Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Department of the Air Force

Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DOD.

ACTION: Notice to amend record systems.

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SUMMARY: The Department of the Air Force proposes to amend four systems

of records notices in its inventory of records systems subject to the

Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This action will be effective without further notice on November

14, 1997, unless comments are received that would result in a contrary

determination.

ADDRESSES: Send comments to the Air Force Access Programs Manager,

Headquarters, Air Force Communications and Information Center/ITC, 1250

Air Force Pentagon, Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 697-8674 or

DSN 227-8674.

SUPPLEMENTARY INFORMATION: The Department of the Air Force 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 records systems being amended are set forth

below followed by the notices as amended, published in their entirety.

Dated: October 8, 1997.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F036 USAFA C

system name:

Prospective Instructor Files (June 11, 1997, 62 FR 31793).

changes:

* * * * *

system name:

Change system name to `Prospective Instructor Files (Officer,

Enlisted Special Duty)'.

* * * * *

storage:

Delete entry and replace with `Maintained in file folders, in

computers data bases, and on computer output products.'

* * * * *

system manager(s) and address:

Delete entry and replace with `Deputy Chief of Staff for Personnel,

2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020;

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.'

* * * * *

F036 USAFA C

System name:

Prospective Instructor Files (Officer, Enlisted Special Duty).

System location:

Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317,

U.S. Air Force Academy, CO 80840-5020;

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Categories of individuals covered by the system:

Military personnel applying for instructor duty at the Air Force

Academy.

Categories of records in the system:

Copy of Application for Instructor Duty; college transcripts; past

Officer Effectiveness Reports; Officer Uniform Assignment Brief which

may contain prior assignment information, aeronautical rating

information, general personnel data including security clearance, date

of birth, marital status, and promotion dates; correspondence between

individual and department; evaluations on individual's suitability, and

record of personal interview.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter

903, U.S. Air Force Academy.

Purpose(s):

Used to determine qualification, availability and location of

potential instructors.

Routine uses of records maintained in the system, including categories

of users and the purpose 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' published at the beginning of the Air

Force'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:

Maintained in file folders, in computers data bases, and on

computer output products.

Retrievability:

Retrieved by name.

Safeguards:

Records are accessed by person(s) responsible for servicing the

record system in performance of their official duties and by authorized

personnel who are properly screened and cleared for need-to-know.

Records are stored in locked rooms and cabinets. Those in computer

storage devices are protected by computer system software.

[[Page 53599]]

Retention and disposal:

Retained in office files until superseded, obsolete, or no longer

needed for reference. Records are destroyed by tearing into pieces,

shredding, pulping, macerating, or burning. Computer records are

destroyed by degaussing or overwriting.

System manager(s) and address:

Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317,

U.S. Air Force Academy, CO 80840-5020;

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information on themselves should address written inquiries to

or visit the Deputy Chief of Staff for Personnel, 2304 Cadet Drive,

Suite 317, U.S. Air Force Academy, CO 80840-5020; or the

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200; or the

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Record access procedures:

Individuals seeking to access records about themselves contained in

this system should address written requests to or visit the Deputy

Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air

Force Academy, CO 80840-5020; or the

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200; or the

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents and appealing initial agency determinations are published in

Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from

the system manager.

Record source categories:

Information obtained from the individual, previous employers,

educational institutions and source documents such as reports.

Exemptions claimed for the system:

None.

F036 USAFA D

system name:

Class Committee Products (June 11, 1997, 62 FR 31793).

changes:

* * * * *

categories of records in the system:

Delete entry and replace with `List of cadets academically

deficient at progress reports; provides grades, instructor comment

cards, military order of merit and other military and entrance data on

cadets meeting committees; reports committee decisions and includes

worksheets with coded recommendations to the Academy Board at the end

of the semester.'

* * * * *

storage:

Delete entry and replace with `Maintained in visible file binders/

cabinets, electronically in the Cadet Administrative Management

Information System (CAMIS) data base and on computer output products.'

* * * * *

F036 USAFA D

System name:

Class Committee Products.

System location:

U.S. Air Force Academy, CO 80840-5000.

Categories of individuals covered by the system:

Air Force Academy cadets.

Categories of records in the system:

List of cadets academically deficient at progress reports; grades,

instructor comment cards, military order of merit and other military

and entrance data on cadets meeting committees; reports committee

decisions and includes worksheets with coded recommendations to the

Academy Board at the end of the semester.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter

903, U.S. Air Force Academy.

Purpose(s):

Provides data on academically deficient cadets to Academic Review

Committee who makes recommendations concerning cadets' future to the

Academy Board.

Routine uses of records maintained in the system, including categories

of users and the purpose 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' published at the beginning of the Air

Force'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:

Maintained in visible file binders/cabinets, electronically in the

Cadet Administrative Management Information System (CAMIS) data base

and on computer output products.

Retrievability:

Retrieved by name.

Safeguards:

Records are accessed by person(s) responsible for servicing the

record system in performance of their official duties and by authorized

personnel who are properly screened and cleared for need-to-know.

Records are stored in locked rooms, cabinets, and in computer storage

devices protected by computer system software.

Retention and disposal:

Destroyed one year after graduation or when purpose has been

served, whichever is sooner. Destruction is by tearing into pieces,

shredding, pulping, macerating, or burning. Computer records are

destroyed by degaussing or overwriting.

System manager(s) and address:

Dean of Faculty, U.S. Air Force Academy, CO 80840-5000.

Notification procedure:

Individuals seeking to determine whether this system of records

contains information on themselves should address written inquiries to

or visit the Dean of Faculty, U.S. Air Force Academy, CO 80840-5000.

Record access procedures:

Individuals seeking to access records about themselves contained in

this system should address written requests to or visit the Dean of

Faculty, U.S. Air Force Academy, CO 80840-5000.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents and appealing initial agency determinations are published in

Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from

the system manager.

Record source categories:

Records are compiled from cadet grading and rating cycles.

Exemptions claimed for the system:

None.

[[Page 53600]]

F036 USAFA F

system name:

Military Performance Average (June 11, 1997, 62 FR 31793).

changes:

system location:

Delete entry and replace with `Commander, 34th Training Wing, 2354

Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260.'

* * * * *

storage:

Delete entry and replace with `Maintained in paper form, in

computer C-3 data base, and computer and computer output products.'

* * * * *

F036 USAFA F

System name:

Military Performance Average.

System location:

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Categories of individuals covered by the system:

Air Force Academy cadets.

Categories of records in the system:

Rating forms used to compute Military Performance Average (MPA).

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903,

U.S. Air Force Academy; and E.O. 9397 (SSN).

Purpose(s):

To determine the semester and cumulative MPA for U.S. Air Force

Academy Cadets as an input to the overall performance average.

Identifies cadets for the Commandant's List and deficient cadets to be

placed on aptitude probation, and consideration for disenrollment from

the U.S. Air Force Academy.

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:

Military performance information is released to the nominating

official upon request in order to evaluate nominating procedures.

The `Blanket Routine Uses' published at the beginning of the Air

Force'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:

Maintained in paper form, in computer C-3 data base, and computer

and computer output products.

Retrievability:

Retrieved by name, Cadet Number, and Social Security Number.

Safeguards:

Records are accessed by person(s) responsible for servicing the

record system in performance of their official duties who are properly

screened and cleared for need-to-know. Records are stored in locked

cabinets or rooms and on computer storage devices protected by computer

system software.

Retention and disposal:

All MPA forms prepared by coaches, Officers in Charge (OICs),

academic instructors and Air Officers Commanding (AOCs) are destroyed

one year after close of rating cycle. MPA forms prepared by cadets are

transferred to the Cadet Personnel Record where they are destroyed 90

days after graduation.

System manager(s) and address:

Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the Commander, 34th Training Wing, 2354 Fairchild Drive,

Suite 5A10, U.S. Air Force Academy, CO 80840-6260.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10,

U.S. Air Force Academy, CO 80840-6260.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents and appealing initial agency determinations are published in

Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from

the system manager.

Record source categories:

Information is obtained from coaches, OICs of cadet intercollegiate

and extracurricular clubs and teams, academic instructors, AOCs, and

the cadet chain of command.

Exemptions claimed for the system:

None.

F036 USAFA G

system name:

Instructor Academic Records (June 11, 1997, 62 FR 31793).

changes:

* * * * *

system location:

Delete entry and replace with `Dean of Faculty, Headquarters, U.S.

Air Force Academy, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.'

* * * * *

system manager(s) and address:

Delete entry and replace with `Dean of Faculty, 2354 Fairchild

Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.'

* * * * *

F036 USAFA G

System name:

Instructor Academic Records.

System location:

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.

Categories of individuals covered by the system:

Air Force Academy cadets and graduates.

Categories of records in the system:

(1) Cadet information card.

(2) Listings of all cadet academic schedules including final

examination schedules; rosters of cadets, by course, taking final

examinations; extra instruction or hospital instruction

[[Page 53601]]

schedules; rosters of cadets requesting permission to enroll in

independent study, or authorized to drop or add course; listings of

course rosters prepared for current semester showing individual's

enrollment by course section; reports of reasons for cadet absences or

lateness for academic causes; listings of cadets improperly registered

in classes.

(3) Themes, research papers, graded recitations, grade reviews,

other graded work, laboratory reports, case studies, final and midterm

examinations, turnout examinations, validation examinations, and graded

reviews of courses in which no final examination is given.

(4) Copies of academic schedules and grades, requests for academic

waivers, documentation of academic difficulty, plans outlining courses

that must be taken in order to graduate.

(5) Graduate record examination scores, orders of merit scores,

cumulative GPA scores, and panel commentaries.

(6) Various cadet grade reports, cards and sheets used in auditing

and distributing academic grades.

Authority for maintenance of the system:

10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903,

U.S. Air Force Academy; and E.O. 9397 (SSN).

Purpose(s):

(1) Individual cards on cadets listing name, date of birth, Social

Security Number, admission examination scores, course grades and

instructor evaluations concerning aptitude, attitude, and performance

are used by instructor to evaluate potential cadets for commissioned

service and to evaluate potential cadets as future instructors.

(2) Provides both cadets and instructors the schedules of classes

and classrooms and an explanation for any deviation from these

schedules and is used by the cadets and instructors to provide locator

and scheduling information and to provide course offering information,

to change current and future semester course enrollments, to reschedule

cadets and establish criteria for resectioning cadets in their courses

during the academic year.

(3) Used in assigning grade scores to monitor progress of cadets

throughout the academic year and to determine grades.

(4) Used for counseling cadets on academic performance by the

counselors and advisors. Assists the cadet in planning an academic

program that will satisfy graduation requirements.

(5) Used in the applications of graduates competing for the various

fellowships and other post-graduate scholarships by Graduate

Scholarship Committee.

(6) Used in auditing and distributing academic grades and are

compiled to determine a letter grade for each student in each course.

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' published at the beginning of the Air

Force'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:

Stored in card files, on computer magnetic tapes and printouts, and

in file folders/notebooks/binders/visible files.

Retrievability:

By name or Social Security Number of cadet.

Safeguards:

Records are accessed by authorized person(s) responsible for

servicing the record system in performance of their official duties.

Records are stored in locked safes, file containers, cabinets or rooms

and on computer storage devices protected by computer system software.

Retention and disposal:

(1) Destroy after purpose has been served or 10 years after

graduation, whichever is sooner.

(2) Destroy at end of academic year or upon completed action,

whichever is sooner.

(3) Destroy 3 months after end of the semester in which

administered or at the discretion of the course director, return to the

cadet for retention as reference and study materials.

(4) Same as (2) above.

(5) Destroy when no longer needed.

(6) Destroy when superseded or when purpose has been served,

whichever is sooner.

System manager(s) and address:

Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S.

Air Force Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force

Academy, CO 80840-6200;

Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6,

U.S. Air Force Academy, CO 80840-6264;

Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air

Force Academy, CO 80840-9500.

Contesting record procedures:

The Air Force rules for accessing records, and for contesting

contents and appealing initial agency determinations are published in

Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from

the system manager.

Record source categories:

Information obtained from source documents such as reports prepared

on behalf of the AF by boards, committees, panels, auditors, and

educational institutions, individual, instructors, automated system

interfaces from course requisites.

Exemptions claimed for the system:

None.

[FR Doc. 97-27153 Filed 10-14-97; 8:45 am]

BILLING CODE 5000-04-F