NSEP PIA Sec 1

PRIVACY IMPACT ASSESSMENT (PIA)
PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance". Complete this form for Department of Defense
(DoD) information systems or electronic collections of information (referred to as an "electronic collection" for the purpose of this form) that collect, maintain, use,
and/or disseminate personally identifiable information (PII) about members of the public, Federal employees, contractors, or foreign nationals employed at U.S.
military facilities internationally. In the case where no PII is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to
system.
1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

National Security Education Program - Information Technology (NSEP-IT)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

09/24/21

Department of Defense Human Resources Activity
Defense Language and National Security Education Office (DLNSEO)
SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)
a. The PII is: (Check one. Note: foreign nationals are included in general public.)
From members of the general public

From Federal employees and/or Federal contractors

From both members of the general public and Federal employees and/or
Federal contractors

Not Collected (if checked proceed to Section 4)

b. The PII is in a: (Check one)
New DoD Information System

New Electronic Collection

Existing DoD Information System

Existing Electronic Collection

Significantly Modified DoD Information System
c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals
collected in the system.

The NSEP-IT system is a comprehensive data collection system for tracking student progress within institutional academic programs, and
recording federal service requirements. The system consists of three components: NSEPnet, the Student Certification System (SCS), and the
NSEP Grants Database. Information is maintained in the SCS by the NSEP institutional academic programs for coding and tracking
participating students in DoD funded educational programs. NSEPnet maintains records of all NSEP award recipients to track recipient
progress towards fulfilling their service requirement. Data in the NSEP Grants Database is used to produce performance reporting metrics on
institutions of higher education receiving NSEP institutional grant funding. These records are also used as a management tool for statistical
analysis, tracking, reporting, and evaluating program effectiveness
The following information is collected from individual Scholarship/Fellowship recipients via the NSEPnet component of the NSEP-IT
system: title, full name, current address, permanent address, Social Security Number (SSN), current telephone number, permanent telephone
number, email address, date of birth, country or state of birth, citizenship status, education, region, country, and, prior military service,
gender, race/ethnicity, position title, security clearance held for position, award type, date of award completion, graduation date, length of
service requirement, date of availability for work, information on veterans preference, Federal employment history, preferences with regard
to being contacted by intelligence agencies.
For two of the NSEP institutional grant programs, The Language Flagship and Project Global Officer, the Student Certification System
(SCS) collects the following participant information: full name, current address, permanent address, current telephone number, permanent
telephone number, email address, date of birth, citizenship status, prior military service, gender, and race/ethnicity.
The NSEP Grants Database does not collect PII.
d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use,
administrative use)

NSEP-IT collects PII for verification and identification. All uses are mission-related uses, including authentication of the user for their
access and tracking within the NSEP-IT systems. Social Security Numbers are only used for the identification of individuals to ensure
repayment (when applicable) for non-compliance are sent to the U.S. Treasury for collection.
e. Do individuals have the opportunity to object to the collection of their PII?

Yes

No

(1) If "Yes," describe the method by which individuals can object to the collection of PII.
(2) If "No," state the reason why individuals cannot object to the collection of PII.

Individuals provide information voluntarily and are given the opportunity to object at time of data collection via a Privacy Act Statement.
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f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

No

(1) If "Yes," describe the method by which individuals can give or withhold their consent.
(2) If "No," state the reason why individuals cannot give or withhold their consent.

NSEP awards including the English for Heritage Language scholarships, Boren Scholarships and Fellowships and Boren Flagship
Scholarships that carry a service obligation require consent to use PII. Within the SCS system, all Language Flagship and ROTC Project GO
students agree to the use of their data for the purposes of program tracking, monitoring and research. While consent is voluntary failure to
furnish the requested information may result in ineligibility to receive an NSEP award.
g. When an individual is asked to provide PII, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and
provide the actual wording.)
Privacy Act Statement

Privacy Advisory

Not Applicable

The Privacy Act Statement provided for the on-line NSEPnet application reads:
Authority: 50 U.S.C. 1901, David L. Boren National Security Education Act of 1991; 32 CFR 32.51, DoD Grant and Agreement
Regulations (DoDGARs) Monitoring and Reporting Program Performance; DoD Instruction (DoDI) 1025.02, National Security Education
Program (NSEP) and NSEP Service Agreement; and E.O. 9397 (SSN), as amended..
Principle Purposes: To determine recipients of National Security Education Program awards.
Routine Use(s): Disclosure of records are generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended.
To Institutions of Higher Education who receive grant funding via The Language Flagship and Project Global Officer (Project GO) who use
this for the monitoring and tracking of their own students participating in these programs
To the American Councils for International Education for the input of student proficiency scores for students assessed using their
assessments.
To the Boren Forum, the non-profit NSEP alumni organization, to confirm the name, award year, and type of award of NSEP award
recipients,
To consumer reporting agencies pursuant to guidance under 5 U.S.C. 552a(b)(12) as defined in the Fair Credit Reporting Act (14 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure aids in the collection of outstanding debts owed
the Federal Government.
The DoD Routine Use(s) can be found in the applicable system of records notice, DHRA 09, National Security Education Program Records,
https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Article-View/Article/570561/dhra-09/
Disclosure: The completion of this form is voluntary. However, failure to furnish the requested information may result in ineligibility to
receive an NSEP award.
--The Privacy Act Statement printed on DD Form 2752 reads:
Authority: 50 U.S.C. 1901, David L. Boren National Security Education Act of 1991; 32 CFR 32.51, DoD Grant and Agreement Regulations
(DoDGARs) Monitoring and Reporting Program Performance; DoD Instruction (DoDI) 1025.02, National Security Education Program
(NSEP) and NSEP Service Agreement; and E.O. 9397 (SSN), as amended.
Principal Purpose(s): To establish a service agreement for all individuals receiving NSEP scholarships or fellowships.
Routine Use(s): Disclosure of records are generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended
To Institutions of Higher Education who receive grant funding via The Language Flagship and Project Global Officer (Project GO) who use
this for the monitoring and tracking of their own students participating in these programs
To the American Councils for International Education for the input of student proficiency scores for students assessed using their
assessments.
To the Boren Forum, the non-profit NSEP alumni organization, to confirm the name, award year, and type of award of NSEP award
recipients,
To consumer reporting agencies pursuant to guidance under 5 U.S.C. 552a(b)(12) as defined in the Fair Credit Reporting Act (14 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure aids in the collection of outstanding debts owed
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the Federal Government.
The DoD Routine Use(s) can be found in the applicable system of records notice, DHRA 09, National Security Education Program Records,
https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Article-View/Article/570561/dhra-09/
Disclosure: The completion of this form is voluntary. However, failure to provide information will result in NSEP not being able to finalize
your application for a scholarship or fellowship. Social Security Number is requested to facilitate reporting to the Department of Treasury
and the consumer reporting agencies in the event of default.
--The Privacy Act Statement on DD Form 2753 reads:
Authority: 50 U.S.C. 1901, David L. Boren National Security Education Act of 1991; 32 CFR 32.51, DoD Grant and Agreement Regulations
(DoDGARs) Monitoring and Reporting Program Performance; DoD Instruction (DoDI) 1025.02, National Security Education Program
(NSEP) and NSEP Service Agreement; and E.O. 9397 (SSN), as amended.
Principal Purpose(s): To document recipient's status and compliance in fulfilling the service requirement.
Routine Use(s): Disclosure of records are generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended.
To Institutions of Higher Education who receive grant funding via The Language Flagship and Project Global Officer (Project GO) who use
this for the monitoring and tracking of their own students participating in these programs
To the American Councils for International Education for the input of student proficiency scores for students assessed using their
assessments.
To the Boren Forum, the non-profit NSEP alumni organization, to confirm the name, award year, and type of award of NSEP award
recipients,
To consumer reporting agencies pursuant to guidance under 5 U.S.C. 552a(b)(12) as defined in the Fair Credit Reporting Act (14 U.S.C.
1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure aids in the collection of outstanding debts owed
the Federal Government.
The DoD Routine Use(s) can be found in the applicable system of records notice, DHRA 09, National Security Education Program Records,
https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Article-View/Article/570561/dhra-09/
Disclosure: Voluntary; however, failure to furnish the requested information may result in your being required to reimburse the U.S.
Treasury for the total cost of your scholarship or fellowship plus interest. A truncated SSN (last four digits of your Social Security Number)
is requested in order to track award recipients in the case that their name and/or address changes.
--The Privacy Act Statement provided for Student Certification System and Grant Performance Report applications reads:
Authority: 50 U.S.C. 1901, David L. Boren National Security Education Act of 1991; 32 CFR 32.51, DoD Grant and Agreement
Regulations (DoDGARs) Monitoring and Reporting Program Performance; DoD Instruction (DoDI) 1025.02, National Security Education
Program (NSEP) and NSEP Service Agreement; and E.O. 9397 (SSN), as amended.
Principle Purposes: To determine recipients of National Security Education Program awards.
Routine Use(s): Disclosure of records are generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended. The DoD
Routine Use(s) can be found in the applicable system of records notice, DHRA 09, National Security Education Program Records, https://
dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Article-View/Article/570561/dhra-09/
Disclosure: Voluntary; however, failure to furnish the requested information results in ineligibility to receive an NSEP awards.
h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)
Within the DoD Component

Specify.

Other DoD Components

Specify.

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Authorized DoD hiring officials, to facilitate the recruiting
of NSEP award recipients into federal service for the
purpose of fulfilling NSEP's mission.

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Other Federal Agencies

Specify.

State and Local Agencies

Specify.

Contractor (Name of contractor and describe the language in
the contract that safeguards PII. Include whether FAR privacy
clauses, i.e., 52.224-1, Privacy Act Notification, 52.224-2,
Privacy Act, and FAR 39.105 are included in the contract.)

Individuals who are non-compliant with Service Agreement
and who fail to pay back awards are sent to the U.S.
Treasury for collection.

The prime contractor charged with hosting and data
safeguarding is Advanced Software Systems, Inc.
(ASSYST), which is required to meet DoD IRisk
Management Framework (RMF) standards in accordance
Specify.
with DoDI 8510.01. The contractor routine use is listed in
the SORN. The 52.224-1 Privacy Act Notification
52.224-2 Privacy Act 52.224-1 are included in active
contract.
To Institutions of Higher Education who receive grant
funding via The Language Flagship and Project Global
Officer (Project GO) who use this for the monitoring and
tracking of their own students participating in these
programs.
To The Institute for International Education for monitoring
the performance of The Language Flagship and Project GO
institutional programs and student performance in these
programs, also review and validation of NSEP awardee
information and repayments.

Other (e.g., commercial providers, colleges).

Specify.

To The American Councils for International Education for
the input of student proficiency scores for students assessed
using their assessments.
To The Boren Forum, the non-profit NSEP alumni
organization, to confirm the name, award year, and type of
award of NSEP award recipients to consumer reporting
agencies.
To consumer reporting agencies pursuant to guidance under
5 U.S.C. 552a(b)(12) as defined in the Fair Credit Reporting
Act (14 U.S.C. 1681a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure aids in the
collection of outstanding debts owed the Federal
Government. Disclosure is limited to name, address, and
taxpayer identification number (SSN); the amount, status,
and history of the claim; and the agency or program under
which the claim arose.

i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)
Individuals

Databases

Existing DoD Information Systems

Commercial Systems

Other Federal Information Systems

j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)
E-mail

Official Form (Enter Form Number(s) in the box below)

Face-to-Face Contact

Paper

Fax

Telephone Interview

Information Sharing - System to System

Website/E-Form

Other (If Other, enter the information in the box below)

DD 2752, NSEP Service Agreement Report (SAR) for Scholarship and Fellowship Awards
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DD 2753, NSEP Service Agreement for Scholarship and Fellowship Awards
k. Does this DoD Information system or electronic collection require a Privacy Act System of Records Notice (SORN)?
A Privacy Act SORN is required if the information system or electronic collection contains information about U.S. citizens or lawful permanent U.S. residents that
is retrieved by name or other unique identifier. PIA and Privacy Act SORN information must be consistent.
Yes

No

If "Yes," enter SORN System Identifier

DHRA 09

SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpcld.defense.gov/
Privacy/SORNs/
or
If a SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency
Division (DPCLTD). Consult the DoD Component Privacy Office for this date
If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

l. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority
for the system or for the records maintained in the system?
(1) NARA Job Number or General Records Schedule Authority.

N1-330-13-03 and GRS 1.2, Item 020

(2) If pending, provide the date the SF-115 was submitted to NARA.

(3) Retention Instructions.

Unsuccessful NSEP student award applications- Destroy after 5 years (N1-330-13-03)
Successful institutional grant reports- Destroy after 10 years (GRS 1.2, Item 020)
Records of language acquisition progress among students; successful NSEP student award applications; and records of service requirement
fulfillment among NSEP student award recipients - Destroy after 30 years (N1-330-13-03)
m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of
records. For PII not collected or maintained in a system of records, the collection or maintenance of the PII must be necessary to discharge the
requirements of a statue or Executive Order.
(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act SORN should be similar.
(2) If a SORN does not apply, cite the authority for this DoD information system or electronic collection to collect, use, maintain and/or disseminate PII.
(If multiple authorities are cited, provide all that apply).
(a) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of PII.
(b) If direct statutory authority or an Executive Order does not exist, indirect statutory authority may be cited if the authority requires the
operation or administration of a program, the execution of which will require the collection and maintenance of a system of records.
(c) If direct or indirect authority does not exist, DoD Components can use their general statutory grants of authority (“internal housekeeping”) as
the primary authority. The requirement, directive, or instruction implementing the statute within the DoD Component must be identified.

50 U.S.C. 1901, David L. Boren National Security Education Act of 1991; 32 CFR 32.51 DoD Grant and Agreement Regulations
(DoDGARs) Monitoring and Reporting Program Performance; DoD Instruction (DoDI) 1025.02, National Security Education Program
(NSEP) and NSEP Service Agreement; and E.O. 9397 (SSN), as amended.
n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (OMB) Control
Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information. This number indicates OMB approval to
collect data from 10 or more members of the public in a 12-month period regardless of form or format.
Yes

No

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Pending

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(1) If "Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates.
(2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, " DoD Information Collections Manual:
Procedures for DoD Public Information Collections.”
(3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.

OMB Number 0704-0368, National Security Education Program (NSEP) Service Agreement Report for Scholarship and Fellowship
Awards,expiration September 30, 2021
Federal Register Notice published July 7, 2021 (https://www.govinfo.gov/content/pkg/FR-2021-07-07/pdf/2021-14451.pdf), with comments
due September 7, 2021.

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