[Federal Register Volume 76, Number 193 (Wednesday, October 5, 2011)]
[Notices]
[Pages 61675-61676]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-25550]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0106]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, Department of Defense 
(DoD).

ACTION: Notice to add a system of records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a 
system of records to its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on November 3, 2011 unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: http://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 4800 Mark 
Center Drive, East Tower, 2nd floor, Suite 02G09, Alexandria, VA 22350-
3100.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-
1155, or by phone at (571) 372-0461.

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 in FOR FURTHER INFORMATION CONTACT.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on September 29, 2011, 
to the House Committee on Oversight and 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: September 29, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DODEA 29

System Name:
    Department of Defense Education Activity Non-DoD Schools Program.

System Location:
    Department of Defense Education Activity (DoDEA) Headquarters 
office, 4040 North Fairfax Drive, Arlington, VA 22203-1635.

Categories of Individuals Covered By The System:
    Students receiving non-DoD schooling funded by DoDEA and their 
sponsors and tutors.

Categories of Records In The System:
    Student Record Files. Demographic data includes student name, date 
of birth, grade, school attended, school year, special education 
services including tutorial and supplemental services, if applicable 
tuition paid by DoDEA, and applicable transportation payments.
    Tutor Record Files. Includes name, address, telephone number, and 
e-mail address.
    School Registration Files. Sponsor and/or registration forms 
reflecting sponsor name, Social Security Number (SSN) (for 
reimbursement purposes thru the Defense Finance and Accounting Service 
(DFAS), sponsor's grade/rank, local address, sponsoring agency

[[Page 61676]]

including address, telephone number and e-mail address, agency 
certification of sponsors/dependents, sponsors' Permanent Change of 
Station (PCS) orders, birth certificates, court documents that prove 
student's relationship to the sponsor, and similar files.

Authority For Maintenance of the System:
    20 U.S.C. 926(b), Tuition and Assistance When Schools Unavailable, 
10 U.S.C. 1605, Benefits for Certain Employees Assigned Outside the 
United States; and E.O. 9397 (SSN), as amended.

Purpose(s):
    This information is used to track obligations and invoices for 
transportation, tuition, and tutoring payments and to determine 
eligibility and enrollment by grade for all students who receive non-
DoD schooling funded by DoD. This information is also used as a 
management tool for statistical analysis, tracking, reporting, 
evaluating program effectiveness and conducting research.

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 of 1974, these records may specifically be 
disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 
552a(b)(3) as follows:
    To a non-DoD school, upon request of the school, when the child is 
enrolled in the school or receiving services from the school at DoD 
expense, so long as the disclosure is for purposes related to the 
student's enrollment or receipt of services.
    To state and local social service offices in response to law 
enforcement inquiries and investigations, and child placement/support 
proceedings.
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Office of the Secretary of Defense (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 file folders and electronic storage media.

Retrievability:
    Records may be retrieved by name, address, school year. Student 
records are also retrieved by grade, sponsor's name, or school name.

Safeguards:
    Access is provided on a ``need-to-know'' basis and to authorized 
authenticated personnel only. The Non-DoD School Program system 
database requires the user to utilize a two-factor authentication and a 
system password. Paper records are maintained in controlled access 
areas. Program access, assignment and monitoring are the responsibility 
of DoDEA headquarters functional managers.

Retention and Disposal:
    Documents and electronic records on enrollment and registration, 
school registration forms, parental correspondence, other notes and 
related information and similar records are destroyed five (5) years 
after transfer, withdrawal, or death of student.
    Tutor record files are destroyed six (6) years and three (3) months 
after period covered by account.
    Records of students not approved for the program are destroyed one 
year after end of school year.

System Manager(s) and Address:
    Chief, Policy and Legislation Office, Department of Defense 
Education Activity Headquarters, 4040 North Fairfax Drive, Arlington, 
VA 22203-1635.

Notification Procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system of records should address 
written inquiries to the Privacy Act Officer, Department of Defense 
Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
    Requests should contain the individual's name, address, and school 
year. Requests for student records should also include student's full 
name under which enrolled at time of attendance, sponsor's SSN (for 
verification), name of school, and year of graduation or last date of 
attendance, daytime telephone number, and address record should be 
mailed.

Record Access Procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the Privacy 
Act Officer, Department of Defense Education Activity, 4040 North 
Fairfax Drive, Arlington, VA 22203-1364.
    Requests should contain the individual's name, address, and school 
year. Requests for student records should also include student's full 
name under which enrolled at time of attendance, sponsor's SSN (for 
verification), name of school, and year of graduation or last date of 
attendance, daytime telephone number, and address record should be 
mailed. The request should also contain the name and number of this 
system of records and be signed.

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 systems manager.

Record source categories:
    Parents, legal guardians, non-DoD school, School Liaison Officer, 
other educational facilities, military commanders, and installation 
activities.

Exemptions Claimed for the System:
    None.
[FR Doc. 2011-25550 Filed 10-4-11; 8:45 am]
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