[Federal Register Volume 68, Number 59 (Thursday, March 27, 2003)]
[Notices]
[Pages 14950-14951]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-7104]


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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 alter a system of records.

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SUMMARY: The Office of the Secretary is proposing to alter an existing 
system of records in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
    The alteration adds a new use for the locator directories, i.e., to 
notify former and current students of various events that may be of 
professional interest.

DATES: The changes will be effective on April 28, 2003 unless comments 
are received that would result in a contrary determination.

ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records 
Management Section, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Mr. Dan Cragg at (703) 601-4722.

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 systems reports, as required by 5 U.S.C. 552a(r) of 
the Privacy Act of 1974, as amended, were submitted on March 11, 2003, 
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: March 19, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME:
    Defense Acquisition University Student Files (November 20, 2001, 66 
FR 58127).

CHANGE:
* * * * *

PURPOSE(S):
    After `purposes of administration;'' add `locator directories may 
also be used to notify current and former students of various events 
that may be of professional interest;'
* * * * *
DSMC 02

SYSTEM NAME:
    Defense Acquisition University Student Files.

SYSTEM LOCATION:
    Office of the Registrar, Defense Acquisition University, 9820 
Belvoir Road, Ft. Belvoir, VA 22060-5565.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All current, former, and nominated students of the Defense 
Acquisition University (DAU).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Data includes name, dependent data, Social Security Number, career 
brief application form, security clearance, college transcripts, 
correspondence, DAU grades, instructor and advisor evaluations, 
education reports, official orders, current address, and individual's 
photograph and other personal and experience historical data on past 
and present students.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; DoD Directive 5000.57, Defense Acquisition University; and 
E.O. 9397 (SSN).

PURPOSE(S):
    This data is used by college officials to provide for the 
administration of and a record of academic performance of current, 
former, and nominated students; to verify attendance and grades; to 
select instructors; to make decisions to admit students to programs and 
to release students from programs; to serve as a basis for studies to 
determine improved criteria for selecting students; to develop 
statistics relating to duty assignments and qualifications. This data 
is used by the Registrar in preparing locator directories of current 
and former students which are disseminated to students, former students 
and other appropriate individuals and agencies for purposes of 
administration; locator directories may also be used to notify current 
and former students of various events that may be of professional 
interest; by college officials in preparing student biographical 
booklets, student rosters, and press releases of student graduations 
and to evaluate quality content of various courses. This data may be 
transferred to any agency of the Department of Defense having an 
official requirement for the information.

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' 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 file folders and computerized databases.

RETRIEVABILITY:
    Filed records are sequenced alphabetically by last name, by class, 
and course. Locator cards are filed alphabetically in two categories, 
active students (by course) and former students. Computer databases are 
accessed by name and Social Security Number.

SAFEGUARDS:
    Records are maintained in locked cabinets, in an area accessible 
only to authorized personnel. Building is locked during non-business 
hours. Only individuals designated as having a need for access to files 
by the system manager are authorized access to information in the 
files. Computer records are protected by individual passwords and the 
system is a security-accredited web based network.

RETENTION AND DISPOSAL:
    Records are Permanent.

SYSTEM MANAGER(S) AND ADDRESS:
    Registrar, Defense Acquisition University, ATTN: 9820 Belvoir Road, 
Ft. Belvoir, VA 22060-5565.

[[Page 14951]]

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Registrar, Defense Acquisition University, ATTN: HQ-AS-REG, 9820 
Belvoir Road, Ft. Belvoir, VA 22060-5565.
    Written requests for information should contain full name, Social 
Security Number, current address and telephone number, and course and 
class of 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 
Registrar, Defense Acquisition University, ATTN: HQ-AS-REG, 9820 
Belvoir Road, Ft. Belvoir, VA 22060-5565.
    Written requests for information should contain full name, Social 
Security Number, current address and telephone number, and course and 
class of individual, and must be signed.
    For personal visits, the individual must provide acceptable 
identification, such as an ID card or driver's license.

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 provided by the individual, supervisors, employers, 
instructors, advisors, examinations, and official military records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 03-7104 Filed 3-26-03; 8:45 am]
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