Privacy Act of 1974; System of Records, 6579-6581 [E9-2762]

Agencies

• Office of the Secretary
• DEPARTMENT OF DEFENSE

[Federal Register Volume 74, Number 26 (Tuesday, February 10, 2009)]
[Notices]
[Pages 6579-6581]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-2762]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DOD-2009-HA-0018]


Privacy Act of 1974; System of Records

AGENCY: Uniformed Services University of the Health Sciences, DoD.

ACTION: Notice to amend a system of records notice.

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SUMMARY: The Office of the Secretary of Defense is amending a system of 
records notice in its existing inventory of record 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 12, 2009 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to the Privacy Act Officer, Office of Freedom 
of Information, Washington Headquarters Services, 1155 Defense 
Pentagon, Washington, DC 20301-1155.

FOR FURTHER INFORMATION CONTACT: Mrs. Cindy Allard at (703) 588-6830.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
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 specific changes to the record systems being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974 (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: February 4, 2009.
Morgan E. Frazier,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
WUSU 03

System name:
    Uniformed Services University of the Health Sciences (USUHS) 
Student Records (February 16, 1995, 60 FR 9016).

Changes:
* * * * *

Authorities for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 2114, Student; selection; 
status; obligation and E.O. 9397 (SSN).''

Purpose(s):
    Delete entry and replace with ``Provides academic data to each 
student upon request, e.g., transcripts, individual course grades, 
grade point average, etc.; providing academic data within the Uniformed 
Services University of the Health Sciences for official use only 
purposes; and providing data to the respective Surgeon General when a 
specific and authorized need requires it.''
* * * * *

Storage:
    Delete entry and replace with ``Paper records in file folders and 
electronic storage media.''

Retrievability:
    Delete entry and replace with ``By individual's name and Social 
Security Number (SSN).''

Safeguards:
    Delete entry and replace with ``The computer facility at the USUHS 
is operated by the Office of the Registrar. The tapes and hard copies 
of material are secured in government-approved security containers 
constructed of four-hour heat-resistant steel material. The physical 
location of the computer hardware, disks, and printer are located to 
the extreme rear of the room with access being blocked by a large 
counter staffed by two office personnel. All access to the computers in 
the Office of the Registrar is via user identification

[[Page 6580]]

and sign-on password. Computer software ensures that only properly 
identified users can access the Privacy Act files on this system. 
Passwords are changed when notified by University Information Systems, 
or upon departure of any person knowing the password.''
* * * * *

System manager(s) and address:
    Delete and replace with ``Assistant Vice President for Academic 
Records, The Registrar, Uniformed Services University of the Health 
Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.''

Notification procedure:
    Delete first paragraph and replace with ``Individuals seeking to 
determine whether information about themselves is contained in this 
system should address written inquiries to the Registrar, Uniformed 
Services University of the Health Sciences, 4301 Jones Bridge Road, 
Bethesda, MD 20814-4799.
    Requests should contain individuals name, Social Security Number 
(SSN) and dates attended.''

Record access procedures:
    Delete first paragraph and replace with ``Individuals seeking 
access to information about themselves contained in this system should 
address written inquiries to the OSD/JS FOIA Requester Service Center, 
1155 Defense Pentagon, Washington, DC 20301-1155.
    Written requests should include name, Social Security Number (SSN) 
and dates attended.''
* * * * *
WUSU 03

System name:
    Uniformed Services University of the Health Sciences (USUHS) 
Student Records

System location:
    The file will be maintained in the Registrar's Office, USUHS, 4301 
Jones Bridge Road, Bethesda, MD 20814-4799. Supplemental files 
consisting of student evaluation forms, grades, and course examinations 
pertaining to their Department will be maintained in each department by 
department chairperson, as well as in the Registrar's office.

Categories of individuals covered by the system:
    Records will be maintained on all students who matriculate to the 
University.

Categories of records in the system:
    Grade reports and instructor evaluations of performance/
achievement; transcripts summarizing by course title, grade, and credit 
hours; records of awards, honors, or distinctions earned by students; 
and data carried forward from the Applicant File System, which includes 
records containing personal data, e.g., name, rank, Social Security 
Number, undergraduate school, academic degree(s), current addresses, 
course grades, and grade point average from undergraduate work and 
other information as furnished by non-Government agencies such as the 
American Medical College Admission Service which certifies all 
information prior to being submitted to the University.

Authority for maintenance of the system:
    10 U.S.C. 2114, Student; selection; status; obligation and E.O. 
9397 (SSN).

Purpose(s):
    Provides academic data to each student upon request, e.g., 
transcripts, individual course grades, grade point average, etc.; 
providing academic data within the Uniformed Services University of the 
Health Sciences for official use only purposes; and providing data to 
the respective Surgeon General when a specific and authorized need is 
required.

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:
    Academic data may be provided to other educational institutions 
upon the written request of a student.
    The ``Blanket Routine Uses'' set forth at the beginning of the 
USUHS' 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:
    Paper records in file folders and electronic storage media.

Retrievability:
    By individual's name and Social Security Number (SSN).

Safeguards:
    The computer facility at the USUHS is operated by the Office of the 
Registrar. The tapes and hard copies of material are secured in 
government-approved security containers constructed of four-hour heat-
resistant steel material. The physical location of the computer 
hardware, disks, and printer are located to the extreme rear of the 
room with access being blocked by a large counter staffed by two office 
personnel. All access to the computers in the Office of the Registrar 
is via user identification and sign-on password. Computer software 
ensures that only properly identified users can access the Privacy Act 
files on this system. Passwords are changed when notified by University 
Information Systems, or upon departure of any person knowing the 
password.

Retention and disposal:
    Files are closed upon Graduation, Transfer, Withdrawal, or Death of 
student. Records are held in USUHS current file area for 20 years. 
Retire records to the Washington National Records Center. Records will 
be destroyed in accordance with the Privacy Act when 50 years old.

System manager(s) and address:
    Assistant Vice President for Academic Records, The Registrar, 
Uniformed Services University of the Health Sciences, 4301 Jones Bridge 
Road, Bethesda, MD 20814-4799.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Registrar, Uniformed Services University of the Health Sciences, 
4301 Jones Bridge Road, Bethesda, MD 20814-4799.
    Requests should contain individuals name, Social Security Number 
(SSN) and dates attended.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the OSD/JS 
FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 
20301-1155.
    Written requests should include name, Social Security Number (SSN) 
and dates attended.

Contesting record procedures:
    The rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in OSD 
Administrative Instruction 81; 32 CFR part 315; or may be obtained from 
the system manager.

Record source categories:
    Information is furnished by instructor personnel, the individual 
concerned; the National Board of Medical

[[Page 6581]]

Examiners; and the Applicant File System.

Exemptions claimed for the system:
    None.

[FR Doc. E9-2762 Filed 2-9-09; 8:45 am]
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