Requesting a Record under the Privacy Act (PA)

Minimum Requirements of a PA Request:

• Your Request must be prepared in writing.
• Requests must include at a minimum your full name, date of birth, place of birth, and complete current postal address.
• Label your Request "Privacy Act Request" on the request, as well as the envelope/e-mail.
• Individuals seeking access to records about themselves that are maintained in a PA system of records must provide specific identifying data to enable a reasonable search for the requested record.  Alpha or dates of attendance are usually sufficient for those seeking their midshipman record.  Do not include Social Security Numbers unless asked to do so by the Privacy Coordinator.
• Proof of identity is required.  To meet this requirement, requesters can submit their requests with a notarized signature and date, include an unsworn declaration (below) on the request prior to signing and dating, or submit USNA 5211/2 which includes all the above requirements.  Please note, only physical signatures or *DoD approved digital signatures (DoD approved PKI) will be accepted.
  
  If executed without the United States:
  “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)”.
  
  If executed within the United States, its territories, possessions, or commonwealths:
  “I declare (or certify, verify, or state) under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature)”.

• Identify the specific PA system of records notice for which you seek this information (DON (USN and USMC) SORNS).
• Individuals may authorize the release of all or part of their records to anyone they choose provided they submit a signed authorization to USNA.  Such authorization must specifically state the records to which the individual may have access.
• Individuals may be accompanied by anyone they choose when seeking to review their records.  In such instance, the USNA requires the individual to provide a written authorization to allow the record to be discussed in front of the other person.  This is only available for non-exempt systems.  

First Party Requesters will be Granted Access to their Records Under the Provisions of the PA, Unless:

• They did not properly identify the records being sought; did not sign their request; and/or failed to provide sufficient identifying data to locate the requested record(s);
• They are seeking access to information in a system of records that is exempt from disclosure in whole or in part under the provisions of the PA;
• They are seeking access to information that was compiled in anticipation of a civil action or proceeding [i.e.,(d)(5) applies.] The term “civil action or proceeding” includes quasi-judicial and pre–trial judicial proceedings, as well as formal litigation. However, this does not prohibit access to records compiled or used for purposes other than litigation or to records frequently subject to litigation. The information must have been compiled for the primary purpose of litigation to be withheld under 5 U.S.C. §552a (d)(5); or
• They are seeking access to information contained in the system that is currently and properly classified [see 5 U.S.C. §552a (k)(1)].

Submit Your Request

You may submit your request by one of the following methods:

• Electronic:   SecureRelease™ Portal   

      -Create Account     
      -Create New Request   
      -Choose United States Navy as "Agency"
      -Choose United States Naval Academy as "Component"
      -Choose the Type of Requester that best fits you
      -Choose Privacy Act Request as "Request Type"

        Requesters must submit proof of identity.  The easiest method to satisfy this requirement is to fill out and sign USNA 5211/2 USNA  Authorization for Disclosure of Records, please note only physical or DoD approved signatures will be accepted. This form should be uploaded to the request in SecureRelease, sent to privacy@usna.edu, or mailed to the address below.  Please indicate in your request which method you used to send the release. 

• Official Transcripts Only: 
  Official Transcripts must be obtained directly through the Registrar's Office.

• U.S. Mail: 
  Superintendent, U.S. Naval Academy
  Attention: Privacy Act Coordinator
  121 Blake Road
  Annapolis, MD 21402-1300

     Requesters must submit proof of identity.  The easiest method to satisfy this requirement is to fill out and sign USNA 5211/2 USNA  Authorization for Disclosure of Records, please note only physical or DoD approved signatures will be accepted. This form should be submitted with your request for records.

*Digital signatures are the preferred method for required signatures as they use digital certificates to verify authenticity.  E-signatures may get invalidated or "stripped" when being sent via email. If using an e-signature, we suggest utilizing one of the methods below to prevent invalidation if sending via email.

How to Preserve E-Signatures

• Use "Save a Certified Copy": After signing in Adobe, use this feature (often found under the signature panel or "Apply" button) to lock the PDF and prevent future edits, ensuring integrity.
• Use Adobe Sign (Acrobat Sign): This cloud-based service manages the signing process and audit trail securely, making it robust against stripping.
•  Save as a new file carefully: Instead of "Save As," some users find File > Save a Copyworks better to create a new file without affecting the original signature.