Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30177 

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 records 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 subsection 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 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records are maintained in 

hardcopy, filed in standard filing 

cabinets and in an electronic data 

warehouse maintained by AppNet and 

accessible by AppNet, individual 

participants, participants’ institutions 

and U.S. Department of Education 

personnel. 

RETRIEVABILITY: 

Hardcopy files are retrieved by 

individual names and educational 

institution. Electronic files can be 

accessed through all data elements. 

SAFEGUARDS: 

All physical access to the Department 

of Education site, and the sites of 

Department contractors where this 

system of records is maintained, is 

controlled and monitored by personnel 

who check each individual entering the 

building. 

The computer system employed by 

AppNet offers a high degree of 

resistance to tampering and 

circumvention. This security system 

limits data access to Department of 

Education and contract staff grantees 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 personal 

identifiers. All interactions by 

individual users with the system are 

recorded. 

RETENTION AND DISPOSAL: 

Hardcopy records are maintained for 

five years and then destroyed. Data 

stored in the electronic data warehouse 

are maintained until the need for 

longitudinal studies to demonstrate 

program effectiveness is no longer 

required. 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, International Education and 

Graduate Programs Service, Office of 

Postsecondary Education, U.S. 

Department of Education, 400 Maryland 

Avenue, SW., Room 600B, Portals 

Building, Washington, DC 20202–5247. 

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, 

social security number, the year of the 

award, the name of the grantee 

institution, major country in which you 

conducted your educational activity. 

Your request must meet the 

requirements of the regulations at 34 

CFR 5b.5, including proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to records 

regarding you in this system of records, 

contact the system manager at the 

address listed above and follow the 

steps outlined in the Notification 

Procedures. Your request must meet the 

requirements of the regulations at 34 

CFR 5b.5, including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record in this system of records, 

contact the system manager at the 

address listed above. Your request must 

meet the requirements of the regulations 

at 34 CFR 5b.7, including proof of 

identity. 

RECORD SOURCE CATEGORIES: 

Information is obtained from the 

individual on approved application 

forms and from field readers, and may 

be secured from the U.S. Department of 

State, U.S. Embassies, binational 

commissions, the J. William Fulbright 

Foreign Scholarship Board, and foreign 

educators and officials. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–12–04 

SYSTEM NAME: 

Jacob K. Javits Fellowship System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

International Education and Graduate 

Programs Service, Office of 

Postsecondary Education, U.S. 

Department of Education, 1250 

Maryland Avenue, SW., Room 600, 

Portals Building, Washington, DC 

20202–5247. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on 

individuals who apply for fellowships 

under the Jacob K. Javits Fellowship 

Program. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The Jacob K. Javits Fellowship System 

consists of a variety of records relating 

to a student’s application for, and 

participation in, the Javits Fellowship 

Program. In addition to the student’s 

name, the system contains the student’s 

social security number, or nine digit 

identification number, address, 

scholastic accomplishments, rating 

scores, and reference letters. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Title VII, Part A, Subpart 1 of the 

Higher Education Act of 1965, as 

amended (20 U.S.C. 1134–1134d). The 

program regulations are found in 34 

CFR part 650. 

PURPOSE(S): 

The information contained in this 

system is used to determine the 

qualifications, eligibility, and suitability 

in the selection of fellows; to maintain 

the progress of fellows; to ensure 

compliance with program requirements; 

and to use the data to demonstrate 

program effectiveness. 
30178 Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE 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) 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. 

(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, 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 or prosecuting that 

violation or charged with enforcing or 

implementing the statute, executive 

order, rule, regulation, or order issued 

pursuant thereto. 

(3) Litigation 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 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; 

(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. 

(4) 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. 

(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 only be made during the 

course of the proceeding. 

(6) 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. 

(7) 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. 

(8) 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. 

(9) 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. 

(10) 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. 

(11) Congressional Member 

Disclosure. The Department may 

disclose records to a member of 

Congress from the record of an 

individual in response to an inquiry 

from the member made at the written 
Federal Register / Vol. 64, No. 107 / Friday, June 4, 1999 / Notices 30179 

request of that individual. The 

Member’s right to the information is no 

greater than the right of the individual 

who requested it. 

(12) 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 subsection 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 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

The records are maintained in hard 

copy, filed in standard filing cabinets; 

on access-controlled personal 

computers; and on removable personal 

computer diskettes that are stored in 

filing cabinets. 

RETRIEVABILITY: 

Hardcopy files are retrieved by 

individual names and educational 

institutions. Electronic files are accessed 

using an individual’s Social Security 

number, or other nine digit 

identification number. 

SAFEGUARDS: 

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 Department 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 

personal identifiers. All interactions by 

individual users with the system are 

recorded. 

RETENTION AND DISPOSAL: 

Hardcopy records are maintained for 

five years and then destroyed. Data 

stored electronically is maintained until 

the need for longitudinal data to 

demonstrate program effectiveness is no 

longer needed. 

SYSTEM MANAGERS AND ADDRESS: 

Director, International Education and 

Graduate Programs Service, Office of 

Postsecondary Education, U.S. 

Department of Education, 400 Maryland 

Avenue, SW., Room 600, Portals 

Building, Washington, DC 20202–5247. 

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. Your 

request must meet the requirements of 

the regulations at 34 CFR 5b.5, 

including proof of identity. 

RECORD ACCESS PROCEDURE: 

If you wish to gain access to a record 

regarding you in the system of records, 

provide the system manager with your 

name, date of birth, and Social Security 

number. Your request must meet the 

requirements of the regulations at 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 

requirements of the regulations at 34 

CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information is obtained principally 

from individual applicants, references, 

and schools attended by the applicant. 

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18-12-04 

SYSTEM NAME: 

Title VI International Research and 

Studies Program (IRS). 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION(S): 

International Education and Graduate 

Programs Service, Office of 

Postsecondary Education, U.S. 

Department of Education, 1250 

Maryland Avenue, SW., Suite 600, 

Portals Building, Washington, DC 

20202–5331. 

AppNet, 103 W. Broad Street, Fifth 

Floor, Falls Church, VA 22046. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on 

individual researchers who have been 

selected to be recipients of International 

Research and Studies (IRS) awards. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The Title VI IRS Records System 

consists of a variety of records relating 

to an individual’s applications for, and 

participation in, the IRS program. In 

addition to the individual’s name, the 

system contains the participant’s 

address, telephone number, educational 

institution, citizenship, social security 

number, institutional or individual 

DUNS number, educational and 

employment background, salary, 

research or instructional materials 

project description, project costs, field 

reader comments, award documents, 

and final project reports. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

The Higher Education Act of 1965, as 

amended, Part A, Title VI, section 

605(a). 

PURPOSE(S): 

The information contained in this 

system is used for the following 

purposes: (1) To determine the 

qualifications and eligibility of the 

project director, competitiveness of and 

need for the project, and award benefits; 

(2) to monitor the progress of the project 

including its accomplishments; and (3) 

to demonstrate the program’s 

effectiveness. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE 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) Field Reader Disclosures. The 

Department may disclose information to 

field readers in order to determine the 

qualifications and eligibility of the 

project director, competitiveness of and 

need for the project, and award benefits.