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....
<DOC> [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; Other Popular 1997 Privacy Act Documents Documents:
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