NASA - National Aeronautics and Space Administration

Date of this submission: March 18, 2009
NASA Center: Headquarters (HQ)
Application Name: NASA.ASEE.ORG (American Society for Engineering Education)
Is this application or information collection new or is an existing one being modified? New
Does this application collect, maintain, and/or disseminate information in identifiable form (IIF)? YES
Mission Program/Project Supported: Aeronautics research Mission Directorate
Identifying Numbers (Use N/A, where appropriate)
Privacy Act System of Records Number: 10NASP
OMB Information Collection Approval Number and Expiration Date: 2700-0134 28 FEB 09
Other Identifying Number(s): NNH 08CC19C

Description

1. Provide an overview of the application or collection and indicate the legislation authorizing this activity.
   
   As part of the fellowship application, applicants provide information using the online application module that was created by ASEE. Applicants complete drop down menus and check boxes, as part of the application. They also upload essays and resumes that are converted to PDF format by the module.
2. Describe the information the agency will collect, maintain, or disseminate and how the agency will use the information. In this description, indicate whether the information contains IIF and whether submission is voluntary or mandatory.
   
   As part of the fellowship application, applicants provide information regarding their current academic institution, essay, GPA, academic discipline and class standing. This information is mandatory. Applicants are also asked questions on a voluntary basis regarding their race, gender, and ethnicity.
3. Explain how the IIF collected, maintained, and/or disseminated is the minimum necessary to accomplish the purpose for this effort.
   
   The IIF is collected through the online module, and it is maintained on a secure database that is housed at ASEE. The data is not disseminated for all applicants. The only data disseminated includes awardee first name, last name, schools, gender, race/ethnicity, institution and discipline once the online module has been closed.
4. Explain why the IIF is being collected, maintained, or disseminated.
   
   The IIF is being collected to provide a package of student data that can be collected and reviewed by a group of academic panelists, in support of scholarship funding.
5. Identify with whom the agency will share the IIF.
   
   ASEE and NASA ARMD only.
6. Describe how the IIF will be obtained, from whom it will be collected, what the suppliers of information and will be told about the information collection, and how this message will be conveyed to them (e.g., written notice, electronic notice if a Web-based collection, etc.). Describe any opportunities for consent provided to individuals regarding what information is collected and how the information will be shared.
   
   The IIF will be obtained from applicants to the fellowship, using the online application module that was created by ASEE. Applicants are asked to check a box to consent to their information being used in the selection process.
7. State whether personal information will be collected from children under age 13 on the Internet and, if so, how parental or guardian approval will be obtained. (Reference: Children's Online Privacy Protection Act of 1998)
   
   No, Information will not be collected from people under 13 years of age.
8. Describe how the IIF will be secured.
   
   IIF data is encrypted using 256 bit AES encryption. The data is encrypted in all locations in which it is stored on electronic media, including any backups to disk or tape. The hardware on which the electronic media resides is inside a server room secured by a physical lock. Access to the data requires a user id and password.
9. Describe plans for retention and destruction of IIF.
   
   IIF data will be retained for the duration of the contract and in accordance with current NASA Records Retention and Disposal guidelines. Retention is extended after the contract for as long as deemed appropriate or required by the program manager. When destruction is ordered ASEE will scrub the drives by overwriting the files with random data up to 32 times during deletion.
10. Identify whether a system of records is being created under section 552a of Title 5, United States Code (the Privacy Act), or identify the existing Privacy Act system of records notice under which the records will be maintained.
    
    NASA System of Records Notice 10NASP.

Point of contact to whom a member of the public can address questions concerning this information system and the privacy concerns associated with it: ASEE Program Manager
(202) 331-3500.

Concur: Signature on File Anthony M. Springer NASA Cognizant Official Date: 2/18/09 Concur: Signature on File Teresa M. Fryer Privacy Program Manager Date: 2/19/09 Approved: Signature on File Bobby L. German NASA Chief Information Officer (Acting) Date: 2/20/09

Signature on File Bryan D. McCall HQ Privacy Managers Date: 2/18/09 Concur: Signature on File Kelly Carter NASA HQ CIO (Acting) Date: 2/18/09