[Federal Register Volume 67, Number 18 (Monday, January 28, 2002)]
[Notices]
[Pages 3884-3886]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-1953]


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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 alter systems of records.

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SUMMARY: The Department of the Air Force is proposing to alter a system 
of records notice in its existing inventory of record systems subject 
to the Privacy Act of 1974, (5 U.S.C. 552a), as amended. The alteration 
adds a new category of individuals covered, i.e., qualified DoD 
civilians.

DATES: This proposed action will be effective without further notice on 
February 27, 2002 unless comments are received which result in a 
contrary determination.

ADDRESSES: Send comments to the Air Force Privacy Act Manager, AF CIO/
P, 1155 Air Force Pentagon, Washington, DC 20330-1155.

FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 601-4043 or 
DSN 329-4043.

SUPPLEMENTARY INFORMATION: The Department of the Air Force systems of 
records notices 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 system reports, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, as submitted on January 15, 2002, to 
the House Committee on Government Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130, 
``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: January 17, 2002.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F036 AF PC U

System name:
    Education Services Program Records (Individual) (April 14, 1999, 64 
FR 18406).

Changes:
* * * * *

System name:
    Delete entry and replace with ``Air Force Automated Education 
Management System (AFAEMS)''.
* * * * *

Categories of individuals covered:
    Delete entry and replace with ``All officers, airmen and qualified 
DoD Civilians who participate in the Education Services Program and the 
Tuition Assistance Program.''

Categories of records in the system:
    Delete entry and replace with ``Pertinent education data maintained 
in an educational file folder may be forms for Air Force, Active Duty 
Service Commitment; Notice of Student Withdrawal/Non-completion; 
Individual Record-Education Services Program; Academic Education Data; 
Authority for Tuition Assistance--Education Services Program; Cash 
Collection for Voucher; Application for the Evaluation of Educational

[[Page 3885]]

Experiences During Military Service; Pay Adjustment Authorization; 
Department of Veterans Affairs Application for Educational Assistance; 
Service person's Application for Educational Benefits; Academic 
evaluations and/or transcripts from schools; and Educational test 
results from testing agencies.''
* * * * *

Storage:
    Delete entry and replace with ``Student computer records are 
maintained on and, as necessary, reproduced from magnetic media. Paper 
records are maintained in file folders, card files, and special 
binders/cabinets designed for computer listings.''

Safeguards:
    Delete last three sentences.

Retention and disposal:
    Delete entry and replace with ``Data stored digitally within the 
system is retained only for the period required to satisfy recurring 
processing requirements and/or historical requirements. Backup data 
files will be retained for a period not to exceed 45 days. Backup files 
are maintained only for system restoration and are not to be used to 
retrieve individual records. Computer records are destroyed by erasing, 
deleting or overwriting.''

Records are retained and disposed of in the following ways:
    (1) For records pertaining to the individual's education level and 
progress: Give to individual when released from EAD, discharged, or 
destroy when no longer on active duty. For records pertaining to 
requests for tuition assistance, records supporting consolidation grade 
sheets, and cases of noncompliance or failure: Destroy after invoices 
have been paid and final grades have been recorded in Individual Record 
Education Services form.
    (2) For records pertaining to funding documents, appropriation 
controls, supporting documents for monitoring obligations: Destroy two 
years after document's fiscal year appropriation has ended its 
``expired year'' status and applicable fiscal year appropriation has 
been canceled.
* * * * *

Record source categories:
    Add to entry ``Education, training and personnel information is 
obtained from approved automated system interfaces.''
* * * * *
F036 AF PC U

System name:
    Air Force Automated Education Management System (AFAEMS).

System location:
    Headquarters United States Air Force, Directorate of Personnel 
Force Development, 1040 Air Force Pentagon, Washington, DC 20330-1040;
    Headquarters Air Force Personnel Center, 550 C Street W, Randolph 
Air Force Base, TX 78150-4703; and
    Headquarters of major commands and field operating agencies; Air 
Force Base Education Services Flights. Official mailing addresses are 
published as an appendix to the Air Force's compilation of system(s) of 
record notices.

Categories of individuals covered by the system:
    All officers, airmen and qualified DoD Civilians who participate in 
the Education Services Program and the Tuition Assistance Program.

Categories of records in the system:
    Pertinent education data maintained in an educational file folder 
may be forms for Air Force, Active Duty Service Commitment; Notice of 
Student Withdrawal/Non-completion; Individual Record-Education Services 
Program; Academic Education Data; Authority for Tuition Assistance--
Education Services Program; Cash Collection for Voucher; Application 
for the Evaluation of Educational Experiences During Military Service; 
Pay Adjustment Authorization; Department of Veterans Affairs 
Application for Educational Assistance; Service person's Application 
for Educational Benefits; Academic evaluations and/or transcripts from 
schools; and Educational test results from testing agencies.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 
36-2306, Operation and Administration of the Air Force Education 
Services Program and E.O. 9397 (SSN).

Purpose(s):
    Counseling/Advisement Guide and Educational Registration Record 
used by Education Services Center staff personnel, Promotion and/or 
classification boards, and other authorized personnel such as military 
service schools, civilian schools, and supervisors of military 
personnel. The principle purpose is to provide a record of education 
endeavors and progress of Air Force personnel participating in 
Education Services Programs, to manage the tuition assistance program 
and to track enrollments and funding.

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 may be disclosed to civilian schools for the purposes of 
ensuring correct enrollment and billing information.
    The DoD ``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:
    Student computer records are maintained on and, as necessary, 
reproduced from magnetic media. Paper records are maintained in file 
folders, card files, and special binders/cabinets designed for computer 
listings.

Retrievability:
    Retrieved by name, Social Security Number, or tuition assistance 
document number.

Safeguards:
    Records are accessed by custodian of the record system and by 
persons 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 in 
computer storage devices and protected by computer system software.

Retention and disposal:
    Data stored digitally within the system is retained only for the 
period required to satisfy recurring processing requirements and/or 
historical requirements. Backup data files will be retained for a 
period not to exceed 45 days. Backup files are maintained only for 
system restoration and are not to be used to retrieve individual 
records. Computer records are destroyed by erasing, deleting or 
overwriting.

Records are retained and disposed of in the following ways:
    (1) For records pertaining to the individual's education level and 
progress: Give to individual when released from EAD, discharged, or 
destroy when no longer on active duty. For records pertaining to 
requests for

[[Page 3886]]

tuition assistance, records supporting consolidation grade sheets, and 
cases of non-compliance or failure: Destroy after invoices have been 
paid and final grades have been recorded in Individual Record Education 
Services form.
    (2) For records pertaining to funding documents, appropriation 
controls, supporting documents for monitoring obligations: Destroy two 
years after document's fiscal year appropriation has ended its 
``expired year'' status and applicable fiscal year appropriation has 
been cancelled.

System manager(s) and address:
    Chief, Voluntary Education Branch, Education Division, Directorate 
of Personnel Force Development, Headquarters United States Air Force 
(HQ USAF/DPDE), 1040 Air Force Pentagon, Washington, DC 20330-1040.
    Commander, Headquarters, Air Force Personnel Center, 550 C Street 
West, Randolph Air Force Base, TX 78150-4750.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the agency officials at the respective installation 
education center. Official mailing addresses are published as an 
appendix to the Air Force's compilation of systems of records notices.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the agency officials at the respective installation education center. 
Official mailing addresses are published as an appendix to the Air 
Force's compilation of systems of records notices.

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:
    Data gathered from the individual, data gathered from other 
personnel records, transcripts and/or evaluations from schools and test 
results from testing agencies. Education, training and personnel 
information is obtained from approved automated system interfaces.

Exemptions claimed for the system:
    None.

[FR Doc. 02-1953 Filed 1-25-02; 8:45 am]
BILLING CODE 5001-08-M