A r c h i v e d  I n f o r m a t i o n

Title IV Wide Area Network (Title IV WAN).

DEPARTMENT OF EDUCATION

18-11-10

System name:
Title IV Wide Area Network (Title IV WAN).

Security classification:
None.

System location:

Categories of individuals covered by the system:
This system contains records on those individuals who are eligible to enroll in Title IV WAN, which include financial aid administrators, authorized individuals of postsecondary institutions, authorized individuals of third-party servicers, authorized individuals of software providers, authorized individuals of lenders, authorized individuals of guaranty agencies, and authorized individuals of state scholarship programs.

Categories of records in the system:
This system consists of demographic contact information that the Title IV WAN customers provide to request electronic access to Title IV Student Aid Systems. Demographic information includes customer name, customer address, authentication information (mother's maiden name, Social Security number, and date of birth), and billing and distribution information.

Authority for maintenance of the system:
20 U.S.C. 1082, 1085, 1094, 1099C (1993).

Purpose(s):
The Title IV WAN is used for the following purposes:

1. To providing telecommunications support for the delivery and administration of the Title IV student aid programs;
2. For billing non-Direct Loan users for customer service calls and year-to-date ISIRs data requests;
3. To handle the processing of the Title IV WAN Enrollment Documents and managing the assignment of Title IV WAN ID numbers;
4. To provide Title IV WAN users with the capability to query CPS, NSLDS and Title IV WAN systems; and
5. To coordinate and hosting various conferences and workshops to educate and promote the electronic initiatives sponsored by the Office of Student Financial Assistance (OSFA).

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
The Department of Education (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. These disclosures may be made on a case-by-case basis or, if the Department has complied with the computer matching requirements of the Privacy Act, under a computer matching agreement.

1. Disclosure for Use by Other Law Enforcement Agencies. The Department may disclose information to any Federal, State, local, or foreign agency or other public authority responsible for enforcing, investigating, or prosecuting violations of administrative, civil, or criminal law or regulation if that information is relevant to any enforcement, regulatory, investigative, or prosecutive responsibility within the receiving entity's jurisdiction.
2. 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 agency, whether foreign, Federal State, Tribal, or local, charged with the responsibility of investigating or prosecuting that violation or charged with enforcing or implementing the statute, executive order, rule, regulation, or order issued pursuant thereto.
3. Litigation and Alternative Dispute Resolution (ADR) Disclosures.
   1. Introduction. In the event that one of the parties listed below is involved in litigation or ADR, or has an interest in litigation ADR, the Department may disclose certain records to the parties described in paragraphs (b), (c) and (d) of this routine use under the conditions specified in those paragraphs:
      1. The Department, or any component of the Department; or
      2. Any Department employee in his or her official capacity; or
      3. Any Department employee in his or her individual capacity if the Department of Justice (DOJ) has agreed to provide or arrange for representation for the employee;
      4. Any Department employee in his or her individual capacity where the agency has agreed to represent the employee; or
      5. The United States where the Department determines that the litigation is likely to affect the Department or any of its components.
   2. Disclosure to the DOJ. If the Department determines that disclosure of certain records to the DOJ is relevant and necessary to litigation or ADR, the Department may disclose those records as a routine use to the DOJ.
   3. Administrative Disclosures. If the Department determines that disclosure of certain records to an adjudicative body before which the Department is authorized to appear, an individual or entity designated by the Department or otherwise empowered to resolve or mediate disputes is relevant and necessary to the administrative litigation, the Department may disclose those records as a routine use to the adjudicative body, individual, or entity.
   4. Parties, counsels, representatives and witnesses. If the Department determines that disclosure of certain records to a party, counsel, representative or witness in an administrative proceeding is relevant and necessary to the litigation, the Department may disclose hose records as a routine use to the party, counsel, representative or witness.
4. Freedom of Information Act (FOIA) Advice Disclosure. The Department may disclose records to the Department of Justice and the Office of Management and Budget if the Department concludes that disclosure is desirable or necessary in determining whether particular records are required to be disclosed under the FOIA.

Disclosure to consumer reporting agencies:
Disclosure pursuant to 5 U.S.C. 552a(b)(12): The Department may disclose to a consumer reporting agency information regarding a claim, which is determined to be valid and overdue as follows: (1) The name, address, and other information necessary to establish the identity of the individual responsible for the claim; and (2) the program under which the claim arose. The Department may disclose the information specified in this paragraph under 5 U.S.C. 552a(b)(12) and the procedures and the procedures contained in subsection 31 U.S.C. 3711 (f). A consumer-reporting agency to which these disclosures may be made is defined at 31 U.S.C. 3701 (a)(3).

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:
Records are maintained on a computer database as well as in hard copy.

Retrievability:
The records are retrieved by customer name and/or TIV WAN User ID.

Safeguards:
All physical access to the Department site, and the sites of Department contractors where this system of records is maintained, is controlled and monitored by security personnel who check each individual entering the building for his or her employee or visitor badge.

The computer system employed by the Department offers a high degree of resistance to tampering and circumvention. This security system limits data access to Department and contract staff on a "need to know" basis, and controls individual users" ability to access and alter records within the system. All users of this system of records are given a unique user ID with personal identifiers. All interactions by individual users with the system are recorded.

Retention and disposal:
Title IV WAN enrollment documents will be retained for the 6 years and three months after the final payment of the contract that expires in September 2001.

System manager(s) and address:

Notification procedure:
If you wish to determine whether a record exists regarding you in the system of records, contact the system manager. Your request must meet the requirements of the Department's Privacy Act regulations at 34 CFR 5b.5, including proof of identity.

Record access procedures:
If you wish to gain access to a record regarding you in the system of records, contact the system manager. Your request must meet the requirements of the Department's Privacy Act regulations at 34 CFR 5b.5, including proof of identity.

Contesting record procedures:
If you wish to contest the content of a record regarding you in the system of records, contact the system manager. Your request must meet the requirements of the Department's Privacy Act regulations at 34 CFR 5b.7.

Record source categories:
Information in this system is obtained from the following entities: Financial Aid Administrators, Postsecondary Institutions, Third-Party Servicers, Software Providers, Lenders, Guaranty Agencies, and State Scholarship Programs.

System exempted from certain provision of the Act:
None.