Privacy Act: [F036 AETC A]...

	Web GovRecords.org

       3700 Officer Training Group, Lackland Air Force Base, TX 78236-
   5000.
     Categories of individuals covered by the system: 
       Officer trainees while attending OTG.
     Categories of records in the system: 
       Officer trainee record showing name, Social Security Number; 
   demographic data such as college degree, major institution, and year 
   awarded; OTG selection data such as Air Force Officer Qualifying Test 
   scores; performance data such as test scores, measurement evaluation, 
   merits and demerits earned, involvement in remedial programs; health 
   data to include height, weight aerobic program requirements and 
   performance; injuries that require waivers to training or delay of 
   commissioning; student disposition indicators showing in-training, 
   eliminated, recycled, holdover or graduated.
     Authority for maintenance of the system: 
       10 U.S.C. Chapter 907 - Schools and camps as implemented by Air 
   Force Instruction 36-2013, Airman Commissioning Programs and Officer 
   Training School; Air Education and Training Command Regulation 53-3, 
   Administration of the Officer Training School (OTS) Program, and E.O. 
   9397 (SSN).
   Purpose(s): 
       To track attrition to the OTG program by cause and type comparing 
   that against demographic and performance data of the individual, and 
   to monitor the progress of an individual toward completion of the 
   program. Records may be grouped by class, squadron, flight, a 
   demographic or performance factor in the accomplishment of 
   evaluations of the program or the individual in relation to peers. 
   Studies, analyses, and evaluations that use these records are 
   intended to improve the quality of the training program, and develop 
   a more accurate profile of those individuals who can be expected to 
   accomplish the OTG program.
     Routine uses of records maintained in the system, including 
   categories of users and the purpose 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 `Blanket Routine Uses' published at the beginning of the Air 
   Force's compilation of record system notices apply to this system.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are stored on magnetic tape, disk units, in computers and 
   on computer output products.
     Retrievability: 
       Retrieved by 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: 
       Records are retained for two years after class graduation then 
   destroyed. 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: 
       Registrar, 3700 Officer Training Group (OTG/MT), Lackland Air 
   Force Base, TX 78236-5000.
     Notification procedure: 
       Individuals seeking to determine whether this system of records 
   contains information on themselves should address written inquiries 
   to or visit the Registrar, 3700 Officer Training Group (OTG/MT), 
   Lackland Air Force Base, TX 78236-5000.
     Record access procedures: 
       Individuals seeking to access records about themselves contained 
   in this system should address written requests to or visit the 
   Registrar, 3700 Officer Training Group (OTG/MT), Lackland Air Force 
   Base, TX 78236-5000.
     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 obtained from the individual, flight commanders, OTG 
   instructors, personnel specialists and members of the registrar's 
   office.
     Exemptions claimed for the system:
       None.

   #..F036 AETC L

   #....System name: 

       Community College of the Air Force Student Record System.
     System location: 
       The system is centrally administered by the Community College of 
   the Air Force, 130 East Maxwell Boulevard, Maxwell Air Force Base, AL 
   36112-6307. Computer processing for the system is performed by the 
   Systems Development Branch.
     Categories of individuals covered by the system: 
       The system may have a record for any person who since January 1, 
   1968 has completed a formal course of instruction conducted by one of 
   the Air Force schools identified in the current Community College of 
   the Air Force General Catalog. Such courses do not include pre-
   commissioning courses and courses conducted exclusively for officers 
   or their civilian counterparts. The system includes records 
   reflecting Air Force courses completed before 1968 and other 
   educational accomplishments for persons who as enlisted members of 
   the Air Force registered in programs of study leading to credentials 
   awarded by the college. Both here and where appropriate below, the 
   general term Air Force includes the regular Air Force, the Air Force 
   Reserve, and the Air National Guard.
     Categories of records in the system: 
       Individual academic records and, where necessary to serve airmen 
   registered in study programs leading to credentials awarded by the 
   college, a variety of source or substantiating records such as copies 
   of registration applications and document control records derived 
   from such applications, civilian college transcripts, college level 
   examination program score reports; copies of educational records 
   originated by other Air Force and non-Air Force agencies external to 
   the college (such as the Federal Aviation Agency, the United States 
   Armed Forces Institute, and the Defense Activity for Non-traditional 
   Education Support), copies of a variety of Air Force personnel 
   records (such as documents derived from master records maintained by 
   the Air Force Manpower and Personnel Center and microfiche records of 
   locator data); and records of credentials awarded to graduates. The 
   college also maintains copies and related records of communications 
   from, to, or regarding persons interested in the college, its 
   educational programs, its student record system, and related matters. 
   Copies of and statistical records derived from individual responses 
   to surveys, questionnaires, and similar instruments authorized by HQ 
   USAF may also be maintained as needed for managerial evaluation and 
   planning by officers of the college.
     Authority for maintenance of the system: 
       10 U.S.C. 9315, Community College of the Air Force: associate 
   degree; Air Force Instruction 36-2304, Community College of the Air 
   Force, and E.O. 9397 (SSN).
   Purpose(s): 
       Records originated in the system document, in terms of credit 
   awarded or accepted in transfer by the college, individual 
   educational accomplishments which satisfy curricular requirements of 
   study programs leading to an Associate in Applied Science degree 
   offered by the college. Transcripts of records in the college are, at 
   the written request of persons concerned, furnished to any 
   recipient(s) designated in such requests. Such recipients typically 
   include Air Force Education Services Centers, other offices where Air 
   Force personnel are stationed, educational institutions, and 
   potential or current employers. CCAF transcripts and copies of other 
   records originated in the college are also used to support 
   educational and occupational counselling, planning, and development; 
   admission to other colleges; and related individual affairs. 
   Disclosures of information recorded in the system may be made to 
   employees of civilian contractors engaged by the Air Force to provide 
   services which directly or indirectly support the record system.
     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 `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: 
       Permanent student computer records are maintained on and as 
   necessary reproduced from magnetic media. Paper records are 
   maintained in file folders, card files, and special binders/cabinets 
   designed for computer listings.
     Retrievability: 
       Computer records are retrievable by a combination of Social 
   Security Number and certain letters of last name. Paper records are 
   retrievable by either Social Security Number or name.
     Safeguards: 
       Records maintained in the college are normally disclosed only 
   upon written request from the subject of the records or upon written 
   request from an Air Force officer or employee responsible to provide 
   educational or related services to Air Force personnel. Disclosures 
   to non-Air Force agencies not requested by the subject of the records 
   require approval of an officer of the college. Except for disclosures 
   within the college as may be necessary to its operations, requests by 
   telephone and other unwritten means will not be honored unless in the 
   judgment of a responsible member of the college staff the requester 
   is a member or employee of the Air Force acting on behalf of, or is, 
   the person whose record is requested. Special care is exercised to 
   ensure complete identification of the requester, the person whose 
   record is to be disclosed, and intended use. Other systematic 
   safeguards to ensure integrity of records include secure storage of 
   successive generations of computer master files, existence and long-
   term retention in other Air Force facilities of records needed to 
   rebuild the entire system in the event of catastrophe, and 
   traditional measures to ensure the security of Air Force facilities. 
   All records in the system are attended by responsible Air Force 
   personnel during duty hours and stored in locked facilities under 
   constant or periodic surveillance by Air Force security police during 
   non-duty hours. Those in computer storage devices are protected by 
   computer system software.
     Retention and disposal: 
       Retained in office files until superseded, obsolete, no longer 
   needed for reference. Specific rules for retention of permanent 
   microfiche have not yet been determined. It is anticipated that such 
   records may need to be retained for not less than 30 and not more 
   than 50 years beyond the latest entries on each such record. Active 
   master file records on the computer are by their nature evolutionary 
   and will be maintained permanently. Paper records maintained to serve 
   students registered in study programs are retained so long as a 
   registrant remains active in his or her program. Such records are 
   destroyed 1 year after a registrant completes his or her study 
   program. Other records are typically retained only so long as they 
   may serve a useful purpose, which is typically between 30 and 90 
   days. No rule has yet been defined for retaining records which verify 
   awards of credentials by the college, but it is expected that such 
   records will need to be archival. Computer records are destroyed by 
   erasing, deleting or overwriting.
     System manager(s) and address: 
       President, Community College of the Air Force, 130 East Maxwell 
   Boulevard, Maxwell Air Force Base, AL 36112-6307.
     Notification procedure: 
       Persons who have not registered in the college should address 
   inquiries regarding records maintained by the college to Chief, 
   Student Records Branch, Community College of the Air Force, 130 East 
   Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6307. Persons who 
   have registered in the college may address inquiries as above or to 
   Chief, Academic Programs Division also at Maxwell Air Force Base. 
   Such inquiries will need to include the full name (and former names 
   if appropriate), Social Security Number, and birth date of the 
   inquirer, and should include a full return address (including ZIP 
   Code). Visits to the college are welcomed, and visitors seeking 
   information about personal records should first visit the Office of 
   the Registrar.
     Record access procedures: 
       Individuals seeking to access records about themselves contained 
   in this system should address requests to the System Manager, or to 
   addresses listed above.
       Visits to the college are welcomed, and visitors seeking 
   information about personal records should first visit the Office of 
   the Registrar.
     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 obtained from educational institutions, automated 
   system interfaces and from source documents submitted to the college 
   by or at the request of individuals concerned, or by other Air Force 
   agencies acting on behalf of individuals concerned.
     Exemptions claimed for the system:
       None.

   #..F036 AETC M

   #....System name: 

       Air University Academic Records.
     System location: 
       Air University, Maxwell Air Force Base, AL 36112. Subsystems are 
   located and maintained at the Air Force Institute of Technology/RR, 
   Wright-Patterson Air Force Base, OH 45433; Extension Course 
   Institute/EDOR, Gunter Air Force Station, AL 36118.
     Categories of individuals covered by the system: 
       Graduates, students currently or previously enrolled in AFIT, AU 
   PME schools or ECI.
     Categories of records in the system: 
       Education records which include transcripts; test scores; 
   completion/noncompletion status; training reports; rating of 
   distinguished, outstanding or excellent graduate as appropriate; and 
   other documents associated with academic records.
     Authority for maintenance of the system: 
       10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; 
   delegation by; Air Force Regulation 50-12, Extension Course Program; 
   Air Force Regulation 53-8, USAF Officer Professional Military 
   Education System; and E.O. 9397 (SSN).
   Purpose(s): 
       Individuals seeking academic or certification credit for courses 
   completed may request applicable Registrar to send a record of 
   courses completed to school or activity desired.
     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 `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 at Air Force Institute of Technology, 
   and in microform and on computer at Extension Course Institute.
     Retrievability: 
       Retrieved by name and Social Security Number.
     Safeguards: 
       Records are accessed by custodian of the record system and by 
   person(s) responsible for servicing the record system in performance 
   of their official duties who are properly screened and cleared for 
   need-to-know. Records are stored in vaults and locked cabinets or 
   rooms and are controlled by personnel screening.
     Retention and disposal: 
       Retained for 30 years or until no longer required at ECI; master 
   transcripts of resident schools are kept 50 years at AFIT.
     System manager(s) and address: 
       Registrar, Air Force Institute of Technology, Wright-Patterson 
   Air Force Base, OH 45433; Air University Registrar, Extension Course 
   Institute, Gunter Air Force Station, AL 36118.

Other Popular 1997 Privacy Act Documents Documents:

Other Documents:

1997 Privacy Act Documents Records and Documents