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NASA 10SPER—Special Personnel
Records

SYSTEM NAME: Special Personnel Records (October 1,
2007, 72 FR 55828-55829).

SECURITY CLASSIFICATION: None.

SYSTEM LOCATION:

Locations 1 through 9 inclusive, and locations 11 and 18 as
set forth in Appendix A.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

This system maintains information on candidates for and
recipients of awards or NASA training; civilian and active
duty military detailees to NASA; participants in enrollee
programs; Faculty, Science, National Research Council and
other Fellows, associates and guest workers including those at
NASA Centers but not on NASA rolls; NASA contract and grant
awardees and their associates having access to NASA premises
and records; individuals with interest in NASA matters
including Advisory Committee Members; NASA employees and
family members, prospective employees and former employees;
former and current participants in existing and future
educational programs, including the Summer High School
Apprenticeship Research Program (SHARP).

CATEGORIES OF RECORDS IN THE SYSTEM:

Special Program Files including: (1) Alien Scientist files;
(2) Award files; (3) Counseling files, Life and Health
Insurance, Retirement, Upward Mobility, and Work Injury
Counseling files; (4) Military and Civilian Detailee files;
(5) 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; (6) Special Employment files such as Federal
Junior Fellowship Program files, Stay-in-School Program files,
Summer Employment files, Worker-Trainee Opportunity Program
files, NASA Executive Position files, Expert and Consultant
files, and Cooperative Education Program files; (7) Welfare to
Work files; and (8) 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) 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) Repromotion 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.

Agencywide 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.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

42 U.S.C. 2473; 44 U.S.C. 3101.

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

The following are routine uses: (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; (3) responses to other Federal agencies and other
organizations having legal or administrative responsibilities
related to programs and individuals in the records; (4)
disclosure to a congressional office from the record of an
individual in response to a written inquiry from the
congressional office made at the request of that individual;
and (5) NASA standard routine uses as set forth in Appendix
B.

POLICIES AND PRACTICES FOR STORING, RETRIEVING,
ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE
SYSTEM:

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

RETRIEVABILITY:

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

SAFEGUARDS:

Records are protected in accordance with the requirements
and procedures that appear in the NASA regulations at 14 CFR
1212.605, utilizing locked file cabinets and/or secured
rooms.

RETENTION AND DISPOSAL:

Records are maintained in Agency files and not all record
types are authorized for disposal at this time, but records
such as Pay records are transferred to the National Personnel
Records Center (NPRC) within 3 years of creation in accordance
with NASA Records Retention Schedules, Schedule 3 Item 19.
Records transferred to NPRC will be destroyed when 10 years
old by NPRC.

SYSTEM MANAGERS AND ADDRESSES:

Associate Administrator for Human Resources and Education,
Location 1. Subsystem Managers: Director, Personnel Division,
Office of Inspector General, and Chief, Elementary and
Secondary Programs Branch, Educational Division, Location 1;
Director of Personnel, Locations 1, 3, 4, 6, and 8; Director
of Human Resources, Location 2, 5, and 9; Director, Office of
Human Resources, Location 7; Human Resources Officer, Location
11; Director, Human Resources Services Division, Location 18.
Locations are as set forth in Appendix A.

NOTIFICATION PROCEDURE:

Apply to the System or Subsystem Manager at the appropriate
location above. In addition to personal identification (name,
Social Security Number), indicate the specific type of record,
the appropriate date or period of time, and the specific kind
of individual applying (e.g., employee, former employee,
contractor employee).

RECORD ACCESS PROCEDURE:

Same as Notification procedures above.

CONTESTING RECORD PROCEDURES:

The NASA regulations pertaining to access to records and
for contesting contents and appealing initial determinations
by individual concerned are set forth in 14 CFR part 1212.

RECORD SOURCE CATEGORIES:

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

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Editor: James Chi
NASA
Official: Gary Cox
Last Updated: July 10, 2009
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