State-14 Foreign Service Institute Records, 8882-8883 [06-1624]

Agencies

• DEPARTMENT OF STATE

[Federal Register Volume 71, Number 34 (Tuesday, February 21, 2006)]
[Notices]
[Pages 8882-8883]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 06-1624]


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DEPARTMENT OF STATE

[Public Notice 5317]


State-14 Foreign Service Institute Records

SUMMARY: Notice is hereby given that the Department of State proposes 
to alter an existing system of records, STATE-14, pursuant to the 
Provisions of the Privacy Act of 1974, as amended (5 U.S.C.(r)), and 
the Office of Management and Budget Circular No. A-130, Appendix I. The 
Department's report was filed with the Office of Management and Budget 
on February 9, 2006.
    It is proposed that the current system will retain the name 
``Foreign Service Institute Records.'' It is also proposed that due to 
the expanded scope of the current system, the altered system 
description will include revisions and/or additions to the following 
sections: System Location; Categories of Individuals Covered by the 
System; Authority for Maintenance of the System; and Routine Uses of 
Records Maintained in the System, Including Categories of Users and 
Purposes of such Uses. Changes to the existing system description are 
proposed in order to reflect more accurately the Foreign Service 
Institute's record-keeping system, the Authority establishing its 
existence and responsibilities, and the uses and users of the system.
    Any persons interested in commenting on the altered system of 
records may do so by submitting comments in writing to Margaret P. 
Grafeld, Director; Office of Information Programs and Services; A/RPS/
IPS; Department of State, SA-2; Washington, DC 20522-8100. This system 
of records will be effective 40 days from the date of publication, 
unless we receive comments that will result in a contrary 
determination.
    The altered system description, ``Foreign Service Institute 
Records,'' will read as set forth below.

    Dated: February 8, 2006.
Frank Coulter,
Acting Assistant Secretary for the Bureau of Administration, Department 
of State.
STATE-14

SYSTEM NAME:
    Foreign Service Institute Records.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    The George P. Shultz National Foreign Affairs Training Center, 4000 
Arlington Boulevard, Arlington, VA; Warrenton Training Center, 
Warrenton, VA; Tunis Field School, American Embassy Tunis, Tunisia; 
Yokohama Field School,

[[Page 8883]]

American Embassy Tokyo, Japan; and Seoul Field School, American Embassy 
Seoul, Korea.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who requested and/or received training from the Foreign 
Service Institute, took a language proficiency test given by the 
Foreign Service Institute, or received external training (including at 
colleges and universities) sponsored or approved by the Institute 
including: (1) Employees (and eligible family members thereof) of the 
Department of State; (2) employees (and eligible family members 
thereof) of other agencies of the Federal executive, legislative and 
judicial branches; (3) members (and eligible family members thereof) of 
the U.S. military; (4) citizens or nationals of the United States, or 
employees of any corporation, company, partnership, association or 
other legal entity that is 50 percent or more beneficially owned by 
citizens or nationals of the United States, that is engaged in business 
abroad, as well as any family member of such individuals; (5) citizens 
or nationals of the United States, or employees of any corporation, 
company, partnership, association or other legal entity that is 50 
percent or more beneficially owned by citizens or nationals of the 
United States, under contract to provide services to the United States 
Government or to any employee thereof that is performing such services; 
and (6) applicants for employment at the Department of State.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 (Management of Executive Agencies); 22 U.S.C. 4021-
4028 (Chapter 7 of the Foreign Service Act of 1980).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Training request forms and supporting documentation; progress 
reports; evaluation reports; course grades and/or test scores; general 
correspondence; biographic information; educational and employment 
history; security clearance data; travel vouchers; fiscal, i.e., 
payment or billing, information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    The information in this system is used to document assignments to 
training and students' progress, and for operation of the training 
program. The principal users of this information outside the Department 
are: (1) Other agencies of the legislative, executive and judicial 
branches that send students to the Institute for training; (2) non-
Federal organizations that send students to the Institute for training; 
(3) universities to whom the Institute sends students for training; and 
(4) other training vendors to whom the Institute sends students for 
training.'' Also see ``Routine Uses'' paragraph of the Prefatory 
Statement published in the Federal Register.

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

RETRIEVABILITY:
    Individual name, Social Security Number.

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

RETENTION AND DISPOSAL:
    These records will be maintained until they become inactive, at 
which time they will be destroyed or retired in accordance with 
published record disposition schedules of the Department of State and 
as approved by the National Archives and Records Administration. More 
specific information may be obtained by writing to the Director, Office 
of Information Programs and Services, A/RPS/IPS, SA-2, Department of 
State, Washington, DC 20522-8100.

SYSTEM MANAGER AND ADDRESS:
    Executive Director for Management, Foreign Service Institute, 
George P. Shultz National Foreign Affairs Training Center, Room F-2205, 
Washington, DC 20522-4201.

NOTIFICATION PROCEDURE:
    Individuals who have reason to believe that the Foreign Service 
Institute might have records pertaining to them should write to the 
Director, Office of Information Programs and Services, A/RPS/IPS, SA-2, 
Department of State, Washington, DC 20522-8100. The individual must 
specify that he or she wishes the records of the Foreign Service 
Institute to be checked. At a minimum, the individual should include: 
name; date and place of birth; Social Security Number; current mailing 
address and zip code; signature; a brief description of the 
circumstances that caused the creation of the record (including the 
city and/or country and the approximate dates) which gives the 
individual cause to believe that the Foreign Service Institute has 
records pertaining to him or her.

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

RECORD SOURCE CATEGORIES:
    These records contain information that is primarily obtained from 
the individual who is the subject of the records.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    Pursuant to 5 U.S.C. 552a(k)(6) records in this system of records 
may be exempted from 5 U.S.C. 552a(c)(3).(d).(e)(l).(e)(4)(G).(H). and 
(I) and (f).

[FR Doc. 06-1624 Filed 2-17-06; 8:45 am]
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