Supporting Statement A
Center for Cancer Training (CCT) Application Form for
electronic Individual Development Plan (eIDP)
National Cancer Institute (NCI)
OMB No. 0925-0762, Expiration Date: 07/31/2022
April 19, 2022
This is a Revision of a currently approved submission. Changes are highlighted in yellow.
Name: Erika Ginsburg
Address: National Cancer Institute, 9609 Medical Center Drive, 2W110
Telephone: 240-276-5627
Email: [email protected]
Check off which applies:
New
X Revision
Reinstatement with Change
Reinstatement without Change
Revision
Emergency
Existing Collection in Use Without an OMB Number
Table of Contents Page
A. JUSTIFICATION 1
A.1 Circumstances Making the Collection of Information Necessary 1
A.2. Purpose and Use of the Information COLLECTION 1
A.3 Use of Information Technology and Burden Reduction 2
A.4 Efforts to Identify Duplication and Use of Similar Information 3
A.5 Impact on Small Businesses or Other Small Entities 3
A.6 Consequences of Collecting the Information Less Frequently 3
A.7 Special Circumstances Relating to the Guidelines of 5 CFR 1320.5 3
A.8 Comments in Response to the Federal Register Notice and Efforts to Consult Outside Agency 3
A.9 Explanation of Any Payment of Gift to Respondents 3
A.10 Assurance of Confidentiality Provided to Respondents 3
A.11 Justification for Sensitive Questions 4
A.12 Estimates of Hour Burden Including Annualized Hourly Costs 4
A.13 Estimate of Other Total Annual Cost Burden to Respondents or Recordkeepers 5
A.14 Annualized Cost to the Federal Government 5
A.15 Explanation for Program Changes or Adjustments 5
A.16 Plans for Tabulation and Publication and Project Time Schedule 6
A.17 Reason(s) Display of OMB Expiration Date is Inappropriate 6
A.18 Exceptions to Certification for Paperwork Reduction Act Submissions 6
Attachments
Attachment 1 - eIDP Trainees Screenshots
Attachment 2a – Exit Survey Part 1 - Alumni Network Survey
Attachment 2b – Exit Survey Part 2 – Feedback Survey
Attachment 3 – Email Notification
Attachment 4 – Privacy Impact Assessment
Attachment 5 – Privacy Act Memo
Justification
This information collection request is for a revision of the electronic Individual Development Plan (eIDP) for three years. The National Cancer Institute’s (NCI) Center for Cancer Training (CCT) supports NCI's goal of training cancer researchers with various educational levels (postbaccalaureate, graduate students, postdoctoral fellows) and for varying periods of time (3 months to 5 years). The eIDP is an online, detailed questionnaire focused on responses to career and professional goals and expectations while the trainee works at the NIH. The eIDP ensures the trainees are receiving proper career and professional guidance, making appropriate progress, and determining activities to achieve their goals. The eIDP is also used to track trainees’ career and professional goals and to ensure trainees receive the tools needed to achieve those goals. It is expected the trainees will complete the eIDP annually and that the eIDP process could be improved by their responses. The effectiveness of training could also be enhanced by the reports received by the trainees completing the eIDP. Individual Development Plans have been collected by paper and pencil from trainees since 2001.
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. Trainees come to the NCI with various educational levels (postbaccalaureate, graduate students, postdoctoral fellows) and for varying periods of time (3 months to 5 years). Training at the NCI focuses on the development of science, professional, and career skills. Completing an annual Individual Development Plan (IDP) is a crucial step in facilitating trainees’ career and professional development and is a standard in graduate and postdoctoral education. An IDP is an effective tool for trainees to think about their career goals and skills needed to achieve them during their tenure at the NCI. Trainees work together with their research mentor to organize and summarize their research projects, consider career goals, and set training goals and expectations.
This information collection request is to approve the electronic Individual Development Plan (eIDP). The data collected comes from a detailed questionnaire focused on responses to career and professional goals and expectations while the trainee works at the NCI. It is expected that the trainees will complete the eIDP annually and that the eIDP process could be improved by their responses. The effectiveness of training could also be enhanced by the reports received by the trainees completing the eIDP. The eIDP fulfills the requirements of the National Cancer Institute (NCI) training authority as established under: Section 413 (b) (3) of the Public Health Service Act, 42 USC 285a-2 (b) (3), as amended pertaining to the NCI, which states that the Director, NCI, in carrying out the National Cancer Program . . . shall . . . "support appropriate programs of education and training (including continuing education and laboratory and clinical research training).”
The purpose of the eIDP (Attachment 1) is to ensure that trainees are receiving proper career and professional guidance, making appropriate progress, and determining activities to achieve their goals. The eIDP is used to track trainees’ career and professional goals and to ensure trainees receive the tools needed to achieve those goals.
All fields within
the eIDP are required fields.
This request is to approve the eIDP involving approximately 1800 trainees in order to collect input on the application and review processes. Individual Development Plans have been collected by paper and pencil from trainees since 2001. Since approval of this ICR and since its inception, other ICs have come to know about the eIDP and want to join and have their trainees participate. This revision request is intended to add other ICs to the eIDP system. ICs who are already using or are in the process of joining the eIDP include NIMH, NIEHS, NEI, and NCATS.
The eIDP utilizes many of the following information fields:
General information (name, year of training, training title, terminal degree, lab/branch/office name, research mentor and lab/branch/office chief names);
Contact information (e-mail, phone and location for current lab/branch/office);
Research training activities (project description, training needed to accomplish research goals, deliverables).
Career goals and training activities (future career path, skills needed to achieve goals);
Expectations for training (trainee and mentor expectations)
The eIDP will be administered electronically to new trainees as they on-board or to current trainees on a rolling basis upon their yearly appointment renewal dates (Attachment 1). Upon completion of their training at the NIH, trainees will be asked to electronically complete a two part exit survey; Join the NCI Trainee Alumni Network and Assess Your Experience (Attachments 2a and b). Electronic email will be used to request completion of the eIDP (Attachment 3).
A completed Individual Development Plan has always been required annually by the trainee, but until now it has been paper based. Using an electronic IDP is advantageous because it will save time and lessens the burden to the users compared to managing paper copies.
The trainee will be invited to complete the web-based eIDP through an email (Attachment 3). The NCI Privacy Act Coordinator was consulted, and a Privacy Impact Assessment (PIA) was submitted and approved by HHS (Attachment 4).
Applicants voluntarily submit their information to the eIDP by computer. Information collected is only made available through the system to NIH account holders who are NCI, other IC, or NIH scientific and program officials who supervise trainees. These authorized individuals will access eIDPs using through NIH credentials. eIDPs for current trainees will be kept in the system for 5 years after the cutoff of course material after it is superseded or becomes obsolete. Longer retention is authorized if required for business use.
The trainees’ information is stored on information systems that are protected at all entry points by firewalls and intrusion detection devices.
This information will not be collected anywhere else and is unique to the trainees’ eIDP.
There is no impact on small businesses or other small entities.
Information will be collected and updated once annually until the trainee leaves the NIH. Annual collection of the eIDP is needed to better train and track the trainee population in order to support NIH’s goal of training future biomedical researchers.
This survey will be implemented in a manner that fully complies with 5 C.F.R. 1320.5.
The 60-day Federal Register Notice was published on February 16, 2022 (Vol. 87, No. 32, pg. 8858) and allowed 60 days for public comment. No public comments were received.
No efforts have been made to consult with an outside agency.
No payments or gifts will be distributed to the individuals completing the eIDP.
All information will be kept private to the extent provided by law. Only intramural trainees, NIH scientific staff or program officials who supervise trainees will have the ability to initiate trainees’ eIDPs using their NIH login credentials.
Personally Identifiable Information (PII) that is collected includes: name, contact information, and education. The NIH Privacy Act Officer has reviewed this submission and concluded the information collected is covered by the NIH Privacy Act Systems of Records Notice (SORN) is #09–25–0014, “Clinical Research; Student Records, HHS/PHS/NIH/OD/OIR/OE.” (Attachment 5).
Personally Identifiable Information (PII), including name, contact information, and education is collected. Gender is pre-populated from data available from the NIH Enterprise Directory. The trainee may complete optional fields for gender/ethnicity. All questions are voluntary and used to assess equitable access. Data collected will be used for internal tracking to ensure the NCI attracts a diverse trainee population.
Federal regulations for the protection of human subjects do not apply to this activity.
A list of trainees who are required to complete the eIDP is identified by NCI’s Center for Biomedical Informatics & Information Technology (CBIIT) using information available through NIH Enterprise Directory and the Fellowship Payment System. It is estimated there will be 1800 trainee respondents who will complete the eIDP, and 1000 respondents that complete the two part exit survey; Part 1 Join the NCI Trainee Alumni Network and Part 2 Assess Your Experience each year. The estimated hour burden included for this information collection is 2,009 hours (Table A.12-1), which amounts to a total of 6,027 hours over a three-year information collection period.
Table A12-1. Estimated Annualized Burden Hours
Type of Respondent |
Number of Respondents |
Number of Responses Per Respondent |
Average Time Per Response (in hours) |
Total Annual Burden Hours |
Individuals - eIDP |
1,800 |
1 |
1 |
1800 |
Individuals - Alumni |
500 |
1 |
5/60 |
42 |
Individuals - Feedback |
500 |
1 |
20/60 |
167 |
Totals |
|
2800 |
|
The annualized cost to respondents is estimated to be $98,320.46 (Table A.12.2) or approximately $294,961.38 over a three-year information collection period.
A12.2. Annualized Cost to the Respondents
Type of Respondent |
Total Annual Burden Hours |
Hourly Wage Rate* |
Respondent Cost |
Individuals |
2009 |
$48.94 |
$98,320.46 |
Total |
|
|
$98,320.46 |
*The source of the mean Hourly Wage Rate is a Medical Scientist (19-1042) from the Bureau of Labor and Statistics (https://www.bls.gov/oes/current/oes191042.htm).
There are no capital costs, operating costs, or maintenance costs to report.
The annualized cost to the Federal Government for the proposed data collection effort is estimated to be $131,634.48 (Table A.14.1). The federal personnel are responsible for completing and approving the trainees’ eIDP. The estimated contractor costs are for providing production support, operations, and maintenance of the eIDP system, including updates and potential changes.
Table A14.1 Annualized Cost to the Federal Government
Staff |
Grade/Step |
Salary** |
% of Effort |
Fringe (if applicable) |
Total Cost to Gov’t |
Federal Oversight |
|
|
|
|
|
Training Director |
15/5 |
$ 168,282 |
5% |
|
$ 8,414.10 |
Research Mentor (PI) |
15/6 |
$173,232 |
0.5% |
|
$ 866.16 |
Lab/Branch/Office Chief |
15/7 |
$176300 |
0.5% |
|
$ 881.50 |
CCT Admin Staff |
14/6 |
$147,272 |
1% |
|
$ 1,472.72 |
Contractor Cost |
|
|
|
|
$120,000.00 |
Travel |
|
|
|
|
$0 |
Other Cost |
|
|
|
|
$0 |
Total |
|
|
|
|
$131,634.48 |
**The salary in the table above is cited from https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/22Tables/html/DCB.aspx
To accommodate the use of the eIDP system by other ICs, we have increased the number of respondents by 800 and changed the wording in some areas from just NCI to NIH.
There are no plans for tabulation since this is an Individual Development Plan. The eIDP ensures the NCI trainees are receiving proper career and professional guidance, making appropriate progress, and determining activities to achieve their goals. The eIDP is also used to track trainees’ career and professional goals and to ensure trainees receive the tools needed to achieve those goals.
The project time schedule is outlined in Table A.16-1.
Table A16-1. Proposed Time Schedule
Activity |
Months after OMB Approval |
Initiate implementation of eIDP |
Month 0-2 |
Begin renewal process for PRA Clearance |
Months 30-36 |
The OMB Expiration Date will be displayed as shown in the attachments.
This request will comply with the requirements in 5 C.F.R. 1320.9.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Title | Supporting Statement 'A' Preparation - 04/05/2011 |
| Subject | Supporting Statement 'A' Preparation - 04/05/2011 |
| Author | OD/USER |
| File Modified | 0000-00-00 |
| File Created | 2022-04-29 |