Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30169 

Room 4640, ROB–3, Washington, DC 

20202–5258. See the Appendix at the 

end of this system notice for additional 

system managers. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, provide the system 

manager with your name, date of birth 

and Social Security number. Requests 

must meet the requirements of the 

regulations at 34 CFR 5b.5. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to a record 

in this system, contact the system 

manager and provide information as 

described in the notification procedure. 

Requests by an individual for access to 

a record must meet the requirements of 

the regulations at 34 CFR 5b.5. 

CONTESTING RECORD PROCEDURES: 

If you wish to change the content of 

a record in the system of records, 

contact the system manager with the 

information described in the 

notification procedure, identify the 

specific items to be changed, and 

provide a written justification for the 

change. Requests to amend a record 

must meet the requirements of the 

regulations at 34 CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information is obtained from reports 

from borrowers and their families, 

lenders, schools, examining or treating 

physicians, employers, credit agencies, 

Federal and State governmental 

agencies, and State or private nonprofit 

guaranty agencies. However, lenders 

and guaranty agencies are not a source 

of information for participants in the 

Federal Direct Student Loan Program, 

since the Department maintains 

individual records of borrowers for this 

program. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

Appendix to 18-11-07 

Additional System Managers and System 

Locations 

Raytheon/E-Systems, 6201 I-30, Greenville, 

TX 75402. Assistant Regional 

Administrator, U.S. Department of 

Education, Region IV, Division of Claims 

and Collections, Office of Student 

Financial Assistance, 61 Forsyth Street, 

SW., Rm. 19T89, Atlanta, GA 30303. 

Assistant Regional Administrator, U.S. 

Department of Education, Region V, 

Division of Claims and Collections, 

Office of Student Financial Assistance, 

111 North Canal Street, Suite 1009, 

Chicago, Illinois 60605. 

Assistant Regional Administrator, U.S. 

Department of Education, Region IX, 

Division of Claims and Collections, Office 

of Student Financial Assistance, 50 United 

Nations Plaza, Room 250, San Francisco, 

California 94102. 

18–11–08 

SYSTEM NAME: 

Student Account Manager System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION(S): 

Program Systems Service, Office of 

Student Financial Assistance Programs, 

U.S. Department of Education, Seventh 

and D Streets, SW., Room 4640, ROB– 

3, Washington, DC 20202. National 

Computer Systems, 2510 North Dodge 

Street, Iowa City, Iowa 52240. Total Systems Services, Inc, 6101 

Stone Mill Drive, Columbus, GA; 

Golden Retriever System, 8 N. Roosevelt 

Avenue, Chandler, AZ 85221. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

The Student Account Manager System 

contains student financial assistance 

records about students and/or borrowers 

both who have applied for loans under 

any Title IV Federal loan program and 

students who have applied for grants 

under any Title IV Federal grant 

program. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The Student Account Manager System 

contains records relating to a student 

and/or borrower’s originated awards 

and disbursements of Title IV financial 

assistance. The system contains three 

data element types as outlined below: 

demographic information, such as 

student and/or borrower name, mailing 

and permanent address, e-mail address, 

current and original Social Security 

number, phone number, date of birth, 

student account number; loan and grant 

funding and award information, 

including the Title IV code for the 

school(s) for which students and/or 

borrowers have requested 

determinations of Federal financial 

assistance eligibility, the origination 

date and I.D., the funding source I.D., 

loan holder, credit limit or award 

amount; loan and grant transaction 

information, including the transaction 

date, posting date, disbursement 

amount, acceptance/rejection field, 

batch number. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Higher Education Act of 1965, Title 

IV–A through IV–H, as amended, (20 

U.S.C. 1092b). 

PURPOSE(S): 

This system of records is provided for 

the purposes of: (1) Giving students a single point of 

contact for information, statements, and 

customer service concerning their 

Federal student financial assistance 

(loans and grants) from various 

programs and sources; 

(2) Providing eligible institutions of 

higher education with a standardized 

method for the receipt of Title IV 

student financial assistance; and 

(3) Creating summary reports for 

Federal loan and grant funding sources 

and program offices for loans and grants 

delivered through the Student Account 

Manager. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSES OF SUCH USES: 

The Department of Education 

(Department) may disclose information 

contained in a record in this system of 

records under the routine uses listed in 

this system of records without the 

consent of the individual if the 

disclosure is compatible with the 

purposes for which the record was 

collected. These disclosures may be 

made on a case-by-case basis or, if the 

Department has complied with the 

computer matching requirements of the 

Act, under a computer matching 

agreement. 

(1) Program purposes. Records may be 

disclosed for the following program 

purposes: 

(a) To report disbursement activity, 

disclosures may be made to appropriate 

guaranty agencies, educational and 

financial institutions, and Federal 

agencies. 

(b) To deliver Federal student 

assistance funds to the educational 

institution at which the student is 

enrolled, disclosures may be made to 

that educational institution. 

(2) Disclosure for Use by Other Law 

Enforcement Agencies. The Department 

may disclose information to any 

Federal, State, local, or foreign agency 

or other public authority responsible for 

enforcing, investigating, or prosecuting 

violations of administrative, civil, or 

criminal law or regulation if that 

information is relevant to any 

enforcement, regulatory, investigative, 

or prosecutive responsibility within the 

receiving entity’s jurisdiction. 

(3) Enforcement disclosures. 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, regulation, 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 
30170 Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 

or prosecuting that violation or charged 

with enforcing or implementing the 

statute, or executive order, rule, 

regulation, or order issued pursuant 

thereto. 

(4) Litigation disclosure and 

Alternative Dispute Resolution (ADR) 

Disclosures. 

(a) Introduction. In the event that one 

of the parties listed below 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 

to provide or arrange for representation 

for the employee; or 

(iv) Any Department employee in his 

or her individual capacity where the 

agency has agreed to represent the 

employee; or 

(v) The United States where 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) Administrative disclosures. If the 

Department determines that disclosure 

of certain records to an adjudicative 

body before which the Department is 

authorized to appear, an individual or 

entity designated by the Department or 

otherwise empowered to resolve or 

mediate disputes is relevant and 

necessary to the administrative 

litigation, 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 in an 

administrative proceeding is relevant 

and necessary to the litigation, the 

Department may disclose those records 

as a routine use to the party, counsel, 

representative or witness. 

(5) Employment, Benefit, and 

Contracting Disclosure. 

(a) For Decisions by the Department. 

The Department may disclose a record 

to a Federal, State, or local 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 Department 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, 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. 

(6) 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 only be made during the 

course of the proceeding. 

(7) Labor Organization Disclosure. A 

component of the Department may 

disclose records to a labor organization 

if a contract between the component 

and a labor organization recognized 

under Title V of the United States Code, 

Chapter 71, provides that the 

Department will disclose personal 

records relevant to the organization’s 

mission. The disclosures will be made 

only as authorized by law. 

(8) Freedom of Information Act 

(FOIA) Advice Disclosure. The 

Department may disclose records to the 

Department of Justice and the Office of 

Management and Budget if the 

Department concludes that disclosure is 

desirable or necessary in determining 

whether particular records are required 

to be disclosed under the FOIA. 

(9) Disclosure to the Department of 

Justice (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 programs covered by this system. 

(10) 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. 

(11) Research Disclosure. The 

Department may disclose records to a 

researcher if an appropriate official of 

the Department determines that the 

individual or organization to which the 

disclosure would be made is qualified to 

carry out specific research related to 

functions or purposes of this system of 

records. The official may disclose 

records from this system of records to 

that researcher solely for the purpose of 

carrying out that research related to the 

functions or purposes of this system of 

records. The researcher shall be 

required to maintain Privacy Act 

safeguards with respect to the disclosed 

records. 

(12) 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. 

(13) Disclosure to the Office of 

Management and Budget (OMB) for 

Credit Reform Act (CRA) Support. The 

Department may disclose records to 

OMB as necessary to fulfill CRA 

requirements. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Disclosures pursuant to 5 U.S.C. 

552a(b)(12): The Department may 

disclose to a consumer reporting agency 

information regarding a claim by the 

Department which is determined to be 

valid and overdue as follows: (1) The 

name, address, taxpayer identification 

number and other information necessary 

to establish the identity of the 

individual responsible for the claim; (2) 

the amount, status, and history of the 

claim; and (3) the program under which 

the claim arose. The Department may 

disclose the information specified in 

this paragraph under 5 U.S.C. 

552a(b)(12) and the procedures 

contained in 31 U.S.C. 3711(e). A 

consumer reporting agency to which 

these disclosures may be made is 

defined at 31 U.S.C. 3701(a)(3). 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISCLOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records at the National Computer 

Systems (NCS) are maintained on the 
Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30171 

mainframe at the NCS data center in 

Iowa City, IA and archived onto 

magnetic tape. Total System records are 

maintained on a mainframe database in 

Columbus, GA and backed up onto 

magnetic tapes. Golden Retriever 

System records are maintained on a 

sequel server database in Chandler, AZ 

and backed up onto CD–ROM. 

RETRIEVABILITY: 

Each student and/or borrower’s file is 

indexed by social security number and 

the first two characters of their last 

name. 

SAFEGUARDS: 

All users of this system are given a 

unique user ID with a personal 

identifier. Student and parent users are 

assigned an Electronic Access Code 

(EAC) through the Federal Student Aid 

Application Files Privacy Act system of 

records number 18–11–01 by which 

they can access their accounts. All 

physical access to the Department’s site, 

and the sites of Department contractors 

where this system of records is 

maintained, is controlled and monitored 

by security personnel who check each 

individual entering the building for his 

or her employee or visitor badge. 

The computer system employed by 

the Department offers a high degree of 

resistance to tampering and 

circumvention. This security system 

limits data access to the Department, 

agents of the Department (including 

schools and funding sources), and 

contract staff on a ‘‘need-to-know’’ 

basis, and controls individual users’ 

ability to access and alter records within 

the system. All users of this system of 

records are given a unique user ID with 

passwords. 

RETENTION AND DISPOSAL: 

Federal Loan Records: The 

Department will retain and dispose of 

loan records in accordance with the 

Department’s Records Disposition 

Schedules (ED/RDS), Part 10, Item 16. 

Individual records (applications, 

certifications, disbursements, 

correspondence, and related records) for 

Federal loans may be destroyed three 

years after cancellation, forgiveness or 

final repayment of the Loan (ED/RDS, 

Part 10, Item 16). Electronic Federal 

loan records will be kept online and 

easily available for 24 months after 

reconciliation with the funding source, 

then retained in accordance with ED/ 

RDS, Part 10, Item 16. 

Federal Pell Grant Records: The 

Department will retain and dispose of 

Pell Grant records in accordance with 

ED/RDS, Part 10, Item 17. Records of 

Federal Pell Grant recipients 

(applications, payment, correspondence, 

and related records) will be transferred 

to a Federal Records Center after final 

payment to grantee. Individual Pell 

Grant records may be destroyed 15 years 

after final payment to grantee (ED/RDS, 

Part 10, Item 17). Individual records for 

unapproved Federal Pell Grant 

applications will be transferred to a 

Federal Records Center 120 days after a 

rejection or withdrawal, and may be 

destroyed three years after date of 

rejection or withdrawal (ED/RDS, Part 

10, Item 17(d)). Electronic Federal Pell 

Grant records will be kept online and 

easily available for 24 months after 

reconciliation with the funding source, 

then retained in accordance with ED/ 

RDS, Part 10, Item 17. 

SYSTEM MANAGER(S) AND ADDRESS: 

Service Director, Program Systems 

Service, Office of Student Financial 

Assistance Programs, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., ROB–3, Room 4640, Washington, 

DC 20202. 

NOTIFICATION PROCEDURE: 

If an individual wishes to determine 

whether a record exists regarding him or 

her in this system of records, the 

individual may gain access to the 

system via the Internet or by contacting 

the system administrator through the 

Student Account Manager’s customer 

service e-mail address or toll-free 

telephone number. (To obtain access to 

records by telephone, the student must 

first authorize telephone access through 

the Student Account Manager’s website 

using his or her Electronic Access 

Code.) The student must provide the 

system manager with his or her name, 

date of birth, Social Security number, 

and Electronic Access Code (EAC). 

Requests for notification about an 

individual must meet the requirements 

of the regulations at 34 CFR 5b.5, 

including proof of identity. Individuals 

may also present their requests in 

person at any of the locations identified 

for this system of records or address 

their requests to the system manager at 

the following address: Program Systems 

Service, Office of Student Financial 

Assistance Programs, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., ROB–3, Room 4640, Washington, 

DC 20202. 

RECORD ACCESS PROCEDURES: 

If an individual wishes to gain access 

to a record in this system, he or she may 

do so via the Internet, by calling the toll 

free customer service phone number 

using a touch-tone telephone, or by 

contacting the system manager through 

the Student Account Manager’s 

customer service e-mail address or tollfree telephone number. (To obtain 

access to records by telephone, the 

student must first authorize telephone 

access through the Student Account 

Manager’s website using his or her 

Electronic Access Code.) 

CONTESTING RECORD PROCEDURES: 

If an individual wishes to change the 

contents of a record in the system of 

records, he or she may challenge a 

transaction by contacting the system 

manager by telephone or sending 

written notice to the Student Account 

Manager’s customer assistance area and 

providing the information described in 

the notification procedure, identifying 

the specific item(s) to be changed, and 

providing a written justification for the 

change, including any supporting 

documentation. 

RECORD SOURCE CATEGORIES: 

Information is obtained from schools, 

lenders, guaranty agencies, students, 

borrowers, the Title IV Program Files 

(Privacy Act system of records number 

18-11-05), the Federal Student Aid 

Application Files Privacy Act system of 

records number 18-11-001), the Direct 

Loan Origination Center, and the 

Recipient Funds Management System 

(RFMS). 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18-11-09 

SYSTEM NAME: 

Postsecondary Education Participants 

System (PEPS). 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

Computer Sciences Corporation, 71 

Deerfield Lane, Meriden, CT 06450. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

The PEPS contains records about 

owners (individuals, either solely or as 

partners, and corporate entities), 

officials, and authorized agents of 

postsecondary institutions; members of 

boards of directors or trustees of such 

institutions; employees of foreign 

entities that evaluate the quality of 

education; third-party servicers, 

including contact persons. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The PEPS contains information 

regarding the eligibility, administrative 

capability, and financial responsibility 

of postsecondary schools that 

participate in the student financial aid