Privacy Impact Assessment (PIA) Summary
Date of this Submission: Mar 1, 2011
NASA Center: GSFC
System Name: intern.nasa.gov/solar
Is this application or information collection new or is an existing one being modified? New
Does this application collect, maintain, and/or disseminate information in identifiable form (IIF)? Yes
Mission Program/Project Supported: NASA Higher Education Program
Identifying Numbers (Use N/A, where appropriate)
Privacy Act System of Records Number: 10SPER
OMB Information Collection Approval Number and Expiration Date: In process
Other Identifying Number(s): N/A
Provide an overview of the application or collection and indicate the legislation authorizing this activity:
NASA's founding legislation, the Space Act of 1958, directs the agency to expand human knowledge of Earth and space phenomena and to preserve the role of the United States as a leader in aeronautics, space science, and technology. High achievement in science, technology, engineering, and mathematics (STEM) education is essential to the accomplishment of NASA's mission. The Strategic Management of Human Capital Initiative under the President's Management Agenda requires agencies to 'build, sustain, and effectively deploy the skilled, knowledgeable, diverse, and high-performing workforce needed' to meet agency core competencies. NASA's education investments will contribute to the agency's human capital needs. The SOLAR system will combine multiple Agency-wide and Center-specific systems into a single system. Undergraduate and graduate students will apply just once per session, via this system, rather than separately into each initiative's or Center's system. All opportunities for internships and fellowships will be available to the students via this single system. Other systems will be needed only to support initiatives serving high school, post-doctoral, and faculty educational needs.
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:
The information will collect the following information from students. Students submit this information voluntarily, as they apply for internship or fellowship opportunities or apply for scholarships. Name, phone numbers (home, school, cell), mailing addresses (home, school), email addresses (primary and alternate), statement that the student is a US citizen -- IIF Educational institution, GPA, current courses, educational transcript - for current and previous institutions -- IIF Work history (employer, description of work performed) Descriptions of skills and similar information
Explain how the IIF is collected, maintained, and/or disseminated is the minimum necessaryto accomplish the purpose for this effort:
There is a requirement to contact the student, for potential phone interviews and to extend the internship/fellowship/scholarship offer to them. This involves an email initially and a physical letter once the student indicates acceptance of the offer. In order to evaluate the student's qualifications for specific opportunities, their educational information, specifically their transcript, is required. The students are instructed multiple times on the upload screen for unofficial transcripts to remove or black out any identifying information such as SSN or school ID, as these are not needed. Official transcripts will be not be uploaded by the students, but will be sent to the NASA Center Offices of Education. Staff members in these offices will need to perform the same activity. IIF that is not needed for these specific purposes - contacting for interviews, with offers, or also in response to specific indicators that the student may require assistance with the application process, and evaluation of qualifications for opportunities - is not collected in this system.
Explain why the IIF is being collected, maintained, or disseminated:
IIF is being collected to facilitate contacting the student for phone interviews, to extend an offer for an internship, fellowship, or scholarship, or in response to indicators that the student may need assistance with the application process. In addition, IIF is collected in response to evaluating a student's qualifications for a particular opportunity.
Identify with whom the agency will share the IIF:
Within the Agency, IIF may be shared with Office of Protective Services when the student accepts an internship or fellowship offer, or scholarship, in order to establish the student's identity in the IdMax system. IIF will also be shared with the Office of Education Performance Measurement system in order to ensure that the final outcome of the education program can be evaluated - whether the student entered the STEM workforce, and if so, did the student do so at NASA or in an aerospace-related field that supports NASA's core competencies. Additionally, IIF may be shared with OHCM, ODEO and hiring managers who are looking for 'fresh-outs', newly-graduated students who might be interested in working in the NASA workforce. IIF will also be available to NASA grantees administering the system and recruiting/assisting students. No IIF will be shared outside the Agency for any other purpose.
Describe how the IIF will be obtained, from whom it will be collected, what the suppliers of the 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). Describe any opportunities for consent provided to individuals regarding what information is collected and how the information will be shared:
Information is collected directly from the students via Web forms. Information is collected only if the student is interested in an internship, fellowship, or scholarship with NASA. Consent is considered to be granted when the individual saves their application data - the information is only required from students who wish to apply and is directly supplied.
State whether the 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):
Children under age 13 are not targeted by this application. The students targeted for this application are high school seniors already planning to attend an accredited college or university; undergraduates attending an accredited college or university; or Master's or Doctoral candidates at an accredited university.
Describe how the IIF will be secured:
Educational transcripts will be stored encrypted on the filesystem. They will not be directly accessible from the web server. All personnel will have to authenticate prior to being allowed to access any IIF. Display of IIF is restricted to specific functions within the system, and access to those functions is available only to roles that need to have access to those functions for the purposes mentioned above. Roles other than mentor will be requested via NAMS. All NASA personnel will view a banner explaining the Privacy Act content and their responsibility for keeping this information private, as well as the acceptable uses of the IIF. This banner will be displayed upon login to any user with a role capable of seeing the IIF of any individual other than themselves. (Students will not be presented with the banner, as they are restricted from viewing any information about other students.)
Describe plans for retention and desctruction on IIF:
The NRRS item that governs the records that will be generated in this system, 1/32A and 1/32C, specifies that records include, but are not limited to, application forms, transcripts, proposals, and letters of recommendation about students in the programs supporting the NASA educational mission. Per the NRRS guideline, the system will retain all elements of the student's application for 5 years after either a) the student's last internship, fellowship, or scholarship expires, or b) the student's last application was submitted. After 5 years, the system will delete all information that is not needed for generation of long-term metrics reports, including IIF. Remaining information may be aggregated where appropriate/possible rather than kept in individual records. Upcoming publication of NPR will change record types to NRRS 1/68 B1, B2, C. This will change retention period of some information to 10 years (descriptions of internship/fellowship opportunities, NRRS 1/68 B1). The other items do not change the retention times for any issues.
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:
The Privacy Act System of Records Notice 10SPER covers this application. Point of contact to whom a member of the public can address questions concerning this information system and the privacy concerns associated with it: HQ Office of Education
Concurrence Credentials on File
MABEL JONES. MATTHEWS
Concurrence Credentials on File
DENISE MARIE. WHITE
Center Privacy Manager
Concurrence Credentials on File
PATTI F. STOCKMAN
NASA Privacy Program Manager
LINDA Y. CURETON