Common use of RECORDS DESCRIPTION Clause in Contracts

RECORDS DESCRIPTION. A. Records that will be matched: (1) Federal Student Aid Application File (18-11-01) (data is stored and processed in the ED CPS system); and (2) BIRLS - VA (38VA21). The application match involves the automated transmission of selected Federal Student Aid applicant records via an overnight batch process, which occurs between VA and ED via a Connect:Direct transfer through a secure Virtual Private Network (VPN) tunnel from Connect:Direct secure server. Files come to Connect:Direct secure server from the mainframe and are sent securely to VA. Return files from VA come back to Connect:Direct secure server and are sent back to the mainframe. This process between Connect:Direct secure server and the mainframe uses Tectia Secure File Transfer Protocol (SFTP), a secure protocol in accordance with the Federal Information Processing Standards (FIPS) Publication 197 standard at a minimum of the 128 Advanced Encryption Standard (AES) level File Transfer Secure (FTS) supplied leased line from the ED Central Processing Virtual Data Center to the VA Austin Automation Center, located in Austin, Texas. ED provides the name, Social Security number, and date of birth of each applicant who indicates Veteran status on the FAFSA. VA compares these data elements against the name, Social Security number, and date of birth of Veterans. As a result of the match, VA assigns one of four values to the applicant records: (1) Veteran status confirmed; (2) record found on database, but not a qualifying Veteran; (3) record not found on database; or (4) record found on database, but applicant on active duty. VA then transmits applicant records back to ED on the FTS-leased line from the VA Austin Automation Center. An applicant whose Veteran status is not confirmed will receive notice from ED on actions the applicant can take to resolve the possible conflict as described in Section VI (Verification Procedures) of this CMA. B. Data elements used in the matching program: (1) Federal Student Aid Application File (18-11-01) (processed by the ED CPS) elements matched: (a) First Name; (b) Last Name; (c) Date of Birth; and (d) Social Security number. (2) BIRLS - VA (38VA21) elements matched: (a) First Name; (b) Last Name; (c) Date of Birth; and (d) Social Security number. VA will record a match if the Social Security number matches, and there is a match with the applicant’s last name or date of birth or both of these elements. (3) ED will use the system of records identified as 18-11-01, entitled “Federal Student Aid Application File,” most recently published at 76 FR 46774 (August 3, 2011). A copy of the published system of records notice is provided in Attachment 2. (4) VA will use the system of records identified as “BIRLS - VA” (38VA21), as added by 66 FR 30049 (June 4, 2001). A copy of the published system notice adding routine use 21 to this system notice is provided in Attachment 3. (5) Both systems of records contain an appropriate routine use provision permitting the disclosure and exchange of information pursuant to subsection (b)(3) of the Privacy Act, 5 U.S.C. § 552a(b)(3). The routine use provisions are compatible with the purpose for which the information was collected and also reflect that the disclosures are subject to computer matching. For VA, it is routine use 21. For ED, it is routine use 1(a) and 14. C. Number of records: Average of 2,952 queries per month for the applicant match.

RECORDS DESCRIPTION. A. Records that will be matched: (1) Federal Student Aid Application File (18-11-01) (data is stored and processed in the ED CPS system); and (2) BIRLS - Compensation, Pension, Education, and Vocational Rehabilitation and Employment Records – VA (38VA2158VA21/22/28). The application match involves the automated transmission of selected Federal Student Aid applicant records via an overnight batch process, which occurs between VA and ED via a Connect:Direct transfer through a secure Virtual Private Network (VPN) tunnel from a Connect:Direct secure server. Files come to the Connect:Direct secure server from the mainframe and are sent securely to VA. Return files from VA come back to the Connect:Direct secure server and are sent back to the mainframe. This process between the Connect:Direct secure server and the mainframe uses Tectia Secure File Transfer Protocol (SFTP), a secure protocol in accordance with the Federal Information Processing Standards (FIPS) Publication 197 standard at a minimum of the 128 Advanced Encryption Standard (AES) level File Transfer Secure (FTS) supplied leased line from the ED Central Processing Virtual Data Center to the VA Austin Automation Center, located in Austin, Texas. ED provides the name, Social Security numbernumber (SSN), and date of birth of each applicant who indicates Veteran status on the FAFSA. VA compares these data elements against the name, Social Security numberSSN, and date of birth of Veterans. As a result of the match, VA assigns one of four values to the applicant records: (1) Veteran status confirmed; (2) record found on database, but not a qualifying Veteran; (3) record not found on database; or (4) record found on database, but applicant on active duty. VA then transmits applicant records back to ED on the FTS-leased line from the VA Austin Automation Center. An applicant whose Veteran status is not confirmed will receive notice from ED on actions the applicant can take to resolve the possible conflict as described in Section VI (Verification Procedures) of this CMA. B. Data elements used in the matching program: (1) Federal Student Aid Application File (18-11-01) (processed by the ED CPS) elements matched: (a) First Name; (b) Last Name; (c) Date of Birth; and (d) Social Security number. (2) BIRLS - VA (38VA21) elements matched: (a) First Name; (b) Last Name; (c) Date of Birth; and (d) Social Security number. VA will record a match if the Social Security number matches, and there is a match with the applicant’s last name or date of birth or both of these elements. (3) ED will use the system of records identified as 18-11-01, entitled “Federal Student Aid Application File,” most recently published at 76 FR 46774 (August 3, 2011). A copy of the published system of records notice is provided in Attachment 2. (4) VA will use the system of records identified as “BIRLS - VA” (38VA21), as added by 66 FR 30049 (June 4, 2001). A copy of the published system notice adding routine use 21 to this system notice is provided in Attachment 3. (5) Both systems of records contain an appropriate routine use provision permitting the disclosure and exchange of information pursuant to subsection (b)(3) of the Privacy Act, 5 U.S.C. § 552a(b)(3). The routine use provisions are compatible with the purpose for which the information was collected and also reflect that the disclosures are subject to computer matching. For VA, it is routine use 21. For ED, it is routine use 1(a) and 14. C. Number of records: Average of 2,952 queries per month for the applicant match.