[Federal Register Volume 62, Number 214 (Wednesday, November 5, 1997)]
[Notices]
[Pages 59895-59906]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-29267]
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NATIONAL SCIENCE FOUNDATION
Privacy Act of 1974: Revisions to NSF Systems of Records: New
Systems
SUMMARY: Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the
National Science Foundation (NSF) is providing notice of revisions to
13 existing systems and the planned creation of two new systems. These
revisions to current systems are being made to include altered and new
routine uses, and to more accurately reflect the records contained
therein. They are reprinted in their entirety. System NSF-7, ``Earnings
and Tax Statement (W-2)'' is being deleted. The records described
therein are covered by a more comprehensive system, NSF-22, ``NSF
Payroll System.'' System NSF-41, ``Dissertation Advisors File'' is also
being deleted. It is not longer being maintained.
The two new systems are:
NSF-65, ``NSF Vendor File,'' covers banking information used for
direct deposit as required in the Debt Collection Improvement Act of
1996 to implement mandatory electronic payments for all obligations.
NSF-67, ``Invention, Patent and Licensing Documents,'' covers
invention disclosures, applications, and licenses submitted by NSF
employees, grantees, and contractors.
In accordance with the requirements of the Privacy Act, NSF has
provided a report on the proposed systems of records to the Director of
OMB; the Chairman, Senate Committee on Governmental Affairs; and the
Chairman, House Committee Government Reform and Oversight.
DATES: Sections 552a(e)(4) and (11) of Title 5 of the U.S. Code require
that the public have thirty days to comment on the routine uses of
systems of records. The new routine uses that are the subject of this
notice will take effect on December 5, 1997, unless modified by a
subsequent notice to incorporate comments received from the public.
COMMENTS: Written comments should be submitted to Herman G. Fleming,
NSF Privacy Act Officer, National Science Foundation, Division of
Contracts, Policy and Oversight, 4201 Wilson Boulevard, Room 485,
Arlington, VA 22230.
Dated: October 31, 1997.
Herman G. Fleming,
Privacy Act Officer.
NSF-3
SYSTEM NAME:
Application and Account for Advance of Funds.
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Voucher Unit, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NSF current and former employees.
Categories of records in the system:
Name and address, amount requested, and voucher number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 USC, Chapter 57; 31 USC 1512; Department of the Treasury Fiscal
Requirements Manual.
PURPOSE(S):
Establish and maintain Foundation records on administrative control
of funds relating to requests for advance of funds.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. The Department of Treasury for payment of advance of funds.
2. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
3. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation in which
one of the following is a party or has interest: (a) NSF or any of its
components; (b) an NSF employee in his/her official capacity; (c) an
NSF employee in his/her individual capacity when the Department of
Justice is representing or considering representing the employee; or
(d) the United States, when NSF determines that litigation is likely to
affect the Agency.
4. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
5. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained electronically.
RETRIEVABILITY:
The records are retrieved by Social Security Number.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours. A password is needed for access to
the computer system.
RETENTION AND DISPOSAL:
Destroyed four years after settlement of advance.
SYSTEM MANAGER(S) AND ADDRESS:
Director Division of Financial Management, National Science
Foundation, 201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
Record source categories:
Information is received from individual and his/her office.
System exemptions from certain provisions of the act:
None.
NSF-10
SYSTEM NAME:
Employee's Payroll Jacket.
[[Page 59896]]
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NSF current and former employees (including consultants).
CATEGORIES OF RECORDS IN THE SYSTEM:
Personnel actions, Federal and State Withholding Certificates, Bond
Authorizations, Health Benefit Forms, Life Insurance Forms, Allotment
Forms, and other similar items related to an employee's pay and
deductions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Part III, Government Organization and Employees;
Department of the Treasury Fiscal Requirements Manual; GAO manual,
Title 6--Pay, Leave and Allowances
PURPOSE(S):
This system enables the NSF to maintain all data which apply to the
salary, taxes, benefits and withholdings of each NSF employee and
consultant in a single location, and ensures that appropriate salary
adjustments are made.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. Health insurance carriers for identifying employees covered by
plan.
2. Other agencies upon transfer of employee to identify charitable
allotments.
3. Financial institutions for the purpose of direct deposit.
4. The Department of Treasury for the purpose of locating missing
bonds or paychecks.
5. The Department of Treasury and to the taxing authorities in the
employee's state of residence (W-4 Forms).
6. The NSF Payroll System, which is described in NSF-22. The
routine uses listed there are also applicable to this record system.
7. Another Federal agency, a court, or a party in liitgaiton before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
8. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
9. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
10. The 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, establish and modify orders of support
and for 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.
For release to the Department of Treasury for purposes of
administering the Earned Income Tax Credit Program (Section 12,
Internal Revenue Code of 1986) and verifying a claim with respect to
employment in a tax return.
11. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
12. Officials of labor organizations recognized under 5 U.S.C.
chapter 71, when relevant and necessary to their duties of exclusive
representation.
13. The Merit Systems Protection Board or the Office of the Special
Counsel in connection with appeals, investigation of alleged or
possible prohibited personnel practices, and such other function's
promulgated in 5 U.S.C. 1205 and 1206 or as may be authorized by law.
14. The Department of Labor in connection with an employee claim
for compensation or an injury or illness.
15. The American Federation of Government Employees and Local 3403
in connection with union dues paid by members.
16. To the extent any of these records are duplicative of those
described in OPM/GOVT-1 (General Personnel Records), the routine uses
described therein are also applicable.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records maintained in file folder.
RETRIEVABILITY:
Alphabetically by last name of employee.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours.
RETENTION AND DISPOSAL:
Destroyed five years after termination of employment.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
NSF Personnel Office, and forms prepared by individual employees.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-13
SYSTEM NAME:
Fellowship Payroll.
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Fellows under certain NSF Fellowship Programs being paid directly
by the Government.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of fellowship award letter, acceptance form, starting
certificates, and records of payments of stipends.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 1861; Department of the Treasury Fiscal Requirements
Manual;
[[Page 59897]]
GAO Manual, Title 6--Pay, Leave and Allowances.
PURPOSES:
This system enables the NSF to maintain all data that apply to the
payment of fellowship payroll in a single location and ensures that
appropriate payments are made.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. The Department of Treasury for the purpose of issuing the
payment directly to the financial account of the payee.
2. Financial institutions for purpose of direct deposit.
3. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
4. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
5. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
6. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE
Paper records maintained in file folders. Records are also
maintained electronically.
RETRIEVABILITY:
Alphabetically by last name of Fellow.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours.
RETENTION AND DISPOSAL:
Destroyed four years after termination of fellowship.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management, National Science
Foundation, 4201 Wilson Boulevard, Arlington VA 22230.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information obtained from Fellow.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-16
SYSTEM NAME:
Individual Retirement Record (SF-2806.
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current NSF employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Salary, grade, status changes, yearly and year to date retirement
deductions.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 8401. Government Organization and Employees; Department of
the Treasury Fiscal Requirements Manual; GAO Manual, Title 6--Pay,
Leave and Allowances
PURPOSE(S):
This system enables the NSF to maintain all data that apply to the
salary, and retirement withholdings of each NSF employee.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from the system may be disclosed to:
1. The Office of Personnel Management annually or when employee
separates from NSF to update employee retirements records. Personnel
Management when employee separates from NSF.
2. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
3. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its component; (b) an NSF employee in his/her official capacity;
(c) an NSF employee in his/her individual capacity when the Department
of Justice is representing or considering representing the employee; or
(d) the United States, when NSF determines that litigation is likely to
affect the Agency.
4. The contractors, grantees, volunteers, experts, advisors, and
other individuals who perform a service to or work on or under a
contract, grant, cooperative agreement, or other arrangement with or
for the Federal government, as necessary to carry out their duties.
5. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records maintained in file folders.
RETRIEVABILITY:
Employee's payroll number.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours.
RETENTION AND DISPOSAL:
Retained until employee is separated then transferred to OPM.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management.
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
[[Page 59898]]
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information obtained from the Personnel Office on Payroll Summaries
prepared every two weeks showing year-to-date amounts.
SYSTEM EXEMPTIONS FORM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-19
SYSTEM NAME:
Medical Examination Records for Service in the Polar Regions.
SYSTEM LOCATION:
National Science Foundation, 4201 Wilson Boulevard, Arlington, VA
22230; Antarctic Support Associates (ASA) and subcontractors, 61
Inverness Drive East, Suite 300, Englewood, CO 80112; U.S. Antarctic
facilities; Polar Ice Coring Office (PICO), University of Nebraska,
Lincoln, Nebraska.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system covers all individuals being considered for Antarctic
assignment (under the auspices of the USAP), or for assignment to
selected, isolated locations in the Arctic region. Individuals covered
may include NSF and other government agency employees, civilian
contract employees, personnel conducting the research supported by NSF
or other entities, and members of the uniformed services supporting
NSF's polar research programs.
Note: Records concerning current and former federal employees
are also covered by OPM/GOVT-10.
CATEGORIES OF RECORDS IN THE SYSTEM:
Documents relating to pre-deployment physicals: Medical history,
clinical test results (e.g., blood, urine analyses, EKGs); physical
exam notes; dental exams, X-rays, dentist's notes; and notes by medical
reviewers determining medical qualifications. Includes psychological
screening records when performed on winter-over candidates, and any
additional tests/evaluation associated with requests for medical
waivers. Medical files, clinic notes, and associated records created in
the course of providing medical treatment or consultation by any of the
medical care providers in the Arctic or Antarctia.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
16 U.S.C. 2401, et seq., 42 U.S.C. 1870, 44 U.S.C. 3101.
PURPOSE(S)
The National Science Foundation's Office of Polar Programs is
responsible for ensuring that personnel traveling to Antarctia under
the auspices of the United States Antarctic Program (USAP) meet certain
medical standards, as outlined in 45 CFR part 675 (62 FR 31521 (June
10, 1997). Those traveling to selected, isolated locations in the
Arctic region must meet similar standards. Candidates for deployment
must undergo a medical and dental examination to determine whether they
are physically qualified for deployment. Candidates who anticipate
spending the austral winter in Antarctica (where evacuation may be
impossible) are subject to additional evaluation, including a
determination of psychological adaptability to such an isolated
environment. This medical screening process requires that certain
medical records be generated on individuals participating in the USAP.
The records are used primarily for three purposes: (1) To determine
the individual's fitness for Arctic/Antarctic assignment; (2) to assist
in determining an appropriate course of medical/dental treatment should
the individual seek medical care with any medical care provider while
in the Arctic or Antarctica; and (3) to provide documentation for
addressing quality of care issues associated with these medical
functions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. Individuals involved in determining an individual's fitness for
deployment, or in providing medical services or treatment. Such
individuals include (a) designated medical care practitioners and their
administrative support personnel involved in determining an
individual's fitness for Arctic/Antarctic assignment, including waiver
requests; and (b) medical care providers in NSF-supported stations and
field camps in the polar regions where the individual is assigned;
2. The personal physician or examining physician of the individual
about whom the records pertain when disclosure is necessary to obtain
additional information necessary to make a determination on fitness, or
provide medical treatment;
3. Medical experts either individually or as a panel to provide
expertise and advice on quality of medical care issues in the polar
regions;
4. Representatives of employing organizations, including academic
institutions, and investigators on a grant (if a prospective field team
member has requested a waiver) to inform them whether an individual is
approved for deployment or not.
5. An emergency point of contact designated by the individual when
the individual seeking deployment is unreachable and additional
information is needed to order to make a determination on a waiver
request before deployment deadlines, or when necessary to provide
medical treatment during deployment;
6. Federal, state, or local agencies, or foreign governments when
disclosure is necessary to obtain records in connection with an
investigation by the NSF;
7. Information from the system may be given to another Federal
agency, a court, or a party in litigation before a court or in an
administrative proceeding being conducted by a Federal agency when the
Government is a party to the judicial or administrative proceeding, or
when NSF determines that the litigation or proceeding is likely to
affect the Agency.
8. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records are kept in locked file cabinets or area with limited
access. Records may also be prepared and maintained in electronic
format with password protection.
RETRIEVABILITY:
The records are retrieved by the name of the individual or by the
individual's social security number.
SAFEGUARDS:
These records are available only to those persons whose official
duties require such access. They are kept in locked file cabinets or
locations with
[[Page 59899]]
limited access. Electronic records are password protected.
RETENTION AND DISPOSAL:
Except for those records covered by OPM/GOVT-10, records are
destroyed approximately eight years after the individual's last
Antarctic or Arctic deployment.
SYSTEM MANAGER(S) AND ADDRESS:
Safety and Health Officer, Office of Polar Programs. Point of
contact: Associate Program Manager for Safety and Health, Polar
Research Support Section, Office of Polar Programs, Office of the
Director, National Science Foundation, 4201 Wilson Boulevard, Room 755,
Arlington, VA 22230.
NOTIFICATION PROCEDURE:
To determine whether this system of records contains a record
pertaining to the requesting individual, write to the system manager at
the above address.
RECORD ACCESS PROCEDURES:
See notification procedure.
CONTESTING RECORD PROCEDURES:
Individuals desiring to contest or amend information maintained in
this system of records should write to the system manager at the above
address.
RECORD SOURCE CATEGORIES:
Information in these records is obtained from individuals who
intend to deploy to the Arctic or Antarctica and from personal
physicians and medical examiners of the deploying individuals; from NSF
staff and NSF records; and from non-NSF persons and records, to the
extent necessary to carry out the duties described in the NSF Medical
Examination procedures. All individuals desiring to deploy to the
Arctic or Antarctica under the auspices of the National Science
Foundation must provide the requested information.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-22
SYSTEM NAME:
NSF Payroll System.
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230. Backup
files are maintained at off-site location- First Federal Corporation,
4910 Massachusetts Avenue, NW, Suite 16, Washington DC 20016.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NSF current and former employees (including consultants).
CATEGORIES OF RECORDS IN THE SYSTEM:
Salary, grade, Social Security Number, home address, time and
attendance and other related information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. Chapters 55 and 63; Department of the Treasury Fiscal
Requirements Manual; GAO Manual, Title 6--Pay, Leave and Allowances.
PURPOSE(S):
Computer System consisting of data base with all information
necessary to prepare NSF payroll, purchase of savings bonds, compute
leave balances, prepare W-2s, and other similar uses.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. The Internal Revenue Service and the Social Security
Administration, and other taxing authorities (including such
authorities as the employees state of residence.)
2. The Department of Treasury for issuance of salary payments.
3. Financial organizations for the purpose of direct deposit.
4. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
5. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding
6. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
7. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
8. Officials of labor organizations recognized under 5 U.S.C.
chapter 71, when relevant and necessary to their duties of exclusive
representation.
9. The Merit Systems Protection Board or the Office of the Special
Counsel in connection with appeals, investigation of alleged or
possible prohibited personnel practices, and such other function's
promulgated in 5 U.S.C. 1205 and 1206 or as may be authorized by law.
10. The Department of Labor in connection with an employee claim
for compensation or an injury or illness.
11. The American Federation of Government Employees and Local 3403
in connection with union dues paid by members.
12. The 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, establish and modify orders of support
and for 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.
For release to the Department of Treasury for purposes of
administering the Earned Income Tax Credit Program (Section 12,
Internal Revenue Code of 1986) and verifying a claim with respect to
employment in a tax return.
13. To state unemployment agencies in connection with claims for
unemployment benefits.
14. To the extent any of these records are duplicative of those
described in OPM/GOVT-1 (General Personnel Records), the routine uses
described therein are also applicable.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained electronically. Individual folders are also
maintained on each employee.
RETRIEVABILITY:
May be retrieved by employee number, Social Security Number or last
name.
SAFEGUARDS:
NSF security guards. Building is locked during non-business hours
when guard is not on duty. Room in which
[[Page 59900]]
records are kept is locked during non-business hours. A password is
needed to access the computer system.
RETENTION AND DISPOSAL:
Employee information is deleted at the end of the year in which
employee leaves the Foundation. Cumulative information is kept on
master tapes and maintained in NSF and at off-site location and
destroyed after five years.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information is taken from forms prepared by individuals, the
Personnel Office and Integrated Time and Attendance System (ITAS).
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-23
SYSTEM NAME:
NSF Staff Biography.
SYSTEM LOCATION:
National Science Foundation, Office of Legislative and Public
Affairs, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Executive NSF staff (Division Directors and above).
CATEGORIES OF RECORDS IN THE SYSTEM:
Biographical information, position held, education, memberships,
and publications.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101; 42 U.S.C. 1870
PURPOSE(S):
To disseminate senior level officials biographical information when
requested.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to newspapers,
magazines, professional journals, and others.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records maintained in file folders.
RETRIEVABILITY:
Alphabetically by last name of employee.
SAFEGURARDS:
Building employs security guard. Building is locked during non-
business hours when guard is not on duty. Room in which records are
kept is locked during non-business hours.
RETENTION AND DISPOSAL:
Records on individuals destroyed when they leave Foundation except
in cases of extremely high level staff.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Public Affairs, Office of Legislative and
Public Affairs, National Science Foundation, 4201 Wilson Boulevard,
Arlington, VA, 22230.
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information is received from individual.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-24
SYSTEM NAME:
Official Passports.
SYSTEM LOCATION:
National Science Foundation, Professional Travel Corporation (NSF
Contractor) Room 275, 4201 Wilson Boulevard, Arlington VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current NSF employees, consultants and invited guests.
CATEGORIES OF RECORDS IN THE SYSTEM:
Date and place of birth, nationality, next of kin, height, color of
hair and eyes, and photograph.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 1870: 44 U.S.C. 3101.
PURPOSE(S):
To support official international visits by NSF staff, consultants
and visitors.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. Embassy for purpose of issuing visas.
2. The State Department for disposition when the passport expires
or the employee leases the Foundation.
3. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administration
proceeding.
4. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or of
its components; (b) and NSF employee in his/her official capacity; (c)
an NSF employee is his/her individual capacity when the Department of
Justice is Representing or considering representing the employee; or
(d) the United States, when NSF determines that litigation is likely
the Agency.
5. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained in file folders and on diskettes and/or
magnetic tapes.
RETRIEVABILITY:
Alphabetically by last name.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours. Passports are kept in locked filing
cabinet.
RETENTION AND DISPOSAL:
Passports expire after five years and are then sent to the State
Department for disposition. Should employee retire or leave the
Foundation before passport expiration, the passport are, passports are
returned to the State Department for proper disposition.
[[Page 59901]]
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management, Nation Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be notified in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information is received from individual.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NFS-34
SYSTEM NAME:
Integrated Time and Attendance System (ITAS).
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Payroll Section, 4201 Wilson Boulevard, Arlington, VA 22230. Paper
copies may be maintained in individual offices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NSF current and former employees (including consultants).
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include documents related to employee's attendance, leave,
and overtime. It also includes Social Security Number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C., Chapters 61 and 63; Department of the Treasury
Requirements Manual; GAO manual, Title 6--Pay, Leave and Allowances
PURPOSE(s):
This system enables the NSF to maintain all data which apply to the
time and attendance of each NSF employee. Information incorporated into
the ``NSF Payroll System,'' NSF-22.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this systems may be disclosed to:
Information from this system is incorporated into the ``NSF Payroll
System'' described in NSF-22. The routine uses listed in that system
are also applicable to this system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained electronically.
RETRIEVABILITY:
Filed by NSF employee identification number during current pay year
and alphabetically by last name, thereafter.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Room in which records are kept is
locked during non-business hours. A password is needed to access the
computer system.
RETENTION AND DISPOSAL:
Employee information is deleted at the end of the year in which
employee leaves the Foundation. Cumulative information is kept on
master tapes and maintained in NSF and at off-site location and
destroyed after five years.
SYSTEM MANAGER(s) AND ADDRESS:
Director, Division of Financial Management, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURES:
The Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCES CATEGORIES:
Information input by employee, verified by timekeeper and approved
by supervisor in individual offices.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-38
SYSTEM NAME:
Visa Applications and Alien Application for Consideration of Waiver
of Two-Year Foreign Residence Requirements--NSF.
SYSTEM LOCATION:
National Science Foundation, Division of International Programs,
4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Aliens subject to conditions of section 212(e) of the Immigration
and Nationality Act, seeking waiver of two-year foreign residence
requirements, in order to apply for immigrant or temporary worker
status.
CATEGORIES OF RECORDS IN THE SYSTEM:
Curriculum vitae, next of kin, correspondence and employment data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Section 212(e) of the Immigration and Nationality Act.
PURPOSES:
To determine whether NSF supports the waiver request.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be released to:
1. The U.S. Information Agency, the agency responsible for issuing
the visas.
2. The institution or organization requesting the waiver.
3. Contractors, grantees, volunteers and other individuals who
perform a service to or perform on or under a contract, grant,
cooperative agreement, or other arrangement for the Federal government,
as necessary to carry out their duties.
4. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
5. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
6. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
7. NSF analysis and recommendation is released to the organization/
institution requesting the waiver.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders.
[[Page 59902]]
RETRIEVABILITY:
Alphabetically by last name of alien.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when guard is not on duty. Records are in locked rooms after
business hours. Access is limited to persons whose official duties
require their use.
RETENTION AND DISPOSAL:
Records are held at NSF approximately two years after close out of
case.
Records are destroyed 10 years after close of alien case folder.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of International Programs, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
The individual and U.S. host institution (employer).
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-49
SYSTEM NAME:
Frequent Traveler Profile.
SYSTEM LOCATION:
National Science Foundation, Professional Travel Corporation (NSF
contractor) Room 275, 4201 Wilson Boulevard, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
National Science Foundation frequent travelers.
CATEGORIES OF RECORDS IN THE SYSTEM:
Home telephone numbers, credit card information, special
accommodation requirements, passport numbers and issue dates, and
travel preference information, including frequent flyer numbers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 1870; 44 U.S.C. 3101.
PURPOSE(S):
To assist travelers in their travel arrangements.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. Airlines for contacting traveler after hours or on weekends when
there are schedule changes.
2. Airlines and hotels for meeting special requirements
(wheelchair, etc.)
3. Credit card information will be given to hotels to guarantee
room reservations, when approved by traveler.
4. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
5. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
6. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
7. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN SYSTEM:
STORAGE:
Records are maintained in contractor file folders. Also maintained
on computer files.
RETRIEVABILITY:
Records are filed alphabetically by last name.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when the guard is not on duty. Rooms in which records are kept
are locked during non-business hours.
RETENTION AND DISPOSAL:
Profiles are destroyed when employees retire or leave the
Foundation.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Administrative Services, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contracted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification Procedures'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedures'' above.
RECORD SOURCE CATEGORIES:
Information is received from individuals.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-53
SYSTEM NAME:
Public Transportation Subsidy Program.
SYSTEM LOCATION:
National Science Foundation, Office of Information and Resource
Management, Division of Administrative Services, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
National Science Foundation full-time permanent employees, grades
GS-10 and below, who participate in the program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Names, social security numbers, grade level, issue dates and METRO
vouchers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 1870: 44 U.S.C. 3101.
PURPOSE(S):
To assist in administration of the public transportation subsidy
program. Serves as record of who received subsidy.
ROUTINE USE OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. Other Federal agencies for use in evaluating the overall
effectiveness of public transportation programs.
2. Another Federal agency, a court, or a party in litigation before
a court or in
[[Page 59903]]
an administrative proceeding being conducted by a Federal agency when
the Government is a party to the judicial or administrative proceeding.
3. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
4. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
5. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN SYSTEM:
STORAGE:
Records are maintained in file folders and in a computer system at
NSF.
RETRIEVABILITY:
Records are retrieved alphabetically by last name or by Social
Security Number.
SAFEGUARDS:
NSF employs security guards. Building is locked during non-business
hours when the guard is not on duty. Rooms in which records are kept
are locked during non-business hours. Passwords are needed to access
information in computer system.
RETENTION AND DISPOSAL:
Profiles used to determine eligibility will be deleted from the
system when employee retires, leaves the Foundation, or is no longer
eligible for the program. Records of distribution are kept for six
years.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Administrative Services, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification Procedures'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedures'' above.
RECORD SOURCE CATEGORIES:
Information is gathered from the individual and from the NSF
Personnel Data Base System.
SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-57
SYSTEM NAME:
NSF Delinquent Debtors' File.
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management,
Financial Statements Section, 4201 Wilson Boulevard, Arlington, VA
22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees, former employees, panelists, recipients of fellowship
stipends and others owing money to the National Science Foundation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information varies depending on individual debtor. Normally, the
name, Social Security Number, address, amount of debt or delinquent
amount, basis of the debt, office referring debts, agency collection
efforts, credit reports, debt collection letters, correspondence to or
from the debtor relating to the debt and correspondence with employing
agencies of debtors.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Claims Collection Act of 1966, Public Law 89-508; Debt
Collection Act of 1982, Public Law 97-365, and E.O. 9397.
PURPOSE(S):
Information is used for the purpose of collecting moneys owed NSF
arising out of any administrative or program activities or service
administered by NSF. The file represents the basis for the debt and
amount of debt and actions taken by NSF to collect the moneys owed
under the debt. The credit report or financial statement provides an
understanding of the individual's financial condition with respect to
requests for deferments of payment.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system may be disclosed to:
1. The U.S. General Accounting Office (GAO), Department of Justice,
United States Attorney, or other Federal agencies for further
collection action on any delinquent account when circumstances warrant.
2. A commercial credit reporting agency for the purpose of either
adding to a credit history file or obtaining a credit history file for
use in the administration of debt collection.
3. A debt collection agency for the purpose of collection services
to recover indebtedness owed to NSF.
4. Debtor's name, Social Security Number, the amount of debt owed,
and the history of the debt may be disclosed to any Federal agency
where the individual debtor is employed or receiving some form of
remuneration for the purpose of enabling that agency to collect debts
on NSF's behalf by administrative or salary offset procedures under the
provisions of the Debt Collection Act of 1982 (Pub. L. 97-365).
5. Any other federal agency including but limited to, the Internal
Revenue Service (IRS) pursuant to 31 U.S.C. 3720A, for the purpose of
effecting an administrative offset against the debtor of a delinquent
debt owed to NSF by the debtor.
6. The Internal Revenue Service by computer matching to obtain the
mailing address of a taxpayer for the purpose of locating such taxpayer
to collect or to compromise a Federal claim by NSF against the taxpayer
pursuant to 26 U.S.C. 6103 (m)(20) and in accordance with 31 U.S.C.
3711, 3217 and 3718.
Note: Redisclosures of a mailing address from the IRS may be
made only for the purpose of debt collection, including to a debt
collection agency in order to facilitate the collection or
compromise of a Federal claim under the Debt Collection Act of 1982,
except that a mailing address to a consumer reporting agency is for
the limited purpose of obtaining a commercial credit report on the
particular taxpayer. Any such address information obtained from the
IRS will not be used or shared for any other NSF purpose or
disclosed to another Federal, state, or local agency which seeks to
locate the same individual for its own debt collection purpose.
7. Data base information consisting of debtor's name, Social
Security Number, and amount owed may be disclosed to the Defense
Manpower Data Center
[[Page 59904]]
(DMDC). Department of Defense, the U.S. Postal Service or to any other
Federal, state, or local agency for the purpose of conducting an
authorized computer matching program in compliance with the Privacy Act
of 1974 (5 U.S.C. 552a), as amended, to identify and locate delinquent
debtors in order to start a recoupment process on an individual basis
of any debt owed NSF by the debtor arising out of any administrative or
program activities or services administered by NSF.
8. Any creditor Federal agency seeking assistance in implementing
administrative or salary offset procedures in the collection of unpaid
financial obligations owed the United States government from an
individual. An exception to this routine use is an individual's mailing
address obtained from the IRS pursuant to 26 U.S.C. 6103(m)(2).
9. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
10. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
11. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
12. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are maintained electronically. Records are also maintained
in file folders.
RETRIEVABILITY:
Records are retrieved by name or Social Security Number.
SAFEGUARDS:
These records are available only to those persons whose official
duties require such access. Records are kept in limited access during
duty hours and in locked cabinets at all other times.
RETENTION AND DISPOSAL:
Records are disposed of after ten years unless needed for an
ongoing investigation in which case the record will be retained until
no longer needed in the investigation.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management, National Science
Foundation, 4201 Wilson Boulevard, Arlington, VA 22230.
NOTIFICATION PROCEDURE:
The Privacy Act Officer should be contacted in accordance with
procedures fount at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' above.
RECORD SOURCE CATEGORIES:
Information in this system of records obtained from the individual,
institution, award records, collection agencies, and other appropriate
agencies, i.e., DMDC, IRS, GAO, USPS.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NSF-65
SYSTEM NAME:
NSF Vendor File
SYSTEM LOCATION:
National Science Foundation, Division of Financial Management, 4201
Wilson Boulevard, Arlington, VA 22230
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees, former employees, other individuals and vendors who will
receive electronic payment from the National Science Foundation for
goods or services.
CATEGORIES OF RECORD IN THE SYSTEM:
Name, address, Social Security Number, and the banking information
of the payee.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Debt Collection Improvement Act of 1996 provides authority for
the National Science Foundation to implement mandatory electronic
payments for all obligations.
PURPOSE(S):
This system enables NSF to comply with the electronic payment
provision of the Debt Collection Act of 1996.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Information from this system records may be released to:
1. The Department of Treasury for the purpose of issuing the
payment directly to the financial account of the payee.
2. Financial organizations for the purpose of direct deposit.
3. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected, and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
4. Contractors, grantees, volunteers, experts, advisors, and other
individuals who perform a service to or work on or under a contract,
grant, cooperative agreement, or other arrangement with or for the
Federal government, as necessary to carry out their duties.
5. Another Federal agency, a court, or a party in litigation before
a court or in an administrative proceeding being conducted by a Federal
agency when the Government is a party to the judicial or administrative
proceeding.
6. Representatives of the General Services Administration and the
National Archives and Records administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are maintained electronically.
RETRIEVABILITY:
These records are retrieved by name, Social Security Number or
employee identification number.
SAFEGUARDS:
These records are available only to those persons whose official
duties require such access. A password is
[[Page 59905]]
required for access to the computer system. Printed reports of the data
have restricted access and are treated as confidential information.
RETENTION AND DISPOSAL:
Updated information automatically replaces the old information.
File is accumulative and maintained permanently.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Division of Financial Management.
NOTIFICATION PROCEDURE:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification'' procedures above.
CONTESTING RECORD PROCEDURES:
See ``Notification'' procedures above.
RECORD SOURCE CATEGORIES:
Information in this system of records obtained from the individual
or payees.
SYSTEM EXEMPTIONS FROM CERTAIN PROVISIONS OF THE ACT:
None.
NSF-67
SYSTEM NAME:
Invention, patent and licensing documents.
SYSTEM LOCATION:
Office of the General Counsel, National Science Foundation, 4201
Wilson Boulevard, Room 1265, Arlington, VA 22230.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the National Science Foundation or its grantees or
contractors who made inventions while employed by the Foundation or
while performing NSF-assisted research.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains invention disclosures, patents and patent
applications, and licenses submitted to NSF by its employees, grantees,
and contractors, including inventor(s) name(s), identification of
grantee or contractor, title and description of the invention,
inventor(s) address(es) (if rights were waived to the inventor(s),
associated patent prosecution and licensing documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
45 CFR part 650 Patents. Executive Order No. 9865, as amended, 35
U.S.C. 266 note, ``Patent protection abroad of inventions resulting
from research financed by the Government,'' describing the Government-
wide policy for obtaining foreign patent protection for inventions
resulting from research conducted or financed by the Government; and
Executive Order No. 10096, as amended, 35 U.S.C. 266 note, ``Uniform
Government Patent Policy for Inventions by Government Employees,''
describing Government-wide policy pertaining to inventions made by
Government employees.
PURPOSE(S):
Records in this system are used to administer governmental rights
to inventions made by NSF employees or during FSF-assisted research.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Information from this system may be disclosed to:.
1. The Department of Justice and the Office of Management and
Budget for consultation in processing Freedom of Information or Privacy
Act requests.
2. The Department of Justice, to the extent disclosure is
compatible with the purpose for which the record was collected and is
relevant and necessary to litigation or anticipated litigation, in
which one of the following is a party or has an interest: (a) NSF or
any of its components; (b) an NSF employee in his/her official
capacity; (c) an NSF employee in his/her individual capacity when the
Department of Justice is representing or considering representing the
employee; or (d) the United States, when NSF determines that litigation
is likely to affect the Agency.
3. Federal Government contractors, grantees, consultants,
volunteers, or other personal who have been engaged to assist the
Government in the performance of a contract, grant, cooperative
agreement, or other activity related to this system of records and who
need to have access to the records in order to perform the activity.
4. Appropriate Federal, State, local or foreign agencies
responsible for investigating, prosecuting, enforcing, or implementing
a statute, rule, regulation or order, where there is an indication of a
violation or potential violation of the statute, rule, regulation or
order and the information disclosed is relevant to the matter.
5. For the purpose of obtaining patent protection for NSF-owned
inventions and granting licenses for these patents, to: (a) Scientific
personnel, both in NSF and other Government agencies and in non-
Governmental organizations such as universities, who possess the
expertise to understand the invention and evaluate its importance as a
scientific advance; (b) contract patent counsel and their employees and
foreign contract personnel retained by the Foundation for patent
searching and prosecution in both the United States and foreign patent
offices; (c) all other Government agencies whom NSF contacts regarding
the possible use, interest in, or ownership rights in NSF inventions;
(d) prospective licensees or technology finders who may further make
the invention available to the public through sale or use; (e) parties,
such as supervisors of inventors, whom NSF contacts to determine
ownership rights, and those parties contacting NSF to determine the
Government's ownership; and (f) the United States and foreign patent
offices involved in the filing of NSF patent applications.
6. Representatives of the General Services Administration and the
National Archives and Records Administration who are conducting records
management inspections under the authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The records are stored in file folders, computer tapes, and
computer discs.
RETRIEVABILITY:
Records are retrieved by name of the inventor, invention-disclosure
number, NSF program, and institution.
SAFEGUARDS:
Data on computer files is accessed by password known only to
authorized users, who are NSF or contractor employees involved in
patenting and licensing of NSF-owned inventions or administering rights
to inventions made with NSF assistance to which grantees, contractors,
or inventors have retained principal rights. Access to information is
thus limited to those with a need to know. Records are stored in a
locked room or in locking file cabinets in file folders. During normal
business hours, Office of General Counsel personnel regulate
availability of the files. During evening and weekend the offices are
locked and the building is closed.
RETENTION AND DISPOSAL:
Records will be retained and disposed of under the authority of
Foundation procedures currently under development.
SYSTEM MANAGER(S) AND ADDRESS:
Patent Assistant, Office of General Counsel, National Science
Foundation,
[[Page 59906]]
4201 Wilson Boulevard, Arlington, VA 22230
NOTIFICATION PROCEDURES:
The NSF Privacy Act Officer should be contacted in accordance with
procedures found at 45 CFR part 613.
RECORD ACCESS PROCEDURES:
See ``Notification Procedures'' above.
CONTESTING RECORD PROCEDURES:
See ``Notification Procedures'' above.
RECORD SOURCE CATEGORIES:
Inventors and other collaborating persons, grantees, contractors;
other Federal agencies; scientific experts from non-Government
organizations; contract patent counsel and their employees and foreign
contract personnel; United States and foreign patent offices;
prospective licenses; and third parties whom NSF contacts to determine
individual invention ownership or Government ownership.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
None.
[FR Doc. 97-29267 Filed 11-4-97; 8:45 am]
BILLING CODE 7555-01-M
