[Privacy Act Issuances (1995)]
[From the U.S. Government Publishing Office, www.gpo.gov]
HARRY S. TRUMAN SCHOLARSHIP FOUNDATION
TABLE OF CONTENTS
TSF-1 Payroll Records--Harry S. Truman Scholarship Foundation
TSF-2 General Financial Records--Harry S. Truman Scholarship
Foundation
TSF-3 General Informational Files--Harry S. Truman Scholarship
Foundation
TSF-4 Applicant's Records--Harry S. Truman Scholarship Foundation
TSF--1
System name: Payroll Records--Harry S. Truman Scholarship
Foundation.
System location: General Services Administration, Region 3 Office;
copies held by the Foundation. (GSA holds records for the Foundation
under contract.)
Categories of individuals covered by the system: Past and present
Foundation employees.
Categories of records in the system: Varied payroll records, including,
among other documents, time and attendance cards; payment vouchers;
comprehensive listing of employees; health benefits records;
requests for deductions; tax forms; W-2 forms; overtime requests;
leave data; retirement records. Records are used by Foundation and
GSA employees to maintain adequate payroll information for
Foundation employees, and otherwise by Foundation and GSA employees
who have a need for the record in the performance of their duties.
Authority for maintenance of the system: 31 U.S.C., generally.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: See appendix. Records also
are disclosed to GAO for audits; to the Internal Revenue Service for
investigations; and to private attorneys, pursuant to a power of
attorney. Records are also disclosed by providing a copy of an
employee's Federal Treasury Form W-2, ``Wage and Tax Statement'' to
the State, city, or other local jurisdiction which is authorized to
tax the employee's compensation. The record will be provided in
accordance with a withholding agreement between the State, city, or
other local jurisdiction and the Department of the Treasury pursuant
to 5 U.S.C. 5516, 5517, and 5520 or in the absence thereof, in
response to a written request for an appropriate official of the
taxing jurisdiction to the Executive Secretary, Harry S. Truman
Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006.
In the latter case, the request must include a copy of the
applicable statute or ordinance authorizing the taxation of
compensation and the solicitation of the Social Security number, and
should indicate whether the authority of the jurisdiction to tax the
employee is based on place of residence, place of employment, or
both.
Pursuant to a withholding agreement between a city and the Department
of the Treasury (5 U.S.C. 5520), copies of executed city tax
withholding certificates shall be furnished the city in response to a
written request from an appropriate city official to the Executive
Secretary, Harry S. Truman Scholarship Foundation, 712 Jackson Place,
NW, Washington, DC 20006.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and microfilm.
Retrievability: Social Security Number.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records, shall be in accordance
with the HB GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Executive Secretary, Harry S. Truman
Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006.
Notification procedure: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record access procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Contesting record procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record source categories: The subject individual; the Foundation.
TSF--2
System name: General Financial Records Harry S. Truman
Scholarship Foundation.
System location: General Services Administration, Central Office;
copies held by the Foundation. (GSA holds records for the Foundation
under contract.)
Categories of individuals covered by the system: Employees of the
Foundation and members of its Board of Trustees.
Categories of records in the system: SF-1038, Application and account
for advance of funds; Vendor register and vendor payment tape.
Information is used by accounting technicians to maintain adequate
financial information and by other officers and employees of GSA and
the Foundation who have a need for the record in the performance of
their duties.
Authority for maintenance of the system: 31 U.S.C., generally; also,
the Foundation's authorizing legislation, Pub. L. 93-642 (20 U.S.C.
2001).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: See appendix: Records also
are released to GAO for audits; to the IRS for investigation; and to
private attorneys, pursuant to power of attorney.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper and tape.
Retrievability: Manual and automated by name.
Safeguards: Stored in guarded building; released only to authorized
personnel.
Retention and disposal: Disposition of records shall be in accordance
with the HB GAS Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Executive Secretary, Harry S. Truman
Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006.
Notification procedure: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record access procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Contesting record procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record source categories: The subject individual; the Foundation.
TSF--3
System name: General Informational Files--Harry S. Truman
Scholarship Foundation.
System location: Harry S. Truman Scholarship Foundation, 712 Jackson
Place, NW, Washington, DC 20006.
Categories of individuals covered by the system: Foundation employees
and members of its Board of Trustees.
Categories of records in the system: General personnel information,
including, among other data, copies of training and travel records,
applications, suggestions, position descriptions, request for and
notification of personnel action, employee performance ratings and
promotion appraisals, time and attendance records, security
clearances, titles, date of birth, grade, salary employment history,
home address, age, marital status, Social Security Number, home
telephone number, resumes, general correspondence, and letters of
recommendation. System also contains copies of official Civil
Service Commission and Foundation personnel forms.
Authority for maintenance of the system: 5 U.S.C., generally; also, the
Foundation's authorizing legislation, Pub. L. 93-642 (20 U.S.C.
2001).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: See appendix. Completion of
agency forms for requests for personnel actions, security
clearances, training authorizations, travel authorizations, time and
attendance records, reports, etc. Also used for issuing passes,
motor pool ID, etc. Information is used ``in house'' for personnel
evaluation and management. Information is disclosed to persons
outside the agency for verifying employment/salary, preparing
letters of reference at the request of the employee, making travel
and training arrangements, and furnishing copies of performance
appraisals to other government agencies when employees have applied
for jobs elsewhere.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper files.
Retrievability: Manual by name.
Safeguards: Stored in guarded building, released only to authorized
personnel.
Retention and disposal: Disposition of records, shall be in accordance
with the HB GSA Records Maintenance and Disposition System (OAD P
1820.2).
System manager(s) and address: Executive Secretary, Harry S. Truman
Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006
Notification procedure: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record access procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Contesting record procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record source categories: Official personnel records, GSA Personnel and
Finance Offices, Supervisors, letters of reference or recommendation
furnished by agency officials or persons from private industry,
educational information supplied by colleges and universities, the
subject individual.
TSF--4
System name: Applicant's Records--Harry S. Truman Scholarship
Foundation.
System location: Harry S. Truman Scholarship Foundation, 712 Jackson
Place, NW, Washington, DC 20006, and Educational Testing Service,
Princeton, N.J.
Categories of individuals covered by the system: Persons nominated by
colleges and universities in the United States, for consideration as
potential Truman Scholars.
Categories of records in the system: Documents and certifications to
assist Foundation staff in evaluating a person's application for a
Truman Scholarship, including, among other documents, a listing of
leadership positions held in high school and college; and of public
service activities; letters of recommendation; test results,
personal essay on the applicant's interest in entering public
service; a statement of intent to enter the public service;
certifications as to U.S. citizenship and academic standings; test
scores.
Authority for maintenance of the system: The Foundation's authorizing
legislation, Pub. L. 93-642 (20 U.S.C. 2001).
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: See appendix. Records also
are released to experts and consultants hired by the Foundation or
its administrative agent, Educational Testing Service, for
evaluation and recommendation with respect to applicants'
qualifications for a Truman Scholarship.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Paper.
Retrievability: Manual and automated by name.
Safeguards: Stored in a guarded building; released only to authorized
personnel.
Retention and disposal: Foundation retains records only of those chosen
as finalists in competition (Truman Scholars and alternates); all
others are destroyed.
System manager(s) and address: Executive Secretary, Harry S. Truman
Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006.
Notification procedure: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record access procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Contesting record procedures: Refer to Foundation access regulations
contained in 45 CFR part 1800.
Record source categories: The subject individual; the nominating
institution; reference supplied by the subject individual.
APPENDIX--HARRY S. TRUMAN SCHOLARSHIP FOUNDATION
In the event that a system of records maintained by this agency to
carry out its functions indicates a violation or potential violation
of law, whether, civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, the relevant
records in the system of records may be referred, as a routine use, to
the appropriate agency, whether Federal, State, local or foreign,
charged with the responsibility of investigating or prosecuting such
violation or charged with enforcing or implementing the statute, or
rule, regulation or order issued pursuant thereto.
A record from this system of records may be disclosed as a ``routine
use'' to a Federal, State or local agency maintaining civil, criminal
or other relevant enforcement information or other pertinent
information, such as current licenses, if necessary to obtain
information relevant to an agency decision concerning the hiring or
retention of any employee, the issuance of a security clearance, the
letting of a contract or the issuance of a license, grant or other
benefit.
A record from this system of records may be disclosed to a Federal
agency, in response to its request, in connection with the hiring or
retention of an employee, the issuance of a security clearance, the
reporting of an investigation of an employee, the letting of a
contract, or the issuance of a license, grant or other benefit by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision in the matter.
A record from this system of records may be disclosed to an authorized
appeal grievance examiner, formal complaints examiner, equal
employment opportunity investigator, arbitrator or other duly
authorized official engaged in investigation or settlement of a
grievance, complaint, or appeal filed by an employee. A record from
this system of records may be disclosed to the United States Civil
Service Commission in accordance with the agency's responsibility for
evaluation and oversight of Federal personnel management.
A record from this system of records may be disclosed to officers and
employees of a Federal agency for purposes of audit.
A record from this system of records may be disclosed as a routine use
to a Member of Congress or to a congressional staff member in response
to an inquiry of the congressional office made at the request of the
individual about whom the record is maintained.
PRIVACY ACT RULES
HARRY S. TRUMAN SCHOLARSHIP FOUNDATION
Title 45-Public Welfare
Subtitle B-Regulations Relating to Public Welfare
Chapter XVIII-Harry S. Trumen Scholarship Foundation
PART 1800--PRIVACY ACT OF 1974
Sec.
1800.1 Purpose and scope.
1800.2 Definitions.
1800.3 Procedures for requests for access to individual records in a
record system.
1800.4 Times, places, and requirements for the identification of the
individual making a request.
1800.5 Access to requested information to the individual.
1800.6 Request for correction or amendment to the record.
1800.7 Agency review of request for correction or amendment of the
record.
1800.8 Appeal of an initial adverse agency determination on correction
or amendment of the record.
1800.9 Disclosure of record to a person other than the individual to
whom the record pertains.
1800.10 Fees.
Authority: 5 U.S.C. 552a; Pub. L. 93-579.
Source: 41 FR 52677, Dec. 1, 1976, unless otherwise noted.
Sec. 1800.1 Purpose and scope.
The purposes of these regulations are to:
(a) Establish a procedure by which an individual can determine if the
Harry S. Truman Scholarship Foundation (hereafter known as the
Foundation) maintains a system of records which includes a record
pertaining to the individual; and
(b) Establish a procedure by which an individual can gain access to a
record pertaining to him or her for the purpose of review, amendment
and/or correction.
Sec. 1800.2 Definitions.
For the purpose of these regulations--
(a) The term ``individual'' means a citizen of the United States or an
alien lawfully admitted for permanent residence;
(b) The term ``maintain'' includes maintain, collect, use or
disseminate;
(c) The term ``record'' means any item, collection or grouping of
information about an individual that is maintained by the Foundation,
including, but not limited to, his or her employment history, payroll
information, and financial transactions and that contains his or her
name, or the identifying number, symbol, or other identifying particular
assigned to the individual, such as social security number;
(d) The term ``system of records'' means a group of any records under
the control of the Foundation from which information is retrieved by the
name of the individual or by some identifying number, symbol, or other
identifying particular assigned to the individual; and
(e) The term ``routine use'' means, with respect to the disclosure of
a record, the use of such record for a purpose which is compatible with
the purpose for which it was collected.
Sec. 1800.3 Procedures for requests for access to individual
records in a record system.
An individual shall submit a request to the Deputy Executive Secretary
of the Foundation to determine if a system of records named by the
individual contains a record pertaining to the individual. The
individual shall submit a request to the Deputy Executive Secretary of
the Foundation which states the individual's desire to review his or her
record.
Sec. 1800.4 Times, places, and requirements for the identification
of the individual making a request.
An individual making a request to the Deputy Executive Secretary of
the Foundation pursuant to Sec. 1800.3 shall present the request at the
Foundation offices, 712 Jackson Place, NW, Washington, DC 20006, on any
business day between the hours of 9 a.m. and 5 p.m. The individual
submitting the request should present himself or herself at the
Foundation's offices with a form of identification which will permit the
Foundation to verify that the individual is the same individual as
contained in the record requested.
Sec. 1800.5 Access to requested information to the individual.
Upon verification of identity the Foundation shall disclose to the
individual the information contained in the record which pertains to
that individual.
Sec. 1800.6 Request for correction or amendment to the record.
The individual should submit a request to the Deputy Executive
Secretary of the Foundation which states the individual's desire to
correct or to amend his or her record. This request is to be made in
accord with the provisions of Sec. 1800.4.
Sec. 1800.7 Agency review of request for correction or amendment of
the record.
Within ten working days of the receipt of the request to correct or to
amend the record, the Deputy Executive Secretary of the Foundation will
acknowledge in writing such receipt and promptly either--
(a) Make any correction or amendment of any portion thereof which the
individual believes is not accurate, relevant, timely, or complete; or
(b) Inform the individual of his or her refusal to correct or to amend
the record in accordance with the request, the reason for the refusal,
and the procedures established by the Foundation for the individual to
request a review of that refusal.
Sec. 1800.8 Appeal of an initial adverse agency determination on
correction or amendment of the record.
An individual who disagrees with the refusal of the Deputy Executive
Secretary of the Foundation to correct or to amend his or her record may
submit a request for a review of such refusal to the Executive
Secretary, Harry S. Truman Scholarship Foundation, 712 Jackson Place,
NW, Washington, DC 20006. The Executive Secretary will, not later than
thirty working days from the date on which the individual requests such
review, complete such review and make a final determination unless, for
good cause shown, the Executive Secretary extends such thirty day
period. If, after his or her review, the Executive Secretary also
refuses to correct or to amend the record in accordance with the
request, the individual may file with the Foundation a concise statement
setting forth the reasons for his or her disagreement with the refusal
of the Foundation and may seek judicial review of the Executive
Secretary's determination under 5 U.S.C. 552a(g)(1)(A).
Sec. 1800.9 Disclosure of record to a person other than the
individual to whom the record pertains.
The Foundation will not disclose a record to any individual other than
to the individual to whom the record pertains without receiving the
prior written consent of the individual to whom the record pertains,
unless the disclosure has been listed as a ``routine use'' in the
Foundation's notices of its systems of records.
Sec. 1800.10 Fees.
If an individual requests copies of his or her record, he or she shall
be charged ten cents per page, excluding the cost of any search for
review of the record, in advance of receipt of the pages.