SYSTEM NAME:

Long-Term Civilian Training Student Control Files  (June 15, 2016,  81 FR 39030)

SYSTEM LOCATION:

Center for Professional Education and Training (CPET), 2450 Stanley Road, Bldg. 146, Suite 204, Joint Base San Antonio, TX 78234-7510.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

All Army Medical Department Active Duty personnel currently participating in long-term civilian training on a partially or fully funded basis.

CATEGORIES OF RECORDS IN THE SYSTEM:

Individual's information, including: Name, date of birth, Social Security Number (SSN), home address, home and office telephone number, work email address, rank, security clearance, education level, grade, duty position, and orders. Course administrative data level: Name of school (city and state), official title of degree student expects to receive, date degree is expected, department and major field of study, subjects studied and grades received, academic plan, name and contact information of faculty advisor, absences which may impact course completion, academic difficulties and reasons for these difficulties, changes in academic plan, and course training requirements.

Financial data, including: Name of individual's bank, routing number, bank account number, bank address, and dollar amount of requested reimbursement funds.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

10 U.S.C. 3013, Secretary of the Army; DoD Instruction 6000.13, Medical Manpower and Personnel; Army Regulation 351-3, Professional Education and Training Programs of The Army Medical Department; and E.O. 9397 (SSN), as amended.

PURPOSE(S):

Initiation and maintenance of contracts between the Army and civilian academic institutions for the purpose of sending Army Medical Department officers for long-term civilian training on a partially or fully funded program.

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, the 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 may apply to this system. The complete list of DoD blanket routine uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx

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

STORAGE:

Electronic storage media and paper records.

RETRIEVABILITY:

Individual's first and last name, rank, and academic program.

SAFEGUARDS:

Paper records are maintained in lockable file cabinets. Access to computerized data is restricted by use of CACs and is accessible only by users with an authorized account. The system and electronic backups are maintained in controlled facilities that employ physical restrictions and safeguards to include security guards, identification badges, key cards, and locks.

RETENTION AND DISPOSAL:

The hardcopy of the paper files are destroyed by shredding when a student completes the training. The student's electronic academic file is maintained for two years.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Center for Professional Education and Training, 2450 Stanley Road, Bldg. 146, Suite 204, Joint Base San Antonio, TX 78234-7510.

NOTIFICATION PROCEDURE:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to: Chief, Education Branch, U.S. Army Medical Department Center and School (AMEDDC&S), Center for Professional Education and Training, 2450 Stanley Road, Bldg. 146, Suite 204, Joint Base San Antonio, TX 78234-7510.

The individual should provide the full names, SSN, current address, current unit of assignment (if on active duty), sponsoring program and calendar years in training, and 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 records about themselves contained in this record system should address written inquiries to the: Chief, Education Branch, U.S. Army Medical Department Center and School (AMEDDC&S), Center for Professional Education and Training, 2450 Stanley Road, Bldg. 146, Suite 204, Joint Base San Antonio, TX 78234-7510.

The individual should provide the full names, SSN, current address, current unit of assignment (if on active duty), sponsoring program and calendar years in training, and 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 Army's rules for accessing records, contesting contents, or appealing initial agency determinations are contained in 32 CFR part 505, Army Privacy Program, or may be obtained from the system manager.

RECORD SOURCE CATEGORIES:

From the individual, Army records and reports, correspondence with the selecting academic institution.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FEDERAL REGISTER HISTORY:

June 15, 2016, 81 FR 39030; April 4, 2003, 68 FR 16484; July 27, 1993, 58 FR 40115