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ICRAS Tracking and OMB Number: 1840-0812

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 copy of the appropriate section of each statute and regulation mandating or 

authorizing the collection of information.

The Higher Education Opportunity Act of 2008 amended Title III, Part A of the Higher 

Education Act to include Section 318 - The Predominantly Black Institutions (PBI) 

Program. The PBI Program makes 5-year grant awards to eligible colleges and 

universities to plan, develop, undertake and implement programs to enhance the 

institution’s capacity to serve more low- and middle-income Black American students; to 

expand higher education opportunities for eligible students by encouraging college 

preparation and student persistence in secondary school and postsecondary education; 

and to strengthen the financial ability of the institution to serve the academic needs of 

these students. Allowable activities are numerous and include academic instruction, 

teacher education, faculty development, equipment purchase, construction and 

maintenance, and tutoring and counseling services. The PBI program is an institutional 

aid program and grants are based on a formula rather than being competitive. All 

institutions that qualify as PBIs and submit the required materials will receive a portion 

of the total appropriation based on a formula. This information collection is necessary to 

comply with Section 318 of Title III, Part A of the HEA as amended.

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 Department will use the data collected in the PBI Application to evaluate the 

projects submitted by the specified institutions of higher education and to determine 

allowable multi-year project expenses based on statutory requirements. Formula data 

elements contained in the program legislation will also be collected each year to 

determine each eligible institution’s share of the appropriation. 
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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 of using information technology to reduce burden.

The Office of Postsecondary Education is committed to the reduction of paperwork. In 

FY 2013, applicants will be required to submit their application electronically as an 

email attachment. 

4. Describe efforts to identify duplication. Show specifically why any similar information 

already available cannot be used or modified for use of the purposes described in Item 

2 above.

Since the information submitted in this application is unique to each respondent and to 

the authorizing legislation, no duplication exists. 

5. If the collection of information impacts small businesses or other small entities (Item 

8b of IC Data Part 2), describe any methods used to minimize burden.

This collection of information does not involve small business 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.

Federal program and policy activities could not be carried out if the information 

requested in this package is not collected. Collection of the data is necessary in order 

to meet statutory requirements and make grant awards under this program.

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;
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 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 which 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 tht it has instituted procedures to 

protect the information’s confidentiality to the extent permitted by law.

There are no special circumstances included in this information collection.

8. If applicable, provide a copy and identify the date and page number of publication in 

the Federal Register of the agency’s notice, required by 5 CFR 1320.8(d), soliciting 

comments on the information collection prior to submission to OMB. Summarize 

public comments received in response to that notice and describe actions taken by 

the agency in response to these comments. Specifically address comments 

received on cost and hour burden.

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.

This is the second year of program implementation. The Department will publish 

60/30 day Federal Register Notices to solicit public comment on the application.

Department staff will respond to any questions or comments resulting from the 

publication of the information collection in the Federal Register as required by 5 

CFR 1320.8(d). Consultations with the PBI community will be conducted annually to 

solicit feedback on certain application requirements specified in the statute. 

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

remuneration of contractors or grantees.

The Department will not provide payments or gifts to respondents.
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10. Describe any assurance of confidentiality provided to respondents and the basis for 

the assurance in statute, regulation, or agency policy.

There are no assurances 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.

Questions of a sensitive nature are not included in this information collection.

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

statement should :

 Indicate the number of respondents, frequency of response, annual hour 

burden, and an explanation of how the burden was estimated. 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 item 16 of 

IC Data Part 1.

 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 not be included in Item 14.

The estimated total reporting burden hours for this data collection is 700 hours. This 

includes an estimated total of 35 respondents, each with an estimated response time of 

20 hours. 

Estimated Individual Average Annual Burden Hours:

Year 1 60 (application preparation and submission of formula data)
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Year 2 10 (formula data submission)

Year 3 10 (formula data submission)

Year 4 10 (formula data submission)

Year 5 10 (formula data submission)

Total 100 total burden hours per applicant over 5 years

100 hours divided by 5 years = 20 average annual burden hours per applicant each 

year. 

35 applicants x 20 burden hours = 700

700 total average annual burden hours for all applicants

The average estimated annual costs to respondents are provided below.

Professional Staff

(35 respondents x 10 hrs x $35 per hour) = $12,250

Clerical

(35 respondents X 10 hours X $12 per hour) = $4,200

Total Professional cost: $12,250

Total Clerical cost: +$4,200

Total: $16,450

This program is in Year 2; therefore, the estimates are accurate.

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 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 
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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.

Total Annualized Capital/Startup Cost : 

Total Annual Costs (O&M) : 

____________________

Total Annualized Costs Requested : 

There are no capital start-up costs to the respondents in this information collection. No 

operational or maintenance costs beyond usual and customary business practices 

would apply.

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.

15. Explain the reasons for any program changes or adjustments to #16f of the IC Data 

Part 1 Form.

Task Costs Hours Number

of Staff

Total 

Annual 

Hours

Total 

Annual 

Costs

Securing OMB approval 

once every three years.

$47/hr 24 1 8 $376

Reports design once every 

three years.

$47/hr 15 1 5 $235

Reviewing applications once 

every three years.

$47/hr 100 2 20 $940

Generating/Preparing Slates $47/hr 40 1 40 $1880

Slate Review and Approval $60/hr 5 6 30 $1800

Issuance of Awards $47/hr 30 2 60 $2820

Monitoring and Technical 

Assistance

$47/hr 300 2 600 $28200

Total Annual Costs

$36,251
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This is the second time this application package has been cleared. The burden hours 

increased since the original clearance because the number of respondents is more than 

the original estimate.

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 Department has no plans 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 expiration date for OMB approval will be displayed.

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

Paperwork Reduction Act.

No exceptions are being requested. 

b. This collection does not employ statistical methods.