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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

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 

section1. 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.

Section 703 of the Higher Education Act of 1965, as amended, authorizes the Secretary to 

award fellowships under the Jacob K. Javits Fellowship Program for graduate study in the arts, 

humanities, and social sciences. The fellowships support graduate students of superior ability 

selected on the basis of demonstrated achievement, exceptional promise and financial need. 

Grants are awarded to the institutions of higher education where the fellows are enrolled as 

graduate students, and may last for up to four years. Each fellow’s need must be assessed and 

reported each year, along with a continuing fellow’s academic progress as determined by the 

institution. The U.S. Department of Education has administered the Jacob K. Javits Fellowship 

Program since 1986.

The regulations governing the Jacob K. Javits Fellowship Program are in 34 CFR Part 650.

The Education Department General Administrative Regulations requires grantees to submit 

performance reports annually [see 34 CFR Part 74.51, 34 CFR Part 75, Section 75.118 and 

75.720]. 

The Javits award is a four-year fellowship; renewal for each fellow is dependent on continued 

academic progress as determined by the institution. In addition, the stipend portion of the 

fellowship is determined by the individual’s financial need and must be reassessed each year. 

In order to make new and non-competing continuation awards for Javits fellows, institutions of 

higher education currently certify the academic progress of each fellow and report on the 

fellow’s financial need. At the end of the four-year project period, grantee institutions must 

complete a Final Performance Report (FPR) that addresses the current status of funded fellows 

and collects financial data reflecting the expenditure of funds throughout the grant period.

The current Final Performance Report Package for the Jacob K. Javits Fellowship Program 

(OMB No. 1840-0752) will expire on December 31, 2013. The FPR provides the necessary 

 

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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

information to evaluate the effectiveness of the funded fellowships. Without such critical data on 

the progress and performance of Javits fellows, it is not possible to measure the success of the 

projects, or of the program. The data provided in the FPR also assists program staff in further 

developing useful technical assistance methods for grantees. The information to be requested 

in the FPR is in response to both congressional inquiries and the requirements of the 

Government Performance and Results Act (GPRA).

Program staff has not made any changes to this information collection since it was previously 

approved in 2010. Program staff believes that the clarity of the document, the reduction of 

burden on respondents and the use of the most effective collection of the data necessary to 

evaluate the projects’ performance and accomplishments towards meeting the GPRA 

requirements will continue under this collection. 

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.

Each FPR will be reviewed by program staff to ensure the projects’ compliance with the 

program statute and regulations, and to evaluate the projects’ overall success in meeting the 

goals of the program. Information provided in the report includes the amount of time needed by 

Javits fellows to obtain their respective degrees, and their employment status after graduation. 

Program staff has used this information in past years to respond to inquiries regarding program 

effectiveness, especially as related to GPRA and the formerly utilized Program Assessment 

Rating Tool (PART).

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.

The Javits program currently utilizes an electronic version of the currently approved 

performance data collection instrument, which is accessed online by grantees. Currently, 100% 

of these FPRs are completed online and submitted electronically.

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.

The collection and use of this FPR information is not duplicated within the U.S. Department of 

Education or any other government entity. 

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 not-for-profit enterprise that is 

independently owned and operated and is not dominant in its field; or (3) a small 
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

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.

The collection of this FPR information has no impact on 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 data requested in this Final Performance Report is not collected, program staff will not be 

able to determine whether or not funded projects were completed successfully and in 

accordance with the program statute and regulations. In addition, evaluation of the program 

based on GPRA performance indicators, or on other program evaluation criteria established by 

Department policies, will not be possible. 

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.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

There are no circumstances that would cause this information collection to be conducted in this 

manner.

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 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 appropriate 60- and 30-day Federal Register Notices (FRN) were published to allow for 

public comment. A 60-day FRN published ________ in volume ___, page _______ and a 30-

day FRN on ________ in volume ___, page _______ . Requests for data on Javits fellows have 

come from students, grantees, Javits fellows, professional associations and Members of 

Congress. This information collection reflects the comments and requests of these groups, as 

well as clarifications based on questions to program staff. Data from all of these sources of less 

than 9 have been used to calculate hour and cost burden to respondents.

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

remuneration of contractors or grantees with meaningful justification.

No payment or gifts are provided 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.2If the 

collection is subject to the Privacy Act, the Privacy Act statement is deemed sufficient with 

 

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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 A-130 

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)
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

respect to confidentiality. If there is no expectation of confidentiality, simply state that the 

Department makes no pledge about the confidentially of the data.

The proposed data to be collected in the FPR will be subject to the requirements of the Privacy 

Act, as the reports will contain information regarding individual Javits fellows. Any collected 

data made public would only be presented in aggregate, and would not include personal 

information.

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.

No questions of a sensitive nature are asked in this report.

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.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

The burden of individual respondents is estimated at an average of 6 hours for each IHE. 

These estimates are based on input from respondents during previous funding cycles. The time 

required to complete this information collection is estimated to average 6 hours per response, 

this includes time to review, search existing data source, gather the data needed, complete and 

review the performance report. There are a total of 20 respondents taking 6 hours each to 

complete the FPR for a total burden of 120 hours. 

Respondent 

Type

Number of 

Respondents

Frequency of 

Response

Hours Total Burden 

Hours

IHE 20 Annual 6 120

Totals 20 6 120

Estimated total annual cost burden to respondents:

Respondent 

Type

Number of 

Respondents

Frequency

of 

Response

Hours Total 

Burden 

Hours

Wage Total 

Cost

IHE 20 Annual 6 120 $22 /hour $2,640

Totals 20 6 120 $2,640

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 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.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

 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 : 

The only costs would be for customary and usual business practices.

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.

Estimates of annualized cost to the Federal government:

Task Cost Hours Number Hours Total Total Cost 

to USG

Securing OMB approval 

(every 3 years)

$42/hr 55 55 $2,310

Reports Design (every 3 

years)

$42/hr 16 16 $672

Review Of Forms by 

Staff

$42/hr 2 each 20 40 $1,680

Totals $4,662

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 
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

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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 the FPR. The information reflected in this 

information collection is still based upon the number of grantee institutions submitting this report 

annually.

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.

The U.S. Department of Education does not plan to publish any information from this 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.

The U.S. Department of Education will display the expiration date for the OMB approval for this 

data collection.

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

Paperwork Reduction Act.

No exceptions are being requested for this information collection.