A.I.D. 1 – Foreign Service Employee Personnel Records
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--1
System name: Foreign Service Employee Personnel Records.
System location: Washington offices and offices of assignment
abroad as listed in appendix A.
Categories of individuals covered by the system: Present and
former A.I.D. Foreign Service employees and employees of other U.S.
Agencies detailed to A.I.D.
Categories of records in the system: This system includes (a)
central records consisting of official personnel folders and (b)
decentralized records consisting of office copies of official
documents and papers. Records are comprised of documents in the
following categories: Biographic Data; assignment and reassignment
orders; notification of personnel actions; travel arrival and
departure notices; time and attendance cards; requests for security
clearances and building passes; nominations and host country
clearances, position descriptions; staffing and workload information;
home, family, and emergency location information, records of language
proficiency; records of security clearances; performance evaluations;
individual assignment rating sheets; earning statements;
compensations, awards, and leave information; copies of power of
attorney granted by the individual; education and training
information; delegations of authority; reports of accomplishments;
commendations; health and medical record abstracts; accident or
incident reports; reprimands and disciplinary actions; complaints and
grievances; documents pertaining to fiscal, property, and
transportation matters; foreign office notes and official
correspondence; permits and authorizations of foreign governments;
health and life insurance plans; and correspondence pertaining to the
individual.
Authority for maintenance of the system: Foreign Assistance Act of
1961 as amended, sec. 621, 625, 626, 627, 628, and 636 (b); Foreign
Service Act of 1946 as amended, U.S.C. 301.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To Foreign
Governments, international organizations, and U.S. and Foreign Firms
for employment or employee exchange.
To Financial and Credit Institutions for loan and credit
reference purposes solely to verify the employee's name, employment
with A.I.D., dates of employment and pay grade.
To other Federal Agencies and private firms for placement under
exchange programs.
To officials of the Department of State serving as the employee's
supervisor for performance evaluation and review.
To representatives of the Office of Personnel Management on
matters relating to the inspection, survey, audit or evaluation of
A.I.D. personnel management programs, of personnel actions, or such
other matters under the jurisdiction of the Commission.
To representatives of the Office of Personnel Management for the
maintenance of their Central Personnel Data File, Federal Automated
Career System, and Executive Inventory File.
To the Attorney General of the United States or his authorized
representative in connection with litigation, law enforcement, or
other matters under the direct jurisdiction of the Department of
Justice, or carried out as the legal representative of the executive
agencies.
To a duly appointed hearing examiner or arbitrator (an employee
of another federal agency) for the purpose of conducting a hearing in
connection with an employee's appeal involving disclosures of records
of A.I.D.'s personnel management system.
To an arbitrator who is given a contract pursuant to a negotiated
labor agreement to hear an employee's grievance involving disclosure
of records of the personnel management system.
To officials of labor organizations recognized under Executive
Orders 11636 and 11491, as amended, when relevant and necessary to
their duties of exclusive representation under the Orders, and to
include data such as veteran preference status, tenure, salaries,
grades, positions titles, duty stations, agency-sponsored training
and awards received, notices of reduction in force, job-related
injury, and personnel actions, when such information is relevant to
personnel policies and practices affecting employment conditions and
necessary for exclusive representation by the labor organization.
Wherever feasible and consistent with responsibilities under the
orders, such information shall be furnished in depersonalized form,
i.e., without personal identifiers.
To state employment security agencies and to the U.S. Department
of Labor, upon request, employment, wage and separation data of
former AID employees, to determine eligibility for unemployment
compensation.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, and for the purposes set forth in
the Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of employee.
Safeguards: Located in metal file cabinets with three-way
combination lock in secured premises with access limited to those
whose official duties require access.
Retention and disposal: Retention of these records varies from 1
to 75 years, depending upon the specific kind of record involved.
They are retired or destroyed in accordance with General Records
Schedules issued by the National Archives and Records Administration
and approved records control schedules of the Agency for
International Development.
System manager(s) and address: Chief, Foreign Service Personnel,
Office of Personnel and Manpower, Agency for International
Development, 515 22nd Street, NW, Washington, DC 20523.
Administrative Officer or Executive Officer of the employing
office or Mission as listed in appendix A.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street, NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the
applicable address in appendix A.
Information Required: Individual's name, place and date of birth.
The determination as to the existence of a record will be facilitated
by the provision of the individual's Social Security number and dates
and places of service.
Record access procedures: Requests from individuals should be
addressed or presented in person to the same addresses as stated in
the Notification Section above.
Requests should be accompanied by information sufficient to
identify the individual pursuant to Sec. 215.4(c) or (d) of the
Agency's Regulations as published in this issue of the Federal
Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same address as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made
in writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary - Privacy Review Request.
Both the envelope and the letter should be clearly marked
Attention: Executive Secretary - Privacy Review Request.
Record source categories: Provided by the individual, by officers
and employees of A.I.D. in the performance of their official duties,
by United States and foreign civil authorities, by educational
institutions, private persons and companies and produced in the
course of normal personnel administration operations of the Agency.
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