[Federal Register Volume 61, Number 151 (Monday, August 5, 1996)]
[Notices]
[Pages 40663-40670]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-19851]


=======================================================================
-----------------------------------------------------------------------

NATIONAL SCIENCE FOUNDATION


Privacy Act of 1974: Systems of Records

SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the 
National Science Foundation (NSF) is providing notice of revisions to 
three systems and the establishment of five new systems. These 
revisions to current systems are being made to include altered and new 
routine uses, and to more accurately reflect the records contained 
therein. They are reprinted in their entirety. Five new systems have 
been established to more adequately reflect additional Foundation 
records covered by the Privacy Act requirements.
    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 Reform and Oversight.

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 thirty days from date of this 
publication (September 4, 1996), unless modified by a subsequent notice 
to incorporate comments received from the public.

COMMENTS: Written comments should be submitted to Herman G. Fleming, 
NSF Privacy Act Officer, National Science Foundation, Division of 
Contracts, Policy and Oversight, 4201 Wilson Boulevard, Room 485, 
Arlington, VA 22230.

    Dated: July 31, 1996.
Herman G. Fleming,
Privacy Act Officer.

    1. NSF Privacy Act System Being Revised. The following three 
systems of records have been altered to better describe the records 
contained therein and to include altered and additional routine uses. 
The records contained in NSF-37, ``U.S. Antarctic Research Program 
Field Participants,'' are covered by the routine uses contained in NSF-
36, ``Personnel Tracking System, (Antarctic).'' System-37 is hereby 
discontinued.
NSF-19
System name:
    Medical Examination Records for Service in the Polar Regions.
System location:
    National Science Foundation Health Services Office, 4201 Wilson 
Boulevard, Room 265-S, Arlington, VA 22230
    Antarctic Support Associates (ASA) and subcontractors, 61 Inverness 
Drive East, Suite 300, Englewood, CO 80112
    Force Medical Officer, Naval Support Force Antarctica (NSFA), Port 
Hueneme, CA and McMurdo Station, Antarctica
    Polar Ice Coring Office (PICO), University of Nebraska, Lincoln, 
Nebraska
Categories of individuals covered by the system:
    The system covers all individuals, including NSF employees, 
employees of the NSF civilian support contractors, other federal 
civilian employees, military personnel, and federal uniformed service 
employees (USPHS, NOAA, USCG), who have completed applications for 
positions requiring Antarctic deployment (all stations) and Arctic 
deployment, Greenland only; and individuals who have requested medical 
waivers.

    Note: Records concerning current and former federal employees 
are also covered by OPM/GOVT-10.

Categories of records in the system:
    All documents relating to the individual's medical screening 
process, including the individual's medical history; physical, dental, 
and psychological examination results; and requests for medical 
waivers.
Authority for maintenance of the system:
    16 U.S.C. 2401 et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.
Routine use 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) Staff of the Naval Support Force Antarctica or its Executive 
Agent involved in review of medical documentation to determine physical 
qualifications for Antarctica deployment;
    (2) NSF medical contractors and other medical professionals 
involved in reviewing medical documentation, on behalf of the NSF, to 
determine physical qualifications for deployment and waivers of medical 
conditions;
    (3) Office of Polar Programs contractors and their subcontractors 
who are involved in receipt, medical review and administrative 
processing of all medical records for individuals wishing to deploy to 
Antarctica or Greenland under the auspices of the U.S. Government.
    (4) A panel of medical experts convened for the purpose of looking 
at medical issues in the polar regions and advising the NSF on 
improvements to the system.
    (5) Federal, state, or local agencies, or foreign governments when 
disclosure is necessary to obtain records in connection with an 
investigation by the NSF;

[[Page 40664]]

    (6) Academic institutions and other employing organizations when 
the information is relevant to a decision made by the NSF in connection 
with a medical waiver request;
    (7) The personal physician or examining physician of the individual 
about whom the records pertain when disclosure is necessary to obtain 
additional information necessary to make a determination on initial 
qualification or medical waiver;
    (8) Family members when the individual seeking deployment is 
unreachable and additional information is needed in order to make a 
determination on a waiver request;
    (9) Principal investigators when field team members have requested 
medical waivers, academic institutions, and other employing 
organizations when the information concerns final determinations on 
waiver requests; and
    (10) 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.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in paper format. Records are kept in locked 
file cabinets or areas with limited access.
Retrievability:
    The records are retrieved by the name of the individual or by the 
individual's social security number.
Safeguards:
    These records are available only to those persons whose official 
duties require such access. They are kept in locked file cabinets or 
locations with limited access.
Retention and disposal:
    Except for those records covered by OMP/GOVT--10, records are 
destroyed approximately eight years after the individual's last 
Antarctic or Arctic deployment.
System manager(s) and address:
    Section Head, Polar Research Support Section, Office of Polar 
Programs. Point-of-contact: Safety and Health Officer, Office of Polar 
Programs, National Science Foundation, 4201 Wilson Boulevard, Room 755, 
Arlington, VA 22230.
Notification procedure:
    To determine whether this system of records contains a record 
pertaining to the requesting individual, write to the system manager at 
the above address.
Record access procedures:
    See notification procedure.
Contesting record procedures:
    Individuals desiring to contest or amend information maintained in 
this system of records should write to the system manager at the above 
address.
Record source categories:
    Information in these records is obtained from individuals who 
intend to deploy to Antarctica or to Greenland and from personal 
physicians and medical examiners of the deploying individuals; from NSF 
staff and NSF records; and from non-NSF persons and records, to the 
extent necessary to carry out the duties described in the NSF Medical 
Examination procedures. All individuals desiring to deploy to 
Antarctica or Greenland under the auspices of the National Science 
Foundation must provide the requested information.
System exempted from certain provisions of the Act:
    None.
NSF-36
System name:
    Personnel Tracking System (Antarctic).
System location:
    Antarctic Support Associates, 61 Inverness Drive East, Suite 300, 
Englewood, CO 80112.
Categories of individuals covered by the system:
    Individuals seeking entry to Antarctica under the auspices of the 
United States Antarctic Program.
Categories of records in the system:
    Records include documents related to the individual's deployment 
and/or redeployment to the Antarctic, including but not limited to home 
and business addresses, telephone numbers, passport and social security 
numbers, clothing sizes, emergency contact information, and medical and 
dental information. Records also include logistical and administrative 
information concerning Antarctic deployment and redeployment.
Authority for maintenance of the system:
    16 U.S.C. 2401, et. seq., 42 U.S.C. 1870, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Information from this system may be disclosed to:
    (1) Office of Polar Programs civilian contractors and their 
subcontractors in connection with their responsibilities for 
coordinating the administrative processing and tracking of persons 
deploying to Antarctica. These responsibilities include proper 
outfitting for deployment, facilitating medical clearances, 
coordinating cargo handling and tracking, and maintaining emergency 
contacts:
    (2) Naval Support Force Antarctica (NSFA) and Air National Guard 
medical personnel to track medical clearances;
    (3) Family members, or other persons designated by the deploying or 
deployed individual, in instances of emergency;
    (4) Other Federal agencies providing transport, search and rescue, 
and other logistical assistance to and from Antarctica. This will 
include manifest information for captains or pilots transporting U.S. 
Citizens to and from Antarctica (such as names, Social Security 
numbers, and other deployment information);
    (5) Other Federal agencies when the records are relevant to an 
agency decision with regard to disciplinary or other administrative 
actions concerning an employee;
    (6) Academic or other organizations when the records are relevant 
to an organizational decision with regard to disciplinary or other 
administrative action concerning an employee;
    (7) The Department of Justice or the Office of Management and 
Budget for consultation in processing Freedom of Information or Privacy 
Act requests;
    (8) 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.
    (9) Federal, state, or local agencies, or foreign governments, when 
disclosure is necessary to obtain records in connection with an 
investigation by the NSF; and

[[Page 40665]]

    (10) Representatives of the New Zealand government or other foreign 
governments when deployment involves travel through, or use of, New 
Zealand or other foreign government facilities, and the information is 
necessary to ensure safe and efficient deployment.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are stored in an electronic database.
Retrievability:
    The records are retrieved by name, social security number, or by 
other unique identifiers.
Safeguards:
    Access to records are limited to those persons with a need to know. 
The records are maintained in a database that is password protected.
Retention and disposal:
    The records are destroyed approximately eight years after the 
individual's last Antarctica deployment.
System manager(s) and address:
    Section Head, Polar Research Support Section, Office of Polar 
Program, National Science Foundation, 4201 Wilson Boulevard, Arlington, 
VA 22230.
Notification procedure:
    To determine whether this system of records contains records 
pertaining to the requesting individual, contact the NSF Privacy Act 
Officer in accordance with procedures found at 45 CFR part 613.
Record access procedures:
    See ``Notification procedure'' above.
Contesting record procedures:
    See ``Notification procedure'' above.
Record source categories.
    Information in these records is obtained from individuals seeking 
deployment to Antarctica, NSF employees, contractors, and uniformed 
service employees.
System exempted from certain provisions of the Act:
    None
NSF-48
System name:
    Telephone Call Detail Program Records
System location:
    Division of Information Systems, National Science Foundation, 4201 
Wilson Boulevard, Arlington, VA 22230.
Categories of individuals covered by the system:
    All employees (permanent, temporary, part or full time) and all 
contractors, sub-contractors, consultants, volunteers and other persons 
who use the National Science Foundation telephone system or who make 
telephone calls charged to NSF.
Categories of records in the system:
    Records relating to use of NSF telephones to place both local and 
long distance calls; records relating to NSF calling cards and ``800'' 
numbers; records indicating assignment of telephone extension numbers 
to employees and other covered individuals; and records relating to 
location of telephone extensions.
Authority for maintenance of the system:
    42 U.S.C. 1870: 44 U.S.C. 3101.
Purpose:
    The purpose of this system of records is to aid NSF in planning its 
future telecommunications needs, and to control agency telephone costs 
by ensuring that NSF telephones and calling cards are used for 
authorized purposes only and by determining individual accountability 
for telephone, calling cards and ``800'' number usage.
Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Records in this system may be disclosed to:
    1. Members of Congress or a Congressional office in response to an 
inquiry from that Member or office made at the request of the 
individual to whom the record pertains.
    2. Federal Government contractors, grantees, consultants, 
volunteers or other persons who have been engaged to assist the 
Government in the performance of a contract, grant, cooperative 
agreement or other activity related to this system of records and who 
need to have access to the records in order to perform the activity. 
Recipients are required to maintain the records in accordance with the 
requirements of the Privacy Act.
    3. Federal agencies that have requested information relevant to a 
decision in connection with the hiring or retention of an employee; the 
reporting of an investigation on an employee; the letting of a 
contract; or the issuance of a security clearance, license, grant, or 
other benefit by the requesting agency.
    4. Appropriate Federal, State, local or foreign agencies 
responsible for investigating, prosecuting, enforcing, or implementing 
a statue, rule, regulation or order, where there is an indication of a 
violation or potential violation of the statute, rule, regulation or 
order and the information disclosed is relevant to the matter.
    5. Department of Justice to the extent that each 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) 
as NSF employee in his/her individual capacity where the Department of 
Justice is representing or considering representation of the employee, 
or (d) the United States where NSF determines that the litigation is 
likely to affect the Agency.
    6. Appropriate Federal or State Court, or other adjudicative body 
or grand jury, or in an administrative or regulatory proceeding, to the 
extent that each disclosure is compatible with the purpose for which 
the record was collected and is relevant and necessary to the 
proceeding 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 
where the Department of Justice is representing or considering 
representation of the employee, or (d) the United States where NSF 
determines that the litigation is likely to affect the Agency. Such 
disclosures include, but are not limited to, those made in the course 
of presenting evidence, conducting settlement negotiations, and 
responding to requests for discovery.
    7. 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.
    8. Telecommunications company and/or the General Services 
Administration providing telecommunications support to verify billing 
or permit servicing the account.
    9. Current and former NSF employees, contractors, subcontractors, 
consultants, volunteers, and other persons to determine their 
individual responsibility for telephone calls.
Disclosure to Consumer Reporting Agencies.
    Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made from this 
system to a consumer reporting agency as defined in the Fair Credit 
system to a consumer reporting agency as defined

[[Page 40666]]

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)).
Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in system:
Storage:
    Records are maintained manually as hard copy in file folders, on 
diskettes and/or magnetic tapes.
Retrievability:
    Records are retrieved by originating and destination telephone 
numbers, responsible individuals, call date, call time, call duration, 
destination city and state, and calling charge.
Safeguards:
    Access to these records is limited to NSF employees, contractors, 
subcontractors, and other persons who are performing services on behalf 
of the NASF and have an official need for the records in the 
performance of their duties. Hard copy records are maintained in rooms 
that are locked during non-business hours. Automated records are 
protected from unauthorized access through password identification 
procedures and other system-based protection methods.
Retention and disposal:
    Records are disposed of in accordance with the National Archives 
and Records Administration, General Records Schedule 12.
System Manager(s) and Address:
    Director, Division of Information Systems, National Science 
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
Notification procedures:
    The NSF Privacy Act Officer should be contacted in accordance with 
procedures found at 45 CFR part 613. The system manager may require 
additional information to verify the ``need to know'' and identity of 
the requester.
Record access procedures:
    See ``Notification Procedures'' above.
Contesting record procedures:
    See ``Notification Procedures'' above.
Record source categories:
    NSF employees, contractors and other persons who are performing 
services on behalf of the agency; telephone assignment and locator 
records; GSA and other phone companies.
System exempted from certain provisions of the Act:
    None.
    2. Five New Privacy Act Systems of Records Being Established by 
NSF. NSF System of Records NSF-54, ``Reviewer/Fellowship and Other 
Awards File and Associated Records,'' is being established to 
incorporate all records maintained in administering the review of NSF 
Fellowship applications submitted to the Foundation. Four additional 
systems are also being established.
    The records are used to administer programs in the Polar Regions: 
(1) NSF-62, ``Antarctica Service Medals,'' (2) NSF-63, ``Diving Safety 
Records (Polar Regions),'' (3) NSF-64, ``Radiation Safety Records 
(Polar Regions),'' and (4) NSF-65, ``Accident and Injury Reports 
(Antarctic).''
NSF-54
System name:
    Reviewer/Fellowship and Other Awards File and Associated Records.
System location:
    Records are decentralized and maintained by individual NSF offices 
and programs. Some Fellowship reviewer records are maintained by 
contract, or currently: Oak Ridge Associated Universities, PO Box 3010, 
Oak Ridge, Tennessee 37831-2010.
Categories of individuals covered by the system:
    Reviewers that evaluate Foundation Fellowship or other applications 
or nominations, either by submitting comments through the mail or 
serving on review panels.
Categories of records in the system:
    The Reviewer/Fellowship and Other Awards File and Associated 
Records'' system is a subsystem of the Fellowship and Other Awards 
system (NSF-12), and contains the reviewer's name, nominator or 
applicant's name and identifying number, and other related material.
Authority for maintenance of the system:
    44 U.S.C. 3101; 42 U.S.C. 1869, 1870, 1880, 1881a and 20 U.S.C. 
3915.
Purpose(s):
    This system enables NSF program offices and contractors to 
reference specific reviewers and maintain appropriate files for use in 
evaluating applications for Fellowships, awards and other support. NSF 
employees and contractors may access the system to help select 
reviewers as part of the merit review process and to carry out other 
authorized internal duties.
Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Disclosure of information in this system may be made to:
    1. Federal government agencies needing names of potential reviewers 
and specialists in particular fields.
    2. Contractors, grantees, volunteers and other individuals who 
perform a service to or perform on or under a contract, grant, 
cooperative agreement, or other arrangement for the Federal government, 
as necessary to carry out their duties.
    3. 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. 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.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Various portions of the system are maintained on computer or in 
paper files. Certain Fellowship records are maintained on computer by 
the contractor.
Retrievability:
    Information can be accessed from the computer database by 
individual reviewer names or personal identifier. An individual's name 
may be used to manually access material in alphabetized paper files.
Safeguards:
    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.
Retention and disposal:
    File is cumulative and is maintained indefinitely.
System manager(s) and address:
    Division Director of particular office or program maintaining such 
records, National Science Foundation, 4201 Wilson Boulevard, Arlington, 
Virginia 22230.
Notification procedure:
    The NSF Privacy Act Officer should be contacted in accordance with 
procedures set forth at 45 CFR part 613.

[[Page 40667]]

Record access procedure:
    See ``Notification Procedure'' above.
Contesting record procedure:
    See ``Notification Procedure'' above.
Record source categories:
    Information is obtained from the individual reviewers, public 
documents such as American Men and Women in Science and recommendations 
from peers.
Systems exempted from certain provisions of the Act:
    None.
NSF-60
System name:
    Antarctica Service Medals.
System location:
    Office of Polar Programs, National Science Foundation, 4201 Wilson 
Boulevard, Room 755-S, Arlington, VA 22230.
Categories of individuals covered by the system:
    Civilian science and support personnel, including NSF employees and 
special participants, who were members of a U.S. Government sponsored 
expedition to Antarctica.
Categories of records in the system:
    Records include names, addresses, social security numbers, 
organization codes, length of deployment to the Antarctic, zip codes, 
station codes, number of winter-overs and status of award. The records 
are kept for the purpose of awarding Antarctica Service Medals to those 
who meet the eligibility requirements.
Authority for maintenance of the system:
    16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Information from this system may be disclosed to:
    (1) Federal agencies; academic institutions, contracting 
organizations whose employees are participants in the USAP program to 
provide information concerning status and eligibility requirements;
    (2) Contractors and their employees performing duties on behalf of 
NSF; Federal, state or local agencies, or foreign governments, when 
disclosure is necessary to obtain records in connection with an 
investigation of the Office of Polar Programs;
    (3) The Department of Justice or the Office of Management and 
Budget for consultation in processing Freedom of Information or Privacy 
Act requests; and
    (4) 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.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained in a computerized database and stored on a 
computer hard drive.
Retrievability:
    The records are retrieved from the database by the name of the 
subject or by the individual's social security number.
Safeguards:
    Access to records is limited to those persons with a need to know. 
Records are kept in a locked building, with security card access.
Retention and disposal:
    The files are kept indefinitely, pending adoption of a record 
retention schedule.
System manager(s) and address:
    Section Head, Antarctic Sciences Section, Office of Polar Programs 
4201 Wilson Boulevard, Arlington, VA 22230.
Notification procedure:
    To determine whether this system of records contains a record 
pertaining to the requesting individual, contact the NSF Privacy Act 
Officer, in accordance with procedures found at 45 CFR part 613.
Record access procedures:
    See ``Notification procedure'' above.
Contesting record procedures:
    See ``Notification procedure'' above.
Record source categories:
    Information in these records is obtained from personnel Tracking 
System reports generated by the Program's primary civilian support 
contractor, and other federal agencies.
System exempted from certain provisions of the Act:
    None.
NSF-61
System Name:
    Diving Safety Records (Polar Regions).
System location:
    Office of Polar Programs, National Science Foundation, 4201 Wilson 
Boulevard, Room 755-S, Arlington, VA 22230
    Antarctic Support Associates, 61 Inverness Drive East, Suite 300, 
Englewood, CO 80112
Categories of individuals covered by the system:
    Individuals who have submitted proposals to perform scientific 
diving in the polar regions, when support is provided by the Office of 
Polar Programs.
Categories of records in the system:
    All documents and correspondence related to the individual's 
request to do scientific diving in the polar regions.
Authority for maintenance of the system:
    16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Information from this system may be disclosed to:
    (1) The Diving Safety Officer (DSO) of the institution where the 
researcher originated;
    (2) The NSF Diving Safety Officer when the officer requires such 
information in the conduct of his duties for the Office of Polar 
Programs (OPP);
    (3) The University of California, San Diego, where the divers go 
for certification and training;
    (4) OPP's civilian support contractors and their subcontractors in 
connection with their responsibilities for safe diving procedures;
    (5) The Principal Investigator responsible for individual divers;
    (6) The members of the United States Antarctic Program (USAP) 
Diving Control Board when the members require such information in the 
conduct of their duties;
    (7) Academic institutions or other organizations involved in 
compliance with OPP and United States policies on scientific diving;
    (8) Other Federal agencies when the records are relevant to an 
agency decision with regard to disciplinary or other administrative 
action concerning their employee(s);
    (9) Academic or other organizations when the records are relevant 
to an organizational decision with regard to disciplinary or other 
administrative action concerning their employee(s)

[[Page 40668]]

    (10) The Department of Justice or the Office of Management and 
Budget for consultation in processing Freedom of Information or Privacy 
Act requests;
    (11) 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.
    (12) Federal, state or local agencies, or foreign governments, when 
disclosure is necessary to obtain records in connection with an 
investigation by the NSF.
    (13) Other Federal agencies such as Department of Defense or U.S. 
Secret Service whose facilities and assistance may be sought in 
training individuals to dive in the polar regions, or who are involved 
in enforcing or implementing USAP and United States policies on 
scientific diving.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Some of the records are maintained in paper format in file folders 
and are kept in file cabinets; other records are kept electronically.
Retrievability:
    The records are retrieved by the last name of the individuals diver 
or by a unique control number assigned to each Principal Investigator's 
scientific project.
Safeguards:
    Access to records are limited to those persons with a need to know. 
Records are kept in locked buildings, with security card access.
Retention and disposal:
    The records are kept indefinitely, pending adoption of a record 
retention schedule.
System manager(s) and address:
    Section Head, Polar Research Support Section, Office of Polar 
Programs, National Science Foundation, 4201 Wilson Boulevard, 
Arlington, VA 22230. Point of contact: Safety and Health Officer, 
Office of Polar Programs.
Notification procedure:
    To determine whether this system of records contains records 
pertaining to the requesting individual, contact the NSF Privacy Act 
Officer in accordance with procedures found at 45 CFR part 613.
Record access procedures:
    See ``Notification procedure'' above.
Contesting record procedures:
    See ``Notification procedure'' above.
Record source categories:
    Information in these records is obtained from the proposal for 
divers, NSF staff and NSF records, from contractors performing duties 
for the USAP; from other federal agencies; and from institution diving 
safety officers.
System exempted from certain provisions of the Act:
    None.
NSF-62
System name:
    Radiation Safety Records (Polar Regions).
System location:
    Office of Polar Programs, National Science Foundation, 4201 Wilson 
Boulevard, Room 755-S, Arlington, VA 22230
    Antarctic Support Associates, 61 Inverness Drive East, Suite 300, 
Englewood, CO 80112
Categories of individuals covered by the system:
    Individuals who have requested to use radioisotopes in the conduct 
of scientific research or support activities in the polar regions, when 
support is provided by the Office of Polar Programs.
Categories of records in the system:
    Records include all documents and correspondence related to the 
individual's request to use radioisotopes in the polar region, 
including the individual's name, title, organizational affiliation, 
work address, E-mail address, name of supervisor, and other necessary 
work information; certification of radiation safety training; 
radioisotope use protocol, types of radionuclides to be used, proposal 
number, event number, social security number, license and license 
number and related documents.
Authority for maintenance of the system:
    16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Information from this system may be disclosed to:
    (1) The Radiation Safety Officer (RSO) of the institution where the 
researcher originated;
    (2) Federal agencies involved in enforcing or implementing Office 
of Polar Programs (OPP) and United States policies on use of 
radioisotopes;
    (3) Academic institutions or other organizations involved in 
compliance with OPP and United States policies on use of radioisotopes;
    (4) Other Federal agencies when the records are relevant to an 
agency decision with regard to disciplinary or other administrative 
action concerning their employee(s);
    (5) Academic or other organizations when the records are relevant 
to an organizational decision with regard to disciplinary or other 
administrative action concerning their employee(s)
    (6) OPP's civilian support contractors and their subcontractors 
when they are responsible for the safe transport, storage, handling, 
distribution, tracking, retrieval, reporting and disposal of 
radioactive materials and resultant hazardous waste;
    (7) The institution where the researcher originated in the event 
violations involving the mishandling or misuse of radioactive materials 
or any resultant hazardous waste are alleged against the institution or 
researcher;
    (8) The Department of Justice or the Office of Management and 
Budget for consultation in processing Freedom of Information or Privacy 
Act requests;
Retrievability:
    The records are retrieved by the last name of the individual or by 
a unique control number assigned to each investigator's scientific 
project.
Safeguards:
    The records are available only to those persons whose official 
duties require such access. Records are kept in locked buildings, with 
security card access.
Retention and disposal:
    The records are kept indefinitely, pending adoption of a record 
retention schedule.
System manager(s) and address:
    Section Head, Polar Research Support Section, Office of Polar 
Programs, National Science Foundation, 4201 Wilson Boulevard, 
Arlington, VA 22230. Point of contact: Safety and Health Officer, 
Office of Polar Programs.

[[Page 40669]]

Notification procedure:
    To determine whether this system of records contains records 
pertaining to the requesting individual, contact the NSF Privacy Act 
Officer in accordance with procedures found at 45 CFR part 613.
Record access procedures:
    See ``Notification procedure'' above.
Contesting record procedures:
    See ``Notification procedure'' above.
Record source categories:
    Information in these records is obtained from applicants for 
radioisotope usage, NSF staff and NSF records, and from contractors 
performing duties for NSF; from other federal agencies; and from 
institution radiation safety officers.
System exempted from certain provisions of the Act.
    None.
NSF-63
System name:
    Accident and Injury Reports (Antarctic).
System location:
    Office of Polar Programs, National Science Foundation, 4201 Wilson 
Boulevard, Room 755S, Arlington, VA 22230
    Antarctic Support Associates (ASA), and subcontractors, Inverness 
Drive East, Suite 300, Englewood, CO 80112
    Force Medical Officer, Naval Support Force Antarctica (NSFA), Port 
Hueneme, CA and McMurdo Station, Antarctica
Categories and individuals covered by the system:
    All persons deploying to Antarctica through the US Antarctic 
Program who are injured or become involved in an accident while in 
Antarctica. These individuals may be civilian or federal employees; 
military; other federal uniformed service employees; and official 
visitors from the U.S. Congress, the White House, the State Department, 
or other federal organizations or foreign governments, tourists or 
foreign visitors.

    Note: Records concerning current and former federal employees 
are also covered by OPM/GOVT-10.
Categories of records in the system:
    Reports of both work and non-work related injuries or accidents 
including the nature of the injury or accident, the medical treatment, 
prognosis, circumstances leading to the injury or accident, when the 
injury occurred, witnesses, remedies for future prevention. Records 
include name, social security number, type of accident, date, time and 
location, diagnosis, treatment, prognosis, name(s) of witnesses, 
supervisor, circumstances, disability (if any), and other related 
information.
Authority for maintenance of the system:
    16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101
Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Information from this system may be disclosed to:
    (1) The ASA Station Manager, the individual's supervisor and 
department head when their official duties require notification;
    (2) Federal agencies involved in enforcing or implementing USAP and 
US policies on occupational safety and health;
    (3) Academic institutions and other organizations involved in 
compliance with USAP safety and health policies and procedures;
    (4) Federal agencies when the records are relevant to an agency 
decision with regard to disciplinary or other administrative action 
concerning a Federal employee;
    (5) Contractors and subcontractors for the USAP when the contractor 
or subcontractor is responsible for implementing safety and health 
procedures;
    (6) The NSFA Safety Officer, where uniformed service employees are 
involved;
    (7) The individual's supervisor(s) for the purposes of determining 
cause and applying corrective measures for accident and injury 
prevention;
    (8) Academic or other organizations where the records are relevant 
to an organizational decision with regard to disciplinary or other 
administrative action concerning their employee(s);
    (9) Federal, state of local agencies, or foreign governments, when 
disclosure is necessary to obtain records in connection with an 
investigation of the Office of Polar Programs;
    (10) Other federal agencies such as Department of Defense or 
Department of Labor where statistics on work-related accidents and 
injuries are maintained;
    (11) Persons, including witnesses, who may have information, 
documents or knowledge relevant to accident or injury investigations in 
order to obtain additional information;
    (12) Awardee institutions or organizations in the event that 
violations are alleged against the institution or researchers in 
connection with investigation or enforcement proceedings;
    (13) Contractors, in the event a violation is alleged against the 
contractor, its employees, or its subcontractors in connection with 
investigation or enforcement proceedings;
    (14) Contractors and their employees performing duties on behalf of 
the agency when relevant to the performance of their duties;
    (15) The Department of Justice and the Office of Management and 
Budget for consultation in processing Freedom of Information or Privacy 
Act requests; and
    (16) 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; (d) the United States, when NSF determines that litigation is 
likely to affect the Agency.
Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper records are stored in secured file cabinets in the Office of 
Polar Programs, Room 755-S, electronic records are stored on floppy 
diskettes and in password protected archives. ASA, its subcontractor, 
and NSFA maintain records electronically.
Retrievability:
    The records are retrieved by the name of the individual involved in 
the accident or by a unique personal identifier assigned to that 
individual.
Safeguards:
    These records are available only to those persons whose official 
duties require such access. The records are kept in limited access 
areas during duty hours and in locked file cabinets at other times. The 
electronic records are stored in password protected computer files.
Retention and disposal:
    Except for those records covered by OPM/GOVT-10, records are 
destroyed approximately eight years after the individual's last 
Antarctic deployment.

[[Page 40670]]

System manager(s) and address:
    Section Head, Polar Research Support Section, Office of Polar 
Programs, 4210 Wilson Boulevard, Arlington, VA 22230.
Notification procedure:
    To determine whether this system of records contains a record 
pertaining to the requesting individual, contact the NSF Privacy Act 
Officer, in accordance with procedures found at 45 CFR part 613.
Record access procedures:
    See ``Notification procedure'' above.
Contesting record procedures:
    See ``Notification procedure'' above.
Record source categories:
    Information in these records is obtained from injured individuals; 
from individuals involved in accidents; witnesses to the accidents or 
injuries, NSF staff and NSF records, from electronic mail messages, 
from contractors performing duties for the U.S. Government, and from 
the USAP medical clinics.
System exempted from certain provisions of the Act:
    None.

[FR Doc. 96-19851 Filed 8-2-96; 8:45 am]
BILLING CODE 7555-01-M