OMB15-SupportingStatement-SemiFinal

Supporting Statement A for
NIH Office of Intramural Training & Education Application
NIH/OD/OIR/OITE
April 2016

Sharon Milgram, Ph.D.
Director, Office of Intramural Training & Education
National Institutes of Health
2 Center Drive: Building 2 / 2E06
Bethesda, Maryland 20892-0234
Phone: 301-594-9605
Fax: 301-594-9606
E-mail: [email protected]
Web: http://www.training.nih.gov

Table of Contents
A1. Circumstances Making the Collection of Information Necessary ........................................... 4
A2. Purpose and Use of the Information Collection ...................................................................... 5
A3. Use of Information Technology and Burden Reduction .......................................................... 8
A4. Efforts to Identify Duplication and Use of Similar Information ................................................ 8
A5. Impact on Small Businesses or Other Small Entities ............................................................. 8
A6. Consequences of Collecting the Information Less Frequently ............................................... 8
A7. Special Circumstances Relating to the Guidelines of 5 CFR 1320.5 ..................................... 9
A8. Comments in Response to Federal Register Notice & Efforts to Consult Outside Agency .... 9
A9. Explanation of Any Payment or Gift to Respondents ............................................................. 9
A10. Assurance of Confidentiality Provided to Respondents ..................................................... 10
A11. Justification for Sensitive Questions ................................................................................... 11
A12. Estimates of Hour Burden Including Annualized Hourly Costs .......................................... 12
A13. Estimate of Other Total Annual Cost Burden to Respondents or Recordkeepers ............. 14
A14. Annualized Cost to the Federal Government ..................................................................... 14
A15. Explanation for Program Changes or Adjustments ............................................................ 15
A16. Plans for Tabulation and Publication and Project Time Schedule ...................................... 16
A17. Reason(s) Display of OMB Expiration Date Is Inappropriate ............................................. 17
A18. Exceptions to Certification for Paperwork Reduction Act Submissions .............................. 17

2

Attachments for Accessing Specific OITE Sponsored Training Program Descriptions,
Applications, Directions, and Frequently Asked Questions
1. Summer Internship Program – Application
2. Summer Internship Program – Amgen Scholars at NIH – Supplemental Application
3. Summer Internship Program – High School Scientific Training Enrichment Program –
Contact Information
4. NIH Visit Week – Application
5. Undergraduate Scholarship Program – Application
6. Undergraduate Scholarship Program – Certificate of Exceptional Financial Need
7. Undergraduate Scholarship Program – Renewal Application for Scholars
8. Undergraduate Scholarship Program – Deferment Form for Scholars
9. Undergraduate Scholarship Program – Scholar Contract
10. Undergraduate Scholarship Program – Evaluation of Scholar During Payback Period
11. Postbaccalaureate / Technical Training Program Application
12. NIH Academy – Supplemental Application
13. Graduate Partnerships Program – Application for Admission
14. Graduate Partnerships Program – Registration for Admission
15. Graduate Partnerships Program – Interview Experience Survey
16. Evaluation – Recommendation Letters for Training Programs
17. Survey – Optional Statistics
18. Privacy Act Applicability
19. Privacy Impact Assessment

3

A1. Circumstances Making the Collection of Information Necessary
The Office of Intramural Training & Education (OITE) administers a variety of programs and
initiatives to recruit pre-college through post-doctoral educational level individuals into the
National Institutes of Health Intramural Research Program (NIH-IRP) to facilitate their
development into future biomedical scientists.
The legal authority granted to NIH to train future biomedical scientists comes from several
sources. Title 42 of the U.S. Code, Sections 241 and 282(b)(13) authorize the Director, NIH, to
conduct and support research training for which fellowship support is not provided under Part
487 of the Public Health Service (PHS) Act (i.e., National Research Service Awards), and that is
not residency training of physicians or other health professionals. Sections 405(b)(1)(C) of the
PHS Act and 42 U.S.C. Sections 284(b)(1)(C)] and 285-287 grant this same authority to the
Director of each of the Institutes/Centers at NIH.
Identification of participants to matriculate into the programs and initiatives comes from
applications and related forms hosted through the OITE Web site https://www.training.nih.gov:
1. High School Scientific Training & Enrichment Program (HiSTEP)
2. Summer Internship Program in Biomedical Research (SIP)
3. Community College Summer Enrichment Program (CCSEP)
4. Graduate Student Opportunities to Advance Research (G-SOAR)
5. Post-Baccalaureate Training Program (PBT)
6. NIH Academy
7. Technical Training Program (PBT)
8. Graduate Partnerships Program (GPP)
9. Amgen Scholars at NIH Program
10. Undergraduate Scholarship Program (UGSP)
11. NIH Visit Week
12. Alumni Database
The proposed information collection activity is necessary to determine the eligibility and quality
of potential awardees for traineeships and participation in these programs.
Prospective trainees for admission must apply directly to the NIH, and may be asked to provide
the following information to ensure eligibility: personal information, eligibility criteria, contact
information, student identification number, training program selection, scientific discipline
interests, educational history, standardized examination scores, reference information, resume
components, employment history, employment interests, dissertation research details, letters of
recommendation, financial aid history, sensitive data, future networking contact, travel
information, as well as feedback questions about interviews and application submission
experiences. Sensitive data collected on the applicants’: race, gender, ethnicity, relatives at
NIH, and recruitment method, are made available only to OITE staff members or in aggregate
form to select NIH offices and are not used by the admission committee for admission
consideration.
The principal appointment authority for programs (1) through (9) above is the Intramural
Research Training Award (IRTA). The IRTA program was established in response to studies
showing declining numbers of U.S. college graduates pursuing careers in biomedical research.
The program was designed to facilitate and enhance the systematic development of future U.S.
biomedical scientists by making available unique research training opportunities in laboratories
of the NIH during the formative stages of their academic training or research careers.

4

The IRTA appointment mechanism is restricted to U.S. citizens, non-citizen nationals of the U.S.,
and individuals lawfully admitted for permanent residence in the United States.
The Graduate Partnerships Program (GPP) extends admission to foreign citizens with the
Visiting Fellowship (VF) appointment mechanism. The VF is an award to a foreign scientist
offering advanced research experience and training and not requiring the performance of
services for the NIH. VFs are authorized by section 307 of the Public Health Service Act [42
U.S.C. 242l] and PHS Regulations at 42 CFR, Part 61, Subpart A.
Participants in the Undergraduate Scholarship Program (UGSP) utilize the FTE appointment
mechanism and therefore must be U.S. citizens, U.S. permanent residents or qualifying foreign
nationals.
Amgen Scholars at NIH are funded by the Amgen Foundation and managed by the Foundation
for the National Institutes of Health.
Participants in the NIH Visit Week are visitors and receive financial support from National
Institute of General Medical Sciences (NIGMS).
The financial support provided to participants comes from a variety of sources: appropriated
funds, management funds, NIH-IRP investigators, supply & service funds for the OITE, as well
as donations from foundation(s).
The Alumni Database is open to all former NIH trainees, regardless of the appointment
mechanism. There is no financial support provided to the NIH alumni.
The OMB Clearance Number used to support the information collection for the scholarship
program and training programs is 0925-0299; titled “Office of Intramural Training & Education
Application” with the expiration date of August 31, 2016. This clearance request is being
submitted as a revision because of programmatic changes since the previous clearance
approval in calendar year 2013.

A2. Purpose and Use of the Information Collection
The purpose of the proposed information collection activity is to assure that prospective trainees
to the NIH Intramural Research Program meet basic eligibility requirements; to assess their
potential as future scientists; to determine where mutual research interests exist; and to make
decisions regarding which applicants will be proposed and approved for traineeship awards. In
each case, completing the application is voluntary, but in order to receive due consideration, the
prospective trainee must complete all required fields.
The OITE applications utilize many of the following information fields:
• Personal information (name, date of birth, fluencies, student identification number);
• Parental information for minors (parent name, email address, and phone number);
• Eligibility information (citizenship, certification questions, previous or current affiliation
with NIH, trainee status, financial aid, relative at NIH (name, Institute-Center));
• Contact information (mailing, e-mail, phone for current, permanent and future address);
• Contact information of parents/guardians (phone number, email address, and
relationship to minor);

5

•
•
•
•
•
•
•

•
•
•
•
•
•
•
•

Admission Preferences (training program selection, sub-program selection, InstituteCenter, campus location)
Scientific discipline interests (research interest keywords, Institute-Center);
Educational history (university, academic major, attendance dates, degree
awarded/anticipated, grade point average);
Employment / training history and interests (type of employment / training, organization,
department, address, title, salary, employment package benefits, category);
Standardized examination scores (GRE, MCAT);
Reference information (name, contact information, waive access);
Resume components (cover letter, research experience, publications, presentations,
awards / honors, extracurricular activities, personal statement / research proposal,
evaluate and describe your aptitude);
Dissertation research information;
Sensitive information (gender, race, ethnicity, disability, recruitment method);
Letter of recommendation (letter and evaluation form);
Travel information for candidate interviews;
Future networking contact;
Feedback questions about recruitment resources;
Feedback questions to renew program participation;
Feedback questions about interviews;

Applicants to the Undergraduate Scholarship Program (UGSP) must demonstrate their eligibility
for admission by providing feedback on statements pertaining to:
• Non-delinquent status;
• Information is true, complete, and accurate;
• Authorize release of information about academic, financial, services, etc…
In addition, UGSP applicants must complete the Undergraduate Institution Certification of
Exceptional Financial Need (EFN) form to ensure eligibility based on financial need. Applicants
that become UGSP Scholars must complete the Academic Enrollment Certification and Service
Obligation Deferment Request form if they need to defer the service obligation associated with
the scholarship. UGSP Scholars that wish to continue their scholarship or have not yet fulfilled
the payback requirement must complete the Scholarship Contract.
UGSP scholars that wish to renew their award, must complete a UGSP Renewal Application
that contains additional information about their current academic progress, benefits received
from the UGSP, how participation has impacted career choices, and future goals. A
recommendation letter from an NIH or university mentor is also requested.
Applicants selected to interview and offered admission into the Graduate Partnerships Program
(GPP) will be asked to respond anonymously to feedback questions that will be used to
evaluate the interview process and identify factors that were essential in their decision to accept
or decline the admission offer. Responses to the questions will be used to improve the
interview sessions and recruiting material.
The OITE staff and NIH investigators have access to applications for select programs based on
their affiliation. Access to the information contained in each application is restricted by a login
password that will be regulated and monitored by the OITE staff. For some programs,
investigators select their own trainees; for others, an admission committee makes selections. In
the latter case, as decided by the admissions committee, a student displaying the ability to

6

perform well in a training program will receive a notice to interview for a research-training award.
Depending on the interview results, a student may receive an offer for admission into a training
program of the NIH-IRP.
Over the last several years, the number of trainees in the NIH-IRP has ranged between 4000
and 5000 trainees, with slight variations in the distribution across training programs. To ensure
the entire trainee population is receiving training and mentoring experiences to transition from
student to colleague, the OITE created a series of workshops and activities to address research
skills and career development. Listed below is a small sample of the types of workshops /
activities provided to the trainee populations:
• Orientation
• Scientific Writing Courses
• Teaching Courses
• Mindfulness Course
• Improving Spoken English Programming
• Diversity and Inclusion in a Multicultural Society
• Grant-Writing Workshops
• Leadership and Management Training
• Scientific Skill Development Training (creating posters, giving scientific talks, reading
scientific papers)
• Getting into Graduate School or Professional School
• Career Services
o Advice on Graduate and Professional School
o Mock Interviews
o CV, Resume, and Personal Statement Review
o Help Exploring Career Options
o Exploration of Skills, Values, and Interests as they Relate to Careers
o Career Exploration
o Guidance in Informational Interviewing and Networking
o Job Search Assistance
o Help with Interpersonal Skills such as Assertiveness and Getting Along in the
Laboratory
• Special Events
o Postbaccalaureate Poster Day
o Summer Poster Day
o Graduate & Professional School Fair
o Graduate Student Research Symposium
o Career Symposium
o International Expo
o Fellows Award for Research Excellence (FARE)
• Alumni Database
• Career Blog
• Videocasts and Online Resources
The OITE Alumni Database is designed to track where the NIH-IRP trainees go once they leave
the NIH but also to use the alumni population to further enhance the training experience of the
program matriculants, a service already performed by many university alumni databases. In
addition to basic information previously listed, the following fields are of interest for the Alumni
Database: current status, employment, and future networking contact information.

7

A3. Use of Information Technology and Burden Reduction
The OITE applications are Web based and accessible through the OITE Web site:
https://www.training.nih.gov. Features of the online applications include, but are not limited to
the following elements:
• Edit submitted application to ensure up-to-date information for evaluation
• E-mail confirmation of successful submission of application
• E-mail notice of recommendation request for trainee submission
• E-mail confirmation messages for receipt of the following items: application submitted,
recommendation letter submitted from each reference
• Resend recommendation request via e-mail program
• E-mail notification of application status
In addition, prospective trainees are able to review Web pages hosting Application Directions
and Frequently Asked Questions (FAQs) prior to submitting an application for admission
consideration. The details posted within the Web pages ensure adequate time to carefully
complete and submit a well-organized application. The estimated time to complete an
application is approximately 60-minutes based on a survey of applicants for several application
cycles.
OITE's online system reduces the burden on every applicant by streamlining the application
process, improves agency efficiency and responsiveness to the public, and reduces the
financial cost to applicants (there is no application fee for OITE programs).
A Privacy Impact Assessment (PIA) has been completed and submitted for the application
database system for the OITE programs: RTO (Research & Training Opportunities).

A4. Efforts to Identify Duplication and Use of Similar Information
In general applicants for admission into the OITE programs must submit an application through
the RTO (Research & Training Opportunities) software system because there are no duplicate
sources available, excluding the Graduate Partnerships Program (GPP). Applicants to the
Graduate Partnerships Program (GPP) do have university applications that contain much of the
information required for admission consideration; however, this information is considered
proprietary, therefore inaccessible by the GPP staff and admission committees.

A5. Impact on Small Businesses or Other Small Entities
No small business or other small entities will be affected by the implementation of the Office of
Intramural Training & Education application.

A6. Consequences of Collecting the Information Less Frequently
Without approval to collect applications for the various training programs, the OITE would be
compromised in the ability to identifying highly qualified trainees of various educational levels for

8

the NIH-IRP: summer interns, post-baccalaureates, technical students, and graduate students.
Submitted applications for admission remain active for one year and are then archived /
disposed of based on the NIH policy for Keeping and Destroying Records
(http://go.usa.gov/49xB).

A7. Special Circumstances Relating to the Guidelines of 5 CFR 1320.5
This information collection is consistent with these guidelines. Individuals that submit an
application to OITE do so voluntarily.

A8. Comments in Response to Federal Register Notice and Efforts to Consult Outside
Agency
Notification of this information collection for the OITE Training Programs was originally
published on Tuesday, November 10, 2015 (Vol. 80, No. 217 on pages 69685-69686). No
comments were received during the 60-day notice.
Since the inception of the Office of Intramural Training & Education both formal and
informational consultations with the NIH Office of Human Resources, Intramural Research
Programs of the Institutes-Centers, and university communities have convened to discuss
concerns and ideas about training future biomedical scientists within the NIH Intramural
Research Program (IRP). Specific areas of interest and discussion included but were not
limited to the following:
• Recruitment of high-ability trainees
• Application and interview process
• Requirements for advanced degrees
• Structure of NIH-University partnerships
• Trainee support and stipends
• Development of the NIH trainee community
• Monitoring, steering, and evaluation of training programs
• Faculty composition

A9. Explanation of Any Payment or Gift to Respondents
Neither payments nor gifts will be distributed to individuals to encourage the completion and
submission of an application. However, students matriculating into the NIH-IRP may receive a
stipend, health benefits, and tuition based on eligibility regulations and outside support. For
select OITE programs, financial support is renewable annually up to 5-years based on factors
such as citizenship, research progress, etc. All trainees are supported by NIH investigators’
budgets, Institute-Center budgets, and/or university contributions. First-year graduate students
enrolled in institutional partnerships are supported by the GPP through pooled funds collected
from Institute-Center donations; NIH mentor for dissertation research supports subsequent
years. The UGSP provides scholarship funding up to $20,000.00 for reasonable educational
expenses, while selected UGSP Scholars are at their respective universities. When scholars
return for their payback, the UGSP provides the salary and benefits for students returning
without a terminal degree. For those returning with a terminal degree to conduct their payback,
the UGSP provides half of the salary and benefits. Amgen Scholars at NIH receive financial

9

support from the Amgen Foundation. Participants of the NIH Visit Week receive a grant from
NIGMS. NIH Academy Enrichment Program Scholars are supported through a variety of
mechanisms.

A10. Assurance of Confidentiality Provided to Respondents
Information collected is available only to NIH scientific and program officials who recommend or
approve awards and to administrative, human resources, and financial officials who prepare the
necessary documentation to arrange for stipend payments and to activate, renew, and terminate
approved awards. These individuals are assigned login credentials, including "strong"
passwords that conform to standards used by the NIH Center for Information Technology, and
the online tools these individuals use to access applicant data are restricted to OITE-approved
users. Applicants receive login credentials, including randomly generated or user-defined
passwords, when they first apply. Also, references submit their letters of recommendation via a
password-protected Web site.
The information collected is subject to the Privacy Act, and is collected and maintained in
accordance to the following records system numbers:
• 09-25-0014 – Clinical Research: Student Records, HHS/NIH/OD/OIR/OE
• 09-25-0108 – Personnel: Guest Researchers, Special Volunteers, and Scientists Emeriti,
HHS/NIH/OHRM
• 09-25-0140 – International Scientific Researchers in Intramural Laboratories, ORS/DIRS
• 09-25-0158 – Administration Records of Applicants and Awardees of the Intramural
Research Training Awards Program, HHS/NIH/OD/OE
• 09-25-0165 – Office of Loan Repayment and Scholarship (OLRS), HHS/NIH/OD
The Privacy Act Notification Statement that appears on each application is the following:
The primary use of information collected via the Office of Intramural Training and
Education (OITE) online forms is to evaluate an applicant's qualifications for research
training at the National Institutes of Health (NIH). Information may be used during
admission consideration; in preparing appointment paperwork; and to provide data for
training program evaluation. Information will be disclosed to investigators, members of
advisory committees, OITE staff, and contractors working on our behalf. Additional
disclosures may be made to law enforcement agencies concerning violations of law or
regulation. Application for this program is voluntary. However, in order for the OITE to
process an application, the applicant must complete the required fields.
The legal authority granted to NIH to train future biomedical scientists comes from
several sources. Title 42 of the U.S. Code, Sections 241 and 282(b)(13) authorize the
Director, NIH, to conduct and support research training for which fellowship support is
not provided under Part 487 of the Public Health Service (PHS) Act (i.e., National
Research Service Awards), and that is not residency training of physicians or other
health professionals. Sections 405(b)(1)(C) of the PHS Act and 42 U.S.C. Sections
284(b)(1)(C)] and 285-287 grant this same authority to the Director of each of the
Institutes/Centers at NIH.
OITE utilizes one contractor for the application databases: Research & Training Opportunities
(RTO), each form accessible through a Web browser.

10

The RTO software Contractor adheres to the security guidelines contained within the DHHS
Automated Information Systems Security Program (AISSP) Handbook. Software development
is performed on a shared NIH server residing inside the NIH firewall. Development occurs on
contractor-owned servers, with staging occurring on NIH servers. All contract employees are
subject to a National Agency Check and Inquiry (NACIC) Investigation plus a Credit Check.
Information contained in the archive database is protected in a similar manner as the original
database.

A11. Justification for Sensitive Questions
The OITE applications do not contain sensitive questions as described in the Points to Consider
in A.11. These applications do collect Personally Identifiable Information (PII), including: name,
contact information, education, financial aid history, and employment history.
Information about whether an applicant has a relative at the NIH is collected to ensure
compliance with the NIH Nepotism Chapter 2300-310-1 (see http://go.usa.gov/49aj).
Participants of the HiSTEP program provide name and contact information (including phone
number, email address, and relationship) for their parents / legal guardians for participation in
an orientation and completion of appointment paperwork two-months before the start of the
program.
In addition, applicants to the training programs are invited to voluntarily complete and submit a
brief survey used to assess equitable access based on: race/ethnicity, gender, birth year, and
disabilities. Results of the optional survey are only presented in aggregate and restricted to
OITE staff members. Training within the NIH laboratories can accommodate special needs of
the trainee.

A12. Estimates of Hour Burden Including Annualized Hourly Costs
The estimated time to complete the OITE online applications is 60-minutes, which is based on a
survey completed by applicants to the training programs. Applicants are able to revisit their
submissions to enhance information already provided within their record. Because these
enhancements are not required for the application, time associated with these actions is not
included in the estimate to complete and submit the application. The burden statement for
applicants is as follows:
Public reporting burden for this collection of information is estimated to average 60minutes per submission, including the time for reviewing instructions and frequently
asked questions and entering data in the form fields. An agency may not conduct or
sponsor, and a person is not required to respond to, a collection of information unless it
displays a currently valid OMB control number. Send comments regarding this burden
estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, to: NIH, Project Clearance Branch, 6705 Rockledge Drive, MSC
7974, Bethesda, MD 20892-7974, ATTN: PRA 0925-0299. Do not return the completed
form to this address.

11

The estimated time to complete the OITE online recommendation form and evaluation table is
15-minutes. References are able to revisit their submissions to enhance information already
provided. Because these enhancements are not required for the letter of recommendation or
evaluation table, time associated with these actions is not included in the estimate to complete
and submit. The burden statement for references and university financial aid staff is as follows:
Public reporting burden for this collection of information is estimated to average 15minutes per response, including the time for reviewing instructions. An agency may not
conduct or sponsor, and a person is not required to respond to, a collection of
information unless it displays a currently valid OMB control number. Send comments
regarding this burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to: NIH, Project Clearance Branch, 6705
Rockledge Drive, MSC 7974, Bethesda, MD 20892-7974, ATTN: PRA (0925-0299). Do
not return the completed form to this address.
Table A12-1. Estimates of Hour Burden: The following table displays the estimated hour burden
for each form included in this project.
Estimated
Number of Estimated Estimated
Responses
Total
Total
Estimated
Annually
Annual
Annual
Number of
Per
Burden
Burden
Type of Respondent
Respondents Respondent
Hours
Hours
Summer Internship Program Application
7,525
1
1
7,525
Amgen Scholars at NIH Program Supplemental Application
300
1
3 / 60
15
High School Scientific Training &
Enrichment Program - Contact
Information
40
1
3 / 60
2
NIH Visit Week - Application
30
1
1
30
Undergraduate Scholarship Program
(UGSP) - Application
150
1
1
150
Undergraduate Scholarship Program Certificate of Exceptional Financial
Need (Completed by Applicant)
300
1
3 / 60
15
Undergraduate Scholarship Program Certificate of Exceptional Financial
Need (Completed by University Staff)
300
1
15 / 60
75
Undergraduate Scholarship Program
(UGSP) - Renewal Application
15
1
1
15
Undergraduate Scholarship Program Deferment Form (Completed by UGSP
Scholar)
40
1
3 / 60
2
Undergraduate Scholarship Program Deferment Form (Completed by
University Staff)
40
1
15 / 60
10
Undergraduate Scholarship Program Scholar Contract
30
1
10 / 60
5

12

Undergraduate Scholarship Program Evaluation of Scholar PayBack Period
Postbaccalaureate / Technical Training
Program - Application
NIH Academy Training Program Supplemental Application
Graduate Partnerships Program Application
Graduate Partnerships Program Registration
Graduate Partnerships Program Interview Experience Survey (60%
Response Rate)
Evaluation - Recommendation Letters
for Prospective Students
Survey - Optional Statistics (Majority of
Programs; 25% Response Rate)
Totals

50

1

15 / 60

13

2,050

1

1

2,050

225

1

1

225

275

1

1

275

150

1

1

150

30

1

10 / 60

5

22,570

1

15 / 60

5,643

2,571
36,691

1
N/A

3 / 60
N/A

129
16,334

Table A12-2. Annualized Cost to Respondents: The following table indicates the annualized
cost to respondents. Hourly wage rates for trainees are based on the 2011-2012 NIH
IRTA/Visiting Fellow Trainee Stipends. See http://go.usa.gov/49cA.

Type of Respondent

Estimated
Number of
Respondents

Estimated
Total
Annual
Burden
Hours

Hourly
Wage
Based
on NIH
Stipend

Burden
Cost

7,525

7,525

$12.34

$92,858.50

300

15

$12.34

$185.10

40

2

$10.04

$20.08

30

30

$12.34

$370.20

150

150

$12.34

$1,851.00

300

15

$12.34

$185.10

Summer Internship Program Application
Amgen Scholars at NIH Program Supplemental Application
High School Scientific Training &
Enrichment Program - Contact
Information
NIH Visit Week - Application
Undergraduate Scholarship Program
(UGSP) - Application
Undergraduate Scholarship Program Certificate of Exceptional Financial
Need (Completed by Applicant)

13

Undergraduate Scholarship Program Certificate of Exceptional Financial
Need (Completed by University Staff)

300

75

$19.03

$1,427.25

15

15

$12.34

$185.10

40

2

$15.57

$31.14

40

10

$19.03

$190.30

Undergraduate Scholarship Program Scholar Contract

30

5

$12.34

$61.70

Undergraduate Scholarship Program Evaluation of Scholar PayBack Period

50

123

$60.10

$781.32

Postbaccalaureate/Technical Training
Program - Application

2,050

2,050

$13.79

$28,269.50

NIH Academy Training Program Supplemental Application

225

225

$13.79

$3,102.75

Graduate Partnerships Program Application

275

275

$15.17

$4,171.75

150

150

$15.17

$2,275.50

30

5

$15.17

$75.85

Evaluation - Recommendation Letters
for Prospective Students

22,570

5,643

$60.10

$339,153.33

Survey - Optional Statistics (Majority of
Programs; 25% Response Rate)
Totals

2,571
36,691

129
16,334

$12.76
N/A

$1,646.04
$476,841.51

Undergraduate Scholarship Program
(UGSP) - Renewal Application
Undergraduate Scholarship Program Deferment Form (Completed by UGSP
Scholar)
Undergraduate Scholarship Program Deferment Form (Completed by
University Staff)

Graduate Partnerships Program Registration
Graduate Partnerships Program Interview Experience Survey (60%
Response Rate)

A13. Estimate of Other Total Annual Cost Burden to Respondents or Record Keepers
There are no capital costs, operating costs, or maintenance costs to report.

A14. Annualized Cost to the Federal Government
Over the last decade, the OITE has been using online application systems for the collection and
processing of information submitted by prospective trainees for participation in the NIH-IRP
training programs and special events. Through the years, these applications have been merged
and enhanced based on changes in the trainee environment and administration needs. At
present, the OITE has a contract for the Research and Training Opportunities (RTO) application
system. A summary of the contract duration and cost is presented in the table below. On
average, the annual cost of the RTO application system is $337,193.33.

14

Table A14-1. Cost to the Federal Government

Cost Descriptions
Federal Oversight
Deputy Director
Program Analyst
Program Analyst
Contractor Cost
Senior Engineer / Analyst
Engineer / Analyst
Travel
Other Cost
Total Costs

Grade / Salary
Step
($/hour)

% of Effort
Fringe
Total Cost
(hours/week) (if applicable) to Gov’t
$11,812
$55,000
$27,500

$136.00
$98.92

96
3,160

0.00 $13,056
0.00 $312,596
0
0
$419,964

The annual cost for the support of the OITE application system is approximately $419,964,
annually.
A15. Explanation for Program Changes or Adjustments
The OITE currently uses 0925-0299 to cover the collection of information for the various training
programs and special events of the NIH Intramural Research Program. There have been many
changes to the OITE training programs since 2013. In particular, several new subprograms
have been added to expose students interested in biomedical careers to the various options
available to their career development.
The following items have yielded a reduction in the respondent burden:
• The survey used to estimate the burden to complete and submit an application has been
retired. Results from the last several years indicate the estimates used for 0925-0299
are valid and no modification needed. In fact, the OITE uses an estimated time of 60minutes even though the vast majority of applicants complete the online forms closer to
45-minutes.
• The OITE is no longer collecting applications for the National Graduate Student
Research Conference, hence this application removal from this clearance request.
• The OITE removed the Alumni Database from this clearance request because members
are not prospective trainees.
The following items have yielded an increase in the respondent burden:
• Creation of the High School Scientific Training & Enrichment Program (HiSTEP) for high
school students.
• Creation of the Amgen Scholars at NIH program for undergraduate students.
• Collection of applications for the NIH Visit Week, funded by NIGMS.
• The OITE has included the NIH Academy program application since both current and
prospective postbaccalaureate trainees are able to complete the application prior to
receiving a formal invitation to participate in the Postbaccalaureate Training Program;
prerequisite for admission into the NIH Academy.

15

Overall, these modifications have resulted in a decrease in the respondent burden by 2,080
hours.
Table A15-1. Change in Burden Hours
OMB Clearance Year
Burden Hours
Current Submission (Year 2015)
16,334
Previous Submission (Year 2013)
18,414
Difference (Current – Previous)
-2,080

A16. Plans for Tabulation and Publication and Project Time Schedule
The information collected in the OITE applications will not be published for the general public
but will be used for annual program assessments and more comprehensive program reviews on
five-year increments that assess services provided to the NIH trainee community by the OITE.
Federal regulations for the protection of human subjects do not apply to this activity.
Each training program has specific application opening and closing dates as well as admission
procedures. The following list gives a general overview of the admission process for the training
programs, though some programs use truncated versions of this procedure.
1.
2.
3.
4.
5.
6.
7.
8.

Collection of applications
Investigators review applications for invitations to interview
Select applicants receive invitation to interview
Applicants are interviewed for admission
Investigators rank interviewed applicants for admission offers
Admission offers sent to select interviewed applicants
Rejection letters sent to all other applicants
Participants added to NIH trainee population

Table A16-1. Project Time Schedule: Application Opening and Closing Dates
Type of Respondent
Open Date
Summer Internship Program - Application
November
Amgen Scholars at NIH Program - Supplemental Application
November
High School Scientific Training & Enrichment Program Contact Information
April
NIH Visit Week - Application
January
Undergraduate Scholarship Program (UGSP) - Application
January
Undergraduate Scholarship Program - Certificate of
Exceptional Financial Need (Completed by Applicant)
January
Undergraduate Scholarship Program - Certificate of
Exceptional Financial Need (Completed by University Staff)
January
Undergraduate Scholarship Program (UGSP) - Renewal
Application
June

16

Close Date
March
February
May
March
May
May
May
September

Undergraduate Scholarship Program - Deferment Form
(Completed by UGSP Scholar)
Undergraduate Scholarship Program - Deferment Form
(Completed by University Staff)
Undergraduate Scholarship Program - Scholar Contract
Undergraduate Scholarship Program - Evaluation of Scholar
PayBack Period
Postbaccalaureate/Technical Training Program - Application
NIH Academy Training Program - Supplemental Application
Graduate Partnerships Program - Application
Graduate Partnerships Program - Registration
Graduate Partnerships Program - Interview Experience
Survey (60% Response Rate)
Evaluation - Recommendation Letters for Prospective
Students
Survey - Optional Statistics (Majority of Programs; 25%
Response Rate)

June

September

June
July

September
August

Open All Year
Open All Year
May
August
Open All Year

Open All Year
Open All Year
August
December
Open All Year

February
Program
Specific
Program
Specific

May
Program
Specific
Program
Specific

A17. Reason(s) Display of OMB Expiration Date Is Inappropriate
The OITE will display the OMB Clearance Number, Expiration Data, and Burden Disclosure
Statements on our applications in the following configuration in order to prevent confusion by
applicants:
OMB Number: 0925-0299 {Indicates Approval for OITE to Collect Information}
OMB Number Expiration Date: {Expiration Date of Approval to Collect
Information; Renewed Every 3-Years}
Privacy Act Notification
Burden Statement

A18. Exceptions to Certification for Paperwork Reduction Act Submissions
There are no exceptions to the Certification for Paperwork Reduction Act Submissions.

17