Privacy Act: [ NEH-6] Grants to Individuals and Institutions- NEH-6....

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.NATIONAL FOUNDATION ON THE ARTS AND THE HUMANITIES


   #..Alphabetical List of System Names

                       Institute of Museum Services

   Personnel--IMS-2
   Reviews and Panelists--IMS-1

                     National Endowment for the Arts

   NEA-1  Panelists, Automated Panel Bank System (APBS).
   NEA-2  Panelists, Paper Files.
   NEA-3  National Council on the Arts (Council).
   NEA-4  Grants, Grants Management System (GMS).
   NEA-5  Grants, Paper Files.
   NEA-6  Contracts and Cooperative Agreements.
   NEA-7  Payroll/Personnel System.
   NEA-8  Government Purchasing Card Holders
   NEA-9  Financial Management Information System (FMIS).
   NEA-10  Finance, Subsidiary Tracking Systems.
   NEA-11  Finance, Paper Files.
   NEA-12  Equal Employment Opportunity Complaint Case Files.
   NEA-13  Civil Rights Complaint Case Files.
   NEA-14  Office of the Inspector General Investigative Files.

                  National Endowment for the Humanities

   Consultants, Reviewers and Panelists--NEH-1
   Contracts--NEH-2
   Employee Payroll, Leave and Attendance Records and Files--NEH-3
   Equal Employment Opportunity Case File--NEH-4
   Grant Applications--NEH-5
   Grants to Individuals--NEH-6
   Personnel Records--NEH-7

                        INSTITUTE OF MUSEUM SERVICES

   #.. IMS-1

   #....System name: Reviewers and Panelists--IMS-1.

     System location: 
       IMS--1100 Pennsylvania Avenue, NW, Washington, DC 20506.
     Categories of individuals covered by the system: 
       Past and present members of application review panels and experts 
   who may be called upon to review grant applications.
     Categories of records in the system: 
       Contains name, address and telephone number of individual. 
   Contains compensation claims, travel diaries, notification of 
   personnel actions, correspondence. May contain curriculum vitae and 
   press clippings.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 965).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The records are used by IMS staff in administration of the grant 
   review system, including identification of experts serve as reviewers 
   and panelists; disclosure may be made to a congressional office from 
   the record of an individual in response to an inquiry from the 
   congressional office made at the request of the individual about whom 
   the record is maintained.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Maintained in 9 inch by 12 inch folders or computer data base.
     Retrievability: 
       Indexed by name or indexed keys.
     Safeguards: 
       Records are maintained in file cabinets in lockable rooms or 
   computer controlled by passwords.
     Retention and disposal: 
       Retained indefinitely.
     System manager(s) and address: 
       Rebecca Danvers, Program Director, Institute of Museum Services, 
   1100 Pennsylvania Avenue, NW, Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1115.
     Record access procedures: 
       Same as above.
     Record source categories: 
       Individual on whom record is maintained, newspapers and journals, 
   IMS employees.

   #..IMS-2

   #....System name: Personnel Records--IMS-2.

     System location: 
       National Endowment for the Humanities, Room 417, 1100 
   Pennsylvania Avenue, NW, Washington, DC 20506.
       This system of records is part of the Office of Personnel 
   Management's government-wide system of personnel records ``OPM/GOVT-
   1-General Personnel Records'' and subject to that agency's rules.

                      NATIONAL ENDOWMENT FOR THE ARTS

                    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. A record may be disclosed as a routine use to a Member of 
   Congress or his or her staff, when the Member of Congress or his or 
   her staff requests the information on behalf of and at the request of 
   the individual who is the subject of the record.
       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 subject 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.
       3. In the event that a record in a system of records maintained 
   by the Endowment indicates, either by itself or in combination with 
   other information in the Endowment'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 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.
       4. 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 as a 
   routine use to the Office of Child Support Enforcement, 
   Administration for Children and Families, Department of Health and 
   Human Services, as follows:
       (a) For use in the Federal Parent Locator System (FPLS) and the 
   Federal Tax Offset System for the purpose of locating individuals to 
   establish paternity, establishing and modifying orders of child 
   support, identifying sources of income, and for other child support 
   enforcement actions as required by the Personal Responsibility and 
   Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
       (b) For release to the Social Security Administration for the 
   purpose of verifying Social Security numbers in connection with the 
   operation of the FPLS; and
       (c) For release to the U.S. Department of the Treasury (Treasury) 
   for the purpose of payroll, savings bonds, and other deductions; 
   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).
       5. 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.
       6. Information from 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.
       7. A record may be disclosed as a routine use to a contractor, 
   expert, or consultant of the Endowment (or an office within the 
   Endowment) when the purpose of the release is to perform a survey, 
   audit, or other review of the Endowment's procedures and operations.
       8. A record from any system of records may be disclosed as a 
   routine use to 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 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.
       10. 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.
       11. Information in a system of records may be disclosed as a 
   routine use to the Treasury; other Federal agencies; ``consumer 
   reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
   U.S.C. 1681a(f), or the Federal Claims Collection Act of 1966, 31 
   U.S.C. 3701(a)(3)); or private collection contractors for the purpose 
   of collecting a debt owed to the Federal government as provided in 
   the regulations promulgated by the Endowment and published at 45 CFR 
   part 1150.

                    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. A record may be disclosed as a routine use to a Member of 
   Congress or his or her staff, when the Member of Congress or his or 
   her staff requests the information on behalf of and at the request of 
   the individual who is the subject of the record.
       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 subject 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.
       3. In the event that a record in a system of records maintained 
   by the Endowment indicates, either by itself or in combination with 
   other information in the Endowment'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 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.
       4. 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 as a 
   routine use to the Office of Child Support Enforcement, 
   Administration for Children and Families, Department of Health and 
   Human Services, as follows:
       (a) For use in the Federal Parent Locator System (FPLS) and the 
   Federal Tax Offset System for the purpose of locating individuals to 
   establish paternity, establishing and modifying orders of child 
   support, identifying sources of income, and for other child support 
   enforcement actions as required by the Personal Responsibility and 
   Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
       (b) For release to the Social Security Administration for the 
   purpose of verifying Social Security numbers in connection with the 
   operation of the FPLS; and
       (c) For release to the U.S. Department of the Treasury (Treasury) 
   for the purpose of payroll, savings bonds, and other deductions; 
   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).
       5. 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.
       6. Information from 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.
       7. A record may be disclosed as a routine use to a contractor, 
   expert, or consultant of the Endowment (or an office within the 
   Endowment) when the purpose of the release is to perform a survey, 
   audit, or other review of the Endowment's procedures and operations.
       8. A record from any system of records may be disclosed as a 
   routine use to 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 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.
       10. 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.
       11. Information in a system of records may be disclosed as a 
   routine use to the Treasury; other Federal agencies; ``consumer 
   reporting agencies'' (as defined in the Fair Credit Reporting Act, 15 
   U.S.C. 1681a(f), or the Federal Claims Collection Act of 1966, 31 
   U.S.C. 3701(a)(3)); or private collection contractors for the purpose 
   of collecting a debt owed to the Federal government as provided in 
   the regulations promulgated by the Endowment and published at 45 CFR 
   part 1150.

   #..NEA-1

   #....System name: 

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