[Federal Register Volume 59, Number 33 (Thursday, February 17, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-3616]


[[Page Unknown]]

[Federal Register: February 17, 1994]


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NATIONAL SCIENCE FOUNDATION

 

Privacy Act of 1974: Revision to Two Systems of Records

AGENCY: National Science Foundation.

ACTION: Notice of revised systems of records.

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SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the 
National Science Foundation is providing notice of a revision to two 
systems of records--NSF-50, ``Principal Investigator/Proposal File and 
Associated Records,'' and NSF-51, ``Reviewer/Proposal File and 
Associated Records.'' Both systems include investigatory records 
maintained by NSF when proposals are submitted to the agency and 
subsequent evaluations of the applicants and their proposals are 
obtained. These systems are being revised to include altered routine 
uses, and are reprinted in their entirety.
    In accordance with the requirements of the Privacy Act, NSF has 
provided a report on the proposed systems of records to the Director of 
OMB, the Chairman, Committee on Governmental Affairs, and the Chairman, 
Committee on Government Operations.

EFFECTIVE DATE: Sections 552a(e) (4) and (11) of Title 5 of the U.S. 
Code require that the public have thirty days to comment on the routine 
uses of systems of records. The new routine uses that are the subject 
of this notice will take effect on March 21, 1994, unless modified by a 
subsequent notice to incorporate comments received from the public.

ADDRESSES: Written comments should be submitted to the NSF Privacy Act 
Officer, National Science Foundation, Division of Contracts, Policy and 
Oversight, 4201 Wilson Boulevard, room 485, Arlington, Virginia 22230.

    Dated: February 10, 1994.
Herman G. Fleming,
NSF Privacy Act Officer.
NSF-50
    Principal Investigator/Proposal File and Associated Records.
    Decentralized. There are numerous separate files maintained by 
individual NSF offices and programs. National Science Foundation, 4201 
Wilson Boulevard, Arlington, Virginia 22230.
    Each person that requests support from the National Science 
Foundation, either individually or through an academic institution.
    The name of the principal investigator, the proposal and its 
identifying number, supporting data from the academic institution or 
other applicant, proposal evaluations from peer reviewers, a review 
record, financial data, and other related material.
    44 U.S.C. 3101; 42 U.S.C. 1870.
    This system enables program offices to maintain appropriate files 
and investigatory material in evaluating applications for grants or 
other support. NSF employees may access the system to make decisions 
regarding which proposals to fund, and to carry out other authorized 
internal duties.
    Disclosure of information may be made:
    1. To qualified reviewers for their opinion and evaluation of 
applicants and their proposals as part of the application review 
process.
    2. To Federal government agencies in order to coordinate grant 
programs.
    3. To contractors, grantees, volunteers and other individuals who 
perform a service or work on a contract, grant, cooperative agreement, 
or job for the Federal Government.
    4. To the Department of Justice or the Office of Management and 
Budget for the purpose of obtaining advice on the application of the 
Freedom of Information Act or Privacy Act to the records.
    5. To 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.
    Various portions of the system are maintained on computer or in 
hard copy files, depending on the individual program office.
    Information can be accessed from the computer database by 
addressing data contained in the database, including individual names. 
An individual's name may be used to manually access material in 
alphabetized hard copy files.
    All records containing personal information are maintained in 
secured file cabinets or are accessed by unique passwords and log-on 
procedures. Only those persons with a need-to-know in order to perform 
their duties may access the information.
    File are maintained in accordance with approved record retention 
schedules. Awarded proposals are transferred to the Federal Records 
Center for permanent retention. Declined proposals are destroyed five 
years after they are closed out.
    Division Director of particular office or program maintaining such 
records, National Science Foundation, 4201 Wilson Boulevard, Arlington, 
Virginia 22230.
    The NSF Privacy Act Officer should be contacted in accordance with 
procedures set forth at 45 CFR part 613.
    See ``Notification Procedure'' above.
    See ``Notification Procedure'' above.
    Information is obtained from the principal investigator, academic 
institution or other applicant, peer reviewers, and others.
    The portions of this system consisting of investigatory material 
which would identify persons supplying evaluations of NSF applicants 
and their proposals have been exempted pursuant to 5 U.S.C. 552a(k)(5).
NSF-51
    Reviewer/Proposal File and Associated Records.
    Decentralized. There are numerous separate files maintained by 
individual NSF offices and programs. National Science Foundation, 420-1 
Wilson Boulevard, Arlington, Virginia 22230.
    Reviewers that evaluate Foundation applicants and their proposals, 
either by submitting comments through the mail or serving on review 
panels or site visit teams.
    The ``Reviewer/Proposal File and Associated Records'' system is a 
subsystem of the ``Principal Investigator/Proposal File and Associated 
Records'' system, and contains the reviewer's name, proposal title and 
its identifying number, and other related material.
    44 U.S.C. 3101; 42 U.S.C. 1870.
    This system enables program offices to reference specific reviewers 
and maintain appropriate files for use in evaluating applications for 
grants or other support. NSF employees may access the system to help 
select reviewers as part of the merit review process, and to carry out 
other authorized internal duties.
    Disclosure of information may be made:
    1. To Federal government agencies needing names of potential 
reviewers and specialists in particular fields.
    2. To contractors, grantees, volunteers and other individuals who 
perform a service or work on a contract, grant, cooperative agreement, 
or job for the Federal Government.
    3. To the Department of Justice or the Office of Management and 
Budget for the purpose of obtaining advice on the application of the 
Freedom of Information Act or Privacy Act to the records.
    4. To 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.
    Various portions of the system are maintained on computer or in 
hard copy files, depending on the individual program office.
    Information can be accessed from the computer database by 
addressing data contained in the database, including individual 
reviewer names. An individual's name may be used to manually access 
material in alphabetized hard copy files.
    All records containing personal information are maintained in 
secured filed cabinets or are accessed by unique passwords and log-on 
procedures. Only those persons with a need-to-know in order to perform 
their duties may access the information.
    File is cumulative and is maintained indefinitely.
    Division Director of particular office or program maintaining such 
records, National Science Foundation, 4201 Wilson Boulevard, Arlington, 
Virginia 22230.
    The NSF Privacy Act Officer should be contacted in accordance with 
procedures set forth at 45 CFR part 613.
    See ``Notification Procedure'' above.
    See ``Notification Procedure'' above.
    Information is obtained from the individual reviewers.
    None.
[FR Doc. 94-3616 Filed 2-16-94; 8:45 am]
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