Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....

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         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
         ATTENTION: Executive Secretary - Privacy Review Request.
       Both the envelope and the letter should be clearly marked 
   Attention: Executive Secretary - Privacy Review Request.
     Record source categories:  Provided by the individual, by officers 
   and employees of A.I.D. in the performance of their official duties, 
   by United States and foreign civil authorities, by educational 
   institutions, private persons and companies and produced in the 
   course of normal personnel administration operations of the Agency.

   #..A.I.D.--2

   #....System name:  Civil Service Employee Office Personnel Records.

     System location:  Washington offices and, when a Civil Service 
   employee is assigned overseas, at offices of assignment abroad as 
   listed in appendix A.
     Categories of individuals covered by the system:  Present and 
   former A.I.D. Civil Service employees, consultants, experts; persons 
   under contract to A.I.D.; other U.S. Government Agency personnel 
   employed by A.I.D.; advisers to A.I.D.
     Categories of records in the system:  In addition to central 
   records in the custody of A.I.D. but officially ``maintained'' by the 
   Civil Service Commission the Agency maintains personnel records which 
   may be comprised of any of the following categories of documents: 
   Biographic data; assignments and reassignment orders; notification of 
   personnel actions; travel arrival and departure notices; time and 
   attendance cards; requests for security clearances and building 
   passes; nominations and host country clearances; position 
   descriptions; contracts when individuals are employed under a 
   contract; staffing and workload information; home, family, and 
   emergency location information; records of language proficiency; 
   performance evaluations; earning statements; compensation awards, and 
   leave information; copies of power of attorney granted by individual; 
   education and training information; delegations of authority; reports 
   of accomplishments; commendations; accident or incident reports; 
   reprimands and disciplinary actions; complaints and grievances; 
   documents pertaining to fiscal, property, and transportation matters; 
   correspondence pertaining to the individual; and health and life 
   insurance plans.
     Authority for maintenance of the system:  Foreign Assistance Act of 
   1961 as amended, sec. 621, 625, 626, 627, 628 and 636(d); Foreign 
   Service Act of 1946, as amended, sec. 911; 5 U.S.C. 301, 1301, 1302. 
   Authority to establish and maintain files.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To foreign 
   Governments and U.S. and foreign firms for employment purposes.
       To Financial and Credit Institutions for loan and credit 
   reference purposes solely to verify the employee's name, employment 
   with A.I.D., dates of employment and pay grade.
       To other Federal Agencies and private firms for placement under 
   exchange programs.
       To officials of the Department of State serving as the employee's 
   supervisor for performance evaluation and service.
       To representatives of the Office of Personnel Management on 
   matters relating to the inspection, survey, audit or evaluation of 
   A.I.D. personnel management programs, of personnel actions, or such 
   other matters under the jurisdiction of the Commission.
       To representatives of the Office of Personnel Management of the 
   maintenance of their Central Personnel Data File, Federal Automated 
   Career System, and Executive Inventory File.
       To the Attorney General of the United States or his authorized 
   representative in connection with litigation, law enforcement, or 
   other matters under the direct jurisdiction of the Department of 
   Justice, or carried out as the legal representative of the executive 
   agencies.
       To a duly appointed hearing examiner or arbitrator (an employee 
   of another federal agency) for the purpose of conducting a hearing in 
   connection with an employee's appeal involving disclosures of records 
   of A.I.D.'s personnel management system.
       To an arbitrator who is given a contract pursuant to a negotiated 
   labor agreement to hear an employee's grievance involving disclosure 
   of records of the personnel management system.
       To officials of labor organizations recognized under Executive 
   Orders 11636 and 11491, as amended, when relevant and necessary to 
   their duties of exclusive representation under the Orders, and to 
   include data such as veteran preference status, tenure, salaries, 
   grades, position titles, duty stations, agency-sponsored training and 
   awards received, notices of reduction in force, job-related injury, 
   and personnel actions, when such information is relevant to personnel 
   policies and practices affecting employment conditions and necessary 
   for exclusive representation by the labor organization. Wherever 
   feasible and consistent with responsibilities under the orders, such 
   information shall be furnished in depersonalized form, i.e., without 
   personal identifiers.
       To state employment security agencies and to the U.S. Department 
   of Labor, upon request, employment, wage and seperation data of 
   former AID employees, to determine eligibility for unemployment 
   compensation.
       To law enforcement agencies, U.S. Government agencies, courts, 
   the Department of State, foreign governments and international 
   agencies, and Members of Congress, for the purposes set forth in the 
   Statement of General Routine Uses immediately preceding these 
   specific notices of systems of records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper copy in file folder.
     Retrievability:  By name of employee, consultant, expert, 
   contractor, and adviser.
     Safeguards:  Located in metal file cabinets with three-way 
   combination lock in secured premises with access limited to those 
   whose official duties require access.
     Retention and disposal:  Retention of these records varies from 1 
   to 75 years, depending upon the specific kind of record involved. 
   They are retired or destroyed in accordance with General Records 
   Schedules issued by the National Archives and Records Service and 
   approved records control schedules of the Agency for International 
   Development.
     System manager(s) and address:  Chief, Civil Service Personnel, 
   Office of Personnel and Manpower, Agency for International 
   Development, 515 22nd Street, NW, Washington, DC 20523.
       Administrative Officer or Executive Officer of the employing 
   office or Mission as listed in Appendix A.
     Notification procedure:  Requests by individuals concerning the 
   existence of a record may be addressed to:
         Director
         Office of Personnel and Manpower (SER/PM)
         Attn: Privacy Liaison Officer
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
       or presented in person at State, Annex 2, 515 22nd Street, NW, 
   Washington, DC 20523.
       For offices abroad, to the Privacy Liaison Officer at the 
   applicable address in appendix A.
       Information required: Individual's name, place and date of birth. 
   The determination as to the existence of a record will be facilitated 
   by the provision of the individual's Social Security number and dates 
   and places of service.
     Record access procedures:  Requests for individuals should be 
   addressed or presented in person to the same addresses as stated in 
   the Notification Section above.
       Requests should be accompanied by information sufficient to 
   identify the individual pursuant to Sec. 215.4 (c) or (d) of the 
   Agency's regulations as published in this issue of the Federal 
   Register.
     Contesting record procedures:  Written requests from individuals to 
   amend their record should be mailed or presented in person to the 
   same addresses as stated in the Notification Section above.
       Requests for review of a refusal to amend a record should be made 
   in writing and mailed or delivered to:
         Administrator
         Agency for International Development
         320 21st Street, NW
         Washington, DC 20523
         ATTENTION: Executive Secretary--Privacy Review Request.
       Both the envelope and the letter should be clearly marked 
   Attention: Executive Secretary--Privacy Review Request.
     Record source categories:  Provided by the individual, by officers 
   and employees of A.I.D. in the performance of their official duties, 
   by United States and foreign civil authorities, by educational 
   institutions, private persons and companies and produced in the 
   course of normal personnel administration operations of the Agency.

   #..A.I.D.--3

   #....System name:  Employees Automated Records.

     System location:  Office of Data Management, Agency for 
   International Development, 1975 Florida Avenue, Washington, DC.
     Categories of individuals covered by the system: 
       a. A.I.D. employees including: Direct-hire employees assigned 
   positions in the United States; United States citizen direct-hire 
   employees assigned to positions overseas; and employees of Federal, 
   state, or local government agencies detailed or assigned to A.I.D.;
       b. Applicants for employment; and
       c. Non-direct hires such as Personal Services Contractors.
     Categories of records in the system: 
       This automated system consists of eleven files of computerized 
   records maintained on magnetic discs and magnetic tapes. These files 
   are described below. The first seven (a through g) and the tenth (j) 
   pertain to the category of individuals defined in a. above; the 
   eighth (h) pertains only to the category of individuals defined in b. 
   above; the ninth file (i) is maintained separately from the other 
   eight files; the eleventh (k) pertains to category of individuals 
   defined in a. and b. above.
       a. Master Data File--This file contains information about the 
   organizational structure of the Agency, and the location within that 
   structure of all employees. Individual records, in addition to 
   containing data describing the position incumbered by the employee, 
   contain the following types of information on the employee: Basic 
   data such as name, Social Security Account Number (SSAN), birth date, 
   veteran preference, tenure group, service computation date, 
   reportable handicap, retirement system, and participation in Federal 
   Employee' Government Life Insurance; pay data such as pay plan, grade 
   or class, step within grade, date appointed to present grade and work 
   schedule; personal data supplied by the employee such as sex, marital 
   status, state of legal residence, and academic education level; data 
   on retirement form a uniformed service, if applicable; a wide variety 
   of dates including those that indicate suspense actions which are due 
   at the future date, and others used for other purposes by personnel 
   managers such as date assigned overseas and date returned from 
   overseas; for Civil Service and Foreign Service employees their 
   evaluation rating and the date of their last evaluation; 
   qualifications and skills data such as college degrees, special prior 
   experience, training courses completed, proficiency in foreign 
   languages, and skills of use to the Agency.
       b. A Chronological Data Record is maintained on each employee and 
   contains up to ten entries reflecting the most recent `personnel 
   actions' on that individual, such as appointment, conversions, 
   reassignment, transfer, promotion, extension, and separation. 
   Included for each entry is the type of action code and title, 
   effective date, position assigned to, including position title, and 
   employee's pay plan and grade at the time.
       c. Separated Employee File--For employees who have been 
   separated, a record is maintained, made up of the employee data in 
   the Master Data Record and the Chronological Data Record as described 
   in a. and b. above. This record is maintained for three years after 
   date of separation.
       d. Index File--This file contains a record for each employee, but 
   contains only the SSAN and the Position Sequence Number of the 
   Position to which the employee is assigned. It is used to find the 
   employee's Master Data Record when only the SSAN is known.
       e. Turnaround File--This file contains only records generated by 
   the computer and is used by the computer to update the Master Data 
   and Chronological Record files on future effective personnel actions. 
   It is also used by the process that prints the Standard Form 50, 
   Report of Personnel Actions.
       f. SF-50 File--This file contains data that was used in printing 
   the Standard Form 50 and is retained for 90 days in the event the 
   Standard Form 50 requires correction or cancellation. It contains 
   basic data on the employee and personnel action being effected by the 
   Standard Form 50.
       g. Transaction History File--This file contains a record on each 
   file maintenance transaction input into the computer that passed 
   computer program edits and is used in maintaining system files.
       h. Applicant Data File--This file contains name, SSAN, veteran 
   preference, and qualification data supplied by the applicant.
       i. Minority Group Designator File--This file contains SSAN and a 
   minority code designator used in preparing reports required by the 
   Equal Employment Opportunity Act of 1972.
       j. The Equal Opportunity Program Extract File--This file contains 
   information from the Master Data File and the Minority Group 
   Designator File and consists of the following: Position number; 
   position title; occupational specialty code; position pay plan; 
   position grade; GSA location code; employee name; SSAN; sex; employee 
   pay plan; employee grade; employee step; minority group designator; 
   work schedule; current civil service performance rating; date of last 
   civil service performance rating; supervisory code; age; date of 
   birth; handicap code; date appointed present grade; incumbent 
   assigned date; date entered on duty with AID or predecessor; academic 
   education level; degree Majors 1, 2 and 3; Agency occupational 
   special ties 1, 2 and 3; Veteran's Preference.
       k. New Data File--Automated Mission Staffing Pattern System that 
   will include a record on each USAID employee (both direct and non-
   direct hire) and consists of the following information: data elements 
   previously identified in the Master Data File and additional data 
   elements such as only that designates local, U.S. or third country 
   hire, Contract Start and End Dates, to be used for personal 
   contractors only, Total Cost Existing Contract, to be used for 
   personal contractors only, and All Other Annual Costs. This data file 
   is the only file that contains information on non-direct hires.
     Authority for maintenance of the system:  Title 5 U.S.C. 301 1302, 
   2951, 4118, 4308; Foreign Assistance Act of 1961, as amended, sec. 
   621, 621A, 625, 626, 627, 628; Foreign Service Act of 1946, as 
   amended, sec. 911.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To 
   representatives of the Civil Service Commission on matters relating 
   to the inspection, survey, audit or evaluation of A.I.D. personnel 
   management programs, of personnel actions, or such other matters 
   under the jurisdiction of the Commission.
       To representatives of the Office of Personnel Management for the 
   maintenance of their Central Personnel Data File, Federal Automated 
   Career System, and Executive Inventory File.
       To the Attorney General of the United States or his authorized 
   representative in connection with litigation, law enforcement, or 
   other matters under the direct jurisdiction of the Department of 
   Justice, or carried out as the legal representative of the executive 
   agencies.
       To the Chesapeake and Potomac Telephone Co. (a contractor) and 
   its employees for the purpose of telecommunications transmission of 
   data between the central computer facility and the remote terminals.
       To a duly appointed hearing examiner or arbitrator (an employee 
   of another federal agency) for the purpose of conducting a hearing in 
   connection with an employee's appeal involving disclosures of records 
   of A.I.D.'s personnel management system.
       To an arbitrator who is given a contract pursuant to a negotiated 
   labor agreement to hear an employee's grievance involving disclosure 
   of the record of the personnel management system.
       To the recognized labor union for the purposes of meeting the 
   requirements of the negotiated agreement.
       To representatives of the Department of Health and Human Services 
   for the purpose of producing microfiche and microfilm outputs.
       To the Department of State for the purposes of producing 
   microfiche and microfilm outputs.
       To the Department of the Treasury and the Department of State for 
   the purpose of providing special reports pertaining to AID employees 
   in the Foreign Service Retirement and Disability System.
       To law enforcement agencies, U.S. government agencies, courts, 
   the Department of State, foreign governments and international 
   agencies, and Members of Congress, for the purposes set forth in the 
   Statement of General Routine Uses immediately preceding these 
   specific notices of systems of records.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Records are stored on magnetic disc and/or magnetic tape.
     Retrievability: The eleven files described above are indexed in the 

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