Privacy Act of 1974; System of Records, 8702-8704 [E7-3304]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Navy
• Navy Department

[Federal Register Volume 72, Number 38 (Tuesday, February 27, 2007)]
[Notices]
[Pages 8702-8704]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E7-3304]


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DEPARTMENT OF DEFENSE

Department of the Navy

[USN-2007-0014]


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice to Alter a System of Records.

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SUMMARY: The Department of the Navy proposes to alter a system of 
records notice in its existing inventory of records systems subject to 
the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
March 29, 2007 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to the Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations (DNS-36), 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy's 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 reports, as required by 5 U.S.C. 552a(r), of 
the Privacy Act of 1974, as amended, were submitted on (February 16, 
2007, to the House Committee on Government Reform, the Senate Committee 
on Homeland Security and Governmental Affairs, and the Office of 
Management and Budget (OMB) pursuant to paragraph 4c of Appendix I to 
OMB Circular No. A-130, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' dated February 8, 1996 
(February 20, 1996, 61 FR 6427).

    Dated: February 20, 2007.
C.R. Choate,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N01531-1

System name:
    USNA Applicants, Candidates, and Midshipmen Records.

Changes:
* * * * *

Categories of records in the system:
    Delete entry and replace with ``Admissions records contain pre-
candidate questionnaires concerning educational background, personal 
data, physical data, extracurricular activities, and employment; 
candidate fitness assessment; personal statements; transcripts from 
previously attended academic institutions; admission tests results; 
recommendation letters from school officials and others; 
extracurricular activities reports; reports of officer interviews; 
records of prior military service; and, Privacy Act disclosure forms. 
Nomination information is entered electronically by congressional 
offices. This information which includes the names of the persons whom 
each Congressman nominated is matched to candidate data within the 
Admissions Information System (AIS) database. The applications for the 
following nomination categories are accepted via paper application, 
entered into AIS, and saved: President, Children of Deceased and 
Disabled Veterans, Vice-President, Children of Medal of Honor 
Recipients, Secretary of the Navy, and Naval Reserve Officers Training 
Corps Units with Distinction, and International Applicants.
    Performance jackets and academic records include candidate fitness 
assessment, performance grades, personal history, autobiography, record 
of emergency data, aptitude history, review boards records, medical 
excuse from duty forms, conduct records and grades, counseling and 
guidance development tests, counseling and guidance interview sheets 
and data forms, academic grades, class rankings, letters of 
commendation, training records, Oath of Office, Agreement to Serve, 
Privacy Act disclosure forms and

[[Page 8703]]

other such records and information relative to the midshipmen.
    Midshipmen separation files; midshipmen military justice files; 
midshipmen Judge Advocate General Manual (JAGMAN) investigations; 
midshipmen personnel claim files; and midshipmen honor records.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 5013, Secretary of the 
Navy; 10 U.S.C. 6956, 6957, 6958, 6962, and 6963; and E.O. 9397 
(SSN).''

Purpose(s):
    At end of entry, add the following: ``To the USNA Blue and Gold 
Officers (BGOs) for the purpose of providing counseling to USNA 
candidates and prospective USNA candidates about the USNA admissions 
process.
    To the Naval Academy Graduate Education Office for the limited 
purpose of selecting and assisting midshipmen in the application 
process for graduate education.''
* * * * *

Retention and disposal:
    In paragraph 3, delete ``Admission records of unsuccessful 
candidates are properly destroyed after one year.'' And replace with 
``Electronic Admissions information is available via Automated 
Information System (AIS) for the class of 1999 to present.''
* * * * *
N01531-1

System name:
    USNA Applicants, Candidates, and Midshipmen Records

System location:
    U.S. Naval Academy, 117 Decatur Road, Annapolis, MD 21402-5017.

Categories of individuals covered by the system:
    Applicants and candidates for admission and Naval Academy 
Midshipmen.

Categories of records in the system:
    Admissions records contain pre-candidate questionnaires concerning 
educational background, personal data, physical data, extracurricular 
activities, and employment; candidate fitness assessment; personal 
statements; transcripts from previously attended academic institutions; 
admission tests results; recommendation letters from school officials 
and others; extracurricular activities reports; reports of officer 
interviews; records of prior military service; and, Privacy Act 
disclosure forms. Nomination information is entered electronically by 
congressional offices. This information which includes the names of the 
persons whom each Congressman nominated is matched to candidate data 
within the Admissions Information System (AIS) database. The 
applications for the following nomination categories are accepted via 
paper application, entered into AIS, and saved: President, Children of 
Deceased and Disabled Veterans, Vice-President, Children of Medal of 
Honor Recipients, Secretary of the Navy, and Naval Reserve Officers 
Training Corps Units with Distinction, and International Applicants.
    Performance jackets and academic records include candidate fitness 
assessment, performance grades, personal history, autobiography, record 
of emergency data, aptitude history, review boards records, medical 
excuse from duty forms, conduct records and grades, counseling and 
guidance development tests, counseling and guidance interview sheets 
and data forms, academic grades, class rankings, letters of 
commendation, training records, Oath of Office, Agreement to Serve, 
Privacy Act disclosure forms and other such records and information 
relative to the midshipmen.
    Midshipmen separation files; midshipmen military justice files; 
midshipmen Judge Advocate General Manual (JAGMAN) investigations; 
midshipmen personnel claim files; and midshipmen honor records.

Authority for maintenance of the system:
    10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 6956, 6957, 6958, 
6962, and 6963; and E.O. 9397 (SSN).

Purpose(s):
    To establish an audit trail of files which contains information on 
individuals as they progress from the application stage, through the 
admissions process, to disenrollment or graduation from the Naval 
Academy. Applicant's files contain information which is used to 
evaluate and to determine competitive standing and eligibility for 
appointments to the Naval Academy. Successful applicants become 
candidates whose files contain information to evaluate further each 
candidate's eligibility. Candidates' files are also used to identify 
candidates' profiles for initiation of formal officer accession 
programs in conjunction with the Naval Academy admission process. 
Successful candidates who accept appointments become midshipmen. 
Midshipmen records contain personal, academic, and professional 
background information and are used for the management, supervision, 
administration, counseling, and discipline of midshipmen. To the USNA 
Blue and Gold Officers (BGOs) for the purpose of providing counseling 
to USNA candidates and prospective USNA candidates about the USNA 
admissions process. To the Naval Academy Graduate Education Office for 
the limited purpose of selecting and assisting midshipmen in the 
application process for graduate education.

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:
    Parents and legal guardians of midshipmen for the limited purpose 
of counseling midshipmen who encounter academic, performance and/or 
disciplinary difficulties, as well as health and welfare issues.
    The United States Naval Institute for the limited purpose of 
notifying midshipmen and their parents about benefits and opportunities 
provided by the United States Naval Institute.
    The Naval Academy Athletic Association for the limited purpose of 
promoting and funding the Naval Academy Intercollegiate Athletic 
Program and for the purpose of supporting its activities related to the 
mission of the Naval Academy.
    The United States Naval Academy Foundation for the limited purpose 
of sponsoring midshipmen candidates who were not admitted in previous 
years.
    The United States Naval Academy Alumni Association for the limited 
purpose of supporting its activities related to the mission of the 
Naval Academy.
    The Contract Tailor Shop for the limited purpose of scheduling 
appointments as required for uniform fittings.
    The ``Blanket Routine Uses'' that appear at the beginning of the 
Navy'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:
    All hard copy records are kept in file folders in secure rooms or 
in locked cabinets.
    On-line storage is maintained on the Honeywell DPS8 mainframe in 
Computer Services, with line networking to VACs and interfacing

[[Page 8704]]

with microcomputers and dial-up lines. Off-line storage is kept on 
disks.
    Records on magnetic tapes and hard copy data are kept in secured 
rooms or in locked cabinets for operator access and user pickup. Backup 
magnetic tapes are kept in a vault.

Retrievability:
    Records are kept alphabetically by Company and Class. Records can 
be retrieved from data base by selection of any data element, i.e., 
name, address, alpha code, six digit candidate number, or Social 
Security Number, etc.

Safeguards:
    Visitor control. Records are kept in locked cabinets or in secured 
rooms. Computer records are safeguarded through selective file access, 
signing of Privacy Act forms, passwords, RAM systems, program 
passwords, user controls, encoding and port controls. Disk and tape 
storage is in a secure room. Backup systems on magnetic tapes are 
secured in fire proof vault in Ward Hall.

Retention and disposal:
    On-line computer records are destroyed one year after the 
midshipman's class graduates or the midshipman is separated.
    Performance records are retained by the Performance Officer for two 
years after the midshipman's class graduates, and then destroyed. 
Backup systems on magnetic tapes and disks are kept in secure storage 
and destroyed two years after the midshipman's class graduates. Files 
relative to midshipmen separated involuntarily, including by qualified 
resignation, are retained for two years after the midshipman's class 
graduates, or three years from the date of separation, whichever date 
is later, and then destroyed.
    Official transcripts and records files are kept indefinitely by the 
Registrar on microfilm, computer files, magnetic tapes, and hard copy. 
A tape is sent to the National Archives two years after class graduates 
to be stored as a national disaster recovery measure. Electronic 
Admissions information is available via AIS for the class of 1999 to 
present. Electronic Admissions Applications are available via Automated 
Information System(AIS) for the class of 2009 to present. Counseling 
and Guidance Research data are kept by the Professional Development 
Research Coordinator indefinitely. Nomination and appointment files are 
retained for varying lengths of time.

System manager(s) and address:
    Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, MD 
21402-5000.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, 
MD 21402-5000.
    Written requests should contain full name, company, class, and any 
personal identifier, such as a Social Security Number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, MD 
21402-5000.
    Written requests should contain full name, company, class, and any 
personal identifier, such as a Social Security Number.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individuals, midshipman, supervisors, Registrar, instructors, 
professors, officers, midshipman personal history/performance record, 
midshipman autobiography, Record of Emergency Data (NAVPERS 601-2), 
Statement of Personal History (DD Form 398), Aptitude History Record 
(Form 1610-105), Midshipman Summary Sheet, Certificate of Release or 
Discharge From Active Duty (DD Form 214), Military Performance Board 
Results, Letters of Probation, Midshipmen Performance Evaluation 
Reports (Form 54A), Medical Reports, Clinical Psychologist Reports, 
Excused Squad Chits (Form 6320/20), Conduct Card (Form 1690/91C), 
Letters of Commendation, Counseling and Guidance Interview and Data 
Records, Letters of Congressmen, parents, etc., and copies of replies 
thereto, transcripts from high school or prior college, Review Board 
Records, and Record of Disclosure (Privacy Act).

Exemptions claimed for the system:
    None.
 [FR Doc. E7-3304 Filed 2-26-07; 8:45 am]
BILLING CODE 5001-06-P