reflected in the
individual's official personnel folder.
(8) Personnel History Program--is used by the Human Resources staff
to verify service and for day-to-day information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders, floppy disks, lists or
loose-leaf binders, and are stored in metal file cabinets with a lock
or in secured rooms with access limited to those employees whose duties
require access. Where data is obtained via computer, controlled access
is maintained through computer security control procedures.
RETRIEVABILITY:
Records are indexed by name, social security number or employee
number.
SAFEGUARDS:
Records are generally available to Corporation employees having a
need for such records in the performance of their duties. Generally,
the Security Files are available only to office heads or security
personnel.
RETENTION AND DISPOSAL:
After termination, death or retirement or consideration of an
applicant, the Staff Security Files are kept in the security office
three (3) years and then retired to a Federal Records Center for
twenty-seven (27) years and then destroyed. The Grievances, Appeals and
Arbitration Files are retained indefinitely in Human Resources. The
Employee Indebtedness Files are destroyed on a bi-annual basis or when
the problem is resolved. The Employee Reemployment and Repromotion
Priority Consideration Files are retained according to length of
reemployment or repromotion eligibility. The Performance Evaluation
Files are retained one year or until superseded. The Human Resources
Management Information System records and the Personnel Program data
are kept indefinitely in the Office of Human
[[Page 10885]]
Resources. The Management-Union Lists are retained until superseded by
a corrected or updated list.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
See the Notification paragraph in the Preliminary Statement.
RECORD ACCESS PROCEDURES:
See the Notification paragraph in the Preliminary Statement.
CONTESTING RECORD PROCEDURES:
Same as ``Record Access Procedures''.
RECORD SOURCE CATEGORIES:
From the individual; the official personnel folder; statistical and
other information developed by Human Resource staff, such as enter on
duty date and within grade increase due dates; agency supervisors and
reviewing officials; individual employee fiscal and payroll records;
alleged creditors of employees; witnesses to occurrences giving rise to
a grievance, appeal or other action; hearing records and affidavits and
other documents used or usable in connection with grievance, appeal and
arbitration hearings. Information contained in the Staff Security files
is obtained from: (a) Applications and other personnel and security
forms furnished by the individual; (b) investigative material furnished
by other Federal agencies; (c) personal investigation or written
inquiry from associates, police departments, courts, credit bureaus,
medical records, probation officials, prison officials, and other
sources as may be developed from the above; and (d) the individual.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--6
SYSTEM NAME:
Employee/Member Occupational Injury/Illness Reports and Claims
File.
SYSTEM LOCATION:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Corporation staff and full-time volunteers.
CATEGORIES OF RECORDS IN THE SYSTEM:
Reports of work related injuries and illnesses and claims for
workers' compensation submitted to Department of Labor.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Employees Compensation Act & Occupational Safety and Health
Administration Act.
PURPOSE(S):
To maintain injury/illness reports data and to track workers'
compensation claims on behalf of Corporation staff and full-time
members.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To determine annual work related injury/illness data re:
Corporation staff, and to identify trends if possible. To prepare and
submit workers' compensation claims. Also, generally, see General
Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are maintained by name in alphabetical sequence.
SAFEGUARDS:
Records are available only to claimants and Corporation staff who
demonstrate a need to know.
RETENTION AND DISPOSAL:
Official files are kept seven (7) years following year of
occurrence. Disposal of records is by shredding.
SYSTEM MANAGER(s) AND ADDRESS:
OWCP Liaison Officer, Human Resources, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
Claimant writes request for data to the address listed above.
RECORD ACCESS PROCEDURES:
Requester should give OWCP claim number, but it is not mandatory.
Data requests may be requested in the name of injured employee/
volunteer.
CONTESTING RECORD PROCEDURES:
Claimant or injured employee/member may submit any data deemed
relevant to the case to address listed.
RECORD SOURCE CATEGORIES:
Individual who suffers work related injury/illness submits any
pertinent data necessary; medical reports, witness statements, time and
attendance records, medical bills, legal briefs.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--7
SYSTEM NAME:
Travel Files.
SYSTEM LOCATION:
Office of Administrative and Management Services, Travel Unit,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All Corporation Staff, Consultants, Invitational Travelers, and
Relocated Staff.
CATEGORIES OF RECORDS IN THE SYSTEM:
Individuals' records and special event records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
PURPOSE(s):
To maintain travel files on all persons traveling on official
Corporation business.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Files are maintained in individual folders in a locked metal file
cabinet when not in immediate use.
RETRIEVABILITY:
Individual's name in alphabetical order and Travel Authorization
number.
SAFEGUARDS:
Access only to appropriate personnel and Corporation officials. The
metal travel file cabinet is locked when not in use.
RETENTION AND DISPOSAL:
Retention three (3) years. Disposal of records is by shredding.
SYSTEM MANAGER(s) AND ADDRESS:
Travel Analyst, Office of Administrative and Management Services,
Corporation for National and
[[Page 10886]]
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
Send to address listed.
RECORD ACCESS PROCEDURES:
Travel Analyst, Office of Administrative and Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
CONTESTING RECORD PROCEDURES:
Send to address listed.
RECORD SOURCE CATEGORIES:
Submitted by Corporation employees etc.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--8
SYSTEM NAME:
AmeriCorps Member Individual Account.
SYSTEM LOCATION:
Corporation for National and Community Service, National Service
Trust Operations, 1201 New York Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any person who has served or is serving as a member or other full-
time, stipended member under a Corporation program.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records maintained contain information extracted from the
application, information about the period of service, and information
about the member's service history.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended, and the
National and Community Service Act of 1990, as amended.
PURPOSE(s):
The system of records was established to maintain service histories
on all current and former and other full-time stipend volunteers
serving in the Corporation programs and earning an education award.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on magnetic tape, disks, electronic image, hard
copy, and are kept in a locked room when not in use.
RETRIEVABILITY:
Records are retrieved by social security number.
SAFEGUARDS:
The material on tapes and disks is generally available only to the
Corporation's OIT and Accounting staff, and is so coded as to be
unavailable to anyone else. Hard copy records are available only to
Corporation staff with a need for such records in the performance of
their duties.
RETENTION AND DISPOSAL:
These records are maintained for a period of (7) seven years from
date the volunteer earns an education award and then forwarded to the
Federal Records Center for (3) three years. Electronically imaged
documents will be maintained permanently.
SYSTEM MANAGER(s) AND ADDRESS:
Director, National Service Trust Operations, Corporation for
National and Community Service, 1201 New York Avenue, NW, Washington,
DC 20525.
NOTIFICATION PROCEDURE:
Persons wishing to determine if this system contains their records
should contact the Corporation for National and Community Service,
Director, National Service Trust Operations, 1201 New York Avenue, NW,
Washington, DC 20525, and provide name, social security number, and
dates of volunteer service.
RECORDS ACCESS PROCEDURES:
Persons wishing access to information about their records should
contact the Corporation for National and Community Services, Director,
National Service Trust Operations, 1201 New York Avenue, NW,
Washington, DC 20525.
CONTESTING RECORD PROCEDURES:
A person wishing to amend his or her record may do so by addressing
such request to the Corporation for National and Community Service,
Office of the General Counsel, Attn: Corporation Privacy Act Officer,
1201 New York Avenue, NW, Washington, DC 20525.
RECORD SOURCE CATEGORIES:
The data is obtained from enrollment and exit forms.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--9
SYSTEM NAME:
Counselors' Report Files.
SYSTEM LOCATION:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York, Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any employee or applicant for employment, service member, or
applicant or trainee for volunteer or service status, or employee of a
grantee who has contacted or requested a Corporation Equal Opportunity
Counselor for counseling but has not filed a formal discrimination
complaint.
CATEGORIES OF RECORDS IN THE SYSTEM:
Counselors' Reports, Privacy Act notice, confidentiality agreement,
notice to members of collective bargaining agreement, notice of final
interview, notes and correspondence, and copies of personnel records or
other documents relevant to the matter presented to the Counselor, and
any other records relating to the counseling instance.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Titles VI and VII of the Civil Rights Act of 1964, as amended; Age
Discrimination in Employment Act, as amended; Rehabilitation Act of
1973, as amended; Title IX of the Education Amendments of 1972, as
amended; Domestic Volunteer Service Act of 1973, as amended; National
and Community Service Act of 1990, as amended; and the Age
Discrimination Act, as amended.
PURPOSE(s):
To enable Equal Opportunity Counselors to look into matters brought
to their attention, provide counseling, attempt to resolve the matter,
and document actions taken.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSE OF SUCH USES:
1. Referral or disclosure: (a) To a Federal, state, or local agency
charged with the responsibility of investigating, enforcing, or
implementing the statute, rule, regulation, or order; (b) to an
investigator, Counselor, grantee or other recipient of Federal
financial assistance, or hearing officer or arbitrator charged with the
above responsibilities; (c) any and all appropriate and necessary uses
of such records in a court of law or before an administrative board or
[[Page 10887]]
hearing; and (d) such other referrals as may be necessary to carry out
the enforcement and implementation of the statutes, rules, regulations,
or orders.
2. Disclosure to the Congressional committees having legislative
jurisdiction over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of the
statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to the
extent necessary to secure from source information relevant to, and
sought in furtherance of, a legitimate investigation or EO counseling
matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure of
the record is for the purpose of permitting the recipient to effect
corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a court
magistrate or administrative tribunal of appropriate jurisdiction and
such disclosure may include disclosure to opposing counsel in the
course of settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who is a constituent of such member who has
requested assistance from the member with respect to the subject matter
of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies. Information
may also be disclosed to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act.
9. Information in any system of records to be disclosed to a
Congressional office, in response to an inquiry from any such office,
made at the request of the individual to whom the record pertains.
10. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspection conducted under authority of 44 U.S.C.
209 and 290.
11. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
12. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
13. Disclosure to the Department of Justice in order to obtain the
Department's advice regarding Corporation's disclosure obligations
under the Freedom of Information Act.
14. Disclosure of the Office of Management and Budget (OMB) or the
Equal Employment Opportunity Commission (EEOC) in order to obtain OMB's
advice regarding Corporation's obligations under the Privacy Act.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Files are maintained in folders or computer diskettes and locked in
metal file cabinets when not in immediate use.
RETRIEVABILITY:
Retrievability is by the name of the person who contacted the
Counselor.
SAFEGUARDS:
Records in the system are available only to appropriate personnel
in the Office of Equal Opportunity and other designated officials of
the Corporation with a need for such records in the performance of
their duties.
RETENTION AND DISPOSAL:
Two (2) years after completion of counseling, the files are
destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Equal Opportunity, Corporation for National and Community
Service, 1201 New York Avenue, NW., Washington, DC 20525.
NOTIFICATION PROCEDURE:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
RECORD ACCESS PROCEDURES:
Request for access to these records should be addressed to the
System Manager.
CONTESTING RECORD PROCEDURES:
Contest to information included in these records should be
addressed to the System Manager.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from the following categories of
sources: (1) Aggrieved persons, witnesses, etc., in counseling matters;
(2) Counselors' Reports; (3) Copies of documents relevant to any
counseling matter; and (4) Correspondence.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--10
SYSTEM NAME:
Discrimination Complaint Files.
SYSTEM LOCATION:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York Avenue, NW., Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any employee or applicant for employment, AmeriCorps member or
applicant or trainee for volunteer or service status, or employee of a
grantee, or program beneficiary who has filed a formal complaint with
or against the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Formal complaints, Reports of Investigation, Counseling documents,
case decisions, and relevant correspondence, including settlement
agreements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Titles VI and VII of the Civil Rights Act of 1964, as amended; the
Age Discrimination in Employment Act, as amended; the Rehabilitation
Act of 1973, as amended; Title IX of the Education Amendments of 1972,
as amended; the Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; and the Age
Discrimination Act, as amended.
PURPOSE(s):
To enable the Corporation to investigate and adjudicate complaints
of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Referral or disclosure: (a) To a Federal, state, or local agency
charged with the responsibility of investigating, enforcing, or
implementing the statute, rule, regulation, or order; (b) to an
[[Page 10888]]
investigator, counselor, grantee or other recipient of Federal
financial assistance or hearing officer or arbitrator charged with the
above responsibilities; (c) any and all appropriate and necessary uses
of such records in a court of law or before an administrative board or
hearing; and (d) such other referrals as may be necessary to carry out
the enforcement and implementation of the statutes, rules, regulations,
or orders.
2. Disclosure to the Congressional committees having legislative
oversight over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of the
statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to the
extent necessary to secure from source information relevant to, and
sought in furtherance of, a legitimate investigation or EO counseling
matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure of
the record is for the purpose of permitting the recipient to effect
corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a court,
magistrate or administrative tribunal of appropriate jurisdiction and
such disclosure may include disclosures to opposing counsel in the
course settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who has requested assistance from the member
with respect to the subject matter of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies. Information
may also be disclosed to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act.
9. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspections conducted under authority of 44 U.S.C.
2094 and 2906.
10. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
11. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
12. Disclosure to the Department of Justice in order to obtain the
Department's advice regarding the Corporation's disclosure obligations
under the Freedom of Information Act.
13. Disclosure to the Office of Management and Budget (OMB) or the
Equal Employment Opportunity Commission (EEOC) in order to obtain OMB's
advice regarding the Corporation's obligations under the Privacy Act.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Files are maintained in folders or on computer diskettes which are
locked in metal file cabinets when not in immediate use.
RETRIEVABILITY:
Files are retrieved by the complainant's name.
SAFEGUARDS:
Records in the system of records are available only to appropriate
personnel in Equal Opportunity and other designated officials of the
Corporation with a need of such records in the performance of their
duties.
RETENTION AND DISPOSAL:
Records are destroyed four (4) years after the close of the case.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Equal Opportunity, Corporation for National and Community
Service, 1201 New York Avenue, NW., Washington, DC 20525.
NOTIFICATION PROCEDURE:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
RECORD ACCESS PROCEDURES:
Request for access to these records should be sent to the System
Manager.
CONTESTING RECORD PROCEDURES:
Contest of information included in these records should be sent to
the System Manager.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from the following categories of
sources: (1) Complainants, witnesses, etc., in discrimination
complaints; (2) Reports of investigations and Counselors' Reports; (3)
Copies of documents relevant to any EO investigation; (4) Records of
hearings on complaint; and (5) Correspondence.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--11
SYSTEM NAME:
Employee Pay and Leave Records File.
SYSTEM LOCATION:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Corporation employees and former employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel actions; employing, promoting and terminating employees;
savings bond applications; advises of allotments; IRS tax withholdings,
applications, and records regarding collections for overpayments; and
time and attendance records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
GAO Policy and Procedures Manual; 31 U.S.C. 66(a); and the Budget
and Accounting Procedures Act of 1950, as amended.
PURPOSE(S):
To provide a system whereby Corporation employees can track payroll
and leave information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from these records is routinely provided: (1) To the
U.S. Department of the Treasury for payroll and savings bonds and other
deduction purposes; (2) to the Internal Revenue Service with regard to
tax deductions; and (3) to participating insurance companies holding
policies with respect to employees of the Corporation. Also, see
General Routine Uses contained in Preliminary Statement.
[[Page 10889]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets. The individual Time and Attendance records
maintained by designated timekeepers throughout the agency are also
stored in locked metal file cabinets.
RETRIEVABILITY:
Records are by name in alphabetical order.
SAFEGUARDS:
Records in the system are available only to employees of the
Corporation with a need for such records in the performance of their
duties.
RETENTION AND DISPOSAL:
Records in the system are maintained for three (3) years after the
end of the fiscal year in which an employee terminates employment with
the Corporation and then retired to the nearest Federal Records Center
in accordance with General Accounting Office instructions.
SYSTEM MANAGER(S) AND ADDRESS:
Payroll Supervisor, Corporation for National and Community Service,
Human Resources, 1201 New York Avenue, NW., Washington, DC 20525.
NOTIFICATION PROCEDURE:
See the Notification paragraph in the Preliminary Statement.
RECORD ACCESS PROCEDURES:
See the Access and Contest paragraph in the Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See the Access and Contest paragraph in the Preliminary Statement.
RECORD SOURCE CATEGORIES:
Corporation employee to whom the record pertains.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--12
SYSTEM NAME:
Freedom of Information Act and Privacy Act Requests File.
SYSTEM LOCATION:
Office of the General Counsel, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Persons who have submitted Freedom of Information Act and/or
Privacy Act requests to the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Formal requests (FOIA/PA), research data, written decisions, and
relevant correspondence, including final responses to the requesters.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Freedom of Information Act of 1966, as amended, and the Privacy
Act of 1974, as amended.
PURPOSE(S):
To maintain files of FOIA/Privacy Act requests and the
Corporation's responses.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are indexed by number and by year.
SAFEGUARDS:
Records in the system are available only to the Corporation FOIA/
Privacy Act Officer and other authorized officials of the Corporation
with a need of such records in the performance of their duties.
RETENTION AND DISPOSAL:
Records concerning requests and appeals are destroyed three (3)
years after initial request.
SYSTEM MANAGER(S) AND ADDRESS:
Corporation FOIA/Privacy Act Officer, Corporation for National and
Community Service, Office of the General Counsel, 1201 New York Avenue,
NW., Washington, DC 20525.
NOTIFICATION PROCEDURE:
See Notification paragraph in the Preliminary Statement.
RECORD ACCESS PROCEDURES:
See Access and Consent paragraph in the Preliminary Statement.
CONTESTING RECORD PROCEDURES:
See Access and Contest paragraph in the Preliminary Statement.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals engaging in official FOIA/Privacy Act requests as well as
from responses issued by officials of the Corporation.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--13
SYSTEM NAME:
Legal Office Litigation/Correspondence Files.
SYSTEM LOCATION:
Office of the General Counsel, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals involved in litigation which requires General Counsel
action.
CATEGORIES OF RECORDS IN THE SYSTEM:
Statements; affidavits/declarations; investigatory and
administrative reports; personnel, financial, medical and business
records; discovery and discovery responses; motions; orders, rulings;
letters; messages; forms; reports; surveys; audits; summons; English
translations of foreign documents; photographs; legal opinions;
subpoenas; pleadings; memos; related correspondence; briefs; petitions;
court records involving litigation; and related matters.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
These records are maintained under general authority of the Office
of the General Counsel to represent the Corporation in connection with
its dealings with its employees, and the general functions of the
Office of the General Counsel to provide advice and counsel to the
Chief Executive Officer of the Corporation and his or her staff.
PURPOSE(S):
To maintain files relating to litigation matters involving the
Corporation.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To prepare correspondence and materials for litigation.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets. Computerized files are maintained on employee
computers.
[[Page 10890]]
RETRIEVABILITY:
Name of individual and the year litigation commenced.
SAFEGUARDS:
Records are available only to employees assigned to the General
Counsel Office or those officials authorized by the General Counsel
with a need of such records in the performance of their duties.
RETENTION AND DISPOSAL:
Records will be maintained in the Office of the General Counsel for
one (1) year after case closure. Records will then be sent to the
Federal Records Center where they will be destroyed after ten (10)
years.
SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
NOTIFICATION PROCEDURE:
Employees wishing to determine if this system contains records
relating to them should contact the Corporation for National and
Community Service, General Counsel Office, 1201 New York Avenue, NW.,
Washington, DC 20525.
RECORD ACCESS PROCEDURES:
Litigation files are not subject to access. Other files may be
accessed in accordance with agency-wide regulations.
CONTESTING RECORD PROCEDURES:
Contest of information included in these records should be sent to
the System Manager.
RECORD SOURCE CATEGORIES:
Data is obtained from the following categories of sources: (1)
Corporation employees; (2) Correspondence and reports from persons and
agencies dealing with the agency and its employees; (3) Work product
and research of lawyers of the office; and (4) Court records.
EXEMPTION CLAIMED FOR THE SYSTEM:
Any information compiled in reasonable anticipation of a civil
action or proceeding. 5 U.S.C. 552a(d)(5).
CORPORATION--14
SYSTEM NAME:
Merit Promotion Plan Files.
SYSTEM LOCATION:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants for employment with the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
These files contain copies of applications for employment (SF-612
or resumes) submitted by applicants and other background information
regarding qualifications of the applicant for positions in the
Corporation.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
PURPOSE(S):
To provide documentation necessary to support the Corporation's
merit selection process.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
The contents of these records and files may be disclosed and used
as follows: (1) To Human Resources with regard to any question of
eligibility, suitability or qualifications of an applicant for
employment; and (2) to any source which requests information in the
course of an inquiry as to the qualifications of an applicant to the
extent necessary to identify the individual, inform the source of the
nature and purpose of the inquiry, and to identify the type of
information requested. Also, see General Routine Uses contained in
Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are indexed in order of vacancy announcement number.
SAFEGUARDS:
Records are generally available only to Corporation employees with
the need for such records in the performance of their duties.
RETENTION AND DISPOSAL:
Records are destroyed when applications are two (2) years old.
Applications which resulted in appointment are filed in the Official
Personnel Folder and are subsequently retired to the Federal Records
Center, St. Louis, Missouri.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
See the Notification paragraph in the Preliminary Statement.
RECORD ACCESS PROCEDURES:
See the Access and Contest paragraph in the Preliminary Statement.
CONTESTING RECORD CATEGORIES:
Same as Record Access Procedures category.
RECORD SOURCE CATEGORIES:
Information contained in the system is obtained from the following
categories of sources: Applications and other personnel forms furnished
by the individual; oral or written inquires from sources disclosed by
the applicant, such as, employers, schools, references, etc.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--15
SYSTEM NAME:
Office of the Inspector General Investigative Files.
SYSTEM LOCATION:
Office of the Inspector General, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Subjects, complainants, and witnesseses of investigations,
complaints, or other matters, including (but not necessarily limited
to) former and present Corporation employees; former and present
Corporation grant recipients, applicants, consultants, contractors and
subcontractors and their employees; and other parties doing business or
proposing to conduct business with the Corporation or its recipients,
contractors and subcontractors.
CATEGORIES OF RECORDS IN THE SYSTEM:
All correspondence relevant to the investigation; all internal
staff memoranda; information provided by subjects, witnesses, and
governmental investigatory or law enforcement organizations; copies of
all subpoenas issued during the investigation; affidavits, statements
from witnesses, memoranda of interviews, transcripts of testimony taken
in the investigation and accompanying exhibits; documents and records
or copies obtained during the
[[Page 10891]]
investigation; working papers of the staff, investigative notes, and
other documents and records relating to the investigation; information
about criminal, civil, or administrative referrals; and opening
reports, progress reports, and closing reports, with recommendations
for corrective action.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Inspector General Act of 1978, as amended, 5 U.S.C. app. 3.
PURPOSE(s):
To maintain files of investigative and reporting activities carried
out by the Office of the Inspector General.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
1. Referral to Federal, state, local and foreign investigative or
prosecutive authorities.
A record in the system of records, which indicates either by itself
or in combination with other information within the Corporation's
possession, a violation or potential violation of law, whether civil,
criminal or regulatory and whether arising by general statute or
particular program statute, or by regulation, rule or order issued
pursuant thereto, may be disclosed, as a routine use, to the
appropriate Federal, foreign, state or local agency or professional
organization charged with the responsibility of investigating or
prosecuting such violation or charged with enforcing or implementing or
investigating or prosecuting such violation or charged with enforcing
or implementing the statue or rule, regulation or order issued pursuant
thereto.
2. Disclosure to a Federal or state grand jury agent pursuant to a
Federal or state grand jury subpoena or prosecution request that such
record be released for the purpose of its introduction to a grand jury.
3. Referral to suspension/debarment authorities, internal to the
Corporation, when the record released is germane to a determination of
the propriety of, or necessity for, a suspension or debarment action.
4. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual holding a
license or seeking to be licensed.
5. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure of
the record is for the purpose of permitting the recipient to effect
corrective action in the Government's best interest.
6. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the recipient has incurred an
indebtedness to the Government through its receipt of Government funds,
and release of the record is for the purpose of allowing the debtor to
effect a collection against a third party.
7. Disclosure to any source, either private or governmental, to the
extent necessary to secure from such source information relevant to,
and sought in furtherance of, a legitimate investigation or audit.
8. Disclosure to a domestic, foreign or international governmental
agency considering personnel or other internal actions, such as
assignment, hiring, promotion, or retention of an individual, issuance
of a security clearance, reporting an investigation of an individual,
award or other benefit, to the extent that the information is relevant
to such agency's decision on the matter.
9. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data, or the mission of the OIG.
10. Disclosure to a Board of Contract Appeals, the General
Accounting Office or other tribunal hearing a bid protest involving a
Corporation or OIG procurement.
11. Disclosure to a domestic, foreign or international government
law enforcement agency maintaining civil, criminal or other relevant
enforcement information, or other pertinent information, in order that
the OIG may obtain information relevant to a decision concerning the
assignment, hiring, promotion, or retention of an individual, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit.
12. Disclosure to the Department of Justice in order to obtain the
Department's advice regarding OIG's obligations under the Freedom of
Information Act.
13. Disclosure to the Office of Management and Budget (OMB) in
order to obtain OMB's advice regarding OIG's obligations under the
Privacy Act.
14. Disclosure to a member of Congress making a request at the
behest of a party protected under the Privacy Act, when the member of
Congress informs the appropriate official that the individual to whom
the record pertains has authorized the member of Congress to have
access.
15. Disclosure to any Federal agency pursuant to the receipt of a
valid subpoena.
16. Disclosure to the U.S. Department of the Treasury or the U.S.
Department of Justice when the Corporation or the OIG is seeking to
obtain taxpayer information from the Internal Revenue Service.
17. Disclosure to debt collection contractors for the purpose of
collecting delinquent debts as authorized by the Debt Collection
Improvement Act of 1996 (31 U.S.C. 3713).
18. Disclosure to a ``consumer reporting agency'' as that term is
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)), and the
Federal Claims Collection Act of 1966 (31 U.S.C. 3701 (a)(3)), in order
to obtain information in the course of an investigation or audit.
19. Disclosure to Corporation or OIG counsel, an administrative
hearing tribunal, or counsel to the adverse party, in Program Fraud
Civil Remedies Act or other litigation.
20. Disclosure to a Federal, State, or local agency for use in
computer matching programs to prevent and detect fraud and abuse in
benefit or other programs, to support civil and criminal law
enforcement activities of those agencies and their components, and to
collect debts and overpayments owed to those agencies and their
components.
21. Disclosure to any court, magistrate or administrative authority
during the course of any litigation or settlement negotiations in which
the Corporation is a party or has an interest. A record in the system
of records may be disclosed in a proceeding before a court or
adjudicative body before which the Corporation or the OIG is authorized
to appear, or in the course of settlement negotiations involving--
(1) OIG, the Corporation, or any component thereof;
(2) Any employee of the OIG or the Corporation in his or her
official capacity;
(3) Any employee of the Corporation in his or her individual
capacity, where the Government has agreed to represent the employee; or
(4) The United States, where the OIG determines that the litigation
is likely to affect the OIG or the Corporation or any of its
components.
22. Disclosure to OIG's or the Corporation's legal representative,
including the U.S. Department of Justice and other outside legal
counsel, when the OIG or the Corporation is a party in actual or
anticipated litigation or has an interest in such litigation.
[[Page 10892]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The Office of the Inspector General Investigative Files consist of
paper records maintained in folders and an automated data base
maintained on computer diskettes. The folders and diskettes are stored
in locked metal file cabinets. The file cabinets are located in the
Office of the Inspector General.
RETRIEVABILITY:
The records are retrieved by a unique control number assigned to
each investigation.
SAFEGUARD:
Records in the system are available only to those persons whose
duties require such access. The records are kept in limited access
areas during duty hours and in locked file cabinets in a locked office
at all other times.
RETENTION AND DISPOSAL:
Records will be held in the office pursuant to General Records
Schedule 22, June 1988, and will be destroyed by shredding or burning
when no longer needed.
SYSTEM MANAGER(s) AND ADDRESS:
Inspector General, Office of the Inspector General, Corporation for
National and Community Service, 1201 New York Avenue, NW, Washington,
DC 20525.
NOTIFICATION PROCEDURE:
To determine whether this system of records contains a record
pertaining to the requesting individual, the individual should write to
the System Manager furnishing his or her name, address, telephone
number, and social security number.
RECORD ACCESS PROCEDURES:
See Notification Procedures.
CONTESTING RECORD PROCEDURES:
Individuals desiring to contest or amend information maintained in
this system of records should write to the System Manager, setting
forth the basis for which the individual believes the record is
incomplete, irrelevant, incorrect or untimely.
RECORD SOURCE CATEGORIES:
Information in this system of records is obtained from: Corporation
staff and official Corporation records; current and former employees,
contractors, grantees and their employees; subgrantees and their
employees; AmeriCorps members or former members in Corporation-funded
programs; and non-Corporation persons. Individuals to be interviewed
and records to be examined are selected based on the nature of the
allegations being investigated.
EXEMPTION CLAIMED FOR THE SYSTEM:
The Office of Inspector General published exemptions under 5 U.S.C.
552a(j) and (k).
CORPORATION--16
SYSTEM NAME:
Travel Authorization Files.
SYSTEM LOCATION:
Office of Accounting and Financial Management Services, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Corporation employees or any other person invited to travel at the
expense of the Corporation.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records consist of travel authorizations, vouchers, receipts,
payment records, and other materials related to official travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the Budget
and Accounting Procedures Act of 1950, as amended.
PURPOSE(s):
To record and manage the payment of expenses for official travel.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders which are stored in locked
metal file cabinets.
RETRIEVABILITY:
Records are indexed alphabetically by name.
SAFEGUARDS:
Records are available only to staff in the Office of Accounting and
Financial Management Services, and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
RETENTION AND DISPOSAL:
Records are held for three (3) years and then retired to the
Federal Records Center.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue
NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
System Manager giving name, taxpayer identification number, and
address.
RECORD ACCESS PROCEDURES:
See Notification procedures.
CONTESTING RECORD PROCEDURES:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals engaging in official travel as well as documents issued by
the Corporation officials involved with authorizing and managing
travel.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--17
SYSTEM NAME:
Vendor Name and Identification Number Files.
SYSTEM LOCATION:
Office of Accounting and Financial Management Services, Corporation
for National and Community Service, 1201 New York Avenue, NW,
Washington, DC 20525.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All individuals with whom the Corporation does business.
CATEGORIES OF RECORDS IN THE SYSTEM:
The data recorded includes the name, the taxpayer identification
number, and the address of the entity.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the Budget
and Accounting Procedures Act of 1950, as amended.
[[Page 10893]]
PURPOSE(s):
To maintain a single list of all entities with which the agency
does business.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data may be disclosed to the U.S. Department of Justice, the U.S.
Department of the Treasury, or the General Accounting Office in
connection with attempting to collect debts or to the Internal Revenue
Service in the reporting of disbursements as required by the Internal
Revenue Code. Also, see General Routine Uses contained in Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Data is stored on magnetic media in a computer system with access
controlled by a security system that requires passwords and
identification of each user.
RETRIEVABILITY:
Data can be retrieved by taxpayer identification number.
SAFEGUARDS:
Access to data stored on magnetic media is controlled by a security
system that requires password and identification of each user.
RETENTION AND DISPOSAL:
Records are held for three (3) years and then retired to the
Federal Records Center.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in writing
to the System Manager giving name, taxpayer identification number, and
address.
RECORD ACCESS PROCEDURES:
See Notification procedures.
CONTESTING RECORD PROCEDURES:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by the
Corporation officials involved with managing funds.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
CORPORATION--18
SYSTEM NAME:
AmeriCorps*VISTA Member Payroll System File.
SYSTEM LOCATION:
Office of Accounting and Financial Management Services,
AmeriCorps*VISTA Payroll Office, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
CATEORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former AmeriCorps*VISTA members.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include name, address, social security number, data
concerning the individual's sex, marital status, skills, service as an
AmeriCorps*VISTA member, including dates served and projects served,
amounts paid to the member while serving, amounts overpaid, and
repayment records of such overpayment.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Domestic Volunteer Service of 1973, as amended, and the Budget
and Accounting Procedures Act of 1950, as amended.
PURPOSE(s):
To record payments and allowances to AmeriCorps*VISTA members.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See General Routine Uses contained in Preliminary Statement.
Information is also disclosed to the Social Security Administration and
the Internal Revenue Service about the funds paid to comply with legal
requirements that enable these agencies to perform their functions.
Data from the system is also disclosed to the Financial Management
Service of the U.S. Department of the Treasury to enable payments to be
made.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Manual data is stored alphabetically in locked filing cabinets that
are kept in a room that is only used for storing such materials. That
room is kept locked except when employees who work with the
AmeriCorps*VISTA member payroll system are using the data. Access by
all other individuals is not allowed. Data is also stored on magnetic
media in a computer system with access controlled by a security system
that requires passwords and identification of each user.
RETRIEVABILITY:
Data can be retrieved by individual name for manual records or by
social security number for automated records.
SAFEGUARDS:
The storage room is kept locked except when employees who work with
the AmeriCorps*VISTA member payroll system are using the data. Access
by all other individuals is not allowed. Access to data stored on
magnetic media is controlled by a security system that requires
passwords and identification of each user.
RETENTION AND DISPOSAL:
Records are held for three (3) years and then retired to the
Federal Records Center.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
NOTIFICATION PROCEDURE:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in writing
to the System Manager giving name, taxpayer identification number, and
address.
RECORD ACCESS PROCEDURES:
See Notification procedure.
CONTESTING RECORD PROCEDURES:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing funds.
EXEMPTION CLAIMED FOR THE SYSTEM:
None.
Dated: February 25, 1999.
Thomas L. Bryant,
Acting General Counsel.
[FR Doc. 99-5142 Filed 3-4-99; 8:45 am]
BILLING CODE 6050-28-P
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.