Home > 1997 Privacy Act Documents > Privacy Act: [CRC--005] Information on Commissioners, Staff and State Advisory Committee Members, Past and Present....

Privacy Act: [CRC--005] Information on Commissioners, Staff and State Advisory Committee Members, Past and Present....


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   letters to and from individuals regarding civil rights; reports and 
   publications prepared by governmental agencies and private groups and 
   individuals concerning civil rights; reports from Commissioners 
   regarding civil rights; communications between the Commission and 
   other governmental agencies and between the Commission and private 
   groups and individuals generated in the course of project 
   investigations; Commission reports and publications.
       Project files have been compiled by the following offices: Office 
   of Staff Director; Office of General Counsel; Office of Research, 
   Office of National Civil Rights Issues; Women's Rights Program Unit; 
   Office of Program and Policy Review; Office of Federal Civil Rights 
   Evaluation; Regional Office Liaison Unit.
     Authority for maintenance of the system: 42 U.S.C. 1975c
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Records are used 
   to determine what projects the Commission should initiate; records 
   are used as background and supporting material for the conduct of 
   Commission projects; records are used during Commission hearings; 
   records are used as background and supporting material in the 
   preparation of Commission reports and publications. Primary users of 
   these records are Commissioners and staff of the U.S. Commission on 
   Civil Rights in the conduct of projects. The 51 State Advisory 
   Committees to the Commission make use of project records in carrying 
   out their advisory functions. Records are also available, in part, to 
   use by the public upon request under the Freedom of Information Act. 
   (Subject to 42 U.S.C. 1975a(e).)
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: Material is maintained in the form of typed paper copy.
     Retrievability: System is indexed by project title, subject matter, 
   and by name of person or organization.
     Retention and disposal: Records are kept in file cabinets during 
   the project and for a reasonable time thereafter, and are retired to 
   the National Archives when the records no longer serve a continuing 
   use.
     System manager(s) and address: 
         Director
         Office of Management
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above with appeal to the Staff 
   Director.
     Record source categories: Members of the public, Commissioners, 
   State Advisory Committee members, and Commission staff.
     Systems exempted from certain provisions of the act: The reasons 
   for possibly asserting the exemptions are to prevent subjects of 
   investigation from frustrating the investigatory process, to prevent 
   disclosure of investigative techniques, to maintain the ability to 
   obtain necessary information, to fulfill commitments made to sources 
   to protect their identities and the confidentiality of information 
   and to avoid endangering these sources.

   #..CRC--005

   #....System name: Information on Commissioners, Staff and State 
      Advisory Committee Members, Past and Present.

     System location: 
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
         Office of the Staff Director
         Public Affairs Office
         Regional Office Liaison Unit
         All Regional Offices
     Categories of individuals covered by the system: Commissioners who 
   are appointed by the President and confirmed by members of the 
   Senate; State Advisory Committee members appointed by the 
   Commissioners, and information on past Commissioners and advisory 
   committee members. Limited information is kept on former employees in 
   this system; also limited information is included on potential State 
   Advisory Committee members.
     Categories of records in the system: Contains rosters of 
   Commissioners, State Advisory Committee members and staff; 
   biographical information, and correspondence between the individual 
   Commissioners, Advisory Committee members and staff. Staff lists 
   reflect position and grade level.
     Authority for maintenance of the system: 42 U.S.C. 1975; and sec. 
   1975d(a) and (c)
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Information 
   (names, rosters) is maintained for distribution to the public, and 
   for mailing Commission materials and publications. Rosters containing 
   names of employees, position and grade level are used to review 
   staffing patterns, personnel practices, hirings and separations. 
   Biographical data on advisory committee members is reviewed by the 
   Commissioners and staff in selecting, reappointing or rechartering 
   State Advisory Committees. Biographical data on the Commissioners is 
   also made available to the public.
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage:
       Information is stored in file folders.
     Retrievability:
       Information is retrieved by subject matter, i.e., Commissioners, 
   a named State Advisory Committee, or staff; and then by individual 
   name.
     Safeguards:
       Information is contained in unlocked file drawers with access 
   limited to staff who manage or assist in activities relating to the 
   categories of individuals covered.
     Retention and disposal:
       Information is kept in files during current tenure of 
   Commissioners, Advisory Committee members, and staff. Upon 
   resignation or change of membership files are retained for 2-3 years 
   and then retired to the National Archives.
     System manager(s) and address: 
         Director
         Office of Management
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW, Room 502A
         Washington, DC 20425
       For State Advisory Committee files:
         Director, Regional Office Liaison Unit
         U.S. Commission on Civil Rights
         Regional Office Liaison Unit
         1121 Vermont Avenue, NW, Room 500
         Washington, DC 20425
         Director
         Public Affairs Unit
         1121 Vermont Ave., NW
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above for notification with 
   appeals to the Staff Director.
     Record source categories: Individual to whom the record pertains; 
   personnel office and some members of the general public.

   #..CRC--006

   #....System name: Other Employee Programs: Equal Employment 
      Opportunity, Troubled Employee and Upward Mobility.

     System location: 
         Office of Staff Director
         Director of Equal Employment Opportunity
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Categories of individuals covered by the system: Equal Employment 
   Opportunity: All employees of the Commission. Troubled Employee 
   Program: Employees with personal problems which detract from job 
   effectiveness (alcoholism, drug abuse, mental stress, etc.). Upward 
   Mobility: Clerical employees who are eligible for entry into the 
   program or who are participating in the program.
     Categories of records in the system: Equal Employment Opportunity: 
   Open and restricted investigative files pertaining to equal 
   employment opportunity complaints and problems. Troubled Employee 
   Program: Records are confidential and contain data regarding 
   employees enrolled in the program, what assistance or counselling is 
   received, and related information. Upward Mobility: Records of 
   enrollment in training or educational programs, class progress and 
   grades, as well as promotions or advancements within the Commission.
     Authority for maintenance of the system: Executive Order 11478; 42 
   U.S.C. 1975d(a) and Federal Personnel Regulations, Chapter 293, 42 
   U.S.C. 2000e
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Equal Employment 
   Opportunity: Used by Equal Employment Opportunity director, 
   counsellors, investigators and other agency officials where 
   appropriate to resolve discrimination complaints. After disposition 
   is made of the case, files are reviewed by the Office of General 
   Counsel and where appeals are taken, files are reviewed by hearing 
   officers and Civil Service Board of Appeals and Review. Where court 
   actions are filed, records are reviewed by the courts and attorneys 
   for the parties.
       Equal Employment Opportunity records are used to meet Civil 
   Service Commission and Federal employment reporting requirements.
       Troubled Employee Program files are used by the Equal Employment 
   Opportunity director and supervisory or management personnel in 
   determining the prognosis, need for counselling, or other action in 
   individual cases.
       Upward Mobility files are used to counsel employees and 
   supervisors; to monitor the effectiveness of the program, the 
   training received, on-the-job experience and overall progress of the 
   participants. Records in the Equal Employment Opportunity and Upward 
   Mobility Programs are used to assist the agency in developing its 
   Affirmative Action program.
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: Records are 
   maintained in the Office of the Director, Equal Employment 
   Opportunity with access limited to the staff of that office. 
   Investigative files (Equal Employment Opportunity) are retained in 
   secured file cabinets.
       Troubled employee files are maintained in locked file cabinets 
   and are unavailable to agency staff (except the Equal Employment 
   Opportunity Director) in their entirety, however extractions are made 
   as necessary for management decisions.
       Upward Mobility files are maintained in the same office. The 
   Equal Employment Opportunity director and the Federal Women's Program 
   Coordinator are the primary users of these records with extracts made 
   available to Personnel, supervisors or others within management. Upon 
   completion of the program some of this data may be placed in the 
   Official Personnel Folder.
     System manager(s) and address: 
         Director of Equal Employment Opportunity
         Office of Staff Director
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above with appeals to the Staff 
   Director.
     Record source categories: The employee in the program, supervisors, 
   management and co-workers, educational institutions, trainers, 
   medical officials and other third parties dealing with covered 
   employees.
     Systems exempted from certain provisions of the act: The reasons 
   for asserting the exemptions are to maintain the ability to obtain 
   candid and necessary information, to fulfill commitments made to 
   sources to protect the confidentiality of information, to avoid 
   endangering these sources and, primarily, to facilitate proper 
   selection or continuance of the best applicants or persons for a 
   given position.

   #..CRC--007

   #....System name: Personnel Records.

     System location: 
         U.S. Commission on Civil Rights
         Office of Management
         Personnel Division
         1121 Vermont Avenue, NW, Room 507
         Washington, DC 20425
         Office of the Staff Director
         Office of Management
         Office of Information and Publications
         Office of General Counsel
         Office of Program and Policy Review
         Regional Office Liaison Unit
         Office of Research
         Office of Federal Civil Rights Evaluation
         Office of National Civil Rights Issues
         All Regional Offices
     Categories of individuals covered by the system: Current Commission 
   employees and those formerly employed by the Commission.
     Categories of records in the system: This system consists of a 
   variety of records relating to personnel actions and determinations 
   made about an individual while employed at the Commission. These 
   records contain information about an individual relating to his birth 
   date; Social Security Number; veterans preference; tenure; handicap; 
   past and present salaries, grades, and position titles; letters of 
   commendation, reprimand, charges, and decisions on charges; notice of 
   reduction-in-force; locator files; personnel actions, including but 
   not limited to, appointment, reassignment, demotion, detail, 
   promotion, transfer, and separation; training; minority group 
   designator; records relating to life insurance, health benefits, and 
   designation of beneficiary; training; performance ratings, data 
   documenting the reasons for personnel actions or decisions made about 
   an individual; awards; and other information relating to the status 
   of the individual.
     Authority for maintenance of the system: 42 U.S.C. 1975d(a); and 
   Federal Personnel Regulations, Chapter 293
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Information in 
   these records is used or a record may be used by agency officials for 
   purposes of review in connection with appointments, transfers, 
   promotions, reassignments, adverse actions, disciplinary actions, and 
   determination of qualifications of an individual. Records are used to 
   provide information to a prospective employer of a Commission 
   employee or former employee.
       These records are used in accordance with Civil Service 
   Commission notices of Systems of Personnel Records including as a 
   data source for management information for 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; may also 
   be utilized to respond to general requests for statistical 
   information (without personal identification of individuals) under 
   the Freedom of Information Act or to locate specific individuals for 
   personnel research or other personnel management functions.
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
       (1) To the Office of Child Support Enforcement, Administration 
   for Children and Families, Department of Health and Human Services 

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