1. Provide an overview of the application or collection and indicate the legislation authorizing this activity.
The GRC Co-op Web Application (CWA) is a web-based application that will provide college students the ability to submit an application and an electronic resume to GRC to apply for the Co-op Educational Program. The Office of Human Resources – Workforce Planning (OHRWP) will use the CWA application to update and track the status of the submitted applications and related information sent via paper mail. Furthermore, they will use the application to select managers who will receive an electronic copy of the students’ resume to review. Administration options will be available to run selected reports and also purge the database of old applications.
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.
NASA Glenn Research Center will require that the student applicant provide identification and contact information such as name, home address, phone number and email. Additionally, the student’s resume will also be stored within the application and may contain educational background information. This information contains IIF. The information collected will only be available to selected members of the Office of Human Resources and the Co-op Recruiters and Review Panels that are responsible for recruiting, interviewing and selecting students for co-op positions at Glenn Research Center. The information is used solely for the purpose of identifying the individual and their qualifications for selection to a co-op opportunity. Their contact information is used for sending correspondence to the applicant or for contacting them to obtain additional information via phone, email or paper mail. Applying to the Glenn Co-op Education Program is voluntary, but for those that do apply, submission of the IIF information is required.
3. Explain how the IIF collected, maintained, and/or disseminated is the minimum necessary to accomplish the purpose for this effort.
The IIF being collected is the minimum necessary in order to identify the student applicant, provide information necessary for those reviewing their application to contact the student if necessary, and for the reviewers to make an informed decision regarding the qualifications of the student for the co-op position being offered.
4. Explain why the IIF is being collected, maintained, or disseminated.
The IIF being collected is used for recruiting, interviewing and selecting students for co-op positions at Glenn Research Center. The information is used solely for the purpose of identifying the individual and their qualifications for selection to a co-op opportunity. Their contact information is used for sending correspondence to the applicant or for contacting them to obtain additional information via phone, email or paper mail.
5. Identify with whom the agency will share the IIF.
The agency will not share this information with any other individuals or agencies outside of the Glenn Research Center.
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 will be obtained from the student applicant via a web-based form. The student will provide the information from a web page that is linked to the software application and database. Privacy Act policy and information is provided via a link on the GRC Co-op Education Program web page. Clicking the Privacy Act link will display a web page with all pertinent information regarding the Privacy Act policies of NASA. Submission of the online student application is regarded as the student’s consent for GRC to collect the 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 will be collected from children 13 or under.
8. Describe how the IIF will be secured.
The IIF is collected via a SSL web site linked to an Oracle database. The data being transmitted is sent via a secure link and once in the Oracle database is secured using access controls that limit access to only those individuals approved to access the information.
9. Describe plans for retention and destruction of IIF.
Applicants not accepted into the program will have their records deleted from the application according to NRRS Schedule 3/1330-14. Co-op students no longer employed at NASA will have their records deleted according to the NRRS Schedule 3/1330-14.
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.
NASA 10SPER Special Personnel Records
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: Lynda D. Glover.
Lynda D. Glover
NASA GRC Cooperative Education Program Manager
Center Privacy Act Manager
Patti F. Stockman
NASA Privacy Act Officer
Center Chief Information Officer
Approved for Publication:
Jonathan Q. Pettus
Chief Information Officer