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Privacy Act: [ PC-17] Volunteer Applicant and Service Records System....
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] #.PEACE CORPS #..Notice of Systems of Records Preliminary Statement The term ``Agency'' when used in this notice refers to the Peace Corps. Operating Units--The names of the operating units within the Agency 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 in the custody of the Agency are considered the property of the Office of Personnel Management (OPM). Access to such files shall be in accordance with such notices as are published by OPM. Access to such files in the custody of the Agency will be granted to individuals to whom such files pertain upon request to the Director, Office of Personnel Management, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526. Files of employees serving under Peace Corps appointing authorities, i.e., Foreign Service and Expert/consultant, which are not specifically covered by the OPM publication, are inter-filed with all other personnel files and treated in the same manner. The OPM publication of notice for official personnel files is therefore adopted by reference for Peace Corps personnel files in the custody of the Agency provided however that access, contests and appeals as to any such record shall be processed as provided in Peace Corps regulations under the Privacy Act. Various offices in the Agency maintain files which contain miscellaneous copies of personnel material affecting Peace Corps employees. This would include copies of standard personnel forms, evaluation forms, etc. These files are kept only for immediate office reference use and are considered by the Agency to be part of the personnel file system. The Agency's internal regulations provide that such information is a part of the general personnel files and can only be disclosed through the Director, Peace Corps Office of Personnel Management in order that he or she may insure that any material to be disclosed is relevant, materials, current, and fair to the individual employee. It is also the policy of the Agency 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 such incorporation is specifically limited in the system description. 1. In the event that a record in a system of records maintained by the Agency indicates any 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, the relevant record in this system of records 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 also include and be deemed to authorize any and all appropriate and necessary uses of such records in a court of law or before an administrative board or hearing. 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 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 the Peace Corps Act (22 U.S.C. 2501) shall be limited to the provision of dates of service and a standard description of service as heretofore provided by the Agency. 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 disclosed shall include disclosures to opposing counsel in the course of settlement negotiations. 4. 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. 5. Information from records systems 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. 6. Information in any system 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 personel identification of individuals) under the Freedom of Information Act or the Privacy Act. 7. Information in any system of records may 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. 8. A record from any systems 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. Information from records system may be disclosed to the U.S. Ambassador or his or her designee in host countries where the Peace Corps serves. Such release will be made only upon the written certification by the Ambassador or designee that the information is needed to perform an official responsibility. The purpose of this routine use is to apprise the Ambassador of information that host officials have, but which cannot be released to the Ambassador, regarding Peace Corps employees, contractors, trainees and Volunteers. On a case to case basis, such release is made to allow Ambassador to knowledgeably respond to official inquiries and deal with in-country situations which are within the scope of the Ambassador's responsibility. Location of Domestic and Overseas Offices--The Agency maintains three Service Centers and Area Recruiting Offices in which certain systems or parts of systems are maintained. The Service Centers, their addresses, and the States within their jurisdictions are listed below. In the event of any doubt as to whether a record is maintained in a Service Center or Area Recuiting Office, a query may be directed to the Director, Office of Administrative Services, Peace Corps, Washington, DC 20526, who shall furnish all assistance necessary to locate a specific record. New York Service Center, Peace Corps, 26 Federal Plaza, Room 1605, New York, New York 10278 (States serviced: Massacusetts, Vermont, New Hampshire, Rhode Island, Delaware, New Jersey, Georgia, Tennessee, Mississippi, Alabama, South Carolina, Florida, District of Columbia, Maryland, North Carolina, Kentucky, West Virginia and Virginia). Chicago Service Center, Peace Corps, 3rd Floor, 10 W. Jackson, Chicago, Illinois 60604 (States serviced: New Mexico, Oklahoma, Louisiana, Texas, Arkansas, Illiniois, Indiana, Minnesota, Wisconsin, Kansas, Missouri, Iowa, Nebraska, Michigan and Ohio). San Fransciso Service Center, Peace Corps, Room 533, 211 Main Street, San Francisco, California 94105 (States serviced: California, Nevada, Hawaii, Colorado, Montana, South Dakota, North Dakota, Utah, Wyoming, Washington, Oregon, Idaho, Alaska and Arizona). The Peace Corps has offices overseas and the number fluctuates from time to time as programs are added or withdrawn. A complete list with specific addresses will be provided upon request to the Director, Office of Administrative Services, Peace Corp, 806 Connecticut Avenue, NW, Washington, DC 20526. Any particular country in which Peace Corps maintains a program may be addressed by writing to the Country Director, c/o the American Embassy in such country. Notification--Individuals may inquire as to whether any system contains information pertaining to them by addressing the System Manager in writing. Such request should include the name and address of the individual, his or her social security number, and 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 may contact the Director, Office of Administrative Services, Peace Corps, Washington, DC 20526, who has overall supervision of records systems and who will provide assistance in locating and/or identifying appropriate systems. Access and Contest--In response to a written request by an individual, the appropriate System Manager shall arrange for access to the requested record or advise the requester if no such record exists. If an individual wishes to contest the content of any record, he/she may do so by addressing a written request to Director, Administrative Services, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526. The Director shall provide all necessary information regarding such contest and appeal. #..Alphabetical Listing of Systems of Records: Accounts Receivable (Collection of Debts Claims Records)--PC-1 Congressional Files--PC-2 Contractors and Consultants Files--PC-3 Discrimination Complaint Files--PC-4 Employee Occupational Injury and Illness Reports--PC-5 Employee Pay and Leave Records--PC-6 Former Volunteer/Staff Resource Record--PC-18. Information Gathering System--PC-7 Legal Files--Staff, Volunteers, and Applicants--PC-8 Office of Inspector General Investigative Files and Records-- PC-19 Payment Records; Travel Authorization Files; and Household Storage Files--PC-9 Peace Corps Partnership Donor Records--PC-10 Personal Service Contracts Records--PC-11 Property Records--PC-12 Security Records--Peace Corps Staff/Volunteers and ACTION Staff--PC-13 Staff Applicant and Personnel Records--PC-14 Talent Bank--PC-15 Travel Files--PC-16 Volunteer Applicant and Service Records System--PC-17 #.. PC-1 #....System name: Accounts Receivable (Collection of Debts Claims Records). Security classification: None. System location: Fiscal Services Branch, Office of Financial Management, 806 Connecticut Avenue, NW, Washington, DC 20526. Categories of individuals covered by the system: Any former or current Peace Corps employee, trainee/volunteer or vendor allegedly erroneously overpaid by Peace Corps. Categories of records in the system: This system contains the following records: 1. Register of debts claimed. This record consists of names and addresses of individuals who are indebted to Peace Corps including the date of the debt, a claim number, the amount of the debt, and the date the debt is paid if that has occurred. 2. Claim Record Card. This record consists of the same information in shorter form as that contained in the Register. 3. File Folders. This record consists of the initial billing, follow up letters for collection of debt and related correspondence together with a copy of the check or checks paying the debt if that has occurred. Authority for maintenance of the system: The Peace Corps Act, 22 U.S.C. 2501 et seq. The Budget and Accounting Act of 1950. Federal statutes requiring and permitting the administrative settlement of claims by agencies. Purpose(s): These records were established to contain information and a record of final solutions resulting from alleged erroneous payments by the Peace Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records in this system may be disclosed in the following circumstances: To the General Accounting Office (GAO) or the Department of Justice in cases of administrative error involving overpayment and situations in which the agency has been unable to collect such debt. Disclosure may also be made to the General Accounting Office if the agency requests a waiver of repayment for error caused by overpayment of salary in excess to 500 dollars. Also, routine uses as stated in the above Preliminary Statement, and disclosure to consumer reporting agencies authorized by 5 U.S.C. 552a(b)(12). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in folders in metal file cabinets with manipulation proof combination lock. Retrievability: Records are indexed in alphabetical order. Safeguards: These records are available only to officials of Peace Corps having a need for such records in the performance of their official duties and for the routine uses listed above. Retention and disposal: These records are maintained until the settlement of a claim and then retired to the Federal Records Center to be destroyed in accord with General Records Schedule 6.1.2. System manager(s) and address: Chief, Fiscal Services Branch, Accounting Division, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526. Notification procedure: See the Notification paragraph in the Preliminary Statement above in this notice. Record access procedures: See the Access and Contest paragraph in the Preliminary Statement above in this notice. Contesting record procedures: Same as ``Record Access Procedures.'' Record source categories: Information is obtained from Peace Corps employees having knowledge of the facts. #.. PC-2 #....System name: Congressional Files. Security classification: None. System location: Office of Congressional Relations, Peace Corps, 806 Connecticut Avenue, NW, Washington, DC 20526. Categories of individuals covered by the system: Members of Congress. Categories of records in the system: The records in this system consist of bio-data, voting records, Peace Corps concerns of members of Congress affecting Peace Corps and copies of incoming and outgoing correspondence between Peace Corps personnel and members of Congress. Authority for maintenance of the system: Peace Corps Act, 22 U.S.C. 2501 et seq. Purpose(s): This system was established to keep Peace Corps officials informed as to concerns of members of Congress that affect the Peace Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records in this system are not subject to routine use outside the Agency except for routine uses number 3, 6, and 8 in the preceding Preliminary Statement. Policies and practices for storing, retrieving, accessing,
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