SYSTEM NAME:

Air Force Institute of Technology Data Applications Knowledge System (AFITDAKS)  (March 27, 2015,  80 FR 16366)

SYSTEM LOCATION:

Air Force Institute of Technology (AFIT), AFIT Communications and Information Directorate, 2950 Hobson Way, Wright-Patterson Air Force Base, OH 45433-7765.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Air Force active duty members, reservists, Department of Defense (DoD) civilian employees, and other federal government employees attending civilian institutions.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, social security number(SSN), federal identification number (FIN), unique system created identification number, gender, race, date of birth, country of citizenship, mailing and home address, home telephone, personal e-mail address, occupation, pay grade, rank, assigned unit identification code(UIC), service affiliation, government agency, course work, grades, academic program, emergency contact information, personal cell telephone, and security clearance.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction 36-2201, Air Force Training Program; Air Force Instruction 36-2301, Developmental Education; and E.O.9397 (SSN), as amended.

PURPOSE(S):

This system integrates all aspects of student information management. It provides core functions required for resident student graduate education, management of students in civilian institution programs, and course management for civil engineering education programs. The system also, provides support for registration, academic programs, course offerings, grades, education planning, candidate packages, resource scheduling, degree auditing, financial reimbursements/forecasting, and official transcript generation.

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, as amended, these records 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 may apply to this system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are stored electronically within the Air Force Institution of Technology Data storage.

RETRIEVABILITY:

Name, unique system-created identification number, and/or Social Security Number (SSN).

SAFEGUARDS:

Records are maintained in a secure facility on the installation; physical entry is restricted by security guards and presentation of authenticated identification badges at entry control points, and cipher locks and key cards for access into buildings.  Records are accessed by the custodian of the record system and by person(s) responsible for servicing the record system in the performance of their official duties using Common Access Cards.  Persons are properly screened and cleared for access.  The information is protected by using user profiles, passwords, and encryption.  User profiles are role-based and ensure that only data accessible to the individual’s role will appear on the screen.

RETENTION AND DISPOSAL:

Records are destroyed 30 years after individual completes or discontinues a training course. Computer records are destroyed by erasing, deleting or overwriting. Paper records are destroyed by shredding.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Communications and Information, 2950 Hobson Way, Wright-Patterson AFB, Ohio 45433-7765.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to Director, Communications and Information, 2950 Hobson Way, Wright-Patterson AFB, Ohio 45433-7765.  

For verification purposes, individual should provide their full name and any details which may assist in locating records, and their signature.  

In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, in the following format:

If executed outside the United States:
‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.

If executed within the United States, its territories, possessions, or commonwealths: ‘I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.

RECORD ACCESS PROCEDURES:

Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Director, Communications and Information, 2950 Hobson Way, Wright-Patterson AFB, Ohio 45433-7765.

For verification purposes, individual should provide their full name and any details which may assist in locating records, and their signature.

In addition, the requester must provide a notarized statement or an unsworn declaration made in accordance with 28 U.S.C., 1746, in the following format:

If executed outside the United States:

‘I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)’.

If executed within the United States, its territories, possessions, or commonwealths: ‘I declare( or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)’.

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 33-332, The Air Force Privacy and Civil Liberties Program; 32 CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information comes from source documents such as written examinations and grade sheets; from reports by instructors and students; and from the individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

January 4, 2010, 75 FR 136; March 27, 2015, 80 FR 16366