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Privacy Act System of Records: EZHIRE, EPA-56

[excerpted from: Federal Register: February 24, 2006 (Volume71, Number 37)]

System Name: EZHIRE.

System Location: Human Resources Office, Personnel Services Branch, United States Environmental Protection Agency (EPA) 1200 Pennsylvania Avenue, Washington, DC 20640.

Categories of Individuals Covered by the System: Individuals filing applications for employment with the U.S. Environmental Protection Agency in response to advertised position vacancy announcements.

Categories of Records Covered by the System: Position vacancy announcement information such as position title, series and grade level(s), office and duty location, opening and closing date of the announcement, and dates of referral and return of lists of qualified candidates; applicant personal data such as name, address, social security number, date of birth, sex, veterans' preference and federal competitive status; and applicant qualification and processing information such as qualifications, grade level eligibility, reason for ineligibility, referral status, and dates of notification.

Authority for Maintenance of the System: 5 U.S.C. 1104, 5 U.S.C. 1302, 5 U.S.C. 3301, 5 U.S.C. 3304, 5 U.S.C., 3320, 5 U.S.C. 3327, 5 U.S.C. 3361, and 5 U.S.C. 3393; Executive Order 9397 (Nov. 22, 1943).

Purpose(s): The records are collected and maintained to monitor, track and rank qualified individuals filing employment applications with the U.S. EPA and to assess recruiting goals and objectives. EZHire will improve time-to-hire cycle, it will comply with the security requirements of Federal Information Security Management Act (FISMA), collect Equal Employment Opportunity (EEO) data and facilitate ad hoc reporting.

General Routine Uses of EPA Systems of Records:

  1. To the U.S. Office of Personnel Management, the Merit Systems Protection Board, the Office of Government Ethics, the Office of Special Counsel, the Federal Labor Relations Authority or its General Counsel, the Equal Employment Opportunity Commission, to the extent disclosure is determined to be relevant and necessary to carry out the government-wide personnel management, investigatory, adjudicatory, and appellate functions within their respective jurisdictions;
  2. To a congressional office in response to a written inquiry made by a congressional office at the request of the individual to whom the record pertains;
  3. To the appropriate Federal, State or local agency or responsible authority, such information that is necessary and pertinent for investigating or prosecuting a violation of, or for enforcing or implementing a statute, rule, regulation, or order, when the 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 issued pursuant thereto;
  4. To a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations or in connection with criminal proceedings, when the U.S. EPA is a party to the proceeding or has a significant interest in the proceeding and the information is determined to be relevant and necessary; and
  5. To a consultant, person or entity who contracts or subcontracts with the U.S. EPA, to the extent necessary for the performance of the contract or subcontract. The recipient of the records shall be required to comply with the requirements of the Privacy Act of 1974, as amended (5 U.S.C. 552a).

Policies and Practices for Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

  • Storage: Records are stored in electronic media and paper format.

  • Retrievability: Indexed and retrieved by name and social security number of individual applicant.

  • Safeguards: Electronic files are password protected and accessible only by authorized personnel (Human Resources Specialist who are assigned to this task). Network servers are located in a locked room with physical access limited to only authorized personnel such as IT personnel.

  • Retention and Disposal: Personal data that is collected from the individual is maintained for two years after which all data is removed in accordance with National Archives and Records Administration procedures.

System Manager(s) and Address: Acting Director, Office of Human Resources, U.S. Environmental Protection Agency, 1200 Pennsylvania Avenue, NW., Washington, DC 20460.

Notification Procedures: An Individual wishing to determine if they are named in this system of records or gain access to records maintained in this system must be a registered user. (If you have previously applied for employment enter your online applicant User ID (or e-mail address) plus your Password to view or edit the application, personal data or your resume.)

Record Access Procedure: An individual wishing to determine if they are named in this system of records or gain access to records maintained in this system must be a Registered User.

Contesting Record Procedure: An individual wishing to contest or amend information maintained in this system should be a Registered User.

Record Source Categories: None.

Information originates from position vacancy announcements, and applications for employment submitted by individuals.

Exemptions Claimed for The System: None.

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