SUPPLEMENTARY INFORMATION:

This system notice includes minor revisions to NASA's existing system of records notice to bring its format into compliance with OMB guidance. It incorporates in whole, as appropriate, information formerly published separately in the Federal Register as Appendix A, Location Numbers and Mailing Addresses of NASA Installations at which Records are Located, and Appendix B, Standard Routine Uses—NASA. This notice also updates PHYSICAL SAFEGUARDS to reflect current information technology security protocols, and the Chief Privacy Officer name and contact information. Finally, the name and location of The Department of Interior data hosting center was updated to reflect a Headquarters move from Denver, CO to a DOI hosting facility in Albuquerque, NM.

SYSTEM NAME AND NUMBER:

Special Personnel Records, NASA 10SPER.

SECURITY CLASSIFICATION:

Unclassified.

SYSTEM LOCATION:

Mary W. Jackson NASA Headquarters, Washington, DC 20546-0001.

Ames Research Center (NASA), Moffett Field, CA 94035-1000.

Armstrong Flight Research Center (NASA), PO Box 273, Edwards, CA 93523-0273.

John H. Glenn Research Center at Lewis Field (NASA), 21000 Brook Park Road, Cleveland, OH 44135-3191.

Goddard Space Flight Center (NASA), Greenbelt, MD 20771-0001.

Lyndon B. Johnson Space Center (NASA), Houston, TX 77058-3696.

John F. Kennedy Space Center (NASA), Kennedy Space Center, FL 32899-0001.

Langley Research Center (NASA), Hampton, VA 23681-2199.

George C. Marshall Space Flight Center (NASA), Marshall Space Flight Center, AL 35812-0001.

NASA Shared Services Center (NSSC), Building 5100, Stennis Space Center, MS 39529-6000.

New Jersey Post of Duty, 402 East State Street, Trenton, NJ 08608.

Department of Interior OST Data Center, 1011 Indian School Rd. NW, Albuquerque, NM 87104.

SYSTEM MANAGER(S):

Associate Administrator for Human Capital Management, NASA Headquarters (see System Location above for address).

Subsystem Managers:

Director, Personnel Division, Office of Inspector General and Chief, Elementary and Secondary Programs Branch, Educational Division, NASA Headquarters (see System Location above for address).

Director of Personnel:

NASA Headquarters (see System Location above for address).

NASA Armstrong Flight Research Center (see System Location above for address).

NASA Glenn Research Center (see System Location above for address).

NASA Goddard Space Flight Center (see System Location above for address).

NASA Kennedy Space Center (see System Location above for address).

Director of Human Resources:

NASA Ames Research Center (see System Location above for address).

NASA Johnson Space Center (see System Location above for address).

NASA Marshall Space Flight Center (see System Location above for address).

Director, Office of Human Resources, NASA Langley Research Center (see System Location above for address).

Human Resources Officer, NASA Stennis Space Center (see System Location above for address).

Director, Human Resources Services Division, NASA Shared Services Center (see System Location above for address).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

51 U.S.C. 20113 (a) and 44 U.S.C. 3101.

PURPOSE(S) OF THE SYSTEM:

Records in this system enable NASA to manage personnel records used to make personnel employment decisions and facilitate decisions regarding the rights and benefits of employees and other special personnel associated with NASA, as and listed in CATEGORIES OF INDIVIDUALS of this system notice.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

This system maintains information on (1) candidates for and recipients of awards or NASA training; (2) civilian and active duty military detailees to NASA; (3) participants in enrollee programs; (4) Faculty, Science, National Research Council and other Fellows, and associates; (5) NASA contract and grant awardees and their associates having access to NASA premises and records; (6) individuals with interest in NASA matters including Advisory Committee Members; (6) NASA employees and family members, prospective employees, and former employees; (7) participants in former, existing, and future educational programs who have served as part of the NASA workforce.; and (8) members of the public as noted. While not considered `individuals' under The Privacy Act, this system may also maintain records on international individuals when appropriate.

CATEGORIES OF RECORDS IN THE SYSTEM:

Special Program Files including: (1) Foreign National Scientist files; (2) Applications for, and issuance of, passports and visas together with other information for international government travel; (3) Award files; (4) Counseling files, Life and Health Insurance, Retirement, Upward Mobility, and Work Injury Counseling files; (5) Military and Civilian detailee files; (6) Personnel Development files such as nominations for and records of training or education, Upward Mobility Program files, Intern Program files, Apprentice files, and Enrollee Program files; (7) Special Employment files such as Federal Junior Fellowship Program files, Pathways Program files, Summer Employment files, Worker-Trainee Opportunity Program files, NASA Executive Position files, Expert and Consultant files, and Cooperative Education Program files; (8) Welfare to Work files; and (9) Supervisory Appraisals under Competitive Placement Plan.

Correspondence and related information including: (1) Claims correspondence and records about insurance such as life, health, and travel; (2) Congressional and other Special Interest correspondence, including employment inquiries; (3) Correspondence and records concerning travel related to permanent change of address; (4) Debt complaint correspondence; (5) Employment interview records; (6) Information related to outside employment and activities of NASA employees; (7) Placement follow-ups; (8) Preemployment inquiries and reference checks; (9) Preliminary records related to possible adverse actions; (10) Records related to reductions in force; (11) ( printed page 45831) Records under administrative as well as negotiated grievance procedures; (12) Separation information including exit interview records, death certificates and other information concerning death, retirement records, and other information pertaining to separated employees; (13) Special planning analysis and administrative information; (14) Performance appraisal records; (15) Working papers for prospective or pending retirements.

Special Records and Rosters including: (1) Locator files, (2) Ranking lists of employees; (3) Promotion candidate lists; (4) Retired military employee records; (5) Retiree records; (6) Follow-up records for educational programs, such as the SHARP and other existing or future programs.

Agency-wide and Center automated personnel information: Rosters, applications, recommendations, assignment information, and evaluations of Faculty, Science, National Research Council, and other Fellows, associates, and guest workers including those at NASA Centers but not on NASA rolls; also, information about NASA contract and grant awardees and their associates having access to NASA premises and records.

Information about members of advisory committees and similar organizations: All NASA-maintained information of the same types as, but not limited to, that information required in systems of records for which the Office of Personnel Management and other Federal personnel-related agencies publish Government-wide Privacy Act Notices in the Federal Register .

RECORD SOURCE CATEGORIES:

Individual on whom the record is maintained and Personnel Office(s).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES:

Any disclosures of information will be compatible with the purpose for which the Agency collected the information. Under the following routine uses that are unique to this system of records, information in this system may be disclosed:

(1) disclosures to organizations or individuals having contract, legal, administrative or cooperative relationships with NASA, including labor unions, academic organizations, governmental organizations, non-profit organizations, and contractors and to organizations or individuals seeking or having available a service or other benefit or advantage. The purpose of such disclosures is to satisfy a need or needs, further cooperative relationships, offer information, or respond to a request; (2) disclosures to Federal agencies developing statistical or data presentations having need of information about individuals in the records; and (3) responses to other Federal agencies and other organizations having legal or administrative responsibilities related to programs and individuals in the records.

In addition, the following Standard Routine Uses of information contained in Systems of Records (SORs), subject to the Privacy Act of 1974, are standard for many NASA systems. Any disclosures of information will be compatible with the purpose for which NASA collected the information.

1. Law Enforcement —When a record on its face, or in conjunction with other information, 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 regulation, rule, or order, disclosure may be made to the appropriate agency, whether Federal, foreign, State, local, or tribal, or other public authority responsible for enforcing, investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation, or order, if NASA determines by careful review that the records or information are both relevant and necessary to any enforcement, regulatory, investigative or prosecutive responsibility of the receiving entity.

2. Certain Disclosures to Other Agencies —A record from this SOR may be disclosed to a Federal, State, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary, to obtain information relevant to a NASA decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit.

3. Certain Disclosures to Other Federal Agencies —A record from this SOR may be disclosed to a Federal agency, in response to its request, for a matter concerning the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

4. Department of Justice —A record from this SOR may be disclosed to the Department of Justice when a) NASA, or any component thereof; or b) any employee of NASA in his or her official capacity; or c) any employee of NASA in his or her individual capacity where the Department of Justice has agreed to represent the employee; or d) the United States, where NASA determines that litigation is likely to affect NASA or any of its components, is a party to litigation or has an interest in such litigation, and by careful review, the use of such records by the Department of Justice is deemed by NASA to be relevant and necessary to the litigation.

5. Courts —A record from this SOR may be disclosed in an appropriate proceeding before a court, grand jury, or administrative or adjudicative body, when NASA determines that the records are relevant and necessary to the proceeding; or in an appropriate proceeding before an administrative or adjudicative body when the adjudicator determines the records to be relevant and necessary to the proceeding.

6. Response to an Actual or Suspected Compromise or Breach of Personally Identifiable Information —A record from this SOR may be disclosed to appropriate agencies, entities, and persons when (1) NASA suspects or has confirmed that there has been a breach of the system of records; (2) NASA has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, NASA (including its information systems, programs, and operations), the Federal Government, or national security; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with NASA's efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

7. Contractors —A record from this SOR may be disclosed to contractors, grantees, experts, consultants, students, volunteers, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for the federal government, when necessary to accomplish a NASA function related to this SOR. Individuals provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as are applicable to NASA employees.

8. Members of Congress —A record from this SOR may be disclosed to 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. ( printed page 45832)

9. Disclosures to Other Federal Agencies in Response to an Actual or Suspected Compromise or Breach of Personally Identifiable Information —A record from this SOR may be disclosed to another Federal agency or Federal entity, when NASA determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in (1) responding to a suspected or confirmed breach or (2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

10. National Archives and Records Administration —A record from this SOR may be disclosed as a routine use to the officers and employees of the National Archives and Records Administration (NARA) pursuant to records management inspections being conducted under the authority of 44 U.S.C. 2904 and 2906.

11. Audit —A record from this SOR may be disclosed to another agency, or organization for purpose of performing audit or oversight operations as authorized by law, but only such information as is necessary and relevant to such audit or oversight function.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:

Records in this system are maintained as hard-copy documents and on electronic media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:

Records are retrieved from the system by any one or a combination of name, birth date, Social Security Number, or NASA unique identification number.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:

Records are maintained and dispositioned in accordance with NASA Records Retention Schedules (NRRS) Schedule 3, Item 19.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:

Electronic records are maintained on secure NASA servers and protected in accordance with all Federal standards and those established in NASA regulations at 14 CFR 1212.605. Additionally, NASA server and data management environments employ infrastructure encryption technologies both in data transmission and at rest on servers. Electronic messages sent within and outside of the Agency that convey sensitive data are encrypted and transmitted by staff via pre-approved electronic encryption systems as required by NASA policy. Approved security plans are in place for information systems containing the records in accordance with the Federal Information Security Management Act of 2002 (FISMA) and OMB Circular A-130, Management of Federal Information Resources. Only authorized personnel requiring information in the official discharge of their duties are authorized access to records through approved access or authentication methods. Access to electronic records is achieved only from workstations within the NASA Intranet or via a secure Virtual Private Network (VPN) connection that requires two-factor hardware token authentication or via employee PIV badge authentication from NASA-issued computers. The Department of Interior (DOI) data hosting center in Albuquerque, New Mexico is also compliant with the FISMA and OMB Circular A-130 security standards and requirements.

Non-electronic records are secured in locked rooms or locked file cabinets. For information systems maintained by NASA partners, who collect, store, and process records on behalf of NASA, NASA requires documentation and verification of commensurate safeguards in accordance with FISMA, NASA Procedural Requirements (NPR) 2810.1A, and NASA ITS-HBK-2810.02-05.

RECORD ACCESS PROCEDURES:

In accordance with 14 CFR part 1212, Privacy Act—NASA Regulations, information may be obtained by contacting in person or in writing the system or subsystem manager listed above at the location where the records are created and/or maintained. Requests must contain the identifying data concerning the requester ( e.g., first, middle, and last name; date of birth; description; and time periods of the records desired). NASA Regulations also address contesting contents and appealing initial determinations regarding records access.

CONTESTING RECORD PROCEDURES:

In accordance with 14 CFR part 1212, Privacy Act—NASA Regulations, information may be obtained by contacting in person or in writing the system or subsystem manager listed above at the location where the records are created and/or maintained. Requests must contain the identifying data concerning the requester ( e.g., first, middle, and last name; date of birth; description; and time periods of the records desired). NASA Regulations also address contesting contents and appealing initial determinations regarding records access.

NOTIFICATION PROCEDURES:

In accordance with 14 CFR part 1212, Privacy Act—NASA Regulations, information may be obtained by contacting in person or in writing the system or subsystem manager listed above at the location where the records are created and/or maintained. Requests must contain the identifying data concerning the requester ( e.g., first, middle, and last name; date of birth; description; and time periods of the records desired). NASA Regulations also address contesting contents and appealing initial determinations regarding records access.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:

None.

HISTORY:

• 88 FR 30166.
• 81 FR 2244.
• 80 FR 72745.
• 76 FR 64115.
• 72 FR 55817.
• 64 FR 69556.
• 63 FR 4290.

91 FR 45829