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ICRAS and OMB Number: ICR No. 1667.10 1855-0011 Revised: 05/23/2013

Magnet Schools Assistance Program Application for Grants

SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

ICRAS and OMB Number: ICR No. 1667.10 1855-0011

Revised 05/23/2013

A. Justification 

1. Explain the circumstances that make the collection of information necessary. 

Identify any legal or administrative requirements that necessitate the collection. 

Attach a hard copy of the appropriate section of each statute and regulation

mandating or authorizing the collection of information, or you may provide a valid 

URL link or paste the applicable section. Please limit pasted text to no longer than 3 

pages. 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, make note of the sections or changed 

sections, if applicable.

The U.S. Department of Education is requesting an extension without change for a 

collection to make awards under the Magnet Schools Assistance Program (MSAP) using 

the approved Application for Grants (OMB Control Number 1855-0011). The activities 

under the MSAP competition are authorized under the Title V, Part C of the Elementary

and Secondary Education Act, as amended. 

The Magnet Schools Assistance program provides grants to eligible local educational 

agencies to establish and operate magnet schools that are operated under a court-ordered 

or federally approved voluntary desegregation plan. These grants assist in the 

desegregation of public schools by supporting the elimination, reduction, and prevention 

of minority group isolation in elementary and secondary schools with substantial 

numbers of minority group students. In order to meet the statutory purposes of the 

program, projects also must support the development and implementation of magnet 

schools that assist in the achievement of systemic reforms and provide all students with 

the opportunity to meet challenging academic content and student academic achievement 

standards. Projects support the development and design of innovative education methods 

and practices that promote diversity and increase choices in public education programs. 

The program supports capacity development–the ability of a school to help all its students 

meet more challenging standards–through professional development and other activities 

that will enable the continued operation of the magnet schools at a high performance 

level after funding ends. Finally, the program supports the implementation of courses of 

instruction in magnet schools that strengthen students’ knowledge of academic subjects 

and their grasp of tangible and marketable vocational skills.
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ICRAS and OMB Number: ICR No. 1667.10 1855-0011 Revised: 05/23/2013

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 application package requests programmatic and budgetary information needed to 

evaluate new applications and make funding decisions based on the authorizing statute,

program regulations, and EDGAR. Failure to collect this information would prevent the 

awarding of appropriated funds; essential information would not be available for 

evaluating the applications in accordance with the statute and regulations.

3. 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. Also describe any 

consideration given to using technology to reduce burden.

For fiscal year 2013, as a part of the Department’s goal to increase the electronic 

submission of applications, applications for grants under the MSAP will be submitted 

electronically via the Grants.gov portal. We estimate that the Department will receive 

100 percent of the applications electronically.

The application package will be prepared in a format for easier and faster posting of 

information on the Web. Prospective applicants will be able to view and download the 

application through the FIND function on Grants.gov at http://www.Grants.Gov.

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 Item 2 above.

Since the information submitted in the application is unique to each respondent, no 

duplication exists as far as can be determined. There is no other collection instrument 

available to collect the information that is being requested.

5. 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 notfor-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.

This information collection does not involve small businesses or other small entities.

6. 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.

If the collection is not conducted or is collected less frequently, the Department cannot 

meet its grant making responsibilities, including the publication of closing date notices, 

providing technical assistance to potential applicants, conducting peer reviews of grant 
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ICRAS and OMB Number: ICR No. 1667.10 1855-0011 Revised: 05/23/2013

applications, transmitting slates with funding recommendations to Department officials 

for approval, and making grant awards. 

The Department needs to make grant applications available to its constituencies to give 

eligible applicants time to develop and submit applications, and to make new fiscal year 

grant awards in a timely manner. 

7. 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.

No information will be collected in the manner covered under any of the special 

circumstances outlined.

8. 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. 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.

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 
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ICRAS and OMB Number: ICR No. 1667.10 1855-0011 Revised: 05/23/2013

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.

The Department is meeting all requirements of public comment periods. Informal 

discussions with past applicants have occurred on an ongoing basis since the time of the 

most recent data collection using the MSAP application package for the FY 2013 MSAP 

grant competition through individual meetings with school district representatives and 

through meetings with organizations that have a particular interest in the program, most 

notably Magnet Schools of America. Based on this feedback as well as program staff 

analyses regarding application errors and data omissions, we believe that changes 

instituted in conjunction with the previous OMB clearance submission for the MSAP 

application package have worked well to remedy problems of insufficient guidance and 

lack of clarity regarding certain data requirements associated with the application. 

Also, a 30-day notice was published in the Federal Register. 

9. Explain any decision to provide any payment or gift to respondents, other than 

remuneration of contractors or grantees with meaningful justification.

The Department will not provide any payments or gifts to respondents.

10. 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. 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 A130 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). 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 confidentially of the data.

There is no assurance of confidentiality.

11. 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.

This application does not include questions about sexual behavior and attitudes, religious 

beliefs, or other items that are commonly considered sensitive and private.
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ICRAS and OMB Number: ICR No. 1667.10 1855-0011 Revised: 05/23/2013

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

statement should:

 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, and an explanation of how the 

burden was estimated, including identification of burden type: recordkeeping, 

reporting or third party disclosure. All narrative should be included in item 12. 

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 the hour burden 

on respondents is expected to vary widely because of differences in activity, size, 

or complexity, show the range of estimated hour burden, and explain the reasons 

for the variance. Generally, estimates should not include burden hours for 

customary and usual business practices.

 If this request for approval covers more than one form, provide separate hour 

burden estimates for each form and aggregate the hour burdens in the ROCIS 

IC Burden Analysis Table. (The table should at minimum include Respondent 

types, IC activity, Respondent and Responses, Hours/Response, and Total 

Hours)

 Provide estimates of annualized cost to respondents of the hour burdens for 

collections of information, identifying and using appropriate wage rate 

categories. 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.

The anticipated number of respondents is 150. The average burden per response is 

estimated at 40 hours and the number of responses per applicant remains one. The data 

collection occurs once every three years. The burden, based on 150 responses to the 

MSAP application package that occurs at an average burden of approximately 40 

hours/response, is 6,000 hours, occurring once every three years. Because respondents 

will now submit applications electronically using the Grants.gov APPLY module, costs 

to respondents are limited to the costs of preparation of the application. Based on the 

estimate that 150 applications will be submitted, costs to respondents are estimated to be 

the following: 150 apps x 40 hours/application x $30/hour = $180,000

13. 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 
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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:

Annual Costs to Respondents (capital/start-up, and operation and maintenance): The 

total for the capital and start-up cost components for this information collection is zero. 

This information collection will not require the purchase of any capital equipment nor 

create any startup costs.

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. Agencies also may aggregate cost estimates from Items 

12, 13, and 14 in a single table.

Cost to Federal Government:

Cost for Federally-supervised review of applications

9 readers @ $1,000 each $9,000

Processing applications – staff

(8 staff x 40 hours x $48 per hours=$15,360)

(Overhead cost: $15,360 x 50 percent = $7,680) $23,040
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Contractor logistical support for workshops, achieving prior unfunded 

applications, application processing, field reading and slate preparation 

(14 weeks-reading)

$35,000.00

Staff time for conducting supervised review.

(4 weeks x 3 control reviews, and 3 panel chairpersons)

(6 staff x 160 hours x $48 per hour=$46,080)

(Overhead cost: $46,080 x 50 percent=$23,040) $69,120.00

Staff time for generating slate

(3 staff x $48 x 16 hours=$2304)

(Overhead cost: $2304 x 50 percent = $1152) $3,456.00

Staff time to review and approve funding recommendations

(4 hours per grant award x 5 awards)

(5 awards x 4 hours per award x $48 per hour = $960

(Overhead cost: $960 x 50 per cent = $480) $1440.00

Staff time to generate, approve, and issue grant awards

(2 hours per award x 5 awards= 10 hours)

($48 per hr x 10 hours = $480)

(Overhead cost: $480 x 50 percent = $240) $720.00

Total estimate cost to government (competitive year) $141,776.00

15. 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).

There are no program changes or adjustments to this data collection.

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 
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ending dates of the collection of information, completion of report, publication 

dates, and other actions.

Results of collected information will not be published.

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.

The Department will display on the form the expiration date for the OMB approval as 

required.

18. Explain each exception to the certification statement identified in the Certification 

of Paperwork Reduction Act.

There are no exceptions to the certification statement.