SUPPORTING STATEMENT - PART A
College of International Security Affairs Out-Processing Information Form – 0704-0598
Summary of Changes from Previously Approved Collection
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1. Need for the Information Collection
This system of records is used to maintain student data for all students in the College of International Security Affairs at the National Defense University (NDU-CISA), encompassing U.S. citizens and foreign nationals. Records are maintained in paper and electronic storage media. The primary student management system is hosted and maintained by the U.S. Office of Personnel Management (OPM). Additionally, information and electronic records are maintained in the NDU Enterprise Information System (NEIS), the NDU network. The NDU NEIS encompasses all hardware and software utilized to support the academic and business information hosted in university-owned systems.
The authority by which to collect this information is 10 U.S.C. 2165, National Defense University; 10 U.S.C. 2163, Degree Granting Authority for National Defense University; and E.O. 9397, as amended (SSN).
The information is needed for end-of-year event efforts (student-led symposium and graduation) as well as for the organization’s alumni database. The collection is to ensure accurate data is in our records upon departure of the organization. Personnel change ranks and titles are promoted throughout their tenure within the organization and capturing this information is critical for reporting requirements. It also allows the organization to remain in contact with the personnel when they depart so the organization can reconnect with them should they be in the same area during official travel activities.
2. Use of the Information
Respondents are U.S. Military, U.S. Interagency, and Foreign National Students. They are responding to the information collection in support of end of year activities within the organization (student-led symposium, graduation) and NDU-CISA’s alumni network. Collection instrument is currently the organization’s provided Microsoft Forms application. Respondents are sent the collection instrument via their government issued email address. Respondents complete the collection instrument via their personal computer or mobile device.
The data obtained from the collection instrument is utilized for end-of-year activities (symposium event, graduation ceremony). The collection instrument verifies information such as correct title/rank, name spelling, country of origin, organization/branch of service, title of individual research paper, if the student wishes to be involved in the organization’s alumni network (yes/no response), personal contact information (phone number and email address), and career information (prior to joining organization and future career path after graduating). It is also utilized for alumni outreach and engagement. In future correspondence, respondents (now alumni of the organization) are sent an invitation for meeting in-person when NDU-CISA is in an alumnus/alumni’s region on official business. The invitation is sent via the contact information provided by respondents in this collection. When the collection instrument is completed by all respondents, the data is extracted via Microsoft Excel file by a staff member and is only accessible to authorized NDU employees.
The data is shared with the appropriate persons—Portfolio/Thesis Director for symposium, Registrar for graduation, and Director of Outreach for alumni data. Upon completion of the dissemination of information, the data is cleared from the Microsoft Form application. The Excel file containing the full data collection is saved behind a locked folder stored on NDU-CISA’s shared drive (R: Drive). Only 6 NDU-CISA personnel currently have access to this folder (1 Institutional Research, 1 Registrar, 4 Academic Affairs), in addition to NDU-ITD.
3.
Use
of Information Technology
Method of collection is by developing a Qualtrics survey consisting of 18 questions. Respondents are required to complete this form for end-of-year support and alumni network engagement. Organization has a 100% response rate. Respondents are urged to complete the collection instrument via email and through in-person communications.
4. Non-duplication
No.
The information obtained through this collection is unique and is not
already available for use or adaptation from another cleared source.
5. Burden on Small Businesses
This information collection does not impose a significant economic impact on a substantial number of small businesses or entities.
6. Less Frequent Collection
Information is collected annually, at the conclusion of each academic year. Information must be collected from graduating students to effectively support end of the year activities and alumni outreach efforts.
7. Paperwork Reduction Act Guidelines
This collection of information does not require collection to be conducted in a manner inconsistent with the guidelines delineated in 5 CFR 1320.5(d)(2).
8. Consultation and Public Comments
Part A: PUBLIC NOTICE
A 60-Day Federal Register Notice (FRN) for the collection published on Friday, September 22, 2023. The 60-Day FRN citation is 88 FR 65371.
No comments were received during the 60-Day Comment Period.
A 30-Day Federal Register Notice for the collection published on Monday, December 18, 2023. The 30-Day FRN citation 88 FR 87410.
Part B: CONSULTATION
No additional consultation apart from soliciting public comments through the Federal Register was conducted for this submission.
9. Gifts or Payment
No payments or gifts are being offered to respondents as an incentive to participate in the collection.
10. Confidentiality
A
Privacy Act Statement is required for this collection and is provided
to respondents at the beginning of the Out-Processing Information
Form.
This collection has an associated system of records. The SORN can be found on the DPCLTD website at the following link. https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-Article-View/Article/570570/dndu01/
A copy of the approved PIA, National Defense University (NDU) Enterprise Information System (NEIS), has been provided with this package for OMB’s review.
Individual and class academic records are destroyed after 40 years. Records pertaining to extension courses are held indefinitely before being retired to the National Personnel Records Center, St. Louis, MO. Individual training records are destroyed annually; management reports are destroyed when no longer needed.
11. Sensitive Questions
No questions considered sensitive are being asked in this collection.
12. Respondent Burden and its Labor Costs
Part A: ESTIMATION OF RESPONDENT BURDEN
College of International Security Affairs Official Thesis Title, Graduation, and Out-Processing Information
Number of Respondents: 125
Number of Responses Per Respondent: 1
Number of Total Annual Responses: 125
Response Time: 10 minutes
Respondent Burden Hours: 20.8 hours
Total Submission Burden
Total Number of Respondents: 125
Total Number of Annual Responses: 125
Total Respondent Burden Hours: 20.8 hours
Part B: LABOR COST OF RESPONDENT BURDEN
Collection Instrument(s) College of International Security Affairs Official Thesis Title, Graduation, and Out-Processing Information
Number of Total Annual Responses: 125
Response Time: 10 minutes
Respondent Hourly Wage: $54.99
Labor Burden per Response $9.17
Total Labor Burden: $1,146.25
Overall Labor Burden
Total Number of Annual Responses: up to 125
Total Labor Burden: $1,146.25
The Respondent hourly wage was determined by using the Defense Finance and Accounting Service’s website, https://www.dfas.mil/MilitaryMembers/payentitlements/Pay-Tables/Basic-Pay/CO/
13. Respondent Costs Other Than Burden Hour Costs
There are no annualized costs to respondents other than the labor burden costs addressed in Section 12 of this document to complete this collection.
14. Cost to the Federal Government
Part A: LABOR COST TO THE FEDERAL GOVERNMENT
Collection Instrument(s)
Number of Total Annual Responses: 125
Processing Time per Response: 0.17 hours
Hourly Wage of Worker(s) Processing Responses: $40
Cost to Process Each Response: $6.80
Total Cost to Process Responses: $850
Overall Labor Burden to the Federal Government
Total Number of Annual Responses: 125
Total Labor Burden: $850
Part B: OPERATIONAL AND MAINTENANCE COSTS
Cost Categories
Equipment: $2200
Printing: $0
Postage: $0
Software Purchases: $63
Licensing Costs: NDU Student Profile/OPM Hosting Fees, $97,500
Other: $0
Total Operational and Maintenance Cost: $99,763
Part C: TOTAL COST TO THE FEDERAL GOVERNMENT
Total Labor Cost to the Federal Government: $850.00
Total Operational and Maintenance Costs: $99,763
Total Cost to the Federal Government: $100,613
15. Reasons for Change in Burden
The number of students has increased which has increased overall burden.
16. Publication of Results
The results of this information collection will not be published.
17. Non-Display of OMB Expiration Date
We are not seeking approval to omit the display of the expiration date of the OMB approval on the collection instrument.
18. Exceptions to “Certification for Paperwork Reduction Submissions”
We are not requesting any exemptions to the provisions stated in 5 CFR 1320.9.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Kaitlin Chiarelli |
| File Modified | 0000-00-00 |
| File Created | 2023-12-19 |