DEPARTMENT OF DEFENSE

DNDU 01

System name:

National Defense University (NDU) Student Data Files (October 1, 2008, 73 FR 57080)

System location:

National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000.

Categories of individuals covered by the system:

Resident/non-resident students enrolled in courses of instruction at The National Defense University (NDU), including the Industrial College of the Armed Forces, Information Resource Management College, National War College, Joint Forces Staff College, and the School for National Security Executive Education.

Categories of records in the system:

Name, date of birth, Social Security Number, student number, grade/rank, branch of service or civilian agency, years of Federal service, biographical data, course/section assignment, prior education, and academic and other related management data.

Authority for maintenance of the system:

10 U.S.C. 2165, National Defense University; and E.O. 9397 (SSN).

Purpose(s):

To confirm attendance eligibility, monitor student progress, produce record of grades and achievements, prepare assignment rosters; to render management and statistical summaries and reports; and compile class yearbooks.

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:

Student transcripts may be disclosed to other educational institutions.

The `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 Social Security Number or student identification number.

Safeguards:

Records are maintained in buildings which employ security guards and are accessed only by authorized personnel having an official need-to-know. Automated records employ software passwords; magnetic tapes are protected by user identification and manual controls. Computer room is controlled by card key system requiring positive identification and authorization.

Retention and disposal:

Individual and class academic records are destroyed after 40 years. Records pertaining to extension courses are held indefinitely before being retired to the National Personnel Records Center, St. Louis, MO. Individual training records are destroyed annually; management reports are destroyed when no longer needed.

System manager(s) and address:

President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000.

Notification procedure:

Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000.

Individual should provide his/her full name and Social Security Number.

Record access procedures:

Individuals seeking access to information about themselves contained in this system should address written inquiries to OSD FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155.

Individual should provide his/her full name and Social Security Number and be signed.

Contesting record procedures:

The OSD's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Administrative Instruction 81; 32 CFR part 301; or may be obtained from the system manager.

Record source categories:

Resident and non-resident students, faculty evaluations and reports or transcripts from educational institutions.

Exemptions claimed for the system:

None.



March 21 2010
		DNDU 01 System name: National Defense University (NDU) Student Data Files (October 1, 2008, 73 FR 57080) System location: National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Categories of individuals covered by the system: Resident/non-resident students enrolled in courses of instruction at The National Defense University (NDU), including the Industrial College of the Armed Forces, Information Resource Management College, National War College, Joint Forces Staff College, and the School for National Security Executive Education. Categories of records in the system: Name, date of birth, Social Security Number, student number, grade/rank, branch of service or civilian agency, years of Federal service, biographical data, course/section assignment, prior education, and academic and other related management data. Authority for maintenance of the system: 10 U.S.C. 2165, National Defense University; and E.O. 9397 (SSN). Purpose(s): To confirm attendance eligibility, monitor student progress, produce record of grades and achievements, prepare assignment rosters; to render management and statistical summaries and reports; and compile class yearbooks. 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: Student transcripts may be disclosed to other educational institutions. The `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 Social Security Number or student identification number. Safeguards: Records are maintained in buildings which employ security guards and are accessed only by authorized personnel having an official need-to-know. Automated records employ software passwords; magnetic tapes are protected by user identification and manual controls. Computer room is controlled by card key system requiring positive identification and authorization. Retention and disposal: Individual and class academic records are destroyed after 40 years. Records pertaining to extension courses are held indefinitely before being retired to the National Personnel Records Center, St. Louis, MO. Individual training records are destroyed annually; management reports are destroyed when no longer needed. System manager(s) and address: President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Individual should provide his/her full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to OSD FOIA Requester Service Center, 1155 Defense Pentagon, Washington, DC 20301-1155. Individual should provide his/her full name and Social Security Number and be signed. Contesting record procedures: The OSD's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Administrative Instruction 81; 32 CFR part 301; or may be obtained from the system manager. Record source categories: Resident and non-resident students, faculty evaluations and reports or transcripts from educational institutions. Exemptions claimed for the system: None.