SYSTEM NAME AND NUMBER: Defense Training Records, DoD 0005. (December 28,
2020; 85 FR 84316)
SECURITY CLASSIFICATION: Classified and unclassified.
SYSTEM LOCATION: Department of Defense (Department or DoD), located at 1000
Defense Pentagon, Washington, DC 20301-1000, and other Department installations, offices, or
mission locations, at which electronic or paper training records may be maintained. Information
may also be stored within a government-certified cloud, implemented and overseen by the
Department's Chief Information Officer (CIO), 6000 Defense Pentagon, Washington, DC 20301-
6000.
SYSTEM MANAGER(S): The system managers are as follows:
A. Program Manager, Advanced Distributed Learning Initiative, Office of the Assistant
Secretary of Defense for Readiness, 4000 Defense Pentagon, Washington, DC 20301-4000, whs-
mc-alex.esd.mbx.osd-js-foia-requester-service-[email protected].
B. Commander, Air Education and Training Command (AETC), Joint Base San Antonio-
Randolph, TX, (703) 693-2735.
C. Commander, U.S. Army Training Support Center (USATSC), 1900 Jackson Lane, Fort
Eustis, VA 23604-5166, (571) 515-0306.
D. Executive Director, Naval Education and Training Command (NETC), Learning and
Development, 250 Dallas Street, Pensacola, FL 32508, donfoia-[email protected].
E. Commanding General, United States Marine Corps, Training and Education Command
(TECOM), 1019 Elliot Road, Quantico, VA 22134-5010, (703) 614-4008.
For Combatant Commands, or other Defense Agencies, the system manager can be found at:
www.FOIA.gov under the DoD component with oversight of the records.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. Chapter 41, Training; 5
CFR part 410, Office of Personnel Management-Training; E.O. 11348, Providing for the Further
Training of Government Employees, as amended by E.O. 12107, Relating to the Civil Service
Commission and Labor-Management in the Federal Service; 10 U.S.C. 113, Secretary of
Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C.
1746 Defense Acquisition University; 10 U.S.C.1747, Acquisition Fellowship Program; DoD
Instruction 1215.08 Senior Reserve Officers Training Corp Programs; DoD Directive 1322.18,
Military Training; DoD Directive 1322.08E, Voluntary Education Programs for Military
Personnel; DoD Instruction 1322.26, Distributed Learning; DoD Instruction 1322.25, Voluntary
Education Program; DoD Instruction 1322.9, Job Training, Employment Skills Training,
Apprenticeships, and Internships (JTEST-AI) for Eligible Service Members; DoD Instruction
1430.16, Growing Civilian Leaders; DoD Instruction 5132.13, Staffing of Security Cooperation
Organizations (SCOs) and the Selection and Training of Security Cooperation Personnel; DoD
Instruction 1215.21, Reserve Component (RC) Use of Electronic-based Distributed Learning;
Directive-Type Memorandums 13-004, Operation of the DoD Financial Management
Certification Program Methods for Training; and DoD Instruction 1015.2, Military Morale,
Welfare and Recreation (MWR), DoD Instruction 1300.26, Operation of the DoD Financial
Management Certification Program; and E.O. 9397.
PURPOSE(S) OF THE SYSTEM:
a. To support DoD training as may be required by law and policy, as well as for mission,
professional development, and employment purposes.
b. To track individual training and professional development, including enrollment, participation
and completion information; and class schedules, programs, and instructors.
c. To track training and professional development trends and needs, testing and examination
materials, credentialing, promotional decisions, career development planning, and assessments of
professional competencies and training efficacy.
d. To determine eligibility for enrollment/attendance, and facilitate post-training job referrals
and placement.
e. To monitor and track the expenditure of training and related travel funds, and training-related
contract management.
f. To facilitate the compilation of statistical information about training.
g. To fulfill regulatory requirements to report civilian employee training to the Office of
Personnel Management.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: DoD-affiliated
individuals enrolled in training sponsored or administered by DoD, including: Military Service
members (active duty, Guard/Reserve, cadets and midshipmen, Public Health Services, and the
Coast Guard personnel when operating as a Military Service with the Navy), DoD civilian
employees (including non-appropriated fund employees and DoD Outside the Contiguous United
States hires, also known as local national employees), dependents and family members of the
above, contractors, personnel of other government agencies, and other individuals affiliated with
the DoD.
CATEGORIES OF RECORDS IN THE SYSTEM:
a. Personal information, such as name, Social Security number (SSN), DoD ID Number, or other
DoD assigned student or educational ID number, date and place of birth, gender, citizenship,
driver's license, photograph, email address(es), personal and duty phone numbers, emergency
contact information, race and ethnic origin, religious preference collected to support the
placement of chaplain at appropriate locations.
b. Employment information, such as employment status, duty position, service component,
branch, personnel classification, security clearance, grade/rank/series, military status, military
occupational specialty, official orders, unit of assignment, occupation, and other organizational
affiliation information.
c. Select Personal Health Information, such as medical profiles, physical examinations,
psychological test record for special assignment eligibility, and disability information collected
to consider or provide accommodations to students during training.
d. Course and training data, such as nomination forms, instructor lists, examination and course
completion status, professional development, worksheets, training waivers, student identification
number, course descriptions and schedules, enrollment and participation information, graduation
dates, examination and testing materials, grades and student evaluations, aptitudes and personal
qualities, course and instructor critiques, date graduated or eliminated with reasons for
elimination, and information pertaining to training trends, needs, and assessments.
e. Equipment issued to trainees and other training participants, and other reports pertaining to
training, such as credit hours accumulated, assignment history, curricula, and individual goals.
f. Professional development information, to include, mentor agreements, evaluations and
performance documentations, career development planning, background and biographical
information, civilian and military education information, and certifications.
g. Educational information, such as degree, major/minor, grade point average, institution name,
academic status, and transcripts.
h. Financial information, such as payment records, and travel and other expenditures related to
the training.
NOTE: Records pertaining to diploma and degree-conferring institutions, such as the military
academies (United States Military Academy, United States Naval Academy, United States Air
Force Academy, United States Marine Academy); the DoD Education Activity Schools,
Uniformed Service University of the Health Sciences, and the National Defense University, are
not part of this system of records
RECORD SOURCE CATEGORIES:
a. Individuals applying for or undergoing training, mentors, supervisors, instructors, and
facilitators.
b. Academic institutions and/or other organizations supporting the development or delivery of
DoD training, including training offered to select DoD personnel by the Intelligence Community.
c. All DoD databases flowing into or accessed through the following integrated data systems,
environments, applications, and tools: the Defense Civilian Human Resources Management
System (DCHRMS), Military Personnel (MILPERS), Department of Defense Voluntary
Education System (DODVES), Defense Enrollment Eligibility Reporting System (DEERS),
Army Training Requirement and Resources System (ATRRS), Total Workforce Management
System (TWMS), Career Acquisition Personnel & Position Management Information System
(CAPPMIS), Defense Civilian Personnel Data System (DPCPDS), Acquisition Career
Management System (ACMS), Joint Personnel Adjudication System (JPAS), Medical Protection
System (MEDPROS), and Management Information System (MIS II).
d. Other DoD learning management systems, the data from which data is migrated into the DoD
Enterprise Learning Modernization System.
e. Other federal government learning and student management systems, such as the Department
of Education Postsecondary Education Participants System (PEPS), and State Departments of
Education and their grant recipients.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING
CATEGORIES OF USERS AND 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,
all or a portion of the records or information contained herein may specifically be disclosed
outside the DoD as a routine use pursuant to 5 U.S.C. 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 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.
c. 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 litigation to which the
record is pertinent.
d. 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 that 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.
e. 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.
f. 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.
g. 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.
h. To another Federal agency or Federal entity, when the DoD determines that 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.
i. To such recipients and under such circumstances and procedures as are mandated by Federal
statute or treaty.
j. To the Office of Personnel Management to satisfy requirements to submit civilian employee
training data in accordance with 5 CFR part 410.
k. To a Federal, State, tribal, local or foreign government agency or professional licensing
authority in response to its request, in connection with the hiring or retention of an employee, the
issuance of a security clearance, the reporting of an investigation of an employee, the letting of a
contract, or the issuance or status of a license, grant, or other benefit by the requesting entity, to
the extent that the information is relevant and necessary to the requesting entity's decision on the
matter.
l. To educational institutions or training facilities for purposes of enrollment and verification of
employee attendance and performance.
m. To the Equal Employment Opportunity Commission, Merit Systems Protection Board, Office
of the Special Counsel, Federal Labor Relations Authority, or Office of Personnel Management
or to arbitrators and other parties responsible for processing any personnel actions or conducting
administrative hearings or appeals, or if needed in the performance of authorized duties.
n. To the Department of Justice or a consumer reporting agency for further action on a
delinquent debt when circumstances warrant.
o. To employers to the extent necessary to obtain information pertinent to the individual's fitness
and qualifications for training and to provide training status.
p. To the United States Coast Guard Voluntary Education Program Office for the purpose of
education counseling, financial management, and funds disbursement.
q. To a public or professional licensing organization when such information indicates, either by
itself or in combination with other information, a violation or potential violation of professional
standards, or reflects on the moral, educational, or professional qualifications of an individual
who is licensed or who is seeking to become licensed.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS: Records may be stored
electronically or on paper in secure facilities in a locked drawer behind a locked door. The
records may be stored on magnetic disc, tape, and digital media.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: Records may be
retrieved by name, agency, birth date, SSN, DoD ID number, or other DoD assigned student or
educational ID number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
a. Non-mission employee training program records are maintained and disposed in accordance
with National Archives and Records Administration General Records Schedule 2.6.
b. Mission-related training records are maintained and disposed in accordance with National
Archives and Records Administration Schedules. The Military Departments, Joint Chiefs of
Staff and OSD all retain in accordance with their individual Records and Information
Management retention schedules.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: DoD components
safeguard records in this system of records according to applicable rules, policies, and
procedures, including all applicable DoD automated systems security and access policies. DoD
policies require the use of controls to minimize the risk of compromise of personally identifiable
information (PII) in paper and electronic form and to enforce access by those with a need to
know and with appropriate clearances. Additionally, the DoD has established security audit and
accountability policies and procedures which support the safeguarding of PII and detection of
potential PII incidents. The DoD routinely employs safeguards such as the following to
information systems and paper recordkeeping systems: Multifactor log-in authentication
including CAC authentication and password; SIPR token as required; physical and technological
access controls governing access to data; network encryption to protect data transmitted over the
network; disk encryption securing disks storing data; key management services to safeguard
encryption keys; masking of sensitive data as practicable; mandatory information assurance and
privacy training for individuals who will have access; identification, marking, and safeguarding
of PII; physical access safeguards including multifactor identification physical access controls,
detection and electronic alert systems for access to servers and other network infrastructure; and
electronic intrusion detection systems in DoD facilities.
RECORD ACCESS PROCEDURES: Individuals seeking access to their records should
address written inquiries to the DoD office with oversight of the records. The public may
identify the appropriate DoD office through the following website: www.FOIA.gov. Signed
written requests should contain the name and number of this system of records notice along with
the full name, identifier (i.e., DoD ID Number or Defense Benefits Number), date of birth,
current address, and telephone number of the individual. 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 appropriate 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, contesting
contents, and appealing initial agency determinations are contained in 32 CFR part 310, or may
be obtained from the system manager.
NOTIFICATION PROCEDURES: Individuals seeking to determine whether information
about themselves is contained in this system should address written inquiries to the appropriate
system managers(s). Signed written requests should contain the full name, identifier (i.e., DoD
ID Number or DoD Benefits Number), date of birth, and current address and telephone number
of the individual. 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 appropriate 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: The DoD has exempted records
maintained in this system from 5 U.S.C. 552a(c)(3) and (d) of the Privacy Act, pursuant to 5
U.S.C. 552a(k)(1) and (k)(6). In addition, when exempt records received from other systems of
records become part of this system, the DoD also claims the same exemptions for those records
that are claimed for the original primary systems of records from which they originated and
claims any additional exemptions set forth here. An exemption rule for this system has been
promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), and (c), and
published in 32 CFR part 310.
HISTORY: None.