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[Federal Register Volume 76, Number 83 (Friday, April 29, 2011)]
[Notices]
[Pages 24001-24006]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-10369]

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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2011-OS-0047]

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 of Defense proposes to alter a 
system of records in 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 May 31, 2011 unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and/
Regulatory Information Number (RIN) 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, 1160 Defense 
Pentagon, OSD Mailroom 3C843, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number or Regulatory Information Number (RIN) 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 at (703) 588-6830, or 
Chief, OSD/JS Privacy Office, Freedom of Information Directorate, 
Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 
20301-1155.

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 FOR FURTHER INFORMATION CONTACT address 
above.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on April 22, 2011, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs,

[[Page 24002]]

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: April 25, 2011.
Morgan F. Park,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DoDEA 26

System name:
    Department of Defense Education Activity Educational Records (May 
3, 2007, 72 FR 24572).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Primary location: Department of 
Defense Education Activity (DoDEA) Headquarters office, 4040 North 
Fairfax Drive, Arlington, VA 22203-1634.

Secondary locations:
    Director, Department of Defense Dependent Schools Pacific, Unit 
35007, APO AP 96376-5007.
    Director, Department of Defense Dependent Schools Europe, Unit 
29649, Box 7000, APO AE 09002-7000.
    Domestic Dependent Elementary and Secondary Schools Service Center, 
700 Westpark Drive, 3rd Floor, Peachtree City, GA 30269-3554.
    Decentralized records are also held at local DoD schools. A list of 
complete addresses for a specific area (Pacific, Europe or Domestic) 
may be obtained by writing to the appropriate office above.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Current and former students 
enrolled in schools operated or funded by DoDEA, world-wide.''

Categories of records in the system:
    Delete entry and replace with ``The records described in this 
notice consist of elementary school and secondary school records that 
pertain directly to individual students enrolled or formerly enrolled 
in DoDEA schools; to include the former Panama schools and Panama 
college; and school-based programs funded by DoDEA. Data elements for 
all records generally include student name and unique student 
identifier.

Contemporary School Files:
    Attendance and Discipline Files. Information reflecting attendance 
and disciplinary actions, to include teacher referrals, tardy and/or 
admission slips, correspondence to and from parents, student and/or 
witness statements, school disciplinary investigation files, student 
consequences (punishments), and similar related information.
    Health Record Files. Student immunization records, parental 
permission forms, screening results, sports physicals, physician 
referrals, medication instructions, consent forms, pertinent family 
medical history, psychological or mental health and physical 
assessments and evaluation reports, and/or 504 Accommodation Plans 
relating to medical or physical disabilities.
    School Ancillary Service Files. Non-special education supplemental 
student services, such as the Gifted Program; English as a Second 
Language (ESL); Compensatory Education; Reading Improvement; and 
student counseling and guidance. Records include consultation and 
referrals, individual student responses to test protocols, assessments 
and evaluation plans and results, progress and evaluation reports and 
summaries, teachers' notes, general correspondence, and samples of 
student's work, and similar related information.
    School Mediation Agreement and Hearing Results Files. Material on 
mediations (limited to records of agreements) and hearings other than 
those filed in another individual student file such as, a special 
education file.
    School Special Education Files. Student special education programs 
referrals and referral forms; samples of student's work; Individualized 
Education Programs and Individualized Family Service Plans; Case Study 
Committee, test results and protocols; disciplinary records, behavior 
plans and related information; assessment and evaluation reports; 
correspondence between teachers, service providers and/or parents; and 
cross-reference location information; related service-provider reports; 
teacher notes relevant to the child's special education program or 
needs; results of special education administration hearings; and 
similar related information.
    School Student Record Files. Information includes student name, 
Social Security Number (SSN), unique student identifier, enrollment 
forms and documentation, date of birth, citizenship, photos, passport 
numbers and expiration dates (for high school students only), student 
performance, achievements and recognition (academic, citizenship, and 
athletic), standardized achievement test scores and grades, classroom 
and course grades, reading records, letters of recommendation, parental 
correspondence, 504 Accommodation Plans and similar individual student 
records, and information contained in the student files listed below; 
records of individual student's sponsor's, including sponsor's SSN, 
permanent duty address, residence, emergency contact information, 
parental consents and permissions; and similar related records.
    Student Administrative Files. Information pertaining to student 
involvement in administrative actions such as, serious incident 
reports, military reports, investigations, compliance reports and 
similar documents when retrieved by the students name or personal 
identifier.
    Student Record Request and Disclosure Files. Records reflecting 
individual written requests for access to school files, parent/student 
consent authorizing disclosure of school files to other individuals or 
organizations, and records of disclosure of school files when no 
parent/student consent is required.

Historical School Files:
    Transcript Files. Information consists solely of a student's 
secondary schools or Panama College permanent records (transcripts) 
reflecting student name and SSN, unique student ID, grades, course 
titles, credits, and similar data.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 113, Secretary of 
Defense; 10 U.S.C. 2164, Department of Defense Domestic Dependent 
Elementary and Secondary Schools; 20 U.S.C. 921-932, Overseas Defense 
Dependent's Education; 29 U.S.C. 794, Nondiscrimination under Federal 
Grants and Programs; DoD Directive 1342.20, Department of Defense 
Education Activity (DoDEA); DoD Directive 1020.1, Nondiscrimination on 
the Basis of Handicap in Programs and Activities Conducted by the 
Department of Defense; and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``To maintain educational records 
necessary to operate a global educational program for authorized 
students ages 3-21, inclusive. Records may be used to determine 
enrollment eligibility and tuition status; schedule children for 
classes and transportation; record attendance, absence and withdrawal; 
record and monitor student progress, grades, course and grade credits, 
services, school activities, student awards, special interests,

[[Page 24003]]

accomplishments, and discipline; develop an appropriate educational 
program, services and placement; provide information for enrollment and 
student financial aid for post-DoDEA education; obtain and preserve 
school academic and athletic accreditation; to provide directory 
information to military recruiters; to make emergency contact as 
necessary; protect student health and welfare; and to perform other 
related authorized educational duties as required. 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:
    Delete entry and replace with ``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 public or private entities in connection with financial aid the 
student has received or for which the student has applied, if the 
information is necessary to determine the student's eligibility for, or 
the amount of, or the conditions of the aid.
    To appropriate parties, including parents of a student age 18 or 
over, in connection with an emergency if knowledge of the information 
is necessary to protect the health or safety of the student or other 
students; and to teachers and school officials in non-DoD schools who 
have been determined to have a legitimate educational interest in the 
student, provided that the official making the disclosure maintains a 
record that documents the articulable and significant threat to the 
health or safety of a student or other individuals that formed the 
basis of the disclosure and identifies the parties to whom the 
information was disclosed.
    To accrediting organizations to carry out their accrediting 
functions.
    To State and local social service offices relative 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.''
* * * * *

Safeguards:
    Delete entry and replace with ``Access is provided on a `need-to-
know' basis and to authorized, authenticated personnel only. Records 
are maintained in controlled access rooms or areas. Computer terminal 
access is controlled by use of Common Access Card (CAC) or terminal 
identification and the password or similar system. Physical access to 
terminals is restricted to specifically authorized individuals. 
Password authorization, assignment, and monitoring are the 
responsibility of the functional managers.''

Retention and disposal:
    Delete entry and replace with ``Contemporary School Files:

School Student Record Files
    Destroy/delete files, other than secondary transcripts, of all 
information except report cards or other records of academic promotion 
or retention data after 1 year. Destroy or delete all non secondary 
transcript files 3-5 years after graduation, transfer, withdrawal, or 
death of student.

Attendance and Discipline Files:
    Cut off at end of school year. Destroy/delete when one year old.

Health Record Files:
    Place in student record file upon transfer, withdrawal or death of 
student.

School Ancillary Service Files:
    Transfer to student record file upon graduation, transfer, 
withdrawal or death of student.

School Mediation Agreement and Hearing Results Files:
    Cut off after final decision. Destroy/delete when 20 years old.

School Special Education Files:
    Cut off on graduation, transfer, withdrawal, or death of student. 
Destroy/delete when 5 years old.

Student Administrative Files:
    Cut off at end of school year or upon year student transfers. 
Destroy after 1 year unless needed for further reference.
    Student Record Request and Disclosure Files.
    Cut off at end of school year. Destroy/delete when 2 years old.

Historical School Files:
    Transcripts. Secondary Schools and Panama college transcripts will 
be cut off upon transfer, withdrawal, or death of student. Secondary 
transcript files are destroyed when 50 years old.''

System manager(s) and address:
    Delete entry and replace with ``Area school district system manager 
addresses may be obtained from the Office of the Director, Department 
of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 
22203-1634.''

Notification procedure:
    Delete entry and replace with ``Individuals seeking to determine 
whether this system contains information about themselves should 
address written inquiries to Area or District Systems Managers or the 
Privacy Act Officer, Department of Defense Education Activity, 4040 
North Fairfax Drive, Arlington, VA 22203-1635.
    Written requests must contain the full name and signature of the 
requester. When the requester is not the student, state the requester's 
relationship to the student and include a student's written 
authorization to disclose the information or evidence of the parental/
legal relationship that establishes the parent's or legal guardian's 
right to access that information such as a certified copy of a court 
order, or sufficient information about the requester (SSN, unique 
student identifier, date of birth) to permit DoDEA to verify custody 
through the Defense Enrollment Eligibility Reporting System.
    The request must state the name used by the student at the time of 
school attendance, the student's birth date, name, and location of the 
school(s) attended, and the approximate dates of attendance.''

Record access procedures:
    Delete entry and replace with ``Parents/legal guardians and 
personnel acting as a parent, pursuant to appointment by competent 
authority in the absence of a parent or legal guardian, are authorized 
access to the student records of their ``dependent'' student, as 
defined in DoD Joint Travel Regulation, Volume 2, Appendix A (JTR V. 2, 
App. A). Access is afforded to either parent, unless DoDEA is provided 
with evidence that there is a court order such as, but not limited to, 
a divorce, separation, adoption or custody decree, that specifically 
revokes these rights.
    While a student is currently enrolled in a DoDEA school, the 
student or the student's parent/legal guardian, and individuals in 
overseas areas designated as temporary foster parents, may access their 
student's records maintained at the

[[Page 24004]]

student's school by making a request for such access to the student's 
teachers, registrars and administrators, in accordance with the 
procedures established at the school, or may request access in writing 
according to the instructions below.
    Individuals may submit written requests for access to student 
information about themselves, and parents/legal guardians of dependent 
children may submit written requests about their children to the 
appropriate Area or District Records Systems Managers, or to the 
Privacy Act Officer, Department of Defense Education Activity, 4040 
North Fairfax Drive, Arlington, VA 22203-1635.
    Written requests must contain the full name and signature of the 
requester. When the requester is not the student, state the requester's 
relationship to the student and include a student's written 
authorization to disclose the information or evidence of the parental/
legal relationship that establishes the parent's or legal guardian's 
right to access that information such as, a certified copy of a court 
order, or sufficient information about the requester (SSN, unique 
student identifier, date of birth) to permit DoDEA to verify custody 
through the Defense Enrollment Eligibility Reporting System. The 
request must also state the name used by the student at the time of 
school attendance, the student's birth date, the name, and location of 
the school(s) attended, and the approximate dates of attendance.''
* * * * *

Record source categories:
    Delete entry and replace with ``Individuals; parents/guardians, 
DoDEA staff, including school teachers, principals and administrators, 
counselors, occupational and physical therapists, and other educational 
service providers; service providers; other educational facilities; 
medical facilities and personnel; military commands; and members of and 
activities in the community.''
* * * * *
DoDEA 26

System name:
    Department of Defense Education Activity Educational Records.

System location:
Primary location:
    Department of Defense Education Activity (DoDEA) Headquarters 
office, 4040 North Fairfax Drive, Arlington, VA 22203-1634.

Secondary locations:
    Director, Department of Defense Dependent Schools Pacific, Unit 
35007, APO AP 96376-5007.
    Director, Department of Defense Dependent Schools Europe, Unit 
29649, Box 7000, APO AE 09002-7000.
    Domestic Dependent Elementary and Secondary Schools Service Center, 
700 Westpark Drive, 3rd Floor, Peachtree City, GA 30269-3554.
    Decentralized records are also held at local DoD schools. A list of 
complete addresses for a specific area (Pacific, Europe or Domestic) 
may be obtained by writing to the appropriate office above.

Categories of individuals covered by the system:
    Current and former students enrolled in schools operated or funded 
by DoDEA, world-wide.

Categories of records in the system:
    The records described in this notice consist of elementary school 
and secondary school records that pertain directly to individual 
students enrolled or formerly enrolled in DoDEA schools; to include the 
former Panama schools and Panama college; and school-based programs 
funded by DoDEA. Data elements for all records generally include 
student name and unique student identifier.

Contemporary School Files:
    Attendance and Discipline Files. Information reflecting attendance 
and disciplinary actions, to include teacher referrals, tardy and/or 
admission slips, correspondence to and from parents, student and/or 
witness statements, school disciplinary investigation files, student 
consequences (punishments), and similar related information.
    Health Record Files. Student immunization records, parental 
permission forms, screening results, sports physicals, physician 
referrals, medication instructions, consent forms, pertinent family 
medical history, psychological or mental health and physical 
assessments and evaluation reports, and/or 504 Accommodation Plans 
relating to medical or physical disabilities.
    School Ancillary Service Files. Non-special education supplemental 
student services, such as the Gifted Program; English as a Second 
Language (ESL); Compensatory Education; Reading Improvement; and 
student counseling and guidance. Records include consultation and 
referrals, individual student responses to test protocols, assessments 
and evaluation plans and results, progress and evaluation reports and 
summaries, teachers' notes, general correspondence, and samples of 
student's work, and similar related information.
    School Mediation Agreement and Hearing Results Files. Material on 
mediations (limited to records of agreements) and hearings other than 
those filed in another individual student file such as, a special 
education file.
    School Special Education Files. Student special education programs 
referrals and referral forms; samples of student's work; Individualized 
Education Programs and Individualized Family Service Plans; Case Study 
Committee, test results and protocols; disciplinary records, behavior 
plans and related information; assessment and evaluation reports; 
correspondence between teachers, service providers and/or parents; and 
cross-reference location information; related service-provider reports; 
teacher notes relevant to the child's special education program or 
needs; results of special education administration hearings; and 
similar related information.
    School Student Record Files. Information includes student name, 
Social Security Number (SSN), unique student identifier, enrollment 
forms and documentation, date of birth, citizenship, photos, passport 
numbers and expiration dates (for high school students only), student 
performance, achievements and recognition (academic, citizenship, and 
athletic), standardized achievement test scores and grades, classroom 
and course grades, reading records, letters of recommendation, parental 
correspondence, 504 Accommodation Plans and similar individual student 
records, and information contained in the student files listed below; 
records of individual student's sponsor's, including sponsor's SSN, 
permanent duty address, residence, emergency contact information, 
parental consents and permissions; and similar related records.
    Student Administrative Files. Information pertaining to student 
involvement in administrative actions, such as, serious incident 
reports, military reports, investigations, compliance reports and 
similar documents when retrieved by the students name or personal 
identifier.
    Student Record Request and Disclosure Files. Records reflecting 
individual written requests for access to school files, parent/student 
consent authorizing disclosure of school files to other individuals or 
organizations, and records of disclosure of school files when no 
parent/student consent is required.

[[Page 24005]]

Historical School Files:
    Transcript Files. Information consists solely of a student's 
secondary schools or Panama College permanent records (transcripts) 
reflecting student name and SSN, unique student ID, grades, course 
titles, credits, and similar data.

Authority for maintenance of the system:
    10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2164, Department of 
Defense Domestic Dependent Elementary and Secondary Schools; 20 U.S.C. 
921-932, Overseas Defense Dependent's Education; 29 U.S.C. 794, 
Nondiscrimination under Federal Grants and Programs; DoD Directive 
1342.20, Department of Defense Education Activity (DoDEA); DoD 
Directive 1020.1, Nondiscrimination on the Basis of Handicap in 
Programs and Activities Conducted by the Department of Defense; and 
E.O. 9397 (SSN), as amended.

Purpose(s):
    To maintain educational records necessary to operate a global 
educational program for authorized students ages 3-21, inclusive. 
Records may be used to determine enrollment eligibility and tuition 
status; schedule children for classes and transportation; record 
attendance, absence and withdrawal; record and monitor student 
progress, grades, course and grade credits, services, school 
activities, student awards, special interests, accomplishments, and 
discipline; develop an appropriate educational program, services and 
placement; provide information for enrollment and student financial aid 
for post-DoDEA education; obtain and preserve school academic and 
athletic accreditation; to provide directory information to military 
recruiters; to make emergency contact as necessary; protect student 
health and welfare; and to perform other related authorized educational 
duties as required. 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 public or private entities in connection with financial aid the 
student has received or for which the student has applied, if the 
information is necessary to determine the student's eligibility for, or 
the amount of, or the conditions of the aid.
    To appropriate parties, including parents of a student age 18 or 
over, in connection with an emergency if knowledge of the information 
is necessary to protect the health or safety of the student or other 
students; and to teachers and school officials in non-DoD schools who 
have been determined to have a legitimate educational interest in the 
student, provided that the official making the disclosure maintains a 
record that documents the articulable and significant threat to the 
health or safety of a student or other individuals that formed the 
basis of the disclosure and identifies the parties to whom the 
information was disclosed.
    To accrediting organizations to carry out their accrediting 
functions.
    To State and local social service offices relative 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:
    By student surname, SSN, date of birth, and student number.

Safeguards:
    Access is provided on a `need-to-know' basis and to authorized, 
authenticated personnel only. Records are maintained in controlled 
access rooms or areas. Computer terminal access is controlled by use of 
Common Access Card (CAC) or terminal identification and the password or 
similar system. Physical access to terminals is restricted to 
specifically authorized individuals. Password authorization, 
assignment, and monitoring are the responsibility of the functional 
managers.

Retention and disposal:
Contemporary School Files:
School Student Record Files:
    Destroy/delete files, other than secondary transcripts, of all 
information except report cards or other records of academic promotion 
or retention data after 1 year. Destroy or delete all non secondary 
transcript files 3-5 years after graduation, transfer, withdrawal, or 
death of student.

Attendance and Discipline Files:
    Cut off at end of school year. Destroy/delete when one year old.

Health Record Files:
    Place in student record file upon transfer, withdrawal or death of 
student.

School Ancillary Service Files:
    Transfer to student record file upon graduation, transfer, 
withdrawal or death of student.

School Mediation Agreement and Hearing Results Files:
    Cut off after final decision. Destroy/delete when 20 years old.

School Special Education Files:
    Cut off on graduation, transfer, withdrawal, or death of student. 
Destroy/delete when 5 years old.

Student Administrative Files:
    Cut off at end of school year or upon year student transfers. 
Destroy after 1 year unless needed for further reference.

Student Record Request and Disclosure Files:
    Cut off at end of school year. Destroy/delete when 2 years old.

Historical School Files:
    Transcripts. Secondary Schools and Panama college transcripts will 
be cut off upon transfer, withdrawal, or death of student. Secondary 
transcript files are destroyed when 50 years old.

System manager(s) and address:
    Area school district system manager addresses may be obtained from 
the Office of the Director, Department of Defense Education Activity, 
4040 North Fairfax Drive, Arlington, VA 22203-1634.

Notification procedure:
    Individuals seeking to determine whether this system contains 
information about themselves should address written inquiries to Area 
or District Systems Managers or the Privacy Act Officer, Department of 
Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 
22203-1635.

[[Page 24006]]

    Written requests must contain the full name and signature of the 
requester. When the requester is not the student, state the requester's 
relationship to the student and include a student's written 
authorization to disclose the information or evidence of the parental/
legal relationship that establishes the parent's or legal guardian's 
right to access that information such as, a certified copy of a court 
order, or sufficient information about the requester (SSN, unique 
student identifier, date of birth) to permit DoDEA to verify custody 
through the Defense Enrollment Eligibility Reporting System.
    The request must state the name used by the student at the time of 
school attendance, the student's birth date, name, and location of the 
school(s) attended, and the approximate dates of attendance.

Record access procedures:
    Parents/legal guardians and personnel acting as a parent, pursuant 
to appointment by competent authority in the absence of a parent or 
legal guardian, are authorized access to the student records of their 
``dependent'' student, as defined in DoD Joint Travel Regulation, 
Volume 2, Appendix A (JTR V. 2, App. A). Access is afforded to either 
parent, unless DoDEA is provided with evidence that there is a court 
order, such as, but not limited to, a divorce, separation, adoption or 
custody decree, that specifically revokes these rights.
    While a student is currently enrolled in a DoDEA school, the 
student or the student's parent/legal guardian, and individuals in 
overseas areas designated as temporary foster parents, may access their 
student's records maintained at the student's school by making a 
request for such access to the student's teachers, registrars and 
administrators, in accordance with the procedures established at the 
school, or may request access in writing according to the instructions 
below.
    Individuals may submit written requests for access to student 
information about themselves, and parents/legal guardians of dependent 
children may submit written requests about their children to the 
appropriate Area or District Records Systems Managers, or to the 
Privacy Act Officer, Department of Defense Education Activity, 4040 
North Fairfax Drive, Arlington, VA 22203-1635.
    Written requests must contain the full name and signature of the 
requester. When the requester is not the student, state the requester's 
relationship to the student and include a student's written 
authorization to disclose the information or evidence of the parental/
legal relationship that establishes the parent's or legal guardian's 
right to access that information such as, a certified copy of a court 
order, or sufficient information about the requester (SSN, unique 
student identifier, date of birth) to permit DoDEA to verify custody 
through the Defense Enrollment Eligibility Reporting System. The 
request must also state the name used by the student at the time of 
school attendance, the student's birth date, the name, and location of 
the school(s) attended, and the approximate dates of attendance.

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:
    Individuals; parents/guardians, DoDEA staff, including school 
teachers, principals and administrators, counselors, occupational and 
physical therapists, and other educational service providers; service 
providers; other educational facilities; medical facilities and 
personnel; military commands; and members of and activities in the 
community.

Exemptions claimed for the system:
    None.

[FR Doc. 2011-10369 Filed 4-28-11; 8:45 am]
BILLING CODE 5001-06-P
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