[Federal Register Volume 60, Number 32 (Thursday, February 16, 1995)]
[Notices]
[Pages 9016-9020]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-3921]
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DEPARTMENT OF DEFENSE
Privacy Act of 1974; Notice to Delete and Amend Record Systems
AGENCY: Office of the Secretary of Defense, DOD.
ACTION: Notice to delete and amend record systems.
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SUMMARY: The Office of the Secretary of Defense proposes to delete one
and amend two systems of records notices in its inventory of record
systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: The deletion is effective February 16, 1995. The amendments will
be effective on March 20, 1995, unless comments are received that would
result in a contrary determination.
ADDRESSES: Send comments to Chief, Records Management and Privacy Act
Branch, Washington Headquarter Services, Correspondence and Directives,
Records Management Division, 1155 Defense Pentagon, Washington, DC
20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. Dan Cragg at (703) 695-0970 or DSN
225-0970.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense
notices for systems of records subject to the Privacy Act of 1974 (5
U.S.C. 552a), as amended, have been published in the Federal Register
and are available from the address above.
The proposed amendments are not within the purview of subsection
(r) of the Privacy Act (5 U.S.C. 552a), as amended, which would require
the submission of a new or altered system report for each system. The
specific changes to the record systems being amended are set forth
below followed by the notice, as amended, published in its entirety.
Dated: February 13, 1995.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DELETION
DUSDP 05
Defense Automated Case Review System (DACRS) (February 22, 1993, 58
FR 10264).
Reason: This system has been determined not to be a record system
subject to the Privacy Act of 1974.
AMENDMENTS
DODDS 22
DoD Dependent Children's School Program Files (February 22, 1993,
58 FR 10245).
* * * * *
Between the sixth and seventh paragraphs insert ``Special Education
files: Records pertaining to tests and evaluations of students and
documentation of individual needs for special education programs.
Included is follow-on correspondence and case files relating to
mediations and hearings. Records are cut-off after final decision and
retired to WNRC after 5 years. When 20 years old, the records are
destroyed.''
* * * * *
DODDS 22
DOD Dependent Children's School Program Files.
Active Students--DOD operated overseas dependents schools, regional
offices, and the Office of Dependents Schools, 1225 Jefferson Davis
Highway, Crystal Gateway 2, Suite 1500, Arlington, VA 22202-4301.
Former High School Students--Permanent records (high school
transcripts) are retained at the school for four years subsequent to
graduation, transfer, or termination, and are then forwarded to the
regional office for one year where they are compiled and forwarded to
the Washington National Records Center (WNRC) except Panama. Records
for the Panama region are retired to the East Point, GA, Federal
Archives Records Center (FARC).
Former Panama Canal College Students - Permanent records (college
transcripts) are retained at the college for ten years and are then
retired to East Point FARC.
Students in the DOD operated overseas dependent schools.
Enrollment files: Documents relating to the admission,
registration, and departure of dependent school students. Included are
pupil enrollment applications, course preference, admission cards, drop
cards, and similar or related documents.
Daily attendance register files: Documents reflecting the daily
attendance of pupils at dependent schools. Included are forms,
printouts, bound registers and similar or related documents.
Elementary school academic records: Documents reflecting the
standardized achievement, mental ability, yearly grade average,
attendance of each student and the teacher's comments. Included are
forms, notes, and similar or related documents.
Elementary school report card files: Documents reflecting grades,
personality traits, and promotion or failure. Included are report cards
and similar or related documents.
Elementary school teacher class register files: Documents
reflecting daily, weekly, semester, or annual scholastic grades and
averages, absence and tardiness data.
Elementary school student files: Documents pertaining to individual
elementary school students. Included in [[Page 9017]] each folder are
reading and health records; individual education plans; intelligence
quotient; achievement, aptitude, and similar test results; notes
related to pupils progress and characteristics; and similar matters
used by counselors and successive teachers.
Secondary school absentee files: Documents reflecting absence of
students. Included are homeroom teacher's registers, secondary school
daily attendance records of absentees reported by teachers, tardy slips
for admission of students to classroom, transfer slips notifying
teachers of new class or homeroom assignment, notices of change by
school principal to teacher upon change of classroom, student
applications for permission to be absent, student pass slips, and
similar or related documents.
Secondary school academic record files: Documents reflecting
student grades and credits earned. Included are forms, notes, and
similar or related documents.
Secondary school report card files: Documents reflecting scholastic
grades, personality traits, and promotion or failure. Included are
report cards and related documents.
Secondary school teacher class register files: Documents reflecting
daily, weekly, semester, or annual scholastic marks and averages,
absence and tardiness, and withdrawal data. Included are class
registers and similar or related documents.
Secondary school class reporting files: Documents reflecting
teacher reports to principals and used as source documents for
preparing secondary school academic record cards. Included are forms,
correspondence, and similar or related documents.
Credit transfer certificate files: Documents reflecting secondary
school scholastic credits earned. Included are certificates and similar
or related documents.
Secondary school student files: Documents pertaining to individual
secondary school students. Included in each folder are student health
records; individual education plans; absence reports and correspondence
with parents pertaining to absence; records of achievement and aptitude
tests; notes concerning participation in extracurricular activities,
hobbies, and other special interests or activities of the student; and
miscellaneous memorandums used by student counselors.
College absence, withdrawal, and add files: Student applications
for permission to be absent from final exams. Student drop and add
class records and administrative withdrawal letter.
College academic record files: Documents reflecting student grades
and credits earned. Included are forms, notes, and similar or related
documents.
College report card files: Documents reflecting scholastic grades
and promotion or failure. Included are report cards and related
documents.
College teacher class register files: Documents reflecting daily,
weekly, semester, or annual scholastic marks and averages, absence and
withdrawal data. Included are class registers and similar or related
documents.
College class reporting files: Documents reflecting teacher reports
to Registrar and used as source documents for preparing college
transcripts. Included are forms, correspondence, and similar or related
documents.
Credit transfer certificate files: Documents reflecting college
scholastic credits earned. Included are certificates and similar or
related documents.
College student files: Documents pertaining to individual college
students. Included in each folder are absence reports, records of
achievement, and aptitude tests.
Automated support files: Automated data files are composed of
records containing any of the above information in addition to (varies
by regional system): Student registration data-student identification
number, student name, sex, grade level, bus number, date of enrollment,
date of birth, course numbers and names, teachers, credit, grades
received, dates of absences, and sponsor's name, status, rank, date of
rotation, organization, location of unit, local address, emergency
address, permanent address, and telephone numbers.
Recurring provisions of the DOD Appropriations Act and Department
of Defense Directive 1342.6, Department of Defense Dependents Schools,
dated October 17, 1978, with change 1.
Dependent children's school program files (general):
1. Records of students attending DOD operated overseas dependent
schools are used by school officials, including teachers, to: a.
Determine the eligibility of children to attend these schools; b.
Schedule children for transportation; c. Record daily and/or class
attendance of students and date(s) of withdrawal; d. Determine tuition
paying students and record status of payments; e. Determine students
located in areas not serviced by dependents schools so that alternative
arrangements for education can be made and payment made, as required;
f. Monitor special education services required by and received by the
student; and, g. Used to develop and maintain reading and health
records, including school related medical needs.
2. Records may also be released to other officials of the
Department of Defense requiring information for operation of the
Department (including defense investigative agencies and recruiting
officials).
Dependent children's school program files (elementary):
1. Used by school officials, including teachers, in the current
and/or gaining school to develop and provide an educational program for
elementary students by school personnel cited above.
2. Used in the following manner to record: a. Teacher or
standardized test data; b. Attendance, absences, and/or tardiness of
each student; c. Recommendations for promotion or retention including
teacher comments; d. Daily, weekly, semester, or annual grades; and, e.
Notes related to the individual pupil's progress and learning
characteristics useful to professional school personnel in counseling
the student and in the determination of his/her proper placement.
Dependent children's school program files (secondary):
1. Used by school officials, including teachers, in the current
and/or gaining school to develop and provide an educational program for
secondary students.
2. Documents are used by school personnel cited above in the
following manner to: a. Record teacher and/or standardized test data;
b. Record attendance, absences, and/or tardiness of each student; c.
Form the basis for a decision on a student request for permission to be
absent from a class or classes; d. Determine proper class or grade
placement or graduation; e. Determine scholastic grades and/or grade
point average; f. Form the basis for school recommendations for student
financial aid for post-secondary education; g. Form the basis for
preparing the secondary school transcript; h. Determine secondary
school academic credits earned; and, i. Note special interest or
hobbies of the student.
3. Used by DOD recruiting officials to determine eligibility for
military service.
Dependent children's school program files (college):
1. Used by school officials, including teachers, in the current
and/or gaining school to develop and provide an
[[Page 9018]] educational program for college students.
2. Documents are used by school personnel cited above in the
following manner to: a. Record teacher and/or standardized test data;
b. Record attendance and absences of each student; c. Form the basis
for a decision on a student request for permission to be absent from a
class or classes; d. Determine proper class or grade placement or
graduation; e. Determine scholastic grades and/or grade point average;
f. Form the basis for school recommendations for student financial aid
for college education; g. Form the basis for preparing the college
transcript; and h. Determine college academic credits earned.
3. Used by DOD recruiting officials to determine eligibility for
military service.
Automated support. Automated support is used by school and regional
officials (where applicable) to:
1. Provide academic data to each student upon request, provide
report cards, etc., at the end of each grading period, provide
transcripts upon request, and provide hard copy for manual files.
2. Provide academic data within the region and to ODS.
3. Provide data within the Department of Defense on a need-to-know
basis.
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:
Records concerning sponsor's names, rank, and branch of service may
be released to former students for the purpose of organizing reunion
activities.
Academic data may be provided to other educational institutions and
employers or prospective employers in accordance with current policies
and procedures.
Academic achievements and data may be provided to the public, via
distribution of information within the school and through various media
sources, for positive reinforcement purposes. This information will not
be distributed for commercial uses.
The `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to `consumer reporting agencies' as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)).
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Files are paper records in file folders.
Elementary school academic records and secondary school and college
academic records (transcripts) are filed alphabetically by school,
school year, and last name of student.
Elementary, secondary, and college teacher class register files are
filed by school, school year, and last name of teacher.
Remaining dependent school student files are filed by school,
school year, and last name of student.
The automated files are indexed by a variety of data, depending
upon the region and school involved (some have regionally assigned
student identification numbers, others are by last name of student).
Also, any combination of data in the file can be used to select
individual records. Only authorized personnel have required information
to access the system or process jobs.
Paper records are maintained in files accessible only to authorized
personnel.
Authorized records:
Description of the automated process. Current hard copy records of
all information are kept in locked file cabinets in limited access
school offices. Computer-produced student records and reports become an
integral part of the manual system and are retained in limited access
school offices and/or locked cabinets. Computer disks, tapes, etc., are
maintained in limited access areas within the various computer centers,
regional offices, and/or schools. Approved special requests for data
can be supported by ad hoc inquiry. Any combination of data can be used
to select individual records for special processing.
Physical safeguards. Computer facilities and remote terminals are
located in schools and regional offices throughout the school system.
Particular regional systems vary; however, the same basic safeguards
are employed (in various combinations) in all the systems. Computer
hardware disk cards and other materials are secured in locked
facilities after normal duty hours or are maintained in secure military
computer centers. During school hours, storage media is stored in areas
where access can be monitored. On-line access is protected by
combinations of the following various factors: (1) Users must have file
and/or disk names; (2) users must have possession or approval to gain
possession of appropriate disk(s); and, (3) users must have
specifically designed codes and/or keys to permit read/write
operations.
Storage media. Hard copy files are stored in the school offices of
each participating school and regional offices. Computer files are
stored on magnetic tape and disks, as outlined above.
Risk analysis. All personal information which is collected and/or
maintained for this system is stored in locations adequately secure for
such information. Administrative safeguards have been instituted to
prevent access to information in the automated systems.
Enrollment files: Maintained at the respective school for one year
after graduation, withdrawal, transfer, or death of the student, then
destroyed.
Daily attendance register files: Destroyed after reviewing
attendance registers for the next school year.
Elementary school academic records files: When a student transfers
to another school, this file is forwarded by mail to officials of the
receiving school on request in accordance with current regulations, or
destroyed at the school five years after graduation, withdrawal, or
death of the student.
Elementary school report card files: Documents reflecting grades,
personality traits, and promotion or failure. Included are report cards
and similar or related documents.
Elementary school teacher class register files: Destroyed at the
school concerned after five years.
Elementary school student files: 1. When a student transfers to
another school, the reading and health records are released to the
parent or student (if over 18 years of age) for hand-carrying to the
receiving school. 2. Remaining documents pertaining to the students are
forwarded by mail to the officials of the receiving school or the
parent/ [[Page 9019]] guardian on request in accordance with current
regulations; if not requested, documents are destroyed at the school
concerned one year after graduation, withdrawal, or death of the
student.
Special Education files: Records pertaining to tests and
evaluations of students and documentation of individual needs for
special education programs. Included is follow-on correspondence and
case files relating to mediations and hearings. Records are cut-off
after final decision and retired to WNRC after 5 years. When 20 years
old, the records are destroyed.
Secondary school absentee files: Destroyed at the school after one
year.
Secondary school academic record files (high school transcript): 1.
Permanent file. 2. When a student transfers to another DOD dependents
school, this file (transcript) is forwarded by mail to officials of the
receiving school on request. 3. When a student transfers to a non-DOD
school, a copy of the transcript is forwarded to the receiving school
on request in accordance with current regulations. 4. Files not
forwarded to another DOD school are retained at the school concerned
for four years, the regional office for one year and then retired to
the WNRC (or East Point FARC if in the Panama region) for an additional
sixty years.
Secondary school report card files: Released to parents of students
or student (if over eighteen years of age) at the end of the school
year or on transfer of student.
Secondary school teacher class register files: Retained at the
school concerned for five years and then destroyed.
Secondary school class reporting files: Destroyed at the school
after one year.
Credit transfer certification files: Destroyed at the school after
one year.
Secondary school student files: 1. Retained at the school concerned
for two years after graduation, withdrawal or death of the student. 2.
When a student transfers to another school: a. A copy of the record may
be released to the parents or student (if over eighteen years of age)
for hand-carrying to the receiving school. b. An official copy of the
record will be forwarded to the receiving school in accordance with
current regulations upon request. (The original record is retained at
the school.)
College absentee files: Destroyed at the school after one year.
College academic record files (college transcripts): 1. Permanent
file. 2. When a student transfers to another college or university,
this file (transcript) is forwarded by mail to officials of the
receiving school upon receipt of an authorized request. 3. Original
files (transcripts) are retained at the college for ten years then
retired to East Point FARC.
College report card files: Released to student at the end of the
semester or school year, or on transfer of student.
College teacher class register files: Retained at the school for
five years and then destroyed.
College class reporting files: Destroyed at the school after one
year.
Credit transfer certificate files: Destroyed at the school after
one year.
College school student files: 1. Retained at the school for two
years. 2. When a student transfers to another school: a. A copy of the
record may be released to the parents or student (if eighteen years of
age) for hand-carrying to the receiving school. b. An official copy of
the record will be forwarded to the receiving school upon request
pending receipt of authorized request. (The original record is retained
at the school.)
Automated files: Automated files are normally retained for one
year. However, this may vary as all information is documented in the
manual files and the information in automated form may be destroyed
earlier or later than one year for various internal purposes.
Director, Department of Defense Dependents Schools, 1225 Jefferson
Davis Highway, Crystal Gateway 2, Suite 1500, Arlington, VA 22202-4301.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Director, Department of Defense Dependents Schools, 1225
Jefferson Davis Highway, Crystal Gateway 2, Suite 1500, Arlington, VA
22202-4301.
Written requests for information on the records system and for
instructions concerning personal visits may be forwarded to the
principal of the school within four years after graduation, transfer,
withdrawal, or death of student.
The fifth year, the principal should be contacted for elementary
records or the system manager for secondary records.
Subsequently, all requests for secondary records may be forwarded
to the Headquarters, Department of the Army, (DAAG-AMR), Washington, DC
20310, except for information from schools in Panama. These requests
should be sent to Director, DODDS-Panama, APO Miami 34002.
All requests for college records should be sent to the college for
the first ten years, then to the Director, DODDS-Panama, APO Miami
34002.
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 system manager.
Information is obtained from the individuals concerned and their
parents/guardians, teachers and school administrators.
None.
WUSU03
Uniformed Services University of the Health Sciences (USUHS)
Student Record System (February 22, 1993, 58 FR 10923).
* * * * *
Delete entry and replace with 'Files are cut off upon graduation,
transfer, withdrawal, or death of student, and held for 20 years, after
which they are transferred to the Washington National Records Center.
Fifty years after cut-off, the records are destroyed.'
* * * * *
WUSU03
Uniformed Services University of the Health Sciences (USUHS)
Student Record System.
The file will be maintained in the Registrar's Office, USUHS, 4301
Jones Bridge Road, Bethesda, MD 20814-4799. Supplemental files
consisting of student evaluation forms, grades, and course examinations
pertaining to their Department will be maintained in each department by
department chairperson, as well as in the Registrar's office.
Records will be maintained on all students who matriculate to the
University.
Grade reports and instructor evaluations of performance/
achievement; transcripts summarizing [[Page 9020]] by course title,
grade, and credit hours; records of awards, honors, or distinctions
earned by students; and data carried forward from the Applicant File
System, which includes records containing personal data e.g., name,
rank, Social Security Number, undergraduate school, academic degree(s),
current addresses, course grades, and grade point average from
undergraduate work and other information as furnished by non-Government
agencies such as the American Medical College Admission Service which
certifies all information prior to being submitted to the University.
Pub. L. 92-426, Ch 104, section 2114; and E.O. 9397.
Data is used for recording internships, residencies, types of
assignment and other career performance data on USUHS graduates;
providing academic data to each student upon request, e.g.,
transcripts, individual course grades, grade point average, etc.;
providing academic data within the Uniformed Services University of the
Health Sciences for official use only purposes; and providing data to
the respective Surgeon General when a specific and authorized need
requires it.
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:
Academic data may be provided to other educational institutions
upon the written request of a student.
The `Blanket Routine Uses' set forth at the beginning of the USUHS'
compilation of systems of records notices apply to this system.
Paper records in file folders are stored at USUHS, supported by
automated copies of subsets of each student's folder, which are
maintained on magnetic tape and disk at the Office of the Registrar,
USUHS.
The system will be indexed by name and Social Security Number.
Also, any combination of data can be used to select individual records.
Only personnel in the Office of the Registrar will be with the password
that allows access to the data, and those individuals are authorized
access to all data in the file.
The computer facility at the USUHS is operated by the Office of the
Registrar. The tapes and hard copies of material are secured in
government-approved security containers constructed of four-hour heat-
resistant steel material. The physical location of the computer
hardware, disks, and printer are located to the extreme rear of the
room with access being blocked by a large counter staffed by two office
personnel. All access to the computers in the Office of the Registrar
is via user identification and sign-on password. Computer software
ensures that only properly identified users can access the Privacy Act
files on this system. Passwords are changed semiannually, or upon
departure of any person knowing the password.
Files are cut off upon graduation, transfer, withdrawal, or death
of student, and held for 20 years, after which they are transferred to
the Washington National Records Center. Fifty years after cut-off, the
records are destroyed.
The Registrar, Uniformed Services University of the Health
Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the Registrar, Uniformed Services University of the Health Sciences,
4301 Jones Bridge Road, Bethesda, MD 20814-4799.
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
Registrar, Uniformed Services University of the Health Sciences, 4301
Jones Bridge Road, Bethesda, MD 20814-4799.
Written requests should include name, Social Security Number and
dates attended.
The USUHS' rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 315; or may be obtained from
the system manager.
Information is furnished by instructor personnel, the individual
concerned; the National Board of Medical Examiners; and the Applicant
File System.
None.
[FR Doc. 95-3921 Filed 2-15-95; 8:45 am]
BILLING CODE 5000-04-F
