0648-0546 Supporting Statement A

SUPPORTING STATEMENT

U.S. Department of Commerce

National Oceanic & Atmospheric Administration

Northeast Region Observer Providers Requirements

OMB Control No. 0648-0546

Abstract

This request is for a revision and extension to a currently approved information collection. Under the Magnuson-Stevens Fishery Conservation and Management Act, the Secretary of Commerce (Secretary) has the responsibility for the conservation and management of marine fishery resources. Much of this responsibility has been delegated to the National Oceanic and Atmospheric Administration (NOAA)/National Marine Fisheries Service (NMFS). Under this stewardship role, the Secretary was given certain regulatory authorities to ensure the most beneficial uses of these resources. One of the regulatory steps taken to carry out the conservation and management objectives is to collect data from users of the resource.

Previously, vessels either called or email to notify NMFS of an upcoming scallop trip. NMFS has added a new method for notification called the Pre-Trip Notification System (PTNS). The integration of the scallop notification requirement into the PTNS helps standardize observer operations between fisheries and modernize reporting systems. The PTNS is a mobile-friendly website that is more sophisticated and flexible than the aging interactive voice response technology. The change to the PTNS does not affect determination of scallop coverage rates or the compensation analysis. There are no changes to the requirements vessels must abide by if selected to carry an observer, such as equal accommodations, a harassment-free environment, and other safety requirements. This change is not expected to impact the burden response time, but NOAA will continue to monitor use of this new tool, and will update the collection if it results in any burden changes at our next renewal. There will still be an email and a phone option for vessels to notify. These requirements allow NMFS/NEFOP to effectively administer the scallop observer program.

Justification

1. Explain the circumstances that make the collection of information necessary. Identify any legal or administrative requirements that necessitate the collection. Attach a copy of the appropriate section of each statute and regulation mandating or authorizing the collection of information.

Amendment 13 to the Atlantic Sea Scallop (scallop) Fishery Management Plan (FMP), developed by the applicable Fishery Management Council, as authorized by the Magnuson-Stevens Fishery Conservation and Management Act, implemented an industry funded observer program, which included reporting requirements for both observer service providers as well as the scallop fishing industry. Frameworks 19 and 24 further revised the scallop observer program and implemented additional information collection requirements to allow for more effective administration of the program. Amendment 21 expanded the observer call-in requirement to direct scallop fishing in the NGOM means that monitoring requirements will be consistent for all scallop permit types across the entirety of the Atlantic sea scallop resource within the US Exclusive Economic Zone. The integration of the scallop notification requirement into the PTNS helps standardize observer operations between fisheries and modernize reporting systems. The observer coverage in the scallop fishery is necessary to monitor the bycatch of finfish including yellowtail flounder, skates, monkfish, cod, and other species. Monitoring of yellowtail flounder and windowpane flounder bycatch is of particular concern because the scallop fishery is constrained by a catch allocation for these species under the Northeast Multispecies FMP. Observer coverage is also needed to monitor interactions of the scallop fishery with endangered and threatened sea turtles.

2. 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 information collections, which are a result of Amendments 13 and 21 and Frameworks 19 and 24, are reporting requirements used by the National Marine Fisheries Service (NMFS) and Northeast Fisheries Observer Program (NEFOP). NMFS retains control over all information and safeguards it from improper access, modification, and destruction, consistent with NOAA standards for confidentiality, privacy, and electronic information. The information collection is designed to yield data that meet all applicable information quality guidelines. Prior to dissemination, the information would be subjected to quality control measures and pre-dissemination review pursuant to Section 515 of Public law 106-554. There are 17 separate information collections that were implemented by Amendments 13 and 21 and Frameworks 19 and 24, the use of which is discussed here. All information collections are necessary for the successful operation of the scallop observer program.

1. Observer deployment report: The observer service provider deployment reports are used to inform NEFOP when, where, to whom, and to what scallop area an observer has been deployed within 24 hours of the observer’s departure. The observer service provider also must ensure that the observer reports back to the NEFOP its OBSCON data, as described in the certified observer training, within 12 hours of landing.

2. Observer Availability Report: The observer service provider availability reports are used to inform NEFOP of any occurrence of their inability to respond to an industry request for observer coverage due to the lack of available observers on staff by 5:00 pm, Eastern Standard Time, on any day with an industry request for observer coverage.

3. Safety Refusals: The observer service provider safety refusal reports are used to inform NEFOP of any trip that has been refused due to safety issues, e.g., failure to hold a valid USCG Commercial Fishing Vessel Safety Examination Decal or meet the safety requirements of the observer’s pre-trip vessel safety checklist, within 24 hours of the refusal.

4. Raw observer data: The submission of raw (unedited) data (via courier service eg. FedEx, DHL, etc.) collected by the observer to the NEFOP within 72 hours of trip landing is necessary for NEFOP to administer the observer program. This data is also used to monitor bycatch in the scallop fishery.

5. Observer debriefing: The observer service provider must ensure that the observer remains available to the NEFOP and/or NMFS Office for Law Enforcement for debriefing for two weeks following any observed trip. Observer debriefings ensure the data collected by the observer is as accurate as possible, and any potential issues are addressed. An observer that is at sea during the two-week period must contact the NEFOP upon his or her return if requested.

6. Other reports: Reports of possible observer harassment, discrimination, concerns about vessel safety or marine casualty, observer illness or injury, and any information, allegations, or reports regarding observer conflict of interest or breach of the standards of behavior must be submitted to the NEFOP in a timely manner.

7. Biological samples: The observer service provider must ensure that biological samples, including whole marine mammals, turtles and sea birds, are stored/handled properly and transported to the NEFOP within 7 days of landing.

8. New permit application for observer provider: Any third party provider that wishes to operate in the scallop observer program must submit a thorough application and gain approval from NMFS.

9. Applicant response to a denial: If an application for approval as an observer service provider is incomplete or does not meet the requirements of an approved observer service provider, the application will be provided with a written denial. Each applicant may present additional information to NMFS to rectify the deficiencies specified in the written denial within 30 days of the applicant’s receipt of the denial notification.

10. Request for observer training: The observer service provider must submit a request for a certified training class at least 30 days prior to the beginning of the proposed training class to ensure that the NEFOP is provided with the necessary time and information to prepare for the training of candidate observers.

11. Rebuttal of pending removal from list of approved observer providers: An observer provider that fails to meet the requirements, conditions, and responsibilities of an approved observer service provider will be notified in writing that it is subject to removal from the list of approved observer service providers. An observer service provider that has received notification that it is subject to removal from the list of approved observer service providers may submit information to rebut the reasons for removal from the list within 30 days and must give written evidence that clearly disproves the reasons for removal.

12. Request to observer service provider to procure an observer: Notifications for trips must be submitted between 10 days and 48 hours in advance of planned trips, a decrease from the current 72-hour notification requirement. The PTNS will offer trips to providers automatically, based on vessels’ provider preference settings. Vessels will not be required to call each provider to check observer availability. Vessels will only need to coordinate trip details with the observer provider after the trip has been assigned in the PTNS.

13. Notification of unavailability of observers: An owner, operator, or vessel manager of a vessel who cannot procure a certified observer within 24 hours of the notification to the provider, due to the unavailability of an observer, may request a waiver from the requirement for observer coverage for that trip, but only if the owner, operator, or vessel manager has contacted all of the available observer service providers to secure observer coverage. To request a waiver based on the unavailability of observers, an owner, operator, or vessel manager of the vessel must call the NEFOP. If the NEFOP confirms that no observers are available, it will issue a waiver within 24 hours.

14. Observer contact list updates: The updated observer contact list would facilitate the ability of NMFS/NEFOP to contact an observer when necessary. This list would be updated by the service provider as necessary.

15. Observer availability updates: The observer status report would facilitate the ability of NMFS/NEFOP to confirm observer availability, or the lack thereof, when a provider notifies NFMS/NEFOP of instances when no observers were available for deployment. This list would be updated by the service provider as necessary.

16. Service provider material submissions: NMFS/NEFOP may request service providers to provide copies of materials provided to the fishing industry. This would allow NMFS/NEFOP to ensure such materials are accurate and in keeping with the objectives of the program. This information would likely be solicited when changes to such materials are made.

17. Service provider contracts: NMFS/NEFOP may request service providers to provide a copy of each type of signed and valid contract between the observer provider and those entities requiring observer services. This would allow NMFS/NEFOP to resolve contract disputes between the provider and industry, and to ensure provider contracts with their employees are in keeping with the objectives of the observer program. This information would likely be solicited when changes to such materials are made

3. Describe whether, and to what extent, the collection of information involves the use of automated, electronic, mechanical, or other technological collection techniques or other forms of information technology, e.g. permitting electronic submission of responses, and the basis for the decision for adopting this means of collection. Also, describe any consideration of using information technology to reduce burden.

Notifications for trips must be submitted between 10 days and 48 hours in advance of planned trips, a decrease from the current 72-hour notification requirement. The observer providers and vessels submit materials to NMFS/NEFOP via e-mail, fax or postal service. Instructions for vessels owners and providers are on the Greater Atlantic Region We site at: https://www.nefsc.noaa.gov/fsb/scallop/

4. 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 Question 2

The application processes and information submissions for the observer provider and vessels are unique to the scallop observer program, and direct duplication with other collections does not exist.

5. If the collection of information impacts small businesses or other small entities, describe any methods used to minimize burden.

This collection of information does not impose a significant impact on small entities. Only the minimum data to meet the requirements of the above data needs are requested from all participants.

6. Describe the consequence 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.

All information is required for the efficient operation of the scallop observer program and must be submitted in the time frames requested. Collecting this information less frequently would jeopardize the goals and objectives of the observer program and the effective management of the scallop fishery.

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

Service providers would be required to submit observer contact and availability information as necessary, which may be more often than quarterly. This is to ensure NMFS/NEFOP observer data is accurate and up to date.

NMFS/NEFOP may request service provider materials as necessary, which may be more frequently than quarterly. This is to ensure materials provided to industry and observers are accurate, up to date, and in keeping with observer program objectives and policies.

8. If applicable, provide a copy and identify the date and page number of publications in the Federal Register of the agency's notice, required by 5 CFR 1320.8 (d), soliciting comments on the information collection prior to submission to OMB. Summarize public comments received in response to that notice and describe actions taken by the agency in response to these comments. Specifically address comments received on cost and hour burden.

A Federal Register Notice published on January 31, 2024, (89 FR 6096) solicited public comments on this information collection. The comment period ended on April 1, 2024. No comments were received.

NMFS reached out to several service providers in an effort to obtain their views on the availability of data, frequency of collection, the clarity of instructions and recordkeeping, disclosure, or reporting format (if any), and on the data elements to be recorded, disclosed, or reported.  No responses were received.

9. Explain any decision to provide any payment or gift to respondents, other than remuneration of contractors or grantees.

No payment or gift to respondents is provided under this program for observer service providers or vessel owners as a part of the scallop observer program.

10. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy. If the collection requires a systems of records notice (SORN) or privacy impact assessment (PIA), those should be cited and described here.

The information collected is confidential under section 402(b) of the Magnuson-Stevens Act (16

U.S.C. 1801, et seq.).

The information collected under this OMB Control Number is authorized under SORN COMMERCE/NOAA-19, Permits and Registrations for United States Federally Regulated Fisheries.  The information is stored in NOAA system NOAA4100, for which a current PIA is on record at https://www.osec.doc.gov/opog/privacy/NOAA-pias.html

11. Provide additional justification for any questions of a sensitive nature, such as sexual behavior or attitudes, religious beliefs, and other matters that are commonly considered private. This 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.

This collection of information does not request any information that are of a sensitive nature.

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

The time and cost burden of this information collection is presented in Table 1 below. There are currently 622 Limited Access and Limited Access General Category permitted Scallop vessels that are subject to this information collection. As the time of this renewal, there are 4 providers that support the scallop observer program. Conversations with NEFOP staff indicated that it is unlikely that any more service providers will enter the scallop observer program within the three years before this information collection is renewed. Therefore, the information collections here were analyzed for either 622 vessels or 4 scallop observer program providers. The estimated total number of hours for the entire scallop observer program is 6,475 hours.

Information Collection	Number of Entities	Items per Entity	Total # of Items	Response Time (Minutes)	Total Time Burden (Hours)	Hourly Wage Rate (for Type of Respondent) (f)	Total Time Burden Cost
Observer Deployment Report	4	250	1000	10	166	$60	$10,075
Observer Availability Report	4	150	600	10	100	$60	$6,045
Observer Availability Updates	4	12	48	1	1	$0	$0
Safety Refusals	4	25	100	30	50	$60	$2,297.10
Raw Observer Data	4	250	1000	5	83	$60	$3,808
Observer Debriefing	4	70	280	120	560	$60	$33,852
Other Reports	4	35	140	30	70	$60	$3,204
Biological Samples	4	250	1000	5	83	$60	$3,808
New Permit Application for Observer Provider	4	1	4	600	40	$60	$2,418
Applicant Response to a Denial	1	1	1	600	10	$60	$605
Request for Observer Training	4	2	8	30	4	$60	$242
Rebuttal of Pending Removal from List of Approved Observer Providers	1	1	1	480	8	$60	$484
Request for an Observer	622	50	31100	10	5183	$42	$216,456
Notification of Unavailability of Observers	622	2	1244	5	104	$42	$4,329
Observer Contact List Updates	4	12	48	5	4	$0	$0
Service Provider Material Submissions	4	2	8	30	4	$0	$0
Service Provider Contracts	4	2	8	30	4	$0	$0
Totals	1,298	1,115	36,590		6475	$748	$287,623

13. Provide an estimate for 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 already reflected on the burden worksheet).

The total annual cost burden to the respondents from the scallop observer program is $56,819. These costs are exclusively mail or telephone costs associated with the information collections. Phone calls were estimated to cost $0.10 per minute and stamps are currently $0.55 each. Because the phone is still an option for notification, the higher cost burden of a phone call was used inplace of the PTNS notification. Some information collections are required to be sent by express mail (ex. $21.18 for an express mail envelope) such as raw observer data for timely monitoring of particular bycatch species. The burden cost for each information collection is presented here:

• Observer deployment report, Observer Availability Report, Safety Refusals, Other reports, Observer contact list updates, Observer availability updates: sent via e-mail = $0.

Information Collection	Number of Entities	Items per Entity	Total # of Items	Total Actual Costs per Entity (phone call ($0.10/min) unless noted)	Total Actual Costs
Observer Deployment Report	4	250	1000	e-mail	$0.00
Observer Availability Report	4	150	600	e-mail	$0.00
Observer Availability Updates	4	12	48	e-mail	$0.00
Safety Refusals	4	25	100	e-mail	$0.00
Raw Observer Data	4	250	1000	$21.18	$21,180.00
Observer Debriefing	4	70	280	$12.00	$3,360.00
Other Reports	4	35	140	e-mail	$0.00
Biological Samples	4	250	1000	$0.50	$500.00
New Permit Application for Observer Provider	4	1	4	$0.49	$1.96
Applicant Response to a Denial	1	1	1	$0.49	$0.49
Request for Observer Training	4	2	8	$1.80	$14.40
Rebuttal of Pending Removal from List of Approved Observer Providers	1	1	1	$0.49	$0.49
Request for an Observer	622	50	31100	$1.00	$31,100.00
Notification of Unavailability of Observers	622	2	1244	$0.50	$622.00
Observer Contact List Updates	4	12	48	e-mail	$0.00
Service Provider Material Submissions	4	2	8	$2.50	$20.00
Service Provider Contracts	4	2	8	$2.50	$20.00
Totals	1,298	1,115	36,590	n/a	$56,819.34

14. 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.

Cost Descriptions	Grade/Step	Loaded Salary /Cost	% of Effort	Fringe (if Applicable)	Total Cost to Government
Federal Oversight
Fisheries Sampling Branch Manager	Band III/ Step 3	$135,484	26%		$35,226
Contractor Cost
Sampling Branch Contractor		$62,600	59%		$36,934
Travel					0
Other Costs					0
TOTAL					$72,160

15. Explain the reasons for any program changes or adjustments reported in ROCIS.

NMFS approved an additional observer service provider, increasing the number of providers from three to four. The additional burden hours necessary to accommodate the additional provider are reflected in the updated total burden hours. Thus, this revision increases the number of provider respondents from three to four.

Information Collection	Respondents		Responses		Burden Hours		Reason for change or adjustment
	Current Renewal / Revision	Previous Renewal / Revision	Current Renewal / Revision	Previous Renewal / Revision	Current Renewal / Revision	Previous Renewal / Revision
Observer Deployment Report	4	3	1000	750	167	125
Observer Availability Report	4	3	600	450	100	75
Observer Availability Updates	4	3	48	36	1	1
Safety Refusals	4	3	100	75	50	38
Raw Observer Data	4	3	1000	750	83	63
Observer Debriefing	4	3	280	210	560	420
Other Reports	4	3	140	105	70	53
Biological Samples	4	3	1000	750	83	63
New Permit Application for Observer Provider	4	3	4	3	40	30
Applicant Response to a Denial	1	1	1	1	10	10
Request for Observer Training	4	3	8	6	4	3
Rebuttal of Pending Removal from List of Approved Observer Providers	1	1	1	1	8	8
Request for an Observer	622	622	31100	31100	5183	5183
Notification of Unavailability of Observers	622	622	1244	1244	104	104
Observer Contact List Updates	4	3	48	36	4	3
Service Provider Material Submissions	4	3	8	6	4	3
Service Provider Contracts	4	3	8	6	4	3
Total for Collection	1,298	1,285	36,590	35,529	6,475	6,185
Difference	-13		-1,061		-290

Information Collection	Labor Costs		Miscellaneous Costs		Reason for change or adjustment
	Current	Previous	Current	Previous
Observer deployment report	$10,075	$7,556	$0.00	$0.00	Labor costs previously not included, increase in postage
Observer availability report	$6,045	$4,534	$0.00	$0.00
Safety refusals	$2,297.10	$2,297.10	$0.00	$0.00
Raw observer data	$3,808	$3,808	$21,180.00	$15,885.00
Observer debriefing	$33,852	$25,389	$3,360.00	$2,520.00
Other reports	$3,204	$3,204	$0.00	$0.00
Biological samples	$3,808	$3,808	$500.00	$375.00
Request for an Observer	$216,456	$216,456	$31,100.00	$31,100.00
Notification of unavailability of observers	$4,329	$4,329	$622.00	$622.00
New permit application for observer provider	$2,418	$1,814	$1.96	$1.47
Applicant response to denial	$605	$605	$0.49	$0.49
Request for observer training	$242	$181	$14.40	$10.80
Rebuttal of pending removal from list of approved observer providers	$484	$484	$0.49	$0.49
Observer Contact List Updates	$0	$0	$0.00	$0.00
Observer Availability Updates	$0	$0	$0.00	$0.00
Service Provider Material Submissions	$0	$0	$20.00	$15.00
Service Provider Contracts	$0	$0	$20.00	$15.00
Total for Collection	$287,623	$274,465	$56,819.34	$50,545.25
Difference	$ 13,158		$ 6,365

16. 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.

NMFS has no plans to tabulate the results of this information collection

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

There are no forms prescribed for this information collection.

18. Explain each exception to the certification statement identified in “Certification for Paperwork Reduction Act Submissions."

The agency certifies compliance with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).