RECORDS DESCRIPTION. The Privacy Act requires that each matching agreement specify a description of the records that will be matched, including each data element that will be used, the approximate number of records that will be matched, and the projected starting and completion dates of the matching program. 5 U.S.C. § 552a(o)(1)(C).
RECORDS DESCRIPTION. As required by the Privacy Act’s subsection 552a(o)(1)(C), the following is a description of the records that will be matched:
RECORDS DESCRIPTION. The Privacy Act at 5 U.S.C. § 552a(o)(1)(C) requires that each CMA specify a description of the records that will be matched and exchanged, including each data element that will be used, the approximate number of records that will be matched, and the projected starting and completion dates of the program.
RECORDS DESCRIPTION. CMS and SSA have published SORNs that cover the records used in this matching program. CMS and SSA will maintain data obtained through this agreement in accordance with the Privacy Act and SORN requirements. Each party is responsible for ensuring that its uses and disclosures of the information it receives from the other in this matching program comply with OMB guidance relevant to matching programs, the Privacy Act, and other applicable federal law.
RECORDS DESCRIPTION. A. Records that will be matched:
(1) Federal Student Aid Application File (18-11-01) (data is stored and processed in the ED CPS system); and
(2) BIRLS - VA (38VA21). The application match involves the automated transmission of selected Federal Student Aid applicant records via an overnight batch process, which occurs between VA and ED via a Connect:Direct transfer through a secure Virtual Private Network (VPN) tunnel from Connect:Direct secure server. Files come to Connect:Direct secure server from the mainframe and are sent securely to VA. Return files from VA come back to Connect:Direct secure server and are sent back to the mainframe. This process between Connect:Direct secure server and the mainframe uses Tectia Secure File Transfer Protocol (SFTP), a secure protocol in accordance with the Federal Information Processing Standards (FIPS) Publication 197 standard at a minimum of the 128 Advanced Encryption Standard (AES) level File Transfer Secure (FTS) supplied leased line from the ED Central Processing Virtual Data Center to the VA Austin Automation Center, located in Austin, Texas. ED provides the name, Social Security number, and date of birth of each applicant who indicates Veteran status on the FAFSA. VA compares these data elements against the name, Social Security number, and date of birth of Veterans. As a result of the match, VA assigns one of four values to the applicant records: (1) Veteran status confirmed; (2) record found on database, but not a qualifying Veteran; (3) record not found on database; or (4) record found on database, but applicant on active duty. VA then transmits applicant records back to ED on the FTS-leased line from the VA Austin Automation Center. An applicant whose Veteran status is not confirmed will receive notice from ED on actions the applicant can take to resolve the possible conflict as described in Section VI (Verification Procedures) of this CMA.
B. Data elements used in the matching program:
(1) Federal Student Aid Application File (18-11-01) (processed by the ED CPS) elements matched:
(a) First Name;
(b) Last Name;
(c) Date of Birth; and
(d) Social Security number.
(2) BIRLS - VA (38VA21) elements matched:
(a) First Name;
(b) Last Name;
(c) Date of Birth; and
(d) Social Security number. VA will record a match if the Social Security number matches, and there is a match with the applicant’s last name or date of birth or both of these elements.
(3) ED will use the system of records identified as 18-11-01, entitle...
RECORDS DESCRIPTION. A. System of Records
1. VBA records involved in this match are in “VA Compensation, Pension, Education, and Vocational Rehabilitation and Employment Records – VA” (58 VA 21/22/28), a system of records that was first published at 41 FR 9294 (March 3, 1976), amended and republished in its entirety at 84 FR 4138 (February 14, 2019). The routine use is 64.
2. IRS will extract return information with respect to unearned income of the VBA applicant or beneficiary and (when applicable) of such individual’s spouse from the Information Return Master File (IRMF), Treasury/IRS 22.061, as published at 80 FR 54081 (September 8, 2015).
B. Data Elements
1. VBA will furnish the IRS with records in accordance with the current IRS Publication 3373, Disclosure of Information to Federal, State and Local Agencies (DIFSLA)
RECORDS DESCRIPTION. A. Records that will be matched:
(1) ED System of Records: Federal Student Aid Application File (18-11-01) (ED system of records notice was last published in the Federal Register on August 3, 2011 (76 FR 46774). Routine Uses 1,2 and 3 primarily apply to this computer matching agreement. (See Appendix B.)
(2) DoD Systems of Records:
(a) DMDC 01, Defense Manpower Data Center Data Base, last published in the Federal Register on November 23, 0000, 00 XX 00000. Routine use “15” applies to this CMA. (See Appendix C.)
(b) DMDC 02 DoD, Defense Enrollment Eligibility Reporting System (DEERS), (July 27, 2016, 81 FR 49210). Routine use “7. c.”1 applies to this CMA. (See Appendix D.)
B. DoD will identify from the DMDC 01 system deceased service members who meet the definition in sections 473(b) and 420R of the HEA. DoD will then match those records against the DMDC 02 system to obtain the data on the children of those deceased military sponsors for submission to ED. To identify financial aid applicants who may be eligible for increased amounts of Federal student aid, ED will match the names and SSNs received from DoD with information contained within the Federal Student Aid Application File system using IBM’s Transmission Communication Protocol/Internet Protocol (TCP/IP) capabilities via File Transfer Protocol (FTP) using the FIPS-197 publications standards at a minimum of the 128 Advanced Encryption Standard (AES) level.
C. Data elements contained within the DoD databases to be provided to ED as a result of the matching program: DoD data elements:
(1) Dependent’s Name – extracted from DEERS;
(2) Dependent’s Date of Birth – extracted from DEERS;
(3) Dependent’s SSN – extracted from DEERS;
(4) Parent or Guardian’s Date of Death – extracted from DMDC Data Base.
D. Number of records that will be matched: DoD reports that about 6,251 children of deceased military sponsors are in the file as of January 1, 2017, and thus would be included in the files sent to ED. As new children are added to the DEERS system, those additional records will be covered under this CMA, as applicable.
RECORDS DESCRIPTION. 1. From AEs to CMS. AEs will send data identifying Applicants, Enrollees, and Relevant Individuals, via the Hub as part of the request for data or verification of attestations on an application for eligibility for enrollment in a Qualified Health Plan through a Marketplace, another Insurance Affordability Program or certification of exemption. These data elements the AE may submit via the Hub may include the following:
a. Social Security Number (if applicable).
b. Last Name.
c. First Name.
d. Date of Birth.
RECORDS DESCRIPTION. 1. Records to be matched:
a. ED system of records: Federal Student Aid Application File (18-11-01). The ED system of records notification was last published in the Federal Register on August 3, 2011 (76 FR 46774).
b. DHS-USCIS system of records: Systematic Alien Verification for Entitlements (SAVE)
RECORDS DESCRIPTION. 1. Records to be matched:
a. ED system of records: Federal Student Aid Application File (18-11-01). The ED system of records notification was last published in the Federal Register on August 3, 2011 (76 FR 46774).
b. DHS-USCIS system of records: Systematic Alien Verification for Entitlements (SAVE) System of Records. The DHS-USCIS system of records notification was last published in the Federal Register on November 8, 2016 (81 FR 78619).
2. Data elements contained within the Federal Student Aid Application File to be matched with the DHS-USCIS VIS database:
a. Alien registration number;
b. First and last name;
x. Xxxx of birth; and
d. Current Social Security number When a record containing the above data elements is matched with the DHS- USCIS VIS database, the following data elements are added to the record and returned to ED:
a. Primary or secondary verification number;
b. Date of entry into the United States;
c. Country of birth;
d. DHS-USCIS status code; and
e. Eligibility message code.
3. Number of records: On a monthly basis, approximately 49,298 records from ED will be matched against the VIS database, which consists of more than 60 million alien records.
