[Federal Register Volume 62, Number 199 (Wednesday, October 15, 1997)]
[Notices]
[Pages 53598-53601]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-27153]


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DEPARTMENT OF DEFENSE

Department of the Air Force


Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DOD.
ACTION: Notice to amend record systems.

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SUMMARY: The Department of the Air Force proposes to amend four systems 
of records notices in its inventory of records systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on November 
14, 1997, unless comments are received that would result in a contrary 
determination.
ADDRESSES: Send comments to the Air Force Access Programs Manager, 
Headquarters, Air Force Communications and Information Center/ITC, 1250 
Air Force Pentagon, Washington, DC 20330-1250.
FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 697-8674 or 
DSN 227-8674.
SUPPLEMENTARY INFORMATION: The Department of the Air Force notices for 
systems of records 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 (5 U.S.C. 552a), as amended, which would require 
the submission of a new or altered system report for each system. The 
specific changes to the records systems being amended are set forth 
below followed by the notices as amended, published in their entirety.
    Dated: October 8, 1997.

L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F036 USAFA C

system name:
    Prospective Instructor Files (June 11, 1997, 62 FR 31793).

changes:
* * * * *

system name:
    Change system name to `Prospective Instructor Files (Officer, 
Enlisted Special Duty)'.
* * * * *

storage:
    Delete entry and replace with `Maintained in file folders, in 
computers data bases, and on computer output products.'
* * * * *

system manager(s) and address:
    Delete entry and replace with `Deputy Chief of Staff for Personnel, 
2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020;
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.'
* * * * *
F036 USAFA C

System name:
    Prospective Instructor Files (Officer, Enlisted Special Duty).

System location:
    Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, 
U.S. Air Force Academy, CO 80840-5020;
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Categories of individuals covered by the system:
    Military personnel applying for instructor duty at the Air Force 
Academy.

Categories of records in the system:
    Copy of Application for Instructor Duty; college transcripts; past 
Officer Effectiveness Reports; Officer Uniform Assignment Brief which 
may contain prior assignment information, aeronautical rating 
information, general personnel data including security clearance, date 
of birth, marital status, and promotion dates; correspondence between 
individual and department; evaluations on individual's suitability, and 
record of personal interview.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter 
903, U.S. Air Force Academy.

Purpose(s):
    Used to determine qualification, availability and location of 
potential instructors.

Routine uses of records maintained in the system, including categories 
of users and the purpose 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:
    The `Blanket Routine Uses' published at the beginning of the Air 
Force's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Maintained in file folders, in computers data bases, and on 
computer output products.

Retrievability:
    Retrieved by name.

Safeguards:
    Records are accessed by person(s) responsible for servicing the 
record system in performance of their official duties and by authorized 
personnel who are properly screened and cleared for need-to-know. 
Records are stored in locked rooms and cabinets. Those in computer 
storage devices are protected by computer system software.

[[Page 53599]]

Retention and disposal:
    Retained in office files until superseded, obsolete, or no longer 
needed for reference. Records are destroyed by tearing into pieces, 
shredding, pulping, macerating, or burning. Computer records are 
destroyed by degaussing or overwriting.

System manager(s) and address:
    Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, 
U.S. Air Force Academy, CO 80840-5020;
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
or visit the Deputy Chief of Staff for Personnel, 2304 Cadet Drive, 
Suite 317, U.S. Air Force Academy, CO 80840-5020; or the
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200; or the
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to or visit the Deputy 
Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air 
Force Academy, CO 80840-5020; or the
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200; or the
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Contesting record procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record source categories:
    Information obtained from the individual, previous employers, 
educational institutions and source documents such as reports.

Exemptions claimed for the system:
    None.
F036 USAFA D

system name:
    Class Committee Products (June 11, 1997, 62 FR 31793).

changes:
* * * * *

categories of records in the system:
    Delete entry and replace with `List of cadets academically 
deficient at progress reports; provides grades, instructor comment 
cards, military order of merit and other military and entrance data on 
cadets meeting committees; reports committee decisions and includes 
worksheets with coded recommendations to the Academy Board at the end 
of the semester.'
* * * * *

storage:
    Delete entry and replace with `Maintained in visible file binders/
cabinets, electronically in the Cadet Administrative Management 
Information System (CAMIS) data base and on computer output products.'
* * * * *
F036 USAFA D

System name:
    Class Committee Products.

System location:
    U.S. Air Force Academy, CO 80840-5000.

Categories of individuals covered by the system:
    Air Force Academy cadets.

Categories of records in the system:
    List of cadets academically deficient at progress reports; grades, 
instructor comment cards, military order of merit and other military 
and entrance data on cadets meeting committees; reports committee 
decisions and includes worksheets with coded recommendations to the 
Academy Board at the end of the semester.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter 
903, U.S. Air Force Academy.

Purpose(s):
    Provides data on academically deficient cadets to Academic Review 
Committee who makes recommendations concerning cadets' future to the 
Academy Board.

Routine uses of records maintained in the system, including categories 
of users and the purpose 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:
    The `Blanket Routine Uses' published at the beginning of the Air 
Force's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Maintained in visible file binders/cabinets, electronically in the 
Cadet Administrative Management Information System (CAMIS) data base 
and on computer output products.

Retrievability:
    Retrieved by name.

Safeguards:
    Records are accessed by person(s) responsible for servicing the 
record system in performance of their official duties and by authorized 
personnel who are properly screened and cleared for need-to-know. 
Records are stored in locked rooms, cabinets, and in computer storage 
devices protected by computer system software.

Retention and disposal:
    Destroyed one year after graduation or when purpose has been 
served, whichever is sooner. Destruction is by tearing into pieces, 
shredding, pulping, macerating, or burning. Computer records are 
destroyed by degaussing or overwriting.

System manager(s) and address:
    Dean of Faculty, U.S. Air Force Academy, CO 80840-5000.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information on themselves should address written inquiries to 
or visit the Dean of Faculty, U.S. Air Force Academy, CO 80840-5000.

Record access procedures:
    Individuals seeking to access records about themselves contained in 
this system should address written requests to or visit the Dean of 
Faculty, U.S. Air Force Academy, CO 80840-5000.

Contesting record procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record source categories:
    Records are compiled from cadet grading and rating cycles.

Exemptions claimed for the system:
    None.

[[Page 53600]]

F036 USAFA F

system name:
    Military Performance Average (June 11, 1997, 62 FR 31793).

changes:
system location:
    Delete entry and replace with `Commander, 34th Training Wing, 2354 
Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260.'
* * * * *

storage:
    Delete entry and replace with `Maintained in paper form, in 
computer C-3 data base, and computer and computer output products.'
* * * * *
F036 USAFA F

System name:
    Military Performance Average.

System location:
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Categories of individuals covered by the system:
    Air Force Academy cadets.

Categories of records in the system:
    Rating forms used to compute Military Performance Average (MPA).

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903, 
U.S. Air Force Academy; and E.O. 9397 (SSN).

Purpose(s):
    To determine the semester and cumulative MPA for U.S. Air Force 
Academy Cadets as an input to the overall performance average. 
Identifies cadets for the Commandant's List and deficient cadets to be 
placed on aptitude probation, and consideration for disenrollment from 
the U.S. Air Force Academy.

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:
    Military performance information is released to the nominating 
official upon request in order to evaluate nominating procedures.
    The `Blanket Routine Uses' published at the beginning of the Air 
Force's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Maintained in paper form, in computer C-3 data base, and computer 
and computer output products.

Retrievability:
    Retrieved by name, Cadet Number, and Social Security Number.

Safeguards:
    Records are accessed by person(s) responsible for servicing the 
record system in performance of their official duties who are properly 
screened and cleared for need-to-know. Records are stored in locked 
cabinets or rooms and on computer storage devices protected by computer 
system software.

Retention and disposal:
    All MPA forms prepared by coaches, Officers in Charge (OICs), 
academic instructors and Air Officers Commanding (AOCs) are destroyed 
one year after close of rating cycle. MPA forms prepared by cadets are 
transferred to the Cadet Personnel Record where they are destroyed 90 
days after graduation.

System manager(s) and address:
    Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the Commander, 34th Training Wing, 2354 Fairchild Drive, 
Suite 5A10, U.S. Air Force Academy, CO 80840-6260.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, 
U.S. Air Force Academy, CO 80840-6260.

Contesting record procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record source categories:
    Information is obtained from coaches, OICs of cadet intercollegiate 
and extracurricular clubs and teams, academic instructors, AOCs, and 
the cadet chain of command.

Exemptions claimed for the system:
    None.
F036 USAFA G

system name:
    Instructor Academic Records (June 11, 1997, 62 FR 31793).

changes:
* * * * *

system location:
    Delete entry and replace with `Dean of Faculty, Headquarters, U.S. 
Air Force Academy, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.'
* * * * *

system manager(s) and address:
    Delete entry and replace with `Dean of Faculty, 2354 Fairchild 
Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.'
* * * * *
F036 USAFA G

System name:
    Instructor Academic Records.

System location:
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.

Categories of individuals covered by the system:
    Air Force Academy cadets and graduates.

Categories of records in the system:
    (1) Cadet information card.
    (2) Listings of all cadet academic schedules including final 
examination schedules; rosters of cadets, by course, taking final 
examinations; extra instruction or hospital instruction

[[Page 53601]]

schedules; rosters of cadets requesting permission to enroll in 
independent study, or authorized to drop or add course; listings of 
course rosters prepared for current semester showing individual's 
enrollment by course section; reports of reasons for cadet absences or 
lateness for academic causes; listings of cadets improperly registered 
in classes.
    (3) Themes, research papers, graded recitations, grade reviews, 
other graded work, laboratory reports, case studies, final and midterm 
examinations, turnout examinations, validation examinations, and graded 
reviews of courses in which no final examination is given.
    (4) Copies of academic schedules and grades, requests for academic 
waivers, documentation of academic difficulty, plans outlining courses 
that must be taken in order to graduate.
    (5) Graduate record examination scores, orders of merit scores, 
cumulative GPA scores, and panel commentaries.
    (6) Various cadet grade reports, cards and sheets used in auditing 
and distributing academic grades.

Authority for maintenance of the system:
    10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903, 
U.S. Air Force Academy; and E.O. 9397 (SSN).

Purpose(s):
    (1) Individual cards on cadets listing name, date of birth, Social 
Security Number, admission examination scores, course grades and 
instructor evaluations concerning aptitude, attitude, and performance 
are used by instructor to evaluate potential cadets for commissioned 
service and to evaluate potential cadets as future instructors.
    (2) Provides both cadets and instructors the schedules of classes 
and classrooms and an explanation for any deviation from these 
schedules and is used by the cadets and instructors to provide locator 
and scheduling information and to provide course offering information, 
to change current and future semester course enrollments, to reschedule 
cadets and establish criteria for resectioning cadets in their courses 
during the academic year.
    (3) Used in assigning grade scores to monitor progress of cadets 
throughout the academic year and to determine grades.
    (4) Used for counseling cadets on academic performance by the 
counselors and advisors. Assists the cadet in planning an academic 
program that will satisfy graduation requirements.
    (5) Used in the applications of graduates competing for the various 
fellowships and other post-graduate scholarships by Graduate 
Scholarship Committee.
    (6) Used in auditing and distributing academic grades and are 
compiled to determine a letter grade for each student in each course.

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:
    The `Blanket Routine Uses' published at the beginning of the Air 
Force's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Stored in card files, on computer magnetic tapes and printouts, and 
in file folders/notebooks/binders/visible files.

Retrievability:
    By name or Social Security Number of cadet.

Safeguards:
    Records are accessed by authorized person(s) responsible for 
servicing the record system in performance of their official duties. 
Records are stored in locked safes, file containers, cabinets or rooms 
and on computer storage devices protected by computer system software.

Retention and disposal:
    (1) Destroy after purpose has been served or 10 years after 
graduation, whichever is sooner.
    (2) Destroy at end of academic year or upon completed action, 
whichever is sooner.
    (3) Destroy 3 months after end of the semester in which 
administered or at the discretion of the course director, return to the 
cadet for retention as reference and study materials.
    (4) Same as (2) above.
    (5) Destroy when no longer needed.
    (6) Destroy when superseded or when purpose has been served, 
whichever is sooner.

System manager(s) and address:
    Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. 
Air Force Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to or visit 
the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force 
Academy, CO 80840-6200;
    Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, 
U.S. Air Force Academy, CO 80840-6264;
    Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air 
Force Academy, CO 80840-9500.

Contesting record procedures:
    The Air Force rules for accessing records, and for contesting 
contents and appealing initial agency determinations are published in 
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from 
the system manager.

Record source categories:
    Information obtained from source documents such as reports prepared 
on behalf of the AF by boards, committees, panels, auditors, and 
educational institutions, individual, instructors, automated system 
interfaces from course requisites.

Exemptions claimed for the system:
    None.
[FR Doc. 97-27153 Filed 10-14-97; 8:45 am]
BILLING CODE 5000-04-F