DoD COMPONENT NOTICES

Department of the Air Force

SYSTEM NAME:

Flying Training Records - Student (June 11, 1997, 62 FR 31793).

SYSTEM LOCATION:

Headquarters, Air Training Command (HQ ATC), Randolph Air Force Base TX, 78150-5001; Washington National Records Center, Washington, DC 20409; 94th Airmanship Training Squadron (94 ATS), United States Air Force Academy (USAF Academy), CO 80840-5001, and 50th Airmanship Training Squadron (50 ATS), USAF Academy, CO 80840- 5566. All ATC pilot and navigator training Wings. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Students entered into undergraduate pilot and navigator training; students entered into airmanship flying training courses at USAF Academy, and students entered in Aviation Science courses at USAF Academy who fly the T-43A as part of these courses.

CATEGORIES OF RECORDS IN THE SYSTEM:

Complete record of training including class number, flying and completed, flying hours, whether graduated or eliminated and date, reasons for elimination, Training Review Board proceedings, student's performance in each category of training, including grades, evaluations and performance documentation; background information including name, grade, Social Security Number; source of commission, college, subject matter, etc; past training unit of assignment; class standing prior to 31 Dec 74; progress records on minority students academic course completed; complete record of evaluations including section number, student name, grades on each phase of flight evaluations and overall flight evaluation grades.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Training Command Regulation 51-9, Training Review Process; Air Training Command Regulation 51-10, Student Administration, and 10 U.S.C. 903, United States Air Force Academy, and E.O. 9397 (SSN).

PURPOSE(S):

Document and record student performance, analyze student performance in follow-on training in order to evaluate training and revise course content; provide background information; report to Air National Guard/Air Force Reserve and other Air Force training units on qualifications of graduates; used to monitor student performance by source of entry, education level, and minority status; record and document Training Review Board proceedings; used to monitor student performance and as a record in the event of Training Review Board proceedings.

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:

The DoD 'Blanket Routine Uses' published at the beginning of the Air Force'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:

Maintained in file folders, note books/binders, card files in computers and on computer products.

RETRIEVABILITY:

Retrieved by name or Social Security Number.

Safeguards:

Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software.

RETENTION AND DISPOSAL:

Student grade books are destroyed one year after completion of training; summary training Records are retained in office files for two years after completion or discontinuance of course, then retired to Washington National Records Center, Washington, DC, for eight years; other records are retained in office files until superseded, obsolete, no longer needed for reference or on inactivation. Training Review Board records are retained for one year. Student cadet records are destroyed after graduation. Student grade books are retained for 1 year after course completion. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting.

System Manager(s) and Address:

Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150-5000. Commander, 94 ATS (94 ATS/CC), USAF Academy, CO 80840-8876. Commander, 50 ATS (50 ATS/CC), USAF Academy, CO 80840-5566.

Notification Procedure:

Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150-5000; Commander, 94 ATS (94 ATS/CC), USAF Academy, CO 80840-8876; or the Commander, 50 ATS (50 ATS/CC), USAF Academy, CO 80840-5566.

Record Access Procedures:

Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150-5000; Commander, 94 ATS (94 ATS/CC), USAF Academy, CO 80840-8876; or the Commander, 50 ATS (50 ATS/CC), USAF Academy, CO 80840-5566.

Contesting Record Procedures:

The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager.

Record Source Categories:

Information comes from source documents such as grade sheets, written examinations, and flight examinations, and flight grade sheets; from reports by instructors and students, automated system interfaces, and from the individual.

Exemptions Claimed for the System:

None.