[Federal Register Volume 72, Number 154 (Friday, August 10, 2007)]
[Notices]
[Pages 45083-45084]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E7-15686]


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DEPARTMENT OF STATE

[Public Notice 5879]


State-08 Educational and Cultural Exchange Program Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to alter an existing system of records, State-08, pursuant to the 
Provisions of the Privacy Act of 1974, as amended (5 U.S.C.(r)), and 
the Office of Management and Budget Circular No. A-130, Appendix I. The 
Department's report was filed with the Office of Management and Budget 
on July 9, 2007.
    It is proposed that the current system will retain the name 
``Educational and Cultural Exchange Program Records.'' It is also 
proposed that due to the expanded scope of the current system, the 
altered system description will include revisions and/or additions to 
the following sections: System Location; Categories of Individuals 
covered by the System; Authority for Maintenance of the System; and 
Routine Uses of Records Maintained in the System, Including Categories 
of Users and Purposes of such Uses. Changes to the existing system 
description are proposed in order to reflect more accurately the Bureau 
of Educational and Cultural Exchange Program record-keeping system, the 
Authority establishing its existence and responsibilities, and the uses 
and users of the system.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Margaret P. 
Grafeld, Director; Office of Information Programs and Services; A/ISS/
IPS; Department of State, SA-2; Washington, DC 20522-8100. This system 
of records will be effective 40 days from the date of publication, 
unless we receive comments that will result in a contrary 
determination.
    The altered system description, ``Educational and Cultural Exchange 
Program Records, State-08'' will read as set forth below.

     Dated: July 9, 2007.
Rajkumar Chellaraj,
Assistant Secretary for the Bureau of Administration, Department of 
State.
STATE-08

SYSTEM NAME:
    Educational and Cultural Exchange Program Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Department of State; SA 44; 301 Fourth Street, SW.; Washington, DC 
20547.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Applicants, recipients and prospective recipients of Educational 
and Cultural Exchange grants and programs; members of the J. William 
Fulbright Foreign Scholarship Board; and American Executive Secretaries 
of Fulbright Foundations and Commissions.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Biographic information; project descriptions; evaluations of the 
performances of former grantees; evaluations of performing artists who 
may be potential grantees; copies of press releases; new clippings; 
information related to the grant and related correspondence; academic 
transcripts; letters of reference; ratings by nongovernmental panel 
members; insurance vouchers and cards; medical clearance forms; travel 
itineraries; and confirmation letters.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of the Department of State); 22 U.S.C. 
2651a (Organization of the Department of State); 22 U.S.C. 3921 
(Management of service).

PURPOSE(S):
    The information contained in the records of the Bureau of 
Educational and Cultural Affairs (ECA) is collected and maintained 
primarily to aid in the selection of individuals for educational and 
cultural exchange grants and programs, and for the administration of 
such grants and programs.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in the Educational and Cultural Exchange Program 
Records is used by: ECA program officers for recordkeeping purposes; 
relatives when the information is required for the benefit of the 
subject; and peer review committees from cooperating agencies for the 
ranking and rating process. The information contained in this system 
will be used to: (a) Develop statistics for use in the operation of the 
exchange program; (b) Select individuals for the programs; (c) To 
advise former and current grantees and program participants of 
additional program and grant opportunities; (d) Provide information to 
the news media for promotion of the Fulbright program and to confirm 
status of grantees; and (e) Disclose information to officials of 
foreign governments and organizations in vetting the process and 
selection of participants. Also see the ``Routine Uses'' paragraph of 
the Prefatory Statement published in the Federal Register.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic media and hard copy.

RETRIEVABILITY:
    Individual name.

SAFEGUARDS:
    All employees of the Department of State have undergone a thorough 
background security investigation. Access to the Department and its 
annexes is controlled by security guards and admission is limited to 
those individuals possessing a valid identification card or individuals 
under proper escort. All records containing personal information are 
maintained in secured file cabinets or in restricted areas, access to 
which is limited to authorized personnel. Access to computerized files 
is password-protected and under the direct supervision of the system 
manager. The system manager has the capability of printing audit trails 
of access from the computer media, thereby permitting regular and ad 
hoc monitoring of computer usage.

RETENTION AND DISPOSAL:
    These records will be maintained until they become inactive, at 
which time they will be retired or destroyed in accordance with 
published records schedules of the Department of State and as approved 
by the National

[[Page 45084]]

Archives and Records Administration. More specific information may be 
obtained by writing to the Director; Office of Information Programs and 
Services; SA-2; Department of State; 515 22nd Street, NW.; Washington, 
DC 20522-8100.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Bureau of 
Educational and Cultural Affairs might have records pertaining to 
themselves should write to the Director; Office of Information Programs 
and Services; SA-2; Department of State; 515 22nd Street, NW,; 
Washington, DC 20522-8100. The individual must specify that he/she 
wishes the Bureau of Educational and Cultural Affairs Records to be 
checked. At a minimum, the individual should include: name; date and 
place of birth; current mailing address and zip code; signature; and 
preferably his/her social security number; a brief description of the 
circumstances that caused the creation of the record, and the 
approximate dates which give the individual cause to believe that the 
Bureau of Educational and Cultural Affairs has records pertaining to 
him/her.

RECORD ACCESS AND AMENDMENT PROCEDURES:
    Individuals who wish to gain access to or amend records pertaining 
to themselves should write to the Director; Office of Information 
Programs and Services (address above).

RECORD SOURCE CATEGORIES:
    These records contain information obtained primarily from the 
individual who is the subject of these records, and from published 
material and other reference sources.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.
 [FR Doc. E7-15686 Filed 8-9-07; 8:45 am]
BILLING CODE 4710-24-P