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Privacy Act: [ PC-17] Volunteer Applicant and Service Records System....


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[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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