Notice2023-15997
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
July 28, 2023
Issuing agencies
Education Department
Abstract
In accordance with the Privacy Act of 1974, as amended (Privacy Act), the U.S. Department of Education (Department) publishes this notice of a modified system of records titled "Enterprise Data Management and Analytics Platform Services (EDMAPS)" (18-11-22). The EDMAPS system is a data analytics platform that ingests data from multiple Federal Student Aid (FSA) systems of records to perform big- data analytics on FSA data in one common location, produce reports and statistical models, and serve as a centralized repository of information about FSA customers across the full student aid life cycle.
Full Text
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<title>Federal Register, Volume 88 Issue 144 (Friday, July 28, 2023)</title>
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[Federal Register Volume 88, Number 144 (Friday, July 28, 2023)]
[Notices]
[Pages 48824-48833]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-15997]
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DEPARTMENT OF EDUCATION
[Docket ID ED-2023-FSA-0133]
Privacy Act of 1974; System of Records
AGENCY: Federal Student Aid, Department of Education.
ACTION: Notice of a modified system of records.
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SUMMARY: In accordance with the Privacy Act of 1974, as amended
(Privacy Act), the U.S. Department of Education (Department) publishes
this notice of a modified system of records titled ``Enterprise Data
Management and Analytics Platform Services (EDMAPS)'' (18-11-22). The
EDMAPS system is a data analytics platform that ingests data from
multiple Federal Student Aid (FSA) systems of records to perform big-
data analytics on FSA data in one common location, produce reports and
statistical models, and serve as a centralized repository of
information about FSA customers across the full student aid life cycle.
DATES: Submit your comments on this modified system of records notice
on or before August 28, 2023. This modified system of records notice
will become applicable upon publication in the Federal Register on July
28, 2023, unless it needs to be changed as a result of public comment.
The Department will publish any changes to the modified system of
records notice resulting from public comment.
ADDRESSES: Comments must be submitted via the Federal eRulemaking
Portal at <a href="http://regulations.gov">regulations.gov</a>. However, if you require an accommodation or
cannot otherwise submit your comments via <a href="http://regulations.gov">regulations.gov</a>, please
contact the program contact person listed under FOR FURTHER INFORMATION
CONTACT. The Department will not accept comments submitted by fax or by
email or those submitted after the comment period. To ensure that we do
not receive duplicate copies, please submit your comments only once. In
addition, please include the Docket ID at the top of your comments.
<bullet> Federal eRulemaking Portal: Go to <a href="http://www.regulations.gov">www.regulations.gov</a> to
submit your comments electronically. Information on using
Regulations.gov, including instructions for accessing agency documents,
submitting comments, and viewing the docket, is available on the site
under the ``FAQ'' tab.
Privacy Note: The Department's policy is to make comments received
from members of the public available for public viewing in their
entirety on the Federal eRulemaking Portal at
[[Page 48825]]
<a href="http://www.regulations.gov">www.regulations.gov</a>. Therefore, commenters should be careful to include
in their comments only information that they wish to make publicly
available.
Assistance to Individuals with Disabilities in Reviewing the
Rulemaking Record: On request, we will provide an appropriate
accommodation or auxiliary aid to an individual with a disability who
needs assistance to review the comments or other documents in the
public rulemaking record for this notice. If you want to schedule an
appointment for this type of accommodation or auxiliary aid, please
contact the person listed under FOR FURTHER INFORMATION CONTACT.
FOR FURTHER INFORMATION CONTACT: Barry Goldstein, Chief Data Officer,
FSA, U.S. Department of Education, UCP, Room 64E1, 830 First Street NE,
Washington, DC 20202-5454. Telephone: (202) 377-4563 or email:
<a href="/cdn-cgi/l/email-protection#d597b4a7a7acfb92bab9b1a6a1b0bcbb95b0b1fbb2baa3"><span class="__cf_email__" data-cfemail="87c5e6f5f5fea9c0e8ebe3f4f3e2eee9c7e2e3a9e0e8f1">[email protected]</span></a>. If you use a telecommunications device for the
deaf (TDD) or a text telephone (TTY), you may call the Federal Relay
Service (FRS), toll free, at 1-800-877-8339.
SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act, the
Department proposes to modify the system of records notice entitled,
``Enterprise Data Management and Analytics Platform Services (EDMAPS)''
(18-11-22), which was published in full in the Federal Register on
September 13, 2022 (87 FR 56038).
The Department is modifying this system of records notice by making
a global change to delete and replace ``borrower'' and ``student'' with
``aid recipient,'' ``aid applicant and aid recipient,'' and ``aid
applicant or aid recipient,'' as applicable, to be more consistent with
changes in other Department system of record notices.
The Department is modifying the section entitled ``SYSTEM
LOCATION'' to update the description of the Amazon Web Services (AWS)
location from a ``computer'' to ``hosting'' center to better align with
industry terminology.
The Department is modifying the section entitled ``AUTHORITY FOR
MAINTENANCE OF THE SYSTEM'' as follows:
(1) The Department is including as authority for the system all of
the FAFSA Simplification Act (title VII, division FF of the
Consolidated Appropriations Act, 2021 (Pub. L. 116-260)), rather than
only subsections 701(b) and 702(m) of the FAFSA Simplification Act, and
the FAFSA Simplification Act Technical Corrections Act (division R of
the Consolidated Appropriations Act, 2022 (Pub. L. 117-103)) to ensure
EDMAPS contains complete data to improve data analytics and reporting
and to maintain Master Data Management records;
(2) The Department is modifying the specific authority for the
system of records notice entitled ``Aid Awareness and Aid Processing
System'' (18-11-21) to delete and replace the reference to ``users of
the Federal Student Aid Application File system'' in the collection of
Social Security Numbers (SSN) with ``The collection of SSNs of
individuals, and parents of dependent students, who apply for or
receive Federal student financial assistance under programs authorized
by title IV of the HEA is also authorized by 31 U.S.C. 7701 and
Executive Order 9397, as amended by Executive Order 13478 (November 18,
2008); and
(3) The Department is updating the authority for National Student
Loan Data System (NSLDS) (18-11-06), Common Services for Borrowers
(CSB) (18-11-16) and the Aid Awareness and Application Processing
(AAAP) (18-11-21) to include the Higher Education Relief Opportunities
for Students Act of 2003 (20 U.S.C. 1098bb) (including any waivers or
modifications that the Secretary of Education deems necessary to make
to any statutory or regulatory provision applicable to the student
financial assistance programs under title IV of the HEA to achieve
specific purposes listed in the section in connection with a war, other
military operation, or a national emergency).
The Department is modifying the section entitled ``PURPOSE(S) OF
THE SYSTEM'' to add new category (22) to maintain the consent/
affirmative approval on aid applicants and recipients to the IRS for
the IRS to disclose FTI under subsection 494(a) of the HEA (20 U.S.C.
1098h(a)) and section 6103(l)(13)(A) and (C) of the IRC to the
Department as part of a matching program to determine their determine
their eligibility under title IV of the HEA and to permit the
Department to redisclose FTI of individuals pursuant to section
6103(l)(13)(D)(iv) of the IRC and the revocation of such consent/
affirmative approval for IDR.
The Department is modifying the section entitled ``CATEGORIES OF
INDIVIDUALS COVERED BY THE SYSTEM'' as follows:
(1) Category (1) is updated to include third-party preparers, who
assist aid applicants and recipients with the completion of Free
Applications for Federal Student Aid (FAFSAs[supreg]);
(2) Category (3) is updated to include incarcerated aid recipients,
who are recipients of Federal Pell Grants, and to include recipients of
Federal Supplemental Educational Opportunity Grants (FSEOGs) and
Federal Work-Study (FWS) Program earnings that are used in the
calculation of the Student Aid Index (SAI) and sent to EDMAPS for
analytics and reporting purposes;
(3) Category (9) is updated to include spouses of married aid
applicants and recipients under programs authorized under title IV of
the HEA, third-party preparers, and all other individuals who apply for
an FSA user ID and password to better explain the individuals already
covered by the system;
(4) New category (11) is added to include individuals who are, or
once were, officials at postsecondary institutions, such as college
presidents, college chief financial officers, and college financial aid
directors, and who are mentioned in records of their institutions'
annual reports and periodic institutional program reviews and those who
serve as contacts at educational institutions listed on the program
participation agreement, including, but not limited to, financial aid
directors and college presidents to better describe these individuals
already covered by the system; and
(5) New category (12) is added to include individuals who are title
IV, HEA aid recipients and who attended, or who are attending, a
gainful employment program at a postsecondary institution.
The Department is modifying the section entitled ``CATEGORIES OF
RECORDS IN THE SYSTEM'' as follows:
(i) The Department is adding a ``Note'' section to explain that the
Federal Tax Information (FTI) that the Department will directly obtain
from the Internal Revenue Service (IRS) under the Fostering
Undergraduate Talent by Unlocking Resources for Education (FUTURE) Act
will be maintained in a separate system of records, which is covered by
the system of records notice entitled ``FUTURE Act System (FAS)'' (18-
11-23);
(ii) Category (1) is modified to delete and replace ``state
administered driver's license number,'' with ``driver's license state
of issuance and number'';
(iii) Category (3) is modified to include an aid applicant or
recipient incarcerated flag for analytics and reporting;
(iv) Category (4) is modified to include demographic information on
the spouse of a married aid applicant or aid recipient; to delete and
replace ``state administered driver's license number,'' with ``driver's
license state of issuance and number''; and to add parent college
attendance status, which will replace parent highest level of schooling
completed on the FAFSA due to the
[[Page 48826]]
amendment of subsection 483(a)(2)(B)(ii)(XIII) of the HEA made by
subsection 702(m)(1) of the FAFSA Simplification Act, to clarify the
demographic information collected;
(v) Category (5) is modified to include aid applicant's spouse in
the application of IDR;
(vi) Category (6) is modified to include FSEOG amounts and dates of
disbursement, and money earned under the FWS Program for analytics and
reporting of title IV, HEA programs;
(vii) Category (10) is modified to clarify that it is the aid
recipient's loan information that contains information on financial
institutions participating in the loan participation and sale programs
established by the Department under the Ensuring Continued Access to
Student Loan Act of 2008 (ECASLA) (Pub. L. 110-227);
(viii) Category (11) is modified to include approved Prison
Education Programs (PEPS) for analytics and reporting of the PEPS
program;
(ix) Category (12) is modified to expand the types of case records
related to discharge of title IV, HEA obligations on grounds of
qualifying service, bankruptcy discharge, death, Public Service Loan
Forgiveness (PSLF) (including, but not limited to, employment records),
Borrower Defense (including, but not limited to, case decisions,
principal and interest discharged, amount refunded, and borrower
defense notifications), or other statutory or regulatory grounds for
relief;
(x) Category (14) is modified to include examples of the types of
individuals on whom the Department maintains FSA IDs and passwords, and
account recovery information;
(xi) Category (20) has been deleted because it is duplicative of
category (11);
(x) Newly renumbered category (21) is added to include unstructured
data, documentation, and images (such as PDF files), including, but not
limited to, free-text fields, servicer telephone conversations,
deferment forms, repayment plan application forms, consolidation
application forms, loan discharge applications, alternative
documentation of income (ADOI) artifacts, and other agreements that may
impact a legal obligation to repay funds disbursed under title IV, HEA
programs;
(xi) New category (22) is added to include records regarding
individuals at postsecondary institutions that participate in aid
programs authorized under title IV of the HEA including, but not
limited to, the name and taxpayer identification number or SSN of
individuals with a substantial ownership interest in the institution,
business address, phone numbers, and personal identification numbers
assigned by the Department and employees, officials, and authorized
representatives/agents of IHEs, and members of boards of directors or
trustees of IHEs; employees of foreign entities (i.e., Non-U.S. Medical
Evaluating Agency, Authorizing Agency) that evaluate the quality of
education; and employees, officials, and authorized representatives/
agents of third-party servicers, guaranty agencies, federal loan
servicers, Federal Family Education Loan (FFEL) lenders, FFEL lenders'
servicers, and State agencies that participate in aid programs
authorized under title IV of the HEA including, but not limited to,
their name and taxpayer identification number or SSN. The system also
maintains the following information for all individuals identified
covered by this paragraph including business addresses, phone numbers,
and personal identification numbers assigned by the Department, for
analytics and reporting;
(xii) New category (23) is added to include information about aid
recipients who began a program of study that prepares them for gainful
employment in a recognized occupation pursuant to sections 101 and 102
of the HEA (``gainful employment program'') such as aid applicant or
aid recipient identifiers including the aid applicant's or aid
recipient's SSN, date of birth, and name, enrollment information
including the Office of Postsecondary Education Identification number
(OPEID) of the postsecondary institution, the Classification of
Instructional Programs (CIP) code of the gainful employment program in
which the aid recipient enrolled, and, if the aid recipient completed
the program, the completion date and the CIP code of the completed
program, the level of study, the amount of the aid recipient's private
education loan debt, the amount of institutionally provided financing
owed by the aid recipient, and whether the aid recipient matriculated
to a higher credentialed program at the same institution or another
institution for analytics and reporting; and
(xiii) New category (24) is added to include information provided
on third-party preparers, including, but not limited to first and last
name, SSN or employer identification number, affiliation, address or
employer's address, signature and signature date, for analytics and
reporting;
(xiv) New category (25) is added to include consent/affirmative
approval on aid applicants and recipients to the IRS for the IRS to
disclose FTI under subsection 494(a) of the HEA (20 U.S.C. 1098h(a))
and section 6103(l)(13)(A) and (C) of the IRC to the Department as part
of a matching program to determine their determine their eligibility
under title IV of the HEA and to permit the Department to redisclose
FTI of individuals pursuant to section 6103(l)(13)(D)(iv) of the IRC
and the revocation of such consent/affirmative approval for IDR; and
(xv) The Department is adding a new last paragraph to clarify that
information in this system may also bec obtained on individuals who are
not aid applicants or recipients under title, IV by Federal or State
agencies as part of an interagency agreement or memorandum of
understanding to allow analysis of title IV, HEA programs.
To be more consistent with other Department System of Records
Notices, and to more concisely describe the record source categories
the Department is modifying the section entitled ``RECORD SOURCE
CATEGORIES'' to read as follows: ``Information is also obtained from
other Department systems, or their successor systems, such as the
Federal Loan Servicers' IT systems (covered by the system of records
titled `Common Services for Borrowers (CSB)' (18-11-16)); Debt
Management and Collections System (covered by the system of records
titled `Common Services for Borrowers (CSB)' (18-11-16)); Common
Origination and Disbursement System (covered by the system of records
titled `Common Origination and Disbursement (COD) System' (18-11-02));
Financial Management System (covered by the system of records titled
`Financial Management System (FMS)' (18-11-17)); Student Aid internet
Gateway, Participant Management System (covered by the system of
records titled `Student Aid internet Gateway (SAIG), Participation
Management System' (18-11-10)); Postsecondary Education Participants
System (covered by the system of records titled `Postsecondary
Education Participants System' (18-11-09)); National Student Loan Data
System (covered by the system of records titled `National Student Loan
Data System (NSLDS)' (18-11-06)); Person Authentication Service
(covered by the system of records titled `Person Authentication Service
(PAS)' (18-11-12)); Health Education Assistance Loan Program (covered
by the system of records titled `Health Education Assistance Loan
(HEAL) Program' (18-11-20)); and all IT systems covered by the system
of records entitled `Aid Awareness and Application Processing' (18-11-
21).
[[Page 48827]]
Information in this system also may be obtained from other persons
or entities from whom or from which information is obtained following a
disclosure under the routine uses set forth below.''
Richard Cordray,
Chief Operating Officer, Federal Student Aid.
For the reasons discussed in the preamble, the U.S. Department of
Education (Department) publishes a notice of a modified system of
records to read as follows:
SYSTEM NAME AND NUMBER:
``Enterprise Data Management and Analytics Platform Services
(EDMAPS)'' (18-11-22).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Federal Student Aid (FSA), U.S. Department of Education, Union
Center Plaza (UCP), 830 First Street NE, Washington, DC 20202-5454.
Amazon Web Services (AWS), 1200 12th Avenue, Suite 1200, Seattle,
WA 98114. (This is the Hosting Center for the EDMAPS system's
application, where all electronic EDMAPS system information is
processed and stored.)
Accenture, 22451 Shaw Road, Sterling, VA 20166-4319. (The EDMAPS
system's Sterling Cloud-based Operations is located here.)
Accenture DC, 810 First Street NE, Washington, DC 20202-4227. (This
is the EDMAPS system's Operations Center.)
SYSTEM MANAGER(S):
System Owner, EDMAPS System, Federal Student Aid, U.S. Department
of Education, Union Center Plaza (UCP), Room 102-E5, 830 First Street
NE, Washington, DC 20202.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The EDMAPS system is authorized under title I, Part D, and title IV
of the Higher Education Act of 1965, as amended (HEA) (20 U.S.C. 1001,
1002, 1018-1018b and 20 U.S.C. 1070 et seq.), the Presidential
Memorandum entitled ``A Student Aid Bill of Rights to Help Ensure
Affordable Loan Repayment'' (March 10, 2015), the Higher Education
Relief Opportunities for Students Act of 2003 (HEROES Act) (20 U.S.C.
1098bb) (including any waivers or modifications that the Secretary of
Education deems necessary to make to any statutory or regulatory
provision applicable to the student financial assistance programs under
title IV of the HEA to achieve specific purposes listed in the section
in connection with a war, other military operation, or a national
emergency), the FAFSA Simplification Act (title VII, Division, division
FF of the Consolidated Appropriations Act, 2021 (Pub. L. 116-260))
(including, but not limited to the following: subsections 701(b) and
702(m), which amends section 483 of the HEA, and section 703, which
amends section 401 of the HEA), and the FAFSA Simplification Act
Technical Corrections Act (division R of the Consolidated
Appropriations Act, 2022 (Pub. L. 117-103)).
The EDMAPS system is largely comprised of records that originate
from, and are also maintained in, other Department systems of records.
Therefore, the Department is also listing the more specific authorities
for those systems of records here:
(1) National Student Loan Data System (NSLDS) (18-11-06). The
authority under which the NSLDS system of records is maintained
includes sections 101, 102, 132(i), 485, and 485B of the HEA (20 U.S.C.
1001, 1002, 1015a(i), 1092, and 1092b), and sections 431(2) and (3) of
the General Education Provisions Act (20 U.S.C. 1231a(2)-(3)), and the
Higher Education Relief Opportunities for Students Act of 2003 (20
U.S.C. 1098bb) (including any waivers or modifications that the
Secretary of Education deems necessary to make to any statutory or
regulatory provision applicable to the student financial assistance
programs under title IV of the HEA to achieve specific purposes listed
in the section in connection with a war, other military operation, or a
national emergency). The collection of Social Security numbers (SSNs)
of individuals who are covered by this system is authorized by 31
U.S.C. 7701 and Executive Order 9397 (November 22, 1943), as amended by
Executive Order 13478 (November 18, 2008);
(2) Common Origination and Disbursement (COD) System (18-11-02).
The system of records for the COD System is authorized under title IV
of the HEA and the HEROES Act (including any waivers or modifications
that the Secretary of Education deems necessary to make to any
statutory or regulatory provision applicable to the student financial
assistance programs under title IV of the HEA to achieve specific
purposes listed in the section in connection with a war, other military
operation, or a national emergency);
(3) Common Services for Borrowers (CSB) (18-11-16). The CSB system
of records is authorized by titles IV-A, IV- B, IV-D, and IV-E of the
HEA, and the Higher Education Relief Opportunities for Students Act of
2003 (20 U.S.C. 1098bb) (including any waivers or modifications that
the Secretary of Education deems necessary to make to any statutory or
regulatory provision applicable to the student financial assistance
programs under title IV of the HEA to achieve specific purposes listed
in the section in connection with a war, other military operation, or a
national emergency);
(4) Health Education Assistance Loan (HEAL) Program (18-11-20). The
authority for maintenance of the HEAL Program system of records
includes sections 701 and 702 of the Public Health Service Act, as
amended (PHS Act) (42 U.S.C. 292 and 292a), which authorize the
establishment of a Federal program of student loan insurance; section
715 of the PHS Act (42 U.S.C. 292n), which directs the Secretary of
Education to require institutions to provide information for each aid
recipient who has a loan; section 709(c) of the PHS Act (42 U.S.C.
292h(c)), which authorizes disclosure and publication of HEAL
defaulters; the Debt Collection Improvement Act (31 U.S.C. 3701 and
3711-3720E); and the Consolidated Appropriations Act, 2014, Division H,
title V, section 525 of Public Law 113-76, which transferred the
authority to administer the HEAL program from the Secretary of Health
and Human Services to the Secretary of Education;
(5) Financial Management System (FMS) (18-11-17). The FMS system of
records is authorized by title IV of the HEA;
(6) Postsecondary Education Participants Systems (PEPS) (18-11-09).
The PEPS system of records is authorized by sections 481, 487, 498 of
the HEA (20 U.S.C. 1088, 1094, 1099c) and section 31001(i)(1) of the
Debt Collection Improvement Act of 1996, Public Law 104-134 (31 U.S.C.
7701);
(7) Person Authentication Service (PAS) (18-11-12). The PAS system
of records and the collection of personal information for the creation
and management of an FSA ID (which includes a user ID and a password)
is authorized by title IV of the HEA;
(8) Student Aid internet Gateway (SAIG), Participation Management
(PM) System (18-11-10). The SAIG,
PM system of records is authorized by title IV of the HEA. The
collection of SSNs of users of the SAIG, PM System is authorized by 31
U.S.C. 7701 and Executive Order 9397, as amended by Executive Order
13478 (November 18, 2008); and
(9) Aid Awareness and Application Processing (AAAP) (18-11-21). The
AAAP system of records is authorized under title IV of the HEA (20
U.S.C. 1070 et seq.) and 20 U.S.C. 1018(f) and
[[Page 48828]]
1087e(h), and the Higher Education Relief Opportunities for Students
Act of 2003 (20 U.S.C. 1098bb) (including any waivers or modifications
that the Secretary of Education deems necessary to make to any
statutory or regulatory provision applicable to the student financial
assistance programs under title IV of the HEA to achieve specific
purposes listed in the section in connection with a war, other military
operation, or a national emergency). The collection of SSNs of
individuals, and parents of dependent students, who apply for or
receive Federal student financial assistance under programs authorized
by title IV of the HEA is also authorized by 31 U.S.C. 7701 and
Executive Order 9397, as amended by Executive Order 13478 (November 18,
2008) or both.
PURPOSE(S) OF THE SYSTEM:
The information contained in this system of records is maintained
for the following purposes (Note: Different parts of the HEA use the
terms ``discharge,'' ``cancellation,'' or ``forgiveness'' to describe
when an aid recipient's loan amount is reduced, in whole or in part, by
the Department. To reduce complexity, this system of records notice
uses the term ``discharge'' to include all three terms (``discharge,''
``cancellation,'' and ``forgiveness''), including, but not limited to,
discharges of student loans made pursuant to specific benefit programs.
At times, this system of records notice may refer by name to a specific
benefit program, such as the ``Public Service Loan Forgiveness''
program; such specific references are not intended to exclude any such
program benefits from more general references to loan discharges):
(1) To provide master data management, to serve as a production
database, and to provide common naming conventions and standards;
(2) To provide a data warehouse for analytics, reporting, and
modeling;
(3) To provide the Data Lake for the storage of large data sets,
both structured and unstructured (PDFs and audio files are examples of
unstructured data);
(4) To provide analytics and reporting, including querying,
modeling, forecasting, and visualizing, for the purpose of
administering the title IV, HEA programs effectively and efficiently;
(5) To improve transparency by publicly releasing information and
reports, as required by the Foundations for Evidence-Based Policymaking
Act of 2018 and title IV of the HEA;
(6) To support research, analysis, and development, and the
implementation and evaluation of education policies in relation to
title IV, HEA programs;
(7) To support Federal budget analysts in the Department, the
Office of Management and Budget (OMB), and the Congressional Budget
Office (CBO) in the development of budget needs and forecasts;
(8) To help aid applicants and recipients achieve better outcomes
through outreach to aid applicants and recipients at risk of default
and of being defrauded;
(9) To determine aid recipients' eligibility for discharges of
loans under title IV of the HEA;
(10) To maintain and process information and documentation,
including, but not limited to, loan discharge income eligibility
information, associated application information for the purposes of
eligibility determination and verification information obtained from
applicants, or applicable applicant's parent(s) or spouse, and income
verification documentation of an aid recipient or applicable aid
recipient's parent(s) or spouse, pertaining to discharge of eligible
loans under title IV, HEA and promissory notes and other agreements
that evidence the existence of a legal obligation to repay funds
disbursed under title IV, HEA programs;
(11) To provide a more flexible data architecture that will allow
FSA to respond more efficiently and accurately to complex data requests
and changes in title IV, HEA policies and operations;
(12) To provide additional insights into title IV, HEA programs,
improve oversight of FSA vendors, and develop a global view of FSA
operations;
(13) To facilitate the collection, processing, and transmission of
information to aid applicants or aid recipients, postsecondary and
financial institutions, lenders, State agencies, and other authorized
operational parties;
(14) To identify, prevent, reduce, and recoup improper payments;
(15) To communicate with aid applicants and recipients information
regarding financial aid including, but not limited to, the Free
Application for Federal Student Aid (FAFSA[supreg]) processing
timelines, debt counseling references, and PSLF information;
(16) To enforce the conditions or terms of a title IV, HEA
obligation;
(17) To investigate possible fraud or abuse or verify compliance
with program regulations or contract requirements;
(18) To litigate a title IV, HEA obligation, or to prepare for,
provide support services for, or audit the results of litigation on a
title IV, HEA obligation;
(19) To verify the identity of FSA aid recipients for the purpose
of loan discharge eligibility;
(20) To assist audit and program review planning and reviews;
(21) To conduct testing, analysis, or take other administrative
actions needed to prepare for or execute programs under title IV of the
HEA; and
(22) To maintain the consent/affirmative approval from income-
driven repayment (IDR) applicants or recipients to permit the
Department to disclose information to the Internal Revenue Service
(IRS) for the IRS to disclose Federal Tax Information (FTI) of such
individuals under subsection 494(a) of the HEA (20 U.S.C. 1098h(a)) and
section 6103(l)(13)(A) of the Internal Revenue Code of 1986 (IRC) to
the Department as part of a matching program to determine monthly
repayment obligation amounts for IDR plans under title IV of the HEA
with respect to loans made under part D of title IV of the HEA (the
Direct Loan program) and to permit the Department to redisclose the FTI
of such individuals pursuant to section 6103(l)(13)(D)(iv) of the IRC,
or the revocation of the consent/affirmative approval.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The EDMAPS system maintains records on the following categories of
individuals:
(1) Individual recipients of, and applicants for, aid (and their
third-party preparers) under one of the programs authorized under title
IV of the HEA, including, but not limited to, the: (a) Direct Loan
Program; (b) Federal Family Education Loan (FFEL) Program; (c) Federal
Insured Student Loan (FISL) Program; and (d) Federal Perkins Loan
Program, including National Defense Student Loans, National Direct
Student Loans, and Perkins Expanded Lending and Income Contingent Loans
(Perkins Loans);
(2) Individuals who serve as endorsers on Direct PLUS loans;
(3) Recipients of Federal Pell Grants, Academic Competitiveness
Grants (ACG), National Science and Mathematics Access to Retain Talent
(SMART) Grants, Federal Supplemental Educational Opportunity Grants
(FSEOGs), Federal Work-Study (FWS) Program earnings, Teacher Education
Assistance for College and Higher Education (TEACH) Grants, and Iraq
and Afghanistan Service Grants;
(4) Individuals who owe an overpayment on a Federal Pell Grant, an
ACG, a National SMART Grant, a FSEOG, an Iraq and Afghanistan Service
[[Page 48829]]
Grant, a TEACH Grant, or a Federal Perkins Loan;
(5) Individuals who have applied for borrower defense discharges
(Note: The system contains case tracking records on these individuals);
(6) Individuals who received aid under the HEAL Program for
analysis of their use of the title IV, HEA programs;
(7) Individuals who are title IV, HEA aid applicants or recipients,
and parents or spouses of aid applicants or recipients, who submit
feedback/complaints to the Department regarding title IV, HEA programs,
contractors, or practices or processes of the Department;
(8) Individuals who are not aid applicants or recipients under
title IV, HEA programs, but who have submitted feedback or a complaint
or whose information has been provided to the Department as part of an
interagency agreement or memorandum of understanding to allow analysis
of title IV, HEA programs;
(9) Aid applicants and recipients under title IV, HEA programs, the
parents of aid applicants and recipients under title IV, HEA programs,
spouses of married aid applicants and recipients under title IV, HEA
programs, PLUS loan endorsers, third-party preparers, and all other
individuals who apply for an FSA user ID and password;
(10) Individuals who are, or once were, the parent(s) of a
dependent applicant or aid recipient, or the spouse of a married
applicant or aid recipient, under title IV, HEA programs;
(11) Individuals who are, or once were, officials, such as college
presidents, college chief financial officers, and college financial aid
directors, at postsecondary institutions and who are mentioned in
records of their institutions' annual reports and periodic
institutional program reviews and those who serve as contacts at
educational institutions listed on the program participation agreement,
including, but not limited to, financial aid directors and college
presidents; and
(12) Individuals who are title IV, HEA aid recipients and who
attended, or who are attending, a gainful employment program at a
postsecondary institution.
CATEGORIES OF RECORDS IN THE SYSTEM:
Note: The FTI that the Department will obtain directly from the IRS
under the Fostering Undergraduate Talent by Unlocking Resources for
Education (FUTURE) Act will be maintained in a separate system of
records, which is covered by the system of records notice entitled
``FUTURE Act System (FAS)'' (18-11-23). This system will continue to
maintain both historical and applicant-provided income information
(either through a manual FAFSA entry or submission of alternative
documentation of income (ADOI) through the IDR process). Any reference
to income throughout this system of records notice refers to income
information that the Department did not obtain directly from the IRS
but obtained from the applicant or from another source.
The EDMAPS system includes, but is not limited to, the following
categories of records:
(1) Aid applicant and recipient identifier information, including
Social Security number (SSN), FSA ID, name (both current and previous),
date of birth, physical mailing address, phone number, email address,
and driver's license number and state of issuance;
(2) Information on the aid recipient's loan(s) covering the period
from the origination of the loan through final payment, cancellation,
consolidation, discharge, or other final disposition, including details
such as loan amount, disbursements, balances, loan status, repayment
plan payments and related information, collections, lender and guaranty
agency claims, deferments, forbearances, refunds, and cancellations,
master promissory notes, information collected to determine loan
discharge eligibility along with eligibility and income verification
consents;
(3) Aid applicant and recipient demographic information from aid
applications including, but not limited to, dependency status,
citizenship, veteran status, marital status, sex/gender, race/
ethnicity, incarceration flag, income and asset information (including
income and asset information on the aid applicant's or aid recipient's
parent(s), if a dependent aid applicant or recipient, and the aid
applicant's or recipient's spouse, if married), and expected family
contribution or Student Aid Index;
(4) Demographic information on the spouse of a married aid
applicant or aid recipient and the parent(s) of a dependent aid
applicant or aid recipient from aid applications, including, but not
limited to, U.S. passport number, name (current and previous), date of
birth, SSN, FSA ID, driver's license number and state of issuance,
marital status, telephone number, email address, income and asset
information, and parent highest level of schooling completed and
college attendance status;
(5) Information related to an aid applicant or aid recipient's
application for an income-driven repayment plan, including information
such as current income, family size, repayment plan selection, and, if
married, information about the aid applicant's or recipient's spouse;
(6) Federal Pell Grant, ACG, National SMART Grant, TEACH Grant,
FSEOG, and Iraq and Afghanistan Service Grant amounts and dates of
disbursement, and money earned under the FWS Program;
(7) Federal Pell Grant, ACG, National SMART Grant, Iraq and
Afghanistan Service Grant, FSEOG, and Federal Perkins Loan Program
overpayment amounts;
(8) Information maintained by a guaranty agency, including,
demographic, contact, and identifier information, an aid recipient's
FFEL loan(s), and the lender(s), holder(s), and servicer(s) of the aid
recipient's FFEL loan(s);
(9) Information concerning the date of any default on loans;
(10) Aid recipient loan information that contains information on
financial institutions participating in the loan participation and sale
programs established by the Department under the Ensuring Continued
Access to Student Loan Act of 2008 (ECASLA) (Pub. L. 110-227),
including the collection of ECASLA loan-level funding amounts, dates of
ECASLA participation for financial institutions, dates and amounts of
loans sold to the Department under ECASLA, and the amount of loans
funded by the Department's programs but repurchased by the lender;
(11) Aid recipient enrollment information, such as enrollment
status, information on the aid recipient's educational institution,
level of study, the Classification of Instructional Programs (CIP)
code, published length for the program in which the aid recipient
enrolled at a postsecondary institution or programs of studies at the
postsecondary institution and approved Prison Education Programs (PEPs)
(the FAFSA Simplification Act allows for expanding access to Federal
Pell Grants to include Federal and State penal facilities approved
PEPs);
(12) Records related to discharge of title IV, HEA obligations on
grounds of qualifying service, bankruptcy discharge, death, Public
Service Loan Forgiveness (PSLF) (including, but not limited to,
employment records), Borrower Defense (including, but not limited to,
case decisions, principal and interest discharged, amount refunded, and
borrower defense notifications), or other statutory or regulatory
grounds for relief;
(13) Case records on complaints and feedback regarding title IV,
HEA programs, Department contractors, and
[[Page 48830]]
the practices and processes of the Department and fraud referrals;
(14) Records on FSA user IDs and passwords, and password recovery
questions and answers for individuals covered under the system
including aid applicants and recipients, the parents of aid applicants
and recipients under title IV, HEA programs, spouses of married aid
applicant and aid recipients, PLUS loan endorsers, and third-party
preparers;
(15) Records of aid applicant or aid recipient contacts (phone
calls and letters);
(16) HEAL Program records, when loaded into the system for analysis
of HEAL aid recipients' use of the title IV, HEA programs;
(17) Reference data about lenders and guaranty agencies, such as
parent-subsidiary lender relationships, in addition to aggregated
financials from lenders and guaranty agencies;
(18) Centralized identifying and contact information received from
the FAFSA, origination and disbursement records, loan servicers, and
customers (via the <a href="http://studentaid.gov">studentaid.gov</a> interface), augmented by algorithms
to identify the most accurate and/or up-to-date identifying and contact
records;
(19) Credit check details, decision, adverse reasons/credit bureau
info and credit appeal information on PLUS loan applicants, recipients,
and endorsers;
(20) Loan discharge income eligibility information, associated
discharge eligibility and income verification consent information from
discharge applicants or applicable applicant's parent(s) or spouse, and
income verification documentation of an aid recipient or applicable aid
recipient's parent(s) or spouse, pertaining to discharge of eligible
loans under title IV, HEA programs;
(21) Unstructured data, documentation, and images (such as PDF
files), including, but not limited to, free-text fields, servicer
telephone conversations, deferment forms, repayment plan application
forms, consolidation application forms, loan discharge application
forms, ADOI artifacts used to support IDR plans, and other agreements
that may impact a legal obligation to repay funds disbursed under title
IV, HEA programs;
(22) Records regarding individuals at postsecondary institutions
that participate in aid programs authorized under title IV of the HEA
including, but not limited to, the name and taxpayer identification
number or SSN of individuals with a substantial ownership interest in
the institution, business address, phone numbers, and personal
identification numbers assigned by the Department and employees,
officials, and authorized representatives/agents of IHEs, and members
of boards of directors or trustees of IHEs; employees of foreign
entities (i.e., Non-U.S. Medical Evaluating Agency, Authorizing Agency)
that evaluate the quality of education; and employees, officials, and
authorized representatives/agents of third-party servicers, guaranty
agencies, federal loan servicers, FFEL lenders, FFEL lenders'
servicers, and State agencies that participate in aid programs
authorized under title IV of the HEA including, but not limited to,
their name and taxpayer identification number or SSN. The system also
maintains the following information for all individuals covered by this
paragraph including business address, phone numbers, and personal
identification numbers assigned by the Department for analytics and
reporting;
(23) For aid recipients who began a program of study that prepares
them for gainful employment in a recognized occupation pursuant to
sections 101 and 102 of the HEA (``gainful employment program''), aid
recipient identifiers including the recipient's SSN, date of birth, and
name, aid recipient enrollment information including the Office of
Postsecondary Education identification number (OPEID number) of the
postsecondary institution, the CIP code for the gainful employment
program in which the aid recipient enrolled, and, if the aid recipient
completed the program, the completion date and the CIP code of the
completed program, the level of study, the amount of the aid
recipient's private education loan debt, the amount of institutionally
provided financing owed by the aid recipient, and whether the aid
recipient matriculated to a higher credentialed program at the same
institution or another institution;
(24) Information provided on third-party preparers, including, but
not limited to, first name, last name, SSN or employer identification
number, affiliation, address or employer's address, signature, and
signature date;
(25) Consent/affirmative approval both to permit the Department to
disclose information on IDR applicants or recipients to the IRS for the
IRS to disclose FTI under subsection 494(a) of the HEA (20 U.S.C.
1098h(a)) and section 6103(l)(13)(A) and (C) of the IRC to the
Department as part of a matching program to determine their monthly
repayment obligation amounts for IDR plans under title IV of the HEA
with respect to loans made under part D of title IV of the HEA (the
Direct Loan program) and to permit the Department to redisclose FTI of
such individuals pursuant to clauses section 6103(l)(13)(D)(iv) of the
IRC and for the revocation of the consent/affirmative approval; and
(26) Information on individuals who are not aid applicants or
recipients under title, IV by Federal or State agencies as part of an
interagency agreement or memorandum of understanding to allow analysis
of title IV, HEA programs.
RECORD SOURCE CATEGORIES:
Information is obtained from other Department systems, or their
successor systems, such as the Federal Loan Servicers' IT systems
(covered by the system of records titled ``Common Services for
Borrowers (CSB)'' (18-11-16)); the Debt Management and Collections
System (covered by the system of records titled ``Common Services for
Borrowers (CSB)'' (18-11-16)); COD (covered by the system of records
titled ``Common Origination and Disbursement (COD) System'' (18-11-
02)); FMS (covered by the system of records titled ``Financial
Management System (FMS)'' (18-11-17)); SAIG, PM System (covered by the
system of records titled ``Student Aid internet Gateway (SAIG),
Participation Management System'' (18-11-10)); Postsecondary Education
Participants System (covered by the system of records titled
``Postsecondary Education Participants System'' (18-11-09)); NSLDS
(covered by the system of records titled ``National Student Loan Data
System (NSLDS)'' (18-11-06)); PAS (covered by the system of records
titled ``Person Authentication Service (PAS)'' (18-11-12)); HEAL
(covered by the system of records titled ``Health Education Assistance
Loan (HEAL) Program'' (18-11-20)); and all IT systems covered by the
system of records titled ``Aid Awareness and Application Processing''
(18-11-21).
The EDMAPS system receives origination and disbursement records on
Federal Pell Grants, ACGs, National SMART Grants, TEACH Grants, Iraq
and Afghanistan Service Grants, and Direct Loans; master promissory
note records; records of PLUS loan credit checks and credit appeals;
annual aggregated Federal Campus-Based Program (FWS, FSEOG, and Perkins
Loan) records from post-secondary institutions; consolidation loan
application records; repayment plan application records; and financial
literacy (entrance and exit) counseling records from COD (covered by
the systems of records titled ``Common Origination and Disbursement
(COD) System'' (18-11-02)) or any successor system.
[[Page 48831]]
Information in this system also may be obtained from other persons
or entities from whom or from which information is obtained following a
disclosure under the routine uses set forth below.
Information in this system may also be obtained on individuals who
are not aid applicants or recipients under title, IV by Federal or
State agencies as part of an interagency agreement or memorandum of
understanding to allow analysis of title IV, HEA programs.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The Department may disclose information contained in a record in
this system of records under the routine uses listed in this system of
records without the consent of the individual if the disclosure is
compatible with the purposes for which the record was collected. The
Department may make these disclosures on a case-by-case basis or, if
the Department has complied with the computer matching requirements of
the Privacy Act of 1974, as amended (Privacy Act), under a computer
matching agreement.
(1) Program Disclosures. The Department may disclose records from
this system of records for the following program purposes:
(a) To promote transparency, and the effective and efficient
administration, of title IV, HEA programs, the Department may disclose
records to guaranty agencies, educational institutions, financial
institutions, and Federal, State, Tribal, and local government
agencies;
(b) To detect, prevent, mitigate, and recoup improper payments in
title IV, HEA programs, the Department may disclose records to guaranty
agencies, educational institutions, financial institutions, and
Federal, State, Tribal, and local government agencies;
(c) To support auditors and program reviewers in planning and
carrying out their assessments of title IV, HEA program compliance, the
Department may disclose records to guaranty agencies, educational
institutions, financial institutions and servicers, and Federal, State,
Tribal, and local government agencies; and
(d) To assist with the determination of eligibility for loan
discharges, the Department may disclose records to holders of loans
made under title IV of the HEA.
(2) Congressional Member Disclosure. The Department may disclose
the records of an individual to a member of Congress or the member's
staff when necessary to respond to an inquiry from the member made at
the written request of that individual and on behalf of that
individual. The member's right to the information is no greater than
the right of the individual who requested it.
(3) Enforcement Disclosure. In the event that information in this
system of records indicates, either on its face or in connection with
other information, a violation or potential violation of any applicable
statute, regulation, or order of a competent authority, the Department
may disclose the relevant records to the appropriate government agency,
whether Federal, State, Tribal, or local, charged with investigating or
prosecuting that violation or charged with enforcing or implementing
the statute, regulation, or order issued pursuant thereto.
(4) Litigation and Alternative Dispute Resolution (ADR) Disclosure.
(a) Introduction. In the event that one of the following parties
listed in subparagraphs (i) through (v) is involved in judicial or
administrative litigation or ADR, or has an interest in judicial or
administrative litigation or ADR, the Department may disclose certain
records from this system of records to the parties described in
paragraphs (b), (c), and (d) of this routine use under the conditions
specified in those paragraphs:
(i) The Department or any of its components;
(ii) Any Department employee in their official capacity;
(iii) Any Department employee in their individual capacity if the
U.S. Department of Justice (DOJ) has been requested to or has agreed to
provide or arrange for representation of the employee;
(iv) Any Department employee in their individual capacity when the
Department has agreed to represent the employee;
(v) The United States when the Department determines that the
litigation is likely to affect the Department or any of its components.
(b) Disclosure to DOJ. If the Department determines that disclosure
of certain records to DOJ is relevant and necessary to judicial or
administrative litigation or ADR, the Department may disclose those
records as a routine use to DOJ.
(c) Adjudicative Disclosure. If the Department determines that it
is relevant and necessary to judicial or administrative litigation or
ADR to disclose certain records from this system of records to an
adjudicative body before which the Department is authorized to appear
or to a person or an entity designated by the Department or otherwise
empowered to resolve or mediate disputes, the Department may disclose
those records as a routine use to the adjudicative body, person, or
entity.
(d) Disclosure to Parties, Counsel, Representatives, and Witnesses.
If the Department determines that disclosure of certain records to a
party, counsel, representative, or witness is relevant and necessary to
the judicial or administrative litigation or ADR, the Department may
disclose those records as a routine use to the party, counsel,
representative, or witness.
(5) Employment, Benefit, and Contracting Disclosure.
(a) For Decisions by the Department. The Department may disclose a
record from this system of records to a Federal, State, Tribal, or
local government agency, or to another public agency or professional
organization, maintaining civil, criminal, or other relevant
enforcement or other pertinent records if necessary to obtain
information relevant to a Department decision concerning the hiring or
retention of an employee or other personnel action; the issuance of a
security clearance; the letting of a contract; or the issuance of a
license, grant, or other benefit.
(b) For Decisions by Other Public Agencies and Professional
Organizations. The Department may disclose a record to a Federal,
State, Tribal, local, or other government or public agency or
professional organization, in connection with the hiring or retention
of an employee or other personnel action, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit, to the extent that the record is relevant and necessary to the
receiving entity's decision on the matter.
(6) Employee Grievance, Complaint, or Conduct Disclosure. If a
record is relevant and necessary to a grievance, complaint, or
disciplinary action involving a present or former employee of the
Department, the Department may disclose the record during
investigation, fact-finding, or adjudication to any party to the
grievance, complaint, or action; to the party's counsel or
representative; to a witness; or to a designated fact finder, mediator,
or other person designated to resolve issues or decide the matter.
(7) Labor Organization Disclosure. The Department may disclose a
record to an arbitrator to resolve disputes under a negotiated
grievance procedure or to officials of a labor organization recognized
under 5 U.S.C. chapter 71 when relevant and necessary to their duties
of exclusive representation.
[[Page 48832]]
(8) Freedom of Information Act (FOIA) and Privacy Act Advice
Disclosure. The Department may disclose records to DOJ or the OMB if
the Department concludes that disclosure is desirable or necessary in
determining whether particular records are required to be disclosed
under the FOIA or the Privacy Act.
(9) Disclosure to DOJ. The Department may disclose records to DOJ
to the extent necessary for obtaining DOJ advice on any matter relevant
to an audit, inspection, or other inquiry related to the programs
covered by this system.
(10) Contract Disclosure. If the Department contracts with an
entity to perform any function that requires disclosure of records in
this system to employees of the contractor, the Department may disclose
the records to those employees. As part of such a contract, the
Department shall require the contractor to agree to establish and
maintain safeguards to protect the security and confidentiality of the
disclosed records.
(11) Research Disclosure. The Department may disclose records to a
researcher if the Department determines that the individual or
organization to which the disclosure would be made is qualified to
carry out specific research related to the functions or purposes of
this system of records. The Department may disclose records from this
system of records to that Federal researcher solely for the purpose of
carrying out that research related to the functions or purposes of this
system of records. The researcher shall be required to agree to
establish and maintain safeguards to protect the security and
confidentiality of the disclosed records.
(12) Disclosure in the Course of Responding to a Breach of Data.
The Department may disclose records from this system of records to
appropriate agencies, entities, and persons when (a) the Department
suspects or has confirmed that there has been a breach of the system of
records; (b) the Department has determined that, as a result of the
suspected or confirmed breach, there is a risk of harm to individuals,
the Department (including its information systems, programs, and
operations), the Federal government, or national security; and (c) the
disclosure made to such agencies, entities, and persons is reasonably
necessary to assist in connection with the Department's efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
(13) Disclosure in Assisting Another Agency in Responding to a
Breach of Data. The Department may disclose records from this system to
another Federal agency or Federal entity, when the Department
determines that information from this system of records is reasonably
necessary to assist the recipient agency or entity in (a) responding to
a suspected or confirmed breach or (b) preventing, minimizing, or
remedying the risk of harm to individuals, the recipient agency or
entity (including its information systems, programs, and operations),
the Federal Government, or national security, resulting from a
suspected or confirmed breach.
(14) Disclosure to the OMB and CBO for Federal Credit Reform Act
(FCRA) Support. The Department may disclose records to OMB and CBO as
necessary to fulfill FCRA requirements in accordance with 2 U.S.C.
661b.
(15) Disclosure to National Archives and Records Administration
(NARA). The Department may disclose records from this system of records
to NARA for the purpose of records management inspections conducted
under authority of 44 U.S.C. 2904 and 2906.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
The Department electronically stores information at the AWS site
referenced in the foregoing section titled ``SYSTEM LOCATION.'' For
example, the Department electronically stores, for the entire Federal
Student Aid life cycle from application through loan payoff, aid
applicant and aid recipient demographic and title IV, HEA aid
information such as, but not limited to, FFEL program, FISL program,
and Perkins Loan records at the AWS site. The Department also stores
electronic master promissory notes, electronic Special Direct
Consolidation Loan opportunity applications and promissory notes,
electronic requests to repay a Direct Loan under an income-driven
repayment plan, and Federal Direct Consolidation Loan applications and
promissory notes at the AWS site. Finally, data obtained from the paper
promissory notes or the paper loan discharge eligibility form are
stored on hard disks at the AWS site. (These are referred to as
metadata and are used by the system to link promissory notes or loan
discharge eligibility forms to an aid recipient.)
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
With some exceptions, the Department does not generally use the
EDMAPS system for the retrieval of individual records. However, system
administrators and a handful of privileged users are able to retrieve
records from the EDMAPS system by award ID, customer ID, borrower ID,
an individual's SSN, last name, first name, and date of birth. Further,
the Department uses the EDMAPS system to retrieve individual records to
process eligibility information and other information about of aid
recipients and to send it to Federal Loan Servicers for the discharge
of eligible student loans under the title IV, HEA programs. Internal
reports also provide a secure vehicle for approved Department employees
and Department contractor staff to access samples of individual
records, for example as part of performing program reviews.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The Department has submitted a retention and disposition schedule
that covers the primary records contained in this system to NARA for
review. The Department will treat these records as ``permanent
records,'' as defined in 36 CFR 1220.18, until such time as a final
disposition is approved.
The EDMAPS system may also contain certain records that the
Department considers, on a case-by-case basis and with the approval of
the Agency Records Officer, to be covered by General Records Schedule
5.2, ``Transitory and Intermediary Records.''
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
All users of the system will have a unique user ID with password.
In addition to the user ID and password, users must authenticate their
Personal Identity Verification (PIV) card to access the system, from
within either the Department's Network, the Department's Global Protect
Virtual Private Network (VPN), or the Department's vendor's Cisco
AnyConnect VPN. Users are required to change their password at least
every 60 days in accordance with the Department's information
technology standards.
All physical access to the information housed in the EDMAPS system
locations is controlled and monitored by security personnel who check
each individual entering the building for their employee or visitor
badge.
The computer system employed by the Department offers a high degree
of resistance to tampering and circumvention with firewalls,
encryption, and password protection. This security system limits data
access to Department and Department contractor staff on a ``need-to-
know'' basis and controls individual users' ability to access and alter
records within
[[Page 48833]]
the system. All interactions by users of the system are recorded. Users
of the EDMAPS system do not see personally identifiable information
(PII), even when looking at individual records. EDMAPS tokenizes PII,
meaning that PII is swapped out for non-sensitive random values. This
does not prevent users of EDMAPS from joining tables containing the
same PII data element, because tokenization ensures that the same non-
sensitive value is swapped out in every table that has that particular
data element, for example SSN or date of birth.
In accordance with the Federal Information Security Management Act
of 2002 (FISMA), as amended by the Federal Information Security
Modernization Act of 2014, every Department system must receive a
signed Authorization to Operate (ATO) from a designated Department
official. The ATO process includes a rigorous assessment of security
and privacy controls, a plan of actions and milestones to remediate any
identified deficiencies, and a continuous monitoring program.
FISMA controls implemented are comprised of a combination of
management, operational, and technical controls, and include the
following control families: access control, awareness and training,
audit and accountability, security assessment and authorization,
configuration management, contingency planning, identification and
authentication, incident response, maintenance, media protection,
physical and environmental protection, planning, personnel security,
privacy, risk assessment, system and services acquisition, system and
communications protection, system and information integrity, and
program management.
RECORD ACCESS PROCEDURES:
If you wish to gain access to a record regarding you in this system
of records, contact the system manager at the address listed above. You
must provide the system manager with the necessary particulars such as
your full, legal name, date of birth, address, and any other
identifying information requested by the Department while processing
the request in order to distinguish between individuals with the same
name. Requesters must also reasonably specify the record contents
sought. Your request must meet the requirements of the regulations at
34 CFR 5b.5, including proof of identity.
CONTESTING RECORD PROCEDURES:
If you wish to contest the content of your personal record within
the system of records, contact the system manager at the address listed
above and provide your full, legal name, date of birth, and SSN.
Identify the specific items to be changed and provide a written
justification for the change. Requests to amend a record must meet the
requirements in 34 CFR 5b.7.
NOTIFICATION PROCEDURES:
If you wish to determine whether a record exists regarding you in
the system of records, contact the system manager at the address listed
above. You must provide necessary particulars such as your full, legal
name, date of birth, address, and any other identifying information
requested by the Department while processing the request to distinguish
between individuals with the same name. Requests must meet the
requirements in 34 CFR 5b.5, including proof of identity.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
The system of records entitled ``Enterprise Data Management and
Analytics Platform Services (EDMAPS)'' (18-11-22) was first published
in full in the Federal Register on September 13, 2022 (87 FR 56038-
56044).
[FR Doc. 2023-15997 Filed 7-27-23; 8:45 am]
BILLING CODE 4000-01-P
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</html>Indexed from Federal Register on July 28, 2023.
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