[Federal Register Volume 62, Number 113 (Thursday, June 12, 1997)]
[Notices]
[Pages 32089-32092]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-15324]
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DEPARTMENT OF DEFENSE
Office of the Secretary
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, dod.
ACTION: Notice to amend record systems.
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SUMMARY: The Office of the Secretary of Defense proposes to amend a
system of records notice in its inventory of record systems subject to
the Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: The amendment will be effective on July 14, 1997, unless
comments are received that would result in a contrary determination.
ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records
Section, Directives and Records Division, Washington Headquarter
Services, Correspondence and Directives, 1155 Defense Pentagon,
Washington, DC 20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. David Bosworth 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 notices, as amended, published in their entirety.
Dated: June 6, 1997.
L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DODDS 22
System name:
DoD Dependent Children's School Program Files (May 14, 1997, 62 FR
26487).
Changes:
* * * * *
Record access procedures:
Add a second paragraph `Parents or legal guardians of a student may
be given access to the student's academic records, disciplinary files,
and other student information without regard to who has custody of the
child, unless the divorce decree or court-approved parenting plan
states that such access
[[Page 32090]]
should be denied or indicates that the non-custodial parent is denied
access to the child.'
* * * * *
DODDS 22
System name:
DOD Dependent Children's School Program Files.
System location:
Active Students: Department of Defense Dependents Schools, 4040
North Fairfax Drive, Arlington, VA 22203-1634.
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
area office for one year where they are compiled and forwarded to the
Educational Testing Service, Department of Defense Dependents Schools,
P.O. Box 6605, Princeton, NJ 08541-0001, except Panama. Records for the
Panama area are retired to Federal Records Center, 1557 St. Joseph
Avenue, East Point, GA 30344-2533.
Former Panama Canal College Students: Permanent records (college
transcripts) are retained at the college for ten years and are then
retired to East Point Federal Records Center. For a complete list of
school locations, write to the System manager.
Categories of individuals covered by the system:
Current and former students in the DoD-operated overseas dependent
schools.
Categories of records in the system:
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 which contain pupil and
sponsor's names, personal and demographic information, as well as
pupil's health records.
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 which
contain pupil and sponsor's names, personal and demographic
information, as well as pupil's health records.
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 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.
Authority for maintenance of the system:
20 U.S.C. Chapter 25A; DoD Directive 1342.6, Department of Defense
Dependents Schools (DoDDS), as amended.
Purpose(s):
Dependent children's school program files (general):
[[Page 32091]]
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 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 is used by school and area 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 area and to DoDDS headquarters.
3. Provide data within the Department of Defense on a need-to-know
basis.
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:
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 of transferring, withdrawing, or graduating students
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.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders, disks, and magnetic tape.
Retrievability:
Elementary school academic records and secondary school and college
academic records (transcripts) are filed alphabetically by school,
school year, and last name of student.
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.
Safeguards:
Paper records are maintained in locked file cabinets accessible
only to authorized personnel.
Computer-produced student records 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,
area offices, and/or schools.
Computer facilities and remote terminals are located in schools and
area offices throughout the school system. Particular area 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. Administrative safeguards, including authorized user names
and passwords are used to prevent unauthorized access to information in
the automated systems.
Retention and disposal:
Enrollment files: Maintained at the respective school for one year
after
[[Page 32092]]
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/guardian 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/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 mediation and hearings. Records are cut-off
after final decision and retired to Washington National Records Center
(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 area office for one year and then
retired to the Educational Testing Service (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 student files:
1. Retained at the college for two years.
2. When a student transfers to another college: 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 college.)
Automated records are retained for the same period as paper
records.
System manager(s) and address:
Chief, Management Employee Relations Branch, Personnel Division,
Department of Defense Dependents Schools, 4040 North Fairfax Drive,
Arlington, VA 22203-1634.
Notification procedure:
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 Dependents Schools,
4040 North Fairfax Drive, Arlington, VA 22203-1635.
Written requests for information should contain the full name and
address of the individual, and must be signed.
Record access procedures:
Individuals seeking to access information about themselves
contained in this system should address written inquiries to the
Privacy Act Officer, Department of Defense Dependents Schools, 4040
North Fairfax Drive, Arlington, VA 22203-1635.
Parents or legal guardians of a student may be given access to the
student's academic records, disciplinary files, and other student
information without regard to who has custody of the child, unless the
divorce decree or court-approved parenting plan states that such access
should be denied or indicates that the non-custodial parent is denied
access to the child.
Written requests for information should contain the full name and
address of the individual, and must be signed.
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 system manager.
Record source categories:
Information is obtained from the individuals concerned and their
parents/guardians, teachers and school administrators.
Exemptions claimed for the system:
None.
[FR Doc. 97-15324 Filed 6-11-97; 8:45 am]
BILLING CODE 5000-04-F
