Source: https://www.neh.gov/privacy/neh-privacy-act-regulations-2017
Timestamp: 2019-01-17 17:06:52
Document Index: 146977603

Matched Legal Cases: ['ART 1115', '§ 1115', '§ 1115', '§ 1115', '§ 1115', 'art 1100', 'art 1171']

NEH Privacy Act Regulations | National Endowment for the Humanities (NEH)
NEH Privacy Act Regulations
Electronic Code of Federal Regulations [Revised as of April 26, 2017]
PART 1115 -- PRIVACY ACT REGULATIONS
§ 1115.1 Purpose and scope.
§ 1115.3 Procedures for notification of existence of records pertaining to individuals.
§ 1115.4 Procedures for requests for access to or disclosure of records pertaining to an individual.
§ 1115.6 Disclosure of records to agencies or persons other than the individual to whom the record pertains.
SOURCE: 40 FR 49286, Oct. 21, 1975.
This part sets forth the National Foundation on the Arts and the Humanities' procedures under the Privacy Act of 1974 as required by 5 U.S.C. 552a(f). Internal guidance for Foundation staff and other regulations implementing the
Privacy Act are contained or will be contained in Foundation circulars.
(d) Maintain, used with reference to a record, means to collect, to use, to disseminate, to have control over and responsibility for such record.
(e) Record means any item, collection or grouping of information about an individual that is maintained by the Foundation and that is retrievable by his or her name or an identifying particular, such as a number, symbol, fingerprint,
or photograph of the individual. Information maintained by the Foundation includes, but is not limited to, education, financial transactions, medical history, employment history and criminal history.
(b) Requests for notification of the existence of a record should specifically identify the system of records involved and should state, if the requestor is other than the individual to whom the record pertains, the relationship of the requestor to that individual. (Note that requests will not be honored by the Foundation pursuant to the Privacy Act unless made
(1) by the individual to whom the record pertains,
(2) by such individual's parent if the individual is a minor, or
(3) by such individual's legal guardian if the individual has been declared to be incompetent due to physical or mental incapacity or age by a court of competent jurisdiction).
(c) The Foundation will attempt to respond to a request as to whether a record exists within 10 working days
(b) In the case of persons making requests by appearing at the Foundation, the amount of personal identification required will of necessity vary with the sensitivity of the record involved. Except as indicated below, reasonable
identification such as employment identification cards, drivers licenses, and credit cards will normally be accepted as sufficient evidence of identity in the absence of any indications to the contrary. Records in the following systems of
records, however, are considered to contain relatively sensitive and/or detailed personal information--
GRANT APPLICATIONS--NEA.
GRANT APPLICATIONS--NEH.
GRANTS TO INDIVIDUALS--NEA.
GRANTS TO INDIVIDUALS AND INSTITUTIONS--NEH.
EQUAL EMPLOYMENT OPPORTUNITY CASE FILE--NFAH NEA/NEH.
EMPLOYEE PAYROLL--NFAH.
PERSONNEL RECORDS--NFAH.
I, (Printed name), do hereby certify that I am the individual about whom the record requested in this letter pertains or that I am within the class of persons authorized to act on his behalf in accordance with 5 U.S.C. 552a(h).
(Name of individual) who is personally known to me, did appear before me and sign the above certificate.
In the county of State of , On this day of
However, where the record requested is contained in any of the systems of records listed in paragraph (b) of this section, the Foundation reserves the right to require additional identification and/or to independently verify to its
satisfaction, the identity of the requestor.
(d) Charges for copies of records will be at the rate of $ 0.10 per photography of each page. Where records are not susceptible to photo-copying, e.g., punch cards, magnetic tapes or oversize materials, the amount charged will be actual
cost as determined on a case-by-case basis. Only one copy of each record requested will be supplied. No charge will be made unless the charge as computed above would exceed $ 3.00 for each request or related series of requests. If a fee in excess of $ 25.00.
(b) The request should specify the record and systems of records involved, and should specify the exact correction desired and state that the request is made pursuant to the Privacy Act. An edited copy of the record showing the desired
correction is desirable. Within 10 working days of the receipt of a properly addressed request (or within 10 working days of the time the General Counsel, National Endowment for the Arts or the General Counsel, National Endowment
for the Humanities becomes aware that a particular communication not addressed as prescribed above is a request for correction of a record under the Privacy Act), the General Counsel's office shall acknowledge receipt of the request.
(c) The General Counsel's office upon receipt of such a request shall promptly confer with the office within the Foundation responsible for the record. In the event it is felt that correction is not warranted in whole or in part, the
matter shall be brought to the attention of the Deputy Chairman of the Endowment involved. If, after review by the Deputy Chairman of the involved Endowment and discussion with the requestor, if deemed helpful, it is determined
that correction as requested is not warranted, a letter shall be sent by the Deputy Chairman's office to the requestor denying his request and/or explaining what correction might be made if agreeable to the requestor. This letter shall set forth the reasons for the refusal to honor the request for correction. It shall also inform him of his right to appeal this decision and include a description of the appeals procedure set forth in paragraph (d) of this section.
(e) The final decision of the Assistant Chairman or Chairman in an appeal shall be in writing, and, if adverse to the appellant, set forth the reasons for the refusal to amend the record and advise him of his right to appeal the decision
under 5 U.S.C. 552a(g)(1)(A). The individual shall also be notified that he has the right to file with the Foundation a concise statement setting forth the reasons for this disagreement with the refusal of the Foundation to amend his record.
(a) Records required to be made available by the Freedom of Information Act will be released in response to a request formulated in accordance with Foundation regulations found at 45 CFR part 1100 or 45 CFR part 1171.
(b) Records not required by the Freedom of Information Act to be released may be released, at the discretion of the Foundation, if the written consent of the individual to whom they pertain has been obtained or if such release would be
authorized under 5 U.S.C. 552a(b)(1) or (3) through (11).
(a) Fellowships and grants. Pursuant to 5 U.S.C. 552a(k)(5), the Foundation hereby exempts from the application of section 552a(d) any materials which would disclose the identity of references for fellowship or grant applicants
contained in any of the Foundation's systems of records.
(b) Applicants for employment. Pursuant to 5 U.S.C. 552a(k)(5), the Foundation hereby exempts from the application of 5 U.S.C. 552a(d) any materials which would disclose the identity of references of applicants for employment at the Foundation contained in the system of records entitled "Official Personnel Folders".