SYSTEM NAME:
Army Continuing Education System Records (January 31, 2011, 76 FR 5351)
SYSTEM LOCATION:
U.S. Army Human Resources Command, Chief, Army Continuing Education System, 200 Stovall Street, Alexandria, VA 22332-0400.
Segments exist at Army commands/installations, organizations/ activities, including overseas areas. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any member of the U.S. Army to include Active Army, Army National Guard, Air National Guard and Army Reserve, veterans, military retirees, authorized adult family members, federal civilian employees, members of other services to include members of their respective Reserve components and their authorized family members, and authorized foreign nationals.
CATEGORIES OF RECORDS IN THE SYSTEM:
Identification data: name, rank, Social Security Number (SSN), race/ethnicity, gender, and marital status.
Contact information: home telephone number, fax number, personal email address, mailing/home address, home of record address, state, work telephone number.
Military personnel information: military records, additional skill identifier, branch of service, component, current position and tour information, enlistment records, enlistment status, evaluations, foreign service, grade, military occupational specialty (primary, secondary), military service obligation statutory expiration date, military status, past military positions, photograph/DA photo, promotion data, qualification record.
Dependent education information: academic and diagnostic tests, academic evaluation reports, academic reports, American Council on Education recommendations, civilian education, course and associated fees, personal resumes, previous schools attended, school contracts, theses, training achievements, class standing, degree, major, university, fraternities (social, honorary, clubs), academic counseling records, course attendance and completion records, education level, test scores, transcript registry and course descriptors, and military education information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 4302, Enlisted members of Army: schools; AR 621-5, Army Continuing Education System and E.O. 9397 (SSN), as amended.
PURPOSE(S):
To document, monitor, manage, and administer the attendance at a civilian training agency or civilian school.
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, 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 set forth at the beginning of the Army's compilation of systems of records notices also 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 individual's name and Social Security Number (SSN).
SAFEGUARDS:
Records are maintained in areas accessible only to authorized personnel and only in the performance of assigned duties. Use of automated systems requires user identification and passwords granted to authorized personnel responsible for the administration and processing of individual student data.
RETENTION AND DISPOSAL:
Keep records for 2 years then destroy by shredding or deleting.
SYSTEM MANAGER(S) AND ADDRESS:
Commander, U.S. Army Human Resources Command, 200 Stovall Street, Alexandria, VA 22332-0400.
NOTIFICATION PROCEDURE:
Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Human Resources Command, 200 Stovall Street, Alexandria, VA 22332-0411.
All written inquiries should provide the full name, Social Security Number (SSN), date of birth, military status and current mailing address and any details which may assist in locating the record, 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 State 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 records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Human Resources Command, 200 Stovall Street, Alexandria, VA 22332-0411.
All written inquiries should provide the full name, Social Security Number (SSN), date of birth, military status and current mailing address and any details which may assist in locating the record, 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 State 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 Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
From the individual, Army records and reports, documents from the civilian school or industry training agency.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY:
January 31, 2011, 76 FR 5351.