NAVY SCHOOL MANAGEMENT MANUAL

Specific content of a student record and the procedures for
maintaining those records will vary between training
activities due to the type of training provided and the
method used to store the records. "A" school courses for
example, may require different student information than "F"
school courses. Method of storage may vary based on the
information technology (IT) equipment and software programs
available to a command.
The intent of the following is to standardize the general
information contained in the student records. For this
purpose, all records will contain background data and
student progress data appropriate to the type of training
provided.
Background data is normally available in the student's
service record and includes student name, age, Social
Security Number, highest educational level attained,
ASVAB scores, test version, and list of technical
schools previously completed.
Student progress data may include test scores,
acceleration data, remediation data, setback data,
counseling data, Academic Review Board actions,
disenrollment disposition, and graduation date/drop
date.
This information may be used to assess the needs of
individual students by identifying students for
possible advanced placement, assisting instructional
personnel in solving individual learning problems, and
determining if course prerequisites have been met.
If students do not meet course prerequisites, a
message will be forwarded to the losing command and
NETC describing the reason the student did not meet
the prerequisite.
7.2. Personal Information Safeguards
Access to a student record is restricted to the student,
those who maintain student records and those who are
directly involved with the student's training or
evaluation. A record may be disclosed to other DOD
personnel, who have a need for the record in the
performance of their duties, provided this use is
compatible with the purpose for which the record is
maintained. It is the responsibility of all personnel with
access to a student record to prevent the unauthorized
disclosure of personal information contained within it.
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NAVEDTRA 135C