SYSTEM OF RECORDS NOTICES (SORNs)

DoD COMPONENT NOTICES

Office of the Secretary, DoD/Joint Staff

SYSTEM NAME:

Department of Defense Education Activity Summer Workshop Application (May 18, 2011, 76 FR 28757).

SYSTEM LOCATION:

Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1634.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Department of Defense Education Activity (DoDEA) teachers, principals, assistant principals, instructional systems specialists, and area and district superintendents.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records consist of first name, last name, Social Security Number (SSN), renewal transportation agreement (is a yes or no answer on application whether employee will be on renewal transportation TDY orders to determine what orders need to be issued), name of area, name of district, name of school or organization, identification numbers assigned to each school and office facility, grade level, subjects taught, years with DoDEA, contact personal e-mail address, contact person, and contact phone number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 2164, Department of Defense Domestic Dependent Elementary and Secondary Schools; 20 U.S.C. 921-932, Overseas Defense Dependents Education; DoD Directive 1342.20, Department of Defense Education Activity; and E.O. 9397(SSN), as amended.

PURPOSE(S):

This online tool helps the staff members at all four levels (school, district, area, and headquarters) apply for educational workshops and allows the approving authorities to review accepted applications.

The Summer Workshop Application serves as a system to track and account for course application, approval, and registration, summer/recess appointment pay, and is used for the issuance of temporary duty travel orders.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

In addition to those disclosure generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may specifically be disclosed outside the DoD as routine use pursuant to 5 U.S.C.55a(b)(3) as follows:

The DoD ‘Blanket Routine Uses’ set forth at the beginning of the Office of the Secretary of Defense (OSD) compilation of systems of records notices also apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Electronic storage media.

RETRIEVABILITY:

Files are retrieved by first name, and/or last name and identification numbers assigned to each school and office facility in DoDEA.

Safeguards:

Records are maintained in a secure facility. Physical entry is restricted by the use of locks and is accessible only to authorized personnel with appropriate badges. Access to records is limited to person(s) responsible for servicing the record in performance of their official duties and who are properly screened and cleared for need-to-know. Common Access Card and pin are required to access computerized data.

RETENTION AND DISPOSAL:

Records are maintained for five years (5) or five (5) years after completion of specified program (whichever is sooner) and then destroyed.

System Manager(s) and Address:

Chief, Professional Development Branch, Education Division, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, Virginia 22203-1635.

Notification Procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, Virginia 22203-1635.

Request should contain the educator’s full official name and signed in ink. Former employees must also include dates and places of employment.

Record Access Procedures:

Individuals seeking access to information about themselves contained in this system of records should address written inquires to the DoDEA Freedom of Information Act Requester Service Center, 4040 North Fairfax Drive, Arlington, VA 22302-1635.

Requests should contain the applicant’s full name and signed in ink. Former employees must also include dates and places of employment.

Contesting Record Procedures:

The OSD rules for accessing records, for contesting contents, and appealing initial agency determinations are contained 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.

Exemptions Claimed for the System:

None.