SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

**A. Justification**

# The information obtained through this collection is required to conduct the selection of each year's "class" of Presidential Scholars, as required by Executive Order of the President. The Presidential Scholars Program was established in 1964 by Executive Order 11155, to recognize the academic accomplishments of 121 outstanding graduating high school seniors. A later amendment, Executive Order 12158, allowed for the recognition of an additional 20 Scholars, for artistic achievement. Information is collected under Executive Order 11155 as amended by Executive Order 12158, and includes the applicant's name, social security number, address, and other biographical information provided by the student, as well as SAT/ACT scores, school transcripts, and essays. The Executive Orders are attached below, and may also be viewed at <http://www.ed.gov/programs/psp/legislation.html>. The questions included and the information requested in the collection have been identified by the current Presidentially-appointed Commission on Presidential Scholars, as necessary to carry out their charge of identifying and honoring the Scholars, in accordance with the stipulation of the original Executive order, which states, "The Commission, in accordance with such standards and procedures as it may prescribe and on the basis of its independent judgment, shall annually choose Presidential Scholars...". 

1.  The purpose of the information collection is to compile information
    about each student candidate who is applying (via the Presidential
    Scholars Program Application) to be recognized as a Presidential
    Scholar in that year. Eligible applicants are determined using
    scores and data provided by The College Board and ACT, Inc. This
    office invites the top 20 male and top 20 female scorers on the SAT
    and ACT assessments from each area required by the Executive Order
    (the 50 states, DC, Puerto Rico, the US Territories/US families
    abroad) to apply for recognition, resulting in an estimated
    potential pool of 2,600 respondents annually. (The eligible cohort
    includes all students "tied" for a qualifying score; so, for
    example, there may be as many as 80 eligible male candidates in a
    populous state like California, where that many young men may score
    a perfect 1600 on the SAT.) Interested candidates submit
    applications to be processed and organized for review by a
    contractor. This information is evaluated first by an independent
    review committee, which selects some 550 semifinalists, and finally
    by the Commission on Presidential Scholars, which selects up to 141
    Scholars. After this, the information is used for the development of
    student biographies, press releases, talking points for Department
    and White House staff, and/or other publications or purposes. In
    short, as stated in the published system of records notice System of
    Records notice published on December 3, 2003 (68 FR 67781-85), found
    at: <http://www.access.gpo.gov/su_docs/fedreg/frcont03.html>, the
    information is used: to determine the eligibility of candidates and
    review their applications in order to determine program
    semifinalists and finalists on an annual basis; develop and
    implement the program's annual recognition component; and carry out
    the authorizing Executive Order 11155 (1964) and its amendment,
    Executive Order 12158 (1979). The Department of Education may
    disclose information contained in a record in this system of records
    under the routine uses listed in the published system of records
    without the consent of the individual if the disclosure is
    compatible with the purposes for which the record was collected. The
    Department may make disclosures on a case-by-case basis or, if the
    Department has complied with the computer matching requirements of
    the Computer Matching and Privacy Protection Act of 1988, under a
    computer matching agreement. Routine uses include:

\(1\) [Freedom of Information Act (FOIA) and the Privacy Act of 1974
Advice Disclosure]{.underline}. The Department may disclose records to
the Department of Justice and the Office of Management and Budget if the
Department concludes that disclosure is desirable or necessary in
determining whether particular records are required to be disclosed
under the FOIA. Under the FOIA, the public has the right of access to
Federal agency records. Portions of the information contained in the
systems covered by this routine use may be subject to the FOIA. However,
much of the information in the system is also protected from disclosure
under the Privacy Act of 1974. This routine use is compatible with the
purposes of the systems to which it applies in that the Department can
disclose records to the agencies responsible for litigation and
interpretation of these Acts, ensuring that only material that may be
disclosed under FOIA is actually disclosed. (2) [Congressional Member
Disclosure]{.underline}. The Department may disclose records to a Member
of Congress from the record of an individual in response to an inquiry
from the Member made at the written request of that individual. The
Member\'s right to the information is no greater than the right of the
individual who requested it. This routine use is compatible with the
purposes of the systems to which it applies in that it helps protect the
privacy and programmatic rights of individuals and resolve issues that
may arise under the programs and activities to which the routine use
applies. (3) [Routine Programmatic Purposes]{.underline}. The Department
may disclose records from this system of records in order promote the
selection and recognition of students and the visibility of the program.
In order to honor participants and Scholars pursuant to programmatic
requirements, disclosures of records from this system will be made to
the following entities for the purposes specified:

> \(a\) [Disclosures to the Review Committee and the Commission on
> Presidential Scholars]{.underline}. The program will provide copies of
> each candidate's complete application package to members of the
> program's review committee, and complete copies of each semifinalist's
> application package to the Commission, for selection of the Scholars,
> and in the case of the Commissioners, for in-state recognition
> ceremonies held for semifinalists and finalists.
>
> \(b\) [Disclosures to the general public announcing the program's
> candidates, semifinalists and finalists]{.underline}. The program will
> provide basic information from its records for each candidate,
> semifinalist and finalist (Scholar) on the Presidential Scholars
> Program section of the Department's Web Site.
>
> \(c\) [Disclosures to the general public of the annual Presidential
> Scholars Yearbook]{.underline}. For recognition purposes as well as
> informational and, on rare occasions, research requests, the program
> will provide copies of the Presidential Scholars Yearbook which
> includes student photos, names, school, city, state, college of choice
> and student-written essays to Scholars, families, teachers,
> Commissioners, sponsors, potential candidates, researchers, and other
> interested parties. Due to limited numbers, copies are provided first
> to program participants and, if additional copies remain, in response
> to other inquiries.
>
> \(d\) [Disclosures to contractors for production of program
> recognition materials.]{.underline} The program will provide records
> to contractors for the printing of certificates and engraving of
> Scholar medallions. The Executive Order states that Scholars are to
> receive medallions, and occasionally the Administration wishes to
> provide certificates signed by the President.
>
> \(e\) [Disclosures to contractors and college-age interns to arrange
> Scholar accommodations, transportation, and other
> services.]{.underline} The program may provide records to area vendors
> in preparation for the program's "National Recognition Week," held
> annually in Washington, DC each June. During that week, Scholars
> travel to the nation's Capital at the program's expense to participate
> in educational and celebratory activities. At the same time, former
> Scholars return to the program as "Advisors," to assist with the
> program during National Recognition week. These Advisors also receive
> information relevant to the Scholars assigned to them.
>
> \(f\) [Disclosures to national, state and local media to publicize the
> Scholars and respond to press inquiries about them]{.underline}.
> Records are provided for the purpose of publicizing the Scholars and
> responding to press inquiries.
>
> \(g\) [Disclosures to the White House and federal agencies for
> briefings, speechwriting, or to obtain security
> clearances.]{.underline} Records are provided to the White

House and federal agencies for the purpose of speechwriting and
briefings for officials addressing the Scholars and guests at
recognition events, or for security clearances at events attended by
government officials or in buildings with limited access.

> \(h\) [Disclosures to national, state and locally-elected officials
> and their staff to notify them of candidates, semifinalists and
> Scholars in their states or districts, and to assist with other
> activities to recognize these individuals.]{.underline} Records are
> provided for the purpose of notifying elected officials to candidates,
> semifinalists and Scholars in their states or districts, and to assist
> with preparing congratulatory letters, certificates, and other honors
> or scheduling events or office visits in Washington or at home.
>
> \(i\) [Disclosures to state and local education officials to notify
> them of candidates, semifinalists and Scholars in their states,
> districts, or schools]{.underline}. Records are provided to Chief
> State School Officers, Superintendents of school districts, principals
> and guidance counselors for the purpose of notifying them of the
> candidates, semifinalists and Scholars in their states, districts, or
> schools.

# The collection involves the use of automated electronic, mechanical or other technological techniques in the form of the "PSAonline" application, which replicates in electronic format all the forms candidates need to complete for consideration as Presidential Scholars, and allows them to enter their information online. In addition to the option of completing and submitting their applications electronically, candidates without access to a computer and the Internet, or who prefer to complete their materials by hand, retain the option of completing and submitting paper applications. Students may request that the forms be mailed to them, and application documents are also placed online in PDF and Word format for applicants to print and complete. All options including the comprehensive on-line application system (accessible with valid user id and password through the Department\'s website at <http://www.ed.gov/programs/psp/applicant.html>) are available to all eligible candidates during the application window of mid-January through mid-February. 

# The decision to adopt an electronic application process was prompted by numerous requests from applicants, and was intended to bring the program in line with the Government Paperwork Elimination Act (GPEA), which directs the Government to allow citizens to use electronic technologies when filing information with, or retrieving information from federal agencies. The program was designed to align with GPEA's October 2003 deadline to provide public access to government services and documents and give the public the option of submitting government forms electronically. Feasibility studies conducted early in 2002 prior to the launch of the system indicated that the use of an electronic process would increase accuracy and productivity, make more effective use of staff and resources, improve the quality and integrity of data collection, and enhance the responsiveness of Government to its citizens, as the GPEA intends. There is no indication at this time that the use of the online system reduces burden in any significant way, as the electronic and paper processes are substantially similar. 

# 

# To allow for OMB review of the online system as well as the draft 2007 application included as an attachment, the following user ids and passwords have been created. These will allow the OMB reviewer to log in by clicking on the "PSAonline login" link under "Guidelines" on the right side of the page at <http://www.ed.gov/programs/psp/applicant.html> (or by going directly to <http://wdcrobcolp01.ed.gov/CFAPPS/PSAonline/login/logon_1.cfm>) as a candidate (student), a parent, a recommender (teacher or school counselor) and a principal. For security reasons, the system will prompt the user to change his or her password at log-in, so the OMB user(s) should make a note of that new password if planning to log in several times. Because user access is typically limited to the application period, these passwords are set to expire on 09/30/2006, but can be extended by contacting Melissa Apostolides as listed in the form OMB 83-I.

> NEW STUDENT ID: UUse111036
>
> NEW STUDENT PWD: srg5Sy46
>
> NEW PARENT ID: NUse111037
>
> NEW PARENT PWD: eSvXMdKF4
>
> NEW PRINCIPAL ID: PUse111038
>
> NEW PRINCIPAL PWD: 5mj6TXVe
>
> NEW RECOMMENDER ID: RUse111039
>
> NEW RECOMMENDER PWD: jJgRBY4S

One note regarding the "Voluntary Survey" included in this collection:
we understand that OMB standards for the classification of federal data
on race and ethnicity allow either of two formats -- the two-question
format or the combined format -- to be used for the collection of such
data, but that, in cases of self-identification, the two-question format
is preferred to the combined format. However, we also understand that
OMB intends soon to release updates to the data formatting; as soon as
we receive the new agency- and OMB-approved format, we will replace the
current combined format "Voluntary Survey" with a new version that uses
the latest two-question data format.

2.  Information collected is unique to this selection process and to
    each candidate in each year. There is no other collection instrument
    available for this program and no other single source for this
    specific information. In addition, the questions are specific to
    this program's selection process, being developed and approved by
    the White House Commission on Presidential Scholars established by
    the Executive Order. No duplication exists as far as can be
    determined.

3.  The information collection does not significantly impact small
    businesses or other small entities.

4.  If this collection (or a similar collection) were not employed,
    there would not be a mechanism to carry out the Executive Order and
    select the Presidential Scholars.

5.  Respondents may be required to prepare a written response to a
    collection of information in fewer than 30 days after receipt if
    there is a delay in the delivery of the application by the U.S.
    Postal Service or if a candidate is identified outside of the
    implemented procedures. There are no other special circumstances.

6.  A copy of 30-day Federal Register Notice publication will be
    provided with the OMB submission. An independent review committee of
    18 persons and the members of the Commission on Presidential
    Scholars (32 persons) are consulted annually to obtain their views
    on the data elements, the application format, and the data elements
    to be recorded, disclosed, or reported. The review committee
    consists of representatives of public and private secondary and
    postsecondary institutions: primarily college admissions directors
    and high school guidance/academic counselors. Reviewers may serve
    for three years, with staggered terms so that at least 1/3 of the
    review group is comprised of new panelists each year. The Commission
    consists of private citizens in education and other fields,
    appointed by the President. In addition, the contractor reports
    annually on the use of the application, frequently asked questions,
    and other pertinent feedback from the candidates completing the
    application. These consultations have resulted in the present form
    of the collection as submitted for OMB approval.

7.  The members of the Commission on Presidential Scholars, in
    fulfilling the charge of the authorizing Executive Orders, have
    determined that only students selected as Presidential Scholars (up
    to 141) receive any type of gift. The Commission has determined that
    those gifts will include: 1) a trip to Washington, DC in which
    transportation, meals, and lodging are paid; 2) the Presidential
    Scholars Medallion (stipulated under Executive Order 11155); and 3)
    any merchandise or awards provided to the Scholars by the Program's
    corporate sponsors.

8.  In accordance with the Privacy Act of 1974, the application includes
    a privacy advisory statement and requires that all candidates or
    their guardians, if they are minors, provide a signature affirming
    their candidacy and authorizing the release of information in
    relation to the program. The electronic application use assigned
    electronic identifications and passwords for these authorizations.
    All system users (candidates, parents, school staff and principals)
    are issued unique user identifications and passwords by the program,
    provided in their invitation packets, and are required to
    personalize their passwords upon initial login. A secure HTTPS
    connection will be provided through the Web site's login page, and
    the system provides 128-bit encryption on the user identification
    and password. Users will access the system by entering their
    assigned user identification and password, and the system will
    validate the user and his or her role against the database. If
    invalid information is entered, an error message is displayed and
    access is denied. Access to various parts of the system and the
    application is restricted based on user role and level of
    authorization.

The Privacy Advisory Act Statement and Affirmation of Candidacy read as
follows:

"The Privacy Act of 1974 (P.L. 93-579) requires that you be given
certain information in connection with this request for information.
Accordingly, pursuant to the requirements for the Act, please be
advised:

1.The authority for the collection of these data is Executive Order
11155.

2\. Furnishing the information requested is voluntary.

3\. The data will be used for selection of Presidential Scholars,
engraving of Scholar medallions, and arranging transportation and
accommodations for Scholars.

4\. Other routine uses of the data are for preparation of the
Presidential Scholars Yearbook, public affairs, and press releases to
new media.

5\. Failure to complete the form will mean that you cannot be included
among those candidates being considered for designation as Presidential
Scholar.

I, \_\_\_\_\_\_\_, understand that I am a candidate for the honor of
Presidential Scholar, have read the Privacy Act Advisory Statement, and
affirm my wish to be considered. In the event I am named a Presidential
Scholar, permission is hereby given for the release of materials
submitted by me for the use of the Commission on Presidential Scholars
and the Department of Education as may be deemed appropriate for
purposes of the Presidential Scholars Program. I further consent to the
release of photographs which may be taken of me, by or for the U.S.
Department of Education in connection with the Program. I am (check one)
willing \_\_\_ unwilling \_\_\_ to appear on radio and/or television if
such arrangements can be made by the U.S. Department of Education in
connection with the Presidential Scholars Program. Date: \_\_\_\_
Signature: \_\_\_\_\_\_\_\_\_\_\_\_."

The Department of Education has published a system of records notice
under the Privacy Act for the Presidential Scholars Program. Since the
program collects and maintains personally identifiable information on
respondents, all physical access to the Department site, which hosts,
maintains and secures the PSAonline system in accordance all applicable
federal regulations and the System Security, Configuration Management,
and Contingency Plans mandated by the agency's Certification and
Accreditation process, and the sites of Department contractors where
this system of records is accessed, are controlled and monitored by
security personnel who check each individual entering the building for
his or her employee or visitor badge. All paper records are kept in
locked cabinets. Paper and electronic Scholar application records are
destroyed in four-year blocks when the most recent record is four years
old. (ED/RDS, Part 5, Item 6 (N1-220-93-15, Item 1). Paper documents are
shredded. The Privacy Act Notice and Privacy Impact Assessment for the
electronic component of the application is included as an attachment,
and are posted for all applicants to read before they enter the
PSAonline system.

The computer systems employed by the Department and contractors offer a
high degree of resistance to tampering and circumvention, and the system
and its protections have been designed with input and approvals at every
stage from the Department's Office of the Chief Information Officer.

9.  This collection of information does not include questions about
    sexual behavior and attitudes, religious beliefs, or other items
    that are commonly considered sensitive and private.

10. Number of respondents= approximately 2,600

> Frequency of response= once (new population each year)

Hours per response= 16, estimated by completion of the forms by program
and contract staff, and by consultation with a small group of 6 typical
respondents. (This estimate is believed accurate regardless of whether
the candidates choose to submit their applications using the paper
format, part paper and part electronic, or all electronic.) The hour
burden on respondents is not expected to vary widely.

> Annual hour burden= 41,600

Since respondents are high school students or teachers and school
counselors performing their scheduled functions, there is no anticipated
annualized cost to respondents to correspond with the hour burden.

11. There is no additional annual cost burden to respondents or record
    keepers.

12. Estimated annual costs to Federal government, including maintenance
    and processing of both paper and online application options handled
    through two contracts: (For planning purposes, printing costs
    project a run (3,000 copies) larger than the anticipated number of
    respondents; postage costs estimate an invitational mailing to the
    maximum anticipated number of eligible candidates (2,600), and the
    processing costs, based on experience, estimate a smaller pool will
    actually choose to submit a final, complete application (1,650).

Application printing, ACT contract= \$11,314

Application postage, ACT contract = \$ 3,969

Application processing, ACT contract= \$20,864

Application evaluation, (1^st^ review); ACT contract = \$34,283

Application evaluation, (2^nd^ review); ACT contract = \$31,175

Reviewer travel (including 1^st^ and 2^nd^ reviews); ACT contract =
\$40,280

### On-line system operation & maintenance; EDNET contract =\_ \$20,000 

**Estimated total annualized costs = \$161,885**

(Supporting spreadsheet for calculating costs from ACT support contract,
attached.)

13. There are no changes or adjustments.

14. The results of this collection of information will be used to
    produce individual press releases and a Presidential Scholar
    yearbook. The next application cycle begins in December of 2006 with
    the identification of qualifying students. Applications are mailed
    to all eligible candidates in January of 2007. Applications are due
    in February, and the first review to narrow the candidate pool to
    550 semifinalists takes place in March 2007. The 141 finalists
    (Scholars) are selected by the Commission in April and announced in
    May of 2007. All lists of eligible candidates, semifinalists, and
    finalists are published on the Department's website and in a final
    press release (see samples at
    <http://www.ed.gov/programs/psp/index.html> by clicking the links
    that read "2006 Candidates," "2006 Semifinalists," and "2006
    Scholars," and view the 2006 press release at
    <http://www.ed.gov/news/pressreleases/2006/05/05042006.html>.) The
    recognition will take place and all related program publications
    (such as the annual yearbook with Scholar headshots and biographies;
    see a copy at <http://www.ed.gov/programs/psp/news.html> by clicking
    on the pdf for the 2006 Yearbook) will be issued in June of 2007.

15. No request not to display the expiration date is being sought.

16. There are no exceptions to the certification statement identified in
    item 20, "Certification for Paperwork Reduction Act Submission," of
    OMB Form 83-1.

## 

## B. Collection of Information Employing Statistical Methods

N/A

ATTACHMENT 1

> EXECUTIVE ORDER OF THE PRESIDENT
>
> *Providing for the recognition of certain students as Presidential
> Scholars.*
>
> **EXECUTIVE ORDER 11155**
>
> WHEREAS it is necessary in the national interest that the Federal
> Government encourage high attainment by students in secondary schools,
> both public and private, throughout the Nation, and
>
> WHEREAS *national recognition of scholastic attainments* will tend to
> enhance the accomplishments of such students generally and their
> potential after graduation:
>
> NOW, THEREFORE, by virtue of the authority vested in me as President
> of the United States, it is ordered as follows:
>
> Section 1. There is hereby established the *Commission on Presidential
> Scholars* (hereinafter referred to as the Commission). The Commission
> shall be composed of such members as the President may appoint from
> time to time from among appropriately qualified citizens of the United
> States. The person chosen each year, with the cooperation of the
> Office of Education, Department of Health, Education and Welfare, as
> National Teacher of the Year shall be one of the members of the
> Commission for a period terminating one year after the date of his or
> her selection as National Teacher of the Year or at such earlier time
> as a next-succeeding National Teacher of the Year is chosen. The
> President shall designate one of the members as chairman of the
> Commission. Members of the Commission shall serve at the pleasure of
> the President and without compensation from the United States.
>
> Section 2. The Commission, in accordance with such standards and
> procedures as it may prescribe and on the basis of its independent
> judgment, shall annually choose Presidential Scholars, subject to the
> following:
>
> 1\) The Presidential Scholars shall be chosen from among persons who
> have recently been graduated, or are about to be graduated, from
> secondary schools, public or private.
>
> 2\) They shall be chosen on the basis of their outstanding
> scholarship.
>
> 3\) One boy and one girl shall be chosen as Presidential Scholars from
> each of the following, namely:
>
> \(i\) Each state of the United States.
>
> \(ii\) The District of Columbia.
>
> \(iii\) The Commonwealth of Puerto Rico.
>
> \(iv\) The following collectively: American Samoa, Canal Zone, Guam,
> Virgin Islands, Trust Territory of the Pacific Islands, and, if the
> Commission in its discretion shall so determine, other places
> overseas. In respect of the said other places overseas, only children
> whose parents are citizens of the United States shall be eligible to
> be chosen hereunder as Presidential Scholars from those places.
>
> 4\) In addition to the 106 Presidential Scholars provided for in
> paragraph (3) above, the commission may choose other Presidential
> Scholars, not exceeding fifteen in number for any one year, to be
> chosen at large from the jurisdictions referred to in that paragraph.
>
> Section 3. This is hereby established the Presidential Scholars
> Medallion which shall be of such design and material as the President
> shall approve and shall be presented to each Presidential Scholar
> chosen by the Commission under this order.
>
> Section 4. As necessary and subject to law, the Office of Education,
> Department of Health, Education and Welfare, shall facilitate, or make
> arrangements for facilitating the carrying out of the purposes of this
> order.
>
> Lyndon B. Johnson\
> The White House
>
> May 23, 1964
>
> EXECUTIVE ORDER OF THE PRESIDENT
>
> *Awards for Special Capability in the Visual and Performing\
> Arts and in Creative Writing*
>
> **EXECUTIVE ORDER 12158**
>
> By the authority vested in me as President by the Constitution and
> statutes of the United States of America, Section 2 of Executive Order
> No. 11155 is hereby amended by adding thereto the following paragraph:
>
> \"(5) In addition to the Presidential Scholars provided for in
> paragraph (3) and (4) above, the Commission may choose other
> Presidential Scholars not exceeding twenty in any one year. These
> Scholars shall be chosen at large, from the jurisdictions referred to
> in paragraph (3), on the basis of outstanding scholarship and
> demonstrated ability and accomplishment in the visual and performing
> arts or in creative writing.\"
>
> Jimmy Carter
>
> The White House
>
> September 18, 1979