DOT/MARAD 1
System name: Attendance, Leave and Payroll Records of Employees and Certain Other Persons.
Security classification: Unclassified, sensitive.
System location: Maritime Administration, Division of Accounting Operations, MAR- 330, 400 7th Street, SW., Room 7325, Washington, DC 20590.
Categories of individuals covered by the system: All Maritime Administration employees and certain other employees.
Categories of records in the system: Name, date of birth, social security number and employee number, service computation date, grade, step, and salary; organization (code), retirement or FICA data, as applicable; federal, state, and local tax deductions, as appropriate; optional Government life insurance deduction(s), health insurance deduction and plan or code; cash award data; jury duty data; military leave data; pay differentials; union dues deductions; allotments, by type and amount; financial institution code and employee account number; leave status and leave data of all types (including annual, compensatory, jury duty, maternity, military retirement advisability, sick, transferred, absence without leave, and without pay); time and attendance records including number of regular, overtime, holiday, Sunday, and other hours worked; pay period number and ending date; cost of living allowances; mailing address; co-owner and/or beneficiary of bonds, marital status and number of dependents; and `Notification of Personnel Action.'' The individual records listed herein are included only as pertinent or applicable to the individual employee.
Authority for maintenance of the system: 5 U.S.C. 5101-5115, 31 U.S.C. 3512.
Purpose(s): Transmittal of data to United States Treasury and employee- designated financial institutions to effect issuance of paycheck to employees and distribution of pay according to employee directions for saving bonds, allotments, and other authorized purposes.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Reporting: Tax withholding to Internal Revenue Service and appropriate state and local taxing authorities; FICA deductions to the Social Security Administration; dues deduction to labor unions; withholding for health and life insurance to the insurance carriers and the United States Office of Personnel Management; charity contribution deductions to agents of charitable institutions; annual W-2 statements to taxing authorities and the individual; wage, employment, and separation information to state unemployment compensation agencies, to the Department of Labor to determine eligibility for unemployment compensation, and to housing authorities for low-cost housing applications; injury compensation claims to Office of Workers Compensation Program at the Department of Labor. See Prefatory Statement of General
Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to `consumer reporting agencies' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual and automated.
Retrievability: By name or social security number.
Safeguards: Physical, technical, and administrative security is maintained, with all storage equipment and/or rooms locked when not in use. Admittance, when open, is restricted to authorized personnel only. All payroll personnel and computer operators and programmers are instructed and cautioned on the confidentiality of the records.
Retention and disposal: Retained on site until after GAO audit, then disposed of, or transferred to Federal Records Storage Center in accordance with the fiscal record programs approved by GAO, as appropriate, or General Record Schedules of GSA. Dispose of when 3 years old.
System manager(s) and address: Chief, Division of Accounting Operations, MAR-330, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as ”Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: The individual. Those authorized by individual to furnish information. Supervisors. Timekeepers. Personnel Offices. IRS.
Exemptions claimed for the system: None.
DOT/MARAD 2
System name: Accounts Receivable.
Security classification: Unclassified, sensitive.
System location: Maritime Administration, Division of Accounting Operations, MAR- 330, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Debtors owing money to MARAD, including employees, former employees, business firms, general public and institutions.
Categories of records in the system: Name and address; amount owed, and service, overpayment or other accounting therefore; invoice number, if any.
Authority for maintenance of the system: 5 U.S.C. 5701-09, Federal Property Management regulation 101-7, Treasury Fiscal Requirements Manual 31 U.S.C. 3711.
Purpose(s): Billing debtors, reporting delinquent debts to credit bureaus, referrals to the General Accounting Office and the Department of Justice, reporting to Office of Personnel Management for liquidating debts from retirement and other benefits.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to `consumer reporting agencies' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual.
Retrievability: By name, and invoice number as appropriate.
Safeguards: Physical security; handling by authorized personnel only.
Retention and disposal: Retained until payment is received and account is audited, and then disposed of in accordance with Records Control Schedule. Disposed of when 3 years old.
System manager(s) and address: Chief, Division of Accounting Operations, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Division of General Law and International Law, Office of the Chief Counsel, Maritime administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as Notification procedure.
Contesting record procedures: Same as Notification procedure.
Record source categories: The individual. Those authorized by the individual to furnish information. Contracting officer as appropriate. Accounting records.
Exemptions claimed for the system: None.
DOT/MARAD 3
System name: Freedom of Information and Privacy Request Records.
Security classification: Unclassified, sensitive.
System location: Division of General Law and International Law, Office of the Chief Counsel; and Office of the Secretary; Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Individuals who have requested records under the Freedom of Information and/or Privacy Acts.
Categories of records in the system: Incoming requests; correspondence developed during processing of requests; initial and final determination letters; records summarizing pertinent facts about requests and action taken; copy or description of records released; description of records denied. Copies of records denied are often kept with these files.
Authority for maintenance of the system: 5 U.S.C. 552, 552a.
Purpose(s): Used by DOT and MARAD management and legal personnel to assure that each request receives an appropriate reply and to compile data for the required annual reports on activities under the Acts.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Chronologically by date of initial determination. By name of requester and date.
Safeguards: Privacy Act request records are stored in file cabinets in secured premises with access limited to those whose official duties require access. Freedom of Information Act request records are generally available to the public with the exception of records denied.
Retention and disposal: Records are disposed of in accordance with the appropriate record disposition authorization approved by the Archivist of the United States.
System manager(s) and address: Chief, Division of General and International Law, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Same as ``System manager.''
Record access procedures: Same as ``System manager.''
Contesting record procedures: Same as ``System Manager.''
Record source categories: The individual. Records derived from processing Freedom of Information and Privacy Act requests.
Exemptions claimed for the system: None.
DOT/MARAD 4
System name: Visitor Logs and Permits for Facilities Under MARAD Control.
Security classification: Unclassified, sensitive.
System location: Department of Administrative Service and Procurement, United States Merchant Marine Academy, Kings Point, NY 11024. James River Reserve Fleet, Drawer ``C'', Fort Eustis Virginia 23604; Beaumont Reserve Fleet, PO Box 6355, Beaumont, Texas 77705; Suisun Bay Reserve Fleet, PO Box 318, Benicia, California 94510.
Categories of individuals covered by the system: Non-Federal visitors, Federal personnel entering facilities after duty hours, and employees seeking parking and firearm permits.
Categories of records in the system: Name, address, place of birth, citizenship, physical characteristics, type and number of firearms and amount of ammunition, purpose of visit, affiliation, time in and time out, license numbers, and records of violations.
Authority for maintenance of the system: 50 App U.S.C. 1744, 46 App U.S.C. 1111, and 46 App U.S.C. 1114.
Purpose(s): To keep records of non-Federal visitors, Federal personnel entering facilities after duty hours, and employees seeking parking and firearm permits.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name, or date and time.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained on site for five years, then disposed of in accordance with unit's Record Control Schedule. Destroy 5 years after final entry or 5 years after date of document, as appropriate.
System manager(s) and address: Superintendent of respective Reserve Fleets and Chief, Fire and Security, United States Merchant Marine Academy, Kings Point, New York 11024-1699.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, Maritime Administration, MARB221, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as ``Notification procedure.''
Contesting record procedures: Same as ``Notification procedure.''
Record source categories: The individual. Those authorized by the individual to furnish information. Employees.
Exemptions claimed for the system: None.
DOT/MARAD 5
System name: Travel Records (Domestic and Foreign) of Employees and Certain Other Persons.
Security classification: Unclassified, sensitive.
System location: Division of Accounting Operations, Maritime Administration, MAR-330, 400 7th street, SW., Washington, DC 20590; United States Merchant Marine Academy Travel Clerk, United States Merchant Marine Academy, Kings Point, New York 11024.
Categories of individuals covered by the system: Employees, Consultants, Advisory Committee Members, and official requests of the Department.
Categories of records in the system: Name, address, social security number, destination, itinerary, mode and purpose of travel; dates; expenses including amounts advanced (if any), amounts claimed, and amounts reimbursed; travel orders, travel vouchers, receipts, and passport record card.
Authority for maintenance of the system: 13 U.S.C. 3701(a)(3).
Purpose(s): Transmittal to United States Treasury for payment, to State Department for passports.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to `consumer reporting agencies' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual.
Retrievability: Filed by name, social security number, or travel order number.
Safeguards: Records are located in lockable metal file cabinets or in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained according to GSA Federal Travel Regulations, and then disposed of according to unit's Records Control Schedule. Destroy when 3 years old or upon separation of the bearer, whichever is sooner.
System manager(s) and address: Chief, Division of Accounting Operations, MAR-330, Maritime Administration, 400 7th Street, SW., Washington, DC 20590; United States Merchant Marine Academy Travel Clerk, United States Merchant Marine Academy, Kings Point, NY 11024.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as Notification Procedure.
Contesting record procedures: Same as Notification Procedure.
Record source categories: The individual. Those authorized by the individual to furnish information. Supervisors. Finance (or accounting) office standard references.
Exemptions claimed for the system: None.
DOT/MARAD 6
System name: Executive Correspondence Files.
Security classification: Unclassified--Sensitive.
System location: Office of Maritime Administrator, MAR-100, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Individuals who correspond with top-level officials in MARAD and express views or seek information or assistance. Freedom of Information Act or Privacy Act requests is not indexed in this system.
Categories of records in the system: The system may include the name and address of correspondent, summary of subject matter, original correspondence, official response, referral letters, memoranda or notes concerning subject of the correspondence, or copies of any enclosures. The records in the system are arranged chronologically by date of official Agency action, numerically by control number assigned to each items of correspondence and by name of correspondent.
Authority for maintenance of the system: 5 U.S.C. 301; 49 U.S.C. 322. Purpose(s): To prepare statistical reports for management on correspondence volume or topics of public interest.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by personnel in the Office of the Maritime Administrator and administrative offices to assure that each request receives an appropriate and timely reply. Information from or copies of the records may be provided to the original addresses of the original correspondence. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Maintained in paper form.
Retrievability: By control number, by correspondent's name, by subject, and by date.
Safeguards: Paper records are stored in file cabinets on secured premises with access limited to personnel whose official duties require access.
Retention and disposal: Records are disposed in accordance with the appropriate record disposition schedule approved by the Archivist of the United States. Transfer closed files to Records Center when 5 years old. Offer to archivist when the latest records are 20 years old.
System manager(s) and address: Maritime Administrator, MAR-100, 400 7th Street, SW., Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as Notification Procedure.
Contesting record procedures: Same as Notification Procedure.
Record source categories: The correspondent, referral source, Department employees involved in processing the correspondence, and other individuals, as required to prepare an appropriate response.
Exemptions claimed for the system: None.
DOT/MARAD 7
System name: Litigation, Claims and Administrative Proceeding Records.
Security classification: Unclassified, sensitive.
System location: Office of Chief Counsel, MAR-220, Maritime Administration, 400 Seventh Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Individuals the subject of any litigation which MARAD is involved; individuals who make administrative claims or appeals against MARAD; individuals who are the subjects of claims and administrative actions brought by MARAD; individuals who may have provided statements or other evidence with respect to any of the above.
Categories of records in the system: Names, addresses, social security account numbers, statements of claims and analysis thereof, investigatory reports, opinion of law, and pleadings, motions, depositions, rulings, opinions citation particulars (description of vehicle, date of birth, physical characteristics, driving permit or license data, vehicle license data, etc.) and other litigation and claims documentation.
Authority for maintenance of the system: 46 app U.S.C. 1114 and 1241a, and 50 app U.S.C. 1291a.
Purpose(s): Records of individuals subject of any litigation and claims proceedings.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Destroyed 5 years after date of document.
System manager(s) and address: Chief Counsel, Maritime Administration, MAR-220, 400 Seventh Street, SW., Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, Maritime Administration, MAR-226, 400 Seventh Street, SW., Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: Subject claimant or plaintiff. Those authorized by the foregoing to furnish information. Whatever other sources are pertinent to the nature of the case.
Systems exempted from certain provisions of the act: Pursuant to 5 U.S.C. 552a(k)(1), (k)(2) and (k)(5), this system is exempt from portions of the act.
Exemptions claimed for the system: None.
DOT/MARAD 8
System name: Property Accountability Files.
Security classification: Unclassified, sensitive.
System location: Office of Management Services and Procurement Maritime Administration, 400 7th Street, SW., Washington, DC 20590. Department of Administrative Service and Procurement, United States Merchant Marine Academy, Kings Point, NY 11024. Office of Ship Operations, Division of Reserve Fleet, Maritime Administration, MAR-612, 400 7th Street, SW., Washington, DC 20590. James River Reserve Fleet, Drawer ``C'', Fort Eustis Virginia 23604; Beaumont Reserve Fleet, P.O. Box 6355, Beaumont, Texas 77705; Suisun Bay Reserve Fleet, P.O. Box 318, Benicia, California 94510; National Maritime Research Center, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: Employees, general public, institutions, and anyone who charges out or signs for property or other materials.
Categories of records in the system: Name; telephone number; identification of property or equipment; home and business address; employee I.D. number; position; job title; grade; organization; explanation for items not accounted for, correspondence; clearances; and key number.
Authority for maintenance of the system: 40 U.S.C. 483(b).
Purpose(s): Tracking system for anyone who charges out or signs for property or other materials.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to “consumer reporting agencies'' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper copy of file folders and trays.
Retrievability: Filed alphabetically by name.
Safeguards: Records are located in lockable metal file cabinets, or lockable desks, or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained 2 years after property is accounted for.
System manager(s) and address: Chief, Supply Operations Division, MAR-313, Maritime Administration, 400 7th Street, SW., Washington, DC 20590. Administrative Services Office, United States Merchant Marine Academy, Kings Point, NY 11024. Director, National Maritime Research Center, United States Merchant Marine Academy, Kings Point, NY 11024. Chief, Division of Reserve Fleet, MAR-612, Maritime Administration, 400 7th St, SW., Washington, DC 20590. Superintendent, James River Reserve Fleet, Drawer ``C'', Fort Eustis, Virginia 23604; Superintendent, Beaumont Reserve Fleet, PO Box 6355, Beaumont, Texas 77705; Superintendent, Suisun Bay Reserve Fleet, PO Box 318, Benicia, California 94510.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-220, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: Subject individual. Those authorized by the individual to furnish information. Book cards. Supply person providing the equipment.
Exemptions claimed for the system: None.
DOT/MARAD 9
System name: Records of Cash Receipts.
Security classification: Unclassified, sensitive.
System location: Director, Office of Accounting, MAR-330, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Individuals paying for goods or services, reimbursing overpayments, or otherwise delivering cash to the Department.
Categories of records in the system: Individual's name, the goods or services purchased, amount, date, check number, division or office, bank deposit, treasury deposit number.
Authority for maintenance of the system: 46 app U.S.C. 1114.
Purpose(s): System for individuals paying for goods and or services, reimbursement of overpayments, delivery of cash to the Department.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual and machine-readable.
Retrievability: Name and/or account or case number.
Safeguards: Records are located in lockable metal file cabinets or in secured premises with access limited to those whose official duties require access.
Retention and disposal: Permanently maintained.
System manager(s) and address: Director, Office of Accounting, MAR-330, MARAD, 400 7th St., SW., Washington, DC 20590.
Notification procedure: Division of General and International Law, MAR-221, Office of Chief Counsel, Maritime Administration, 400 7th Street, SW., Washington, DC 20590.
Record access procedures: Same as Notification Procedure.
Contesting record procedures: Same as Notification Procedure.
Record source categories: Subject individual. Those authorized by the individual to furnish information.
Exemptions claimed for system: None.
DOT/MARAD 10
System name: Employee's Personnel Files Not Covered by Notices of Other Agencies.
Security classification: Unclassified, sensitive.
System location: Director, Office of Personnel, Maritime Administration, MAR-360, 400 7th Street, SW., Washington, DC 20590.
Categories of individuals covered by the system: Current and former employees.
Categories of records in the system: All personnel records in MARAD which are subject to the Privacy Act but are not covered in the notices of systems of records published by the Office of Personnel Management, Merit Systems Protection Board, or Equal Employment Opportunity Commission. The records of this system may include, but are not limited to: Employee Development; Incentive Awards; Employee Relations; Grievance Records; Medical; Career management Program; Ship Personnel; Employee Overseas Assignments; Minority group Statistics Program; Work Performance and Appraisal Records; including supervisory records which have been disclosed; Re-Employment and Priority Placement Programs; Within-Grade Denials (Reconsideration File); and, Automated Employee Information System.
Authority for maintenance of the system: 46 App U.S.C. 1111. Purpose(s): To provide information to officials or labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual and machine-readable.
Retrievability: Filed by name and/or social security number.
Safeguards: Records are located in lockable metal file cabinets or in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained according to Unit's Records Control Schedule. Records are kept until employee retires and then 90 days after retirement records are sent to OPM and/or records center. If employees transfer to another government agency, the records are transferred to that government agency.
System manager(s) and address: Director, Office of Personnel, Maritime Administration, MAR-360, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, MAR-221, Office of Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: Subject individual and those authorized by the individual to furnish information. Others involved in references of the individual. Physicians. Employee's supervisor.
Exemptions claimed for the system: None.
DOT/MARAD 11
System name: Biographical Files.
Security classification: Unclassified, sensitive.
System location: Office of Public Affairs, Maritime Administration, MAR-240, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Key present and former Maritime Administration personnel, and members of Advisory Board to the United States Merchant Marine Academy.
Categories of records in the system: Biographical information, which may include date and place of birth; education; military service; present position; employment history; field of research; publications; inventions and patents; awards and honors; memberships and affiliations; present and past residences; telephone numbers; names, ages, and addresses of family members; hobbies and outside interests; and photograph of individual.
Authority for maintenance of the system: 46 App U.S.C. 1114.
Purpose(s): Use in connection with written articles, oral interviews, speaking engagements, retirement and obituary notices, and other purposes of public information.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Distributed to the press, other government agencies, and the general public. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders or notebooks.
Retrievability: By name alphabetically or by position or work unit.
Safeguards: Records are located in locked metal file cabinets or locked rooms during non-business hours.
Retention and disposal: Record retention and disposal is in accord with operating unit's Records Control Schedule. Dispose of 2 years after separation of the subject official.
System manager(s) and address: Public Affairs Officer, MAR-240, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: The individual. Other sources such as news releases, articles and publications relating to the subject individuals.
Exemptions claimed for the system: None.
DOT/MARAD 12
System name: Applications to United States Merchant Marine Academy (USMMA).
Security classification: Unclassified, sensitive.
System location: Office of Admissions, United States Merchant Marine Academy, Kings Point, NY 11204.
Categories of individuals covered by the system: Applicants for admission to the Academy.
Categories of records in the system: Name; address; name of nominating Congressman and congressional district; social security number; citizenship; sex; marital status; scholastic background; names of relatives who attended the Academy; high school record; personality record (compiled by high school authorities); seaman's experience; military service data; and biographical sketch. (Form: KP 2-65).
Authority for maintenance of the system: 46 App U.S.C. 1295b.
Purpose(s): Determine admissions to the Academy.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Advise Member of Congress or other nominating authority of the outcome of an individual's candidacy. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Manual and automated.
Retrievability: Filed alphabetically by last name.
Safeguards: Access to and use of these records is limited to those persons whose official duties require such access. Personnel screening is employed to prevent unauthorized disclosure.
Retention and disposal: If admitted, the application becomes part of the Midshipman's Personnel Record for permanent retention. The file is transferred to the Federal Records Center after 5 years. If not admitted, it is retained for one year and destroyed.
System manager(s) and address: Director, Office of Admissions, United States Merchant Marine Academy, Kings Point, NY 11204.
Notification procedure: Division of General and International Law, MAR-221. Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: Subject individual, the individual's high school officials, references, and those authorized by the individual to furnish information.
Exemptions claimed for the system: Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from portions of the act.
DOT/MARAD 13
System name: Cadet Files, State Maritime Academies, “SIPSAM”.
Security classification: Unclassified, sensitive.
System location: Office of Maritime Labor and Training, Maritime Administration, MAR-240, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Current and former cadets enrolled in the Student Incentive Payments, SIP, Program at the State Maritime Academies.
Categories of records in the system: Name; service number; date of change in pay; re-enrollment or reinstatement; dis-enrollment; date of graduation; and service obligation. (Forms: MA-1005, MA-850 and MA-890).
Authority for maintenance of the system: Merchant Marine Act, 1936 (as amended) Title XIII B Maritime Education and Training (46 App. U.S.C. 1295c).
Purpose(s): Monitor the service, employment and academic obligations of the SIP recipients.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by last name.
Safeguards: Records are located in lockable file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: The records are retained until six years after graduation and then destroyed.
System manager(s) and address: Director, Office of Labor and Training, Maritime Administration, MAR-250, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and international Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as ``Notification Procedure.''
Contesting record procedures: Same as ``Notification Procedure.''
Record source categories: The subject student. State Merchant Marine Academies. Those authorized by the student to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 14
System name: Citizenship Statements and Affidavits.
Security classification: Unclassified, sensitive.
System location: For bidders on surplus vessels: Division of Ship Disposals and Foreign Transfers, MAR-630, Maritime Administration, 400 7th Street, SW, Washington, DC 20590. For all other purposes: Office of Chief Counsel, MAR-220, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Officers and shareholders of non-personal applicants and individual applicants.
Categories of records in the system: Name; date and place of birth; nationality, and naturalization data.
Authority for maintenance of the system: 46 App U.S.C. 802, 803, 808, 1114 and 50 app U.S.C. 1744.
Purpose(s): Keep track of officers and shareholders of non-personal applicants and individual applicants.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to ``consumer reporting agencies'' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically applicant's name, name of individual, or vessel name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: The records are transferred to the Federal Records Center after five years where they are retained for twenty years or the time period of the ship mortgage, whichever is longer.
System manager(s) and address: Chief, Division of Ship Disposals and Foreign Transfers, MAR-630, and Office of the Chief Counsel, MAR-220, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: Subject applicant and individual. Those authorized by the foregoing to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 15
System name: General Agent's Protection and Indemnity and Second Seaman's Insurance: WSA and NSA.
Security classification: Unclassified, sensitive.
System location: Office of Marine Insurance, Maritime Administration, MAR-575, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Individuals (e.g., seamen, passengers, stevedores) filing claims against general agents for death, disability, loss of personal effects, detention and repatriation and property damage.
Categories of records in the system: Claimant's name; address; mariner's document number; sea service record; disciplinary records; selective service classification; names of parents; marriage and divorce data; social security number; alien registration and citizenship data; medical information; next-of-kin; wages per month; birth date; witness statements; investigator's report; names of counsel; and executors and administrators of estates (Forms: MA-574, MA-570, MA-269, MA-26 and 270).
Authority for maintenance of the system: 46 app U.S.C. 1101, 1114, 191-1205 and 50 app U.S.C. 1744.
Purpose(s): Evaluate filed claims, negotiate settlements, award money, contest or initiate lawsuits; and arrange for proper medical treatment by establishing seaman's eligibility for acceptance under regulations of Public Health Service, United States Department of Health and Human Services, or other appropriate medical facilities.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure for consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by seaman's name and vessel's name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: The records are transferred to the Federal Records Center after one year where they are retained indefinitely.
System manager(s) and address: Director, Office of Marine Insurance, Maritime Administration, MAR-575, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW,
Record access procedures: Same as Notification Procedure.
Contesting record procedures: Same as Notification Procedure.
Record source categories: Subject individual. The individual's attorney. Adjusters, investigators. Attorneys. Office of Marine Insurance. Witnesses. The Marine Index Bureau. Those authorized by the individual to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 16
System name: Marine Training School Registrants.
Security classification: Unclassified, sensitive.
System location: Maritime Administration regional offices: Eastern--26 Federal Plaza, New York, N.Y. 10007; Central--No. 2 Canal Street, New Orleans, LA 70130; Western--211 Main Street, RM 1112, San Francisco, CA 94105; and Great Lakes--2300 E. Devon Avenue, Des Plaines, IL 60018.
Categories of individuals covered by the system: Each seafarer enrolling in an agency training course.
Categories of records in the system: Name; address; position title; owner's document number; social security number; certificate number; sponsoring organization; course completed; date of course completion; course grade; date of birth; and telephone number (Forms: MA-1005 and 1006).
Authority for maintenance of the system: 46 app U.S.C. 1114, 1295b, 1295c, 1295d, and 1295g.
Purpose(s): Verification of attendance and performance.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by student's name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose duties require access.
Retention and disposal: The records are transferred to the Federal Records Center one year after graduation or termination and disposed of 60 years after date of enrollment.
System manager(s) and address: Training Facility Registrar in region where the training was taken; see System Location.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: The student. The training instructors. Those authorized by the individual to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 17
System name: Waivers of Liability to Board Reserve Fleet Vessels and Other Craft Located at United States Merchant Marine Academy.
Security classification: Unclassified, sensitive.
System location: Beaumont Reserve Fleet, PO Box 6355, Beaumont, Texas 77705; James River Reserve Fleet, Drawer “C'', Fort Eustis, Virginia 23604; and Suisun Bay Reserve Fleet, PO Box 318, Benicia, California 94510; United States Merchant Marine Academy, Kings Point, Long Island, New York 11024-1699.
Categories of individuals covered by the system: All individuals boarding Reserve Fleet vessels.
Categories of records in the system: Name, affiliation, date, and signature (Form: MA-118).
Authority for maintenance of the system: 46 app U.S.C. 1295b, 1295g, and 50 app U.S.C. 1744.
Purpose(s): Limit Governments liability for any damage suffered by certain persons aboard RRF/NDRF ships.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure of consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by name.
Safeguards: Records are located in lockable metal file cabinets or metal file cabinets in secured rooms or in secured premises with access limited to those whose official duties require access.
Retention and disposal: Records are maintained for three years and then destroyed.
System manager(s) and address: Superintendent of Respective Reserve Fleets; and United States Merchant Marine Academy, Kings Point, New York 11024.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as Notification Procedure.
Contesting record procedures: Same as Notification Procedure.
Record source categories: Subject individual. Those authorized by the individual to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 18
System name: National Defense Executive Reserve.
Security classification: Unclassified, sensitive.
System location: Division of National Security Plans, MAR-620, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Nominees and members of the National Defense Executive Reserve.
Categories of records in the system: Name; home address; photograph; brief career history; names of close relatives; marital status; previous Government experience; previous residences; current and recent employment; citizenship; social security number; business and residence telephone numbers; security clearance; statement of understanding; request for appointment; appointment affidavits; secrecy agreement; sex; date and place of birth; education; and professional and other memberships.
Authority for maintenance of the system: 46 app U.S.C. 1295e, 1295g and 1126-1.
Purpose(s): Transferring data to the Federal Preparedness Agency pursuant to E.O. 11179.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Alphabetically by last name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained until one year after individual's appointment is terminated or until death and then discarded.
System manager(s) and address: Chief, Division of National Security Plans, MAR-620, Maritime Administration, same as above address.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: The individual. Those authorized by the individual to furnish information. The investigator performing personal and security investigation. Sources contacted by the investigator.
Exemptions claimed for the system: None.
DOT/MARAD 20
System name: Seamen's Awards for Service, Valor, etc.
Security classification: Unclassified, sensitive.
System location: Office of Maritime Labor and Training, MAR-250, Maritime
Administration, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Seamen given awards for service, valor, etc.
Categories of records in the system: Name; address; mariner's document number; social security number; and names of ships.
Authority for maintenance of the system: 46 App. U.S.C. 2001-2007. Purpose(s): Provide information to the seamen and family members upon request.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Records are stored in paper copy in file folders and on magnetic tape.
Retrievability: Files are maintained alphabetically by name of seaman.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Paper records containing letters of commendation, name of seamen, address, name of vessel and mariner's document number are transferred to the Federal Records Center immediately, where they are retained for 75 years.
System manager(s) and address: Director, Office of Maritime Labor and Training, MAR-250, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as Notification procedure.
Contesting record procedures: Same as Notification procedure.
Record source categories: Subject individual. The individual's co-workers. Witnesses to incidents. Those authorized by the individual to furnish information.
Exemptions claimed for the system: None.
DOT/MARAD 21
System name: Seaman's Employment Analysis Records.
Security classification: Unclassified, sensitive.
System location: Department of Transportation Computer Center, SVC-172, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Merchant seamen who sailed the previous calendar year.
Categories of records in the system: Social security number; date of birth; records of United States Coast Guard issued documents; voyage employment information (e.g., ship and date signed on); and maritime schools attended.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): To ensure an adequate supply of American mariners.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Records are stored on computer disks.
Retrievability: Filed by social security number.
Safeguards: In addition to technical securities, the records are located in secured rooms or premises with access limited to those whose official duties require access.
Retention and disposal: Refreshed and maintained only for current available calendar year.
System manager(s) and address: Director, Office of Maritime Labor and Training, Maritime Administration, MAR-250, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as ``Notification procedure.''
Contesting record procedures: Same as ``Notification procedure.''
Record source categories: United States Coast Guard.
Exemption claimed for the system: None.
DOT/MARAD 22
System name: Seaman's Unclaimed Wages (Vietnam Conflict).
Security classification: Unclassified, sensitive.
System location: Division of Accounting Operations, MAR-330, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Seamen owed wages for service aboard Government vessels operated by general agents.
Categories of records in the system: Name; social security number; employing general agent; and wages due and owing.
Authority for maintenance of the system: 46 app U.S.C. 1114(B), 1241a, and 50 app U.S.C. 1291(a).
Purpose(s): Reporting wages owed.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Paper records are filed alphabetically by name and by social security number.
Safeguards: Paper records are secured in lockable metal file cabinets. Records are located in secured areas with access limited to those whose official duties require access.
Retention and disposal: Retained until such time as claim is resolved or wages are disbursed.
System manager(s) and address: Chief, Division of Accounting Operations, MAR-330, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Notification procedure: Division of General and International Law, Office of the Chief Counsel, MAR-221, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: The general agents.
Exemptions claimed for the system: None.
DOT/MARAD 24
System name: USMMA Non-Appropriated Fund Employees.
Security classification: Unclassified, sensitive.
System location: Office of the Commandant of Midshipmen; Office of the Director of Athletics; Office of the General Manager, Ship's Service; Officer's Club; Junior Officer's Mess; Petty Officers Club; Fiscal Control Office; and Department of Administrative Services and Procurement, all at United States Merchant Marine Academy, Kings Point, N.Y. 11024.
Categories of individuals covered by the system: All current and former employees of non-appropriated fund activities since 1970.
Categories of records in the system: Name; telephone number; social security number; address; date of birth; height; weight; birthplace; employment history; special qualifications; education summary; references; personnel actions showing positions held and salary paid; insurance coverage; and letters of commendation or reprimand.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Track information on non-appropriated fund employees.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to ``consumer reporting agencies'' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Alphabetically by employee's name.
Safeguards: Records are located in lockable metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Records are retained indefinitely.
System manager(s) and address: Commandant of Midshipmen; Director of Athletics; General Manager, Ship's Service; President, Officer's Club; Manager, Junior Officers Mess; President, Petty Officers Club; Head, Department of Budget and Accounts; and Head, Department of Administrative Services and Procurement, all at United States Merchant Marine Academy, Kings Point, N.Y. 11024.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: Subject employee. Those authorized by the employee to furnish information. Past employers and references. The employee's supervisor.
Exemptions claimed for the system: Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from portions of the act.
DOT/MARAD 25
Security classification: Unclassified, sensitive.
System location: Office of External Affairs, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: All graduates of USMMA, since 1942, and some parents of graduates.
Categories of records in the system: Name; address (home and business); vocation; class year; social security number; employee's name and address; years of maritime service, at sea and ashore; military service; maritime licenses; post-graduate education; honors and awards; and union affiliation. Graduate registration for job-placement also contains graduate's preferred salary and job location.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Make employment referrals, to compile statistical reports for Congress on the professional progress of the graduates, and to mail alumni publications, notices, and announcements. The users are the Director, Office of External Affairs and his immediate administrative staff, prospective employers, Congress and its Members, the United States Merchant Marine Academy Alumni Association, Inc., the United States Merchant Marine Academy Foundation, Inc. and the commercial contractor providing automated services for the United States Merchant Marine Academy Foundation, Inc.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The database is used for communication with alumni (e.g., magazine, homecoming, etc), placement opportunities for alumni, fundraising records, and congressional districts. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders and basic information are on magnetic tape.
Retrievability: Alphabetically by name, and by social security number. Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access. Records on tape also are subject to physical securities, including those maintained by contract.
Retention and disposal: The records are kept indefinitely.
System manager(s) and address: Director, Office of External Affairs, United States Merchant Marine Academy, Kings Point, N.Y. 10024.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: A questionnaire voluntarily returned by graduates every few years. Graduates asking to be registered for job-placement. Families of graduates. Public and private employment of graduates. Persons nominating graduates for alumni awards. United States Merchant Marine Academy Alumni Association, Inc. Published articles naming graduates.
Exemptions claimed for the system: None.
DOT/MARAD 26
System name: USMMA Midshipmen Deposit Account Records.
Security classification: Unclassified, sensitive.
System location: Department of Budgets and Accounts, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: All current midshipmen.
Categories of records in the system: Name, social security number, and all midshipmen activity fee deposits to the Academy.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Track activity fee deposits to the Academy.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed by class year and then alphabetically by name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or in secured premises with access limited to those whose official duties require access.
Retention and disposal: Maintained for one year after graduation or separation, and then destroyed.
System manager(s) and address: Assistant Head, Department of Budgets and Accounts, United States Merchant Marine Academy, Kings Point, NY 11024. Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: Midshipmen. Those authorized by midshipman to furnish information. Department of Budgets and Accounts personnel.
Exemptions claimed for the system: None.
DOT/MARAD 27
System name: USMMA Midshipman Grade Transcripts.
Security classification: Unclassified, sensitive.
System location: Registrar's Office, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: All present and past midshipmen.
Categories of records in the system: Name; social security numbers; courses taken; grades received; and cumulative average.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Record academic status of past and present midshipmen.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Sent to other schools or employers when requested by the midshipman. See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders, paper records in file drawers, microfilm records, and magnetic tape.
Retrievability: Alphabetically by midshipman's name.
Safeguards: Records are located in lockable metal file cabinets in secured rooms or secured premises with access limited to those whose official duties require access.
Retention and disposal: Transfer to Federal Records Center five years after graduation. Destroy sixty years after graduation.
System manager(s) and address: Registrar, United States Merchant Marine Academy, Kings Point, N.Y. 10024.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification Procedure.''
Contesting record procedures: Same as “Notification Procedure.''
Record source categories: The midshipman. Those authorized by the midshipman to furnish information. Faculty. Registrar's staff.
Exemptions claimed for the system: None.
DOT/MARAD 28
System name: USMMA Midshipman Medical Files.
Security classification: Unclassified, sensitive.
System location: Medical Department, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: All midshipmen. Categories of records in the system: Complete medical history prior to and during enrollment at the Academy.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Maintain health of midshipmen.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Filed alphabetically by midshipman's name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or in secured premises with access limited to those whose official duties require access.
Retention and disposal: Radiographic file salvage five years after graduation. All other documents combine within MA-18 Midshipmen Personnel Records after graduation. If not appointed as Midshipman, the record is retained for one year and destroyed.
System manager(s) and address: Medical Officer, United States Merchant Marine Academy, Kings Point, N.Y. 11024.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as Notification procedure.
Contesting record procedures: Same as Notification procedure.
Record source categories: Subject applicant or midshipman. Those authorized by foregoing to furnish information. Individual's physician. Academy medical officers. Contract medical personnel. Private and other medical personnel.
Exemptions claimed for the system: Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from portions of the act.
DOT/MARAD 29
System name: USMMA Midshipman Personnel Records.
Security classification: Unclassified, sensitive.
System location: Office of the Commandant of midshipman, United States Merchant Marine Academy, Kings Point, NY 11024.
Categories of individuals covered by the system: All current and former midshipmen since inception of the Academy in 1942. Also, all cadet corps personnel from 1938 to 1942.
Categories of records in the system: Nominations to United States Merchant Marine Academy; College Board Scores; high school transcript; name; address; social security number; parent's name and address and occupation; relatives who attended USMMA; number of brothers and sisters; medical report; height; weight; color of hair; color of eyes; complexion; commendations; record of disciplinary cases; resignation notice; graduation certification; and report of deficiencies.
Authority for maintenance of the system: 46 app U.S.C. 1295g.
Purpose(s): Record personnel matters on USMMA midshipmen.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Statement of General Routine Uses.
Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made from this systems to “consumer reporting agencies'' (collecting on behalf of the United States Govt.) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1982 (31 U.S.C. 3701(a)(3)).
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: Alphabetically by midshipman's name.
Safeguards: Records are located in lockable metal file cabinets or in metal file cabinets in secured rooms or in secured premises with access limited to those whose official duties require access.
Retention and disposal: Retained on site for five years after graduation, then disposed of in accordance with the unit's record control schedule.
System manager(s) and address: Commandant of Midshipman, United States Merchant Marine Academy, Kings Point, NY 11024.
Notification procedure: Division of General and International Law, MAR-221, Office of the Chief Counsel, Maritime Administration, 400 7th Street, SW, Washington, DC 20590.
Record access procedures: Same as “Notification procedure.''
Contesting record procedures: Same as “Notification procedure.''
Record source categories: The subject midshipman. Faculty administrators and midshipman corps officers who provide copies to the midshipman. Former employers, teachers, and school authorities, and references. Government or private physicians. United States Navy Security Officers. Those authorized by the midshipman to furnish the information.
Exemptions claimed for the system: Pursuant to 5 U.S.C. 552a(k)(5), this system is exempt from portions of the act.
DOT/MARAD 30
System name: Commitment Agreements.
Security classification: Unclassified, sensitive.
System location: Maritime Administration, Academies Program Officer, Office of Maritime Labor, Training & Safety, MAR-250, 400 Seventh Street, SW, Washington, DC 20590.
Categories of individuals covered by the system: Students, graduates of United States Merchant Marine Academy and State maritime academies.
Categories of records in the system: Files containing information of students, graduates of United States Merchant Marine Academy and State maritime academies. Information may contain addresses, social security numbers, and medical information.
Authority for maintenance of the system: 46 App. U.S.C. 1295b(e).
Purposes(s): Determine if a student or graduate of the United States Merchant Marine Academy, USMMA, or subsidized student or graduate of a State maritime academy has a waivable/deferrable situation that prevents him/her from fulfilling the requirements for their service obligation contract.
Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See Prefatory Notice of General Routine Uses.
Disclosure to consumer reporting agencies: None.
Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:
Storage: File information is on computer with hard copy back up material in metal cabinets in a secured room.
Retrievability: Name.
Safeguards: Files are retrievable only through information known to the Academy Program Officer or other persons authorized to perform data input tasks.
Retention and disposal: Files held until completion of eight-year service obligation period or as determined by the Maritime Administration.
System manager(s) and address: Maritime Administration, Academies Program Officer, Office of Maritime Labor, Training & Safety, 400 Seventh Street, SW, Rm. 7302, Washington, DC 20590.
Notification procedure: Same as “System manager.''
Record access procedures: Same as “System manager.''
Contesting record procedures: Same as “System manager.''
Record source categories: Students, graduates of the United States Merchant Marine Academy and State maritime academies.
Exemptions claimed for the system: None.