[Federal Register Volume 85, Number 210 (Thursday, October 29, 2020)]
[Notices]
[Pages 68567-68569]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-23914]
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DEPARTMENT OF DEFENSE
Office of the Secretary
[Docket ID: DoD-2020-OS-0087]
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary of Defense (OSD), Department of Defense
(DoD).
ACTION: Notice of a modified system of records.
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SUMMARY: The OSD is modifying a system of records titled, ``Science,
Mathematics, and Research for Transformation (SMART) Information
Management System,'' DUSDA 14. This system of records enables the SMART
program officials to select qualified scholarship applicants and
monitor their progress in the program.
DATES: This system of records modification is effective upon
publication; however, comments on the Routine Uses will be accepted on
or before November 30, 2020. The Routine Uses are effective at the
close of the comment period.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
Federal Rulemaking Portal: https://www.regulations.gov.
Follow the instructions for submitting comments.
Mail: The Department of Defense (DoD) cannot receive
written comments at this time due to the COVID-19 pandemic. Comments
should be sent electronically to the docket listed above.
Instructions: All submissions received must include the agency name
and docket number for this Federal Register document. The general
policy for comments and other submissions from members of the public is
to make these submissions available for public viewing on the internet
at https://www.regulations.gov as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Ms. Lyn Kirby, Defense Privacy, Civil
Liberties, and Transparency Division, Directorate for Oversight and
Compliance, Department of Defense, 4800 Mark Center Drive, Mailbox #24,
Suite 08D09, Alexandria, VA 22350-1700; OSD.DPCLTD@mail.mil; (703) 571-
0070.
SUPPLEMENTARY INFORMATION: This update reflects considerable
administrative changes warranting a modification to the system of
records notice. Changes include: Security
[[Page 68568]]
classification, system location, system manager(s), purpose(s) of the
system, categories of records in the system, record source categories,
routine uses of records maintained in the system, including categories
of users and purposes of such uses, policies and practices for the
retention and disposal of records, administrative, technical, and
physical safeguards, record access procedures, contesting records
procedures, and notification procedures. The information collected
consists of applications submitted by members of the general public and
current DoD personnel actively seeking involvement in the SMART Program
and thus becoming subject to information collection. The applications
include information on academic records, community and volunteer
activities, letters of recommendations from faculty and community
leaders, a list of publications, work experience, certification of
citizenship and personal contact information. This information is
necessary to evaluate and rank each candidate's credentials for
awarding scholarships and determining whether the candidate meets
specific DoD facility workforce needs. If an applicant is selected by
the SMART Program, additional information will be collected from them
such as but not limited to: educational work plans, transcripts,
internship report and degree completion report.
The DoD notices for systems of records subject to the Privacy Act
of 1974, as amended, have been published in the Federal Register and
are available from the address in FOR FURTHER INFORMATION CONTACT or at
the Defense Privacy, Civil Liberties, and Transparency Division website
at https://dpcld.defense.gov.
In accordance with 5 U.S.C. 552a(r) and Office of Management and
Budget (OMB) Circular No. A-108, the DoD has provided a report of this
system of records to the OMB and to Congress.
Dated: October 23, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
SYSTEM NAME AND NUMBER:
Science, Mathematics, and Research for Transformation (SMART)
Information Management System, DUSDA 14.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Logistics Management Institute (LMI), Ashburn Data Center, Ashburn,
VA 20147-6011.
LMI San Antonio Office, 1777 NE Interstate 410 Loop #808, San
Antonio, TX 78217-0000.
LMI Tyson's Office, 7940 Jones Branch Drive, Tysons, VA 22102-3381.
Scholarship America, One Scholarship Way, St. Peter, MN 56082-1693.
Mark Center, 4800 Mark Center Drive, Alexandria, VA 22350-1700.
SYSTEM MANAGER(S):
Program Manager, SMART Scholarship for Service Program, 4800 Mark
Center Drive, Alexandria, VA 22350-3600. OSD.SMART@mail.mil, 571-372-
6535.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 3304, Competitive Service, Examinations; 10 U.S.C. 2192a,
Science, Mathematics, and Research for Transformation (SMART) Defense
Education Program; 20 U.S.C. 17, National Defense Education Program;
DoD Instruction 1400.25, Volume 410, DoD Civilian Personnel Management
System: Training, Education, and Professional Development; and E.O.
9397 (SSN), as amended.
PURPOSE(S) OF THE SYSTEM:
To enable SMART officials to select qualified applicants, to award
SMART scholarships, and monitor participant progress and status through
the program. Also, the system is used as a management tool for
statistical analysis, tracking, reporting, evaluating program
effectiveness, and conducting research.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Applicants and participants of the SMART Scholarship for Service
Program.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information includes full name and any other names used, Social
Security Number (SSN), home and school mailing addresses, home and cell
phone numbers, school and alternate email addresses.
Additional information collected may include SMART Program
identification number, resumes and/or curricula vitae, publications,
citizenship status, Selective Service registration status, birth date,
employment status, state and country of birth, race/ethnicity, gender,
security clearance status, veterans preference, academic status,
assessment test scores, copies of transcripts, bank account numbers,
Individualized Education Program (IEP) or special accommodation testing
requirements, projected and actual graduation dates, and projected and
actual award amounts.
RECORD SOURCE CATEGORIES:
The SMART Program manages individual source records using the SMART
Information Management System (SIMS). The SIMS collects the following
information and forms to confirm scholar compliance: Applicant
transcripts, educational work plan and declaration of Federal
Employment (OF-306). In addition, the SIMS uses a form (application) to
collect eligibility information. The applicants report citizenship
status, if they are 18 years of age, their proposed degree completion
date, their proposed STEM discipline, and whether they are willing to
complete an internship period and an employment period. The SIMS tracks
individual compliance and non-compliance using a data table and
trackers.
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
herein may specifically be disclosed outside the DoD as a routine use
pursuant to Sec. 552a(b)(3) as follows:
a. To contractors, grantees, experts, consultants, students, and
others performing or working on a contract, service, grant, cooperative
agreement, or other assignment for the federal government when
necessary to accomplish an agency function related to this system of
records.
b. To academic institutions for the purpose of providing progress
reports for applicants and participants.
c. To consumer reporting agencies as defined in the Fair Credit
Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act
of 1966 (31 U.S.C. 3701(a)(3)). The purpose of this disclosure is to
aid in the collection of outstanding debts owed to the Federal
government, typically to provide an incentive for debtors to repay
delinquent Federal government debts by making these debts part of their
credit records.
d. To the appropriate Federal, State, local, territorial, tribal,
foreign, or international law enforcement authority or other
appropriate entity where a record, either alone or in conjunction with
other information, indicates a violation or potential violation of law,
whether criminal, civil, or regulatory in nature.
e. To any component of the Department of Justice for the purpose of
representing the DoD, or its components, officers, employees, or
members in pending or potential
[[Page 68569]]
litigation to which the record is pertinent.
f. In an appropriate proceeding before a court, grand jury, or
administrative or adjudicative body or official, when the DoD or other
Agency representing the DoD determines the records are relevant and
necessary to the proceeding; or in an appropriate proceeding before an
administrative or adjudicative body when the adjudicator determines the
records to be relevant to the proceeding.
g. To the National Archives and Records Administration for the
purpose of records management inspections conducted under the authority
of 44 U.S.C. 2904 and 2906.
h. To a Member of Congress or staff acting upon the Member's behalf
when the Member or staff requests the information on behalf of, and at
the request of, the individual who is the subject of the record.
i. To appropriate agencies, entities, and persons when (1) the DoD
suspects or confirms a breach of the system of records; (2) the DoD
determines as a result of the suspected or confirmed breach there is a
risk of harm to individuals, the DoD (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with the DoD's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.
j. To another Federal agency or Federal entity, when the DoD
determines information from this system of records is reasonably
necessary to assist the recipient agency or entity in (1) responding to
a suspected or confirmed breach or (2) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Paper and electronic storage media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by name and SMART Program identification
number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Participant information. Delete/Destroy 6 years and 3 months after
completion of service commitment, or upon repayment of funds. Records
of individuals not chosen for participation in the program. Delete 3
years after final decision. DoD research and engineering facility data.
Delete/Destroy upon termination of affiliation.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to records is permission-granted based on the role of the
individual (need-to-know) and further restricted to individuals who
require the data in the performance of official duties. Electronic
records are maintained on servers in controlled areas accessible only
to authorized personnel. Access to storage areas is restricted to
personnel with a valid requirement and authorization to enter. Hardcopy
records are kept in locked safes. Physical entry is restricted by the
use of one or more of the following: security guards, identification
badges, cipher locks, electronic locks, combination locks, key card
access and closed circuit TV. Technical controls consist of user
identification, passwords, intrusion detection systems, encryption,
External Certificate Authority, firewalls, Virtual Private Network
(VPN), DoD Public Key Infrastructure certificates, and Common Access
Cards (CACs). Administrative controls consist of periodic security
audits, regular monitoring of users' security practices, methods to
ensure only authorized personnel have access to Personally Identifiable
Information (PII), and personnel with access to SMART PII completing
annual Information Assurance and Privacy Act training, as required by
the DoD.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the Office
of the Secretary of Defense/Joint Staff, Freedom of Information Act
Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-
1155. Signed, written requests should contain the individual's full
name and SMART Program identification number, and the name and number
of this system of records notice. In addition, the requester must
provide either 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 DoD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in 32 CFR part
310, or may be obtained from the system manager.
NOTIFICATION PROCEDURES:
Individuals seeking to determine whether this system of records
contains information about themselves may address their inquiries to
the Director, SMART Scholarship for Service Program, 4800 Mark Center
Drive, Alexandria, VA 22350-3600. Signed, written requests should
contain the individual's full name and SMART Program identification
number. In addition, the requester must provide either 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).''
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
October 20, 2016, 81 FR 72577.
[FR Doc. 2020-23914 Filed 10-28-20; 8:45 am]
BILLING CODE 5001-06-P