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U.S. Department of Education

U.S. Department of Education

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## Overview

Section 208 of the E-Government Act of 2002 helps to ensure that agencies put in place sufficient protections for the privacy of personal information in implementing a citizen-centered electronic government. It requires agencies to conduct Privacy Impact Assessments (PIAs) for information technology (IT) systems or projects that collect, maintain or disseminate information in identifiable form from or about members of the public or when initiating a new electronic collection of information in identifiable form for 10 or more persons (excluding agencies, instrumentalities, or employees of the federal government).

Among other things, the PIA process requires agencies to review what information is collected, why the information is collected, how the information will be used by the agency, with whom the information will be shared, and how the information is handled and secured when using IT to collect new information or when developing or buying new IT systems to handle collections of personally identifiable information. PIAs conducted for " major information systems," as defined in OMB Circular A-130 (Section 6.u.) and OMB Circular A-11 (section 300-4 (2003)), reflect more extensive analysis of the consequences of collection and flow of information, the alternatives to the collection and handling as designed, the appropriate measures to reduce risks identified for each alternative, and the rationale for the final design choice or business process.

In general, agencies are required to make PIAs publicly available through publication in the *Federal Register* or through posting on agency websites.

## Objectives

The objectives of a PIA include:
                -  Provide a tool to make informed policy and system design or procurement decisions based on an understanding of privacy risks and options available for mitigating these risks.
                -  Ensure that system and program managers are accountable for the proper handling of privacy issues.
                -  Establish a consistent format and structured process for analyzing both technical and legal compliance with applicable privacy laws and regulations, as well as accepted privacy policy.
                -  Provide basic documentation on the flow of personal information within systems for use and review by policy, program, and management staff; systems analysts; and security specialists.
                -  Provide the public with assurances that their personal information is protected.

## Privacy Impact Assessments

The following are official Privacy Impact Assessments (PIAs) of significant initiatives at the U.S. Department of Education (listed by Principal Office).

NOTE: if a PIA below indicates that it is "certified as valid," that means that, during a required review of the PIA, the system owner determined that the initial PIA was still accurate and valid, and did not need to be updated.

### Federal Student Aid (FSA)

                - Access and Identity Management System (AIMS)  (PDF, 610KB), June 1, 2023
                - Business Process Operations (BPO)  (PDF, 485KB), July 15, 2021
                - Central Processing System (CPS)  (PDF, 415KB), January 6, 2023
                - Common Origination and Disbursement (COD)  (PDF, 950KB), September 29, 2023
                - Conferences Web Site (CWS)  (PDF, 535KB), October 27, 2021
                - Debt Management and Collection System (DMCS)  (PDF, 570KB), December 22, 2021
                - Digital Customer Care  (PDF, 627KB), September 23, 2022
                - EDMedallia  (PDF, 545KB), May 18, 2022
                - Electronic Cohort Default Rate Appeals (eCDRA Appeals)  (PDF, 251KB), February 27, 2019
                - Enterprise Business Collaboration (EBC)  (PDF, 342KB), January 10, 2020
                - Enterprise Business Management System (EBMS)  (PDF, 1.3MB), December 8, 2023
                -  EZ Audit  (PDF,392KB), September 2, 2022
                - FAFSA Processing System  (PDF, 494K), December 14, 2023
                - Financial Management System (FMS)  (PDF, 740KB), May 17, 2021
                - Federal Student Aid Loan Servicing  (PDF, 845KB), February 13, 2024                   - Complete List of Federal Student Aid Loan Servicer  (MS Word, 32KB) 
                - Federal Tax Information (FTI) Student Aid Internet Gateway (SAIG)  (PDF, 530KB), October 31, 2023
                - FSA Partner Connect  (PDF, 560KB), December 14, 2020
                - Health Education Assistance Loans (HEAL) Online Processing System (HOPS)  (PDF, 462KB), December 18, 2023
                - Maximus Intelligent Virtual Assistant (EDMIVA)  (PDF, 661KB), January 18, 2024
                - myStudentAid  (PDF, 366KB), May 13, 2020
                - National Student Loan Data System (NSLDS)  (PDF, 565KB), May 25, 2022
                - National Student Loan Data System-New (NSLDS-New)  (PDF, 570KB), May 19, 2022
                - Person Authentication Service (PAS)  (PDF, 390KB), February 3, 2020
                -  Postsecondary Educational Participants System (PEPS)  (PDF, 615KB), November 3, 2022 
                - Student Aid Internet Gateway (SAIG)  (PDF, 89.6KB), April 2, 2020
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### Institute of Education Sciences (IES)

                - Connecting Adults to Success: Evaluation of Career Navigator Training (CATS)  (PDF, 820KB), October 26, 2023
                - DC Choice Program Evaluation  (PDF, 79KB), December 27, 2018
                - EDFacts  (PDF, 445KB), January 27, 2022
                - EDFacts 2.0  (PDF, 560KB), February 15, 2023
                -  IES Data Center (IESDC)  (PDF, 485KB), November 17, 2021
                - IES Predoctoral and Postdoctoral Fellows Survey  (PDF, 108.6KB), August 5, 2008
                - Impact Evaluation of Training in Multi-Tiered Systems of Support for Behavior  (MTSS-B) (PDF, 126KB), August 1, 2016; certified as valid  January 15, 2019  (PDF, 86KB)
                - Impact Evaluation of Departmentalized Instruction in Elementary Schools (PDF), September 12, 2018
                - Impact Study of Feedback for Teachers Based on Classroom Videos  (PDF, 83KB), October 3, 2017
                - National Assessment of Educational Progress (NAEP)  (PDF, 490KB), August 11, 2023
                - National Center for Education Statistics (NCES) Applications at RTI, April 4, 2022  (PDF, 585KB)
                - National Center for Education Statistics Longitudinal Data Collection System (NCESLS)  (PDF, 643KB)
                - National Longitudinal Transition Study 2012  (PDF, 238.2KB), December 19, 2012; certified as valid  March 22, 2018  (PDF, 78.KB).
                -  National Longitudinal Transition Study-2 (NLTS2)  (PDF, 94.5KB), November 3, 2009
                - Peer Review Information Management Online (PRIMO)  (PDF, 95.7KB), November 26, 2018
                -  Study of Teacher Preparation Experiences and Early Teacher Effectiveness  (PDF, 114.3KB), February 9, 2014; certified as valid  February 16, 2018  (PDF, 81.4KB).
                - Text Ed: Study of Text Messaging to Improve College Enrollment Rates Among Disadvantaged Adults  (PDF, 129KB), November 22, 2019

###  National Assessment Governing Board (NAGB)

                - National Assessment Governing Board Website (NAGBWEB)  (PDF, 650KB), May 10, 2023

###  Office of the Chief Information Officer (OCIO)

                - Adobe Sign  (PDF, 765KB), October 3, 2023
                - ED Cyber Data Lake (EDCDL)  (PDF, 600KB), November 30, 2021
                - Department of Education Contests  (PDF, 137.8KB), March 27, 2015, certified as valid  April 13, 2018  (PDF, 42KB)
                - Information Assurance Services Tools (IAST)  (PDF, 541KB), December 8, 2021
                - McAfee Data Loss Prevention System (DLP)  (PDF, 2.0MB), May 11, 2015
                - Non-GFE for Remote Access  (PDF, 103.3KB), May 26, 2015; certified as valid  January 5, 2018  (PDF, 34.4KB).
                -  Social Media Websites and Applications  (PDF, KB), May 1, 2011, certified as valid  April 13, 2018  (PDF, 102KB)

### Office of Communications and Outreach (OCO)

                - ED.gov Blogs  (PDF, 102.5KB), March 18, 2015; certified as valid  October 16, 2018  (PDF,59KB)
                - cVent Event Solutions  (PDF, 422.9KB), October 15, 2012; certified as valid  June 8, 2018  (PDF,46.0KB)
                - National Blue Ribbon Schools Program (BRSP)  (PDF, 524KB), March 18, 2022
                - OCO Contact Lists  (PDF, 156.7KB), August 9, 2012; certified as valid  September 12, 2018  (PDF, 42KB)
                - On-Line Application System (OLAS) for School Ambassador Fellows Program (SAF) , (PDF, 127KB) December 1, 2016 
                - Student Performing Arts Initiative (SPAI) , (PDF, 560KB) May 25, 2022 
                - WizeHive: Presidential Scholars Program (PSP) Workspace , (MS Word) May 22, 2019
                - Voluntary Student Engagement Form (V-SEF)  (PDF, 142KB), September 26, 2018

### Office for Civil Rights (OCR)

                - Case and Activity Management System (CAMS)  (PDF, 625KB), May 20, 2022
                - DocketScope  (PDF, 560KB), October 18, 2022
                - OCR Complaint Assessment System (OCRCAS)  (PDF, 558KB), December 11, 2020

### Office of Career, Technical and Adult Education (OCTAE)

                -  The LINCS Technology Project  (PDF, 1.3MB), January 11, 2022
                -  National Reporting System – Database (NRS RPT DB)  (PDF, 480KB), February 26, 2021
                -  National Reporting System Website for Technical Assistance (NRS WEB TA)  (PDF, 475KB), July 18, 2022
                -  Perkins Information Management System  (PDF, 575KB), November 24, 2021
                - Workforce Innovation and Opportunity Act (WIOA) State Plan Portal  (PDF, 329KB) May 18, 2022

### Office of Elementary and Secondary Education (OESE)

                -   Analytic and Data Support to States for 21st Century Community Learning Centers  (PDF, 525KB), June 7, 2022
                -  Charter Online Management and Performance System (COMPS)  (PDF, 565KB), March 16, 2023
                -  Comprehensive Literacy State Development (CLSD) Grants  (PDF, 760KB), December 4, 2023
                -   Impact Aid Grant System (IAGS)  (PDF, 538KB), October 1, 2020
                -   Magnet Schools Assistance Program Technical Assistance Center (MSAP TA Center)  (PDF, 604KB), May 7, 2021
                -   Migrant Student Information Exchange (MSIX)  (PDF, 525KB), February 26, 2021
                -   National Charter School Resource Center (NCSRC)  (PDF, 349KB) March 11, 2021 
                -   National Center for Homeless Education (NCHE)  (PDF, 586KB), April 1, 2021
                -   National Center on Safe and Supportive Learning Environments (NCSSLE)  (PDF, 586KB), September 2, 2022
                -   National Technical Assistance Center for the Education of Delinquent Children and Youth (NDTAC)  (PDF, 580KB), May 17, 2021
                -   Readiness and Emergency Management for Schools (REMS) Technical Assistance (TA) Center  (PDF, 924KB), March 8, 2021
                -   Results  (PDF, 575KB), April 20, 2022
                -   Student Support and Academic Enrichment Program (Title IV Part A)(T4PA)  (PDF, 620KB), February 8, 2021
                - You for Youth Professional Development Web Portal  (PDF, 559KB), April 1, 2021

### Office of English Language Acquisition (OELA)

                -   OELA Program Support Systems  (PDF, 429KB), March 12, 2021

### Office of Finance and Operations (OFO)

                -  Alternative Dispute Resolution Center Case Tracking System (ADR CTS)  (PDF, 570KB), May 10, 2021
                -   Department of Education Security Tracking and Reporting System (EDSTAR)  (PDF, 695KB), May 11, 2022
                -  Education's Central Automated Processing System (EDCAPS)  (PDF, 690KB), February 15, 2022
                -  Education's Central Automated Processing System Help Desk (EDCAPS HD)  (PDF, 541KB), April 6, 2022
                -  Government Retirement and Benefits (GRB)  (PDF, 555KB), May 27, 2022
                -   IComplaints  (PDF, 538KB), May 20, 2021
                - Office of Hearing and Appeals E-Filing System (OHA CTS)  (PDF, 1.1MB), June 2, 2021
                - Parking Tracking System (PATS)  (PDF, 544KB), May 20, 2021
                - Payment Integrity Monitoring Application (PIMA)  (PDF, 79.8KB), May 12, 2021
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### Office of the General Counsel (OGC)

                -  Department of Education Federal Docket Management System (EDFDMS)  (PDF, 182KB), August 22 , 2017
                -  Office of General Counsel Case & Activity Management System (OGC-CAMS)  (PDF, 102.9KB), November 28, 2014

### Office of Inspector General (OIG)

                - TACCI Laboratory Network (ITACCINet)  (PDF, 560KB), June 8, 2021
                - OIG Case Management System (CMS)  (PDF, 865KB), November 23, 2021
                - Office of Inspector General Data Analytic System (ODAS)  (PDF, 580KB), July 27, 2023
                -  Office of Inspector General Management Information System (OIG MIS)  (PDF, 344KB), May 6, 2020

### Office of Planning, Evaluation, and Policy Development (OPEPD)

                - Case Management Tracking System (CMTS) , (PDF, 635K), February 13, 2023
                - Education Stabilization Fund Public Transparency Portal (ESF PTP) , (PDF, 540K), August 3, 2023
                -  Family Educational Rights and Privacy Act (FERPA) and Protection of Pupil Rights Amendment (PPRA)   (PDF, 102KB), November 12, 2018
                -  Forms Automation Platform (FAP)   (PDF, 790KB), November 6, 2023
                -  Presidential Cybersecurity Education Award (PCEA)   (Word, 370KB), October 01, 2019

### Office of Postsecondary Education (OPE)

                - Title II Scholarship Administration and Reporting System (TSAR)  (MS Word, 345KB), August 20, 2019
                - Graduate Assistance in Areas of National Need (GAANN) Performance Report System  (MS Word, 475KB), January 24, 2022
                - Gaining Early Awareness and Readiness to Undergraduate Programs (GEAR UP)  (PDF, 507KB), February 5, 2021
                - HEA Title II State Reporting System (T2SRS)  (PDF, 540KB), February 9, 2023
                -   Higher Education Programs Institutional Services: Information Technology (HEPIS)  (PDF, 510KB), February 3, 2021
                -   International Resource Information System (IRIS)  (PDF, 199KB), October 19, 2023
                -   TRIO Programs Annual Performance Reports (APR)  (PDF, 395KB), September 2, 2022
                -   Teacher Shortage Areas (TSA) Data Collection System  (PDF, 810KB), January 5, 2022

### Office of the Secretary (OS)

                - Constituent Inquiry Log (CIL) and Database  (PDF, 173KB), September 24, 2015; certified as valid  October 15, 2018 .
                -  FOIAXpress in the Cloud  (PDF, 770KB), November 9, 2023
                - Control Correspondence Manager Plus  (CCM Plus), May 19, 2022 (PDF, 550K)
                -   Correspondence Tracking System (CTS)  (PDF, 382KB), September 2, 2022

### Office of Special Educational and Rehabilitative Services (OSERS)

                -  Personnel Development Program Data Collection System (PDPDCS)  (PDF, 394KB), May 26, 2021
                -  Individuals with Disabilities Education Act Analysis, Communication, Dissemination, and Meetings (IDEA ACDM)  (PDF, 470KB), February 18, 2021;   certified as valid  January 18, 2018  (PDF, 49KB)
                - Personnel Development Program Data Collection System (PDPDCS)  (PDF, 137.8KB), October 29, 2019
                -  Rehabilitation Services Administration Management Information System (RSA-MIS)  (PDF, 530KB), May 27, 2022
                - National Clearinghouse for Rehabilitation Training Materials (NCRTM)  (PDF, 605KB), December 18, 2023

### Office of the Under Secretary (OUS)

                - Historically Black Colleges and Universities (HBCU) Competitiveness Scholars  (PDF, 143KB), March 13, 2019
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