National Office

Federal Mediation and Conciliation Service

Washington, DC 20427

Region 1

Federal Mediation and Conciliation Service

2937 Federal Building

26 Federal Plaza

New York, NY 10007

Region 2

Federal Mediation and Conciliation Service

401 Mall Building

4th and Chestnut Streets

Philadelphia, PA 19106

Region 3

Federal Mediation and Conciliation Service

Suite 400

1422 W. Peachtree Street, NW.

Atlanta, GA 30309

Region 4

Federal Mediation and Conciliation Service

1525 Superior Building

815 Superior Avenue, NE

Cleveland, OH 44114

Region 5

Federal Mediation and Conciliation Service

175 West Jackson Street

16th Floor

Chicago, IL 60604

Region 6

Federal Mediation and Conciliation Service

Chromalloy Plaza--Fifth Floor

120 S. Central

St. Louis, MO 63105

Region 7

Federal Mediation and Conciliation Service

50 San Francisco Street

Suite 235

San Francisco, CA 94133

Region 8

Federal Mediation and Conciliation Service

Fourth and Vine Building

2615 Fourth Avenue

Seattle, WA 98121

Agency employees.

The records in this system are Agency internal operating records used in the operation of the Agency's personnel management program. This record system contains the following files:

1. Personnel Folders--correspondence and other documents relating to employee debt, station transfer, employee evaluations, background information, and recommendations for promotion.

2. Station Transfer Requests--request forms and related documents.

3. Performance Evaluation Files--evaluations of new employees.

4. Applicant Files--where applicable, employment applications, personal resumes, correspondence relating to medical examination and conditions, qualifications or suitability for employment, documents related to verifying qualifications, rating sheet for years of qualifying experience, and interview reports of FMCS staff.

5. Employee Conduct Files--records relating to employee performance, code of conduct, and possible disciplinary/corrective action.

6. Employee Productivity Statistics--self explanatory.

Title II, Labor Management Relations Act, 1947, as amended.

A. In the event that the above 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, regulations or order issued pursuant thereto.

B. Information within this system of records is referred to appropriate sources from which information is requested in the course of an investigation as to suitability for initial or continued employment to the extent necessary to identify the individual, inform the source of the nature and purpose of the investigation, and to identify the type of information requested.

C. Information within this system of records is referred to members of Congress to the extent necessary to answer routine letters of inquiry concerning employment applications.

Disclosures to consumer reporting agencies:

Disclosures may be made from this system of records to consumer reporting agencies that an individual is responsible for a debt to the United States. Such disclosures will be made pursuant to the Debt Collection Act of 1982 (31 U.S.C. 3711(f)) to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

These records are stored in both locked and unlocked file cabinets, depending upon the nature of the record and availability of filing equipment. Data may be retrieved by an individual's name. Access to these records is restricted to appropriate employees of the National Office and the Regional Office. Files are retained indefinitely, subject to periodic review.

Director of Administration

Federal Mediation and Conciliation Service

Washington, DC 20427

Individuals seeking knowledge of whether the system contains information about them should direct their inquiries in writing to the Director of Administration, FMCS at the aforementioned address. All such inquiries should include the requestor's name and any other information that may be helpful in locating the files.

See Notification.

Information is obtained directly from the individual concerned, whenever possible. However, also included is information obtained from Agency personnel and occasionally from sources outside the Agency.

In order to preserve the accuracy of information necessary for determining suitability for employment, the identity of a confidential source is exempted from disclosure under 5 USC 552(a)(k)(5). The exemption is published in 29 CFR part 1410.

Federal Mediation and Conciliation Service

Washington, DC 20427

Agency employees.

The records in this system are used to administer the agency pay system. The records in an employee's pay file may be copies of a personnel action form, tax withholding certificates, notification of check mailing address, allotment forms, health and life insurance forms, retirement forms, and the salary clearance form. The travel records consist of a request for travel, travel authorization, travel vouchers, transportation requests, authorizations, and reimbursements for expenses incurred in connection with an official change of duty station. The system also contains computer listings reflecting pay data, leave records, and time and attendance records.

5 USC Chapters 51, 53, and 57.

None.

Disclosures to consumer reporting agencies:

Disclosures may be made from this system of records to consumer reporting agencies that an individual is responsible for a debt to the United States. Such disclosures will be made pursuant to the Debt Collection Act of 1982 (31 U.S.C. 3711(f)) to consumer reporting agencies as defined in the Fair Credit Reporting Act or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

These records are maintained in original/duplicate document form and filed by an individual's name. The files are contained in regular file cabinets, access to which is restricted to Budget and Finance Division personnel only. These records are maintained and disposed of in accordance with the Federal Property Management Regulation 101-11.4 (General Records Schedules 2, 6, and 9).

Director of Administration

Federal Mediation and Conciliation Service

Washington, DC 20427

Individuals seeking knowledge of whether the system contains information about them should direct their inquiries to the Director of Administration, FMCS, at the aforementioned address. All such inquiries should indicate name, and any other information that may be helpful in locating the file.

See above.

Information is obtained directly from the individual concerned.

Federal Mediation and Conciliation Service

Washington, DC.

Agency employees.

Various information pertaining to the background investigation and issuance of clearances.

Executive Order 10450 and 10501, or other Statutory/Regulatory requirements.

A. A record from this 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.

B. The existence and date of security clearance are furnished to government agencies or private firms dealing in classified matters.

These records are maintained in original/duplicate document form and filed by an individual's name. They are used by agency management officials in determining suitability for employment and in issuing security clearances. The files are contained in locked security file cabinets, access to which is restricted. The Agency Personnel Security Officer determines personnel who are authorized to review these records. These records are maintained and disposed of in accordance with the Federal Personnel Manual and the Federal Property Management Regulation 101-11.4 (General Records Schedule 18).

Agency Personnel Security Officer

Federal Mediation and Conciliation Service

Washington, DC 20427

Individuals seeking knowledge of whether the system contains information about them should direct their inquiries to the Agency Personnel Security Officer at the above address.

All inquiries relating to the Civil Service Commission background reports or national agency checks should be addressed to Director, Bureau of Personnel Investigations, U.S. Civil Service Commission, 1900 E Street, Washington, DC. All other requests for agency security records should be directed in writing to the Director of Administration at the address provided above. All such inquiries should indicate name and any other information that may be helpful in locating the file.

Information is obtained directly from the individual on an application for background investigation which is furnished to the Civil Service Commission.

Federal Mediation and Conciliation Service

Washington, DC 20427

Arbitrator applicants and arbitrators.

The first category of records consists of arbitrator applicant records (those not accepted). These records contain personal resumes, the personal data questionnaire listing education, professional background and experience, confidential and other recommendations as to acceptability, and correspondence pertaining to rejection from placement on the panel. The second category of records consists of current arbitrator files (those currently on the roster), and contain the same information as in the applicant files. In addition, such files include correspondence with an arbitrator regarding standard fee, interest in only certain cases, complaints, and other correspondence related to case handling procedures, and biographical sketches summarizing information contained in the personal data questionnaire.

Title II Labor Management Relations Act, 1947, as amended.

Biographical sketches are furnished to the parties requesting the referral of a panel of arbitrators.

They are also furnished to persons conducting research on the arbitration process in a particular area.

Data furnished by the applicant or arbitrator and other sources listed above is routinely disclosed to appropriate persons or organizations outside the agency in the course of verification or evaluation for the purpose of admittance to or retention on the roster. Data furnished by any source in the nature of a complaint or inquiry about the arbitrator's performance or qualifications are routinely referred to the appropriate person outside the agency in the course of investigating an arbitrator's eligibility for retention on the roster.

These records are maintained in original/duplicate document form and computer tape. In either case, they are retrieved by an individual name or identification number. Access is restricted to Office of Arbitration personnel, and Management Systems personnel on a limited basis only. These files are used for purposes of referring arbitration panels to labor/management. Presently, the files are stored in lateral file cabinets. Files on active arbitrators are maintained as long as the individual is utilized for referral of panels. Arbitrator applicant files are maintained for two years. After the two year retention period, a separate listing of rejected arbitrator applicants is prepared and the file is destroyed.

Director of Office of Arbitration Services

Federal Mediation and Conciliation Service

Washington, DC 20427

Individuals seeking knowledge of whether the system contains information about them should direct their inquiries in writing to the Director of Administration, FMCS, or Director of Arbitration Services, FMCS, at the aforementioned address. All such inquiries should indicate name and any other information that may be helpful in locating the file.

See Notification.

Direct from the individual, sources furnished by the individual, or obtained by FMCS.

In order to preserve the accuracy of information necessary for determining appointment to the roster for arbitration records, the identity of a confidential source is exempted from disclosure under 5 USC 552(a)(k)(5). The exemption is published in 29 CFR part 1410.

These records are located in the Office of the General Counsel of the Federal Mediation and Conciliation Service.

Current or former Federal employees who have submitted grievances with Federal Mediation and Conciliation Service in accordance with Directive 4609 of the Federal Mediation and Conciliation Service Directives Manual or under the negotiated grievance procedure for the Agency.

The system contains records relating to grievances filed by agency employees under the above cited directive or grievance procedure for the Agency. These case files contain all documents related to the grievance including statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, a copy of the original and final decision, and related correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems for employees covered by either the agency grievance procedure or the negotiated grievance procedure.

Privacy Act of 1974, Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a), and 5 CFR part 771.

These records and information in these records may be used:

a. To disclose pertinent information to the appropriate Federal, State, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation.

b. To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request and identify the type of information requested.

c. To disclose information 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 conducting of a security or suitability investigation of an individual, the classifying of jobs, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to requesting the agency's decision on the matter.

d. To provide information to a congressional office from the record of an individual in response to an inquiry from that congressional office made at the request of that individual.

e. To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court.

f. By the National Archives and Records Administration (General Services Administration) in records management inspections conducted under authority of 44 U.S.C. 2904 and 2908.

g. By the agency maintaining the records or the Office of Personnel Management in the production of summary descriptive statistics and analytical studies in studies in support of the function for which the records are collected and maintained, or for related work force studies. While published statistics and studies do not contain individual identifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individually identifiable by inference.

h. To disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel; the Federal Labor Relations Authority and its General Counsel, or the Equal Employment Opportunity Commission when requested in performance of their authorized duties.

i. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.

j. To provide information to officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions.

Storage:

These records are maintained in file folders.

These records are retrieved by the names of the individuals on whom they are maintained.

These records are maintained in lockable metal filing cabinets to which only authorized personnel have access.

These records are disposed of 3 years after closing of the case. Disposal is by shredding or burning.

General Counsel, Federal Mediation and Conciliation Service, 2100 K Street, NW, Washington, DC 20427

It is required that individuals submitting grievances be provided a copy of the record under the grievance process. They may, however, contact the Office of the General Counsel regarding the existence of such records on them. They must furnish the following information for their records to be located and identified:

a. Name.

b. Approximate date of closing of the case and kind of action taken.

c. Organizational component involved.

It is required that individuals submitting grievances be provided a copy of the record under the grievance process. However, after the action has been closed, an individual may request access to the official copy of the grievance file by contacting the Office of the General Counsel.

Individuals must provide the following information for their records to be located and identified:

a. Name.

b. Approximate date of closing of the case and kind of action taken.

c. Organizational component involved.

Individuals requesting access must also follow the agency's Privacy Act regulations regarding access to records and verification of identity. (29 CFR 1410.3 and 1410.4)

Review of requests from individuals seeking amendment of their records which have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of amendment requests of these records will be restricted to determining if the record accurately documents the action of the agency ruling on the case, and will not include a review of the merits of the action, determination, or finding.

Individuals wishing to request amendment to their records to correct factual errors should contact the Office of the General Counsel.

Individuals must furnish the following information for their records to be located and identified:

a. Name.

b. Approximate date of closing of the case and kind of action taken.

c. Organizational component involved.

Individuals requesting amendment must also follow the Agency's Privacy Act regulations regarding amendment to records and verification of identity. (29 CFR 1410.4 and 1410.6)

Information in this system of records is provided:

a. By the individual on whom the record is maintained.

b. By testimony of witnesses.

c. By agency officials.

d. From related correspondence from organizations or persons.