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Office of the Solicitor

Privacy Act Systems - DOL/MSHA-22

SYSTEM NAME:

    Education Policy and Development; National Mine Health and Safety Academy Permanent Record Card

SECURITY CLASSIFICATION:

    Unclassified.

SYSTEM LOCATION:

    Office of the Superintendent, National Mine Health and Safety Academy, Mine Safety and Health Administration, U.S. Department of Labor, 1301 Airport Road, Beaver, West Virginia 25813.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

    Mine Safety and Health Administration personnel and other students receiving training at the Mine Health and Safety Academy.

CATEGORIES OF RECORDS IN THE SYSTEM:

    Student grade transcripts. (Records reflecting courses and grades received)

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

    29 U.S.C. 557(a), 30 U.S.C. 952

PURPOSE(S):

    To maintain records on Mine Safety and Health inspectors to assure that proper training is received as required under the Federal mine Safety and Health Act of 1977, Public Law 91-173, as amended by Public Law 95-164, Sec. 502 c.(1) (2) (3). Records are used by students and supervisors to track training and grades.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

    Disclosures may be made to (1) appropriate Federal, State, local agencies when students transfer from one agency to another; (2) colleges that accept training received at the Academy for transferable credit hours; (3) supervisors of students who request transcripts on employees to assure that proper training has been received or completed.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

    None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

    Manual files.

RETRIEVABILITY:

    By Social Security Number or name of the student.

SAFEGUARDS:

    Manual records on Academy training personnel and students are kept in locked file cabinets.

RETENTION AND DISPOSAL:

    Instructor grade sheets are destroyed after 3 years. Academy Permanent Records Cards (Transcripts) are retained for 50 years and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

    Director for Educational Policy and Development, Mine Safety and Health, Department of Labor, 4015 Wilson Boulevard, Arlington, Virginia 22203.

NOTIFICATION PROCEDURE:

    Inquiries regarding the existence of records should be addressed to the System Manager. A written, signed request stating that the requester seeks information concerning records pertaining to him/her is required.

RECORD ACCESS PROCEDURES:

    To see records, write the System Manager and describe specifically as possible the records sought and furnish the following information:

  1. Full name

  2. Address

  3. Signature

CONTESTING RECORD PROCEDURES:

    Individuals requesting amendment to the record should contact the System Manager and furnish the following information:

  1. Full name

  2. Address

  3. Signature

  4. The specific problem

RECORD SOURCE CATEGORIES:

    Educational Policy and Development, National Mine Health and Safety instructors and students.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

    None.