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

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





   #.CIVIL RIGHTS COMMISSION


   #..Table Of Contents

       (1) Appeals, Grievances and Complaints
       (2) Applications for Employment
       (3) Complaints
       (4) Commission Projects
       (5) Information on Commissioners, Staff and State Advisory 
   Committee members
       (6) Other Employee Programs: EEO, Troubled Employee, and Upward 
   Mobility
       (7) Personnel
       (8) Resource and Consultant
       (9) State Advisory Committees Projects
       (10) Travel, Payroll, Time and Attendance of Commissioners, 
   Staff, Consultants and State Advisory Committee Members

   #..CRC--001

   #....System name: Appeals, Grievances and Complaints

     System location: 
         Office of Management
         Personnel Office
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW, Room 507
         Washington, DC 20425
     Categories of individuals covered by the system: Applicants for 
   Federal employment, current and former employees, agencies and 
   annuitants who appeal a determination made by the Commission.
     Categories of records in the system: This system of records 
   contains information or documents relating to a decision and 
   determination made by the Commission affecting an individual. The 
   records consist of the initial grievance, complaint, or appeal, 
   letters of notices to the individual, records of hearings when 
   conducted, materials placed into the record to support the decision 
   or determination, affidavits or statements, testimony of witnesses, 
   investigative reports, notice of decision and related correspondence, 
   opinions and recommendations.
     Authority for maintenance of the system: 
         42 U.S.C. 1975d(a)
         Federal Personnel Regulation (FPM) 293
         Federal Personnel Regulation (FPM) 771
         Federal Personnel Regulation (FMP) 752
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: The records and 
   information in the records may be used to respond to a request from a 
   member of Congress regarding the status of an appeal, complaint or 
   grievance; to provide information to the public on the decision of an 
   appeal, complaint or grievance required by the Freedom of Information 
   Act; to respond to a court subpena and/or refer to a district court 
   in connection with a civil suit; to adjudicate an appeal, complaint, 
   or grievance; 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 
   personnel resources 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 a specific individual for personnel research or other 
   personnel management functions; and to provide information or 
   disclose to a Federal agency, in response to another agency's 
   request, in connection with the hiring or retention of an employee.
       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: These records are maintained in secured file folders, and 
   index card.
     Retrievability: These records are indexed by the names of the 
   individuals on whom they are maintained.
     Safeguards: Access to and use of these records are limited to those 
   persons whose official duties require such access. Personnel 
   screening is employed to prevent unauthorized disclosure.
     Retention and disposal: The records are maintained up to two years 
   and are transferred to the National Personnel Records Center, St. 
   Louis, Missouri. They are destroyed by the Federal Records Center 
   when the records are seven (7) years old.
     System manager(s) and address: 
         Office of Management
         Personnel Officer
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: Individuals who have filed appeals or 
   grievances are aware of that fact and have been provided a copy of 
   the record. They may, however, contact the:
         Office of General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW, Room 600
         Washington, DC 20425
     Record access procedures: Same as above with appeal to the Staff 
   Director.
     Record source categories: Individuals to whom the record pertains; 
   agency and/or Commission officials; affidavits or statements from 
   employees; testimony of witnesses; official documents relating to the 
   appeal, grievance, or complaints; and correspondence from specific 
   organizations or persons.
       Exemptions: 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--002

   #....System name: Applications for Employment.

     System location: 
         U.S. Commission on Civil Rights
         Office of Management
         Personnel Division
         1121 Vermont Avenue, NW, Room 507
         Washington, DC 20425. Occasionally located on a temporary basis 
   in divisional or regional offices.
     Categories of individuals covered by the system: Applicants seeking 
   employment with the U.S. Commission on Civil Rights.
     Categories of records in the system: The system comprises S.F. 
   171's, personal resumes, and in many instances Civil Service 
   Commission examination scores of individuals seeking employment with 
   the Commission on Civil Rights.
     Authority for maintenance of the system: 5 U.S.C. 1302, 3109, 3301, 
   3302, 3304, 3306, 3307, 3309, 3313, 3317, 3318, 3319, 3326, 3349, 
   4103, 5532, 5533, 5723, and Executive Orders 1057 and 11103. 42 
   U.S.C. 1975d.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Information in 
   these records may be used to refer applicants to the various offices 
   of the Commission for purposes of consideration for placement in 
   positions for which the applicants have applied and are qualified. 
   The records are available to personnel specialists who review the 
   applicants' qualifications and consider them for appropriate agency 
   vacancies.
       Records including Standard Forms 85, 86, 87 and 171 are also 
   transmitted to the Civil Service Commission for investigative 
   purposes and assistance to the Agency in selecting employees.
       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: The records are maintained in file folders.
      Retrievability: In some regional and divisional offices, the 
   records are retrieved by name. In the Personnel Office, the records 
   are recorded by name and grade in a log book. They can also be 
   retrieved, however, by grade classification.
     Safeguards: Access to these records are restricted to those with 
   appropriate function within the agency.
     Retention and disposal: In divisional or regional offices, the 
   records are retained for an indefinite period of time. They are then 
   forwarded to the Personnel Office or discarded. In the Personnel 
   Office, every year the applications are returned to the applicants 
   for update and resubmission if applicants are still interested in 
   employment with the Commission.
     System manager(s) and address: 
         Personnel Officer
         Office of Management, Room 507
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         Office of General Counsel, Room 600
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Address inquiries same as Notification, 
   with appeals to the Staff Director.
     Record source categories: Information submitted by applicants 
   seeking employment with the Commission.

   #..CRC--003

   #....System name: Complaints.

     System location: 
         U.S. Commission on Civil Rights
         Office of Federal Civil Rights Enforcement, Complaints 
   Division, Office of General Counsel, and Regional Office Liaison 
   Office.
         1121 Vermont Avenue, NW
         Washington, DC 20425
       Regional Offices:
         Central States Regional Office, U.S.C.C.R.
         911 Walnut Street
         Kansas City, Missouri 64106
         Mid-Atlantic Regional Office, U.S.C.C.R.
         2120 L Street, NW (Room 510)
         Washington, DC 20037
         Midwestern Regional Office, U.S.C.C.R.
         230 South Dearborn Street, 32nd Floor
         Chicago, Illinois 60604
         Rocky Mountain Regional Office, U.S.C.C.R.
         Executive Tower Inn
         1405 Curtis Street, Suite 1700
         Denver, Colorado 80202
         Northeastern Regional Office, U.S.C.C.R.
         26 Federal Plaza (Room 1639)
         New York, New York 10007
         Southern Regional Office, U.S.C.C.R.
         Citizens Trust Bank Building (Room 362)
         75 Piedmont Avenue, NE
         Atlanta, Georgia 30303
         Southwestern Regional Office, U.S.C.C.R.
         New Moore Building (Room 249)
         106 Broadway
         San Antonio, Texas 78205
         Western Regional Office, U.S.C.C.R.
         312 North Spring Street (Room 1015)
         Los Angeles, California 90012
     Categories of individuals covered by the system: Records are 
   maintained by the name of the person filing the complaint and by the 
   name of the person or organization the complaint is filed against.
     Categories of records in the system: The record contains the 
   complaint alleging a denial of equal protection based on race, color, 
   religion, national origin, or sex or in the Administration of Justice 
   and the action taken by the Commission on that complaint.
     Authority for maintenance of the system: 42 U.S.C. 1975c(a)(1) and 
   (5)
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: The record is used 
   to assist in resolving complaints alleging denials of rights based on 
   race, color, religion, national origin, or sex or in the 
   Administration of Justice. Users of the record are the person or 
   persons, groups, corporations or governmental agencies against whom 
   the complaint is made and the Commissioners and Commission staff 
   dealing with the complaint, as well as Federal or State agencies to 
   which complaints may be referred. (Subject to the requirements of 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: Records are maintained on paper.
     Retrievability: Records are indexed by subject matter, name of the 
   complaining person or persons and the name of the persons, groups, 
   corporations or governmental agencies against whom the complaint is 
   brought.
     Retention and disposal: Records are maintained in file cabinets 
   during the course of the complaint investigation and for a reasonable 
   period of time afterwards until they are retired to the National 
   Archives.
     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: General Counsel
     Contesting record procedures: 
         Staff Director
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record source categories: Complaints are received from the public; 
   responses are received from those the complaint is filed against; 
   further information is developed by Commission staff during the 
   course of dealing with complaints.
     System 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--004

   #....System name: Commission Projects.

     System location: 
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Categories of individuals covered by the system: Members of the 
   public from whom the Commission has sought information; individuals 
   active or interested in civil rights issues who have information on 
   project subject areas; public and private individuals with civil 
   rights responsibilities; and Congress persons.
     Categories of records in the system: Reports from staff field 
   investigations; interview reports; hearing files; transcripts; 

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