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Privacy Act: [INTER-AMERICAN FOUNDATION]...


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





   #.INTER-AMERICAN FOUNDATION


   #..TABLE OF CONTENTS

         IAF-1 Conflict of Interest Files
         IAF-2 Foundation Fellowship Application Files
         IAF-3 Informal Personnel Files
         IAF-4 Informal Personnel Files
         IAF-5 Personnel Investigation Records
         IAF-6 Payroll/Travel Accounting Records
         IAF-7 Inter-American Foundation--General Financial Records
         IAF-8 Personnel Budget Records
         IAF-9 Accounts Payable
         IAF-10 Contract Files
         IAF-11 Automated Data Processing Management
         IAF-12 Security Card Accounting Records
         IAF-13 Credit Card Accountability Records

   #..IAF-1

   #....System name: 

       Conflict of Interest Files--IAF.
     System location: 
       Inter-American Foundation, 901 N. Stuart Street, Arlington, VA 
   22203.
     Categories of individuals covered by the system: 
       Employees of Foundation at GS-13 level and above, Foundation 
   Representatives, contracting personnel, employees with regular 
   contacts with contractors.
     Categories of records in the system: 
       Title; Date of Appointment; grade, home address; Employment and 
   financial interests, position in organization, nature of financial 
   interest; names and addresses of creditors, character of 
   indebtedness; interests in real property, nature of interest, type of 
   property and address, name, address, and nature of subject matter of 
   other persons supplying information.
     Authority for maintenance of the system: 
       44 U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information is used ``in house.'' Notwithstanding the above, 
   access may also be gained under the following conditions:
       (a) In the event that a system of records maintained by this 
   agency to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the 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 statutes, or 
   rule, regulation or order issued pursuant thereto.
       (b) A record from the 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, such as current licenses, 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 issuance of a license, 
   grant or other benefit.
       (c) A record from this system of records may be disclosed to a 
   federal agency, in response to this 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, grant or other 
   benefits by the requesting agency, to the extent that the information 
   is relevant and necessary to the requesting agency's decision on the 
   matter.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper Files.
     Retrievability: 
       Manual. Identifier--Name.
     Safeguards: 
       Filed in locked, steel cabinets; records available to authorized 
   persons only.
     Retention and disposal: 
       Destroyed six years after employee departure.
     System manager(s) and address: 
       General Counsel, Inter-American Foundation, 901 N. Stuart Street, 
   Arlington, VA 22203.
     Notification procedure: 
       Contact the General Counsel. Inter-American Foundation, 901 N. 
   Stuart Street, Arlington, VA 22203.
     Record access procedures: 
       IAF access procedures are contained in Rules Safeguarding 
   Personal Information in IAF Records.
     Contesting records procedures:
       Contesting Record Procedures are contained in Rules Safeguarding 
   Personal Information in IAF Records.
     Record source categories: 
       Individual himself and people named by individual to supply 
   information.

   #..IAF-2

   #....System name: 

       Foundation Fellowship Application Files--IAF.
     System location: 
       Inter-American Foundation, 901 N. Stuart Street, Arlington, VA 
   22203.
     Categories of individuals covered by the system: 
       Candidates who submitted applications in a fellowship competition 
   for fellowship awards.
     Categories of records in the system: 
       The application file contains such general personal information 
   as home and work addresses and phone numbers, citizenship, date and 
   place of birth, age, name and citizenship of spouse, social security 
   number, number and ages of children, educational history, employment 
   history, career information, travel experience, language capability, 
   honors and publications, personal statement, letters of 
   recommendation, grade transcripts, research/study prospectus, 
   comments by Foundation staff and contracted evaluators. In addition, 
   other general competition files provide scores by contracted 
   evaluators of the individual candidate's application for fellowship 
   award recommendations.
     Authority for maintenance of the system: 
       44 U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information is used by contracted specialists for evaluating 
   applications and Foundation staff for managing the fellowship 
   competition. Notwithstanding the above, access may also be gained to 
   these records under the following conditions:
       (a) In the event that a system of records maintained by this 
   agency to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the 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.
       (b) A record from the 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, such as current licenses, 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 issuance of a license, 
   grant or other benefit.
       (c) A record from this system of records may be disclosed 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, grant or other 
   benefits by the requesting agency, to the extent that the information 
   is relevant and necessary to the requesting agency's decision on the 
   matter.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Paper Files.
     Retrievability: 
       Manual. Identifier--Name and Program.
     Safeguards: 
       Filed in locked, steel cabinets; records available to authorized 
   persons only.
     Retention and disposal: 
       Disposed of in accordance with the General Records Schedule 
   issued by the Archivist of the United States.
     System manager(s) and address: 
       Fellowship Assistant. Inter-American Foundation, 901 N. Stuart 
   Street, Arlington, VA 22203.
     Notification procedure: 
       Contact individual listed above, or Vice President, Learning and 
   Dissemination. Inter-American Foundation, 901 N. Stuart Street, 
   Arlington, VA 22203.
     Record access procedures: 
       IAF access procedures are contained in Rules Safeguarding 
   Personal Information in IAF Records.
     Contesting records procedures:
       Contesting record procedures are contained in Rules Safeguarding 
   Personal Information.
     Record source categories: 
       Individual her/himself; educational institutions attended; 
   letters of recommendation by people identified by individual; 
   Foundation staff; contracted evaluators.

   #..IAF-3

   #....System name: 

       Foundation Fellowship Grant Files--IAF.
     System location: 
       Inter-American Foundation, 901 N. Stuart Street, Arlington, VA 
   22203.
     Categories of individuals covered by the system: 
       Successful Candidates (``Fellows'') who submitted applications 
   and received fellowship grants.
     Categories of records in the system: 
       In addition to all information from the individual's application 
   file, the grant file contains such documents as the grant agreement 
   and amendments, financial and disbursement records, correspondence, 
   grade transcripts, programmatic and financial reports, research 
   reports, staff memoranda, and comments by contracted evaluators.
     Authority for maintenance of the system: 
       44 U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information is used by contracted specialists for evaluating 
   grant progress and Foundation staff for managing the individual's 
   grant. Notwithstanding the above, access may also be gained to these 
   records under the following conditions:
       (a) In the event that a system of records maintained by this 
   agency to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the 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 statutes, or 
   rule, regulation or order issued pursuant thereto.
       (b) A record from the 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, such as current licenses, 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 issuance of a license, 
   grant or other benefit.
       (c) A record from this system of records may be disclosed to a 
   federal agency, in response to this 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, grant or other 
   benefits by the requesting agency, to the extent that the information 
   is relevant and necessary to the requesting agency's decision on the 
   matter.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper files.
     Retrievability: 
       Manual. Identifier--Name, Grant Number, and Program.
     Safeguards: 
       Filed in locked, steel cabinets; records available to authorized 
   persons only.
     Retention and disposal: 
       Disposed of in accordance with the General Records Schedule 
   issued by the Archivist of the United States.
     System manager(s) and address: 
       Fellowship Assistant. Inter-American Foundation, 901 N. Stuart 
   Street, Arlington, VA 22203.
     Notification procedure: 
       Contact individual listed above, or Vice President, Learning and 
   Dissemination. Inter-American Foundation, 901 N. Stuart Street, 
   Arlington, VA 22203.
     Record access procedures: 
       IAF access procedures are contained in Rules Safeguarding 
   Personal Information in IAF Records.
     Contesting record procedures:
       Contesting record procedures are contained in Rules Safeguarding 
   Personal Information.
     Record source categories: 
       Fellow her/himself; educational institutions attended; Foundation 
   staff; contracted evaluators.

   #..IAF-4

   #....System name: 

       Informal Personnel Files--IAF.
     System location: 
       Inter-American Foundation, 901 N. Stuart Street, 10th Floor, 
   Arlington, VA 22203.
     Categories of individuals covered by the system: 
       Applicants for Employment and Employees.
     Categories of records in the system: 
       General personnel information including position descriptions, 
   training records, request for notification of personnel action, 
   notification of personnel action, performance plans on appraisals, 
   time and attendance records, occupation, pay plan, service 
   computation dates, date of birth, grade and salary, social security 
   number, home telephone number, resume, letters of recommendation, 
   background investigation data for critical/sensitive, non-critical 
   sensitive and security clearances, recommendation for performance 
   recognition, employment staffing reports, handicap and race and 
   national origin informal reports, informal notices of injury or 
   occupational disease, records of requests for unemployment 
   compensation payments.
     Authority for maintenance of the system: 
       44 U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purpose of such uses:
       Information is used ``in house'' (non-routine uses) for personnel 

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