[Federal Register Volume 62, Number 93 (Wednesday, May 14, 1997)]
[Notices]
[Pages 26483-26491]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-12588]


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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