System of Record Notices (SORNs)

DOD Component Notice

Office of the Secretary, DoD/Joint Staff

DoDEA 27

SYSTEM NAME:

Department of Defense Education Activity Research Approval Process  (October 24, 2013,  78 FR 63458)

SYSTEM LOCATION:

Department of Defense Education Activity, 4800 Mark Center Drive, Alexandria, VA 22350-1400.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Individuals who have requested, or whom Department of Defense Education Activity (DoDEA) has requested, or whom DoDEA has otherwise authorized, to conduct research involving DoDEA staff, DoDEA students, or parents/sponsors of DoDEA students.

CATEGORIES OF RECORDS IN THE SYSTEM:

Research proposals, including the researcher(s) name, address, email address, telephone number, the university or research affiliation of the researcher, research study request (includes subject of the research and location(s) where research will take place), and related supporting documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 113, Secretary of Defense; 10 U.S.C. 2164, Department of Defense, Domestic Dependent Elementary and Secondary Schools; and 20 U.S.C. 921-932, Overseas Defense Dependents' Education.

PURPOSE(S):

To collect, validate eligibility, and maintain an official registry file that identifies individuals who apply for, and are granted, access to conduct research involving DoDEA students, staff, parents or data.

To establish researcher accountability, enable future contact with researchers, and support preparation of statistical and other aggregate reports on researcher use of DoDEA records.

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 of 1974, as amended, the records contained herein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(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 may apply to this system.

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


STORAGE:

Paper file folders and electronic storage media.

RETRIEVABILITY:

Individual's name, subject matter of the research project, and location(s) where the research is being conducted.

SAFEGUARDS:

Access is provided on a need-to-know basis and to authorized authenticated personnel only. Records are maintained in controlled access rooms or areas. Computer terminal access is controlled by terminal identification and the password or similar system. Physical access to terminals is restricted to specifically authorized individuals. Password authorization, assignment and monitoring are the responsibility of the functional managers.

RETENTION AND DISPOSAL:

Records are destroyed or deleted when two (2) years old, or two (2) years after the date of the latest entry, whichever is applicable.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Office of Research and Evaluation, Education Directorate, Department of Defense Education Activity, 4800 Mark Center Drive, Alexandria, VA 22350-1400.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of record should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4800 Mark Center Drive, Alexandria, VA 22350-1400.

Signed, written requests should contain the individual's name and address.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Department of Defense Education Activity Freedom of Information Act Requester Service Center, 4800 Mark Center Drive, Alexandria, VA 22305-1400.

Signed, written request should contain the individual's name and address, and the name and number of this System of Records Notice.

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:

Individuals who have requested permission to conduct research, which have been appointed by Department of Defense Education Activity (DoDEA), or otherwise authorized by DoDEA to conduct research.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

May 9, 2007, 72 FR 26342; October 24, 2013, 78 FR 63458.