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Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] #.AGENCY FOR INTERNATIONAL DEVELOPMENT #..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 (AID-19). #..A.I.D.--1 #....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 individual. 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 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, 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 compensation. 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: 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 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 Register. 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: Administrator
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