System of Records Notice

DUSDA 14

System name:

Science, Mathematics, and Research for Transformation (SMART) Information Management System (December 17, 2009, 74 FR 66959).

System location:

Primary:

Defense Technical Information Center (DTIC), Directorate of User Services, Marketing and Registration Division, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6218.

American Society of Engineering Education (ASEE), 1818 N Street NW, Washington, D.C. 20036-2476.

Naval Postgraduate School (NPS), 1 University Circle, Bldg. 330, Monterey, CA 93943-5197.

NCI Inc., 400 Camino Aguajito, 1st Floor, Monterey, CA 93940-3541.

Back up:

DTIC: Naval Air Station-North Island, Building 1482, Read Road, San Diego, CA 92135-7011.

ASEE: 6300 East Texas Street, Bossier City, LA 71111-6924, and 7127 Florida Boulevard, Baton Rouge, LA 70806-4549.

Categories of individuals covered by the system:

Applicants and participants of the Science, Mathematics, and Research for Transformation (SMART) Scholarship for Service Program.

Categories of records in the system:

Information includes full name and any other names used, Social Security Number (SSN) (including truncated versions of the SSN), home and mailing addresses; home and cell phone numbers; school and alternate e-mail addresses.

Additional information collected includes SMART Program identification number, resumes and/or curricula vitae, publications, U.S. Citizenship, Selective Service registration status, birth date, employment status, state and country of birth; race/ethnicity (optional), gender, security clearance status, veterans preference, information on academic background, and program information such as, academic status, assessment test scores, copies of transcripts, financial information such as bank account numbers, bank routing numbers, disability information such as Individualized Education Program (IEP) or special accommodations testing requirements, and projected and actual graduation dates.

Other program information unique to each participant includes projected and actual service commitment start and end dates, and projected and actual award amounts.

Authority for maintenance of the system:

5 U.S.C. 3304, Competitive Service, examinations; 20 U.S.C. 17, National Defense Education Program; 10 U.S.C. 2192a, Science, Mathematics, and Research for Transformation (SMART) Defense Education Program; and E.O. 9397 (SSN), as amended.

Purpose(s):

To enable SMART officials to select qualified applicants to be awarded SMART scholarships, and monitor participant progress and status through the program. Also used as a management tool for statistical analysis, tracking, reporting, evaluating program effectiveness and conducting research.

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 Department of Defense as a routine use pursuant to § 552a(b)(3) as follows:

To academic institutions for the purpose of providing progress reports for applicants and participants.

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.

Law Enforcement Routine Use: If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto.

Congressional Inquiries Disclosure Routine Use: Disclosure from a system of records maintained by a DoD Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual.

Disclosure to the Department of Justice for Litigation Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent.

Disclosure of Information to the National Archives and Records Administration Routine Use: A record from a system of records maintained by a DoD Component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906.

Data Breach Remediation Purposes Routine Use: A record from a system of records maintained by a Component may be disclosed to appropriate agencies, entities, and persons when (1) The Component suspects or has confirmed that the security or confidentiality of the information in the system of records has been compromised; (2) the Component has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Component or another agency or entity) that rely upon the compromised information; and (3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with the Components efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

The DoD Blanket Routine Uses set forth in the Office of the Secretary of Defense (OSD) 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:

Paper and electronic storage media.

Retrievability:

Records are retrieved by name and/or SMART Program identification number.

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 (ECA), 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 data backups are secured offsite. Personnel who have access to SMART PII take annual Information Assurance and Privacy Act training, as required by the Department of Defense (DoD).

Retention and disposal:

Participant information will be deleted/destroyed 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 will be deleted when 3 years old. DoD research and engineering facility data will be deleted/destroyed upon termination of affiliation.

System manager(s) and address:

Director, SMART Scholarship for Service Program, 4800 Mark Center Drive, Alexandria, VA 22350-3600.

Notification procedure:

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.

Record access procedures:

Individuals seeking access to information about themselves contained in these systems should address written inquiries to the Office of the Secretary of Defense/Joint Staff Freedom of Information Act Requester Service Center, Office of the Freedom of Information, Washington Headquarters Services, 4800 Mark Center Drive, Alexandria, VA 22350-3100.

Signed, written requests must be signed and contain the individual’s full name and SMART Program identification number, and the name and number of this system of records notice.

Contesting record procedures:

OSD rules for accessing records, for contesting contents and appealing initial agency determinations are published in the OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager.

Record source categories:

Information is received from the individual and SMART Program support staff.

Exemptions claimed for the system:

None.