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Privacy Act: [WUSU03]...


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<DOC>
[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]




   Purpose(s): 
       To be used by USUHS officials and employees to produce data for 
   budget purposes and as backup information for audits.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The `Blanket Routine Uses' set forth at the beginning of the 
   USUHS' 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: 
       The information will be stored as computer printout.
     Retrievability: 
       The system will be indexed by name.
     Safeguards: 
       The information will be available for personnel in the Civilian 
   Personnel/Manpower Directorate of the USUHS or other personnel who 
   have a demonstrated need to know, e.g., auditors, Congress, etc. The 
   material will be stored in metal file containers.
     Retention and disposal: 
       The records will be maintained for one year and then destroyed by 
   burning.
     System manager(s) and address: 
       Director of Civilian Personnel/Manpower, 4301 Jones Bridge Road, 
   Bethesda, MD 20814-4799, for Civilian Pay System.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Director of Civilian Personnel/Manpower, 4301 Jones 
   Bridge Road, Bethesda, MD 20814-4799.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Director of Civilian Personnel/Manpower, 4301 Jones Bridge Road, 
   Bethesda, MD 20814-4799.
     Contesting record procedures: 
       The USUHS' rules for accessing records, for contesting contents 
   and appealing initial agency determinations are published in OSD 
   Administrative Instruction 81; 32 CFR part 315; or may be obtained 
   from the system manager.
     Record source categories: 
       Computerized pay records from Bolling Air Force Base Accounting 
   and Finance Office.
     Exemptions claimed for the system:
       None.

   #..WUSU03

   #....System name: 

       Uniformed Services University of the Health Sciences (USUHS) 
   Student Record System.
     System location: 
       The file will be maintained in the Registrar's Office, USUHS, 
   4301 Jones Bridge Road, Bethesda, MD 20814-4799. Supplemental files 
   consisting of student evaluation forms, grades, and course 
   examinations pertaining to their Department will be maintained in 
   each department by department chairperson, as well as in the 
   Registrar's office.
     Categories of individuals covered by the system: 
       Records will be maintained on all students who matriculate to the 
   University.
     Categories of records in the system: 
       Grade reports and instructor evaluations of performance/
   achievement; transcripts summarizing by course title, grade, and 
   credit hours; records of awards, honors, or distinctions earned by 
   students; and data carried forward from the Applicant File System, 
   which includes records containing personal data e.g., name, rank, 
   Social Security Number, undergraduate school, academic degree(s), 
   current addresses, course grades, and grade point average from 
   undergraduate work and other information as furnished by non-
   Government agencies such as the American Medical College Admission 
   Service which certifies all information prior to being submitted to 
   the University.
     Authority for maintenance of the system: 
       Pub. L. 92-426, Ch 104, section 2114; and E.O. 9397.
   Purpose(s): 
       Data is used for recording internships, residencies, types of 
   assignment and other career performance data on USUHS graduates; 
   providing academic data to each student upon request, e.g., 
   transcripts, individual course grades, grade point average, etc.; 
   providing academic data within the Uniformed Services University of 
   the Health Sciences for official use only purposes; and providing 
   data to the respective Surgeon General when a specific and authorized 
   need requires it.
     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:
       Academic data may be provided to other educational institutions 
   upon the written request of a student.
       The `Blanket Routine Uses' set forth at the beginning of the 
   USUHS' 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: 
       Paper records in file folders are stored at USUHS, supported by 
   automated copies of subsets of each student's folder, which are 
   maintained on magnetic tape and disk at the Office of the Registrar, 
   USUHS.
     Retrievability: 
       The system will be indexed by name and Social Security Number. 
   Also, any combination of data can be used to select individual 
   records. Only personnel in the Office of the Registrar will be with 
   the password that allows access to the data, and those individuals 
   are authorized access to all data in the file.
     Safeguards: 
       The computer facility at the USUHS is operated by the Office of 
   the Registrar. The tapes and hard copies of material are secured in 
   government-approved security containers constructed of four-hour 
   heat-resistant steel material. The physical location of the computer 
   hardware, disks, and printer are located to the extreme rear of the 
   room with access being blocked by a large counter staffed by two 
   office personnel. All access to the computers in the Office of the 
   Registrar is via user identification and sign-on password. Computer 
   software ensures that only properly identified users can access the 
   Privacy Act files on this system. Passwords are changed semiannually, 
   or upon departure of any person knowing the password.
     Retention and disposal: 
       Files are cut off upon graduation, transfer, withdrawal, or death 
   of student, and held for 20 years, after which they are transferred 
   to the Washington National Records Center. Fifty years after cut-off, 
   the records are destroyed.
     System manager(s) and address: 
       The Registrar, Uniformed Services University of the Health 
   Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Registrar, Uniformed Services University of the 
   Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Registrar, Uniformed Services University of the Health Sciences, 4301 
   Jones Bridge Road, Bethesda, MD 20814-4799.
       Written requests should include name, Social Security Number and 
   dates attended.
     Contesting record procedures: 
       The USUHS' rules for accessing records, for contesting contents 
   and appealing initial agency determinations are published in OSD 
   Administrative Instruction 81; 32 CFR part 315; or may be obtained 
   from the system manager.
     Record source categories: 
       Information is furnished by instructor personnel, the individual 
   concerned; the National Board of Medical Examiners; and the Applicant 
   File System.
     Exemptions claimed for the system:
       None.

   #..WUSU04

   #....System name: Uniformed Services University of the Health 
      Sciences (USUHS) Applicant Record System.

     System location: 
       A central applicant record file will be maintained at the 
   Uniformed Services University of the Health Sciences, Admission 
   Office, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. A 
   supplemental file consisting of summary data on each applicant to be 
   derived from data collected in the central file, will be stored on 
   magnetic tape and maintained at the Pentagon Computer Center, 
   Washington, DC.
     Categories of individuals covered by the system: 
       Records will be maintained on all individuals applying for 
   admission.
     Categories of records in the system: 
       Identity and demographic information (e.g., Social Security 
   Number, name, sex, minority status, address, birth date, citizenship, 
   etc.); Academic and attitudinal background data consisting of: (1) 
   Schools attended, (2) Degrees earned, (3) GPA for college and 
   graduate work, (4) Course hours completed in college and graduate 
   school, (5) Medical College Admission Test scores and percentiles; 
   information regarding work experience, socio-economic background, 
   hobbies, extracurricular involvements in college community/service 
   activities, honors and awards achieved, and professional and/or 
   societal contributions; Letter of references; biographies; personal 
   statements (autobiographical in nature) service preference statement; 
   interview evaluations; test results and personality inventory scores 
   on instruments used to assess noncognitive potential and aptitude; 
   official college transcripts and health data. Unsolicited information 
   provided by applicants will also normally be retained when such 
   information pertains to the matters described above.
     Authority for maintenance of the system: 
       Pub. L. 92-426, Ch 104, Section 2114; and E.O. 9397.
   Purpose(s): 
       To be used by officials and personnel of the USUHS for selecting 
   students and conducting studies of the selection process.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The `Blanket Routine Uses' set forth at the beginning of the 
   USUHS' 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: 
       Paper records in file folders and magnetic tape.
     Retrievability: 
       The central file will be indexed by name. The computer file will 
   be sequenced by Social Security Number, with data retrievable by any 
   single or combination of variables stored, e.g., sex, minority 
   status, ranking by academic performance, ranking by test achievement, 
   state of residence, college attended, etc.
     Safeguards: 
       All material will be maintained in metal rotary files in a 
   securable office; the satellite file on disks, securable stored at 
   the Pentagon Computer Center.
     Retention and disposal: 
       Records of applicants who matriculate to the school will be 
   converted to students records and maintained permanently. Records of 
   applicants who do not matriculate will be retained for five years and 
   then destroyed by burning. Portions of the record may be retained on 
   magnetic tape for longer periods.
     System manager(s) and address: 
       Assistant Dean for Academic Support, Uniformed Services 
   University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, 
   MD 20814-4799.
     Notification procedure: 
       Individuals seeking to determine whether information about 
   themselves is contained in this system should address written 
   inquiries to the Assistant Dean for Academic Support, Uniformed 
   Services University of the Health Sciences, 4301 Jones Bridge Road, 
   Bethesda, MD 20814-4799.
     Record access procedures: 
       Individuals seeking access to information about themselves 
   contained in this system should address written inquiries to the 
   Assistant Dean for Academic Support, Uniformed Services University of 
   the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799.
       For written requests the information should contain the full name 
   of the individual, current address and telephone number.
     Contesting record procedures: 
       The USUHS' rules for accessing records, for contesting contents 
   and appealing initial agency determinations are published in OSD 
   Administrative Instruction 81; 32 CFR part 315; or may be obtained 
   from the system manager.
     Record source categories: 
       The bulk of the information in the system will be furnished by 
   the applicants. It will be either prepared by them personally, or 
   submitted by other individuals/agencies in their behalf at their (the 
   applicants') specific request. The remaining elements of the system, 
   the data not furnished by the applicants, will consist of evaluative 
   records prepared and developed by admissions personnel based on 
   interviews, school administered tests, and analyses of applicant 
   records.
     Exemptions claimed for the system:
       None.

   #..WUSU05

   #....System name: USUHS Graduate and Continuing Medical Student 
      Records.

     System location: 
       Office of the Assistant Dean for Graduate and Continuing 
   Education, Uniformed Services University of the Health Services, 4301 
   Jones Bridge Road, Bethesda, MD 20814-4799. Supplementary files, 
   consisting of student evaluation forms, grades, and course 
   examinations pertaining to their department, are maintained in each 
   USUHS department by departmental chairpersons.
     Categories of individuals covered by the system: 
       Records are maintained on all students who apply for or 
   matriculate in the Graduate Education and Continuing Medical 
   Education programs at the University.
     Categories of records in the system: 
       Grade reports and instructor evaluations of performance/
   achievement; educational records listed by course title, grade, and 
   credit hours; records of awards, honors, or distinctions earned by 
   students; and data carried forward from the application, which 
   includes records containing personal data, e.g., name, rank, Social 
   Security Number, undergraduate school, academic degree, current 
   addresses, course grades, and grade point average from undergraduate 
   work; letters of recommendation; and other information as furnished 
   by non-government agencies such as the Educational Testing Service.
     Authority for maintenance of the system: 
       10 U.S.C. 2114 and E.O. 9397.
   Purpose(s): 
       The system is used to: Record types of assignment, program 
   participation and other student performance data and participation in 
   continuing education programs; provide academic data to each student 
   upon request (such as, individual course grades and grade point 
   averages); provide academic data within the USUHS for official 
   purposes; including use for studies of the academic process and 
   provide data to the respective Department of Defense component 
   Surgeon Generals when a specific and authorized need exists.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Academic data may be provided to other educational institutions 
   upon the written request of a student. Also see blanket routine uses 
   at the beginning of the USUHS listing of system notices.
     Policies and practices for storing, retrieving, accessing, 

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