[Privacy Act Issuances (2003)]
[From the U.S. Government Publishing Office, www.gpo.gov]
CORPORATION FOR NATIONAL AND COMMUNITY SERVICE
Notice of System of Records--Preliminary Statement
Corporation--when used in the notice refers to Corporation for
National and Community Service.
AmeriCorps--when used in the notice refers to the Volunteers In
Service To America (VISTA) program, the National Civilian Community
Corps (NCCC) program, the Leaders program, or the state and national
program.
Operating Units--The names of the operating units within the
Corporation to which a particular system of records pertains are
listed under the system manager and address section of each system
notice.
Official Personnel Files--Official personnel files of Federal
employees in the General Schedule and the Corporation's Alternative
Personnel System, in the custody of the Corporation are considered
the property of the Office of Personnel Management (OPM). Access to
such files shall be in accordance with such notices published by OPM.
Access to such files in the custody of the Corporation will be
granted to individuals to whom such files pertain upon request to the
Corporation for National and Community Service, Director, Human
Resources, 1201 New York Avenue, NW., Washington, DC, 20525.
Various offices in the Corporation maintain files which contain
copies of miscellaneous personnel material affecting Corporation
employees. These include copies of standard personnel forms,
evaluation forms, etc. These files are kept only for immediate office
reference and are considered by the Corporation to be part of the
personnel file system. The Corporation's internal policy provides
that such information is a part of the general personnel files and
can be disclosed only through the Director, Human Resources, in order
that he or she may ensure that any material to be disclosed is
relevant, current, and fair to the individual employees. Also, it is
the policy of the Corporation to limit the use of such files and to
encourage the destruction of as many as possible.
Description of changes: Changes made to the Corporation's system
of records are considered to be minor in nature consisting of several
address updates. Other changes are purely technical in nature
consisting of: (1) Descriptive changes from ``member'' to ``he/she'';
(2) Inclusion of field records at Service Centers, State Offices, and
NCCC Campus locations in the Categories sections of Corporation 7;
(3) Clarification of Categories of Records and routine uses for
records listed in Corporation 5, 6, 11, and 14.
Statement of General Routine Uses--
The following general routine uses are incorporated by this
reference into each system of records set forth herein, unless
specifically limited in the system description.
1. In the event that a record in a system of records maintained
by the Corporation indicates, either by itself or in combination with
other information in the Corporation's possession, a violation or
potential violation of the law (whether civil, criminal, or
regulatory in nature, and whether arising by statute or by
regulation, rule or order issued pursuant thereto), that record 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, rule, regulation, or order
issued pursuant thereto. Such referral shall include, and be deemed
to authorize: (1) Any and all appropriate and necessary uses of such
records in a court of law or before an administrative board or
hearing; and (2) such other interagency referrals as may be necessary
to carry out the receiving agencies' assigned law enforcement duties.
2. A record may be disclosed as a routine use to designated
officers and employees of other agencies and departments of the
Federal government having an interest in the individual for
employment purposes including 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 by the
requesting agency, to the extent that the information is relevant and
necessary to the requesting agency's decision on the matter involved,
provided, however, that other than information furnished for the
issuance of authorized security clearances, information divulged
hereunder as to full-time volunteers under Title I of the Domestic
Volunteer Service Act of 1973, as amended (42 U.S.C. 4951), and the
National and Community Service Act of 1990, as amended, shall be
limited to the provision of dates of service and a standard
description of service as heretofore provided by the Corporation.
3. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate or administrative tribunal
of appropriate jurisdiction and such disclosure may include
disclosures to opposing counsel in the course of settlement
negotiations.
4. A record may be disclosed as a routine use to a member of
Congress, or staff acting upon the constituent's behalf, when the
member or staff requests the information on behalf of and at the
request of the individual who is the subject of the record.
5. Information from certain systems of records, especially those
relating to applicants for Federal employment or volunteer service,
may be disclosed as a routine use to designated officers and
employees of other agencies of the Federal government for the purpose
of obtaining information as to suitability qualifications and loyalty
to the United States Government.
6. Information from a system of records may be disclosed to any
source from which information is requested in the course of an
investigation to the extent necessary to identify the individual,
inform the source of the nature and purpose of the investigation, and
to identify the type of information requested.
7. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
8. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration in
records management inspections conducted under authority of 44 U.S.C.
2904 and 2906.
9. A record may be disclosed to a Federal or state grand jury
agent pursuant to a Federal or state grand jury subpoena or
prosecution request that such record be released for the purpose of
its introduction to a grand jury.
10. A record may be referred to suspension/debarment authorities,
internal to the Corporation, when the record released is germane to a
determination of the propriety or necessity for a suspension or
debarment action.
11. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
12. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the recipient has incurred an
indebtedness to the Government through its receipt of Government
funds, and release of the record is for the purpose of allowing the
debtor to effect a collection against a third party.
13. Information in a system of records may be disclosed to
``Consumer reporting agencies'' (as defined in the Fair Credit
Reporting Act, 14 U.S.C. 1681a(f), or the Federal Claims Collection
Act of 1966, 31 U.S.C. 3701(a)(3)), the U.S. Department of the
Treasury or other Federal agencies maintaining debt servicing
centers, and to private collection contractors as a routine use for
the purpose of collecting a debt owed to the Federal government as
provided in regulations promulgated by the Corporation.
14. The names, social security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed to the:
(a) Office of Child Support Enforcement, Administration for Children
and Families, Department of Health and Human Services Federal Parent
Locator System (FPLS), and Federal Tax Offset System for use in
locating individuals and identifying their income sources to
establish paternity, establishing and modifying orders of child
support, identifying sources of income, and for other child support
enforcement action; (b) Office of Child Support Enforcement for
release to the Social Security Administration for verifying social
security numbers in connection with the operation of the FPLS by the
Office of Child Support Enforcement; and (3) Office of Child Support
Enforcement for release to the U.S. Department of the Treasury for
payroll and savings bonds and other deduction purposes, and for
purposes of administering the Earned Income Tax Credit Program
(Section 32, Internal Revenue Code of 1986), and verifying a claim
with respect to employment on a tax return, as required by the
Personal Responsibility and Work Opportunity Reconciliation Act of
1996 (Pub.L. 104-193).
15. A record may be disclosed as a routine use to a contractor,
expert, or consultant of the Corporation (or an office within the
Corporation) when the purpose of the release is in order to perform a
survey, audit, or other review of the Corporation's procedures and
operations.
Locations of Corporation Service Centers/State Offices--The
Corporation maintains five Service Centers with State Offices within
their service areas. The Services Centers, their addresses, and the
States within their service areas are listed below. In the event of
any doubt as to whether a record is maintained in a Service Center or
State Office, a query should be directed to the address of the
Service Center Director for the appropriate state under their
jurisdiction where the volunteer performed their service as listed
below. The Service Center Director shall furnish all assistance
necessary to locate a specified record.
Atlantic Service Center, 801 Arch Street, Suite 103,
Philadelphia, PA 19107-2416 (Connecticut, Delaware, Maine, Maryland,
Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania,
Puerto Rico, Rhode Island, Vermont, and the Virgin Islands).
Southern Service Center, 60 Forsyth, Street SW, Suite. 3M40,
Atlanta, GA 30303-3201 (Alabama, District of Columbia, Florida,
Georgia, Kentucky, Mississippi, North Carolina, South Carolina,
Tennessee, Virginia, and West Virginia).
North Central Service Center, Metcalfe Bldg., 77 West Jackson
Blvd., Suite 442, Chicago, IL 60604-3511 (Illinois, Indiana, Iowa,
Michigan, Minnesota, Nebraska, North Dakota, Ohio, South Dakota, and
Wisconsin).
Southwest Service Center, 1999 Bryan Street, Suite 2050, Dallas,
TX 75201 (Arizona, Arkansas, Colorado, Kansas, Louisiana, Missouri,
New Mexico, Oklahoma, and Texas).
Pacific Service Center, 2201 Broadway, Suite 510, Oakland CA
94612-3024 (Alaska, American Samoa, California, Guam, Hawaii, Idaho,
Montana, Nevada, Oregon, Utah, Washington, and Wyoming).
Notification--Individuals may inquire whether any system of
records contains information pertaining to them by addressing the
request to the specific Records Liaison Officer for each file
category in writing. Such request should include the name and address
of the individual, his or her social security number, any relevant
data concerning the information sought, and, where possible, the
place of assignment or employment, etc. In case of any doubt as to
which system contains a record, interested individuals should contact
the Corporation for National and Community Service, Office of
Administrative and Management Services, Attn: Records Liaison
Officer, 1201 New York Avenue, NW, Washington, DC, 20525, which has
overall supervision of records systems and will provide assistance in
locating and/or identifying appropriate systems.
Access and Contest--In response to a written request by an
individual, the appropriate Records Liaison Officer will arrange for
access to the requested record or advise the requester if no record
exists. If an individual wishes to contest the content of any record,
he or she may do so by addressing a written request to the State
Program Director in the state where the member performed their
assigned duties. If the State Program Director determines that a
request to amend an individual's record should be denied, the State
Program Director shall provide all necessary information regarding
the request to the Privacy Act Officer, who is the Corporation's
initial denial authority.
Locations of Corporation AmeriCorps National Civilian Community
Corps Campuses--The Corporation maintains five AmeriCorps*National
Civilian Community Corps Campuses (NCCC) under its jurisdiction. The
Campuses, and their addresses are listed below. In the event there is
any doubt as to whether a record is maintained at a campus location,
questions should be directed to the address of the AmeriCorps*NCCC
Regional Campus Director for the appropriate campus location where
the volunteer performed their service as listed below. The Regional
Campus Director shall furnish all assistance necessary to locate a
specified record.
AmeriCorps*NCCC Capitol Region Campus, 2 D.C. Village Lane, S.W.
Washington, DC 20032.
AmeriCorps*NCCC Northeast Campus, VA Medical Center, Building 15,
Room 9, Perry Point, MD 21902-0027.
AmeriCorps*NCCC Southeast Campus, 2231 South Hopson Avenue,
Charleston, S.C. 29405-2430.
AmeriCorps*NCCC Central Campus, 1059 Alton Way, Bldg 758, Room
213, Denver, CO 80230.
AmeriCorps*NCCC Western Campus, 3427 Laurel Street, McClellan, CA
95652.
Access and Contest--In response to a written request by an
individual, the appropriate Records Liaison Officer arranges for
access to the requested record or advises the requester if no record
exists. If an individual wishes to contest the content of any record,
he or she may do so by addressing a written request to the
AmeriCorps*NCCC Regional Campus Director, located at the pertinent
address for each campus location as listed above. If the Regional
Campus Director determines that a request to amend an individual's
record should be denied, the Regional Campus Director shall provide
all necessary information regarding the request and his or her reason
for the denial to the Privacy Act Officer, who is the Corporation's
initial denial authority.
Location of the Corporation AmeriCorps*VISTA Alumni Office--The
AmeriCorps*VISTA Alumni Office is located at the Corporation's
Headquarters in Washington, D.C. This office maintains hard copy
records, and is in the process of developing a more permanent
electronic history of former VISTA and AmeriCorps*VISTA members.
Notification--Members may inquire whether this system of records
contains information pertaining to them by addressing their request
to the Corporation for National and Community Service, Attn: Alumni
Coordinator, 1201 New York Avenue, NW, Washington, DC 20525. Such
request should include the member's name, social security number, and
approximate dates of volunteer service.
Access and Contest--In response to a written request by a member,
the Alumni Coordinator will arrange for access to the requested
record or advise the requester if no record exists. If an individual
wishes to contest the content of any record, he or she may do so by
addressing a written request to the Corporation for National and
Community Service, Attn: Alumni Coordinator, 1201 New York Avenue,
NW, Washington, DC 20525. If the Alumni Coordinator determines that
the request to amend a member's record should be denied, the Alumni
Coordinator shall provide all necessary information regarding the
request and his or her reason for the denial to the Privacy Act
Officer, who is the Corporation's initial denial authority.
Listing of System of Records
Momentum Financials Open Obligations and Automated Disbursement
Files--Corporation-1
Momentum Financials Accounts Receivable Files--Corporation-2
Domestic Full-time Member Census Master File--Corporation-3
AmeriCorps Full-time Member Personnel Files--Corporation-4
Employee and Applicant Records Files--Corporation-5
Employee/Member Occupation Injury/Illness Reports and Claim
Files--Corporation-6
Travel Files--Corporation-7
AmeriCorps Member Individual Accounts--Corporation-8
Counselors' Report Files--Corporation-9
Discrimination Complaint Files--Corporation-10
Employee Pay and Leave Record Files--Corporation-11
Freedom of Information Act and Privacy Act Request Files--
Corporation-12
Legal Office Litigation/Correspondence Files--Corporation-13
Merit Promotion Plan Files--Corporation-14
Office of the Inspector General Investigative Files--
Corporation-15
Travel Authorization Files--Corporation-16
Momentum Financials Vendor Files--Corporation-17
AmeriCorps*VISTA Volunteer Management System Files--
Corporation-18
USA Freedom Corps Record of Service--Corporation-19
Join Senior Service Now Wed-based Recruting System (JASON)--
Corporation-20
CORPORATION-1
System name:
Momentum Financials Open Obligations and Automated Disbursement
Files
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system:
Individuals to whom the agency owes money.
Categories of records in the system:
Name of payee, address, ABA routing number, financial institution
name and address, depositor account number, taxpayer identification
number, amount owed, date of liability, amount paid, schedule number
authorizing the U.S. Department of the Treasury to issue payment and
returned or cancelled payments.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended; the Chief
Financial Officer Act of 1990; and the Debt Collection Improvement
Act of 1996.
Purpose(s):
To maintain a current record of amounts owed and paid by the
Corporation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data
is also released to the Internal Revenue Service in accordance with
the Internal Revenue Code.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained electronically, and file folders are
stored in locked metal file cabinets.
Retrievability:
Hardcopy records are indexed alphabetically by name and
electronic records may be accessed by name or taxpayer identification
number.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
Retention and disposal:
Hardcopy records are held for three (3) years and then retired to
the Federal Records Center. Electronic records are archived
periodically.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer at the address
given and set forth the basis for which the record is believed to be
incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing and disbursing funds.
Exemptions claimed for the system:
None.
CORPORATION-2
System name:
Momentum Financials Accounts Receivable Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW, Washington, DC 20525.
Categories of individuals covered by the system.
Individuals owing money to the Corporation.
Categories of records in the system:
Name of debtor, address, taxpayer identification number, amount
owed, date of liability, and amount collected or amount forwarded to
the U.S. Treasury for further collection action as mandated by DCIA
of 1996.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; the Budget
and Accounting Procedures Act of 1950, as amended, and the Debt
Collection Improvement Act of 1996.
Purpose(s):
To maintain a current record of amounts owed and paid to the
Corporation.
routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data
may be disclosed to the U.S. Department of Justice for litigation
action; the U.S. Department of the Treasury to pursue further
collection action when the Corporation is unable to collect a debt
through its own efforts and/or recommended write-off; or to the
General Accounting Office in connection with inquiries, audits or
investigations related to the Corporation's debt activities.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are indexed alphabetically by name.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services, other authorized Corporation
officials with the need for such records in the performance of their
duties or forwarded to the U.S. Treasury for further collection
action.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
Records Liaison Officer giving name, taxpayer identification number,
and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the Records Liaison Officer and set forth the
basis for which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by
Corporation officials involved with managing and collecting debts.
Exemptions claimed for the system:
None.
CORPORATION-3
System name:
Domestic Full-time Member Census Master File.
System location:
Corporation for National and Community Service, AmeriCorps*VISTA,
1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Any person who has served as a VISTA, or an AmeriCorps*VISTA
member.
Categories of records in the system:
The records maintained contain information extracted from the
member's application, information about the member's period of
service, and information about the member's history with the
Corporation.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended.
Purpose(s):
The system of records was established to maintain service
histories on all former VISTA and AmeriCorps*VISTA members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored in a locked metal cabinet in the AmeriCorps
Office. Records are also stored in a temporary electronic database as
the records are digitized on the Corporation's internal computer
network.
Retrievability:
The member's name and/or social security number retrieves
records.
Safeguards:
The material is available only to Corporation and
AmeriCorps*VISTA staff. It is not available to anyone else without
the express written consent from the individual to release his/her
information.
Retention and disposal:
These records are maintained permanently.
System manager(s) and address:
Director of AmeriCorps*VISTA, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
Notification procedure:
A former member wishing to determine if this system contains his/
her record should contact the Corporation for National and Community
Service, Attn: Alumni Coordinator, 1201 New York Avenue, NW.,
Washington, DC 20525, and provide his/her name, last four digits of
social security number, and approximate dates of volunteer service.
Record access proceduresL
A former member wishing access to information about his/her
record should contact the Corporation for National and Community
Services, Attn: Alumni Coordinator, 1201 New York Avenue, NW.,
Washington, DC 20525.
Contesting records procedures:
Any former member wishing to amend information maintained in his/
her electronic record may do so by addressing such request to the
Corporation for National and Community Service, Attn: Privacy Act
Officer, 1201 New York Avenue, NW., Washington, DC 20525.
Record source categories:
The data is obtained from the member's application, status
change, payroll change notices, and the Alumni Interest Profile form.
Exemptions claimed for the system:
None.
CORPORATION-4
System name:
AmeriCorps Full-time Member Personnel Files.
System location:
All Corporation State Offices, AmeriCorps*Leaders Office at
Corporation Headquarters, and NCCC Regional Campuses.
Categories of individuals covered by the system:
All active AmeriCorps members assigned under programs operated by
the Corporation.
Categories of records in the system:
Records maintained contain member application and reference
forms, member status and payroll information, member travel vouchers,
future plans forms, including evaluation of service, and general
correspondence.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended.
Purpose(s):
This system of records was established to maintain information on
AmeriCorps members while they are assigned to their respective
programs.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The content of these records may be disclosed to the member's
sponsor (VISTA) and other Corporation officials concerning placement,
performance, support, and related matters for AmeriCorps members.
Also, see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets.
Retrievability:
Records are retrievable alphabetically by last name.
Safeguards:
Records in the system are available only to appropriate
Corporation staff in State Offices, the AmeriCorps*Leaders Office at
Corporation Headquarters, and Regional NCCC Campuses, and other
appropriate officials of the Corporation with need for such records
in the performance of their duties.
Retention and disposal:
Records are retained for one (1) year after the member has
terminated and then retired to the Federal Records Center where they
are maintained for six (6) years.
System manager(s) and address:
The System Manager for VISTAs is the State Program Director at
each Corporation State Office; the Regional NCCC Campus Director at
each Campus location; and the Director, AmeriCorps*Leaders at
Corporation Headquarters.
Notification procedure:
A member wishing to determine if this system contains his/her
records should contact the Corporation State Office (VISTAs) for the
state where he/she performed his/her service; NCCC Campus where he/
she was assigned, and the AmeriCorps*Leaders Office at Corporation
Headquarters.
Record access procedures:
A member wishing access to information about his/her records
should contact the particular Corporation State Office or NCCC
Regional Campus where he/she was assigned or performed his/her
service, and the AmeriCorps*Leaders Office at Corporation
Headquarters, and provide name, social security number, and dates and
location of where the member performed his/her service.
Contesting record procedures:
A member wishing to amend his/her record may do so by addressing
a request to the Corporation for National and Community Service,
Attn: Privacy Act Officer, 1201 New York Avenue, NW., Washington, DC
20525.
Record source categories:
The data is supplied by the member or through forms signed and
executed by the member, or by Corporation personnel.
Exemptions claimed for the system:
None.
CORPORATION-5
System name:
Employee and Applicant Records Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Current and former employees; applicants; individuals involved in
a grievance.
Categories of records in the system:
(1) The Staff Security Files contain investigative information
regarding an individual's character, conduct or behavior in the
community; loyalty to the U.S. Government; arrests and convictions,
interviews with former supervisors, coworkers, associates, educators,
etc., about qualifications for a specific position; and inquires with
law enforcement agencies, former employers, and educational
institutions.
(2) The Grievance, Appeal and Arbitration Files contain copies of
petitions, complaints, charges, responses, rebuttals, evidentiary
materials, briefs, affidavits, statements, records of hearings and
decisions or findings of fact and incidental correspondence regarding
complaints and appeals.
(3) The Employees Indebtedness Files contain correspondence
regarding alleged indebtedness of Corporation employees, including
employees' responses, the Corporation's response to the employee and/
or creditor and records relating to assistance to the employee in
resolving indebtedness.
(4) The Employee Reemployment and Repromotion Priority
Consideration Files list a person's name and the positions he or she
was considered for, dates of consideration and a copy of the
individual's latest Standard Form 171 and performance evaluation.
(5) The Performance Evaluation File consists of annual
evaluations of employee performance prepared by supervisors and
reviewed by supervisory reviewing officials, together with employee's
comments.
(6) The Management-Union Records System consists of printouts of
an employee's name, grade, series, title, or organizational entity
and other data which determine inclusion or exclusion from the
bargaining unit under the union contract. The printout also shows of
dues withheld from each employee.
(7) The Human Resources Management Information System is a record
of employees' tenure, benefits eligibility, awards, and other data
used by Human Resources and Corporation managers.
(8) The Personnel History Program is a record of personnel
actions made during employment, forwarding address, reason for
leaving, social security number, date of birth, tenure, and
information regarding date and reason for termination.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended; provisions of
the Federal Personnel Manual; Executive Orders concerning management
relations with employee organizations; Executive Order 10450; and
various acts of Congress relating to personnel investigations as
authorized by the Office of Personnel Management.
Purpose(s):
To provide an information system which supports the Corporation's
personnel management program.
Routine uses of records maintained in the system, including
categories or Users and the purposes of such uses:
As indicated below, the subsystems incorporate all or some of the
published routine uses.
(1) Staff Security Files--in addition to routine uses, may be
disclosed to the Office of Human Resources as part of the personnel
investigation records system.
(2) Grievance, Appeal and Arbitration Records and Files--in
addition to routine uses, may be disclosed to (a) OPM; the Merit
Systems Protection Board; and the Office of Special Counsel, on
request in conjunction with an appeal or with regard to personnel
investigations regarding complaints of Federal Employees and
applicants; and (b) to designated hearing examiners, arbitrators and
third-party appellate authorities involved in hears or appeals.
(3) Employees Indebtedness Records and Files--may be released
under our routine uses numbers 1 and 2, except that under routine use
number 1, records may be released to an appropriate Federal agency or
referred to a court or other administrative board on matters related
to probation and parole.
(4) Employee Reemployment and Repromotion Priority Consideration
Records and Files--in addition to routine uses, may be disclosed to:
(a) OPM as part of the OPM personnel management evaluation system;
and (b) to OPM for information concerning reemployment and
repromotion rights.
(5) Performance Evaluation Files--in addition to our general
routine uses, may be disclosed to an OPM request for information.
(6) Management Union Records--in addition to routine uses, may be
disclosed to: (a) The Corporation employees' union for dues
maintenance and inclusion in the bargaining unit; (b) the Treasury
Department for preparation of dues withholding; and (c) OPM for
management/labor relations reports.
(7) Human Resources Management Information System--used by
Corporation officials for day-to-day work information; statistical
reports without personal identifiers and for in-house reports
relating to management. Information contained in this record is
reflected in the individual's official personnel folder.
(8) Personnel History Program--is used by the Human Resources
staff to verify service and for other day-to-day information.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records, including file folders, floppy disks, lists and loose-
leaf binders, are stored in metal file cabinets with locks, or in
secured rooms with access limited to employees whose duties require
access. Where data is obtained via computer, controlled access is
maintained through computer security control procedures.
Retrievability:
Records are indexed by name or social security number.
Safeguards:
Records are available to Corporation employees having a need in
the performance of their duties. Generally, Security Files are
available only to office heads or security personnel.
Retention and disposal:
After termination, death, retirement, or consideration of an
applicant, the Staff Security Files are retained three (3) years and
then retired to a Federal Records Center for twenty-seven (27) years
and then destroyed. The Grievances, Appeals and Arbitration Files are
retained indefinitely in Human Resources. The Employee Indebtedness
Files are destroyed on a bi-annual basis or when the indebtedness is
resolved. The Employee Reemployment and Repromotion Priority
Consideration Files are retained according to length of reemployment
or repromotion eligibility. The Performance Evaluation Files are
retained one year or until superseded. The Human Resources Management
Information System records and the Personnel Program data are kept
indefinitely in the Office of Human Resources. The Management-Union
Lists are retained until superseded by a corrected or updated list.
System manager(s) and address:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW., Washington, DC 20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Notification paragraph in the Preliminary Statement.
Contesting record procedure:
Same as ``Record Access Procedures''.
Record source categories:
From the individual; the official personnel folder; statistical
and other information developed by Human Resources staff, such as the
enter on duty date, and within grade increase due dates; agency
supervisors and reviewing officials; individual employee fiscal and
payroll records; alleged creditors of employees; witnesses to
occurrences giving rise to a grievance, appeal, or other action;
hearing records and affidavits and other documents used or usable in
connection with grievance, appeal and arbitration hearings.
Information contained in the Staff Security files is obtained from:
(a) Applications and other personnel and security forms furnished by
the individual; (b) investigative material furnished by other Federal
agencies; (c) personal investigation or written inquiry from
associates, police departments, courts, credit bureaus, medical
records, probation officials, prison officials, and other sources as
may be developed from the above; and (d) the individual.
Exemptions claimed for the system:
None.
CORPORATION-6
System name:
Employee/Member Occupational Injury/Illness Reports and Claim
Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Corporation staff and full-time volunteers.
Categories of records in the system:
Reports of work related injuries and illnesses and claims for
workers' compensation submitted to Department of Labor.
Authority for maintenance of the system:
Federal Employees Compensation Act & Occupational Safety and
Health Administration Act.
Purpose(s):
To maintain injury/illness reports and to track workers'
compensation claims on behalf of Corporation staff and full-time
members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To determine annual work related injury/illness data re:
Corporation staff, and to identify trends, and to prepare and submit
workers' compensation claims. Also, see General Routine Uses
contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are locked in metal
file cabinets.
Retrievability:
Records are maintained alphabetically by name.
Safeguards:
Records are available to claimants and Corporation staff with a
job related need.
Retention and disposal:
Official files are kept seven (7) years following year of
occurrence. Disposal is by shredding.
System manager(s) and address:
OWCP Liaison Officer, Human Resources, Corporation for National
and Community Service, 1201 New York Avenue, NW., Washington, DC
20525.
Notification procedure:
Claimant submits written request to the above address.
Record access procedures:
Requester should give OWCP claim number, but it is not mandatory.
Requests may be submitted in the name of injured employee/volunteer.
Contesting record procedures:
Claimant or injured employee/member may submit any data deemed
relevant to the case to address listed.
Record source categories:
Individual who suffers work related injury/illness submits any
pertinent data necessary; medical reports, witness statements, time
and attendance records, medical bills or legal briefs.
Exemptions claimed for the system:
None.
CORPORATION-7
System name:
Travel Files.
System location:
Office of Administrative and Management Services, Travel Unit;
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC, 20525. For field offices, travel files are kept
at the operational location of each Service Center Director, State
Director, and NCCC Campus Director.
Categories of individuals covered by the system:
All Corporation Headquarters Staff, Consultants, Invitational
Travelers, and all Corporation Relocated Staff.
Categories of records in the system:
Individuals' records and special event records for Headquarters
Staff, Field Staff. Travel files are located at each Corporation
site.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
Purpose(s):
To maintain travel files on all persons traveling on official
Corporation business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Files are maintained in individual folders in a locked metal file
cabinet when not in immediate use.
Retrievability:
Individual's name in alphabetical order and Travel Authorization
number.
Safeguards:
Access only to appropriate personnel and Corporation officials.
The metal travel file cabinet is locked when not in use.
Retention and disposal:
Retention three (3) years. Disposal of records is by shredding.
System manager(s) and address:
Travel Management Program Analyst, Office of Administrative and
Management Services, Corporation for National and Community Service,
1201 New York Avenue, NW. Washington, DC 20525. For field offices,
the System Manager is the Service Center Director, State Director,
and NCCC Campus Director.
Notification procedure:
Send to address listed.
Record access procedures:
Travel Management Program Analyst, Office of Administrative and
Management Services, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525. For field offices,
the System Manager is the Service Center Director, State Director,
and NCCC Campus Director.
Contesting record procedures:
Send to address listed.
Record source categories:
Submitted by Corporation employees etc.
Exemptions claimed for the system:
None.
CORPORATION-8
System name:
AmeriCorps Member Individual Accounts.
System location:
Corporation for National and Community Service, National Service
Trust Operations, 1201 New York Avenue, NW., Washington DC 20525.
Categories of individuals covered by the system:
Any person who has served or is serving as a member or other
full-time, stipended member under a Corporation program.
Categories of records in the system:
The records maintained contain information extracted from the
application, information about the period of service, and information
about the member's service history.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National and Community Service Act of 1990, as amended.
Purpose(s):
The system of records was established to maintain service
histories on all current, former, and other full-time stipend
volunteers serving in the Corporation programs and earning an
education award.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are stored on magnetic tape, disks, electronic image,
hard copy, and are kept in a locked room when not in use.
Retrievability:
Records are retrieved by social security number.
Safeguards:
The material on tapes and disks is generally available only to
the Corporation's Office of Information Technology and Accounting
staff, and is so coded as to be unavailable to anyone else. Hard copy
records are available only to Corporation staff with a need for such
records in the performance of their duties.
Retention and disposal:
These records are maintained for a period of (7) seven years from
date the volunteer earns an education award and then forwarded to the
Federal Records Center for (3) three years. Electronically imaged
documents will be maintained permanently.
System manager(s) and address:
Director, National Service Trust Operations, Corporation for
National and Community Service, 1201 New York Avenue, NW.,
Washington, DC 20525.
Notification procedure:
A person wishing to determine if this system contains his/her
records should contact the Corporation for National and Community
Service, Director, National Service Trust Operations, 1201 New York
Avenue, NW., Washington, DC 20525, and provide name, social security
number, and dates of volunteer service.
Record access procedures:
A person wishing access to information about their records should
contact the Corporation for National and Community Services,
Director, National Service Trust Operations, 1201 New York Avenue,
NW., Washington, DC 20525.
Contesting record procedures:
A person wishing to amend his/her record may do so by addressing
such request to the Corporation for National and Community Service,
Attn: Privacy Act Officer, 1201 New York Avenue, NW., Washington, DC
20525.
Record source categories:
The data is obtained from enrollment and exit forms.
Exemptions claimed for the system:
None.
CORPORATION-9
System name:
Counselors' Report Files.
System location:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York, Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Any employee or applicant for employment, service member, or
applicant or trainee for volunteer or service status, or employee of
a grantee who has contacted or requested a Corporation Equal
Opportunity Counselor for counseling, but has not filed a formal
discrimination complaint.
Categories of records in the system:
Counselors' Reports, Privacy Act notice, confidentiality
agreement, notice to members of collective bargaining agreement,
notice of final interview, notes and correspondence, and copies of
personnel records or other documents relevant to the matter presented
to the Counselor, and any other records relating to the counseling
instance.
Authority for maintenance of the system:
Titles VI and VII of the Civil Rights Act of 1964, as amended;
Age Discrimination in Employment Act, as amended; Rehabilitation Act
of 1973, as amended; Title IX of the Education Amendments of 1972, as
amended; Domestic Volunteer Service Act of 1973, as amended; National
and Community Service Act of 1990, as amended; and the Age
Discrimination Act, as amended.
Purpose(s):
To enable Equal Opportunity Counselors to look into matters
brought to their attention, provide counseling, attempt to resolve
the matter, and document actions taken.
Routine uses of records maintained in the system, including
categories of users and the purpose of such uses:
1. Referral or disclosure: (a) To a Federal, state, or local
agency charged with the responsibility of investigating, enforcing,
or implementing the statute, rule, regulation, or order; (b) to an
investigator, Counselor, grantee or other recipient of Federal
financial assistance, or hearing officer or arbitrator charged with
the above responsibilities; (c) any and all appropriate and necessary
uses of such records in a court of law or before an administrative
board or hearing; and (d) such other referrals as may be necessary to
carry out the enforcement and implementation of the statutes, rules,
regulations, or orders.
2. Disclosure to the Congressional committees having legislative
jurisdiction over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of
the statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to
the extent necessary to secure from source information relevant to,
and sought in furtherance of, a legitimate investigation or EO
counseling matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a court
magistrate or administrative tribunal of appropriate jurisdiction and
such disclosure may include disclosure to opposing counsel in the
course of settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who is a constituent of such member who has
requested assistance from the member with respect to the subject
matter of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
9. Information in any system of records to be disclosed to a
Congressional office, in response to an inquiry from any such office,
made at the request of the individual to whom the record pertains.
10. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspection conducted under authority of 44 U.S.C.
209 and 290.
11. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
12. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Files are maintained in folders or computer diskettes and locked
in metal file cabinets when not in immediate use.
Retrievability:
Retrievability is by the name of the person who contacted the
Counselor.
Safeguards:
Records in the system are available only to appropriate personnel
in the Office of Equal Opportunity and other designated officials of
the Corporation with a need for such records in the performance of
their duties.
Retention and disposal:
Two (2) years after completion of counseling, the files are
destroyed.
System manager(s) and address:
Director, Equal Opportunity, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
Notification procedure:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
Record access procedures:
Request for access to these records should be addressed to the
System Manager.
Contesting record procedures:
Contest to information included in these records should be
addressed to the System Manager.
Record source categories:
Data in this system is obtained from the following categories of
sources: (1) Aggrieved persons, witnesses, etc., in counseling
matters; (2) Counselors' Reports; (3) Copies of documents relevant to
any counseling matter; and (4) Correspondence.
Exemptions claimed for the system:
None.
CORPORATION-10
System name:
Discrimination Complaint Files.
System location:
Equal Opportunity Office, Corporation for National and Community
Service, 1201 New York Avenue, NW., Washington DC 20525.
Categories of individuals covered by the system:
Any employee or applicant for employment, AmeriCorps member or
applicant or trainee for volunteer or service status, or employee of
a grantee, or program beneficiary who has filed a formal complaint
with, or against, the Corporation.
Categories of records in the system:
Formal complaints, Reports of Investigation, Counseling
documents, case decisions, and relevant correspondence, including
settlement agreements.
Authority for maintenance of the system:
Titles VI and VII of the Civil Rights Act of 1964, as amended;
the Age Discrimination in Employment Act, as amended; the
Rehabilitation Act of 1973, as amended; Title IX of the Education
Amendments of 1972, as amended; the Domestic Volunteer Service Act of
1973, as amended; the National and Community Service Act of 1990, as
amended; and the Age Discrimination Act, as amended.
Purpose(s):
To enable the Corporation to investigate and adjudicate
complaints of discrimination.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Referral or disclosure: (a) To a Federal, state, or local
agency charged with the responsibility of investigating, enforcing,
or implementing the statute, rule, regulation, or order; (b) to an
investigator, counselor, grantee or other recipient of Federal
financial assistance or hearing officer or arbitrator charged with
the above responsibilities; (c) any and all appropriate and necessary
uses of such records in a court of law or before an administrative
board or hearing; and (d) such other referrals as may be necessary to
carry out the enforcement and implementation of the statutes, rules,
regulations, or orders.
2. Disclosure to the Congressional committees having legislative
oversight over the program involved, including when actions are
proposed to be undertaken by suspending or terminating or refusing to
grant or to continue Federal financial assistance for violation of
the statutes, rules, regulations, or orders for recipients of Federal
financial assistance from the Corporation.
3. Disclosure to any source, either private or governmental, to
the extent necessary to secure from source information relevant to,
and sought in furtherance of, a legitimate investigation or EO
counseling matter.
4. Disclosure to a contractor, grantee or other recipient of
Federal financial assistance, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interests.
5. Disclosure to any party pursuant to the receipt of a valid
subpoena.
6. Disclosure during the course of presenting evidence to a
court, magistrate or administrative tribunal of appropriate
jurisdiction and such disclosure may include disclosures to opposing
counsel in the course settlement negotiations.
7. Disclosure to a member of Congress submitting a request
involving an individual who has requested assistance from the member
with respect to the subject matter of the record.
8. Information in any system of records may be used as a data
source, for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies.
Information may also be disclosed to respond to general requests for
statistical information (without personal identification of
individuals) under the Freedom of Information Act.
9. A record from any system of records may be disclosed as a
routine use of the National Archives and Records Administration, in
records management inspections conducted under authority of 44 U.S.C.
2094 and 2906.
10. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual seeking to
be licensed.
11. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data.
Note: The Agency-wide statement of general routine uses does not
apply to this system of records.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Files are maintained in folders or on computer diskettes which
are locked in metal file cabinets when not in immediate use.
Retrievability:
Files are retrieved by the complainant's name.
Safeguards:
Records in the system of records are available only to
appropriate personnel in Equal Opportunity and other designated
officials of the Corporation with a need of such records in the
performance of their duties.
Retention and disposal:
Records are destroyed four (4) years after the close of the case.
System manAGER(S) AND ADDRESS:
Director, Equal Opportunity, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
Notification procedure:
Request by individuals on whether a record is maintained about
himself or herself should be addressed to the System Manager.
Record access procedures:
Request for access to these records should be sent to the System
Manager.
Contesting record procedures:
Contest of information included in these records should be sent
to the System Manger.
Record source categories:
Data in this system is obtained from the following categories of
sources: (1) Complainants, witnesses, etc., in discrimination
complaints; (2) Reports of investigations and Counselors' Reports;
(3) Copies of documents relevant to any EO investigation; (4) Records
of hearings on complaint; and (5) Correspondence.
Exemptions claimed for the system:
None.
CORPORATION-11
System name:
Employee Pay and Leave Record Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC, 20525.
Categories of individuals covered by the system:
Corporation employees and former employees.
Categories of records in the system:
Personnel actions including appointment, promotion and
termination actions; savings bond applications; allotments; IRS tax
withholdings, employment applications, and records regarding
collections for overpayments; and time and attendance records.
Authority for maintenance of the system:
GAO Policy and Procedures Manual; 31 U.S.C. 66(a); and the Budget
and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To provide a system whereby Corporation employees can track
payroll and leave information.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Information from these records is routinely provided: (1) To the
U.S. Department of Treasury for payroll and savings bonds and other
deduction purposes; (2) to the Internal Revenue Service for tax
deductions; and (3) to participating insurance companies holding
policies with respect to employees of the Corporation. Also, see
General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders in locked metal file
cabinets. Individual Time and Attendance records maintained by
designated agency timekeepers are stored in locked metal file
cabinets.
Retrievability:
Records are by name in alphabetical order.
Safeguards:
Records are available to Corporation employees with a job related
need.
Retention and disposal:
Records are maintained for three (3) years after the end of the
fiscal year in which an employee terminates employment and then
retired to the Federal Records Center in accordance with General
Accounting Office instructions.
System manager(S) and address:
Payroll Supervisor, Corporation for National and Community
Service, Human Resources, 1201 New York Avenue, NW., Washington, DC
20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Contesting record procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Record source categories:
Corporation employee to whom the record pertains.
Exemptions claimed for the system:
None.
CORPORATION-12
System name:
Freedom of Information Act and Privacy Act Request Files.
System location:
Office of the Freedom of Information Act (FOIA)/Privacy Act (PA)
Officer, Corporation for National and Community Service, 1201 New
York Avenue, NW., Washington, DC, 20525.
Categories of individuals covered by the system:
Persons who have submitted FOIA/PA requests.
Categories of records in the system:
Formal requests (FOIA/PA), research data, written decisions, and
relevant correspondence, including final responses to the requesters.
Authority for maintenance of the system:
The Freedom of Information Act of 1966, as amended, and the
Privacy Act of 1974, as amended.
Purpose(s):
To maintain files of FOIA/PA requests and the Corporation's
responses.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. Computerized files are maintained on the
Corporation FOIA/PA Officer's computer.
Retrievability:
Records are indexed by number and by year.
Safeguards:
Records in the system are available only to the Corporation FOIA/
Privacy Act Officer or those officials authorized by the Corporation
FOIA/Privacy Act Officer with a need for access of such records in
the performance of their duties.
Retention and disposal:
Records concerning requests and appeals are destroyed three (3)
years after initial request.
System manager(s) and address:
Corporation FOIA/Privacy Act Officer, Corporation for National
and Community Service, 1201 New York Avenue, NW., Washington, DC
20525.
Notification procedure:
See Notification paragraph in the Preliminary Statement.
Record access procedures:
See Access and Consent paragraph in the Preliminary Statement.
Contesting record procedures:
See Access and Contest paragraph in the Preliminary Statement.
Record source categories:
Data in this system is obtained from documents submitted by
individuals engaging in official FOIA/PA requests as well as from
responses issued by officials of the Corporation.
Exemptions claimed for the system:
None.
CORPORATION-13
System name:
Legal Office Litigation/Correspondence Files.
System location:
Office of the General Counsel, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Individuals involved in litigation which requires General Counsel
action.
Categories of records in the system:
Statements; affidavits/declarations; investigatory and
administrative reports; personnel, financial, medical and business
records; discovery and discovery responses; motions; orders, rulings;
letters; messages; forms; reports; surveys; audits; summons; English
translations of foreign documents; photographs; legal opinions;
subpoenas; pleadings; memos; related correspondence; briefs;
petitions; court records involving litigation; and related matters.
Authority for maintenance of the system:
These records are maintained under general authority of the
Office of the General Counsel to represent the Corporation in
connection with its dealings with its employees, and the general
functions of the Office of the General Counsel to provide advice and
counsel to the Chief Executive Officer of the Corporation and his or
her staff.
Purpose(s):
To maintain files relating to litigation matters involving the
Corporation.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
To prepare correspondence and materials for litigation.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders which are stored in locked
metal file cabinets. Computerized files are maintained on employee
computers.
Retrievability:
Name of individual and the year litigation commenced.
Safeguards:
Records are available only to employees assigned to the General
Counsel Office or those officials authorized by the General Counsel
with a need of such records in the performance of their duties.
Retention and disposal:
Records will be maintained in the Office of the General Counsel
for one (1) year after case closure. Records will then be sent to the
Federal Records Center where they will be destroyed after ten (10)
years.
System manager(s) and address:
General Counsel, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
Notification procedure:
Employees wishing to determine if this system contains records
relating to them should contact the Corporation for National and
Community Service, General Counsel Office, 1201 New York Avenue, NW.,
Washington, DC 20525.
Record access procedures:
Litigation files are not subject to access. Other files may be
accessed in accordance with agency-wide regulations.
Contesting record procedures:
Contest of information included in these records should be sent
to the System Manager.
Record source categories:
Data is obtained from the following categories of sources: (1)
Corporation employees; (2) Correspondence and reports from persons
and agencies dealing with the agency and its employees; (3) Work
product and research by lawyers of the office; and (4) Court records.
Exemptions claimed for the system:
Any information compiled in reasonable anticipation of a civil
action or proceeding. 5 U.S.C. 552a(d)(5).
CORPORATION-14
System name:
Merit Promotion Plan Files.
System location:
Human Resources, Corporation for National and Community Service,
1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Applicants for employment with the Corporation.
Categories of records in the system:
These files contain copies of applications for employment (SF-612
or resumes) submitted by applicants and other background information
regarding qualifications of the applicant for positions in the
Corporation.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended, and the
National Community Service Act of 1990, as amended.
Purpose(s):
To provide documentation necessary to support the Corporation's
merit selection process.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
The contents of these files are used as follows: (1) To Human
Resources regarding suitability or qualifications of an applicant for
employment; and (2) to any source which requests information in the
course of an inquiry regarding the qualifications of an applicant to
identify the individual, inform the source of the nature and purpose
of the inquiry, and to identify the type of information requested.
Also, see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders in locked metal file
cabinets.
Retrievability:
Records are indexed by vacancy announcement number.
Safeguards:
Records are available to Corporation employees with a job related
need.
Retention and disposal:
Records are destroyed when applications are two (2) years old.
Applications which resulted in appointment are filed in the Official
Personnel Folder and subsequently retired to the Federal Records
Center, St. Louis, Missouri.
System manager(s) and address:
Director, Human Resources, Corporation for National and Community
Service, 1201 New York Avenue, NW, Washington, DC 20525.
Notification procedure:
See the Notification paragraph in the Preliminary Statement.
Record access procedures:
See the Access and Contest paragraph in the Preliminary
Statement.
Contesting record Categories:
Same as Record Access Procedures category.
Record source categories:
Information is obtained from the following categories of sources:
applications and other personnel forms furnished by the individual;
written references from sources disclosed by the applicant, such as,
employers and schools.
Exemptions claimed for the system:
None.
CORPORATION-15
System name:
Office of the Inspector General Investigative Files.
System location:
Office of the Inspector General, Corporation for National and
Community Service, 1201 New York Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Subjects, complainants, and witnesses of investigations,
complaints, or other matters, including (but not necessarily limited
to) former and present Corporation employees; former and present
Corporation grant recipients, applicants, consultants, contractors
and subcontractors and their employees; and other parties doing
business or proposing to conduct business with the Corporation or its
recipients, contractors and subcontractors.
Categories of records in the system:
All correspondence relevant to the investigation; all internal
staff memoranda; information provided by subjects, witnesses, and
governmental investigatory or law enforcement organizations; copies
of all subpoenas issued during the investigation; affidavits,
statements from witnesses, memoranda of interviews, transcripts of
testimony taken in the investigation and accompanying exhibits;
documents and records or copies obtained during the investigation;
working papers of the staff, investigative notes, and other documents
and records relating to the investigation; information about
criminal, civil, or administrative referrals; and opening reports,
progress reports, and closing reports, with recommendations for
corrective action.
Authority for maintenance of the system:
The Inspector General Act of 1978, as amended, 5 U.S.C. app. 3.
Purpose(s):
To maintain files of investigative and reporting activities
carried out by the Office of the Inspector General.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
1. Referral to Federal, state, local and foreign investigative or
prospective authorities. A record in the system of records, which
indicates either by itself or in combination with other information
within the Corporation's possession, a violation or potential
violation of law, whether civil, criminal or regulatory and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued pursuant thereto, may be disclosed,
as a routine use, to the appropriate Federal, foreign, state or local
agency or professional organization charged with the responsibility
of investigating or prosecuting such violation or charged with
enforcing or implementing or investigating or prosecuting such
violation or charged with enforcing or implementing the statue or
rule, regulation or order issued pursuant thereto.
2. Disclosure to a Federal or state grand jury agent pursuant to
a Federal or state grand jury subpoena or prosecution request that
such record be released for the purpose of its introduction to a
grand jury.
3. Referral to suspension/debarment authorities, internal to the
Corporation, when the record released is germane to a determination
of the propriety of, or necessity for, a suspension or debarment
action.
4. Referral to Federal, state, local and professional licensing
authorities when the record to be released reflects on the moral,
educational, or vocational qualifications of an individual holding a
license or seeking to be licensed.
5. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure
of the record is for the purpose of permitting the recipient to
effect corrective action in the Government's best interest.
6. Disclosure to a contractor, grantee, or subgrantee or other
recipient of Federal funds, when the recipient has incurred an
indebtedness to the Government through its receipt of Government
funds, and release of the record is for the purpose of allowing the
debtor to effect a collection against a third party.
7. Disclosure to any source, either private or governmental, to
the extent necessary to secure from such source information relevant
to, and sought in furtherance of, a legitimate investigation or
audit.
8. Disclosure to a domestic, foreign or international
governmental agency considering personnel or other internal actions,
such as assignment, hiring, promotion, or retention of an individual,
issuance of a security clearance, reporting an investigation of an
individual, award or other benefit, to the extent that the
information is relevant to such agency's decision on the matter.
9. Disclosure to the Office of Government Ethics (OGE) for any
purpose consistent with OGE's mission, including the compilation of
statistical data, or the mission of the OIG.
10. Disclosure to a Board of Contract Appeals, the General
Accounting Office or other tribunal hearing a bid protest involving a
Corporation or OIG procurement.
11. Disclosure to a domestic, foreign or international government
law enforcement agency maintaining civil, criminal or other relevant
enforcement information, or other pertinent information, in order
that the OIG may obtain information relevant to a decision concerning
the assignment, hiring, promotion, or retention of an individual, the
issuance of a security clearance, the letting of a contract, or the
issuance of a license, grant, or other benefit.
12. Disclosure to the Department of Justice in order to obtain
the Department's advice regarding OIG's obligations under the Freedom
of Information Act.
13. Disclosure to the Office of Management and Budget (OMB) in
order to obtain OMB's advice regarding OIG's obligations under the
Privacy Act.
14. Disclosure to a member of Congress making a request at the
behest of a party protected under the Privacy Act, when the member of
Congress informs the appropriate official that the individual to whom
the record pertains has authorized the member of Congress to have
access.
15. Disclosure to any Federal agency pursuant to the receipt of a
valid subpoena.
16. Disclosure to the U.S. Department of the Treasury or the U.S.
Department of Justice when the Corporation or the OIG is seeking to
obtain taxpayer information from the Internal Revenue Service.
17. Disclosure to debt collection contractors for the purpose of
collecting delinquent debts as authorized by the Debt Collection
Improvement Act of 1996 (31 U.S.C. 3713).
18. Disclosure to a ``consumer reporting agency'' as that term is
defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)), and
the Federal Claims Collection Act of 1966 (31 U.S.C. 3701 (a)(3)), in
order to obtain information in the course of an investigation or
audit.
19. Disclosure to Corporation or OIG counsel, an administrative
hearing tribunal, or counsel to the adverse party, in Program Fraud
Civil Remedies Act or other litigation.
20. Disclosure to a Federal, State, or local agency for use in
computer matching programs to prevent and detect fraud and abuse in
benefit or other programs, to support civil and criminal law
enforcement activities of those agencies and their components, and to
collect debts and overpayments owed to those agencies and their
components.
21. Disclosure to any court, magistrate or administrative
authority during the course of any litigation or settlement
negotiations in which the Corporation is a party or has an interest.
A record in the system of records may be disclosed in a proceeding
before a court or adjudicative body before which the Corporation or
the OIG is authorized to appear, or in the course of settlement
negotiations involving--
(1) OIG, the Corporation, or any component thereof;
(2) Any employee of the OIG or the Corporation in his or her
official capacity;
(3) Any employee of the Corporation in his or her individual
capacity, where the Government has agreed to represent the employee;
or
(4) The United States, where the OIG determines that the
litigation is likely to affect the OIG or the Corporation or any of
its components.
22. Disclosure to OIG's or the Corporation's legal
representative, including the U.S. Department of Justice and other
outside legal counsel, when the OIG or the Corporation is a party in
actual or anticipated litigation or has an interest in such
litigation.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
The Office of the Inspector General Investigative Files consist
of paper records maintained in folders and an automated data base
maintained on computer diskettes. The folders and diskettes are
stored in locked metal file cabinets. The file cabinets are located
in the Office of the Inspector General.
Retrievability:
The records are retrieved by a unique control number assigned to
each investigation.
Safeguards:
Records in the system are available only to those persons whose
duties require such access. The records are kept in limited access
areas during duty hours and in locked file cabinets in a locked
office at all other times.
Retention and disposal:
Records will be held in the office pursuant to General Records
Schedule 22, June 1988, and will be destroyed by shredding or burning
when no longer needed.
System manager(s) and address:
Inspector General, Office of the Inspector General, Corporation
for National and Community Service, 1201 New York Avenue, NW.,
Washington, DC 20525.
Notification procedure:
To determine whether this system of records contains a record
pertaining to the requesting individual, the individual should write
to the System Manager furnishing his or her name, address, telephone
number, and social security number.
Record access procedures:
See Notification Procedures.
Contesting record procedures:
Individuals desiring to contest or amend information maintained
in this system of records should write to the System Manager, setting
forth the basis for which the individual believes the record is
incomplete, irrelevant, incorrect or untimely.
Record source categories:
Information in this system of records is obtained from:
Corporation staff and official Corporation records; current and
former employees, contractors, grantees and their employees;
subgrantees and their employees; AmeriCorps members or former members
in Corporation-funded programs; and non-Corporation persons.
Individuals to be interviewed and records to be examined are selected
based on the nature of the allegations being investigated.
Exemptions claimed for the system:
The Office of Inspector General published exemptions under 5
U.S.C. 552a(j) and (k).
CORPORATION-16
System name:
Travel Authorization Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC, 20525.
Categories of individuals covered by the system:
Corporation employees or any other person invited to travel at
the expense of the Corporation.
Categories of records in the system:
The records consist of travel authorizations, vouchers, receipts,
payment records, and other materials related to official travel.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To record and manage the payment of expenses for official travel.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Records are maintained in file folders in locked metal file
cabinets.
Retrievability:
Records are indexed alphabetically by name.
Safeguards:
Records are available only to staff in the Office of Accounting
and Financial Management Services, and other appropriate Corporation
officials with the need for such records in the performance of their
duties.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and Address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue
NW., Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system about an
individual, that individual should submit a request in writing to the
System Manager giving name, taxpayer identification number, and
address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals engaging in official travel as well as documents issued
by the Corporation officials involved with authorizing and managing
travel.
Exemptions claimed for the system:
None.
CORPORATION-17
System name:
Momentum Financials Vendor Files.
System location:
Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC, 20525.
Categories of individuals covered by the system:
All individuals with whom the Corporation does business.
Categories of records in the system:
The data recorded includes the name and address of the entity
doing business with the Corporation, ABA routing number, financial
institution name and address, depositor account number and the
taxpayer identification number; e.g., the SSN of an individual and
the TIN of an organization.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, as amended; the
National and Community Service Act of 1990, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To maintain a single registry of entities with which the agency
does business.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Data is shared with the Department of Health and Human Services
in the servicing of Corporation grant recipients; data may be
disclosed to the U.S. Department of Justice, the U.S. Department of
Treasury or the General Accounting Office in connection with debt
servicing activities or to the Internal Revenue Service in the
reporting of disbursements as required by the Internal Revenue Code.
Also, see General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Data is stored on magnetic media in a computer system with access
controlled by a security system that requires passwords and
identification of each user.
Retrievability:
Data can be retrieved from the system electronically by name or
TIN.
Safeguards:
Access to data stored on magnetic media is controlled by a
security system that requires password and identification of each
user.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC, 20525.
Notification procedure:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in
writing to the System Manager giving name, taxpayer identification
number, and address.
Record access procedures:
See Notification procedures.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should write to the System Manager and set forth the basis for
which the record is believed to be incomplete or incorrect.
Record source categories:
Data in this system is obtained from documents submitted by
individuals covered by the system as well as documents issued by the
Corporation officials involved with managing funds.
Exemptions claimed for the system:
None.
CORPORATION-18
System name:
AmeriCorps*VISTA Volunteer Management System Files.
System location:
Office of Accounting and Financial Management Services,
AmeriCorps*VISTA Payroll Office, Corporation for National and
Community Service, 1201 New York Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Current and former AmeriCorps*VISTA members.
Categories of records in the system:
Records include name, address, social security number, data
concerning the individual's sex, marital status, skills, service as
an AmeriCorps*VISTA member, including dates served and projects
served, amounts paid to the member while serving, amounts overpaid,
and repayment records of such overpayment.
Authority for maintenance of the system:
The Domestic Volunteer Service of 1973, as amended, and the
Budget and Accounting Procedures Act of 1950, as amended.
Purpose(s):
To record payments and allowances to AmeriCorps*VISTA members.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
See General Routine Uses contained in Preliminary Statement.
Information is also disclosed to the Social Security Administration
and the Internal Revenue Service about the funds paid to comply with
legal requirements that enable these agencies to perform their
functions. Data from the system is also disclosed to the Financial
Management Service of the U.S. Department of the Treasury to enable
payments to be made.
Policies and practices for storing, retrieving, accessing,
retaining and disposing of records in the system:
Storage:
Manual data is stored alphabetically in locked filing cabinets
that are kept in a room that is only used for storing such materials.
That room is kept locked except when employees who work with the
AmeriCorps*VISTA member payroll system are using the data. Access by
all other individuals is not allowed. Data is also stored on magnetic
media in a computer system with access controlled by a security
system that requires passwords and identification of each user.
Retrievability:
Data can be retrieved by individual name for manual records or by
social security number for automated records.
Safeguards:
The storage room is kept locked except when employees who work
with the AmeriCorps*VISTA member payroll system are using the data.
Access by all other individuals is not allowed. Access to data stored
on magnetic media is controlled by a security system that requires
passwords and identification of each user.
Retention and disposal:
Records are held for three (3) years and then retired to the
Federal Records Center.
System manager(s) and address:
Director, Office of Accounting and Financial Management Services,
Corporation for National and Community Service, 1201 New York Avenue,
NW., Washington, DC 20525.
Notification procedure:
To determine whether there is a record in the system of records
about an individual, that individual should submit a request in
writing to the System Manager giving name, taxpayer identification
number, and address.
Record access procedures:
See Notification procedure.
Contesting record procedures:
Anyone desiring to contest or amend information contained in this
system should wr