Home > 1995 Privacy Act Documents > Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....

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

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


   #..Alphabetical Listing of Systems of Records

       Attendance and Leave Reporting Records - AID-16
       Awards and Incentives Records - AID-14
       Civil Service Empoyee Office Personnel Records - AID-2
       Claims Records - AID-20
       Congressional Relations, Inquiries, and Travel Records - AID-22
       Criminal Law Enforcement Records - AID-9
       Emergency Case File - AID-24
       Employees Automated Records - AID-3
       Employee Conduct and Discipline Records - AID-11
       Employees' Equal Employment Opportunity Complaint Investigative 
   Records - AID-23
       Employee-Owned or -Leased Property Records - AID-17
       Employees Payroll Records - AID-15
       Employee Relations Records - AID-10
       Employee Use of Property Owned or Leased by the U.S. Government 
   Records - AID-18
       Executive Assignment Records - AID-12
       Foreign Service Employee Personnel Records - AID-1
       Foreign Service Personnel Evaluation Records - AID-7
       Litigation Records - AID-26
       Orientation and Training Records - AID-13
       Personnel Security and Suitability Investigative Records - AID-8
       Position Classification Records - AID-4
       Privacy Act Implementation Records - AID-25
       Public Information Records - AID-21
       Recruiting, Examining, and Placement Records - AID-6
       Reserved - AID-5
       Travel and Transportation Records - AID-19
       (Appendix A to 22 CFR part 215 - Regulation, Agency for 
   International Development Addresses and Locations of Offices 
   Referenced in the Regulations and Notices is hereby incorporated by 
   reference into this Notice as Appendix A hereto.)

                    Statement of General Routine Uses

       The following routine uses apply to, and are incorporated by 
   reference into each system of records set forth below to the extent 
   therein applicable:
       1. In the event of an indication of a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by statute or particular program pursuant 
   thereto, a 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, or rule, regulation or order issued pursuant thereto.
       2. A record from this system of records may be disclosed, as a 
   routine use, to a federal, state or local agency maintaining civil, 
   criminal or other relevant enforcement information or other pertinent 
   information if necessary to obtain information relevant to an Agency 
   decision concerning the hiring or retention of an employee, the 
   issuance of a security clearance, the letting of a contract, or the 
   approval of a grant or other benefits.
       3. A record from this system of records may be disclosed, as a 
   routine use, to a federal agency, in response to its request in 
   connection with the hiring or retention of an employee, the issuance 
   of a security clearance, the reporting of an investigation of an 
   employee, the letting of a contract, or the issuance of a license, 
   approval of a 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.
       4. A record from this system of records may be disclosed, as a 
   routine use, in the course of presenting evidence to a court, 
   magistrate or administrative tribunal, including disclosures to 
   opposing counsel in the course of settlement negotiations.
       5. A record from this system of records may be disclosed, as 
   routine use, to the Department of State and its posts abroad for the 
   purpose of transmission of information between organizational units 
   of the Agency, or for purposes related to the responsibilities of the 
   Department of State in conducting United States foreign policy or 
   protecting United States citizens, such as the assignment of 
   employees to positions abroad, the reporting of accidents abroad, 
   evacuation of employees and dependents, and other purposes for which 
   officers and employees of the Department of State have a need for the 
   records in the performance of their duties.
       6. A record from this system of records may be disclosed, as a 
   routine use, to a foreign government or international agency in 
   response to its request for information to facilitate the conduct of 
   U.S. relations with that government or agency through the issuance of 
   such documents as visas, country clearances, identification cards, 
   drivers' licenses, diplomatic lists, licenses to import or export 
   personal effects, and other official documents and permits routinely 
   required in connection with the official service or travel abroad of 
   the individual and his or her dependents.
       7. A record from this system of records may be disclosed, as a 
   routine use, to Federal agencies with which the Agency has entered 
   into an agreement to provide services to assist the Agency in 
   carrying out its functions under the Foreign Assistance Act of 1961, 
   as amended. Such disclosures would be for the purpose of transmission 
   of information between organizational units of the Agency; of 
   providing to the original employing agency information concerning the 
   services of its employee while under the supervision of the Agency, 
   including performance evaluations, reports of conduct, awards and 
   commendations, and information normally obtained in the course of 
   personnel administration and employee supervision; or of providing 
   other information directly related to the purposes of the inter-
   agency agreement as set forth therein, and necessary and relevant to 
   its implementation.
       8. A record from this system of records may be disclosed, as a 
   routine use, to a Member of Congress or a Congressional staff 
   representative of the Member in response to an inquiry from a Member 
   made at the request of an individual.
       9. A record in those systems of records which contains medical 
   information may be disclosed, as a routine use, to the medical 
   adviser of any individual submitting a request for access to the 
   record under the Act and 15 CFR part 4b if, in the sole judgment of 
   the Agency, disclosure could have an adverse effect upon the 
   individual, under the provision of 5 U.S.C. 552a(f)(3) and 
   implementing regulations at 15 CFR 4b.6.
       10. A record contained in this system of records may be 
   disclosed, as a routine use, to the Office of Management and Budget 
   in connection with the review of private relief legislation as set 
   forth in OMB Circular No. A-19 at any stage of the legislative 
   coordination and clearance process as set forth in that Circular.
       11. A record from this system of records may be disclosed, as a 
   routine use, to the Foreign Service Grievance Board in the course of 
   the Board's consideration of matters properly before it.
       12. A record in this system of records may be disclosed, as a 
   routine use: To the Defense Manpower Data Center, Department of 
   Defense and to the U.S. Postal Service, to conduct computer matching 
   programs for the purpose of identifying and locating individuals who 
   are receiving Federal salaries or benefit payment and delinquent in 
   their repayment of debts owed to the U.S. Government under certain 
   programs administered by USAID in order to collect the debts under 
   the provisions of the Debt Collection Act of 1982 (Pub. L. 97-365) by 
   voluntary repayment, or by administrative or salary offset 
   procedures; and to any other Federal agency for the purpose of 
   effecting administrative or salary offset procedures against a person 
   employed by that agency or receiving or eligible to receive some 
   benefit payments from the agency when USAID as a creditor has a claim 
   against that person. Disclosure of information about persons who are 
   receiving Federal salaries or benefit payments and are delinquent in 
   their repayment of debts owed to the U.S. Government under certain 
   programs administered by USAID may be made to other Federal agencies, 
   but only to the extent of determining whether the person is employed 
   by that agency and if so, effecting administrative or salary offset 
   procedures against the person.
       13. A record in the following systems of records may be 
   disclosed, as a routine use, to consumer reporting agencies:

         Claims Records (AID-20)
         Employee Payroll Records (AID-15)
         Litigation Records (AID-26) and
         Travel and Transportation Records (AID-19)

       14. A record in the following systems of records may be 
   disclosed, as a routine use, to the Internal Revenue Service (a) to 
   obtain mailing addresses of debtors in order to collect a Federal 
   debt; and (b) to offset a Federal debt against the debtor's income 
   tax refund:

       Claims Records (AID-20), Employee Payroll Records (AID-15), 
   Litigation Records (AID-26), and Travel and Transportation Records 


   #....System name:  Foreign Service Employee Personnel Records.

     System location:  Washington offices and offices of assignment 
   abroad as listed in appendix A.
     Categories of individuals covered by the system:  Present and 
   former A.I.D. Foreign Service employees and employees of other U.S. 
   Agencies detailed to A.I.D.
     Categories of records in the system:  This system includes (a) 
   central records consisting of official personnel folders and (b) 
   decentralized records consisting of office copies of official 
   documents and papers. Records are comprised of documents in the 
   following categories: Biographic Data; assignment 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; staffing and workload information; 
   home, family, and emergency location information, records of language 
   proficiency; records of security clearances; performance evaluations; 
   individual assignment rating sheets; earning statements; 
   compensations, awards, and leave information; copies of power of 
   attorney granted by the individual; education and training 
   information; delegations of authority; reports of accomplishments; 
   commendations; health and medical record abstracts; accident or 
   incident reports; reprimands and disciplinary actions; complaints and 
   grievances; documents pertaining to fiscal, property, and 
   transportation matters; foreign office notes and official 
   correspondence; permits and authorizations of foreign governments; 
   health and life insurance plans; and correspondence pertaining to the 
     Authority for maintenance of the system:  Foreign Assistance Act of 
   1961 as amended, sec. 621, 625, 626, 627, 628, and 636 (b); Foreign 
   Service Act of 1946 as amended, U.S.C. 301.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  To Foreign 
   Governments, international organizations, and U.S. and Foreign Firms 
   for employment or employee exchange.
       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 review.
       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 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 
       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, positions 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 separation data of 
   former AID employees, to determine eligibility for unemployment 
       To law enforcement agencies, U.S. Government agencies, courts, 
   the Department of State, foreign governments and international 
   agencies, and Members of Congress, and 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 folders.
     Retrievability:  By name of employee.
     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 Administration 
   and approved records control schedules of the Agency for 
   International Development.
     System manager(s) and address:  Chief, Foreign 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:
         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 from 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 
     Contesting record procedures:  Written requests from individuals to 
   amend their record should be mailed or presented in person to the 
   same address 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:

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