Supervisor's/Team Leader's Records of Employees.
Records of membership in professional licensing organizations such as those for attorneys, accountants and physicians will be maintained in the supervisor's offices and in the national and regional Human Resources Offices. Emergency addressee information may be kept at the residence of or upon the supervisor's person when appropriate.
Note: Requests for a reasonable accommodation are made to supervisors. The Civil Rights Center may temporarily maintain a copy of such requests and of the medical documents submitted by the employee when the Public Health Service (PHS) physician completes his or her review of the request.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current employees, employees who have retired or left the office within the last 12 months, and employees who have been separated from the office or Department for more than 12 months for whom the former supervisor/team leader has retained records.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records related to individuals while employed by the Department and which contain such information as: record of employee/supervisor discussions, supervisor(s)/team leader(s) observations, supervisory copies of officially recommended actions, reports of Federal Telecommunications System telephone usage containing call detail information, awards, disciplinary actions, emergency addressee information, flexiplace records, reports of on-the-job accidents, injuries, or illnesses, correspondence from physicians or other health care providers, training requests, requests for regular leave, advanced leave, family and medical leave, and records of membership in professional licensing organizations such as those for attorneys, accountants and physicians. The system also contains records relating to requests for reasonable accommodation and/or leave, including medical documents submitted by employees, as well as reports and records by the PHS physicians who have reviewed the accommodation requests. The system also contains labor relations materials such as performance improvement plans, reprimands, suspensions of less than 14 days, leave restrictions and related materials.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301, 1302, 2951, 4118, Reorganization Plan 6 of 1950, and the Civil Service Reform Act of 1978. The Rehabilitation Act and the Americans with Disabilities Act.
To maintain a file for the use of supervisor(s)/team leader(s) in performing their responsibilities and to support specific personnel actions regarding employees.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES AND USERS AND THE PURPOSE OF SUCH USES:
In addition to the universal routine uses listed in the General Prefatory Statement to this document, the following routine uses apply to this system of records:
a. Selected information may be disclosed at appropriate stages of investigation and adjudication to the Department's Civil Rights Center, Merit Systems Protection Board, Office of Special Counsel, Federal Labor Relations Authority, Equal Employment Opportunity Commission, arbitrators, or the courts for the purposes of satisfying requirements related to investigation of or litigation related to alleged discrimination, prohibited personnel practices, and unfair labor practices.
b. Records relating to a request for a reasonable accommodation may be referred to PHS or other physicians for their review and evaluation of the request.
c. Data may be disclosed to medical providers for the purpose of evaluating sick leave absences based upon illness or injury.
d. Information may be disclosed to professional licensing organizations such as those for attorneys, accountants, and physicians for the purpose of confirming the membership status of the employee.
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
POLICIES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Records are maintained in electronic and/or paper files.
Files are retrieved by name of employee or other identifying information.
Access by authorized personnel only. Computer security safeguards are used for electronically stored data, and locked locations for paper files.
RETENTION AND DISPOSAL:
Records are maintained on current employees. Review annually and destroy superseded or obsolete documents, or destroy file relating to an employee within 1 year after separation or transfer in accordance with General Records Schedule 1 Item 18a.
SYSTEM MANAGER(S) AND ADDRESS:
All supervisor(s)/team leader(s) having responsibility for performance management plans, performance standards, or ratings.
Inquiries should be mailed to the applicable System Manager.
RECORD ACCESS PROCEDURES:
A request for access should be mailed to the applicable System Manager.
CONTESTING RECORD PROCEDURES:
A petition for amendments should be mailed to the applicable System Manager
RECORD SOURCE CATEGORIES:
Information contained in this system is obtained from the individual, supervisor(s)/team leader(s), agency officials, medical providers, co-workers, and professional licensing organizations such as those for attorneys, accountants and physicians.
SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT