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SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

A. Justification 

1. Circumstances Making the Collection of information Necessary

The information obtained through this collection is required to conduct the selection 

of each year’s “class” of U.S. Presidential Scholars, as required by Executive Order 

of the President. The U.S. 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 may be 

viewed here. The questions included and the information requested are necessary 

to carry out the White House Commission on Presidential Scholars’ 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 U.S. Presidential Scholars.” There is a significant 

possibility that another Executive Order will be signed this coming summer adding 

20 additional Scholars bringing the total amount of Scholars chosen to 161.

This is an extension of a currently approved information collection request.

2. Purpose and Use of the Information

The purpose of the information collection is to compile information about each 

student candidate who is applying (via the U.S. Presidential Scholars Program 

Application) to be recognized as a U.S. Presidential Scholar in that year. Candidates 

are invited to apply via a selection process determined by the Commission on 

Presidential Scholars. 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 560 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.

As stated in the published system of records notice published on July 31, 2006 E6-

12180), 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, 
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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. 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. 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. 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. 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. The program will provide basic 
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information from its records for each candidate, semifinalist and finalist 

(Scholar) on the U.S. Presidential Scholars Program section of the 

Department’s Web Site.

c. Disclosures to the general public of the annual U.S. Presidential 

Scholars Yearbook. For recognition purposes as well as informational 

and, on rare occasions, research requests, the program will provide 

copies of the U.S. Presidential Scholars Yearbook which includes 

student photos, names, school, city, state, college of choice and 

sometimes 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. 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. The program 

may provide records to area vendors in preparation for the program’s 

“National Recognition Weekend,” 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 

weekend. 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. 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. 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. 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, 
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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. 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.

3. Use of Information Technology and Burden Reduction

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 

U.S. 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) are available to all eligible candidates during the application window of midJanuary 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. However, the majority of candidates apply using 

the online system. 

To allow for OMB review of the online system as well as the 2015 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 ) 

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 
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password if planning to log in several times. Also, please let us know if someone will 

access the application before April 2015. Because user access is typically limited to 

the application period, these passwords are set to expire on 07/31/2015, but can be 

extended by contacting the program’s Executive Director, Simone Olson, at 202-

205-8719.

NEW STUDENT ID: UDoe405692

NEW STUDENT PWD: g4Tn3m3K

NEW PARENT ID: NDoe405693

NEW PARENT PWD: JohnDoe1

NEW PRINCIPAL ID: PDoe405694

NEW PRINCIPAL PWD: JohnJohnson1

NEW RECOMMENDER ID: RDoe405695

NEW RECOMMENDER PWD: JaneSmith1

4. Efforts to Identify Duplication and Use of Similar Information

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.

5. Impact on Small Businesses or other Entities

The information collection does not significantly impact small businesses or other 

small entities.

6. Consequences of Collecting the Information Less Frequently

If this collection (or a similar collection) were not employed or employed less 

frequently than on an annual basis, there would not be a mechanism to carry out the 

Executive Order and select the U.S. Presidential Scholars each year.

7. Special Circumstances Relating to the Guideline of 5 CFR 1320.5

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.
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8. Comments in Response to the Federal Register Notice and Efforts to 

Consult Outside the Agency

A 60 day and 30-day Federal Register Notice will be provided with the OMB 

submission.

An independent review committee of 20-22 persons and the members of the 

Commission on Presidential Scholars (up to 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.

9. Explanation of Any payment or Gift to Respondents

The members of the Commission on Presidential Scholars, in fulfilling the charge of 

the authorizing Executive Orders, have determined that only students selected as

U.S. 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); 3) annual yearbook produced by the US 

Department of Education; and 3) any merchandise or awards provided to the 

Scholars by the Program’s corporate sponsors.

10.Assurance of Confidentiality Provided to Respondents

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 
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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 U.S. Presidential Scholars Program. Date: ____ Signature: 

____________.” Date: Parent’s or legal guardian’s signature:

The Department of Education has published a system of records notice under the 

Privacy Act for the U.S. 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 posted for all applicants to read before they enter the PSAonline 

system.
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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.

11.Justification for Sensitive Questions

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.

12.Estimate of Hour Burden Including Annualized Hourly Costs

Number of respondents= approximately 2,900

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= 46,400

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.

13.Estimate of Other Total Annual Cost Burden to Respondents or 

Recordkeepers

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

14.Annualized Cost to the Federal Government

Maximum estimated annual costs to Federal government, including maintenance 

and processing of both paper and online application options handled through two 

contracts – ACT, Inc. holds the larger contract which handles the logistics for the 

program and application processing. The online application system is operated and 

maintained through a second contract.

Task Cost

Personnel for application processing, ACT contract $165,559

Forms Supplies, ACT contract $1,557
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Task Cost

Postage & distribution, ACT contract $14,830

Travel; ACT contract $17,186

Workshops/Services/Fees; ACT contract $27,580

Overhead, ACT contract $155,490

Fee; ACT contract $19,260

Online system operation & maintenance (contract) $210,000

Estimated total annualized costs $614,502

(Supporting table for breakdown of personnel costs by project tasks from ACT, 

attached, costs for option year included.)

15.Explanation of Program Changes or Adjustments

This is an extension of a previously approved information collection. An Executive 

Order will be signed in summer of 2015 adding 20 additional Scholars bringing the 

total amount of Scholars chosen to 161.This results in an adjustment of 300 

responses and 4,800 hours. The total hours and repsonses requested is 46,400 

hours and 2,900 responses.

16.Plans for Tabulation and Publication and Program Time Schedule

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 2015 with the identification of qualifying students. Applications are 

mailed to all eligible candidates in January of 2016. Applications are due in 

February, and the first review to narrow the candidate pool to 560 semifinalists takes 

place in March 2016. The 141 finalists (Scholars) are selected by the Commission in 

April and announced in May of 2016. All lists of eligible candidates, semifinalists, 

and finalists are published on the Department’s website and in a final press release 

(see samples here by clicking the links that read “2014 Candidates,” “2014

Semifinalists,” “2014 Scholars,“ and “Press Release”.).

17.Reason(s) Display of Expiration Date is Inappropriate

No request not to display the expiration date is being sought. We would like to 

request and expiration date in October rather than the summer as it fits better with 

the program timeframe.
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18.Exceptions to Certification for Paperwork Reduction Act Submission

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
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ATTACHMENT 1 

EXECUTIVE ORDER OF THE PRESIDENT

Providing for the recognition of certain students as U.S. 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. 
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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