Home > 1995 Privacy Act Documents > Privacy Act: [NSF--19] Medical Examination Records for Service in Antarctica....

Privacy Act: [NSF--19] Medical Examination Records for Service in Antarctica....


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





   #.NATIONAL SCIENCE FOUNDATION


   #..TABLE OF CONTENTS

        3. Application and Account for Advance of Funds
        6. Doctorate Records Files
        8. Employee Grievance File
       10. Employee's Payroll Jacket
       12. Fellowship and other Awards
       13. Fellowship Payroll
       16. Individual Retirement Record (SF 2806)
       18. integrated Personnel System (PERS)
       19. Medical Examination Records for Service in the Polar Regions.
       22. NSF Payroll System
       23. NSF Staff Biography
       24. Official Passports
       26. Personnel Security
       34. Integrated Time and Attendance Reports(ITAS)
       36. Personnel Tracking System (Antarctic)
       38. Visa Applications and Alien Application for Consideration of 
   Waiver of Two-Year Foreign Residence Requirements--NSF. File
       43. Doctorate Work History File.
       48. Telephone Call Detail Program Records.
       49. Frequent Traveler Profile.
       50. Principal Investigator/Proposal File and Associated Records.
       51. Reviewer/Proposal File and Associated Records.
       52. Office of Inspector General Investigative Files.
       53. Public Transportation Subsidy Program.
       54. Reviewer/Fellowship and other Awards File and Associated 
   Records.
       55. Debarment/Scientific Misconduct Files.
       56. Antarctic Conservation Act Files.
       57. NSF Delinquent Debtors File.
       58. National Survey of Recent College Graduates and Follow-up 
   File.
       59. Science and Technology Centers (STC) Database.
       60. Antarctic Service Medals.
       61. Diving Safety Records (Polar Regions).
       62. Radiation Safety Records (Polar Regions).
       63. Accident and Injury Reports (Antarctic).
       64. Project Participant File.
       65. NSF Electronic Payment File.
       66. NSF Photo Identification Card System
       67. Invention, Patent and Licensing Documents
       68. Project Results Information Base.
       69. Education and Training Records
       70. NSF Visitor Credentials System
       71. General Correspondence Files

   #..NSF-3

   #....System name:  

       Application and Account for Advance of Funds.
     System location: 
       National Science Foundation, Division of Financial Management, 
   Voucher Unit, 4201 Wilson Boulevard, Arlington, VA 22230.
     Categories of individuals covered by the system:  1
       NSF current and former employees.
     Categories of records in the system: 
       Name and address, amount requested, and voucher number.
     Authority for maintenance of the system: 
       5 USC, Chapter 57; 31 USC 1512; Department of the Treasury Fiscal 
   Requirements Manual.
   Purpose(s): 
       Establish and maintain Foundation records on administrative 
   control of funds relating to requests for advance of funds.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information from this system may be disclosed to:
       1. The Department of Treasury for payment of advance of funds.
       2. Another Federal agency, a court, or a party in litigation 
   before a court or in an administrative proceeding being conducted by 
   a Federal agency when the Government is a party to the judicial or 
   administrative proceeding.
       3. The Department of Justice, to the extent disclosure is 
   compatible with the purpose for which the record was collected, and 
   is relevant and necessary to litigation or anticipated litigation in 
   which one of the following is a party or has interest: (a) NSF or any 
   of its components; (b) an NSF employee in his/her official capacity; 
   (c) an NSF employee in his/her individual capacity when the 
   Department of Justice is representing or considering representing the 
   employee; or (d) the United States, when NSF determines that 
   litigation is likely to affect the Agency.
       4. Contractors, grantees, volunteers, experts, advisors, and 
   other individuals who perform a service to or work on or under a 
   contract, grant, cooperative agreement, or other arrangement with or 
   for the Federal government, as necessary to carry out their duties.
       5. Representatives of the General Services Administration and the 
   National Archives and Records Administration who are conducting 
   records management inspections under the authority of 44 U.S.C. 2904 
   and 2906.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are maintained electronically.
     Retrievability: 
       The records are retrieved by Social Security Number.
     Safeguards: 
       NSF employs security guards. Building is locked during non-
   business hours when guard is not on duty. Room in which records are 
   kept is locked during non-business hours. A password is needed for 
   access to the computer system.
     Retention and disposal: 
       Destroyed four years after settlement of advance.
     System manager(s) and address: 
       Director Division of Financial Management, National Science 
   Foundation, 201 Wilson Boulevard, Arlington, VA 22230.
     Notification procedure: 
       The NSF Privacy Act Officer should be contacted in accordance 
   with procedures found at 45 CFR part 613.
     Record access procedures: 
       See ``Notification'' above.
     Contesting record procedures: 
       See ``Notification'' above.
     Record source categories: 
       Information is received from individual and his/her office.
     System exempted from certain provisions of the act: 
       None.

   #..NSF--6

   #....System name: Doctorate Records File.

     Security classification: None.
     System location: National Academy of Sciences, 2101 Constitution 
   Avenue, NW, Washington, DC 20418; National Science Foundation, 1800 G 
   Street, NW, Washington, DC 20550; Department of Education, 400 
   Maryland Avenue, SW, Washington, DC 20202; National Endowment for the 
   Humanities, 1100 Pennsylvania Avenue, NW, Washington, DC 20506; and 
   National Institutes of Health, Buildings 1 and 12, 9000 Rockville 
   Pike, Bethesda, Md. 20892.
     Categories of individuals covered by the system: The system 
   includes individuals who have received earned doctorates from U. S. 
   institutions since 1920. Limited information (name, field of degree 
   and institution) on persons receiving doctorates between 1920 and 
   1958 was compiled from public records. Information for persons 
   receiving degrees after 1958 has been supplied voluntarily by the 
   person receiving the degree. Some institution supply name and field 
   of degree for persons not providing any information.
     Categories of records in the system: Name, Social Security number, 
   birth date, sex, citizenship, race, education history, sources of 
   financial support during graduate study, postgraduation plans.
     Authority for maintenance of the system: Section I (3)(a)(6), 
   (4)(j)(1), (42 U.S.C. 1862); Section II (37) (42 U.S.C. 1865d); 
   National Science Foundation Act of 1950 as amended.
   Purpose(s):
       This system is used:
       1. To provide a source of information on demographic and 
   educational characteristics and employment plans of recipients of 
   doctorate from American universities, in compliance with Foundation 
   responsibilities to monitor scientific and technical resources.
       2. To provide indicators of the state of science and engineering 
   in the United States, as required by congressional mandate.
       3. To report biennially on the participation of men and women by 
   race and by ethnic group and by discipline, in scientific and 
   technical fields, as required by congressional mandate.
       4. To provide the sampling frame for the survey of doctorate in 
   the Scientific and Technical Personal Data System for the Foundation.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       1. Information is given to the institution awarding degree, but 
   only for its own doctorates.
       2. Disclosures may be made to the federal sponsors listed under 
   ``System location`` above, their contractors and collaborating 
   researchers and their staff for the purpose of analyzing data and 
   preparing scientific reports and articles in order to accomplish the 
   research purpose for which the records are collected. All users of 
   the system are required to comply with the requirements of the 
   Privacy Act with respect to such records.
       3. Records are disclosed to the National Institutes of Health for 
   review and evaluation of its programs.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Computer tapes and questionnaires are kept by the National 
   Academy of Sciences. Computer tapes are kept by the National Science 
   Foundation, Department of Education, National Endowment for the 
   Humanities and the National Institutes of Health.
     Retrievability: Alphabetically by last name of individual.
     Safeguards: Data are kept in secured areas with access limited to 
   authorized personnel. Questionnaires, in paper copy or in microfiche, 
   are kept in locked cabinets. Published findings are in formats which 
   preclude individual identification.
     Retention and disposal: Computer tapes are kept indefinitely by the 
   National Academy of Sciences for use by the project in fulfilling its 
   responsibilities described above under ``Purposes``.
     System manager(s) and address: Division Director, Science Resources 
   Studies, National Science Foundation, 1800 G St. NW, Washington, DC 
   20550.
     Notification procedure: 
       To determine if a record exists, write to the system manager and 
   provide the following information:
       1. System Name: Doctorate Records File.
       2. Complete name at time degree was awarded.
       3. Complete birth date and institution awarding degree (to 
   distinguish among duplicate names, if necessary).
     Record access procedures: See ``Notification procedure'' above.
     Contesting record procedures: See ``Notification procedure'' above.
     Record source categories: Information obtained voluntarily from 
   individual.
     Systems exempted from certain provisions of the act: None.

   #..NSF-8

   #....NSF System name:

       Employee Grievance Files.
     System location: 
       National Science Foundation, Division of Human Resource 
   Management, 4201 Wilson Boulevard, Arlington, VA 22230.
     Categories of individuals covered by the system: 
       NSF Employees.
     Categories of records in the system: 
       These files contain all records pertaining to the administrative 
   grievance system for non-bargaining unit employees and the negotiated 
   grievance and arbitration procedures for employees in the bargaining 
   unit.
     Authority for maintenance of the system: 
       5 CFR Part 771--Agency Administrative Grievance System, 5 U.S.C. 
   1302, 3301, 3302, and 7301.
   Purpose(s): 
       Records are used in the processing and documentation of grievance 
   actions taken either by the Office or by agencies against employees 
   in accord with 5 CFR parts 315 (subparts H and I), 432, 752, or 754 
   of the Office's regulations.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information from this system may be disclosed to:
       1. The Office of Personnel Management for routine examinations 
   and audits conducted.
       2. A member of Congress regarding the status of an appeal, 
   complaint, or grievance if the Congressman is acting on the basis of 
   a request from the individual involved.
       3. EEOC investigators and EEO counselors and investigators have 
   access during the conduct of investigations.
       4. Another Federal agency, a court, or a party in litigation 
   before a court or in an administrative proceeding being conducted by 
   a Federal agency when the Government is a party to the judicial or 
   administrative proceeding.
       5. The Department of Justice, to the extent disclosure is 
   compatible with the purpose for which the record was collected and is 
   relevant and necessary to litigation or anticipated litigation, in 
   which one of the following is a party or has an interest: (a) NSF or 
   any of its components; (b) an NSF employee in his/her official 
   capacity; (c) an NSF employee in his/her individual capacity when the 
   Department of Justice is representing or considering representing the 
   employee; or (d) the United States, when NSF determines that 
   litigation is likely to affect the Agency.
       6. Representatives of the General Services Administration and the 
   National Archives and Records Administration who are conducting 
   records management inspections under the authority of 44 U.S.C. 2904 
   and 2906.
     Policies and practices for storing, retrieving, accessing, 
   retaining and disposing of records in the system:  
     Storage: 
       Paper records maintained in file folders.
     Retrievability: 
       Alphabetically by the last name of employee.
     Safeguards: 
       Building employs security guards. Building is locked during non-
   business hours when guard is not on duty. Room in which records are 
   kept is locked during non-business hours.
     Retention and disposal: 
       Four years after close of case.
     System manager(s) and address: 
       Director, Division of Human Resource Management, National Science 
   Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
     Notification procedure: 
       The NSF Privacy Act Officer should be contacted in accordance 
   with procedures found at 45 CFR Part 613.
     Record access procedures: 
       See ``Notification'' above.
     Contesting record procedures: 
       See ``Notification'' above.
     Record source categories: 
       Information from the employee, supervisor hearing examiner, 
   witnesses, and others providing input to the particular case.
     Exemptions claimed for the system:
       None.

   #..NSF-10

   #....System name: 

       Employee's Payroll Jacket.
     System location: 
       National Science Foundation, Division of Financial Management, 
   Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230.
     Categories of individuals covered by the system: 
       NSF current and former employees (including consultants).
     Categories of records in the system: 

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