Common use of RECORDS DESCRIPTION Clause in Contracts

RECORDS DESCRIPTION. A. Records that will be matched: (1) ED System of Records: Federal Student Aid Application File (18-11-01) (ED system of records notice was last published in the Federal Register on August 3, 2011 (76 FR 46774). Routine Uses 1, 2, and 3 primarily apply to this computer matching agreement. (See Appendix B.) (2) DoD Systems of Records: (a) DMDC 01, Defense Manpower Data Center Data Base, last published in the Federal Register on November 23, 2011, 76 FR 72391. Routine use “15” applies to this CMA. (See Appendix C.) (b) DMDC 02 DoD, Defense Enrollment Eligibility Reporting System (DEERS), (July 27, 2016, 81 FR 49210). Routine use “7, c.” applies to this CMA. (See Appendix D.) B. DoD will identify from the DMDC 01 system deceased service members who meet the definition in sections 473(b) and 420R of the HEA. DoD will then match those records against the DMDC 02 system to obtain the data on the children of those deceased military sponsors for submission to ED. To identify financial aid applicants who may be eligible for increased amounts of Federal student aid, ED will match the names and SSNs received from DoD with information contained within the Federal Student Aid Application File system using IBM’s Transmission Communication Protocol/Internet Protocol (TCP/IP) capabilities via File Transfer Protocol (FTP) using the FIPS-197 publications standards at a minimum of the 128 Advanced Encryption Standard (AES) level. C. Data elements contained within the DoD database to be provided to ED as a result of the matching program: DoD data elements: (1) Dependent’s Name – extracted from DEERS; (2) Dependent’s Date of Birth – extracted from DEERS; (3) Dependent’s SSN - extracted from DEERS; (4) Parent or Guardian’s Date of Death – extracted from DMDC Data Base. D. Number of records that will be matched: DoD reports that about 6,251 children of deceased military sponsors are on the file as of January 1, 2017, and thus would be included in the files sent to ED. As new children are added to the DEERS system, those additional records will be included under this CMA.

RECORDS DESCRIPTION. A. Records that will be matched: (1) ED System of Records: Federal Student Aid Application File (18-11-01) (ED system of records notice was last published in the Federal Register on August 3, 2011 (76 FR 46774). Routine Uses 1, 2, 1,2 and 3 primarily apply to this computer matching agreement. (See Appendix B.) (2) DoD Systems of Records: (a) DMDC 01, Defense Manpower Data Center Data Base, last published in the Federal Register on November 23, 2011▇▇▇▇, 76 FR 72391▇▇ ▇▇ ▇▇▇▇▇. Routine use “15” applies to this CMA. (See Appendix C.) (b) DMDC 02 DoD, Defense Enrollment Eligibility Reporting System (DEERS), (July 27, 2016, 81 FR 49210). Routine use “7, . c.” ”1 applies to this CMA. (See Appendix D.) B. DoD will identify from the DMDC 01 system deceased service members who meet the definition in sections 473(b) and 420R of the HEA. DoD will then match those records against the DMDC 02 system to obtain the data on the children of those deceased military sponsors for submission to ED. To identify financial aid applicants who may be eligible for increased amounts of Federal student aid, ED will match the names and SSNs received from DoD with information contained within the Federal Student Aid Application File system using IBM’s Transmission Communication Protocol/Internet Protocol (TCP/IP) capabilities via File Transfer Protocol (FTP) using the FIPS-197 publications standards at a minimum of the 128 Advanced Encryption Standard (AES) level. C. Data elements contained within the DoD database databases to be provided to ED as a result of the matching program: DoD data elements: (1) Dependent’s Name – extracted from DEERS; (2) Dependent’s Date of Birth – extracted from DEERS; (3) Dependent’s SSN - – extracted from DEERS; (4) Parent or Guardian’s Date of Death – extracted from DMDC Data Base. D. Number of records that will be matched: DoD reports that about 6,251 children of deceased military sponsors are on in the file as of January 1, 2017, and thus would be included in the files sent to ED. As new children are added to the DEERS system, those additional records will be included covered under this CMA, as applicable.