[Federal Register Volume 62, Number 199 (Wednesday, October 15, 1997)]
[Notices]
[Pages 53598-53601]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-27153]
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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