[Federal Register Volume 66, Number 91 (Thursday, May 10, 2001)]
[Notices]
[Pages 23899-23902]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-11761]


-----------------------------------------------------------------------

DEPARTMENT OF DEFENSE

Department of the Army


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, DOD.

ACTION: Notice to alter a system of records.

-----------------------------------------------------------------------

SUMMARY: The Department of the Army is proposing to consolidate three 
systems of records under one notice. As a result of the consolidation, 
two routine uses are being added to the system of records. The routine 
uses will permit the disclosure of information to the Federal Aviation 
Administration to obtain flight certification/ licensing; and to the 
Department of Veterans Affairs.

DATES: This proposed action will be effective without further notice on 
June 11, 2001 unless comments are received which result in a contrary 
determination.

ADDRESSES: Records Management Division, U.S. Army Records Management 
and Declassification Agency, ATTN: TAPC-PDD-RP, Stop 5603, 6000 6th 
Street, Ft. Belvoir, VA 22060-5603.

FOR FURTHER INFORMATION CONTACT: Ms. Janice Thornton at (703) 806-4390 
or DSN 656-4390 or Ms. Christie King at (703) 806-3711 or DSN 656-3711.

SUPPLEMENTARY INFORMATION: The Department of the Army 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 system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on April 3, 2001, to the 
House Committee on Government Reform, the Senate Committee on 
Governmental Affairs, and the Office of Management and Budget (OMB) 
pursuant to paragraph 4c of Appendix I to OMB Circular No. 1-130, 
``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).


[[Page 23900]]


    Dated: May 3, 2001.
L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
  

Deletions:
A0145-1a TRADOC-ROTC
System name:
    ROTC Applicant/Member Records (July 15, 1997, 62 FR 37894).

Reason:
    Records are now covered under A0145-1 TRADOC, Army Reserve 
Officer's Training Corps (ROTC) and Financial Assistance Programs.
A0145-1b TRADOC-ROTC

System name:
    ROTC Financial Assistance (Scholarship) Application File (July 15, 
1997, 62 FR 37895).

Reason:
    Records are now covered under A0145-1 TRADOC, Army Reserve 
Officer's Training Corps (ROTC) and Financial Assistance Programs.

Alteration:
      
A0145-1 TRADOC

System name:
    Army Reserve Officer's Training Corps Gold QUEST Referral System 
(July 15, 1997, 62 FR 37893).

Changes:
* * * * *

System name:
    Delete entry and replace with `Army Reserve Officer's Training 
Corps (ROTC) and Financial Assistance Programs'.

System location:
    Delete entry and replace with `MCS, Incorporated, 10041 Polinski 
Road, Ivyland, PA 18974-9872; Headquarters, U.S. Army Reserve Officer's 
Training Corps Cadet Command, 56 Patch Road, Fort Monroe, VA 23651-
5000; U.S. Army Personnel Command, 200 Stovall Street, Alexandria, VA 
22332-0400; offices of the Professor of Military Science at civilian 
institutions in ROTC regional offices; ROTC Cadet Battalions and 
Reserve Officers Training Corps Brigade Recruiting Teams Officer's 
Training Corps Goldminer Teams. Official mailing addresses are 
published as an appendix to the Army's compilation of system of records 
notices.'

Categories of individuals covered by the system:
    Delete entry and replace with `Individuals who apply and are 
accepted into the Army ROTC program; potential enrollees in the Senior 
ROTC program; and individuals who desire to participate in the Army 
ROTC Financial Assistance (Scholarship Program).'

Categories of records in the system:
    Delete entry and replace with `Records include individual 
applications and/or prospect referrals for appointment which include 
such personal data as name, Social Security Number; sex, date and place 
of birth, citizenship; home address, telephone number; marital status, 
dependents, name of high school, high school graduation date, grade 
point average; Scholastic Assessment Test, American College Testing, 
Preliminary Scholastic Assessment Testing scores; college admission 
status; college(s) expected to attend, desired academic major(s); 
academic transcripts and certificates of education to prior military 
service information, training, college board scores and test results; 
medical examination, acceptance/declination, interview board results; 
financial assistance document awards, ROTC contract and evaluation from 
Professor of Military Science commanding officer; photographs, 
references; correspondence between the member and the Army or other 
Federal agencies, letters of recommendation, inquiries regarding 
applicant's selection or nonselection, letter of appointment in Active 
Army on completion of ROTC status; Security clearance documents, 
reports of Reserve Officer Training Corps Advanced, Ranger, or Basic 
Camp performance of applicant.'

Authorities for maintenance of the system:
    Delete entry and replace with `10 U.S.C. 2101-2111, Reserve Officer 
Training Corps, and 10 U.S.C. 3013, Secretary of the Army, Army 
Regulation 145-1, Senior Reserve Officer's Training Corps Program: 
Organization, Administration, and Training; Army Regulation 145-2, 
Junior Reserve Officer's Training Corps Program: Organization, 
Administration and Training, and E.O. 9397 (SSN).'

Purpose(s):
    Delete entry and replace with `To provide a central database of 
potential prospects for enrollment in the ROTC and the Senior Army ROTC 
program, provide training and commissioning of eligible cadets in 
active Army and to assist prospects by providing information concerning 
educational institutions having ROTC programs; scholarship information 
and applications, information on specialized programs such as Nursing, 
Green to Gold and historically Black Colleges and Universities 
information regarding other Army enlistment, reserve or National Guard 
programs. System renders personnel management, recruitment management, 
information reports, and refers qualified prospects to a Professor of 
Military Science at or near their college(s) of choice, strength and 
manpower management accounting. Also administers the financial 
assistance program; renders the selection of recipients for 2, 3, and 4 
year scholarships; monitor selectees performance (academic and ROTC) 
and also develop policies and procedures, compile statistics and 
renders reports.'

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add two new paragraphs `To the Federal Aviation Administration to 
obtain flight certification and/or licensing.
    To the Department of Veterans Affairs for member Group Life 
Insurance and/or other benefits.'
    Add a new category `Disclosure to consumer reporting agencies: 
Disclosures pursuant to 5 U.S.C. 522a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by making these debts part of their 
credit records.
    This disclosure is limited to information necessary to establish 
the identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

Storage:
    Delete entry and replace with `electronic storage media and paper 
records in file folders in secured cabinets.'
* * * * *

Retention and disposal:
    Delete entry and replace with `Cadet Command Form 139 is retained 
in the ROTC unit for 5 years after cadet leaves the institution or is 
disenrolled from the ROTC program. Following successful

[[Page 23901]]

completion of ROTC and academic programs and appointment as a 
commissioned officer with initial assignment to active duty for 
training, copy of pages 1 and 2 are reproduced and sent to the 
commandant of individual's basic branch course school. Records of 
rejected ROTC applicants are destroyed. Other records mentioned in 
preceding paragraphs are immediately destroyed unless the records are 
for financial assistance which are retained for 1 year then destroyed 
or if they are not required to become part of individual's Military 
Personnel Records jacket. ROTC QUEST records are retained for 3 years 
then destroyed. ROTC Scholarship application records are destroyed 1 
year after graduation or disenrollment.'
* * * * *

Record source categories:
    Delete entry and replace with `Source categories can be used for 
all areas covered in this system, however, the retrieval of this 
information is limited only to specific areas of interest and 
specialty: Prospects include the Army ROTC toll-free telephone number, 
magazines, newspapers, poster advertising coupons, mail-back reply 
cards, letters, walk-ins, referrals from parents, relatives, civilian 
educational institutions and staff, friends, associates, college 
registrars, dormitory directors, national testing organizations, honor 
societies, boys' clubs, boy scout organizations, Future Farmers of 
America, minority and civil rights organizations, fraternity and church 
organizations; neighborhood youth centers, YMCA, YWCA, social clubs, 
athletic clubs, boys state/girls state/scholarship organizations, U.S. 
Army Recruiting Command, Military Academy Liaison officers, West Point 
non-select listing, previous employers, trade organizations, military 
service, and other organizations and commands comprising the Department 
of Defense, Army records, addressing entitlement status, medical 
examination and treatment, security determination and attendance and 
training information while ROTC cadet.'
* * * * *
A0145-1 TRADOC

System name:
    Army Reserve Officer's Training Corps (ROTC) and Financial 
Assistance Programs.

system location:
    MCS, Incorporated, 10041 Polinski Road, Ivyland, PA 18974-9872; 
Headquarters, U.S. Army Reserve Officer's Training Corps Cadet Command, 
56 Patch Road, Fort Monroe, VA 23651-5000; U.S. Army Personnel Command, 
200 Stovall Street, Alexandria, VA 22332-0400; offices of the Professor 
of Military Science at civilian institutions in ROTC regional offices; 
ROTC Cadet Battalions and Reserve Officers Training Corps Brigade 
Recruiting Teams and Reserve Officer's Training Corps Goldminer Teams. 
Official mailing addresses are published as an appendix to the Army's 
compilation of system of records notices.

Categories of individuals covered by the system:
    Individuals who apply and are accepted into the Army ROTC program; 
potential enrollees in the Senior ROTC program; and individuals who 
desire to participate in the Army ROTC Financial Assistance 
(Scholarship Program).

Categories of records in the system:
    Records include individual applications and/or prospect referrals 
for appointment which include such personal data as name, Social 
Security Number; sex, date and place of birth, citizenship; home 
address, telephone number; marital status, dependents, name of high 
school, high school graduation date, grade point average; Scholastic 
Assessment Test, American College Testing, preliminary Scholastic 
Assessment Testing scores; college admission status,; college(s) 
expected to attend, desired academic major(s); academic transcripts and 
certificates of education to prior military service information, 
training, college board scores and test results; medical examination, 
acceptance/declination, interview board results; financial assistance 
document awards, ROTC contract and evaluation from Professor of 
Military Science commanding officer; photographs, references; 
correspondence between the member and the Army of other Federal 
agencies, letters of recommendation, inquiries regarding applicant's 
selection or nonselection, letter of appointment in Active Army on 
completion of ROTC status; Security clearance documents, reports of 
Reserve Officer Training Corps Advanced, Ranger, or Basic Camp 
performance of applicant.

Authority for maintenance of the system:
    10 U.S.C. 2101-2111, Reserve Officer Training Corps, and 10 U.S.C. 
3013, Secretary of the Army; Army Regulation 145-1, Senior Reserve 
Officer's Training Corps Program: Organization, Administration, and 
Training; Army Regulation 145-2, Junior Reserve Officer's Training 
Corps Program: Organization, Administration and Training, and E.O. 9397 
(SSN).

Purpose(s):
    To provide a central database of potential prospects for enrollment 
in the ROTC and the Senior Army ROTC program, provide training and 
commissioning of eligible cadets in active Army and to assist prospects 
by providing information concerning educational institutions having 
ROTC programs; scholarship information and applications, information on 
specialized programs such as Nursing, Green to Gold and historically 
Black Colleges and Universities and information regarding other Army 
enlistment, reserve or National Guard programs. System renders 
personnel management, recruitment management, information reports, and 
refers qualified prospects to a Professor of Military Science at or 
near their college(s) of choice, strength and manpower management 
accounting. Also administers the financial assistance program; renders 
the selection of recipients for 2, 3, and 4 year scholarships; monitor 
selectees performance (academic and ROTC) and also develop policies and 
procedures, compile statistics and render reports.'
    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 the Federal Aviation Administration to obtain a flight 
certification and/or licensing.
    To the Department of Veterans Affairs for member Group Life 
Insurance and/or other benefits.
    The DoD 'Blanket Routine Uses` set forth at the beginning of the 
Army's compilation of systems or records notices also apply to this 
system.

Disclosure to consumer reporting agencies:
    Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to `consumer reporting agencies' as defined in the Fair Credit 
Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act 
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to 
aid in the collection of outstanding debts owed to the Federal 
government; typically to provide an incentive for debtors to repay 
delinquent Federal government debts by

[[Page 23902]]

making these debts part of their credit records.
    The disclosure is limited to information necessary to establish the 
identity of the individual, including name, address, and taxpayer 
identification number (Social Security Number); the amount, status, and 
history of the claim; and the agency or program under which the claim 
arose for the sole purpose of allowing the consumer reporting agency to 
prepare a commercial credit report.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic storage media and paper records in file folders in 
secured cabinets.

Retrievability:
    By name, Social Security Number, address peculiar identification 
assigned or other characteristics of qualification or identity.

Safeguards:
    Records maintained in secure area accessible only to authorized 
personnel in the performance of their duties. Automated records 
accessible only to authorized personnel with password capability.

Retention and disposal:
    Cadet Command Form 139 is retained in the ROTC unit for 5 years 
after cadet leaves the institution or is disenrolled from the ROTC 
program. Following successful completion of ROTC and academic programs 
and appointment as a commissioned officer with initial assignment to 
active duty for training, copy of pages 1 and 2 are reproduced and sent 
to the commandant of individual's basic branch course school. Records 
of rejected ROTC applicants are destroyed. Other records mentioned in 
preceding paragraphs are immediately destroyed unless the records are 
for financial assistance which are retained for 1 year then destroyed 
or if they are not required to become part of individual's Military 
Personnel Records Jacket. ROTC QUEST records are retained for 3 years 
then destroyed. ROTC Scholarship application records are destroyed 1 
year after graduation or disenrollment.

System manager(s) and address:
    ROTC applicants and members: Commander, Fort Monroe, Information 
Management Officer, Building 256, Fort Monroe, VA 23651-5000.
    ROTC QUEST referral applicants: Commander, Fort Monroe, Marketing 
Directorate, Building 57, Fort Monroe, VA 23651-5000.
    ROTC financial assistance application files: Commander, Fort 
Monroe, Resource Management Officer, Building 256, Fort Monroe, VA 
23651-6000.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commander, U.S. Army Reserve Officers Training Corps Cadet 
Command, Building 56, Port Monroe, VA 23651-5000 for records on the 
ROTC Financial Assistance (Scholarship) Application File and ROTC 
Applicant/Member Records; or to the Commander, U.S. Total Army 
Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400 for 
ROTC Applicant/Member Records; or to the Commander, U.S. Army ROTC 
Cadet Command, Marketing Directorate, Building 57, Fort Monroe, VA 
23651-5000 for ROTC QUEST Referral System records.
    Individuals should provide their full name, current address, 
telephone number and signature.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commander, U.S. Army Reserve Officers Training Corps Cadet Command, 
Building 56, Fort Monroe, VA 23651-5000; or to the Commander, U.S. 
Total Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400 
for ROTC Applicant/Member Records; or to the Commander, U.S. Army ROTC 
Cadet Command, Marketing Directorate, Building 57, Fort Monroe, VA 
23651-5000 for ROTC QUEST Referral System records.
    Individuals should provide their full name, current address 
telephone number and signature.

Contesting record procedures:
    The Army's rules for accessing records, contesting contents, and 
appealing initial agency determinations are contained in Army 
Regulation 340-21; 32 CFR Part 505; or may be obtained from the system 
manager or the Commander, U.S. Army ROTC Cadet Command, Marketing 
Directorate, Building 57, Fort Monroe, VA 23651-5000.

Record source categories:
    Source categories can be used for all areas covered in this system, 
however, the retrieval of this information is limited only to specific 
areas of interest and specialty: prospects include the Army ROTC toll-
free telephone number, magazines, newspapers, poster advertising 
coupons, mail-back reply cards, letters, walk-ins, referrals from 
parents, relatives, civilian educational institutions and staff, 
friends, associates, college registrars, dormitory directors, national 
testing organizations, honor societies, boys' clubs, boy scout 
organizations, Future Farmers of America minority and civil rights 
organizations, fraternity and church organizations; neighborhood youth 
centers, YMCA, YWCA, social clubs, athletic clubs, boys state/girls 
state/scholarship organizations, U.S. Army Recruiting Command, Military 
Academy Liaison officers, West point non-select listing, previous 
employers, trade organizations, military service, and other 
organizations and commands comprising the Department of Defense, Army 
records addressing entitlement status, medical examination and 
treatment, security determination and attendance and training 
information while ROTC cadet.

Exemptions claimed for the system:
    None,

[FR Doc. 01-11761 Filed 5-9-01; 8:45 am]
BILLING CODE 5001-08-M