SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Defense Equal Opportunity Management Institute Student File (February 22, 1993, 58 FR 10227).

SYSTEM LOCATION:

Primary microcomputer location: Information Systems Division, Defense Equal Opportunity Management Institute, Building 559, Patrick AFB, FL 32925-6685.

Backup tape location: Library, Defense Equal Opportunity Management Institute, Building 560, Patrick AFB, FL 32925-6685.

Hard copy backup files for former students location: Information Systems Division, Defense Equal Opportunity Management Institute, Building 559, Patrick AFB FL 32925-6685.

Temporary files and backups for current students are maintained on hard copy and microcomputers located in the Academic Directorate and Student Management Division, Defense Equal Opportunity Management Institute, Building 560 and Building 559, Patrick AFB, FL 32925-6685.

Temporary microcomputer files and backups are also located in the Student Testing Division, Building 560, Patrick AFB, FL 32925-6685.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All current and former students of the Defense Equal Opportunity Management Institute.

CATEGORIES OF RECORDS IN THE SYSTEM:

Life history summary, name, Social Security Number, race, age, religious preference, military organization, test and examination scores and forms, peer group and instructor ratings and advisor progress reports.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 136 and E.O. 9397 (SSN).

PURPOSE(S):

Files are used by the Defense Equal Opportunity Management Institute to evaluate student progress and to create a permanent record of academic accomplishment.

Advisors use the files for counseling of students. Academic Boards and the Commandant use the files to make decisions on releasing students from the program.

The Registrar uses the files to verify attendance and grades.

The Commandant, faculty, and other staff use the student records to select instructors. Students use the data in evaluating their progress. The use of personal identifiers in this record system is solely for positive identification purposes.

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:

Colleges and universities use transcript records to verify attendance and grades.

The `Blanket Routine Uses' set forth at the beginning of OSD'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:

Primary files are computer disk files. Backup files are magnetic computer tapes, microform, and paper records. Temporary files are on microcomputer disks backed up by magnetic tapes, diskettes, and paper records.

RETRIEVABILITY:

Name, Social Security Number, student number or class.

Safeguards:

Primary locations for both permanent and temporary files are controlled access areas. Backup file storage is in locked file cabinets. Only authorized personnel have access to files.

RETENTION AND DISPOSAL:

Microcomputer student history records are kept for 50 years and then destroyed; paper backup records are kept for one year and then destroyed; faculty board records are kept for five years and then destroyed.

System Manager(s) and Address:

Commandant, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Support, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Support, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685.

Requests must be in writing and contain the full name, Social Security Number, current address and telephone number, class of the individual, and signature.

For personal visits, the individual should be able to provide some acceptable identification, such as a military ID card or a driver's license.

Contesting Record Procedures:

The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record Source Categories:

Information is provided by the individual, student peers, instructors, counselors, and examination.

Exemptions Claimed for the System:

None.