Privacy Act of 1974: New System of Records, 42336-42338 [E9-20092]

Agencies

• Office of Personnel Management
• Personnel Management Office

[Federal Register Volume 74, Number 161 (Friday, August 21, 2009)]
[Notices]
[Pages 42336-42338]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-20092]


-----------------------------------------------------------------------

OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974: New System of Records

AGENCY: U.S. Office of Personnel Management (OPM).

ACTION: Notice of a new system of records.

-----------------------------------------------------------------------

SUMMARY: OPM proposes to add a new system of records to its inventory 
of records systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended. This action is necessary to meet the requirements of the 
Privacy Act to publish in the Federal Register notice of the existence 
and character of records maintained by the agency (5 U.S.C. 
552a(e)(4)). The system has been operational since March 24, 2003 
without incident. Publication of this system of records was 
inadvertently delayed. In the meantime, appropriate measures were taken 
to maintain the integrity and confidentiality of the information.

DATES: This action will be effective without further notice on 
September 30, 2009 unless comments are received that would result in a 
contrary determination.

ADDRESSES: Send written comments to the Office of Personnel Management, 
ATTN: Kathryn Roberson, Manager, Federal Cyber Service: Scholarship for 
Service Program, 8610 Broadway, Rm. 305, San Antonio, TX 78217.

FOR FURTHER INFORMATION CONTACT: Kathryn Roberson, 202-369-1011.

SUPPLEMENTARY INFORMATION: The Federal Cyber Service: Scholarship for 
Service Web site (SFS) allows OPM the ability to fulfill its 
responsibility for the SFS program which was established by the 
National Science Foundation in accordance with the Federal Cyber 
Service Training and Education Initiative, as described in the 
President's National Plan for Information Systems Protection, to 
facilitate the timely registration, selection and placement of program-
enrolled students in Federal agencies. Specified OPM personnel use SFS 
to update student information. The system also affords registered 
agency officials read-only access to student resumes to consider them 
for placement with their agency. Furthermore, it allows registered 
university officials limited read-only access to students in their 
program so they can ensure students are meeting program requirements.

U.S. Office of Personnel Management.

John Berry,
Director.
OPM INTERNAL-18

SYSTEM NAME:
    Federal Cyber Service: Scholarship For Service (SFS)

SYSTEM LOCATION:
    The IT infrastructure of SFS is housed at the Center for Talent 
Service Technical Services Group at 4685 Log Cabin Drive, Macon, GA 
31204.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system contains records on certain citizens who were selected 
for participation in the SFS program. The system currently contains 
information on approximately 1000 participating students, 39 
participating university officials, and 400 agency officials.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The records in the database may contain the following on a 
participating student:
    a. Name.
    b. Address.
    c. Phone number.
    d. E-mail address.
    e. Employment Information.
    f. Education.
    The records in the database may contain the following on 
participating university officials:
    a. Name.
    b. University address.
    c. University phone number.
    d. University e-mail address.
    e. Fax number.
    The records in the database may contain the following on registered 
agency officials:
    a. Name.
    b. Agency address.
    c. Agency phone number.
    d. Agency e-mail address.
    e. Fax number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The Federal Cyber Service Training and Education Initiative as 
described in the President's National Plan for Information Systems 
Protection, gives OPM the authority to maintain the system.

PURPOSE:
    The information is used by OPM's Center for Talent Services to 
register

[[Page 42337]]

scholarship recipient's education and experience and to provide this 
information to potential Federal employers. Students are selected by 
participating universities/colleges to receive the scholarship. Once 
selected and approved by OPM, the student is provided instructions on 
how to register their resume on-line. Approved Federal agencies and 
approved university officials are then able to retrieve resumes of the 
scholarship recipients through a password protected website.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Information in these records may be used by:
    1. OPM--
    (A) To maintain the database.
    (B) To produce to another Federal agency 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, and such information is deemed by OPM to be 
arguably relevant and necessary to the litigation.
    (C) To disclose information to the National Archives and Records 
Administration for use in records management inspections.
    (D) To produce summary descriptive statistics and analytical 
studies in support of the function for which the records are collected 
and maintained, or for related workforce studies. While published 
studies do not contain individual identifiers, in some instances the 
selection of elements of data included in the study may be structured 
in such a way as to make the data individually identifiable by 
inference.
    (E) To disclose information to the Department of Justice (DOJ), or 
in a proceeding before a court, adjudicative body or other 
administrative body before which OPM is authorized to appear, when: 
OPM, or any component thereof; or any employee of OPM in his or her 
official capacity; or any employee of OPM in his or her individual 
capacity where DOJ or OPM has agreed to represent the employee; or the 
United States, when OPM determines that litigation is likely to affect 
OPM or any of its components; is a party to litigation or has an 
interest in such litigation, and the use of such records by DOJ or OPM 
is deemed by OPM to be arguably relevant and necessary to the 
litigation provided; however, that the disclosure is compatible with 
the purpose for which records were collected.
    (F) To disclose information to officials of the Merit Systems 
Protection Board or the Office of the Special Counsel, when requested 
in connection with appeals, special studies of the civil service and 
other merit systems, review of OPM rules and regulations, 
investigations of alleged or possible prohibited personnel practices, 
and such other functions, e.g., as promulgated in 5 U.S.C. 1205 and 
1206, or as may be authorized by law.
    (G) To disclose information to the Equal Employment Opportunity 
Commission when requested in connection with investigations into 
alleged or possible discrimination practices in the Federal sector, 
compliance by Federal agencies with the Uniform Guidelines on Employee 
Selection Procedures or other functions vested in the Commission and to 
otherwise ensure compliance with the provisions of 5 U.S.C. 7201.
    (H) To disclose information to the Federal Labor Relations 
Authority or its General Counsel when requested in connection with 
investigations of allegations of unfair labor practices or matters 
before the Federal Service Impasses Panel.
    (I) To disclose relevant and necessary information to designated 
officers and employees of agencies, offices and other establishments in 
all branches of the Federal Government for:
    (a) conducting suitability or security investigations,
    (b) classifying jobs,
    (c) hiring or retaining employees,
    (d) evaluating qualifications, suitability and loyalty to the 
United States Government,
    (e) granting access to classified information or restricted areas,
    (f) letting a contract, issuing a license, grant, or other benefit, 
or
    (g) providing a service performed under a contract or other 
agreement.
    (J) To disclose information to the appropriate Federal, State, 
local, tribal, foreign or other public authority responsible for 
investigating, prosecuting, enforcing or implementing a statute, rule, 
regulation or order when OPM-CFIS becomes aware of an indication of a 
violation or potential violation of civil or criminal law or 
regulation.
    (K) To disclose information to a congressional office in response 
to an inquiry made on behalf of an individual. Information will only be 
released to a congressional office if OPM receives a notarized 
authorization or signed statement under 28 U.S.C. 1746 from the subject 
of the investigation.
    3. Approved University Officials--To view resumes of their 
participating students to ensure the accuracy of the students resume.
    4. Approved Federal agencies--To obtain names and resumes of 
participating students available for employment.

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    SFS maintains these records in an electronic database.

RETRIEVABILITY:
    Records in SFS may be retrieved by the name of the individual about 
whom they are maintained.

SAFEGUARDS:
    OPM has adopted appropriate administrative, technical, and physical 
controls in accordance with its Automated Information Systems Security 
Program to protect information in the SFS database. OPM restricts 
access to all of these records to employees who have the appropriate 
clearance and need-to-know.

RETENTION AND DISPOSAL:
    Service Agreements are destroyed (shredded) 180 days after the 
student has completed their obligation to the Federal Government. The 
Database consisting of name, university, degree information, and hiring 
agency, is maintained indefinitely by graduating class for reporting 
and statistical purposes. SFS is currently in the process of 
establishing a Records Retention Schedule with NARA.

SYSTEM MANAGER AND ADDRESS:
    Associate Director, Human Resources Products and Services Division, 
Office of Personnel Management, Room 4310, 1900 E Street, NW., 
Washington, DC 20415-4000.

NOTIFICATION AND RECORD ACCESS PROCEDURE:
    Individuals wishing to determine whether this system of records 
contains information about them may do so by writing to FOI/P, OPM, 
ATTN: FOIA Officer, 1900 E Street, NW., Room 5415, Washington, DC 
20415-7900.
    Individuals must furnish the following information for their 
records to be located:
    1. Full name.
    2. Date and place of birth.
    3. Social Security Number.
    4. Signature.
    5. Available information regarding the type of information 
requested.
    6. The reason why the individual believes this system contains 
information about him/her.
    7. The address to which the information should be sent.
    Individuals requesting access must also comply with OPM's Privacy 
Act regulations regarding verification of

[[Page 42338]]

identity and access to records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:
    Individuals wishing to request amendment of records about them 
should write to Kathryn Roberson, Manager, SFS, 8610 Broadway, Rm 305, 
San Antonio, TX 78217 and furnish the following information for their 
records to be located:
    1. Full name.
    2. Date and place of birth.
    3. Social Security Number.
    4. Signature.
    5. Precise identification of the information to be amended.
    Individuals requesting amendment must also follow OPM's Privacy Act 
regulations regarding verification of identity and amendment to records 
(5 CFR part 297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    1. The individual to whom the information applies.

SYSTEM EXEMPTIONS:
    None.

[FR Doc. E9-20092 Filed 8-20-09; 8:45 am]
BILLING CODE 6325-38-P