Please send your requests, general questions, comments, or concerns along with your name, phone number and email address to the DoDEA Privacy Office at the below email address:
Please send your requests, questions, comments, or concerns along with your name, phone number and email address to the DoDEA Forms Management Office at the below email address:
A PII breach is a loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users and for an other than authorized purpose have access or potential access to personally identifiable information, whether physical or electronic. This includes, but is not limited to, posting PII on public-facing websites; sending PII via e-mail to unauthorized recipients; providing hard copies of PII to individuals without a need to know; loss of electronic devices or media on which PII is stored; use of PII by employees for unofficial business; and all other unauthorized access to and use of PII.
The most important thing to do if you discover that a breach of PII has occurred or is ongoing is to STOP IT as soon as possible.
1. If there is a suspected or confirmed Privacy breach, fill out Form DD2959, Breach of Personally Identifiable Information (PII) Report, to report it immediately.
2. After you complete the form, submit it to the Privacy Office within 24 hours of discovery.
NOTE: The DD2959 form should also be used to report updates to previous submissions.
DoDEA employees responsible for a PII breach will be required, at minimum, to complete the Safeguarding PII Course and submit their certificate of completion to their supervisor and the DoDEA Privacy Office. DoDEA supervisors must report to the Privacy Office within 15 days of the breach what disciplinary and/or administrative actions were assessed against those personnel responsible for a breach.
Please send general questions, comments, or concerns along with your name, phone number and email address to the DoDEA Privacy Office at the below email address:
NOTE: This email address is NOT for Privacy Act Requests.
A Privacy Act (PA) Request is one in which a United States citizen or Legal Permanent Resident seeks records on themselves that are contained in a file retrievable by the individual's name or personal identifier. Privacy Act Requests must be submitted IN WRITING; must be signed by you; and must include the name and number of the related System of Records Notice (SORN).
The request must include a valid form of identification, such as a copy of a photo ID or driver's license (both sides).
Include your full name, current address and email address, so we may contact you if questions arise.
Describe the record you are seeking in detail. Details may include information about the document; the specific System of Records Notice (SORN) if known, including the System ID and System Name, where the records can be found; and the time frame to be searched.
Only the individual to whom the record pertains can request the records.
Sign your request. Your signature must be notarized or submitted via an unsworn declaration in accordance with 28 U.S.C. 1746, a law that permits statements to be made under penalty of perjury as a substitute for notarization.
If you are executing the unsworn declaration within the United States, its territories, possessions, or commonwealths, it must read as follows: "I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)."
If you are executing the unsworn declaration outside the United States, it must read as follows: "I declare (or certify, verify, or state) under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature)."
Privacy Act Requests CANNOT be submitted electronically; please use the below mailing address:
Department of Defense Education Activity Attn: Privacy/FOIA Officer 4800 Mark Center Drive Alexandria, Virginia 22350
The Paperwork Reduction Act of 1995 requires Federal agencies to obtain approval from OMB each time they propose to collect or sponsor, even under a contract or other agreement, the collection of identical information from more than nine respondents. In addition, activities related to development or testing of data collection plans are also subject to OMB review and approval if identical information is sought from more than nine respondents in either a formal or informal manner.
NOTE: OMB interprets the use of Internet surveys as surveys requiring approval if these fall into the above guidelines. However, see below under Surveys NOT Requiring a Clearance for additional information.
Generic clearance involves advance approval of a well-defined class of low-burden data collections (a bundle of individual collection requests) that are not fully documented until they are actually used. A generic clearance typically includes a set of agreements negotiated between the sponsoring agency and OMB, covering limitations on methods and usage, a burden cap, a periodic reporting requirement to update the OMB Docket, and a commitment by OMB to review any specific application quickly.
Generic clearances require more than 100 days for approval by OMB. The specific application usage review by OMB, following the generic clearance, is purported to take only 10 days once the generic clearance has been granted. Generic clearances are usually effective for three years. After the three year time-period, the generic clearance can be renewed by following the 100-day process described above.
Burden means "total time, effort, or financial resources expended by persons to generate, maintain, retain, or disclose or provide information to or for a Federal agency." The burden consists only of expenditures on information collection activities beyond those that "would be incurred by persons in the normal course of their activities"; it does not include expenditures on reporting, recordkeeping, or disclosure activities that are "usual and customary."
Generic Clearance Package Requirements:
OMB provides for a simplified generic clearance for customer satisfaction surveys made in compliance with the Executive Order. The proposal should include:
Please send your requests, general questions, comments, or concerns along with your name, phone number and email address to the DoDEA Information Collection Office at the below email address:
All DoDEA Forms must be approved by the DoDEA Forms Management Office. Approved public collection instruments will display the OMB approval/collection number and expiration date (e.g., OMB No.: 0704-0795 - OMB Approval Expires: March 31, 2023) and the Privacy Act Statement or Advisory Notices. Please ensure that individuals in receipt of Personnally Identifiable Information (PII) have a need-to-know and follow all proper protocols to protect the privacy and security of students, sponsors, and members of the public.