System of Records; Presidential Management Fellows Program, 61791-61794 [2012-25030]

Agencies

• Office of Personnel Management

[Federal Register Volume 77, Number 197 (Thursday, October 11, 2012)]
[Notices]
[Pages 61791-61794]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2012-25030]


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OFFICE OF PERSONNEL MANAGEMENT


System of Records; Presidential Management Fellows Program

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

ACTION: Notice of amendment to system of records.

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SUMMARY: OPM has amended an existing system of records subject to the 
Privacy Act of 1974 (5 U.S.C. 552a). 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 system of records maintained 
by the agency (5 U.S.C. 552a(e)(4)). One category of information is no 
longer necessary to collect, and two categories of information are 
being added to the systems notice. In addition, Presidential Management 
Fellows Program data formerly collected by the Office of Personnel 
Management Human Resource Solutions will now be collected by a 
contractor. A routine use was added to permit releases from the system 
to OPM or other government contractors who need access to the system.

DATES: The amendments to the systems notice will become effective 40 
days after the date of publication in the Federal Register unless 
comments are received that result in further changes to the notice. The 
system has been operational for 14 years. Comments will be accepted 
until November 20, 2012.

ADDRESSES: Written comments must be sent to the U.S. Office of 
Personnel Management, Presidential Management Fellows Program, ATTN: 
Juanita Wheeler (OPM\Central-11), 1900 E Street NW., Room 6500, 
Washington, DC 20415 or email PMF@opm.gov.

FOR FURTHER INFORMATION CONTACT: Todd Hewell, (202) 606-1040, fax (202) 
606-3040, or email to pmf@opm.gov. Please include your complete mailing 
address with your request.

SUPPLEMENTARY INFORMATION: This notice serves to update and amend 
collection and maintenance of OPM\Central-11 (Presidential Management 
Fellows Program) as a result of new program regulations as well as a 
change from a government-operated Talent Acquisition System (TAS) to a 
contractor operated system. The PMF Program authority changed with 
Executive Order 13562, Recruiting and Hiring Students and Recent 
Graduates (Presidential Management Fellows Program), signed by 
President Barack Obama on December 27, 2010. Changes to data collection 
listed within

[[Page 61792]]

the categories of records for this system include the following: (1) 
Elimination of nominations by accredited educational institutions 
(hence, the elimination of Nominee status for applicants); (2) the 
added collection of academic transcripts for verification of 
eligibility; and (3) the collection of Applicant Flow Data in the TAS 
in accordance with the approved Office of Management and Budget 
Approval 3046-0046. As part of its effort to revamp the PMF 
Program, the program office sought to improve the applicant experience 
and improve the data collection systems by contracting with a private 
talent acquisition system provider. Pursuant to the contract with OPM, 
that provider is required to comply with any applicable requirements of 
the Privacy Act.
    In addition, pursuant to the terms of the contract, each contract 
employee who has access to the PMF system is required to undergo an 
adjudication of their fitness to have access to work of this nature and 
to assess their fitness to perform this work, based upon an appropriate 
background investigation. Beginning in November 2012, data for the 
Class of 2013 will be collected by the contractor. During the initial 
six months of operation, the existing OPM Human Resource Services (HRS) 
operated system in Macon, GA will continue to function in parallel with 
the new system and will remain the system of record for 2012 and prior 
Presidential Management Fellows. By March 2013, all data contained in 
the HRS system in Macon will be migrated to the contractor. A routine 
use has been added to this systems notice to permit release of records 
to contractors working on the system pursuant to a contract with OPM or 
the Federal government.

U.S. Office of Personnel Management.
John Berry,
Director.
OPM\CENTRAL-11

SYSTEM NAME:
    Presidential Management Fellows (PMF) Program Records.

SYSTEM LOCATION:
    Presidential Management Fellows Program Office, U.S. Office of 
Personnel Management, 1900 E Street NW., Room 6500, Washington, DC 
20415. Electronic records will be stored at contractor facilities 
located in Ashburn, VA (Primary site) and McLean, VA (Alternate site).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system contains records on current and former PMFs; students 
pursuing or recently completing an advanced degrees, such as a masters 
or professional degree; as well as contact information for Program 
stakeholders (e.g., Agency PMF Coordinators, supervisors of PMFs).

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records contain information about the covered individuals 
relating to name, Social Security Number, academic background, home 
address, telephone numbers, email addresses, employment history, 
veterans' preference, academic transcripts and other personal 
information needed during the application, assessment, and selection 
processes, and as needed for training and development opportunities 
impacting PMFs and participating agencies. The system will also contain 
applicant flow data collected in accordance with the Office of 
Management and Budget Approval 3046-0046. This system will 
contain confidential evaluation information and assessment scores not 
available to the public, to applicants, to academic institutions, and 
to participating Federal Agencies.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 13562, signed by President Barack Obama on December 
27, 2010.

PURPOSE(S):
    These records are used by program personnel for the following 
reasons:
    a. To determine basic program eligibility and to evaluate 
applicants in a structured assessment process conducted by OPM.
    b. To group the interested individuals into various categories 
(e.g., Candidates, Applicants, Eligibles, Ineligibles, Semi-Finalists, 
Finalists, Non-Selectees, Fellows, Former Fellows, and Alumni) and make 
a final determination as to those applicants who will be referred (as 
Finalists to become Fellows) to participating Federal Agencies for 
employment consideration.
    c. For program evaluation functions to determine the effectiveness 
of the program and to improve program operations.
    d. To facilitate interaction and communication between PMF Program 
participants and alumni.
    e. To track PMF appointments, certifications, conversions, 
reappointments, withdrawals, resignations, extensions, and waivers.
    f. To track agency reimbursements for PMF appointments.
    g. To schedule and track PMF participation in Program-sponsored 
training and development events (e.g., orientation, forums, 
graduation).
    h. To track contact information of Applicants (at all stages), 
Agency PMF Coordinators, PMF supervisors, Pathways Program Officers, 
and other relevant stakeholders.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records and information in these records may be used:
    1. To refer pertinent information to the appropriate Federal, State 
or local agency responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation or order when there is an 
indication of a violation or potential violation of civil or criminal 
law or regulation.
    2. To provide information to a congressional office from the record 
of an individual in response to an inquiry from the congressional 
office made at the request of the individual.
    3. To disclose information 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. In those cases where the 
Government is not a party to the proceeding, records may be disclosed 
if a subpoena has been signed by a judge.
    4. To disclose information to the U.S. Department of Justice or in 
a proceeding before a court, adjudicative body or other administrative 
body before which OPM is authorized to appear, when:
    a. OPM, or any component thereof; or
    b. Any employee of OPM in his or her official capacity; or
    c. Any employee of OPM in his or her individual capacity where the 
Department of Justice or OPM has agreed to represent the employee; or
    d. 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 the 
Department of Justice or OPM is deemed by OPM to be relevant and 
necessary to the litigation provided, however, that the disclosure is 
compatible with the purpose for which records were collected.
    5. 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 prescribed in 5 U.S.C. 1205 and 
1206, or as may be authorized by law.

[[Page 61793]]

    6. 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, 
examination of Federal affirmative employment programs, compliance by 
Federal Agencies with the Uniform Guidelines on Employee Selection 
Procedures, or other functions vested in the Commission.
    7. 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.
    8. To refer candidates to Federal Agencies for employment 
consideration.
    9. To refer candidates to State and local governments, 
congressional offices, international organizations, and other public 
offices, with permission of the candidates, for the purpose of 
employment consideration and developmental opportunities.
    10. To refer Fellows for consideration for reassignment, 
reappointment, and/or promotion within the employing Federal Agencies.
    11. As a data source for management information of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel research functions or manpower studies, or to locate 
individuals for personnel research.
    12. To request information from a Federal, State, or local agency 
maintaining civil, criminal or other information relevant to an agency 
decision concerning the hiring or retention of a candidate.
    13. To provide an academic institution with information on a recent 
graduate's participation in the PMF Program, covering application, 
selection and appointment to a Federal position at a certain grade 
level, and graduation (completion of the PMF Program).
    14. To disclose information to contractors performing or working on 
a contract on behalf of OPM, or job for the Federal Government.

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    All data stored within the contractor hosting and backup facilities 
is encrypted utilizing data at rest encryption technologies. A complete 
data backup is stored on a weekly basis and is then replicated to a 
physically separate datacenter location and kept for the duration of 
the retention period.
    Paper copies of the scoring for the in-person assessments are 
maintained in lockable metal file cabinets or in a secured office suite 
at OPM Headquarters, 1900 E Street NW., Washington, DC and in 
computerized systems accessible to only those program staff whose 
official duties necessitate such access. Up until electronic records 
are migrated to the contractor system, OPM computerized systems adhere 
to current information technology and security policies and 
requirements and include confidential passwords for access to these 
automated records.

RETRIEVABILITY:
    These records are indexed by name of applicants, maiden name (if 
applicable), graduate schools, State of residence, Social Security 
Number, professional/graduate/undergraduate degree, veterans' 
preference, status in PMF Program (e.g., Candidate, Applicant, 
Eligible, Ineligible, Semi-Finalist, Finalist, Non-Selectee, Fellow, 
Former Fellow, and Alumni), citizenship, foreign language(s), 
geographic employment preference(s), skill sets/competencies, and any 
combination of these.

SAFEGUARDS:
    Proper safeguards are in place within both the primary and 
alternate hosting facilities. Each facility leverages security 
equipment, techniques, and procedures to control, monitor, and record 
access to the facility, including customer cage areas. Data centers are 
staffed at all times, i.e., even during the night, on weekends, and on 
holidays. All perimeter doors have biometric with card access readers. 
Each door is also equipped with sensors to alert security staff of 
forced entries and is monitored by closed-circuit television. Records 
are maintained in a secured space and in computerized systems 
accessible to only those program staff whose official duties 
necessitate such access. Confidential passwords are required for access 
to these automated records. Computerized systems adhere to current 
information technology and security policies and requirements. All 
contractor personnel with a need to access data records in this system 
will undergo a background security investigation prior to being granted 
access. All of that provider's officials having access to the PMF 
system will undergo an adjudication, pursuant to the terms of the 
contract, of their fitness to have access to work of this nature and to 
assess their fitness to perform this work, based upon an appropriate 
background investigation. In addition, contractor personnel are 
required by the terms of the contract to adhere to relevant provisions 
of the Privacy Act.

RETENTION AND DISPOSAL:
    Application files are maintained for a maximum of three (3) years; 
the automated data base of PMF participant information will be 
destroyed when no longer needed for administrative purposes.
    The PMF Program Office maintains a database system tracking all 
applicant history and program status from 1997 to the present. All 
hardcopies are maintained in lockable filing cabinets and are archived 
in accordance with OPM's Records Management Handbook and records 
retention schedules.

Media Sanitization and Disposal
    The contractor has adopted and implemented policies and procedures 
to address removal of confidential information including protected data 
from electronic media before the media are made available for re-use, 
and final disposition of confidential information including protected 
data and/or the hardware or media on which it is stored. Destruction is 
done on-site through specialized services.

SYSTEM MANAGER(S) AND ADDRESS:
    Presidential Management Fellows Program Office, Attn: Rob Timmins, 
U.S. Office of Personnel Management, 1900 E Street NW., Room 6500, 
Washington, DC 20415, Office (202) 606-1040, Fax (202) 606-3040, Email 
pmf@opm.gov.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system contains 
information about them should contact the system manager. You must 
furnish the following information for your records to be located and 
identified:
    a. Full Name at Time of Application
    b. Maiden Name (if applicable)
    c. Home Address referenced at Time of Application
    d. Advanced Academic Degree referenced at Time of Application
    e. Year Applied to Program

RECORD ACCESS PROCEDURE:
    Specific materials in this system have been exempted from Privacy 
Act provisions at 5 U.S.C. 552a(d), regarding access to and amendment 
of records. The section of the notice, titled Systems Exempted from 
Certain Provisions of the Act, indicates the kinds of materials 
exempted and the reasons for exempting them from access.
    Current or former applicants who wish to gain access to their non-
exempt

[[Page 61794]]

records should direct such a request in writing to the system manager. 
You must furnish the following information for your records to be 
located and identified.
    a. Full Name at Time of Application
    b. Maiden Name (if applicable)
    c. Home Address referenced at Time of Application
    d. Advanced Academic Degree referenced at Time of Application
    e. Year Applied to Program
    Individuals must also comply with OPM's Privacy Act regulations 
regarding verification of identity and access to records (5 CFR 297).

CONTESTING RECORD PROCEDURE:
    Specific material in this system has been exempted from Privacy act 
provisions at 5 U.S.C. 552a(d), regarding access to and amendment of 
records. The section of the notice titled Systems Exempted from Certain 
Provisions of the Act, indicates the kinds of materials exempted and 
the reasons for exempting them from amendment.
    Current or applicants wishing to request amendment of their non-
exempt records should contact the OPM PMF system manager. You must 
furnish the following information for your records to be located and 
identified:
    a. Full Name at Time of Application
    b. Maiden Name (if applicable)
    c. Home Address referenced at Time of Application
    d. Advanced Academic Degree referenced at Time of Application
    e. Year Applied to Program
    Individuals must also comply with OPM's Privacy Act regulations 
regarding verification of identity and amendment of records (5 CFR 
297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom it applies;
    b. Colleges and Universities;
    c. Federal officials involved in the screening and selection 
process;
    d. Employing Federal Agencies.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system contains testing and examination materials that are 
used solely to determine individual qualifications for appointment or 
promotion in the Federal service. The Privacy Act at 5 U.S.C. 
552a(k)(6), permits an agency to exempt all such testing or examination 
material and information from certain provisions of the Act when 
disclosure of the material would compromise the objectivity or fairness 
of the testing or examination process. OPM has claimed exemptions from 
the requirements of 5 U.S.C. 552a(d), which relate to access to and 
amendment of records, for any such testing or examination materials in 
the system.

[FR Doc. 2012-25030 Filed 10-10-12; 8:45 am]
BILLING CODE 6325-39-P