72400 Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 

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) 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. 

(6) 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. 

(7) 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. 

(8) 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. 

DISCLOSURE TO CONSUMER REPORTING 

AGENCIES: 

Not applicable. 

POLICIES AND PRACTICES FOR STORING, 

RETRIEVING, ACCESSING, RETAINING, AND 

DISPOSING OF RECORDS IN THE SYSTEM: 

STORAGE: 

These records will be maintained 

either in hard copy or in an electronic 

database. 

RETRIEVABILITY: 

Records are indexed by Social 

Security number, name, date of birth 

and case tracking number. 

SAFEGUARDS: 

Access to and use of these records 

shall be limited to those persons whose 

official duties require access. This 

includes staff members of the Office of 

the Student Loan Ombudsman, other 

Department offices and agents of the 

Department. All physical access to the 

sites 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 offers a high 

degree of resistance to tampering and 

circumvention. This security system 

limits data access to 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 unique user 

IDs with personal identifiers. All 

interactions by individual users with 

the system are recorded. 

RETENTION AND DISPOSAL: 

The records on all student loans are 

retained for a period of five years after 

the loan has been repaid, cancelled or 

otherwise forgiven or the account 

closed. Records pertaining to grants 

awarded by the Department are 

destroyed five years after the initial 

disbursement. Records are maintained 

for the period of time needed to resolve 

cases, conduct analyses and prepare 

reports. 

SYSTEM MANAGER(S) AND ADDRESS: 

Ombudsman, Office of Student 

Financial Assistance, U.S. Department 

of Education, 400 Maryland Avenue, 

SW., ROB–3, Room 3717, Washington, 

DC 20202. 

NOTIFICATION PROCEDURE: 

If you wish to determine whether a 

record exists regarding you in the 

system of records, contact the system 

manager. Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.5, 

including proof of identity. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to a record 

regarding you in the system of records, 

contact the system manager. Your 

request must meet the requirements of 

the Department’s Privacy Act 

regulations at 34 CFR 5b.5, including 

proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record regarding you in the system of 

records, contact the system manager. 

Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.7. 

RECORD SOURCE CATEGORIES: 

Information is obtained from the 

individuals (e.g. borrowers) schools, 

lenders, and guaranty agencies. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

SYSTEM NAME: 

The Department of Education (ED) 

PIN (Personal Identification Number) 

Registration System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

National Computer Systems (NCS), 

2510 North Dodge Street, Iowa City, IA 

52240. 

Virtual Data Center, Meriden Data 

Center, 71 Deerfield Lane Meriden, CT 

06450 (after Spring 2000). 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

The ED PIN Registration System 

contains records about former, current 

and prospective students, and parents 

who apply for an ED PIN number. The 

ED PIN number is used for 

identification purposes when PIN 

holders access other Department of 

Education systems. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system contains identification 

information such as name, Social 

Security Number (SSN), date of birth 

and address. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

The Higher Education Act of 1965, as 

amended, 20 U.S.C. 1092b. 

PURPOSE(S): 

This information contained in this 

system will be used to generate and 

confirm PIN numbers for those 

individuals wishing to access various 

student financial assistance systems 

(including FAFSA, Access America and 

the Direct Loan Program) to obtain 

information about their personal 

records. The ED PIN number that is 

generated and stored by this system can 

Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 72401 

be used by individuals to electronically 

sign various student aid applications 

including the FAFSA and the Renewal 

FAFSA, and to initiate loan deferments 

or forbearance. The Department has 

plans to expand the use of the PIN to 

allow access to student financial aid 

systems outside of the Department. 

ROUTINE USES OF RECORDS MAINTAINED IN THE 

SYSTEM, INCLUDING CATEGORIES OF USERS AND 

THE PURPOSE OF SUCH USES: 

The Department of Education (the 

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 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, 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 

72402 Federal Register / Vol. 64, No. 247 / Monday, December 27, 1999 / Notices 

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 

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. 

(13) Identification Verification 

Disclosure. In order to verify the 

identity of the applicant involved, the 

accuracy of the record, or to assist with 

the determination of program eligibility 

and benefits or potential eligibility or 

benefits, the Department may disclose 

records from this system to the 

applicant, guaranty agencies, 

educational institutions, financial 

institutions and servicers, and to 

Federal and State agencies. 

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: 

Records are stored electronically on 

magnetic tape. 

RETRIEVABILITY: 

The file is indexed by social security 

number or name. 

SAFEGUARDS: 

All physical access to the Department 

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: 

Records will be retained 3 years after 

payment of loan, or after audit 

resolution. 

SYSTEM MANAGER(S) AND ADDRESS: 

PIN Web Site Development Manager, 

Program System Services, Office of 

Student Financial Assistance, 400 

Maryland Avenue, SW, ROB–3, room 

4640, Washington, D.C. 20202. 

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. Your request 

must meet the requirements of the 

Department’s Privacy Act regulations at 

34 CFR 5b.5, including proof of identity. 

You may present your request in person 

at any of the locations identified for this 

system of records or address your 

request to the system manager at the 

address above. 

RECORD ACCESS PROCEDURES: 

If you wish to gain access to a record 

regarding you in the system of records, 

you can visit the ED PIN Web site, call 

the FAFSA on the Web phone number 

listed on the Web site, or contact the 

system manager at the address given 

above. Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.5, 

including proof of identity. 

CONTESTING RECORD PROCEDURES: 

If you wish to contest the content of 

a record regarding you in the system of 

records, you can contact the Customer 

Service Department at the telephone 

number listed on the ED PIN web site. 

Your request must meet the 

requirements of the Department’s 

Privacy Act regulations at 34 CFR 5b.7. 

If your SSN does not match as a result 

of an incorrect SSN, you will need to 

contact the local office of the Social 

Security Administration (SSA) for a 

SSN correction. 

RECORD SOURCE CATEGORIES: 

The identifying information (SSN, 

DOB and name) is currently collected 

from the ED PIN Registration Web site, 

from the FAFSA, and the Direct Loan 

borrower database. In the future, the 

Department may provide alternate 

means for collecting the identifying 

information. 

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS 

OF THE ACT: 

None. 

18–12–05 

SYSTEM NAME: 

Graduate Assistance in Areas of 

National Need (GAANN) Program 

Assessment System. 

SECURITY CLASSIFICATION: 

None. 

SYSTEM LOCATION: 

U.S. Department of Education, Office 

of Postsecondary Education, Program 

Monitoring and Information Technology 

Service, 1990 K St., NW, Washington, 

DC 20006. 

CATEGORIES OF INDIVIDUALS COVERED BY THE 

SYSTEM: 

This system contains records on 

individuals who apply for fellowships 

and receive admission to a GAANN 

project. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

This system contains information 

including the individual’s name, Social 

Security number, gender, ethnicity, field 

of study, source of student’s GAANN 

Fellowship, amount of stipend per year 

of student’s GAANN Fellowship, 

amount of institutional contribution to 

tuition per year of student’s GAANN 

Fellowship, amount of support the 

student received after the GAANN 

Fellowship, year and term the student 

entered institution’s graduate program, 

current education status, current 

employment status, how the fellow’s 

financial need was determined, whether 

Title IV financial need analysis was 

used, whether amount of student’s 

financial need is known, cost of 

education, and financial need. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

20 U.S.C. 1135C (1993). 

PURPOSE(S): 

This system is used to provide 

performance data about the GAANN 

Fellowship Program for the 

Department’s use in responding to the