SSA CCT Final

Supporting Statement A for

NCI’s Center for Cancer Training Application Form for Graduate Student Recruitment Program (CCT NCI)

June, 28 2016

Name: Ofelia A. Olivero

Address: 9609 Medical Center Drive-MSC 9707-2W108

Telephone: 240-276-6890

Email: [email protected]

Check off which applies:

X New

• Revision

• Reinstatement with Change

• Reinstatement without Change

• Extension

• Emergency

• Existing

Table of Contents

A. JUSTIFICATION

A.1 Circumstances Making the Collection of Information Necessary

A.2. Purpose and Use of the Information COLLECTION

A.3 Use of Information Technology and Burden Reduction

A.4 Efforts to Identify Duplication and Use of Similar Information

A.5 Impact on Small Businesses or Other Small Entities

A.6 Consequences of Collecting the Information Less Frequently

A.7 Special Circumstances Relating to the Guidelines of 5 CFR 1320.5

A.8 Comments in Response to the Federal Register Notice and Efforts to Consult Outside Agency

A.9 Explanation of Any Payment of Gift to Respondents

A.10 Assurance of Confidentiality Provided to Respondents

A.11 Justification for Sensitive Questions

A.12 Estimates of Hour Burden Including Annualized Hourly Costs

A.13 Estimate of Other Total Annual Cost Burden to Respondents or Record

keepers

A.14 Annualized Cost to the Federal Government

A.15 Explanation for Program Changes or Adjustments

A.16 Plans for Tabulation and Publication and Project Time Schedule

A.17 Reason(s) Display of OMB Expiration Date is Inappropriate

A.18 Exceptions to Certification for Paperwork Reduction Act Submissions

LIST of ATTACHMENTS

ATTACHMENT 1- ApPLICANT APPLICATION SCREEN SHOT

ATTACHMENT 2- rEFEREE fORM SCREENSHOT

ATTACHMENT 3- EmailS to applicant

ATTACHMENT 4- EMAILS TO REFEREE

ATTACHMENT 5- PIA

ATTACHMENT 6- PILOT SURVEY RESULTS-APPLICANTS

ATTACHMENT 7- PILOT SURVEY RESULTS-SURVEY REFEREES

ATTACHMENT 8- PRIVACY ACT MEMO

Justification

This is a new information collection requesting a 3-year approval. The Center for Cancer Training (CCT) is supporting NCI's goal of training cancer researchers for the 21st century. To support that goal, CCT created a Graduate Student Recruitment Program (GSRP) with the purpose of recruiting outstanding young scientists to postdoctoral positions at the NCI. The proposed information collection involves brief online applications completed by applicants to the full time and summer curriculum programs. This information is essential to the program to determine the eligibility and quality of potential selected individuals. Completing the application is voluntary, but in order to receive due consideration, the prospective trainee is encouraged to complete all relevant fields. The information is for internal use to make decisions about candidates invited to visit NCI and interview with scientist as potential postdoctoral trainees.

A.1 Circumstances Making the Collection of Information Necessary

The National Cancer Institute’s (NCI) Center for Cancer Training (CCT) supports NCI's goal of training cancer researchers for the 21st century. To support that goal, CCT implemented a Graduate Student Recruitment Program (GSRP) with the purpose of recruiting outstanding young scientists to postdoctoral positions at the NCI.

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) authorizes 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. 

A.2 Purpose and Use of the Information Collection

The proposed information collection activity is necessary in order to determine the eligibility and quality of potential awardees for traineeships in this program. Identification of participants to matriculate into the program comes from applications and related forms hosted through the CCT Website. (See Attachment 1and 2)

Prospective trainees for admission must apply directly to the NCI using the application (Attachment 1), and may be asked to provide the following information to ensure eligibility: personal information, eligibility criteria, contact information, training program selection, scientific discipline interests, educational history, reference information, resume components, employment history, employment interests, dissertation research details, letters of recommendation. Applicants must also get a letter if reference. The letter is completed by the referee using the referee form (Attachment 2) Applicants chosen to participate come to the NIH as visitors with no formal appointment paperwork or financial support. The referee and applicants will be emailed correspondence notifying them of the status of the application and determination (Attachment 3-4).

The purpose of the proposed information collection activity is to assure that prospective trainees to the GSRP 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 eligible and invited to attend the Program. In order to receive due consideration, the prospective trainee must complete all required fields.

The CCT applications utilize many of the following information fields:

• Personal information (name, date of birth, fluencies);

• Eligibility information (citizenship, certification questions, previous or current affiliation with NIH, trainee status);

• Contact information (mailing, e-mail, phone for current, permanent and future address);

• Training program selection;

• Scientific discipline interests (research interests, medical entity/disease);

• Educational history (university, academic major, attendance dates, degree awarded/anticipated);

• Employment history and interests (type of employment, organization, department, address, title);

• Reference information (name, contact information, waive access);

• Resume components (cover letter, research experience, publications, presentations, awards / honors, extracurricular activities, personal statement / research proposal);

• Dissertation research information; sensitive information (gender, race, ethnicity, marital status, disability);

The CCT staff and NCI investigators have access to applications for the program based on their scientific interests. Access to the information contained in each application is restricted by a login password that will be regulated and monitored by the CCT staff. Attendee selections are made by a review panel. Three reviewers will read and score the individual application. The scores will be normalized for objective comparison and combined to reach an average score for each applicant. Then, all average scores will be compared to select the best attendees. Individuals considered potential applicants will be reached by email messaging with information about the website for the GSRP and some brief explanation and deadlines. (Attachment 3-4).

It is expected that 100 students will apply and approximately 25 students will be selected to attend. (For example: Students complete the applications (Attachment 1) and their reference will submit a Letter of Recommendation (Attachment 2) for the students. Students are required to have 3 Letters of Recommendation from different individuals submitted per application.

A pilot of the application, (OMB #0925-0046, Expiration 5/31/2016) was completed and the feedback obtained from this data collection (Attachment 6), informed us that the application, anticipated time for completion, process and questions were understood and well received by the applicants.

Moreover, the pilot survey for those submitting a letter of reference also provided positive feedback. (Attachment 7). Based on their responses, we added emails to provide status of the application process for both the student applicant and the referee. (Attachment 3 and 4).

A.3 Use of Information Technology and Burden Reduction

The CCT application is web based and accessible through the CCT website http://www.cancer.gov/grants-training/training. Features of the online application include the following elements:

Applicant Emails (Attachment 3)

• Email to applicant when application is submitted

• Email to applicant when letter of reference is submitted but not all required letters have been received

• Email to applicant once all required letters of reference have been received

• Email to applicant reminding that application has not yet been submitted

• Email to applicant reminding that reference letters are pending

• Email to applicant when Status set to Incomplete

• Email to applicant when Status set to Ineligible

• Email to applicant when Status set to Withdrawn

• Email to applicant when Status set to Pending Confirmation

• Email to applicant when Status set to Wait Listed

• Email to applicant when Status set to Retracted

• Email to applicant when Status set to Accepted

• Email to applicant when Status set to Rejected

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.

CCT's online system reduces the burden on every applicant by streamlining the application process and improves agency efficiency and responsiveness to the public.

The individuals submitting reference letters will be informed of the status of their submission by receiving the following E-mail messages (Attachment 4)

Referee Emails (Attachment 4)

• Email to referee when a letter of reference is requested

• Email to referee when a letter of reference is submitted

• Email to referee when a letter of reference is withdrawn

• Email to referee reminding that letter of reference is pending

A Privacy Impact Assessment (PIA) has been approved. (Attachment 5)

A.4 Efforts to Identify Duplication and Use of Similar Information

The information collected in this information collection is unique to this program and not collected anywhere else.

A.5 Impact on Small Businesses or Other Small Entities

No Small Businesses or other small entities will be affected by this information collection.

A.6 Consequences of Collecting the Information Less Frequently

This is a one-time information collection.

A.7 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 CCT do so voluntarily.

A.8 Comments in Response to the Federal Register Notice and Efforts to Consult Outside Agency

The 60-Day Federal Register notice soliciting comments was published on Monday, August 2, 2016 p. 50713 (81 FR 50713). No comments were received.

No outside agency has been consulted.

A.9 Explanation of Any Payment of Gift to Respondents

No incentives (neither payments nor gifts) will be distributed to individuals.

A.10 Assurance of Confidentiality Provided to Respondents

All information will be kept private to the extent allowable by law. Information collected is available only to CCT personnel directly involved in handling applications. Additionally, principal investigators of the NCI will be able to have access to the applications. 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 CCT-approved users. Applicants receive login credentials. Also, references submit their letters of recommendation via a password-protected website.

A.11 Justification for Sensitive Questions

The CCT application does not contain sensitive questions. These applications do collect Personally Identifiable Information (PII), including: name, contact information, education, and employment history.

In addition, the application does include several questions that are optional, i.e., not required for submission or admission consideration including race/ethnicity, gender, and birth year. These questions are answered voluntarily and used for demographical purposes only, to determine if a program achieves equitable access. Only the CCT staff and reviewers from the NCI will have access to this information. Federal regulations for the protection of human subjects do not apply to this activity.

The Privacy Act does apply based on the Privacy Act Memo. (Attachment 8) The applicable SORN is 09-25-0158: Administration: Records of Applicants and Awardees of the NIH Intramural Research Training Awards Program, HHS/NIH/OD/OIR/OE.

A.12 Estimates of Hour Burden Including Annualized Hourly Costs

The annualized burden hours are 225 hours. It is anticipated that 100 students will apply and it will take approximately 1 hour to complete the application form. Based on that information, the annual hour burden for student applicants will be 100 hours.

It is anticipated that 300 people will submit letters of reference (3 letters per applicant). Each person will send the letter only once. It will take approximately 125 hours to complete the letter of recommendation.

Table A12-1. Estimates of Hour Burden

Type of Respondent	Form	Estimated Number of Respondents	Estimated Number of Responses Annually Per Respondent	Estimated Total Annual Burden Hours	Estimated Total Annual Burden Hours
Student Applicants	CCT Application	100	1	1	100
Professors	Reference Recommendation Letters	300	1	25/60	125
Total		400	400		225

The annualized Cost to Respondents is $8,452.75. The hourly wage rates were taken from the Bureau of Labor Statistic’s site, http://www.bls.gov/oes/current/oes251191.htm. Graduate students do not have an hourly rate listed with the Bureau of Labor Statistics; therefore, we used the occupation title “Graduate teaching assistant”, occupation code 25-1191, mean annual wage $32,970. The Reference Recommendation Letters would be completed by professors. The wage rate used to calculate this cost is from the occupation title Professors, occupation code 25-1040 on the Bureau of Labor Statistics website, http://www.bls.gov/oes/current/oes_nat.htm#25-0000.

Table A12-2. Annualized Cost to Respondents

Type of Respondents	Annual Burden Hour to Respondents	Hourly Wage Rate	Respondent Cost
Student Applicants	100	$12.29	$1,229
Reference Recommendation Letters	125	$57.79	$7,223.75
Totals	225		$8,452.75

A.13 Estimate of Other Total Annual Cost Burden to Respondents or Record Keepers

There are no capital costs, operating costs, or maintenance costs to report.

A.14 Annualized Cost to the Federal Government

The annualized cost to the Federal Government for the proposed data collection effort is estimated to be approximately $99,520.

Staff	Grade/Step	Salary	% of Effort	Fringe (if applicable)	Total Cost to Gov’t
Federal Oversight					7,077
Project Officer	14/10	141,55	5		7,077
Contractor Cost					92,443
System setup					68,820
Operation					23,623
TOTAL					99,520

A.15 Explanation for Program Changes or Adjustments

This is a new collection of information.

A.16 Plans for Tabulation and Publication and Project Time Schedule

There are no plans to publish the results of the application. Nor will statistical analysis be done on the information collected.

The information collected in the CCT application will not be published for the general public but will be used for annual program assessments.

.

The CCT Program has specific application opening and closing dates as well as admission procedures. The following list gives a general overview of the admission process:

1. Collection of applications

2. Investigators review applications for invitations to interview

3. Investigators rank applicants for admission offers

4. Admission offers sent to select interviewed applicants

5. Rejection letters sent to all other applicants

6. Accepted students attend conference

Table A16-1. Project Time Schedule: Application Opening and Closing Dates

Program	Application Opening Date	Application Closing Date	Program Date
GSRP	January	March	April
Reference Recommendation Letters	February	May	N/A

A.17 Reason(s) Display of OMB Expiration Date is Inappropriate

The OMB expiration date will be displayed

A.18 Exceptions to Certification for Paperwork Reduction Act Submissions

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

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