Explain the circumstances that make the collection of information necessary. Identify any legal or administrative requirements that necessitate the collection. Attach a copy of the appropriate section of each statute and regulation mandating or authorizing the collection of information.
Section 703 of the Higher Education Act of 1965, as amended, authorizes the Secretary to award fellowships under the Jacob K. Javits Fellowship Program for graduate study in the arts, humanities, and social sciences. The fellowships support graduate students of superior ability selected on the basis of demonstrated achievement, exceptional promise and financial need. Grants are awarded to the institutions of higher education where the fellows are enrolled as graduate students, and may last for up to four years. Each fellow’s need must be assessed and reported each year, along with a continuing fellow’s academic progress as determined by the institution. The U.S. Department of Education has administered the Jacob K. Javits Fellowship Program since 1986.
The regulations governing the Jacob K. Javits Fellowship Program are in 34 CFR Part 650.
The Education Department General Administrative Regulations (EDGAR) requires grantees to submit performance reports annually [see 34 CFR Part 74.51, 34 CFR Part 75, Section 75.118 and 75.720].
The Javits award is a four-year fellowship; renewal for each fellow is dependent on continued academic progress as determined by the institution. In addition, the stipend portion of the fellowship is determined by the individual’s financial need and must be reassessed each year. In order to make new and non-competing continuation awards for Javits fellows, institutions of higher education (IHEs) currently certify the academic progress of each fellow and report on the fellow’s financial need. At the end of the four-year project period, grantee institutions must complete a Final Performance Report that addresses the current status of funded fellows and collects financial data reflecting the expenditure of funds throughout the grant period.
The current Final Performance Report Package for the Jacob K. Javits Fellowship Program (OMB No. 1840-0752) will expire on September 30, 2007. The report form provides the necessary information to evaluate the effectiveness of the funded fellowships. Without such critical data on the progress and performance of Javits fellows, it is not possible to measure the success of the projects, or of the program. The data provided in the Final Performance Report also assists program staff in further developing useful technical assistance methods for grantees. The information to be requested in the Final Performance Report is in response to both congressional inquiries and the requirements of the Government Performance and Results Act (GPRA).
Program staff have revised the Final Performance Report based on an analysis of respondent comments and an evaluation of the data provided by the report. Program staff believe that the revised report will improve the clarity of the document, reduce burden on respondents, and more effectively collect the data necessary to evaluate the projects’ performance and address updated GPRA requirements. Although program staff believe that burden hours for respondents decrease as a result of these revisions, the current burden estimate of six hours per response remains the same, pending feedback from respondents after the approved revised Final Performance Report is implemented.
Indicate how, by whom, and for what purpose the information is to be used. Except for a new collection, indicate the actual use the agency has made of the information received from the current collection.
The Final Performance Reports will be reviewed by program staff to ensure the projects’ compliance with the program statute and regulations, and to evaluate the projects’ overall success in meeting the goals of the program. Information provided in the report includes the amount of time needed by Javits fellows to obtain their respective degrees, and their employment status after graduation. Program staff have used this information in past years to respond to inquiries regarding program effectiveness, especially as related to GPRA and PART.
3. Describe whether, and to what extent, the collection of information involves the use of automated, electronic, mechanical, or other technological collection techniques or forms of information technology, e.g. permitting electronic submission of responses, and the basis for the decision of adopting this means of collection. Also describe any consideration of using information technology to reduce burden.
The Javits program currently utilizes an electronic version of the currently approved performance data collection instrument, which is accessed online by grantees. Currently, 100% of these reports are completed online and submitted electronically.
4. Describe efforts to identify duplication. Show specifically why any similar information already available cannot be used or modified for use of the purposes described in Item 2 above.
The collection and use of this information is not duplicated within the U.S. Department of Education or any other government entity.
5. If the collection of information impacts small businesses or other small entities (Item 5 of OMB Form 83-I), describe any methods used to minimize burden.
The collection of this information has no impact on small businesses or other small entities.
6. Describe the consequences to Federal program or policy activities if the collection is not conducted or is conducted less frequently, as well as any technical or legal obstacles to reducing burden.
If the data requested in this Final Performance Report is not collected, program staff will not be able to determine whether or not funded projects were completed successfully and in accordance with the program statute and regulations. In addition, evaluation of the program based on GPRA performance indicators, or on other program evaluation criteria established by Department policies, will not be possible.
7. Explain any special circumstances that would cause an information collection to be conducted in a manner:
requiring respondents to report information to the agency more often than quarterly;
requiring respondents to prepare a written response to a collection of information in fewer than 30 days after receipt of it;
requiring respondents to submit more than an original and two copies of any document;
requiring respondents to retain records, other than health, medical, government contract, grant-in-aid, or tax records for more than three years;
in connection with a statistical survey, that is not designed to produce valid and reliable results than can be generalized to the universe of study;
requiring the use of a statistical data classification that has not been reviewed and approved by OMB;
that includes a pledge of confidentiality that is not supported by authority established in statute or regulation, that is not supported by disclosure and data security policies that are consistent with the pledge, or which unnecessarily impedes sharing of data with other agencies for compatible confidential use; or
requiring respondents to submit proprietary trade secrets, or other confidential information unless the agency can demonstrate that it has instituted procedures to protect the information’s confidentiality to the extent permitted by law.
There are no circumstances that would cause this information collection to be conducted in this manner.
If applicable, provide a copy and identify the date and page number of publication in the Federal Register of the agency’s notice, required by 5 CFR 1320.8(d), soliciting comments on the information collection prior to submission to OMB. Summarize public comments received in response to that notice and describe actions taken by the agency in response to these comments. Specifically address comments received on cost and hour burden.
Describe efforts to consult with persons outside the agency to obtain their views on the availability of data, frequency of collection, the clarity of instruction and record keeping, disclosure, or reporting format (if any), and on the data elements to be recorded, disclosed, or reported.
Consultation with representatives of those from whom information is to be obtained or those who must compile records should occur at least once every 3 years – even if the collection of information activity is the same as in prior periods. There may be circumstances that may preclude consultation in a specific situation. These circumstances should be explained.
We will publish the appropriate 60- and 30-day Federal Register Notices to allow for public comment. Requests for data on Javits fellows have come from students, grantees, Javits fellows, professional associations and Members of Congress. The collection attached reflects the comments and requests of these groups, as well as clarifications based on questions to program staff. Data from all of these sources have been used to calculate hour and cost burden to respondents.
9. Explain any decision to provide any payment or gift to respondents, other than remuneration of contractors or grantees.
No payment or gifts are provided to respondents.
10. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy.
The proposed data to be collected in the Final Performance Report will be subject to the requirements of the Privacy Act, as the reports will contain information regarding individual Javits fellows. Any collected data made public would only be presented in aggregate, and would not include personal information.
11. Provide additional justification for any questions of a sensitive nature, such as sexual behavior and attitudes, religious beliefs, and other matters that are commonly considered private. The justification should include the reasons why the agency considers the questions necessary, the specific uses to be made of the information, the explanation to be given to persons from whom the information is requested, and any steps to be taken to obtain their consent.
No questions of a sensitive nature are asked in this report.
Provide estimates of the hour burden of the collection of information. The statement should :
Indicate the number of respondents, frequency of response, annual hour burden, and an explanation of how the burden was estimated. Unless directed to do so, agencies should not conduct special surveys to obtain information on which to base hour burden estimates. Consultation with a sample (fewer than 10) of potential respondents is desirable. If the hour burden on respondents is expected to vary widely because of differences in activity, size, or complexity, show the range of estimated hour burden, and explain the reasons for the variance. Generally, estimates should not include burden hours for customary and usual business practices.
If this request for approval covers more than one form, provide separate hour burden estimates for each form and aggregate the hour burdens in item 13 of OMB Form 83-I.
Provide estimates of annualized cost to respondents of the hour burdens for collections of information, identifying and using appropriate wage rate categories. The cost of contracting out or paying outside parties for information collection activities should not be included here. Instead, this cost should not be included in Item 14.
Respondent Type |
Number of Respondents |
Frequency of Response |
Hours |
Total Burden Hours |
IHE |
20 |
Annual |
6 |
120 |
Totals |
20 |
|
6 |
120 |
Respondent Type |
Number of Respondents |
Frequency of Response |
Hours |
Total Burden Hours |
Wage |
Total Cost |
IHE |
20 |
Annual |
6 |
120 |
$22 /hour |
$2,640 |
Totals |
20 |
|
6 |
120 |
|
$2,640 |
13. Provide an estimate of the total annual cost burden to respondents or record keepers resulting from the collection of information. (Do not include the cost of any hour burden shown in Items 12 and 14.)
The cost estimate should be split into two components: (a) a total capital and start-up cost component (annualized over its expected useful life); and (b) a total operation and maintenance and purchase of services component. The estimates should take into account costs associated with generating, maintaining, and disclosing or providing the information. Include descriptions of methods used to estimate major cost factors including system and technology acquisition, expected useful life of capital equipment, the discount rate(s), and the time period over which costs will be incurred. Capital and start-up costs include, among other items, preparations for collecting information such as purchasing computers and software; monitoring, sampling, drilling and testing equipment; and record storage facilities.
If cost estimates are expected to vary widely, agencies should present ranges of cost burdens and explain the reasons for the variance. The cost of contracting out information collection services should be a part of this cost burden estimate. In developing cost burden estimates, agencies may consult with a sample of respondents (fewer than 10), utilize the 60-day pre-OMB submission public comment process and use existing economic or regulatory impact analysis associated with the rulemaking containing the information collection, as appropriate.
Generally, estimates should not include purchases of equipment or services, or portions thereof, made: (1) prior to October 1, 1995, (2) to achieve regulatory compliance with requirements not associated with the information collection, (3) for reasons other than to provide information or keep records for the government, or (4) as part of customary and usual business or private practices.
Total Annualized Capital/Startup Cost : $ .00
Total Annual Costs (O&M) : .00
Total Annualized Costs Requested : $ .00
The only costs would be for customary and usual business practices.
14. Provide estimates of annualized cost to the Federal government. Also, provide a description of the method used to estimate cost, which should include quantification of hours, operational expenses (such as equipment, overhead, printing, and support staff), and any other expense that would not have been incurred without this collection of information. Agencies also may aggregate cost estimates from Items 12, 13, and 14 in a single table.
Task |
Cost |
Hours |
Number |
Hours Total |
Total Cost to USG |
Securing OMB approval (every 3 years) |
$42/hr |
55 |
|
55 |
$2,310 |
Reports Design (every 3 years) |
$42/hr |
16 |
|
16 |
$672 |
Review Of Forms by Staff |
$42/hr |
2 each |
20
|
40 |
$1,680 |
Totals |
|
|
|
|
$4,662 |
15. Explain the reasons for any program changes or adjustments reported in Items 13 or 14 of the OMB Form 83-I.
The reported changes in hour and cost burden to the respondent are the result of a recalculation of the number of grantee institutions submitting this report annually. Previously, burden hours were calculated based on the number of respondents equaling an estimate of the number of active grants (115). Recalculations based on an estimate of only those grantees who will actually be completing the Final Performance Report (20) resulted in a lower burden estimate.
The reduction in cost to the U.S. Government result from the elimination of paperwork (such as printing, mailing, and logging in of hard copy reports), as the collection is now conducted electronically.
16. For collections of information whose results will be published, outline plans for tabulation and publication. Address any complex analytical techniques that will be used. Provide the time schedule for the entire project, including beginning and ending dates of the collection of information, completion of report, publication dates, and other actions.
The U.S. Department of Education does not plan to publish any information from this collection.
17. If seeking approval to not display the expiration date for OMB approval of the information collection, explain the reasons that display would be inappropriate.
The U.S. Department of Education will display the expiration date for the OMB approval for this data collection.
18. Explain each exception to the certification statement identified in Item 20, “Certification for Paperwork Reduction Act Submissions,” of OMB Form 83-I.
No exceptions are being requested for this information collection.
The agency should be prepared to justify its decision not to use statistical methods in any case where such methods might reduce burden or improve accuracy of results. When Item 17 on Form 83-I is checked “Yes,” the following documentation should be included in the Supporting Statement to the extent that it applies to the methods proposed:
Describe the potential respondent universe (including a numerical estimate) and any sampling or other respondent selection method to be used. Data on the number of entities (e.g., establishments, state and local government units, households, or persons) in the universe covered by the collection and in the corresponding sample are to be provided in tabular form for the universe as a whole and for each of the strata in the proposed sample. Indicate expected response rates for the proposed sample. Indicate expected response rates for the collection as a whole. If the collection had been conducted previously, include the actual response rate achieved during the last collection.
Describe the procedures for the collection of information, including:
Statistical methodology for stratification and sample selection.
Estimation procedure.
Degree of accuracy needed for the purpose described in the justification.
Unusual problems requiring specialized sampling procedures, and
Any use of periodic (less frequent than annual) data collection cycles to reduce burden.
Describe methods to maximize response and to deal with issues of non-response. The accuracy and reliability of information collected must be shown to be adequate for intended uses. For collections based on sampling, a special justification must be provided for any collection that will not yield “reliable” data that can be generalized to the universe studied.
Describe any tests of procedures or methods to be undertaken. Testing is encouraged as an effective means of refining collections of information to minimize burden and improve utility. Tests must be approved if they call for answers to identical questions from 10 or more respondents. A proposed test or set of tests may be submitted for approval separately or in combination with the main collection of information.
Provide the name and telephone number of individuals consulted on statistical aspects of the design and the name of the agency unit, contractor(s), grantee(s), or other persons who will actually collect and/or analyze the information for the agency.
This information collection does not employ statistical methods.
| File Type | application/msword |
| File Title | Supporting Statement for Paperwork Reduction Act Submission |
| Author | epsbeaton |
| Last Modified By | Tara.Bell |
| File Modified | 2007-08-22 |
| File Created | 2007-08-22 |