| |
l Adequate safeguards must be provided to
prevent misuse of personal information in records.
l Requests of individuals for notification,
access, or amendment of their records must be acted
on within 10 working days.
l Providing personal information to the parent
is an invasion of the applicant’s privacy. Only if the
applicant is under 18 years of age does the parent or
legal guardian have the right to access.
l All individuals asked to provide information
for a system of records must be advised of the
authority for collection of the information, purpose(s)
for which the information will be used, and whether
disclosure is mandatory or voluntary, as well as the
consequences of not providing the requested
information. The Privacy Act statement on the back
of the Prospect Card, NAVCRUIT Form 1130/6C,
may be used for this purpose.
l The required Privacy Act statement must also
be given during telephone or face-to-face interviews
when any part of the personal information is recorded
and retained. It’s not necessary to cite the specific
authority in all instances.
The following sample
Privacy Act statement is provided for verbal
exchanges:
“To properly assist you in determining the
program that best suits your needs, I will require some
personal information concerning your background.
All questions are voluntary and you do not have to
provide the information.
However, it may not be
feasible to properly determine your eligibility for
application without this information.”
You may want to paraphrase the statement in your
own words. The following adaptation is also
acceptable:
“I’ll need to ask some personal questions about
your background to determine how the Navy can best
benefit you. Answering these questions is purely
voluntary; however, I may not be able to determine
your eligibility without it.”
Freedom of Information Act
Providing Records to Members of the Public
Under the Freedom of Information Act (FOIA),
COMNAVCRUITCOMINST 5720.11, provides policy
and procedures for implementing the FOIA within the
NRC. You should caution recruiters that serious
penalties can be levied for overenthusiastic compliance
with the FOIA that results in unwarranted invasions of
privacy.
All requests for information under the
provisions of this act should be forwarded to the
district Privacy Act/FOIA coordinator. Requests
should be forwarded as quickly as possible because
they must be acted upon within 10 working days.
TESTING MATERIAL
The Navy Recruiting Manual-Enlisted,
COMNAVCRUITCOMINST 1130.8, provides
guidance for storage, security, inventory, and
administration of prescreening tests and test materials.
Normally the only testing materials kept at the
recruiting station will be enlistment screening tests
(ESTs), answer sheets, and answer keys.
Enlisted Screening Tests
Compromising the validity of the ESTs and
completed answer
sheets would negate their
usefulness. All EST material, except blank answer
sheets, should be stored in a locked desk or file
cabinet when left unattended. EST material may be
stored in unattended, locked automobiles, preferably
in the trunk or otherwise out of sight. There are no
stowage requirements for the blank answer sheets.
REPRODUCTION.– All EST materials (tests,
answer sheets, scoring keys, and prediction tables) are
authorized for local reproduction.
SCORING.– EST answer sheets should be scored
without marking the correct answers, which would
create a scoring key of each answer sheet.
ANSWER SHEET RETENTION.– Completed
answer sheets should be retained at the NRS and
destroyed when 3 months old, preferably by burning
or shredding.
DESTRUCTION OF ESTS.– ESTs found to be
unfit for further use should be destroyed by burning or
shredding under the supervision of a person
designated to handle test material. This is usually
accomplished at the NRD.
LOSS OR COMPROMISE OF EST.– Loss or
compromise of EST material must be reported to the
CO who should take appropriate corrective action.
4-18
|
