Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 24001 

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 of 1974, these 

records may specifically be disclosed 

outside the DoD as a routine use 

pursuant to 5 U.S.C. 552a(b)(3) as 

follows: 

The DoD ‘‘Blanket Routine Uses’’ 

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. 

RETRIEVABILITY: 

Retrieved by name of requester and 

other pertinent information, such as 

subject material describing the MDR 

item (including date), or any 

combination of fields. 

SAFEGUARDS: 

Records are maintained in a secure, 

limited access, and monitored work 

area. Physical entry by unauthorized 

persons is restricted by the use of locks, 

guards, and administrative procedures. 

Access to personal information is 

restricted to those who require the 

records in the performance of their 

official duties. All personnel whose 

official duties require access to the 

information are trained in the proper 

safeguarding and use of the information, 

and receive both annual Information 

Assurance Awareness and Privacy Act 

training. 

RETENTION AND DISPOSAL: 

Mandatory review for declassification 

requests files. 

(1) Records granting access to all the 

requested records are destroyed 2 years 

after date of reply. 

(2) Requests responding to 

nonexistent records; to requesters who 

provide inadequate descriptions; and to 

those who fail to pay agency 

reproduction fees (requests not appealed 

are destroyed 2 years after date of reply; 

requests appealed are destroyed 4 years 

after final determination by agency. 

(3) Records denying access to all or 

part of the records requested (requests 

not appealed are destroyed 5 years after 

date of reply; requests appealed are 

destroyed 4 years after final 

determination by agency). 

Mandatory review for declassification 

appeals files are destroyed 4 years after 

final determination by agency. 

Mandatory review for declassification 

control files. Registers or listings are 

destroyed 5 years after date. Other files 

are destroyed 5 years after final action 

by the agency. 

Mandatory review for declassification 

reports files are destroyed when 2 years 

old. 

Mandatory review for declassification 

administrative files are destroyed when 

2 years old. 

SYSTEM MANAGER(S) AND ADDRESS: 

Director, DLA Intelligence, 8725 John 

J Kingman Road, Suite 3533, Fort 

Belvoir, VA 22060–6221. 

NOTIFICATION PROCEDURE: 

Individuals seeking to determine 

whether information about themselves 

is contained in this system of records 

should address written inquiries to the 

DLA HQ FOIA/Privacy Act Office, 

Defense Logistics Agency Headquarters, 

Attn: DGA, 8725 John J. Kingman Road, 

Suite 1644, Fort Belvoir, VA 22060– 

6221. 

Written requests should include the 

name and number of this system of 

records notice along with the 

individual’s name and address at the 

time the record would have been 

created and be signed. 

RECORD ACCESS PROCEDURES: 

Individuals seeking access to 

information about themselves contained 

in this system of records should address 

written inquiries to the DLA HQ FOIA/ 

Privacy Act Office, Defense Logistics 

Agency Headquarters, Attn: DGA, 8725 

John J. Kingman Road, Suite 1644, Fort 

Belvoir, VA 22060–6221. 

Written requests should include the 

name and number of this system of 

records notice along with the 

individual’s name and address at the 

time the record would have been 

created and be signed. 

CONTESTING RECORD PROCEDURES: 

The DLA rules for accessing records, 

for contesting contents, and appealing 

initial agency determinations are 

contained in 32 CFR part 323, or may 

be obtained from the DLA HQ FOIA/ 

Privacy Act Office, Defense Logistics 

Agency Headquarters, Attn: DGA, 8725 

John J. Kingman Road, Suite 1644, Fort 

Belvoir, VA 22060–6221. 

RECORD SOURCE CATEGORIES: 

The subject individual. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. 2011–10368 Filed 4–28–11; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[Docket ID DOD–2011–OS–0047] 

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 proposes to alter a system of 

records in its inventory of record 

systems subject to the Privacy Act of 

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

DATES: This proposed action would be 

effective without further notice on May 

31, 2011 unless comments are received 

which result in a contrary 

determination. 

ADDRESSES: You may submit comments, 

identified by docket number and/ 

Regulatory Information Number (RIN) 

and title, by any of the following 

methods: 

* Federal Rulemaking Portal:http:// 

www.regulations.gov. Follow the 

instructions for submitting comments. 

* Mail: Federal Docket Management 

System Office, 1160 Defense Pentagon, 

OSD Mailroom 3C843, Washington, DC 

20301–1160. 

Instructions: All submissions received 

must include the agency name and 

docket number or Regulatory 

Information Number (RIN) for this 

Federal Register document. The general 

policy for comments and other 

submissions from members of the public 

is to make these submissions available 

for public viewing on the Internet at 

http://www.regulations.gov as they are 

received without change, including any 

personal identifiers or contact 

information. 

FOR FURTHER INFORMATION CONTACT: Ms. 

Cindy Allard at (703) 588–6830, or 

Chief, OSD/JS Privacy Office, Freedom 

of Information Directorate, Washington 

Headquarters Services, 1155 Defense 

Pentagon, Washington, DC 20301–1155. 

SUPPLEMENTARY INFORMATION: The Office 

of the Secretary of Defense 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 FOR

FURTHER INFORMATION CONTACT address 

above. 

The proposed system report, as 

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

Privacy Act of 1974, as amended, was 

submitted on April 22, 2011, to the 

House Committee on Oversight and 

Government Reform, the Senate 

Committee on Governmental Affairs, 


srobinson on DSKHWCL6B1PROD with NOTICES
24002 Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 

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 25, 2011. 

Morgan F. Park, 

Alternate OSD Federal Register Liaison 

Officer, Department of Defense. 

DoDEA 26 

SYSTEM NAME: 

Department of Defense Education 

Activity Educational Records (May 3, 

2007, 72 FR 24572). 

CHANGES: 

* * * * * 

SYSTEM LOCATION: 

Delete entry and replace with 

‘‘Primary location: Department of 

Defense Education Activity (DoDEA) 

Headquarters office, 4040 North Fairfax 

Drive, Arlington, VA 22203–1634. 

SECONDARY LOCATIONS: 

Director, Department of Defense 

Dependent Schools Pacific, Unit 35007, 

APO AP 96376–5007. 

Director, Department of Defense 

Dependent Schools Europe, Unit 29649, 

Box 7000, APO AE 09002–7000. 

Domestic Dependent Elementary and 

Secondary Schools Service Center, 700 

Westpark Drive, 3rd Floor, Peachtree 

City, GA 30269–3554. 

Decentralized records are also held at 

local DoD schools. A list of complete 

addresses for a specific area (Pacific, 

Europe or Domestic) may be obtained by 

writing to the appropriate office above.’’ 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Delete entry and replace with 

‘‘Current and former students enrolled 

in schools operated or funded by 

DoDEA, world-wide.’’ 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Delete entry and replace with ‘‘The 

records described in this notice consist 

of elementary school and secondary 

school records that pertain directly to 

individual students enrolled or formerly 

enrolled in DoDEA schools; to include 

the former Panama schools and Panama 

college; and school-based programs 

funded by DoDEA. Data elements for all 

records generally include student name 

and unique student identifier. 

CONTEMPORARY SCHOOL FILES: 

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, 

school disciplinary investigation files, 

student consequences (punishments), 

and similar related information. 

Health Record Files. Student 

immunization records, parental 

permission forms, screening results, 

sports physicals, physician referrals, 

medication instructions, consent forms, 

pertinent family medical history, 

psychological or mental health and 

physical assessments and evaluation 

reports, and/or 504 Accommodation 

Plans relating to medical or physical 

disabilities. 

School Ancillary Service Files. Nonspecial education supplemental student 

services, such as the Gifted Program; 

English as a Second Language (ESL); 

Compensatory Education; Reading 

Improvement; and student counseling 

and guidance. Records include 

consultation and referrals, individual 

student responses to 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 similar related 

information. 

School Mediation Agreement and 

Hearing Results Files. Material on 

mediations (limited to records of 

agreements) and hearings other than 

those filed in another individual student 

file such as, a special education file. 

School Special Education Files. 

Student special education programs 

referrals and referral forms; samples of 

student’s work; Individualized 

Education Programs and Individualized 

Family Service Plans; Case Study 

Committee, test results and protocols; 

disciplinary records, behavior plans and 

related information; assessment and 

evaluation reports; correspondence 

between teachers, service providers 

and/or parents; and cross-reference 

location information; related serviceprovider reports; teacher notes relevant 

to the child’s special education program 

or needs; results of special education 

administration hearings; and similar 

related information. 

School Student Record Files. 

Information includes student name, 

Social Security Number (SSN), unique 

student identifier, enrollment forms and 

documentation, date of birth, 

citizenship, photos, passport numbers 

and expiration dates (for high school 

students only), student performance, 

achievements and recognition 

(academic, citizenship, and athletic), 

standardized achievement test scores 

and grades, classroom and course 

grades, reading records, letters of 

recommendation, parental 

correspondence, 504 Accommodation 

Plans and similar individual student 

records, and information contained in 

the student files listed below; records of 

individual student’s sponsor’s, 

including sponsor’s SSN, permanent 

duty address, residence, emergency 

contact information, parental consents 

and permissions; and similar related 

records. 

Student Administrative Files. 

Information pertaining to student 

involvement in administrative actions 

such as, serious incident reports, 

military reports, investigations, 

compliance reports and similar 

documents when retrieved by the 

students name or personal identifier. 

Student Record Request and 

Disclosure Files. Records reflecting 

individual written requests for access to 

school files, parent/student consent 

authorizing disclosure of school files to 

other individuals or organizations, and 

records of disclosure of school files 

when no parent/student consent is 

required. 

HISTORICAL SCHOOL FILES: 

Transcript Files. Information consists 

solely of a student’s secondary schools 

or Panama College permanent records 

(transcripts) reflecting student name and 

SSN, unique student ID, grades, course 

titles, credits, and similar data.’’ 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Delete entry and replace with ‘‘10 

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

U.S.C. 2164, Department of Defense 

Domestic Dependent Elementary and 

Secondary Schools; 20 U.S.C. 921–932, 

Overseas Defense Dependent’s 

Education; 29 U.S.C. 794, 

Nondiscrimination under Federal 

Grants and Programs; DoD Directive 

1342.20, Department of Defense 

Education Activity (DoDEA); DoD 

Directive 1020.1, Nondiscrimination on 

the Basis of Handicap in Programs and 

Activities Conducted by the Department 

of Defense; and E.O. 9397 (SSN), as 

amended.’’ 

PURPOSE(S): 

Delete entry and replace with ‘‘To 

maintain educational records necessary 

to operate a global educational program 

for authorized students ages 3–21, 

inclusive. Records may be used to 

determine enrollment eligibility and 

tuition status; 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, 


srobinson on DSKHWCL6B1PROD with NOTICES
Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 24003 

accomplishments, and discipline; 

develop an appropriate educational 

program, services and placement; 

provide information for enrollment and 

student financial aid for post-DoDEA 

education; obtain and preserve school 

academic and athletic accreditation; to 

provide directory information to 

military recruiters; to make emergency 

contact as necessary; protect student 

health and welfare; and to perform other 

related authorized educational duties as 

required. Also used as a management 

tool for statistical analysis, tracking, 

reporting, evaluating program 

effectiveness, and conducting research.’’ 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Delete entry and replace with ‘‘In 

addition to those disclosures generally 

permitted under 5 U.S.C.552a(b) of the 

Privacy Act of 1974, these records 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 of 

the school, when the child is enrolled 

in the school or receiving services from 

the school at DoD expense, so long as 

the disclosure is for purposes related to 

the student’s enrollment or receipt of 

services. 

To public or private entities in 

connection with financial aid the 

student has received or for which the 

student has applied, if the information 

is necessary to determine the student’s 

eligibility for, or the amount of, or the 

conditions of the aid. 

To appropriate parties, including 

parents of a student age 18 or over, in 

connection with an emergency if 

knowledge of the information is 

necessary to protect the health or safety 

of the student or other students; and to 

teachers and school officials in non-DoD 

schools who have been determined to 

have a legitimate educational interest in 

the student, provided that the official 

making the disclosure maintains a 

record that documents the articulable 

and significant threat to the health or 

safety of a student or other individuals 

that formed the basis of the disclosure 

and identifies the parties to whom the 

information was disclosed. 

To accrediting organizations to carry 

out their accrediting functions. 

To State and local social service 

offices relative to law enforcement 

inquiries and investigations and child 

placement/support proceedings. 

The DoD ‘Blanket Routine Uses’ set 

forth at the beginning of the Office of 

the Secretary of Defense (OSD) 

compilation of systems of records 

notices also apply to this system.’’ 

* * * * * 

SAFEGUARDS: 

Delete entry and replace with ‘‘Access 

is provided on a ‘need-to-know’ basis 

and to authorized, authenticated 

personnel only. Records are maintained 

in controlled access rooms or areas. 

Computer terminal access is controlled 

by use of Common Access Card (CAC) 

or 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: 

Delete entry and replace with 

‘‘Contemporary School Files: 

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. 

ATTENDANCE AND DISCIPLINE FILES: 

Cut off at end of school year. Destroy/ 

delete when one year old. 

HEALTH RECORD FILES: 

Place in student record file upon 

transfer, withdrawal or death of student. 

SCHOOL ANCILLARY SERVICE FILES: 

Transfer to student record file upon 

graduation, transfer, withdrawal or 

death of student. 

SCHOOL MEDIATION AGREEMENT AND HEARING

RESULTS FILES: 

Cut off after final decision. Destroy/ 

delete when 20 years old. 

SCHOOL SPECIAL EDUCATION FILES: 

Cut off on graduation, transfer, 

withdrawal, or death of student. 

Destroy/delete when 5 years old. 

STUDENT ADMINISTRATIVE FILES: 

Cut off at end of school year or upon 

year student transfers. Destroy after 

1 year unless needed for further 

reference. 

Student Record Request and 

Disclosure Files. 

Cut off at end of school year. Destroy/ 

delete when 2 years old. 

HISTORICAL SCHOOL FILES: 

Transcripts. Secondary Schools and 

Panama college transcripts will be cut 

off upon transfer, withdrawal, or death 

of student. Secondary transcript files are 

destroyed when 50 years old.’’ 

SYSTEM MANAGER(S) AND ADDRESS: 

Delete entry and replace with ‘‘Area 

school district system manager 

addresses may be obtained from the 

Office of the Director, Department of 

Defense Education Activity, 4040 North 

Fairfax Drive, Arlington, VA 22203– 

1634.’’ 

NOTIFICATION PROCEDURE: 

Delete entry and replace with 

‘‘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 must contain the full 

name and signature of the requester. 

When the requester is not the student, 

state the requester’s relationship to the 

student and include a student’s written 

authorization to disclose the 

information or evidence of the parental/ 

legal relationship that establishes the 

parent’s or legal guardian’s right to 

access that information such as a 

certified copy of a court order, or 

sufficient information about the 

requester (SSN, unique student 

identifier, date of birth) to permit 

DoDEA to verify custody through the 

Defense Enrollment Eligibility Reporting 

System. 

The request must state the name used 

by the student at the time of school 

attendance, the student’s birth date, 

name, and location of the school(s) 

attended, and the approximate dates of 

attendance.’’ 

RECORD ACCESS PROCEDURES: 

Delete entry and replace with 

‘‘Parents/legal guardians and personnel 

acting as a parent, pursuant to 

appointment by competent authority in 

the absence of a parent or legal 

guardian, are authorized access to the 

student records of their ‘‘dependent’’ 

student, as defined in DoD Joint Travel 

Regulation, Volume 2, Appendix A (JTR 

V. 2, App. A). Access is afforded to 

either parent, unless DoDEA is provided 

with evidence that there is a court order 

such as, but not limited to, a divorce, 

separation, adoption or custody decree, 

that specifically revokes these rights. 

While a student is currently enrolled 

in a DoDEA school, the student or the 

student’s parent/legal guardian, and 

individuals in overseas areas designated 

as temporary foster parents, may access 

their student’s records maintained at the 


srobinson on DSKHWCL6B1PROD with NOTICES
24004 Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 

student’s school by making a request for 

such access to the student’s teachers, 

registrars and administrators, in 

accordance with the procedures 

established at the school, or may request 

access in writing according to the 

instructions below. 

Individuals may submit written 

requests for access to student 

information about themselves, and 

parents/legal guardians of dependent 

children may submit written requests 

about their children to the appropriate 

Area or District Records Systems 

Managers, or to the Privacy Act Officer, 

Department of Defense Education 

Activity, 4040 North Fairfax Drive, 

Arlington, VA 22203–1635. 

Written requests must contain the full 

name and signature of the requester. 

When the requester is not the student, 

state the requester’s relationship to the 

student and include a student’s written 

authorization to disclose the 

information or evidence of the parental/ 

legal relationship that establishes the 

parent’s or legal guardian’s right to 

access that information such as, a 

certified copy of a court order, or 

sufficient information about the 

requester (SSN, unique student 

identifier, date of birth) to permit 

DoDEA to verify custody through the 

Defense Enrollment Eligibility Reporting 

System. The request must also state the 

name used by the student at the time of 

school attendance, the student’s birth 

date, the name, and location of the 

school(s) attended, and the approximate 

dates of attendance.’’ 

* * * * * 

RECORD SOURCE CATEGORIES: 

Delete entry and replace with 

‘‘Individuals; parents/guardians, DoDEA 

staff, including school teachers, 

principals and administrators, 

counselors, occupational and physical 

therapists, and other educational service 

providers; service providers; other 

educational facilities; medical facilities 

and personnel; military commands; and 

members of and activities in the 

community.’’ 

* * * * * 

DoDEA 26 

SYSTEM NAME: 

Department of Defense Education 

Activity Educational Records. 

SYSTEM LOCATION: 

PRIMARY LOCATION: 

Department of Defense Education 

Activity (DoDEA) Headquarters office, 

4040 North Fairfax Drive, Arlington, VA 

22203–1634. 

SECONDARY LOCATIONS: 

Director, Department of Defense 

Dependent Schools Pacific, Unit 35007, 

APO AP 96376–5007. 

Director, Department of Defense 

Dependent Schools Europe, Unit 29649, 

Box 7000, APO AE 09002–7000. 

Domestic Dependent Elementary and 

Secondary Schools Service Center, 700 

Westpark Drive, 3rd Floor, Peachtree 

City, GA 30269–3554. 

Decentralized records are also held at 

local DoD schools. A list of complete 

addresses for a specific area (Pacific, 

Europe or Domestic) may be obtained by 

writing to the appropriate office above. 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Current and former students enrolled 

in schools operated or funded by 

DoDEA, world-wide. 

CATEGORIES OF RECORDS IN THE SYSTEM: 

The records described in this notice 

consist of elementary school and 

secondary school records that pertain 

directly to individual students enrolled 

or formerly enrolled in DoDEA schools; 

to include the former Panama schools 

and Panama college; and school-based 

programs funded by DoDEA. Data 

elements for all records generally 

include student name and unique 

student identifier. 

CONTEMPORARY SCHOOL FILES: 

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, 

school disciplinary investigation files, 

student consequences (punishments), 

and similar related information. 

Health Record Files. Student 

immunization records, parental 

permission forms, screening results, 

sports physicals, physician referrals, 

medication instructions, consent forms, 

pertinent family medical history, 

psychological or mental health and 

physical assessments and evaluation 

reports, and/or 504 Accommodation 

Plans relating to medical or physical 

disabilities. 

School Ancillary Service Files. Nonspecial education supplemental student 

services, such as the Gifted Program; 

English as a Second Language (ESL); 

Compensatory Education; Reading 

Improvement; and student counseling 

and guidance. Records include 

consultation and referrals, individual 

student responses to 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 similar related 

information. 

School Mediation Agreement and 

Hearing Results Files. Material on 

mediations (limited to records of 

agreements) and hearings other than 

those filed in another individual student 

file such as, a special education file. 

School Special Education Files. 

Student special education programs 

referrals and referral forms; samples of 

student’s work; Individualized 

Education Programs and Individualized 

Family Service Plans; Case Study 

Committee, test results and protocols; 

disciplinary records, behavior plans and 

related information; assessment and 

evaluation reports; correspondence 

between teachers, service providers 

and/or parents; and cross-reference 

location information; related serviceprovider reports; teacher notes relevant 

to the child’s special education program 

or needs; results of special education 

administration hearings; and similar 

related information. 

School Student Record Files. 

Information includes student name, 

Social Security Number (SSN), unique 

student identifier, enrollment forms and 

documentation, date of birth, 

citizenship, photos, passport numbers 

and expiration dates (for high school 

students only), student performance, 

achievements and recognition 

(academic, citizenship, and athletic), 

standardized achievement test scores 

and grades, classroom and course 

grades, reading records, letters of 

recommendation, parental 

correspondence, 504 Accommodation 

Plans and similar individual student 

records, and information contained in 

the student files listed below; records of 

individual student’s sponsor’s, 

including sponsor’s SSN, permanent 

duty address, residence, emergency 

contact information, parental consents 

and permissions; and similar related 

records. 

Student Administrative Files. 

Information pertaining to student 

involvement in administrative actions, 

such as, serious incident reports, 

military reports, investigations, 

compliance reports and similar 

documents when retrieved by the 

students name or personal identifier. 

Student Record Request and 

Disclosure Files. Records reflecting 

individual written requests for access to 

school files, parent/student consent 

authorizing disclosure of school files to 

other individuals or organizations, and 

records of disclosure of school files 

when no parent/student consent is 

required. 


srobinson on DSKHWCL6B1PROD with NOTICES
Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 24005 

HISTORICAL SCHOOL FILES: 

Transcript Files. Information consists 

solely of a student’s secondary schools 

or Panama College permanent records 

(transcripts) reflecting student name and 

SSN, unique student ID, grades, course 

titles, credits, and similar data. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

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

10 U.S.C. 2164, Department of Defense 

Domestic Dependent Elementary and 

Secondary Schools; 20 U.S.C. 921–932, 

Overseas Defense Dependent’s 

Education; 29 U.S.C. 794, 

Nondiscrimination under Federal 

Grants and Programs; DoD Directive 

1342.20, Department of Defense 

Education Activity (DoDEA); DoD 

Directive 1020.1, Nondiscrimination on 

the Basis of Handicap in Programs and 

Activities Conducted by the Department 

of Defense; and E.O. 9397 (SSN), as 

amended. 

PURPOSE(S): 

To maintain educational records 

necessary to operate a global 

educational program for authorized 

students ages 3–21, inclusive. Records 

may be used to determine enrollment 

eligibility and tuition status; 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, 

accomplishments, and discipline; 

develop an appropriate educational 

program, services and placement; 

provide information for enrollment and 

student financial aid for post-DoDEA 

education; obtain and preserve school 

academic and athletic accreditation; to 

provide directory information to 

military recruiters; to make emergency 

contact as necessary; protect student 

health and welfare; and to perform other 

related authorized educational duties as 

required. Also used as a management 

tool for statistical analysis, tracking, 

reporting, evaluating program 

effectiveness, and conducting research. 

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 of 1974, these 

records 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 of 

the school, when the child is enrolled 

in the school or receiving services from 

the school at DoD expense, so long as 

the disclosure is for purposes related to 

the student’s enrollment or receipt of 

services. 

To public or private entities in 

connection with financial aid the 

student has received or for which the 

student has applied, if the information 

is necessary to determine the student’s 

eligibility for, or the amount of, or the 

conditions of the aid. 

To appropriate parties, including 

parents of a student age 18 or over, in 

connection with an emergency if 

knowledge of the information is 

necessary to protect the health or safety 

of the student or other students; and to 

teachers and school officials in non-DoD 

schools who have been determined to 

have a legitimate educational interest in 

the student, provided that the official 

making the disclosure maintains a 

record that documents the articulable 

and significant threat to the health or 

safety of a student or other individuals 

that formed the basis of the disclosure 

and identifies the parties to whom the 

information was disclosed. 

To accrediting organizations to carry 

out their accrediting functions. 

To State and local social service 

offices relative to law enforcement 

inquiries and investigations and child 

placement/support proceedings. 

The DoD ’Blanket Routine Uses’ set 

forth at the beginning of the Office of 

the Secretary of Defense (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 file folders and electronic 

storage media. 

RETRIEVABILITY: 

By student surname, 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 use of Common 

Access Card (CAC) or 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: 

CONTEMPORARY SCHOOL FILES: 

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. 

ATTENDANCE AND DISCIPLINE FILES: 

Cut off at end of school year. Destroy/ 

delete when one year old. 

HEALTH RECORD FILES: 

Place in student record file upon 

transfer, withdrawal or death of student. 

SCHOOL ANCILLARY SERVICE FILES: 

Transfer to student record file upon 

graduation, transfer, withdrawal or 

death of student. 

SCHOOL MEDIATION AGREEMENT AND HEARING

RESULTS FILES: 

Cut off after final decision. Destroy/ 

delete when 20 years old. 

SCHOOL SPECIAL EDUCATION FILES: 

Cut off on graduation, transfer, 

withdrawal, or death of student. 

Destroy/delete when 5 years old. 

STUDENT ADMINISTRATIVE FILES: 

Cut off at end of school year or upon 

year student transfers. Destroy after 1 

year unless needed for further reference. 

STUDENT RECORD REQUEST AND DISCLOSURE

FILES: 

Cut off at end of school year. Destroy/ 

delete when 2 years old. 

HISTORICAL SCHOOL FILES: 

Transcripts. Secondary Schools and 

Panama college transcripts will be cut 

off upon transfer, withdrawal, or death 

of student. Secondary transcript files are 

destroyed when 50 years old. 

SYSTEM MANAGER(S) AND ADDRESS: 

Area school district system manager 

addresses may be obtained from the 

Office of the Director, Department of 

Defense Education Activity, 4040 North 

Fairfax Drive, Arlington, VA 22203– 

1634. 

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. 


srobinson on DSKHWCL6B1PROD with NOTICES
24006 Federal Register / Vol. 76, No. 83 / Friday, April 29, 2011 / Notices 

Written requests must contain the full 

name and signature of the requester. 

When the requester is not the student, 

state the requester’s relationship to the 

student and include a student’s written 

authorization to disclose the 

information or evidence of the parental/ 

legal relationship that establishes the 

parent’s or legal guardian’s right to 

access that information such as, a 

certified copy of a court order, or 

sufficient information about the 

requester (SSN, unique student 

identifier, date of birth) to permit 

DoDEA to verify custody through the 

Defense Enrollment Eligibility Reporting 

System. 

The request must state the name used 

by the student at the time of school 

attendance, the student’s birth date, 

name, and location of the school(s) 

attended, and the approximate dates of 

attendance. 

RECORD ACCESS PROCEDURES: 

Parents/legal guardians and personnel 

acting as a parent, pursuant to 

appointment by competent authority in 

the absence of a parent or legal 

guardian, are authorized access to the 

student records of their ‘‘dependent’’ 

student, as defined in DoD Joint Travel 

Regulation, Volume 2, Appendix A (JTR 

V. 2, App. A). Access is afforded to 

either parent, unless DoDEA is provided 

with evidence that there is a court order, 

such as, but not limited to, a divorce, 

separation, adoption or custody decree, 

that specifically revokes these rights. 

While a student is currently enrolled 

in a DoDEA school, the student or the 

student’s parent/legal guardian, and 

individuals in overseas areas designated 

as temporary foster parents, may access 

their student’s records maintained at the 

student’s school by making a request for 

such access to the student’s teachers, 

registrars and administrators, in 

accordance with the procedures 

established at the school, or may request 

access in writing according to the 

instructions below. 

Individuals may submit written 

requests for access to student 

information about themselves, and 

parents/legal guardians of dependent 

children may submit written requests 

about their children to the appropriate 

Area or District Records Systems 

Managers, or to the Privacy Act Officer, 

Department of Defense Education 

Activity, 4040 North Fairfax Drive, 

Arlington, VA 22203–1635. 

Written requests must contain the full 

name and signature of the requester. 

When the requester is not the student, 

state the requester’s relationship to the 

student and include a student’s written 

authorization to disclose the 

information or evidence of the parental/ 

legal relationship that establishes the 

parent’s or legal guardian’s right to 

access that information such as, a 

certified copy of a court order, or 

sufficient information about the 

requester (SSN, unique student 

identifier, date of birth) to permit 

DoDEA to verify custody through the 

Defense Enrollment Eligibility Reporting 

System. The request must also state the 

name used by the student at the time of 

school attendance, the student’s birth 

date, the name, and location of the 

school(s) attended, and the approximate 

dates of attendance. 

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; parents/guardians, 

DoDEA staff, including school teachers, 

principals and administrators, 

counselors, occupational and physical 

therapists, and other educational service 

providers; service providers; other 

educational facilities; medical facilities 

and personnel; military commands; and 

members of and activities in the 

community. 

EXEMPTIONS CLAIMED FOR THE SYSTEM: 

None. 

[FR Doc. 2011–10369 Filed 4–28–11; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF EDUCATION 

Notice of Proposed Information 

Collection Requests 

AGENCY: Department of Education (ED). 

ACTION: Notice of proposed information 

collection requests. 

SUMMARY: The Director, Information 

Collection Clearance Division, Privacy, 

Information and Records Management 

Services, Office of Management, invites 

comments on the proposed information 

collection requests as required by the 

Paperwork Reduction Act of 1995. 

DATES: An emergency review has been 

requested in accordance with the Act 

(44 U.S.C. Chapter 3507 (j)), since 

public harm is reasonably likely to 

result if normal clearance procedures 

are followed. Approval by the Office of 

Management and Budget (OMB) has 

been requested by May 5, 2011. A 

regular clearance process is also 

beginning. Interested persons are 

invited to submit comments on or before 

June 28, 2011. 

ADDRESSES: Written comments should 

be addressed to the Office of 

Information and Regulatory Affairs, 

Attention: Education Desk Officer, 

Office of Management and Budget, 725 

17th Street, NW., Room 10222, New 

Executive Office Building, Washington, 

DC 20503, be faxed to (202) 395–5806 or 

e-mailed to 

oira_submission@omb.eop.gov with a 

cc: to ICDocketMgr@ed.gov. 

SUPPLEMENTARY INFORMATION: Section 

3506 of the Paperwork Reduction Act of 

1995 (44 U.S.C. Chapter 35) requires 

that the Director of OMB provide 

interested Federal agencies and the 

public an early opportunity to comment 

on information collection requests. The 

Office of Management and Budget 

(OMB) may amend or waive the 

requirement for public consultation to 

the extent that public participation in 

the approval process would defeat the 

purpose of the information collection, 

violate State or Federal law, or 

substantially interfere with any agency’s 

ability to perform its statutory 

obligations. The Director, Information 

Collection Clearance Division, Privacy, 

Information and Records Management 

Services, Office of Management, 

publishes this notice containing 

proposed information collection 

requests at the beginning of the 

Departmental review of the information 

collection. Each proposed information 

collection, grouped by office, contains 

the following: (1) Type of review 

requested, e.g., new, revision, extension, 

existing or reinstatement; (2) Title; (3) 

Summary of the collection; (4) 

Description of the need for, and 

proposed use of, the information; (5) 

Respondents and frequency of 

collection; and (6) Reporting and/or 

Recordkeeping burden. ED invites 

public comment. 

The Department of Education is 

especially interested in public comment 

addressing the following issues: (1) Is 

this collection necessary to the proper 

functions of the Department; (2) will 

this information be processed and used 

in a timely manner; (3) is the estimate 

of burden accurate; (4) how might the 

Department enhance the quality, utility, 

and clarity of the information to be 

collected; and (5) how might the 

Department minimize the burden of this 

collection on respondents, including 

through the use of information 

technology. 


srobinson on DSKHWCL6B1PROD with NOTICES