Privacy Act of 1974; System of Records
Federal RegisterMay 14, 1997
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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
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 amendments will be effective on June 13, 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: May 9, 1997.
L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DODDS 01
System name:
Teacher Correspondence Files (February 22, 1993, 58 FR 10239).
Changes
* * * * *
System location:
Delete entry and replace with `Recruitment Section, Staffing
Branch, Department of Defense Dependents Schools, 4040 North Fairfax
Drive, Arlington, VA 22203-1634.'
Categories of records in the system:
After `Teacher Recruitment Section' add `containing information
such as the individual's name, home address, and teaching categories or
interests.'
* * * * *
Purpose:
Delete and replace with `The collected information is used by the
Recruitment Section to maintain accurate records of correspondence with
individuals making inquiry regarding employment.'
* * * * *
Safeguards:
Delete entry and replace with `Records are accessed by authorized
personnel with an official need-to-know who have received training in
handling Privacy Act information. The office is secured during non-
business hours.'
* * * * *
DODDS 01
System name:
Teacher Correspondence Files.
System location:
Recruitment Section, Staffing Branch, Department of Defense
Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
[[Page 26484]]
Categories of individuals covered by the system:
Any individual with whom or about whom the Teacher Recruitment
Section has correspondence.
Categories of records in the system:
File contains all correspondence received from and responses to
individuals writing the Teacher Recruitment Section, containing
information such as the individual's name, home address, and teaching
categories or interests.
Authority for maintenance of the system:
20 U.S.C. 901-907.
Purpose(s):
The collected information is used by the Recruitment Section to
maintain accurate records of correspondence with individuals making
inquiry regarding employment.
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 Office of Personnel Management for the purpose of conducting
background investigations to determine suitability for employment in
the Department of Defense Dependent Schools.
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:
Paper records in individual's file folders.
Retrievability:
Filed alphabetically by either the last name of the correspondent
or the last name of the employee/applicant the correspondence concerns.
Safeguards:
Records are accessed by authorized personnel with an official need-
to-know who have received training in handling Privacy Act information.
The office is secured during non-business hours.
Retention and disposal:
Job applicants files are destroyed 2 months after cutoff. However,
if applicant indicates continued interest in the program, file will be
brought forward into new recruitment cycle. Transfer, educator career,
and reassignment programs are cutoff at completion of the annual cycle
and destroyed 1 year later. Recruitment programs are destroyed when 3
years old.
System manager(s) and address:
Chief, Recruitment Section, 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 full name and
address of the individual, and must be signed.
Record access procedures:
Individuals seeking access to 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.
Written requests for information should contain full name and
address of the individual, and must be signed. For personal visits, the
individual should be able to provide some acceptable identification
such as driver's license or other identification card.
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:
Correspondence initiated by the individual or by others on his or
her behalf and replies.
Exemptions claimed for the system:
None.
DODDS 02
System name:
Educator Application Files (February 22, 1993, 58 FR 10239).
Changes:
* * * * *
System location:
Delete entry and replace with `Recruitment Section, Personnel
Division, Department of Defense Dependents Schools, 4040 North Fairfax
Drive, Arlington, VA 22203-1634.'
Categories of records in the system:
Delete entry and replace with `Prospective Teachers: Files contain
all papers and forms relating to the individual's application for
employment to include Personal Qualification Statement (SF 171),
Supplemental Application for Employment with Department of Defense
Dependents Schools (DS Form 5010), Professional Evaluation, DoDDS (DS
Form 5011), DoDDS-Application Index (DS Form 5012), interviewer's
worksheets, official college transcripts, copies of teaching
certificates, copies of birth certificate and correspondence to or
concerning the applicant.
Inter-area Transfer Applicants: Files contain all papers and forms
relating to the individual's applications. A coded worksheet developed
by the area staff is provided to the central personnel office for
processing (remainder of material is retained at the area office). Also
included are miscellaneous worksheets and correspondence relating to
the application.
Educator Career Program Applicants: Files contain all paper and
forms relating to the individual's application to include: DoDDS
Educator Career Program Application (DS Form 5080), DoDDS Assessment of
Potential (DS Form 5081), DoD Education Career Program Rating Sheet (DS
Form 5082) and miscellaneous worksheets and correspondence relating to
the application.'
* * * * *
Purpose(s):
Delete entry and replace with `To review types of experience,
educational background, evaluation of previous employers, professional
credentials, and interviewers' ratings to determine qualifications and
make selections of candidates for vacant positions within the DoDDS
system, including new teachers, inter-area transfers and Educator
Career Program positions.'
* * * * *
Safeguards:
Delete entry and replace with `Hard copy records and electronic
media are maintained in the DoDDS personnel office where access is
limited to personnel staffing specialists and other authorized
personnel. Access to automated data files is controlled by a user ID
and password system. The office is secured during non-business hours.'
[[Page 26485]]
Retention and disposal:
Delete entry and replace with `Prospective Teachers: Records are
retained for recruitment period (no more than 2 years). For non-
selected applicants, portions are returned to applicant for future use
and portions are destroyed, unless the applicant has indicated a desire
to reapply, in which case portions of the file are retained until the
next recruitment period. Records of selected applicants are forwarded
to the Departments of the Army, Air Force, and Navy, as appropriate for
processing.
Inter-area Transfer Applicants: File is retained for 1 year and
destroyed.
Career Educator Program Applicants: Applications are retained for 2
years (unless updated by applicant) and destroyed.'
* * * * *
DODDS 02
System name:
Educator Application Files.
System location:
Recruitment Section, Personnel Division, Department of Defense
Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634.
Categories of individuals covered by the system:
Prospective teachers applying for positions within the DoDDS system
and current DoDDS teachers and educators applying for either
interregional transfers or positions in the DoDDS Educator Career
Program.
Categories of records in the system:
Prospective Teachers: Files contain all papers and forms relating
to the individual's application for employment to include Personal
Qualification Statement (SF 171), Supplemental Application for
Employment with Department of Defense Dependents Schools (DS Form
5010), Professional Evaluation, DoDDS (DS Form 5011), DoDDS-Application
Index (DS Form 5012), interviewer's worksheets, official college
transcripts, copies of teaching certificates, copies of birth
certificate and correspondence to or concerning the applicant.
Inter-area Transfer Applicants: Files contain all papers and forms
relating to the individual's applications. A coded worksheet developed
by the area staff is provided to the central personnel office for
processing (remainder of material is retained at the area office). Also
included are miscellaneous worksheets and correspondence relating to
the application.
Educator Career Program Applicants: Files contain all paper and
forms relating to the individual's application to include: DoDDS
Educator Career Program Application (DS Form 5080), DoDDS Assessment of
Potential (DS Form 5081), DoD Education Career Program Rating Sheet (DS
Form 5082) and miscellaneous worksheets and correspondence relating to
the application.
Authority for maintenance of the system:
20 U.S.C. 902, 903 and 931.
Purpose(s):
To review types of experience, educational background, evaluation
of previous employers, professional credentials, and interviewers'
ratings to determine qualifications and make selections of candidates
for vacant positions within the DoDDS system, including new teachers,
inter-area transfers and Educator Career Program positions.
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:
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:
Paper and computer (electronic) records.
Retrievability:
The manual files are filed alphabetically by last name. The
automated records are indexed by name or system assigned number
(assigned chronologically upon input). Also, any combination of data in
the automated file can be used to select individual records. Only
authorized individuals (i.e., personnel staffing specialists) are
provided user identification numbers and passwords to access the system
via terminal.
Safeguards:
Hard copy records and electronic media re maintained in the DoDDS
personnel office where access is limited to personnel staffing
specialists and other authorized personnel. Access to automated data
files is controlled by a user ID and password system. The office is
secured during non-business hours.
Retention and disposal:
Prospective Teachers: Records are retained for recruitment period
(no more than 2 years). For non-selected applicants, portions are
returned to applicant for future use and portions are destroyed, unless
the applicant has indicated a desire to reapply, in which case portions
of the file are retained until the next recruitment period. Records of
selected applicants are forwarded to the Departments of the Army, Air
Force, and Navy, as appropriate for processing.
Inter-area Transfer Applicants: File is retained for 1 year and
destroyed.
Career Educator Program Applicants: Applications are retained for 2
years (unless updated by applicant) and destroyed.
System manager(s) and address:
Chief, Recruitment Section, 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 access to 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.
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, current and
past employers, and educational institutions.
[[Page 26486]]
Exemptions claimed for the system:
Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for federal
civilian employment, military service, federal contracts, or access to
classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5),
but only to the extent that such material would reveal the identity of
a confidential source.
An exemption rule for this record system has been promulgated
according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c)
and (e) and published in 32 CFR part 311. For additional information
contact the system manager.
DODDS 21
System name:
Department of Defense Dependents Schools (DoDDS) Grievance Records
(August 9, 1993, 58 FR 42303).
Changes:
* * * * *
System location:
Delete entry and replace with `Department of Defense Dependents
Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634.'
* * * * *
Categories of records in the system:
Delete entry and replace with `The system contains records relating
to grievances filed by DoDDS employees under 5 U.S.C. 2302 and 5 U.S.C.
7121. Case files contain all documents relating to a grievance filed by
an individual, such as identification of the individual, the school the
individual is affiliated with, statements of witnesses, reports,
interviews, hearings, hearing examiner's findings and recommendations,
copies of decisions relating to the case, and other relevant
correspondence and exhibits. This system includes files and records of
internal grievance and arbitration systems that DoDDS may establish
through negotiations with recognized labor organizations.'
Authority for maintenance of the system:
Delete entry and replace with `5 U.S.C. 2302, Prohibited Personnel
Practices, and 5 U.S.C. 7121, Grievance Procedures.'
Purpose(s):
Delete entry and replace with `To maintain a case file for use by
management in resolving litigation associated with an employee
grievance.
To generate statistical reports, work force studies, and perform
other analytical activities supporting personnel management functions
of DoDDS.'
* * * * *
Safeguards:
Delete entry and replace with `Access to records is limited to
authorized DoDDS employees and servicing civilian personnel office
staff. The offices are secured during non-business hours.'
Retention and disposal:
Delete entry and replace with `Records are destroyed 4 years after
the case is closed.'
* * * * *
Record source categories:
Delete and replace with `Information in this system of records is
provided by individuals' who have initiated a grievance; by statement
or testimony of witnesses; by Agency officials; by labor organization
representatives; and, by officials of Federal Labor Relations Authority
or Merit Systems Protection Board.'
* * * * *
DODDS 21
System name:
Department of Defense Dependents Schools (DoDDS) Grievance Records.
System location:
Department of Defense Dependents Schools, 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, and 5 U.S.C. 7121.
Categories of records in the system:
The system contains records relating to grievances filed by DoDDS
employees under 5 U.S.C. 2302 and 5 U.S.C. 7121. Case files contain all
documents relating to a grievance filed by an individual, such as
identification of the individual, the school the individual is
affiliated with, statements of witnesses, reports, interviews,
hearings, hearing examiner's findings and recommendations, copies of
decisions relating to the case, and other relevant correspondence and
exhibits. This system includes files and records of internal grievance
and arbitration systems that DoDDS may establish through negotiations
with recognized labor organizations.
Authority for maintenance of the system:
5 U.S.C. 2302, Prohibited Personnel Practices, and 5 U.S.C. 7121,
Grievance Procedures.
Purpose(s):
To maintain a case file for use by management in resolving
litigation associated with an employee grievance.
To generate statistical reports, work force studies, and perform
other analytical activities supporting personnel management functions
of DoDDS.
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:
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:
Paper records.
Retrievability:
These records are retrieved by the names of the individuals on whom
the records are maintained, by case number, and by subject matter of
the grievance.
Safeguards:
Access to records is limited to authorized DoDDS employees and
servicing civilian personnel office staff. The offices are secured
during non-business hours.
Retention and disposal:
Records are destroyed 4 years after the case is closed.
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 22203-1634.
Written requests for information should contain the full name and
address of the individual, and must be signed.
Record access procedures:
Individuals seeking access to information about themselves
contained
[[Page 26487]]
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.
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 in this system of records is provided by individuals'
who have initiated a grievance; by statement or testimony of witnesses;
by Agency officials; by labor organization representatives; and, by
officials of Federal Labor Relations Authority or Merit Systems
Protection Board.
Exemptions claimed for the system:
None.
DODDS 22
System name:
DoD Dependent Children's School Program Files (February 16, 1995,
60 FR 9016).
Changes:
* * * * *
System location:
Delete first paragraph and replace with `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:
Delete entry and replace with `Current and former students in the
DoD-operated overseas dependent schools.'
Authority for maintenance of the system:
Delete entry and replace with `20 U.S.C. Chapter 25A; DoD Directive
1342.6, Department of Defense Dependents Schools (DoDDS), as amended.'
Purpose(s):
Delete the next-to-last sentence and replace with `Provide academic
data within the area and to DoDDS headquarters.'
Safeguards:
Delete entry and replace with `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:
Delete the last paragraph, starting at `Automated files:' and
replace with `Automated records are retained for the same period as
paper records.'
* * * * *
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,
[[Page 26488]]
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):
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
[[Page 26489]]
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 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
[[Page 26490]]
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.
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.
DODDS 23
System name:
Educator Certification/Recertification Files (February 22, 1993, 58
FR 10248).
Changes:
* * * * *
System location:
Delete entry and replace with `Records are maintained at the
schools and the Personnel Center, Department of Defense Dependents
Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634.'
Categories of individuals covered by the system:
Delete entry and replace with `Department of Defense Dependents
Schools (DoDDS) teachers, as the term `teacher' is defined in 20 U.S.C.
901.
Categories of records in the system:
Delete entry and replace with `Records consist of transcripts and/
or other documentary evidence needed to substantiate the certification
status of a DoDDS educator. Records include correspondence relating to
amendment, renewal, correction, maintenance, and revocation of the
individual educator's certification status.'
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Delete the first routine use and replace with `The information may
be supplied to state or professional organizations, such as the
National Association of State Directors of Teacher Education and
Certification (NASDTEC), with whom the DoDDS has reciprocal agreements
affecting certificates issued or revoked by the respective systems.'
* * * * *
Retrievability:
Delete entry and replace with `The files are indexed by name and
Social Security Number.'
* * * * *
Retention and disposal:
In the last sentence, after `If a teacher leaves the system,'
insert `except in the case of an educator who is participating in the
DoDDS Administrative Re-employment Rights Program,'.
* * * * *
DODDS 23
System name:
Educator Certification/Recertification Files.
System location:
Records are maintained at the schools and the Personnel Center,
Department of Defense Dependents Schools, 4040 North Fairfax Drive,
Arlington, VA 22203-1634.
Categories of individuals covered by the system:
Department of Defense Dependents Schools (DoDDS) teachers, as the
term `teacher' is defined in 20 U.S.C. 901, and to all DoDDS excepted
service and educators classified in the 1710 or related series.
Categories of records in the system:
Records consist of transcripts and/or other documentary evidence
needed to substantiate the certification status of a DoDDS educator.
Records include correspondence relating to amendment, renewal,
correction, maintenance, and revocation of the individual educator's
certification status.'
Authority for maintenance of the system:
20 U.S.C. Chapter 25A; 20 U.S.C. 931; DoD Directive 1342.6, DoD
Dependents Schools, as amended; and E.O. 9397 (SSN).
Purpose(s):
Department of Defense Dependents Schools administrators use this
information to determine the eligibility of applicable employees to be
certified/recertified.
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
[[Page 26491]]
DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The information may be supplied to state or professional
organizations, such as the National Association of State Directors of
Teacher Education and Certification (NASDTEC), with whom the DoDDS has
reciprocal agreements affecting certificates issued or revoked by the
respective systems.
Records may be disclosed to educational accrediting institutions
and organizations during review of a school or schools.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are stored in file folders and on disks and magnetic tape.
Retrievability:
The files are indexed by name and Social Security Number.
Safeguards:
Paper records are maintained in files which are accessible only to
authorized personnel.Automated records are maintained on disks or
magnetic tapes in offices where access can be controlled. The offices
are locked after normal duty hours to preclude unauthorized
access.Access to automated data files is controlled by a user ID and
password system.
Retention and disposal:
Records are maintained for the current as well as the upcoming
certification cycles. Records for an expired certification cycle are
retained for 2 years; then, they are destroyed or returned to the
employee. If a teacher leaves the system, except in the case of an
educator who is participating in the DoDDS Administrative Re-employment
Rights Program, the file is maintained for two years following the
current expiration date of the certificate and destroyed.
System manager(s) and address:
Chief, 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.
The request should include the educator's full name, Social
Security Number, and be signed. Former employees must also include
dates and places of employment.
Record access procedures:
Individuals seeking to access information about themselves
contained in this system should address written requests to the Privacy
Act Officer, Department of Defense Dependents Schools, 4040 North
Fairfax Drive, Arlington, VA 22203-1635.
The request should include the educator's full name, Social
Security Number, and be signed. Former employees must also include
dates and places of employment.
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.
Exemptions claimed for the system:
None.
[FR Doc. 97-12588 Filed 5-13-97; 8:45 am]
BILLING CODE 5000-04-F
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.