SYSTEM OF RECORDS NOTICES (SORNs)
DoD COMPONENT NOTICES
Office of the Secretary, DoD/Joint Staff
Department of Defense Education Activity Non-DoD Schools Program (October 5, 2011, 76 FR 61675).
Department of Defense Education Activity (DoDEA) Headquarters office, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Students receiving non-DoD schooling funded by DoDEA and their sponsors and tutors.
CATEGORIES OF RECORDS IN THE SYSTEM:
Student Record Files. Demographic data includes student name, date of birth, grade, school attended, school year, special education services including tutorial and supplemental services, if applicable tuition paid by DoDEA, and applicable transportation payments.
Tutor Record Files. Includes name, address, telephone number, and e-mail address.
School Registration Files. Sponsor and/or registration forms reflecting sponsor name, Social Security Number (SSN) (for reimbursement purposes thru the Defense Finance and Accounting Service (DFAS), sponsor’s grade/rank, local address, sponsoring agency including address, telephone number and e-mail address, agency certification of sponsors/dependents, sponsors’ Permanent Change of Station (PCS) orders, birth certificates, court documents that prove student’s relationship to the sponsor, and similar files.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
20 U.S.C. 926(b), Tuition and Assistance When Schools Unavailable, 10 U.S.C. 1605, Benefits for Certain Employees Assigned Outside the United States; and E.O. 9397 (SSN), as amended.
This information is used to track obligations and invoices for transportation, tuition, and tutoring payments and to determine eligibility and enrollment by grade for all students who receive non-DoD schooling funded by DoD. This information is also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research
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, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
To a non-DoD school, upon request of the school, when the child is enrolled in the school or receiving services from the school at DoD expense, so long as the disclosure is for purposes related to the student’s enrollment or receipt of services.
To state and local social service offices in response to law enforcement inquiries and investigations, and child placement/support proceedings.
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:
Paper file folders and electronic storage media.
Records may be retrieved by name, address, school year. Student records are also retrieved by grade, sponsor’s name, or school name.
Access is provided on a "need-to-know" basis and to authorized authenticated personnel only. The Non-DoD School Program system database requires the user to utilize a two-factor authentication and a system password. Paper records are maintained in controlled access areas. Program access, assignment and monitoring are the responsibility of DoDEA headquarters functional managers.
RETENTION AND DISPOSAL:
Documents and electronic records on enrollment and registration, school registration forms, parental correspondence, other notes and related information and similar records are destroyed five (5) years after transfer, withdrawal, or death of student.
Tutor record files are destroyed six (6) years and three (3) months after period covered by account.
Records of students not approved for the program are destroyed one year after end of school year.
System Manager(s) and Address:
Chief, Policy and Legislation Office, Department of Defense Education Activity Headquarters, 4040 North Fairfax Drive, Arlington, VA 22203-1635.
Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1365.
Requests should contain the individual’s name, address, and school year. Requests for student records should also include student’s full name under which enrolled at time of attendance, sponsor’s SSN (for verification), name of school, and year of graduation or last date of attendance, daytime telephone number, and address record should be mailed.
Record Access Procedures:
Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Department of Defense Education Activity, 4040 North Fairfax Drive, Arlington, VA 22203-1364.
Requests should contain the individual’s name, address, and school year. Requests for student records should also include student’s full name under which enrolled at time of attendance, sponsor’s SSN (for verification), name of school, and year of graduation or last date of attendance, daytime telephone number, and address record should be mailed. The request should also contain the name and number of this system of records and be signed.
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 systems manager.
Record Source Categories:
Parents, legal guardians, non-DoD school, School Liaison Officer, other educational facilities, military commanders, and installation activities.
Exemptions Claimed for the System: