1625-0121_Supporting Statement_r1_2017

SUPPORTING STATEMENT FOR
USCG ACADEMY INTRODUCTION MISSION PROGRAM
APPLICATION & SUPPLEMENTAL FORMS

OMB Control No.: 1625-0121

COLLECTION INSTRUMENTS: Instruction, USCGA-AIM1, USCGA-AIM2, and USCGA-AIM3

A. Justification

1. Explain circumstances that make collection of information necessary.

The authority to operate the United States Coast Guard Academy (USCGA) is contained in 14 USC 181(a) and 14 USC 182. The regulation and administration of the USCGA is the responsibility of the Superintendent, subject to the direction of the Commandant of the Coast Guard under the general supervision of the Secretary of Homeland Security. One of the Superintendent’s responsibilities is to ensure that eligible individuals from the public at large have every opportunity to visit and learn about the USCGA. The Academy Introduction Mission (AIM) Program is a one-week summer orientation which allows select rising high school seniors to experience cadet life at USCGA. The USCG AIM Program Application and Supplemental Forms (High School Transcript; Personal Reference Form) ensure the collection of information necessary to select the best applicants for the AIM Program.

2. Indicate how, by whom, how frequently, and for what purpose information is to be used.

This application and supplemental forms enable rising high school seniors between 16 and 18 years old to apply for the AIM Program. The application will be made available annually from February 1st to April 1st to the general public through the USCGA website at www.uscga.edu/AIM. Without this application, the public will have no method of applying to attend the AIM Program since information collected from these forms is not available through any other source.

3. Describe whether, and to what extent the collection of information involves the use of automated or other collection techniques.

The USCG AIM Program application is web-based and completed online by the applicant. Data from the application is reviewed online by USCGA and not downloaded/imported to local servers. The USCG AIM Program supplemental forms are also web-based and completed online by the applicant’s recommenders. Data from the supplemental forms are reviewed online by USCGA and not downloaded/imported to local servers.

4. Describe efforts to identify duplication.

This information is not available from any source except the individual and their recommenders. Additionally, the USCGA is the only entity authorized to obtain this information from the public for the purpose of enrollment in the AIM Program. The application has been designed for efficient operation, reducing the amount of information (e.g., Name, E-Mail Address) that must be entered repeatedly. The supplemental forms are pre-populated with data provided on the application.

5. Does collection of information impact small businesses?

This information collection does not have an impact on small businesses or other small entities.

6. Describe the consequences to Federal program or policy activities if collection is not conducted.

This is a one-time collection for each applicant interested in attending the AIM Program. If the USCGA is not allowed to collect this information, it cannot evaluate and select students to attend the AIM Program.

7. Explain any special circumstances that would cause an information collection to be conducted in a certain manner.
   
   

There are no special circumstances. This information collection will be conducted in a manner consistent with the guidelines in 5CFR 1320.5(d)(2).

8. If applicable, provide a copy and identify the date and page number of publication in the Federal Register of the agency's notice, soliciting comments on the information collection.

A 60-day Notice was published in the Federal Register to obtain public comment on this collection (November 21, 2017; 82 FR 55386). Additionally, a 30-day Notice was published in the Federal Register to obtain public comment on this collection (January 30, 2018; 83 FR 4228). The Coast Guard has not received any comments on this information collection.

9. Explain any decision to provide any payment or gift to respondents.

There is no offer of monetary or material value to respondents for this information collection.

10. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy.

The information obtained from the USCG AIM Program application and supplemental forms falls under the Privacy Act/Freedom of Information Regulations; applicants are informed of this in writing. This information collection is covered by DHS/USCG-006 General Contacts List, DHS/USCG-009 Core Accounting Suite, DHS/USCG-013 Academy Information System Privacy Impact Assessment (PIA) and DHS/USCG-014 Military Pay and Personnel, DHS/USCG-027 Recruiting Files System of Records Notice (SORN).

• https://www.dhs.gov/publication/general-contact-lists

• https://www.dhs.gov/publication/dhsuscgpia-009-core-accounting-suite

• https://www.dhs.gov/publication/dhsuscgpia-013-academy-information-system-ais

• https://www.gpo.gov/fdsys/pkg/FR-2011-10-28/html/2011-27881.htm

• https://www.gpo.gov/fdsys/pkg/FR-2011-08-10/html/2011-20225.htm

11. Provide additional justification for any questions of a sensitive nature.

Applicants are asked to answer (yes or no) the following questions to ensure they are physically and medically capable of completing the AIM Program. In addition, this information is used to ensure compliance with current Coast Guard and USCGA accession policies:

-Are you currently taking medication for ADHD, mental health, or diabetes?

-Is your vision in either eye not correctable to 20/20 or are you colorblind?

-In the past 2 years used an Inhaler, or experienced difficulty breathing, been diagnosed with any type of asthma, or experienced severe cough after exercising?

-Are you allergic to or been diagnosed with an allergy to any food products, stinging insects, environmental conditions or substance?

-Have you had any surgery in the past 12 calendar months?

The AIM Program is physically rigorous and attendees are required to participate in daily calisthenics exercises and group runs, complete an obstacle course, and take the USCGA Physical Fitness Examination consisting of cadence push-ups, sit-ups, and a timed 1.5 mile run. These questions are necessary to confirm an applicant is physically capable of fully participating in the AIM Program before they attend.

Applicants are not eligible to attend the AIM Program unless they are also eligible to attend the USCGA. Some medical conditions, these five questions cover the most common disqualifying conditions, prohibit an applicant from attending the USCGA based on the Coast Guard Medical Manual, so these questions are necessary to confirm an applicant is medically qualified for these most common disqualifying conditions before they attend the AIM Program.

Answers to these eligibility questions will not prohibit an applicant from applying, but may place their application in a “Hold” status pending the receipt of additional information verifying their capability to physically participate/complete the AIM Program and medical qualification for the most common disqualifying conditions to attend the USCGA.

12. Provide estimates of the hour burden of the collection of information.

Number of respondents, frequency, hour burden as follows:

Online Application (OA) 3.00 hrs x 2000 = 6000

High School Transcript (HST) 1.25 hrs x 1500 = 1875

Personal Reference (PR) 0.75 hrs x 1500 = 1125

Total number of hours = 9000

Cost figured at $7.25 per hour (U.S. Federal Minimum Wage) per student and $25.00 per hour (U.S. Bureau of Labor Statistics Average Hourly Earnings-Education) per teacher filling out forms on personal time.

OA (3.00 hrs x $7.25) x 2000 = $ 43,500.00

HST (1.25 hrs x $25.00) x 1500 = $ 46,875.00

PR (0.75 hrs x $25.00) x 1500 = $ 28,125.00

Total hours value = $118,500.00

Based on historical USCGA application data and AIM Program application data collected from February 1, 2016 to April 1, 2016, approximately 2,000 applicants are expected to submit the online application annually, but only 1,500 students are expected to complete the application process by having recommenders complete the supplemental forms. Supplemental forms can only be submitted after the applicant completes the online application.

13. Provide an estimate of the total annual cost burden to respondents or record keepers.

There is no cost burden to respondents associated with this collection of information. There will be no capital or start-up costs for record keepers associated with this collection of information.

14. Provide estimates of annualized cost to the Federal Government.

Cost figured at $47 per hour (U.S. Military Pay Tables) per USCGA faculty/staff member.

Development/Management of online application by contractor = $15,000

USCGA faculty/staff members to review data = 1 x $47/hr x 500 hrs = $23,500

Total Cost = $38,500

15. Explain the reasons for any changes or adjustments reported in items 13 or 14.

The revision being made is to add the AIM registration and payment forms information to the currently existing AIM application OMB certification. The registration and payment forms are used to collect the travel information, image release waiver, updated personal information and payment information.

16. Outline plans for tabulation and publication.

This information collection is not published for statistical purposes.

17. If seeking approval to not display the expiration date for OMB approval of the information collection, explain the reasons.

The expiration date for OMB approval of this information collection will be displayed on both the log-in screen for the OA (for applicants) and on the instructions screen for the recommendation system (for recommenders) for review prior to any information being provided to the USCGA.

18. Explain each exception to the certification statement identified in Item 19, "Certification for Paperwork Reduction Act Submissions,"of OMB Form 83-I.

USCG does not request an exception to the certification of this information collection.

B. Collection of Information Employing Statistical Methods.

This information collection does not employ statistical methods.