24572 Federal Register / Vol. 72, No. 85 / Thursday, May 3, 2007 / Notices 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[DOD–2007–OS–0039] 

Privacy Act of 1974; System of 

Records 

AGENCY: Office of the Secretary, DoD. 

ACTION: Notice to alter a system of 

records. 

SUMMARY: The Office of the Secretary of 

Defense is altering a system of records 

notices in its existing inventory of 

record systems subject to the Privacy 

Act of 1974, (5 U.S.C. 552a), as 

amended. 

DATES: This proposed action will be 

effective without further notice on June 

4, 2007 unless comments are received 

which result in a contrary 

determination. 

ADDRESSES: Send comments to the OSD 

Privacy Act Coordinator, Records 

Management Section, Washington 

Headquarters Services, 1155 Defense 

Pentagon, Washington, DC 20301–1155. 

FOR FURTHER INFORMATION CONTACT: Ms. 

Juanita Irvin at (703) 696–4940. 

SUPPLEMENTARY INFORMATION: The Office 

of the Secretary of Defense systems of 

records notices 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 address above. 

The proposed amendments are not 

within the purview of subsection (r) of 

the Privacy Act of 1974, (5 U.S.C. 552a), 

as amended, which requires the 

submission of a new or altered system 

report. The proposed systems reports, as 

required by 5 U.S.C. 552a(r) of the 

Privacy Act of 1974, as amended, were 

submitted on April 23, 2007, the House 

Committee on Oversight and 

Government Reform, the Senate 

Committee on Homeland Security and 

Governmental Affairs, 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 27, 2007. 

L.M. Bynum, 

Alternative OSD Federal Register Liaison 

Officer, Department of Defense. 

DoDEA 26 

SYSTEM NAME: 

Department of Defense Education 

Activity Dependent Children’s School 

Program Files (November 1, 2006, 71 FR 

64247). 

CHANGES: 

* * * * * 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Add to School Registration Card Files 

section ‘‘sponsors orders, birth 

certificates, housing documents, court 

documents that document a student’s 

relationship to the sponsor, agency 

certification of sponsors, housing 

documents.’’ 

* * * * * 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Add to entry ‘‘To a non-DoD school 

receiving a student who is transferring 

from a DoD school, upon request from 

the school. Only academic and 

attendance records will be released.’’ 

* * * * * 

RETENTION AND DISPOSAL: 

Delete ‘‘School Student Record Files’’ 

entry and replace with ‘‘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. 

Secondary School transcripts will be cut 

off upon transfer, withdrawal, or death 

of student. Secondary Transcript files 

are destroyed when 50 years old. 

DoDDS transcripts are retained at the 

school for four years following the 

graduation, transfer, withdrawal, or 

death of student or until school closure 

whichever occurs first, and are then 

transferred to the Area for one year, and 

then are transferred to the Thompson 

Learning Center, Lawrenceville, NJ, 

until destroyed. DDESS transcripts are 

stored at the school until destroyed. 

Panama transcripts are stored at the 

DoDEA Records Center at Fort Benning, 

Georgia, until destroyed. All other 

records included in this data base 

follow the disposition schedules of the 

following files:’’ 

* * * * * 

DoDEA 26 

SYSTEM NAME: 

Department of Defense Education 

Activity Dependent Children’s School 

Program Files. 

SYSTEM LOCATION: 

DoDEA Headquarters Office DoDEA 

Area (DoDDS-Europe, DoDDS-Pacific, 

and DDESS) offices and school districts. 

Specific addresses for each Area office 

and school districts may be obtained 

from the DoDEA Web site at http:// 

www.dodea.edu. or from the DoDEA, 

Headquarters office, 4040 North Fairfax 

Drive, Arlington, VA 22203–1634, 

telephone 703 588–3200. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Current and former students in 

schools operated by DoDEA, worldwide. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

School Student Record Files. 

Information includes records of student 

name, Social Security Number (SSN), 

date of birth, citizenship, etc. and 

sponsor identifiers and sponsor’s 

permanent address, student 

performance, achievements and 

recognition (academic, citizenship, and 

athletic), standardized achievement 

tests scores and grades; reading records, 

letters of recommendation, parental 

correspondence, and similar records. 

Health Record Files. Includes student 

health records, immunization records, 

parental permission forms, screening 

results, sports physicals, physician 

referrals, medication instructions, 

consent forms, copies of accident 

reports, and similar records. 

School Special Education Files. 

Information pertaining to special 

education programs to include 

preferrals and referral forms and, when 

appropriate, samples of student’s work; 

Individual Education Plans; Case Study 

Committee reports and minutes; test 

results and protocols; disciplinary 

records, behavior plans and related 

information; assessment and evaluation 

reports; correspondence between 

teachers, service providers and/or 

parents; file access records and crossreference location information; results 

of special education administrative 

hearings and other informal and formal 

conflict resolution procedures, such as 

mediated agreements or settlement 

documents; related service-provider 

reports, and teacher notes relevant to 

the child’s special education program or 

needs. 

School Ancillary Service Files. 

Information on non-special education 

supplemental student services, such as: 

Gifted Program, English as a Second 

Language (ESL), Compensatory 

Education, Reading Improvement to 

include consultation and referrals, 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 

related information. 

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Federal Register / Vol. 72, No. 85 / Thursday, May 3, 2007 / Notices 24573 

School Registration Card Files. 

Sponsor and/or pupil registration cards 

reflecting student and sponsor Social 

Security Numbers, grade/rank 

enrollment verification, sponsoring 

agency, emergency locator information, 

‘sponsors’ orders, birth certificates, 

housing documents, court documents 

that document a student’s relationship 

to the sponsor, agency certification of 

sponsors, housing documents, and 

similar files.’’ 

Teacher Class Register Files. Grade 

books reflecting scholastic marks and 

averages, teacher comments and/or 

notes, student attendance and 

withdrawal information, and similar 

files. 

Transcript Files. Information consists 

solely of the student’s permanent 

records (transcripts) reflecting student 

name and social security number, 

grades, course titles, credits, and similar 

related information. 

Transcript Request Files and other 

Disclosure Files. Request forms and 

correspondence authorizing release of 

transcript and other school student 

record files. 

Report Card Files. Report cards that 

reflect scholastic grades, promotion, 

retention. 

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, and 

school investigative files, and similar 

related information. 

System Wide Assessment Files. 

System Wide Assessment results for 

individual students and aggregated 

results for classrooms, schools, districts 

and areas. 

School Mediation Agreement and 

Hearing Results Files. Material on 

mediations and hearings other than that 

contained in the individual student 

record. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

10 U.S.C. 2164, DoD Domestic 

Dependent Elementary and Secondary 

Schools; 10 U.S.C. 113, Secretary of 

Defense; 20 U.S.C. 921–932, Overseas 

Defense Dependent’s education; and 

E.O. 9397 (SSN). 

PURPOSE(S): 

The purpose of this system is to 

determine enrollment eligibility and 

tuition status in DoDEA and DoDEA 

funded non-DoD schools; 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, 

hobbies and accomplishments; develop 

an appropriate educational program, 

services and placement; provide 

information for enrollment and student 

financial aid for post-DoDEA education 

and employment; obtain and preserve 

school academic and athletic 

accreditation; to provide directory 

information to military recruiters; and to 

perform other related authorized 

educational duties required. 

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, these 

records or information contained 

therein 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, 

when the child is enrolled in the school 

at DoD expense. 

To Federal and State educational 

agencies and public and private entities 

as needed to complete a student’s 

application for or receipt of financial 

aid. 

To Federal, State, and local 

governmental officials to protect health 

and safety in the event of emergencies. 

To public and private organizations 

conducting studies on or on behalf of 

DoDEA. 

To State and local social service 

offices relative to law enforcement 

inquiries and investigations and child 

placement/support proceedings. 

To private individuals, who have 

been appointed to DoDEA school 

Boards, advisory committees, student 

disciplinary committees, school 

improvement teams, and similar 

committees established by DoDEA, to 

perform authorized DoDEA activities or 

functions. 

To a non-DoD school receiving a 

student who is transferring from a DoD 

school, upon request from the school. 

Only academic and attendance records 

will be release. 

The DoD ‘Blanket Routine Uses’ set 

forth at the beginning of the 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 records in file folders and 

electronic storage media. 

RETRIEVABILITY: 

By student surname, Social Security 

Number (SSN), date of birth, and 

student number. 

SAFEGUARDS: 

Access is provided on a ‘need-toknow’ basis and to authorized 

authenticated personnel only. Records 

are maintained in controlled access 

rooms or areas. Computer terminal 

access is controlled by 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: 

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. Secondary School 

Transcripts will be cut off upon transfer, 

withdrawal, or death of student. 

Secondary Transcript files are destroyed 

when 50 years old. DoDDS student 

records are retained at the school for 

four years following the graduation, 

transfer, withdrawal, or death of student 

or until school closure whichever 

occurs first, and are then transferred to 

the Area for one year, and then are 

transferred to the DoDEA Records 

Center at Fort Benning, Georgia, until 

destroyed. DDESS student records are 

stored at the school until destroyed. 

Panama student records are stored at the 

DoDEA Records Center at Fort Benning, 

Georgia, until destroyed. All other 

records included in this database follow 

the disposition schedules of the 

following files: 

Secondary School transcripts will be 

cut off upon transfer, withdrawal, or 

death of student. Secondary Transcript 

files are destroyed when 50 years old. 

DoDDS transcripts are retained at the 

school for four years following the 

graduation, transfer, withdrawal, or 

death of student or until school closure 

whichever occurs first, and are then 

transferred to the Area for one year, and 

then are transferred to the Thompson 

Learning Center, Lawrenceville, NJ, 

until destroyed. DDESS transcripts are 

stored at the school until destroyed. 

Panama transcripts are stored at the 

DoDEA Records Center at Fort Benning, 

Georgia, until destroyed. All other 

records included in this data base 

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24574 Federal Register / Vol. 72, No. 85 / Thursday, May 3, 2007 / Notices 

follow the disposition schedules of the 

following files: Health Record Files. Place in student 

record file upon transfer, withdrawal, or 

death of student. 

School Special Education Files. 

Destroy/Delete when 5 years old. Cut off 

on graduation, transfer, withdrawal or 

death of student. 

Ancillary Service Files. Transfer to 

student record file upon transfer, 

withdrawal, or death of student. 

Registration Card Files. Transfer 

current card to student record file upon 

graduation, transfer, withdrawal, or 

death of student. Supporting documents 

used to determine eligibility, such as 

sponsor’s orders, birth certificates, 

custody documents, housing documents 

(CONUS), and similar documents may 

be destroyed). A copy of current card is 

maintained in the student record file to 

authorize release of records. Destroy 

when superseded. Teacher Class Register Files. Destroy/ 

Delete when 1 year old. Cut off at end 

of school year. Master Student List Files. Destroy/ 

Delete when 25 years. Cut off at end of 

school year and retain in the CFA. Transcript Files. Maintain transcripts 

IAW School Student Record Files. 

Transcript Request Files. Destroy/ 

Delete when 2 years old. Cut off at end 

of school year. Secondary Report Card Files. Transfer 

to student record file upon TWD of 

student. 

Attendance and Discipline Files. 

Destroy/Delete when one year old. Cut 

off at end of school year. System Wide Assessment Files. 

Destroy after 6 years. Individual reports 

maintained with the student records 

shall be retained in accordance with the 

disposition instructions in FN 1005–06 

(School Student Record Files). 

School Mediation Agreement and 

Hearing Results Files. Destroy/Delete 

when 20 years old. Cut off after final 

decision. Retire OSD-related records to 

the FRC when 5 years old. Panama Student Records File. Destroy 

when 50 years old. Records stored at the 

schools; DoDEA Records Center, 7441 

Custer Road, Building 2670, Fort 

Benning, GA 31905; and Thompson 

Learning, Inc. (contractor) 2000 Lenox 

Drive, Lawrenceville, NJ 08648. Destroy 

when 50 years old. System manager(s) and address: 

Area school district system manager 

addresses may be obtained from the 

Office of the Director, DoDEA, 4040 

North Fairfax Drive, Arlington, VA 

22203–1634 or by visiting the Web site 

http://www.dodea.edu. 

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. 

Written requests for information 

should contain the full name, name 

used at time of school attendance, date 

of birth, identity and location of school 

attended, dates of attendance, and 

signature. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to 

information about themselves contained 

in this system 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 for access should 

contain the full name, name used at 

time of school attendance, date of birth, 

identity and location of school attended, 

dates of attendance, and signature. 

Parents or legal guardians of a student 

may be given access to the Children’s 

School Program Files records without 

regard to who has custody of the child, 

unless the child is age 18 or over, or a 

court has directed otherwise. 

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, school teachers, 

principals and administrators; 

counselors, medical personnel, parents/ 

guardians, occupational and physical 

therapists, testing materials and 

activities, other educational facilities, 

medical facilities, (examinations and 

assessments), military commanders, and 

installation activities. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. E7–8434 Filed 5–2–07; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[DOD–2007–OS–0040] 

Privacy Act of 1974; System of 

Records 

AGENCY: Office of the Secretary, DoD. 

ACTION: Notice to alter a system of 

records. 

SUMMARY: The Office of the Secretary of 

Defense is altering a system of records 

notices in its existing inventory of 

record systems subject to the Privacy 

Act of 1974, (5 U.S.C. 552a), as 

amended. 

DATES: This proposed action will be 

effective without further notice on June 

4, 2007, unless comments are received 

which result in a contrary 

determination. 

ADDRESSES: Send comments to the OSD 

Privacy Act Coordinator, Records 

Management Section, Washington 

Headquarters Services, 1155 Defense 

Pentagon, Washington, DC 20301–1155. 

FOR FURTHER INFORMATION CONTACT: Ms. 

Juanita Irvin at (703) 696–4940. 

SUPPLEMENTARY INFORMATION: The Office 

of the Secretary of Defense systems of 

records notices 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 address above. 

The proposed systems reports, as 

required by 5 U.S.C. 552a(r) of the 

Privacy Act of 1974, as amended, were 

submitted on April 24, 2007, to the 

House Committee on Oversight and 

Government Reform, the Senate 

Committee on Homeland Security and 

Governmental Affairs, 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 27, 2007. 

L.M. Bynum, 

Alternative OSD Federal Register Liaison 

Officer, Department of Defense. 

DWHS SPM002 

Pentagon Parking/National Capital 

Region Transit Subsidy Program 

(August 30, 2000, 65 FR 52706). 

CHANGES: 

SYSTEM IDENTIFIER: 

Delete entry and replace with ‘‘DWHS 

D01’’. 

* * * * * 

SYSTEM

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