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United States Department of Agriculture

Agricultural Research Service

CSREES Privacy Act, Systems of Records
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Cooperative State Research, Education, and Extension Service, Privacy Act, Systems of Records

 

 

 

USDA/CSREES-1

USDA/CSREES-2

USDA/CSREES-3

USDA/CSREES-4

 

 

 

USDA/CSREES-1

 

System name:

 

       Current Research Information System (CRIS), USDA/CSREES-1.

     System location:

       USDA, CSREES/ISTM/CRIS, Waterfront Centre, 800 9th Street, SW,

   Washington, DC 20024.

 

     Categories of individuals covered by the system:

       Scientists listed on research projects entered into the CRIS.

 

     Categories of records in the system:

       The system consists of research projects of USDA agencies and

   CSREES grant recipients, and research projects of those State

   institutions receiving CSREES administered funds in support of

   research.

 

     Authority for maintenance of the system:

       7 U.S.C. 361 a-i; 7 U.S.C. 3222; 7 U.S.C. 450; 7 U.S.C. 7621; 7

   U.S.C. 7626; 7 U.S.C. 3152; 7 U.S.C. 3241; 7 U.S.C. 5811; and 7

   U.S.C. 343.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Technical records in this system may be disclosed to: (1) The

   general public in order to inform them of agricultural related

   research, plan future research activities, avoid costly duplication

   of research, and establish valuable contacts within the research

   community. Technical and financial records in this system may be

   disclosed to: (2) research scientists and Administrators of all

   governmental agencies and affiliated institutions in connection with

   information retrieval requests in special subject areas; (3) the

   Department of Justice when: (a) The agency or any component thereof;

   or (b) any employee of the agency in his or her official capacity

   where the Department of Justice has agreed to represent the employee;

   or (c) the United States Government is a party to litigation or has

   an interest in such litigation, and by careful review, the agency

   determines that the records are both relevant and necessary to the

   litigation and the use of such records by the Department of Justice

   is therefore deemed by the agency to be for a purpose that is

   compatible with the purpose for which the agency collected the

   records; (4) an appropriate agency, whether Federal, State, or local,

   charged with the responsibility of investigating or prosecuting a

   violation of law or rule, regulation, or order issued pursuant

   thereto, when information available indicates a violation or

   potential violation of law, whether civil, criminal, or regulatory in

   nature, and whether arising by general statute or particular program

   statute, or by rule, regulation, or order issued pursuant to such

   statute; (5) in response to a request for discovery or appearance of

   a witness, to the extent that what is disclosed is relevant to the

   subject matter involved in a pending judicial or criminal proceeding

   or in response to a subpoena issued in a proceeding before a court or

   adjudicative body, to the extent that the records requested are

   relevant to the proceedings; (6) a Member of Congress or to a

   Congressional staff member in response to an inquiry of the

   Congressional office made at the written request of the constituent

   about whom the record is maintained.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system: 

     Storage:

Technical records are maintained on the CRIS Web site (http://

cris.csrees.usda.gov). Financial records are maintained on computer

tapes and on other electronic media at the CRIS offices, the National

Archives, and at the USDA National Computer Center, Kansas City.

     Retrievability:

Records can be retrieved by name or project leader or co-investigator or any other data field.

   Safeguards: Access to the technical records in this system is available, via the Web site, to anyone. The financial records will be in a safeguarded environment with access only by authorized personnel.

     Retention and disposal:

Financial and classification records are maintained indefinitely

by CRIS and the National Archives. Project information is maintained

for two years following termination of the project.

 

     System manager(s) and address:

       Deputy Administrator, ISTM, USDA-CSREES, Stop 2270, 1400

   Independence Avenue, SW, Washington, DC 20250-2270. The address for

   express mail or overnight courier service is: Deputy Administrator,

   ISTM, USDA-CSREES, Waterfront Centre, 800 9th Street, SW, Washington,

   DC 20024.

 

Notification Procedures:

 

       Any individual may request information regarding this system of

   records or information as to whether the system contains records

   pertaining to such individual from the System Manager or can access

   the CRIS Web site.

 

     Record access procedures:

       Any individual may gain access to a record in the system that

   pertains to such individual by submitting a written request to the

   System Manager or by accessing the CRIS Web site.

 

     Contesting record procedures:

       Any individual may contest a record in the system that pertains

   to such individual by submitting written information to the System

   Manager.

 

     Record source categories:

       Information in this system comes from USDA research agencies and

   other institutions receiving CSREES administered funds for research.

 

     Exemptions claimed for the system:

       None.

 

 

USDA/CSREES-2

 

System name:

 

       International Programs Recruitment Roster, USDA/CSREES-2.

 

     System location:

       Cooperative State Research, Education, and Extension Service

   (CSREES), International Programs, USDA, Waterfront Centre, 800 9th

   Street, SW., Washington, DC 20024.

 

     Categories of individuals covered by the system:

       Cooperating university personnel interested in overseas

   assignments.

 

     Categories of records in the system:

       Personal data identifying the individual, such as name, address,

   university, telephone number, and e-mail address; summary background

   information categorized under headings, such as subject matter

   experience, commodity experience, functional experience, clientele

   experience, ecosystems experience, production systems experience,

   scope of experience, international experience, education and language

   proficiency; preferred length of assignment (short-, mid- or long-

   term); and personal resume.

 

     Authority for maintenance of the system:

       Sections 296 and 297 of the Foreign Assistance Act of 1961, Pub.

   L. 87-195, 75 Stat. 424, as added by section 312 of the International

   Development and Food Assistance Act of 1975, Pub. L. 94-161, 89 Stat.

   849; and section 1458 of the National Agricultural Research,

   Extension, and Teaching Policy Act of 1977, 7 U.S.C. 301 et seq., as

   amended by section 1436 of the Agriculture and Food Act of 1981, Pub.

   L. 97-98, 95 Stat. 1213.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Records in this system may be disclosed to: (1) To international

   organizations seeking university personnel for placement in overseas

   projects and assignments; (2) the Department of Justice when: (a) The

   agency or any component thereof; or (b) any employee of the agency in

   his or her official capacity where the Department of Justice has

   agreed to represent the employee; or (c) the United States Government

   is a party to litigation or has an interest in such litigation, and

   by careful review, the agency determines that the records are both

   relevant and necessary to the litigation and the use of such records

   by the Department of Justice is therefore deemed by the agency to be

   for a purpose that is compatible with the purpose for which the

   agency collected the records; (3) an appropriate agency, whether

   Federal, State, or local, charged with the responsibility of

   investigating or prosecuting a violation of law or rule, regulation,

   or order issued pursuant thereto, when information available

   indicates a violation or potential violation of law, whether civil,

   criminal, or regulatory in nature, and whether arising by general

   statute or particular program statute, or by rule, regulation, or

   order issued pursuant to such statute; (4) in response to a request

   for discovery or appearance of a witness, to the extent that what is

   disclosed is relevant to the subject matter involved in a pending

   judicial or criminal proceeding or in response to a subpoena issued

   in a proceeding before a court or adjudicative body, to the extent

   that the records requested are relevant to the proceedings; and (5) a

   Member of Congress or to a Congressional staff member in response to

   an inquiry of the Congressional office made at the written request of

   the constituent about whom the record is maintained.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system: 

     Storage:

       International Programs Recruitment Roster records are stored on a

   shared office computer drive and in file folders.

     Retrievability:

       Records can be accessed on the computer by individual name,

   university affiliation, preferred length of duty or keywords and

   phrases under any of the experience categories. Resumes will be filed

   by name in alphabetical order in file folders.

     Safeguards:

       On-line access to International Programs Recruitment Roster data

   is controlled by password protection. Information stored in file

   folders will be stored in locked file cabinets. Access to these

   records will be limited to authorized personnel.

     Retention and disposal:

       Applicant information will remain on the system for a period of 3

   years. At the end of each year the applicant will have the option to

   remain on the system for the following year, and make any needed

   changes in his/her file, or be dropped from the roster. At anytime

   during the year, the applicant may request that his/her files be

   removed from the system. Data for disposal is deleted from the

   computer memory.

 

     System manager(s) and address:

       Director, International Programs, USDA-CSREES-SERD, Stop 2203,

   1400 Independence Avenue, SW., Washington, DC 20250-2203. The address

   for express mail or overnight courier service is: Director,

   International Programs, USDA-CSREES-SERD, Waterfront Centre, 800 9th

   Street, SW., Washington, DC 20024.

 

     Notification procedure:

       An individual may request information regarding this system of

   records or information as to whether the system contains records

   pertaining to such individual from the System Manager. A request for

   information regarding an individual should include the individual's

   full name and address. Before any information about an individual is

   released, the System Manager may require the individual to provide

   proof of identity or require the requester to furnish an

   authorization from the individual to permit release of information.

 

     Record access procedures:

       An individual may gain access to a record in the system that

   pertains to such individual by submitting a written request to the

   System Manager.

 

     Contesting record procedures:

       Same as notification procedures.

 

     Record source categories:

       Records in this system come from documents submitted by the

   individual directly for the purpose of inclusion in the International

   Programs Recruitment Roster.

 

     Exemptions claimed for the system:

       None.

 

 

USDA/CSREES-3

 

System name:

 

       State Cooperative Extension Service Employees, USDA-CSREES-3.

 

     System location:

       USDA-ARS-HRD-MSB, CES Team, Portals Building, 1280 Maryland

   Avenue, SW, Washington, DC 20024.

 

     Categories of individuals covered by the system:

       All professional employees of the State Cooperative Extension

   Service from 1968 to present.

 

     Categories of records in the system:

       Personnel and payroll information on professional Cooperative

   Extension Service employees.

 

     Authority for maintenance of the system:

       7 U.S.C. 341, et seq.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Records in this system may be disclosed to: (1) The Department of

   Justice when: (a) The agency or any component thereof; or (b) any

   employee of the agency in his or her official capacity where the

   Department of Justice has agreed to represent the employee; or (c)

   the United States Government is a party to litigation or has an

   interest in such litigation, and by careful review, the agency

   determines that the records are both relevant and necessary to the

   litigation and the use of such records by the Department of Justice

   is therefore deemed by the agency to be for a purpose that is

   compatible with the purpose for which the agency collected the

   records; (2) an appropriate agency, whether Federal, State, or local,

   charged with the responsibility of investigating or prosecuting a

   violation of law or rule, regulation, or order issued pursuant

   thereto, when information available indicates a violation or

   potential violation of law, whether civil, criminal, or regulatory in

   nature, and whether arising by general statute or particular program

   statute, or by rule, regulation, or order issued pursuant to such

   statute; (3) in response to a request for discovery or appearance of

   a witness, to the extent that what is disclosed is relevant to the

   subject matter involved in a pending judicial or criminal proceeding

   or in response to a subpoena issued in a proceeding before a court or

   adjudicative body, to the extent that the records requested are

   relevant to the proceedings; and (4) a Member of Congress or to a

   Congressional staff member in response to an inquiry of the

   Congressional office made at the written request of the constituent

   about whom the record is maintained.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system: 

     Storage:

       Records are maintained in an electronic database at the USDA-ARS-

   HRD-MSB, Portals Building, 1280 Maryland Avenue, SW, Washington, DC

   20024.

     Retrievability:

       Records can be retrieved by social security number or other

   unique State identifying number.

     Safeguards:

       Authorization must be obtained from the Administrator, CSREES, or

   the Chief, MSB-HRD, ARS, before information is released. All printed

   matter is kept in locked rooms.

     Retention and disposal:

       Records are retained indefinitely.

 

     System manager(s) and address:

       Personnel and Data Information Specialist, USDA-ARS-HRD-MSB, CES

   Team, Portals Building, 1280 Maryland Avenue, SW, Washington, DC

   20024.

 

Notification Procedures:

       Any individual may gain access to a record in the system that

   pertains to such individual by submitting a written request to the

   System Manager.

 

     Record access procedures:

       Any individual may obtain information as to the procedures for

   gaining access to a record in the system that pertains to such

   individual by submitting a written request to the System Manager.

 

     Contesting record procedures:

       Any individual may contest a record in the system that pertains

   to such individual by submitting written information to the System

   Manager.

 

     Record source categories:

       Information in this system comes primarily from the employee with

   additional data provided by the employee's personnel office.

 

     Exemptions claimed for the system:

       None.

 

 

USDA/CSREES-4

 

System name:

 

       CSREES Grants Systems, USDA-CSREES-4.

 

     System location:

       Records are maintained in Program, Grants, and Funds Management

   offices and in a computerized system at the Cooperative State,

   Research, Education, and Extension Service (CSREES), Waterfront

   Centre, 800 9th Street, SW, Washington, DC 20024.

 

     Categories of individuals covered by the system:

       Individuals that have submitted proposals to CSREES, either

   individually or through an academic or other institution, and peer

   reviewers that evaluate CSREES applicants and their proposals.

 

     Categories of records in the system:

       The system contains records of the project director, the

   authorized organizational representative, potential proposal

   reviewers, the proposal and its identifying number, supporting data

   from the academic institution or other applicant, proposal

   evaluations from peer reviewers, a review record, financial data, and

   other related material such as, committee or panel discussion

   summaries and other agency records containing or reflecting comments

   on the proposal or the applicants from peer reviewers.

 

     Authority for maintenance of the system:

       National Agricultural Research, Extension, and Teaching Policy

   Act of 1977 (NARETPA), 7 U.S.C. 3318.

 

     Routine uses of records maintained in the system, including

   categories of users and the purposes of such uses:

       Records in this system may be disclosed to (1) federal agencies

   needing names of potential reviewers or specialists in particular

   fields; (2) individuals assisting CSREES staff, either through grant

   or contract, in the performance of their duties; (3) federal agencies

   as part of the Presidential Management Initiative, E-Grants; (4) the

   Department of Justice when: (a) The agency or any component thereof;

   or (b) any employee of the agency in his or her official capacity

   where the Department of Justice has agreed to represent the employee;

   or (c) the United States Government is a party to litigation or has

   an interest in such litigation, and by careful review, the agency

   determines that the records are both relevant and necessary to the

   litigation and the use of such records by the Department of Justice

   is therefore deemed by the agency to be for a purpose that is

   compatible with the purpose for which the agency collected the

   records; (5) an appropriate agency, whether Federal, State, or local,

   charged with the responsibility of investigating or prosecuting a

   violation of law or rule, regulation, or order issued pursuant

   thereto, when information available indicates a violation or

   potential violation of law, whether civil, criminal, or regulatory in

   nature, and whether arising by general statute or particular program

   statute, or by rule, regulation, or order issued pursuant to such

   statute; (6) in response to a request for discovery or appearance of

   a witness, to the extent that what is disclosed is relevant to the

   subject matter involved in a pending judicial or criminal proceeding

   or in response to a subpoena issued in a proceeding before a court or

   adjudicative body, to the extent that the records requested are

   relevant to the proceedings; and (7) a Member of Congress or to a

   Congressional staff member in response to an inquiry of the

   Congressional office made at the written request of the constituent

   about whom the record is maintained.

 

     Policies and practices for storing, retrieving, accessing,

   retaining, and disposing of records in the system: 

     Storage:

       Records are maintained on system file servers and paper files in

   the program offices at CSREES, Waterfront Centre, 800 9th Street, SW,

   Washington, DC 20024.

     Retrievability:

       Records can be retrieved by name, project leader, co-

   investigator, and any other data field such as institution or title.

     Safeguards:

       All records containing personal information are maintained in

   secured file cabinets or are accessed by unique passwords and log-on

   procedures. Only those employees with a need-to-know in order to

   perform their duties will be able to access the information.

     Retention and disposal:

       The Data File is cumulative and is maintained indefinitely, and

   documents are disposed according to agency file plan and disposition

   schedule. Non-funded proposals are maintained onsite for 1 year and

   then disposed after 3 years. Funded proposals are maintained onsite

   for 1 year after completion of the award, and then transferred to the

   National Archive and Records Administration.

 

     System manager(s) and address:

       Deputy Administrator, Information Systems and Technology

   Management (ISTM), USDA-CSREES, Stop 2216, 1400 Independence Avenue,

   SW, Washington, DC 20250-2216. The address for express mail or

   overnight courier service is: Deputy Administrator, ISTM, USDA-

   CSREES, Waterfront Centre, 800 9th Street, SW, Washington, DC 20024.

 

     Notification procedure:

       Any individual may request information regarding this system of

   records or information as to whether the system contains records

   pertaining to such individual from the System Manager.

 

Record Access Procedure:

 

       Any individual may gain access to a record in the system that

   pertains to such individual by submitting a written request to the

   System Manager.

 

     Contesting record procedures:

       Any individual may contest a record in the system that pertains

   to such individual by submitting written information to the System

   Manager.

 

     Record source categories:

       Information in this system is obtained from the individuals

   submitting the proposals and from peer reviewers.

 

     Exemptions claimed for the system:

       None.

 


Last Modified: 8/11/2005
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