1845-0099 Supporting Statement 30D 2022 rev

1845-0099 Supporting Statement 30D 2022 rev.docx

Student Assistance General Provisions - Financial Assistance for Students with Intellectual Disabilities

OMB: 1845-0099

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Tracking and OMB Number: (XX) 1845-0099 Revised: 6/13/2022


SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

General Provisions – Financial Assistance for Students with Intellectual Disabilities


  1. Explain the circumstances that make the collection of information necessary. What is the purpose for this information collection? Identify any legal or administrative requirements that necessitate the collection. Include a citation that authorizes the collection of information. Specify the review type of the collection (new, revision, extension, reinstatement with change, reinstatement without change). If revised, briefly specify the changes. If a rulemaking is involved, list the sections with a brief description of the information collection requirement, and/or changes to sections, if applicable.


As provided by the Higher Education Act of 1965, as amended, (HEA) these regulations allow students with intellectual disabilities, who enroll in an eligible comprehensive transition program to receive Title IV, HEA program assistance under the Federal Pell Grant, the Federal Supplemental Educational Opportunity Grant (FSEOG), and the Federal Work Study (FWS) programs (see sections 484(s) and 760 of the HEA).

This request is for an extenson of the current recordkeeping requirements contained in the regulations at 34 CFR 668.232 and 668.233, related to the administrative requirement of the financial assistance for students with intellectual disabilities program. The extension is based on changes made from comments received in the 30 day public comment period. The information collection requirements are necessary to determine the eligibility to receive program benefits and to prevent fraud and abuse of the program funds.


Section 668.232 – Program eligibility

The regulations identify the procedures an institution must follow to apply to the Secretary for a determination of eligibility of its comprehensive transition program for students with intellectual disabilities to receive Federal Pell Grant, FSEOG, and FWS program funds.


Section 668.233 – Student eligibility

The regulations identify how a student with intellectual disabilities could qualify for the benefit and include the general types of information that must be collected to provide evidence of the intellectual disability.


  1. 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 institution will obtain a record from a local education agency (LEA) or other specified documentation to determine that the student with intellectual disabilities is eligible to participate in the Federal Pell Grant, FSEOG, and FWS programs. The institution will also have to apply to the Department for approval of, or a waiver of, its comprehensive transition program which will be a combination of electronic application and other documentation from the school.


  1. 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. Please identify systems or websites used to electronically collect this information. Also describe any consideration given to using technology to reduce burden. If there is an increase or decrease in burden related to using technology (e.g. using an electronic form, system or website from paper), please explain in number 12.


In applying for eligibility of its comprehensive transition program for students with intellectual disabilities, institutions will use a combination of electronic applications and paper documentation.


  1. Describe efforts to identify duplication. Show specifically why any similar information already available cannot be used or modified for use for the purposes described in Item 2 above.


There is no duplication of data as a result of the collection of this information.


  1. If the collection of information impacts small businesses or other small entities, describe any methods used to minimize burden. A small entity may be (1) a small business which is deemed to be one that is independently owned and operated and that is not dominant in its field of operation; (2) a small organization that is any not-for-profit enterprise that is independently owned and operated and is not dominant in its field; or (3) a small government jurisdiction, which is a government of a city, county, town, township, school district, or special district with a population of less than 50,000.


The Department collects most of the required information utilizing established electronic processes for adding programs using the eApp. This electronic filing capability aids in reducing the burden for institutions.


  1. 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.


Per regulation, the information must be collected whenever an institution wishes to apply to participate.


  1. 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 that 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.


The information collection requirements require no special circumstances.


  1. As applicable, state that the Department has published the 60 and 30 Federal Register notices as required by 5 CFR 1320.8(d), soliciting comments on the information collection prior to submission to OMB.


Include a citation for the 60 day comment period (e.g. Vol. 84 FR ##### and the date of publication). Summarize public comments received in response to the 60 day notice and describe actions taken by the agency in response to these comments. Specifically address comments received on cost and hour burden. If only non-substantive comments are provided, please provide a statement to that effect and that it did not relate or warrant any changes to this information collection request. In your comments, please also indicate the number of public comments received.


For the 30 day notice, indicate that a notice will be published.

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.


On March 7, 2022, a Federal Register Notice (Vol. 87, No.44, page 12679) was published inviting public comment on the burden estimate for this information collection. 4 comments in total were received, 3 of which were substantive and are included on the separate comment response table. Based on public comment burden hours have been increased and are noted in the updated calculations in items 12 and 15.


The Department is now requesting a 30-day public comment notice related to the burden collection connected to these regulations. There has been no change to the regulation since they were negotiated.


  1. Explain any decision to provide any payment or gift to respondents, other than remuneration of contractors or grantees with meaningful justification.


No payments or gifts will be provided to the respondents.


  1. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy. If personally identifiable information (PII) is being collected, a Privacy Act statement should be included on the instrument. Please provide a citation for the Systems of Record Notice and the date a Privacy Impact Assessment was completed as indicated on the IC Data Form. A confidentiality statement with a legal citation that authorizes the pledge of confidentiality should be provided.1 If the collection is subject to the Privacy Act, the Privacy Act statement is deemed sufficient with respect to confidentiality. If there is no expectation of confidentiality, simply state that the Department makes no pledge about the confidentiality of the data. If no PII will be collected, state that no assurance of confidentiality is provided to respondents. If the Paperwork Burden Statement is not included physically on a form, you may include it here. Please ensure that your response per respondent matches the estimate provided in number 12.


These requirements do not cover any confidential information. The information collection is in regard to the regulations outlining the student eligibility criteria for students with intellectual disabilities who may enroll in eligible CTP courses. This does include individual student information but the information is held by the school and would be covered under the FERPA regulations. No individual student information is transmitted to the Department for these purposes.


  1. 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.


There are no questions of a sensitive nature being transmitted to the Department.


  1. Provide estimates of the hour burden for this current information collection request. The statement should:

  • Provide an explanation of how the burden was estimated, including identification of burden type: recordkeeping, reporting or third party disclosure. Address changes in burden due to the use of technology (if applicable). Generally, estimates should not include burden hours for customary and usual business practices.

  • Please do not include increases in burden and respondents numerically in this table. Explain these changes in number 15.

  • Indicate the number of respondents by affected public type (federal government, individuals or households, private sector – businesses or other for-profit, private sector – not-for-profit institutions, farms, state, local or tribal governments), frequency of response, annual hour burden. 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 this request for approval covers more than one form, provide separate hour burden estimates for each form and aggregate the hour burden in the table below.

  • Provide estimates of annualized cost to respondents of the hour burdens for collections of information, identifying and using appropriate wage rate categories. Use this site to research the appropriate wage rate. The cost of contracting out or paying outside parties for information collection activities should not be included here. Instead, this cost should be included in Item 14. If there is no cost to respondents, indicate by entering 0 in the chart below and/or provide a statement.


668.232 – Program Eligibility

Current Burden # of #of # of Hours

Respondents Responses Burden

Institutions

Public 78 78 x .33 hours = 26 hours

Private 15 15 x .33 hours = 5 hours

93 93 31 hours


As of June 30, 2021 there are 94 institutions that have applied for and been approved to offer financial aid through comprehensive transition programs (CTP) for students with intellectual disabilities


New Burden # of #of # of Hours

Respondents Responses Burden

Institutions

Public 79 79 x 4 hours =316 hours

Private 15 15 x 4 hours = 60 hours

Section Subtotal 94 94 376 hours



Student Eligibility

Current Burden # of #of # of Hours

Respondents Responses Burden

Institutions

Public – LEA contact 283 x .25 hours = 71 hours

Public – Other qualified professional 32 x .75 hours = 24 hours

78 315 95 hours

Institutions

Private – LEA contact 31 x .25 hours = 8 hours

Private – Other qualified professional 4 x .75 hours = 3 hours

15 35 11 hours

Section Subtotal 93 350 106 hours


As of June 30, 2021 there were 94 approved institutions who reported that 618 eligible students have received financial aid through CTP for students with intellectual disabilities. The institutions have met the information collection to determine student eligibility through contact with the LEA or other qualified professionals.


New Burden # of #of # of Hours

Respondents Responses Burden

Institutions

Public – LEA contact 467 x .25 hours = 117 hours

Public – Other qualified professional 52 x .75 hours = 39 hours

79* 519 156 hours

Institutions

Private – LEA contact 88 x .25 hours = 22 hours

Private – Other qualified professional 11 x .75 hours = 8 hours

15* 99 30 hours

Section Subtotal 94* 618 186 hours


This is an increase of 425 hours of burden from the prior information collection.


Collection TOTAL 94* 712 562 hours


*The number of institutions is repeated but is NOT summed in the section total to avoid duplication.


Estimated Annual Burden and Respondent Costs Table

Information Activity or IC (with type of respondent)

Number of Respondents

Number of Responses

Average Burden Hours per Response

Total Annual Burden Hours

Estimated Respondent Average Hourly Wage

Total Annual Costs (hourly wage x total burden hours)

Public Institutions

79

598

**

472

$44.41

$20,962

Private Institutions

15

114

**

90

$44.41

$3,997

Annualized Totals

94

712

**

562


$24,959


**See above for specific burden hours.


Please ensure the annual total burden, respondents and response match those entered in IC Data Parts 1 and 2, and the response per respondent matches the Paperwork Burden Statement that must be included on all forms.


  1. 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 acquiring and maintaining 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. Also, these estimates should not include the hourly costs (i.e., the monetization of the hours) captured above in Item 12.


Total Annualized Capital/Startup Cost :

Total Annual Costs (O&M) :____________________

Total Annualized Costs Requested :


There are no additional costs as a result of these regulations separate from those in item 12.


  1. 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.


There are no additional costs to the Federal government as a result of these regulations.


  1. Explain the reasons for any program changes or adjustments. Generally, adjustments in burden result from re-estimating burden and/or from economic phenomenon outside of an agency’s control (e.g., correcting a burden estimate or an organic increase in the size of the reporting universe). Program changes result from a deliberate action that materially changes a collection of information and generally are result of new statute or an agency action (e.g., changing a form, revising regulations, redefining the respondent universe, etc.). Burden changes should be disaggregated by type of change (i.e., adjustment, program change due to new statute, and/or program change due to agency discretion), type of collection (new, revision, extension, reinstatement with change, reinstatement without change) and include totals for changes in burden hours, responses and costs (if applicable).


Provide a descriptive narrative for the reasons of any change in addition to completing the table with the burden hour change(s) here.



Program Change Due to New Statute

Program Change Due to Agency Discretion

Change Due to Adjustment in Agency Estimate

Total Burden



+425

Total Responses



+269

Total Costs (if applicable)





The Department of Education is requesting an extension of the current collection based on changes made from comments received in the 30 day public comment period. These changes are due to an increase in the number of participating institutions and eligible students receiving funds through the CTP programs and the increase in the time to submit applications. All increases are being considered adjustments. There has been no change in the requirements of the regulations. This is an increase of 425 hours of burden from the prior information collection.

# of #of # of Hours

Respondents Responses Burden

Current burden * 93 443 137

Estimated new burden 94 712 562

Difference (increase in burden) 1 269 425


  1. 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 results of this collection will not be published.


  1. 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 Department is not seeking this approval.


  1. Explain each exception to the certification statement identified in the Certification of Paperwork Reduction Act.


The Department is not requesting any exceptions to the “Certification for Paperwork Reduction Act Submissions” of OMB Form 83-1.


1 Requests for this information are in accordance with the following ED and OMB policies: Privacy Act of 1974, OMB Circular A-108 – Privacy Act Implementation – Guidelines and Responsibilities, OMB Circular A-130 Appendix I – Federal Agency Responsibilities for Maintaining Records About Individuals, OMB M-03-22 – OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002, OMB M-06-15 – Safeguarding Personally Identifiable Information, OM:6-104 – Privacy Act of 1974 (Collection, Use and Protection of Personally Identifiable Information)



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