[Federal Register Volume 68, Number 90 (Friday, May 9, 2003)]
[Notices]
[Pages 24935-24937]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-11572]


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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 transfer systems of records.

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SUMMARY: Two Department of the Army Privacy Act systems of records are 
being transferred to the Department of Defense Education Activity 
(DoDEA), Office of the Secretary of Defense. The DoDEA is the 
responsible activity for maintaining records formerly maintained under 
A0352-3 CFSC, entitled `Dependent Children School Program Files' and 
A0690-200 DAPE, entitled `School Employee File'.
    The notices will now be known as DODDS 26, `DoD Domestic and 
Elementary School Program Files' and DODDS 27, `DoD Domestic and 
Elementary School Employee File', respectively. Before being 
transferred, administrative changes have been made to the system name, 
system location, and authority categories within the notices.

DATES: The changes will be effective on June 9, 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 specific changes to the records system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments 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 a new or altered system report.

    Dated: April 30, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DODDS 26

System name:
    DoD Domestic and Elementary School Program Files.

System location:
    Department of Defense Domestic Elementary and Secondary Schools, 
700 W. Park Drive, Peachtree City, GA 30269-1498.

Categories of individuals covered by the system:
    Students in the Department of Defense Education Activity (DoDEA) 
dependents schools located at Fort Benning, GA; Fort Bragg, NC; Fort 
Campbell, KY; Fort McClellan, AL; Fort Rucker, AL; Fort Stewart, GA; 
and U.S. Military Academy, West Point, NY.

Categories of records in the system:
    Enrollment/admission/registration/transfer applications; course 
preferences/curriculum; health records; attendance registers; academic 
achievements and report cards reflecting grades/credits earned; 
aptitude, intelligence quotient, and other test results; notes 
regarding student's special interests, hobbies, activities, sports; 
counseling documents; high school transcripts and certificates; and 
related supporting documents.

Authority for maintenance of the system:
    10 U.S.C. 2164, Department of Defense Domestic Dependent Elementary 
and Secondary Schools; DoD Directive 1342.20, Department of Defense 
Education Activity (DODEA); and DoD Directive 1342.21, Department of 
Defense Section 6 Schools.

Purpose(s):
    To record education provided for eligible dependent children of 
military and civilian personnel residing at Fort Benning, GA; Fort 
Bragg, NC; Fort Campbell, KY; Fort McClellan, AL; Fort Rucker, AL; Fort 
Stewart, GA; and U.S. Military Academy, West Point, NY.

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:
    Information may be disclosed to the Department of Education in 
connection with Federal funding for public education; to federal and 
state educational agencies in connection with student's application for 
financial aid; to student's parents/legal guardians when DoDEA 
officials determine a bona fide need exits.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
OSD compilation of systems of records notices also 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.

Retrievability:
    By student surname.

Safeguards:
    Records are accessible only to authorized personnel having need for 
the information in the performance of their official duties.

Retention and disposal:
    Academic records for elementary school students are destroyed at 
the school attended after 5 years; those for secondary school students 
are destroyed after 65 years by the Washington National Records Center 
where such records are retired 5 years following student's graduation/
withdrawal.
    Individual student health records and tests/achievements documents 
are retained at the local school 1 year for elementary students; 2 
years for secondary students, after which they are destroyed.
    Teacher class registers of attendance and scholastic marks and 
averages are retained at the local school for 5 years; then destroyed.

System manager(s) and address:
    Director, Department of Defense Education Activity, 4040 North 
Fairfax Drive, Arlington, VA 22203-1634.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves

[[Page 24936]]

is contained in this system should address written inquiries to the 
principal of the school attended.
    Individual should provide current full name, name used at the time 
of school attendance, date of birth, identity and location of school 
attended, dates of attendance, and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
principal of the school attended.
    Individual should provide current full name, name used at the time 
of school attendance, date of birth, identity and location of school 
attended, dates of attendance, and signature.

Contesting records procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record source categories:
    From the individual, school teachers, principal, counselors, 
medical personnel, parents/guardians.

Exemptions claimed for the system:
    None.
DODDS 27

System name:
    DoD Domestic and Elementary School Employee File.

System location:
    Department of Defense Domestic Elementary and Secondary Schools, 
700 W. Park Drive, Peachtree City, GA 30269-1498.

Categories of individuals covered by the system:
    Employees of Department of Defense Dependent Schools.

Categories of records in the system:
    Employment applications; personnel action forms; copies of 
contracts or excerpts there from which describe services to be 
performed; time periods involved; amount of pay; location of 
employment; appointment affidavits; statements of service; group life 
and accident insurance election; survivor benefit elections; change of 
name request; educational transcripts; position assignment notices; 
promotion/reduction recommendations with approvals/declinations; 
supervisor evaluations; annual, sick and/or teacher leave records; 
miscellaneous correspondence, documents, and records concerning 
dependents; military and other Federal service, including service in 
other Federally funded dependents schools; letters of recommendations, 
commendations, reprimands, counseling sessions, and conference records.

Authority for maintenance of the system:
    10 U.S.C. 2164, Department of Defense Domestic Dependent Elementary 
and Secondary Schools; DoD Directive 1342.20, Department of Defense 
Education Activity (DODEA); and DoD Directive 1342.21, Department of 
Defense Section 6 Schools.

Purpose(s):
    To maintain record of the individual's Federal service; to document 
actions attributable to his/her employment and status; to administer 
pay and other employment policies and regulations as required by Pub. 
L. 81-874, the U.S. Commissioner of Education, and/or respective State 
Departments of Education.
    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:
    Information may be disclosed to authorized representatives of the 
Secretary of the Department of Health and Human Services and/or the 
Department of Education to verify that pay and employment practices in 
Department of Defense Education Activity are comparable to those of the 
school districts in the State used for comparability purposes; 
verification, for salary and retirement purposes of Federal employment 
for personnel subsequently employed by public, Federal, or private 
school systems.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
OSD compilation of systems of records notices also 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.

Retrievability:
    By employee's surname.

Safeguards:
    Records are maintained in secured areas accessible only to 
authorized personnel having official need therefore in the performance 
of official duties.

Retention and disposal:
    Records are permanent. They are retained at the dependents schools 
until 30 days after termination of individual's service and 
subsequently retired to the National Personnel Records Center, St. 
Louis, MO 63118-4199.

System manager(s) and address:
    Director, Department of Defense Education Activity, 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 Director, Department of Defense Education Activity, 4040 North 
Fairfax Drive, Arlington, VA 22203-1634.
    If inquiry is made 30 days after termination of employment, it 
should be made to the National Personnel Records Center.
    Individual should provide current name, the name used during the 
period of Federal employment at the school concerned, if different, 
date of birth, names of schools, locations, and dates of employment.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Director, Department of Defense Education Activity, 4040 North Fairfax 
Drive, Arlington, VA 22203-1634.
    If inquiry is made 30 days after termination of employment, it 
should be made to the National Personnel Records Center.
    Individual should provide current name, the name used during the 
period of Federal employment at the school concerned, if different, 
date of birth, names of schools, locations, and dates of employment.

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents and 
appealing initial agency determinations are contained in OSD 
Administrative Instruction 81; 32 CFR part 311; or may be obtained from 
the system manager.

Record source categories:
    From the individual, notice of personal security clearance from 
Defense Investigative Service, appointment affidavits, copies of 
contracts or excerpts there from, personnel action, survivor benefit 
forms, education transcripts, position assignment notices, promotion/
reduction recommendations with approvals/declinations, leave records,

[[Page 24937]]

records and reports, documents from previous employers and/or other 
Federal agencies.

Exemptions claimed for the system:
    None.

[FR Doc. 03-11572 Filed 5-8-03; 8:45 am]
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