[Federal Register Volume 68, Number 231 (Tuesday, December 2, 2003)]
[Notices]
[Pages 67392-67397]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-29990]


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 Notices
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 ________________________________________________________________________
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 This section of the FEDERAL REGISTER contains documents other than rules 
 or proposed rules that are applicable to the public. Notices of hearings 
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  Federal Register / Vol. 68, No. 231 / Tuesday, December 2, 2003 / 
Notices  

[[Page 67392]]



DEPARTMENT OF AGRICULTURE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, USDA.

ACTION: Notice of revision of Privacy Act systems of records.

-----------------------------------------------------------------------

SUMMARY: Notice is hereby given that the United States Department of 
Agriculture (USDA) is revising three Privacy Act (PA) systems of 
records, is deleting one system of records, and proposes to create a 
new system of records entitled ``Current Research Information System,'' 
USDA/CSREES-4, maintained by the Cooperative State Research, Education, 
and Extension Service (CSREES).

EFFECTIVE DATE: This notice will be adopted without further publication 
in the Federal Register on January 12, 2004 unless modified by a 
subsequent notice to incorporate comments received from the public. 
Comments must be received by the contact person listed below on or 
before January 2, 2004.

FOR FURTHER INFORMATION CONTACT: Valerie N. Herberger, FOIA/PA 
Coordinator, ARS, USDA, 5601 Sunnyside Avenue, Beltsville, MD 20705-
5128; Telephone (301) 504-1640; Facsimile (301) 504-1648; Electronic 
mail [email protected].

SUPPLEMENTARY INFORMATION: Pursuant to the PA, 5 U.S.C. 552a, USDA 
hereby takes the following action:
    I. Three systems of records maintained by CSREES are being revised 
for the following reasons:
    1. USDA/CSREES-1, ``Current Research Information System.'' The 
purposes of this revision to the system of records are to (1) change 
the designation from USDA/CSRS-1 to USDA/CSREES-1; (2) reflect 
organizational changes; (3) identify changes to system location, 
categories of individuals covered by the system, purpose, record 
storage, retrievability, safeguards, notification procedures, and 
record access procedures; (4) delete three routine uses no longer 
necessary or compatible with the purpose for which information was 
collected; and (5) add a new routine use.
    2. USDA/CSREES-2, ``International Programs Recruitment Roster.'' 
The purposes of this revision to the system of records are to (1) 
change the designation from USDA/ES-1 to USDA/CSREES-2; (2) reflect 
organizational changes; (3) identify changes to system name and 
location, categories of records in the system, addresses for system 
manager and notification procedures, retention and disposal, and delete 
one routine use that is not a required routine use.
    3. USDA/CSREES-3, ``State Cooperative Extension Service 
Employees.'' The purposes of this revision to the system of records are 
to (1) change the designation from USDA/ES-3 to USDA/CSREES-3; (2) 
reflect organizational changes; (3) identify changes to system 
location, categories of records in the system, safeguards, system 
manager address, and storage; and (4) add three routine uses.
    II. One System of Records is being added as follows:
    1. USDA/CSREES-4, ``CSREES Grants System.'' The purpose of this new 
system of records is to enable program offices to reference reviewers 
and maintain appropriate files and supporting material in processing, 
evaluating, and managing applications for grants or other support, 
including completing awards and distributing funds.
    III. One System of Records is being deleted as follows:
    1. USDA/ES-2, ``Cooperative Extension Personnel Records System.'' 
This system is being deleted because these records are no longer 
relevant and necessary to accomplish a purpose of the Agency and the 
records are no longer maintained by USDA.
    A Privacy Act Systems Report relating to the proposed changes and 
new system required by 5 U.S.C. 552a(r), as implemented by OMB Circular 
A-130, was sent to the Administrator, Office of Information and 
Regulatory Affairs, Office of Management and Budget; the Chairwoman, 
Committee on Governmental Affairs, United States Senate; and the 
Chairman, Committee on Government Reform and Oversight, U.S. House of 
Representatives.

    Signed at Washington, DC, on November 20, 2003.
Ann M. Veneman,
Secretary of Agriculture.

Privacy Act System ``Current Research Information System,'' USDA/
CSREES-1 Report

    The purpose of this system of records is to document the research 
activities of the USDA/State agricultural research system for various 
reporting purposes as well as to provide ready access to research 
information.
    The revisions to the system of records are to change the 
designation from USDA/CSRS-1 to USDA/CSREES-1; reflect organizational 
changes; identify changes to system location, categories of individuals 
covered by the system, purpose, record storage, retrievability, 
safeguards, notification procedures, and record access procedures; 
delete three routine uses no longer necessary or compatible with the 
purpose for which information was collected, and add a new routine use.
    The authorities for maintaining this system of records are 7 U.S.C. 
361 a-i; 7 U.S.C. 3222; 7 U.S.C. 450; 7 U.S.C. 7621; 7 U.S.C. 7626; 7 
U.S.C. 3152; 7 U.S.C. 3241; 7 U.S.C. 5811; and 7 U.S.C. 343.
    Use of this system, as established, should not result in 
infringement of any individual's right to privacy.
    Access to technical records are maintained on the CRIS Web site 
(http://cris.csrees.usda.gov) and available to anyone. Financial 
records will be in a safeguarded environment with access only by 
authorized personnel.
    The system provides for one new routine use release, as follows:
    Routine use 1 permits disclosure of the technical records in this 
system to the general public in order to inform them of agricultural 
related research, plan future research activities, avoid costly 
duplication of research, and establish valuable contacts within the 
research community.
    The revised system of records will not be exempt from any 
provisions of the Privacy Act.

[[Page 67393]]

USDA/CSREES-1

System Name:
    Current Research Information System (CRIS), USDA/CSREES-1.

System Location:
    USDA, CSREES/ISTM/CRIS, Waterfront Centre, 800 9th Street, SW, 
Washington, DC 20024.

Categories of Individuals Covered by the System:
    Scientists listed on research projects entered into the CRIS.

Categories of Records in the System:
    The system consists of research projects of USDA agencies and 
CSREES grant recipients, and research projects of those State 
institutions receiving CSREES administered funds in support of 
research.

Authority for Maintenance of the System:
    7 U.S.C. 361 a-i; 7 U.S.C. 3222; 7 U.S.C. 450; 7 U.S.C. 7621; 7 
U.S.C. 7626; 7 U.S.C. 3152; 7 U.S.C. 3241; 7 U.S.C. 5811; and 7 U.S.C. 
343.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    Technical records in this system may be disclosed to: (1) The 
general public in order to inform them of agricultural related 
research, plan future research activities, avoid costly duplication of 
research, and establish valuable contacts within the research 
community. Technical and financial records in this system may be 
disclosed to: (2) research scientists and Administrators of all 
governmental agencies and affiliated institutions in connection with 
information retrieval requests in special subject areas; (3) the 
Department of Justice when: (a) The agency or any component thereof; or 
(b) any employee of the agency in his or her official capacity where 
the Department of Justice has agreed to represent the employee; or (c) 
the United States Government is a party to litigation or has an 
interest in such litigation, and by careful review, the agency 
determines that the records are both relevant and necessary to the 
litigation and the use of such records by the Department of Justice is 
therefore deemed by the agency to be for a purpose that is compatible 
with the purpose for which the agency collected the records; (4) an 
appropriate agency, whether Federal, State, or local, charged with the 
responsibility of investigating or prosecuting a violation of law or 
rule, regulation, or order issued pursuant thereto, when information 
available 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 rule, regulation, 
or order issued pursuant to such statute; (5) in response to a request 
for discovery or appearance of a witness, to the extent that what is 
disclosed is relevant to the subject matter involved in a pending 
judicial or criminal proceeding or in response to a subpoena issued in 
a proceeding before a court or adjudicative body, to the extent that 
the records requested are relevant to the proceedings; (6) a Member of 
Congress or to a Congressional staff member in response to an inquiry 
of the Congressional office made at the written request of the 
constituent about whom the record is maintained.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Technical records are maintained on the CRIS Web site (http://cris.csrees.usda.gov). Financial records are maintained on computer 
tapes and on other electronic media at the CRIS offices, the National 
Archives, and at the USDA National Computer Center, Kansas City.

Retrievability:
    Records can be retrieved by name or project leader or co-
investigator or any other data field.

Safeguards:
    Access to the technical records in this system is available, via 
the Web site, to anyone. The financial records will be in a safeguarded 
environment with access only by authorized personnel.

Retention and Disposal:
    Financial and classification records are maintained indefinitely by 
CRIS and the National Archives. Project information is maintained for 
two years following termination of the project.

System Manager(s) and Address:
    Deputy Administrator, ISTM, USDA-CSREES, Stop 2270, 1400 
Independence Avenue, SW, Washington, DC 20250-2270. The address for 
express mail or overnight courier service is: Deputy Administrator, 
ISTM, USDA-CSREES, Waterfront Centre, 800 9th Street, SW, Washington, 
DC 20024.

Notification Procedures:
    Any individual may request information regarding this system of 
records or information as to whether the system contains records 
pertaining to such individual from the System Manager or can access the 
CRIS Web site.

Record Access Procedures:
    Any individual may gain access to a record in the system that 
pertains to such individual by submitting a written request to the 
System Manager or by accessing the CRIS Web site.

Contesting Record Procedures:
    Any individual may contest a record in the system that pertains to 
such individual by submitting written information to the System 
Manager.

Record Source Categories:
    Information in this system comes from USDA research agencies and 
other institutions receiving CSREES administered funds for research.

Exemptions Claimed for the System:
    None.
Privacy Act System ``International Programs Recruitment Roster,'' USDA/
CSREES-2 Report
    The purpose of this system of records is to have access to 
information on university personnel at cooperating institutions who 
have expressed an interest in participating in international activities 
carried out through CSREES. The computerized roster will allow CSREES, 
International Programs to quickly identify qualified candidates for 
overseas assignments and/or to utilize them as resources for 
International Programs office to search records according to skills and 
experience in order to meet staffing needs for foreign technical 
assistance activities. The revisions to the system of records are to 
change the designation from USDA/ES-1 to USDA/CSREES-2; reflect 
organizational changes; identify changes to system name and location, 
categories of records in the system, address for system manager and 
notification procedures, retention and disposal, and delete one routine 
use which is not a required routine use.
    The authorities for maintaining this system of records are sections 
296 and 297 of the Foreign Assistance Act of 1961, Pub. L. 87-195, 75 
Stat. 424; and section 1458 of the National Agricultural Research, 
Extension, and Teaching Policy Act of 1977, 7 U.S.C. 301 et seq.
    Use of the system, as established, should not result in 
infringement of any individual's right to privacy. While the 
information in this system will be made available to international 
organizations, Department of Justice, Federal, State, and local 
agencies, and Members of Congress as necessary, all individuals about 
whom information in this system

[[Page 67394]]

is maintained will voluntarily submit the information for the expressed 
interest in participating in international activities carried out 
through CSREES.
    On-line access to International Programs Recruitment Roster data is 
controlled by password protection. Information stored in file folders 
will be stored in locked file cabinets. Access to these records will be 
limited to authorized personnel.
    The revised system of records will not be exempt from any 
provisions of the Privacy Act.
USDA/CSREES-2

System Name:
    International Programs Recruitment Roster, USDA/CSREES-2.

System Location:
    Cooperative State Research, Education, and Extension Service 
(CSREES), International Programs, USDA, Waterfront Centre, 800 9th 
Street, SW., Washington, DC 20024.

Categories of Individuals Covered by the System:
    Cooperating university personnel interested in overseas 
assignments.

Categories of Records in the System:
    Personal data identifying the individual, such as name, address, 
university, telephone number, and e-mail address; summary background 
information categorized under headings, such as subject matter 
experience, commodity experience, functional experience, clientele 
experience, ecosystems experience, production systems experience, scope 
of experience, international experience, education and language 
proficiency; preferred length of assignment (short-, mid- or long-
term); and personal resume.

Authority for Maintenance of the System:
    Sections 296 and 297 of the Foreign Assistance Act of 1961, Pub. L. 
87-195, 75 Stat. 424, as added by section 312 of the International 
Development and Food Assistance Act of 1975, Pub. L. 94-161, 89 Stat. 
849; and section 1458 of the National Agricultural Research, Extension, 
and Teaching Policy Act of 1977, 7 U.S.C. 301 et seq., as amended by 
section 1436 of the Agriculture and Food Act of 1981, Pub. L. 97-98, 95 
Stat. 1213.

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) To international 
organizations seeking university personnel for placement in overseas 
projects and assignments; (2) the Department of Justice when: (a) The 
agency or any component thereof; or (b) any employee of the agency in 
his or her official capacity where the Department of Justice has agreed 
to represent the employee; or (c) the United States Government is a 
party to litigation or has an interest in such litigation, and by 
careful review, the agency determines that the records are both 
relevant and necessary to the litigation and the use of such records by 
the Department of Justice is therefore deemed by the agency to be for a 
purpose that is compatible with the purpose for which the agency 
collected the records; (3) an appropriate agency, whether Federal, 
State, or local, charged with the responsibility of investigating or 
prosecuting a violation of law or rule, regulation, or order issued 
pursuant thereto, when information available 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 rule, regulation, or order issued pursuant to such 
statute; (4) in response to a request for discovery or appearance of a 
witness, to the extent that what is disclosed is relevant to the 
subject matter involved in a pending judicial or criminal proceeding or 
in response to a subpoena issued in a proceeding before a court or 
adjudicative body, to the extent that the records requested are 
relevant to the proceedings; and (5) a Member of Congress or to a 
Congressional staff member in response to an inquiry of the 
Congressional office made at the written request of the constituent 
about whom the record is maintained.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    International Programs Recruitment Roster records are stored on a 
shared office computer drive and in file folders.

Retrievability:
    Records can be accessed on the computer by individual name, 
university affiliation, preferred length of duty or keywords and 
phrases under any of the experience categories. Resumes will be filed 
by name in alphabetical order in file folders.

Safeguards:
    On-line access to International Programs Recruitment Roster data is 
controlled by password protection. Information stored in file folders 
will be stored in locked file cabinets. Access to these records will be 
limited to authorized personnel.

Retention and Disposal:
    Applicant information will remain on the system for a period of 3 
years. At the end of each year the applicant will have the option to 
remain on the system for the following year, and make any needed 
changes in his/her file, or be dropped from the roster. At anytime 
during the year, the applicant may request that his/her files be 
removed from the system. Data for disposal is deleted from the computer 
memory.

System Manager(s) and Address:
    Director, International Programs, USDA-CSREES-SERD, Stop 2203, 1400 
Independence Avenue, SW., Washington, DC 20250-2203. The address for 
express mail or overnight courier service is: Director, International 
Programs, USDA-CSREES-SERD, Waterfront Centre, 800 9th Street, SW., 
Washington, DC 20024.

Notification Procedure:
    An individual may request information regarding this system of 
records or information as to whether the system contains records 
pertaining to such individual from the System Manager. A request for 
information regarding an individual should include the individual's 
full name and address. Before any information about an individual is 
released, the System Manager may require the individual to provide 
proof of identity or require the requester to furnish an authorization 
from the individual to permit release of information.

Record Access Procedures:
    An individual may gain access to a record in the system that 
pertains to such individual by submitting a written request to the 
System Manager.

Contesting Record Procedures:
    Same as notification procedures.

Record Source Categories:
    Records in this system come from documents submitted by the 
individual directly for the purpose of inclusion in the International 
Programs Recruitment Roster.

Exemptions Claimed for the System:
    None.
Privacy Act System ``State Cooperative Extension Service Employees,'' 
USDA/ CSREES-3 Report
    The purpose of this system of records is to generate the annual 
Salary Analyses Report that is used as a management tool for salary and 
pay

[[Page 67395]]

purposes, as well as for historical purposes. Cooperative Extension 
Service (CES) employee records are permanently maintained in the CES 
Personnel Information System database of CSREES. This database contains 
personnel information dated since 1922 and is maintained by the 
Agricultural Research Service, Human Resources Division.
    The purposes of this revision to the system of records are to 
change the designation from USDA/ES-3 to USDA/CSREES-3; reflect 
organizational changes; identify changes to system location, categories 
of records in the system, safeguards, system manager address, and 
storage; and add three routine uses.
    The authorities for maintaining this system of records are 7 U.S.C. 
341, et seq.
    Use of this system, as established, should not result in 
infringement of any individual's right to privacy. While the 
information in this system will be made available to MSB-HRD staff, 
Department of Justice, Federal, State and local agencies, and Members 
of Congress as necessary, all individuals about whom information in 
this system is maintained will voluntarily submit the information for 
the purpose of generating the annual Salary Analyses Report.
    Authorization must be obtained from the Administrator, CSREES, or 
the Chief Metropolitan Services Branch (MSB), Human Resources Division 
(HRD), Agricultural Research Service, before information is released. 
All printed matter is kept in locked rooms.
    The system provides for three new routine use releases, as follows:
    Routine use 1 permits disclosure to the Department of Justice when 
the agency or any component thereof, or any employee of the agency in 
his or her official capacity where the Department of Justice has agreed 
to represent the employee, or the United States Government is a party 
to a litigation or has an interest in such litigation and it is 
determined that the records are both relevant and necessary to the 
litigation.
    Routine use 2 permits disclosure to an appropriate agency, whether 
Federal, State, or local, charged with the responsibility of 
investigating or prosecuting a violation of law or rule, regulation, or 
order issued when information available indicates a violation or 
potential violation of law.
    Routine use 3 permits disclosure in response to a request for 
discovery or appearance of a witness, to the extent that what is 
disclosed is relevant to the subject matter involved in a pending 
judicial or criminal proceeding or in response to a subpoena issued in 
a proceeding before a court or adjudicative body, to the extent that 
the records requested are relevant to the proceedings.
    The revised system of records will not be exempt from any 
provisions of the Privacy Act.
USDA/CSREES-3

System Name:
    State Cooperative Extension Service Employees, USDA-CSREES-3.

System Location:
    USDA-ARS-HRD-MSB, CES Team, Portals Building, 1280 Maryland Avenue, 
SW, Washington, DC 20024.

Categories of Individuals Covered by the System:
    All professional employees of the State Cooperative Extension 
Service from 1968 to present.

Categories of Records in the System:
    Personnel and payroll information on professional Cooperative 
Extension Service employees.

Authority for Maintenance of the System:
    7 U.S.C. 341, et seq.

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) The Department of 
Justice when: (a) The agency or any component thereof; or (b) any 
employee of the agency in his or her official capacity where the 
Department of Justice has agreed to represent the employee; or (c) the 
United States Government is a party to litigation or has an interest in 
such litigation, and by careful review, the agency determines that the 
records are both relevant and necessary to the litigation and the use 
of such records by the Department of Justice is therefore deemed by the 
agency to be for a purpose that is compatible with the purpose for 
which the agency collected the records; (2) an appropriate agency, 
whether Federal, State, or local, charged with the responsibility of 
investigating or prosecuting a violation of law or rule, regulation, or 
order issued pursuant thereto, when information available 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 rule, regulation, or order issued 
pursuant to such statute; (3) in response to a request for discovery or 
appearance of a witness, to the extent that what is disclosed is 
relevant to the subject matter involved in a pending judicial or 
criminal proceeding or in response to a subpoena issued in a proceeding 
before a court or adjudicative body, to the extent that the records 
requested are relevant to the proceedings; and (4) a Member of Congress 
or to a Congressional staff member in response to an inquiry of the 
Congressional office made at the written request of the constituent 
about whom the record is maintained.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Records are maintained in an electronic database at the USDA-ARS-
HRD-MSB, Portals Building, 1280 Maryland Avenue, SW, Washington, DC 
20024.

Retrievability:
    Records can be retrieved by social security number or other unique 
State identifying number.

Safeguards:
    Authorization must be obtained from the Administrator, CSREES, or 
the Chief, MSB-HRD, ARS, before information is released. All printed 
matter is kept in locked rooms.

Retention and Disposal:
    Records are retained indefinitely.

System Manager(s) and Address:
    Personnel and Data Information Specialist, USDA-ARS-HRD-MSB, CES 
Team, Portals Building, 1280 Maryland Avenue, SW, Washington, DC 20024.

Notification Procedures:
    Any individual may gain access to a record in the system that 
pertains to such individual by submitting a written request to the 
System Manager.

Record Access Procedures:
    Any individual may obtain information as to the procedures for 
gaining access to a record in the system that pertains to such 
individual by submitting a written request to the System Manager.

Contesting Record Procedures:
    Any individual may contest a record in the system that pertains to 
such individual by submitting written information to the System 
Manager.

Record Source Categories:
    Information in this system comes primarily from the employee with 
additional data provided by the employee's personnel office.

Exemptions Claimed for the System:
    None.

[[Page 67396]]

Privacy Act System ``CSREES Grants System,'' USDA/CSREES-4 Report
    The purpose of this new system of records is to enable program 
offices to reference reviewers and maintain appropriate files and 
supporting material in processing, evaluating, and managing 
applications for grants or other support, including completing awards 
and distributing funds. CSREES employees may access the system to make 
decisions regarding proposals and to perform any other authorized 
internal duties.
    The authority for maintaining this system of records is the 
National Agricultural Research, Extension, and Teaching Policy Act of 
1977; 7 U.S.C. 3318.
    Use of this system, as established, should not result in 
infringement of any individual's right to privacy. While the 
information in this system will be made available to Federal, State, 
and local agencies, individuals assisting CSREES staff, Department of 
Justice, and Members of Congress as necessary, all individuals about 
whom information in this system is maintained will voluntarily submit 
the information for the purpose of submitting proposals to CSREES and 
for evaluating applicants and their proposals.
    The records are maintained on system file servers and paper files. 
All records containing personal information are maintained in secured 
file cabinets or are accessed by unique passwords and log-on 
procedures.
    The system provides for seven types of routine use releases, as 
follows:
    Routine use 1 permits disclosure to federal agencies needing names 
of potential reviewers or specialists in particular fields.
    Routine use 2 permits disclosure to individuals assisting CSREES 
staff, either through grant or contract, in the performance of their 
duties.
    Routine use 3 permits disclosure to federal agencies as part of the 
Presidential Management Initiative, E-Grants.
    Routine use 4 permits disclosure to the Department of Justice when 
the agency or any component thereof, or any employee of the agency in 
his or her official capacity where the Department of Justice has agreed 
to represent the employee, or the United States Government is a party 
to a litigation or has an interest in such litigation and it is 
determined that the records are both relevant and necessary to the 
litigation.
    Routine use 5 permits disclosure to an appropriate agency, whether 
Federal, State, or local, charged with the responsibility of 
investigating or prosecuting a violation of law or rule, regulation, or 
order issued when information available indicates a violation or 
potential violation of law.
    Routine use 6 permits disclosure in response to a request for 
discovery or appearance of a witness, to the extent that what is 
disclosed is relevant to the subject matter involved in a pending 
judicial or criminal proceeding or in response to a subpoena issued in 
a proceeding before a court or adjudicative body, to the extent that 
the records requested are relevant to the proceedings.
    Routine use 7 permits disclosure to a Member of Congress or to a 
Congressional staff member in response to an inquiry of the 
Congressional office made at the written request of the constituent 
about whom the record is maintained.
    This new system of records will not be exempt from any provisions 
of the Privacy Act.
USDA/CSREES-4

System Name:
    CSREES Grants Systems, USDA-CSREES-4.

System Location:
    Records are maintained in Program, Grants, and Funds Management 
offices and in a computerized system at the Cooperative State, 
Research, Education, and Extension Service (CSREES), Waterfront Centre, 
800 9th Street, SW, Washington, DC 20024.

Categories of Individuals Covered by the System:
    Individuals that have submitted proposals to CSREES, either 
individually or through an academic or other institution, and peer 
reviewers that evaluate CSREES applicants and their proposals.

Categories of Records in the System:
    The system contains records of the project director, the authorized 
organizational representative, potential proposal reviewers, 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 
such as, committee or panel discussion summaries and other agency 
records containing or reflecting comments on the proposal or the 
applicants from peer reviewers.

Authority for Maintenance of the System:
    National Agricultural Research, Extension, and Teaching Policy Act 
of 1977 (NARETPA), 7 U.S.C. 3318.

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) federal agencies 
needing names of potential reviewers or specialists in particular 
fields; (2) individuals assisting CSREES staff, either through grant or 
contract, in the performance of their duties; (3) federal agencies as 
part of the Presidential Management Initiative, E-Grants; (4) the 
Department of Justice when: (a) The agency or any component thereof; or 
(b) any employee of the agency in his or her official capacity where 
the Department of Justice has agreed to represent the employee; or (c) 
the United States Government is a party to litigation or has an 
interest in such litigation, and by careful review, the agency 
determines that the records are both relevant and necessary to the 
litigation and the use of such records by the Department of Justice is 
therefore deemed by the agency to be for a purpose that is compatible 
with the purpose for which the agency collected the records; (5) an 
appropriate agency, whether Federal, State, or local, charged with the 
responsibility of investigating or prosecuting a violation of law or 
rule, regulation, or order issued pursuant thereto, when information 
available 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 rule, regulation, 
or order issued pursuant to such statute; (6) in response to a request 
for discovery or appearance of a witness, to the extent that what is 
disclosed is relevant to the subject matter involved in a pending 
judicial or criminal proceeding or in response to a subpoena issued in 
a proceeding before a court or adjudicative body, to the extent that 
the records requested are relevant to the proceedings; and (7) a Member 
of Congress or to a Congressional staff member in response to an 
inquiry of the Congressional office made at the written request of the 
constituent about whom the record is maintained.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Records are maintained on system file servers and paper files in 
the program offices at CSREES, Waterfront Centre, 800 9th Street, SW, 
Washington, DC 20024.

Retrievability:
    Records can be retrieved by name, project leader, co-investigator, 
and any

[[Page 67397]]

other data field such as institution or title.

Safeguards:
    All records containing personal information are maintained in 
secured file cabinets or are accessed by unique passwords and log-on 
procedures. Only those employees with a need-to-know in order to 
perform their duties will be able to access the information.

Retention and Disposal:
    The Data File is cumulative and is maintained indefinitely, and 
documents are disposed according to agency file plan and disposition 
schedule. Non-funded proposals are maintained onsite for 1 year and 
then disposed after 3 years. Funded proposals are maintained onsite for 
1 year after completion of the award, and then transferred to the 
National Archive and Records Administration.

System Manager(s) and Address:
    Deputy Administrator, Information Systems and Technology Management 
(ISTM), USDA-CSREES, Stop 2216, 1400 Independence Avenue, SW, 
Washington, DC 20250-2216. The address for express mail or overnight 
courier service is: Deputy Administrator, ISTM, USDA-CSREES, Waterfront 
Centre, 800 9th Street, SW, Washington, DC 20024.

Notification Procedure:
    Any individual may request information regarding this system of 
records or information as to whether the system contains records 
pertaining to such individual from the System Manager.

Record Access Procedure:
    Any individual may gain access to a record in the system that 
pertains to such individual by submitting a written request to the 
System Manager.

Contesting Record Procedures:
    Any individual may contest a record in the system that pertains to 
such individual by submitting written information to the System 
Manager.

Record Source Categories:
    Information in this system is obtained from the individuals 
submitting the proposals and from peer reviewers.

Exemptions Claimed for the System:
    None.
    Privacy Act System ``Cooperative Extension Personnel Records 
System,'' USDA/ES-2
    The purpose of this notice is to delete this system of records 
because the records are no longer relevant and necessary to accomplish 
a purpose of the Agency and the records are no longer maintained by 
USDA.

[FR Doc. 03-29990 Filed 12-1-03; 8:45 am]
BILLING CODE 3410-22-P