SYSTEM NAME:
Instructor Academic Records (October 15, 1997, 62 FR 53600)
SYSTEM LOCATION:
Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;
Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264;
Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Air Force Academy cadets and graduates.
CATEGORIES OF RECORDS IN THE SYSTEM:
Cadet information card.
Listings of all cadet academic schedules including final examination schedules; rosters of cadets, by course, taking final examinations; extra instruction or hospital instruction schedules; rosters of cadets requesting permission to enroll in independent study, or authorized to drop or add course; listings of course rosters prepared for current semester showing individual's enrollment by course section; reports of reasons for cadet absences or lateness for academic causes; listings of cadets improperly registered in classes.
Themes, research papers, graded recitations, grade reviews, other graded work, laboratory reports, case studies, final and midterm examinations, turnout examinations, validation examinations, and graded reviews of courses in which no final examination is given.
Copies of academic schedules and grades, requests for academic waivers, documentation of academic difficulty, plans outlining courses that must be taken in order to graduate.
Graduate record examination scores, orders of merit scores, cumulative GPA scores, and panel commentaries.
Various cadet grade reports, cards and sheets used in auditing and distributing academic grades.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903, U.S. Air Force Academy; and E.O. 9397 (SSN).
PURPOSE(S):
Individual cards on cadets listing name, date of birth, Social Security Number, admission examination scores, course grades and instructor evaluations concerning aptitude, attitude, and performance are used by instructor to evaluate potential cadets for commissioned service and to evaluate potential cadets as future instructors.
Provides both cadets and instructors the schedules of classes and classrooms and an explanation for any deviation from these schedules and is used by the cadets and instructors to provide locator and scheduling information and to provide course offering information, to change current and future semester course enrollments, to reschedule cadets and establish criteria for resectioning cadets in their courses during the academic year.
Used in assigning grade scores to monitor progress of cadets throughout the academic year and to determine grades.
Used for counseling cadets on academic performance by the counselors and advisors. Assists the cadet in planning an academic program that will satisfy graduation requirements.
Used in the applications of graduates competing for the various fellowships and other post-graduate scholarships by Graduate Scholarship Committee.
Used in auditing and distributing academic grades and are compiled to determine a letter grade for each student in each course.
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:
Stored in card files, on computer magnetic tapes and printouts, and in file folders/notebooks/binders/visible files.
RETRIEVABILITY:
By name or Social Security Number of cadet.
SAFEGUARDS:
Records are accessed by authorized person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked safes, file containers, cabinets or rooms and on computer storage devices protected by computer system software.
RETENTION AND DISPOSAL:
Destroy after purpose has been served or 10 years after graduation, whichever is sooner.
Destroy at end of academic year or upon completed action, whichever is sooner.
Destroy 3 months after end of the semester in which administered or at the discretion of the course director, return to the cadet for retention as reference and study materials.
Same as (2) above.
Destroy when no longer needed.
Destroy when superseded or when purpose has been served, whichever is sooner.
SYSTEM MANAGER(S) AND ADDRESS:
Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;
Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264;
Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;
Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264;
Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200;
Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264;
Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500.
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 source documents such as reports prepared on behalf of the AF by boards, committees, panels, auditors, and educational institutions, individual, instructors, automated system interfaces from course requisites.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY: