DOD Component Notice
Office of the Secretary, DoD/Joint Staff
Department of Defense Education Activity (DoDEA)
Labor and Employment Grievance Records (December 04, 2008, 73 FR 73923)
Department of Defense Education Activity,
4040 North Fairfax
Drive, Arlington, VA 22203-1634.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current or former employees
who have submitted grievances in accordance with 5 U.S.C. 2302, Prohibited
personnel practices; 5 U.S.C. 7121, Grievance procedures or 5 C.F.R. 771,
Administrative practice and procedure, Government employees; and DoD Education
Activity 5771.9, Administrative Grievance Procedures.
CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains records relating to
grievances and arbitrations filed by DoD Education Activity employees with the
Agency, with the Office of Special Counsel, the Office of Personnel Management,
or the Federal Labor Relations Authority.
Includes records relating to the identity of third parties, pleadings,
statements of witnesses, investigative reports, interviews, hearings, hearing
examiner's findings and recommendations, copies of decisions relating to the
grievance, and other relevant correspondence and exhibits.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 1221, 2302, 7121
and 7532; 10 U.S.C. 2164, Department of Defense domestic dependent elementary
and secondary schools; 20 U.S.C. 901-907, Overseas Teachers Pay Act; 20 U.S.C.
931, Regulations; issuance and contents; 5 C.F.R 771, Administrative practice
and procedure, Government employees; DoD Directive 1342.20, Department of
Defense Education Activity; DoD Education Activity 5771.9, Administrative
Grievance Procedures and E.O. 9397 (SSN).
To maintain records for use by management in
resolving employee grievances.
To generate statistical reports, work force
studies, and perform other analytical activities supporting personnel management
functions of DoD Education Activity.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
In addition to those disclosures generally
permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or
information contained therein may specifically be disclosed outside the DoD as a
routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Merit Systems Protection Board (MSPB), the
Merit System Protection Board Office of Special Counsel, arbitrators appointed
under DoD Education Activity collective bargaining agreements, the Federal Labor
Relations Authority, the Department of Justice, the Offices of the United States
Attorneys, alternate dispute resolutions specialists, and the Federal courts for
purposes related to, or incident to, the adjudication or litigation of the
The DoD 'Blanket Routine Uses' set forth at the
beginning of OSD's compilation of systems of records notices apply to this
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Paper records and electronic records.
Names of the individuals initiating grievance
procedures, case number, and by subject matter.
Access is provided on a 'need-to-know' basis and
to authorized authenticated personnel only. Records are maintained in controlled
access rooms or areas. Computer terminal access is controlled by terminal
identification and the password or similar system. Password authorization, assignment, and
monitoring are the responsibility of the functional managers.
RETENTION AND DISPOSAL:
Records are destroyed 4 years after the case is
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Labor-Management & Employee
Relations Branch, Human Resources Regional Service Center, Department of Defense
Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Individuals seeking to determine whether
information about themselves is contained in this system should address written
inquiries to the Privacy Act Officer, Department of Defense Education Activity,
4040 North Fairfax
Drive, Arlington, VA 22203-1634.
Written requests for information should contain
the full name and address of the individual, and must be signed.
RECORD ACCESS PROCEDURES:
seeking access to information about themselves contained in this system should
address written inquiries to the OSD/JS FOIA Requester Service Center, Office of
the Freedom of Information, Washington Headquarters Services, 1155 Defense
requests should contain the full name, Social Security Number (SSN), date of
birth, and current address and telephone number of the
should provide the name and number of this system of records notice so that your
request can be tasked to the appropriate OSD/JS office. This section must also include a
description of needed identifier so that the record may be
CONTESTING RECORD PROCEDURES:
The OSD rules for accessing records, for
contesting contents and appealing initial agency determinations are published in
OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the
Privacy Act Officer, Office of Freedom of Information, Washington Headquarters
Services, 1155 Defense Pentagon, Washington, DC 20301-1155.
RECORD SOURCE CATEGORIES:
Individuals who have initiated a grievance;
witness statements or testimony; agency officials; labor organization
representatives; arbitrators, hearing officials and administrative law judges;
officials in the Merit Service Protection Board Office of Special Counsel; and
by officials of the Federal Labor Relations Authority or Merit Systems
EXEMPTIONS CLAIMED FOR THE SYSTEM:
FEDERAL REGISTER HISTORY: