SYSTEM OF RECORDS NOTICES (SORNs)
DoD COMPONENT NOTICES
Office of the Secretary, DoD/Joint Staff
Applicant Record System Records (May 20, 2010,75 FR 28240).
Uniformed Services University of the Health Sciences, Admissions Office, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals applying for admission to the University.
CATEGORIES OF RECORDS IN THE SYSTEM:
Identity and demographic information (e.g., Social Security Number (SSN), name, sex, race/ethnicity, address, birth date, citizenship, etc.); Academic and background data consisting of: (1) official transcripts of all undergraduate and graduate education,(2) Medical College Admission Test scores and percentiles, (3) information regarding work experience, socio-economic background, extracurricular involvement in college, honors and awards achieved, and professional and/or societal contributions, Letters of reference, biographies, Personal statements (autobiographical in nature), service preference statement, and health data.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 2114 (Students; Selection; Status; Obligation); DoDI 6010.20 Admission Procedures for the Uniformed Services University of the Health Sciences; and, E.O. 9397 as amended, (SSN).
To allow the Uniformed Services University of the Health Sciences to review admission applications and select students. 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:
The Blanket Routine Uses set forth at the beginning of the Office of the Secretary of Defense 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:
Paper file folders and electronic storage media.
Individual name, Social Security Number (SSN).
Paper records are maintained in a controlled facility. Entry is limited to authorized personnel. Access to electronic records require two-factor authentication including Common Access Cards and passwords. Passwords must be changed periodically.
RETENTION AND DISPOSAL:
Records of accepted applicants will be converted to student records. For non-matriculates, records are cut off at the end of the school year (May); and destroyed after three (3) years.
System Manager(s) and Address:
Associate Dean for Recruitment and Admissions, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Associate Dean for Recruitment and Admissions, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
The request should contain the full name, address and the signature of the individual.
Record Access Procedures:
Individuals seeking access to information about themselves contained in this system should address written inquiries to TRICARE Management Activity ATTN: Freedom of Information Service Center, 16401 Centretech Parkway, Aurora, CO 80011-9066.
The request should contain the full name, address and the signature of individual as well as the name and number of the system of records notice.
Contesting Record Procedures:
The Office of the Secretary of Defense rules for accessing records, for contesting contents and appealing initial agency determinations are published in Office of the Secretary of Defense Administrative Instruction 81; 32 C.F.R. Part 311; or may be obtained from the system manager.
Record Source Categories:
Applicants and by admission personnel.
Exemptions Claimed for the System: