[Federal Register Volume 66, Number 120 (Thursday, June 21, 2001)]
[Notices]
[Pages 33240-33242]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-15591]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Department of the Navy


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice to Amend Record System.

-----------------------------------------------------------------------

SUMMARY: The Department of the Navy proposes to amend a system of 
records notice in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The amendments will be effective on July 23, 2001 unless 
comments are received that would result in a contrary determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations (N09B10), 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or 
DSN 325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy's record system 
notices for records systems 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 Department of the Navy proposes to amend a system of records 
notice in its inventory of record systems subject to the Privacy Act of 
1974 (5 U.S.C. 552a), as amended. The changes to the system of records 
are not within the purview of subsection (r) of the Privacy Act of 1974 
(5 U.S.C. 552a), as amended, which requires the submission of new or 
altered systems reports. The records system being amended is set forth 
below, as amended, published in its entirety.

    Dated: June 14, 2001.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N01500-2

System name:
    Student Records (November 10, 1998, 63 FR 63035).

Changes:
* * * * *

System name:
    Delete entry and replace with ``Student/SMART Records.''

System location:
    Delete entry and replace with ``Student records are located at 
schools and other training activities or elements of the Department of 
the Navy and Marine Corps. Official mailing addresses are published as 
an appendix to the Navy's compilation of systems of records notices.
    Sailor/Marine American Council on Education Registry Transcript 
(SMART) records are maintained at the Navy College Center (N2A5), 6490 
Saufley Field Road, Pensacola, FL 32509-5204.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Student records cover present, 
former, and prospective students at Navy and Marine Corps schools and 
other training activities or associated educational institution of Navy 
sponsored programs; instructors, staff and support personnel; 
participants associated with activities of /the Naval Education and 
Training Command, including the Navy College Office and other training 
programs; tutorial and tutorial volunteer programs; dependents' 
schooling.
    SMART records cover Active duty Navy and Marine Corps members; 
reservists; and separated or retired Navy and Marine Corps members.''

Categories of records in the system:
    Delete entry and replace with ``Student Records: Schools and 
personnel training programs administration and evaluation records. Such 
records as basic identification records i.e., Social Security Number, 
name, sex, date of birth, personnel records, i.e., rank/rate/grade, 
branch of service, billet, expiration of active obligated service, 
professional records, i.e., Navy enlisted classification, military 
occupational specialty for Marines, subspecialty codes, test scores, 
psychological profile, basic test battery scores, and Navy advancement 
test scores. Educational records i.e., education levels, service and 
civilian schools attended, degrees, majors, personnel assignment data, 
course achievement data, class grades, class standing, and attrition 
categories.
    Academic/training records, manual and mechanized, and other records 
of educational and professional accomplishment. SMART Records: 
Certified to be true copies of service record page 4; certificates of 
completion; college transcripts; test score completions; grade reports; 
Request for Sailor/Marine American Council on Education Registry 
Transcript.''

Authority for maintenance of the system:
    Delete entry and replace with ``5 U.S.C. 301, Departmental 
Regulations; 10 U.S.C. 4302, Enlisted members of Army: schools; and 
E.O. 9397 (SSN).''

Purpose(s):
    Delete entry and replace with ``Student Records: To record course 
and training demands, requirements, and achievements; analyze student 
groups or courses; provide academic and performance evaluation in 
response to official inquiries; provide guidance and counseling to 
students; prepare required reports; and for other training 
administration and planning purposes.

For SMART Records:
    To provide recommended college credit based on military experience 
and training to colleges and universities for review and acceptance. 
Requesters may have information mailed to them or the college(s)/
university(ies) of their choice.''
* * * * *

[[Page 33241]]

Retention and disposal:
    Delete entry and replace with ``Student Records: Destroyed after 
completion of training, transfer, or discharge, provided the data has 
been recorded in the individual's service record or on the student's 
record card.

SMART Records:
    Automated SMART (transcripts) are retained permanently. Documents 
submitted to compile, update, or correct SMART records, which include 
service record page 4s, transcripts, and certificates, are destroyed 
after 3 years.''
* * * * *
N01500-2

System name:
    Student/SMART Records.

System location:
    Student records are located at schools and other training 
activities or elements of the Department of the Navy and Marine Corps. 
Official mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.
    Sailor/Marine American Council on Education Registry Transcript 
(SMART) records are maintained at the Navy College Center (N2A5), 6490 
Saufley Field Road, Pensacola, FL 32509-5204.

Categories of Individuals covered by the system:
    Student records cover Present, former, and prospective students at 
Navy and Marine Corps schools and other training activities or 
associated educational institution of Navy sponsored programs; 
instructors, staff and support personnel; participants associated with 
activities of the Naval Education and Training Command; tutorial and 
tutorial volunteer programs; dependents' schooling.
    SMART records cover Active duty Navy and Marine Corps members; 
reservists; and separated or retired Navy and Marine Corps members.

Categories of records in the system:
    Schools and personnel training programs administration and 
evaluation records. Such records as basic identification records i.e., 
Social Security Number, name, sex, date of birth, personnel records 
i.e., rank/rate/grade, branch of service, billet, expiration of active 
obligated service, professional records i.e., Navy enlisted 
classification, military occupational specialty for Marines, sub-
specialty codes, test scores, psychological profile, basic test battery 
scores, and Navy advancement test scores. Educational records i.e., 
education levels, service and civilian schools attended, degrees, 
majors, personnel assignment data, course achievement data, class 
grades, class standing, and attrition categories. Academic/training 
records, manual and mechanized, and other records of educational and 
professional accomplishment.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 4302, Enlisted 
members of the Army: schools; and E.O. 9397 (SSN).

Purpose(s):
    Student Records. To record course and training demands, 
requirements, and achievements; analyze student groups or courses; 
provide academic and performance evaluation in response to official 
inquiries; provide guidance and counseling to students; prepare 
required reports; and for other training administration and planning 
purposes.

SMART Records:
    To provide recommended college credit based on military experience 
and training to colleges and universities for review and acceptance. 
Requesters may have information mailed to them or the college(s)/
university(ies) of their choice.

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 DoD ``Blanket Routine Uses'' that appear at the beginning of 
the Navy'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:
    Manual records may be stored in file folders, card files, file 
drawers, cabinets, or other filing equipment. Automated records may be 
stored on magnetic tape, discs, or in personal computers.

Retrievability:
    Name and Social Security number.

Safeguards:
    Access is provided on a ``need-to-know'' basis and to authorized 
personnel only. Records are maintained in controlled access rooms or 
areas. Data is limited to personnel training associated information. 
Computer terminal access is controlled by terminal identification and 
the password or similar system. Terminal identification is positive and 
maintained by control points. Physical access to terminals is 
restricted to specifically authorized individuals. Password 
authorization, assignment and monitoring are the responsibility of the 
functional managers. Information provided via batch processing is of a 
predetermined and rigidly formatted nature. Output is controlled by the 
functional managers who also control the distribution of output.

Retention and disposal:
Student Records:
    Destroyed after completion of training, transfer, or discharge, 
provided the data has been recorded in the individual's service record 
or on the student's record card.

SMART Records:
    Automated SMART (transcripts) are retained permanently. Documents 
submitted to compile, update, or correct SMART records, which include 
service record page 4s, transcripts, and certificates, are destroyed 
after 3 years.

System manager(s) and address:
    For student records: The commanding officer of the activity in 
question. Official mailing addresses are published as an appendix to 
the Navy's compilation of systems of records notices.

For SMART records:
    Director, Navy College Center (N2A5), 6490 Saufley Field Road, 
Pensacola, FL 32509-5204.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the appropriate official below:

For student records:
    Address inquiries to the commanding officer of the activity in 
question. Official mailing addresses are published as an appendix to 
the Navy's compilation of systems of records notices. Requester should 
provide his full name, Social Security Number, military or civilian 
duty status, if applicable, and other data when appropriate, such as 
graduation date. Visitors should present drivers license, military or 
Navy civilian employment identification card, or other similar 
identification.

For SMART records:
    Requester should address inquiries to the Director, Navy College 
Center

[[Page 33242]]

(N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Send a 
completed ``Request for Sailor/Marine American Council on Education 
Registry Transcript'' which solicits full name, command address, 
current rate/rank, Social Security Number, home and work telephone 
numbers, current status branch of service, etc., and must be signed.

Record access procedures:
    Individuals seeking to access information about themselves 
contained in this system should address written inquiries to the 
appropriate official below:

For student records:
    Address inquiries to the commanding officer of the activity in 
question. Official mailing addresses are published as an appendix to 
the Navy's compilation of systems of records notices. Requester should 
provide his full name, Social Security Number, military or civilian 
duty status, if applicable, and other data when appropriate, such as 
graduation date. Visitors should present drivers license, military or 
Navy civilian employment identification card, or other similar 
identification.

For SMART records:
    Requester should address inquiries to the Director, Navy College 
Center (N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Send 
a completed ``Request for Sailor/Marine American Council on Education 
Registry Transcript'' which solicits full name, command address, 
current rate/rank, Social Security Number, home and work telephone 
numbers, current status branch of service, etc., and must be signed.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individual; schools and education institutions; Commander, Navy 
Personnel Command; Chief of Naval Education and Training; Commandant of 
the Marine Corps; Commanding Officer, Naval Special Warfare Center; 
Commander, Navy Recruiting Command; and instructor personnel.

Exemptions claimed for the system:
    None.
[FR Doc. 01-15591 Filed 6-20-01; 8:45 am]
BILLING CODE 5001-08-M