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NASA Information Technology Security Program NPR
 

Privacy Impact Assessment (PIA) Summary

 

Date of this Submission (MM/DD/YYYY): 08/31/2005

NASA Center: Johnson Space Center

Application Name: Texas Aerospace Scholars

Is this application or information collection new or is an existing one being modified? An existing one is being modified.

Does this application collect, maintain, and/or disseminate information in identifiable form (IIF)? The Texas Aerospace Scholars web application collects, maintains, and disseminates information in identifiable format

Mission Program/Project Supported: Education Office

Identifying Numbers (Use N/A, where appropriate)

Privacy Act System of Records Number:10-SPER

OMB Information Collection Approval Number and Expiration Date: none

Other Identifying Number(s): None.

 

Description

 

1.     Provide an overview of the application or collection and indicate the legislation authorizing this activity.

 

This system distributes information to participants of a NASA administered but Texas state legislature funded program. The system collects information on applicants, handles homework assignments that are submitted by participants, handles travel itineraries for the participating students, manages team assignments, and logs mentor, teacher, and coop placement.

 

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.

 

The system collects and uses the following information:

  • Student Names (IIF – Optional) – used to identify the students throughout the program and to arrange for travel. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Date of Birth (IIF – Optional) – used to verify that students are eligible to participate in the program. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Social Security Number (IIF – Optional) – used to reimburse payment for travel and verify citizenship. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Mailing Address (IIF – Optional) – used to send program related documents to the students, arrange travel, and log the legislative districts that are being serviced by the program. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Phone Numbers (IIF – Optional) – used to follow-up on student assignments, travel information, and as an emergency contact number when the students are on-site during the summer. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Medical Notes (IIF – optional) – used to ensure the well-being of the students when they are on site during the summer
  • E-mail Address (IIF – Optional) – used as the primary form of contact during the school-year when students are participating remotely. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.
  • Education Records (IIF – Optional) – used to ensure that the students are academically eligible to participate in the program. Failure to provide data may impair a student’s ability to qualify for enrollment in the educational program.

 

3.     Explain how the IIF collected, maintained, and/or disseminated is the minimum necessary to accomplish the purpose for this effort.

 

All of the collected information stated above is necessary for the successful administration of this program.

 

4.     Explain why the IIF is being collected, maintained, or disseminated.

 

Explained in Question number 2

 

5.     Identify with whom the agency will share the IIF.

 

The agency shares no IIF with anyone outside of the agency. Summaries of information, such as “state districts represented” may be published but do not contain personal information regarding the students.

 

6.     Describe how the IIF will be obtained, from whom it will be collected, what the suppliers of information and the subjects 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 is obtained through online and paper forms from high school juniors and teachers in the state of Texas. In addition, the online system also collects minimal IIF from JSC employees and co-ops that are applying to mentor groups. The suppliers of the information are notified of the JSC Web Accessibility and Policy Notices through a link at the bottom of each Webpage. Suppliers of information are notified electronically at the time that they are inputting information.

 

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 is collected from children under the age of 13.

 

8.     Describe how the IIF will be secured.

 

All access to IIF is behind a password protected SSL folder on a JSC network. Backup drives of the IIF are stored offline behind physical security devices.

 

9.     Describe plans for retention and destruction of IIF.

 

All electronic IIF is stored in the same secure manner for a period of at least five years. Once the data has been deemed unnecessary to maintain, it will be deleted. Retention Schedule: Schedule 1 Item 32 Sub-Item A

 

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.

 

The system is covered under 10-SPER.
The following decisions resulted from conducting the PIA:
#1. IIF access rules of conduct will be established.

 

PIA Resultant Decisions
The following decisions have been made as a result of conducting this Privacy Impact Assessment:
1. Develop a complaint process whereby individuals may follow if they believe their IIF has been inappropriately obtained, used, or disclosed, or that the IIF is inaccurate.
2. Develop a process for periodic reviews to ensure IIF data integrity, availability, accuracy and relevancy.

 

Identify a point of contact to whom a member of the public can address questions concerning this information system and the privacy concerns associated with it: Charla Stuart.

 

______________________________________
Douglas W. Goforth
NASA Cognizant Official

 

Date ____________

 

Concur:                                             Concur:

 

__________________________       __________________________
Herbert J. Babineaux, Jr.                       Jean E. Carter
Center Privacy Act Manager                 Center Chief Information Officer

 

Date: _________________                 Date: _________________

 

 

Concur:                                             Approved for Publication:

 

__________________________       __________________________
Patti F. Stockman                                Patricia L. Dunnington
NASA Privacy Act Officer                 Chief Information Officer

 

Date: _________________                 Date: _________________

 

 
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