18–06–03 

SYSTEM NAME: 

Presidential Scholars Program Files and PSAonline 

Application System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATIONS: 

Office of the Chief Information Officer, Regional 

Office Building 3, 301 7th and D Streets, SW., Washington, 

DC 20202–8173. 

 See the Appendix at the end of this notice for 

additional system locations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 

This system contains records on individuals who are 

participants in the U.S. Presidential Scholars Program (the 

program). 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system consists of information about program 

candidates, including name, date of birth, Social Security 

number, address, e-mail address, high school, biographical 

information provided by the students such as work 

experience and awards received, SAT and ACT scores, school 

transcripts, and essays, as well as name and contact 

information for the teacher the candidate is nominating for 
the Department’s Teacher Recognition Award. The system will 

also include the unique user identification and password 

issued to system users by the Department of Education 

(Department) in its invitation package (application to the 

program is by invitation only.) 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Executive Order 11155 (1964), as amended by Executive 

Order 12158(1979). 

PURPOSE(S): 

The information in this system will be used to— (1) 

Determine the eligibility of candidates and review their 

applications in order to determine program semifinalists 

and finalists on an annual basis; (2) develop and implement 

the program’s annual recognition component; and (3) carry 

out the authorizing Executive Order 11155, as amended by 

Executive Order 12158 (1979). 

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING 

CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 

The Department may disclose information contained in a 

record in this system of records under the routine uses 

listed in this system without the consent of the individual 

if the disclosure is compatible with the purposes for which 

the record was collected. The Department may make 

disclosures on a case-by-case basis or, if the Department 
has complied with the computer matching requirements of the 

Computer Matching and Privacy Protection Act of 1988, under 

a computer matching agreement. 

(1) Disclosure for Use by Other Law Enforcement 

Agencies. The Department may disclose information to any

Federal, State, local, tribal, or foreign agency or other 

public authority responsible for enforcing, investigating, 

or prosecuting violations of administrative, civil, or 

criminal law or regulations if that information is relevant 

to any enforcement, regulatory, investigative, or 

prosecutorial responsibility within the receiving entity’s 

jurisdiction.

(2) Enforcement Disclosure. In the event that 

information in this system of records indicates, either on 

its face or in connection with other information, a 

violation or potential violation of any applicable statute, 

regulations, or order of a competent authority, the 

Department may disclose the relevant records to the 

appropriate agency, whether foreign, Federal, State, 

tribal, or local, charged with the responsibility of 

investigating or prosecuting that violation or charged with 

enforcing or implementing the statute, Executive order, 

rule, regulations, or order issued pursuant thereto. 
(3) Litigation and Alternative Dispute Resolution 

(ADR) Disclosures. 

(a) Introduction. In the event that one of the parties 

described in paragraphs (a)(i) through (v) is involved in 

litigation or ADR, or has an interest in litigation or ADR, 

the Department may disclose certain records to the parties 

described in paragraphs (b), (c), and (d) of this routine 

use under the conditions specified in those paragraphs: 

(i) The Department of Education, or any component of 

the Department; or 

(ii) Any Department employee in his or her official 

capacity; or 

(iii) Any Department employee in his or her individual 

capacity if the Department of Justice (DOJ) has agreed or 

been requested to provide or arrange for representation for 

the employee; 

(iv) Any Department employee in his or her individual 

capacity if the agency has agreed to represent the 

employee; or 

(v) The United States if the Department determines 

that the litigation is likely to affect the Department or 

any of its components. 

(b) Disclosure to the DOJ. If the Department 

determines that disclosure of certain records to the DOJ is 
relevant and necessary to litigation or ADR, the Department 

may disclose those records as a routine use to the DOJ. 

(c) Adjudicative Disclosures. If the Department 

determines that disclosure of certain records to an 

adjudicative body before which the Department is authorized 

to appear or to an individual or entity designated by the 

Department or otherwise empowered to resolve or mediate 

disputes is relevant and necessary to litigation or ADR, 

the Department may disclose those records as a routine use 

to the adjudicative body, individual, or entity. 

(d) Parties, Counsels, Representatives, and Witnesses. 

If the Department determines that disclosure of certain 

records to a party, counsel, representative, or witness is 

relevant and necessary to litigation or ADR, the Department 

may disclose those records as a routine use to the party, 

counsel, representative, or witness. 

(4) Employment, Benefit, and Contracting Disclosure. 

(a) For Decisions by the Department. The Department 

may disclose a record to a Federal, State, local, tribal, 

or foreign agency maintaining civil, criminal, or other 

relevant enforcement or other pertinent records or to 

another public authority or professional organization, if 

necessary, to obtain information relevant to a decision

concerning the hiring or retention of an employee or other 
personnel action, the issuance of a security clearance, the 

letting of a contract, or the issuance of a license, grant, 

or other benefit. 

(b) For Decisions by Other Public Agencies and 

Professional Organizations. The Department may disclose a 

record to a Federal, State, local, tribal, or foreign 

agency or other public authority or professional

organization in connection with the hiring or retention of 

an employee or other personnel action, the issuance of a 

security clearance, the reporting of an investigation of an 

employee, the letting of a contract, or the issuance of a 

license, grant, or other benefit to the extent that the 

record is relevant and necessary to the receiving entity’s 

decision on the matter.

(5) Employee Grievance, Complaint, or Conduct 

Disclosure. The Department may disclose a record in this 

system of records to another agency of the Federal

Government if the record is relevant to one of the 

following proceedings regarding a present or former 

employee of the Department: complaint, grievance, 

discipline, or competence determination proceedings. The

disclosure may be made only during the course of the 

proceeding.
(6) Freedom of Information Act (FOIA) Advice 

Disclosure. The Department may disclose records to the DOJ 

and the OMB if the Department concludes that disclosure is 

desirable or necessary in determining whether particular 

records are required to be disclosed under the FOIA.

(7) Disclosure to the DOJ. The Department may disclose 

records to the DOJ to the extent necessary for obtaining 

DOJ advice on any matter relevant to an audit, inspection, 

or other inquiry related to the program covered by this 

system. 

(8) Contract Disclosure. If the Department contracts 

with an entity for the purposes of performing any function 

that requires disclosure of records in this system to 

employees of the contractor, the Department may disclose 

the records to those employees. Before entering into such a 

contract, the Department shall require the contractor to 

maintain Privacy Act safeguards as required under 5 U.S.C. 

552a(m) with respect to the records in the system. 

(9) Congressional Member Disclosure. The Department 

may disclose information to a Member of Congress from the 

record of an individual in response to an inquiry from the 

Member made at the written request of that individual. The 

Member’s right to the information is no greater than the 

right of the individual who requested it.
(10) Routine Programmatic Purposes. The Department may 

disclose records from this system of records in order to

promote the selection and recognition of students and the 

visibility of the program. In order to honor participants 

and finalists (Scholars) pursuant to programmatic 

requirements, disclosures of records from this system will 

be made to the following entities for the purposes 

specified:

(a) Disclosures to the Review Committee and the 

Commission on Presidential Scholars. The program will

provide copies of each candidate’s complete application 

package to members of the program’s review committee for 

selection of semifinalists and complete copies of each 

semifinalist’s application package to the Commission on 

Presidential Scholars (Commission) for selection of the 

Scholars and for in-state recognition ceremonies held for 

semifinalists and Scholars.

(b) Disclosures to the General Public Announcing the 

Program’s Candidates, Semifinalists, and Scholars. The

program will provide the name, State, town, and school name 

of each candidate, semifinalist, and Scholar on the 

Presidential Scholars Program section of the Department’s 

Web site.
(c) Disclosures to the General Public of the Annual 

Presidential Scholars Yearbook. For recognition purposes as

well as informational and, on rare occasions, research 

requests, the program will provide copies of the 

Presidential Scholars Yearbook, which includes student 

photos, names, school, city, State, college of choice, and 

student-written essays, to Scholars, families, teachers, 

Commissioners, sponsors, potential candidates, researchers, 

and other interested parties. Due to limited numbers, 

copies are provided first to program participants and, if 

additional copies remain, in response to other inquiries.

(d) Disclosures to Contractors for Production of 

Program Recognition Materials and the Presidential Scholars 

Yearbook. The program will provide records to contractors 

for the printing of certificates, the engraving of Scholar

medallions, and the printing of the Presidential Scholars 

Yearbook. The Executive order states that Scholars are to 

receive medallions, and occasionally the Administration 

wishes to provide certificates signed by the President.

(e) Disclosures to Contractors and College-age Interns 

to Arrange Scholar Accommodations, Transportation, and 

Other Services. The program may provide records to area 

vendors in preparation for the program’s “National 

Recognition Week,” held annually in Washington, DC, each 
June. During that week, Scholars travel to the Nation’s 

Capital at the program’s expense to participate in 

educational and celebratory activities. At the same time, 

former Scholars return to the program as “Advisors” to 

assist with the program during National Recognition Week. 

These Advisors also receive information relevant to the 

Scholars assigned to them.

(f) Disclosures to National, State, and Local Media To 

Publicize the Scholars and Respond to Press Inquiries About 

Them. Records are provided to national, State, and local 

media for the purpose of publicizing the Scholars and 

responding to press inquiries.

(g) Disclosures to the White House and Federal 

Agencies for Briefings, Speechwriting, or To Obtain 

Security Clearances. Records are provided to the White 

House and Federal agencies for the purpose of speechwriting 

and briefings for officials addressing the Scholars and 

guests at recognition events or for security clearances at

events attended by Government officials or in buildings 

with limited access.

(h) Disclosures to National, State, and Locally 

Elected Officials and Their Staff To Notify Them of 

Candidates, Semifinalists, and Scholars in their States or 

Districts and To Assist With Other Activities To Recognize 
These Individuals. Records are provided for the purpose of 

notifying elected officials of candidates, semifinalists, 

and Scholars in their States or districts and to assist 

with preparing congratulatory letters, certificates, and 

other honors or scheduling events or office visits in 

Washington, DC, or at home.

(i) Disclosures to State and Local Education Officials 

To Notify Them of Candidates, Semifinalists, and Scholars 

in Their States, Districts, or Schools. Records are 

provided to Chief State School Officers, Superintendents of 

school districts, principals, and guidance counselors for 

the purpose of notifying them of the candidates, 

semifinalists, and Scholars in their States, districts, or 

schools.

DISCLOSURE TO CONSUMER REPORTING AGENCIES: 

Not applicable to this system of records.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, 

RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records are maintained in hard copy filed in 

lockable standard filing cabinets; on access-controlled 

personal computers; and in a computer database maintained 

on the Department of Education’s Network (EDNet). 

RETRIEVABILITY: 
The data are retrieved by name, Social Security 

number, State, high school, and year of selection. Various 

reports on multiple candidates, semifinalists, and Scholars 

can also be run. 

SAFEGUARDS: 

All physical access to the Department of Education 

site where this system of records is maintained and the 

sites of the Department of Education’s staff and 

contractors with access to the system is controlled and 

monitored by security personnel who check each individual 

entering the building for his or her employee or visitor 

badge. 

The computer systems employed by the Department and 

its contractors offer a high degree of security against 

tampering and circumvention. These security systems limit 

data access to Department and contract personnel on a “need 

to know” basis and control individual users’ ability to 

access and alter records within the system. All users of 

these systems are given a unique user ID, and interactions 

by individual users with the system are recorded. In 

accordance with the Privacy Act, all candidates or their 

legal guardians, if they are minors, must read a privacy 

advisory statement. Candidates or their legal guardians 

also must provide a signature affirming their candidacy and 
authorizing the release of specific information in relation 

to the program. PSAonline will use assigned electronic 

identifications and passwords for these authorizations. 

Applicants or their legal guardians will sign the program’s 

release form electronically. The program will issue unique 

user identifications and passwords to all system users 

(candidates, legal guardians, school staff, and principals) 

in their invitation packets. Users will access the system 

by entering their assigned user identifications and 

passwords, and the system will validate the user and his or 

her role (candidate, legal guardian, administrator) against 

the database. If invalid information is entered, an error 

message will be displayed, and access will be denied. Users 

may edit their passwords after they have logged in using 

the federally assigned user identifications and passwords. 

Access to various parts of the system and the application 

is restricted based on user role and level of 

authorization. 

RETENTION AND DISPOSAL: 

Files are retained for four years in order to verify 

yearbook and alumni publications and to choose current 

Scholars as future Advisors to the Commission. In 

accordance with the Department of Education’s Records 

Disposition Schedules (ED/RDS, Part 5,Item 6), both paper 
and electronic files are destroyed in four-year blocks when 

the most recent record is four years old. 

SYSTEM MANAGER AND ADDRESS: 

Executive Director, U.S. Presidential Scholars 

Program, Community Services, Partnerships and Recognition 

Programs Team, Office of Intergovernmental and Interagency 

Affairs, U.S. Department of Education, 400 Maryland Avenue, 

SW., Washington, DC 20202–3521. 

NOTIFICATION PROCEDURE: 

If you wish to determine if you have a record in this 

system, provide the system manager with your name, date of 

birth, and Social Security number. Your request must meet 

the regulatory requirements of 34 CFR 5b.5, including proof 

of identity. 

RECORD ACCESS PROCEDURE: 

If you wish to gain access to your record in this 

system, provide the system manager with your name, date of 

birth, and Social Security number. Your request must meet 

the regulatory requirements of 34 CFR 5b.5, including proof 

of identity. 

CONTESTING RECORD PROCEDURE: 

If you wish to contest the content of a record, 

contact the system manager. Your request must meet the 
regulatory requirements of 34 CFR 5b.7, including proof of 

identity.

RECORD SOURCE CATEGORIES: 

Information is obtained from American College Testing 

and the College Board/Educational Testing Service, 

individual candidates, their legal guardians if they are 

minors, and school officials (principals, teachers, and 

guidance counselors) in public and private secondary 

institutions attended by the candidates. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE PRIVACY 

ACT: 

None. 
Appendix to 18–06–03 

Additional System Locations 

U.S. Presidential Scholars Program, Community 

Services, Partnerships and Recognition Programs Team, 

Office of Communications and Outreach, U.S. Department of 

Education, 400 Maryland Avenue, SW., Washington, DC 20202– 

8173. 

American College Testing, Inc., Recognition Program 

Services, 301 ACT Drive, Iowa City, Iowa 52243–4030. 

Fastek, 1425 60th Street NE., Cedar Rapids, Iowa 

52402–1253.