SYSTEM NAME:

Cadet Hospital/Clinic Records  (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:

USAF Academy Cadets.

CATEGORIES OF RECORDS IN THE SYSTEM:

Daily roster of cadets hospitalized and report of cadet visits to the cadet clinic.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 9331, Establishment; Superintendent; faculty.

PURPOSE(S):

Information collected to notify concerned individuals of status of hospitalized cadets.

Used to provide Superintendent, Hospital Commander and staff, Commandant and staff a daily report of number and status of cadets hospitalized; concerned personnel can note trends in hospitalization in terms of numbers of cadets hospitalized, length of stay, and nature of medical problems being treated.

Report of visits to cadet clinic is used by the Cadet Wing Airmanship Division to monitor cadet activity for ground safety programs; Athletics uses it to monitory excusals from physical education and to evaluate injury rates, and the Individual uses it to justify time away from classes.

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 file folders.

RETRIEVABILITY:

Retrieved by name.

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. Clinic copy is under the direct control of Noncommissioned Officer in Charge of Administrative Services. Distribution is made only to authorized representatives of Cadet Wing Airmanship Division and Athletics.

RETENTION AND DISPOSAL:

Records are retained in office files for one year after annual cutoff then destroyed. Report of Clinic Visit are retained in office files for three months or until purpose has been served, whichever is sooner, then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning.

SYSTEM MANAGER(S) AND ADDRESS:

Commander, USAF Academy Hospital, USAF Academy, CO 80840-5000.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether this system of records contains information on them should address written inquiries to or visit the USAF Academy Hospital/SGR, USAF Academy, Colorado Springs, CO 80840-5300, ATTN; Medical Release of Information Clerk, and should include full name and date of hospital admission.

RECORD ACCESS PROCEDURES:

Individuals seeking access to records about themselves contained in this system should address written requests to or visit the Commander, USAF Academy Hospital, USAF 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 medical institutions, the individual, physicians and/or medical technicians.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY: