[Federal Register: August 21, 2009 (Volume 74, Number 161)]
[Notices]
[Page 42334-42336]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr21au09-104]
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OFFICE OF PERSONNEL MANAGEMENT
Amendment of a System of Records
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)).
DATES: The changes became effective in November 2003. The system has
been operational for 6 years without incident. Comments will be
accepted until September 30, 2009.
ADDRESSES: Written comments must be sent to the U.S. Office of
Personnel Management, Presidential Management Fellows Program, Attn:
Rob Timmins (OPM\Central-11), 1900 E Street, NW., Room 1425,
Washington, DC 20415.
FOR FURTHER INFORMATION CONTACT: Rob Timmins, (202) 606-2674, fax (202)
606-3040, or e-mail to Rob.Timmins@opm.gov. Please include your
complete mailing address with your request.
SUPPLEMENTARY INFORMATION: This notice serves to update and amend
collection, analysis, and maintenance of OPM\Central-11 (Presidential
Management Fellows Program) as a result of new program regulations and
an increased use of automated information technology. Revisions include
the following: (1) Authority of Program now results from Executive
Order 13318, Presidential Management Fellows Program, signed by
President George W. Bush on November 21, 2003; (2) The Executive order
changed the name from Presidential Management Intern (PMI) Program to
the Presidential Management Fellows (PMF) Program; (3) There is no
longer a category of records collection for semi-finalists; (4) As a
result of the OPM re-organization in March 2003, the system location
has been updated to reflect current name; and (5) The system manager
contact has been updated to reflect the new PMF Program organization
and location.
John Berry,
Director, U.S. Office of Personnel Management.
OPM\CENTRAL-11
SYSTEM NAME:
Presidential Management Fellows (PMF) Program Records.
SYSTEM LOCATION:
U.S. Office of Personnel Management, Human Resources Products and
Services Division, Center for Leadership Capacity Services, Succession
Planning Programs, Presidential Management Fellows Program, 1900 E
Street, NW., Room 1425, Washington, DC 20415.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system contains records on current and former PMFs and
students pursuing graduate degrees who have been nominated by their
graduate schools for consideration for the PMF Program, as well as
contact information for Program stakeholders (e.g., Agency PMF
Coordinators, graduate school Nomination Officials, 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, e-mail addresses, employment history,
Indian and veterans' preference, and other personal information needed
during the application, nomination, assessment, and selection
processes, and as needed for training and development opportunities
impacting PMFs and participating agencies. This system also will
contain confidential evaluation information and assessment scores not
available to the public.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 13318, signed by President George W. Bush on
November 21, 2003.
PURPOSE(S):
These records are used by program personnel for the following
reasons:
a. To determine basic program eligibility and to evaluate the
nominees in a structured assessment process conducted by OPM.
b. To group the applicants into various categories (e.g.,
applicants, nominees, finalists, and non-selectees) and make a final
determination as to those candidates who will be referred (as finalists
to become Fellows) to participating 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, waivers and
deferrals.
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, nominees, finalists,
Fellows, Agency PMF Coordinators, PMF supervisors, graduate school
Nomination Officials 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.
[[Page 42335]]
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.
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 and
promotion within the employing 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,
nomination, assessment, selection and appointment to a Federal position
at a certain grade level, and graduation (completion of the PMF
Program).
POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
These records are stored on forms, lists, magnetic tape, database
systems, Web site, and media storage devices (e.g., floppy disks, flash
drives, CD-ROMs, etc.).
RETRIEVABILITY:
These records are indexed by name of applicants, maiden name (if
applicable), graduate schools, State of residence, Social Security
Number, graduate/undergraduate degree, Indian and/or veterans'
preference, status in PMF Program (e.g., applicant, nominee, finalist,
non-finalist, Fellow), citizenship, foreign language(s), geographic
employment preference(s), and any combination of these.
SAFEGUARDS:
These records are maintained in lockable metal file cabinets or a
secured office suite 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 IT and security
policies and requirements.
RETENTION AND DISPOSAL:
Application files are maintained for a maximum of three (3) years;
the automated data base of participant information will be destroyed
when no longer needed for administrative purposes. Tapes are erased and
manual records are either archived or destroyed. The PMF Program
maintains a database system tracking all applicant history and program
status from 1997 to the present. All hardcopies, as a result of the
above described processes, are maintained in lockable filing cabinets
and are archived in accordance with OPM's Records Management Handbook
and records schedules.
SYSTEM MANAGER(S) AND ADDRESS:
Presidential Management Fellows Program Office, U.S. Office of
Personnel Management, 1900 E Street, NW., Room 1425, Washington, DC
20415, Office (202) 606-1040, Fax (202) 606-3040, E-mail pmf@opm.gov,
and Branch Chief/Technical Manager, Technical Services Group, U.S.
Office of Personnel Management, 4685 Log Cabin Drive, Macon, GA 31204,
Office (478) 744-2373, Fax (478) 744-2179.
NOTIFICATION PROCEDURE:
Individuals wishing to inquire whether this system contains
information about them should contact the system managers. 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. Nominating Graduate School.
e. Graduate Degree referenced at Time of Application.
f. 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 Presidential Management Fellows or nominees who
wish to gain access to their non-exempt records should direct such a
request in writing to the system managers. You must furnish the
following information for your records to be located and identified.
a. Full Name at Time of Application.
[[Page 42336]]
b. Maiden Name (if applicable).
c. Home Address referenced at Time of Application.
d. Nominating Graduate School.
e. Graduate Degree referenced at Time of Application.
f. 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 former Presidential Management Fellows or nominees
wishing to request amendment of their non-exempt records should contact
the system managers. 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. Nominating Graduate School.
e. Graduate Degree referenced at Time of Application.
f. 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. Nominating graduate school Deans, Chairpersons, and/or Academic
Program Directors;
c. Federal, State, and local officials involved in the screening
and selection process;
d. Employing 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. E9-20091 Filed 8-20-09; 8:45 am]
BILLING CODE 6325-38-P