SORN 09-90-0006
System name: Applicants for Employment Records, HHS/OS/ASPER.
Security classification: None.
System location: This system is located in personnel offices and other offices of the Department authorized to receive applications for employment. See Appendix 1.
Categories of individuals covered by the system: Persons who have applied for Federal employment or are employed in the Federal service.
Categories of records in the system: These records contain information relating to the education and training; employment history and earnings; appraisal of past performance; convictions and offenses against the law; results of written tests; appraisal of potential; honors, awards or fellowships; military service; veterans preference, birthplace; birth date; social security number,; and home address of persons who have applied for Federal employment or are employed in the Federal service and correspondence related thereto. These records may also include information concerning the date of application, qualification status, employment consideration, priority grouping, and other information relating to the consideration of the individual for employment.
Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, Executive Order 10577.
Purpose(s): Records in this system are used to determine individuals' eligibility and evaluate their qualifications for placement in positions within the Department. These records are maintained in each component of the Department.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
These records may be used:
(1) To respond to requests for information from the Office of Personnel Management, Members of
Congress, or other inquiries from outside the Department, to the extent their request is compatible with the purpose for which the records are maintained.
(2) Disclosure may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.
(3) In the event of litigation where the defendant is (a) the Department, any component of the Department, or any employee of the Department in his or her official capacity; (b) the United States where the Department determines that the claim, if successful, is likely to directly affect the operations of the Department or any of its components; or (c) any Department employee in his or her individual capacity where the Justice Department has agreed to represent such employee, the Department may disclose such records as it deems desirable or necessary to the Department of Justice to enable that Department to present an effective defense provided such disclosure is compatible with the purpose for which the records were collected.
(4) In the event that this system of records 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 issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether federal, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.
(5) A record from this system of records may be disclosed as a “routine use'' to a federal, state or local agency maintaining civil, criminal or other relevant enforcement records or other pertinent records, such as current licenses, if necessary to obtain a record relevant to an agency 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.
A record from this system of records may be disclosed to a federal agency, in response to its request, in connection with 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 record is relevant and necessary to the requesting agency's decision on the matter.
(6) In the event that this system of records 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 issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use to the appropriate agency, whether state or local charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.
(7) Where federal agencies having the power to subpoena other federal agencies' records, such as the Internal Revenue Service or the Civil Rights Commission, issue a subpoena to the Department for records in this system of records, the Department will make such records available.
(8) Where a contract between a component of the Department and a labor organization recognized under E.O. 11491 provides that the agency will disclose personal records relevant to the organization's mission, records in this system of records may be disclosed to such organization.
(9) The Department contemplates that it will contract with a private firm for the purpose of collating, analyzing, aggregating or otherwise refining records in this system. Relevant records will be disclosed to such a contractor. The contractor shall be required to maintain Privacy Act safeguards with respect to such records.
(10) Records may be disclosed to student volunteers, individuals working under a personal services contract, and other individuals performing functions for the Department but technically not having the status of agency employees, if they need access to the records in order to perform their assigned agency functions.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Records are maintained on magnetic tapes, discs, drums, punched cards, microfiche, cards, lists, and forms.
Retrievability: Records are indexed by any combination of name, birth date, social security number and identification number.
Safeguards: Access to and use of these records are limited to those persons whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure.
Retention and disposal: Records are retained until the applicant is selected for a position, or for two years. After the applicant is selected for a position, the records are filed in the Official Personnel Folder which is retained until the employee leaves the Department. If the applicant is not selected for a position within two years, the records are destroyed. (See HHS Personnel Instruction 293-1, Exhibit X293-1-1, item 15.)
System manager(s) and address: Personnel Officers of the Department. See Appendix 1.
Notification procedure: Personnel office to which application is made (see Appendix 1). Individual should provide name, date of birth, social security number, approximate date of record and title of position for which application was made.
Record access procedures: Same as notification procedures. Requesters should also reasonably specify the record contents being sought. (These access procedures are in accordance with Department Regulations (45 CFR 5b.5(a)(2)), Federal Register, October 8, 1975, page 47410.)
Contesting record procedures: Contact the official at the address specified under notification procedures above, and reasonably identify the record and specify the information to be contested, and state the corrective action sought and the reasons for the correction. (These procedures are in
accordance with Department Regulations (45 CFR 5b.7), Federal Register, October 8, 1975, page 47411.)
Record source categories: Information in this system of records is provided by the individual to whom it applies, is derived from information he or she supplied; or is obtained from information supplied by others.
Systems exempted from certain provisions of the act: None.
Appendix 1
Personnel Offices in Department of Health and Human Services Office of the Assistant Secretary for Personnel Administration, Department of Health and Human Services, 200 Independence Avenue, SW, Washington, DC 20201
Headquarters Personnel Offices:
Personnel Officer, Division of OS Personnel, Office of the Secretary, Department of Health and Human Services, Room 4361--4th Floor, 330 Independence Avenue, SW, Washington, DC 20201
Personnel Officer, Office of Human Development Services, Department of Health and Human Services, Room 351D, Humphrey Building, 200 Independence Ave., SW, Washington, DC 20201
Director, Office of Management, Budget and Personnel (OMBP), Social Security Administration, Department of Health and Human Services, Room 718, Altmeyer Building, 6401 Security Boulevard, Baltimore, Maryland 21235
Personnel Officer, Office of Hearings and Appeals, Social Security Administration, Department of Health and Human Services, Room 201, 3833 North Fairfax Drive, Arlington, Virginia 22203
Director, Division of Human Resources, Heath Care Financing Administration, Department of Health and Human Services, Room G-H-5, East Low Rise Building, 6325 Security Blvd., Baltimore, Maryland 21207
Personnel Officer, Office of Community Services, Department of Health and Human Services, Room 531, 1200 19th Street, NW., Washington, DC 20506
Director, Office of Personnel Management, Public Health Service, Department of Health and Human Services, Room 18A-55, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
Director, Office of the Assistant Secretary for Health, Personnel Operations Office, Department of Health and Human Services, Room 17-34, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
Director, Division of Personnel Management, Alcohol, Drug Abuse and Mental Health Administration, Department of Health and Human Services, Room 1295, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
Personnel Director, Personnel Management Office, Centers for Disease Control, Department of Health and Human Services, Building 1, Room 153A, 1600 Clifton Road, NE, Atlanta, Georgia 30333
Personnel Officer, Division of Personnel Management, Food and Drug Administration, Department of Health and Human Services, Room 4B-21, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
Director, Division of Personnel, Health Resources and Services Administration, Department of Health and Human Services, Room 14A-55, Parklawn Building, 5600 Fishers Lane, Rockville, Maryland 20857
Director, Division of Personnel Management, National Institutes of Health, Department of Health and Human Services, Room 21, Building 1, 9000 Rockville Pike, Bethesda, Maryland 20205
Personnel Officer, Personnel Office, National Library of Medicine, Department of Health and Human Services, 8600 Rockville Pike, Room M-105, Bethesda, Maryland 20209
Chief, Personnel Management Branch, National Cancer Institute, Department of Health and Human Services, Room 3A19, Building 31, 9000 Rockville Pike, Bethesda, Maryland 20205
Chief, Personnel Management Branch, National Heart and Lung Institute, Department of Health and Human Services, Room 5A32, Building 31, 9000 Rockville Pike, Bethesda, Maryland 20205
Personnel Officer, Saint Elizabeth’s Hospital, ADAMHA, Department of Health and Human Services, Room 120, E-Building, 2700 Martin Luther King Avenue, SE., Washington, DC 20032
Personnel Director, Bureau of Health Manpower, Department of Health and Human Services, Room 5B-44, Building 31, 9000 Rockville Pike, Bethesda, Maryland 20015
Regional Personnel Offices:
Regional Personnel Officer, Region I, Department of Health and Human Services, John F. Kennedy Federal Building, Government Center--Room 1503, Boston, Massachusetts 02203
Regional Personnel Officer, Region II, Department of Health and Human Services, Federal Building, Room 39-100, 26 Federal Plaza, New York, New York 10278
Personnel Liaison Unit, Suite 610, Housing Investment Building, 416 Ponce de Leon Avenue, Hato Rey, Puerto Rico 00918
Regional Personnel Officer, Region III, Department of Health and Human Services, 3535 Market Street, Room 9460, Philadelphia, Pennsylvania 19101
Regional Personnel Officer, Region IV, Department of Health and Human Services, Suite 1601, 101 Marietta Tower, Atlanta, Georgia 30323
Regional Personnel Officer, Region V, Department of Health and Human Services, 31st Floor, 300 S. Wacker Drive, Chicago, Illinois 60606
Regional Personnel Officer, Region VI, Department of Health and Human Services, 18th Floor, 1200 Main Tower Bldg., Dallas, Texas 75202
Personnel Officer, National Institute of Environmental Health Services, Department of Health and Human Services, PO Box 12233, Research Triangle Park, North Carolina 27709
Regional Personnel Officer, Region VII, Department of Health and Human Services, Room 468, 601 E. 12th Street, Kansas City, Missouri 64106
Regional Personnel Officer, Region VIII, Department of Health and Human Services, Room 1031, Federal Office Building, 1961 Stout Street, Denver, Colorado 80294
Regional Personnel Officer, Region IX, Department of Health and Human Services, 50 United Nations Plaza, San Francisco, California 94102
Regional Personnel Officer, Region X, Department of Health and Human Services, Room 6039 Arcade Plaza Building, 1321 Second Avenue, Mail Stop 627, Seattle, Washington 98101
Other Personnel Offices:
Chief, Personnel Office, Cleveland Branch Office, Region V, Department of Health and Human Services, 14600 Detroit Avenue, Room 500, Cleveland, Ohio 44107
Southern California Operating Center, Region IX, 24000 Avila Road, 4th Floor, Laguna Niguel, California 92677
Personnel Officer, U.S. Public Health Service Hospital, Personnel Section, Department of Health and Human Services, Carville, Louisiana 70721
Personnel Officer, Indian Health Service, Personnel Management Branch, Department of Health and Human Services, PO Box 2143, Billings, Montana 59103
Personnel Officer, Indian Health Service, Personnel Section, Department of Health and Human Services, 4005 Federal Office Building, 500 Gold Avenue, SW, Albuquerque, New Mexico 87101
Personnel Officer, Indian Health Service, Personnel Management Branch, Department of Health and Human Services, 115 4th Avenue, SE., Aberdeen, South Dakota 57401
Personnel Officer, Indian Health Service, Personnel Management Branch, Department of Health and Human Services, 801 East Indian School Road, Phoenix, Arizona 85014
Personnel Officer, Indian Health Service, Personnel Branch, Department of Health and Human Services, 388 Old Post Office and Courthouse, Oklahoma City, Oklahoma 73102
Personnel Officer, Alaska Area Office, Indian Health Service, Department of Health and Human Services, PO Box 7-741, Anchorage, Alaska 99501
Personnel Officer, Indian Health Area Office, Office of Personnel, Department of Health and Human Services, Room 200, 921 SW. Washington Street, Portland, Oregon 97205
Personnel Officer, Indian Health Service, Office of Personnel, Department of Health and Human Services, PO Box G, Window Rock, Arizona 86515
Personnel Officer, Addiction Research Center, National Institute of Drug Abuse, ADAMHA, Department of Health and Human Services, PO Box 12390, Lexington, Kentucky 40511
Personnel Officer, National Institute for Occupational Safety and Health, Department of Health and Human Services, Room 540, U.S. Post Office and Courthouse, 5th and Walnut Street, Cincinnati, Ohio 45202
Chief, Personnel Branch, Mid-Atlantic Program Service Center, Social Security Administration, Department of Health and Human Services, PO Box 14008, Philadelphia, Pennsylvania 19108
Chief, Personnel Branch, Northeastern Program Service Center, Social Security Administration, Department of Health and Human Services, 9605 Horace Harding Expressway, Flushing, New York 11368
Chief, Personnel Branch, Southeastern Program Service Center, Social Security Administration, Department of Health and Human Services, 2001 12th Avenue, North, Birmingham, Alabama 35285
Chief, Richmond Personnel Operations Center, Western Program Service Center, Social Security Administration, Department of Health and Human Services, PO Box 2431, Richmond, California 94802
Chief, Personnel Branch, Great Lakes Program Service Center, Social Security Administration, Department of Health and Human Services, 165 North Canal Street, Chicago, Illinois 60606
Chief, Personnel Branch, Mid-America Program Service Center, Social Security Administration, Department of Health and Human Services, PO Box 15186, Kansas City, Missouri 64106
Personnel Officer, Albuquerque Data Operations Center, Social Security Administration, Department of Health and Human Services, PO Box 4429, Station “A'', Albuquerque, New Mexico 87106
Personnel Officer, Salinas Data Operations Center, Social Security Administration, Department of Health and Human Services, 100 East Alvin Drive, Salinas, California 93906
Chief, Personnel Branch, Wilkes-Barre Data Operations Center, Social Security Administration, Department of Health and Human Services, V.A. Bldg., Rm. 512, 19 North Main Street, Wilkes-Barre, Pennsylvania 18701