Department of the Air Force

F036 USAFA A

SYSTEM NAME:

Cadet Personnel Management System  (June 11, 1997,  62 FR 31793)

SYSTEM LOCATION:

United States Air Force Academy (USAF Academy), CO 80840-5000.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

The Air Force Academy cadets.

CATEGORIES OF RECORDS IN THE SYSTEM:

Cadet Personnel Record (CPR) consisting of temporary and permanent forms and documents including the CPR-1 which contains Oath of Allegiance; Cadet Acceptance Record; Statement of Consent; separation referral; appointment orders; disciplinary/punishment order; Commandant's Disciplinary Boards; disenrollment correspondence for reentry cadets; Declaration of Religious Denomination; Record of Emergency Data; Statement of Personal History; Certificates of Completion/Training; Serviceman's Life Insurance Election; citation/orders for decorations/awards; Language Proficiency Test; Statement of Travel; Ethnic/Race Identification; Disclosure of Cadet/Cadet Candidate Information; Cadet Outgoing Clearance; Separation Referral Checklist; Data for Parachutist Rating; Certificate of Release or Discharge; Application for ID Card; Line of Duty Determination; Individual Jump Records; USAF Drug Abuse Training Certificate; Squadron Change Order; Active Duty Service Commitment Acknowledgment Letter; Faculty Board Elimination from Flying Status; 10 U.S.C. Letter, World Service Life Insurance Election; small arms marksmanship training, and the CPR-2 which contains the Cadet Performance Report; Basic Cadet Evaluation Report; Cadet Conduct Summary; Cadet Interview/Evaluation; Cadet Personal Information; Evaluation of Cadet; Cadet Rating Form; Academic Probation Notification; Cadet Personal Data Summary Sheet; Individual Military Rating Summary; Conduct/Aptitude Probation Letters; Commandant's Disciplinary Boards (copies); Academy Board/Academic Review Committee actions (copies); Minutes of Eligibility Committee actions; Military Review Committee/Athletic Review Committee action; Upperclass Performance Summary; Professional Military Training Summary; Liaison Officer Candidate Devaluation; Evidence and statements gathered by the Honor Committee and a summary of the Honor Board proceedings; Summer Training Evaluation and Completion Record; current summer assignments and training preferences. Board Case File consists of proceedings, inquiries, and investigations; Counseling Record; Motor vehicle information, such as amount of loan, monthly payments, current financial data, insurance coverage, and record of accidents/citations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 9331, Establishment; Superintendent; faculty; 10 U.S.C. 9349, Cadets: Organization; service; instruction, and E.O. 9397 (SSN).

PURPOSE(S):

Used to evaluate and document cadet activity at the United States Air Force Academy.

Case files are used by Cadet Honor representatives to investigate possible violations of the Honor Code and as evidence at cadet Honor Hearings. The case summaries are used for statistical record keeping and training in each squadron of Honor Committee activities.

Used to maintain a record of summer training accomplishments and assign cadets to summer training program to insure each cadet meets this graduation requirement.

Case files are used in board (disenrollment) actions initiated against cadets; by USAF Academy Superintendent in making a decision to refer cadets to board of officers, and by the Office of the Secretary of the Air Force in making final decisions on disenrollment action.

Counseling record is used by counselors to maintain record of confidential transactions during counseling sessions. Used to record pertinent information about a cadet's motor vehicle and a summary of past driving record.

Provides authorities with immediate information concerning a cadet's motor vehicle for counseling and determining the cadet's financial ability to incur and repay a debt.

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 paper files, in computers and on computer output products, cards and microform.

RETRIEVABILITY:

Retrieved by name and 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:

Permanent records are transferred to the Master Cadet Personnel Record which is retained permanently at the USAF Academy or placed in the officer's record. Any personal documents are returned to the individual. Temporary records are destroyed 90 days after graduation or disenrollment. Investigation files are destroyed after 1 year on first class cadets and after 6 months on second, third and fourth class cadets. Case files of Honor Hearings are destroyed after 5 years on guilty cases and after 1 year on not guilty and discretion cases. Summer training records are destroyed after 6 years on graduated cadets and after 4 years on disenrolled cadets. Case files on disenrolled cadets are transferred to the Master Cadet Personnel Record which is retained permanently at the USAF Academy. Case files on retained cadets are destroyed 3 months after cadet graduates. Counseling record is destroyed one year after graduation. Motor vehicle information is destroyed when superseded, no longer needed, or upon graduation, whichever is sooner. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting.

SYSTEM MANAGER(S) AND ADDRESS:

Commandant of Cadets, Deputy Chief of Staff/Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Commandant of Cadets, Deputy Chief of Staff/Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000.

RECORD ACCESS PROCEDURES:

Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Commandant of Cadets, Deputy Chief of Staff/Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000.

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, counselors, educational institutions, academy authorities, cadets, automated system interfaces, source documents (such as reports), and from instructors.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure would reveal the identity of a confidential source.

An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager.

FEDERAL REGISTER HISTORY: