Department of the Air Force

F036 AF DP G

SYSTEM NAME:

Equal Opportunity and Sexual Assault Prevention and Response Records  (January 22, 2009,  74 FR 4020)

SYSTEM LOCATION:

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

Department of Defense (DoD) military Component Active Duty, Reserve and Guard personnel; civilian employees and members of the public involved in complaints or investigations relating to the Equal Opportunity and Sexual Assault Prevention and Response Programs.

CATEGORIES OF RECORDS IN THE SYSTEM:

Complainants full name, Social Security Number (SSN), correspondence and records concerning incidents or complaint data, endorsements and recommendations, formal and informal complaints of unlawful discrimination, sexual harassment, sexual assault, and clarifications/investigations concerning aspects of equal opportunity or sexual assault. Records/forms necessary to conduct background checks for Sexual Assault Response personnel/volunteers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 8013, Secretary of the Air Force; Pub. L. 105-85, section 591; AFPD 36-27, Social Actions; Air Force Instruction 36-2706, Military Equal Opportunity and Treatment Program; For Sexual Assault: Pub L. 108-375, as amended and supplemented, October 28, 2004, Section 577(e); AFPD 36-60, Sexual Assault Prevention and Response (SAPR) Program and E.O. 9397 (SSN).

PURPOSE(S):

To investigate and resolve complaints of unlawful discrimination and sexual harassment under the Equal Opportunity Program, and to maintain records created as a result of the filing of allegations and appeals involving unlawful discrimination because of race, color, religion, sex, or national origin. To assist and provide victim services to victims of sexual assault under the Sexual Assault Prevention and Response Program, and to maintain records created as a result of restricted or unrestricted reporting of allegations of sexual assault under the Sexual Assault Prevention and Response Program.

To conduct necessary background checks of Sexual Assault Prevention and Response Program volunteers/personnel.

To report information as required by the FY 98 National Defense Authorization Act, and used as a data source for descriptive statistics.

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:

In cases of confirmed sexual harassment, identification of complainant and offender will be provided to congressional committees as required by the FY 98 National Defense Authorization Act. In cases of unrestricted or restricted reports, release of identification of complainant and offender may be provided for official purposes consistent with guidance from the DoD Sexual Assault Prevention and Response Office.

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:

Paper records in file folders and electronic storage media.

RETRIEVABILITY:

By complainant's name and/or Social Security Number.

SAFEGUARDS:

Paper records are maintained in locked file cabinets, locked desk drawers or locked offices. Computer records are password protected and limited to personnel authorized access to the records in order to accomplish their official duties; encryption of information in the records may also be required. Records are also accessed by personnel responsible for servicing the records in performance of their official duties who are properly screened and cleared for need-to-know.

RETENTION AND DISPOSAL:

SYSTEM MANAGER(S) AND ADDRESS:

Air Force Equal Opportunity Office (AF/A1Q), 1040 Air Force Pentagon, Washington D C 20330-1040.

Air Force Sexual Assault Prevention and Response Office (AF/A1SF), 1040 Air Force Pentagon, Washington DC 20330-1040.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to Air Force Equal Opportunity (AF/A1Q), 1040 Air Force Pentagon, Washington DC 20330-1040 or Air Force Sexual Assault Prevention and Response (AF/A1SF), 1040 Air Force Pentagon, Washington DC 20330-1040. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.

Individuals should provide their full name, Social Security Number (SSN) and notarized signature.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system should address written requests to Air Force Equal Opportunity (AF/A1Q), 1040 Air Force Pentagon, Washington DC 20330-1040 or Air Force Sexual Assault Prevention and Response (AF/A1SF), 1040 Air Force Pentagon, Washington DC 20330-1040. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.

Individuals should provide their full name, Social Security Number (SSN) and notarized 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; 32 CFR part 806b; or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

Information obtained from the complainants and alleged victims, witnesses and other individuals, investigative reports, DoD and Component records and reports.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that 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: